This
option is available in the Job Costing System but is also used to define
projects that relate to vehicle workshops.
In conjunction with the Job Costing System, other reports in that system
can be utilised, for instance Job Cards.
Block 1: Define a Project
Projects are typically
defined in two ways.
v The normal maintenance or
service of vehicles can be defined as a project, to which jobs may be linked
whenever they arise.
v Minor works can be defined
as projects. Such projects will
normally be completed within a specified period
After completion, these must
be indicated as "completed projects" against which
No further time or materials
can be charged.
Note: It is not required that a different project
be created for each of the various maintenance trades, as individual jobs are
linked to the trades as defined under option {FJCC-1}.
The fields that are entered
when a project is defined, are:
A.
Project Code (A8) This code
will be used whenever a new job is entered on
the system. It would be handy if the codes are allocated
in such a way as to
make it easy for users of
the system to remember and use them. On
<ENTER
QUERY> and <LIST>
functions, all predefined projects will appear in the <LIST OF VALUES>
and a project can be selected.
B.
Description (A60) The
description of the project, will be
displayed whenever the project code is entered on the system.
C.
Project Type Code (A2) Enter
Project type code as defined in {FJCC-4}.
A
<LIST> function can be
used to select the project type.
D.
Description (A30) The
description of the project type will be displayed as defined in {FJCC-4}. This field is not updateable by the user.
E.
General Ledger Account (A6, A8) A
valid expenditure account in the General Ledger for this project. The system will validate the account and
display the descriptions. This is the
GLA for the department responsible for the project, for example, the Workshop
Department.
Note that a number of projects can be linked to a single GLA
F.
Income General Ledger
Account (A6, A8) A valid income account in the General Ledger for
this project. The system will validate
the account and display the descriptions.
Note that the cost will be carried by the project GLA until it is
completed. Once a completion date is
inserted on the project, the debit GLA on the Job, if entered, will be debited
and this income account will be credited.
G.
Requested By Person
Type (A1) Valid person types can be
selected from the list provided and the valid person types are Personnel,
Student, Other and Alumni. A NULL
person type means the person number is not required but the name and surname of
the person will be required.
H.
Person Number (N9) The person
number for the person type entered above.
A <LIST> function will
display Person numbers for the type entered above. Once entered, the name and surname will default into the Person
Names field below.
I.
Person Names (A30) The name of the person or section that requested the project or who controls it. When a valid person number is entered in the
person number field, the names of the person will be displayed in this field..
J.
(B)uilding or (O)utside
Indicator or (G)eneral (A1) A "B" or an "O" or "G" must be
entered in this field to indicate if the project is in respect of work on a specific (B)uilding or in respect of an
(O)utside Improvement or it is a (G)eneral project. When a (G)eneral Project is requested, it means maintenance of
any thing other than a building or land improvement. This then caters for maintenance of vehicles and equipment.
K.
Building or Outside
Improvement Code (N4) A valid Building Code, as defined under option {SPCS-4}, must be
entered if the above field is a "B".
If it is an "O", a valid Outside Improvement Code as defined
under {SPCS-3} must be entered. The
name will be displayed. If a
"G" is entered above, the code may be left blank.
L.
Productive Y/N (A1) Most
projects will be "productive", meaning that both time and materials
can be debited against them.
It is, however, sometimes
necessary to book time in respect of activities such
as the attendance of
meetings, visits to the doctor, etc. A "non-productive"
project, with an
"N" in this field, can be created for this purpose.
A number of jobs, for the
various trades, can be linked to such a project. It
is possible to book time
against such jobs but these job numbers cannot be used
to draw materials from
stores or to place orders.
* It is not possible to draw
materials from stores or to issue orders in respect of projects with completion
dates.
* Time and vehicle costs can
only be debited to a completed project or job if the actual date of the
timesheet is before the completion date.
* It is not possible to enter
a future completion date for a project.
M.
Remarks (2xA60) Two
lines of additional information on the project can be entered here.
N.
Created by User Id (A8) The system
will automatically display the user who generated the project and it is not
updateable by the users. Ε
<COMMIT> After all details of the project have been
entered.
<NEXT BLOCK> COMMAND WILL TAKE YOU TO THE
FOLLOWING BLOCK>
Block-2 Define and Maintain Jobs {FVTM 6b2}
Jobs can be created or viewed under this option, and the fields are:
A.
Job Number (N8) This is
a system-generated number that will be allocated when a new record is
<COMMIT>ted. Auto generated
numbers are maintained in menu {FCSM-3}
B.
Requisition Number (A10) If a requisition
from another section was the starting point of this job, the number could be
entered here. This field is not mandatory
and more than one job (typically for various trades) can be linked to a single
requisition number. A report per
requisition number {FJCOR1-8}, will not be produced if this field is not
entered.
C.
Project Code (A8) A code,
as created in the previous Block, is entered here. The description of the project will be displayed. The system will not allow the creation of
jobs in respect of projects that are completed.
D.
Trade Code (A4) The
trade code of the trade that will be doing this job. Trade codes are defined under option {FJCC-1}. When jobs are allocated to a tradesman,
there will be a validation that the tradesman has been linked to this
trade. If not linked, there will be a
warning to that effect. In the
personnel system menu {PBOP-1} the personnel is linked to a trade.
E.
Sequence Number (N5) This
number can be allocated when a project is being planned and allows the user to
define the sequence with which jobs within a project need to be done. The use of this field is not mandatory.
The following three fields allow for an estimate of the cost of a job
to be done at the time when the job is created. It can later be compared with the actual costs. The fields are not mandatory and need only
be used if estimates are actually being made.
F.
Material Estimate (N15,2)
G.
Estimated Hours (N4) The
estimated hours are displayed from Block-3 when tradesmen are allocated to a
job. The user will access these
estimated hours.
H.
Labour Estimate (N15, 2) The user may
enter the labour estimate but once Block-3 is updated with the labour hours,
the system will calculate this value.
When the tradesman is allocated to a job and the hours are entered; the
system will multiply the hours by the personnel rate linked to the rank of the
tradesman to obtain this value. The
personnel rates are defined in {FJCM-4}.
I.
Transport Budget (N15,2)
J.
Job Status: (A3) Job
Statuses are defined in {FJCC-3}. On
creation of a job the system will default a status linked to action code CR
for Job Created. As soon as it is
printed, the status will be updated with the status linked to action code PR
Job Printed. When a commencement date
is entered, the status will be changed to a status linked to action ST Job
Started. On entering the completion
date, the status will be updated to a status linked to action JC Job
Completed. These are standard action
codes created by I T S and are automatic on entering data on the said
fields. Any valid status may be linked
to a job.
K.
Date Created (DD-MON-YYYY)
The system date is inserted here when a job is created. The date can, however, be updated with an
earlier date.
L.
Date Commenced (DD-MON-YYYY)
When this date is entered, the status above will change to Job
Started. Previously the system used to
insert the date and the user could update it.
Now the user must enter the date.
M.
Job Completion Date (DD-MON-YYYY)
Once a job is completed the date is entered here. The status above will change to Job
completed. When this date is entered,
no orders, stock materials or vehicle bookings may be made against this job
after this date.
N.
Date Job Finalised (DD-MON-YYYY)
After a job has been completed, invoices and credit notes may still be
outstanding and one needs to capture these invoices. These documents may now be entered for as long as the date job
finalised is not entered. Time sheet
information will also be entered after the job completion date. The dates for the time sheet may not be
greater than the job completion date.
For invoices and credit notes, the date may be greater than the completion
date. Once the job is finalised, no
transactions may be entered against the job. Transactions will be generated as
follows:
When a Job is done for a
debtor, the costs calculated via the Job Costing System will be debited against
the Debtor account when the job is finalised.
In this case all the costs of material, labour and transport will be
debited against the debtor. An invoice
will be generated in the Accounts Receivable System and displayed in the Job
Costing System. To print the invoice
use menu {FAROR1-1}
For debtor transactions to
be generated in the Accounts Receivable System and the General Ledger, a
transaction type linked to an event number JD
must be defined in menu {FCSO-7).
If a Job has a specific GLA,
a General Ledger Journal will be generated debiting the GLA and crediting the
Project income GLA, on finalisation of the job. If the Job GLA and Debtor code are not entered, no transactions
will be generated.
For journal transactions to
be generated in the general ledger a transaction type linked to an event number
JC must be defined in menu
{FCSO-7).
O.
Remarks (5xA60)
These fields can be used to enter details of the job. The first part of the first line will be
displayed when timesheet information is entered, to assist the user in ensuring
that the correct job is being charged.
For this purpose, the first line is a mandatory field.
P.
Requested By Person
Type (A1)
Valid person types are Personnel, Student, Other and Alumni. A list of values may be used to select valid
person type. When this field is
entered, the Person Number will be required.
If the field is not entered, then the user may enter the name and
surname of the person without entering the number.
Q.
Person Number (N9) The
person number for the person type entered above. A <LIST> function will display Person numbers for the type
entered above. Once entered, the name
and surname will default into the Person Names field below. The system will control that the person is
linked to the trade of the job.
Furthermore, there is a
restriction code FJCS-Departmental
Restriction that may be linked to a person processing Projects or
Jobs. A person who is defined in the
personnel can be linked to multiple departments and this restriction. Through the person number, a campus,
building and department can be obtained.
This restriction will be activated in this block. Warning will be given when a person is
restricted to a department and allocated a job to persons in other
departments. The same applies with the
campus and buildings where this person enters requestor who is linked to a
building to which he is not linked via the personnel system menu {PBOP-1}.
R.
Person Names (A30) The name of the person requesting the job or
who controls it. When a valid person
number is entered in the person number field, the names of the person will be
displayed in this field.
S.
Asset
Type
(N4) The asset type code for
the asset to be maintained. The
<LIST>function will display the asset types as defined in menu {ACS-2} of
the asset inventory system.
T.
Asset Type Description (A30) The
name of the asset type for the asset type code entered will be displayed. The user cannot update this field.
U.
Asset Number (N7) If the Job is for the repair or maintenance
of an asset, enter the asset number in this field. The location of the asset
will be defaulted into the Building, Floor and Room fields below. If the asset register information is
correct, this location will be where the asset will be found. If the project is a type (G)eneral, then the
asset number will be required.
V.
Asset Description: (A30) The
description of the asset will display after selection of the asset code
W.
(B)uilding/(O)utside: (A1) The
system will display the indicator of the project. If a project is a (G)eneral, the indicator will be changed
according to the location of the asset.
The user cannot access this field.
The following fields display
the location of where the maintenance will be done or where the asset is
situated. A <LIST> function will display the building as defined in menu
{SPCS-4} or the land improvement as defined in menu {SPCS-3} depending on the
indicator above. The floor and room
fields also have the <LIST> facility to search for the location. If an asset is to be maintained the system
will automatically insert the Building, floor and room
X.
Building or Outside
Improvement Code: (A4) This is the building code or land
improvement code. The field is
mandatory if indicator is (B) or (O).
Y.
Description (A30) The
description of the building or land will be displayed.
Z.
Floor Number: (N2) The
floor where maintenance will be done
AA.Room Number: (A7) The room where maintenance will be done.
BB.Room Description: (A30) The name of the room will be displayed.
CC.Job GLA: (A6, A8) A valid general ledger account in the
General Ledger for this job. The system
will validate the account and display the descriptions. This field is not mandatory. If not entered, the project GLA will be
used. Event number JC as defined in
menu {FCSO-7} will generate general ledger journal against this job.
DD.Debtor
Code: (N9) A valid debtor
number for whom the job is done. This
is a debtor who must have been defined in menu {FARO-21} of the Accounts Receivable
system. All costs generated through the
job costing system will be debited against this debtor on finalisation of the
job. Event number JD as defined in
menu {FCSO-7} will generate debtor transactions as well as general ledger
transaction.
EE.
Invoice Number: (A12) The
invoice generated by the accounts receivable system will be displayed in this
field. This invoice will only be
generated when the debtor code above has been entered.
FF.
Vat Rate Code (A2) The vat
code will default from the Cost centre of the income GLA of the project and is
updateable by the user.
GG.Vat Rate: (N5.3) The vat rate of the code entered will be
displayed and is not updateable by the user.
HH.Vat Apportionment %: (N5.3) The vat apportionment rate of the code
entered will be displayed and is not updateable by the user
II.
Created by: (A9) The
user login code will be displayed and is not accessible by the user. This is the user who generated this job.
<COMMIT> After
all details of the Job have been entered.
<NEXT BLOCK> COMMAND WILL TAKE YOU TO
THE FOLLOWING BLOCK>
Block-3 Persons / Creditors
allocated to job {FJCO-1b3}
The purpose of this block is
to allocate persons or creditors to a job.
The personnel must have been defined in menu {PBOP-1} of the Human
Resource Management System and creditors in menu {FPMM-2} of the Procurement
Management System. The report in menu
{FJCOR1-23}, Job Allocation List, will only list the persons who have been
allocated to a selected job.
A.
Job Number (N8) The job
number created in block-2 will be displayed and is not updateable by the user.
B.
Person Type: (A1) Valid
person types are Personnel or Creditor that may be allocated a job
C.
Person Number: (N9) The
number of the personnel member or creditor allocated to the job. A warning will be given if a personnel
member is allocated to a job with a trade to which he is not linked via menu
{PBOP-1} of the human resource management system. A <LIST> facility is available to search for personnel.
D. Commodity Type: (A4) This field is used to search for creditors
linked to a commodity code as defined in menu {FPMC-2} of the procurement
management system. A <LIST>
facility is available to search for valid commodity types.
E. Person Name: (A30) The names of personnel will be displayed
after the selection of the person number.
As for creditors, a <LIST> facility is available search for
creditors linked to the commodity type entered. Once selected, the names will be displayed in this field and
creditor number displayed in the person number above.
F.
Telephone Number: (A15) This
number is displayed from the biography of the person entered. The user cannot access this field.
G. Job Role (A2) The role of this person in this job. The job roles are defined in menu {FJCC-2}
and a <LIST> facility is available.
H. Team Leader/Assistant (A1) Valid values are A for assistant and L
for leader. A job card will only be
printed if a job has been allocated to a leader and will be printed for the
leader only.
I.
Estimated hours (N6.2)
Estimated hours for the person allocated to this job. These hours will be multiplied by the labour
rate of the person and the result displayed in the block-2 estimated labour
cost. The estimated hour will be
displayed in block-2 field for estimated hours as well. When these estimates are entered here the
cumulative values for all persons allocated will be displayed in block-2.
J.
Labour Rate: (4.2) Labour
rate of the creditor may be entered. If
the person type is personnel, the system will display the labour rate and the
user will not access this field.
K. Issue Requisition Y/N ? (A1) The user may at this point process a
purchase request in the Procurement management system by answering (Y)es to
this question before committing the
allocation. The screen in the procurement
management system will be accessed via the rules of that system. This field is not mandatory.
Remarks: (A40) This is a long field to enter any remarks
that relate to this person and the job.