M9-JC-1035 Job Cost Reports with Commitments

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Contents

Synopsis

With this Custom Solution to the Job Cost module, the Job Cost Code Detail Report and Job Cost Transaction Detail Report will include a new option to print Purchase Order Commitments. These ‘commitments’ are calculated as the dollar amounts for all Purchase Order Line Items that reference a Job, and are summarized by Job Number, Cost Code and Cost Type. This amount includes only Open Items by default, but you may optionally include Fully Received Items. Commitment amounts are adjusted by PO-1062, Foreign Currency Processing, to be in U.S. Dollars, if that Custom Solution is installed and enabled.

Additionally, this Custom Solution adds two custom reports to the Job Cost Module. The ‘Custom Job Cost Report’ (see Specific Purpose Rule) uses data from the following Job Cost Data Files: Job Masterfile, Job Cost Detail File, Job Cost Transaction Detail File and Cost Code Master and the Purchase Order Entry Line Detail File. The report may be selected by a range of Job Numbers, for selected Job Status Codes, and in Detail or Summary mode. The ‘Custom Cost Code Detail’ report is identical to the Cost Code Detail report in sort, selection and header areas but has a custom columnar layout with custom defined data for the columns.

Installation

Before installing any Custom Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Custom Solutions Control Center

Installing any Custom Solution will add an Custom Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Custom Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Custom Solution.

Setup

Upon completion of software installation, you will need to access the Job Cost Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Custom Solution will appear. Check the ‘Enable Custom Solution’ box to activate this Custom Solution (Figure 1).

JC-1035 Setup Options
Figure 1


Answer the following prompts:

INCLUDE FULLY RECEIVED ITEMS: If you check this box, the commitment line will equal the order line extension. If you leave it blank, the commitment line will be calculated as quantity ordered less quantity received times unit cost or as the Order Extension minus Amount Invoiced depending on whether the order line has an associated quantity, or no quantity (miscellaneous charges and /M items) respectively.
REPORT TITLE: Specify the title you wish to use for the ‘Custom Job Cost Report.’
MATERIALS COST TYPES TO REPORT: Specify the Cost Type(s) to be included in the ‘Material Costs’ section of the ‘Custom Job Cost Report.’
SUBCONTRACT & OTHER COST TYPES TO REPORT: Specify the Cost Type(s) to be included in the ‘Subcontract & Other Costs’ section of the ‘Custom Job Cost Report.’
LABOR COST TYPES TO REPORT: Specify the Cost Type(s) to be included in the ‘Labor’ section of the ‘Custom Job Cost Report.’
ENHANCED CUSTOM COST CODE DETAIL REPORT: Check this box to print the Custom Job Cost Code Detail Report in Enhanced format (see Operations).
PAGE BREAK BY JOB NUMBER: Check this box to page break by Job Number.
PRINT COST TYPE SUMMARY ON C/C DETAIL REPORT: Check this box to print a Cost Type Summary on the standard MAS 90 MAS 200 Cost Code Detail Report.


Operation

Job Masterfile Maintenance/Inquiry

A pop-up window has been added to the Job Masterfile Maintenance/Inquiry screens that provides a constant display of the total P/O Commitment amount for the job (Figure 2).

JC-1035 Job Masterfile Maintenance


Job Cost Code Detail Report

If you click on the ‘More’ button (Figure 3), an additional field will be available (Figure 3a). Check the ‘Print P/O Commitments’ box, to print out P/O commitments on the report. The ‘Purch Order Commitments’ column replaces the ‘% of Estimate’ and ‘% Complete’ columns. A ‘Committed’ (CMTD) column has been added, which reflects the sum of the ‘Job-To-Date’ and ‘P/O Commitments’ columns. The Period-To-Date, Original Estimate, Projected Cost To Complete and Projected % of Estimate columns have been removed.

JC-1035 Job Cost Code Detail Report
Figure 3


JC-1035 Job Cost Commitments
Figure 3a


The ‘Revised Estimate’ field has been re-titled ‘Budget;’ thus the ‘Current Variation’ is now calculated as ‘Budget’ minus ‘CMTD.’

When printing in Full Detail, Cost Type ‘S’ Commitments will be printed for each Subcontractor detail line for the particular Job Number/Cost Code (Figure 4).

Figure 3 is an example of the selector screen for the Job Cost Code Detail Report sorted by Job Number. Figure 4 is the report.

JC-1035 Job Cost Code Detail Report


If you checked the ‘Print Cost Type Summary on C/C Detail Report’ box in Setup, a Cost Type Summary will print at each Job break (Figure 5) as well as a Cost Type Summary Recap at the end of the report.

JC-1035 Custom Job Cost Code Detail Report


Job Cost Transaction Detail Report

If you click on the ‘More’ button (Figure 6), an additional field will be available (Figure 6a). Check the ‘Print P/O Commitments’ box to print out P/O commitments on the report. Figure 7 is an example of the report.

Only P/O Commitments for Cost Codes/Cost Types that are active (i.e. there is a posted transaction) for a given job will be printed.


JC-1035 Job Transaction Detail Report
Figure 6


JC-1035 Job Cost Commitments
Figure 6a


JC-1035 Job Transaction Detail Report
Figure 7


If there are any ‘Commitments,’ they will be printed under each corresponding break total line, and the Total Commitments are printed under the Report Total line.

Custom Job Cost Report
Figure 8 is an example of the selection screen, Figure 9 is the detail report and Figure 10 is the summary report. The title for this report may be user defined during Setup (Figure 1). This report may be selected by a range of Job Numbers and Job Statuses. It may also be run in summary mode.

Only P/O Commitments for Cost Codes/Cost Types that are active in Job Maintenance for a given job will be printed.


Header Information

The header section of the detail report contains the following data from the Job Masterfile and the Job Cost Transaction Detail File:

  • Job Number
  • Contract Number
  • Original Contract Amount
  • Manager
  • Customer Number
  • Contract Date
  • Change Order Amount(s)
  • Amount Billed to Date
  • Job Type
  • Start Date
  • Revised Contract Amount
  • Last Bill Date
  • Job Status
  • Completion Date
  • Amt Over/Under Invoice
  • Actual Pct Complete


JC-1035 Custom Job Cost Report


JC-1035 Custom Job Cost Report
Figure 9


JC-1035 Custom Job Cost Report
Figure 10


A maximum of ten change order amounts will list. If there are more than ten change orders, the sum of the change orders past the ninth will print as the tenth change order amount. Revised contract amount is the total of the original contract amount and all associated change orders.


Amount Over/Under Invoice is calculated as: ((Total Actual Cost for Job/Total Estimated Cost for Job)*Revised Contract Amount)-Amount Billed to Date.


Detail Information

The detail section of this report consists of one line for each Cost Code within the current Job Number, and columns for Material Costs, Labor Costs, and Subcontract and Other Costs. These columns are followed by a series of Total Costs columns.

The Material Costs and Subcontract and Other Costs sections contain the following data:

JC-1035 Material Costs

The Labor Costs section contains the following data:

JC-1035 Labor Costs

JC-1035 Total Costs

If the user elects to run the report in Summary mode, one line will print for each Job Number. The Job Description will print on the line, as will the Job Number totals for each of the Detail Section columns. Projected O&P and Projected Mark-Up for all Job Numbers will print in the Footer Section. No Header information will print on the Summary Report.

Custom Cost Code Detail Report

This new report has identical selection and sort options to the existing Cost Code Detail Report. The report will print the same ‘header block’ containing the constant Job Masterfile information. The detail column layout, however, has been modified as follows:

  • Cost Code and Cost Code Description
  • Verified Estimate
  • Adjustment to Verified Estimate (Original less Revised Estimate)
  • Total Current Estimate (Revised Estimate)
  • JTD Cost (equivalent to ‘Job To Date’)
  • Purchase Order Commitments (equivalent to CMTD column)
  • Total Cost To Date (JTD Cost + Committed Cost)
  • Variance To Verified Estimate (Verified Estimate - Total Cost To Date)
  • Variance To Current Estimate (Total Current Estimate - Total Cost To Date)


See Figure 11 for an example of the report.

JC-1035 Custom Cost Code Detail Report
Figure 11


If you answered ‘Y’ to ‘Enhanced Custom Cost Code Detail Report,’ the following changes will be made to the report:

  • Job-To-Date Billings and Job-To-Date Receipts will be added to the report’s header section. These values will be taken from the Job Status screen from the JTD Invoice Billed and JTD Payment Received fields, respectively.
  • The Estimator field will be re-titled ‘Warranty.’
  • The Contract Date will be re-titled ‘PM Closed.’
  • If you checked the box in Setup, the report will page break by Job Number.
  • The report will suppress the ‘Cost,’ ‘Unit,’ and ‘Cost/Unit’ lines on the report if all the numerics for any of these rows are rows; i.e., the Cost row will print if it contains non-zeros, but the Units column for the same Cost Code/Cost Type will not print if all of its numerics are zero.

See Figure 11a for an example of the report in enhanced format.

JC-1035 Custom Cost Code Detail Report
Figure 11a


Commitment amounts are adjusted by PO-1062: Foreign Currency Processing to be in U.S. Dollars, if that Custom Solution is installed and enabled.


Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Custom Solution was prepared. This Custom Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Custom Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

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