Memo data is a term given to information that you can store, by fiscal period, against each of the cost codes on a job. A typical use of memo data would be to store budgets and forecasts that you want to use for comparison against actual figures for a job. However, you can use memo data to store other types of information as well. Memo data allows you to store:

cost figures for each cost category.
quantities.
hours.
revenue.
text notes.

You can set up different types of memo data (for example, to represent different budgets), and configure whether you can update the data for closed cost periods. Some specific procedures within Coins ERP+ (for example, valuations and forecasts) also store information in memo data.

You can enter memo data manually into Coins ERP+, or import it from a spreadsheet application, such as Excel. If you are using an estimating system, you can also copy that data into a spreadsheet, which you can then import into Coins ERP+. You can update budgets and forecasts by changing the values (unless auditing has been configured for a Job Status budget, Coins ERP+ does not keep a record of the previous figures once they have been changed). You can then use the memo data for reporting purposes. Memo data is available to the Job Horizontal Report, the configurable Job Status Report, and to Coins ERP+ reports.

You can control which memo data types individual users have access to, by setting memo data security.

Import Budget/Memo Data file format

The file format for importing memo data using the OLD Import Budget/Memo Data function is as follows:

Columns	Completing the Cells
A	The line number (used to identify erroneous records).
B	Job Code (enter the job code for which you want to load costs). For example, 6001. If required, you can load costs for different jobs, but for the same period, in the same spreadsheet. For example, enter job 6001 in line 2 and job 7000 in line 3.
C	If the job uses phases, enter the phase code. Otherwise, leave blank.
D	Cost Code for which you want to load costs (for example, A10).
E	The period number for which you want to load costs (up to 13).
F - K	Columns F to K represent the locations for the six possible cost categories. For example, column F=Labor costs, G=Materials, H=Equipment etc. If only three categories are available, enter the values in columns F, G and H and leave columns I, J and K blank. (Costs would normally be entered in column F). The number of cost categories available depends on how many have been set up by the System Administrator. (COINS allows you to have up to six cost categories).
L	The Quantity values for the specified cost code (for example, days).
M	The Hours values (used for reporting purposes only) for the specified cost code.
N	The Revenue values for the specified cost code.

Import Snapshot Budget/Memo Data file format

The file format for importing snapshot memo data using the Import Snapshot Budget/Memo Data function is as follows:

Columns	Completing the Cells
A	The line number (used to identify erroneous records).
B	Job Code (enter the job code for which you want to load costs). For example, 6001. If required, you can load costs for different jobs, but for the same period, in the same spreadsheet. For example, enter job 6001 in line 2 and job 7000 in line 3.
C	If the job uses phases, enter the phase code. Otherwise, leave blank.
D	Cost Code for which you want to load costs (for example, A10).
F - J	Columns E to J represent the locations for the six possible cost categories. For example, column E=Labor costs, F=Materials, G=Equipment etc. If only three categories are available, enter the values in columns E, F and G and leave columns H, I and J blank. (Costs would normally be entered in column F). The number of cost categories available depends on how many have been set up by the System Administrator. (COINS allows you to have up to six cost categories).
K	The Quantity values for the specified cost code (for example, days).
L	The Hours values (used for reporting purposes only) for the specified cost code.
M	The Revenue values for the specified cost code.