M9-JC-1143 Job Card Report

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Contents

Synopsis

This Custom Solution to the Job Cost module adds a new report called ‘Job Card’ to the Reports Menu. A report prints for each Job Number specified and provides two things:

  • a recap of a Cost Code’s expected expenditures compared to Purchase Order, Accounts Payable and Job Cost Direct Cost posting activity
  • a list of Invoicing activity for this Job, Payments received and balances still owing


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 options screen. After the 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-1143 Setup Options


You should visit this Setup screen after each upgrade or reinstallation of this Custom Solution.

Operation

This Custom Solution will add a new Job Card Report.

The selection screen (Figure 2) will prompt for a Job Number range and a Customer Number range:

JC-1143 Job Card Report


See Figure 3 for an example of the report.

JC-1143 Job Card for New2


The ‘Salespersons’ and Customer Purchase Order Number will come from the first Invoice found in AR_InvoiceHistoryHeader, regardless of source, which references this Job Number, if Sales Order is not integrated with Job Cost.

If Sales Order is integrated with Job Cost, then the program will look for the first Invoice with a source of ‘SO.’ When from Sales Order, this report will support Split and Override Commissions and will therefore list all of the Salespersons noted on that first Invoice.

The next section of the report will list each Cost Code which has a value in its ‘Revised Estimate’ field across all Cost Types for this Job Number. The Cost Code and the Estimate will print where specified.

Direct Cost Postings from JC3 that have Revised Estimates for this Job will print for each Cost Code. A Direct Cost Posting will have the following entry on the report:

  • Invoice Date: Direct Cost Transaction Date
  • PO Number: ‘From J/C’
  • Item Description: Direct Cost Comment
  • On P/O column: this will be blank
  • Cost Incurred column: the Transaction Amount posted to this Cost Code.

If there are any Purchase Order lines that reference this Job Number/Cost Code, then they will be listed in Vendor Number/Purchase Order Number order below the Cost Code. The description of each line item (Inventory, Misc. Charge/Item, and * are all supported) will be listed next to the Purchase Order Number and its line extension will print in the ‘On P/O’ column.

If the Purchase Order has an ROI for any of these lines, then the Invoice Number will print where specified, the ROI Date will print in its column and the line’s receipt extension will print in the ‘Cost Incurred’ Column.

If there are any transactions in AP_InvoiceHistoryDetail which originated from Accounts Payable and reference Cost Codes that have Revised Estimates for this Job, then the A/P Invoice will have the following entry on the report:

  • Invoice Number
  • Invoice Date
  • PO Number: ‘From A/P’
  • Item Description: this will hold the Invoice Header Comment
  • On P/O column: this will be zero
  • Cost Incurred column: the A/P Invoice distribution amount posted to this Cost Code.

These transactions will be mixed in with the P/O transactions.

There will be Subtotals by Cost Code, and Totals by Job.

Following the Job Totals of this section, the report will page break, and a recap of all Invoice activity for this Job Number will print (Figure 4). This report will reflect all Invoices in History that contain this Job Number regardless of source: S/O, J/C or A/R.

The Invoices will list in Invoice Date order.

JC-1143 Job Card for New2


Helpful Hints

  • This report is good for as long as you elect to retain items that may be deleted during Period End Processing. You should set your A/R ‘Days to Retain Paid Invoices,’ A/P ‘Number of Days to Retain Paid Invoices,’ and P/O ‘Number of Days to Retain Completed Purchase Orders’ to a maximum number of days that meets or exceeds your average expected Job length. Note: if these items are purged, then there is a backup in place.
  • For each of the postings to the Job that have Source Journals of PO, AP and AR, this Custom Solution will verify that the information doesn’t only exist in JC3. If it only exists in JC3, then the program will parse the job transaction posting comment in the following situations:
  • For Purchase Orders, the program will look first in PO_PurchaseOrderHeader, AP_InvoiceHistoryHeader/AP_InvoiceHistoryDetail (for P/O Receipt History). If there is nothing in these files, the program will look to JC3 ‘PO’ type 2 records. The Transaction Comment will be parsed as follows: if Cost Type ‘Subcontract,’ then Vendor Number (2, 9), if not Subcontract then will print ‘JC3DATA,’ Invoice Number (11, 10 - the Receipt of Goods Number), Line Comment (21, 20).
  • For Accounts Payable, the program will look first in AP_InvoiceHistoryHeader/AP_InvoiceHistoryDetail for A/P Invoices. If there is nothing in this file, the program will look to JC3 ‘AP’ type 2 records. The Transaction Comment will be parsed as follows: Invoice Number (10, 10), Item Description (21, 20).
  • For AR payments, the program will look first in AR_TransactionPaymentHistory for payment history. If there is nothing in this file, the program will look to JC3 Paid type 1 records from AR and SO. The Transaction Comment will be parsed as follows: Customer Number (2, 22), Invoice Number (24, 9), Check Number (33, 10).
  • Note that this backup method of finding data to print on the report is only good if detailed Transactions still exist, i.e., if you have not performed a period end that Summarizes Billed Cost Transactions. Note: if the checkbox to ‘Retain Transaction Detail’ is unchecked, this backup method will not work.

What’s New

With the 05-31-2013 release:

  • Removed references to SO-1085; this part is obsolete.

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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