Set Options

Backdate Overheads

An option that determines whether overheads can be backdated on existing transactions. If you select this option, you can change the overheads for one or more cost codes and apply the changes to existing transactions as well as new ones. If the option is cleared, changes to overheads will only apply to transactions entered subsequently.

Hours and Minutes

An option that controls how hours and fractions of hours are entered in timesheets. With this option selected, numbers after the decimal point are taken to be minutes; for example, an entry of 1.25 would mean 1 hour and 25 minutes. If the option is cleared, entries will be treated as decimal; for example, an entry of 1.25 would mean one and a quarter hours (that is, 1 hour and 15 minutes). If the Costing application is integrated with the Payroll application, the default for this option is the one defined on the Set Options form in the Payroll application and cannot be overridden here.

We recommend you avoid changing this option once set as it also governs the setting of the Unit Type box for labour type cost codes, as defined using the Cost Codes command on the Maintenance menu. Once these have been set up, the units type cannot be changed. The option can be changed in the Payroll application and a warning is given if you do, but it would then be necessary to set up new labour type cost codes where the units type would default to the correct value. Timesheets posted using old cost codes would be rejected and would need entering directly in the Payroll application.

Use Contracts

An option that determines whether you want to use the contract feature. If selected, two or more job records and phases can be associated with a single contract code for reporting purposes. You can then use the Contract Summary command on the Reports menu to produce a summary of costs, revenues or write offs for a range of contracts, optionally including completed contracts and assigned job details.

The term used for a contract depends on the entry in the Contract Description box on the System Preferences form in the System application. You can choose a different term to 'Contract' if you prefer, which will be applied throughout the system.

Use Phases

An option that determines whether you want to use phases which provide a further subdivision for the analysis of jobs. If you select this option, you can break down jobs into separate phases enabling you to produce reports on that basis.

The term used for a phase depends on the entry in the Phase Description box on the System Preferences form in the System application. You can choose a different term to 'Phase' if you prefer, which will be applied throughout the system.

Use General Batches

An option that determines whether the Batch Input command can be used to enter cost transactions in batches. If cleared, costs can only be entered individually.

Use Timesheet Batches

An option that determines whether the Batch Input command can be used to enter timesheets in batches. If cleared, timesheets can only be entered individually.

Use Period Numbers

An option that determines whether a period number must be specified when transactions are entered in the system. If selected, you can identify the current period in the Current Period Number box on this Set Options form and it will be incremented automatically each time you use the Reorganise command on the Utilities menu. If used, you can also produce reports based on period ranges.

If Costing is integrated with Payroll, the periods are independent; that is, a period to which a timesheet is posted in the Costing application may be unrelated to the payroll period to which it is subsequently transferred in the Payroll application.

Allow Cost Code Additions

An option that determines whether cost codes can be budgeted on a job-by-job basis. If selected, the cost code structure of jobs can be flexible, allowing cost code additions if necessary. If the option is cleared, the cost code structure for jobs is limited to only those for which a budget has been entered; that is, timesheets, costs, revenues and other transactions can only be entered against budgeted codes. If this option is selected, you can add cost codes to the job structure while posting costs, timesheets, and so on.

Budgets on Headers

An option that determines whether you can enter budgets on job header records on the Costing - Processing form. If selected, you can enter budgets for the job as a whole as well as at cost code level. If the option is cleared, you cannot enter job budgets directly; instead, they are calculated on the basis of the accumulated cost code budget figures automatically.

Important: If this option is cleared after manually entering budgets on job headers then the Budget boxes on the Processing form will be disabled (you will not be able to change the values). The values will then be recalculated on the basis of the accumulated cost code budget figures when you next run the Costing - Utilities - Reorganise command.

Print on Cost Entry

An option that determines whether you want to print details of transactions entered using the Costs, Timesheets and Revenues commands on the Processing form. If selected, the output destination selection form appears when entering such transactions and when you complete the transaction entry, a report showing the details is produced.

Next Batch Number

If you have selected either the Use General Batches or Use Timesheet Batches options, you can enter the next batch number to be assigned to transactions entered using the Batch Input command. Each batch is allocated a batch number which is incremented automatically by the application, starting from the number entered here. You can change the next number at any time, but we recommend it is best left unaltered once you begin using the Costing application for batch entries.

Periods in Year

If you have selected the Use Period Numbers option, enter the maximum number of periods permitted in any one year. Period numbers are incremented automatically each time you use the Reorganise command. When the current period matches the number entered here, the application will restart at period one after the next reorganisation.

Current Period Number

If you have selected the Use Period Numbers option, you need to identify the current period when you first use the Costing system. It is then maintained automatically by the application when you use the Reorganise command.

Current Year

Enter the current costing year. Reports can be produced on the basis of period and year ranges.

Maximum Employee Hours

Enter the maximum number of hours that can be entered, per employee, in any one period when entering timesheets. The application will display a warning if this is exceeded.

Default Invoice Method

An option that determines the invoice method to be used when you post revenue transactions. The default method is the one offered automatically in the Invoice Method box displayed when you use the Revenues command on the Action menu associated with the Processing form. This saves you having to enter or select a method individually for every revenue entry. You can select one of the following from a list: Direct Invoice, Invoice Costs by Total Cost, Invoice Costs by Each Line, Invoice Costs by Code, Invoice Costs by Type, Invoice Costs by Framework or Blank.

The 'Blank' option means no default. The Invoice Method box is left blank when you use the Revenues command on the Action menu associated with the Processing form, and you must select a method at that time.