Operation Check List for Job Cost Setup

 

 Date: _________________      User Name: ________________________________

 

   (User Initial when Complete)

 

                1. Add a New Project (A Project that is included in the Total Job Status File.)

 

   ______ a. Assign a Job Class that is assigned to Projects.
                      This assures that Costs and Billings will be automatically updated into Total Job

                      Status Records.

 

   _____    b. Determine Cost Code Breakdowns to be used for reporting costs. If these Cost Codes

                      are included in your Master List of Cost Codes, you can select Codes on an Input Screen.

 

   _____    c. After clicking Add/Change/Remove Jobs and Add a New Job, enter a 6 Character Job Number.                

                 The Number is verified to see if it is already in use.

 

  _____     d. Enter Basic Job Information for the NEW job, then Click ADD and the BUILD COST CODES

                 Screen will appear.

 

  _____     e.  Use buttons at top right to select Cost Codes to be added to this Job. AT LEAST ONE COST

                  CODE MUST BE SELECTED.

 

Opt.___     f.  If you want to enter BUDGETS or ESTIMATES for a Cost Code, Double Click on the Code

                       and enter Hours and/or Dollars by Type of Cost. (NOTE: If you enter a SUBCONTRACT, DO
                 NOT put in a Subcontract Estimate. It will automatically come from the Subcontract Record).
 

Opt.___     g. If you entered Estimates above, click on PRINT COST CODES and START SCREEN to

                 verify your Input.

         

 

                2. Add a New Job (Use for Small Jobs with no Cost Code Breakdowns or Indirect Labor Jobs)

 

  _____    a. Choose a Job Class assigned to this Type of Job.

                    (T & M, Repair, Vehicle, Equipment, Indirect Labor, etc.) Note the State where the

                    job is located, and determine the proper Labor Burden Rate (if applicable).

                     

  _____     b. Enter Job Information as above with only these fields required:

                    Job Code, Job Name, Job State, & Job Class  The other information is Optional.

 

  _____     c. Use ADD SOME COST CODES button to bring up Cost Code List. You must select ONE

                    COST CODE (usually ZEROS). Workmans Comp Code and Budget Amounts are Optional.

 

 

                3. Change Project or Job Information

 

  _____     a. To change Master Information click on the CHANGE A JOB Button and enter the Job Code.

 

  _____     b. To change Budget Amounts or Workmans Comp Code, click CHANGE Button on Master

                      Screen, then Double Click on a Code in the list to bring up its values on the Screen.

                 Use PRINT COST CODES to verify your changes.

 

  _____     c. To enter Change Orders, click CHANGE Button on Master Screen, then use CHANGE

                   ORDER Buttons at lower right.      

 

  _____     d. To update Percent Complete for a Work Item or Job, use Job Percentages Menu on the

                       Job Cost REPORTS Summary by Line Item.Menu Selection.

                       Percent Complete figures entered are flagged with an *.

 

 

 

                4. Remove a Project or Job

 

  _____     a. BEFORE REMOVING A PROJECT OR JOB, GET MANAGEMENT APPROVAL. Once removed                                                                                                                                                                                                

                      no costs can be posted to this Job Code. Find out what to do with any late charges.

 

  _____     b. Print a Final Job Cost Report using Menu Selection 03 on the Job Cost REPORTS Menu.

                    Use Project Start Date as the FROM DATE and the Current Date as the THRU DATE.

                    This will give you a Complete Detail Cost Print Out for your Permanent Job File.

 

  _____     c. Use REMOVE A JOB BUTTON on Main Job Cost Screen to Remove or Close Jobs..

                 

 

                5. Enter Miscellaneous Job Costs

 

  _____     a. Assign and verify Job, Cost Code and G/L Account #'s for each entry. Take Control

                    Totals on all amounts.

 

  _____     b. GET MANAGEMENT APPROVAL FOR THESE ENTRIES SINCE THEY AFFECT JOB COST AND
                  GENERAL LEDGER.

 

  _____     c. Use Menu Selection 03 on the MAIN JOB COST Menu. Then click on Enter Misc. Job Costs to
                 make the entries.

 
  _____     d. Print & Update Miscellaneous Job Cost  using Menu Selection 02.

                    - Enter Activity Date as mm/dd/yy. This date controls the Accounting Period in

                      which this cost will post to Job Cost and General Ledger.

                    - Check for Error Messages and Balance Control Totals.