Change Project and Job Costing Program Options

Change Project and Job Costing Program Options

Before you start

To change Project and Job Costing program options:

1. Open Project and Job Costing > PJC Setup > Options.

Click here for help on the fields on the PJC Options form.

2. Use the tabs on the PJC Options form to edit options that govern how your Project and Job Costing system behaves.

3. Company

   The company name and address displayed on this tab are taken from the Company Profile form in Common Services. You can change this information only in Common Services, but you can enter a separate contact name and telephone and fax numbers for Project and Job Costing on this tab.

   If necessary, change the entries on the Company tab as follows:

   • In the Contact Name field, type a name to identify a contact person or position in the company for whom you are creating the Project and Job Costing system, or use the field for your own purposes.

   • In the Telephone Number and Fax Number fields, type the telephone and fax numbers of the company for which you are setting up records.

   The format used for telephone numbers depends on whether the Format Phone Number option is selected in the Company Profile form in Common Services.

4. Settings

   • Use the level-name fields, and their plural forms, to specify names for the different levels at which you track your contracts. The default entries for these fields are Contract, Project, and Category (along with their plural versions), but you can change the names if you use different terminology in your industry.

   • In the Default Labor Type field, specify a labor type to use as the default method for allocating labor burden on the Contract Maintenance form.

   • If you select Flat Rate Per Labor Hour/Unit, enter a dollar amount for the labor burden associated with each labor hour per unit produced.

   • If you select Percentage Of Labor Cost, enter the percentage of your fixed costs that represents the labor burden to allocate.

   • In the Default Overhead Type field, specify an overhead type to use as the default for allocating overhead on the Contract Maintenance form. You can choose:

   • If you select Flat Rate Per Unit, enter a dollar amount for the overhead costs associated with each unit produced.

   • If you select Percentage Of Cost, enter the percentage of your indirect costs that you want to allocate as overhead to projects.

   • Use the Force Listing Of Transactions option to determine whether you must print listings of transactions before you can post them using the Post Transaction form.

   • In the Default Accounting Method, specify the accounting method to use as the default for new contracts or projects.

   • In the Default Contract Style field, specify the contract style you use for most contracts. You can change the contract style for individual contracts and projects in the Contract Maintenance form.

   • In the Default A/R Item Number field, specify the A/R item number you will use most frequently on item invoices. You can leave this field blank if you do not use time and materials projects or if you do not use item invoices with any fixed price projects.

   Then, in the Default A/R Unit Of Measure field, specify the unit of measure to use with the default A/R item number you selected.

   • Select the Update Budgets option if you want to update Budget Maintenance whenever you process cost transactions or revise estimate transactions. (Select the option only if you plan to use the Budget Maintenance feature.)

   • Select the Update Payroll/Use Expense Accounts option if you want to use the payroll expense and employee expense accounts specified on the PJC timecards when you run Update Payroll.

   Do not select this option if you want to use the accounts specified for the earning/deduction code in the US or Canadian Payroll employee record.

   • Use the Percentage Complete Method option to specify when to clear the billings and work-in-progress accounts for projects that use a percentage complete accounting method.

   • Select the Only Recognize Costs When Billed For Item Invoice Type Project option to ensure that you recognize revenue only for costs that you have billed on a billing worksheet when you recognize revenue for projects that use the item invoice type.

   • Use the Aging Periods fields to specify five aging periods for classifying documents as current and overdue on reports.

5. Segments

   You can use up to five segments to define contract numbers.

   To define a new segment:

   1. Either click the grid and then press the Insert key, or tab to the next available line of the segment grid. A sequential number appears in the Segment Number field, and the insertion point moves to the Segment Name field for the line.

   2. Enter a description for the segment in the Segment Name field using up to 60 characters, and then press the Tab key to move to the Length field.

   3. In the Length field, enter the number of characters you want to use for the segment. (Keep in mind that a contract number can be a maximum of 16 characters, including all segments, the prefix, and any separator characters.)

   4. To specify whether a validation table is used for a segment, in the Validate field, press the spacebar or double-click the field to enter Yes or No.

   5. If you select Yes for a segment, use the Segment Codes form (in the PJC Setup folder) to specify the valid segment codes that you can use with that segment.

   You can also edit existing entries, but you cannot delete existing segments.

6. Transactions

   • To change the number to assign to the next transaction of a particular type, click the Next Number field for the type of transaction, and then type your entry. You also can change the prefix or the default length of the number.

   • Use the Unit Cost and Billing Rate fields to specify the source for the default unit cost and default billing rate used on timecards. You can specify whether the default unit cost comes from the project or from the PJC Employee record for employees who are set up only in Project and Job Costing.

   If an employee is also set up in US or Canadian Payroll, the rate set for the earnings code on the Payroll employee record is used as the default unit cost on the employee’s timecards in Project and Job Costing.

   • Use the Default Posting Date to change the type of date to use as the default posting date on transaction-entry forms and worksheets.

7. Integration

   • Select the type of description (A/R Invoice Description Field) and comment (A/R Invoice Comment Field) to include with each invoice you send to Accounts Receivable. You can choose from a variety of fields used in Project and Job Costing transactions.

   • Select the Automatically Post A/R Batches option if you want post invoice batches in Accounts Receivable when you post billing worksheets in Project and Job Costing.

3. Click Save.

After changing program options

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