Job Cost Recalculation

On the "Calculate Balances", you can recalculate the job-to-date balances and Job Cost Reports run on a job-to-date basis in the Job Cost Master. These balances are used in the Job Cost Inquiry. Job-to-date balances are maintained for:

•   Actual Cost

•   Purchase Order Commitments

•   Purchase Order Received Amounts

•   Subcontract Committed Amounts

•   Change Orders

This option is used to create balances after data has been converted from another system, or when conditions (program or machine malfunction) cause your job-to- date balances to be out of balance with the detail transactions, or when you have used the Job Cost Detail Maintenance Option on that menu to add or update information in the Job Cost Detail file.

When you select this option, the "Calculate Balances" is displayed.

Calculate Balances

Dedicated Procedure

Recalculate Balances is a dedicated procedure. No other CMS Applications can be functioning when this procedure is executed. If the system cannot be put into a dedicated mode will receive the following message:

"CMS activity detected while trying to run dedicated procedure-Recalc terminated."

However, you will receive the following message:

Job 123456/User/Job Recalc completed normally on (Date) and (Time).

When you enter Y to continue, the CMS SYSCNC file is renamed. This prevents any other function from being executed.

AN will cancel.

Enter an S to submit the Recalc to be started at a specified time.

Start Recalc at What Time (HHMMSS)

Enter the Hours/Minutes/Seconds for which you want to have the system start the Recalc. Note: The time is keyed as military time. (For example, to start at 8:00 PM, enter 200000.)

Clear and Recalculate All Totals

Y = All of the balance fields in the Job Cost Master will be recalculated. you will receive no additional prompts and the program begins execution when you enter Y.

N = Only selected balances are to be recalculated. you are prompted to enter Y or N to each for recalculate option.

Clear and Recalculate Actuals

Y = Recalculate the balance of actual costs-to-date. This option reads all the records in the Job Cost Detail file and calculates the total actual cost-to-date.

N = Do not recalculate actual job-to-date cost totals.

Clear and Recalculate P/O Amounts

Y = Recalculate the balance of Open Purchase Order Commitments. The Open Purchase Order total is equal to purchase orders entered less amounts received. If the amount received is in excess of the purchase order amount, only the received amount equal to the purchase order is subtracted.

N = Do not recalculate open purchase order balances.

Clear and Recalculate P/O Received Amounts

Y = Recalculate the balance of Purchase Order Received/Unapproved Amounts. Purchase Order Received/Unapproved Amounts are equal to amounts received against purchase orders that have not been approved for entry into Accounts Payable.

N = Do not recalculate Purchase Order Received/Unapproved Amounts.

Clear and Recalculate Subcontracts and Change Orders

Y = Recalculate the balance of subcontract commitments and recalculate the change order amounts entered against each cost distribution. Open subcontracts are equal to subcontracts entered, plus change orders, less invoice amounts entered.

N = Do not recalculate subcontract balances and change order totals.

Execute

If you answer Y to Clear and Recalculate All Totals, or when you answer the Clear and Recalculate Change Order Totals, the option is executed.