Enter a description for this transaction, using up to 60 characters.

When you enter a new transaction, the program displays ***NEW*** in this field. Accept this entry to let Project and Job Costing assign the next number for cost transactions (specified on the Options form) when you add the transaction.

To view an existing transaction, use the navigation buttons next to the field to display the number for the charge transaction you need.

This field appears if you use Sage ERP Accpac Transaction Analysis and Optional Field Creator. It indicates whether any costs optional fields have been assigned to the selected transaction.

Click the Zoom button beside the field to open a separate Optional Fields form where you can view or edit the optional fields assigned to the transaction.

If you set up costs optional fields for automatic insertion, they are assigned to any new cost transaction you add, along with the default values specified in optional field setup records.

You can edit or delete the optional fields that appear, and you can add different optional fields that are defined for costs.

Enter a reference for this transaction using up to 60 characters.

This field lets you select one of two statuses for a transaction:

• New. When you enter a transaction, you normally accept this default status.

• Approved. You can select this status before posting a transaction to indicate that it is ready for posting.

After you add a new transaction (by clicking the Add button), the program changes the status to Entered. You can change the status from Entered to Approved, and from Approved to Entered, if necessary.

When you post a transaction, the program displays Posted in this field, and you cannot change the status.

The program calculates and displays the sum of the detail billable amounts for the transaction in this field. You cannot change it.

Note: This figure is a hash total.In a multicurrency system, detail amounts are not converted to any one currency. Therefore, the total may consist of mixed currencies.

The program calculates and displays the sum of the detail costs for the transaction in this field. You cannot change it.

The program calculates and displays the sum of the detail quantities for the transaction in this field. (The figure is a hash total.) You cannot change it.

Select the transaction date to which you want to post the transaction.

The program displays the year and period that contains the date to which the transaction will be posted.

Project and Job Costing uses the transaction/document date or the session date as the default posting date, depending on your choice for the Default Posting Date option on the PJC Options form.

If you want to change the posting date, click the Zoom () button beside the Year/Period field to open the Posting Date Override form, and then change the posting date as required.

Note: If you consolidate G/L transactions by Account And Fiscal Period or by Account, Fiscal Period And Source, the posting date for consolidated entries is the last date of the fiscal period.

If the detail is for a time and materials project or a fixed price project that uses an item invoice type, enter the A/R Item number to be shown on the invoice for this transaction.

Project and Job Costing displays the description for the A/R Item number in the adjacent field.

Enter or select the unit of measure used in Accounts Receivable for this item.

(You can enter a unit of measure in this field only for time and materials projects and for fixed price projects that use an item invoice type.)

The program calculates the billing amount using the quantity and billing rate you entered.

If you change the displayed billing amount, the program recalculates the billing rate for you.

Project and Job Costing displays the customer's currency in this field, which appears on the detail entry grid on the Costs form. You cannot change it.

Project and Job Costing uses the billing rate you enter in this field, together with the quantity, to calculate the billing amount.

Enter the billing rate for the unit of measure you specified for this transaction. Alternatively, skip this field, and enter a billing amount to let the program calculate the billing rate for the quantity you specified.

Depending on the project type and accounting method for the selected project, the program displays the billing type from the project category (on a basic project), or the resource category (on a standard project).

For time and materials projects and for fixed price projects that use a billings and costs or accrual-basis accounting method, if the category or resource category is billable, you can change the billing type to non-billable or no charge.

You cannot change the billing type for any fixed price projects that use a summary invoice type, or for cost plus projects.

Select the category you are charging for this cost transaction.

You can enter a comment for each detail using up to 250 characters.

Select the contract you are charging for this charge.

Project and Job Costing displays the cost account specified for project category, but you can change it.

The description for the account you select appears in the adjacent field.

This field appears in the Costs form detail grid.

It shows the cost class that the specified category uses.

If the selected project uses the accrual-basis accounting method, the program displays Cost Of Sales Account for this field.

The program displays the cost of sales account from the project category.

You can change the account for any project that uses the accrual-basis accounting method.

The program calculates the extended cost using the unit cost and quantity you entered. If you edit the extended cost amount, the program recalculates the unit cost based on the new extended cost.

The program assigns a unique line number to identify the detail.

Accept the line number displayed, or click the New button to start a new detail.

If you use Sage ERP Accpac Transaction Analysis and Optional Field Creator, the Optional Field column on the detail-entry grid and the Optional Field checkbox on the Detail Costs/Taxes form indicate whether costs detail optional fields have been assigned to a selected transaction detail.

To open a separate Optional Fields form that lets you view or edit the optional fields assigned to a detail:

• On the detail entry grid, either double-click the field for a selected detail, or select the detail, and then press Shift+F9 on your keyboard.

• On the Detail Costs/Taxes form, click the Zoom button beside the Optional Fields check box.

If any cost detail optional fields are set up for automatic insertion, they appear for new details, along with the default values specified in the optional field setup records.

You can edit or delete the optional fields that appear, and you can add different optional fields that are defined for cost details.

Select the project you are charging for this transaction.

The program uses the quantity you enter to calculate the billing amount (or the billing rate).

Enter the quantity for the unit of measure you specified for this transaction.

Enter or select the resource associated with this cost. Note that for standard projects the resource code must be assigned to the project before you can use it in a transaction.

When you specify a resource, Project and Job Costing displays the description for the cost.

Specify the cost associated with the unit of measure you entered.

These fields appear only for time and materials projects and for fixed price projects that use an item invoice type.

The program displays the tax authorities and descriptions from the customer record. You cannot change them.

These fields appear only for time and materials projects and for fixed price projects that use an item invoice type.

You can change the tax class that appears as the default. The program displays the:

• Tax class from the A/R Item record, if tax authorities are assigned to the item.

• Customer tax class for the inventory item, if no tax authorities are assigned to the A/R item.

• Default tax class (1), if the item does not use a customer tax class.

If tax authorities are assigned to the item used in this detail, the program displays the Tax Included status from the A/R Item record.

If no authorities are assigned to the item, the default is No. You can change the tax-included status, if the tax authority permits.

Depending on the project type and the accounting method, the program displays the work in progress account from the contract project or the category.

You can change the account only for projects that use an item invoice type.

(For projects that use the accrual-basis accounting method, this field is named Cost Of Sales Account, and the cost of sales account specified for the category appears.)