2013 SedonaOffice Users Conference

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Pearl Bates
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1 2013 SednaOffice Users Cnference Jb Setup Presented By: Carlyn Jhnsn

2 This Page Intentinally Left Blank Page 2 f 26

3 Table f Cntents Jb Management Setup Basics... 4 G/L Accunts Setup... 5 Jb Management Setup Tables... 9 Jb Billable Items Install Charges Recurring Charges Parts Charges Page 3 f 26

4 Jb Management Setup Basics The SednaOffice Jb Management mdule is designed t track incme and expenses n installatin r majr upgrade wrk by implementing ne f fur Jb Csting methds. These fur Jb Csting Methds are: Recgnize Immediately WIP (Wrk in Prgress) Relieve Expenses When Invicing WIP (Wrk in Prgress) /Accrue Incme Expenses & Incme Recgnized When Jb Clses Percentage f Cmpletin* The sftware is able t accmmdate using different Jb Csting methds based upn the Jb Type. Small jbs may be setup t recgnize incme and expenses as they ccur where large/lng- running jbs may be setup t use ne f the ther three csting methds. Ntes Page 4 f 26

5 G/L Accunts Setup Depending upn which Jb Csting Methd is used will determine which G/L Accunts must be setup within the chart f accunts. Recgnize Immediately (Incme and Expenses) G/L Accunt Descriptin Material Cst f Gds Sld Labr Cst f Gds Sld Deferred Labr Cmmissin Expense Cmmissin Deferred G/L Accunt Type CGS CGS OCL EX r CGS OCL Where Used Jb Type Install Cmpany, Jb Type* Install Cmpany, Jb Type* Jb Type* Jb Type* Ntes Page 5 f 26

6 WIP Relieve Expenses when Invicing is perfrmed G/L Accunt Descriptin Material Cst f Gds Sld Material WIP Labr Cst f Gds Sld Deferred Labr Labr WIP Cmmissin Expense Cmmissin Deferred Cmmissin WIP Miscellaneus WIP G/L Accunt Type CGS OCA CGS OCL OCA EX r CGS OCL OCA OCA Where Used Jb Type Install Cmpany, Jb Type Install Cmpany, Jb Type* Install Cmpany, Jb Type* Install Cmpany, Jb Type* Jb Type* Jb Type* Jb Type* Install Cmpany, Jb Type* Ntes Page 6 f 26

7 WIP & Accrue Incme Recgnize Incme & Expenses when the Jb clses G/L Accunt Descriptin Material Cst f Gds Sld Material WIP Labr Cst f Gds Sld Deferred Labr Labr WIP Cmmissin Expense Cmmissin Deferred Cmmissin WIP Miscellaneus WIP G/L Accunt Type CGS OCA CGS OCL OCA EX r CGS OCL OCA OCA Where Used Jb Type Install Cmpany, Jb Type Install Cmpany, Jb Type* Install Cmpany, Jb Type* Install Cmpany, Jb Type* Jb Type* Jb Type* Jb Type* Install Cmpany, Jb Type* Accrued Jb Incme OCA Jb Type Ntes Page 7 f 26

8 Percentage f Cmpletin G/L Accunt Descriptin Material Cst f Gds Sld Labr Cst f Gds Sld Deferred Labr Cmmissin Expense Cmmissin Deferred G/L Accunt Type CGS CGS OCL EX r CGS OCL Where Used Jb Type Install Cmpany, Jb Type* Install Cmpany, Jb Type* Jb Type* Jb Type* Accrued Jb Incme OCA Jb Type Ntes Page 8 f 26

9 Jb Management Setup Tables There are financial and peratinal setup tables that affect all aspects f managing Jbs in SednaOffice. The Financial setup tables and ptins affect hw incme and expenses are handled fr a Jb. The Operatinal setup tables affect peratinal activities and d nt have any financial impact n a Jb. Financial Jb Setup Tables/Optins Jb Management Setup Prcessing Labr Expensing Methd Labr COGS G/L psting accunt Labr WIP G/L psting accunt Cmmissins Expensing Methd Cmmissin COGS G/L psting accunt Cmmissin WIP G/L psting accunt Jb Type Material Expensing Methd Material COGS G/L psting accunt Material WIP G/L psting accunt Revenue Recgnitin Methd Labr Expensing Methd Labr COGS G/L psting accunt Labr WIP G/L psting accunt Cmmissins Expensing Methd Cmmissin COGS G/L psting accunt Cmmissin WIP G/L psting accunt Install Cmpany Labr Expensing Methd Labr COGS G/L psting accunt Labr WIP G/L psting accunt Cmmissin Types Assigned t Jb Types Emplyees Salespersn Cmmissin Types/Rates setup Installers Hurly Labr Rates Link t Primary Install Cmpany Jb Expense Types Use WIP r Expense Immediately Ntes Page 9 f 26

10 Operatinal Jb Setup Tables The Operatinal setup tables affect peratinal activities and d nt have any financial impact n a Jb. Jb Status Jb Phases (Optinal*) Indicates Prgress f a Jb Material Purchase Plan Assigned t Jb Type default Tasks Billing Plan fr Install Charges May be verridden n a Jb Labr Resurce Planning Filter n many Jb Csting Reprts Jb Apprval Type (Optinal) Labr Tasks Operatinal Apprvals t begin Jb Types f Labr perfrmed Assign by Jb Type Can break dwn estimate by Labr Task & cmpare t actuals Ntes Page 10 f 26

11 Financial Setup Tables/Optins Which G/L Accunts in which Tables are Used? There are key setup tables/ptins which determine which G/L Accunts and methds are used when psting Incme and Expense transactins t a Jb. Depending n each cmpany s setup, the SednaOffice applicatin will select G/L psting accunts and methds frm varius setup tables. The Jb Management Mdule uses a pecking rder when determining hw t prcess financial transactins. 1. Jb Type Setup 2. Install Cmpany Setup 3. Jb Management Setup Prcessing Ntes Page 11 f 26

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13 Jb Type Setup The Jb Type setup is a gruping f values used fr bth Financial and Operatinal purpses. Fur f the available setup frms f the Jb Type cntain ptins that may have a financial impact n the jb. These fur frms; Detail, Csting, Items and Accunts, cntain cntrl G/L accunts used fr psting Incme and Expense transactins. Ntes Page 13 f 26

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15 Install Cmpany Setup The Install Cmpany setup table is used primarily t establish G/L psting accunts and methds fr psting Labr expenses t a Jb. The Install Cmpany determines: The name f the Cmpany that will print n Jb Tickets. Labr Expense Methd; immediately r using Wrk in Prcess. Which G/L accunts t use when psting Labr t Jbs. If scheduling jb with Jb Appintments, hw much time will be expensed t a Jb. If G/L accunts are nt setup n the Install Cmpany, then all Labr transactins will use the G/L psting accunts frm either the Jb Type r Jb Management Setup Prcessing setups. Nte: The Parts WIP and Misc. WIP fields n this frm are n lnger used; the G/L accunts used fr bth f these WIP accunts is nw determined by the G/L accunts setup n the Jb Type setup table. Ntes Page 15 f 26

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17 Jb Management Setup Prcessing [setup] The Jb Management Setup Prcessing frm cntains default G/L accunts t use when psting csts t a Jb. If defaults are nt specified at lwer setup levels, (Install Cmpany r Jb Type) these rules will be used. Ntes Page 17 f 26

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19 Jb Billable Items Jb Billable Items are the varius services which will be inviced t the Custmer thrugh a Jb and may cnsist f ne r a cmbinatin f three elements: Install Charges One ttal amunt fr the entire cntact Multiple line items fr varius services Recurring Charges Mnitring, Service Agreements, etc. Parts Inventry Parts Page 19 f 26

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21 Install Charges Install Charges are selected frm a list f Invice Items n the Installs frm f the Jb. The list f selectable Items may be restricted based upn the Jb Type setup. Depending n the tax rules assciated with the lcatin f the Jb Site, yu may need t create mre than ne Install Charge line t be inviced. Ntes Page 21 f 26

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Recurring Charges If recurring services such as Mnitring r a Service Agreement were sld with the Jb, these items are setup n the Recurring frm within the

23 Recurring Charges If recurring services such as Mnitring r a Service Agreement were sld with the Jb, these items are setup n the Recurring frm within the Jb. Recurring services may be set up and d nt have t be inviced with the Jb, but may be set up t begin invicing at sme time in the future. Ntes Page 23 f 26

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Parts Charges If the Custmer is t be inviced fr sme r all f the parts individually, then the billable amunt fr each part will default int the Jb Materials frm based n the default Sales Price fr each

25 Parts Charges If the Custmer is t be inviced fr sme r all f the parts individually, then the billable amunt fr each part will default int the Jb Materials frm based n the default Sales Price fr each Part. Nte: Parts may nly be inviced if the Jb Type setup has been set t allw this. Invicing fr parts is allwable if the Zer Part Price ptin has nt been selected n the Jb Type setup. Ntes Page 25 f 26

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Expense Reports Users Guide - aqua

Expense Reports Users Guide - aqua Expense Reprts Users Guide - aqua Updated 08/16/2016 Page 1 f 7 The expense reprt applicatin allws emplyees t enter and submit their expenses fr jb (billable and nn-billable) and nn-jb expenses. The applicatin