Enter a description for the transaction.
To select an existing transaction, enter its number. When entering a new transaction, accept ***NEW*** to allow the program to assign a unique number to the transaction (based on settings on the PJC Options screen).
This field indicates whether optional fields are assigned to the currently selected document or transaction. If any optional fields are set up for automatic insertion, this field is selected when you add a new document/transaction.
To view or edit optional fields for the current document/transaction on the Optional Fields screen, click Add/Edit on the menu beside the field.
Enter a reference for the transaction.
Transactions can have the following statuses:
- New. When you are entering a new transaction, accept this default status.
- Entered. When you add a transaction, its status changes from New to Entered.
- Approved. When you finish entering information for a transaction, you can change its status to Approved, indicating that it can be posted.
- Posted. When you post a transaction, its status changes to Posted.
Enter the date when you are processing the transaction. (The session date is used by default, but you can change it.)
Note: Depending on the Default Posting Date setting on the Transactions tab of the PJC Options screen, the date in this field may be used as the default posting date.
This field displays the year and period that contains the posting date. The posting date is set by default as either the session date or the transaction date, depending on the Default Posting Date setting on the Transactions tab of the PJC Options screen.
You can change the default posting date using the Posting Date Override screen, which you open by clicking Posting Date Override on the menu beside the Year/Period field.
Note: If you consolidate G/L transactions by Account and Fiscal Period or by Account, Fiscal Period, and Source, the posting date for consolidated entries is the last date of the fiscal period.
Enter the quantity (in the specified unit of measure) that you are allocating with this detail.
The Allocated Quantity and Percentage Allocated fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Stored Quantity field.
The unit of measure for the stored quantity is used by default, but you can specify a different unit of measure for the allocation, as follows:
- If you use Sage 300 Inventory Control, enter the unit of measure used for the item in Inventory Control.
- If you use Sage 300 Purchase Orders as a standalone system, enter the unit of measure used for the item in Purchase Orders.
- If you use neither Inventory Control nor Purchase Orders, enter a unit of measure.
If you allocate material using a different unit of measure than the one for the stored material, the conversion factor for the item is used to recalculate the following fields for the new unit of measure:
- Percentage Allocated
- Unit Cost
- Extended Allocated Cost
- Billing Rate
- Extended Billing Amount
This field displays the customer's currency.
Specify the rate at which to bill the customer for each allocated unit of measure.
The Billing Rate and Extended Billing Amount fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Allocated Quantity field, as follows:
- If you enter a billing rate, the extended billing amount is calculated as billing rate × allocated quantity.
- If you enter an extended billing amount, the billing rate is calculated as extended billing amount ÷ allocated quantity.
Both fields are used only for time and materials projects and some fixed price projects.
If you change the unit of measure for the allocated quantity, the billing rate and extended billing amount are recalculated using the conversion factor for the material item.
Specify the category for which you are allocating the use of the material.
Enter a comment for the detail.
Specify the contract for which you are allocating the use of the material.
Specify the number of decimal places to show for the Extended Billing Amount.
Specify the cost of the allocated material. (In multicurrency ledgers, specify the amount in your functional currency.)
The Extended Allocated Cost and Unit Cost fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Allocated Quantity field, as follows:
- If you enter an extended allocated cost, the unit cost is calculated as extended allocated cost ÷ allocated quantity.
- If you enter a unit cost, the extended allocated cost is calculated as unit cost × allocated quantity.
If you change the unit of measure for the allocated quantity, the extended allocated cost and unit cost are recalculated using the conversion factor for the material item.
Specify the amount to bill the customer. (In multicurrency ledgers, specify the amount in the customer's currency.)
The Billing Rate and Extended Billing Amount fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Allocated Quantity field, as follows:
- If you enter a billing rate, the extended billing amount is calculated as billing rate × allocated quantity.
- If you enter an extended billing amount, the billing rate is calculated as extended billing amount ÷ allocated quantity.
Both fields are used only for time and materials projects and some fixed price projects.
If you change the unit of measure for the allocated quantity, the billing rate and extended billing amount are recalculated using the conversion factor for the material item.
This field displays the extended cost for an item, as specified on the Contract Maintenance screen for the related category (in the Stored column on the Estimates tab).
Use this field to identify the material, as follows:
- If you use Sage 300 Inventory Control, enter the I/C item number.
For a standard project, you can specify only items assigned to the resource category. For a basic project, you can specify any valid item.
- If you use Sage 300 Purchase Orders as a standalone system, enter the P/O item number.
For a standard project, you can specify only items assigned to the resource category. For a basic project, you can specify any valid item.
- If you use neither Inventory Control nor Purchase Orders, enter any meaningful reference.
Line numbers are assigned automatically, and you cannot change them.
You use line numbers to identify details you have entered.
Enter the Inventory Control location to use to determine the default unit cost.
If you use optional fields, you can review and edit optional fields by clicking the Optional Fields column heading. (If you are using the detail screen, click the Zoom button beside the Optional Fields option.)
If an optional field is required, you cannot save the transaction unless the field has a default value, or until you fill in the field yourself.
To add optional fields that were not automatically inserted, add a new line to the table, and then select an optional field.
Optional fields must be assigned to transactions using the PJC Optional Fields screen (on the Sage 300 desktop) before you can add them to individual transactions.
Specify the amount of overhead to allocate. By default, this field displays the amount of stored overhead based on the percentage of the stored cost that you are allocating.
Enter the percentage of the stored quantity that you are allocating with this detail.
The Allocated Quantity and Percentage Allocated fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Stored Quantity field.
Specify the project for which you are allocating the use of the material.
This field displays the balance of the stored overhead for the project, category, or resource category (depending on the project style, project type, and accounting method).
This field displays the balance of the stored quantity for the project, resource, or category (depending on the project style, project type, and accounting method).
This field displays one of the following:
- For standard projects, the I/C unit of measure specified for the project resource.
- For basic projects, the stocking unit of measure from the I/C or P/O item record.
Specify the cost associated with the unit of measure.
By default, this field displays the unit cost from Inventory Control (if you use it) or from Purchase Orders (if you have a standalone Purchase Orders system). If you use neither Inventory Control nor Purchase Orders, this field displays the unit cost specified for the project category (on a basic project) or the resource category (on a standard project).
The Extended Allocated Cost and Unit Cost fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Allocated Quantity field, as follows:
- If you enter an extended allocated cost, the unit cost is calculated as extended allocated cost ÷ allocated quantity.
- If you enter a unit cost, the extended allocated cost is calculated as unit cost × allocated quantity.
If you change the unit of measure for the allocated quantity, the extended allocated cost and unit cost are recalculated using the conversion factor for the material item.
Overview
Use the PJC Material Allocation screen to reduce the amount of material stored for a project as the material is used.
The stored and allocated amounts are used to produce the AIA Report. (This report is currently available only in the Sage 300 desktop.)
Note: Material Allocation transactions do not generate entries for general ledger, and they do not affect actuals. They are for tracking and reporting purposes only.