Project Costing - Setup and Maintenance Overview

Before you can use the Project Costing application, you must follow the setup procedures outlined below. Follow the setup procedures carefully, because the choices you make determine how the system operates.

To set up the Project Costing application, follow these steps:

  1. Use the Business Rules function to define how you want the system to work.
  2. Use the Projects function to set up your projects.
  3. Use the Estimates function to set up estimate information for projects.
  4. Set up phase and task codes, distribution and overhead allocation codes, and employee rate information.

Setup Checklist

Required

___ Set up Business Rules for Project Costing.

___ Set up Distribution accounts.

___ Set up Task codes.

___ Set up Phase codes.

___ Set up Tax information (Classes, Locations, and Groups).

___ Set up Customers in Accounts Receivable.

___ Set up Overhead Allocation Codes.

Recommended

___ Set up Transaction and Billing Batch Codes.

___ Set up initial balances.

___ Set up Rate Codes.

___ Set up Employee Rates.

Initial Balances

Set up initial project balances after you set up project records. If you are not setting up Project Costing at the beginning of the year and if you are keeping detail and summary activity history, you must also enter activity history. You can use the summary method, the detail method, or a combination of the summary and detail methods to set up the initial project balances.

The summary method takes less time than the detail method, but it does not provide complete project history.

  1. Open the Adjustments screen from the Project Costing Project Adjustments menu.
    1. Select a Project/Task for which to enter adjustments from the Project/Task field.
    2. Edit, if necessary, the current Date, the current Fiscal Year, and the current Fiscal Period.
    3. Select whether the Adjustment is going to be an increase or decrease in the Increase/Decrease field.
    4. Select a transaction type to identify the adjustment amounts in the Type field: Time, Material, Expense, Other, Deposit, Deposit Applied, and Fixed Fee Billing.
    5. Select the status of the adjustment from the Status field: 'Posted' or 'Billed'.
    6. Enter the quantity amount for the quantity used to date for the selected type of transaction in the Quantity field.
    7. Enter the extended cost amount posted to date in the Extended Cost field.
    8. Enter the extended income amount to date in the Extended Income field.
    9. Enter a description for the adjustment into the Description field.
    10. Enter, if applicable, an additional description for the adjustment in the Additional Description field.
  2. Open the Adjustments Journal from the Project Adjustments menu.
    1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
    2. Select the View Additional Descriptions check box, if applicable, to include the additional description in the journal.
    3. Select the check box if you want to print the report in Banded Rows format, which highlights lines in the report in alternating bands of color (or gray on monochrome printers). This makes wide reports easier to read. You can define your default preference for the banded rows format on the System Manager Business Rules. You can then override your default choice when you print the report.
    4. Select a command button to print, output as a file, send via email, preview, or reset the screen.
  3. Select Post Adjustments from the Project Adjustments menu.
    1. Complete Adjustments Entry.
    2. Print the Adjustments Journal.
    3. Select the Do the following, then check the box check box.
    4. Enter comments for the post, if applicable, in the Comments field.
    5. Click OK to begin processing. A message appears when the post completes successfully.
    6. After you click OK to close this message box, the Post Billings Log appears.
  4. Select Transfer Billings from the Billing menu.
    1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
    2. Select a billing batch code from the Batch Code field.
    3. Click the Prepare button, on the toolbar, to prepare billings.
    4. Click the Refresh Activity button to refresh the list of transactions prepared for the Project/Task/Phase.
    5. Select the WIP tab to prepare billings for general projects with the Billable box checked.
    6. The Customer ID, Projects/Phases/Tasks that meet the filter criteria are displayed.
    7. Enter the amount of the deposit to apply, if there is a Deposit Available amount to apply into the Deposit Applied box.
    8. To view the activity for a project or task/phase click on the plus (+) sign next to the Customer/Project/Phase/Task for which to view the activity, and you will see a list of billings that have been prepared for the project or task/phase.
    9. Select the Selected check box for those transactions you want to transfer to invoices.
    10. Select the Fixed Fee tab to prepare billings for General projects with the Billable and Fixed Fee box checked, and for Job Costing type projects.
    11. The customers, projects, phases, and tasks that meet the filter criteria are displayed.
    12. The remaining amount left to be billed from the original fixed fee amount will default into the Fixed Fee to Bill amount box. Accept this amount or edit it to the amount you want to transfer to an invoice in this transfer run.
    13. Enter the amount of the deposit to apply, if there is a Deposit Available amount to apply into the Deposit Applied box.
    14. To view the activity for a project or task/phase click on the plus (+) sign next to the Customer/Project/Phase/Task for which to view the activity, and you will see a list of billings that have been prepared for the project or task/phase.
    15. Select the Selected check box for those transactions you want to change the status to 'Work In Process'. The items will not be transferred to the invoice, but the status of the activity will be changed to WIP.
    16. Click Transfer to begin processing.
  5. Select Print Invoices from the Billings menu.
    1. Select the check box confirming that PC Edit Billings is Completed.
    2. Select the Batches for which you want to print invoices. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches. This option is available only if you elected to use batch processing in the Business Rules function on the System Manager, Company Setup menu.
    3. To print the Federal Tax ID for the current company at the bottom of the invoice, select the check box; otherwise, clear the check box.
    4. Enter the Date to be printed on the invoices or credit memos.
    5. Enter the Starting Invoice Number or use the default. The invoice number cannot include letters.
    6. If you are reprinting invoices, enter the number of the Last Good Number that was printed correctly. Print the Billing Journal to serve as a record of invoice numbers.
    7. Select a Message to print on the invoices. The messages will come from the Accounts Receivable, Setup and Maintenance, Invoice Messages function.
    8. Select a command button:
  6. Select Billing Journal from the Billings menu.
    1. Select the range of Filter Criteria to include in the journal or leave the fields blank to include all customer IDs.
    2. Select the amount of information to view in the journal. Summary or Detail versions of the report.
    3. To Print Additional Descriptions on the journal, select the check box; otherwise, clear it.
    4. Select the Batches to include in the journal. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    5. Select the Sort criterion for the journal: Batch/Transaction Number, Customer ID, Invoice Number, Fiscal Year GL Period/GL Account, and Project.
    6. Select a command button:
  7. Select Post Billings from the Billing menu.
    1. After you Complete Billing and Print Billing Journal and Print Invoices, select the check box.
    2. Select the Batches to include in the post. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    3. Enter Comments for the post, if applicable.
    4. Click OK to begin processing. A message appears when the post completes successfully. After you click OK to close this message box, the Post Billings Log appears.

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The detail method provides complete activity and billing history, but it takes more time than the summary method.

  1. Select Time Ticket Entry from the Transactions menu.
    1. Select a batch code for which to associate a time ticket from the Batch Code field.
    2. Click the New Record button, on the toolbar, to open a blank Time Ticket record.
    3. Select the employee to include in the time ticket from the Employee ID field.
    4. Edit, if necessary, the Transaction Date, Fiscal Year, and Fiscal Period fields; otherwise accept the defaults.
    5. Select a project for which to associate the employee's hours, from the Project/Task field.
    6. Enter, if applicable, a description for the project in the Additional Description field.
    7. Enter the number of hours the employee worked in the Hours field.
    8. Select a pay rate for the employee from the Rate Code field.
  2. Select Time Ticket Journal from the Transactions menu.
    1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
    2. Select the amount of information to view in the journal. Summary or Detail versions of the report.
    3. Select the Print Additional Descriptions check box, if applicable, to include additional descriptions in the journal.
    4. Select the Sort By criterion for the journal: Batch/Transaction, Employee ID, Customer ID, Project ID, and Transaction Date.
    5. Select the Batches to include in the journal. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    6. Select a command button:
  3. Select Transactions from the Transactions menu.
    1. Select a batch code for which to associate a transaction from the Batch Code field.
    2. Click the New Record button , on the toolbar, to open a blank Transaction record.
    3. Select the type of transaction from the Type field.
    4. Select the project/task from the Project/Task field.
    5. Select or enter the Item ID for the transaction.
    6. Select or enter the Location ID for the transaction.
    7. Enter a Description or accept the description from your item selection.
    8. Enter the Quantity Needed for the transaction.
    9. Enter the Quantity Filled for the transaction.
    10. Enter the Unit of measure to use for the transaction or accept the unit brought in from the item selected.
    11. Enter the Unit Cost to use for the transaction, or accept the cost brought in from the item.
    12. The Extended Cost is calculated from the quantity times the unit cost. This field is read-only.
    13. Enter all remaining transactions for open projects with activity.
  4. Select Transaction Journal from the Transactions menu.
    1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
    2. Select the amount of information to view in the journal. Summary or Detail versions of the report.
    3. Select the Print Additional Descriptions check box, if applicable, to include additional descriptions in the journal.
    4. Select the Sort By criterion for the journal: Project, Fiscal Year/Period, and Item ID.
    5. Select the Batches to include in the journal. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    6. Select a command button:
  5. Select Post Transactions from the Transactions menu.
    1. Complete Time Ticket Entry.
    2. Complete Transaction Entry.
    3. Print the Time Ticket Journal.
    4. Print the Transaction Journal.
    5. Select the Do the following, then check the box check box.
    6. Select the Post Time Tickets check box, if applicable, to post time ticket charges.
    7. Select the Post Material Transactions check box, if applicable, to post material transactions.
    8. Select the Transfer Transactions to Payroll check box, if applicable, to transfer information to the Payroll transactions tables.
    9. Select the Use Payroll Rate check box, if applicable, to use employee rates recorded in the Payroll Employee Information function to calculate labor costs.
    10. Select the Batches to include in the post. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    11. Enter comments for the post, if applicable, in the Comments field.
    12. Click OK to begin processing. A message appears when the post completes successfully.
    13. After you click OK to close this message box, the Post Transactions Log appears.
  6. Select Transfer Billings from the Billing menu.
    1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
    2. Select a billing batch code from the Batch Code field.
    3. Click the Prepare button, on the toolbar, to prepare billings.
    4. Click the Refresh Activity button to refresh the list of transactions prepared for the project/task/phase.
    5. Select the WIP tab to prepare billings for general projects with the Billable box checked.
    6. The Customer ID, Projects/Phases/Tasks that meet the filter criteria are displayed.
    7. Enter the amount of the deposit to apply, if there is a Deposit Available amount to apply into the Deposit Applied box.
    8. To view the activity for a project or task/phase click on the plus (+) sign next to the customer/project/phase/task for which to view the activity, and you will see a list of billings that have been prepared for the project or task/phase.
    9. Select the Selected check box for those transactions you want to transfer to invoices.
    10. Select the Fixed Fee tab to prepare billings for general projects with the Billable and Fixed Fee box checked, and for Job Costing type projects.
    11. The customers, projects, phases, and tasks that meet the filter criteria are displayed.
    12. The remaining amount left to be billed from the original fixed fee amount will default into the Fixed Fee to Bill amount field. Accept this amount or edit it to the amount you want to transfer to an invoice in this transfer run.
    13. Enter the amount of the deposit to apply, if there is a Deposit Available amount to apply into the Deposit Applied box.
    14. To view the activity for a project or task/phase click on the plus (+) sign next to the customer/project/phase/task for which to view the activity, and you will see a list of billings that have been prepared for the project or task/phase.
    15. Select the Selected check box for those transactions you want to change the status to 'Work In Process'. The items will not be transferred to the invoice, but the status of the activity will be changed to WIP.
    16. Click Transfer to begin processing.
  7. Select Print Invoices from the Billings menu.
    1. Select the check box confirming that PC Edit Billings is Completed.
    2. Select the Batches for which you want to print invoices. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches. This option is available only if you elected to use batch processing in the Business Rules function on the System Manager, Company Setup menu.
    3. To print the Federal Tax ID for the current company at the bottom of the invoice, select the check box; otherwise, clear the check box.
    4. Enter the Date to be printed on the invoices or credit memos.
    5. Enter the Starting Invoice Number or use the default. The invoice number cannot include letters.
    6. If you are reprinting invoices, enter the number of the Last Good Number that was printed correctly. Print the Billing Journal to serve as a record of invoice numbers.
    7. Select a Message to print on the invoices. The messages will come from the Accounts Receivable, Setup and Maintenance, Invoice Messages function.
    8. Select a command button:
  8. Select Billing Journal from the Billing menu.
    1. Select the range of Filter Criteria to include in the journal or leave the fields blank to include all customer IDs.
    2. Select the amount of information to view in the journal. Summary or Detail versions of the report.
    3. To Print Additional Descriptions on the journal, select the check box; otherwise, clear it.
    4. Select the Batches to include in the journal. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    5. Select the Sort criterion for the journal: Batch/Transaction Number, Customer ID, Invoice Number, Fiscal Year GL Period/GL Account, and Project.
    6. Select a command button:
  9. Select Post Billings from the Billing menu.
    1. After you Complete Billing and Print Billing Journal and Print Invoices, select the check box.
    2. Select the Batches to include in the post. You will only see the available batches if you have elected to use batch processing for transactions. Select the All button to select all available batches. Select the None button to clear the check box for all selected batches.
    3. Enter Comments for the post, if applicable.
    4. Select a command button:
    5. Click OK to begin processing. A message appears when the post completes successfully. After you click OK to close this message box, the Post Billings Log appears.

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