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 material allocation 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 material allocation transaction you need.

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

Enter a reference for this 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.

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.

Enter the number of units of material you are allocating with this detail (for the specified unit of measure).

The unit of measure used for the stored quantity appears as the default unit of measure for the allocation.

You can specify a different unit of measure to allocate the specified item to the project, as follows:

• If you use Sage ERP Accpac Inventory Control, enter or select a unit of measure used for the item in Inventory Control.

• If you use Sage ERP Accpac Purchase Orders as a standalone system, enter or select a unit of measure used for the item in Purchase Orders.

• If you use neither Inventory Control nor Purchase Orders, enter the unit of measure.

If you allocate material using a different unit of measure than used for the stored material, Project and Job Costing uses the conversion factor for the item to recalculate the following fields for the new unit of measure:

• Percentage Allocated

• Unit Cost

• Extended Allocated Cost

• Billing Rate

• Extended Billing Amount

This field is used only for time and materials projects and for some fixed price projects. You can use it to specify the rate at which to bill for each allocated unit of measure.

Project and job Costing uses the allocated quantity and the billing rate to calculate the extended billing amount for the detail, and displays the amount in the customer's currency.

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

If you specify a different unit of measure, Project and Job Costing recalculates the billing rate and extended billing amount using the conversion factor for the material item.

Select the category for which you are allocating the use of the material.

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

Select the contract for which you are allocating the use of the material.

The program calculates the extended allocated cost by multiplying the unit cost by the quantity you enter for the detail. (The amount is shown in functional currency.) However, you can enter a different extended allocated cost.

If you change the extended allocated cost, the program recalculates the unit cost for you.

If you change the unit of measure for the allocated quantity, Project and Job Costing recalculates the unit cost and the extended allocated cost using the item's conversion factor.

This field is used only for time and materials projects and some fixed price projects. (In multicurrency ledgers, the amount is shown in the customer's currency.)

You can use this field to enter the amount to bill the customer for this cost. The program recalculates the billing rate for the quantity and unit of measure you entered.

Alternatively, if you enter a rate in the Billing Rate field the program calculates the extended billing amount.

If you specify a different unit of measure, Project and Job Costing recalculates the billing rate and extended billing amount using the conversion factor for the material item.

Use this field to identify the material, as follows:

• If you use Sage ERP Accpac Inventory Control — enter or select the number used to identify the item in Inventory Control. (You can specify only items assigned to the resource category for a standard project. You can specify any valid item number for a basic project.)

• If you use Sage ERP Accpac Purchase Orders as a standalone system — enter or select the number used to identify the item in Purchase Orders. (You can specify only items assigned to the resource category for a standard project. You can specify any valid item number for a basic project.)

• If you use neither Inventory Control nor Purchase Orders — enter any meaningful reference.

Enter or select the unit of measure to use in transferring the specified item to the project (for example, Each or Box), as follows:

• If you use Sage ERP Accpac Inventory Control — you can enter or select only units of measure used for the item in Inventory Control.

• If you use Sage ERP Accpac Purchase Orders as a standalone system — you can enter or select only units of measure used for the item in Purchase Orders.

• If you use neither Inventory Control nor Purchase Orders — enter the unit of measure.

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.

Enter the Inventory Control location that the program must use to determine the default unit cost.

If you use Sage ERP Accpac Transaction Analysis and Optional Field Creator, the Optional Field column on the detail entry grid and the Optional Fields indicator on the Detail Material Allocation form indicate whether material allocation detail optional fields have been assigned to a selected material allocation 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 Material Allocation form, click the Zoom button beside the Optional Fields check box.

If any material allocation detail optional fields are set 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 material allocation details.

The program calculates and displays the amount of stored overhead based on the percentage of the stored cost that you are allocating. However, you can change the amount of overhead to allocate.

The Percentage Allocated field is used, together with the stored cost, to calculate the extended allocated cost.

You can enter a percentage of the stored cost to represent the material used on the project.

If you enter a percentage, the program recalculates the allocated quantity. If you change the quantity, the program recalculates the percentage for you.

Select the project for which you are allocating the use of the material.

The program displays the balance of the stored overhead for the project, category, or resource category (depending on the project style, project type, and accounting method).

The program displays the balance of the stored quantity for the project, resource, or category (depending on the project style, project type, and accounting method).

For a standard project, the stored unit of measure is the I/C unit of measure specified for the project resource.

For a basic project, it is the stocking unit of measure from the I/C or P/O item record.

You cannot change this field.

The program displays the unit cost from Inventory Control (if you use it) or from Purchase Orders (if you have a standalone Purchase Orders system).

If you use neither Inventory Control or Purchase Orders, the program uses the unit cost specified for the project category (on a basic project) or the resource category (on a standard project).

If you need to use a different unit cost, type it in the field.

If you allocate material using a different unit of measure than the item’s stocking unit of measure (on a basic project) or the I/C unit of measure for the specific project resource (on a standard project), Project and Job Costing calculates the cost for the new unit of measure using the conversion factor stored for the item.