How do I create a job?
Go to Transactions > Jobs
Jobs do not affect the Chart Of Accounts or Transactions. This is used for tracking expenditures that can be done over multiple years.
Tracking is done in 5 general areas
- BLDG - Building & Structures
- CONPRO - Construction Project
- COST - Cost Center
- EQ - Equipment
- GRANT - Grant Funded Project
The main screen can be filtered by:
- Job Year
- Dept
- Types
- Date Year
- User
To enter Job descriptions:
- Click Add New
- Enter Job Code a unique ID created by the user for the job
- Enter Description that makes sense to the user
- Select job Type type
- Enter Year
- Double-click the cell to select Dept
- Double-click the cell to select or add the Project
- Enter the date the job Begins
- Enter the date the job Ends
- Check Options either Active or Restricted
- Enter the BARS code where the Fuel Credit should be booked
- Enter the BARS code where the Fuel Charge should be booked
- Double-click Schedule 16 to select the grant the job should be tied to
From the Jobs Control Panel:
- Click View
- Click the Transactions tab to view the recorded transactions in the General Ledger
- Click the Accounts Payable tab to view all of the Accounts Payable entries related to the job
- Click the Purchase Orders tab to show all of the Purchase Orders for the job
- Click the BARS Codes tab to enter BARS codes associated with the job. This will restrict the job to having only these assigned BARS codes.
- Click the By Year tab to allow budgets to be entered by year for multi-year projects, independently of the Chart of Accounts for annual tracking purposes.
Don't budget the entire amount of a multi-year project in the first year.
- Click the Fuel Charges tab to track Gasboy fleet fueling systems
How do I create a contract?
Go to Transactions > Contracts
Contracts are vendor based and are used to track contracted amounts.
- Click Add New
- Enter a Contract name, a unique ID created by the user
- Enter a contract Description that makes sense to the user
- Double-click to select a Vendor
- Enter the Job code the ties to the contract
Click the Details tab to record the contract limit, original amount and totals for any amendments.
Click the Amendments tab to record changes to the contract.
- Click Edit
- Click Add New
- Double-click to select Type or add Amendment type
- Enter the name in Approved By for who approved the Amendment
- Enter amount amended in Amended Budget
- Enter Reason for the amendment
- Click Save
- Click Save
Edit & Save are the same button. The text will change depending on the mode the screen is in.
Click the Expenses tab to record charged expenses to the contract.
How to use Jobs and Contracts in Accounts Payable
Go to Transactions > Accounts Payable
When entering invoices:
- Use the Job column to link the distribution line for the job. Any unpaid AP will appear on the encumbered line with the selected job back in the Jobs module.
- Contracts column link the invoice to the Contract to be recorded in the expenses tab of the contract.
