Enter a description of the use of the equipment 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 equipment usage 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 equipment usage transaction you need.

This field appears if you use Sage ERP Accpac Transaction Analysis and Optional Field Creator. It indicates whether equipment usage 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 any equipment usage optional fields for automatic insertion, they are assigned to any new equipment usage 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 equipment usage transactions.

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

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

• New. If you are entering a new transaction, accept this default status.

• Approved. When you have finished entering information for the transaction, you can change the status to Approved, indicating that it can be posted.

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 if you want to indicate that the transaction is ready for posting.

The program assigns Posted status once you post the transaction.

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 billable 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 for 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.

This field, together with the Extended Billing Amount field, is used only for time and materials projects.

You can use this field to enter the rate at which to bill for this cost in the Billing Rate field. The program calculates the amount to bill the customer for the charge.

Alternatively, you can enter the amount to bill the customer for the cost in the Extended Billing Amount field. The program then calculates the billing rate for you, based on the extended billing amount and the quantity you entered.

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 fixed price projects that use a summary invoice type or for cost plus projects.

Select the category you are charging for the use of equipment.

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

Select the contract you are charging for the use of equipment.

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 displays the equipment account specified for the project category as the default, but you can change it. (Normally, you would use a contra equipment account, or an expense account.)

Enter or select the code for the equipment you are using. Note that for standard projects the equipment code must be assigned to the project before you can use the code in a transaction.

This field, together with the Billing Rate field, is used only for time and materials projects and for fixed price projects that use an item invoice type.

You can use this field to enter the amount to bill the customer for this cost. The program then calculates the billing rate for you, based on the extended billing amount and the quantity you entered.

Alternatively, you can enter the rate at which to bill for this cost in the Billing Rate field. The program calculates the amount to bill the customer for the charge.

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, an Optional Field column on the detail-entry grid and an Optional Fields check box on the Detail Equipment Usage/Taxes form indicate whether equipment usage detail optional fields have been assigned to a selected 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 Equipment Usage/Taxes form, click the Zoom button beside the Optional Fields check box.

If any equipment usage 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 equipment usage details.

If you assign the same optional fields to an equipment usage detail as you use for an affected account's transaction details — and you specified in the setup record that data for this optional field will pass to the General Ledger account — the entries will be passed with the transaction detail to General Ledger.

Select the project you are charging for the use of equipment.

Enter the number of units (specified by the unit of measure you specify next - for example, Hours) to represent the use of the equipment.

These fields appear only for time and materials projects and 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 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.

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

Enter or select the unit of measure that you use with this piece of equipment.

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.)