| 1. | Select the Phase Master option from the Job Cost menu and then select Add. |
| The phase number is a user-defined numeric field and may contain up to six digits plus two decimals. If the phase number entered already exists on the phase master file, then AccuBuild will prevent you from adding a duplicate phase number. |
| This field may contain up to 35 alpha/numeric characters. |
| Select whether the new phase is a Job Cost phase (cost estimates and expenses may be posted to this type of phase), a Billing phase (billing amounts may be assigned to this type of phase) or Both (a job cost and billing phase). |
| Typically, if you are a subcontractor, then you will have two sets of phases, one for job costing and one for billing. For example, John's Plumbing may have Labor, Materials, Equipment Rentals, and Other as job cost phases. Expenses would then be charged to only these items and these items would appear on the job cost capsheet report (budget vs. actual cost). John's Plumbing may also have the items Original Contract and Change Order No. 1 designated as billing phases. These billing phases could then have a contract amount linked to them in the Update Jobs > Detail Items option. Only these two items would appear on the contract billing. |
| If you are a general contractor, then you may have only one set of phases (select the Both option). For example, ACME Contracting may have Concrete, Framing, Drywall, Painting, etc. designated as both a billing and job cost phase. Expenses may be charged to each item and each item may have a billing amount linked to it. This set up is especially helpful if you have a subcontract agreement linked to a given phase and plan on utilizing the Subcontract Payment Sheet option to automatically generate the payable invoices for all subcontracts on a job. |
| Associated G/L Expense Account |
| If the new phase has been designated as either 'Job Cost' or 'Both', then the phase may be linked to a general ledger account. The account number link is optional, but if it is used, it will become the default expense account that will appear whenever expenses are charged to this particular phase on any job. For example, if a payable invoice is charged to a job and phase, then the general ledger account number associated with the phase will automatically be displayed on the a/p invoice entry screen. The user may override this default account during the invoice entry. Note: If the phase is a labor category, then the Payroll module will dictate which general ledger account will be used as the expense account. In addition, if a vendor has been set up with a default general ledger account, the vendor's default account will take precedence over the account number linked to the job cost phase. |
Associated Revenue Account
| This field is reserved for future software enhancement and for tailored solutions. |
| 2. | Select Save to add the new phase to the master list or select Cancel to erase your entry. To remove an existing phase from the master list, select the phase and select Delete. The phase number will be immediately removed and the number will be immediately available for re-use. Deleting a phase from the master list will not affect any prior postings or Job Cost Capsheet Reports. |
| 3. | To change information on an existing phase, select the phase and then select Edit. All fields on the phase master screen, with the exception of the phase number itself, may be changed at any time. If the phase description is changed, then the revised description will only appear on jobs that are set up after the description was changed. All other reports will retain the original phase description. To change the phase description on an existing job, refer to the Update Jobs > Job History Tab for edit options. |
| If you change the account number linked to the phase, then the new default account will be displayed during account payable invoice entry after the change, however, any invoice previously posted to this phase with the original g/l account will remain posted to the original account. |
| 4. | You may also access the Labor Distribution Codes (LDCs) screen from the phase master list. LDCs allow you to set up phase codes with default payroll information such as workers comp codes, union codes, department codes and state codes. Refer to the documentation in the Payroll > Controls section of the manual for more information. |
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