Using the Project And Job Costing (PJC) Details Window
This window is available only if you use Sage 300 Project and Job Costing. The window opens when you select an earning/deduction line on windows such as Timecards, Employee Timecards, Manual Checks, or Check Inquiry, and click the Jobs field. (The Jobs field displays only if you selected the Job Related option on the Timecard or Manual Checks window.)
The Project and Job Costing Details window lets you enter job-related information for the selected earning/deduction line. For each earning/deduction, you can distribute its job-related information among several jobs.
Before you start
Specify the Contract, Project, Category for each job.
If you use terms different than Contract, Project, and Category in Sage 300 Project and Job Costing, the program displays those terms instead. Select the contract, project, and category of the job to which you want to apply the earning/deduction line's job-related information. The contract, project, and category correspond to those that are set up in Sage 300 Project and Job Costing.
Contract
Select or enter a contract number for each detail.
You can enter or select only contracts that are open or on hold. If a contract that is on hold has never been opened, you cannot select it.
Project
You can only enter or select projects that are:
- Assigned to the contract that you selected.
- Open or on hold. If a project that is on hold has never been opened, you cannot select it.
Category
Select or enter a category that is assigned to the project that you selected.
The category must have a cost class of "labor", unless you are allocating an expense reimbursement.
For standard projects, you are allowed to select only categories to which the employee specified on the timecard has been assigned.
Note: After you have added the job detail line, you cannot change the Contract, Project, or Category fields.
Sage 300 Payroll then fills in most of the remaining fields on the window with default values, which originate either from Sage 300 Project and Job Costing, or the values you have set up on Employee Payroll window and Earning/Deduction Codes window.
You can change the values where permitted. Some fields must correspond with the values entered on the originating window (that is, on the timecard or manual check).
Project And Job Costing Details Field List
Cost Class
This field displays only for an expense reimbursement. This field corresponds to the Cost Class field in theSage 300 Project and Job Costing application. The value in the Cost Class field on the Project And Job Costing Detail window depends on the Category field entered, and is automatically displayed. You will not be able to edit it.
Resource
This field displays only for an expense reimbursement. This field corresponds to the Resource field in the Sage 300 Project and Job Costing application. The Resource field depends on the Cost Class field:
- If the Cost Class field is labor , then the Resource field automatically displays the employee number, and you cannot edit it.
- If the Cost Class field is not labor, then:
- For a basic project, you can enter a resource or leave the Resource field blank.
- For a standard project, you must enter the Resource field. Type the resource, or click the finder in this field to open a list of choices and select a resource.
Sage 300 Payroll validates the contents of the Resource field in the same manner as Sage 300 Project and Job Costing.
Resource Description
This field displays only for an expense reimbursement. This field describes the resource, and depends on the Cost Class field:
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If the Cost Class field is labor, then this field automatically displays the employee’s name, and you cannot edit it.
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If the Cost Class field is not labor, Sage 300 Payroll automatically displays the resource description as specified in the Resource Description field in Sage 300 Project and Job Costing, and you can edit the description.
Customer Number
This is the A/R customer assigned to the contract. This field is display-only.
Start and Stop Times
If applicable, enter these fields, which in turn will automatically update the Hours field.
Hours
If applicable, enter the number of hours to be applied to the earning for this job.
You must enter a value in this field for a Flat, Fixed, Hourly Rate, or Amount per Hour earning, or an accrual payment.
Pieces/Sales/Amt
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For a piece rate earning, enter the number of pieces completed. If the number of pieces on the corresponding timecard detail line is zero, then it will be automatically updated to contain the total number of pieces specified in the job details.
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For sales commission, expense reimbursements, benefits or deductions, enter the amount. If the amount on the corresponding timecard detail line is zero, then it will be automatically updated to contain the total amount specified in the job details.
Billing Type
This field displays only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).
This field is available only for:
- Time and Material projects.
- Fixed Price projects with an accounting method of Billings and Costs or Accrual-Basis.
Billing Rate/Pct
This field displays only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).
If the Billing Type is billable, then the Billing Rate/Pct field is enabled for the following:
- Time and Material projects.
- Fixed Price projects with an accounting method of Billings and Costs or Accrual-Basis.
The Billing Rate/Pct field contains the amount or percent at which to bill the customer. It shows a default value, as follows:
For piece rate and sales commission earnings, the default billing rate will be zero. This is because the program uses the billing rates defined in the piece rate/sales commission table defined on the Employee Payroll window.
It shows a default value from the Employee Payroll window (or from the Earning/Deduction Codes window if values are not defined on the Employee Payroll record window). You can change the value in the Billing Rate/Pct field if necessary.
Billing Currency
This field displays only if Accounts Receivable is multicurrency, and if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).
This field is display-only. It shows the currency of the customer specified for the selected contract, but only for:
- Time and Material projects.
- Fixed Price projects with an accounting method of Billings and Costs or Accrual-Basis.
OT Hours Override, OT Billing Rate
These fields display only if you have selected the Override Overtime option on the timecard, and if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).
Enter overtime hours or billing rate for overtime, if you want to override the default overtime hours or billing rate.
A/R Item No.
This field displays only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).
This field is enabled only for:
- Time and Material projects.
- Fixed Price projects with an accounting method of Billings and Costs or Accrual-Basis, and the invoice type is Item.
For a standard project, the Accounts Receivable item number specified for the employee resource for the project and category will be displayed by default.
For a basic project, the Accounts Receivable item number specified for the contract category will be displayed by default.
You can select another valid Accounts Receivable item number. The item number must be a valid item number in Accounts Receivable.
A/R Item UOM
This field displays only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).
This field is enabled only for:
- Time and Material projects.
- Fixed Price projects with an accounting method of Billings and Costs or Accrual-Basis, and the invoice type is Item.
For a standard project, the Accounts Receivable UOM specified for the employee resource for the project and category will be displayed by default.
For a basic project, the Accounts Receivable UOM specified for the contract category will be displayed by default.
You can select another valid Accounts Receivable UOM.
The UOM must be:
- A valid UOM in Accounts Receivable.
- A valid unit of measure for the Accounts Receivable item number entered and the contract customer’s currency.
WIP/COS Accounts (Regular, Overtime, Shift)
These fields display only for an earning, accrual payment, or expense reimbursement.
These fields are enabled if they are applicable to the timecard detail (for example, the Overtime Acct field will be editable only if the overtime schedule has been specified on the timecard detail), and depends on the contract/project. For example, you can edit WIP accounts for a project that has the following setup:
| Accounting Method: |
Billings and Costs |
| A/R Invoice Type: |
Item |
Sage 300 Payroll displays the Work in Progress (WIP) account from Sage 300 Project and Job Costing.
If the G/L Integration option Apply Cost Center Overrides To Project And Job Costing Accounts option is selected, Sage 300 Payroll displays the WIP account with any cost center overrides entered on the Employee Payroll window for the earning/deduction. Job cost center overrides are available for:
If you modify the segment overrides for the timecard detail after the jobs have been entered, and Sage 300 Payroll uses the Apply Cost Center Overrides To Project And Job Costing Accounts option for G/L Integration, the jobs for that detail will be automatically modified with the segment overrides.
Segment overrides are applied to Project and Job Costing accounts using the same rules as for the accounts in the timecard detail.
Use Optional Fields
If you use Sage 300 Transaction Analysis and Optional Field Creator and you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Common Services and in Payroll Setup Optional Fields setup, as described in Optional Fields.
On the Optional Fields entry table, enter or change optional field information as you require.
- You can accept or change any default values that appear.
- To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for the earning/deduction or tax, using the Optional Fields setup window.
- If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).
- To delete an optional field, click it on the list, and press Delete on the keyboard.
When you are finished, click the Close button to return to the previous window.
The Project and Job Costing Details window is display only if opened from the Check Inquiry window. It shows additional fields, such as the extended billing amount, overhead account and amount, labor burden account and amount, and so on.
