Help:JM1-Update Job Cost Master File
The window titled Adding a Job is used to add a new job and the window titled Changing a Job is used to change an existing job. These windows also allow the user to view the job profit for a selected job, insert/change/delete detail postings for a selected job, or print detail postings for a selected job. Each of these windows contain the following:
NOTE: Only five fields on this window are mandatory. The mandatory (required) fields are: Job Number, Job Name, Sort-Locator, Branch, and Customer. All other fields in this window are optional.
Job Number: Enter the number of this job. Job Number is a required field. NOTE: If you pressed the [Insert] button on the previous window to add a new Job, then this window will be titled Adding a Job and the next highest available Job Number will be automatically placed in this field for you. Please be aware that the next available job number selected by the system will be one number higher than the highest job number currently in this file. The system will NOT automatically re-use deleted numbers. For instance, if you have deleted job number 25 but the highest job number currently in this file is 75, then the system will automatically assign 76 as the next available job number when you select to [Insert] a new job. You may override this number with a number of your choice as long as that number does not currently exist in this file. If that job number currently exists, then you will be warned that you will be creating a "duplicate record".
Job Name: Enter the name by which this job is referenced. It is usually the Shipper's name. Job Name is a required field.
Sort-Locator: Enter here the Job Name in the order in which it should appear on a listing which sorts alphabetically. For example, to sort Virginia Bearings Company under "V", the Sort-Locator should be Virginia Bearings Company. However, to sort Virginia Wolf under "W", the Sort-Locator should be Wolf, Virginia. NOTE: The system will use the Job Name as the Sort-Locator unless you choose to override this default with another Sort-Locator as previously explained. Sort-Locator is a required field.
[ Reverse Name ] Press this button to automatically reverse the name in the Sort-Locator field. For instance, Virginia Wolf will be reversed to Wolf, Virginia.
Branch: Enter here the specific branch of your company which is handling this shipment. The Branch Name will be displayed to the right of this field. Press the [?] to the right of this field to open a window titled Select Company Branch which will list all existing branches. The Select Company Branch window allows you to Select an existing branch, Insert a new branch, or Change an existing branch. For additional information, please refer to Select Company Branch. Branch is a required field.
Shipment Source: Enter here the Shipment Source code for this shipment. The Shipment Source Description will be displayed to the right of this field. This field can be used by the reports as a selection criteria. Press the [?] to the right of this field to open a window titled Select Shipment Source which will list all existing sources. The Select Shipment Source window allows you to Select an existing source, Insert a new source, Change an existing source, or Delete an existing source. For additional information, please refer to Select Shipment Source.
Shipment Type: Enter here the Shipment Type code for this shipment. The Shipment Type Description will be displayed to the right of this field. This field can be used by the reports as a selection criteria. Press the [?] to the right of this field to open a window titled Select Shipment Type which will list all existing types. The Select Shipment Type window allows you to Select an existing type, Insert a new type, Change an existing type, or Delete an existing type. For additional information, please refer to Select Shipment Type.
Shipment Sub-Type: Enter here the Shipment Sub-Type code for this shipment. The Shipment Sub-Type Description will be displayed to the right of this field. This field can be used by the reports as a selection criteria. Press the [?] to the right of this field to open a window titled Select Shipment Sub-Type which will list all existing sub-types. The Select Shipment Sub-Type window allows you to Select an existing sub-type, Insert a new sub-type, Change an existing sub-type, or Delete an existing sub-type. For additional information, please refer to Select Shipment Sub-Type.
File Number: The File Number is the number by which this shipment will be referenced in the Accounts Receivable. This number may be assigned by an external source such as the Van Line or Military Base or it may be an internal number such as the GBL#, etc. This field is a twelve (12) Character alpha-numeric field.
Alternate Key: The Alternate Key is an alternate way by which this shipment may be referenced in the Accounts Receivable and Customer Service/Dispatch Manager. This number is usually assigned by an external source such as the Van Line or Military Base and its use is totally dependent upon this job's specific requirements. This field is a twelve (12) Character alpha-numeric field.
Job Started: This field is used for the date on which this job was started. This is usually the Load Date for the shipment. Press the [?] to the right of this field to activate the Pop-up Calendar which can be used to enter this date.
Job Ended: This field is used for the date on which this job was completed. This is usually the Delivery Date for the shipment. Press the [?] to the right of this field to activate the Pop-up Calendar which can be used to enter this date.
Bill To: Enter the number of the person or company who is responsible for paying for this shipment. In the IBS System, we will frequently refer to this person or company as the Customer. The customer's name will be displayed to the right of this field. This number will be used by the Accounts Receivable Manager to track who is responsible for the payment of the charges on this shipment and when it is paid. Press the {?} to the right of this field to open a window titled Select an IBS Customer which displays a list of the current Customers and Accounts. This Select an IBS Customer window may also be used to set up a new customer in the IBS System. NOTE: The "Bill To" Customers and Accounts share the same data file in the IBS System (AR1D02.TPS).
Account: Enter the number of the person or National Account which is responsible for generating this shipment. The Account's name will be displayed to the right of this field. This Account will be the same as the Customer number if the Account is paying you directly for this shipment. It will be a different number if another third party is paying for this shipment as is the case with your Van Line shipments. The Van Line is the Customer since it will pay you for servicing this shipment, but the National Account is the Account on this shipment since one of its employees was being moved. This number will be used by the Accounts Receivable Manager to track the revenue generated by your various company accounts. Press the {?} to the right of this field to open a window titled Select an Account which displays a list of the current Accounts and Customers. This Select an Account window may also be used to set up a new account in the IBS System. NOTE: The "Bill To" Customers and Accounts share the same data file in the IBS System (AR1D02.TPS).
Sales Agent: Enter the number of the Commission Agent who is responsible for selling this shipment. The agent's name will be displayed to the right of this field. This number is found in the Commission Agent Master File and can be used by the reports as a selection field. (NOTE: Sales Agents and Drivers are both found in the Commission Agent Master File in our database.) Press the [?] to the right of this field to open a window titled Select Sales Agent which will list all existing Commission Agents. For additional information, please refer to Select Sales Agent.
Driver: Enter the number of the Commission Agent who is responsible for hauling this shipment. The agent's name will be displayed to the right of this field. This number is found in the Commission Agent Master File and can be used by the reports as a selection field. (NOTE: Drivers and Sales Agents are both found in the Commission Agent Master File in our database.) Press the [?] to the right of this field to open a window titled Select Driver which will list all existing Commission Agents. For additional information, please refer to Select Driver.
Booker, OA, Hauler, DA and SIT Agent: These five fields are for the various Agency numbers for the different companies which are responsible for different segments of the shipment. These fields are six-character long alpha-numeric fields and are used for informational purposes only.
Job Estimate: Enter here the estimated revenue that this job will produce.
[ Add ] This button will appear if you selected the [Insert] button on the Job Cost Master File Maintenance window. Press this button to record the information entered on this window in the Job Cost Master File.
[ Save ] This button will appear if you selected the [Change] button on the Job Cost Master File Maintenance window. Press this button to record the changes made on this window in the Job Cost master File.
[ Cancel ] Press this button to close this window and return to the Job Cost Master File Maintenance window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
[ Job Profit ] Press this button to open a window titled View Job Profit which will display the Total Revenue, Total Costs, Gross Profit, and Gross Profit Percentage for this job. For additional information, see View Job Profit.
[ View Detail ] Press this button to open a window titled Detail for Job Number ... which lists all the detail entries of revenues and costs which have been posted to this job. It will also provide you with the opportunity to insert, change, or delete detail entries for this job. For additional information, see View Job Detail.
[ Print ] Press this button to print a listing of this job's information including all of the detail entries posted to this job. The listing will appear in a window titled Report Preview first for your review and you can then decide whether or not you wish to actually print the report. For additional information, please see Report Preview.
