[JC] About JC Departments

Use this form to create and maintain departments. Departments are assigned to contract items using the JC Contracts form and they define which General Ledger accounts will be used when posting contract revenue and job costs. If your general ledger contains more than one set of Job Cost and Revenue accounts (to further breakdown job costs), then create separate departments for each set of accounts.

Note: All general ledger account codes specified here must first be set up in using the GL Chart of Accounts form, and must have either J-Job or nothing selected in the Sub Ledger Code field on the Info tab of that form.

There are five tabs for defining GL account assignments:

• Info – Used to define the revenue accounts for open contracts/jobs and closed contracts/jobs.
• Cost Types – Used to set up the open and closed WIP (work in progress) accounts for each cost type you specify.
• Phase Overrides – Used to define override open/closed GL accounts by phase. An “Exclude PR” option allows you to specify that the phase override will not be used if the transaction’s source is Payroll.
• Liability Types—Used to set up the open/closed burden accounts for each of the liability types you specify. You need only set up overrides here if you want that portion of burden expense to go to an account other than the one assigned to the corresponding cost type.
• Earnings Types—Used to set up the open/closed labor accounts for certain types of earnings that you need to break out to separate GL accounts, rather than following the cost type of the earnings code. In Payroll, you can assign an earnings code to a special earnings type. If you do, the PR Ledger Update program will look here for the GL accounts, then use the standard account for the related cost type if an account is not set up here. An example might be if you wanted Subsistence to be directed to a separate GL Account, but to the Labor cost type.

Note: The 'closed' GL accounts will only be used if you allow posting to closed jobs (the 'Allow Posting to Closed Jobs' flag is checked in JC Company Parameters).

Leaving Accounts Blank

When setting up departments, you do have the option to leave a department’s cost account blank so there will be no default account in posting programs. This might be useful if a department has more accounts to which costs are posted than you want to have separate cost types.

Note: If you elect to leave the cost accounts blank, you cannot use the automatic GL posting feature in the contract close process.

The following is a list of field descriptions for the JC Departments form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Department

Enter a code for this department, up to 10 characters. Once added, a department code may be deleted only if it is not currently assigned to any contracts.

Description

Enter a description of the department. The value in this field can be up to 30 characters long.

Open Revenue Acct

Enter the liability or income account where revenue on open contracts should be posted.

Closed Revenue Acct

Required. Specify the income account to which revenue will be posted after the contract is closed if posting to a closed job is allowed. JC Contract Close may also use this entry to move amounts from open to closed accounts.

Cost Types: Cost Type

Enter the cost type for which to designate open/closed GL accounts for work-in-progress.

Cost Types: Open WIP Account

Specify the asset or expense account to which costs for open jobs will be posted.

Cost Types: Closed WIP Account

Specify the expense account into which all costs will be posted after the job is closed if posting to a closed job is allowed. JC Contract Close may also use this entry to move amounts from open to closed accounts.

Phase Overrides: Phase

Enter a phase or press F4 to select one from a list. The phase in this field does not have to be set up using the JC Phases form.

Phase Overrides: Open WIP Account

Specify the GL account for open jobs that will be debited when posting costs to this phase.

Phase Overrides: Closed WIP Account

Specify the GL account to debit when posting costs to this phase after the job is closed if posting to a closed job is allowed. JC Contract Close may also use this entry to move amounts from open to closed accounts.

Phase Overrides: Exclude Payroll

Check this box if this phase override will not be used for transaction's with a Payroll source. In which case, the GL account specified for the earnings type, liability type, or cost type will be used. Leave this box unchecked if this phase override will always be used, regardless of the transaction's source.

Liability Types: Liability Type

Specify a valid liability type for which separate accounting is required. This is only required if burden expense is to be posted to a separate GL account other than the cost type account.

Liability Types: Open Burden Acct

Enter the account to debit for open jobs if burden expense is to go to a different account than the one assigned to the cost type.

Liability Types: Closed Burden Acct

Enter the account to debit for closed jobs if burden expense is to go to a different account than the one assigned to the cost type. This will be used if you allow posting to closed jobs, and may also be used by JC Contract Close to move amounts from open to closed accounts.

Earnings Types: Earnings Type

Only used if you assigned any special earnings types to earnings codes in Payroll so those earnings are posted to a different debit account than regular earnings.

Earning Types: Open Labor Acct

Specify the expense account for open jobs to debit for any of the special earnings categories you are using.

Earnings Types: Closed Labor Acct

Specify the expense account to debit for closed jobs for any of the special earnings categories you are using. This will be used if you allow posting to closed jobs, and may also be used by JC Contract Close to move amounts from open to closed accounts.