Job Journal Expenses Tab


Enter expenses and miscellaneous items.


Enter mileage, etc. , make adjustments to job history, make budget and budget change entries.

Important Fields

Qty Used: Qty Billed:
The Actual (Used) and Billable Quantities may now be specified separately. The Quantity Used will be used for costing, and the Quantity Billed will be used to compute revenue for billing purposes. Note that the Quantity Billed field defaults when you enter the Quantity Used, but may be adjusted by the user if needed. This enhancement enables you to enter a single line of inventory to account for a situation where 4 widgets were used on a job, but you only wished to bill the customer for 3 of them.

Accounting Period:
This field defaults from the Effective Date in the Main record when you tab out of the Quantity field, but may be changed by the user if needed. An Accounting Period is not required for Budget or Budget Change entries.

For Actual transactions, validation ensures that the posting to GLH for each referenced Accounting Period is in balance. If the user attempts to force different accounting periods (with GL enabled) on the Labor or Expenses tab, the message "WARNING: this transaction is out-of-balance and must be corrected before it can be posted" will be displayed. When the user has acknowledged the message, a workspace will be displayed to show the user what is wrong so that the entry can be saved.

Effective Date:
This field initially defaults from the Effective Date in the Main record. If you changed the Period Id on this line, the Effective Date will be changed if it does not fall within the new accounting period. If a prior period is selected, the final day of the period will default. If a future period is selected, the first day of the period will default.

WO Id:
If this line is to be applied to a specific Work Order, enter its Id (or double-click to select from a list). If this is a Service Compute job, the WO Id must be entered.

Equipment Id:
If the user enters a Work Order Id, the system will default in the first piece of equipment on the Work Order’s Equipment tab UNLESS this behavior is disabled via registry (see Registry Option - Do Not Default Equipment Id). If the user double clicks on this field, the system will display a list of all equipment associated with the Client Site referenced in the Work Order.

Job Id:
The Id of the Job this line is being entered against. If this is a Service Compute job, the WO Id must be also be entered.

Cost Category:
This Cost Category should not use the category of Labor. When you double-click on this field, the list will be filtered so that only those Job Cost Categories with a selection type of Other, Material, Equipment or Subcontractor will be displayed. This field is required.

This field also supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field.  The full relationship is validated again when leaving a child line or saving a record. A registry entry may be implemented to turn the validation error into a warning.

Job Cost Code Id: Job Billing Item Id:
Enter the appropriate Id's for this Job or double-click to select from a list.

Unit Cost: Extended Cost:
Enter the costing information into one of these fields. The system will calculate the other.

Revenue Rate: Extended Revenue:
The system calculates the Extended Revenue based on the Revenue Rate, Billing Rate Type, and Quantity.

Other Rate Id:
Enter a valid Other Rate Id or double-click on this field to select from a list (do not complete this field if the Inventory Id is filled in for this line). If the Unit Cost is not already filled in, it will default from the Standard Unit Cost in the Other Rate Record.

Billing Rate Type Id:  Revenue Rate:
These fields default from the Rate Schedule for this Job, but may be changed if needed. These fields jointly determine how the Unit Price will be calculated:

If Markup is selected, the Revenue Rate will default from the Markup table (specified in the Rate Schedule for this Job). For example, a 120% markup applied to an item costing $100 would generate a unit price of $220. A 30% markup applied to an item costing $100 would generate a unit price of $130.

Margin enables the user to set the desired profit margin ((Unit Price - Unit Cost)/Unit Price)for this item in the Revenue Rate field.

If you select Multiplier, the system will multiply the figure in Revenue Rate X Unit Cost to obtain the Unit Price. For example, a multiplier of 1.2 applied to an item costing $100 would yield a unit price of $120.

If the Billing Rate Type Id is set to Unit Price, the Revenue Rate will equal the Unit Price.

Select the Billing Rate Type of n/a if a special price has been agreed on for this customer. In this case, you will leave the Revenue Rate field blank, and enter the Extended Revenue field directly.

If this entry is for an "extra" (not explicitly included in a contract), check this box (by double-clicking or pressing the Spacebar). Doing so flags this item as eligible for invoicing as a contract extra.

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PO Id:
If you enter a PO#, the software also defaults the Accounting Period Id from Job Journal header instead of the PO.

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Inventory Item Id:
Inventory Items may only be specified for budget or budget change entries.