Adding or Modifying Overhead Expense Records

Overview

The Overhead Expenses screen lets you define overhead expense codes for expenses, such as rent, insurance, maintenance, and salaries for administrative staff, that are often necessary to perform work on contracts.

For example, if you rent office space, such as a trailer that you park on a construction site, you can set up an overhead expense record specifically for the trailer. You can then specify the overhead code as the resource in cost transactions.

When you post cost transactions for categories that use an overhead cost class, the program applies overhead to the specified projects. (You can enter the transactions using the Invoice Entry screen in Accounts Payable, or the Costs screen in Project and Job Costing.)

Before you start

  • Make sure the overhead record is not used in any existing contract projects.

To add, edit, or delete an overhead expense record:

  1. Open Project and Job Costing > PJC Setup > Overhead Expenses.
  2. If you are adding a new overhead expense code:
    1. In the Overhead Code field, enter a unique overhead code, using up to 16 alphanumeric characters.
    2. In the Description field, enter a description of the cost. You can use up to 60 alphanumeric characters.
    3. If you use Sage 300 Transaction Analysis and Optional Field Creator and you want to edit optional fields assigned to the record, click the Zoom (Image of Zoom button.) button beside the Optional Fields check box, then add or edit overhead expenses optional fields in the screen that appears.
    4. Enter default settings for standard projects in the A/R Item No., Unit of Measure, and Unit Cost fields.
    5. Enter rate at which you bill your customers for each unit of measure. (Time and materials projects and fixed price projects that use the billings and costs or accrual-basis accounting methods require a billing rate.)

      In a multicurrency system, you use the table to enter a billing rate for each currency used by your customers.

    If you are editing an existing overhead expense record:

    1. Use the Finder or the navigation buttons beside the Overhead Code field to select the overhead expense record you want.
    2. Enter your changes in the record.

    If you are deleting an existing overhead expense record:

    1. Use the Finder or the navigation buttons beside the Overhead Code field to select the overhead expense record you want.
    2. Click Delete, then click Yes to confirm that you want to delete the record.
    3. Skip step 3.
  3. Click Add or Save to save the record.
  4. To work with another record, use the buttons beside the Overhead Code field to start a new record (Image of New button.) or select an existing one (Image of Finder button.) .

After adding or modifying overhead expense records