As already indicated the external part (A new wiki page is under construction, click here to see if it's available.)
The external functionality of Dockets & Day Sheets is for:
- the capturing of cost via Docket Entry as the product or service is consumed. The cost & sell rate for each of these transactions is setup in a schedule.
- reconciling the AP invoice against the Dockets entered to ensure the initial accrual to the Job was accurate
- making any cost adjustments necessary
The first thing is to create the Docket Costing Schedule . Anchor
Maintain Docket Costing Schedule
Open the menu item 'Docket Costing Schedule Maintenance'
- You can have any number of Docket Costing Schedules depending on your specific requirements.
For Example:-
- In some cases it may be appropriate to have a single schedule per Job.
- In other cases a number of different schedules may be used for a single Job.
- Alternatively you could have a range of generic costing schedules which are used on a range of different Jobs.
- The Docket Costing Schedule is only used for External Cost Items.
Note that in Docket Entry the Docket Type becomes:-
- LE
- PE
- MAT
- SUB
- L = External Labour Hire
- P = External Plant Hire
- M = Materials Purchased
- S = SubContracts
- FR
Note that 'L' type transactions can be treated as a Time transaction in Workbench. This is how you can get Time transactions into Workbench without using Workbench Timesheets. It is great for Labour Hire where you want the transaction treated as Time but payment will be through Accounts Payable. It makes 'Time' type Activities available.
- The Docket Costing Schedule lines hold the default rate which will be used for costing Dockets & Day Sheets as they are entered and the Sell Rate or Markup % to calculate Retail
To add a schedule line:-
- Select the Supplier. Press F4 in the 'AP AcctAccount' field and choose the appropriate required supplier.
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- Select the type of Schedule item Select the Type for the Schedule Line that you are setting up i.e. g. Labour, Materials, Plant, SubcontractF(uel), (L)abour, (M)aterials, (P)lant, (S)ubcontract.
- Enter a code Code for the schedule itemSchedule Line. This could be a code Code provided by the supplier Supplier for the materials to be delivered or your own codeCode.
- Enter a description Description for the schedule itemSchedule Line.
- Select the an Activity Code for this schedule lineSchedule Line. This is the Activity Code that will be costed to the Job when you enter deliveries them into the Docket later on. You can also specify a Work Centre at this stage. (There is no Activity validation through Activity Groups as no Job has been selected at this stageonly occurs when an Activity Group is selected, otherwise the following Activity Types are permitted: Disbursement, Overhead, Plant, Provision, Purchase, Stock, Subcontract, Time.)
- Enter the Unit for this schedule item Schedule Line e.g. Each, Day, Hr, Tonne, m3, m2. Also enter
- Enter the Unit Cost Rate for this itemLine.
Enter the Sell Rate or Markup % to calculate Retail for this item. The Docket Costing Schedules provides for a selling rate or markup percentage to be specified on each line. There are 3 options:
- If both the selling rate and markup percentage are both left blank, the retail will be the same as the cost
- If a selling rate is specified, then retail = quantity * selling rate
- If a markup percentage is specified, then retail = cost * (1 + markup %)
Additionally, special pricing using price codes can be applied to docket lines, and these override the pricing rules above. This could be, for example, a markup % applied to an activity code used by a group of costing schedule lines.
When you have completed entering the schedule you can Print a copy of it by pressing the 'Print' button in the top left hand corner of the form.
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Importing Docket Costing Schedule Lines
You can also Import Schedule lines from an external file e.g. an Excel spreadsheet. There needs to be 11 columns as per 'Import Workbench Data' form.
Create the Excel Spreadsheet
Save as TXT file.
Create a CSV.
- Create a Schedule Header
- Click Import Lines.
- Browse to the saved file
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- . Press 'OK' to Import
- Press 'OK' to confirm the import of the schedule lines.
You will get another message to confirm the successful import of the schedule lines. If there are errors in the import the system will tell you which lines the errors are on and the reason for the fail. Nothing will import until all lines are correct.
You will be retuned to the Docket Costing Schedule Maintenance screen which will now contain all of the import lines on it.
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- Create a Schedule Header
- Click the drop down 'Copy from Schedule'. This will display all the other schedules in the system. Make your selection.
- Make any changes to the copied schedule that are required.
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Linking the Docket Costing Schedule to the Job
- Open the Job in Job Maintenance. Click on the 'Additional' tab
- In the bottom right hand corner there is a section that allows you to specify the Docket Costing Schedules to be used on this Job. You can specify more than one schedule here just be moving down to the next line and choosing the next required schedule.
Once you have finished click the 'Close' button.
(It is important to remember that if you have a large project which consists of a number of sub Jobs that you will need to specify the docket costing schedule on each SubJob where deliveries are to be recorded. If you do not do this then you will not be able to call up the schedule items when trying to enter deliveries for that Job.)
The Docket Schedule must be on the Specific Job that costs are to go to.
You can utilise Job Templates to bring in the Docket Schedules.