Processing Transactions

You choose icons from the PJC Transactions folder to process the following transactions.

• Adjustments

• Charges

• Costs

• Equipment usage

• Material Allocation

• Material returns

• Material usage

• Revise Estimates

• Timecards

Note: The Material Usage, Material Returns, and Material Allocation forms are available only if you use Inventory Control with Project and Job Costing.

You record job-related direct overhead, miscellaneous, subcontractor, and (if you do not use Inventory Control) material costs using Accounts Payable Invoice Entry. When you post the invoices, the program updates your Project and Job Costing contracts.

For step-by-step instructions on processing different types of transactions, click the following links:

• Adjust a posted transaction

• Allocate stored material for the AIA Report

• Charge a project for equipment usage

• Charge a project for fees and services

• Enter a miscellaneous cost

• Enter an employee's timecard

• Reimburse an employee for job-related expenses

• Transfer material to a project

• Return material to inventory

As you process transactions for a project, the program updates the costs for each project category. When you recognize revenue, the program updates the portion of costs for which you have recognized revenue.

Contract, project, and resource statuses affect transactions

Contracts and projects must be open or on hold to be able to post transactions for them. You will receive a warning when you add a transaction for a contract or a project that is on hold, but the program will not prevent posting.

Note that you cannot post transactions for a project that is on hold if the project has never been opened.

You cannot use resources that have an Inactive status in transactions. You can, however, use projects and categories with Inactive status.

A note on locked fiscal periods

Fiscal periods are locked separately for each Sage ERP Accpac program, including Project and Job Costing. Note the following effects of locked periods on job-related transaction processing:

• The program checks the status of a fiscal period when you enter certain dates in Project and Job Costing transactions.

• Locking a fiscal period for PJC does not normally prevent other Sage ERP Accpac programs from updating information in the Contract Maintenance form. For example, posting a job-related invoice in Accounts Receivable or Accounts Payable updates the associated values for the contracts, projects, categories, and resources in PJC.

An exception to this rule can occur if you post material usage or material return transactions to a period that is later locked for PJC. If the period is locked before running Day End Processing, Day End Processing will not process these transactions, and will generate an error. To clear the error, you must unlock the period for PJC, and then run Day End Processing. (Material allocation transactions do not produce this error.)

• Locking a fiscal period for Inventory Control does not prevent Day End Processing from creating transactions for, or from updating contracts in, PJC. However, if the period is locked for PJC, you might not be able to post the transactions in PJC.

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