When we use our inventory for consumption and/or our resources for working on job, we have to use Job Journals for it. This means that we in our construction projects use:
- our resources as our labor or our machines/vehicles
- items (material or goods) from our inventory.
Standard Daily Consumption
Contract
If we have Job Planning Lines with ‘Schedule’ type, we have to post consumption with ‘Contract’ line type in Job Journal. On this way, we can monitor and compare ‘Schedule’ (planed) quantities with ‘Contract’ (consumption) quantities and we can calculate remaining usage.
We have to insert ‘Posting Date’ and ‘Document No.’ (can be defined automatically from No. Series). Also, we have to insert ‘Job No’ and ‘Job Task No.’ and Resource/Item, as well. If we want to post item consumption, we have to insert Location Code (although, this depend of inventory setup). For each resource and item, we need to insert quantity. Cost and price will be inserted automatically by resource and item settings. If our items has tracking (by lot or serial no.), we can insert item tracking lines by command ‘Item Tracking Lines’ on journal ribbon.
After we inserted all lines, we need to start ‘Post’ for posting journal.
Contract+Schedule
If we have not Job Planning Lines, we have to post consumption with ‘Contract+Schedule’ line type in Job Journal. On this way, we will get both entries ‘Contract’ (consumption) and ‘Schedule’ (planed) at the same time. All other data insert is same as previous case.
TimeSheet
If we use TimeSheet for work evidence, we can insert that evidence into Job Journal by the command ‘Suggest Lines from Time Sheets…’. This function suggests lines from a time sheet that we can then post to a job journal. Only approved lines are suggested. This functionality enable us to use easy evidence for labor work in time sheet and after that easy insert these work hours to Job Journals.
When we start command, we get window with next fields:
- Starting Date: Enter the date of the first day for the period for which we want to create journal lines. If the start date and end date are blank, then all lines are processed.
- Ending Date: Enter the date of the last day for the period for which we want to create journal lines.
- Resource No. Filter: Enter the resource numbers for which we want to create job journal lines.
- Job No. Filter: Enter the job number for which we want to create job journal lines.
- Job Task No. Filter: Enter the job task numbers for which we want to create job journal lines.
Periodical Consumption
If we have the same consumption in long time period, we can use ‘Recurring Job Journals’ for this. Once, we have to set lines in journal, and after that we can to post in specified recurring period. All data for insert is the same as standard Job Journal, except ‘Recurring Method’ and ‘Recurring Frequency’ fields.
- Recurring Methoddetermines what happens to the quantity on the journal line after posting. For example, if we use the same quantity each time we post the line, we can reuse the same quantity after posting. We can choose next options:
- Fixed: The amount on the journal line will remain after posting
- Variable: The amount on the journal line will be deleted after posting
- Recurring Frequency determines how often the entry on the journal line will be posted. The field must be filled in. For example, if we want the journal to be posted every month, we need to enter 1M. After every posting, the date in the Posting Date field will be updated to the same date in the following month. Details about date formula, I explain in my last post.
Posted Entries
When we post Job Journal, we get next entries:
- Job Entry
- Resource Entry (if we post resource)
- Item Ledger Entry (if we post item)
- Value Entry (if we post item)
- G/L Entry (if we post item)
Correction
If we make wrong when poste Job Journal, there no standard correction (storno) functionality. We need to post wrong entry, but with (minus) quantity.