Cost Accounting Record

Cost Accounting Record

Only fill in the fields that you want to develop information on.   The only required fields are a Project and Work Date.

 

Tasks accomplished with a record entry drive (1) Employee work hours which drives payroll, (2) Equipment run time and maintenance costs which also drives the Equipment Preventive Maintenance System, (3) Material allocated to various jobs which decreases inventory levels, (4) Projects which drives cost, overhead allocations and project actual to budget spending, (5) Fiscal Year costs, (6) asset maintenance costs, (7) task analysis for planning and budgeting, (8) Township, Zone or Area costs and (9) Layer costs, if you want to keep track of costs of a multi-layer bituminous road build.

1 . Comp Hours UsedComp Hours Used

Comp Hours Used

If the employee is using Vacation, Sick, etc. comp time then, right click mouse on this box and check the type of comp time being used.   If employee is being paid enter the hours being paid for their using comp time.

2 . Rates buttonRates button

Rates button

If you have employee who earns different rates of pay when doing different jobs; i.e., running a pick versus when he/she is operating a dozer this table will enable you to keep multiple pay rates for that employee.

3 . Overtime hours workedOvertime hours worked

Overtime hours worked

Overtime hours worked and, the field just below it is the multiple that is paid when overtime hours are worked

4 . Regular Hour WorkedRegular Hour Worked

Regular Hour Worked

Regular hours worked

5 . AnalyzeAnalyze

Analyze

Analyze hours worked by this employee in the current work week

6 . Labor buttonLabor button

Labor button

Employee lookup - who is doing the work this record describes

7 . Warranties buttonWarranties button

Warranties button

 

8 . Road/Street Lookup (1)Road/Street Lookup (1)

Road/Street Lookup (1)

Road, Street or Highway the work is being performed on - this lookup uses GIS dataset and includes natural assets (rivers, creeks, etc., as well).  

 

Other buttons (to right) are lookups to be used if work is performed on Specific assets (the second Rd/St button is lookup to the table you build of the specific Roads, Streets or Highways you maintain.   Bridges (Br), Culverts (Cu), Signs(Si) or Other Assets (OA) are lookups into those asset tables you maintain.

 

These lookups enable you to specify the exact asset where the work is performed.

 

Normally, you should use the appropriate lookup button, but you can manually enter the asset, but this is not recommended!

9 . Area LookupArea Lookup

Area Lookup

The general area of your City, County or Parish where work is performed.   This is usually the area of responsibility of an elected person but can represent other more general areas.   The table to define these areas is, from Main ToolBar -> Menus -> Functional Menu -> Setup TAB -> Officials button

10 . Road/Street Lookup (2)Road/Street Lookup (2)

Road/Street Lookup (2)

Road, Street or Highway the work is being performed on - this lookup uses Road/Street table (All Assets) and is specific to the Roads, Streets and Highways you maintain.

 

Other buttons (to right) are lookups to be used if work is performed on Specific assets (the second Rd/St button is lookup to the table you build of the specific Roads, Streets or Highways you maintain.   Bridges (Br), Culverts (Cu), Signs(Si) or Other Assets (OA) are lookups into those asset tables you maintain.

 

These lookups enable you to specify the exact asset where the work is performed.

 

Normally, you should use the appropriate lookup button, but you can manually enter the asset, but this is not recommended!

11 .  Overtime Status Overtime Status

 Overtime Status

Check box if you do want to report on overtime worked but DO NOT want to pay for overtime hours worked

12 . Hours WorkedHours Worked

Hours Worked

This gray box recaps the regular and overtime hours worked in current work week by the employee listed in the Code field.   This provides visual feedback when entering records so you know if and when the employee has reached a full work week.

13 . Prior Meter ReadingPrior Meter Reading

Prior Meter Reading

Meter reading when this equipment was last maintenanced or fueled.   A good check figure when the reported meter reading at the time of this record is reported to you (current meter reading should be greater than the previous meter reading, unless it was in error or the meter has been replaced).

14 . Project buttonProject button

Project button

Projects Lookup, so you can assign the work accomplished to a particular project

15 . Labor TotalLabor Total

Labor Total

Total dollars of labor cost on this record

16 . Equipment LookupEquipment Lookup

Equipment Lookup

Equipment lookup table to assign equipment used, if used.

17 . GL A/C# buttonGL A/C# button

GL A/C# button

 

18 . OK buttonOK button

OK button

 

19 . Cancel buttonCancel button

Cancel button

Cancel record

20 . Fiscal YearFiscal Year

Fiscal Year

Fiscal Year work is performed in - Fiscal Year is loaded from, and defined in, the Projects record.

21 . Surface TypeSurface Type

Surface Type

Surface type lookup

22 . Memo RecordMemo Record

Memo Record

Disregard costs on this record when running reports

23 . Weed Control checkWeed Control check

Weed Control check

 

24 . Misc LocMisc Loc

Misc Loc

A field for miscellaneous information about this record entry - A memo box is also available for longer entries

25 . Phase DesignatorPhase Designator

Phase Designator

Designate the phase of work this work record was performed in - if this is used by your department for management control

26 . Check BoxCheck Box

Check Box

This box should be checked if the material used should be relieved from inventory

27 . Automatic UtilityAutomatic Utility

Automatic Utility

Automatic utility that does housekeeping on various areas of this form

28 . GL A/C# GL A/C#

GL A/C#

If you keep cost accounting records by General Ledger number (most General Ledger activity is geared to Fund accounting) this lookup may be used.   GL # will also preload if defined in Inventory record, otherwise, default is 999.99.

29 . Eqp ExpEqp Exp

Eqp Exp

Check this box if this record represents a vehicle expense instead of a normal work record on a fixed asset.   This box displays fields for collecting the date (automatic), whether the work is to be classified as a Preventive Maintenance cycle and meter reading at the time maintenance or fueling was performed.  

 

This information drives the Preventive Maintenance system for the Fleet Management modules.

30 . Task LookupTask Lookup

Task Lookup

Assign the type of work this employee performed

31 . Work DateWork Date

Work Date

Date work was accomplished - the day of the week is also displayed

32 . Layers LookupLayers Lookup

Layers Lookup

Layer lookup for assigning the layer of a road this work was performed in - this is used if you want to accumulate and analyze the costs generated with each layer of a, for instance, bituminous road is constructed.

33 .  check check

 check

 

34 . R/S CheckR/S Check

R/S Check

Check if this record completes a Master Planning which is defined on the Road/Street record -> G2 TAB -> Master Plan field

35 . Inc checkInc check

Inc check

 

36 . Material LookupMaterial Lookup

Material Lookup

Lookup inventory applied on this work record

37 . ConvertConvert

Convert

Convert utility used to convert, for instance, a barrel of oil, if inventoried in that measure, to the percentage if 12 quarts of oil are used.   You can specify any quantity as a conversion metric - then call if back with a couple of mouse click.

38 . PM AreaPM Area

PM Area

If Eqp Exp box is checked the Preventive Maintenance (yellow) boxes display.   If this cost accounting record (for instance an oil change was performed) should reset the Engine PM (preventive maintenance) counter (set up the next time an Engine PM should be performed), then check the appropriate PM box.

 

Checking the appropriate box increments the counter for whatever PM (preventive maintenance) was performed with this record.

39 . ConversionConversion

Conversion

Specify and set up conversion units so they can be selected and converted with a couple of mouse clicks

40 . unitsunits

units

How many units of material were used?

41 . Alternate UnitsAlternate Units

Alternate Units

Alternate units, if you track in alternate units.

 

Example:   Material is measured in tons but for some reason you also need to keep track of cubic yards on each record.