Job Costing Help and User Guide


Table of Contents

1. Sage Transaction Job Links

1.1. Purchase Orders/Returns

1.2. Sales Orders/Returns

1.3. Stock Internal Issues/Returns/Allocations

1.4. Purchase/Sales Ledger Invoices/Credits

1.5. Nominal Journal Entry

1.6. Nominal Payments/Receipts

1.7. Prepayments

1.8. Nominal Accruals

2. Maintenance Menu: New Job

2.1. General Tab

2.2. Notes Tab

2.3. Address Tab

2.4. Memo Tab

2.5. Variations Tab

2.6. Phases/Stages Tab

2.7. Attachments Tab

2.8. Job Headers Tab

2.9. Configuration Tab

2.10. Construction Tab

2.11. Custom Tabs

3. Maintenance Menu: Amend Job

4. Maintenance Menu: Maintain Job Headers

5. Maintenance Menu: Maintain Employees

5.1. Details Tab

5.2. Cost/Charge/Pay Rates Tabs

5.3. Other Tab

5.4. Service Manager Tab

5.5. Self Billing Rules Tab (Sub-Contractor Employees)

6. Maintenance Menu: Other Screens

6.1. Maintain Budgets

6.2. Maintain Cost to Complete

6.3. Maintain Revenue to Complete

6.4. Job Header Types / Job Item Types

6.5. Job Structures

6.6. Job Phases, Stages & Activities

6.7. Maintain Custom Tabs

6.8. Define Custom Fields

6.9. Maintain Teams

6.10. Maintain Work Patterns

7. Job Costing List

8. Transaction Entry Menu

8.1. Job Journal

8.2. Miscellaneous and Labour

8.3. Complete Jobs

8.4. Rapid Issue Screen

8.5. Self Bill Invoices

8.6. Timesheet Entry All Users

8.7. Post Timesheet Journals

8.8. Job Scheduler

9. Enquiry Menu

9.1. Job Costing Enquiry - prior to build 201x.5.0.14

9.2. Job Costing Enquiry

9.3. Job Structure Costs

9.4. View Linked Transactions

10. Reports Menu

10.1. Lists Reports

10.2. Transactions Reports

10.3. WIP (Values to Date)

10.4. WIP (Values based on Purchase Invoices)

10.5. All Jobs (including completed)

10.6. Budget Reports

10.7. Miscellaneous Reports

10.8. Nominal Reconciliation Reports

10.9. Timesheet & Payroll Reports

11. Period End Routines

11.1. On Cost Apportionment

11.2. Salary Apportionment

11.3. Payroll Extract

11.4. Job Reconciliation

12. Imports

12.1. Import Stock Item Settings

12.2. Import Employees

12.3. Import Timesheets

12.4. Import Transactions

12.5. Import Budgets

12.6. Import Jobs

12.7. Import Job Headers

12.8. Import Job Phase, Stage & Activities

12.9. Import Default Nominals

12.10. Import Nominal Transactions (with Jobs)

12.11. Import Sales Transactions (with Jobs)

13. Utilities Menu

13.1. Job Costing Settings

13.2. Settings: Defaults TAB

13.3. Settings: POP TAB

13.4. Settings: SOP

13.5. Settings: Stock TAB

13.6. Settings: Labour TAB

13.7. Settings: Budget TAB

13.8. Settings: Enquiry TAB

13.9. Settings: Rate Descriptions TAB

13.10. Settings: Other TAB

13.11. Enable Module

14. Auto Reconcile Previous Transactions

15. Migration Tools

15.1. Migrating from Project Accounting

16. Release Notes

17. Downloads


Product overview

Help and User Guide maintained for Job Costing version 201x.17.0.0 and upwards


The Job Costing Help and User Guide will take you through the features and settings for the Sicon Job Costing module for Sage 200.

This module is fully integrated with the Sage 200 POP, SOP, Stock, Purchase, Sales and Nominal Ledger for the purpose of recording costs and revenue against individual jobs.

It looks like any other Sage 200 module, making it easy to use for anyone already familiar with the Sage 200 environment.

Reports are available within the Sage 200 report designer so they can be amended to suit specific business requirements.

 


1. Sage Transaction Job Links

Jobs are linked to the following standard Sage transactions for the purpose of cost and revenue recording.

  • Purchase Orders/Returns
  • Sales Orders/Returns
  • Stock Issues/Returns/Allocations
  • Purchase Ledger Invoices/Credits
  • Sales Ledger Invoices/Credits
  • Nominal Journals
  • Nominal Payments/Receipts
  • Nominal Prepayments
  • Nominal Accruals

Nominal transactions from any of these sources are linked to Job Costing via the ID number of the job costing transaction being added to the narrative of the nominal posting.  This is vital for the purposes of reconciling nominal postings back to job costing transactions.

Job Number and Job Header are viewable against the nominal transaction in the Nominal Ledger Transaction Enquiry screen for both Current Transactions and Historical Transactions.

Job Costing transactions are stored with an ID  which  can be visible in certain areas of sage 200 (e.g. transaction audit trial / narrative of a transaction), they are used for reconciling a job transaction (in table SIJCTRN) to a nominal transaction.  This is the SIJCTRNID or primary key of the SIJCTRN table.

Pre Sicon Release 17 :  Please be aware that if you archive your Purchase orders it’s likely this will result in broken links for example [POPOrderReturn entries are moved to POPOrderReturnArch and the POPInvoiceCreditLine entries are moved to POPInvCreditLineArch] which breaks the links we have and stops costs showing in Job costing.  At this time we do not recommend archiving Purchase orders (or sales orders) for this reason when using Sicon Job Costing pre Sicon v17.


1.1. Purchase Orders/Returns

If as a company you are using the sage standard cost of sales postings then you should not link relevant purchase order(s) to a specific job, but instead link the Purchase Order to the N/A job.

When the item is then sold within sales order processing, then the system will issue the cost of sale costs to the Job set up on the Sales Order Line, posting to the job stock costing area.

If you do not follow this rule you will end up with jobs with double the costs, which will in turn show your jobs as making a loss and on reports the information reported on will be doubled.

When entering a Purchase Order (or Return) the user may select the appropriate Job and Job Header for each Standard Item or Free Text Line.

If the option to include completed jobs is enabled in Job Costing Settings, then above the presented list of jobs will be a check box to include the completed ones.

If job structures are enabled within the settings, and this transaction is being linked to a phase/stage/activity, then this information is viewable by right clicking on the selected job number which will cause a box to appear detailing these selections.

When selecting the job and job header, the nominal account will then default to the account specified for that cost header on that job, or the nominal account specified against the cost header if there hasn’t been one specified on the job.

Once a job has been selected, you can click the box   Job Costing Help and User Guide Image 1

to the right of the job header to open up the Job Costing Enquiry window for that job. This box is not activated on lines linked to the N/A job.

The transaction date on the job costing transaction will be requested delivery date from the line, or from the purchase order header if not populated on the line. For this reason, you must enter a Requested Delivery Date on the order header, or you will receive a message advising you to enter one before being able to save the order.

Any landed costs recorded against the purchase order line are also included in the cost figure attributed to the job.

Transactions from foreign currency purchase orders show as costs in base currency on the job.

It is also possible to select site addresses specified on a job as the delivery address on the purchase order. On the Delivery & Invoicing tab of the order, if you click on the highlighted icon to the right of the Postal name field, you can then enter a job number and the address entered on the Address tab of the job will pull through onto the order.

Sicon Job Costing Help and User Guide - PO Address selection

Job Costing Purchase Order/Return Status

As a default, the Job Costing system will automatically move purchase order items from ‘committed’ to ‘actual’ at the point of invoice.

However, the Update POP actuals on setting can be changed in the Settings (POP tab) to allow items to be moved to ‘actual’ at the time of goods received.

Matching Invoices to Purchase Orders

In order to correctly deal with supplier invoices arriving with unexpected additional costs (i.e. carriage), there are some restrictions to how purchase invoice information can be recorded against purchase orders with the job costing integration enabled across Sage200.

There are three scenarios that will be considered here:-

  1. Invoice arrives and matches up to multiple lines on the purchase order
  2. Invoice arrives and has extra charges, or is for a higher/lower value than the purchase order lines
  3. Invoice arrives and purchase order is linked to the N/A job

1. Invoice Matching when values agree: When recording the supplier invoice against the order, you will find that the Goods Value and VAT Value fields cannot be edited (although the Discounted Unit Price can). Similarly, when you get to the second screen of the Record Invoice process, you will notice that the nominal information can only be edited on the Job Costing Analysis tab. At this point you are not able to change the Job Number or the Job Header as this would lead to issues with the purchasing commitment not matching correctly to the actual purchasing costs. You can edit the nominal code if at this point it becomes apparent that the PO has been coded incorrectly. But you can’t change the values in the Goods Value column, so will get nominal postings that match your PO lines in value.

Saving and posting the invoice will generate zero value purchase invoice transactions on the job that contain the invoice details. These are hidden by default, but can be viewed by unticking the Hide ‘Zero’ Transactions checkbox in the job costing enquiry screen.

2. Invoice Differs from Purchase Order Values: If the invoice value differs from the purchase order value, then in the first screen that appears you will not be able to edit the Goods Value or VAT Value fields. You can edit the Discounted Unit Price to reflect the difference between the invoice and purchase order price. You will receive a warning message advising of variance in price from the original order line if you adjust the Discounted Unit Price that gives you the option of clicking Yes or No to continue.

Then when you get through to the second screen, you can enter additional lines onto the Job Costing Analysis tab to match the total invoice value that you’ve entered in the Goods Value field. The example image below shows a common example where carriage has been added. These additional lines can also be entered as a negative value to handle situations where the invoice is less than the value on the purchase order. If you have entered a different invoice value to the line on the previous screen and not adjusted the discounted unit value to match them up again, then an additional line will be added automatically for the difference.

3. Purchase Order linked to N/A job: The fundamental difference with Purchase Order lines that are linked to the N/A job, is that when the invoice is being recorded, you can still edit the job information for that invoice. So it’s possible to select which job (or jobs) the invoice is relevant for, and to split the invoice value between job headers if applicable.

Sicon Job Costing Help and User Guide - Enter Purchase invoice - Job Costing Analysis

Please be aware that if you archive your Purchase orders it’s likely this will result in broken links for example [POPOrderReturn entries are moved to POPOrderReturnArch and the POPInvoiceCreditLine entries are moved to POPInvCreditLineArch] which breaks the links we have and stops costs showing in Job costing . At this time we do not recommend archiving Purchase orders (or sales orders) for this reason.

 


1.2. Sales Orders/Returns

If as a company you are using the sage standard cost of sales postings then you should not link relevant purchase order(s) to a specific job, but instead link the Purchase Order to the N/A job.

When the item is then sold within sales order processing, then the system will issue the cost of sale costs to the Job set up on the Sales Order Line, posting to the job stock costing area.

If you do not follow this rule you will end up with jobs with double the costs, which will in turn show your jobs as making a loss and on reports the information reported on will be doubled.

When entering a Sales Order (or Return) the user may select the appropriate Job and Job Header (and Phase/Stage/Activity if enabled) for each Standard Item or Free Text line. You can also select Job and Job Header for Additional Charge lines. If job structures are enabled within the settings, and this transaction is being linked to a phase/stage/activity, then this information is viewable by right clicking on the selected job number which will cause a box to appear detailing these selections.

If the option to include completed jobs is enabled in Job Costing Settings, then above the presented list of jobs will be a check box to include the completed ones.

When selecting the job and job header, the nominal account will then default to the account specified for that job header on that job, or the nominal account specified against the job header if there hasn’t been one specified on the job.

Once a job has been selected, you can click the box Job Costing Help and User Guide Image 1to the right of the job header field to open up the Job Costing Enquiry window for that job. This box is not activated on lines linked to the N/A job.

The transaction date on the job costing transaction will be the promised delivery date from the line, or from the sales order header if not populated on the line.

Job Costing Sales Order/Return Status

As a default, the Job Costing system will automatically move sales order items from ‘committed’ to ‘actual’ when the item is confirmed as despatched.

However, settings can be changed in the Job Costing Settings screen (SOP tab) to allow items to be moved to ‘actual’ when a sales invoice is posted. Regardless of this setting, additional charges always get moved from ‘committed’ to ‘actual’ when the invoice is posted, as they are never despatched in Sage.

When processing Sales Orders for ‘stock’ items it is possible to automatically post a ‘cost of sale’ stock transaction to the Job Costing system.  To allow this the ‘Automatically write cost of sales to job’ setting should be selected in the Job Costing Settings screen.

Note that nominal postings will be split for each line when the SOP invoice is posted, so that it is possible to maintain a one to one link between each job costing transaction (the line on the sales order) and the nominal posting. This doesn’t happen if the job that the transactions are linked to is the N/A job, in which case the regular Sage nominal postings happen.

It’s possible to also link SOP Quotation lines to jobs, and this information is transferred onto the Sales Order when it’s generated from that Quotation. It’s also possible to store job information on SOP templates, and this is replicated onto any new orders created with those templates.

 


1.3. Stock Internal Issues/Returns/Allocations

When entering a Stock Internal Issue/Return/Allocation the user may select the appropriate Job and Job Header (and Phase/Stage/Activity if enabled). The ‘Include completed jobs’ tick-box may be checked to show ‘Completed’ jobs within the drop-down list.

When selecting the job and job header, the issues nominal account on the Analysis tab will then default to the account specified for that job header on that job, or the nominal account specified against the job header if there hasn’t been one specified on the job.

It is possible to configure the system to automatically write the selected Job Number to the stock transaction ‘reference’ or ‘second reference’ via the use of the ‘Automatically write stock job number to’ setting maintained in the Job Costing Settings screen.

Job Costing Help and User Guide Image 4

Allocations would show in the job enquiry screen as committed cost transactions, while issues are actual cost transactions.


1.4. Purchase/Sales Ledger Invoices/Credits

An extra tab (Job Costing Analysis) is added to the transaction entry screen which enables you to split the value of the invoice across multiple jobs within the same screen.

When selecting the job and job header, the nominal account will then default to the account specified for that cost header on that job, or the nominal account specified against the job header if there hasn’t been one specified on the job. The information displayed on the Nominal & VAT Analysis tab cannot be edited.

When viewing the transactions in either the Purchaser Ledger Supplier Transaction Enquiry screen, or the Sales Ledger Customer Transaction Enquiry screen, there is a Job Costing tab available next to the Analysis tab at the bottom that will display the job costing information recorded against that transaction. There is also a button below this that will open the Job Costing Enquiry screen for the relevant transaction.

Any detail from the purchase order line is included in the Nominal Narrative of the Expense Nominal Account posting.


1.5. Nominal Journal Entry

Job Costing Help and User Guide Image 7

A job number and job header (and Phase/Stage/Activity if enabled) can be added to each journal transaction line. These will post through to the job costing module as NL Jnl transactions.

When selecting the job and cost header on the journal lines, the nominal account will then default to the account specified for that cost header on that job if one has been specified.

If a reversing journal is selected, then the same job and job header selections will be applied to the reversing entry.

If the journal is held before posting, the job information remains with the held journal and will post to the job when the journal is released from hold.


1.6. Nominal Payments/Receipts

Nominal Taxable Receipt, Nominal Taxable Payment, Nominal Non-Taxable Receipt, Nominal Non-Taxable Payment.

Job Costing Help and User Guide Image 8

A job number and job header (and Phase/Stage/SubStage if enabled) can be added to a nominal taxable receipt (shown), nominal taxable payment, nominal non-taxable receipt and nominal non-taxable payment.  This will post through to the job costing module as N.Receipt for the nominal receipts and N.Payment for the nominal payments.


1.7. Prepayments

Job Costing Help and User Guide Image 9

A job number and job header (and Phase/Stage/SubStage if enabled) can be added to a nominal prepayment.   This will post through to the job costing module as N.Payment.


1.8. Nominal Accruals

Job Costing Help and User Guide Image 10

A job number and job header (and Phase/Stage/SubStage if enabled)  can be added to a nominal prepayment. This will post through to the job costing module as N.Receipt.


2. Maintenance Menu: New Job

This menu allows access to the various maintenance functions for the Job Costing module.

Select New Job from the menu to create a new job. This page is highly configurable. See Job Costing Settings for further details.

Alongside the Save, Delete and Cancel buttons is a Charge Out Rate button that is always selectable regardless of the tab that you are on. Specific charge out rates can be defined for a particular Job. These will override rates specified against each employee/resource. You can also select a default labour/resource charge-out rate.

Job Costing Help and User Guide Image 11

Job Notes: Allows entry and amendment of multi-line text notes against the job.

Job Costing Help and User Guide Image 12

 


2.1. General Tab

The Job number field is only editable if you have not enabled ‘Automatically generate next job number’ in the Job Costing Settings.

The Status field defaults to ‘Live’; the available options here can be edited in the Advanced Job Costing Settings section.

The Chargeable Type field has options in the drop down to reflect what elements should be invoiced to the customer on this job. This will be utilised by the Generate Billing Transactions routine.

The Customer name field enables you to connect the job to a sales ledger account. This field can also accept free text, but by clicking the square button (containing the three dots) at the end of the customer name field you are then prompted to search for a customer account in the usual Sage way.

The Description field is a text field (max of 256 characters).

The radio button following the description field gives you a choice between displaying the rest of the fields in the screenshot (Analysis view), and displaying additional fields from the sales ledger account (Customer view).

Job Costing Help and User Guide Image 14

The button containing the three dots will take you to the Account Enquiry screen for that sales ledger account, while the ‘Amend Customer A/C’ button takes you to the Amend Customer Details screen, if you have access to this in your role.

The Job Manager field allows you to select from defined employees that have the ‘Job Manager’ checkbox enabled on their employee record. See ‘Maintain Employees’ for further information.

The three date fields (Start date/Planned completion date/Actual completion date) are for information and reporting purposes only. The Actual Completion date will be updated automatically when the job is marked as completed.

The five fields in the midst of these date fields are the Analysis fields. All of these can be renamed in the Job Costing settings – Analysis 1 having already been renamed to ‘Job Type’ in the previous screenshot. See Job Costing Settings for further details.

Percentage complete is a decimal field that is linked to the Job Status. Changing the Job Status to ‘Complete’ will automatically set this field to 100, and vice versa. Other values in this field are for information and reporting purposes only.

Markup percentage is a decimal field that is utilised by the Generate Billing Transactions routine.

Stock cover percent is a numerical field that is used when you are linking works orders to jobs. A change on the stock cover percent field here will update all linked works orders to also have the same value. See Manufacturing documentation for further information.

Job Type 1 and Job Type 2 are text fields that can also be renamed in the Settings. They can also have drop down values defined in the same place.

PO Number is a regular text field for the customer order number.


2.2. Notes Tab

This tab allows entry and amendment of multi-line text notes against the job. If there are any notes on this tab, then an asterisk will appear against the tab title.


2.3. Address Tab

This tab enables you to enter a Delivery/Site Address for the job. With this information recorded, you can then select this address when creating purchase orders linked to jobs.

If the job is linked to a customer account, then an icon to the right of the Location field allows you to search for delivery addresses linked to that account in Sales Order Processing.


2.4. Memo Tab

Job Costing Help and User Guide Image 15

This tab enables you to enter memos in a similar fashion to entering them in standard Sage. The Show Detail checkbox enables you to see the full memo text for a highlighted memo.


2.5. Variations Tab

This tab enables you to enter variation details, with a date and a customer PO number. These variations can then have budgets recorded against them and can be selected in the various transaction entry screens. This tab is only available when you have the Sicon Construction Manager module installed.


2.6. Phases/Stages Tab

This tab only appears if you have enabled job phases within the Job Costing settings screen (within the Jobs tab). It enables you to define which phases are relevant for this job, and who the Job Manager is against each phase (if applicable). The options displayed in the Job Manager dropdown are restricted to employees who have the job manager checkbox ticked in the Maintain Employees screen.

It’s possible to add free-text stages and activities to each job, avoiding the need for these to be defined via the maintenance menu first.

A job needs to be saved before you can enter stages/phases/activities against it.

 Job Phases Stages

Click the Add button to add a new phase, or with a phase highlighted, click the Add button to add a new Stage to it. In a similar fashion, highlight a stage and click the Add button to add a new activity. If adding a new phase, you have the opportunity of recording a job manager against the phase.

The status can be updated at any of these levels using the Change Status button. If you change the status of an item that has stages/activities within it, then you’ll be prompted as to whether you want to update the status on those to be the same.

Note that it’s not possible to copy a structure from another job, but you can use the Import Job Phase, Stage & Activities option in the Import menu to import them from a csv file.

Enter the phase in the box at the bottom, or use the drop down arrow to choose from previously entered phases. You can then choose a Job Manager in that drop down to assign to this phase.

You can also use the Status button once a phase has been added to reflect what status that phase is at. The list of available Status options are defined in the Maintain Job Status screen.

If you have Stages enabled within Job Costing Settings, then additional options are available to assign defined stages to phases.

Job Costing Help and User Guide Image 17

These stages are maintained via the Maintain Job Stages screen. To assign them to phases, drag and drop them from the Job Stages box on the right hand side of the screen.

For an additional level of job structure, you can also enable Sub-stages in the Job Costing settings. These are maintained in the Maintain Job Sub Stages screen, and can also be dragged and dropped into the appropriate positions in the job structure from the box on the right hand side.

Job Costing Help and User Guide Image 18


2.7. Attachments Tab

This tab enables you to attach documents to a job, in a similar fashion to other attachment functionality in Sage. You can add a file – which places a copy of the file into a subfolder (JCATTACH) of the company attachment folder specified in the company settings in Sage 200 System Admin. Or you can add a shortcut to a folder on the network, or else a link to a file on the network that won’t be copied into the attachment folder.


2.8. Job Headers Tab

This tab enables you to specify nominal code overrides for each job header for this job. These nominal code selections will override any nominal codes specified in the Maintain Job Headers screen when transactions are entered against this job. You can also enter a markup% against each job header for this job, which will then be added to the charge out rate of that transaction if you are raising invoices via the Generate Billing Transaction option. This will also override the markup% specified against the job header in Maintain Costing Headers when used on this job.


2.9. Configuration Tab

This tab allows you to define default cost centres and departments that will then be applied to the nominal coding of transactions that are linked to this job. You can use the check boxes to indicate which ones are applicable, so it’s possible to have a default department without a default cost centre for example.

Job Costing Help and User Guide Image 21


2.10. Construction Tab

This tab only appears when you have the Construction module installed and configured for your Sage role. Changing dates here in will update all of the existing retentions on the job. Please see the Construction Manager documentation for further information.


2.11. Custom Tabs

Job Costing Help and User Guide Image 22

In this screenshot, the two tabs labelled as ‘Project Fields 1’ and ‘Project Fields 2’ are examples of custom tabs that have been added using the ‘Maintain Custom Tabs’ screen in the Maintenance meu folder within Job Costing. You can create multiple custom tabs in here, and then there are 140 fields available that can be customised to be included on these tabs, via the ‘Define Custom Fields’ screen.


3. Maintenance Menu: Amend Job

The Amend Job screen is used to maintain details of each job already created within Job Costing.

Job Costing Help and User Guide Image 23

The tabs and fields displayed in here are the same as those described in the New Job section, so please refer to the documentation for that section.


4. Maintenance Menu: Maintain Job Headers

Job Headers are used to analyse different types of transactions associated with jobs.

Every transaction posted to a job must have a related job header, although the N/A job header is available as a default. The code and description will be shown in drop-down lists whenever the user is required to select a job header.

It is not possible to delete job headers that are in use.

Job Costing Help and User Guide Image 24

Code: The job header code as you want it to be displayed on reports and in the various screens throughout Sage where you select a job and job header. Once you have saved a job header code, it cannot be changed on a later edit.

Custom Type:  (optional) Can contain an alphanumeric code which can be used during reporting.

Report Order: The order may be used to specify the sequence of transactions on certain reports.  For example, transactions related to a cost header configured with report order ‘1’ will appear above those with report order ‘2’ or ‘3’, etc.

Description: Unlike the code, the job header description can be edited once saved.

Header Type: Select whether the job header is a cost or revenue. This has an effect on reports, and also which job headers are available for selection in certain screens.

Default percentage markup: Used to calculate charge-out prices and may be over-ridden for specific jobs (s).

Job Item type: You can specify which job item type is relevant for this job header. These are defined in the Maintain Job Item Types screen.

Default Hours Rate: You can specify a default hourly cost rate that will be used in the Maintain Cost to Complete screen when calculating remaining costs for a budget defined in hours.

Default Nominal A/C: A specific default nominal can be defined for each Job Header, which will then be selected as the nominal code when entering a transaction with this job header. This default nominal a/c would be overridden by any nominal codes specified against job headers on that job.


5. Maintenance Menu: Maintain Employees

This screen allows you to enter and maintain both employee records and other resources (equipment, vehicles etc.). You can enter various cost rates against either of these options, and then book transactions against any of these to reflect their costs on the job. This is done via either the Miscellaneous and Labour screen, or the Timesheet Entry screen (Employees only).

Once an employee or other resource has been deleted, they will no longer be visible in this screen, but if you check the ‘Include Deleted’ tick box then they will reappear.


5.1. Details Tab

The maintain employees maintenance function is used to create a register of all Employees and Other Resources (e.g. equipment) against which you wish to record labour costs.

Sicon Job Costing Help and User Guide - Employees and Resources

Email: Used for scheduling in Service Manager.

Telephone no. and Mobile no. are available to record the relevant phone numbers.

Employee number: This is for reporting, and is not used by the Payroll Extract function. When importing employees, each record needs a unique number for this field, and is used for duplicate checking.

Payroll reference: This is where you should identify the employee’s Payroll reference number, and is used by the Payroll Extract function to identify the employee to Sage Payroll.

Default job header: If required a default job header can be selected for the employees/resource costs. e.g. Labour, Sub-contract (as set up in Maintain Job Headers)

Sub contractor: This check box identifies the employee as a subcontractor, which is relevant if using the Self Bill Invoices screen. Once this is selected, you can then select the relevant purchase ledger account in the additional fields that appear.

Job Manager: If ticked the employee will be available for selection a Job Manager when creating/amending a job.

Contract Expiry: This date field reflects the contract expiry date if the employee is identified as a sub-contractor, and they will not be able to record timesheets beyond this date.

Pay Type: Can be set to Hourly or Salary – Payroll Extract will exclude ‘salary’ pay type employees

Next self bill no:  Allows you to set the next reference number to be used for this sub-contractor when using the Self Bill Invoices screen.

Former employee: Tick to mark ‘leavers’ rather than deleting the Employee if historical costs have been recorded against jobs. This will exclude the employee from the selection list in other screens.

Sage user: This field is only applicable when used in conjunction with the Service Manager module, and allows you to associate an employee with a Sage login, which is relevant when assigning cases to Sage users. Please see the Service Manager documentation for further information.

Team: Employees are linked to a team (as defined in Maintain Teams) which will link through to Service Manager to schedule service cases. Multiple employees can be added to a team.

Team Leader:  Each team can have a single team leader. Employees enabled as Team Leaders are able to create transactions on timesheets submitted through the Sicon WAP module on behalf of the other employees and resources in the same team.


5.2. Cost/Charge/Pay Rates Tabs

Rates are set per Employee/Resource. Cost Rates are used to account for Labour/Resource costs on a Job while Charge Rates need to be entered to be able to bill labour on a Service Manager Case (Except where your charge out rates are based on the customer, in which case you would setup a service stock item against the normal and overtime rates on the settings and then use this in the price book to determine the selling price per customer)

Pay Rates are required for the integration with Sage Payroll.

The Rate Description can be changed from Rate 1, 2, 3 etc. to a free text label in accordance you’re your organisation’s requirements (Job Costing Settings – Rate Descriptions).  You can define up to 100 different rate descriptions.

Against each cost rate, you can specify a default nominal account (including Cost Centre and Department) to act as an override. The Available on Timesheets tick box will control which cost rates can be selected on timesheet entries for that employee (either via the Timesheet Entry All Users screen, or the separate WAP application where that is being used).

Job Costing Help and User Guide Image 26

If the employee is marked as a subcontractor, then the Pay Rates tab changes to the Self Billing Rate tab, where you can specify the rates to be applied to the Self Bill invoices for that employee.


5.3. Other Tab

Five configurable fields may be displayed on the ‘Other’ tab and relabelled as required (Job Costing Settings – Other).

Job Costing Help and User Guide Image 27


5.4. Service Manager Tab

If Sicon Service Manger is installed, an additional tab will be available for each Employee. Please refer to the Service Manager Help and User Guide for further information.

Job Costing Help and User Guide Image 28

Diary Row Colour: Select individual colours per employee to display on the Service Manager Scheduler/Diary

Work Pattern: Link the employee with a work pattern as set up within Maintain Work Patterns

Warehouse: Link the employee with either a site based service warehouse or to individual warehouses which relate to their van/vehicle. Parts can then be transferred and allocated to engineers via their warehouse.

Billing Alias: If you do not want the employee’s name to appear on Sales Orders when billing cases, an alias can be recorded here.

Postcode Areas: To assist when scheduling employees to cases


5.5. Self Billing Rules Tab (Sub-Contractor Employees)

When an Employee is marked as a Sub-Contractor, the Pay Rates Tab becomes Self Billing Rates and an additional tab appears for Self Billing Rules.

Job Costing Help and User Guide Image 29

Contract Expiry: this date can be used for reporting and also used in conjunction with Sicon WAP Timesheet module to advise and/or prevent timesheets being submitted when the contract is due to or has expired.

Next self bill no: a separate PL numbering sequence for Self billing invoices.

Code/Short name/Postcode: select the appropriate PL account for the employee.

Rates for hourly self billing can be set on the Self Billing Rates tab and fixed payments set on the Self Billing Rules tab. For further information on the generating invoices, please refer to the Transaction Entry – Self Bill Invoices.

Job Costing Help and User Guide Image 30

Job Costing Help and User Guide Image 31


6. Maintenance Menu: Other Screens

This menu allows access to the various maintenance functions for the Job Costing module.


6.1. Maintain Budgets

The system allows maintenance of budgets by job, with budgets being split at a job header level.  Budgets can also be tracked at a Phases, Stages and Activities level.

After choosing the relevant job from the list of Live jobs, you will be presented with the following screen.

Budgets for job headers should be added as required, and can be entered as both totals and hours.  Tabs for Costs and Revenue allow you to update those budgets on separate screens. You will see the budgets displayed in an exploded view for the Phases/Stages/Activities that you have recorded budgets against (assuming you have these enabled in the job costing settings). You can view them at purely a job header level by changing the radio button near the top of the window to the ‘By Job Header’ option, but you’ll only be able to view them in that screen, you’ll need to add and edit them in the ‘By Phases & Stages’ view.

The View Job Enquiry button may be clicked to display the job enquiry screen for the selected job.

The View Variation Budgets allows you to maintain budgets at a variation level. This is only available if you have the Sicon Construction module installed.

When editing budgets that relate to job headers that have a job header type of labour, an Hours Rate field is available where you can enter a default hourly rate that can then be used to generate the either the Budget amount or Budget hours fields (depending upon which one you populate first). A prompt appears asking if you would like to update the relevant field as soon as you edit the other one.


6.2. Maintain Cost to Complete

This screen enables you to review and enter the expected remaining costs on a job, and then track them on a period/weekly basis. The setting as to which you are using is found on the Other tab of Job Costing settings.

Select the job number in the filter at the top of the window, and then select the Period that you wish to review. To the right of the date, the status of that period from Accounting Periods will be displayed (e.g. Open, Future etc.).

For each cost type job header, you will see the budget value (if one has been entered via Maintain Budgets) and the costs split into Actual costs, Committed costs and Total costs.

There is a setting in Job Costing settings (on the Other tab) that controls whether columns are displayed for Budget Hours and Hours To Complete.

The Cost To Complete and Hours To Complete columns would then be updated by the relevant users (i.e. Job Managers) with the expected remaining costs for the job. These would then be added to the existing costs to update the Revised Forecast Cost for that Job Header. A variance is then displayed between this total and the budget figure.

You can use the Set To Budget button to set all of the Cost To Complete values to the value that would keep you at the budget level. The Set To Previous button would be used to copy the previous month’s cost to complete values across to the current month (i.e. if there had been no movement on this job).


6.3. Maintain Revenue to Complete

This screen works in an identical fashion to the Maintain Cost to Complete, but provides you with a mechanism for tracking job revenue on a monthly basis. The job headers displayed on this screen would be ones that are of type ‘revenue’.


6.4. Job Header Types / Job Item Types

This screen allows you to maintain a list of job header types that are then available when maintaining job headers in the maintain job headers screen.

UPDATED Job Header Types

Each of these need to be matched up to a WAP Item Type of either ‘E’ for Expenses, ‘T’ for Time, ‘P’ for Purchase, ‘S’ for Sale or can be left blank. If you do not use WAP then you can leave that field blank for all of your job item types.

The Project Group dropdown lets you select from the following options:- Labour, Materials, Subcontract, Overheads/Other and Revenue. This is relevant for the Project Summary tab in Job Costing Enquiry, and controls in which column in that screen the transaction totals will appear

It is not possible to delete Job Header Types if they are in use.


6.5. Job Structures

Job Structures allow grouping of sub-jobs within the job structure.

Jobs may be dragged/dropped from the list to the right on-to Parent jobs shown on the list.

This function is only enabled when the Job structures enabled setting is selected in the Job Costing Settings screen (on the Jobs tab).

Job Costing Help and User Guide Image 33

If you use this facility, then extra fields are added to the job enquiry screen to give you totals from the sub jobs when looking at a ‘parent’ job. Note that it’s not possible to report on multiple levels of sub jobs, so it is not recommended that you configure the system with complex sub job structures.


6.6. Job Phases, Stages & Activities

This screen is where you define the phases, stages and activities that are then available in the Phases/Stages tab of New Job and Amend Job, if you have enabled phases in the Job Costing Settings. This is not necessarily required, as free text descriptions can be added for these elements when amending a job.

It is also possible to maintain a list of statuses that can then be applied to the phases, stages and activities within the Amend Job screen. These statuses would then be visible (in brackets) when linking a transaction to the appropriate phase/stage/activity.


6.7. Maintain Custom Tabs

This is where you can create and amend custom tabs that you want to appear in the Create Job and Amend Job screens. Once defined, custom fields are allocated to the tabs via the Define Custom Fields screen.


6.8. Define Custom Fields

This screen is used to define which of the 140 custom fields are in use, and which of the custom tabs they appear on in the Create Job/Amend Job screens. The fields are split into separate field types:-

Boolean: A tick box

DateTime: A date field

Numeric: A number field

String: A text field

Job Costing Help and User Guide Image 34

Select the fields that you want to use from the Non Active Fields on the left hand side based on the type of field. You can then enter a Display Name, tick if it should be a mandatory field and select which tab it should appear on from those defined in Maintain Custom Tabs.  You can use the Move Up and Move Down buttons to change the order in which the fields are displayed.

The Scale field can be changed to reflect the number of decimal places that you would like a numeric field to go to. So leaving this set to zero will result in only whole numbers being stored in these fields.


6.9. Maintain Teams

This screen enables you to maintain the teams, which are then selectable against each Employee record in the Maintain Employees screen.


6.10. Maintain Work Patterns

This enables you to define how many hours someone works on a day before they are considered overtime, or one of the other cost rates.


7. Job Costing List

Only available for Sage 200 2015, this accesses the Job Costing List view in the Work area. The functionality here works in the same way as other list views in Sage200, so filters can be created and saved, columns can be added/removed, you can search for jobs in the list, you can use the action icons above the list to access specific job costing screens, send the list to an Excel spreadsheet etc.

The columns appearing by default are:-

  • Job Number
  • Description
  • Status
  • % Completed
  • Manager
  • Customer
  • Budget Revenue
  • Committed Revenue
  • Actual Revenue
  • Total Revenue
  • Budget Cost
  • Committed Cost
  • Actual Cost
  • Total Cost
  • Budget Profit
  • Actual Profit
  • Revenue Variance (highlighted green or red for positive/negative)
  • Cost Variance (highlighted green or red for positive/negative)
  • Budget Completed
  • Actual Completed
  • Last Budget Revised
  • Revised Revenue – derived from Revenue to Complete
  • Revised Cost – derived from Cost to Compete
  • Applications (only relevant with Construction module)
  • Valuations ( only relevant with Construction module)
  • Retentions (only relevant with Construction module)

NB: only in Sage 200 2015/2016.


8. Transaction Entry Menu

The Job Journal screen allows corrections to be posted to a job by moving costs to a different job.

The Miscellaneous and Labour screen allows entry of non-Sage Job Costing transactions, such as Job opening balance and labour entries.

The Complete Jobs screen can be used to quickly complete several jobs.

The Rapid Issue screen can be used to issue batches of stock items (non-traceable) to a selected job.

The Self Bill Invoices screen can be used to generate purchase ledger transactions from subcontractor labour transactions.

The Generate Billing Transactions screen can be used to generate sales orders for invoicing the customer on the job for transactions in the system.

The Timesheet Entry All Users screen can be used for recording timesheets into Job Costing.

The Post Timesheet Journals screen enables you to quickly post a nominal journal for the cost of the selected timesheet entries, if you need a corresponding posting in your Nominal ledger.


8.1. Job Journal

The Job Journal screen opens the Create Nominal Journal entry screen to allow you to correct transactions that have been coded to the wrong job or job header whilst also posting a nominal journal. As with regular nominal journals, it must balance before you are able to save and apply the journal. You can split a figure across multiple jobs and/or job headers as desired.

If you do not want to change any balances in your nominal ledger as a result of a correction to job costing transactions, then you could code all debits and credits to the same nominal account. If you do not want these transactions appearing in nominal accounts that you may be checking for other purposes, then it’s recommended that you create a specific nominal account purely for this purpose. Its balance will remain at zero.


8.2. Miscellaneous and Labour

It is possible to enter miscellaneous job costing transactions when job ‘opening balances’ or ‘adjustment’ (correction) transactions are required.

The user may select if the miscellaneous transaction relates to purchase, sales or stock using the drop-down selection.  This selection will indicate which list the transaction will appear in on the Job Costing Enquiry screen.

Labour Transactions may be entered by job and employee with cost and charge-out rates automatically calculated from employee, job header and job settings. Alternatively, transactions can be entered for Other Resources, as defined in the Maintain Employees screen.

SIcon Job COsting Help and User Guide Miscellaneous and Labour

Following entry of each transaction the Save button should be used to apply it to the job.

The Reset button may be used to reset ‘total hours’ and ‘total cost’ values when entering labour transactions for multiple employees at one time.  Following entry of each employee’s timesheets. The totals may be checked and then cleared using this button to allow totals for a second employee to be accumulated.

The ‘Include all previous entries for the selected job’ tick-box may be checked to display previously entered miscellaneous or labour transactions which may then be edited if required.


8.3. Complete Jobs

This screen may be used to automatically set the ‘percentage complete’ on a job to 100%; effectively flagging it as ‘complete’.

To flag a job as complete check the tick-box and accept the change when the confirmation message is displayed. The screen will prompt you to enter an Actual Completion Date.

Sicon Job Costing Helop and User Guide Complete Job Screen

You can edit the % column to change this for the relevant jobs. Ticking a job on the left will set the % to 100, and reducing this value will remove the tick.


8.4. Rapid Issue Screen

This screen may be used to quickly issue stock (using ‘Internal Issue’ stock movements) to multiple jobs in a batch environment.

Simply add transactions to the list and then click the Post button to process the transactions.

Job Costing Help and User Guide Image 38


8.5. Self Bill Invoices

Generates Purchase Ledger invoices for selected sub-contractor transactions. (For employee set up, see Maintain Employees – Self Billing).

In the following examples the employee will be self billed on one invoice for the hours recorded as Hourly, in this instance their Overtime, and will be self billed on a separate invoice for the Monthly fixed rate.

The lines can be individually selected if appropriate, the invoice date can be changed if required and if Invoice Authorisation is enabled in the Purchase Ledger settings, there is the function to allow this to be disabled for that particular invoice.

Self billing invoices can be stored within the Sicon DMS module if enabled in the job costing settings.

 


8.6. Timesheet Entry All Users

This screen allows you to quickly enter timesheet entries for your employees (as defined in Maintain Employees) that will then post as labour transactions against the jobs. Timesheets are recorded one employee at a time and against a specified week, by selecting that employee in the drop down at the top, and the week in the field to the left of that.

You can either select the week by start date or week number.

Sicon Job Costing Help and User Guide - Timesheet Entry - All Users

You can choose the job, and then select the relevant cost rate, and then enter a number of hours for the relevant days. You can enter as many lines as needed if the entries need to be split across multiple jobs/job headers. Once you click Save, the labour transactions will be posted to the relevant jobs. The job header for these transactions will be the default job header specified on the employee, and the cost rates will also be read from the employee, based on the rate selected on the timesheet line.

You can enter Notes against each timesheet entry. This note would then display in the Description column on the Labour/Resources tab in Job Enquiry against that transaction.

If you select a combination of week and employee that have already been recorded, then you are able to edit these entries and the relevant job transactions will be updated.


8.7. Post Timesheet Journals

This enables you to quickly post a nominal journal for the cost of the selected timesheet entries, if you need a corresponding posting in your Nominal ledger. When you open this screen, it will display all labour entries that have not previously been posted.

It is possible to filter the labour entries by Job number, Job Header, Employee and a Date range for the transaction date.

The nominal codes displayed here are derived from the nominal code set against the cost rate for the relevant employee. If this is not set, then it will look to the job and see if there is a nominal code specified against that job header. Lastly, it will look to the job header in the Maintain Job Headers screen and use the nominal account specified there. Cost Centre and Department overrides specified against the job (via the Configuration tab in Create Job/Amend Job) would also be relevant to this screen.

You can edit the posting date before hitting the post button using the field in the bottom right hand corner.

The other side of the nominal posting is the account specified in the Job Costing Settings (on the Labour tab) as the Default Labour WIP Nominal A/C.


8.8. Job Scheduler

This enables you to schedule appointments for employees, and have them show as committed costs on the relevant jobs. Once the appointment has happened, you can mark it as completed which will then move the costs from committed to actual.

You can use the calendar controls in the top right hand corner to control which dates are being displayed, and you can use the employee filter on the left to toggle whether they appear in the screen. To add a new appointment, right click in the diary area of the screen and choose New Appointment.

You can set the usual details for an appointment in here (subject, times etc.) as well as select a job and job header. There is a free text box available in the bottom half of the window to record relevant notes for the appointment.

The Appointment Completed tick box is the field to update to indicate that the costs should move from committed to actual costs.  Completed appointments appear with a green tick on them in the scheduler screen.


9. Enquiry Menu

The menu provides access to the Job Costing enquiry screens.

Please be aware that if you archive your Purchase orders it’s likely this will result in broken links for example [POPOrderReturn entries are moved to POPOrderReturnArch and the POPInvoiceCreditLine entries are moved to POPInvCreditLineArch] which breaks the links we have and stops costs showing in Job costing . At this time we do not recommend archiving Purchase orders (or sales orders) for this reason.


9.1. Job Costing Enquiry - prior to build 201x.5.0.14

The enquiry screen displays all transactions for a selected job grouped together as purchases, sales, stock and labour transactions. You are able to filter the transactions displayed for Phase, Stage and Sub-Stage (if enabled in the Job Costing Settings). You can also filter by Job Header and for a Date Range – either by dates or accounting period numbers. Changing any of these filters will then refresh the Totals displayed above the transactions.

The Hide ‘Zero’ Transactions checkbox can be used to hide transactions with zero as their value – this is primarily of use in filtering out the Purchase Ledger invoice transactions that are generated with a zero value when matching invoices to purchase order transactions. This box is checked by default. This feature was introduced in build 201x.5.0.2.

The Job Committed total displays the Committed Costs (from the Expenditure window) for the transactions displayed.

The WIP (costs) total displays the Actual Costs (from all of the windows) for the transactions displayed.

The COS total displays any Cost of Sales figures that have been captured against invoiced sales order lines linked to the job (if the setting is enabled in Job Costing Settings). These COS transactions would show in the Stock Issues/Receipts window.

The Job Total is the total of all of the committed and actual costs and revenue figures. So it’s the total of all of the transactions displayed in the four windows.

If Job Structures are enabled in the Job Costing Settings, and you are in a job that has Sub jobs, then additional total boxes are added that reflect the totals from the Sub Jobs. These can be hidden by deselecting the ‘Include sub jobs’ tick box in the top left hand corner.

Job Enquiry

The Summary tab displays all transactions with extended detail of each of these transactions replicated onto the Expenditure, Income, Stock Issues/Receipts and Labour/Resources tabs. There are options available by right clicking on a transaction that can give you a drill down into the relevant sales order, purchase order, sales ledger transaction enquiry or purchase ledger transaction enquiry, dependent on which type of transactions it is. These windows will also include a summary transaction (displayed in green) for each sub job (if enabled and applicable) that will contribute to the totals. These transactions can be hidden by deselecting the ‘Include sub jobs’ tick box in the top left.

From build 201x.5.0.5, the Expenditure tab also shows variance columns, to show differences in price between purchase order lines and the invoices matched to them. A column has also been added to reflect the issued stock quantity against the purchase order lines (also from build 201x.5.0.5).

The POP Invoices tab displays purchase order lines linked to this job that have had invoices recorded against them. This tab can be used to view the invoice details (including posting period and URN), as each invoice is displayed linked to the relevant purchase order lines. This tab is available from build 201x.5.0.5.

The Budgets tab will display details of any budgets entered against the job along with actual values for each budget entered. These are displayed in both figures and number of hours, and there are separate tabs for Costs and Revenue.

The All tab displays every transaction that has been recorded against the job, which makes it simple to send all of those transactions to Excel via the standard Sage Send to Excel right click option.

The Project Summary tab displays totals that are updated from posted transactions, and also user updates via the ‘Cost to Complete’ and ‘Revenue to Complete’ screen to give a representation of how the job is performing. The information displayed here can be changed by adjusting the period above the window to give a historical picture of how this job has progressed. Note that transactions that have a later date than the selected period will not be included in the totals displayed.

Job Costing Enquiry Project Summary tab

From build 201x.5.0.12 onward, you can configure the job header types in the Maintain Job Header Types to control which column they contribute to in this tab.

Revenue

The Revised Forecast line displays the Revised Forecast Revenue total (from the Revenue to Complete screen) in the Total Revenue column. The Tender/Sales Value line shows the total budget for Revenue Job Headers in the same Total Revenue column.

The Actuals line, the Commitments line and the Actual & Commitments line show the relevant figures in the same column.

So this is the revenue picture of what was budgeted, what the forecasted revenue figure is, and what actually has been invoiced or what is added as a revenue commitment (i.e. an un-despatched sales order line).

Costs

The Costs are broken down into separate columns for the Labour, Material, SubContract and Overheads/Prelims. The first three correspond to the most commonly used Job Item Types, while Overheads/Prelims acts as a catchall for anything else.

The Revised Forecast line displays the Revised Forecast Cost (from the Cost to Complete screen) against each of the four Job Item Types. The Tender/Sales Value shows the total budget figure for each Job Item Type in the same column.

The Actuals line, the Commitments line and the Actual & Commitments line show the relevant figures in the same columns.

So this is the cost picture of what was budgeted, what the forecasted cost figure is, and what actually has been invoiced or what is added as a purchasing commitment (i.e. an unreceived purchase order line).

Margins

Each row shows a Gross Margin figure, and calculates it as a percentage. The margin is calculated as Total Revenue – Total Costs, while the percentage is Gross Margin/Total Revenue.

The Actual Costs total at the bottom gives the total actual costs up to the selected period.

The Revised Gross Margin total is (Gross Margin/Total Revenue)*100 from the Revised Forecast line.

The Grossed up costs total is Actual Costs* (1/1-(Revised Gross Margin/100)).

The Minimum next application value is Grossed up costs – Actual Revenue, and is provided as a guide of the minimum you should be applying to the customer to cover costs incurred on the job up to this period.

The Customer Details tab provides a read only view of the linked Sales Ledger account, its Address and Phone numbers, and its account balance and credit limit.

The Sub Jobs selection control shown on the left of the screen is only available when the Job Structures enabled setting is selected in the Job Costing Settings screen (Jobs tab). Clicking on here will display the defined job structure for the current job, and double clicking on another job in the structure will open an additional job costing enquiry screen for that job.


9.2. Job Costing Enquiry

The new enquiry screen reproduces the functionality of the previous one, but has been completely rewritten to improve performance when viewing jobs with a large number of transactions. The layout of the screen has also been redesigned to provide a better organisation of the information.

The enquiry screen displays all transactions for a selected job grouped together as expenditure, income, stock and labour transactions.

You are able to filter the transactions displayed for Variation, Phase, Stage and Sub-Stage (if enabled in the Job Costing Settings). By clicking the Search Filters button on the right, you can also filter by Job Header and for a Date Range – either by dates or accounting period numbers. There are also filters available if you are using our Service Manager module, which allow you to filter for transactions linked to cases or a specific case, or to show non-case transactions.

The Hide ‘Zero’ Transactions checkbox can be used to hide transactions with zero as their value – this is primarily of use in filtering out the Purchase Ledger invoice transactions that are generated with a zero value when matching invoices to purchase order transactions.

Changing any of these filters will then refresh the Totals displayed beneath the transactions. You can then click on the Filters Applied link that appears next to the Search Filters button to clear the filter.

The Summary tab displays all transactions with extended detail of each of these transactions replicated onto the Expenditure, Income, Stock Issues/Receipts and Labour/Resources tabs. There are options available by right clicking on a transaction that can give you a drill down into the relevant sales order, purchase order, sales ledger transaction enquiry or purchase ledger transaction enquiry, dependent on which type of transactions it is. These windows will also include a summary transaction (displayed in green) for each sub job (if enabled and applicable) that will contribute to the totals.

The Info/Values tab displays overall details of the job, as well as totals of committed and actual transactions. If you are in a job that has Sub jobs, then totals from the Sub Jobs are also visible here.

The COS total displays any Cost of Sales figures that have been captured against invoiced sales order lines linked to the job (if the setting is enabled in Job Costing Settings). These COS transactions would show in the Stock Issues/Receipts window.

The Expenditure tab includes a column for ‘Total Actual’ figure for each line. This will display the invoiced total (or the actual costs from the purchase order if the invoiced total is zero).  This tab also shows a variance column to display differences in price between purchase order lines and the invoices matched to them. There is also a column on this tab showing the quantity issued against a stock purchase order line.

The PO Invoices tab displays purchase order lines linked to this job that have had invoices recorded against them. This tab can be used to view the invoice details (including posting period and URN), as each invoice is displayed linked to the relevant purchase order lines.

The Budgets tab will display details of any budgets entered against the job along with actual values for each budget entered. These are displayed in both figures and number of hours, and there are separate tabs for Costs and Revenue. There is also a button at the bottom that will allow you to view budgets for the variations on the job (if applicable).

The Customer Details tab provides a read only view of the linked Sales Ledger account, its Address and Phone numbers, and its account balance and credit limit.

The All tab displays every transaction that has been recorded against the job, which makes it simple to send all of those transactions to Excel via the standard Sage Send to Excel right click option.

The Job Header Type tab displays committed, actual and margin totals for each job header type as defined in the Maintenance menu (Job Header Types). Job Headers are assigned to these job header types in the Maintenance menu (Job Headers). Note that it’s possible to assign both cost and revenue job headers to the same job header type, which would give you a margin calculation on that job header type.

The Project Summary tab displays totals that are updated from posted transactions, and also user updates via the ‘Cost to Complete’ and ‘Revenue to Complete’ screen to give a representation of how the job is performing. The information displayed here can be changed by adjusting the period above the window to give a historical picture of how this job has progressed. Note that transactions that have a later date than the selected period will not be included in the totals displayed. Using a setting found in the Other tab of Job Costing settings, you can instead display this information for a week rather than an accounting period.

You can configure the job header types in the Maintain Job Header Types to control which column those transaction totals contribute to in this tab.

Revenue

The Revised Forecast line displays the Revised Forecast Revenue total (from the Revenue to Complete screen) in the Total Revenue column. The Tender/Sales Value line shows the total budget for Revenue Job Headers in the same Total Revenue column.

The Actuals line, the Commitments line and the Actual & Commitments line show the relevant figures in the same column.

So this is the revenue picture of what was budgeted, what the forecasted revenue figure is, and what actually has been invoiced or what is added as a revenue commitment (i.e. an un-despatched sales order line).

Costs

The Costs are broken down into separate columns for the Labour, Material, SubContract and Overheads/Prelims. These correspond to the available Project Group selection when maintain Job Header types in that screen in the Maintenance menu.

The Revised Forecast line displays the Revised Forecast Cost (from the Cost to Complete screen) against each of the four Job Item Types. The Tender/Sales Value shows the total budget figure for each Project Group in the same column.

The Actuals line, the Commitments line and the Actual & Commitments line show the relevant figures in the same columns.

So this is the cost picture of what was budgeted, what the forecasted cost figure is, and what actually has been invoiced or what is added as a purchasing commitment (i.e. an unreceived purchase order line).

Margins

Each row shows a Gross Margin figure, and calculates it as a percentage. The margin is calculated as Total Revenue – Total Costs, while the percentage is Gross Margin/Total Revenue.

The Actual Costs total at the bottom gives the total actual costs up to the selected period.

The Revised Gross Margin total is (Gross Margin/Total Revenue)*100 from the Revised Forecast line.

The Grossed up costs total is Actual Costs* (1/1-(Revised Gross Margin/100)).

The Minimum next application value is Grossed up costs – Actual Revenue, and is provided as a guide of the minimum you should be applying to the customer to cover costs incurred on the job up to this period.


9.3. Job Structure Costs

This function is only enabled when the Job Structures enabled setting is selected in the Job Costing Settings screen.

The screen displays job costs at both parent and sub-job level, and can be filtered by job header and transaction dates.


9.4. View Linked Transactions

This screen displays the transactions generated by Generate Billing Transactions. You can filter by the generated Sales Order Number or by Job Number.

Job Costing Help and User Guide Image 46


10. Reports Menu

This menu provides access to Job Costing Reports.


10.1. Lists Reports

Job List: This report displays a list of all jobs stored in the system.

Job List by Customer

Employee List: This report displays a list of all employee data stored in the system.

Job Header List: This report displays a list of all job header data stored in the system.

Job Header List (Code Sequence):


10.2. Transactions Reports

Labour Transactions

Labour Transactions Export

Labour Transactions by Employees

Labour Transactions Grouped by Employee

Stock Transactions

Transactions List

Job Transactions by Supplier


10.3. WIP (Values to Date)

Work In Progress Detail

Work In Progress By Month

Work In Progress By Period

Work In Progress By Job Header

Work In Progress By Transaction Type

Work In Progress Detail With Nominals

Work In Progress Detail Export

Work In Progress Summary

Work In Progress Summary By Job Header

Work In Progress Summary By Transaction Type


10.4. WIP (Values based on Purchase Invoices)

WIP Detail (Based on Purchase Invoices)

WIP Detail Export (Based on Purchase Invoices)

WIP Detail By Job Header (Based on Purchase Invoices)

WIP Detail By Job and Job Header (Based on Purchase Invoices)

WIP Summary By Job Header (Based on Purchase Invoices)

WIP Detail with Nominals (Based on Purchase Invoices)

WIP Summary By Job and Job Header (Based on Purchase Invoices)

WIP Summary By Transaction Type (Based on Purchase Invoices)


10.5. All Jobs (including completed)

All Jobs Detail

All Jobs Detail By Job Header

All Jobs Detail By Job Header and Type

All Jobs Detail By Job Header and Type Export

All Jobs Summary

All Jobs Summary by Job Header

All Jobs Summary by Job Header and Type

All Jobs Summary by Job Header Type

All Jobs Summary by Job Header Type (Custom)

All Jobs Summary by Job Header Type and Customer

All Jobs Summary By Item Type

All Jobs Summary By Transaction Type

All Jobs Detail (Based on Purchase Invoices)


10.6. Budget Reports

Budgets by Job Header

Budgets Summary By Customer

Budget Summary By Customer and Job

Actuals vs Budget Summary by Job Header

Profitability by Job vs Budget (Summary)

Job Profitability

Budgets Hours By Job Header

Budgets By Phase Stage & Activity

Budgets By Customer Job & Job Header


10.7. Miscellaneous Reports

Purchase Order Invoices with Job Details

Purchase Orders and Returns with Job Details

Purchase Invoices and Credit Notes with Job Details

Sales Ledger Aged Debtors (Detailed with Job Nos)

Sales Ledger Aged Debtors (Detailed with Job Details)

Sales Invoices and Credit Notes with Job Details

Sales Orders with Job Details

Cost to Complete by Job

Job Weekly POP GRN Values

Job Weekly POP GRN Values By Job Header

Job Weekly PO’s By Originator

Job Weekly PO’s By Originator (Summary)


10.8. Nominal Reconciliation Reports

Job Transactions to Nominal Reconciliation

Nominal Transactions to Job Costing Reconciliation

Nominal Transactions to Job Costing Reconciliation Export

Nominal Ledger Transactions with Job Details

Nominal Ledger Transactions Listing with Job Numbers

Job Costing to Nominal Unmatched Transactions

Purchase Order and Invoice Reconciliation

Purchase Order and Invoice Reconciliation Export

Unmatched Purchase Transactions

Unmatched Sales Transactions

Unmatched Nominal to Job Transactions

Disputed Invoices and Credit Notes with Job Numbers

Disputed Invoices and Credit Notes (Export)


10.9. Timesheet & Payroll Reports

Timesheet Reconciliation

Timesheet Summary by Week and Pay Rate

Timesheet and Overtime

Timesheet Journals

Wages Summary

Wages Summary (E-mail)

Employee Labour Rates

Employee List

Self Billing Invoice

Self Billing Invoice (CIS)

Reprint Self Billing Invoices (CIS)

Self Billing Labour Transactions By Sub Contractor


11. Period End Routines


11.1. On Cost Apportionment

This screen enables you to take an additional cost relevant to existing labour transactions in job costing, and then apportion that cost between the relevant jobs based on transactions with a selected job header in the date range entered. The outcome of this will be extra labour cost transactions on those jobs, posted with the current date. A message box is displayed when opening this screen to confirm that this feature only updates job costing and does not create any postings in Sage200 outside of job costing.

A common example would be as a method of adding the costs of NI contributions on salaries to the jobs where labour transactions have been recorded.

Enter the date range containing the transactions that need to be included in the apportionment calculation. Then select the job header that will be used for the new job costing transactions that will be created. Enter a description of what this additional cost is – this description will then be written into the new job costing transactions that this screen will generate. Enter the total cost that you wish to apportion between the relevant jobs and then click the Apportion button. This will then display the relevant jobs containing labour transactions in the selected date range, and show the total cost in that date range and how it is then splitting the new cost value between them. So the On Cost Value will be equal to the new cost value you entered at the top of this screen apportioned between the jobs in a ratio equivalent to the ratio of the total cost values for those jobs.

Once you click the Post button at the bottom of the screen, then new cost transactions with the current date will be created in the jobs with the On Cost value, using the job header and descriptions entered.


11.2. Salary Apportionment

This function allows you to record a fixed salary for an employee, and then have this salary cost divided to update the hourly cost of his labour transactions in that relevant period. For this employee, you would likely use a specific pay rate, against which you could record their weekly/monthly salary total. Then you would use this screen to divide that amount by the number of hours that have been recorded against that pay rate, to use this calculated total as the hourly cost rates on these labour transactions.

In the case of an employee being marked as a subcontractor, the fixed monthly cost to be divided is maintained on the Self Billing Rules tab against the employee.


11.3. Payroll Extract

This needs to be done on a PC with Sage Payroll installed, and allows you to extract timesheets data that can then be imported into payroll.

The steps to go through in order to configure this are:-

  • In Job Costing settings within the Rate Descriptions tab, configure the Job Costing pay rates against the applicable Payroll Pay element descriptions. If the payroll ODBC connection has been configured correctly, you can use the Get rate numbers from payroll button to pull through the pay element numbers for the pay element descriptions.
  • Configure the path to the payroll mdb location in the Payroll32 ODBC connection, and enter the Payroll password for the ODBC connection on the Labour tab in Job Costing settings.
  • Configure the employees in Maintain Employees, entering their payroll and employee reference numbers. You can update the employee cost/pay rates using the button on the Labour tab in Job Costing settings once the employees have the correct payroll numbers.
  • Enter timesheets into job costing.
  • Extract them into a csv file using this menu option.
  • Import them into Payroll.

11.4. Job Reconciliation

This screen allows you to reconcile Job Transaction with Nominal Transactions that have not previously been reconciled.  Any transactions entered that are linked to items with nominal postings will not be displayed here, as they are already considered reconciled. So the only transactions that you would expect to see here from job costing are ones entered in job costing, such as miscellaneous transactions, or labour entries.

You can use the filters at the top of the screen to filter by date range, source module, URN, Nominal Account Number, Nominal Cost Centre, Nominal Department, Job Number, Job Header and Value.

When you have identified the transactions to reconcile, tick them on both sides and click the Match button to reconcile them. If you wish to remove transaction from this screen without reconciling them then the Reconcile Job Transaction and Reconcile Nominal Transaction buttons are designed for that purpose.


12. Imports


12.1. Import Stock Item Settings

This routine allows you to import the relevant job header against stock codes. This will then be used when that stock code is used in job costing transactions. It can also manually be entered on an individual stock code in Amend Stock Item Details within the Manufacturing tab.

If you click the Template button then a csv will be created that is in the right format, which you can then populate with the relevant stock codes and job headers.

The Check button will validate the import file, click the Import button to perform the import.


12.2. Import Employees

This routine is designed to allow you to import employee records.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant employee information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.


12.3. Import Timesheets

This function may be used to import Timesheet (labour) transactions from a .csv file in a specified format.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant timesheet information.

The Check button will validate the import file, click the Import button to perform the import.

During the process, the program will attempt to link import file hourly labour rates to employee rates held within the Job Costing module.  This link is used to determine the rate ‘description’ associated with each transaction (e.g. Normal, Overtime, etc.).

This routine can be used to import labour transactions without needing to link them to an employee, such as a situation where numerous labour transactions for different employees are being consolidated together, or the relevant employee is not setup in the system. This can be done by specifying the employee as ‘MISC’ in the import file.


12.4. Import Transactions

This function may be used to import sales, purchase and stock transactions from a .csv file in a specified format.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant transaction information.

Click the Import button to perform the import.  If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.


12.5. Import Budgets

This function may be used to import budgets.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant budget information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.

If the description against a budget is empty, then it will use the job header description.

You can import budgets at a phase, stage and sub-stage level (and variations if using the Sicon Construction module).


12.6. Import Jobs

This function may be used to import jobs.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant job information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.


12.7. Import Job Headers

This function may be used to import the job headers used in job costing.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant job header information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.


12.8. Import Job Phase, Stage & Activities

This function may be used to import these elements of a job structure onto existing jobs.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant nominal account information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.


12.9. Import Default Nominals

This function may be used to set nominal accounts against job numbers and job headers.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant nominal account information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.


12.10. Import Nominal Transactions (with Jobs)

This function may be used to import nominal journals that are linked to jobs. This feature works in a similar fashion to the standard journal import found in Nominal Ledger/Utilities/Import/Import Ledger File/Nominal transactions, but with the added enhancement of linking the transactions into job costing. For the purposes of keeping your job costing and nominal ledger reconciled, you must use this import routine rather than the standard Sage one.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant journal information. If you click the Import Template button, then an Excel file will be opened with explanations of the columns in the file format.

The Check button will validate the import file, click the Import button to perform the import.


12.11. Import Sales Transactions (with Jobs)

This feature enables you to import Purchase Ledger transactions, in a similar fashion to the standard Import Transactions feature in Purchase Ledger/Utilities/Import, but with the added enhancement of linking the transactions into job costing. For the purposes of keeping your job costing and nominal ledger reconciled, you must use this import routine rather than the standard Sage one.

If you click the Template button then a csv file will be created that is in the right format, which you can then populate with the relevant transaction information. If you click the Import Template button, then an xls file will be opened that clarifies the columns.

The Check button will validate the import file, click the Import button to perform the import.


13. Utilities Menu

This menu provides access to various job costing utilities and configuration screens.


13.1. Job Costing Settings

This screen is used to maintain all Job Costing module configuration settings.

There are two buttons visible at the bottom of the screen on all of these tabs.

The ‘Advanced’ button gives access to numerous minor settings that are not documented in this help and user guide. Please contact Sicon if you require further information on any of these.

The ‘Update Transactions’ button is intended for systems where transactions exist before Job Costing Integration has been enabled.

When you click this button, you are prompted with the following options that can be selected:

Update Transactions

Set all unassigned open purchase order lines to a default job: This option will update all open purchase order lines (that aren’t currently linked to a job) to link them to the default job and job header specified in the Defaults tab.

Insert PO Invoices into job costing: This creates the link used by the POP Invoices tab in Job Costing Enquiry, to match previously posted purchase invoices to their relevant purchase orders.

Create default budgets: This will create a budget of zero, against all jobs and job headers that don’t already have a budget.

Jobs

Automatically generate next job number: when ticked job numbers will be automatically generated as sequential numbers when a new job is created.

Job number format:  format auto-generated job numbers as required e.g. J0000001, J0000002, etc.

Next Job Number: When using automatic job number generation, this is the next job number that will be used and can be amended here.

Job Label override text:  free text label which can be amended to change all references from ‘Job’ as required e.g. Project

Manager label override text: free text label which can be amended to change all references from ‘Manager’ as required e.g. Project Manager

Job Analysis Labels 1-5: free text labels of the analysis codes available on each Job which are also displayed on the Job Costing Enquiry screen. If required, Job Analysis field values can be pre-configured with a drop-down list of selectable options.  Should an asterisk be entered after the field name it will be made a ‘mandatory’ entry. E.g. in the screenshot above, the label will show as ‘Category’ with the drop down options of New Build or Renovation and the job will not be saved until an option is selected.

Job Type 1 and 2: free text labels for the ‘Job Type 1′ and job Type 2 fields displayed when creating/amending a job. If required, Job Type field values can be pre-configured with a drop-down list of selectable options.  Should an asterisk be entered after the field name it will be made a ‘mandatory’ entry. These fields will be available for reports.

Turn on Job Costing integration: tick to enable Job Costing integration with Sage modules. If this is enabled for the first time in a Sage company, you will be prompted to run a routine to update existing purchase order transactions with the default job and job header specified on the Defaults tab.

Job Structures enabled: setting this to yes will enable Sub-jobs to be used in the module.

Job Phases: setting to yes will enable Phases to be used in the module.

Job Stages: setting to yes will enable Stages to be used in the module.

Job Sub-Stages: setting to ‘Yes’ will enable Sub-stages to be used in the module.

Job Maintenance default view: setting dictates the default view shown when the create/amend job screen is first displayed. Defaulted to ‘Analysis’ but can be changed to ‘Customer’.

Job Selection Default Sort (column no): used to set a default sort column for the job selection drop-down list i.e. 1, 2, 3, etc. If left blank the list will be displayed in job number sequence.

Allow addition of jobs during job selection: if enabled, users will be able to create new jobs at the point of selecting existing Jobs within the Sage modules.

When selecting job always show list: setting to yes will force the system to display the job selection ‘drop-down’ list when a full job number is entered.

Show quotes on job: if enabled, SOP Quotes will show in Revenue on Job Enquiry.

Display option of showing completed jobs: if enabled, a tick box option will allow option to show completed jobs.

When using completed jobs: This setting gives a drop down containing three options to control what can happen with completed jobs. The choices are :- ‘Allow posting and give option to open job’, ‘Allow posting and keep job completed’ or ‘Do not allow posting’.

Suppress completed job message: This checkbox is linked to the previous setting, and only becomes enabled if that is set to ‘Allow posting and keep job completed’. It can be used to prevent the message being displayed when posting transactions to completed jobs.


13.2. Settings: Defaults TAB

Default Jobs and Job Headers can be set for PL/SL/POP/SOP/Stock/Cash Book/NL if required.


13.3. Settings: POP TAB

These settings relate to the Job Costing functionality integration with Sage Purchase Order Processing.

Update POP actuals on: select either at Goods Received or Invoice to determine when values move from committed to actuals.

Use document date for POP transactions:  when ticked will cause all purchase order transactions to be recorded in the job costing module by purchase order document date (rather than by requested date). This will also remove the validation put in place to ensure that a requested date is entered.

Suppress warning if no job at POP goods received: when ticked, will suppress the message ‘Warning: One or more purchase order/return lines are not linked to a job’ which is displayed when confirming receipt for an order which was created without the job costing module installed.

Don’t allow goods received with zero cost:  when ticked, the system will not allow purchase order goods to be received at zero cost. The error message ‘This line has no cost value and therefore cannot be received. Please amend the order and enter a cost value for this line’ will be displayed.

Automatically issue after purchase goods received: when ticked, POP receipts will automatically be issued to the related job using a stock ‘internal issue’ transaction. POP items/lines associated with the default POP job will not be automatically issued. You cannot automatically issue if the PO is linked to the N/A job.

Default internal area for issues: select an internal area for automatic issues.

Automatically issue at purchase order/return cost:  when ticked, stock received against the Job will get instantly issued at PO cost price, rather than stock costing method.

Update POP Lines with Invoice price: When ticked, if a price is entered in the Record Purchase Invoice screen that differs from the purchase order line price, then the purchase order line price will be updated to match the price entered for the invoice.


13.4. Settings: SOP

These settings relate to the Job Costing functionality integration with Sage Sales Order Processing.

Update SOP actuals on invoice: when ticked, the system will move SOP transactions from committed to actual when an invoice is posted. If unticked, actual values will be set when SOP items are despatched (apart from additional charges, as these always become actual values when the invoice is posted).

Automatically write cost of sales to job: when ticked will cause the system to automatically generate ‘cost of sale’ transactions for all stock items associated with the job via sales orders. These costs of sales transactions will be displayed in the ‘stock’ section of the Job Costing Enquiry screen (and reports). If unticked, COS transactions will not be included. Note: Job costing SOP cost of sales postings are created based on the SOP setting ‘Update stock quantities’ (see standard Sage SOP setting ‘Update stock quantities when: Order dispatch is confirmed or Invoice Posted’).

Show/Use SOP line dropdown:  when ticked a sales order line drop-down field may be selected when entering a new transaction related to a job. The drop-down selection list utilises job costing specific line numbers related to the ‘Use Static SOP Line Numbers’ setting, therefore it must be used alongside this setting.

Use Static SOP Line Numbers: When ticked an additional job costing ‘line number’ is stored in a spare field against each sales order line.

Automatically create job for sales orders: When ticked, a new Job will be automatically generated when entering a sales order.


13.5. Settings: Stock TAB

These settings relate to the Job Costing functionality integration with Sage Stock Control.

Automatically write stock job number to:  Select either ‘Reference’ or ‘Second Reference’ and all stock internal issues will automatically write the selected job number to the selected field.  Entry of other values will result in an error message being shown.

Default internal area on rapid issue screen: select a default Internal Area for the Job Costing Rapid Issue function.


13.6. Settings: Labour TAB

Labour costings can either be recorded using Timesheet Entry or via the Miscellaneous and Labour function.

Show labour tab when miscellaneous/labour screen is opened: when ticked the Labour tab will be displayed by default when the Miscellaneous and Labour screen is selected from the menu.

Show and allow override of cost rate value on labour entry: when ticked, will allow the Cost Rate value to be amended when entering a labour transaction via the Miscellaneous and Labour screen. A Cost Rate entry field will appear alongside the ‘rate’ drop-down selection box.

Hide charge-out rate value on labour entry: when ticked no charge-out rate value will be displayed when entering labour transactions.

Show job analysis codes 1 and 2 on miscellaneous/labour entry: when ticked no charge-out rate value will be displayed when entering labour transactions.

Obtain job header from cost rate: When ticked the Job Header on a timesheet entry will default automatically when a cost rate is selected. The default Job Header can be set on the Settings – Rate Descriptions Tab

Always show previous transactions for Job on Miscellaneous/Labour screen: when ticked, the ‘Include all previous entries for the selected job’ tick-box on the Miscellaneous and Labour screen will be checked by default to display all previously entered miscellaneous or labour transactions against the Job.

Description is mandatory when entering labour: when ticked, the labour description field must be populated when entering labour transactions via the Miscellaneous and Labour screen.

Apply mark-up percentage to calculate charge out rate: when ticked the system will use Job Header mark-up percentages instead of employee/resource charge-out rates when calculating charge-out values for labour or resource transactions.

Rapid Timesheets:

Rapid timesheet entry start day: select required timesheet entry start day e.g. Monday

Default Labour WIP nominal A/C: select the default nominal for Labour WIP nominal postings.

Sage 50 payroll ODBC connection Password: to import data to Sage Payroll, enter the Payroll password for the ODBC connection.

ODBC Data Source: It’s possible to configure multiple ODBC connections to Payroll if you need to connect different Sage 200 databases to different Sage Payroll companies. This field allows you to specify which Data Source you are using from within this Sage 200 company.

Update Employee Pay Rates/Elements: pay rates from Payroll will copy over into pay rates tab of each employee (see Maintain Employees).


13.7. Settings: Budget TAB

Budgets are set against the Job Headers. If the ‘Automatically generate budget records’ is ticked, the actual values entered in Job Costing will be create a budget entry against each header, otherwise looking at the budgets tab in the enquiry screen wouldn’t show any actual costs for that header.

The setting for ‘Enable hours columns on budgets & cost to complete’ can be de-selected if you don’t use budgets at an hour level.


13.8. Settings: Enquiry TAB

Exclude purchase stock item transactions: when ticked will exclude all purchase order ‘stock item’ lines from the Job Costing Enquiry screen. This setting has been included as some installations may prefer to manually receive purchased stock items (via stock movements). In this case the related purchase order transaction must be excluded from the enquiry to avoid the value being included twice.

Quantity number format: setting used to change the number of decimal places displayed for all ‘Quantity’ fields on the Job Costing Enquiry screen.

Value number format: setting used to change the number of decimal places displayed for all ‘Value’ fields on the Job Costing Enquiry screen.

Display balances tab: tick to display balances tab on job enquiry screen. Note: for new sites, this has been superseded by cost to complete.

Enable hide cost option on stock lists: Enabling this setting will give an additional right click option in the enquiry screen when in the stock box on the Summary tab, or the list displayed beneath the Stock Issues/Receipts tab. This option will display stock costs as zero for any transactions that you right click on and choose the ‘hide cost’ option. To display the cost again, right click on the transaction and choose ‘show cost’. Note that this doesn’t have any effect on figures displayed on reports, it’s only relevant to the enquiry screen.

Show committed application and retention lines: This setting is only applicable if you are also using the Sicon Construction module. It will add outstanding applications and retentions as committed transactions within the job costing enquiry screen.


13.9. Settings: Rate Descriptions TAB

The Rate Descriptions entered here will apply to Cost, Charge and Pay Rates.

The Rate Type is a drop down field where you can select either Hours, Salary, Allowance or Holiday. Currently, this is only important if you are using timesheets in WAP.

If extracting labour data from Job Costing to import into Sage Payroll, the Sage 50 Pay Element Descriptions should be entered against each rate. You can also either add the payroll rate numbers into that column, which would avoid the need for the ODBC connection to be needed when performing a Payroll Extract moving forward.

The Default Job Header for each Rate will only be available if the ‘Obtain job header from cost rate’ is ticked on the Settings Labour Tab. When hours are linked to that particular Rate, the default Job Header will be linked to that labour entry.

The ‘Get rate numbers from payroll’ button can be used to populate this screen once the Payroll ODBC connection has been configured, and the password has been recorded on the Labour tab.


13.10. Settings: Other TAB

Employee Spare Text description 1-5: these configurable spare text fields can be set to client specific values and will be shown on the Maintain Employee ‘Other’ tab. If no entry is made against these spare fields, they will be omitted from the screens.

Cost To Complete Mode: You can choose whether you wish to work either in weeks or in accounting periods in the Cost To Complete screen and Project Summary tab in the Job Costing enquiry screen.

DMS module integration enabled:  Where the Sicon DMS module is installed this setting is used to include/exclude scan/view functions of the document management system. If this option is enabled where the DMS module is not installed errors may be generated on some screens.


13.11. Enable Module

This screen is used to enter module enable string to allow use of the system.

When a new module enable string is provided enter (paste) into the new enable string field, then click OK to apply the string.

Job Costing Help and User Guide Image 62


14. Auto Reconcile Previous Transactions

This is a feature that attempts to automatically link job costing transactions with their corresponding nominal ledger transactions. When this is run, and you have answered yes to the prompt enquiring if you would like to automatically reconcile all job costing transactions, it will display a screen showing you which transactions it has managed to link. The outcome for linked nominal transactions, is that the id number of the job costing transaction is added to the end of the narrative field. It is important that this is not edited later and someone removes this id number, as this is used to connect the two.

Note: this screen has now been superseded by the Job Reconciliation screen, and the Reconciliation screen remains in the product for existing customers of Job Costing who would like to use this screen to automatically reconcile previously entered transactions. For sites new to Job Costing, there should be no reason to use this screen as the Job Reconciliation screen should be used instead.

See the Job Reconciliation screen earlier in this guide for further information.


15. Migration Tools


15.1. Migrating from Project Accounting

This is a feature used when migrating project accounting data into job costing. Currently it will relink existing purchase order lines that are linked to projects. So you would need to import all of the job details and other transactions using the import routines documented previously.

Once the jobs exist in Job Costing, this routine will then scan through all purchase order lines linked to projects, and relink them to the same job. If the job doesn’t exist, then it will create it, but only with the bare minimum of information. Once the purchase order line has been relinked, it will delete the original project accounting transaction. This is required if you want to be able to disable Project Accounting once it has been migrated, as you would be unable to do this if there were still purchase order lines linked to projects.

To run this routine, click the Start button. A progress bar is displayed while it is processing, and a message is displayed when it is complete.


16. Release Notes

The Release Notes document below shows which release of the Job Costing system includes which new features and for which version of Sage these will work.

The version number indicated in the Job Costing Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software.  Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list.  If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 6.1.39.113.

It is unlikely that these features will be documented in this help and user guide until the end of the development phase.

Sicon Job Costing Release Notes


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