Managing Commitments

Project and Job Costing integrates with Sage ERP Accpac Purchase Orders, letting you track committed and actual quantities and costs by contract, project, category, and — on standard projects — resource.

When you post a job-related purchase order, the Purchase Orders program updates the committed quantities and costs for the specified contracts, projects, categories, and resources in Project and Job Costing.

Any of the following types of changes in a job-related purchase order will also generate transactions for Project and Job Costing:

• Change in quantity.

• Change in cost.

• Adding new detail lines.

• Deleting a detail line or a purchase order.

• Change in exchange rate.

• Change in tax rates.

When you post a job-related receipt, Purchase Orders reverses the commitments in Project and Job Costing and updates the actual quantities and costs for the received amounts. It also records any additional costs you post with receipts.

Purchase Orders also updates actuals when you post an adjustment to a job-related receipt for any of the following:

• Quantity received.

• Cost.

• Additional cost.

• Tax amounts.

• Exchange rates.

If you use retainage accounting, retainage amounts are calculated during day-end processing using defaults as specified for the project category in Project and Job Costing.

Note that Project and Job Costing performs any overhead calculations, and sends the information back to Purchase Orders, so it can be used in the general ledger entries.

For information about entering job-related transactions in Purchase Orders, see the Purchase Orders help.

Viewing Purchase Orders Information in Project and Job Costing

Project and Job Costing lets you track information sent from Purchase Orders in variety of ways. You can:

• Print transactions generated by Purchase Orders on the PJC Detailed Transactions report.

• View transactions sent from Purchase Orders on the Transaction History form, which also lets you drill down to an original Purchase Orders transaction.

• View committed quantities and costs for each level of a contract using the:

• Totals tab on the Contract Maintenance form to view commitments for the contract as a whole.

• Totals tab on the Project Maintenance form to view commitments for an entire project, or use the individual project resource tabs (for example, Employee or Equipment) to view commitments for the project by resource type.

• Estimates tab on the Category Maintenance form to view commitments for a specific project category.

• Estimates tab on the resource maintenance form to view commitments for a specific project resource.

• Estimates tab on the resource category form to view a breakdown for a project resource by category.