Assign Cutoff Phases in Sage Timberline® Office Job Cost

 

In order to record the lot phase status on the job record within Sage Timberline Office, make it available to WMS, and make it available to the sales center, follow the steps outlined below.  

 

Step 1

To set up cutoff phases in WMS:

Create the list of cutoff phases that will be assigned to options as the cutoff for availability, and to jobs as the stage of construction that is completed (lot phase status). For instructions on setting up cutoff phases, please refer to the previous topic Setting Up Cutoff Phases.

Step 2

To set up cutoff phases in Sage Timberline Office Accounting:

Create a custom field on the Job Cost job record for the Lot Phase Status.

  1. In Job Cost, select File > Data Folder Settings > Custom Fields > JC Job > Edit > Add.

  2. In the Description field, typeCutoff Phase.

  3. From the Type list, select the drop-downList Box option.

  4. Checkmark both ODBC settings.

  5. In the Item field, type the Description of each cutoff phase (exactly the same as the cutoff phases set up in WMS).

  6. Press Enter.

  7. When the list is complete, clickOK.

  8. Click Close, then clickOK.

 

Note

The item descriptions in Job Cost must be exactly the same as the cutoff phases in WMS.

 

Step 3

To map a field created in Job Cost to WMS:

  1. In WMS, from the Integration menu select Timberline Accounting > Accounting DB Settings.

  2. Select the Timberline Accounting Configuration tab.

In the Map JC Field to Job Cutoff Phase section:
 

  1. Click the JC Table drop-down menu and select the MASTER_JCM_JOBS_CUSTOM_FIELDS table. 

  2. Click the  JC Field drop-down menu and select Cutoff_Phase.

 

Note

If the drop-down list for custom fields is blank, change the JC Table to MASTER_JCM_JOB_1, then change it back to MASTER_JCM_JOBS_CUSTOM_FIELDS.  This should refresh the JC Field drop-down list.

 

  1. Mark the checkbox for Map JC Field to Job Cutoff Phase.

  2. Click Save at the bottom of the screen to save the changes.

  3. Click Close to exit the screen.

 

Step 4

To record 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. Please verify the synchronization settings are correct, or these fields will not be updated accurately. If necessary, change the settings before proceeding. See Accounting and Estimating DB Settings and Updating Job Fields.

 

Note

Recording the lot phase status in Sage Timberline Office is not a valid method if the client is using the WMS Scheduling module. The lot phase status is updated on the job each time an activity designated as a cutoff phase is checked as "completed" in Scheduling.

 

Step 5

To establish the cutoff phase for a job in Sage Timberline Office Accounting:

  1. Click the JC toolbar icon to launch Job Cost.

  2. In Job Cost, select Setup > Jobs.

  3. ClickNext at the bottom of the screen, or clickList and select a job.

  4. Scroll to the last tab on the Job screen, and click Custom Fields.

  5. Press Enter twice to access the fields.

  6. Scroll down the list to Cutoff Phase. Click the drop-down menu and select the appropriate phase.

  7. For all current and future jobs, select the current cutoff phase for each job 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.

  8. Click Save at the bottom of the screen to save changes.

  9. Click Close to exit the screen.

Each time the Share All Job Information with Job Cost process runs, the current lot status in the job in Sage Timberline Office Job Cost overwrites any existing status in WMS. Each time data is sent from WMS to the sales center, the existing status in WMS overwrites any existing status in the sales center.

 

Step 6

To update a job cutoff phase in WMS with information from Job Cost:

  1. In WMS, from the Setup menu select Jobs.

  2. Select the specific Job using drop-down arrows or the Jobs Toolbar.

  3. Click the  Synchronize This Job with Timberline icon on the Jobs toolbar.
    Or
    Click the Synchronize to Timberline icon located to the right of Lot Phase Status to synchronize this specific field with Job Cost.

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.

 

Related Topics

Setting up Cutoff Phases

Overview of Cutoff Phases

Exclude Cutoff Phases

Change Order of Cutoff Phases

Assign Cutoff Phases in Workflow Management

Accounting and Estimating DB Settings and Updating Job Fields

Master Models and Options

JC Job Field Mapping

Assign Lot Phase Status to Job

Setting Up Jobs in Timberline Job Cost

Assign Lot Availability in Sage Timberline Office

Finalizing the Budget in Timberline Job Cost

Close the Job in Timberline Job Cost