Assigning Lot Availability Status in Sage Timberline® Office Job Cost

In order to record the lot availability status on the job record within Sage Timberline® Office, make it available to WMS, and make it available to the sales center it is necessary to:

Create a list of common status descriptions (i.e. sold, available, under contract, model) in WMS.
Create a custom field in the job cost record for lot status.
Map the field created in Job Cost to WMS.

Perform the following instructions to set up WMS and Sage Timberline® Office to support the assigning of lot availability from the Timberline software. The three steps listed above only need to be completed for the initial set up.

To set up status descriptions in WMS:

From the Setup menu, select Custom Descriptions.
OR, click the Custom Descriptions icon in the Setup toolbar.
Scroll down to WMS_LotAvail_Status_1 through WMS_LotAvail_Status_9.
Type the availability status descriptions (i.e. Available, Unavailable, Sold, Closed) in the Custom Description fields.
ClickOK.

To create a custom field in the Job Cost job record for lot status in Sage Timberline® Office Accounting:

From the File menu, select Data Folder Settings > Custom Fields.
Select Job, then click on Edit.
Click on Add to create a new field.
In the Description field, typeLot Status.
In the Type list, select the Drop-Down List Box option.
Verify both ODBC Options are selected.
In the Item field, type the description of an availability status and pressEnter.

Note

The Item descriptions in Job Cost must be exactly the same as the Custom Descriptions in WMS.

Repeat step 7 for each availability status to enter.
When the list is complete, clickOK.
ClickClose
ClickOK.

To map the field created in Job Cost to WMS:

From the Integration menu in WMS, select Timberline Accounting > Accounting DB Settings.
Click the Timberline Accounting Configuration tab.
Mark the Map JC Field to Lot Availability Status checkbox, then:

From the JC Table drop-down menu, select the MASTER_JCM_JOBS_CUSTOM_FIELDS table .
From the JC Field drop-down menu, select Lot_Status.

Note

If the JC Field drop-down menu is blank, change the JC Table field to MASTER_JCM_JOB_1, then change the JC Table field back to MASTER_JCM_JOBS_CUSTOM_FIELDS. This should refresh the JC Field drop-down list.

Click the checkbox for Map JC Field to Lot Availability Status.
Click Save at the bottom of the screen to save the changes.
Click Close to exit the screen.

Once the Map JC Field to Lot Availability Status box is checked, all changes to availability status will have to be made in Sage Timberline Office Job Cost. Each time the Synchronize Timberline Jobs and Suppliers process is run, any settings in the Lot Availability Status field in WMS will be overwritten with the current settings in Job Cost.

Recording the Status for a Specific Job in Sage Timberline® Office

Note

The method for updating the status field will also be affected by the settings in Master Job Synchronization Settings, where it is possible to select a setting to prevent Job Cost from overwriting WMS. Please verify the synchronization settings will or will not update these fields appropriately and change the settings if necessary. See Accounting and Estimating DB Settings and Updating Job Fields.

Now that the fields are properly configured, use the following procedure to enter lot status going forward.

To enter a lot status in Sage Timberline® Office Accounting:

Open Sage Timberline Office Accounting Job Cost.
From the Setup menu, select Jobs.
Select the job for which the status needs updating by clicking Next at the bottom of the screen, clicking on List and locating the job.
Scroll to the Custom Fields tab, which is the last tab of the Job Setup screen.
PressEnter twice to access the fields.
Scroll down the list to the Unit Status field, click the drop-down menu and select the appropriate status.
For all current and future jobs, select the availability status from the drop-down list as outlined in steps 3 through 6. As the status of a job changes, select the new availability status from the drop-down list.
Click Save at the bottom of the screen to save changes.
Click Close to exit the screen.
- Each time the Share All Job Information with Job Cost process is run, the current lot status in the job in Sage Timberline Office Job Cost will overwrite any existing status in WMS.
- Each time data is sent from WMS to the sales center, the existing status in WMS will overwrite any existing status in the sales center.
If not already established, the final step is setting the Lot Availability Threshold in Sales Center Data Options.

To update the job's lot availability status in WMS with the data entered in Job Cost:

From the Integration menu in WMS, selectTimberline Accounting > Share All Job Information with Job Cost. Running this updates all jobs in WMS with data from Job Cost. To update only a specific job, or just the lot availability for a job, do either of the following:

From the Setup menu, selectJobs.

1. Select the specific job using the Jobs Toolbar.
2. From the Jobs Setup tool bar, click the Synchronize This Job with Timberline icon.

From the Setup menu, selectJobs.

1. Select the specific job using the Jobs Toolbar.
2. Click the Synchronize to Timberline icon located to the right of Lot Available to synchronize this specific field with Job Cost.