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Pgm: JCTRNENT – Enter Cost Transaction; standard Treeview path: Equipment Costing > Transactions > Journal Entry
This screen is used to enter journal transactions that would not normally pass through the Equipment Costing module from another application or for correcting an entry to Job Costing.
Company
Enter/select company code. By default, the user's default company will be displayed.
Batch
In direct journal entries, the user can create a Cost Transaction or a Revenue Transaction type batch.
Current Period, Starting, Ending
These display-only fields display the current period and its start and end date.
Transaction – Section
This section contains general information about the transaction being entered, such as the post date, currency code and journal code.
Transaction
The transaction number will be defaulted by the system and may be used to track the entry.
Post Date
Enter the posting date. This is the date of record and determines the posting period.
Journal
Enter/select the journal code.
The journal code identifies where a transaction originated. Enter the journal code appropriate for the transaction being entered, the most common being JC as this is an entry being made in the JC subledger.
Trans Proof (Transaction)
The debits must equal the credits in transaction entry. Transaction proof will show 0.00 when the entry is in balance.
More than one transaction may be entered in the batch.
Currency and Conv Factor
The system will default the company’s currency into this field. If the transaction being entered is in a different currency than the company’s, change this field appropriately. The system will automatically default the existing current exchange rate (conversion factor). If needed, change it for this transaction.
Source and Source Desc
(Optional) This is an optional field but can be used to enter vendor, customer or job code, if applicable.
Reference and Reference Desc
(Optional) This is an optional field but can be used to enter a source document number, if applicable.
Ref. Date
The reference date is the source date of the transaction. This date does not have to be the same as the entry date and is not the posting date.
Accrual – Checkbox
A transaction may be flagged as an accrual transaction, which indicates that the transaction being entered is to be reversed at a later date. When an accrual transaction is required, check this checkbox.
For more information on using this function, please refer to the section entitled Accrual Transaction Processing in the Job Costing reference guide.
Adjustment – Checkbox
If the transaction has been adjusted through the [Adjustment] button, this checkbox will be checked.
[Adjustment] – Button
Clicking on the [Adjustment] button opens a pop-up window used to make transaction adjustments. Only particular Journal field entries allow adjustments.
If an adjustment was made, the ‘Adjustment’ checkbox will be checked.
For more information on using this function, please refer to the section entitled Entering Adjustments in the Job Costing reference guide.
Detail – Section
The Detail section allows for “E” lines, “J” lines, “W” lines and “G” lines. “E” will default in the type field but may be changed.
Entering an “E” Line
Enter “E” as the type. Select the company code from the LOV.
Select the equipment item from the LOV. If the equipment item is not in the LOV, make sure the commission date is on or before the transaction date entered here, otherwise it will be considered inactive.
If categories are not being used, enter system created ALL, otherwise, select the category from the LOV.
Select the WM code from the LOV and enter the dollar amount associated with this line.
The General Ledger department will come from the Home Location set up and the General Ledger account will come from the transaction code set up.
Entering an “J” Job Costing Line
Enter “J” as the type. Select the company code from the LOV. Select the job, cost code and job category from the LOVs.
Select the WM code from the LOV and enter the dollar amount associated with this line.
The General Ledger department and account will follow the job costing hierarchy rule - Job to Control to Category.
Entering a “G” General Ledger Line
Enter “G” as the type. Select the company code from the LOV. Select the department from the LOV.
Select the General Ledger account from the LOV.
Entering a “W” Work Order Line
Enter “W” as the type. Select the company code from the LOV. Select the work order number and work item code. Distribution will come from the expense allocation entry entered in the setup menu of Preventive Maintenance module.
[W-line Detail] – Button
This button is only enabled for “W” type distributions. The pop-up window allows the user to enter additional information, the type of which varies according to the expense code of the line. Labor expense codes allow for the entry of the resource; material expense codes allow for the entry of an inventory or non-stock item; and the equipment expense codes allow for the entry of a tool.
[Create CostCode/Cat] – Button
Pgm: JCPHSCAT – Pop-up window launched from [Create CostCode/Cat] button
The [Create CostCode/Cat] button becomes enabled if the user is using a J-type transaction. Clicking on this button launches the Quick Cost Code/Category Insert pop-up window. This window allows the user to create new cost codes and categories, if required.
[TAC] – Button
Pop-up window launched from [TAC] button
This button is only active for G-lines, and then only if the account is using Transaction Allocation Codes (TAC). This is where the user can enter/modify the TAC associated with this transaction and account.
[Reference] – Button
Pop-up window launched from [Reference] button
When a transaction is entered, the source and reference information is defaulted from the Transaction section to each record in the Detail section. Although each detail line is assigned the source and reference descriptions from the transaction header, this information may be changed on a line-by-line basis. To change the transaction header references for a line, place the cursor on that line and click on the [Reference] button. The reference pop-up window will appear with the defaults from the transaction header and discretionary changes may be made to all or any of these references.