Job Entries Sub-Tab

This section includes the fields and descriptions for the Job Entries sub-tab.

Field	Description
Job No.	This field shows the job number of the current job entry. If the current job in the card part is a main job, and the job’s invoice layout rule is marked in the fields “Main Job Invoicing” and “Main Job Invoice Selection,” the lines in the table part may derive from subjobs of the main job. It is not possible to enter job entries that are not included in the fixed price.
Date	This field shows the date on which the job entry was entered. It cannot be changed on existing lines. However, you can enter a date when manually creating a line.
Description	This is the entry text. It cannot be changed. However, you can enter a description when manually creating a line.
Empl. No.	This is the number of the employee registered on the job entry. This field must be completed if the field “Direct Inv.” has been marked, and the activity on the line is a time activity. Maconomy will automatically suggest the employee specified in the system parameter “Employee No. for direct invoicing.” You cannot change the field on existing lines.
Allocate Quantity	If the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is not marked for the current job, you can change how many units of the activity you wish to allocate in this field. The job entry is invoiced when you approve and print the allocation in the window Job Invoice Allocation. Maconomy suggests the quantity you entered when the job entry was entered.
Billing Price, Unit	In this field, you enter the activity’s billing price per unit. Maconomy suggests the billing price per unit entered for the entry. If the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is not marked for the current job, you can change the value here if you wish to allocate another price to the customer.
Billing Price for Allocation	This field shows how much you are allocating for invoicing when the invoice allocation is approved in the window Job Invoice Allocation. The billing price here is calculated as the “Billing Price, Unit” multiplied by the “Allocate Quantity.”
Allocate	This field shows whether the current job entry has been selected for invoice allocation. If you remove the mark in this field, the value in the field “Allocate Quantity” is reset to zero.
Close	In this field, you can specify whether the entry is to be closed when the allocation selection is approved and allocated. If you mark this field, the entry will be closed, which means that you cannot allocate it again. If the quantity or price to allocate is greater than what was originally entered, Maconomy will calculate the up- or down-written amount when allocation takes place. The result can be seen in the card part of this window after allocation has taken place. If you unmark this field on manually created lines, the job entry will not be closed on allocation. You can use this functionality if you wish to allocate a specific amount before the work has actually been registered. If you leave this field marked, no cost is transferred from the employee or activity. You can use this functionality to allocate without registering activities.
Action	This pop-up field serves two purposes: It tells you at a glance what the effect of the selections on the current line is, and it is a shortcut to performing various common operations on the current line. A corresponding field exists for the current allocation line in the window Job Invoice Allocation (the sum of the job entries in the table part of this window). If you change the value of this field, the value of the corresponding field in the window Job Invoice Allocation is reset to the blank value. You can choose from the following values in this field: Invoice — If you select this value, the fields “Close” and “Allocate” are marked on the current line. This means that the open entry is closed when you approve the allocation in the window Job Invoice Allocation, and the line is allocated in full. Write Off — If you select this value, the fields “Close” and “Allocate” are marked on the current line, and the fields “Allocate Quantity” and “Billing Price for Allocation” are reset to zero. This means that the current, open job entry is closed when you approve the allocation in the window Job Invoice Allocation, but nothing is allocated; the line is written off completely, and the job is written down by the current line’s amount. Note that this action cannot be selected if the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is marked for the current job. Carry Forward — If you select this value, any marks in the fields “Close” and “Allocate” are removed on the current line, and the fields “Allocate Quantity” and “Billing Price for Allocation” are reset to zero. This means that nothing is allocated on the current line when you approve the allocation in the window Job Invoice Allocation, but the balance is not closed; that is, the balance is carried forward, and the job entry will reappear at the next allocation.
Proposed Quantity	This field displays the proposed allocation by the project manager in the Approve Expense Sheet Lines window. If the job entry only covers a job surcharge amount, the value in the field will be 1. This value is identical to the initial value in the Invoice Quantity field.
Proposed Billing Price, Unit	This field displays the unit billing price proposed by the project manager in the Approve Time Sheet Lines or Approve Expense Sheet Lines window. The amount includes applicable job surcharges, if any.
Proposed Billing Price, Total	This field displays the total billing price proposed by the project manager in the Approve Time Sheet Lines or Approve Expense Sheet Lines window. The amount includes applicable job surcharges, if any.
Use Invoice Proposal	This check box shows whether the quantity and billing price in the “Proposed Quantity,” “Proposed Billing Price, Unit,” and “Proposed Billing Price, Total” fields will be used for allocation. If the project manager or employee has approved the values in these three fields, this check box will be marked, which means that the values in the three fields will be used for allocation. If this check box is not marked, this indicates that the values from the fields “Invoice Quantity,” “Billing Price, Unit,” and “Billing Price for Allocation” will be used for the allocation.
Reallocate	If you mark this field, all open, underlying job entries are marked for reallocation. When an allocation line is marked for reallocation, it cannot be allocated. The same applies if any of the underlying job entries is marked in the window Itemize Job Invoice Allocation. The quantity and amount for allocation are reset to zero, and any mark in the fields “Close Entries” and “Without Registrations” is removed.
Without Registrations	This field is used for choosing allocations without underlying job registrations. If you mark this field, you can enter quantity and billing price, irrespective of open job entries, and these will not be affected by the invoicing or crediting. When you mark this field, the field “Close Entries” is automatically marked too, but you can remove the mark manually if the system parameter “Allow over invoicing” has been marked in the Set-Up module. You can also enter a negative quantity and a negative credit memo amount for allocation, that is, crediting without underlying job registrations. When you enter manual activity lines for which there are no job entries, Maconomy will mark this field automatically.
Cost, Unit	This is the cost originally recorded for the entry. You cannot change it here. The cost is used to calculate the markup percentage in the fields “Markup, Unit” and “Markup %.” If the job is capitalized, the cost multiplied by the quantity in the “Allocate Quantity” field will be posted to the cost of sales account when the invoice selection is invoiced. This account is specified by means of a dimension combination in the window Posting References in the G/L module, or in the table part of the window Activities if you have selected “Post by Activity” in the window System Information. If you unmark the field “Close” on manually created lines, Maconomy automatically transfers the cost of the current employee or activity to this field. You can change the cost of the employee in the window Employees in the Set-Up module. The cost of an activity can be changed in the window Activities.
Markup, Unit	In this field, you can enter the amount by which you want to mark up the current allocation line per unit. Maconomy calculates and shows a markup amount based on the values in the fields “Billing Price, Unit” and “Cost, Unit.” If you change the suggested markup, Maconomy will recalculate the line’s billing price to invoice.
Markup	In this field, you can enter or change the markup amount for the current line. The field “Close Entries” must be marked. Maconomy suggests the difference between the cost and the billing price of the current table line. When you change this field and press Return, the fields “Billing Price for Allocation” and “Markup %” on the current line are updated, and the fields relating to the desired sales price in the card part are updated as well to reflect the new billing price to allocate.
Markup %	In this field, you can enter the percentage by which you want to mark up the current line. Maconomy calculates and suggests a markup percentage based on the values in the fields “Billing Price, Unit” and “Cost, Unit.” The markup percentage is the gross margin as percentage of cost. If you change the suggested markup percentage, Maconomy will recalculate the line’s billing price to allocate.
Quantity, Open	This field shows how many units of the activity you have entered to the job entry and which have not already been allocated.
Billing Price, Open	This shows how much of the billing price you have not already allocated. Maconomy calculates the amount as the value in the “Quantity, Open” field multiplied by the original billing price per piece.
Quantity, Allocated	This shows the quantity which has previously been allocated for invoicing.
Billing Price, Allocated	This is the amount you have previously allocated for invoicing.
Quantity, Total	This is the total quantity which will be allocated after it has been approved. It is the sum of the quantities in the “Quantity Allocated” and “Billing Price, Allocated” fields.
Billing Price, Total	This is the total billing price which will be allocated after it has been approved. It is the sum of the amounts in the “Billing Price for Allocation” and “Billing Price, Allocated” fields.
Quantity, Reg.	This is the quantity given when the job entry was entered. When the job entry is closed, Maconomy calculates any up- or down-written difference between the quantity in this field and the quantity allocated.
Billing Price, Reg.	This is the total billing price entered for the job entry. When the job entry is closed, Maconomy calculates any up- or down-written difference between the billing price in this field and the billing price allocated.
Quantity, Up/Down, To Date	This field shows the write-up/-down quantity already allocated for the activity. Write-up and write-down are the differences between the registered quantity and the allocated quantity. Write-ups are shown in positive figures, and write-downs in negative figures.
Billing Price, Up/Down, To Date	This field shows the write-up/-down billing price already allocated for the activity. Write-up and write-down are the differences between the registered billing price and the allocated billing price. Write-ups are shown in positive figures, and write-downs in negative figures.
Quantity, Up/Down, Selection	This field shows the potential write-up/-down quantity resulting from allocating the current line. Write-up and write-down are the differences between the registered quantity and the allocated quantity. Write-ups are shown in positive figures, and write-downs in negative figures.
Sales Price, Up/Down, Selection	This field shows the potential write-up/-down sales price resulting from allocating the current line. Write-up and write-down are the differences between the registered billing price and the allocated billing price. Write-ups are shown in positive figures, and write-downs in negative figures.
Quantity, Up/Down, Total	This field shows the total write-up/-down quantity for the job after allocating the current line. Write-up and write-down are the differences between the registered quantity and the allocated quantity. Write-ups are shown in positive figures, and write-downs in negative figures.
Sales Price, Up/Down, Total	This field shows the total write-up/-down sales price for the job after allocating the current line. Write-up and write-down are the differences between the registered billing price and the allocated billing price. Write-ups are shown in positive figures, and write-downs in negative figures.
Quantity 1	In this field, you can specify a quantity used in the current activity.
Quantity 2	The functionality of this field is similar to that of the field “Quantity” above.
Remarks	In this field, you can enter a remark to describe the current job entry. This could, for example, be a note about the reason for writing down an entry. If a remark is entered for the current allocation line in the window Job Invoice Allocation, it will overwrite any remarks entered in this window. If a remark is changed on any line in this window, the “Remarks” field in the window Job Invoice Allocation is blanked for that allocation line.
Allocation Group	For jobs set up with detailed job invoice allocation, this field shows the allocation group for the underlying job entries for the line.
Act. No.	This field shows and lets you enter the activity assigned to the current line.
Task	This field shows the task assigned to the current line. If a task list exists for the job, a task must be specified on the line. If dimension values have been specified on the task in question, Maconomy suggests these dimension values on the line unless another value has been entered manually. If the window Task Lists specifies that derived dimension values should overwrite existing dimensions values, any manually entered dimensions will be overwritten. If no task list has been assigned to the job, you cannot enter a task.
Location	This field shows the location assigned to the current job entry. You can only change the value in this field if the job entry has been marked for direct invoicing and is yet to be invoiced.
Entity	The functionality of this field is similar to the functionality of the field “Location” above.
Project	The functionality of this field is similar to the functionality of the field “Location” above.
Purpose	The functionality of this field is similar to the functionality of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Task Group 1-6	The functionality of these fields is similar to the functionality of the field “Location” above. For further information on work breakdown structures and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”
Activity Name	This field shows the name defined for the current activity.
Task Description	This field shows the text defined for the current task, if a task has been entered in the field “Task.”
Employee Name	This field shows the name of the employee entered in the field “Empl. No.” above.
Purch. Order No.	If the job entry was based on a purchase order, the number of the purchase order in question is shown in this field.
Purchase Order Line No.	If the job entry was based on a purchase order, this field shows the number of the line on the purchase order on which the entry was based.
Accrual Entry	This field shows whether the current job entry is an accrual entry, that is, if the entry was created as a result of an accrual being raised from a purchase order line in the window Job Accruals.
Overtime Spec.	This pop-up field shows any specification of overtime on the current job entry. You can change the value in this field. For more information, see the description of the window Job Price Information.
Daily Description	In this field you can enter or edit any daily description associated with the current job entry. The text in this field may be printed on the invoice, depending on the invoice layout of the current job. For more information, see the description of the window Job Tasks.
Accrual Type	This field shows any accrual type selected for the current job entry.
Period From, Accrual	If the current job entry has been accrued, this field and the field “Period To, Accrual” below show the starting and ending periods through which the entry was accrued.
Period To, Accrual	See the description of the field “Period From, Accrual” above.