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Enter expenses that will be billed to a job or work order and reimbursed to the employee on his or her payroll check.


Enter mileage expense, etc.

Important Fields:

Qty Used: Qty Billed:
The Actual (Used) and Billable Quantities. The Quantity Used will be used for costing and reimbursing the employee, 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.

Effective Date:
Enter this date in mmddyyyy format or double-click on this field to access the calendar. This Date must fall within the Start and End Date range of the Pay Period.

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

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 the WO field is completed, the Job, Job Cost, and Billing Item categories will default.

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.

If the sys-ffv-global setting 'DefaultEquipmentFromWorkorder' is set to false, the user is allowed to set the Equipment Id back to blank. If this registry option is not present or set to true, the Equipment Id must be completed if a Work Order Id is referenced.

Job Id:
The Id of the Job this line is being entered against. This field is required if the WO field is blank.

Cost Category:
This Cost Category should be filled in according to the type of entry being made: for example, miscellaneous materials would be assigned a Cost Category with a Cost Type of Materials. When you select from a list of Job Cost Category Id's only those with a Cost Type of Material, Other or Subcontractor will appear.

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.

Job Cost Code Id: Job Billing Item Id:
If the Work Order Id is not filled in, enter the appropriate Id's for this Job or double-click to select from a list.

Other Rate Id:
Enter a valid Other Rate Id or double-click on this field to select from a list if applicable to this entry.

If the W-2 Category field is completed in the Other Rate record, This entry will also be used to write to W-2 boxes (e.g, for Excludable moving expense reimbursements paid directly to the employee).

Bill Type Id:  Revenue Rate:
These fields default from the Other Rate Table specified in the Rate Schedule for this Job, but may be changed if needed. These fields jointly determine how the Unit Price of items flagged as Extras 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. When a Margin is entered, the system will calculate the price based on the above formula and the Unit Cost.

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

Select the Billing 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 Amnt Revenue fields 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.

This optional field may be used to briefly describe this entry.

This field defaults from the Job record but may be changed by the user. When Intercompany is enabled and a detail line contains a Job Id, any changes to the line's GL Entity are validated to ensure that the new GL Entity belongs to the same company as the Job.  It identifies the profit center or department to be charged with this entry. You may double-click to select from a list of Id's.

Unit Price:  Amount Revenue:
The Unit Price is based on the Unit Cost, Bill Type Id and Revenue Rate. The system calculates the Amount Revenue as the Unit Price X Hours. Either of these fields may be changed by the user; the system will recalculate the other.

Click the Magnify Button to see the following fields.

TechAnywhere Source Rn: Technician Id
If these fields are completed, this record/line was created/revised from TechAnywhere.