Once a Job has been entered in the system and all material lines have been assigned, you can view Job Cost information from this module. You should be aware that job costing is updated through the following modules: Purchase Order Maintenance, Receive Inventory, Job Labor Mtc./Installer Payments, and Open Item Maintenance in the Accounts Payable menu. This means that Job Costs are updated when orders are placed with Vendors, when material is received into the warehouse, when labor payments are posted, and again when Vendor Invoices are booked in the system. As costs are updated via these modules, you will be able to view the most current Job Cost data from this module. Prior to invoicing, commission changes can be made via this module provided the Salesperson is not set up on a Scale Base commission and provided the commission has not already been selected for payment. When you enter this module the screen will appear as follows:
The system will place the cursor at the Order Number field; type in the number of the Job you wish to pull up and hit enter; you can also look up jobs through the F1 – Look-Up By Customer option. The system will fill in the Customer ID and place the cursor at the Invoice Number field. If the Job has been invoiced, the system will automatically prompt the Invoice Number. If there is more than one Invoice on a Job, you will need to type in the Invoice Number you wish to access if it is other than the one showing. Please Note: The system will only display Job Cost data for one Invoice at a time in this module. If the Job has not been invoiced, the system will place the cursor at a blank Invoice Number field. If this is the case hit enter to proceed. Once you hit enter the system will bring up all the order lines from the Job as follows:
In the screen shot above Lines 001 through 003 are being pulled from the Enter Line Items screen of the Order Entry module for the Job selected. Only those material lines that have material assigned to them will display. In the STYLE column, only eight characters of the style name will display. The information in the QUANTITY column is pulled from the Work Qty column in the Enter Line Items screen. The COST and FREIGHT column values are pulled from the Inventory Maintenance module. These values can be updated through the Purchase Order Mtc. module via Receive Inventory, through the Job Labor Mtc./Installer Payments module, and via the Review P.O. History feature when a Vendor Invoice is posted in the A/P Open Item Maintenance module. The SALE column displays the total sale price of each line on the job. The PROFIT column displays the total profit to be made on each line based on the current costs and sale price. The MARGIN % column displays the current profit margin. Important Note: If you enter lines with a cost but no sale price, the Profit and Margin % columns will display negative figures. In this case, the User should only be concerned with the bottom line profit and margin % on the total job.
When you enter this screen, the system will display the following at the bottom left: [ENTER] to Continue/[Esc] to Exit. If you see a costing error in the screen above, you cannot make any changes in that screen. All costs should be updated via P.O. Maintenance, Receive Inventory, Job Labor Mtc., or the Review P.O. History feature in A/P Open Item Mtc. The “(*) = Paid For” message means that if an asterisk appears to the right of the Style column on a line, that material/labor has been paid for in the system and an approved cost figure should be showing. If you hit enter after viewing this screen or hit the F2 key for “View Line Details,” the following screen will appear:
Below we have divided this screen explanation into five parts (MATERIALS, LABOR, COMMISSIONS, SPECIAL, & TOTALS) to cover each in detail.
MATERIALS- this section breaks out just the material lines on the Job. It displays the following information: the combined cost of all the material; the combined freight cost; what the material was sold for (less tax); what the total profit on materials is; the profit margin on just the material lines; the total tax charged for material; and finally, the total sale on materials plus tax. Please Note: If tax is charged on the cost of material (Contract Sale), an asterisk will appear in the Tax field as such: Tax..*: 166.32, and the following message will appear at the bottom of the screen: Tax is included in Material Sale. The total tax amount will be reflected in the total cost calculation at the bottom of the screen.
LABOR- this section breaks out just the labor lines on the Job. It displays the following information: the combined cost of all labor; what the labor was sold for; what the total profit on labor is; the profit margin on labor, the total of any tax charged on labor; and finally, the total sale on labor plus any tax.
COMMISSIONS- this section calculates the salesperson commission based on the information that was entered into the Salesperson Maintenance module. It displays the Salesperson ID, the commission base, the commission percentage, and the total commission to be paid. Please Note: The system does not include tax when calculating the commission base. If a second Salesperson is tied to this Job, that information will be calculated here as well. This is the only part of the screen that can be accessed and changed. It should be noted, however, that the Salesperson ID can only be changed prior to invoicing. After invoicing, you should not add an ID, change an ID, or delete an ID. Also, if the commission on a Job has been selected for payment or already paid, the system will prompt the following: Salesperson 1 already selected for payment cannot update job cost. If the commission item is only selected and has not been updated as paid, you can Unselect through Salesperson Payables module and then make changes. Also, you cannot add a second Salesperson ID in this screen for processing of Salesperson Payables data after invoicing. If a Job has been invoiced in the system and should have included a second Sales ID, you should process a credit on the job and re-bill after adding the second Sales ID.
When the Job Cost Totals screen first comes up, the cursor will flash on the Salesrep1 field. If you need to look up a Salesperson ID, use the F1 key—do not change, add, or delete an ID after a job has been invoiced. You can make permanent changes to the commission information from this screen, either before or after invoicing. The only way to exit the Job Cost Totals screen is to enter through this section until you get the following prompt: Continue? (Y,N) Y. If you hit enter at this prompt, the system will take you back to the first Job Cost Maintenance screen.
SPECIAL- this section refers to order lines on a Job that are neither material nor labor lines; there is never any inventory attached to these lines. Examples include finance charges, delivery charges, adjustments, discounts, etc. These lines are separated out in this section and displayed by total cost, total sale, total profit, total margin percentage, and tax, if any. Many times these lines will have a cost tied to them but no sale price; in these instances, you will get a negative profit and margin percentage, which will affect the bottom line figures in the TOTALS section.
TOTALS- this section averages the cost, sale, tax, profit, and margin percentage totals of each section and displays bottom line figures on the job.
When you have finished with the Job Cost Totals screen, you will have to enter through the Commissions section and enter Yes at the Continue? prompt to get back to the original Job Cost Maintenance screen.
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