Job Cost Checklists

The following checklists are provided as examples of how you might use the Passport Business Solutions Job Cost to perform various daily, weekly, and periodic tasks.

While we attempt to present the tasks in a logical order, you should adjust the checklist as necessary to meet your own needs. You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations.

Daily Operations Checklist

Use the following guidelines for performing daily and periodic Job Cost tasks:

Each Day	Each Day as Needed
Enter new jobs using Job descriptions and Cost items for jobs, or enter a new job by copying a Copy only job previously entered. Activate these jobs using Activate jobs. See Job Descriptions
Enter and post cost transactions using Costing. See Costing If you are using the PBS PR, payroll costs for jobs are entered in PR. If using I/C, inventory used on jobs is entered in I/C. If using PBS A/P, costs not otherwise entered in I/C or PR are entered in A/P and distributed to jobs from A/P. The costs from all these modules are interfaced to PBS Job Cost using Get Costs. Refer to theGet Costs chapter for more information.
If you are using the PBS Payroll, enter and post transactions to apply labor burden costs to jobs as described in theGetting Started chapter.
Enter and post billings and payments using Billing and payment. See Billing and Payment If you are using the PBS A/R, billings and payments are entered in A/R and distributed directly to jobs by posting A/R Sales and Cash Receipt transactions. See the A/R User documentation.
	Inquire into job costs, using View costs. Costs can be viewed by vendor, employee, customer or job. See Costs by Job and Costs by Vendor/Employee/Customer
	Add new categories using the Categories menu selection. See Categories
	Print an inspection worksheet for one or more jobs. Inspect the job and then use Completion estimates to enter and post completion estimates for each job. Print the Percent of completion report. See Completion Estimates
	Print a Job Status report to determine if each job is over or under budget. See Job Status Report
	Print other job cost reports (such as the Labor Analysis Report or Job Performance Report) to obtain further information regarding job performance. See Labor Analysis and Performance Report
	Print the A/P Items for Payment Report to determine vouchers that can be paid for jobs, based upon a specified cutoff invoice date. See A/P Items for Payment

Periodic/Monthly Operations Checklist

Use the following guidelines for performing weekly and periodic Job Cost tasks:

Each Period	Each Period as Needed
	If you do a lot of small jobs of short duration, use the Job Closing Report to determine jobs that can be closed. This report is primarily of use to companies which recognize profit, based upon completed jobs. See Job Closing Report
Enter and post all outstanding cost, billing and payment transactions for the period. See Costing and Billing and Payment
Print the Profitability Report to determine the amount to be billed for each job (for jobs based on the percentage-of-completion method of accounting. See Profitability Report
Enter and post billing transactions based upon the Profitability Report.
Reprint the profitability report to ensure that no job has been overbilled (i.e., no job shows a “billings over cost” amount.
Enter and post profit recognized transactions for each job as described in the Getting Started chapter.
	Enter and post Costing transactions for the profit cost item for each job so that profit recognized will also appear on the Job Status Report. Refer to the Getting Started chapter.
	Print the Distribution to G/L Report (from earliest to the last date of the accounting period) to get a list of the distributions to G/L. If you are not using the PBS G/L, you can purge the distributions when you print the report. If you are using the PBS G/L, then do not purge the distributions at this time. See Distributions to G/L
	Print a Cost Category Analysis Report, Job Status Report, and Job Performance Report for each job. These reports contain period-to-date figures, which will be set to zero by the period end procedure. See Cost Category Analysis, Job Status Report and Performance Report
If you are using the Passport Business Solutions G/L, back up your data and then run Get distributions in the G/L module to pull the distributions from J/C into G/L. Follow the procedures described in the G/L User documentation. You can purge the distributions when running this selection in G/L. If you encounter any system difficulty (e.g. power failure) while running Get distributions, then restore your backup and repeat this procedure. Then follow the period ending procedures described in the Guide to Daily Operations chapter in the G/L User documentation. These procedures include printing financial statements for the period.
Close the period, using Close a period. If this period is also your fiscal year end, close the year using Close a year. See Close a Period and Close a Year
	Close jobs on a temporary basis using Close or re-open jobs. A job might be closed on a temporary basis if work on it is seasonal in nature. The job can be re-opened when needed using this same function. See Closing or Re-opening Jobs
	Close jobs for which you do not expect to incur any further costs using Close or re-open jobs. Billings and payment transactions can still be applied to a job after it is closed
	Move jobs to Inactive Jobs after all costs, billings and payments have been made for the job. Inactive Jobs allows you to retain jobs for historical information which is separate from the files/tables, which contain your active jobs. Refer to the Utility chapter.
	Purge jobs from the active job or inactive jobs. You can retain information about completed jobs for as long as you wish. The only reason for purging completed jobs is to reduce the amount of hard disk space used by Job Cost. See Purge/Save/Restore Jobs