Project and Job Costing — Security Overview

If security is turned on for your Sage Accpac ERP system, you have no access to Project and Job Costing unless you have Project and Job Costing security authorizations.

To view records and to print reports in Project and Job Costing, you must belong to a security group that has Common Inquiry authorization.

To edit records or perform processing tasks, you must belong to a security group that has authorization for additional tasks from the following list:

• Setup Maintenance.

  Setup Maintenance authorization allows you to update and print setup choices and records from the Options, Cost Types, Contract Structures, Segment Codes, Account Sets, Projects, Categories, Equipment, Miscellaneous Expenses, Overhead Expenses, Subcontractors, and Charges setup and report forms.

• Contract Inquiry.

  Contract Inquiry authorization allows you to view all setup records, including Employees.

  In addition, this authorization lets you view contracts in the Contract Maintenance form, and it lets you view transactions in the Material Usage, Material Returns, Material Allocation, Costs, Timecards, Equipment Usage, Revise Estimates, Adjustments, and Transaction History forms.

  You can also print all reports from the Setup Reports, Analytical Reports, and Transaction Reports folders.

• Contract Maintenance.

  Contract Maintenance authorization provides access to the Contract Maintenance form. It allows you to view, add, update, and delete estimates and contracts.

  Note that this assignment does not permit you to change the status of contracts or projects, or to post transactions.

• Contract Approval.

  With the Contract Approval security assignment, you can set contract and project statuses to Approved in the Contract Maintenance form.

• Contract Open.

  With the Contract Open security assignment, you can set contract and project statuses to Open.

• Contract On Hold.

  With the Contract On Hold security assignment, you can set contract and project statuses to On Hold.

• Contract Inactive.

  With the Contract Inactive security assignment, you can set contract and project statuses to Inactive.

• Contract Closed.

  With the Contract Closed security assignment, you can set contract and project statuses to Closed.

• Add A New Category and Resource.

  With Add A New Category And Resource authorization, you can use the Contract Maintenance form to add a new category or resource to a contract project after the project has been opened for transactions.

  This assignment automatically grants Contract Maintenance authorization.

• Adjustment Inquiry.

  Adjustment Inquiry authorization allows you to view adjustment transactions using the Adjustments form.

• Adjustment Entry.

  Adjustment Entry authorization allows you to view, enter, and update adjustment transactions.

• Adjustment Approval.

  Adjustment Approval authorization allows you to view, enter, and update adjustment transactions, and to change the status of adjustment transactions to Approved.

• Adjustment Posting.

  Adjustment Posting authorization allows you to view, enter, and update adjustment transactions, and to change the status of adjustment transactions to Approved.

  It also lets you post adjustment transactions from the Adjustments form and from the Post Transactions form.

• Charges Inquiry.

  Charges Inquiry authorization allows you to view charge transactions using the Charges form.

• Charges Entry.

  Charges Entry authorization allows you to view, enter, and update charge transactions.

• Charges Approval.

  Charges Approval authorization allows you to view, enter, and update charge transactions, and to change the status of charge transactions to Approved.

• Charges Posting.

  Charges Posting authorization allows you to view, enter, and update charge transactions, and to change the status of charge transactions to Approved.

  It also lets you post charge transactions from the Charges form and from the Post Transactions form.

• Costs Inquiry.

  Costs Inquiry authorization allows you to view cost transactions using the Costs form.

• Costs Entry.

  Costs Entry authorization allows you to view, enter, and update cost transactions.

• Costs Approval.

  Costs Approval authorization allows you to view, enter, and update cost transactions, and to change the status of cost transactions to Approved.

• Costs Posting.

  Costs Posting authorization allows you to view, enter, and update cost transactions, and to change the status of cost transactions to Approved.

  It also lets you post cost transactions from the Costs form and from the Post Transactions form.

• Equipment Usage Inquiry.

  Equipment Usage Inquiry authorization allows you to view equipment usage transactions using the Equipment Usage form.

• Equipment Usage Entry.

  Equipment Usage Entry authorization allows you to view, enter, and update equipment usage transactions.

• Equipment Usage Approval.

  Equipment Usage Approval authorization allows you to view, enter, and update equipment usage transactions, and to change the status of equipment usage transactions to Approved.

• Equipment Usage Posting.

  Equipment Usage Posting authorization allows you to view, enter, and update equipment usage transactions, and to change the status of equipment usage transactions to Approved.

  It also lets you post equipment usage transactions from the Equipment Usage form and from the Post Transactions form.

• Material Usage Inquiry.

  Material Usage Inquiry authorization allows you to view material usage transactions using the Material Usage form.

• Material Usage Entry.

  Material Usage Entry authorization allows you to view, enter, and update material usage transactions.

• Material Usage Approval.

  Material Usage Approval authorization allows you to view, enter, and update material usage transactions, and to change the status of material usage transactions to Approved.

• Material Usage Posting.

  Material Usage Posting authorization allows you to view, enter, and update material usage transactions, and to change the status of material usage transactions to Approved.

  It also lets you post material usage transactions from the Material Usage form and from the Post Transactions form.

• Material Return Inquiry.

  Material Return Inquiry authorization allows you to view material return transactions using the Material Returns form.

• Material Return Entry.

  Material Return Entry authorization allows you to view, enter, and update material return transactions.

• Material Return Approval.

  Material Return Approval authorization allows you to view, enter, and update material return transactions, and to change the status of material return transactions to Approved.

• Material Return Posting.

  Material Return Posting authorization allows you to view, enter, and update material return transactions, and to change the status of material return transactions to Approved.

  It also lets you post material return transactions from the Material Returns form and from the Post Transactions form.

• Material Allocation Inquiry.

  Material Allocation Inquiry authorization allows you to view material allocation transactions using the Material Allocation form.

• Material Allocation Entry.

  Material Allocation Entry authorization allows you to view, enter, and update material allocation transactions.

• Material Allocation Approval.

  Material Allocation Approval authorization allows you to view, enter, and update material allocation transactions, and to change the status of material allocation transactions to Approved.

• Material Allocation Posting.

  Material Allocation Posting authorization allows you to view, enter, and update material allocation transactions, and to change the status of material allocation transactions to Approved.

  It also lets you post material allocation transactions from the Material Allocation form and from the Post Transactions form.

• Revise Estimates Inquiry.

  Revise Estimates Inquiry authorization allows you to view revise estimate transactions using the Revise Estimates form.

• Revise Estimates Entry.

  Revise Estimates Entry authorization allows you to view, enter, and update revise estimate transactions.

• Revise Estimates Approval.

  Revise Estimates Approval authorization allows you to view, enter, and update revise estimate transactions, and to change the status of revise estimate transactions to Approved.

• Revise Estimates Posting.

  Revise Estimates Posting authorization allows you to view, enter, and update revise estimate transactions, and to change the status of revise estimate transactions to Approved.

  It also lets you post revise estimate transactions from the Revise Estimates form and from the Post Transactions form.

• Timecard Inquiry.

  Timecard Inquiry authorization allows you to view timecards using the Timecards form.

• Timecard Entry.

  Timecard Entry authorization allows you to view, enter, and update timecards. It also lets you mark timecards Ready For Approval.

  To restrict employees to view, enter, or update only their own timecards, you must enter their User ID on the PJC employee record.

• Timecard Approval.

  Timecard Approval authorization allows you to view, create, and update timecards. It also lets you mark timecards Approved.

• Timecard Posting.

  Timecard Posting authorization allows you to view, enter, and update timecards, and to change the status of timecards to Approved.

  It also lets you post timecards from the Timecards form and from the Post Transactions form.

• Can See All Timecards.

  In conjunction with Timecard Inquiry access, Can See All Timecards authorization lets you view timecards for all PJC employees. (You cannot view Project and Job Costing timecards with Can See All Timecards authorization alone.)

• Import Processing.

  Import Processing authorization allows you to import records using the File menu. You must also assign update rights for the types of records you want to import. For example, to allow the importing of contracts, you must assign both Import Processing and Contract Maintenance rights.

• Export Processing.

  Export Processing authorization allows you to export setup, contract, and transaction records using the File menu. You must also assign inquiry rights for the types of records you want to export. For example, to allow the exporting of contracts, you must assign both Export Processing and Contract Inquiry rights.

• Budget Actuals Inquiry.

  Budget Actuals Inquiry authorization lets you view and compare Actuals budget sets for contracts, projects, and categories using the Budget Maintenance form.

  This security assignment also provides access to the Options form, and it lets you view and print all setup records.

• Budget Recognized Revenue Inquiry.

  Budget Recognized Revenue Inquiry authorization lets you view and compare Recognized budget sets for contracts, projects, and categories using the Budget Maintenance form.

  This security assignment also provides access to the Options form, and it lets you view and print all setup records.

• Budget Entry.

  Budget Entry authorization lets you enter view, enter, and compare budget sets for contracts, projects, and categories using the Budget Maintenance form.

  This security assignment also provides access to the PJC Options form, and it lets you view and print all setup records.

• Transaction Optional Fields.

  Transaction Optional Fields authorization allows you to edit optional fields in the Material Usage, Material Returns, Material Allocation, Timecards, Costs, Equipment Usage, Charges, Adjustment, Revenue Recognition, and Billing Worksheets forms, as well as for job-related external cost transactions you enter in other Sage ERP Accpac programs.

• Opening Balances Inquiry.

  Opening Balances Inquiry authorization allows you to view opening balance transactions using the Opening Balances form.

• Opening Balances Entry.

  Type your drop-down text here.

• Opening Balances Approval.

  Opening Balances Approval authorization allows you to view, enter, and update opening balance transactions, and to change the status of opening balance transactions to Approved.

• Opening Balances Posting.

  Opening Balances Posting authorization allows you to view, enter, and update opening balance transactions, and to change the status of opening balance transactions to Approved.

  It also lets you post opening balance transactions from the Opening Balances form and from the Post Transactions form.

• Update Retainage Inquiry.

  Update Retainage Inquiry authorization allows you to view update retainage transactions using the Update Retainage form.

• Update Retainage Entry.

  Update Retainage Entry authorization allows you to view, enter, and edit update retainage transactions.

• Update Retainage Approval.

  Update Retainage Approval authorization allows you to view, enter, and edit update retainage transactions, and to change the status of update retainage transactions to Approved.

• Update Retainage Posting.

  Update Retainage Posting authorization allows you to view, enter, and edit update retainage transactions, and to change the status of update retainage transactions to Approved.

  It also lets you post update retainage transactions from the Update Retainage form and from the Post Transactions form.

• Billing Worksheet Inquiry.

  Billing Worksheet Inquiry authorization lets you view existing worksheets using the Billing Worksheet form.

• Billing Worksheet Creation.

  Billing Worksheet Creation authorization lets you generate billing worksheets using the Create Billing Worksheet form.

• Billing Worksheet Maintenance.

  Billing Worksheet Maintenance authorization lets you view and edit existing worksheets using the Billing Worksheet form.

• Billing Worksheet Posting.

  Billing Worksheet Posting authorization lets you view and post existing worksheets using the Billing Worksheet form, and post existing worksheets using the Post Billing Worksheets form.

• Revenue Recognition Worksheet Inquiry.

  Revenue Recognition Worksheet Inquiry authorization lets you view existing worksheets using the Revenue Recognition Worksheet form.

• Revenue Recognition Worksheet Creation.

  Revenue Recognition Worksheet Creation authorization lets you generate revenue recognition worksheets using the Create Revenue Recognition Worksheet form.

• Revenue Recognition Worksheet Maintenance.

  Revenue Recognition Worksheet Maintenance authorization lets you view and edit existing worksheets using the Revenue Recognition Worksheet form.

• Revenue Recognition Worksheet Posting.

  Revenue Recognition Worksheet Posting authorization lets you view and post existing worksheets using the Revenue Recognition Worksheet form.

• Reopen Projects Worksheet Inquiry.

  Reopen Projects Worksheet Inquiry authorization lets you view existing worksheets using the Reopen Projects Worksheet form.

• Reopen Projects Worksheet Creation.

  Reopen Projects Worksheet Creation authorization lets you generate revenue recognition worksheets using the Create Reopen Projects Worksheet form.

• Reopen Projects Worksheet Maintenance.

  Reopen Projects Worksheet Maintenance authorization lets you view and edit existing worksheets using the Reopen Projects Worksheet form.

• Reopen Projects Worksheet Posting.

  Reopen Projects Worksheet Posting authorization lets you view and post existing worksheets using the Reopen Projects Worksheet form.

• Payroll Update.

  Payroll Update authorization works in conjunction with Timecard Entry permission for Canadian or US Payroll. It lets you run Update Payroll, available in the Periodic Processing folder.

• Clear History.

  Clear History authorization lets you perform periodic processing using the Clear History form.

• G/L Batch Creation.

  G/L Batch Creation authorization lets you create general ledger batches using the Create G/L Batch form.

• Employee Inquiry.

  Employee Inquiry authorization lets you view and print PJC Employee records.

• Employee Maintenance.

  Employee Maintenance authorization lets you view, add, edit, delete, and print PJC Employee records.

• Transaction Reports.

  Transaction Reports authorization lets you print the G/L Transactions report and the Posting Errors report to a printer.

  In addition, it lets you print:

  • Billing Worksheets, if you also have Billing Worksheet Inquiry, Billing Worksheet Maintenance, or Billing Worksheet Posting authorization.

  • Revenue Recognition Worksheets, if you also have Revenue Recognition Worksheet Inquiry, Revenue Recognition Worksheet Maintenance, or Revenue Recognition Worksheet Posting authorization.

• Analytical Reports.

  Analytical Reports authorization lets you print the Contract Summary, Detailed Costs, Aged Work In Progress, Profit Analysis, Contract Details, Over/Under Billings, Committed Costs Audit List, and Stored Material Audit reports to a printer.

• AIA Report.

  AIA Report authorization lets you print the AIA report to a printer and save the report to a file.