Use the Job screen to view all of the job information (Administration > Job Costing > Search Jobs). 


  • Preview Tab - A quick overview of the job

    The Preview tab also displays important job figures such as contract amount, budgeted expenses, earned revenue and more.  The Preview tab is a quick, easy way to view the status of a job as of the current date.  This information can also be viewed in the Job Summary and can be filtered as of a specific date.

    • Original Contract (Bid) - Original bid amount as specified on job profile.
    • Change Orders - Total amount of approved change orders.
    • Total Contract - Original Contract amount +/- Change Orders
    • Pending Change Orders - Change orders in a pending status.
    • Budgeted Expenses - Total estimated expenses as entered on the budget.  Used to calculate percent complete.
    • Actual Expenses - All costs applied to the job as of the current date.  This includes approved timecard labor, delivered materials, vendor invoices, vendor checks and vendor invoices.
    • Cost to Complete - Budgeted expenses - actual expenses as of the current date.
    • Material Deliver - Total amount of materials delivered on the job as of the current date.
    • Material Waiting - Total amount of materials waiting delivery on the jobs as of the current date.
    • Labor Unapproved - Total amount of labor hours applied to the job, but in an unapproved status.
    • Unbilled - Total Contract - Billed. Basically the total contract amount minus the total amount of Job Bills entered as of the current date.
    • Billed - Total amount of job bills entered as of the current date.
    • Bill Taxes - Total amount of taxes applied to a job bill. Not tax applied to materials.
    • Paid - Total amount paid on job bills as of the current date.
    • Balance Due - Total amount due on job bills as of the current date.
    • Retained - Amount retained on all job bills as of the current date.  Note:  Retainage is calculated as a percentage of a job bill.  Retainage per job bill can be seen on the Billing menu of the job.
    • Earned Revenue - Percent Complete X Total Contract
    • Actual Profit - Earned revenue - actual expenses as of the current date.
    • Budget Profit - Estimated profit based on Adjusted Bid - Budgeted Expenses.
    • Complete - Actual Expenses/Budgeted Expenses.  Calculation of how complete the job is based on actual expenses compared to budgeted expenses.
    • Revenue - The amount of revenue recognized on the job as of the current date.
    • Costs - The amount of costs recognized on the job as of the current date.
    • Profit - Recognized Revenue - Recognized Costs.  The amount of profit recognized on the job as of the current date.
    • Pct Complete - Recognized Revenue / Total Contract.  Percent complete as of last revenue recognition.
    • Labor Hours - Total number of approved labor hours.
    • Labor Direct - Total amount of approved labor on the job excluding labor burden.
    • Labor Burden - Total amount of labor burden calculated on approved labor.
  • Profile Tab

    Use the Profile tab to view/update basic job information. Most of this information is entered when the job is created, and Accounting Method and Bid Amount are locked down as soon as the job is made Active.

    • Customer - Displays the customer's name.  Click in the field to access the full customer right click menu.
    • Job Name - The name of the job, such as Smith Pool Renovation.  The job name displays on all job reports and is a searchable field on the Job Search form.
    • Job Type - Dictates default general ledger posting accounts, default timecard and materials cost codes, labor burden rate and retainage rates for the job.
      • Default posting accounts setup at the Job Type level include Jobs in Progress, Job Billings, Job Revenue, Applied Direct Labor and Applied Labor Burden.  You must setup Job Types before adding a new job.  To setup Job Types, go to Administration>Job Costing>General Setup>Job Types.
      • The Job Type field can be changed once the job is active, but you must be aware that changing the Job Type could cause job transactions to post differently as of the change date. For instance, New Construction job type uses 4000 - New Construction as the default Revenue GL account and Renovations job type uses 4002 - Renovations.  You started the job with New Construction as the Job Type and recognized $10,000 in revenue. This revenue would have posted to the 4000 - New Construction GL revenue account. Now you change the Job Type to Renovations and recognize $5,000 in revenue. This revenue will post to 4002 - Renovations GL revenue account.  You now have revenue for the same job in two different places.  You can view the specific posting of a single revenue recognition by going to the Revenue menu of the job, highlighting the revenue recognition and clicking View.  You can also avoid this issue entirely by going to the Accounting menu of the job after making any changes to Job Type to ensure the correct default posting accounts are listed.
    • Accounting Method - The Accounting Method refers to how you plan to recognize revenue on the job.  There are two options: Percent Complete and Completed Contract.  This field cannot be updated once the first revenue recognition is created.
      • Percent Complete means you will recognize revenue in stages as the job progresses.
      • Completed Contract means you will wait until the job is 100% complete before recognizing any revenue.
    • Store - Determines the store that will be used when posting job figures to the general ledger.
    • Foreman - The primary person in charge of the job.  Job reports can be filtered by Foreman.
    • Sales Person - The person that made the original sale for this job.  Job reports can be filtered by Sales Person.
    • Store - Determines the store that will be used when posting job figures to the general ledger.
    • Interest - The primary marketing interest for this job, such as Pool.   Marketing efforts will be generated when a job is created if you have campaign streams setup for the selected interest.
      • If a campaign stream is generated for the job, it will stop if:
        • The job is changed to an Active status.
        • The job is changed to a Closed - Lost Bid.
      • Post-sale campaign streams will begin when the job status is changed to Close Job - Complete
    • Referring Customer - If the customer was referred to your store by an existing customer, you may associate that referral to the job by selecting the referring customer from the search screen.  The referral will then show on the Profile menu of the referring customer.
    • Contract - Text field for entering a contract number.
    • Comment - Text field for entering any special comments about the job.
    • Quoted - Quick reference to the quote that originated the Job.  Quote number will only be listed if the job was created directly from the quote. \
    • Flag - Customizable statuses for the job, such as Ready for Inspection, Waiting for Site Review, Gunite Complete, etc. Job reports can be filtered by job Flags. Flags are setup under Administration>Job Costing>General Setup>Job Flags.
    • Bid Amount - There are two options for entering bid amount: Bid by Phase and Bid Amount.  The Bid by Phase figure is calculated from the Budget and is the summary of bid figures for every phase/cost code combination.  The Bid Amount is the flat figure entered  when adding the job.  You can bid the job using either method, but remember this number will be used throughout the duration of the job to calculate revenue.  This figure cannot be changed once the job is active.
    • Estimated Start Date - This defaults based on the created date of the job, but can be changed at any time.  It is important to change the Estimated Start date before adding Phases since the start date of Phases will default to the Estimated Start date of the job.
    • Estimated End Date - Defaulted based on the average time required to complete other jobs of the same Job Type.  This figure is for information purposes only and can be changed at any time.
  • Location

    The Location tab displays the bill to and job Location addresses for the selected customer. These addresses default based on the bill to and ship to (job location) address on the customer.

  • Change Status - Change the status of a job

    Use the Change Status tab on the Job screen to change the status of the job.

    Open-Bid

    A bid is being presented to the customer.  You are waiting for approval to begin the project.

    Once a job is Active, you may change it back to a Bid status as long as the following has not occurred:

    • Cost Log records exist for job.
    • Unapproved timecard allocations exist for job.
    • Revenue has been recognized

    Closed-Lost

     The customer declined the bid.

    Open-Active

    The customer accepted the bid and you are currently working on the project or will soon begin the project.

    The following must be completed before a job can be made Active.

    • At least one phase must exist

    Close-Completed

    The Job is completed and all bills, payments and revenue recognition has been entered.

    You cannot close a job until the following has occurred:

    • Amount Billed must equal total amount of Bid (if there was a permanent change in the bid amount and the Bill amount is now less than the Bid amount, use a change order to edit the original bid amount).  
    • All timecard allocations must be approved
    • All costs must be recognized
    • All revenue must be recognized
    • Final revenue recognition must exist (clears out Jobs in Progress account)

    Closed-Cancelled

     The Job has been cancelled in any status and will not be completed at anytime.  You cannot close a job if the following exists:

    • Cost Log records exist for job.
    • Unapproved timecard allocations exist for job.
    • Revenue has been recognized
  • Job Team

    The Job Team (Administration > Job Costing > Search Jobs > Select a job > Job Team tab) is a group of individuals working on a specific job and could include the foreman, key sub-contractors and internal employees or technicians.  The Job Team menu is a great place for storing all pertinent contact information for each job team member.  The job team list, including contact information, will print on the internal version of the job Work Order.

  • Phases

    Phases are alpha/numeric codes or names that signify a job activity.  Phases are generally unique to the job type.  For instance, you may have different phases for a new pool construction versus custom spa installation. Phases are critical to the setup of a job and dictate how materials, labor and AP transactions will be allocated.  All materials, labor, AP transactions, work orders, job bills, sub-contractors, budget line items and cost log entries are allocated to the job using a specific phase and cost code combination.

    Phases are created and stored in a "tree" format, similar to the Chart of Accounts or Inventory tree.  Our recommendation is to have one Summary Phase and at least one Detail phase for each high level job activity.  For instance, "Contract & Permits" might be your Summary phase and below that is "Contract Signed" and "Permits Acquired."  Another example might be "Excavation" as the Summary phase and "Excavation" as the Detail phase as well.

    Click Add Summary Phase to enter a new high level Summary phase.  Only the Name field is required.  We recommend placing numeric codes at the beginning of each phase to ensure the Phase sort order is correct.  For instance, 01, 02, 03, 04, etc.

    You may optionally select a Jobs in Progress and Job Expense account at the phase level.  Entering GL accounts here will override the GL expense account associated with the cost code as well as the Jobs in Progress account specified in the Job Accounting menu.  We do NOT recommend selecting GL accounts on this screen without first speaking to an Evosus Support Specialist.

    Changing the status of a phase to "Closed" will prevent any costs from being assigned to the phase.  This is a good way to control what costs are assigned to each phase once the phase is complete.

    Double click a Summary Phase to update the phase information.

    Click Add Detail Phase to enter a new detail phase.  Only the Name field is required.  We recommend placing numeric codes at the beginning of each phase to ensure the Phase sort order is correct.  For instance, 01, 02, 03, 04, etc.

    You may optionally select a Jobs in Progress and Job Expense account at the detail phase level.  Entering GL accounts here will override the GL expense account associated with the cost code as well as the Jobs in Progress account specified in the Job Accounting menu.  This will also override any GL selection entered in the Summary phase.  We do NOT recommend selecting GL accounts on this screen without first speaking to an Evosus Support Specialist.

    Changing the status of a phase to "Closed" will prevent any costs from being assigned to the phase.  This is a good way to control what costs are assigned to each phase once the phase is complete.

    Double click a detail phase to update the phase information.

  • Materials

    The Materials Manager displays all materials (stock and non-stock items only) required for the job and lists the associated phase and phase start date.  General features of the screen include purchase order creation, printing packing slips, delivering items, editing vendors, stock sites and tax codes as well as assigning serial numbers.  

    Items listed in the Materials Manager will be in one of the following statuses:

    • Waiting - Items waiting to be delivered to the job.  All items waiting delivery display the default vendor cost until delivery at which point Evosus grabs the latest cost (based on inventory valuation method).  These items will display "Need in Days" and "Lead Time" fields to help you determine when to order product.  The "Need in Days" number is based on the number of days until the start of the phase associated to the line item.  The "Lead Time" number is the average lead time to receive this item from the vendor if you were to purchase the item.  A system parameter also exists that dictates when job items start appearing on purchase order reorder alerts.  By default, items will start appearing on the reorder alerts screen 30 days prior to the phase start date.  The system parameter will dictate that time frame.
    • Delivered - Items have been marked as delivered.  Inventory quantities were reduced and the appropriate cost (based on inventory valuation method) was assigned to the item.  Item cannot be edited unless it is undelivered.
    • Not Used - All items in a Waiting status when a job is closed will change to Not Used.  This allows you to see which items were left undelivered on a job without seeing those items as Reserved or on the reorder alerts screen.

    There are four ways to add items to the job...


    Add items manually

    Allows you to add items manually using the inventory tree or inventory search screen.

    1. Click Add>Add Manually.
    2. Select the appropriate phase from the drop down menu.  You may change the Phase between adding each item.
    3. The Cost Code will default to the default Materials cost code; however, you may select a different cost code from the drop down as needed.\
    4. Check the "Append Like Items" box if you want Evosus to add new quantities to existing line items.  Uncheck the box if you want additional line items to be created for the same item. Note: Appending also works for kits.
    5. Enter an item code or click the search button to locate an item.
    6. Enter the quantity you wish to add.
    7. Click Add Item.  Note:  You can uncheck "Keep Open, Add Multiple Items" if you want the screen to close as soon as you click Add Item.
    8. Repeat steps 2 - 7 until all items have been added.
    9. Click Close to exit the screen and return to the Materials Manager.


    Add items from another job

    Allows you to add items from one or more jobs that already exist.

    1. Click Add>Add from Another Job.
    2. Select a job from the list or use the Name Search field to locate a specific job.
    3. Highlight the job and click Select.
    4. Select the appropriate phase from the drop down menu.  If the "Match to Other Job Phase if Possible" box is checked, then Evosus will attempt to match the phase assigned to the copied items to phases in the new job.  If Evosus cannot match a phase, the items will default to the phase selected on this screen.
    5. The Cost Code will default to the default Materials cost code; however, you may select a different cost code from the drop down menu as needed.
    6. Check the items you wish to add and click Add Items.  You may also click Select All to check all items in the list.
    7. Click Close to exit the screen and return to the Materials Manager.

    Add items from existing order or quote

    Allows you to copy items from an existing quote or order.  The items will not be removed from the original quote or order; the items are simply copied to the job.  This is useful if you use quotes in Evosus to generate the bid, but want to use Job Costing to track the progress of the job.  Keep in mind that labor and other charge type items cannot be added to jobs.

    1. Click Add>Add from Quote/Order.
    2. Select the appropriate phase from the drop down menu.  You may change the Phase between adding each item or group of items.
    3. The Cost Code will default to the default Materials cost code; however, you may select a different cost code from the drop down menu as needed.
    4. The Customer field will default to the customer associated to the job; however, you can select a different customer by using the Search button.
    5. The Quote/Order drop down will change dynamically to match the selected customer. Select a quote or order from the drop down menu.  A list of items will appear.
    6. Check the items you wish to add and click Add Items.  You may also click Select All to check all items in the list.
    7. Repeat steps 2 - 7 until all items have been added.
    8. Click Close to exit the screen and return to the Materials Manager.

    Add items from spreadsheet



    1. Click Add>Add From Spreadsheet.
    2. If you haven't created your spreadsheet, click Make Spreadsheet Template to create and save  your spreadsheet.  See notes below about creating the template spreadsheet.
    3. Once the spreadsheet is saved, click the [...] search button next to Import This Spreadsheet and select your spreadsheet.
    4. Click Step 1: Stage Spreadsheet.
    5. A list of items to be imported will display in the grid.  Any errors will be displayed at this time, such as mismatched item codes, cost codes, etc.  Fix those issues in the original spreadsheet, then restart at step 3 above.  If there are no errors, proceed to the next step.
    6. If you want the items you're adding to append to any existing quantities, then make sure the "Append Like Item Quantities" box is checked.  This will add the new quantities to any existing line items.  If you do not want to append to existing quantities, then uncheck the "Append Like Item Quantities" box.  This will add new line items to the Materials Manager.  
    7. Click Step 2: Import Spreadsheet.
    8. Click Close.


    Tips for Creating the Job Materials Spreadsheet

    • The Description column header MUST exist, but text in the field is optional.  Notice how one Description field is left blank in the example above.  It will still import the rest of the data in the row.
    • Use the Detail Posting/Sub Phase name for the Phase column.  You don't need the Summary Phase name, just the detail phase name.
    • Make sure the Cost Code text you enter exactly matches what is in Evosus.
    • Kits can be imported through the spreadsheet.  Just enter the Kit Code in the ItemCode column.  For static kits, Evosus imports all items.  For dynamic kits, Evosus imports only permanent kit items.
    • Enter a negative if you want Evosus to remove or reduce quantities from the Materials Manager list.  When reducing quantities, the FULL quantity you wish to remove must already exist in the Materials Manager or else the item will not be removed.
  • Subcontractors

    The Subcontractors tab (Administration > Job Costing > Search Jobs > Select a job > Subcontractors tab) allows you to store important information for each sub-contractor working on a specific job.  Information such as phase/cost code, vendor name, bid amount, insurance information and performance review is stored for each sub-contractor.  Note: Insurance information is entered at the Vendor level.

    Click Add to enter a new Sub-Contractor.  You are only required to enter Phase, Cost Code and Description although the amount figure is important since it can be pulled into the budget and used to compare projected versus actual sub-contractor costs. Since insurance information is entered at the Vendor level, it's a good idea to always select an associated vendor to ensure insurance information is being displayed for the sub-contractor in each job.   Note:  If a vendor is associated to a sub-contractor, then all jobs associated with the vendor will appear on the Job menu of the Vendor Profile.

    Note:  Performance Review, Whiteboard and Insurance tabs are available once the Sub-Contractor is saved.

    Click Update to edit sub-contractor information and view performance review and insurance information. The performance review questions are setup in the same place as Service Interview questions and serve a dual purpose.


    Options button

    • Add - Allows you to add a new sub-contractor.
    • Update - Edit sub-contractor information and view performance reviews, whiteboard and insurance information.
    • Delete - Remove a sub-contractor from a job.
    • Go to Vendor - Removes the highlighted phase from the list. Note:  You cannot delete phases if any costs have been applied to the phase.  Example:  timecard allocations, delivered materials or AP transactions.
    • Add Bill - Option only available if vendor is associated to sub-contractor.  Takes you to Bill-Other screen with vendor and job information pre-filled.
    • Pay Bills - Option only available if vendor is associated to sub-contractor.  Takes you to the Pay Bills screen auto-filtered by selected vendor.
    • Write Check - Option only available if vendor is associated to sub-contractor.  Takes you to Write Checks screen with payee and job information pre-filled.
    • Add Debit Memo - Option only available if vendor is associated to sub-contractor.  Takes you to Debit Memo screen with vendor and job information pre-filled.
    • Add Purchase Order - Option only available if vendor is associated to sub-contractor.  Takes you to Add New Purchase Order screen with vendor and PO Name pre-filled with job information.
    • Copy Subs from Other Job - Allows you to copy sub-contractors from another job.  Select "Copy Subs from Other Job."  On the Job Search screen, locate the job to copy from.  Highlight the job and click Select.  All sub-contractors for the selected job will be added to the new job automatically.  All information is copied including amount.
    • Cost Variance Log - Allows you to view changes to sub-contractors that cause the sub-contractor totals to differ from the budget.  Adding, deleting  and updating sub-contractor amounts will increase or decrease the variance once a job is active. This is helpful for viewing cost changes that occurred to the job and caused your budget to be out of sync with actual costs.
  • Budget

    The Job Budget allows you to record budget and bid figures by phase and cost code.  Budget entry is not required, but is important for calculating job percent complete and actual vs projected revenue and cost.  Budget entry is made easy with the ability to copy materials and sub-contractor costs directly into the budget, update bid by margin percentage and utilizing the direct labor calculator to estimate labor costs (including burden) based on estimated hours.

    The first screen you see when clicking the Budget menu is a summary of all figures entered in the Budget.  All amounts are displayed by Phase/Cost Code combination.  The Percent Complete figure is calculated by dividing Actual Cost by Budgeted Cost.

    Click Update to edit budget figures.  The Budget update screen can be filtered by Summary Phase, Detail Phase and Cost Code to limit the information you see on the screen.  The upper right corner displays summary budget figures such as Budget, Bid, Margin and total hours.  You may enter information in the Budget, Bid and Hours fields as long as the job is in a Bid status; however, the Bid fields are locked down once the job is Active.


    Options button

    • Copy Current Material Amounts - Allows you to copy materials costs from the Materials Manager directly into the budget.  You can copy materials costs by phase or group of phases.  Simply select the phases you wish to copy and click Copy.  The material costs will be imported based on the phase and cost code associated to each material.
    • Copy Current Sub-Contractor Amounts - Allows you to copy sub-contractor amounts from the Sub-Contractors menu directly into the budget.  You have the option to Replace Current Amounts or Append to Current Amounts.  The Replace Current Amounts option is best if you're adding all new Sub-Contractors or made significant changes and simply want to replace your previous work.  Append to Current Amounts is best if you manually entered sub-contractor costs into the budget and now want to add additional sub-contractor costs.  Simply select the phases you wish to copy and click Copy.
    • Direct Labor Calculator - Helps calculate labor costs, including labor burden based on the job setup.  Simply select a phase/cost code combination, enter the estimated hours and estimated average pay rate.  Click Save This Amount to have the total added to the budget.
    • Mass Update Bid by Margin - Sets the bid amount based on a specific margin.  You can set the margin by phase/cost code or assign the same margin to all phases/cost codes.  Simply select the Phase and Cost Code, enter the Margin and click Apply Margin.
  • Work Orders

    Work Orders (Administration > Job Costing > Search Jobs > Select a job > Work Orders tab) allow you to schedule work, assign techs and print work orders and packing slips.  Tasks scheduled within Job Work Orders display on the main Service & Delivery Calendar.  Work Orders can also be printed using Print Docs in Service & Delivery.

    There are two ways to add work orders to the job

    Add Work Orders Manually

    Allows you to add Work Orders from scratch with no defaults.  Simply click Add and begin entering information.

    Copy Work Orders from Other Job

    Allows you to copy Work Orders from existing jobs.  This will copy all pertinent information including Job Type, Name and Request.  Job Phase and service tasks are not copied.  On the main Work Orders menu, click Options>Copy Orders from Other Job. On the Job Search screen, locate the job to copy from.  Highlight the job and click Select.  All work orders for the selected job will be added to the new job automatically.

    The Work Order is comprised of six menus:  Profile, Request, Materials, Schedule, Whiteboard and Print.


  • Schedule

    The Schedule tab on the Job screen (Administration > Job Costing > Search Jobs > Select a job > Schedule tab) displays all tasks scheduled for the job whether manually created from the Schedule menu or created from a job work order.  You can add new tasks, mark tasks as completed and view the service schedule from this screen.

    Click Add to enter a new manual service task.

    Click Update to edit information on the highlighted service task.

    Options button

    • Add -  Allows you to enter a new manual service task.  This service task will appear on the main Service & Delivery calendar
    • Update - Edit the information on the highlighted service task
    • Task Complete - Marks the highlighted task as "Completed.
    • Task Cancelled - Marks the highlighted task as "Cancelled."
    • View Schedule-Dispatch - Takes you to the Dispatch Calendar for the current day.
    • View Schedule-Calendar - Takes you to the Service Calendar for the current week.
  • Labor

    Use the Labor tab to view all labor hours assigned to the job. Labor hours are entered in Approve Timecards and allocated to specific jobs using the Job Allocation grid.  Labor hours will appear on the Labor menu of the job as soon as the allocation is entered, but the time will be blue.  This indicates the time has not been Approved.  Once the time is Approved, the labor hours turn black, are recorded in the Job Cost Log and will be available to post to the General Ledger.

    If time is incorrectly recorded for a job and the time has not been approved, you can simply delete the job allocation entry from the Approve Timecards screen.  If the time has been approved, you must Unapprove the time from Approve Timecards, then delete the allocation. Keep in mind that unapproving the timecard will reverse ALL timecard job allocation records for that employee for that week.  You will see reversing entries on the Cost Log and possibly on the GL if the time was already posted.  Simply Approve the time again to get the hours back on the job.  New entries will be made to the Cost Log and GL, if applicable.

    Click View to review the employee's Timecard and Job Allocations. You must have permissions to view the employee's Timecard.

    In the screenshot below, time for Christina Braks is not approved, so hours show in blue.  Time for Jake Jacobs is Approved, so hours show in black.


    In the screenshot below, Jake Jacobs' approved time displays on the Job Cost Log. Once time appears on the cost log, it is ready to post to the GL and will be captured during the next Revenue Recognition.


    Posting Job Labor

    Step 1:  Approve Timecards - posts applied labor and burden based on job type GL selections

    Step 2:  Recognize revenue - posts expense based on Timecard Cost Code GL selection

    Approve Timecards

    *Timecards must be marked as Approved to post as a cost on the job.

    GL Account
    Debit
    Credit
    Journal
    Jobs in Progress
    XXX

    Job Journal
    Applied Direct Labor

    XXX
    Job Journal
    Applied Labor Burden

    XXX
    Job Journal

    Percent Complete Revenue Recognition

    GL Account
    Debit
    Credit
    Journal
    Jobs in Progress (Profit)
    XXX

    Job Journal
    Job Revenue

    XXX
    Job Journal
    Timecard Expense
    XXX

    Job Journal

    Security Permissions Required

    Category
    Function
    Job Costing
    Can Search
    Job Form - Can Edit - Labor
    Job Form - Can View - Labor
    Administration - Timecards
    Can edit/approve all Timecards
  • AP Transactions

    The AP Transactions tab (Administration > Job Costing > Search Jobs > Select a job > Job AP Transactions tab) displays all Accounts Payable transactions allocated to the selected job and is comprised of four tabs:

    Invoices

    Displays Bill-Other vendor invoices allocated to the job. Inventory invoices do not display on this tab since jobs are not directly assigned to inventory invoices and the inventory cost comes from item delivery.

    Posting AP Other Invoices created through Job Costing

    GL Account
    Debit
    Credit
    Journal
    Jobs in Progress
    XXX

    Purchases Journal
    Accounts Payable

    XXX
    Purchases Journal


    • Click Add Bill to enter a Bill Other vendor invoice. The job name will default automatically.  The Phase and Cost Code will default if the selected vendor is setup as a sub-contractor on the job
    • Click Add Inventory to enter a new inventory invoice.  Keep in mind, Inventory Invoices do not show on the AP Transactions menu of a job even if they are added through the job
    • Click Update to edit the highlighted vendor invoice
    • Options button
      • Add Bill Other - Enter a Bill Other vendor invoice
      • Add Bill Inventory - Enter an inventory invoice.
      • Update - Edit the highlighted vendor invoice.
      • Close - Marks the highlighted invoice as Closed.
      • Cancel Invoice - Marks the highlighted invoice as Cancelled. If posted, a reversing entry will be made on the general ledger. Invoice cannot be cancelled if payments are applied.
      • Pay Bills - Opens the Pay Bills screen filtered by the highlighted vendor.  If no invoices appear on the Pay Bills screen, it's most likely due to the date filters selected on the Pay Bills screen.  By default, "Due on or before" is selected and only invoices due within the next 7 days will display.  Click Show All Bills to view all bills for the highlighted vendor.
      • Open Vendor - Opens the vendor profile for the highlighted invoice.


    Payments

    Displays all payments associated to a job.  A payment can appear on the Payments tab for two reasons:

    1. The payment was applied to an invoice that was associated to the job.
    2. The manual check payment was allocated directly to the job. In this case, the Memo field will default to the job name.

    Posting checks created through Job Costing

    GL Account
    Debit
    Credit
    Journal
    Jobs in Progress
    XXX

    Purchases Journal
    Bank Account

    XXX
    Purchases Journal


    • Click Pay Bills to open the Pay Bills screen for all vendors.
    • Click Write Check to create a manual check for the job.  The job name will default automatically.  The Phase and Cost Code will default if the selected vendor is setup as a sub-contractor on the job.
    • Click Update to view or edit the highlighted payment.
    • Options button:
      • Pay Bills - Opens the Pay Bills screen for all vendors.
      • Write Check - Create a manual check for the job.
      • Update - Edit the highlighted vendor payment.
      • Cancel Payment - Marks the highlighted payment as voided/cancelled.  If the check is posted, a reversing entry will be made on the GL.
      • Print - Opens the Print Checks screen with the highlighted check selected and ready to print.
      • Open Vendor - Opens the vendor profile for the highlighted payment.


    Debit Memos

    Displays all debit memos allocated to the job.

    Posting Debit Memos created through Job Costing:

    GL Account
    Debit
    Credit
    Journal
    Jobs in Progress

    XXX
    Purchases Journal
    Accounts Payable
    XXX

    Purchases Journal


    • Click Add to enter a new debit memo for the job.  The job name will default automatically.  The Phase and Cost Code will default if the selected vendor is setup as a sub-contractor on the job.
    • Click Update to view or edit the highlighted debit memo.
    • Options button:
      • Add - Enter a new debit memo for the job.
      • Update - Edit the highlighted vendor debit memo.
      • Cancel Memo - Marks the highlighted debit memo as voided/cancelled. If the check is posted, a reversing entry will be made on the GL.  The debit memo cannot be voided if it is applied to an invoice.
      • Open Vendor - Opens the vendor profile for the highlighted debit memo.

    POs

    Displays all purchase orders allocated to the job. Purchase Orders do not post specific to a job.  The material cost is recorded when the product is delivered using the inventory costing method defined in Accounting>General Setup>Accounting Defaults.

    • Click Add to enter a new purchase order.
    • Click Update to view or edit the highlighted purchase order.
    • Options button:
      • Add - Enter a new purchase order.
      • Update - Edit the highlighted purchase order.
      • Print - Allows you to print the highlighted purchase order.
      • Place on Order - Mark the purchase order as "On Order."
      • Receive - Mark items as Received on the purchase order.
      • Open Vendor - Opens the vendor profile for the highlighted purchase order.


  • Cost Log

    Use the Job Cost Log to view all cost-related entries created for a job- for example, timecard allocations, material delivery, AP invoices, AP checks and AP debit memos. The Cost Log is the one place to view all cost-related activity on the job and the best place to research possible discrepancies or incorrect allocations. It is important to note that all transactions on the Cost Log will post to the general ledger as of the "Post Date" that is listed.  A "Posted" column is available to determine if a transaction has posted or not.

    All columns in the Cost Log can be used to filter the grid.  Simply click a column header and the grid will sort accordingly.

    The filters at the top of the screen can also be used to limit the data you see in the grid.  Filters include Phase, Cost Code, Cost Type, Text Search and Date Range.  You must click Refresh after each filter selection.

    Sometimes you will see negative entries in the cost log.  This indicates a reversing entry was created due to undelivering materials, unapproving time, deleting job allocations on AP transactions or direct cost transfers to/from jobs. All reversing entries on the cost log will have corresponding reversing entries on the general ledger.

    Timecard Allocations

    There are three columns designated for timecard allocations only:  Time Date, Hours and Alt Type.

    Time Date - The actual date the employee worked and recorded hours.  This differs from the Post Date since the post date is either the pay period end date or the pay date, not the time date.

    Hours - The number of hours applied to the job, both direct labor hours and burden hours. If a time entry is negative, it means the time was unapplied from the job AFTER the time was approved. This creates reversing entries on the cost log and reversing entries are created on the general ledger.

    Alt Type - The type of hours applied to the job; either direct labor hours or burden hours.

  • Change Orders

    Change Orders (Administration > Job Costing > Search Jobs > Select a job > Change Orders tab) are used to record adjustments made to the original bid amount and could include unforeseen excavation issues or product upgrades. Change Orders will increase or decrease the total contract amount accordingly.  This information can be seen on the Job Preview menu, Job Summary,  Job Billing report,  Job Percent Complete report and Job Profitability report.

    Change Orders can also be assigned to specific job materials so you can view the connection between the change order request and any materials added to the job due to the change order. The assigned materials will appear on the Change Order audit log.

    Click Add to enter a new Change Order.  You are required to enter Phase, Type, Status, Employee and Name.  All other information is optional.

    • Internal Notes and Audit Log tabs are available once the Change Order is saved.


  • Billing

    Use Job Bills (Administration > Job Costing > Search Jobs > Select a job > Job Bills tab) to invoice a customer for work completed as the job progresses.  Job Bills are similar to Invoices and Progress Bills in that they appear on the AR Aging and Customer Statements; however, it is important to note that revenue is not recorded when a Job Bill is created (revenue is recorded during the revenue recognition process) . When a Job Bill is created, a posting is made to Accounts Receivable and the Job Billings contra-asset account.  The Job Billings account is cleared once final revenue recognition occurs. The Job Billings account is specified in the Job Type setup OR the Accounting Defaults menu of the job.

    Another important feature of Job Bills is that the job cannot be closed until the job has been 100% billed.  If you are not billing the customer for the total bid amount, then you have two options for completing the job.

    • Create a job bill for the remaining unbilled bid amount. Then create a Billing Adjustment (job credit memo) and apply the credit to the job bill.  This will mark the bill as paid allowing you to close the job.
    • Create a Change Order to reduce the original bid amount by the unbilled amount.  This will also allow you to close the job.

    Click Add to enter a new job bill.

    Click Update to edit an existing job bill.

    Options button

    Add - Enter a new job bill.

    Update - Edit the highlighted job bill.

    Print Summary Bill - Allows you to print the summary version of the Job Bill.  This is a document you can present to the customer.  The  Summary version of the bill only prints the bill amount - it does not print each phase/cost code billing entry.

    Print Detail Bill - Allows you to print the detail version of the job bill. This is a document you can present to the customer. The Detail version of the bill prints each individual phase and cost code billing amount.

    Void Bill - Allows you to mark a job bill as Voided.  If payment has been applied to the job bill a credit memo will be created for the payment amount. If the job bill is posted a reversing entry will be made to the general ledger.

    Receive Payment - Allows you to receive payment on the highlighted Job Bill.


    Add and Update Job Bills

    Job Bills are comprised of 10 menus:

    Profile

    Displays basic information for the job bill such as customer, store, employee and payment terms.

    • Click in the customer field to go directly to the Customer's Profile.
    • Click the yellow posting status box in the upper right to view posting details for the transaction.
    • Click the Hold Posting box to prevent this invoice from posting to the general ledger.   Keep in mind, the AR Aging will not tie to the GL when you have transactions marked as Hold Posting.  You must uncheck this box and post ALL transactions prior to completing month or year end adjustments.

    The Job Bill will display on the AR Aging and will post to the GL based on the Invoice Date specified on the Profile menu.


    Location

    Displays the Bill To and Job Location addresses.

    • Click Search to view a list of all addresses on file for the selected customer.  To select an address, simply highlight the address and click Select.
    • Click Add to enter a new address for the selected customer.  The address will be added to the job as well as the customer profile.
    • Click Update to edit the address currently listed on the screen.  Note:  To update the Bill To and Ship To with the same information, first edit the Bill To by clicking Update.  Save your changes then click Search under Job Location.  Select the updated address and click Select.

    Billing Amounts

    Allows you to enter billing line items for the Job Bill.  Each bill must have at least one billing line item.  A billing line item specifies a phase, cost code, amount, retainage and tax (if applicable).

    • Click Add to enter a billing line item.
    • Click Update to edit the highlighted Job Bill.  
    • Click Void to cancel the highlighted Job Bill. If payment has been applied to the job bill a credit memo will be created for the payment amount. If the job bill is posted a reversing entry will be made to the general ledger.

    Adding a Job Bill

    You must select a Job Phase and Cost Code from the drop down menus.  Some companies bill for each phase/cost code as the phase is completed, in which case you will want to select a specific phase/cost code combination.  If you bill based on pre-determined amounts at specific stages, then Evosus recommends creating one phase and one cost code called Billing.  These will only be used for Job Bills.  NOTE: Since Phase and Cost Code have no affect on Job Bill posting, the other option is to simply select any phase or cost code and never print the Detail Job Bill.

    You may optionally select a Tax Code.  If a tax code is selected on the Job Bill, it should be a Sales tax code, not a Use tax.  Sales tax codes should be used in Job Bills if Use Tax is not being charged on job materials.

    Enter the Amount of the Job Bill excluding tax and Retainage.

    Enter the Retainage amount.  If a default percentage is setup, then the amount will auto-generate.

    Enter a Description for the Job Bill.  The description will print on the Job Bill directly below the billing line item.

    Enter a Comment for the Job Bill.  The comment does not print.

    Click OK to save.

    Comments

    Enter text to print on the Job Bill.  The Comment will print on the Job Bill directly above the Summary section.

    Payments

    Apply payments directly to the Job Bill or view previously applied payments.  Job Bills can be paid using any payment method, including account credit (credit memos).

    • Click Add to enter a new payment for the Job Bill.
    • Click Update to view or edit the highlighted payment.

    Notes

    View or add notes for the Customer.  Keep in mind these are customer notes, not Job Bill specific notes.

    • Click Add to enter a new note for the customer.
    • Click View to view the note details.  You cannot update the note when clicking View.
    • Click Options>Update to edit note details.

    Whiteboard

    Enter generic text notes to the Job Bill. These notes can be updated by an employee, but cannot be seen by the customer. Quick Text is available via right click on the Whiteboard.

    Print

    Print the Job Bill Summary or Job Bill Detail documents.  See above for examples and more information.

    Job Summary

    Takes you to the Job Summary report. This report is useful in determining how much to bill a customer if you bill based on phase completion.

    Accounting

    Allows you to view general ledger postings for the job bill (same as clicking the yellow field on the Profile menu) or view tax details for all job bills related to this job.

  • Revenue

    At some point throughout the job you will recognize revenue and profit - either as the job progresses (percent complete) or at the completion of the job (completed contract).  Recognizing revenue will record earned revenue, actual costs and profit so the figures can  post to the general ledger.  Revenue Recognition is a manual process and must be completed prior to closing a job.

    It is important to differentiate between Job Bills and Revenue Recognition as they are two separate processes.  Billing the customer via Job Bills is simply a request for money.  Revenue Recognition, on the other hand, means you've completed a specific amount of work and can post the revenue earned from those services. Some users will want to recognize revenue at the same time as creating Job Bills.  This is fine, but you must make sure you setup your job as Percent Complete.  You can then manually enter the revenue recognition amount rather than using the Evosus calculated amount.

    Click Add to recognize revenue for the highlighted job.

    Click View to view GL posting details for the highlighted job revenue recognition.

    Click Void to cancel the highlighted revenue recognition. Revenue recognition must be voided IN ORDER which means any revenue recognitions that occurred BEFORE the highlighted recognition must be voided first (same job only).  You will then need to re-enter the revenue recognitions.

    There are two methods for recognizing revenue

    • Completed Contract - An accounting methods used when determining how to recognize revenue on a job.  Setting up a job  as Completed Contract means you will not recognize any revenue on the job until the job is 100% complete.  By default, Evosus will check the "Is Final Job Posting" box when recognizing revenue if Completed Contract is selected.
    • Percent Complete -  An accounting methods used when determining how to recognize revenue on a job.  Selecting percent complete means you will recognize revenue in stages as the job progresses. You have the option of using the Evosus calculated Revenue figure (based on actual vs budgeted costs) or manually entering a Revenue amount.

    Understanding Revenue Recognition

    As the job progresses, you assign costs to the job in the form of employee labor (timecards), job materials, vendor invoices, checks and debit memos.  These costs post to the Jobs in Progress asset account.

    During this time, you will also send the customer bills (invoices) for the current balance due on the job. This amount could be based on the percent complete or a pre-determined amount based on date or phase accomplishments.  The frequency and amount of job bills are up to you. Job bills post to a Job Billings contra-asset account and Accounts Receivable.

    If using percent complete:

    If you are using Percent Complete, you will record revenue as the job progresses.  Percent Complete Revenue Recognition will post earned revenue and actual costs as of the revenue recognition date according to the current percent complete or the revenue amount you enter.  Either way, all actual costs recorded as of the revenue recognition date will be recognized.  Until this point, all costs had been going to the Jobs in Progress account.  The expense account(s) used for posting costs is determined by the default expense account selected for the cost code on the original transaction (such as AP Invoices or Timecards).  Several expense accounts could be affected during a single revenue recognition if multiple cost codes were used.

    Once the job is complete, you must perform a final revenue recognition to clear out the Jobs in Progress and Job Billings account as well as record any remaining costs or revenue.  Final revenue recognition is discussed below with Completed Contract.

    How is percent complete and earned revenue calculated?

    • Percent complete is calculated using Actual Costs/Budgeted Costs = % Complete.
    • Earned Revenue to recognize is calculated as (Percent Complete * Adjusted Bid) - Previous Recognized Revenue

    Percent Complete Revenue Recognition Posting

    GL Account
    Debit
    Credit
    Journal
    Jobs in Progress (Profit)
    XXX

    Job Journal
    Job Revenue

    XXX
    Job Journal
    Job Expenses (Costs)
    XXX

    Job Journal

    Completed Contract and Final Revenue Recognition

    If you are using Completed Contract, you will not record revenue until the job is complete.  Your one revenue recognition will also be the Final Revenue Recognition.  When Completed Contract is selected, the "Is Final" box on the revenue recognition screen is checked by default and cannot be changed.

    • The final Revenue Recognition for both completed contract and percent complete methods will clear out the Jobs in Progress and Job Billing accounts bringing the balance back to zero.
    • All unrecognized revenue, costs and profit will also be recognized at this time.  For Completed Contract jobs, this is ALL revenue, costs and profit. For Percent Complete, this is anything left over that wasn't previously recognized.

    Completed Contract & Final Revenue Recognition Posting

    GL Account
    Debit
    Credit
    Journal
    Final revenue recognition to clear Jobs in Progress and Job Billing:
    Job Billing
    XXX

    Job Journal
    Jobs in Progress

    XXX
    Job Journal
    Any remaining unrecognized costs, revenue or profit:
    Jobs in Progress (Profit)
    XXX

    Job Journal
    Job Revenue

    XXX
    Job Revenue
    Job Expenses (Costs)
    XXX

    Job Journal
  • Summary

    The Summary menu (Administration > Job Costing > Search Jobs > Select a job > Summary tab) is the one place to go for all job costing reports for a particular job.

    Job Summary

    Takes you to a secondary menu with four additional options:  Overview, By Transaction, By Phase and Billing.

    The Overview menu displays the same information as you see on the Job Preview.

    By Transaction displays key transaction related activities such as Contract Start, Revenue Recognition, Change Orders and Job Bills.  The transactions that display on the screen are dictated by the As Of date selection.  Only transactions entered as of that date will display.

    By Phase displays budget, actual cost, cost to complete, bid amount, percent complete and billed amount for each phase/cost code combination.  This screen can be filtered by Phase, Cost Code and As Of Date.  This screen is especially useful when billing the customer by Phase Completion.

    The Billing summary displays the same information as the Summary on the printed Job Bill.  The screen displays all Job Bills and Change Orders as well as Unbilled, Billed and Balance Due figures.

    • Job Cost Detail Report - Report version of the Job Cost Log.  Displays all cost-related transactions for the job including delivered materials, debit memos, AP Invoices, timecard allocations and cost transfers.
    • Job Billing Summary - Displays pertinent billing information such as original bid amount, change orders, total adjusted bid including change orders, total billed, total paid and actual versus unbilled costs.
    • Job Percent Complete - Displays expense, profit and revenue information for each job.
    • Job Profitability - Displays revenues, expenses and profits based on budget vs actual vs recognized figures.


  • Accounting

    Use the Accounting Defaults tab on the Job screen (Administration > Job Costing > Search Jobs > Open a job > Accounting tab) to change the default settings on the job. GL accounts, cost codes, tax, retainage and labor burden.  All job accounting defaults come from the Job Type setup (based on the Job Type selected for the current job).  Making changes on the Accounting Defaults menu will override the Job Type defaults.


    • Default Materials Tax Code - Since job materials do not have a retail price, you can only select a use tax in this field.
    • View GL Posting for this Job - Click this button to see all of the journal entries in the GL for this job summarized by account code. This shows the GL balance of the Jobs in Progress GL account. If the job is closed, the Jobs in Progress GL account debits and credits should balance.