Setting Up Jobs

This chapter provides overviews of jobs, job master records, and job types, and discusses how to:

Set up job master records.
Set up supplemental data for jobs.

Understanding Jobs

A job is any activity for which you manage costs and track progress. Anything from publishing a book to building a skyscraper can be considered a job.

Depending on the business needs, you might divide a large project into a series of smaller jobs based on subprojects within the larger job. In this case, you should consider the overall job as the project and each of the subprojects as separate jobs.

Examples include:

You are contracted to build a 10 story office building. You will manage costs and track progress on a floor by floor basis. In this case, the office building is the project, and each floor is a separate job within that project.
You are contracted to build 30 houses in a subdivision. You will manage costs and track progress on a house by house basis. In this case, the subdivision is the project, and each house is a separate job within that project.
You are contracted to build a large regional airport. You will manage the costs and track progress on a job by job basis. In this case, the airport is the project, and each subproject such as the main terminal building, the access road, and each concourse is a separate job within that project.

Job Master Records

You must create a job master record for each of the projects and jobs that will be managed by JD Edwards EnterpriseOne Job Cost. Creating a job master record includes identifying information such as the job number, the job description, and the project, if any, of the overall job. The job master record also includes tracking and reporting information.

The job master record provides a link between JD Edwards EnterpriseOne Job Cost and JD Edwards EnterpriseOne General Accounting. This link enables both systems to manage costs, budgets, and other financial information associated with the projects and jobs. The job master record also establishes a link between the projects and the related jobs. Not only can you track each job separately, but you can consolidate account information across jobs up to the level of the entire project. Such information includes budgets, costs, projections, and so on. You can then review and analyze the information to determine the overall status of the project. You link a job with a project by completing the Project field on the job master record.

Job Types

JD Edwards EnterpriseOne Job Cost shares some data entry fields with JD Edwards EnterpriseOne General Accounting. Although the information for these fields is the same, the two systems use different field names: JD Edwards EnterpriseOne Job Cost uses the term job type and JD Edwards EnterpriseOne General Accounting uses the term business unit type. Because JD Edwards EnterpriseOne Job Cost shares the data in the Job Type field with JD Edwards EnterpriseOne General Accounting, you might see JD Edwards EnterpriseOne General Accounting terminology on some of the JD Edwards EnterpriseOne Job Cost forms. Job type information is used at the business unit level to group similar business units. JD Edwards EnterpriseOne Job Cost uses the job type to report projected finals. Job type is a user defined code that you set up. When you set up a job, you can set a processing option to designate a specified job type as the default code.

Note. If you set up new job types, you must also set up a corresponding user defined code in 51/PF to generate projected finals for the job type.

Setting Up Job Master Records

This section provides an overview of the job master components and discusses how to:

Setting processing options for Job Cost Master Revisions (P51006).
Set up a job master record.

Understanding Job Master Records

Job master records contain information that is specific to the job. The job master record also includes identifying information, such as:

Company number
Project number and name
Job number and name
Job type

After you enter information that identifies the job, you can enter additional details for each record. You can use the additional information to report and track other details. For example, you can enter:

Equipment information
Tax information
Payroll information
Job dates
Category codes

To establish a project hierarchy, enter the job master record for a project and then enter the job master records for each job associated with the project. You must enter project information first.

Use the Job Master Revisions form to create a single job master record, and use the Job Revisions by Company form to create multiple job master records for the same company. To create a job master record, you must complete the Job Number, Description, and Company fields. You can select to enter other job specific information when you create the job master record, or you can add this information later.

Important! You must use JD Edwards EnterpriseOne Job Cost, not JD Edwards EnterpriseOne General Accounting, to create the job master records. This ensures that:

The system creates a related record in the Extended Job Master table (F5108).

The system creates a general ledger header account in the Account Master table (F0901) for the job. Header accounts enable you to adjust the percentage of completion for a specific job when you recognize profit.

The system stores job master information in the Business Unit Master table (F0006). You can direct the system to automatically add a specified business unit type, such as JB, to the record.

The system updates the Establishment Constant File table (F069056) if you are using JD Edwards EnterpriseOne Payroll.

Category Codes

Business unit category codes are user defined codes that you assign to the projects and jobs for reporting purposes. You can define up to 30 category codes to meet the company's information needs. Category codes 1 through 20 enable you to assign a three character code, and category codes 21 through 30 enable you to assign a 10 character code. More than one JD Edwards EnterpriseOne system uses system 00 category codes. The system stores business unit category codes in the Business Unit Master table (F0006).

Job Dates and Other Job Related Information

For each of the projects and jobs, you can enter planned start and end dates, and actual start and end dates when this information becomes available. You can also enter other date information that is important for the reporting purposes. When you create a schedule for the job, you can enter planned and actual start and end dates initially, or at a later date. The system stores job related date information in the Extended Job Master table (F5108).

For each job, you can enter equipment rate information. You must first set up a user defined code that indicates the billing rate for the equipment. The system stores equipment rate information in the Business Unit Master table (F0006). Equipment/Plant Management uses the information to determine the correct rate to charge the job for equipment costs.

You can enter tax information about the job. You can also set up a user defined code to control how tax is assessed and distributed to the general ledger revenue and expense accounts for the job.

If you use JD Edwards EnterpriseOne Payroll, you can enter payroll information for the job. You can indicate whether the job has a burden rate and then set up that burden rate. Burden is defined as the direct expense that a company incurs for an employee in addition to wages. Some examples of direct expenses that the company pays are company and payroll taxes, health insurance, and company paid benefits. You can specify whether the job should have information about it included in payroll reports. You can also identify pay rate tax rules that might apply to the job. The system stores payroll information for the job in the Establishment Constant File table (F069056).

If you do not use JD Edwards EnterpriseOne Payroll, you can set a processing option to not display the payroll fields on the job master forms.

Extended Job Information

You use the Extended Job Master form to enter job budget dates and category code definitions for reporting purposes. The category codes that you set up on this form enable you to view the job information by the categories that you define, also known as alternate sequences.

See Assigning Alternate Sequences.

You use an extended job master to control the creation of projected final balances by fiscal year and new account master file records with the associated category code values.

The system automatically creates an extended job master for you when you add a job through the JD Edwards EnterpriseOne Job Cost system.

Deleting a Job Master Record or an Account

If you create a job master record incorrectly, you can delete the job. When you delete a job, the system removes the job number from the Business Unit Master table (F0006), the Account Master table (F0901), and the Extended Job Master table (F5108). Any other tables, such as the Establishment Constant File table (F069056), that were updated as a result of creating the job will also be updated by JD Edwards EnterpriseOne Job Cost.

Important! If you have created a cost code structure for the job, and the job has account and budget information, you must remove the budget and account information before you can delete the job.

You can delete an account from a job as long as no journal entries (F0911 records) have been generated for it. If journal entries exist for the account, you can void the journal entries so that the system no longer uses the account information, but the account record and associated information remain for the JD Edwards EnterpriseOne Job Cost records.

Before you delete a job, you must:

Delete budget information for the job.

See Understanding Original Budgets.
Delete account information for the job.

Prerequisites

Before you set up a job master record:

Set up the company.

Set up the address book record of the project management company, if necessary.

Set up business unit category codes.

Set up user defined codes for Equipment Rate (13/TB).

Set up Tax Rate Areas.

See Forms Used to Set Up Tax Rate Areas.

Forms Used to Set Up Job Master Records

Form Name	FormID	Navigation	Usage
Work with Job Master	W51006R	Job & Budget Setup (G5111), Job Cost Master Revisions	Review and select job master records.
Job Master Revisions	W51006S	Click Add on the Work with Job Master form.	Enter a single job master record.
Job Revisions by Company	W51006C	Depending on the setting of the Select Button Exits processing option the Job Revisions by Company form might appear when you select a job master record. Otherwise, select a record and select Job Revision by Co from the Form menu.	Enter multiple job master records.
Job Dates & Other Information	W51006U	Select the job on the Work with Job Master form, and then select Job Dates/Other from the Row menu.	Enter equipment rates, tax information, job dates, and job payroll information.
Extended Job Master	W51006X	Select a job on the Work with Job Master form and select Extended Job from the Row menu.	Enter fiscal year and category code information for a job.

Setting Processing Options for Job Cost Master (P51006)

Because the Job Cost Master Revisions and Job Revisions by Company menu selections represent different versions of the same program (P51006), the processing options are the same.

Defaults

Use these processing options to define the default values that the system applies when you inquire on or add jobs.

1. Job Type

Specify the default value for the job type or leave this processing option blank to enter the job type when you add a new job.

2. Posting Edit Code

Specify the posting edit code to assign to the jobs that you add. Values are:

Blank: Enables transactions to be posted to the job.

1: The system assigns N as the posting edit code to indicate that the account is a header account to which transactions do not post.

Display

Use these processing options to set up display options for fields for the Job Cost Master program.

1. Company Number Change

Specify if the system can change the company number on a job when the job has associated accounts and if it issues a warning message. Values are:

Blank: The system enables you to change the company number and does not issue a warning message.

1: The system enables you to change the company number and issues a warning.

2: The system issues an error and does not let you change the company number.

Important! If you change the company number, you must run additional programs to update the Account Master and Account Detail records.

See Changing the Company Number on a Business Unit.

2. Payroll Fields

Specify whether to display the payroll fields on the Job Dates & Other Information form. Values are:

Blank: Display the payroll fields.

1: Do not display the payroll fields.

Versions

Use these processing options to select the application versions to execute. If you leave any of these processing options blank, the system uses version ZJDE0001.

1. Original Budget Version (P510121)	Specify the version of the Original Budget program (P510121) to use when the program is accessed from the Row menu.
2. Job Status Inquiry Version (P512000)	Specify the version of the Job Status Inquiry program (P512000) to use when the program is accessed from the Row menu.
3. Budget Revision Version (P510171)	Specify the version of the Budget Revision (P510171) to use when the program is accessed from the Row menu.
4. Job Supplemental Data Version (P00092)	Specify the version of the Supplemental Data program (P00092) to use when the program is accessed from the Row menu.
5. Copy Job to Job Version (P51091)	Specify the version of the Copy Job to Job (P51091) program to use when the program is accessed from the Row menu.
6. Cost Code Schedule Version (P51901)	Specify the version of the Cost Code Schedule (P51901) program to use when the program is accessed from the Row menu.
7. Purchase Orders Version (P4310)	Specify the version of the Purchase Orders program (P4310) to use when the program is accessed from the Row menu.
8. Select button exits	Specify which application to run when you select a record from the Work with Job Master form. Values are: Blank or 1: Job Master Revisions 2: Job Revisions by Company 3: Original Budget 4: Budget Revisions 5: Copy Similar Jobs 6: Cost Code Schedule 7: Update Percent Complete 8: Extended Job Master

Setting Up a Job Master Record

Access the Job Master Revisions form.

Job Master Revisions

Project Number	Use this business unit within a company to group jobs into a particular project (hierarchy) for reporting purposes. A separate job master record must be created for a project. It can also have accounts to track overhead costs related to the group. The number works in conjunction with the level of detail for business units.
Level of Detail	Identifies the relationship of a job with a project, parent job, subordinate jobs, or some other grouping. This is different from the level of detail for accounts. Use the rules for assigning level of details: Valid codes are 2 through 9 from least detailed (2) to most detailed (9). Level 1 is reserved for the company. A summary level includes the related business units at all levels. You do not need to use every level of detail. You can skip levels as long as you are consistent. You can use the level of detail in conjunction with project numbers on both the Job Master Revisions and Job Revisions by Company forms. The job numbers for projects and jobs within projects must be numbered sequentially in order for the system to summarize information by level of detail. Note. A better method to summarize information by job might be to use the business unit category codes instead level of detail.
Subledger Inactive	Specify whether a subledger is active for the job. Normally, the subledger is inactive on closed jobs to prevent update errors. Values are: Blank: Active. 1: Inactive. You can inquire and report on subledger information, but you cannot enter or update the subledger with new transactions.
Threshold % Complete	Enter the percentage at which the system projects final values based on the percentage of work that is completed. The system projects final values only when the percent complete for the account is greater than or equal to the threshold percent.
Model Job	Specify whether the job (business unit) is a model or a consolidated business unit. Values are: Blank: Not a model. M: Model. C: Consolidated business unit. The system automatically updates the processing option to this value when you generate a consolidation using Refresh Consolidation (R10862).
Job Site Address	Enter the address book number of the physical job site.
Owner Address	Enter the address book number of the company or individual for which you are performing the job. Typically, this is the owner's address book number in JD Edwards EnterpriseOne Contract Billing or JD Edwards EnterpriseOne Service Billing.
Contract Type	Identifies the type of contract. Complete this field if you use Service Billing.
Posting Edit	Enter a code specfing transactions to post to the general ledger for the job (business unit). Values are: Blank: Post transactions to this business unit. K: Post transactions to this business unit. However, the original budget is locked, and change orders are required for making changes to the budget. N: Do not post transactions to this business unit. Use this code for a job that is not started or is closed. P: Do not post transactions this business unit. The job can be purged.

Job Dates & Other Information

Equipment Rate Code	Indicates a billing rate, such as DY for daily, MO for monthly, and WK for weekly. You can set up multiple billing rates for a piece of equipment. For JD Edwards EnterpriseOne Job Cost, the equipment rate code is the second of three defaults used by the Equipment Time Entry program to determine the correct rate to charge the cost of equipment to the job. Use this field to enter the default rate code for the job. If you do not enter the rate code here, you must manually enter it in the Equipment Time Entry program.
Tax Entity: Property Tax	Enter the address number of the tax authority to which property taxes are paid. The system uses this field at year end to automatically update the tax address related to equipment and property.
Tax Expl: Tax Rate/ Area	Enter the user defined code (00/EX) to specify the type of tax (tax explanation code), which the system uses to assess and distribute tax amounts to the general ledger revenue and expense accounts. Enter the tax rate area to specify how tax amounts are calculated.
Planned Start Date	Enter the estimated start date for a project or job in this field. You use this information for reporting purposes.
Actual Start Date	Enter the actual start date for a project or job in this field. You use this information for reporting purposes.
Planned End Date	Enter the estimated completion date for a project or job in this field. You use this information for reporting purposes.
Actual End Date	Enter the actual completion date for a project or job in this field. You use this information for reporting purposes.
Other Date 5, Other Date 6	Enter a date that relates to a project or job in this field. You use this information for reporting purposes. This date is user defined.
Labor Load Factor	Specify whether the labor costs include a flat burden for payroll taxes and benefits. Values are: Blank or 0 : The flat burden factor is always 1.0000, so the resulting amount for the flat burden is zero. 1: The flat burden factor is always greater than or equal to 1.0000, so the labor costs include a flat burden.
EEO Code (Y/N)	Specify whether an Equal Employment Opportunity (EEO) minority report, which is informational only, is required for a business unit. Values are: Y: An EEO report is required. N: An EEO report is not required. The system stores EEO information in the Employee Master table (F06011).
Flat Burden Factor	Enter the multiplier to load direct labor costs with burden. For example, a factor of 1.32 would load every dollar of labor cost with 32 cents worth of burden.
Tax Area: Payroll	Enter the tax area. A tax area is a geographic area with common tax rules for rate and distribution. A tax area must include a tax authority such as a state, county, city, and so on. This field is used for payroll tax accounting.
Certified Job	Specify whether to include information about this job in certified payroll reports used for governmental reporting. Values are: Y: Include job information. Blank or N: Do not include job information.

Extended Job Master

Budget Start Century/Fiscal Year

Enter the century related to either the beginning of the budget or the first general ledger transaction for the job, whichever is earlier. For the year 2010, for example, 20 is the century. When you add a job through JD Edwards EnterpriseOne Job Cost, the current century is automatically assigned.

Budget Thru Century/Fiscal Year

Enter the century related to either the end of the budget or the last general ledger transaction for the job, whichever is later. For example, for the year 2010, 20 is the century.

Note. When you add a job through JD Edwards EnterpriseOne Job Cost, the current century is automatically assigned to these fields.

The combination of this field and the Budget Thru Fiscal Year field must be later than the combination of the Budget Start Century and Budget Start Fiscal Year field.

Setting Up Supplemental Data for Job Cost

After you set up the job master record, you can enter a variety of supplemental information for a job. Supplemental information can include anything from ground conditions to legal considerations that can affect the progress of a job. You can use supplemental information to track, review, and report on the progress of a project or job. You set up and maintain supplemental information by defining supplemental data types and entering information appropriate for each supplemental data type. You can define as many supplemental data types as you need, for example:

Suppose that you review the details of the site work, work item and find that the clearing and grading work is one month behind schedule and 10 percent over budget. You can review the supplemental information related to the job and find information describing the adverse weather conditions that have delayed the work. You can then adjust the site-work work item and any other affected work.
Suppose that you review the overall details of all of the jobs in a project and find that concrete is 10 percent under budget. The supplemental information explains that the price of rebar is lower than expected. You can adjust the budget accordingly.

Add data types when you need to categorize ther data using user defined codes and when none of the existing user defined code types are appropriate. For example, if you need to identify all jobs in JD Edwards EnterpriseOne Job Cost that have ground conditions, you can add a search type GR to UDC (55/ST).

After you have set up the appropriate user defined codes and user defined code types, you can add specific data types for JD Edwards EnterpriseOne Job Cost that better fit the supplemental data requirements.

Prerequisite

Set the processing option for the Supplemental Data program (P00092) to specify the supplemental database code for the system to which you are adding data types using the Supplemental Data program For example, the JC is the supplemental database code for JD Edwards EnterpriseOne Job Cost.