Job Costing & Work In Process

www.pace2020.com | See the possibilities…

Job Costing & Work In Process


Overview• Department, Cost Centers & Activity Codes

(DCA) is the breakdown of the business.• Departments & Cost Centers organize the

activity codes in a logical order.• ID’s contain logic to maintain DCA order.• Every cost in ePace is associated to an activity

code.• Materials & outside purchases are considered

departments in the organized structure.• Activity codes can also be used for tracking jobs.

Departments

• Top tier of the structure• Three-digit ID• Most often broken down by internal

departments• Contain additional settings for job jacket notes


Cost Centers• Cost centers are a group of like activity codes

or pieces of equipment.• Three-digit ID, containing the department ID.• Each department contains a group of relative

cost centers.• Can track total impressions of a press when

production units are tracked in Data Collection.• Can capture actual hours and cost vs.

budgeted hours and cost for the cost center.(Cost Recovery Report)


Activity Codes

• Group of like operations relative to a specific cost center

• Budgeted hourly rates reside on the activity code• Five-digit ID containing the department and cost

center ID’s• Contains Data Collection settings specific to the

operation• Can leverage activity codes to track milestones

during the manufacturing of a job


Activity Codes

• Can be set to automatically create an actual cost for items you may not necessarily track. Example: Ink

• WIP category is associated to the activity code


WIP Categories

• User-defined buckets that capture actual costs generated on a job.

• Determines those operations (costs) considered as value added, for Estimating and reporting purposes.

• Determines those operations (costs) considered hard costs, for Estimating and reporting purposes.


WIP Categories

• No WIP category should be flagged as both value added and cost.

• WIP category 10, Freight, cannot be altered because ePace coded logic uses this category.

• Costs are distributed to WIP when transactions are posted to the jobs.

• Costs are removed from WIP when the job is billed.


Common WIP Categories

• Materials• Paper• Prepress• Press• Bindery• Freight• Outside Purchases• Shipping/Fulfillment


Note Categories

Used to categorize notes in various parts of ePace:– Customer – Contact– Job – Job Jacket– CRM


Note Categories – Job Control

The following categories are used in job control when associated with a department:– General– Prepress– Press– Finishing– Fulfillment– Shipping– Material– Data Processing


Note Categories – Customer/Reporting• The following categories are used on the

customer:– Account– Collection– Job

• The following categories are for reporting purposes only:– CRM– Sales– Estimating


Non-Planned Reasons

• Used to provide explanation for labor or materials beyond what was originally requested.

• Allows for markup to provide a suggested sell price for transactions tagged with NPW code.

• Captures additional work for reporting purposes.• Ability to control the status of job planning

records.• Also displays as NPW code in ePace.


Non-Planned Reason Locations

Non-planned reason codes are available in the following locations:– Data Collection– Job Control– Change Order– Purchase Order– Job Billing


Job Costing Module Settings

Global settings that control the behavior of the module.


Job Costing Reports

Administrative level reports which show various lists from ePace:– Cost Center Listing– Activity Code Listing– Hourly Rate Listing– Productivity Info– Job Costing Time And Planning


Job Costing User

Costs are generated from users entering transactional data to the following parts of ePace: – Data Collection– Purchase Orders– Material Pulls– Shipping– Change Orders– Manual Entry


Job Costing Facts

• All costs must be posted before they become an actual cost on the job.

• Reports do not reflect any un-posted costs. • Costs can be edited prior to posting. • Cost are not editable once they become posted.• WIP is generated by posted Job Costing

transactions.


Adding Costs Manually

• Costs can be entered into the system manually, in the event you inadvertently left out something.

• Negative hours or dollars can be entered to correct any transaction posted in excess.


Editing Transactions

• Use an ePaceStation query to easily edit transactions.

• Editing transactions before posting helps minimize manual corrections later.

• Editing before posting ensures accurate job costs.

• You should perform this on daily basis.


Approve & Post Transactions

• All transactions must be approved in order for the system to post them.

• There are two methods to complete this task. The difference between each is time to complete the task and a report.

• You should perform this on a daily basis.


Approve Transactions: Method 1

• Select Approve Transactions from main menu.• Transactions are broken down by type.• Clicking all selects all transactions on the page

you are currently on.(Be sure to click [Update] before navigating to the next page.)

• Must approve transactions on each page.• Print Job Charges Register, if desired.

(Only available prior to posting.)


Approve Transactions: Method 2

• Select Post Transactions from the main menu.• Select the desired transaction type from the

drop-down menu. Typically, you want to select all transaction types.

• Check the Post Unapproved Transaction box. ePace automatically approves it for you.

• Job Charges Register is not available with this method.


Post Transactions

• If you use Method 1, navigate to Post Transactions after printing the Job Charges Register.

• Select a transaction type to post, then click Post.

• If you use Method 2, simply click Post after you check the Post Unapproved box.


Reports

Once you posted transactions, actual cost data is available on the various Job Costing reports.


Work In Process (WIP)

• WIP is generated as transactional data is posted in the system.

• WIP is relieved once jobs are billed and closed.• Partial billed jobs relieve the portion of WIP

already generated. • Each transaction is tagged with the “date

expensed” on the cost record when the job is billed.


Review WIP

• You can review WIP by each category from the main menu under Review WIP.

• Various reports can also be printed to review your WIP.


Documents

Job Costing & Work In Process