To access this screen, click the Job Cost button or go to Edit>Job Cost.
All lines on the customer order must be in a Cut or Delivered status to be job costed.
Sales Rep #1 & #2
The name of the salesrep(s) that was entered on the customer order appears here. The Sales Rep names cannot be changed during job cost; that must be done on the customer order screen.
Commission Schedule #1 & #2
The default commission schedule for the salesrep appears here. The commission schedule may be edited for this order by clicking on the down arrow.
Job cost Sheet
Copies
Enter the number of copies of the job cost sheet to print. The job cost sheet will print after all posting has finished.
Post to Batch
If using Batch Printing, Clicking here will add this print job to the batch print queue.
Unit to Print
Select either Gross Cost or Total gross Cost. Selecting Gross cost will print the Product PER UNIT cost on the line detail section of the job cost sheet. Selecting Total gross cost will print the total unit cost for the line (per unit cost multiplied by the quantity sold).Freight and overhead will print as per unit or total.
Print Commissions
Click in this box to print commission percentage and dollar amounts on the job cost sheet. Commissions have always printed on RFMS job cost sheets. This new selection gives the option of eliminating commission information.
Preview Job cost
Click here to view a copy of the job cost sheet before sending it to the printer.
Destination
The Windows default printer will appear. Click the ellipsis button to change printers, if needed.
Invoice
Invoices to Print
Select from the drop down menu which Invoice format to print
Print Invoice
Click in this box to print a customer invoice during the job costing routine. Once this box is checked, it will remain checked until changed. If the Preview Invoice box is checked, the invoice can be viewed on the screen before sending to the printer.
Copies
Enter the number of copies of the customer invoice to print. The invoice will print after all posting has finished and after the job cost sheet has been previewed or printed.
With the option of PRINT INVOICE, there is no need to put a zero in this space. Zero is no longer allowed as an Invoice Number of Copies.
Line Grouping
This option sets how the lines will be subtotaled. The choice in the pull down menu are Do Not Subtotal, Subtotal by Group # and Subtotal by Description.
Post to Batch
If using Batch Printing, Clicking here will add this print job to the batch print queue.
Preview Invoice
Click here to view a copy of the job cost sheet before sending it to the printer.
Destination
The Windows default printer will appear. Click the ellipsis button to change printers, if needed.
Invoice Options
See Invoice Options for a detailed explanation.
Standard Message
Click the Standard Message button to type in a message that will print on all customer invoices. It will remain as entered until changed or deleted. A change may be made from any customer order.
Custom Message
Click the Custom button to enter a custom message to be printed on the body of this invoice or acknowledgment only.
This can be used instead of, or in addition to, individual line entries.
Provider
This field will accept an entry only if Provider's Earnings Integration is not checked in Configuration. While it is not necessary to enter the Provider's name at the time of job costing, doing so will allow the system to compile information on Providers for various reports.
If Provider's Earnings are integrated, typing in the Provider's name at this point is not allowed. All Providers' costs for this invoice may be entered here by clicking on the ellipsis button at the Provider Cost field on the Job cost screen. Provider's records can also be added over a period of time instead of waiting until job cost time.
See Entering Provider Records.
Transaction Date
The date the job was actually completed. This is the same as the delivery date.
The invoice will be posted this date in the General Ledger as an Accounts Receivable.
The system defaults to the current date. Click F8 for the on-line calendar. The delivery date can be neither prior to dates on any overage or change order, nor any closed G/L period.
ERRM Users Only
ERRM Booking / Job cost
The Transaction Date for both these processes cannot be before (1) Delivery Ticket Date and (2) latest Installation Date for Providers associated with Order. In other words, you cannot have a booking or job cost date of earlier than your delivery or installation date.
Provider Cost
This is the actual labor costs paid by the company for basic installation/service. If the Provider's Earnings file is not integrated, the cost may be manually entered.
If the Provider's Earnings file is integrated, you will have to either directly enter records for these installation/service costs in the Provider's File or F8 at this field to create those records at that time. The system will pick up all Providers' records for that invoice regardless of the installation/service date.
Service Line Cost
Any "extra" charges the Provider submits would be included in this field. (i.e. moving furniture, cutting doors, etc.) Again, if the Provider's Earnings file has not been integrated, you can key in this figure. If it has been integrated, you must create a record for these charges because you will not be able to manually enter the dollar amount.
Miscellaneous Extra Cost
This field allows for posting any labor overhead for a particular job that adds to the total cost but that will not be paid to the Provider and has not been included in his bill. For example, if Providers are paid hourly or if they use company equipment, you may want to pro-rate the use of a truck, gasoline, etc. and assign a portion of that expense to each job. This cost is not connected to any other numbers or data on the customer order, including the gross profit% on the order.
For a charge that you want to affect the customer order gross profit %, add a Provider record and mark it “do not pay”.
While a value could be entered for Misc. Extra Cost when generating the Estimated Job Cost, that number is not tied to any other number/entry and the true Misc. Extra Cost must be entered at Job Costing.
These Costs do not post to the General Ledger.
Commission Base Reductions
When a customer uses a credit card, this option allows readjusting the salesman commission base to allow for any credit card fees. Manually enter the reduction or press R for a predefined 3% reduction off the established commission base. This is only in effect if a credit card payment has been recorded.
Terms
This is a memo field only, stating the terms quoted to the customer. If the terms have been entered in the customer list, the terms will export to the order. The Terms information can be printed on the customer order for job costed orders. To print the terms, click the OPTIONS button found on the Print Invoice screen. Check the box "Print Terms".
Overhead Margin
Management may use this factor to adjust the base amount upon which commission will be paid. It will default to the setting in Standard Overhead Margin Set Up system option. Overhead may be calculated on Material, Labor or Material Plus labor.
Discount Rate
Any percentage discount allowed to the customer on the invoice amount. It may be that customers are allowed to take a 2% discount if they pay their invoice by a specified date. Putting that rate in this field will cause that calculation to be made and reflected on the monthly statement sent to the customer. That discount will be automatically calculated and reflected when posting a payment to this invoice. Discounts will remain in effect until the Post Finance Charge routine is run. At that time, any potential discounts are cleared.
Due Date
The date the invoice is due for payment. If a discount rate has been posted as described above, the system will require you to then post a due date. This information will appear on the customer's statement. Click F8 to use the on-line calendar.
Tax Status
The tax status will default to whatever is on the customer order screen.
Bill Not Shipped
If the option Allow Billed Not Shipped (Job Costing Available Before All Lines Delivered) is set to yes, choose to either job cost this order with the feature active (checked box) or deselect the box to job cost as usual.
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