About Processing Transactions

You can process the following types of transaction (though some of these transations can currently be processed only on the Sage 300 desktop):

• Adjustments
• Charges
• Costs
• Equipment usage
• Revise estimates
• Timecards

And if you use Sage 300 Inventory Control with Project and Job Costing, you can process the following additional types of transaction:

• Material allocation
• Material returns
• Material usage

You record the following costs in Accounts Payable and when you post the A/P invoices, contracts in Project and Job Costing are automatically updated:

• Job-related direct overhead costs
• Miscellaneous costs
• Subcontractor costs
• If you do not use Inventory Control, material costs

As you process transactions for a project, the program updates the costs for each project category. When you recognize revenue, the program updates the portion of costs for which you have recognized revenue.

Contract, project, and resource statuses

You can post transactions to contracts and projects only if they have a status of Open or On Hold.

Note: If a project is On Hold, you can post transactions to it only if it previously had a status of Open.

In transactions, you cannot use resources with a status of Inactive, but you can use projects and categories with a status of Inactive.

Locked fiscal periods

Fiscal periods are locked separately for each Sage 300 program, including Project and Job Costing. Note the following effects of locked periods on job-related transaction processing:

• The program checks the status of a fiscal period when you enter certain dates in Project and Job Costing transactions.
• Locking a fiscal period for PJC does not normally prevent other Sage 300 programs from updating information in the Contract Maintenance screen. For example, posting a job-related invoice in Accounts Receivable or Accounts Payable updates the associated values for the contracts, projects, categories, and resources in PJC.

  An exception to this rule can occur if you post material usage or material return transactions to a period that is later locked for PJC. If the period is locked before running Day End Processing, Day End Processing will not process these transactions, and will generate an error. To clear the error, you must unlock the period for PJC, and then run Day End Processing. (Material allocation transactions do not produce this error.)

• Locking a fiscal period for Inventory Control does not prevent Day End Processing from creating transactions for, or from updating contracts in, PJC. However, if the period is locked for PJC, you might not be able to post the transactions in PJC.