Post on 12-Jan-2016
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Job Costing & Work In Process
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Overview• Department, Cost Centers & Activity Codes
(DCA) is the breakdown of the business.• Departments & Cost Centers organize the
activity codes in a logical order.• ID’s contain logic to maintain DCA order.• Every cost in ePace is associated to an activity
code.• Materials & outside purchases are considered
departments in the organized structure.• Activity codes can also be used for tracking jobs.
Departments
• Top tier of the structure• Three-digit ID• Most often broken down by internal
departments• Contain additional settings for job jacket notes
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Cost Centers• Cost centers are a group of like activity codes
or pieces of equipment.• Three-digit ID, containing the department ID.• Each department contains a group of relative
cost centers.• Can track total impressions of a press when
production units are tracked in Data Collection.• Can capture actual hours and cost vs.
budgeted hours and cost for the cost center.(Cost Recovery Report)
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Activity Codes
• Group of like operations relative to a specific cost center
• Budgeted hourly rates reside on the activity code• Five-digit ID containing the department and cost
center ID’s• Contains Data Collection settings specific to the
operation• Can leverage activity codes to track milestones
during the manufacturing of a job
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Activity Codes
• Can be set to automatically create an actual cost for items you may not necessarily track. Example: Ink
• WIP category is associated to the activity code
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WIP Categories
• User-defined buckets that capture actual costs generated on a job.
• Determines those operations (costs) considered as value added, for Estimating and reporting purposes.
• Determines those operations (costs) considered hard costs, for Estimating and reporting purposes.
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WIP Categories
• No WIP category should be flagged as both value added and cost.
• WIP category 10, Freight, cannot be altered because ePace coded logic uses this category.
• Costs are distributed to WIP when transactions are posted to the jobs.
• Costs are removed from WIP when the job is billed.
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Common WIP Categories
• Materials• Paper• Prepress• Press• Bindery• Freight• Outside Purchases• Shipping/Fulfillment
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Note Categories
Used to categorize notes in various parts of ePace:– Customer – Contact– Job – Job Jacket– CRM
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Note Categories – Job Control
The following categories are used in job control when associated with a department:– General– Prepress– Press– Finishing– Fulfillment– Shipping– Material– Data Processing
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Note Categories – Customer/Reporting• The following categories are used on the
customer:– Account– Collection– Job
• The following categories are for reporting purposes only:– CRM– Sales– Estimating
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Non-Planned Reasons
• Used to provide explanation for labor or materials beyond what was originally requested.
• Allows for markup to provide a suggested sell price for transactions tagged with NPW code.
• Captures additional work for reporting purposes.• Ability to control the status of job planning
records.• Also displays as NPW code in ePace.
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Non-Planned Reason Locations
Non-planned reason codes are available in the following locations:– Data Collection– Job Control– Change Order– Purchase Order– Job Billing
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Job Costing Module Settings
Global settings that control the behavior of the module.
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Job Costing Reports
Administrative level reports which show various lists from ePace:– Cost Center Listing– Activity Code Listing– Hourly Rate Listing– Productivity Info– Job Costing Time And Planning
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Job Costing User
Costs are generated from users entering transactional data to the following parts of ePace: – Data Collection– Purchase Orders– Material Pulls– Shipping– Change Orders– Manual Entry
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Job Costing Facts
• All costs must be posted before they become an actual cost on the job.
• Reports do not reflect any un-posted costs. • Costs can be edited prior to posting. • Cost are not editable once they become posted.• WIP is generated by posted Job Costing
transactions.
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Adding Costs Manually
• Costs can be entered into the system manually, in the event you inadvertently left out something.
• Negative hours or dollars can be entered to correct any transaction posted in excess.
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Editing Transactions
• Use an ePaceStation query to easily edit transactions.
• Editing transactions before posting helps minimize manual corrections later.
• Editing before posting ensures accurate job costs.
• You should perform this on daily basis.
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Approve & Post Transactions
• All transactions must be approved in order for the system to post them.
• There are two methods to complete this task. The difference between each is time to complete the task and a report.
• You should perform this on a daily basis.
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Approve Transactions: Method 1
• Select Approve Transactions from main menu.• Transactions are broken down by type.• Clicking all selects all transactions on the page
you are currently on.(Be sure to click [Update] before navigating to the next page.)
• Must approve transactions on each page.• Print Job Charges Register, if desired.
(Only available prior to posting.)
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Approve Transactions: Method 2
• Select Post Transactions from the main menu.• Select the desired transaction type from the
drop-down menu. Typically, you want to select all transaction types.
• Check the Post Unapproved Transaction box. ePace automatically approves it for you.
• Job Charges Register is not available with this method.
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Post Transactions
• If you use Method 1, navigate to Post Transactions after printing the Job Charges Register.
• Select a transaction type to post, then click Post.
• If you use Method 2, simply click Post after you check the Post Unapproved box.
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Reports
Once you posted transactions, actual cost data is available on the various Job Costing reports.
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Work In Process (WIP)
• WIP is generated as transactional data is posted in the system.
• WIP is relieved once jobs are billed and closed.• Partial billed jobs relieve the portion of WIP
already generated. • Each transaction is tagged with the “date
expensed” on the cost record when the job is billed.
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Review WIP
• You can review WIP by each category from the main menu under Review WIP.
• Various reports can also be printed to review your WIP.
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