The Category Type determines how purchase orders are issued after the budget has been finalized in Sage Timberline® Office Job Cost. Once the budget is finalized, only certain Category Type costs are allowed to be issued on purchase orders and committed in Job Cost. This function is only applicable if the Finalize Budget function is activated and used in Job Cost.
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IMPORTANT |
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After adding a database to the list of Accounting databases, it is necessary to complete the set up of Job Cost Category Types for each database in the list. |
Categories are additional classifications/divisions of costs incurred, and provide a method to track costs in Sage Timberline® Office Accounting. Categories also facilitate cost analysis in the Sage Timberline Office Job Cost module. Categories allow the user to track estimates, actual costs, and other important information at a sub-level below cost codes. For example, one of the cost codes might involve concrete forming, and it is necessary to distinguish labor costs from material costs. This can be accomplished by setting up one category for labor and another for materials. Both types of cost can be reported separately as labor and material at the category level. Both costs combined can be reported as concrete forming at the cost code level. Categories are generally set up in Sage Timberline Office Job Cost, and imported into the WMS database. See Update All Timberline® Files for additional information.
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Note |
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In order to verify the most up-to-date list of Job Cost Categories is available in WMS, import the information from Sage Timberline Office Accounting prior to setting these options. See Update All Timberline Files for additional information. Verify that the Job Cost categories match exactly with the standard categories in Sage Timberline Office Job Cost. |
There are 6 default categories available in the Purchasing module:
Labor - Commonly Designated by L in Sage Timberline Office Job Cost
Material - Commonly Designated by M in Sage Timberline Office Job Cost
Subcontract - Commonly Designated by S in Sage Timberline Office Job Cost
Equipment - Commonly Designated by E in Sage Timberline Office Job Cost
Other - Commonly Designated by O in Sage Timberline Office Job Cost
Overhead - Commonly Designated by OHD in Sage Timberline Office Job Cost
Verify the database currently active is the one for which the Job Cost Category types need configuring. (This is the database currently open for the division.)
From the Integration menu, selectTimberline Accounting > Set Up Job Cost Category Types.
The following screen displays.
A complete list of all Job Cost Categories, their descriptions and JC Cost Types will display on this screen. This list reflects the information up through the most recent date the Update All Timberline Files process has been run. The left-hand columns are for information only, and cannot be edited in this screen.
Click the Category Type drop-down menu to display the Job Cost Category options.
The description for each Category Type follows:
Base/Original Cost
Issue Purchase Orders - Once the budget has been finalized in Sage Timberline Office Job Cost, any item with a job cost category that is set to Base/Original Cost will cause an error message to display in the Issue Purchase Orders process, and a purchase order will not be allowed to be issued. In order to issue a purchase order after the budget has been finalized, the category type must be set to Change Order or Non Billable Variance.
Issue Budgets - Once the budget has been finalized in Sage Timberline Office Job Cost, the Issue Budgets icon will be disabled, and entries will not be created for any new costs in the Send to Timberline Accounting application. The existing budget information may still be viewed in this screen.
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Note |
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This process will not function correctly if the budget has been finalized in Sage Timberline Office Job Cost prior to all of the base cost purchase orders being issued. If purchase orders are issued in multiple releases, the budget can not be finalized in Sage Timberline Office Job Cost until after the final release has been issued. |
Change Order
Issue Purchase Orders - Once the budget has been finalized in Sage Timberline Office Job Cost, any new item with a job cost category that is set to Change Order will allow a purchase order to be issued. The appropriate entries will be created in the Send to Timberline Accounting application and the new purchase order will be committed in Sage Timberline Office Job Cost.
Issue Budgets - Once the budget has been finalized in Sage Timberline Office Job Cost, the Issue Budgets icon will be disabled, and entries will not be created for any new costs in the Send to Timberline Accounting application. The existing budget information may still be viewed in this screen.
Non Billable Variance
Issue Purchase Orders - Once the budget has been finalized in Sage Timberline Office Job Cost, any new item with a job cost category that is set to Non Billable Variance will allow a purchase order to be issued. The appropriate entries will be created in the Send to Timberline Accounting application and the new purchase order will be committed in Sage Timberline Office Job Cost.
Issue Budgets to JC - Once the budget has been finalized in Sage Timberline Office Job Cost, the Issue Budgets icon will be disabled, and entries will not be created for any new costs in the Send to Timberline Accounting application. The existing budget information may still be viewed in this screen.
Blank (Null)
Issue Purchase Orders - Once the budget has been finalized in Sage Timberline Office Job Cost, any new item with a job cost category that does not have a Category Type assigned to it will allow a purchase order to be issued. The appropriate entries will be created in the Send to Timberline Accounting application and the new purchase order will be committed in Sage Timberline Office Job Cost.
Issue Budgets to JC - Once the budget has been finalized in Sage Timberline Office Job Cost, the Issue Budgets icon will be disabled, and entries will not be created for any new costs in the Send to Timberline Accounting application. The existing budget information may still be viewed in this screen.
Select the categories whose budgets should be sent to Job Cost. This setting will now include BOTH the former Cat 'O' budget and Variance budget to Accounting described below.
Items designated as JC Category 'O' will be sent to Job Cost and will be included in the budget in Job Cost.
Budgets for items that have a JC Category with a category type of 'Non Billable Variance' will be sent to Job Cost and included in the budget in Job Cost.
Select the categories whose purchase order commitments should be sent to Job Cost.
Commitments for items designated as JC category 'O' will be sent to Job Cost, and will become commitments in Job Cost.
Choose whether or not to print prices on purchase orders. Selecting this checkbox will include BOTH the former Cat 'S' and Cat 'O' amounts described below.
Print Cat 'S' (Sub) Amounts on PO - Items that are assigned a job cost category of 'S' (Sub) will include printed prices on purchase orders.
Print Cat 'O' (Other) Amounts on PO - Items that are assigned a job cost category of 'O' (Other) will include printed prices on purchase orders.
Click within thePrint PO if all this Cat checkbox to allow a purchase order to print even if all items are assigned a job cost category of ‘O.’
Click within the Default CO Cat checkbox to assign a default cost category to all change orders received from the Sales Center and to any manually issued change orders (created in the Purchasing module) not assigned a specific category. This provides a method of tracking costs in Job Cost for change orders separate and distinct from the original budgeted costs.
The following table illustrates how the configuration of individual Job Cost categories replace the Global Settings found in versions prior to WMS 4.5:
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Checkbox in New JC Category Setup |
Former WMS Global Setting |
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Budget to JC (allows budgets to transfer/not transfer to Accounting) |
Global Settings > Accounting Integration > Send to Timberline Accounting Options > Send Cat 'O' Budgets to Accounting and Send Variance Budgets to Accounting |
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Commitment to JC (allows purchase order commitments to transfer/not transfer to Accounting) |
Accounting Integration > Send to Timberline Accounting Options > Send Cat 'O' Commitments to Accounting |
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Print Prices on PO |
Global Settings > Purchasing > Purchasing tab > Print Cat S (Sub) Amounts on PO and Print Cat O (other) amounts on PO |
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Print PO if All this Cat |
Global Settings > Purchasing > Purchasing tab > Print PO where all items are ‘Cat O’ |
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Default CO Cat
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Global Settings > Purchasing > JC Categories tab Default CO JC Category. |
Once finished with all changes, click Save.
Click Close to exit the screen.
Finalizing the Budget in Sage Timberline Office Job Cost
Issuing Budgets if Budgets are Finalized in Sage Timberline Office Job Cost
Issuing Purchase Orders if Budgets are Finalized in Sage Timberline Office Job Cost
Share All Job Information with Job Cost
Receive New Jobs from Job Cost
Receive All Suppliers from Accounts Payable
Receive New Suppliers from Accounts Payable
Receive Tax Tables from Accounts Payable
Receive Controls from Accounts Payable
Receive Cost Codes from Job Cost
Receive Cost Categories from Job Cost