Use this tab to set up or manage descriptive and contact information for a Job.

A red dot indicates a required field or selection.

Job ID

Enter a unique job identification. This ID appears on lists and in reports.

Job Name

Enter the job name. This name appears on lists and in reports.

Location / Directions

Enter into the text box any location information and directions to the job.

Customer ID

Select a valid customer number for this job.

Click the Lookup Button to display the Select Customer Tab and select a customer for the job. Refer to Setup Customers Tab for more information on setting up customers.

Close Date information icon

Click the information icon to open Job Inquiry to see the Close Date information, if any.

Address

Enter the address for the job, using up to three lines.

Zip / City / State

Enter the zip code, city, and state for the job. Use the two character abbreviation for state.

Country

Enter the country in which the address for the job is located.

Contact Title / First Name / M.I. / Last Name / Suffix

Enter up to three lines for the name of the contact at the job. Example

Phone / Mobile Phone

Enter the phone/mobile phone numbers for the job, beginning with the area code. For US numbers, enter the 10 digit number with or without formatting, including dashes or parentheses around the area code. US phone numbers are displayed in the format (xxx) xxx-xxxx. For International phone numbers, first enter a plus sign + and then the system allows entry of 7 to 15 digits, separated by spaces if preferred. No formatting is applied to international phone numbers, which are displayed as entered. Examples

Fax

Enter the facsimile phone number for the job, beginning with the area code. For US numbers, enter 10 digits with or without formatting, including dashes or parentheses around the area code. US phone numbers are displayed in the format (xxx) xxx-xxxx. For International phone numbers, first enter a plus sign + and then the system allows entry of 7 to 15 digits, separated by spaces if preferred. No formatting is applied to international phone numbers, which are displayed as entered. Examples

Email / Alternate Email

Enter the email address /alternate email address for the job using a standard email format. Example

Save

Click to save changes.

Use this tab to set up or edit Job Cost user codes for a job.

Note

Default user codes are supplied by the system. Users with permissions can rename the default user code to a user-defined name, so what appears on this tab may differ from default user code names, and not all user codes may be active. Refer to User Codes Overview for more information.

User Code (multiple)

For each user code, click the Lookup Button to display the Select [User Code]pop-up, and select a valid [User Code] for the job. The Value and Description of the user code display on the User Codes tab after selection.

For example, the first user code that appears on this tab may be Project Manager. Click the Lookup Button and the Select Project Manager Tab appears, from which you select a Project Manager.

Next, select a value for Estimator, Superintendent, and any other user codes on the tab.

Refer to Setup User Codes for a list of default user codes.
 

Save

Click to save changes.

Use this tab to set up general information about a job.

Customer PO #

The customer's purchase order number if the customer issued a PO for the job and you want to have this printed on the billing invoice.

Income Account

Click the Lookup Button to display the Select Account pop-up, and select an Income Account for the job. The Account Number and Description of the income account display on the General tab after selection.

This field is required when the job’s Billing Type is set to either Progress (AIA) or Time and Material.

General Liability

Select the check box to have the general liability percentage, as established in Payroll, calculated for this job. The default is unchecked.

Template

Check the box if the job is a template to be used as a model to create other jobs. The default is unchecked.

Billing Type

Select a billing type for this job. Options include Manual, Progress (AIA), Time & Material, Cost Plus. The default is Manual. The option used works in conjunction with AR Billing.

Selecting an option, may change the tabs that appear in Add/Edit Job cost screen and may add the following link:

Copy Billings and Markup from T & M Contract Type

Selecting the Billing type Time & Material adds this link: Copy Billings and Markup from T & M Contract Type. Click the link and the Select T & M Contract Type pop-up opens so that you can select a different T & M Contract Type.

Cost Breakdown

Select a cost breakdown category for this job. Options include Job Only, Job and Phase, Job, Phase, and Cost. The default is Job, Phase and Cost. This works in conjunction with Cost Estimates.

Refer to Effect of Cost and Billing Level for additional information.

Billing Level

Select a billing level for this job. Options include Job Only (default), Job and Phase, Job, Phase and Cost. This works in conjunction with Income Setup.

Refer to Effect of Cost and Billing Level for additional information.

Overhead Application Percentage

For overhead percentages, enter a value less than or equal to 100.00 (up to 2 decimal places).

These percentages are used in calculations. In Job Inquiry, click Earned To Date in the Gross Profit Summary section and a detail section for Overhead appears.

Equipment

Enter the percentage for equipment.

Labor

Enter the percentage for labor.

Material

Enter the percentage for equipment.

Subcontractor

Enter the percentage for the cost of the subcontractor.

Other

Enter the percentage for other cost.

Admin

Enter the percentage for administrative cost.

Save

Click to save changes.

Tax

PO Taxable (box)

Select the box if purchase orders are taxable on this Job.

If this box is checked, then selection of a Sales Tax is required.

AR Taxable (box)

Select this box if accounts receivables are taxable on this job.

If this box is checked, then selection of a Sales Tax is required.

Sales Tax

Click the Lookup Button to display the Select Sales Tax Code Tab and select a valid sales tax code for the job.

Sales tax is required field if either PO or AR Taxable check boxes are selected.

Documents

NOTE that options that are set up in the eFinancials module in the Required Document Types grid affect the fields in this section.

Required Document Type

Click the drop-down arrow and select a Required Document Type. Required Document Types are set up in the eFinancials module in the Required Document Types grid.

Examples of Required Document Types are Liability Insurance and Workers Compensation.

Required

Click the check box to make this document required for this job.

Description

Enter a description for the required document.

For example, for a required document of the type, Liability Insurance, you could enter Crown Insurance Co., Policy 123456777.

Effective Date / Expiration Date

Enter an effective date and/or an expiration date for the required document (optional). Click in the field and use the Electronic Calendarto select a date.

These fields are enabled only when they are enabled in the eFinancials module in the Required Document Types grid.

This tab appears only when the Billing Type Manual or Cost Plus are selected on the Job Cost General Tab. Use this tab to enter contract information for a job.

Contract

Contract #

Enter the contract number for the job if you want to print the contract billing using Print Contract Billings in eFinancials. Refer to Print Contract Billings for details.

When you enter a contract number, the Print Contract Billing check box appears.

The system validates that contract numbers are unique per company. An error message appears when a job is saved or when duplicating a job if the Contract # entered would be a duplicate on another job in the same Entity (Standard Setup) / Company (Simplified).

Print Contract Billing (check box)

Checked - If you want to print the contract billing using Print Contract Billings in eFinancials, the check this box. Refer to Print Contract Billings for details.

Unchecked - When the check box is not selected, the billing will show up for Print Billings.

NOTE that this check box can be set to checked / not checked when uploading Jobs using the Jobs file layout in Upload Data.

Start Date

Enter the start date for the job using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

Estimated Completion Date

Enter the estimated completion date for the job using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

NOTE that the Start Date must be entered prior to entering the Completion Date.  The completion date may not be set to a date earlier than the Start Date.

Orig. Contract Amount

Enter the original contract amount (up to two decimal places).

Retainage Percent

Enter a percentage for retainage that applies to the contract amount. The percentage must be less than or equal to 100.00 (up to 2 decimal places).

Retainage is an amount withheld by a customer from payment to you on a contract. If performance is unsatisfactory, retainage does not have to be paid. For this reason, the system allows you to keep retention separate from other assets. You can identify an accounts receivable retainage account when you set up your general ledger accounts.  

User Amount 1 (user-defined label)

Enter an amount into this field. The system stores this amount as Escrow Amount in the Jobs table.

This field only appears when the User Amount 1 field is completed on the Settings Grid under Job Cost when the Track Jobs option is turned on. The label for this field is defined by what you enter into the User Amount 1 field.

For example, if "Escrow Amount" is entered, then this field is labeled Escrow Amount. If nothing is entered in the User Amount 1 field, then this field does not appear on the Contract tab.

Refer to Settings Grid - EntityCompany Policy Groups topic, the Category Settings Fields List for Job Cost for more information about setting the label for this field.  Example

User Amount 2 (user-defined label)

 Enter an amount into this field. The system stores this amount as Insurance Amount in the Jobs table.

This field only appears when the User Amount 2 field is completed on the Settings Grid under Job Cost when the Track Jobs option is turned on. The label for this field is defined by what you enter into the User Amount 2 field.

For example, if "Insurance Amount" is entered, then this field is labeled Insurance Amount. If nothing is entered in  the User Amount 2 field, then this field does not appear on the Contract tab.

Refer to Settings Grid - EntityCompany Policy Groups topic, the Category Settings Fields List for Job Cost for more information about setting the label for this field.  View example

Percent Complete

Enter a percentage that is less than or equal to 100.00 (up to 2 decimal places).

Field Reported

Enter the percent complete as reported by those in the field.

NOTE that you can also click the icon to open the Percent Complete History pop-up. Use the grid to add percent complete history.

Owner Reported

Enter the percent complete as reported by the owner.

Unlabeled section

Prior Years Revenue

Enter the value for the prior year's revenue, if applicable using two decimal places, i.e., in the format 0.00.

Button

Save

Click to save changes.

This tab appears only when the Billing Type Progress (AIA) is selected on the Job Cost General Tab. Use this tab to enter AIA billing information for a job.

Architect

Architect

The name of the architect or architectural firm for the job. Click the Lookup Button to display the Select Architect pop-up and select a valid sales tax code for the job.

Project Number

Enter the project number for a job.

Address / Zip / City /State

Enter the address for the architect, including zip code, city and state.

Country

Enter the country for the address of the architectural firm.

Contact Title / First / MI / Last / Suffix

Enter the name of the contact at the architectural firm.

Phone

Enter the phone number, beginning with the area code, for the contact.

Mobile Phone

Enter the mobile phone number, beginning with the area code, for the contact.

Fax

Enter a facsimile phone number, beginning with the area code, for the contact.

Email

Enter an email address for the contact using a standard email format. For example, UserName@company.com.

Alternate Email

Enter an alternate email address for the contact using a standard email format. For example, UserName@company.com.

Remarks

text box

Click in the text box to enter free form text remarks.

Original Contract

Contract Amount

Enter the original contract amount.

Start Date

Click in the field and use the Electronic Calendarto enter a start date for the job.

Update completed work by

Select an option for how to update completed work.

Dollars

Select if you want completed work updated by dollars. This is the default.

Quantity

Select if you want completed work updated by quantity.

Method for determining completed work

Select one of the following three options to determine what is considered completed work.

Job to Date

Select this option if you want completed work determined by the method, Job to Date.

Percent Complete

Select this option if you want completed work determined by the method, Percent Complete. This is the default.

Current Period

Select this option if you want completed work determined by the method, Current Period.

Retainage percent for completed work

Enter the retainage percentage for work that is completed in the format 0.000.

Other Settings

Allow Variable Line Item Retainage

Check the box to allow variable line item retainage.

Update income estimates when entering completion amounts

Check the box to update income estimates when entering completion amounts.

NOTE

• With this option checked, the user can update the Revised Contract field when entering an AIA Application.
• This does not change the original contract amount on the Job’s AIA Tab, which is used on the G702 reporting.
• The sum of the Income Estimate Contract Amounts should match the Contract amount on the Job AIA Tab.
• If changes are made to the Revised Contract field when entering completion amounts, they appear in the Revised Contract amount on the Income Estimates Tab and are included in the Continuation Sheet (G703) amounts.

Can stored materials be requisitioned

Check the box if you want stored materials to be requisitioned, and then in the field that appears, enter the retainage percent for those stored materials.

Retainage percent for stored materials

Enter a percentage in the format 0.0000 for the retainage percentage for stored materials.

This field appears only when you check the box for Can stored materials be requisitioned.

This tab appears only when the Billing Type Time & Material is selected on the Job Cost General Tab. Use this tab to enter time and materials markups information for a job.

Setting Up a New Job

When you set up a new job, the billing section, which is everything below the Orig. Contract Amount is automatically populated with the same information that is in the Default T & M Contract Type. If this is an existing job, you will see values and selections previously set up for the job.

Replacing the Default Contract Type with Another Type

At any time you can replace the Default settings with other T & M Contract Types that you previously set up by clicking on a link in the General Tab: Copy Billings and Markups from T & M Contract Type. When you click on the link you can select any previously set up T & M Contract Type from the Select T & M Contract Type pop-up box. The selection replaces what is currently set up for the job with whatever is set up in for the selected T & M Contract Type. If you clicked the link and did not want to replace after all, then simply close the pop-up form that appears when you click the link.

Changing Billing or Setup Information

You can also change any of the billing or setup information shown on the job and this changes it for that job only.

Fields

Contract #

Enter the contract number for the T & M Job.

The system validates that contract numbers are unique per company. An error message appears when a job is saved or when duplicating a job if the Contract # entered would be a duplicate on another job in the same Entity (Standard Setup) / Company (Simplified).

Start Date

Enter the start date for the job using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

Estimated Completion Date

Enter the estimated completion date for the job using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

NOTE that the Start Date must be entered prior to entering the Completion Date.  The completion date may not be set to a date earlier than the Start Date.

Orig. Contract Amount

Enter the original contract amount using up to two decimal places.

Print one line billing (check box)

Checked - The Description field appears. Enter descriptive information you want to print on the billing into the Description text box that appears.

Unchecked (default) - When the check box is not selected, no Description field appears.

NOTE that this check box can be set to checked / not checked when uploading Jobs using the Jobs file layout in Upload Data.

Collect T & M from Journal Entries (check box)

Check the box to enable these billing format options for journal entries. Uncheck to disable.

Billing format for non-labor entries

The following options are available for this option.

Summarize and print one line by type (default) - Select to use the billing format that summarizes and prints one line by Cost Type.

Detail and print each transaction by cost type - Select to use the billing format that shows detail and prints each transaction by Cost Type.

Billing format for labor entries

The following options are available for this option.

Summarize by Job by total billing period (default) - Select to use the billing format that summarizes by Job by total billing period.

Detail by transaction by pay ending date - Select to use the billing format that shows detail by transaction by pay ending date.

Collect T & M from Accounts Payable (check box)

Check the box to enable these billing format options for Accounts Payable. Uncheck to disable.

Billing format for AP entries

The following options are available for the billing format for AP entries.

Summarize and print one line by cost type (default) - Select to use the billing format that summarizes and prints one line by Cost Type.

Detail and print each transaction by cost type - When you select this option, a new field appears, AP Description for the billing, for the billing format.

AP description for the billing

Make a selections for this field for the AP description that will be used for the billing. Options are:

- Vendor name (default)

- Vendor name and Invoice number

- Accounts Payable detail description and Invoice number

NOTE that this field appears only when Detail and print each transaction by cost type is selected for Billing format for AP entries.

Collect T & M from Inventory (check box)

Check the box to enable these billing format options for Inventory. Uncheck to disable.

Billing format for IV entries

The following options are available for the billing format Inventory entries.

Summarize by item number - Select to use the billing format that summarizes by Item Number.

Detail by item number - Select to use the billing format that shows detail and prints by Warehouse Item Number.

Summarize by class code - Select to use the billing format that summarizes by Class Code.

Detail by class code - Select to use the billing format that shows detail by Class Code.

Summarize by cost type - Select to use the billing format that summarizes by Cost

 

This tab appears only when the Billing Type Time & Material is selected on the Job Cost General Tab. Use this tab to enter time and materials markups information for a job.

Calculations Options

NOTE that for this tab, the default for all check boxes is unchecked.

Calculate retainage percent (check box)

Unchecked (default) - The system does not use a retainage calculation for time and materials markups.

Checked - The Retainage percent field appears.

Retainage Percent

Enter a percentage into the Retainage percent text box that appears. The default is 0.000.

The system uses the percentage in its retainage calculation for time and materials markups.

NOTE that this field appears only when the check box for Calculate retainage percent is selected.

Calculate discounts (check box)

Unchecked (default) - The system does not use a discount calculation for time and materials markups.

Checked - The Discount percent field appears.

Discount percent

Enter a percentage into the Discount percent text box that appears. The default is 0.000.

The system uses the percentage in its discount calculation for time and materials markups.

NOTE that this field appears only when the check box for Calculate discounts is selected.

Value Inventory for T & M Billing using

Add or edit the option for this field. Options are:

Unit Cost (default) - Inventory is valued for time and materials billing using Unit Cost.

Unit Price - Inventory is valued for time and materials billing using Unit Price.

Calculate labor billing using

Add or edit the option for this field. Options are:

T & M rate per hour (default)- The labor billed is calculated using the time and materials rate per hour.

Cost plus a percentage - The Cost plus percent field appears. Complete this field.

Cost plus percent

Enter a percentage into the Cost plus percent text box that appears. The default is 0.000.

The system uses the percentage in its calculation for labor using the Cost plus the specified percentage for Cost Markups that are defined in the next section.

Cost Markups

This section defines the markup for the Cost Types on a Job.

Description

Add or edit the description for the Cost Markup you are defining in this section. This is used when you are calculating

Percentage

Add or edit the Cost Markup percentage. The default is 0.000. The system uses the percentage in its calculation for Cost Markups.

Cost Type

Add or edit the Cost Type for this Cost Markup. Options include: Administrative, Equipment, Labor, Material, Other, Subcontractor.

Separate GL

Add or edit the GL account for this Cost Markup, if you want to use a separate GL account to post to. The default is blank.

Click the Lookup icon to display the Select pop-up and select a GL Account.Only income type accounts that are job related appear in the pop-up selection grid.

Separate Line (check box)

Checked - Invoice detail is printed on one line and markup cost is printed on a separate line. You can enter a description that appears on the invoice.

Unchecked (default) - When you want the markup amount to be included in invoice detail, one line of invoice detail prints that includes the markup amount.

Subtotal Markups

This section defines the markup based on the total of each of the Cost Types on a Job. Subtotals are shown after Cost amounts.

Description

Add or edit the description for the Cost Markup subtotal you are defining in this section. This is used when you are calculating

Percentage

Add or edit the Cost Markup percentage for the subtotal. The default is 0.000. The system uses the percentage in its calculation for Subtotal Markups.

Cost Type

Add or edit the Cost Type for this Cost Markup subtotal. Options include: Administrative, Equipment, Labor, Material, Other, Subcontractor.

Separate GL

Add or edit the GL account for this Cost Markup subtotal, if you want to use a separate GL account to post to. The default is blank.

Click the Lookup icon to display the Select pop-up and select a GL Account.Only income type accounts that are job related appear in the pop-up selection grid.

Billing Markups

This section defines the billing markup for the Cost Types on a Job.

Description

Add or edit the description for the Billing Markup you are defining in this section. This is used when you are calculating

Percentage

Add or edit the Billing Markup percentage. The default is 0.000. The system uses the percentage in its calculation for Billing Markups.

Separate GL

Add or edit the GL account for this Billing Markup, if you want to use a separate GL account to post to. The default is blank.

Click the Lookup icon to display the Select pop-up and select a GL Account.Only income type accounts that are job related appear in the pop-up selection grid.

Use this tab to enter payroll information for a job.

Certified Job

Check this box if this is a certified job.

MSA Code

Click the Lookup Button to display the Select Account pop-up, and select a Metropolitan Statistical Area (MSA) code for the job. The Value and Description of the MSA code display on the Payroll tab after selection.

MSA codes are set up in Job Cost—Setup—Job Costing—MSA Codes.

Save

Click to save changes.

Use this tab to select a Lien Waiver Format at the Job Level and to create the Lien Waiver text using the Legal Description 1 – 10 fields.

Lien Waiver Format

Click the Lookup Button to display the Select Lien Waiver Format pop-up, and select a Lien Waiver Format for the job. The Format name and Description of the Lien Waiver Format display on the tab after selection. This selects the Lien Waiver Format the system uses for Lien Waivers at the Job level.

Lien Waiver Formats are set up in Job Cost—Setup—Job Costing—Lien Waiver Formats.

Legal Description 1 - 10

Enter text for Legal Description. There are ten numbered fields.

These fields are for standard statements that can be used in Lien Waiver Formats, including but not limited to legal descriptions of property. Often, the value in the field is text used in legal documents,

Example

1. Enter text in the first three Legal Descriptions fields.
2. In Lien Waiver Formats, use the Insert Field button to add Legal Description #1, Legal Description #2, and Legal Description #3 fields to a Lien Waiver Format.
3. When printed in Print Lien Waivers, the values in the Legal Description fields are inserted where the fields are in the example, below.

In the example below, all the fields inserted in the Lien Waiver Format are highlighted, including the Legal Description #1 - #3 fields.

State of Florida

County of {Legal Description #1}

Before me, personally appeared {Legal Description #2), who after being first duly sworn, deposes and says of personal knowledge the following:

1. He or she is the {Legal Description #3} of {Company Name}, which does business in the state of Florida, hereinafter referred to as the "Contractor."
2. Contractor, pursuant to a contract with {Customer Name}, which does business in the State of Florida, hereinafter referred to as the "Owner," has furnished labor, materials, and services for construction of certain real improvements to real property as more particularly set forth in the contract.
3. All work to be performed under the contract has been fully completed, and all lienors under the direct contract have been paid in full.

Signed, sealed, and delivered this _____ day of __________, 20___.

Use this tab to enter additional information about the Job.

User Fields Tab

Use this grid to close Jobs.

Close Jobs Grid

Use this grid to delete Jobs.

Delete Jobs Grid