Click this button to open a Detail screen where you can enter information for details, including information for taxes that apply to the customer. For more information, see Material Usage Details Screen.
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.
If you assign the same optional fields as you use for shipments in Inventory Control, and you use the setting (on the PJC Optional Fields screen) to send optional fields to Inventory Control, optional field information is sent to Inventory Control when you post material usage transactions.
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.
This field displays the sum of the detail billable amounts for the transaction.
Note: This figure is a hash total. In a multicurrency system, detail billable amounts are not converted to any one currency. Therefore, the total may consist of mixed currencies.
This field displays the sum of the detail costs for the transaction.
This field displays the sum of the detail quantities for the transaction. (The figure is a hash total.)
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.
If the detail is for a time and materials project or for a fixed price project that uses an item invoice type, enter the A/R item number to be shown on the invoice for this transaction.
If the detail is for a time and materials project or for a fixed price project that uses an item invoice type, enter the unit of measure that is specified for the item in Accounts Receivable.
The unit of measure is used on the invoice for the transaction.
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 Quantity field, as follows:
- If you enter a billing rate, the extended billing amount is calculated as billing rate × quantity.
- If you enter an extended billing amount, the billing rate is calculated as extended billing amount ÷ 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 quantity, the billing rate and extended billing amount are recalculated using the conversion factor for the material item.
Depending on the project type and accounting method, this field displays the billing type from the project category (on a basic project) or the resource category (on a standard project).
For time and materials projects and for fixed price projects that use a billings and costs or accrual-basis accounting method, if the category or resource category is billable, you can change the billing type to non-billable or no charge.
You cannot change the billing type for fixed price projects that use a summary invoice type or for cost plus projects.
Specify the category to charge.
Enter a comment for the detail.
Specify the contract to charge.
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 Quantity field, as follows:
- If you enter a billing rate, the extended billing amount is calculated as billing rate × quantity.
- If you enter an extended billing amount, the billing rate is calculated as extended billing amount ÷ 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 quantity, the billing rate and extended billing amount are recalculated using the conversion factor for the material item.
You can enter an extended cost only for items that have a costing method (specified in Inventory Control) of User-specified.
For all other costing methods, the extended cost is calculated during day end processing.
This field displays the inventory account assigned to the item in Inventory Control.
Enter the Inventory Control number used to identify the item.
Note: The Finder for this field shows only items assigned as material to the project.
Enter the unit of measure to use for transferring the item to the project (for example, Each or Box). You can enter only units of measure that are used for the item in Inventory Control.
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 from which you want to transfer the item.
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.
If you assign the same optional fields as you use for shipment details in Inventory Control, and you specified in the setup record that data for the optional field will be sent to Inventory Control, optional field information is sent to Inventory Control when you post material usage transactions.
If the selected project uses a price list to set the default billing rate, this field displays the price list. You can change the price list for the transaction.
Specify the project to charge.
Enter the quantity for the unit of measure specified for this transaction.
You can enter a unit cost only for items that have a costing method (specified in Inventory Control) of User-specified.
For all other costing methods, the unit cost is calculated during day end processing.
Depending on the project type and accounting method, this field displays either the WIP (Work In Progress) or the COS (Cost Of Sales) account, as follows:
- The WIP account from the contract project is displayed for:
- Fixed Price projects.
- Cost Plus projects that use the Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage Complete accounting methods.
- The WIP account from the contract category is displayed for:
- Cost Plus projects that use the Category Percentage Complete or Billings And Costs accounting methods.
- Time and Materials projects that use the Completed Project or Billings And Costs accounting methods.
- The COS account from the contract category is displayed for projects that use the Accrual-Basis accounting method.
You can change the COS account. You can also change the WIP account, but only for projects that use an item invoice type.
Overview
If you use Sage 300 Inventory Control, you use the PJC Material Usage screen to:
- Transfer the costs of items from Inventory Control to specific projects in Project and Job Costing.
- Allocate serial numbers and/or lot numbers to serialized or lotted items used in a material usage transaction detail, if you use Sage 300 Serialized Inventory and Lot Tracking.
If you do not use Inventory Control, the Accounts Payable Invoice Entry screen lets you enter job-related purchases of materials for the contracts, projects, and categories for which the materials will be used. You can also enter an invoice in Accounts Payable if you want to charge the cost of materials directly to a project, without first receiving the items in Inventory Control.
Tip: You can review transactions by printing a transaction listing. For more information, see PJC Transaction Listing Report Screen.