Project and Job Costing Getting Started - SAGE Partner · PDF fileProject and Job Costing Features 1–4 Sage Accpac Project and Job Costing ... • Allocate overhead to any cost category,

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Sage Accpac International, Inc. Confidential

SAGE ACCPAC

Sage Accpac ERP™

Project and Job Costing 5.5A Getting Started

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Sage Accpac International, Inc. Confidential

©2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

Getting Started iii

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Sage Software Confidential

Contents

Chapter 1: Introducing Project and Job Costing

Project and Job Costing Features .................................................1–1 Tailor Project and Job Costing to Your Business ...............................1–2 Use Powerful Estimating Capabilities.........................................1–3 Set Up Flexible Contracts....................................................1–3 Adapt Transaction Processing to Your Needs..................................1–5 Produce Complete Audit Trails ..............................................1–7 Use Powerful Inquiry Features to Review Your Data ...........................1–7 Produce Comprehensive Analytical and Management Reports..................1–8 State Contracts in Your Customers’ Currencies ................................1–8

Integrating with Other Programs ................................................1–8 Project and Job Costing Documentation .........................................1–11

How to Use this Manual ...................................................1–11 The User Guide ...........................................................1–12 Online Documentation .....................................................1–12

Where To Now?...............................................................1–13

Chapter 2: What You Need to Know Before Setting Up Project and Job Costing

Overview of Project and Job Costing .............................................2–1 Steps for Setting Up Project and Job Costing...................................2–2

Choosing Project and Job Costing Options ........................................2–2 Company Information ......................................................2–3 Settings....................................................................2–4 Segments ..................................................................2–9

iv Sage Accpac Project and Job Costing



Transactions Options ...................................................... 2–10 Integration Options for Accounts Receivable................................. 2–12

Choosing G/L Integration Options.............................................. 2–14 Specifying When, Where, and How to Create G/L Transactions................ 2–15 Including Descriptive Information with G/L Transactions ..................... 2–18

Planning Your Contract Numbering Scheme .................................... 2–20 Defining Contract Number Formats ........................................ 2–20

Planning a Cost Classification System........................................... 2–24 Categories................................................................ 2–25 Cost Types ............................................................... 2–25 Resources ................................................................ 2–26

Entering Project and Job Costing Setup Information .............................. 2–26 Setting Up Contract Number Segments ..................................... 2–28 Setting Up Contract Structures ............................................. 2–30 Setting Up Account Sets ................................................... 2–31 Setting Up Cost Types ..................................................... 2–34 Setting Up A/R Item Records............................................... 2–35 Setting Up Optional Fields ................................................. 2–35 Setting Up Categories ..................................................... 2–41 Setting Up Employees ..................................................... 2–45 Setting Up Equipment ..................................................... 2–49 Setting Up Miscellaneous Expenses ......................................... 2–50 Setting Up Overhead Expenses ............................................. 2–52 Setting Up Subcontractors ................................................. 2–54 Setting Up Charges........................................................ 2–56 Setting Up Projects ........................................................ 2–57

Importing and Exporting Project and Job Costing Records ........................ 2–61 Where To Now? .............................................................. 2–62

Chapter 3: Setting Up Project and Job Costing

Before You Begin .............................................................. 3–1 Overview of Project and Job Costing Setup ....................................... 3–2

Getting Started v



While You Work ...............................................................3–3 Guideposts to Project and Job Costing Information ............................3–3

Setting Up a Project and Job Costing System ......................................3–5 Step 1: Gather Your Current Contract and Job Costing Data ....................3–5 Step 2: Add Project and Job Costing Accounts to General Ledger ...............3–7 Step 3: Select Project and Job Costing Options.................................3–7 Step 4: Adding Segment Codes .............................................3–22 Step 5: Adding Contract Structures .........................................3–23 Step 6: Add Setup Records .................................................3–25 Step 7: Add Existing Contracts and Year‐To‐Date Transactions ................3–59

Where To Now?...............................................................3–60

Appendix A: Sample Setup Checklist

Index

Getting Started 1–1

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Introducing PJC

Chapter 1 Introducing Project and Job Costing

This chapter introduces you to Sage Accpac Project and Job Costing. It describes important features of the program, discusses how Project and Job Costing integrates with other applications, and suggests how to use the manuals to learn about the system.

Project and Job Costing Features Project and Job Costing is ideal for builders, contractors, manufacturers, or any job‐ or project‐oriented service organization. You can use the program as a project and job costing system or as a time and material system. Its powerful estimating, budgeting, and inquiry features help you to determine the profitability of any project and to identify potential problems immediately.

You can use Project and Job Costing to estimate contracts, track revenues and costs, and — because billing is automated in Project and Job Costing — you spend less time invoicing your customers and managing your accounts receivable.

Project and Job Costing can help you manage all aspects of your contracts, from estimates through completion. It helps you track costs and revenues, monitor job progress, and measure profitability over one or many periods.

Comprehensive reports and on‐screen displays keep you up‐to‐date at the contract, project, and category levels, giving you the information you need to make sound management decisions and to develop accurate bids and realistic plans for the future.

Project and Job Costing Features

1–2 Sage Accpac Project and Job Costing



System requirements

To run Project and Job Costing, you require the following Sage Accpac programs:

• System Manager • Accounts Receivable • Accounts Payable

Project and Job Costing also integrates with General Ledger, Inventory Control, Order Entry, US or Canadian Payroll, and Purchase Orders.

The rest of this section describes some of the tasks you can accomplish using Project and Job Costing.

Tailor Project and Job Costing to Your Business

• Save time when setting up new contracts by using existing contracts as templates.

• Set up any number of contracts for your customers.

• Assign an unlimited number of projects to a contract.

• Define projects according to their type (time and materials, fixed price, or cost plus).

• Divide project costs into as many categories as you need, according to cost type. Set estimates for these cost categories, and then use the estimates to measure actual performance.

• Set up an unlimited number of cost types for six different cost classifications.

• Set up simple contracts for which you can post costs and billings directly to the cost of sales and revenue accounts.

• Choose when to recognize revenue based on GAAP requirements and your business needs.

• Recognize revenue at the project level and the costs at the category level.





Introducing PJC

• Specify a default accounting (or revenue recognition) method for a contract, and select different accounting methods for individual projects, as needed.

• Specify default overhead and labor burden allocation methods and rates for a contract, and select different overhead and burden allocation methods and rates for individual projects, as needed.

• Define an unlimited number of optional fields for contracts, projects, and all resources, as well as for headers and details of all types of transactions. You can specify for each optional field: a default value; whether it is a required field; and whether it will be automatically inserted in new records or transactions.

Use Powerful Estimating Capabilities

• Assign employees, material, subcontractors, equipment, miscellaneous charges, and overhead to each project that makes up a contract.

• Set up complex estimates by specifying the quantity, unit cost, and billing rate (for time and material projects) for each employee, inventory item, subcontractor, equipment, miscellaneous expense, and overhead expense charged to a project.

• Set up simple contracts by assigning cost categories, rather than specific resources, to each project.

• Estimate costs for each cost category automatically, or enter cost and revenue estimates for each category within a project.

Set Up Flexible Contracts

• Easily set up new contracts using the New Contract wizard.

• Use as many as five segments in your contract numbers to represent types of contracts or divisions.





• Automatically override General Ledger revenue account segments for each project, and override cost account segments for each category.

• Maintain multiple contracts, or jobs, per customer.

• Allow multiple customers in a contract.

• Maintain multiple projects within each contract, and track multiple cost categories within each project.

• Post shipments in Order Entry and post invoices in Accounts Receivable for customers other than the project customer.

• Use internal contracts to manage jobs within your company, for which you do not bill a customer.

• Use contract, project, and category names according to the terminology used in your industry.

• Use up to six progress statuses for each contract and project. You can assign Estimate, Approved, Open, On Hold, Inactive, or Complete status. (The program assigns Closed status to completed projects during revenue recognition.)

• Select the accounting method (revenue recognition method) for each project within a contract. Choose from total cost percentage complete, labor hours percentage complete, project percentage complete, category percentage complete, billings and costs, completed project, or accrual‐basis.

• Choose from three different project types — time and materials, cost plus, and fixed price. Each project within a contract can be a different type.

• Use a variety of project types and accounting methods for complex contracts.

• Set up projects and categories with default information that you can use for a variety of contracts, or set up new projects and categories for specific contracts.





Introducing PJC

• Specify timelines using start and end dates for each project.

• Close a project to billings or costs at any time.

• Assign each category to one of six cost classes — labor, materials, equipment, miscellaneous, overhead, and subcontractor — as appropriate for your company.

• Allocate overhead to any cost category, and allocate labor burden to labor categories.

• Easily navigate through the projects and categories within the contract with the optional Tree view.

• Maintain records for subcontractors, equipment, employees, miscellaneous items, overhead expenses, and charges that can be assigned to any project.

• Set any of these records inactive if you want to stop using them on a daily basis, but want to retain them in the system for historical and reporting purposes.

Adapt Transaction Processing to Your Needs

• Bill a customer for different contracts, projects, and categories on the same invoice.

• Generate customer billings automatically.

• Review the generated billings for the customer and make necessary changes before updating Accounts Receivable.

• Post transactions for material usage, material returns, material allocation, timecards, equipment usage, miscellaneous costs, adjustments, and revisions to estimates.

• Record the cost and billing rate (for time and materials projects and fixed price projects that use the billings and costs or accrual‐basis accounting method) of equipment used for a project, so that you can bill the customer for usage.





• Record miscellaneous charges such as service fees.

• Process in Project and Job Costing miscellaneous cost transactions for any project category or resource category without affecting a vendor record.

• Transfer inventory items to a contract, project, and category and bill the customer for the inventory used.

• Track (allocate) material stored and material used on a project for the AIA report (required in the U.S. for billing purposes) or for material audits.

• Return inventory items not used in a project to inventory so that they are available for other projects.

• Specify whether individual transactions are billable, non‐billable, or no charge.

• Allow a project manager or a designated employee to approve transactions before updating a contract.

• Approve employee timecards and expenses before updating Sage Accpac US or Canadian Payroll, or enter the timecards in the payroll program to update Project and Job Costing automatically.

• Let employees enter timecards from any location (on site or at the office) through an Internet browser.

• Update revenue and cost estimates at any time, with a full audit of the changes.

• Update General Ledger control accounts automatically.

• Update Accounts Receivable with invoices you generate in Project and Job Costing.





Introducing PJC

Produce Complete Audit Trails

• Keep complete details of transactions for as long as you choose, and print a history report.

• Drill down from the PJC Transaction History form to the originating transactions, and drill down from a selected project, category, or resource to view the related transactions.

• Delete history of fully paid transactions, posted and printed journals for selected posting sequences, posting errors, and closed contracts, as required to clear disk space.

• Print a journal of the entries posted in each posting run, listing key pieces of information you can use to track each detail.

• Define the prefixes that Project and Job Costing assigns to A/R billing, adjustment, charge, equipment usage, material return, material usage, material allocation, opening balance, reopen project, revenue recognition, revise estimate, timecard, update retainage, and cost transactions.

• Optionally, require printing of transaction listings before posting.

Use Powerful Inquiry Features to Review Your Data

• Track original estimates, current estimates, and actual amounts for each project and resource assigned to a project.

• Track labor, material, equipment, subcontractor, miscellaneous items, and overhead cost categories.

• Drill down to originating transactions for each category.

• Use comprehensive inquiry tools and customizable reports to review project status and profitability, and to compare estimates to actual results.

Integrating with Other Programs




Produce Comprehensive Analytical and Management Reports

Project and Job Costing provides numerous sorting and selecting options on a range of reports, journals, and lists. You can print most reports on letter or A4 size paper.

State Contracts in Your Customers’ Currencies

Project and Job Costing allows you to set up estimates and contacts in your customers’ currencies. You specify the exchange rate to be used for converting amounts to and from your functional currency.

All costs are maintained in your functional currency.

Integrating with Other Programs Integration with Accounts Receivable and Accounts Payable

Project and Job Costing is designed for use with Sage Accpac Accounts Receivable and Accounts Payable, which are required to run Project and Job Costing.

When you post billing worksheets in Project and Job Costing, the program sends invoice batches to Accounts Receivable where you can view, edit, and post the invoices as you would any Accounts Receivable batch.

You can also enter job‐related invoices, credit notes, debit notes, and adjustments in Accounts Receivable and Accounts Payable that update your Project and Job Costing system.

Posting job-related invoices in Accounts Receivable and Accounts Payable

When you post job‐related invoices in Accounts Receivable or Accounts Payable, these programs:

• Create journal entries to update your receivables control or payables control account, and your billings and work in progress accounts, depending on the type of invoice.

• Update the project, category, and (for standard contracts) resource in Project and Job Costing.





Introducing PJC

If you report tax on retainage for Accounts Payable as required by the tax authority, and if the tax authority requires you to report tax when you post retainage documents, Accounts Payable sends the amount of tax calculated for retainage to be paid later as a commitment to Project and Job Costing.

Accounts Receivable also updates Project and Job Costing when you post receipts and refunds for job‐related documents, as does Accounts Payable when you post job‐related payments.

Vendors and customers used in Project and Job Costing records

Project and Job Costing uses customer numbers from your Accounts Receivable system in contracts. It also lets you enter vendor numbers from Accounts Payable in subcontractor records.

For even more power and flexibility, Project and Job Costing also integrates with the following Sage Accpac applications:

• General Ledger. Project and Job Costing can create general ledger batches directly in General Ledger, or it can create batches for a general ledger at a remote location.

You can choose to create general ledger batches automatically during posting, or create the batches yourself when you are ready. You can also choose to create and automatically post the batches automatically in General Ledger when you post them in Project and Job Costing. You can post transactions to the general ledger in consolidated form or with full details.

You can also specify the type of information to use for the reference, description, and comment included with each transaction header and transaction detail sent to the general ledger.

• Inventory Control. If you use Inventory Control, the Day End function in that program creates journal entries for your work‐in‐progress and inventory control accounts for material usage and material returns transactions that you process in Project and Job Costing. It also calculates item costs for material usage transactions.





• Purchase Orders. When you process purchase orders and receipts in Sage Accpac Purchase Orders, that program updates committed and actual quantities and costs by contract, project, category, and resource in Project and Job Costing.

• Order Entry. When you enter a quote for a job in Order Entry, you can also create a corresponding contract in Project and Job Costing. Posting the quote in Order Entry updates estimates for the contract in Project and Job Costing; posting the order once you mark it Active changes the project status to Open.

Project and Job Costing accepts costs from job‐related shipments that you post in Order Entry, and it handles the billing for shipments that use project invoicing. For some projects, you can even choose to post job‐related invoices in Order Entry.

The Project Maintenance form lets you set a default method for calculating costs and billing amounts on job‐related documents you process for a project in Order Entry.

• US Payroll and Canadian Payroll. If you use Sage Accpac US or Canadian Payroll, you can select employees and valid earnings codes from your Payroll system when you set up employee records in Project and Job Costing. After posting timecards in Project and Job Costing, you run Update Payroll to create timecards in Payroll. You can then generate employee checks in the usual way.

You can also post job‐related timecards in Canadian or US Payroll. The program updates actuals in Project and Job Costing when you print job‐related paychecks.

Multicurrency ledgers

In a multicurrency system, you can enter timecards in Project and Job Costing only for employees that use the functional currency. However, if you also use Canadian or US Payroll for your job‐related payroll processing, you can set up PJC Employee records for US or Canadian employees in any currency. You can then process job‐related timecards in US or Canadian Payroll in any currency.

Project and Job Costing Documentation




Introducing PJC

Project and Job Costing Documentation The Sage Accpac ERP 5.5 DVD includes the Getting Started guide and the User Guide in Adobe PDF format, as well the Update Notice and readme file for this version of Project and Job Costing.

You can install the Getting Started guide, the User Guide, and the Update Notice on Sage Accpac ERP servers and workstations when you install the Project and Job Costing program, and you can open them from the Help menu on the Sage Accpac desktop.

How to Use this Manual

This Getting Started manual explains how to set up your data for use with Project and Job Costing.

To install Sage Accpac and set up your printer, follow the instructions in the System Manager Administrator Guide.

In addition to Chapter 1, Getting Started contains these chapters:

Chapter 2, What You Need to Know Before Setting Up Project and Job Costing, tells you how to create a Project and Job Costing system that takes full advantage of the program’s features and meets your company’s present and anticipated needs.

Chapter 3, Setting Up Your Project and Job Costing System, guides you through the processes of setting up Project and Job Costing to meet the unique needs of your company and transferring your existing job costing data to your new Project and Job Costing system.

Appendix A, Sample Setup Checklist, shows the setup checklist and explains how to print it.

The Index contains an alphabetical listing of topics in this manual, with corresponding page‐number references.

Project and Job Costing Documentation




The User Guide

The Project and Job Costing documentation includes this Getting Started guide and the User Guide.

The Project and Job Costing User Guide contains an overview of Project and Job Costing processing, and describes daily and periodic processing and maintenance procedures.

The appendixes in the Project and Job Costing User Guide describe the import and export features and provide other technical information for interested users.

Turn to the User Guide once you have finished setting up your Project and Job Costing system, following the instructions in this Getting Started manual.

Online Documentation

When you install Project and Job Costing, you also install the following Project and Job Costing online documents:

• README.wri, TECHNICAL INFORMATION.wri, and PJC‐SETUP.pdf files in the \Sage Accpac\DOCS\PM55AENG folder.

README contains specialized information about the program, and describes any program changes that occurred after the manual was finished.

TECHNICAL INFORMATION contains technical information, such as a list of all the database tables in the Project and Job Costing program, the Project and Job Costing fields you can import and export, and database or report changes.

PJC‐SETUP is a checklist that lists the steps for setting up the Project and Job Costing program.

Where To Now?


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Introducing PJC

• The Project and Job Costing Update Notice, Getting Started Guide and User Guide if you choose to install documents during Project and Job Costing installation.

You can open the Project and Job Costing readme file and manuals from the Help menu on the Sage Accpac Desktop.

Where To Now? If you have just purchased System Manager, General Ledger, Accounts Receivable, Accounts Payable, Inventory Control, US or Canadian Payroll, Order Entry, or Purchase Orders, install these applications on your computer following the instructions in the System Manager Administrator Guide.

If you have already installed these applications, install Project and Job Costing following the instructions in the System Manager Administrator Guide.

If Project and Job Costing is already installed on your system, we suggest you read Chapter 2, “What You Need to Know Before Setting Up Project and Job Costing,” in this manual, and try the exercises in the Sage Accpac Workbook before you begin using Project and Job Costing with your own data.

When you are ready to create your own Project and Job Costing system, follow the instructions in Chapter 3, “Setting Up Your Project and Job Costing System,” in this manual.

The chapter on Project and Job Costing in the Sage Accpac Workbook, which comes with the System Manager, provides lessons on how to navigate the Contract Maintenance form, add a basic contract, add estimates for projects and categories, process miscellaneous cost, material usage transactions, and timecards, create billings, recognize revenue, and update payroll. Try the lessons before using Project and Job Costing with your own data.

Where To Now?




You can find the Sage Accpac Workbook in the Docs directory on the Sage Accpac ERP 5.5 DVD. You can also choose it from the Help menu on the Sage Accpac ERP Desktop:

Help > Online Documentation > System Manager > Workbook

Getting Started 2–i



Before Setting

Up PJC

Chapter 2 What You Need to Know Before

Setting Up Project and Job Costing

Overview of Project and Job Costing .............................................2–1 Steps for Setting Up Project and Job Costing...................................2–2

Choosing Project and Job Costing Options ........................................2–2 Company Information ......................................................2–3 Settings....................................................................2–4 Segments ..................................................................2–9 Transactions Options ......................................................2–10

Transaction Numbering ................................................2–11 Posting Date Option ...................................................2–11 Timecard Defaults .....................................................2–11

Integration Options for Accounts Receivable .................................2–12 Choosing G/L Integration Options ..............................................2–14

Specifying When, Where, and How to Create G/L Transactions ................2–15 Choosing When to Produce General Ledger Transactions ..................2–15 Choosing Whether to Create Separate General Ledger Batches .............2–16 Choosing Whether to Consolidate General Ledger Transactions ............2–17 Choosing Consolidation Options for General Ledger Transactions..........2–17

Including Descriptive Information with G/L Transactions .....................2–18 Selecting Information for General Ledger Transaction Fields ...............2–18 Source Codes..........................................................2–19 Changing Your Choices for Integration Options ..........................2–20

Planning Your Contract Numbering Scheme .....................................2–20 Defining Contract Number Formats .........................................2–20

Summary of the Rules for Contract Numbers .............................2–22 Sorting Order for Contract Numbers.....................................2–23 Tips for Contract Number Formats ......................................2–24

2–ii Sage Accpac Project and Job Costing



Planning a Cost Classification System........................................... 2–24 Categories................................................................ 2–25 Cost Types ............................................................... 2–25 Resources ................................................................ 2–26

Entering Project and Job Costing Setup Information .............................. 2–26 Setting Up Contract Number Segments ..................................... 2–28

Adding Segment Codes ................................................ 2–29 Setting Up Contract Structures ............................................. 2–30 Setting Up Account Sets ................................................... 2–31 Setting Up Cost Types ..................................................... 2–34 Setting Up A/R Item Records............................................... 2–35 Setting Up Optional Fields ................................................. 2–35

Optional Field Settings................................................. 2–38 Setting Up Categories ..................................................... 2–41 Setting Up Employees ..................................................... 2–45 Setting Up Equipment ..................................................... 2–49 Setting Up Miscellaneous Expenses ......................................... 2–50 Setting Up Overhead Expenses ............................................. 2–52 Setting Up Subcontractors ................................................. 2–54 Setting Up Charges........................................................ 2–56 Setting Up Projects ........................................................ 2–57

Importing and Exporting Project and Job Costing Records ........................ 2–61 Where To Now? .............................................................. 2–62




Before Setting

Up PJC

Chapter 2 What You Need to Know Before

Setting Up Project and Job Costing

This chapter provides an overview of the steps for setting up a Sage Accpac Project and Job Costing system, and explains the options you can select and the data you add during setup.

Read this chapter before setting up Project and Job Costing

Read this chapter before setting up Project and Job Costing. It will help you create a job-costing system that will meet your company’s current and future needs.

After reading this chapter, follow the instructions in Chapter 3, “Setting Up Your Project and Job Costing System,” to create your system. For information about setting up contracts and processing transactions, see the Project and Job Costing User Guide.

Overview of Project and Job Costing First, set up Sage Accpac System Manager, Accounts Receivable, and Accounts Payable

Before you can set up Project and Job Costing, you must:

1. Install the Sage Accpac System Manager (version 5.5 or later), including Bank Services and Tax Services, according to the instructions in the System Manager Administrator Guide.

2. Install the most recent service pack for System Manager (if any).

3. Install and activate the following Sage Accpac programs (version 5.5 or later), including the most recent service packs, according to the instructions in their respective Getting Started manuals:

• Accounts Receivable.

• Accounts Payable.

Choosing Project and Job Costing Options




• General Ledger, Inventory Control, and US Payroll and/or Canadian Payroll (if you plan to use them).

• Purchase Orders.

• Order Entry.

4. Install and activate Project and Job Costing.

Steps for Setting Up Project and Job Costing

The chart on page 2-3 outlines the steps for setting up a Sage Accpac Project and Job Costing system.

Choosing Project and Job Costing Options Once you have activated Project and Job Costing (see the instructions in Chapter 5, “Activating Sage Accpac ERP,” in the System Manager Administrator Guide), your first task is to choose Project and Job Costing options using the PJC Options form and the G/L Integration form.

The options you select determine how your Project and Job Costing system operates and the types of data that it stores and displays. You can also use the Options form after setup to review your entries and to change most of them, as needed.

This section explains the purposes and effects of the options that you can choose, presenting topics in their order of appearance on the Options form and the G/L Integration form. The options are briefly mentioned again in sections that discuss operations that are affected by these options.

When you create your system, following the instructions in Chapter 3, “Setting Up Your Project and Job Costing System,” you can quickly transfer the information from the completed data entry form to the Project and Job Costing Options form.





Before Setting

Up PJC

Prepare System Manager and other Sage Accpac applications for use with Project and Job Costing

■ Install Sage Accpac System Manager, Bank Services, and Tax

Services, and configure your system according to the instructions in the System Manager User Guide.

■ Install, activate, and set up Accounts Receivable and Accounts Payable, and, if you are using them, General Ledger, Inventory Control, Purchase Orders, Order Entry, and Canadian and/or US Payroll according to the instructions in their respective Getting Started manuals.

■ Add Project and Job Costing accounts to your general ledger chart of accounts.

Create your Project and Job Costing system

■ Use the Options form and the G/L Integration form to select options that determine how your Project and Job Costing system will operate.

■ Decide on the codes and numbers to assign to your records. ■ Add records and print the corresponding reports for:

− Cost Types − Contract Structures − Segment Codes − Account Sets − Categories − Projects − Equipment − Employees − Overhead Expenses − Miscellaneous Expenses − Charges − Subcontractors − Optional Fields Add existing contracts ■ Add existing contracts and estimates using the Contracts form.

■ Print the Contracts report and the Contract Estimates report. Add current year transactions

■ Enter year-to-date transactions. ■ Create and review billing worksheets. ■ Post transactions and worksheets, and print posting journals. ■ Print other reports.

Company Information

You keep and update most company information using the Company Profile form in Common Services. However, you can store the name of a contact person or position, and enter the telephone and fax numbers for your department on the Company tab of the PJC Options form.





The Company tab also displays the name and address entered for the company in Common Services. To change the company name and address, use the Company Profile form in Common Services.

Settings

The Settings tab lets you choose the following default options that appear in other forms in Project and Job Costing:

Level 1 / Level 2 / Level 3 Name (and plurals). These field names refer to the structure or reporting level of your contracts or jobs.

The default entries for these fields are Contract, Project, and Category (Contracts, Projects, and Categories for their plural forms), but you can change them. A construction company, for example, might name the levels “Job,” “Phase,” and “Category.” You can rename these levels as appropriate for your industry, provided each name uses no more than 30 characters.

The program uses the level 1, level 2, and level 3 names as the titles for the Contract Maintenance, Projects, and Categories forms. It also uses these names to refer to the records you save or retrieve using the respective forms. For example, if you use the names Job, Phase, and Cost Center for the level 1, level 2, and level 3 names, you would use the “Job,” “Phase,” and “Cost Center” fields on the respective forms to retrieve records.

Note the hierarchy of these fields:

• “Level 1” refers to your contracts with customers.

• “Level 2” refers to the revenue-generating activities you perform under contracts.

• “Level 3” refers to the costs associated with the revenue-generating activities.

Each contract (assuming that’s what you call your first-level structure) must have at least one project (or second-level structure) and one category (or third-level structure).





Before Setting

Up PJC

Default Labor Type. The labor type is the method you use for allocating to projects your labor burden, or the additional costs you incur on behalf of employees apart from wages and salaries, such as workers’ compensation premiums, holiday pay, or pension plan contributions.

You use this field to specify a default labor type for your Project and Job Costing system. The labor type you specify on the Options form appears as the default on the Categories setup form when you select a labor cost class. You can choose:

• None. If you do not normally allocate labor burden to projects, select this option.

• Flat Rate Per Labor Hour/Unit. If you can determine a flat rate according to which burden varies with the hour per unit worked, select this option.

• Percentage Of Labor Cost. If your burden varies more closely as a percentage of your labor costs, select this option.

Labor Rate / Labor Percentage. If you selected Flat Rate Per Labor Hour/Unit as the default overhead type, this field is named Labor Rate. You enter a dollar amount for the labor burden associated with each labor hour per unit produced.

If you selected Percentage Of Labor Cost as the default labor type, this field is named Labor Percentage. You enter the percentage of your labor costs that represents overhead.

Default Overhead Type. This field lets you select a default overhead type to appear on the Contract Maintenance form (when you add a new contract) and on the Categories form (when you add a new category).

The overhead type refers to the method you use to allocate to projects costs that you cannot attribute directly to projects, but which are necessary to be able to perform work on contracts. For example, periodic expenses, such as utilities, rent, and administrative salaries,





are indirect costs that you often need to allocate to projects on some rational basis.

Project and Job Costing lets you choose the following overhead types, or methods of overhead allocation:

• None. Select this option if you prefer to allocate overhead manually or not at all.

You can allocate overhead manually by assigning overhead expenses to categories within a project. (For more information about setting up overhead expenses to be charged manually, see the section, “Setting Up Overhead Expenses,” later in this chapter.)

• Flat Rate Per Unit. Select this option if your overhead normally varies in proportion to the number of units of material or equipment you use in the performance of your contracts.

• Percentage Of Cost. Select this option if your overhead varies more closely with your project costs.

Overhead Rate / Overhead Percentage. If you selected Flat Rate Per Unit as the default overhead type, this field is named Overhead Rate. You enter a dollar amount for the overhead costs associated with each unit produced. When you process cost transactions, the program multiplies the number of units used in a transaction by the overhead rate to calculate the overhead expense to allocate.

If you selected Percentage Of Cost as the default overhead type, this field is named Overhead Percentage. You enter the percentage of your costs that you want to allocate as overhead to projects. When you process cost transactions, the program multiplies the cost of transactions by the overhead percentage to calculate the overhead expense to allocate.

Force Listing Of Transactions. You select this option to force you to print listings of transactions before you can post the transactions using the Post Transaction form.





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Default Accounting Method. The accounting method determines how the program recognizes revenue for a given project.

Use this field to select the accounting method you want to use as the default when you are setting up new contracts or projects.

You can choose:

• Completed Project • Total Cost Percentage Complete • Labor Hours Percentage Complete • Billings And Costs • Project Percentage Complete • Category Percentage Complete • Accrual-Basis

For a full description of these accounting methods, see the section “Setting Up Projects,” later in this chapter.

Default Contract Style. The style determines the level at which the program tracks costs for each project. The program displays this contract style as the default when you add new contracts in the Contract Maintenance form. However, you can change the style for individual contracts. The program uses the style you specify for a particular contract as the default style for new projects you add to the contract.

You can select one of the following styles:

• Standard. A standard project accumulates cost information by resource and category, and it maintains estimate and category totals. The program lets you use separate forms to assign each type of resource (employees, equipment, items, subcontracts, and overhead) to a project.

• Basic. A basic project accumulates cost information only by category, so separate resource forms are not used.

Default A/R Item Number. Project and Job Costing uses Accounts Receivable item numbers on invoices generated for projects that use





item-type invoices — that is, for time and materials projects and for fixed price projects for which you use an Item invoice type.

The Accounts Receivable item number you select on the Options form appears as the default for categories and resources you assign to these types of projects, but you can change the item number for individual projects.

Default A/R Unit Of Measure. The program uses the unit of measure, together with the A/R item number, on item-type invoices. The unit of measure you select on the Options form appears as the default for categories and resources you assign to projects that use item-type invoices.

Aging Periods. Use these fields to define five aging periods for classifying documents as current and overdue on reports.

Update Budgets. This option lets you choose whether to update Budget Maintenance whenever you process transactions.

Project and Job Costing can process transactions much faster if it does not have to update the budget data each time, so select this option only if you use the Budget Maintenance feature.

Note: This option affects only budget sets you see in the Budget Maintenance form. Project and Job Costing continues to update the estimates, actuals, committed, recognized, and stored amounts you see on the Contract Maintenance form, regardless of your choice for this option.

Update Payroll/Use Expense Accounts. This option lets you specify whether to use the payroll expense and employee expense accounts from PJC timecards when you run Update Payroll.

If you do not use this option, the timecards created in Canadian or US Payroll will use the accounts specified for the earning/deduction code in the payroll employee record.





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You can change the accounts on individual timecards in Canadian or US Payroll, regardless of your selection for this option.

Percentage Complete Method. This option lets you specify when to clear the billings and work‐in‐progress accounts for projects that use a percentage complete accounting method.

You can choose either:

• Clear Billings And WIP During Revenue Recognition. Consider using this option if your contracts tend to be short term.

• Clear Billings And WIP During Project Close.

For a thorough discussion of how this option affects the recognition of losses, see Appendix E in the User Guide.

Only Recognize Costs When Billed For Item Invoice Type Project. This option ensures that when you recognize revenue for projects that use an item invoice type, the program recognizes only costs that you have invoiced using a billing worksheet.

If you use this option, when you recognize revenue for time and materials projects, or for fixed price projects that use the billings and costs accounting method and an item invoice type, revenue recognition includes only costs that are marked as billed.

If you do not use this option, unless you generate a revenue recognition worksheet and a billing worksheet at the same time, it is possible to include costs on the revenue recognition worksheet that you have not yet billed.

Note: This option does not affect projects that use the accrual‐basis accounting method or projects that use a summary invoice type.

Segments

You use the Segments tab to define the segments that you will use in your Project and Job Costing contract numbers.





Define up to five segments

You can define up to five segments for your contract numbers. Each segment can be up to 16 characters long.

You use contract structures to specify how these segments appear in contact numbers. By defining different contract structures, you can use different contract number formats for different types of contracts. (Note that a contract structure can use up to five segments with a maximum length — including separators — of 16 characters.)

Decide whether to use validation tables

You can also indicate whether to use a validation table for each segment. If you choose to use a validation table with any segment, you use the Segment Codes form to specify the valid segment codes that you can use with that segment.

Specify a default contract structure

You can also specify a default contract structure to use with new contracts. Before you can select a structure to use as the default, however, you must first define contract structures using the Contract Structures form.

You can also select the segment separators that can be used in formatting contract numbers. You cannot enter these separators manually when you enter a contract number for a new contract.

Modifying segments

Note that after you define a segment you can change, at any time:

• The length of a segment, provided it is not used in a contract structure. Each segment can be up to 16 characters long.

• The segment description.

• Your choice for whether to use a validation table.

Transactions Options

The Transactions tab lets you specify the next number that the program will assign to each type of transaction. It also lets you specify a source for the default unit cost and billing rate used on timecard transactions.





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Transaction Numbering

Project and Job Costing assigns unique document numbers to all adjustments, billing, charges, costs, equipment usage, material returns, material usage, material allocation, opening balance, reopen projects, revenue recognition, revise estimate, timecard, and update retainage transactions you add.

These numbers include a prefix (up to 6 letters) followed by a sequence number. You can choose the total length, prefix, and next number to assign to the next transaction of each type, or you can use the default prefixes and numbers you see on the Transactions tab.

Each prefix you assign must be unique — it cannot be used for any other type of Project and Job Costing transaction.

Posting sequences The Transactions tab also displays the posting sequence number to be assigned the next time you post each type of transaction, including committed costs.

Posting Date Option

The Default Posting Date option lets you choose whether to use the session date or the document (transaction) date as the default posting date for transactions.

The posting date used in a transaction determines the fiscal year and period to which the transaction is posted.

Regardless of your choice for this option, you can change the posting date for particular transactions when you enter or edit them. You can use a posting date for a transaction that is different from the session date and the document (or transaction) date.

Timecard Defaults

Project and Job Costing lets you specify a source for the default unit cost and default billing rate used on timecards.





Unit Cost option You use the Unit Cost option to specify the source for the default unit cost for timecards, as follows:

• If the employee record is set up only in Project and Job Costing, you can choose whether the default unit cost is derived from the PJC Employee record or from the project. (On a basic project, the default unit cost comes from the project category; on a standard project, the default unit cost comes from the resource category.)

• If an employee is also set up in US or Canadian Payroll, the rate set for the earnings code on the Payroll employee record is used as the default unit cost for the employee’s timecards in Project and Job Costing.

You cannot select a different default unit cost on the PJC Options form. However, you can change the unit cost during timecard entry, if necessary.

Billing Rate The Billing Rate option lets you specify whether the default billing rate is derived from the project or from the PJC Employee record. Regardless of whether the employee record is also set up in Payroll, you can set the option as follows:

• For basic projects, you can select either PJC Employee Setup or Category.

• For standard projects, you can select either PJC Employee Setup or Resource Category.

Overriding PJC options

You can override these defaults for particular categories or resource categories that you assign to a project when setting up a new contract project.

Integration Options for Accounts Receivable

When you post billing worksheets, Project and Job Costing creates invoice batches in Accounts Receivable, where you can view, edit, and post them.





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The Integration tab of the PJC Options form lets you specify the description and the comment to include with each invoice you send to Accounts Receivable. This information appears on the A/R Invoice Entry form, on the printed invoice, and on other transaction reports in Accounts Receivable.

Specifying the description for invoices

As the description for each invoice you send to Accounts Receivable, you can choose from the following invoice information:

• Type‐Worksheet Number‐Document Number • Contract‐Project‐Category • Description • Reference • Detail Description • Contract Description • Project Description • Category Description

Specifying the comment for A/R invoices

As the comment for each invoice you send to Accounts Receivable, you can choose one of the following options:

• Type‐Worksheet Number‐Document Number • Contract‐Project‐Category • Description • Reference • Comment • Detail Description • Contract Description • Project Description • Category Description • Contract Comment

Automatically post job-related batches in A/R

The Integration tab also lets you post generated invoices automatically in Accounts Receivable when you post the related billing worksheets in Project and Job Costing. If you choose this option, Project and Job Costing creates a new batch in Accounts Receivable for each billing worksheet you post.

Choosing G/L Integration Options




Adding invoices to existing batches in A/R

If you do not post batches automatically, new invoices are added to open invoice batches that originated in Project and Job Costing, if any exist in Accounts Receivable when you post billing worksheets.

For information on how Project and Job Costing identifies costs on item invoices for Accounts Receivable, see “Setting Up A/R Item Records,” later in this chapter.

Choosing G/L Integration Options When you run the revenue recognition functions or post equipment, timecard, adjustments, cost, or reopen projects transactions, Project and Job Costing creates entries for your general ledger.

If you use Sage Accpac General Ledger, Project and Job Costing creates batches of transactions in General Ledger, where you can edit and post them. If you use another general ledger system, or if your Sage Accpac General Ledger system is at another location, the program creates batches that you can import or enter manually in your general ledger.

Types of general ledger batches

Project and Job Costing creates separate general ledger batches for the following types of transactions:

• Adjustments • Costs • Equipment Usage • Reopen Projects • Revenue Recognition • Timecards

Reporting general ledger data

You can print the G/L Transactions report, a listing of the general ledger transactions created by Project and Job Costing, whether or not you post batches in General Ledger.

For more information about the G/L Transactions report, see Chapter 7, “Reports,” in the User Guide.





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Use G/L Integration to select options for G/L transactions

The G/L Integration form, available in the PJC Setup folder, provides several options for producing general ledger transactions in the form and at the time that best suits your requirements.

Assign data to General Ledger fields

The G/L Integration form also lets you assign a wide range of job‐related information to the entry description, detail reference, detail description, and detail comment used in general ledger transactions.

Specifying When, Where, and How to Create G/L Transactions

You use the Integration tab on the G/L Integration form to specify:

• When to create general ledger transactions.

• Whether to create new batches for G/L transactions (and optionally post them) or to add them to existing G/L batches.

• Whether and how to consolidate transactions.

The Integration tab also displays the last posting sequence for which you created general ledger transactions. (If you create general ledger transactions during posting, this number will be the same as the last posting sequence.)

Choosing When to Produce General Ledger Transactions

The Create G/L Transactions option on the Integration tab provides the following choices for controlling when to create batches of G/L transactions:

• During Posting. Make this selection for the Create G/L Transactions option if you want to create general ledger transactions automatically each time you post transactions or revenue recognition worksheets.

On Request Using Create G/L Batch Icon. Make this selection for the Create G/L Transactions option if you want to create general ledger batches only when you are ready. Note that you should





create general ledger transactions before you perform year‐end processing in other Sage Accpac ERP ledgers. You must also create general ledger transactions before you can clear posting journals.

You then use the Create G/L Batch form to create general ledger batches.

Choosing Whether to Create Separate General Ledger Batches

If you use Sage Accpac General Ledger, Project and Job Costing creates separate general ledger batches for the following types of transactions:

• Adjustments • Costs • Equipment Usage • Reopen Projects • Revenue Recognition • Timecards

The Integration tab lets you choose whether to add general ledger transactions to existing batches or create a new batch each time you create transactions for General Ledger. It also lets you choose to post new general ledger batches automatically in General Ledger.

Using the Create G/L Transactions By option

You use the Create G/L Transactions By option to specify whether to create one batch or separate batches for General Ledger, and whether to post new batches automatically.

• To produce only one general ledger batch of each type (adjustment, cost, equipment usage, reopen project, revenue recognition, timecard), select Adding To An Existing Batch.

• To create a separate general ledger batch each time you create general ledger transactions, select either Creating A New Batch or Creating And Posting A New Batch. The latter option automatically posts new G/L Batches in General Ledger.





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If you do not use Sage Accpac General Ledger, this option has no effect, and Project and Job Costing places all general ledger transactions in a single General Ledger batch.

Choosing Whether to Consolidate General Ledger Transactions

You can create consolidated batches of General Ledger transactions that combine several details into a single detail, or you can create unconsolidated batches that include all the details posted to each general ledger account.

Note: If you consolidate transactions, you cannot drill down from General Ledger to source transactions in Project and Job Costing.

Choosing Consolidation Options for General Ledger Transactions

You can create batches of General Ledger transactions that consolidate several details into a single detail, or you can create batches of unconsolidated transactions that include all the details posted to each General Ledger account.

Consolidating general ledger transactions during posting

To consolidate transactions, use the Consolidate G/L Batches option. This option lets you combine details posted with the same account number and fiscal period into single details for each General Ledger account. You can also choose to combine (consolidate) the details by account number, fiscal period, and source code, or by account number alone.

Consolidation reduces the amount of information in the general ledger batch, and results in a shorter G/L Transactions report. The option also consolidates the information in the Reference and Description fields for each transaction to “Consol. by PJC.”

Use the Consolidate G/L Batches option if you do not need a separate record of each detail posted to every general ledger account from Project and Job Costing transactions.





Creating detailed general ledger transactions

If you require detailed general ledger transaction information for your Project and Job Costing records, or if you use optional fields that you want to pass to General Ledger, do not consolidate general ledger transactions. Project and Job Costing then creates a separate detail in a General Ledger batch for each amount you post to a general ledger account.

The Do Not Consolidate choice provides complete information in your general ledger transaction batch, but can result in a long G/L Transactions report and a large General Ledger batch. However, you can consolidate the batch when you post it in Sage Accpac General Ledger.

Including Descriptive Information with G/L Transactions

Select descriptive information for general ledger entries on the Transactions tab

The Transactions tab on the G/L Integration form lets you specify the type of information to use in the transaction description, detail reference, detail description, and detail comment fields for general ledger transactions. This information also appears on Project and Job Costing’s posting journals and on General Ledger’s Journal Entry form and reports.

Selecting Information for General Ledger Transaction Fields

Use the Transactions tab of the G/L Integration form to select the information you need to keep for your audit trail.

You can assign one or more pieces of information (segments) to each field, providing the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post general ledger transactions.

The segments you can select vary depending on the type of transaction to which you are assigning information and whether the information is for the transaction header or the details. This ensures that the information passed to General Ledger is relevant for each type of transaction. For example, you can assign the accounting method for projects used in revenue recognition entries to any of the general ledger detail fields.





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When you create general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction. For example, if you assigned the original transaction description to the G/L Entry Description field, but there is no description for a particular entry, the field will be blank in the G/L transaction.

Unconsolidated transactions

If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger, as specified on the G/L Integration setup form.

Consolidated transactions

If you consolidate general ledger transactions, only the information for the G/L Entry Description field is passed to General Ledger. The detail reference, description, and comment are lost in consolidation.

Consolidated G/L transactions

When you consolidate general ledger transactions, the reference and description for each transaction is changed to “Consol. By PJC.”

Source Codes

Source codes appear with transactions in G/L

When you create general ledger batches in Project and Job Costing, the system automatically assigns a source code that shows the source ledger and the type of transaction. The transactions appear with their source codes when you print source journals and other reports in General Ledger, enhancing your audit trail.

The system creates a set of default source codes in General Ledger when you activate Project and Job Costing. You can change any of the codes, except for the code for Project and Job Costing. If you change any other default source code, Project and Job Costing updates the code in General Ledger, so the codes remain consistent in both programs.

These source codes, with their default entries in parentheses, are as follows:

• Project and Job Costing (PM) • Adjustments (AD) • Charges (CH)

Planning Your Contract Numbering Scheme




• Costs (CE) • Equipment Usage (EQ) • Material Usage (MU) • Material Returns (MR) • Reopen Projects (OP) • Revenue Recognition (RR) • Timecards (TC)

Changing Your Choices for Integration Options

You can change any of your choices on the Integration tab at any time. You should be aware that your new choices apply only to general ledger transactions created after the change and do not affect existing General Ledger batches.

Planning Your Contract Numbering Scheme Contract number A contract number is an alphanumeric code that uniquely identifies a

contract in your Project and Job Costing system.

First, assess your needs

Before you set up your contract numbering system, you need to determine your project reporting needs. Your contract numbering system should help you to identify contracts easily, as well as to sort and group contracts on reports.

List your existing contract numbers. If your existing numbering system does not fulfill your requirements, now is the time to decide what changes you need.

The following sections will help you determine whether you can easily use your existing contract numbering system in Project and Job Costing, or if you need to renumber your existing contracts.

Defining Contract Number Formats

Once you decide on the types of contract numbers you need, you need to create one or more formats for your contract numbers. For





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example, you might want all your contract numbers to have the pattern {customer}‐{department}‐{contract}. An example of a contract number using this pattern is #HELI‐1200‐0026. Or, you might want to use different formats for basic and standard projects, so that you can easily distinguish them.

Contract structures You specify formats for contract numbers using contract structures. A contract structure determines the number of segments in a contract number, the order in which the segments appear, and the position and type of separator and prefix characters in a contract number. Project and Job Costing lets you have several contract structures, so you can use several different contract number formats.

Separator and prefix characters

Contract numbers can contain a separator character between consecutive segments and a prefix character in front of the first segment.

For example, the following contract number might identify a service contract for a customer in the Pacific Northwest:

# 6094 — 734 — PNW

Segments

Prefix Separator characters Design your contract numbering scheme as follows:

Segments 1. Define the segments you need for your contract numbers.

You use segments to organize contracts by common attributes, such as company division, type of service, or region, and you can specify the segment of a contract number by which you want reports to be sorted.

Different contracts can use different sets of segments. For example, some of your contract numbers could have two segments and some could have three segments (you might use a segment to represent a company division only in the numbers of contracts where the division is important).





Segment codes 2. Add segment codes if you want to restrict entries to valid codes for certain segments of the contract number.

For example, you might define codes for the segment that represents a company division, as follows: 2010, 2020, 2030, and so on. When you add a new contract number to your system, you must enter one of these valid codes for that segment.

Contract structures 3. Set up one or more contract structures.

You select the contract structure you want to use when you add a new contract to Project and Job Costing.

The following sections provide more information and examples of segments, segment codes, and contract structures.

Summary of the Rules for Contract Numbers

• A contract structure can be up to 16 characters long, including all segments, separator characters, and a prefix character.

• Contract structures can have from one to five segments. For example, you could use a segment to indicate a type of service, a project manager, or a division of your company.

A segment can be up to 16 characters long, including the optional separator character(s). Keep in mind that contract structures are also limited to 16 characters, so you could have no more than one 16‐character segment in a contract structure.

(Note that if you decide to use only one segment, you will sacrifice some of the sorting and classification capabilities of the system.)

• You can use an optional separator character between segments in the contract structure, and you can use an optional prefix character at the beginning of the structure.

• Project and Job Costing ignores separator and prefix characters when sorting contract numbers.





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Project and Job Costing also ignores separator and prefix characters when distinguishing between contract numbers. For example, the program considers the contract numbers #5200‐010 and 5200/010 to be identical, since the only difference is the prefix and separator characters.

Contract numbers may contain blank spaces, such as in the number 22 463 999. The blank space is treated as an alphanumeric character, not as a separator, so that 11_/111/111 and _11/111/111 (where the underscore represents a space) are two different contract numbers.

The program does not allow you to enter duplicate contract numbers.

Sorting Order for Contract Numbers

Project and Job Costing sorts contract numbers for reports and lists from left to right in the following order:

0 1 2 3 4 5 6 7 8 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

For example, the program sorts the following sample contract numbers in the order shown:

123 123A A12 A2 AB1234

Separator and prefix characters do not affect the order.

Planning a Cost Classification System




Tips for Contract Number Formats

When you design your contract number format, consider the following suggestions:

• To make the order in which contract numbers appear on reports and in lists more predictable, do not mix numbers and letters in segments.

• When you assign numbers to segments, leave sufficient gaps to allow for later expansion of your system. For example, for a segment used to define a service type, assign 100, 200, 300 rather than 010, 020, 030.

• Assign contract numbers according to the order in which you want contracts to appear on reports and lists. For example, you can identify the type of a contract as new construction or maintenance by assigning segment codes 1100, 1200, and 1300 for maintenance and 2100, 2200, and 2300 for new construction.

• Use segments of different lengths in contract structures, or use some alphabetic segments, so that you can easily identify what each segment of a contract number represents.

Planning a Cost Classification System In Project and Job Costing, you use cost categories, cost types, and cost classes to create a cost classification system that supports your cost‐reporting needs. Each cost category is associated with a cost type, which is further characterized by a cost class.

This section provides an overview of how cost‐related setup records affect the processing and reporting of cost transactions. The section “Entering Project and Job Costing Setup Information” provides more detailed information about each type of setup record.

Planning a Cost Classification System




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Categories

Use categories Cost categories let you organize contract and project costs according to your company’s particular needs. For example, you can create categories that distinguish costs by department (such as design), or by activity (such as painting or wiring), and you can create as many categories as you require.

You add category records to your Project and Job Costing system using the Categories form. Then, you can assign these cost categories to individual projects, and use them to estimate and track costs for projects within a contract. You can create generic categories to use in many projects, or you can set up specific categories for particular projects.

Categories determine transaction settings

When you use a category code in a cost transaction, the settings from the project category determine these settings for the transaction:

• Cost Type • A/R Item Number (for item invoices) • Unit Cost • Unit Of Measure • Billing Rate • Overhead Type and Overhead Rate or Overhead Percentage • Labor Type and Labor Rate or Labor Percentage (for labor costs)

Cost Types

Cost types let you organize cost reports

You use cost types to create additional classifications for reporting your cost transactions. They let you refine your cost reporting system beyond the predetermined set of cost classes.

You must select a cost class for each cost type that you define. Cost classes (labor, material, equipment, subcontractor, overhead, and miscellaneous costs) are fixed in Project and Job Costing — you cannot change them.

Entering Project and Job Costing Setup Information




Cost classes indicate the type of resource

Because they identify the type of resource underlying each cost type, cost classes are the most basic cost classification in Project and Job Costing. Through the cost types and cost categories to which they are linked, cost classes determine the character of all cost transactions.

Resources

You also set up records in Project and Job Costing for each type of resource that you use to perform the work to complete your contracts. These resource records, which are used in estimating your contracts and in processing cost transactions, are as follows:

• Employees • Equipment • Miscellaneous Expenses • Overhead Expenses • Subcontractors • Charges

Resource classifications provide an additional means of organizing your cost reporting system. You assign resources to projects on standard projects, letting you estimate and track costs by resource.

When you enter transactions for costs, such as timecards or equipment usage transactions, you can select only resources for which you have created a record.

Cost type, cost class, and resource must be consistent

Note that you must assign to each resource a cost type that uses a cost class consistent with that resource. For example, you can assign to an equipment record only a cost type that uses an equipment cost class.

Entering Project and Job Costing Setup Information Before you can add contracts or process cost transactions using Project and Job Costing, you must add the following setup records:





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• Cost Types • Contract Structures • Segment Codes • Account Sets • Projects • Categories • Employees • Equipment • Miscellaneous • Overhead Expenses • Subcontractors • Charges • Optional Fields (if you use them)

Note that before you can add contract structures or segment codes, you must define the segments that can be used in contract structures. (You define segments using the PJC Options form.)

Similarly, if you use optional fields, you must set up optional fields for your Project and Job Costing system before you can assign them to individual setup records.

Also note that for optional field information to be shared with General Ledger or another Sage Accpac subledger, you must use the same optional fields for transactions in Project and Job Costing as the optional fields defined for account transaction details in General Ledger and for transaction forms in the subledgers.

You must add cost types before you can add categories.

You assign records to your contracts to define generic contract, project, and cost transaction characteristics. Because these records are kept separately from the individual contracts, you can reuse them for many different contracts, which simplifies contract setup and management.

For example, rather than assigning ten separate G/L accounts each time you add a new contract record, Project and Job Costing lets you assign one account set code that specifies a group of ten accounts. Similarly, you attach project codes and category codes that contain





default project and category information for your contracts. You don’t have to define projects and categories for each contract from scratch.

This section describes these setup records, and explains the options you can select when setting them up.

Setting Up Contract Number Segments

A contract number can consist of up to five parts, or segments, as they are called in the program. You use segments to organize contracts by common attributes and to sort reports.

Where to define segments

Use the Segments tab of the PJC Options form to add the segments you want to use in your Project and Job Costing system.

You can define up to five segments, any number of which you can combine to define contract structures, which are then used to format contract numbers.

Each segment can be up to 16 characters long. A contract structure can be up to 16 characters long (including all segments, separator characters, and a prefix character). For information on contract structures, see “Setting Up Contract Structures,” later in this chapter.

For example, contract number #10‐2011‐1410 uses the following segments:

Segment Number Segment Name Length 1 Service type 2 2 Year 4 3 Sequence number 4

You can change the name of a segment after you set it up, but you cannot change or delete the segment itself.

Segment codes You can use segment codes to make Project and Job Costing accept only valid entries for specific segments of a contract number, as described next.

Setting Up Contract Number Segments




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Adding Segment Codes

Used to verify contract numbers

To restrict entries for individual segments to a list of valid segment codes, you select the Validate option on the Segments tab of the PJC Options form. You can select or cancel the Validate option for individual segments at any time.

Where to define segment codes

You use the Segment Codes form to define valid segment codes for your segments.

When you add a new contract number, Project and Job Costing verifies your entry for segments that use the Validate option against the valid segment codes you added for each segment. If the segments are all valid, the program adds the contract number to the system.

A segment code can contain upper‐case letters and numbers. Segment codes can be neither longer nor shorter than the length of the segment for which they will be used.

The following table is an example of the valid segment codes for a segment of three characters used to specify a region:

Segment Code Segment Code Description PNW Pacific Northwest ATL Northeast MDW Midwest

Segment codes are optional

Adding segment codes is optional, as is using them once you have entered them.

If you choose to use segment codes, you must enter all the codes you want the program to allow for a segment in the Segment Codes form before you add your contracts.

You can add segment codes as needed, but you can delete them only if they are not used in any contract numbers.





Setting Up Contract Structures

Contract structures determine which segments are used and the order in which they appear in contract numbers. When you add contracts to your Project and Job Costing System, the contract structure ensures that you enter contract numbers in a defined format.

Using more than one contract structure

If you create more than one contract structure, you can select one of them to be used as the default contract structure when you add new contracts. You should choose the contract structure that you will use most often.

If your current contract numbers already follow the rules for contract numbers listed in the section “Summary of the Rules for Contract Numbers,” you can create the contract structures you need for entering contract numbers in Project and Job Costing. Otherwise, design a new contract number format before creating your contract structures. For more information, see “Planning Your Contract Numbering Scheme,” earlier in this chapter.

You should set up your contract structures so that your contract numbers can be sorted and grouped in a logical way on reports and lists.

Where to define contract structures

Use the Contract Structures form in the Setup folder to define contract structures for your Project and Job Costing system. You can create as many contract structures as you need for your contract numbers, but you must create at least one.

Using separator characters

You create contract structures by combining up to five segments in any order. You can also select a separator character to appear between segments so contract numbers are easier to read. For example, it is easier to distinguish the segments in 5046‐010‐92 than those in 504601092.

If you select a separator character for the last segment in a contract structure, the character appears at the end of contract numbers using that contract structure (for example, 5046‐010‐92#). For a list of the separator characters you can select, see the next section.

Setting Up Account Sets




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The following table shows how Project and Job Costing uses contract structures to format contract numbers. Note the following:

• Consecutive Xs denote alphanumeric characters in a segment in a contract structure.

• Characters appearing between the segments of a contract structure or contract number are called separator characters.

• A character appearing at the beginning of a contract structure (such as the # in the third example in the following table) is called a prefix character.

Contract Structure Sample Contract Number XXXX F605 XX-XXX/X K1-501/A #XXX-XXXXX-XX-X #L31-GT213-8A-0


You use the Account Sets form in the PJC Setup folder to add account sets.

Account sets are groups of general ledger accounts to which you post Project and Job Costing transactions. You must define at least one account set before you can add contracts to Project and Job Costing. If you have a multicurrency system, you will need at least one account set for each of your customers’ currencies.

Assigning account sets to contracts

You assign an account set to each of your contracts to identify the accounts to which job‐related transactions will be posted.

Add as many account sets as you need

Project and Job Costing lets you add as many sets as you need — you can use just one account set for all your contracts, or you can use separate account sets for different types of contracts.

Contents of account sets

To define an account set, you enter a unique code of up to six characters for the set, and a description using up to 60 characters.





Types of accounts Then, you assign the general ledger account numbers for the work in progress, cost of sales, billings, revenue, payroll expense, employee expense, labor, overhead, equipment, and cost accounts, as described in the chart on the following pages.

Account Description Normal Balance Work In Progress This account is the asset control account for most

Project and Job Costing projects. It accumulates posted costs that have not yet been charged to the cost of sales account.

Debit

(Transactions for projects using the accrual-basis accounting method post directly to cost of sales, rather than to work in progress.)

Cost Of Sales Except for the accrual basis and percentage complete accounting methods, the program debits the cost of sales account and credits the work in progress account when you recognize revenue for projects.

Debit

For projects that use a percentage complete method, the program debits the cost of sales account and credits the revenue account when you run revenue recognition. (Any gross profit or loss is debited or credited to the work in progress account in the same entry.)

For projects that use the accrual-basis accounting method, costs are posted to the cost of sales account when you process transactions, rather than when you run revenue recognition.

Many companies prefer to use a separate cost of sales account for each cost category

Billings The billings account is a liability account that works in conjunction with the work in progress account. The program produces transactions to credit the billings account when you post billing worksheets.

Credit

For a project using a percentage complete accounting method, the account accumulates billed amounts until the project is closed. At that time, the program debits the billings account and credits work in progress.

The billings account is not used for projects that use the accrual-basis accounting method.

For all other accounting methods, the billings account accumulates amounts that have been billed but not recognized as revenue. When you recognize revenue, the program creates entries to credit the revenue account and debit the billings account.

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Account Description Normal Balance Revenue For projects that use a percentage complete

accounting method, when you recognize revenue, the program credits revenue and debits cost of sales, and debits or credits the work in progress account for the gross profit or loss.

Credit

When you recognize revenue for projects using accounting methods other than percentage complete, the program creates transactions to debit the billings account and credit the revenue account.

Note that revenue is credited immediately when you post billing worksheets for projects using the accrual-basis accounting method.

Payroll Expense This account accumulates the direct costs of labor. When you post a timecard in Project and Job Costing, the program debits work in progress and credits payroll expense.

Debit

If you use Sage Accpac Payroll, posting the timecard in Payroll debits the payroll expense account, leaving the direct labor expenses in work in progress.

Employee Expense

You use this account to record an employee’s out-of-pocket expenses, such as travel, meals, or parking expenses. The account appears as the default expense account on timecards using this account set. You can change the account on individual timecards, if necessary.

Debit

When you post a timecard in Project and Job Costing, the program credits any employee expenses to the specified expense account.

If you use Sage Accpac Payroll, posting the timecard in Payroll clears the expense account, leaving the employee expense in work in progress.

Labor The labor account is a contra-expense account to which the labor burden related to a contract is allocated.

Credit

Overhead The overhead account is a contra-expense account to which overhead related to a contract is allocated.

Credit

Equipment This is a contra-expense account to which you credit equipment-usage transactions.

Credit

Cost This is a contra-expense account to which you credit cost transactions.

Credit

You can use an account number more than once in an account set.

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Multicurrency If you have a multicurrency system, you need an account set for each currency that your customers use. You use the Currency Code field to identify the currency for this account set.

Setting Up Cost Types

You can define as many different cost types as you need to organize the labor, material, equipment, subcontractor, overhead, and miscellaneous cost classes into meaningful groupings for the projects your company undertakes. Project and Job Costing uses these cost types to classify information on reports.

For each cost category that you set up, you must supply a cost type. You can use a cost type for one or for several cost categories.

(For general information about cost types, cost categories, and cost classes, and how they work together in Project and Job Costing, see the section “Planning a Cost Classification System.”)

You can use up to 10 characters to define a cost type code, and you can use up to 60 characters to enter a description for it.

Assigning a cost class

You must assign a cost class to each cost type. The cost class represents the kind of resource used with this cost type.

You should create at least one cost type record for each cost class. The cost types you assign to categories and resource records must use cost classes consistent with the resource. (In other words, equipment records must use cost types that have an equipment cost class.)

You can choose from the following cost classes:

• Labor • Material • Equipment • Subcontractor • Overhead • Miscellaneous

Setting Up A/R Item Records




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Note that cost classes are fixed in Project and Job Costing; you cannot change them.

Setting Up A/R Item Records

For time and materials projects, and for some fixed price projects, Project and Job Costing produces item invoices that show billable and no-charge transactions on their own separate detail lines.

Because Accounts Receivable uses A/R item numbers to identify transactions on item invoices, you need to link job-related transactions to corresponding A/R item numbers when you enter the transactions.

Specify default A/R item numbers in category records

You specify a default A/R item number for each category (on a basic project) or resource category (on a standard project) that you assign to projects that use an item invoice type. The default A/R item number then appears in transactions for that contract, project, and category. You can change the A/R item number for individual transactions.

Although you may already have set up most of the A/R items required for project invoicing, you should verify that an A/R item record exists for each type of cost that will appear on job-related item invoices.

Note that, in connection with Project and Job Costing, the A/R item record serves mainly to identify invoice details on item invoices. If you assign tax authorities to the A/R item record, the program can also use the tax class and tax status from the A/R item as the default in transactions. However, Project and Job Costing, not the A/R item record, determines the billing amounts and accounts used in job-related invoice details.

Setting Up Optional Fields

If you use Sage Accpac Transaction Analysis and Optional Field Creator (a separately licensed program), you can use optional fields to customize your Project and Job Costing system.





You use the Optional Fields form in the PJC Setup folder to define as many optional fields as you need to store additional information with your Project and Job Costing records and transactions.

As with other Sage Accpac ERP programs, you use optional field settings to control the flow of optional field information to General Ledger and other Sage Accpac subledgers. (See the next section, “Optional Field Settings,” for detailed information about settings.)

Note: To share optional field data with other Sage Accpac programs, you must use a consistent set of optional fields in Project and Job Costing and the Sage Accpac programs to which you want to pass or receive optional fields.

Once you have defined optional fields for your Project and Job Costing system, you can assign them to the following setup records:

• Projects • Categories • Employees • Equipment • Miscellaneous Expenses • Overhead Expenses • Subcontractors • Charge Codes

Optional fields that are set up for automatic insertion on the Projects, Categories, or Employees forms appear on the Optional Fields tab of the respective forms when you add a new record.

For equipment, miscellaneous expenses, overhead expenses, subcontractors, and charge codes records, an Optional Fields indicator shows whether optional fields have been added to particular records. If you set up optional fields for automatic insertion on any of these forms, the Optional Fields check box is selected when you start a new record.

You can edit or delete any automatically inserted optional fields on the Optional Fields tab or Optional Fields form (depending on the type of





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record), or you can add different optional fields that you have defined for the particular Project and Job Costing form.

Default optional fields appear in new contracts

Optional fields you assign to project and category records appear as default entries for specific projects and categories that you assign to a new contract.

Required fields You can make an optional field a required field — that is, you must fill in the optional field during data entry before you can save the record or transaction. If you make an optional field a required field, the Auto Insert field changes to Yes. (Normally, you want required fields to appear automatically in the records or transactions for which they are defined.)

You can also specify whether the optional field has a default value. If an optional field is required and has a default value, you can accept the value that appears or assign a different one, and then save the record. If the optional field is required, but does not have a default value, you must fill in the field before you can proceed.

If you want to use a default value for the optional field, you must set the Value Set field to Yes. The Value Set field alerts the data entry clerk that a seemingly blank optional field actually has an entry. (By looking at the Value field, you cannot tell whether it has a “blank” default value or no value at all.)

Optional fields that you assign to resources appear as defaults when you assign particular resources to a contract project — except for employee, subcontractor, or material resources, which may take their default entries from Payroll, Accounts Payable, or Inventory Control records. (See Chapter 4 of the User Guide for information on assigning optional fields to a contract and its projects, categories, and resources.)





Optional Field Settings

Optional field values can be sent to G/L and other Sage Accpac programs

As with other Sage Accpac programs, you use the Settings form (opened by clicking the Settings button on the Optional Fields form) to control the flow of optional field data that can be passed to General Ledger, Accounts Receivable, and Inventory Control with posted transactions.

For optional field information to pass to General Ledger or to another Sage Accpac subledger, the optional fields used in a Project and Job Costing transaction must match the optional fields assigned to the account for transaction details in General Ledger, or defined for the transaction form in the subledger.

When you post transactions, Project and Job Costing sends optional field information to the related subledger forms if:

• You chose the subledger setting in the optional field record.

• The optional fields match those used by the subledger form.

When you create G/L transactions in Project and Job Costing, the program passes the optional field entries from the transactions and their details to General Ledger if:

− The optional fields are the same as the transaction details optional fields assigned to the affected General Ledger account.

− The optional field settings specify that this information can be passed to the account used in the transaction.

Optional fields sent to G/L appear in journal entries

The optional field information sent to General Ledger will appear in the General Ledger journal entry, as well as in the Transaction Details Optional Fields report.

When you create G/L transactions in Accounts Receivable, Inventory Control, and US (or Canadian) Payroll, if the optional fields used on the transaction form match the account transaction details optional fields, these programs will pass transaction details optional fields to General Ledger.





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In passing information to General Ledger, the subledger programs respect the optional field settings specified in Project and Job Costing, which may be different from those used in the subledger.

The chart beginning on page 2‐39 shows the flow of optional fields from Project and Job Costing to transaction forms in other subledgers, or to General Ledger. Accounts Payable will pass optional field data used on job‐related transactions to Project and Job Costing if:

• The invoice optional fields on a job‐related Accounts Payable invoice match the optional fields you defined for external cost transactions in Project and Job Costing.

If the invoice originated in Purchase Orders and uses the same optional fields as Accounts Payable and Project and Job Costing, the optional field information will pass from Purchase Orders through Accounts Payable to Project and Job Costing.

• The payment optional fields used on a job‐related payment or adjustment match optional fields you defined for external cost transactions in Project and Job Costing.

These Optional Fields

Are Matched to this Subledger Form’s Optional Fields/Detail Optional Fields

PJC Optional Fields Pass to G/L if they Match this Account’s Transaction Details Optional Fields

Material Usage Inventory Control Shipments

Material Usage Details

Inventory Control Shipment Details

Material Returns Inventory Control Shipments

Material Return Details

Inventory Control Shipment Details

Timecards US or Canadian Payroll Timecards (if used)

Timecard Details US or Canadian Payroll Timecard details (if used)

Work in Progress/Cost of Sales Payroll Expense Labor Overhead





These Optional Fields

Are Matched to this Subledger Form’s Optional Fields/Detail Optional Fields

PJC Optional Fields Pass to G/L if they Match this Account’s Transaction Details Optional Fields

Timecard Expense Details

US or Canadian Payroll Timecard details (if used)

Work in Progress/Cost of Sales Employee Expense

Cost Details — Work in Progress/Cost of Sales Labor Overhead Cost

Equipment Usage Details

— Work in Progress/Cost of Sales Equipment Overhead

Adjustments — material usage or return

Inventory Control Adjustments

Adjustment Details — material usage or return

Inventory Control Adjustment Details

Adjustment Details — other

— Work in Progress/Cost of Sales Equipment Payroll Expense Employee Expense Labor Overhead Cost

Revenue Recognition

— Work in Progress Cost of Sales Billings Revenue

Reopening Projects

— Work in Progress Cost of Sales Billings Revenue

Billing Worksheet Accounts Receivable Invoices

Billing Worksheet Details

Accounts Receivable Details Billings/Revenue

Setting Up Categories




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Create categories for typical cost transactions

Project and Job Costing lets you set up category records that include typical information about the costs that you incur on your projects. You can create generic cost categories for use with a variety of projects, and you can create special cost categories for particular projects.

Use categories in estimates

When assigning categories to contract projects, you produce estimates of the different types of labor, materials, and other resources you require to complete a project.

Use categories to classify cost transactions

As work on a job progresses, you process transactions for the costs you incur, identifying a category for each cost transaction. The program then uses these categories to classify cost information on reports.

Categories determine some of the fields and settings used in transaction forms and in project estimates. For instance, the Category Maintenance form you use for project estimates displays data entry fields that are consistent with a category’s cost type. When you enter an estimate for labor‐type category, additional fields let you specify whether to calculate labor burden for the category and the percentage of labor cost, or flat rate, to use in the calculations.

You can change the default entries prescribed for a category when you set up particular contract projects. For example, when you add a particular material category to a project, the program displays the default item number for the category, but you can change the item number for the project category. Similarly, when estimating the cost for a project category, you can use different overhead, labor, or billing rates than are specified in the category record.

Categories form You define unique cost category codes using the Categories form, which is available in the PJC Setup folder.





The Category tab lets you choose the settings you would typically use for the cost category, as follows:

Cost Type. Project and Job Costing uses the cost type to classify costs on reports. (For more information on cost types, see “Setting Up Cost Types,” in the previous section.)

The Finder displays the codes that you set up using the Cost Types form. For each cost type, the Finder shows the cost class associated with the cost type code. Be sure that you select a cost type that uses the correct cost class for the category you are setting up.

(For general information about cost types, cost categories, and cost classes, and how they work together in Project and Job Costing, see the earlier section “Planning a Cost Classification System.”)

A/R Item No. The program displays this A/R item number as the default A/R item number in cost transactions for time and materials projects and fixed price projects that use an item invoice type. (For more information on how the A/R item number is used, see the section, “Setting Up A/R Item Records,” earlier in this section.)

Unit Cost. You use this field to enter the unit cost for the unit of measure you specify. The program uses this unit cost as the default unit cost when you enter an estimate for this category (on basic projects) or resource category (on standard projects).

Unit Of Measure. Project and Job Costing uses the unit of measure you specify to estimate contracts and as the default in cost transactions.

Overhead Type. Select the type of overhead cost you incur for this type of cost. You can select:

• None. Select this option if you prefer to allocate overhead manually or not at all.

You can allocate overhead manually by assigning overhead expenses to categories within a project. (For more information about setting up overhead expenses to be charged manually, see





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the section, “Setting Up Overhead Expenses,” later in this chapter.)

• Flat Rate Per Unit. Select this option if your overhead normally varies in proportion to the units of material or equipment you use in this category.

• Percentage Of Cost. Select this option if your overhead varies proportionately with your costs.

Overhead Rate / Overhead Percentage. If you selected Flat Rate Per Unit as the default overhead type, this field is named Overhead Rate. You enter a dollar amount for the overhead costs associated with each unit produced. The program multiplies the number of units in a transaction by the overhead rate to calculate overhead expense to allocate.

If you selected Percentage Of Cost as the default overhead type, this field is named Overhead Percentage. You enter the percentage of your direct costs that you want to allocate as overhead to projects. The program multiplies the cost of transactions by the overhead percentage to calculate the overhead expense to allocate.

Labor Type. Select the method for allocating the labor burden (your indirect costs of labor) for this type of cost. You can choose:

• None. You select this option if you do not normally allocate labor burden to projects.

• Flat Rate Per Labor Hour/Unit. If you can determine a flat rate according to which burden varies with the hour/unit worked, select this option.

• Percentage Of Labor Cost. If your burden varies as a percentage of your labor costs, select this option.

Labor Rate / Labor Percentage. If you selected Flat Rate Per Labor Hour/Unit as the default labor type, this field is named Labor Rate. You enter a dollar amount for the labor burden associated with each labor hour per unit produced.





If you selected Percentage Of Cost as the default labor type, this field is named Labor Percentage. You enter the percentage of your costs that represents labor burden.

Default settings for basic projects

The Default Settings For Basic Projects tab lets you specify a set of default entries for categories you assign to basic projects. (For standard projects, these settings are determined by the particular resources you assign to a project. To read about the differences in project styles, see “Entering an Estimate,” in Chapter 2 in the User Guide. )

A/R Item No. The program displays this A/R item number as the default A/R item number when you assign the category to a project that uses an item invoice type. (For more information on how the A/R item number is used, see the section, “Setting Up A/R Item Records,” earlier in this section.)

Unit Of Measure. Project and Job Costing uses the specified unit of measure to create estimates for the category, and it displays the unit of measure as the default for cost transactions.

Unit Cost. The program uses this unit cost as the default cost for the specified unit of measure when you enter an estimate for the category (on basic projects) or resource category (on standard projects).

Billing Rate. You use this field to specify the rate per unit of measure to use on item invoices when billing for this category.

Multicurrency systems

Currency Code / Currency Description / Billing Rate. If your system is multicurrency, you can set up separate billing rates for all your customers’ currencies using the grid that appears on this tab.

When you enter a currency code, the description for the currency automatically appears in the adjacent field. You enter the billing rate to use for each specified currency.

Integration tab The Integration tab on the Categories form contains the option Override G/L Account Segments. This option lets you override

Setting Up Employees


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account segments when you assign the category to a project. If you do not override segments, the program uses the accounts from the account set you assign to the project as the default accounts for the project category.

When you select the option to override segments, you can specify the segment code you want to use for each General Ledger segment. This allows you to assign costs to a particular department or region while still using the project account set.


You use the Employees form to add records for employees whose labor costs you want to track through Project and Job Costing.

You can link employees from Sage Accpac US or Canadian Payroll. If you do not use a Sage Accpac Payroll program, you can simply enter the information from your own records.

Payroll Type. Use this field to select the Sage Accpac Payroll program in which the employee you want to add to your Project and Job Costing system is enrolled. (Project and Job Costing works with Sage and Canadian Payroll.)

If you do not use Sage Accpac Payroll, or if the employee record has not been added to payroll, select None.

When you select Canadian or US Payroll, the employee records from that program become available for you to select from the Employee field that appears on the Project and Job Costing Employees form.


Note that you can set up PJC Employee records for US or Canadian employees in any currency. You can then process job-related timecards in US or Canadian Payroll in any currency. (You can also process timecards directly in Project and Job Costing, providing the employee record uses the functional currency.)

Employee. This field becomes available if you select US Payroll or Canadian Payroll as the Payroll Type. The Finder and the navigation





buttons next to the Employee field let you select employee records from the Sage Accpac Payroll program.

Employee Number. If you selected an employee from US Payroll or Canadian Payroll, the employee number appears in this field.

You can also use this field to select an employee record that you have already added to Project and Job Costing.

If you are adding a new employee record and you do not use Sage Accpac Payroll, enter a unique employee number in this field. You can use up to 16 alphanumeric characters to identify the employee.

Note that if you select an employee from Sage Accpac Payroll, you can select only an earnings code, standard hours, unit cost, billing rate, class, and group that are used in the Payroll record.

You can attach additional information to the employee’s record, as follows:

Name. Enter the name of the employee — normally, you would use the name from the Payroll record.

Earnings Code. The earnings code you enter should be consistent with Sage Accpac US or Canadian Payroll, if a record exists for the employee in the payroll program.

If the employee is not set up in a Sage Accpac payroll program, enter an earnings code using up to 16 alphanumeric characters.

Unit Cost. Enter the pay rate that the employee normally receives for the pay period.

Default earnings code

If you selected an employee from Sage Accpac US or Canadian Payroll, Project and Job Costing displays the pay rate from the employee record in that program.





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Note: The hourly rate from the earnings code specified in US or Canadian Payroll is used on timecards for the selected employee.

The unit cost specified for a resource category on a particular project is only for estimating purposes and for entering labor charges on job‐related invoices in Accounts Payable.

If the employee is not set up in a Sage Accpac payroll program:

• On a standard project, timecards will use the unit cost specified for the resource category.

• On a basic project, timecards will use the unit cost from the employee record in Project and Job Costing.

Billing Rate. A billing rate is required when you invoice for time and materials projects and for fixed price projects that use an item invoice type. Enter the rate at which to bill for work performed on a contract by this employee.

This billing rate appears as the default when you enter estimates of the selected employee’s labor for time and materials projects and fixed price projects that use item invoices.

If you use PJC Employee Setup as the default for timecards, Project and Job Costing also displays this billing rate on timecards for the employee when you enter time charges for projects that use item invoices.

You can change the default billing rate when you enter estimates and when you process timecards.

Multicurrency If your Project and Job Costing system is multicurrency, you can use the currency grid on this tab to identify the currencies your customers use and to specify a corresponding billing rate for each currency.

Default Hours. This field lets you enter the number of hours per day that the employee normally works. If you selected an employee from





Sage Accpac Payroll, Project and Job Costing displays the hours from the Payroll record, but you can change the entry.

User ID. If you permit this user to have access to Project and Job Costing Timecards, you use this field to enter the user ID you set up for the employee in Administrative Services.

You can also leave the User ID field blank to let the employee view timecards for all employees.

For more information on timecard users, see “Using Timecard Users” in the Timecard Users Installation Guide.

Group (optional). You can use this field to categorize employees, or you can leave the field blank.

E-mail (optional). You can enter up to two e‐mail addresses for the employee, using up to 50 characters for each.

Comments (optional). You can use up to 250 characters to enter additional comments for the employee.

Default Settings For Standard Projects

You use the Default Settings For Standard Projects tab to specify the A/R Item Number and Unit of Measure to be used when you bill for the employee’s labor for standard time and materials projects and for standard fixed price projects that use an item invoice type.

Hiding fields on employee timecards

You use the Security tab on the employee record to hide certain fields on an employee’s timecard. Note that this feature is separate from security that you enable through Administrative Services. Security for Project and Job Costing timecards is also separate from security for Payroll timecards. (Even if you don’t use security for your Sage Accpac system or for Payroll timecards, you can still hide fields on Project and Job Costing timecards.)

Optional Fields tab The Optional Fields tab appears if you use Sage Accpac Transaction Analysis and Optional Field Creator, a program that is available separately.

Setting Up Equipment




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Optional fields that are set up for automatic insertion on employee records appear as defaults for new records, along with their description. You can accept the default entries, or change them.

For a discussion of optional fields and their use in Project and Job Costing records, see “Setting Up Optional Fields,” earlier in this chapter.

Setting Up Equipment

You use the Equipment form, in the PJC Setup folder, to add records for the equipment that you will use in completing projects.

You complete the fields on the Equipment form as follows:

Equipment Code. Enter a code to identify the equipment, using up to 16 characters.

Optional Fields. An Optional Fields check box appears if you use Sage Accpac Transaction Analysis and Optional Field Creator. It indicates whether the record uses optional fields. If any optional fields were set up for automatic insertion on equipment records, the check box is selected for new records.

To open a separate form that lets you check or change the optional fields assigned to a record, you click the Zoom button beside the field.


Description. You can use up to 60 characters to enter a description of the equipment.

A/R Item No. Use this field to enter or select a default Accounts Receivable item number to use for this equipment for standard projects that use an item invoice type. (Accounts Receivable requires a valid item number for item invoices, which you can select using the Finder.)





Unit Of Measure. This field lets you identify the unit of measure to use when billing for the use of this equipment. For example, you could enter “Hours,” “Kilowatts,” or some other unit that applies to this type of equipment. This unit of measure is the default that appears when you enter estimates for this equipment on standard projects that use item invoices.

Unit Cost. Use this field to specify your cost for each unit of measure. The unit cost appears as the default on estimates for standard projects that use item invoices.

Billing Rate. A billing rate is required for projects that use item invoices. You use this field to enter the rate that you will bill your customers for the specified unit of measure.

Multicurrency If you use multicurrency, a currency grid appears on this tab that

lets you define billing rates for all your customers’ currencies.

Currency Code / Currency Description / Billing Rate. In a multicurrency system, using a separate line on the grid for each of your customer’s currencies, you enter the currency codes, and then use the Billing Rate column to enter the billing rate for selected currency.

Setting Up Miscellaneous Expenses

Use the Miscellaneous Expenses form in the PJC Setup folder to define expenses for which no other resource setup form (employees, equipment, and so on) exists, such as for permit or inspection costs.

Miscellaneous expenses are different from the charges you set up using the Charges form. Miscellaneous expenses can represent a cost that you pass on to your customer, whereas charges are used to record revenue items for which you incur no cost.

You can process transactions for miscellaneous expenses in Accounts Payable using the Invoice Entry form, or in Project and Job Costing using the Costs form and, for some projects, the Charges form.

Setting Up Miscellaneous Expenses




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Miscellaneous Code. You can use up to 16 alphanumeric characters to enter a code to identify the miscellaneous cost.

Optional Fields. An Optional Fields check box appears if you use Sage Accpac Transaction Analysis and Optional Field Creator. It indicates whether the record includes any optional fields. If any optional fields were set up for automatic insertion on miscellaneous expense records, the check box is selected for new records.



Description. Use up to 60 characters to enter a description for the miscellaneous expense.

A/R Item Number. Use this field to enter or select an Accounts Receivable item number to use for this miscellaneous expense on item invoices. (Accounts Receivable requires a valid item number for item invoices.)

Unit Of Measure. Use this field to enter the unit of measure in which you bill for this expense. The unit of measure must be defined in the A/R item record, in Accounts Receivable.

Unit Cost. You use this field to enter your cost per unit of measure you specified.


If you use multicurrency, you use the currency grid to set up billing rates for all the currencies your customers use.





Multicurrency Currency Code / Currency Description / Billing Rate. If your system is

multicurrency, you specify billing rates for all your customers’ currencies on the currency grid that appears on this tab.

Using a separate line for each currency, use the Finder to select the codes for your customer’s currencies, then use the Billing Rate column to enter the billing rate for each currency.

Setting Up Overhead Expenses

Overhead expenses, such as rent, insurance, maintenance, and salaries for administrative staff, are often necessary to perform work on projects. Even if you cannot attribute these costs directly to a job, you need a rational method to allocate them.

There are two ways to allocate overhead in Project and Job Costing:

• If overhead varies in some proportion to a resource consumed on a project (such as equipment, labor, or materials), you can specify an overhead type and rate (or percentage) for the cost category you will use for that resource.

When you post a transaction that includes the category, Project and Job Costing automatically calculates and allocates overhead to the project in the proportion to the cost of the resource used.

• If overhead is traceable to a cost that you need to track at the resource level, you can set up a separate overhead record for that cost. For example, if you rent office space, such as a trailer that you park on a construction site, you can set up an overhead expense record specifically for the trailer. You can then specify the overhead code as the resource in cost transactions.

When you post cost transactions for categories that use an overhead cost class, the program applies overhead to the specified projects. (You can enter the transactions using the Invoice Entry form in Accounts Payable or the Costs form in Project and Job Costing.)

Setting Up Overhead Expenses




Before Setting

Up PJC

You use the following fields on the Overhead Expenses form to define overhead expenses:

Overhead Code. You can use up to 16 alphanumeric characters to specify an overhead code.

Optional Fields. An Optional Fields check box appears if you use Sage Accpac Transaction Analysis and Optional Field Creator. It indicates whether the record includes any optional fields. If any optional fields were set up for automatic insertion on overhead expense records, the check box is selected for new records.



Description. You can use up to 60 characters to describe this overhead expense.

A/R Item No. Use this field to enter or select an Accounts Receivable item number to use for this overhead expense on item invoices. (Accounts Receivable requires a valid item number for item invoices.)

Unit Of Measure. Use this field to enter unit of measure in which you bill this expense. The unit of measure must be defined in the A/R item record, in Accounts Receivable.

Unit Cost. You use this field to enter your cost for each unit of measure.


If you use multicurrency, you use the currency grid to set up billing rates for all the currencies your customers use.








Setting Up Subcontractors

If you use subcontractors for certain types of work, you can set up subcontractor records that you can assign to projects, later.

Your subcontractor records are linked to vendor records in Accounts Payable. When you enter an invoice from the subcontractor in Accounts Payable Invoice Entry, you specify the contract, project, and category for each detail. This information is passed to Project and Job Costing when you process the invoice.

You use the following fields on the Subcontractors form, in the PJC Setup folder, to define subcontractor records:

Subcontractor Code. You can enter a code for the subcontractor using up to 16 characters.

Optional Fields. An Optional Fields check box appears if you use Sage Accpac Transaction Analysis and Optional Field Creator. It indicates whether the record includes any optional fields. If any optional fields were set up for automatic insertion on subcontractor records, the check box is selected for new records.



Setting Up Subcontractors




Before Setting

Up PJC

Subcontractor Name. You can use up to 60 characters to enter the subcontractor’s name.

Description. Enter a description for the subcontractor, such as the type of service provided, using up to 60 characters.

Subcontractors tab Fill in the following fields on the Subcontractors tab:

Vendor Number. Enter the vendor number from Accounts Payable, or select it using the Finder.

Address information. Project and Job Costing displays the address from the vendor record as defaults, but, if necessary, you can change these fields using up to the number of characters shown here:

Field Characters Address 60 City 30 State/Province 30 Contact 60 Contact’s E-mail 50 Vendor’s E-mail 50 Phone Number 30 Fax Number 30

Default settings for standard projects

The Default Settings for Standard Projects tab lets you specify default settings that will be used when you enter estimates of the selected contractor’s expenses for a standard project:

A/R Item Number. Use this field to enter or select an Accounts Receivable item number to use for this subcontractor expense on item invoices. (Accounts Receivable requires a valid item number for item invoices, which you can select using the Finder.)

Unit Of Measure. You use this field to specify the unit of measure that you want to use for this subcontractor’s services (for example, hours).

Unit Cost. The unit cost is the amount you are charged for item for the specified unit of measure.





Billing Rate. This is the amount per unit that you bill your customer. The billing rate is required for projects that use item invoices.

In a multicurrency system, you use the grid that appears on this tab to enter a separate billing rate for each of your customer’s currencies.




Setting Up Charges

Use the Charges form to set up records for revenue for which you do not incur costs directly but for which you charge your customers (a registration fee, for example).

You can also set up charges for contracts where you bill your customers in advance. For example, if a customer prepays installments on a time and materials research contract, you could set up charges to generate billing for the prepayments. If you set up no‐charge categories for your costs, you avoid billing your customer twice for the same work. (Your invoice for your actual costs would itemize the time and materials you expended, but it would not contain amounts.)

You use the following fields on the Charges form, in the PJC Setup folder, to set up charge records:

Charge Code. You can use up to 16 characters for a code to identify the charge.

Optional Fields. An Optional Fields check box appears if you use Sage Accpac Transaction Analysis and Optional Field Creator. It indicates whether the record includes any optional fields. If any optional fields were set up for automatic insertion on charge records, the check box is selected for new records.

Setting Up Projects




Before Setting

Up PJC

To open a separate form where you can check or change the optional fields assigned to a record, you click the Zoom button beside the field.


Description. You can use up to 60 characters for a description for this charge code.

Charge Type. This field lets you provide additional descriptive information about the charge. You can select one of the following charge types:

• Service — for a service you are providing for the customer.

• Fixed Amount — for a charge that is a flat fee.

A/R Item No. Enter the item number to be used with this charge on invoices for time and material projects and for fixed price projects that use an item invoice type.

Unit of Measure. Specify the unit of measure that you want to use when billing for this charge.

Billing Amount. Enter an amount for the charge.

Multicurrency In multicurrency systems, a currency grid appears on the form where you specify the code for each currency you use and a billing amount for each currency.

Setting Up Projects

What is a project? Projects are the main activities in a contract. In Project and Job Costing, projects represent the revenue streams to which you will match costs for a contract. Each separate job or phase that contributes revenue during the performance of a contract is called a project.





Revenues are applied to projects

You define generic project records for each type of job or work phase that your company undertakes — for example, designing a building, or pouring foundations. Using project settings, you prescribe how and when to recognize revenues, and what kind of billing arrangement to implement for each project.

You identify each project record by a unique project code, using up to 16 alphanumeric characters. You can set up project records for use with a number of different contracts, or you can set up unique projects for particular contracts.

You use project codes to set up contracts

Later, you add project records to contracts using the Contract Maintenance form to identify the various jobs or work phases to be performed under a contract. The program uses the settings for each project code as defaults, saving you time in setting up your contracts.

Assign categories to projects to match revenues and costs

You assign various resources and cost categories to individual projects you add to a contract, letting you track the costs incurred for specific projects and matching revenues to those costs.

For detailed information about assigning projects to contracts and categories to projects, see the section “Assigning Projects to a Contract,” in Chapter 2 of the User Guide.

The Project tab of the Projects form

The Project tab of the Projects form lets you choose default settings, as follows:

Project. The name (“Project”) is specified by the default Level 2 name you entered on the Settings tab of the PJC Options form. If you changed the Level 2 name on the Options form, that name is used instead of “Project.”

You use this field for a code of up to 16 characters that identifies this project.

Description. You can use up to 60 characters to describe this project.

Project Type. Together with the billing type, the project type determines the kind of details that appear on customer invoices. You can change the project type when you add it to the contract.

Setting Up Projects




Before Setting

Up PJC

Note that your choice for the Project Type field restricts the range of accounting methods from which you can select.

• Time And Materials. Invoices for this type of project include all billable transactions. No‐charge transactions also appear as additional information on the invoice. You can select the completed project, billings and costs, and accrual‐basis accounting methods for time and materials projects.

• Fixed Price. Invoices for this type of project show either the full price or a portion of the price of the project, depending on the accounting method you choose. You can select the completed project, project percentage complete, billings and costs, or accrual‐basis accounting methods for this project type.

• Cost Plus. Invoices for this type of project are based on actual project costs plus a percentage of those costs as profit. You can select the completed project, total cost percentage complete, labor hours percentage complete, billings and costs, category percentage complete, or accrual‐basis accounting methods for this project type.

Markup Percentage. This field appears if you selected Fixed Price as the project type. Enter the percentage in excess of your costs for which to bill projects using this project code.

Cost Plus Percentage. This field appears if you selected Cost Plus as the project type. Enter the percentage in excess of your costs for which to bill projects using this project code.

Accounting Method. The accounting method determines when to recognize revenues for this type of project. Note that the program limits the range of accounting methods you can select to those that are consistent with the project type.

You can select from:

• Completed Project. Select this option to recognize revenue upon completion of the project.





• Total Cost Percentage Complete. Select this option to have Project and Job Costing automatically calculate revenue using the ratio of the total cost incurred to the total estimated cost of the project.

• Labor Hours Percentage Complete. Select this option to calculate revenue using the ratio of the total labor hours incurred to the total estimated labor hours for the project.

• Project Percentage Complete. Select this option to have Project and Job Costing calculate revenue using the percentage complete for the project that you specify.

• Billings And Costs. Select this option to recognize revenue based on the amount billed and the actual cost incurred to date for the project.

• Category Percentage Complete. Select this option to have Project and Job Costing automatically calculate revenue as a ratio of the actual costs incurred for the project category to the estimated cost of the project category.

• Accrual-Basis. Select this option if you want to post transactions directly to revenue and cost of sales. (You do not run the revenue recognition functions to clear amounts from the billings and work in progress accounts.)

Billing Type. Select the default billing type to use for projects using this project code. You can select:

• Billable. Costs incurred on projects using this billing type appear on customer invoices.

• No Charge. Transactions incurred on projects using this billing type appear on invoices for time and materials projects and for fixed price projects that use an item invoice type, but do not have any amount associated with them.

• Non-billable. Costs incurred on projects using this billing type do not appear on customer invoices. You use this billing type to be able to keep track of costs that your company will absorb.

Importing and Exporting Project and Job Costing Records




Before Setting

Up PJC

Integration tab The Integration tab of the Projects form contains the option Override G/L Account Segments. This option lets you replace segments for general ledger accounts when you add the project to a contract. If you do not override segments, the program uses the accounts from the account set you assign to the contract as the default accounts for the project.

When you select the option to override segments, you can specify the segment code you want to use for each General Ledger segment. (This option lets you assign costs by division, regional office, and so on.)

Optional Fields tab The Optional Fields tab appears if you use Sage Accpac Transaction Analysis and Optional Field Creator.

Optional fields that are set up for automatic insertion on project records appear on the tab as defaults, along with their descriptions. You can accept the default entries, or change them.


Importing and Exporting Project and Job Costing Records

If you are entering data from another computerized job costing system, you may be able to transfer records directly into Sage Accpac Project and Job Costing by importing them.

You can also export records from another Sage Accpac Project and Job Costing database, edit them in a spreadsheet or other program to change codes, amounts, and other information, then import them into the new Project and Job Costing system you are setting up.

Project and Job Costing records you can import and export include:

• Cost types • Contract structures

Where To Now?




• Segment codes • Account Sets • Projects • Categories • Employees • Equipment • Miscellaneous charges • Overhead expenses • Subcontractors • Charges

You could, for example, export employee records to a spreadsheet for import into another program, such as Sage Accpac Payroll.

Project and Job Costing can create export files in several formats, including Microsoft Excel and Microsoft Access, Comma Separated Values and Continuous ASCII file formats, dBase 5.0, and ODBC formats. You select the format to use when you export the data.

For information about importing and exporting Project and Job Costing records, see Appendix B, “Importing and Exporting,” in the User Guide and “Importing and Exporting Data” in the System Manager User Guide.

Where To Now? You are now ready to set up your own Sage Accpac Project and Job Costing system, following the steps in Chapter 3, “Setting Up Your Project and Job Costing System.”

If you are unfamiliar with the operation of the System Manager, you should read the System Manager User Guide.

Getting Started 3–i



Setting Up

PJC

Chapter 3 Setting Up Project and Job Costing

Before You Begin...............................................................3–1 Overview of Project and Job Costing Setup .......................................3–2 While You Work ...............................................................3–3

Guideposts to Project and Job Costing Information ............................3–3 Using Finders ..........................................................3–4 Using Help.............................................................3–4 Finding Additional Information ..........................................3–4 Protecting Your Work ...................................................3–4

Setting Up a Project and Job Costing System ......................................3–5 Step 1: Gather Your Current Contract and Job Costing Data ....................3–5 Step 2: Add Project and Job Costing Accounts to General Ledger ...............3–7 Step 3: Select Project and Job Costing Options.................................3–7

Select G/L Integration Options ..........................................3–16 Step 4: Adding Segment Codes .............................................3–22 Step 5: Adding Contract Structures .........................................3–23 Step 6: Add Setup Records .................................................3–25

Adding Account Sets...................................................3–26 Adding Optional Fields ................................................3–29 Adding Cost Types ....................................................3–32 Adding Categories.....................................................3–33 Adding Employees ....................................................3–37 Adding Equipment ....................................................3–42 Adding Miscellaneous Expenses ........................................3–45 Adding Overhead Expenses ............................................3–47 Adding Subcontractors .................................................3–50 Adding Charges .......................................................3–53 Adding Projects .......................................................3–56

3–ii Sage Accpac Project and Job Costing



Modifying Setup Records .............................................. 3–59 Step 7: Add Existing Contracts and Year‐To‐Date Transactions................ 3–59

Where To Now? .............................................................. 3–60




Setting Up

PJC

Chapter 3 Setting Up Project and Job Costing

This chapter contains instructions for setting up a Project and Job Costing system to manage all aspects of your contracts.

The chapter also describes how to transfer your existing project management records to Sage Accpac Project and Job Costing after you have set up the system.

The purpose of this chapter is to get you up and running quickly. The instructions assume you have read Chapter 2, “What You Need to Know Before Setting Up Project and Job Costing,” and have decided on the options you want to use in your Project and Job Costing system.

Before You Begin Install and set up the Sage Accpac System Manager first

Before setting up Project and Job Costing, you must install the Sage Accpac System Manager, create system and company databases, choose company‐wide options in Common Services, and install and activate Bank and Tax Services.

Install, activate and set up Accounts Receivable and Accounts Payable

You must also install, activate, and set up Sage Accpac Accounts Receivable and Accounts Payable, choosing the options and setting up the customer records that you require for Project and Job Costing.

Using other Sage Accpac programs with Project and Job Costing

If you use Sage Accpac General Ledger, you must add the general ledger accounts that you need for Project and Job Costing.

Install and activate Project and Job Costing, following the instructions on installing accounting programs in the System Manager Administrator Guide.

Overview of Project and Job Costing Setup




Overview of Project and Job Costing Setup Figure 2‐1 provides an overview of the steps for installing and setting up Project and Job Costing.

The remaining sections of this chapter describe each step of the setup procedures in detail.

Step 1: Gather your existing project management data.

Step 2: Prepare your other Sage Accpac programs: Add Project and Job Costing accounts to your

General Ledger chart of accounts. Add security information in Administrative Services.

Step 3: Select the Project and Job Costing options you want to use.

Step 4: Add contract number segment codes.

Step 5: Add contract structures.

Step 6: Add the records you will assign to your contracts, including: Account Sets Cost Types Employees Equipment Categories

Miscellaneous Costs Overhead Expenses Subcontractors Charges Projects

Step 7: Add existing contracts, templates for typical contracts, and year-to-date transactions, if any.

Figure 2.1: Overview of Project and Job Costing setup

Overview of Project and Job Costing Setup

While You Work




Setting Up

PJC

While You Work Use the setup checklist

Project and Job Costing comes with a Setup Checklist to help you keep track of the steps you have completed during the setup process.

To print the checklist:

1. From the Windows Start menu, click Programs, and then Sage Accpac.

2. Click the subfolder Online Documentation, and then Project and Job Costing for the version that you are using.

3. Choose Setup Checklist from the list.

You can also open the checklist from the folder C:\Sage Software\Sage Accpac\DOCS\PM55A\ENG, where C: is the drive where your Sage Accpac programs are located. Acrobat Reader starts.

4. From the File menu, click Print. Adjust the settings, and then click OK.

Review “What You Need to Know...”

When you need background information before making a choice, consult Chapter 2, “What You Need to Know Before Setting Up Project and Job Costing,” in this manual.

Using a mouse or keyboard

Depending on your preference, you can use your mouse or your keyboard to move from field to field, or from tab to tab, to enter data in the forms. For information about using a mouse or keyboard, see the appendix “Using a Mouse or Keyboard,” in the System Manager User Guide.

Guideposts to Project and Job Costing Information

This section describes the icons you see throughout this chapter, which identify information or suggestions that can help make setup easier and protect the work you have done.

While You Work




Using Finders

Use the Finder

When you see a Finder icon beside a field in a Sage Accpac form, you can use it to display a list of possible entries for the field. Click the Finder button or, with the insertion point in the field, press F5 on your keyboard.

To choose a record quickly from a long list, select the Auto Search option. Then, type the characters that the record starts with or contains. The Finder displays the subset of records that match your search criteria.

To choose from a Finder list, double‐click your choice or use the arrow keys to select (highlight) a record, then press Enter.

Using Help

If you have questions or encounter error messages as you work in Sage Accpac applications, press the F1 key, click Help on the menu, or click the Help button in a dialog box to display information about the form, fields, or message on your screen.

To get help on a specific topic, click Contents on the Help menu, then choose a topic from the list, or click the Index tab, type the word you want to search for, and then choose from the list.

Finding Additional Information

Further reading

The Information icon provides page number references to other sections in the Project and Job Costing manuals that contain background information about the setup tasks. You should read the suggested sections when you need more information about the task you are trying to accomplish.

Protecting Your Work

Check data integrity, make backups

Throughout this chapter, the microscope icon in the left margin reminds you to check data integrity and make backups of your Sage Accpac data. Do not ignore this suggestion.

Setting Up a Project and Job Costing System




Setting Up

PJC

As a rule, you should check integrity and back up your data any time you have added records that would be time‐consuming to have to enter a second time.

You should also always check data integrity and make a backup copy before you post batches or do other tasks that change your Project and Job Costing data.

For information about checking data integrity and making backups, see the chapter “Checking Data Integrity and Making Backups,” in the System Manager User Guide.

Setting Up a Project and Job Costing System This section guides you through the process of setting up Sage Accpac Project and Job Costing. The instructions in each step list the information you must enter to define a record, as well as optional information you want to enter or that you may need for your particular system.

If you don’t know how to navigate Sage Accpac forms, see the appendix “Using a Mouse or Keyboard,” in the System Manager User Guide.

Step 1: Gather Your Current Contract and Job Costing Data

After you have activated your Project and Job Costing data files, you must add the data from your company’s present job costing system to Sage Accpac.

Refer to existing records

To begin, gather all your current contract and job costing records. These can be manual records or printed listings and reports from other accounting software, such as:

• A list of any general ledger accounts you need to add to your general ledger for project and job costing, including work in progress, cost of sales, billings, revenue, payroll expense, employee expense, overhead, labor, and equipment accounts.

Step 1: Gather Data

Setting Up

PJC





See also page 2-31

These accounts are described in “Setting Up Account Sets” in Chapter 2.

• A list of your existing contracts, including the terms of the contract, as well as its projects and associated costs.

• Lists of the employees and subcontractors you use to complete your contracts.

If you use Sage Accpac US or Canadian Payroll, you can print an Employees Information report to obtain a list showing the names, earnings code, standard hours, unit cost, billing rate, and class of your employees.

You can print a vendor list from Accounts Payable for a comprehensive list of your subcontractors.

• Lists of the codes and other information you plan to use for contracts, contract structures, segment codes, cost types, account sets, projects, categories, employees, equipment, miscellaneous expenses, overhead expenses, subcontractors, and charges.

Work from the setup checklist

• Use the setup checklist you printed and filled out while reading Chapter 2, “What You Need to Know Before Setting Up Project and Job Costing.”

Consider importing the data

You may be able to enter much of the data by importing it from another application.

You can import data into Sage Accpac Project and Job Costing for contracts, contract structures, segment codes, cost types, account sets, projects, categories, employees, equipment, miscellaneous expenses, overhead expenses, subcontractors, and charges.

For information about importing and exporting Project and Job Costing records, see the appendix “Importing and Exporting” in the User Guide, and see “Importing and Exporting Data” in the System Manager User Guide.

Step 2: Add Project and Job Costing Accounts




Setting Up

PJC

Step 2: Add Project and Job Costing Accounts to General Ledger

In Sage Accpac General Ledger, or in another general ledger that you use, add the accounts you need for your Project and Job Costing data to your chart of accounts, including:

• Work In Progress • Cost Of Sales • Billings • Revenue • Payroll Expense • Employee Expense • Overhead (allocated) • Labor (burden allocated) • Equipment • Cost

Step 3: Select Project and Job Costing Options

After you install and activate Project and Job Costing, you enter information in the PJC Options form (in the PJC Setup folder) to specify how your Project and Job Costing system operates.

If you need to change options after setup, you can modify the information in the PJC Options form.

Remember to press the F1 button any time you want more information or have questions about the PJC Options form.

See also page 2-2

For background reading about setup options, see “Choosing Project and Job Costing Options” in Chapter 2 of this manual.

To select Project and Job Costing options:

1. Choose the PJC Options icon from the PJC Setup folder to display the first tab of the Options form.

ep 2: dd roject nd b ostin

ccous

tep 3: elect roject nd ob

Costin

Optios





The Company tab of the PJC Options form

The company name and address displayed on this tab are taken from the Company Profile form in Common Services. You can change this information only in Common Services, but you can enter a separate contact name and telephone and fax numbers for Project and Job Costing on this tab.

2. If necessary, change the entries on the Company tab as follows:

Contact Name. Type a name to identify a contact person or position in the company for whom you are creating the Project and Job Costing system, or use the field for your own purposes.

Telephone Number and Fax Number. Type the telephone and fax numbers for the contact person.

The format used for telephone numbers depends on whether the Format Phone Number option is selected in the Company Profile form in Common Services.

3. When finished, click the Settings tab.





Setting Up

PJC

The Settings tab of the PJC Options form

4. Complete the Settings tab as follows:

Level 1 / Level 2 / Level 3 Name. Either accept the field names that appear by default, or enter the names you use to define reporting levels for your contracts. The default entries for these fields are Contract, Project, and Category (and their plural versions “Contracts,” “Projects,” and “Categories”). If you use different terminology in your industry, you can change these names.

The program displays the level 1, level 2, and level 3 names as the titles for the Contracts, Projects, and Categories forms, and, elsewhere in the program, it displays them on the tabs and fields that identify the corresponding records.

For example, if you used “Phase” as the level 2 name:

• On the PJC Phase form, you would use a Phase field to retrieve a phase record, rather than using a Project field on the PJC Project form to retrieve a project record, as you would using the default name.

• On the Contracts form, you would use the Phase tab to add phases to your contracts, and you would use the associated





Phase Maintenance form to view summary information for a phase. (If “Project” remains the level 2 name, you will use a Project field, a Project tab, and a Project Maintenance form.)

Default Labor Type. Use this field to specify a labor type to use as the default method for allocating labor burden on the Contract Maintenance form. You can choose:

• None • Flat Rate Per Labor Hour/Unit • Percentage Of Labor Cost

Labor Rate / Labor Percentage. If you select Flat Rate Per Labor Hour/Unit as the default labor type, this field is named Labor Rate. You enter a dollar amount for the labor burden associated with each labor hour per unit produced.

If you select Percentage Of Labor Cost as the default labor type, this field is named Labor Percentage. You enter the percentage of your fixed costs that represents the labor burden to allocate.

Default Overhead Type. Specify the overhead type to use as the default for allocating overhead on the Contract Maintenance form. You can choose:

• None • Flat Rate Per Unit • Percentage Of Cost

Overhead Rate / Overhead Percentage. If you select Flat Rate Per Unit as the default overhead type, this field is named Overhead Rate. You enter a dollar amount for the overhead costs associated with each unit produced.

If you select Percentage Of Cost as the default overhead type, this field is named Overhead Percentage. You enter the percentage of your indirect costs that you want to allocate as overhead to projects.





Setting Up

PJC

Force Listing Of Transactions. Select this option to force you to print listings of transactions before you can post them using the Post Transaction form.

Default Accounting Method. Select the accounting method you want to appear as the default when you are setting up new contracts or projects.

See also page 2-57

For more information about accounting methods, see the section “Setting Up Projects,” in Chapter 2 of this manual.

Default Contract Style. Select a default contract style depending on the level at which you want Project and Job Costing to track costs for most contracts. The program uses this contract style as the default in the Contract Maintenance form, but you can change the contract style for individual contracts and projects.

Note that a “standard” project accumulates cost information for each project by resource and category, and it maintains estimate and category totals. A “basic” project accumulates cost information only by category.

Default A/R Item Number (optional). Select the A/R item number you will use most frequently on item invoices (used for time and materials projects and some fixed price projects). You can leave this field blank.

Default A/R Unit Of Measure. Select a unit of measure that corresponds with the default A/R item number you selected. The unit of measure you select appears as the default in the Contract Maintenance and Project Maintenance forms.

Update Budgets. Select this option to update Budget Maintenance whenever you process cost transactions or revise estimate transactions. (Select the option only if you plan to use the Budget Maintenance feature.)

Update Payroll/Use Expense Accounts. Select this option if you want to use the payroll expense and employee expense accounts specified on PJC timecards when you run Update Payroll.





Do not select this option if you want to use the accounts specified for the earning/deduction code in the US or Canadian Payroll employee record.

See also page 2-9

Percentage Complete Method. Specify when to clear the billings and work‐in‐progress accounts for projects that use a percentage complete accounting method.

Only Recognize Costs When Billed For Item Invoice Type Project. Select this option to ensure that you recognize revenue only for costs that you have billed on a billing worksheet when you recognize revenue for projects that use the item invoice type.

If you use this option, when you recognize revenue for a time and materials project or for a fixed price project that uses the billings and costs accounting method and an item invoice type, the revenue recognition process includes only costs that have been marked as billed.

Aging Periods. Use these fields to specify five aging periods for classifying documents as current and overdue on reports.

5. When finished, click the Segments tab.

The Segments tab of the PJC Options form





Setting Up

PJC

See page 3-23 Note: You can designate a default contract structure once

you add the contract structure following the directions under “Step 5: Adding Contract Structures,” later in this chapter.

6. Add up to five segments that you want to use in your contract numbers, as follows:

a. To add a segment to use in contract numbers, either click the grid and then press the Insert key, or tab to the next available line of the segment grid. A sequential number appears in the Segment Number field, and the insertion point moves to the Segment Name field for the line.

b. Enter a description for the segment in the Segment Name field using up to 60 characters, and then press the Tab key to move to the Length field.

c. In the Length field, enter the number of characters you want to use for the segment. (Keep in mind that a contract number can be a maximum of 16 characters, including all segments, the prefix, and any separator characters.)

d. To specify whether a validation table is used for a segment, in the Validate field, press the spacebar or double-click the field to enter Yes or No.

If you select Yes for a segment, use the Segment Codes form (in the PJC Setup folder) to specify the valid segment codes that you can use with that segment.

e. Repeat steps a through d for each segment you want to use.

7. In the Separators Used In Contract Structures grid, double-click the Use field for each segment separator that you want to use in contract numbers. (Once the insertion point is in the grid, you can tab to the Use field, then press the spacebar, or simply double-click the Use field for the separator you want.)





See also page 2-9

For more information about contract segments, see the section “Segments,” in Chapter 2 of this manual.

8. When finished, click the Transactions tab.

The Transactions tab of the PJC Options form

9. If you want to change the number to assign to the next transaction of a particular type, on the Transaction Numbering grid, click the Next Number field for the type of transaction, and then type the number. You also can change the prefix or the default length of the number.

Default options for timecards

10. Use the Timecard Defaults grid to select the source for the default unit cost and default billing rate that appear on timecards for basic projects and for standard projects.

Note: You can specify whether the default unit cost comes from the project or from the PJC Employee record for employees who are set up only in Project and Job Costing.

If an employee also has a record in US or Canadian Payroll, the rate set for the earnings code on the Payroll employee record automatically becomes the default unit cost on the employee’s timecards in Project and Job Costing.

This grid displays, for each type of transaction, the posting sequence number to be assigned to the next transaction you post.





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See also page 2-10

For more details information about timecard defaults, see the section, “Transactions Options,” in Chapter 2 of this guide.

Default Posting Date. Specify the type of date to use as the default posting date on transaction-entry forms and worksheets.

You can select Document/Transaction Date or Session Date as the default posting date.

11. When finished, click the Integration tab.

The Integration tab of the PJC Options form

12. Complete the Integration tab as follows:

A/R Invoice Description Field and A/R Invoice Comment Field. In these fields, select the type of description and comment from the original transaction to include with each invoice you send to Accounts Receivable.

Automatically Post A/R Batches. Select this option if you want to post invoice batches automatically in Accounts Receivable when you post billing worksheets in Project and Job Costing.

13. Click Save to save your changes, then click Close.





See also page 2-12

For more information about Accounts Receivable integration options, see the section “Integration Options for Accounts Receivable,” in Chapter 2 of this manual.

Back up your data

After selecting or changing Project and Job Costing options, remember to back up your data.

Print the Options report

You should also print an updated list of your options for future reference. To print the Options report, click Print on the File menu on the Options form, or choose Options from the PJC Setup Reports folder.

Select G/L Integration Options

You use the G/L Integration form to select options that control how your Project and Job Costing system interacts with General Ledger. The G/L Integration form also lets you specify the types of information to send to General Ledger with transactions from Project and Job Costing.

1. From the PJC Options folder, choose the G/L Integration icon.

The Integration tab of the G/L Integration form

The Integration tab on the G/L Integration form appears, as follows:

This grid shows the last posting sequence number assigned to each type of G/L batch. You cannot change these numbers.





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2. Complete the Integration tab as follows:

Create G/L Transactions. Use these settings to specify when to create general ledger transactions:

• During Posting. Select this option to create general ledger transactions automatically when you post Project and Job Costing batches.

• On Request Using Create G/L Batch Icon. Select this option if you want to use the Create G/L Batch form to create general ledger transactions.

Create G/L Transactions By. Select one of the following options to specify how to create general ledger transactions:

• Adding To An Existing Batch. Choose this option to add new general ledger transactions to existing batches.

Use this option during setup

You may want to select this option if your general ledger already contains the transactions you will post during setup to enter opening customer account balances and current transactions. This choice reduces the number of general ledger batches you need to delete after setup, making it easier to ensure that you do not accidentally post general ledger transactions twice.

Do not select this option if you want to create a new general ledger batch each time you produce general ledger transactions.

• Creating A New Batch. Choose this option to produce a new general ledger batch each time you create general ledger transactions.

• Creating And Posting A New Batch. Choose this option to create and automatically post a new general ledger batch when you create general ledger transactions.





Note: If you do not use Sage Accpac General Ledger, all general ledger transactions are added to the same general ledger batch, regardless of the type of transaction and your choice for this option. When you are asked whether to add the transactions to the existing batch or overwrite the batch, always choose to add to an existing batch.

Project and Job Costing automatically creates separate general ledger batches for adjustments, costs, equipment usage transactions, reopen projects transactions, revenue recognition transactions, and timecards.

Consolidate G/L Batches. Use this option to specify whether to combine transaction details for the same general ledger account into single details during posting, or to send unconsolidated Project and Job Costing transaction details to your general ledger.

You can choose:

• Do Not Consolidate. The general ledger transaction batch includes separate details for each adjustment, cost, equipment usage, reopen project, revenue recognition, and timecard transaction posted in Project and Job Costing.

You must select this option if you want to be able to drill down from General Ledger to source documents in Project and Job Costing.

Consolidation prevents drilldown

If you consolidate transactions, you cannot drill down from General Ledger transactions to source documents.

• Consolidate By Posting Seq., Account And Fiscal Period. Project and Job Costing combines all details with the same posting sequence, account number, and fiscal period into one detail.

• Consolidate By Posting Seq., Account, Fiscal Period And Source. Project and Job Costing combines all details with the same posting sequence, account number, fiscal period, and source code into one detail.





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Partial consolidation if you create batches during posting

Note: If you create batches of G/L transactions during posting or day‐end processing, the program can only consolidate the details within transactions; it cannot consolidate the details from different transactions.

G/L Transactions Generated Through. These fields display the posting sequence numbers for which you have created general ledger transactions.

If you create the transactions during posting, the sequence numbers are the same as the last posting sequence numbers you see for each type of batch on the Numbering tab on the PJC Options form.

If you use the Create G/L Batch icon to create general ledger transactions, the sequence numbers identify the last posting sequence of each batch type for which you have created the transactions.

Multicurrency If you use multicurrency accounting, revaluation transactions are created for the exchange gain and loss general ledger accounts when you revalue your Project and Job Costing ledger.

Source Codes. The system creates a set of default source codes in General Ledger when you activate Project and Job Costing. If you want to use different source codes, you can change any of them, except the code for Project and Job Costing. When you save the options, Project and Job Costing updates the codes in General Ledger, so they remain consistent.

3. Click the Transactions tab to assign to G/L transaction fields information that is relevant for each transaction type, as described in the next section.

Assign Information to G/L Transaction Fields

The Transactions tab

The Transactions tab on the G/L Integration form lets you assign information that is relevant for each transaction type to G/L transaction fields.





To assign information to a G/L transaction field:

1. On the Transactions tab, either double‐click the field for the particular transaction header or detail, or select the field, then click Open. The G/L Integration Detail form appears:

The G/L Integration Detail form

The detail form displays the transaction type and the G/L transaction field you selected on the Transactions tab.

Note that the Example field remains blank until you assign segments to the G/L transaction field.

When you have assigned segments, check this field to see how the information will appear on reports.





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2. Specify information for the selected G/L transaction field, as follows:

Segment separator a. Select a character to separate segments of information. (The separator is used only if you assign more than one segment. The default separator is a hyphen.)

Choose Segments From List

b. To assign one or more segments to the selected transaction field, select the segment(s) from the Choose Segments From List, and then click Include.

Note: If you selected names for Level 1, Level 2, and Level 3 of the contract other than the default names (Contract, Project, and Category), the names you specified appear.

You can assign a maximum of five segments to a G/L Transaction field, providing that the combination does not exceed 60 characters. If the assigned information exceeds this number of characters (including separators), it will be truncated when the transaction is posted.

Once the G/L Integration Detail form is open, you can assign information to any other Project and Job Costing transaction types, as follows:

1. Select the transaction type or transaction detail type from the Transaction Type field.

The information displayed in the G/L Transaction Field and the Choose Segments From List changes, consistent with the selected transaction type.

G/L Transaction Field

2. Select the G/L field to which you want to assign information.

3. Select a separator.

4. Assign segments as described in the preceding instructions.





See also page 2-14

For more information about General Ledger integration options, see the section “Choosing G/L Integration Options,” in Chapter 2 of this manual.

Step 4: Adding Segment Codes

If you selected the Validate option for a segment in Step 3 (on the Segments tab of the Options form), you need to use the Segment Codes form to enter valid codes for that segment.

Deleting segments Note: You can add segment codes as needed, but you can delete segment codes only if they are not used in any contract numbers.

To add a segment code:

1. Choose Segment Codes from the PJC Setup folder.

2. In the Segment Name field, select the segment for which you want to enter valid segment codes.

3. Press the Tab key to move into the grid, and then press the Insert key to add new codes.

4. Complete the fields in the grid to define valid segments codes for the selected segment.

Segment Code. Type a code for each entity represented by this segment. For example, if the segment represents departments

Step 4: Adding Segment Codes

Step 5: Adding Contract Structures




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and the segment length is 3, type a code for each department (such as 100, 200, 300).

Description. Type a meaningful description of the segment code — for example, Design, Consulting, or Installation.

5. To add segment codes for another segment, repeat steps 2 through 4.

6. When you have finished adding codes, click Save, then Close.

Back up your data

After adding or modifying segment codes, it is a good idea to back up your data.

Print a listing of your segment codes

You should also print an updated list of the segments codes for reference. To print a list of the segment codes you have added, click Print on the File menu on the Segment Codes form, or choose Segment Codes from the PJC Setup Reports folder.


Contract structures determine which segments appear in contract numbers, and the order in which they appear. When you add contracts to your Project and Job Costing system, the contract structure ensures that you enter contract numbers in a correct format.

You must define a contract structure for each combination of segments you want to use in contract numbers. You can define as many structures as you need, but you must define at least one.

Review your contract numbering plan as you complete the Contract Structures form.

To add a contract structure:

1. Choose Contract Structures from the PJC Setup folder.






2. In the Structure Code field, type a unique code using up to six alphanumeric characters.

3. Type a meaningful description for the contract structure in the Description field. You can use up to 60 alphanumeric characters.

4. If you want to use a prefix at the beginning of contract numbers that use this structure, select one from the drop-down list. The program displays only the separators you allow on the PJC Options form for use in contract structures.

5. Double-click the Segment Name field, and then select the first segment of the contract structure.

6. If you want to use a symbol to separate this segment from the next one in the contract structure, click the Segment Separator field on the same line, then select a symbol from the drop-down list.

The displayed list of separators includes only those symbols you selected for use as segment separators on the PJC Options form.

Note that if you select a separator character for the last segment in a contract structure, the character appears at the end of contract numbers using that contract structure (for example, 5046-010-92#).

7. Press the Insert key to add another segment to the structure.

8. After ensuring that the segments are correct and in the order you want, click the Add button.

Select this option to mark a structure as the default contract structure for your system.

Step 6: Add Setup Records




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Note: You cannot add a structure if the total number of characters in the structure (including separator characters) exceeds 16.

“New” button 9. Click the New button, then repeat steps 2 through 8 if you want to add another contract structure, or click Close to close the form.

Back up your data

After adding or modifying contract structures, remember to back up your data.

Printing the Contract Structures report

You should also print an updated list of your contract structures for reference. To print the Contract Structures report, click Print on the File menu on the Contract Structures form, or choose Contract Structures from the PJC Setup Reports folder.

Step 6: Add Setup Records

This step guides you through the process of adding the records and codes you will use when adding contracts and estimates, or entering transactions in Project and Job Costing. In most cases, you must add these records before you can add contracts.

Information you need to know or actions you need to take before adding each type of record are listed at the beginning of each section.

You choose icons from the PJC Setup folder to add these records:

• Account Sets • Categories • Charges • Cost Types • Employees • Equipment • Miscellaneous Expenses • Optional Fields • Overhead Expenses • Projects

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• Subcontactors

While adding these records, you may notice two fields that are common to most PJC Setup forms (Optional Fields excepted) included in this step.

• Last Maintained. This is an information field in which Project and Job Costing automatically inserts the date of the last change made to the record. You do not fill in this field.

• Inactive. Select this option if you do not want to assign the records to any contracts. (You would not likely use this option when adding records. Normally, you select it when you have decided to delete a record, and want to ensure that you do not assign it to any further contracts. You can change your selection for the option at any time.)

Adding Account Sets

You use the Account Sets form in the PJC Setup folder to add account sets.

Assigning account sets to contracts

You assign account sets to contracts and projects using the Contract Maintenance form, as described in Chapter 4 in the User Guide.

Project and Job Costing uses accounts from the assigned account set as defaults for new projects and categories you add to a contract. You can change the account set for a project, and you can change individual accounts for projects and categories, if you want.

Multicurrency If you have a multicurrency system, Project and Job Costing states

your contracts and estimates in your customers’ currencies. Therefore, you should set up an account set for each currency you use for Project and Job Costing customers.

Before adding an account set, you must:

• Ensure that your general ledger contains the accounts you want to assign to account sets in Project and Job Costing.

• Decide on the account set codes to use.

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See also page 2-31

For more detailed information about each type of account, see “Setting Up Account Sets” in Chapter 2 of this manual.

To add an account set:

1. Choose Account Sets from the PJC Setup folder.

2. In the Account Set Code field, enter a unique code for the account set using up to six alphanumeric characters.

3. Enter a description for the account set.


4. If you have a multicurrency system, enter or select the currency for this account set.

5. Complete the remaining fields as follows:

Work In Progress. Enter, or select using the Finder, the account to use as the asset control account for your Project and Job Costing system.

Cost Of Sales. Enter or select the expense account to which to post expenses from Project and Job Costing.

Billings. Enter or select the liability account to credit when you generate billings for your customers.





Revenue. Enter or select a revenue account to credit when you recognize revenue.

Payroll Expense. Enter or select the payroll expense account to which to post wages and salaries.

Employee Expense. Enter or select the expense account to which to post employees’ out‐of‐pocket expenses.

Labor. Enter or select the contra‐expense account to credit for the labor burden allocated to a project or a job.

Overhead. Enter or select a contra‐expense account to credit for the overhead allocated to a job.

Equipment. Enter the contra‐account to which to post equipment usage transactions.

Cost. Specify the contra‐account to which to post cost transactions.

6. Click Add to add the account set, or click Save to save your changes.

“New” button 7. To add another record, click the New button beside the Account Set Code field and repeat steps 2 through 6, or click Close to close the form.

Back up your data

After adding or modifying account sets, it is a good idea to back up your data.

Print a list of your account sets

You should also print an updated list of your account sets for reference. To print the Account Sets report, click Print on the File menu on the Account Sets form, or choose Account Sets from the PJC Setup Reports folder.

Step 6: Add Setup Records — Optional Fields




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Adding Optional Fields

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can add additional fields to customize Project and Job Costing for your own needs.

You use the Optional Fields form in the PJC Setup folder to define the optional fields you want to use with your job‐costing records and transactions.

Once defined for a particular type of record, you can assign optional fields to individual setup records, as described in the sections on adding that type of record, later in this chapter.

To add up an optional field:

1. Choose the Optional Fields icon from the PJC Setup folder.

2. In the Optional Fields For field, select the type of record or transaction entry form for which you are defining the optional field.

When adding optional fields for material usage, material returns, equipment usage, charges, timecards, costs, and adjustments, note that you must define separate sets of optional fields for transaction headers and transaction details. You define an additional set of optional fields for timecard expenses.

Define optional fields that match I/C item records

If you define the same optional fields for material as you use for items in Inventory Control, the optional field entries from the item records will appear as defaults when you assign material resources to projects.

Define optional fields that match Payroll records

If you use Sage Accpac US or Canadian Payroll and you define the same optional fields for timecards, timecard details, and timecard expense details in Project and Job Costing as you use in Payroll, Project and Job Costing can pass optional field information to Payroll when you run Update Payroll.






3. Press the Insert key, then complete a separate line on the grid for each optional field you want to add, filling in the fields as follows:

Optional Field / Description. Use the Finder to select the codes for each optional field you want to assign to the specified record or transaction.

You can add any number of optional fields for each type, providing you set up the optional fields in Common Services for use in your system, first.

To pass optional field data to other ledgers, use consistent optional fields throughout your system

If you want to pass optional field information from Project and Job Costing when you send transactions to General Ledger, Accounts Receivable, Inventory Control, and Payroll, you must use the same optional fields for transactions in Project and Job Costing as you use in the other programs.

Similarly, if you define the same optional fields for external cost transactions as you use for transactions and transaction details in Accounts Payable and Purchase Orders, and in Canadian or US Payroll for Transaction PJC Details, those programs can pass optional field information to Project and Job Costing.

When you select an optional field code, the program displays the description for the optional field.

Value Set. Double‐click the Value Set column to indicate whether the optional field has a default value.

You must set the Value Set field to “Yes” to specify a default value for the optional field.

Default Value / Description. Enter or select the default entry to use in new records or transactions for which you are defining the optional field.

If the optional field requires validation, you must select a value that is defined for the optional field in Common Services. (If the optional field allows blanks, you can leave the field blank.)



PMGS-3.doc, printed on 4/2/2008, at 12:33:22 PM. Last saved on 4/2/2008 11:31:00 AM.


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If the optional field does not use validation, you can:

• Select a value that is defined for the optional field in Common Services.

• Leave the Default Value field blank.

• Enter a combination of alphanumeric or special characters and spaces. (The entry must be consistent with the type of field, and cannot exceed the number of characters specified in Common Services.)

When you specify a value from Common Services, the program displays the description for the value.

Required. Double-click this field to indicate whether the optional field must be used in the records and transactions for which it is created. During data entry, if an optional field is required and does not have a default value, you must fill in the field before you can proceed.

Auto Insert. Select Yes in this field to use the optional field entry as a default in new records or transactions.

4. If you are setting up an optional field for a transaction entry form or for transaction details, click the Settings button to display the optional field Settings form.

Settings for Adjustment Details optional fields This section appears for adjustment details only if you use Inventory Control.





Use the Settings form to select General Ledger accounts and the Sage Accpac subledger to which optional field information will flow when you post transactions of the specified type.

See also page 2-38

For more information about optional field settings, see the section “Optional Field Settings,” in Chapter 2.

Print a list of optional fields

To print a print an updated list of optional fields, click Print on the File menu on the Optional Fields form, or choose Optional Fields from the PJC Setup Reports folder. You can include optional field settings on the report, if you want.

Adding Cost Types

Cost types provide a means of classifying costs, for example, on reports.

Because you must assign a cost type to each cost category, you need to add cost types before adding category records.

You should set up cost types consistent with the type of resources you use. For example, when you set up a category for equipment usage, you need to enter a cost type that uses Equipment as the cost class.

See also pages 2-24 and 2-34

For more information about cost types and how they are used in the program, see the sections “Planning a Cost Classification System,” and “Setting Up Cost Types,” in Chapter 2 in this guide.

To add a cost type:

1. Choose Cost Types from the PJC Setup folder.

2. Enter settings for the cost type in the following fields:

Step 6: Add Setup Records — Cost Types

Step 6: Add Setup Records — Categories




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Cost Type Code. Use up to 10 alphanumeric characters to enter a unique cost type code.

Description. Enter a description of the cost type using up to 60 characters.

Cost Class. Select one of the following cost classes:

• Labor • Material • Equipment • Subcontractor • Overhead • Miscellaneous

3. Click Add.

“New” button 4. To add another record, click the New button beside the Cost Type Code field and repeat steps 2 and 3, or click Close to close the form.

Back up your data After adding or modifying cost types, you should back up your data.

Print the Cost Types report

You should also print an updated list of cost types. To print the Cost Types report, click Print on the File menu on the Cost Types form, or choose Cost Types from the PJC Setup Reports folder.

Adding Categories

You use the Categories form in the PJC Setup folder to define cost categories. Note that you must add at least one category to your system before you can add estimates for your contracts.

Before adding categories

Before adding categories, ensure that you have added all the cost types that you will assign to the categories.

See also pages 2-24 and 2-41

For more information about categories, see the sections “Planning a Cost Classification System,” and “Setting Up Categories,” in Chapter 2 of this manual.






To add a category:

1. From the PJC Setup folder, choose Categories.

2. In the Category field (the field identified by the Level 3 name on the Options form), enter an alphanumeric code of up to 16 characters for the new category you are adding.

3. In the Description field, enter a description for the category using up to 60 characters.

Category tab 4. On the Category tab (the tab identified by the Level 3 name), select settings to be used as defaults for transactions and in all projects, as follows:

Cost Type. Select the cost type using the Finder, or enter it manually if you know the code.

The Finder displays the cost type codes that you set up earlier. Be sure to select a cost type that uses the correct cost class for the category you are setting up.

Overhead Type. Select the type of overhead you incur for this type of cost (Flat Rate Per Unit, Percentage Of Cost, or None).

Overhead Rate / Overhead Percentage. If you selected Flat Rate Per Unit, enter the dollar amount of overhead associated with

This field and tab use the Level 3 name you entered on the Settings tab of the Options form.





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each unit produced. If you selected Percentage Of Cost, enter the percentage of your costs that represents overhead.

Labor Type (labor cost types only). Select the type of labor burden you incur for this type of cost.

Labor Rate / Labor Percentage. If you selected Flat Rate Per Labor Hour/Unit, enter the dollar amount for the labor burden associated with each unit. If you selected Percentage Of Labor Cost, enter the percentage of your costs that represents your labor burden.

Default settings for basic projects

5. Click the Default Settings for Basic Projects tab, then enter the following default settings for basic projects:

A/R Item Number (optional). Specify the Accounts Receivable item number to be used on item invoices, which are used for time and materials projects and some fixed price projects.

Unit Of Measure (optional). Specify the unit of measure to be used in estimating contracts and as the default in cost transactions. (If you do not specify a unit of measure here, Project and Job Costing lets you choose the unit of measure used in Accounts Receivable or, for materials transactions, uses the unit of measure specified in Inventory Control when you enter a cost transaction.)

Unit Cost (optional). Enter your unit cost for the unit of measure you chose.

Billing Rate (optional). Enter the rate per unit at which you bill for the category for the specified unit of measure. (The billing rate is used on item invoices.)

Multicurrency If you have a multicurrency system, enter a billing rate for each

of your customer’s currencies using a separate line on the currency grid, as follows:

a. Click the first blank line on the grid, then click the Currency Code heading.





b. In the Currency Codes Finder that appears, select (highlight) the customer currency, and then click Select.

The description for the currency appears in the adjacent field to the right.

c. Press the Tab key to move to the Billing Rate column.

d. Type the billing rate to use for the selected currency.

e. To enter another billing rate, press the Enter key (or the Insert key) on your keyboard, and repeat steps a through d.

Integration tab 6. If you want to replace General Ledger account segment codes in cost transactions that use this category, click the Integration tab. Then:

a. Select the option Override G/L Account Segments.

b. On the grid that appears, specify the G/L segment code to use for each General Ledger segment you want to override.

7. If you use optional fields, click the Optional Fields tab.

You can edit or delete any automatically inserted optional fields, and you can add different optional fields that you have defined for categories. The assigned optional fields appear as defaults when you assign the category to a new contract.

8. Click Add to add the record, or click Save to save changes.

Optional fields set up for automatic insertion on category records appear here when you start a new record.

Step 6: Add Setup Records — Employees




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“New” button 9. To add another record, click the New button beside the Category field and repeat steps 2 through 8, or click Close to close the form.

Back up your data

After adding or modifying categories, you should back up your data.

Print a listing of your categories

You should also print an updated category list, for reference. To print a category list, click Print on the File menu on the Categories form, or choose Categories from the PJC Setup Reports folder.

Adding Employees

You use the Employees form to add records for employees whose labor costs you want to track for projects in Project and Job Costing.

Project and Job Costing lets you select employees from Sage Accpac US or Canadian Payroll, if you use it. Project and Job Costing then uses the employees’ names and the standard hours per week from the Payroll records as defaults. Finders appear to let you select employees from your Sage Accpac Payroll database and valid earnings codes from the Payroll employee records.

If you do not use Sage Accpac Payroll, you enter all the information manually from your records.

See also page 2-45

For more information about employee records, see the section “Setting Up Employees,” in Chapter 2 of this manual.

To enter an employee record:

1. Choose the Employees icon from the Setup folder.

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2. In the Payroll Type field, select the Sage Accpac Payroll program in which the employee you want to add to your Project and Job Costing system is enrolled. (When you select a Sage Accpac Payroll program, the employee records from that program become available for you to select.)

If you do not use Sage Accpac Payroll, or if the employee record does not exist in the payroll program, select None.

3. If you selected a Payroll program, an Employee field appears below the Payroll Type field. Use the Finder or the navigation buttons next to the Employee field to select an existing employee record from Sage Accpac Payroll. The employee number and name for the selected employee appear in the Employee Number and Name fields.

4. If you are adding a new employee record and you do not use Sage Accpac Payroll, enter a unique employee number in the Employee Number field. You can use up to 16 alphanumeric characters to identify the employee.

You can select an employee from your Sage Accpac payroll database, if you choose Canadian Payroll or US Payroll as the payroll type.





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If you selected a Payroll employee in step 3, the employee number appears in the Employee Number field, and the employee’s name appears in the Name field.

5. If you did not select an employee from Sage Accpac Payroll, enter the employee’s name in the Name field.

6. Fill in the fields on the Employee tab, as follows:

Earnings Code. Use this field to enter the earnings code for the employee.

If you selected an employee from a Sage Accpac payroll program, use the Finder to select a valid earnings code from the employee’s payroll record.

Unit Cost. In this field, enter your hourly cost for this employee’s labor.

Default Hours. Use this field to enter the standard number of hours the employee works per day.

If you selected an employee from a Sage Accpac payroll program, the program displays the standard hours from the employee’s payroll record in this field.

Billing Rate. Enter the hourly rate at which you bill your customers for this employee’s labor. (The billing rate is used on item invoices.)

Multicurrency In a multicurrency system, use the grid to enter a billing rate for each customer currency:

a. Click the first blank line on the currency grid, then click the Currency Code heading.

b. In the Currency Codes Finder that appears, select (highlight) the customer currency, then click Select.

The program displays the description for the currency in the adjacent field to the right.






d. Type the billing rate.

e. To enter a billing rate for another currency, press Enter (or Insert) on your keyboard, and then repeat steps a through d.

User ID. Enter a user ID to allow this employee to enter information on Project and Job Costing timecards. You can also leave the User ID field blank to let the employee view timecards for all employees.

Note that you must also add the user ID in Administrative Services to permit access to timecards in Project and Job Costing.

Group (optional). If you use groups to classify employees, enter the employee’s group code using up to 10 characters.

If you do not have an employee classification system, you can use this field to enter any text you like within the 10‐character limit, or you can leave the field blank.

E-mail (optional). Use the E‐mail fields to enter up to two e‐mail addresses for the employee.

Comments (optional). If you want, enter a comment for this employee, using up to 250 characters.

Enter default settings for standard projects

7. Click the Default Settings for Standard Projects tab, and then fill in the following fields:

A/R Item Number. Enter, or use the Finder to select, the Accounts Receivable item number you use for this employee’s wages or salary on item invoices (used for time and materials projects and some fixed price projects).

Unit Of Measure. Select the unit of measure (for example, hours or days) to use in billing.

8. If you want to restrict the fields that this employee can view when entering timecards, click the Security tab.





Setting Up

PJC

9. For each field you want to hide on the employee’s timecard, select No in the Visible column (either double-click in the field, or select the field, then press the spacebar). To make a timecard field visible, select Yes.


You can edit or delete any automatically inserted optional fields, and you can add different optional fields that you have defined for employee records. The assigned optional fields appear as defaults when you assign the employee to a new contract.

11. Click Add to add the record, or click Save to save your changes.

Optional fields that are set up for automatic insertion on employee records appear on this tab when you start a new record.





“New” button 12. To add another employee, click the New button beside the Employee Number field, and repeat steps 2 through 9, or click Close to close the form.

Back up your data

After adding or modifying employee records, you should back up your data

Print an employee list

You should also print an updated employee list for reference. To print a list of employees you have added to Project and Job Costing, click Print on the File menu on the Employees form, or choose Employees from the PJC Setup Reports folder.

Adding Equipment

You use the Equipment form to add records for the equipment that you use in completing projects.

See also page 2-49

For more detailed information about equipment records, see the section “Setting Up Equipment,” in Chapter 2 of this manual.

To add equipment records:

1. Choose the Equipment icon from the PJC Setup folder.

2. In the Equipment Code field, enter a unique code to identify the piece of equipment, using up to 16 characters.

Step 6: Add Setup Records — Equipment

If any equipment optional fields are automatically inserted, the Optional Fields indicator is selected.

Step 6: Add Setup Records — Equipment




Setting Up

PJC

3. In the Description field, enter a description of the equipment, using up to 60 characters.

4. If you use optional fields and you want to edit automatically assigned optional fields or assign different ones to the equipment record, click the Zoom button beside the Optional Fields indicator.

A separate Optional Fields form opens, as follows:

5. Edit, delete, or add different equipment optional fields, as required, then click the Close button.

The assigned optional fields appear as defaults when you assign this equipment to a new contract.

See also page 2-38

For more information about defining optional fields for setup records, see “Setting Up Optional Fields,” in Chapter 2 of this guide.

6. Complete the remaining fields as follows:

A/R Item Number. Enter, or use the Finder to select, the Accounts Receivable item number you want to use for item invoices (used for time and materials projects and some fixed price projects). Accounts Receivable requires a valid item number for item invoices.

Unit Of Measure. Enter the unit of measure to use when billing for the use of this equipment.





Unit Cost. Enter your cost for the specified unit of measure.

Billing Rate. Enter the rate per unit of measure at which you bill for this equipment. (The billing rate is used on item invoices.)


In a multicurrency system, enter billing rates for all your customers’ currencies as follows:

a. Click the first blank line on the currency grid, then click the Currency Code heading.







“New” button 8. To add another record, click the New button beside the Equipment Code field and repeat steps 2 through 7, or click Close to close the form.

Back up your data

After adding or modifying equipment records, you should back up your data.

Print a list of equipment you use for contracts

You should also print an updated equipment list, for reference. To print a list of equipment you use for Project and Job Costing, click Print on the File menu on the Equipment form, or choose Equipment from the PJC Setup Reports folder.

Step 6: Add Setup Records — Miscellaneous Expenses




Setting Up

PJC

Adding Miscellaneous Expenses

Use the Miscellaneous Expenses form to set up miscellaneous costs you incur for a project that are unrelated to employee, subcontractor, materials, overhead, or equipment costs.

See also page 2-50

For more information about miscellaneous expenses, see “Setting Up Miscellaneous Expenses,” in Chapter 2 in this manual.

To add a miscellaneous expense:

1. Choose Miscellaneous Expenses from the PJC Setup folder.

2. In the Miscellaneous Code field, enter a unique code for the miscellaneous expense, using up to 16 alphanumeric characters.

3. In the Description field, enter a description of the expense using up to 60 alphanumeric characters.

4. If you use optional fields and you want to edit automatically assigned optional fields or assign different ones to the miscellaneous expense record, click the Zoom button beside the Optional Fields indicator.

Step 6: Add Setup Records — Miscellaneous Expenses

If any miscellaneous expense optional fields are automatically inserted, the Optional Fields indicator is selected.






Edit, delete, or add different miscellaneous expenses optional fields, as required, then click the Close button.

The assigned optional fields appear as defaults when you assign this expense to a new contract.

See also page 2-35

For more information about defining optional fields for Project and Job Costing records, see “Setting Up Optional Fields,” in Chapter 2 of this guide.

5. Enter the default settings you want to use for standard projects in the following fields:

• A/R Item Number. Type or select an Accounts Receivable item number to use for this expense on item invoices. (Accounts Receivable requires a valid item number for item invoices.)

• Unit Of Measure. Type the unit to use to quantify this miscellaneous expense.

• Unit Cost. Type your cost for each unit of measure.

• Billing Rate. Type the rate that you bill your customers for the specified unit of measure.


In a multicurrency system, enter billing rates on the currency grid for all your customers’ currencies as follows:

i. Click the first blank line on the grid, then click the Currency Code heading.

Step 6: Add Setup Records — Overhead Expenses




Setting Up

PJC

ii. In the Currency Codes Finder that appears, select (highlight) the customer currency, then click Select.


iii. Press the Tab key to move to the Billing Rate column.

iv. Type the billing rate.

v. To enter a billing rate for another currency, press Enter (or Insert) on your keyboard, and then repeat steps i through iv.

6. Click Add to add the record.

“New” button 7. To add another record, click the New button beside the Miscellaneous Code field, and repeat steps 2 through 6, or click Close to close the form.

Back up your data

After adding or modifying miscellaneous expenses, you should back up your data.

Print a list of miscellaneous expenses

You should also print an updated list of the miscellaneous expenses you have added to Project and Job Costing for reference. To print the Miscellaneous Expenses report, click Print on the File menu on the Miscellaneous Expenses form, or choose Miscellaneous Expenses from the PJC Setup Reports folder.

Adding Overhead Expenses

You use the Overhead Expenses form to define overhead costs that you need to track at the resource level. For example, if you rent a trailer as office space on a construction site, you record the cost of the trailer as a separate overhead expense.

See also page 2-52

For more information about overhead expenses, see “Setting Up Overhead Expenses,” in Chapter 2 of this manual.

ep 6: dd tup cords

verhead penses





To add an overhead expense record:

1. Choose the Overhead Expenses icon from the PJC Setup folder.

2. In the Overhead Code field, enter a unique overhead code using up to 16 alphanumeric characters.

3. In the Description field, enter a description of the overhead expense. You can use up to 60 characters for the description.

4. If you use optional fields and you want to edit automatically assigned optional fields or assign different ones to the overhead expense record, click the Zoom button beside the Optional Fields indicator.


If any overhead expense optional fields are automatically inserted, the Optional Fields indicator is selected.

Step 6: Add Setup Records — Overhead Expenses




Setting Up

PJC

Edit, delete, or add different equipment optional fields, as required, then click the Close button.

The assigned optional fields appear as defaults when you assign this equipment code to a new contract.

See also page 2-35



5. In the following fields, enter the default settings you want to use for standard projects:

• A/R Item Number. Enter or select an Accounts Receivable item number to use on item invoices (used for time and materials projects and some fixed price projects). Accounts Receivable requires a valid item number for item invoices.

• Unit Of Measure. Type the unit of measure to use when billing for this overhead expense.

• Unit Cost. Type your cost for the unit of measure you specified.

• Billing Rate. Type the rate at which to bill per unit for this expense.



i. Click the first blank line on the grid, then click the Currency Code heading.

ii. In the Currency Codes Finder that appears, select (highlight) the customer currency, then click Select.


iii. Press the Tab key to move to the Billing Rate column.

iv. Type the billing rate.





v. To enter a billing rate for another currency, press Enter (or Insert) on your keyboard, and then repeat steps i through iv.


“New” button 7. To add another overhead expense record, click the New button beside the Overhead Code field and repeat steps 2 through 7, or click Close to close the form.

Back up your data

After adding or modifying overhead expense records, you should back up your data.

Print a list of overhead expenses

You should also print an updated list of your overhead expenses, for reference. To print the Overhead Expenses report, click Print on the File menu on the Overhead Expenses form, or choose Overhead Expenses from the PJC Setup Reports folder.

Adding Subcontractors

Use the Subcontractors form to set up subcontractor records for subcontractors that you hire for work on projects.

Note that your Project and Job Costing subcontractor records are linked to your vendors in Accounts Payable.

To add a subcontractor record:

1. Choose the Subcontractors icon from the PJC Setup folder.

tep 6: dd

etup ecords

— ubcontrctors

Step 6: Add Setup Records — Subcontractors




Setting Up

PJC

2. In the Subcontractor Code field, enter a code for the subcontractor using up to 16 characters.

3. If you use optional fields and you want to edit automatically assigned optional fields or assign different ones to the subcontractor record, click the Zoom button beside the Optional Fields indicator.


4. Edit, delete, or add different subcontractor optional fields, as required, then click the Close button.





The assigned optional fields appear as defaults when you assign this subcontractor to a new contract.

See also page 2-35


5. In the Subcontractor Name field, enter the subcontractor’s name using up to 60 characters.

6. Enter a description for the subcontractor, such as the type of service provided, using up to 60 characters.

7. Enter the vendor number from Accounts Payable, or select it using the Finder.

The program displays address information from the vendor record, but you can change the information for Project and Job Costing, if necessary.


8. Click the Default Settings For Standard Projects tab, and fill in the following fields:

A/R Item Number. Enter the A/R item number to use on item invoices.

Unit Of Measure. Specify the unit of measure that you want to use for this subcontractor’s services.

Unit Cost. The unit cost can be any amount you specify for the unit of measure.

Billing Rate. Specify the rate at which you bill out for this contractor. The billing rate is used on item invoices, only.




Step 6: Add Setup Records — Charges




Setting Up

PJC







“New” button 10. To add another subcontractor record, click the New button next to the Subcontractor Code field and repeat steps 2 through 9, or click Close to close the form.

Back up your data

After adding or modifying subcontractors, you should back up your data.

Print a list of your subcontractors

You should also print an updated list of the subcontractors you use for your contracts. To print the Subcontractors report, click Print on the File menu on the Subcontractors form, or choose Subcontractors from the PJC Setup Reports folder.

Adding Charges

Use the Charges form to set up charges for which you do not incur costs but for which you receive revenue (for example, administrative fees or prepayments that you charge your customers).

See also page 2-56

For more information about charges, see “Setting Up Charges,” in Chapter 2 in this manual.

To add a charge record:

1. Choose the Charges icon from the PJC Setup folder.

tep 6: dd

etup ecors — hargs





2. In the Charge Code field, use up to 16 characters to enter an identifying code for this charge.

3. If you use optional fields and you want to edit automatically assigned optional fields or assign different ones to the charge record, click the Zoom button beside the Optional Fields indicator.


4. Edit, delete, or add different charges optional fields, as required, then click the Close button.

The assigned optional fields appear as defaults when you use this charge code in a transaction.

Step 6: Add Setup Records — Charges




Setting Up

PJC

See also page 2-35


5. Use up to 60 characters to enter a description of the charge in the Description field.

6. In the Charge Type field, select Service or Fixed Amount according to the nature of the charge.

7. In the A/R Item Number field, enter the Accounts Receivable item number to use with this charge on item invoices (used for time and materials projects and some fixed price projects).

8. In the Unit of Measure field, specify the unit of measure to use for this charge.

9. In the Billing Amount field, enter the amount of the charge per unit. (The billing rate is used on item invoices.)














“New” button 11. To add another charge record, click the New button next to the Charge Code field and repeat steps 2 through 10, or click Close to close the form.

Back up your data

After adding or modifying charge records, you should back up your data.

Print a list of charges

You should also print an updated list of charges that you have added to Project and Job Costing. To print a Charges report, click Print on the File menu on the Charges form, or choose Charges from the PJC Setup Reports folder.

Adding Projects

Projects are the major activities into which contracts are divided. They are used to track revenues and revenue‐earning activity for your contracts.

You use the Projects form to set up project templates with default settings and a description. You can then assign the project to contracts you set up for your customers.

You can set up typical projects that you can reuse or adapt for a number of contracts. You can also set up special projects for a particular contract.

You specify a unique code for each project. When you enter a project code for a new project, the default settings for that project code appear, but you can change them if necessary.

See also page 2-57

For more detailed information about project records, and how they are used in Project and Job Costing, see “Setting Up Projects,” in Chapter 2 of this manual.

Step 6: Add Setup Records — Projects

Step 6: Add Setup Records — Projects




Setting Up

PJC

To add a project record:

1. Choose the Projects icon from the PJC Setup folder. The PJC Project form opens, displaying the Project tab, as follows:

2. In the Project field (the field described by the Level 2 name on the Options form), enter the code for this new project, using up to 16 characters.

3. Enter a description for the project in the Description field, using up to 60 characters.

Project tab 4. Enter default settings for this project on the Project tab, as follows:

Project Type. Select a default project type that will apply to new contract projects that use this project code.

Cost Plus Percentage (for a cost plus project). Enter the percentage of your costs, in addition to your actual costs, for which you normally bill for this project.

Markup Percentage (for a fixed price project). Enter the percentage of your costs, in addition to your actual costs, for which you normally bill for this project.

Accounting Method. Select the accounting method that reflects how you normally recognize revenue for this type of project.

Billing Type. Select a default billing type for new contract projects that use this project code.

The name of this field and of the first tab is the Level 2 name from the Settings tab of the Options form. The default name is Project.





Integration tab 5. If you want to replace segment codes in General Ledger accounts when you generate transactions for projects that use this project code, click the Integration tab, then select the Override G/L Account Segments option. A grid appears that lets you choose the G/L segments to override and the codes with which you want to override it.

6. For each segment that you want to override:

a. On the first available line of the grid, click the G/L Segment field, then select the General Ledger segment you want to override.

b. In the G/L Segment Code field for the line, enter or use the Finder to select the code to use for the selected segment.


You can edit or delete any automatically inserted optional fields, and you can add different optional fields that you have defined for projects. The assigned optional fields appear as defaults when you assign the project to a new contract.

See also page 2-35


8. When you have finished entering data to define the project, click Add.

“New” button 9. If you want to add another project record, click the New button next to the Project field and repeat steps 2 through 8. Otherwise, click the Close button to close the Project form.

Step 7: Add Existing Contracts and Transactions




Setting Up

PJC

Back up your data

You should back up your records after you add new projects to your Project and Job Costing system.

Print a list of your projects

You should also print an updated list of projects you have added to Project and Job Costing. To print a Projects report, click Print on the File menu on the Projects form, or choose Projects from the PJC Setup Reports folder.

Modifying Setup Records

Deleting records You can modify and delete most setup records without restriction, although you cannot delete contract structures that are used in any contract.

Modifying records You can change all the data for most records except the identifying code.

To change a record, you open the form you used to create the record, select its identifying code, make your changes, and then save the record.

If you change the code, you must first click Add to add a record with the code you want to use, and then delete the record you no longer want.

Step 7: Add Existing Contracts and Year-To-Date Transactions

Before you begin using Project and Job Costing to track your contract costs and revenues, you need to add contract records for your existing contracts. You also need to add transactions to bring your Project and Job Costing accounts up to date.

Use typical contracts as templates

If your contracts tend to be similar, you can use existing contracts as templates when setting up new contracts. Because they include the default settings, projects, and categories that you typically use, copying existing contracts can simplify the process of setting up new contract records.

Step 7: Add Existing Contracts and Transactions

Where To Now?




Use the New Contract wizard to select a template

The New Contract wizard lets you select any existing contract to serve as a template when you set up a new contract, so you do not have to set up separate contracts as templates unless you want to do so.

Contract setup and management is covered extensively in the Project and Job Costing User Guide. For background information on contracts, see Chapter 2, “What You Need to Know Before Using Project and Job Costing,” in the User Guide.

To find out how to add contracts, see Chapter 4, “Managing Contracts and Projects,” in the User Guide. Chapter 4 also explains how to enter opening balances (including retainage balances, which you enter separately) for your existing contracts.

To find out how to add transactions to bring your existing contracts up to date in Project and Job Costing, see Chapter 5, “Processing Project and Job Costing Transactions,” in the User Guide.

Where To Now? Your Project and Job Costing system is now ready to use. Refer to the User Guide for information about entering transactions and operating your Project and Job Costing system on a daily basis.

You should experiment with the sample data that comes with Sage Accpac ERP before using your own data in Project and Job Costing. The Sage Accpac Workbook includes a chapter on Project and Job Costing, with step‐by‐step examples that show you how to set up contracts and process all types of transactions.

Where To Now

Getting Started A–1

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Setup C

hecklist

Appendix A Sample Setup Checklist

This appendix describes the setup checklist that comes with Project and Job Costing.

You can print the setup checklist (PJC‐SETUP.PDF), and use it as you follow the instructions for setting up Project and Job Costing in Chapter 3 of Getting Started. The setup checklist lets you check off each step of Project and Job Costing setup, including:

• Gathering data from your present job costing system.

• Adding project and job costing accounts to your general ledger chart of accounts.

• Adding security information, including user IDs for users who enter their own timecards.

• Selecting options in the Project and Job Costing Options form.

• Adding Project and Job Costing records.

Sample Setup Checklist A sample of the setup checklist appears on the following page.

Before you start The setup checklist is in Adobe PDF format. Make sure Adobe Reader® is installed on your computer before you try to display or print the checklist. (You can download Adobe Reader at http://www.adobe.com, if it is not already installed.)

To print the checklist:

1. From the Windows Start menu, click Programs, and then Sage Accpac.

Sample Setup Checklist

A–2 Sage Accpac Project and Job Costing



2. Click the subfolder Online Documentation, and then Project and Job Costing 5.5A.

3. Click Setup Checklist on the menu.

You can also open the checklist from the folder X:\Sage Accpac\DOCS\PM55AENG where X: is the drive where your Sage Accpac programs are located.

Adobe Reader starts.

4. From the File menu, click Print. Adjust the settings, and then click OK.


Getting Started A–3



Setup C

hecklist

Date

Completed by Sage Accpac ERP Project and Job Costing Setup

Approved by

Page 1 of 2 Filename: PJC-SETUP.PDF

Before you begin

Install and activate Sage Accpac Accounts Receivable:

Install the System Manager (with Bank and Tax Services), and install and activate Accounts Receivable, and Accounts Payable. Also install and activate General Ledger, Inventory Control, Purchase Orders, Order Entry, and Canadian or US Payroll, if you use them.

Request a Project and Job Costing Activation code.

Follow the instructions in the System Manager Administrator Guide or System Manager Setup Guide to install Project and Job Costing.

Read the Project and Job Costing README file and review the Project and Job Costing manuals.

1. Gather data from your present project and job costing system.

Include manual records or printed listings and reports of general ledger accounts, and the codes and other information you use to identify project and job costing records.

2. Add project and job costing accounts to your chart of accounts.

Add the general ledger accounts you need for your Project and Job Costing data, including work in progress, cost of sales, billings, revenue, payroll expense, employee expense, labor, overhead, equipment, and cost accounts.

3. Add security information for Project and Job Costing.

Add security information in Administrative Services.

Add user types and IDs for employees who will enter their own timecards.

4. Select options and enter information in the PJC Options form.

Complete each tab on the Project and Job Costing Options form.

Complete each tab on the G/L Integration form.

5. Add Project and Job Costing records.

Add the following records:

Account Sets

Categories

Charges

Cost Types

Contract Structures

Employees

Equipment

Miscellaneous Expenses

Overhead Expenses

Projects

Segments

Subcontractors

Optional Fields


A–4 Sage Accpac Project and Job Costing



Date

Completed by Sage Accpac ERP Project and Job Costing Setup

Approved by

Page 2 of 2 Filename: PJC-SETUP.PDF

6. Add contracts.

Enter existing contracts using the Contract Maintenance form in the PJC Transactions folder.

Enter opening balances for the contracts using the Opening Balances form in the PJC Transactions folder.

7. Prepare and test the formats for printing reports.

To find out how to create custom forms or adapt the reports that come with the program, see the online documentation for System Manager.

Print test copies from your own data.

Getting Started Index-1

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Index

Index

A

A/R Integration options, 2-13, 3-15 overview, 2-12 to 2-14

A/R Invoice Comment, 2-13, 3-15 A/R Invoice Description, 2-13, 3-15 A/R item number

in category records, 2-42, 2-44, 3-35 in charge records, 2-57, 3-55 in employee records, 3-40 in equipment records, 3-43 in miscellaneous expenses record, 2-51,

3-46 in overhead expenses records, 2-53, 3-49 in subcontractor records, 2-55, 3-52 overview, 2-35 setting up in Accounts Receivable, 2-35

Account sets adding, 3-26 currency, 2-34 multicurrency systems, 2-31 setting up, overview, 2-31

Accounting method accrual-basis, 2-60 billings and costs, 2-60 category percentage complete, 2-60 completed project, 2-59 labor hours percentage complete, 2-60 project percentage complete, 2-60 setting a default for your system, 2-7 specifying for projects, 3-57 Total Cost Percentage Complete, 2-60

Accounting Method field

in project records, 2-59 Accounts

planning for project management, 2-34 types, used in Project and Job Costing,

2-32 Accounts Receivable Integration options,

2-13, 3-15 Accrual-basis accounting method, 2-60 Activating Sage Accpac Project and Job

Costing See: System Manager User Guide

Adding account sets, 2-31, 3-26 categories, 2-41, 3-33 charges, 2-56, 3-53 contract structures, 2-30, 3-23 cost types, 2-34, 3-32 employee records, 2-45, 3-37 equipment, 2-49, 3-42 existing contracts, 3-59 existing transactions, 3-59 miscellaneous expenses, 2-50, 3-45 optional fields, 2-35, 3-29 overhead expenses, 2-52, 3-47 project records, 2-57, 3-56 segment codes, 2-29, 3-22 setup records, 2-26, 3-25 subcontractor records, 2-54, 3-50

Aging periods, 2-8 specifying for your system, 3-12

Index-2 Sage Accpac Project and Job Costing



Auto Search finding a record quickly, 3-4

Automatically Post A/R Batches option, 2-13, 3-15

B

Batch processing options Adding To An Existing Batch, 2-16, 3-17 Create G/L Transactions By, 3-17 Create G/L Transactions option, 2-15,

3-17 Creating A New Batch, 2-16 Creating And Posting A New Batch,

2-16 G/L Description, 3-19 G/L Reference, 3-19

Billable billing type, 2-60 Billing amount

specifying for charges, 2-57, 3-55 Billing rate, entering

for categories, 2-44, 3-35 for subcontractors, 2-56, 3-52 in employee records, 2-47, 3-39 in equipment records, 2-50, 3-44

Billing type specifying for projects, 2-60, 3-57

Billings account overview, 2-32 specifying for account sets, 3-27

Billings and costs accounting method, 2-60

C

Canadian Payroll, integrating with PJC, 1-10 Categories

See: Category records Category code, 3-34

Category percentage complete accounting method, 2-60

Category record A/R Item No. field, 2-42, 2-44 adding, 3-33 billing rate, 2-44 labor percentage, 2-43 labor rate, 2-43 labor type, 2-43 overhead percentage, 2-43 overhead rate, 2-43 overhead type, 2-42 overview, 2-25 setting up, overview, 2-41 unit cost, 2-42, 2-44 unit of measure, 2-42, 2-44

Ccontract numbers sorting order, 2-23

Charge code, 2-56, 3-54 Charge type, 2-57, 3-55 Charge records

A/R item number, 2-57 adding, 3-53 billing amount, 2-57 charge code, 2-56 Charge Type field, 2-57 Fixed Amount charge type, 2-57 Service charge type, 2-57 setting up records for, overview, 2-56 unit of measure, 2-57

Chart of accounts adding general ledger accounts during

setup, 3-7 Checklist, setup steps, A-1

printing, 3-3 Classifying costs, 2-34

adding cost types, 3-32 overview, 2-24 to 2-26

Clearing billings and WIP accounts during project close, 2-9 during revenue recognition, 2-9

Codes, segment, 3-22


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Index

Comments in Employee record, 2‐48

Company options, 2‐3 changing contact and phone numbers,

2‐3 company contact, 2‐3, 3‐8 entering 2‐3, 3‐7 phone and fax numbers, 2‐3 See also: Options

Completed project accounting method, 2‐59 Consolidate G/L Batches option, 2‐17, 3‐18

and effect on drilldown, 2‐17 and optional fields, 2‐18

Contract numbers defining formats for, 2‐20 to 2‐24 overview, 2‐28, 2‐29 planning, 2‐13 to 2‐24 rules for creating, 2‐22 segments, 2‐29 sorting order, 2‐23 structures for, 2‐30, 3‐23 tips for creating, 2‐24

Contract structures adding, 2‐30, 3‐23

Contract style, default, 2‐7 Contract templates, 3‐59 Control account set

See: Account set Cost account

specifying for account sets, 3‐28 Cost categories, 2‐25, 3‐33 Cost class

consistent with resource, 2‐26 specifying for cost types, 3‐33

Cost classification planning a system, 2‐24

Cost of sales account overview, 2‐32 specifying for account sets, 3‐27

Cost plus percentage in project records, 2‐59 specifying for projects, 3‐57

Cost plus project type, 2‐59 Cost Type code, 3‐33 Cost types

adding, 3‐32 consistent with resources, 2‐26 overview, 2‐25 setting up, overview, 2‐34 specifying for categories, 2‐42, 3‐34

Create G/L Transactions By option adding to an existing batch, 2‐16 creating a new batch, 2‐16 selecting, 3‐17

Create G/L Transactions option overview, 2‐15 selecting, 3‐17

Creating a Project and Job Costing system See: Setting up Project and Job Costing

Currency Code field in equipment records, 2‐50, 2‐56 in miscellaneous expense records, 2‐51,

2‐52 in overhead expense records, 2‐53, 2‐54 in subcontractors records, 2‐56

Currency for account sets, 2‐34

D

Dates, default posting date, 2‐11 Default A/R item number, 2‐7, 3‐11 Default A/R unit of measure, 2‐8, 3‐11 Default accounting method, 2‐7, 3‐11 Default contract style, 2‐7, 3‐11 Default earnings code, 2‐46 Default hours (for employees), 2‐47, 3‐39 Default labor type, 2‐5, 3‐10 Default overhead type, 2‐5, 3‐10 Default posting date, 2‐11, 3‐15 Default settings

for basic projects, 2‐44, 3‐34 for standard projects, 2‐44, 2‐48




Defining contract numbers formats for, 2‐20 to 2‐24 rules for, 2‐22 sorting order, 2‐23

Drilldown, effect of consolidation on, 2‐17

E

Earnings code defaults for employees, 2‐46, 3‐39

E‐mail addresses in employee record, 2‐48, 3‐40

Employee expense account specifying for account sets, 3‐28

Employee Number field, 2‐46 in Employee record, 2‐45 using to select employees, 3‐38

Employee records adding, 3‐37 billing rate, 2‐47 Canadian Payroll employee, 2‐45 comments, entering, 2‐48 default earnings code, 2‐46 default hours, 2‐47 default settings for standard projects,

2‐48 e‐mail addresses, 2‐48 employee name, 2‐46 employee number, 2‐46 group, 2‐48 hiding fields for employee timecards,

2‐48 hiding timecard fields, 3‐41 payroll type, 2‐45 setting up records for, overview, 2‐45 unit cost, 2‐46 US Payroll employee, 2‐45 user ID, 2‐48

Equipment See: Equipment record

Equipment account overview, 2‐33 specifying for account sets, 3‐28

Equipment record A/R item number, 2‐49 adding, 3‐42 billing rate, 2‐50 currency code, 2‐50 equipment code, 2‐49 setting up records for, overview, 2‐49 unit cost, 2‐50, 3‐46 unit of measure, 2‐50

Exporting file formats, 2‐62

F

Fields G/L transaction fields, 2‐18, 3‐19 setting up options fields for PJC, 2‐35

File formats for importing and exporting data, 2‐62

Finder, using, 3‐4 Fixed amount charge type, 2‐57 Fixed price project type, 2‐59 Force Listing Of Transactions option, 2‐6

selecting, 3‐11

G

G/L Description Field option, 3‐19 G/L Integration options, 2‐14

Adding To An Existing Batch, 2‐16 assigning information to G/L fields,

2‐18, 3‐19 changing your selections, 2‐20 choosing options for G/L batches, 3‐16,

3‐17




Index

Consolidate G/L Batches option, 2‐17, 3‐18 effect on G/L fields, 2‐19 effect on drilldown, 2‐18

Create G/L Transactions By option, 3‐17 Create G/L Transactions option, 2‐15,

3‐17 Creating A New Batch option, 2‐16 Creating And Posting A New Batch

option, 2‐16 G/L description, selecting, 2‐18, 3‐19 G/L reference, selecting, 2‐18, 3‐19 G/L Transactions Created Through

option, 2‐15 overview, 2‐15 posting sequence number, 2‐15 selecting options, 2‐14, 3‐15, 3‐16 source codes, 2‐19

G/L transaction fields assigning information to, 2‐18, 3‐19

General ledger accounts, 2‐32, 2‐33 adding during setup, 3‐7 identifying before setting up Project and

Job Costing, 3‐5 General ledger batches

Consolidate G/L Batches option, 2‐17 creating a new batch, 2‐16 creating and posting a new batch, 2‐16 source codes, 2‐19 using only one batch, 2‐16

General ledger transactions See: G/L Integration options;

G/L batches Group, specifying for employees, 2‐48, 3‐40

H

Help, using, 3‐4

I

Importing, file formats for, 2‐62 Inactive field, 3‐26 Installing Sage Accpac Project and Job

Costing See: System Manager User Guide

Integration with other programs See: A/R Integration options; G/L

Integration options; Inventory Control; Order Entry; Purchase Orders

Inventory Control integration with Project and Job Costing,

1‐9

L

Labor (allocated) account, 3‐28 Labor hours percentage complete accounting

method, 2‐60 Labor percentage, 2‐5

specifying a default for PJC, 3‐10 specifying for categories, 2‐43, 3‐35

Labor rate, 2‐5 specifying a default for PJC, 3‐10 specifying for categories, 2‐43, 3‐35

Labor type specifying a default for PJC, 3‐10 specifying for categories, 2‐43, 3‐35

Last Maintained field (purpose), 3‐26 Level 1/ Level 2/ Level 3 Name, 2‐4

specifying, 3‐9

M

Markup percentage specifying, 3‐57 used in project records, 2‐59




Miscellaneous code specifying, 2-51, 3-45

Miscellaneous Expenses record A/R item number, 2-51 adding, 3-45 currency code, 2-51, 2-52 distinct from charges, 2-50 Miscellaneous Code field, 2-51 setting up, overview, 2-50 unit of measure, 2-51

Modifying setup records, 3-59 Multicurrency account sets, 2-31, 2-34

N

Name field, in employee records, 2-46 Next number

overview, 2-11 specifying for transactions, 3-14

No Charge billing type, 2-60 Non-billable billing type, 2-60 Numbering

formats and next numbers for transactions, 3-14

O

Only Recognize Costs When Billed For Item Invoice Type Project option, 2-9, 3-12

Optional fields and consolidation, 2-18 assigning

to charges, 3-54 to employee records, 3-41 to equipment records, 3-43 to miscellaneous expenses, 3-45 to subcontractor records, 3-51

choosing settings to control flow of, 2-38 defaults for contracts, 2-37

defaults for new setup records, 2-36 defined separately for headers and

details, 3-29 matching

advantages, 3-30 item records, 3-29 Payroll records, 3-29 with other programs, 2-38

required fields, 3-31 setting up for Project and Job Costing,

2-35 sharing with other programs, 2-36, 2-38 Value Set option, 2-37

Options aging periods, 2-8 choosing settings, 2-4 company information, 2-3, 3-7 contract level names, 2-4 default settings for contracts and

projects A/R item number, 2-7 A/R unit of measure, 2-8 accounting method, 2-7 contract style, 2-7 labor percentage, 2-5, 3-10 labor rate, 2-5, 3-10 labor type, 2-5, 3-10 overhead percentage, 2-6, 3-10 overhead rate, 2-6, 3-10 overhead type, 2-5, 3-10

Force Listing Of Transactions option, 2-6 G/L Integration options

See: G/L Integration options Only Recognize Costs When Billed For

Item Invoice Type Project option, 2-9

Percentage Complete Method option, 2-9

segments (for contract numbers), 2-9 selecting, 3-12 See also: Segment codes




Index

system settings, 2‐4 Aging Periods, 2‐8 for optional fields, 2‐38 Force Listing Of Transactions, 2‐6 Level 1/Level 2/Level 3 names, 2‐4 Only Recognize Costs When Billed

For Item Invoice Type Project, 2‐9

Percentage Complete Method, 2‐9 selecting, 3‐9 Update Budgets, 2‐8 Use Expense Accounts option, 2‐8

transactions options, 2‐11 formats and next numbers, 3‐14 selecting, 3‐14 timecard defaults, 2‐10

Update Budgets option, 2‐8 Use Expense Accounts option, 2‐8

Order Entry, integrating with PJC, 1‐10 Overhead account

overview, 2‐33 specifying for account sets, 3‐28

Overhead code in overhead expenses records, 2‐53 specifying, 3‐48

Overhead expenses A/R item number, 2‐53 currency code, 2‐53, 2‐54 Overhead Code field, 2‐53 overview, 2‐52 setting up, 3‐47

Overhead percentage, 2‐6 setting a default for PJC, 3‐10 specifying for categories, 2‐43, 3‐34

Overhead rate, 2‐6 setting a default for PJC, 3‐10 specifying for categories, 2‐43, 3‐34

Overhead type setting a default for PJC, 2‐5 specifying for categories, 2‐42, 3‐34

Override G/L Account Segments option, 2‐44, 2‐61

in project records, 3‐58

P

Payroll account specifying for account sets, 3‐28

Payroll Type field in Employee record, 2‐45 using to identify employee records, 3‐38

Percentage Complete Method, 2‐9 clearing Billings and WIP accounts

during project close, 2‐9 during revenue recognition, 2‐9

specifying, 3‐12 PJC‐SETUP.PDF, A‐1 Planning

a contract numbering scheme, 2‐13 to 2‐24

a cost classification scheme, 2‐24 project management accounts, 2‐34

Posting options A/R Invoice Comment Field, 2‐13 A/R Invoice Description Field, 2‐13 Adding To An Existing Batch option,

2‐16 Consolidate G/L Batches option, 2‐17 Create G/L Transactions option, 2‐15 Creating A New Batch option, 2‐16 Creating And Posting A New Batch

option, 2‐16 Posting sequence, viewing the next, 2‐11 Printing

reports See: User Guide

setup checklist, 3‐3, A‐1 Project and Job Costing

manuals, 1‐11, 1‐12 overview, 2‐1 See also: Setting up Project and Job

Costing




Project code, specifying, 3‐57 Project management accounts

planning, 2‐34 Project percentage complete accounting

method, 2‐60 Project type, 2‐58

cost plus, 2‐59 fixed price, 2‐59 specifying for a project, 3‐57 time and materials, 2‐59

Project, definition, 2‐57 Projects

Accounting Method field, 2‐59 adding, 3‐56 billing type, 2‐60 code, 3‐57 Cost Plus Percentage field, 2‐59 Markup Percentage field, 2‐59 Override G/L Account Segments option,

2‐44, 2‐61 overview, 2‐57 Project field, 2‐58 Project Type field, 2‐58 used in contracts, 2‐58

Purchase Orders, integrating with Project and Job Costing, 1‐10

R

Required option (for optional fields), 2‐37, 3‐31

Resources, setting up records for, 2‐26 Revenue account

overview, 2‐33 specifying for account sets, 3‐28

S

Sage Accpac Workbook, 1‐13

Security for employees, 2‐48 Segment codes

adding records for, 3‐22 overriding in project records, 3‐58 overview, 2‐28, 2‐29 segment code description, 3‐23 segment codes, 3‐22

Segments, options overview, 2‐9 selecting, 3‐12, 3‐13

Service charge type in charge records, 2‐57

Setting up Project and Job Costing A/R item numbers, 2‐35 account sets, 3‐26 adding setup records, 3‐25

See also: Setup records categories, 3‐33 charges, 3‐53 company contact, 3‐8 company options, 3‐7 cost types, 3‐32 Creating A New Batch option, 2‐16 employees, 3‐37 entering setup information, 2‐13 to 2‐34 equipment, 3‐42 exporting setup information, 2‐61 flowchart, 2‐3 general ledger accounts required, 3‐7 guideposts to Project and Job Costing

information, 3‐3 importing setup information, 2‐61 miscellaneous expenses, 3‐45 options

See: Options overhead expenses, 3‐47 overview, 2‐2 phone and fax numbers, 3‐8 planning

contract numbering scheme, 2‐13 to 2‐24

cost classification scheme, 2‐24




Index

preliminary steps, 3‐1 preparing records, 3‐5

projects, 3‐56 settings

See: Options steps, overview, 2‐2 subcontractors, 3‐50

Setup checklist, A‐1 printing, 3‐3 using during setup, 3‐3

Setup records account sets, overview, 2‐31 adding, 3‐25 categories, overview, 2‐41 charges, overview, 2‐56 contract structures, overview, 2‐30 cost types, overview, 2‐34 employees, overview, 2‐45 equipment, overview, 2‐49 miscellaneous expenses, overview, 2‐50 modifying, 3‐59 overhead expenses, 2‐52 preparing in your other system, 3‐5 projects, overview, 2‐57 segment codes, overview, 2‐29 subcontractors, overview, 2‐54

Sorting order for contract numbers, 2‐23 Source codes

defaults, 3‐19 overview, 2‐19

Subcontractor records A/R item number, 2‐55 adding, 3‐50 billing rate, 2‐56 currency code, 2‐56 overview, 2‐54 setting up, 3‐50 subcontractor code, 2‐54 subcontractor name, 2‐55 unit cost, 2‐55 unit of measure, 2‐55 vendor address information, 2‐55

vendor number, 2‐55

T

Telephone number, entering, 3‐8 Time and materials project type, 2‐59 Timecard default options

Billing Rate, 2‐12 overview, 2‐11 specifying, 3‐14 Unit Cost, 2‐12

Timecard fields hiding, for an employee, 2‐48, 3‐41

Total cost percentage complete accounting method, 2‐60

Transaction numbers formats and next numbers, 3‐14

Transactions, general ledger assigning data to fields in, 2‐18, 3‐19

Transactions options Default Posting Date, 2‐11 timecard defaults, 3‐14

U

Unit cost in category records, 2‐42, 2‐44, 3‐35 in employee records, 2‐46, 3‐39 in equipment records, 2‐50, 3‐46, 3‐44 in subcontractor records, 2‐55, 3‐52

Unit of measure in category records, 2‐42, 2‐44, 3‐35 in charge records, 2‐57, 3‐55 in employee records, 3‐40 in equipment records, 2‐50, 3‐43 in miscellaneous expenses record, 2‐51,

3‐46 in overhead expenses records, 2‐53, 3‐49 in subcontractor records, 2‐55, 3‐52




Update Budgets option selecting, 3‐11, 2‐8

US Payroll, integrating with Project and Job Costing, 1‐10

Use As Default Contract Structure option, 3‐23

Use Expense Accounts option, 2‐8, 3‐11 User ID,

specifying for employees, 2‐48, 3‐40 Using Finders, 3‐4 Using Help, 3‐4 Using the Getting Started manual, 1‐11

V

Validation requiring for a segment, 3‐13

Value Set option, 2‐37 Vendor address information

in subcontractor records, 2‐55 Vendor number

in subcontractor records, 2‐55, 3‐52

W

Work in progress account overview, 2‐32 specifying for account sets, 3‐27

Y

Year/Period affected by posting date, 2‐11

Documents

Project and Job Costing Getting Started - SAGE Partner · PDF fileProject and Job Costing Features 1–4 Sage Accpac Project and Job Costing ... • Allocate overhead to any cost category,