Module: Job Status
The purpose of this document is to explain step-by-step how to enter a single job into COINS. Screens and options may vary based on configuration.
Go to Job Status > Jobs (Figure 1). This is the main screen where any jobs you wish to input will be entered in.
Figure 1: Jobs (Main Screen)
If preferred to view and/or add jobs using the page layout from version 11.05, go to Job Contract Manager > Jobs (Tab View) (as shown in Figure 2).
Figure 2: Jobs (Tab View)
The “Jobs” page and the “Jobs (Tab View)” page will both show the same jobs, and every job will show the same data options no matter which page is used to add, open, or view a job.
2. At the bottom of the screen, click Add (Figure 3).
Figure 3: Click Add
3. Enter in the Job Number and Job Name (Figure 4).
Job Number: Enter the job code
COINS will prevent a job number being entered that already exists in this kco (operating company).
If using CRM, use the lookup on job number to find the CRM project that is being turned into a job, and COINS may not allow a JC job to be entered without having a corresponding CRM opportunity.
Job Name: Enter the name of the job.
Figure 4: Job Number and Job Name
4. Under the Main tab of the add job screen, enter in the Summary information (Figure 5):
Group, Type, and Location will all affect how this job posts costs and revenue to the GL.
These can also be used in all standard lookups and filters where you can search by job.
Manager: the PM of this job
Customer: the account code for the customer in Accounts Receivable.
The client’s name should fill in next to it when you enter the customer code.
Status: whether the job is active or inactive. COINS displays a warning message when a transaction is entered against an inactive job. Status can be used for filtering to make sure that jobs that are actively being worked on are seen first. There is no financial impact to a job based on status, so it can be used as the user chooses.
Opened Date: The date on which the job became open.
Closed: If this checkbox is checked, a field will appear to enter a “completion date.”
COINS gives a hard-stop error when a transaction is entered against a closed job.
WIP/Recognized Revenue will stop using the Percent Complete Method to calculate recognized revenue; as of the “completion date” of the job, WIP will use actual costs and billings only.
Figure 5: Summary
5. Next, under the same tab, enter in the Location Information (Figure 6):
Enter in the Address, City, State, and Zip Code.
Enter in the Fax and Telephone numbers.
The Address/Fax/Telephone can print on purchase orders and/or bills for this job.
Default Depot will be the inventory location to us by default when issuing inventory to this job.
Figure 6: Location Information
6. Next, under the same tab, enter in the Information (Figure 7).
Master Job: If this job is being set up as a subsidiary job to an already existing master job, enter that job number here. This is infrequently used.
Purchase Order Number, Job Proposal Number, Architect, and Architects Project Number are all meant to enter the codes that your customer, architect, engineer, or other third parties would use to reference this job.
These are all optional, but it is helpful to record them if they are known.
Pay When Paid: Checking this box will allow you to use pay-when-paid functionality on this job (SC payable invoices can be set to hold payment until we have been paid on a bill from this job).
Allocation Code: the payroll allocation code to apply to this job
Figure 7: Information
7. Next, under the same tab, enter in the Job Information (Figure 8).
Forecasting Method and Revenue Recognition Method determine the logic that is used to calculate the Estimated Cost at Completion and the Recognized Revenue of this job.
Contract Date: Enter the contract date for this job. This is the date when the job will show up on the WIP .
Anticipated Completion Date: When job is expected to be finished (optional)
If you are using “job calendars”:
Original Job Period and Extension of Time should be used instead of anticipated completion date.
Original Job Period: the original estimated duration of the job, in weeks
Extension of Time: the number of weeks by which the job has been delayed from the original estimate
Automatic Calendar Generation should be checked.
Current Week Ending Date should automatically fill in once the job is saved.
Figure 8: Job Information
8. Next, go to the Configuration tab (Figure 9).
9. Optionally, enter in a Description, a brief description of the job and/or scope of the work (Figure 9).
Figure 9: Description
10. Under the same tab, enter in the WBS Configuration (Figure 10). This will default based on parameters.
Use WBS Codes must be checked if this job will use sections and/or activities.
Allow Cost/Revenue Transfer: If checked, you can move posted transactions between sections/activities of this job from the job summary inquiry.
Section at End: This is only used for House Building.
The length of the WBS code on this job is defined by: Section Length and Section Start Position plus Activity Length and Activity Start Position.
The settings in this screenshot mean that the first 2 digits of the cost code are the section, and there is no activity used.
Commodity Code: Typically, Set to 1 for construction and 2 for service. Every commodity code has 2 default cost types. This field determines which of the two codes will be used on this job.
Cost Type Classes: comma-separated list that determines what types of cost codes are allowed on this job. * means all cost codes are allowed.
Allow Non-Standard Cost Types: This box should always be ticked.
If this box is not ticked, job specific cost code lookups will show all standard cost types rather than just the ones on the job you are looking at.
Figure 10: WBS Configuration
11. Under the same tab, enter in the Analysis information (Figure 11). Select the appropriate option for each field. This section is populated and customized per each company’s configuration.
Figure 11: Analysis
12. Next, go to the Sales Tax tab (Figure 12).
13. In the Sales Tax tab, complete the Defaults section. The fields to fill in for Tax Codes are:
Taxable: the default tax code to use for costs on this job that are taxable
When you enter a code here, the check boxes to the right under Taxable will change based on default rules on this tax code.
Exempt: the default tax code to use for costs on this job that are NOT taxable
Revenue: Enter the default sales tax code for revenue. This is sales tax collected from the customer.
Figure 12: Tax Codes
14. Next, fill in the necessary check-boxes for Direct Pay (Figure 13).
Direct Pay: the cost category(s) to be used for the Direct Pay field on purchase orders. More than one cost category can be selected, as needed. Check these boxes if you have direct-pay agreements where taxes are not remitted directly to the state rather than you paying tax on invoices.
Materials: If selected, Materials will be used as the cost category for the Direct Pay field on purchase order.
Subcontract: If selected, Subcontract will be used as the cost category for the Direct Pay field on purchase order.
Equipment: If selected, Equipment will be used as the cost category for the Direct Pay field on purchase order.
Figure 13: Direct Pay
15. Next, complete the Taxable section (Figure 14).
Taxable: Check the boxes next to each cost if this type of cost is taxable on this job. If the box is checked, COINS will use the code you put in “Taxable” by default. If the box is un-checked, COINS will use the code you put in “Exempt” by default. This section should prepopulate based on what information is entered in the Tax Code is selected for “Taxable” in the Defaults section.
LABOR: whether this cost category should be taxable
MATERIALS: whether this cost category should be taxable
EQUIPMENT: whether this cost category should be taxable
SUBCONTRACT: whether this cost category should be taxable
OTHER: whether this cost category should be taxable
Figure 14: Taxable
16. Next, go to the Commercial Options tab and complete the Forecast section (Figure 15).
Forecast: If any of these fields are left blank, this job will not use that method of forecasting.
Forecast Model: the unique code which identifies the Forecast model within the current COINS company
Forecast Template: the Forecast template associated with this job to be used in the monthly forecast process. Templates can be configured using Forecasting (off-line) > Setup > Templates.
Forecast Sets: the Forecast sets associated with this job
Forecast Inactive: whether or not the Forecast is inactive.
Figure 15: Forecast
17. In the same tab, complete the Commercial Options section. This controls the extent to which the job is processed in the Job Contract Manager module. (Figure 16)
Do NOT select Not Used on any job that tracks budget, forecasting, or change orders in COINS.
You must select Billing and Change Mgmt for jobs billed using a Schedule of Values (SOV), or Time and Materials (“true” T&M with billing rates and cost mark-ups defined within COINS).
If selected, the Job Contract Manager section appears to the right.
If a job is billed using only Job Receivables (lump sum invoicing not linked to a SOV), select Detailed Change Mgmt.
Type (will only appear if Billing and Change Mgmt is selected): the type of Contract Manager Job. Typically, there will be only one option here – if multiple options exist here, many parameters can be set to change many settings based on this “type.”
Job Template: Select a job to use as a template for this job. This field is only available when adding a job. It cannot be added to a job that already exists. The job being set up will automatically copy the following setup from whatever job is entered in the “template job” field:
Costing Codes (including Sections, Activities, WBS codes)
Schedule of Values – Billing items are copied, but not the dollar amount.
Job Receivables series – This includes the percentage of retention to withhold on bills.
Rate Type (will appear only if Billing and Change Mgmt is selected): Enter the rate type to use for any T&M billing. See the how-to documents related to T&M setup and processing of T&M bills.
Figure 16: Commercial Options (and Job Contract Manager)
18. Next, go to the Payroll Info tab (Figure 17).
19. In the Payroll Info Tab, complete the General Info section (Figure 17).
Owner Controlled Work Comp: Check this box if any external entity is responsible for worker’s comp insurance on this job.
Owner Controlled General Liab: Check this box if any external entity is responsible for GL insurance on this job.
Allocation Group: Select from a list of options defined by payroll. This controls how payroll burden is calculated and allocated to this job.
Prevailing Wage Schedule Expiration Date: Use the lookup to select from the options set up by payroll. This determines the prevailing wage rules that apply for this job.
Prevailing Wage Schedule: If applicable, choose the appropriate Prevailing Wage Schedule.
Certified: Check this box if certified payroll reporting is required for this job or if prevailing wage is used.
Figure 17: General Info
20. Under the same tab, complete the USA Info or the Canadian Info section (Figure 18). Check with the payroll department to determine what needs to be set on jobs.
State: Select the Tax Authority associated with the source.
County: Select the County associated with the source.
City Locality: Select the City Locality associated with the source.
County Locality: Select the County Locality associated with the source.
Work Comp State: Select the Work Comp State associated with the source.
Work Comp Code: Select the Workers Comp Code associated with the source.
Figure 18: USA Info/Canadian Info
21. Under the same tab, complete the Payroll Redirection section (Figure 19). The Payroll Info tab allows users to enter and maintain information about Payroll defaults for this source.
If Job Status is set up for Payroll Redirection, the Payroll Elements available for Job Redirection are set up on the Payroll Redirection section of the Payroll Info tab.
There are three redirect levels – No Redirection, Redirect to Job, and Redirect to GL.
If the redirect level for some Payroll Element is:
No Redirection: Costs will post to this job as normal.
Redirect to Job: Enter a Job, Section, Activity, Cost Type, and/or Cost Category.
If “Redirect to Job” is selected, enter at least one piece of the Analysis. The full analysis string can be entered to use for Redirection, or use “masking”.
For masked costs – underscores cannot be entered to any of these fields, but an example job that could be entered would be: this job, a cost type, and a cost category – while leaving the section and activity fields blank.
In that case, the section and activity from the timecard would be used.
Redirect to GL: The GL Account must be entered for the payroll element. The Job, Section, Activity, Cost Type, and Cost Category cannot be entered and are unavailable. If a payroll element is to be redirected to a General Ledger account, the full GL account can be entered or use masking. If masking is used, the masked elements are derived from the Job/Cost Code/Category on the timecard.
Figure 19: Payroll Redirection
Note: The redirection of Non Premium Labor only without Premium Labor is not recommended. A warning will appear if Redirect Non Premium Labor is attempted to be checked without Redirect Premium Labor.
22. Next, go to the Advanced Settings tab (Figure 20).
23. In the Advanced Settings tab, complete the Financial section (Figure 20).
Currency: The job currency. This is the main currency for transactions on this job.
Although COINS allows users to set up jobs with different currencies in the same company, if done so, job costs will not be able to be reconciled to the General Ledger. If this is important, and if a company has jobs that operate in foreign currencies, consider setting up a separate COINS company for those jobs, and configure it to use the necessary currency.
Allow Alternative Currencies: Whether transactions in currencies other than the job currency are allowed on this job.
Specific Valuation Dates: If checked, the job will use job-specific valuation dates. If unchecked, this job will use global valuation dates. Note that a job can be changed from using global valuation dates to using specific dates, but not the other way around.
Forecast Method: The forecast type for this job. The forecast types are:
(Blank) – to not select a forecast type
A, B - not used
C - standard forecasting method
F, G, H - forecast types for overhead jobs
I - not typically used
Rule: the spare account. This is not typically used.
Replaces: When replacing a current job, select the current job its replacing. This is typically not used unless there are extreme circumstances.
Figure 20: Financial
24. In the same tab, complete the Materials & Subcontract section (Figure 21).
Material Accrual Method: The default method for calculating material accruals on this job. The options are:
Order: Based on the delivery date of outstanding orders.
GRN: On receipt of goods.
Zero Accrual: When the invoice is received.
GRN-Zero Accrual: The user selects the accrual method, and the default is G (default is O if the letters are reversed).
The setting of the GRN Required field on the supplier record can override the accrual method on orders for that supplier.
Equipment Accrual Method: The default method for calculating equipment accruals on this job. The options are:
Order: Equipment GRNs are not used. COINS calculates the accrual based on the delivery date from outstanding orders.
GRN: Procurement > More GRNs > GRNs (Inc. Archived) > Equipment GRNs
Equipment GRNs (equipment advice notices) are required and weekly Procurement > Equipment Allocation > Equipment Allocation is used. COINS creates the accrual from the confirmed equipment sheet.
No Allocation: Procurement > More GRNs > GRNs (Inc. Archived) > Equipment GRNs > Equipment GRNs and Procurement > Equipment Allocation > Equipment Maintenance (No Allocation) are used to record the on rent and off rent dates; COINS calculates the accrual based on the time between the on rent date and the off rent date or today's date.
Remittance: The code for the remittance comment text which can be printed on Accounts Payable remittance advices. The remittance text is set up using Job Status > Setup > Setup Maintenance > Remittance Comments.
Lien Waiver Required Default for Subcontractors: whether or not Lien Waiver Required is the default for subcontractors.
Lien Waiver Required for Suppliers: When lien waivers are required for supplier payments. The options are:
-Selected
A-Always
N-Never
Figure 21: Materials & Subcontract
25. In the same tab, complete the Cash Profiles section (Figure 22).
Include in Cash Profile Interest Calc?: whether this job should be included in the Cash Profile Interest calculation
From Period: If this job is included in the Cash Profile Interest calculation, this is the first period that interest is calculated for.
To Period: If this job is included in the Cash Profile Interest calculation, this is the last period that interest is calculated for.
Figure 22: Cash Profiles
26. In the same tab, complete the Configuration section (Figure 23).
Compress Cost Transactions: whether to have the option to compress cost transactions.
Figure 23: Configuration
27. Next, go to the G/L Codes tab (Figure 24). Based on previously configured Job Group, Job Type, and Job Location file maintenances and the choices made during step #4, the G/L masking on this tab should already be set. The user should refer to his or her company’s specific policy.
The G/L Codes tab allows the General Ledger account code to be specified for each of the cost categories. The default account masks come from the masks on the group, type and location that this job is assigned to. To take some elements of the account code from the accounts specified in Standard Cost Type Maintenance, replace those elements with underlines. For example, if the account for Labor in Standard Cost Type Maintenance is_ _._ _.3010 and you want to specify that for this job, the first two elements are 03.03, enter 03.03._ _ _ _ . COINS then uses account 03.03.3010 as the Labor account for this job cost code.
Labor: The General Ledger account code for the first cost category.
Materials: The General Ledger account code for the second cost category.
Equipment: The General Ledger account code for the third cost category.
Subcontract: The General Ledger account code for the fourth cost category.
Other: The General Ledger account code for the fifth cost category.
Revenue: The General Ledger account code for job revenue. To take some elements of the account code from the accounts specified in Job Status > Setup > Setup Maintenance > Standard Cost Types, replace those elements with underlines. For example, if the account for Labor in Job Status > Setup > Setup Maintenance > Standard Cost Types is _ _._ _.3010 and it needs to be specified that for this job, the first two elements are 03.03, enter03.03._ _ _ _ . COINS then uses account 03.03.3010 as the Labor account for this job cost code.
Figure 24: G/L Codes
28. Click Save in the bottom right-hand corner of the screen (Figure 25).
Figure 25: Click Save
