Tool Crib

Transcription

Tool Crib

Introduction
Job Costing -> Tool Crib
Introduction
There is a substantial amount of money tied up in a company’s stock of small tools. They
can easily get lost or misplaced, replacement costs tend to soar, or alternately,
the profits on the projects tend to drop, when this occurs.
The Jonas Tool Crib module is a complete tool tracking system that identifies when
and where tools where taken out and returned, giving you better management over the
location of your tools.
• Maintains a full list of tools, sorted by category, with charge out prices and quantity
tracking.
• Tool tracking identifies where and when tools are taken out and returned, thus
keeping an up-to-date inventory by location.
This module has two principle benefits:
• The ability to produce a report of internal rentals to jobs for company owned tools.
This increases the accuracy of job costing reports because it allows the user to
accurately charge jobs for the tools they are using. It encourages the project
managers to return unused tools to the shop. Once returned, the rental charges
stop. This lowers their job cost and makes the tools available for other projects.
• Secondly, it tracks the location of the tools. Reports are available 2 ways: to see
the tools on a particular job (or shop) and to track the history of a particular tool.
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Copyright © 2011 Gary Jonas Computing
Jonas clients are authorized and encouraged to make copies of materials in this Article in whole or in part, without changes for their own use and for
internal training purposes only. The reproduction of any part of this article for any other purpose is strictly prohibited.
Introduction
Tool Crib
Table of Contents
Page
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Tool Crib Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Tool Crib Categories . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Tool Crib Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Tool Crib Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Tool/Parts Crib Items . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Tools and Parts Movement . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Job Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Item Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Location/Shop On-Hand List . . . . . . . . . . . . . . . . . . . . . . . . . 19
Receive Goods Into Shop . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Month End Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Replacement Cost Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
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Tool Crib Categories
Job Costing -> Tool Crib -> Tool Crib Categories
Tool Crib Setup
This program allows you to set up your Tool Crib Categories. Categories allow you to organize your items (e.g. Hand Tools, Power Tools, Gas Powered, etc.). On Job Charge reports, items will be categorized so you can see your costs by the type of tool.
Additionally, each category has separate G/L integration for internal rental credit.
• Enter the Company and enter the Tool/Part Crib Category code.
• Enter a Description for this Tool/Parts Crib Category.
• Enter the Default Rates for Consumables, Deposits, Rentals, and
Equip/Trucks. At the category level, the default is usually 0 and the rate is set at
the Tool Level, unless there will be one rate for all items in the category.
• Enter the Company Codes and G/L Accounts for G/L integration.
• Cost Items and Types can be entered and will display as defaults when charging
to jobs. You can over-ride these at the time of entry.
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Category
Enter the Tool/Part Crib Category code or press F2. to select from a list of codes or to
create a new code. Press F9 to print (or design) a listing.
Description
Enter a name/description for this Tool/Parts Crib Category.
Rate
This field is usually $.00 as the rate is set at the tool level. Otherwise, set the default rate
here. Since we are at the category level (not the tool level) it doesn't make a lot of sense
to only set the rates here. They will vary by tool. The only reason to set it here is to have
only one rate for all the items in this category.
Co.
Enter the company code for the credit to the internal G/L account.
G/L
Enter the G/L account for the internal account. Usually, GL integration for the credit (the
debit will be to Job) is set up here at the category level. The Location level is usually blank.
Dept
Enter the G/L department here or press F2 to select from a list of departments.
Subaccount
Enter the subaccount here or press F2 to select from a list of subaccounts.
Cost Item
Enter the default cost item for charging to jobs. It may be over-ridden at the time of entry.
Cost Type
Enter the default cost type for the charge to the job. It may be over-ridden at the time of
entry.
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Tool Crib Locations
Job Costing -> Tool Crib -> Tool Crib Locations
Tool Crib Locations
The Tool Crib Locations screen is where you will setup all of the typical Locations
where your tools can be stored or located. This will give you a consistent list to choose
from when using the Tool Crib system.
Note:
The first location that is set up for a company will be the default location that is automatically assigned to all items on the Setup Tool Crib Items screen. An item can
then be moved to another location with the Tools and Parts Movement program.
• Choose a Company and Location code. G/L integration can be done by location
or category. Give a Description for the location.
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Tool Crib Locations
• You can set a Rate for Consumables, Deposits, Rentals and Trucks, however,
rates are usually set at the tool level. Any non-zero rates entered here will
override tool rates.
• Enter the Company Codes and G/L Accounts for G/L integration.
• Cost Items and Types can be entered and will display as defaults when charging
to jobs. You can over-ride these at the time of entry.
Location
Enter a location for Tools/Parts or press F2 to select from the list of existing locations.
Description
Enter a name/description for this Tool/Parts location.
Rate
This field is usually $.00 as the rate is set at the tool level. Otherwise, set the default rate
here.. Since we are at the category level (not the tool level) it doesn't make a lot of sense
to only set the rates here. They will vary by tool. The only reason to set it here is to have
only one rate for all the items in this category.
Co.
Enter the company code for the credit to the internal G/L account. This is usually set at
the category level, but can be over-ridden here.
G/L
Enter the G/L account for the internal account. Usually, GL integration for the credit (the
debit will be to Job) is set up here at the category level. The Location level is usually blank.
Dept
Enter the G/L department here or press F2 to select from a list of departments.
Subaccount
Enter the subaccount here or press F2 to select from a list of subaccounts.
Cost Item
Enter the default cost item for charging to jobs. It may be over-ridden at the time of entry.
Cost Type
Enter the default cost type for the charge to the job. It may be over-ridden at the time of
entry.
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Tool Crib Locations
Shipping Address for Packing Slips
Type in the shipping address for packing slips for this location here.
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Tool Crib Profile
Job Costing -> Tool Crib -> Tool Crib Profile
Tool Crib Profile
The Tool Crib Profile screen is where you will set the parameters for how Tool Crib will be
used for your specific setup.
Use Packing Slip
This is the default setting for printing packing slips/transfer forms. Some companies like
to include a list with the shipment.
Consumables Factor
This is a custom feature created for a specific client.
Default Job
Often tools are charged to the same cost item and type on every job. This allows you to
set up these defaults to save time and posting errors.
It will also be the job that the profiles look at for the default cost item and type (see Tool
Crib Categories).
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Tool Crib Profile
Transfer Form
Select the default Packing Slip/Transfer Form to be used.
Always use Current Std. Price
When the Job Monthly Charges Posting report is run, the current standard price in the
item will be used. If left blank, it will the use price that the tool went out at. (i.e. if the standard price changes, the new price will not be used until the tool is transferred to another
job).
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Tool /Parts Crib Items
Job Costing -> Tool Crib -> Tool/Parts Crib Items
Tool/Parts Crib Items
This program is used to setup Tool Crib Items and prices for them. The screenshot below
is an example of an individually identified item.
• Enter an Item Code. This is a ‘6’ character alphanumeric field.
Items are setup in one of two ways:
1. Items are individually identified and the item code is the actual unit identification number. In the example above, the item code is DRILL1. If you have 2 units, the 2nd item
would be DRILL2. The quantity of items set up with this method would be 1.
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2. Make the item code applicable to a group of items. This method is used for items that
are generic and have a low dollar value. In the example below we have selected Extension Cords, which would not be individually identified.
• Enter the Description and Category for the item.
• Check-mark the Serialized field to turn on the ability to attach serial numbers to
items.
• The Qty on Hand field will display the number of items currently on hand for all
locations (not assigned to jobs). This is a display only field on this screen but can
be set or edited through the Tools and Parts Movement program.
• Enter the Mthy Rect/Depst for the item (the standard price).
• The Latest Supplier Price is the current replacement cost for one of these items.
• Enter the Type of Tool:
Consumable items are not expected to be returned from the job. The item is
charged to the job one time only.
Small tools incur either a deposit charge or a monthly charge for rent.
Equipment tools will require you to enter an Equipment unit number.
• If Small Tool, select if it is:
Monthly Rate - This tool should be charged to the job based on the time it is on
the job. The rate used is the “Mthy Rect/Depst” above. Partial months are
pro-rated.
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Deposit - This deposit should be charged to the job if the tool is not returned or is
not returned in operable condition.
• If Equipment, add the Equipment Number from the equipment system for Memo
purposes. If you wish to Over-ride G/L posting, enter where you would like to post
overhead charges to.
• The Location button will show the locations which have the tool/part and the
quantities of the item:
• The Serial No’s button will require you to enter in a unique serial number for each
tool/part if you indicated that it should be serialized:
Item Code
Enter the Tool/Parts Crib Item code. Press F2 to select from a list of codes or to create a
new code. Press F9 to print (or design) a listing.
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Description
Enter a name/description for this Tool/Parts Crib Item.
Category
Enter the Tool/Parts Crib Category code to which this Tool/Parts Crib belongs. Press F2
to select from a list of codes.
Serialized
This will turn on ability to attach serial numbers to items.
Qty on Hand
This field displays the current quantity of the item that is on hand for all locations (not assigned to jobs). This is a display only field on this screen but can be set or edited through
the Tools and Parts Movement program.
Mthy Rec/Depst
Enter the standard price for the item in this field.
Latest Supplier Price
Enter the latest supplier price This is a MEMO only field.
Type of Tool
What kind of Tool is this?
CONSUMABLE (check the box)
SMALL (check the box)
EQUIPMENT (check the box)
If Small Tool
If this is a small Tool, what is required?
MONTHLY CHARGE (check the box)
DEPOSIT (check the box)
If Equipment
Attach equipment from the equipment system for MEMO purposes here.
Override G/L
Select the G/L account to post overhead charges to.
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Tools and Parts Movement
Job Costing -> Tool Crib -> Tools and Parts Movement
Once the tools Categories and Items are setup, you can start using the system. When you
setup the items, the system puts them into the “shop.” The second step is to identify the
new location of the tools that have been borrowed from the “shop”.The Tools and Parts
Movement screen is where you enter the location of the tools and is used to record their
movement from the Shop to a Job, from Jobs to the Shop, and from Job to Job.
Type
Select the type of movement for the items you will enter in the table:
From Shop
Return Back to Shop
Transfer to Another Job
Shop to Shop
Location
Enter the location(s) for the movement type you selected.
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Co/Job and To Co/Job
Enter the Companies or Jobs for the movement type you selected.
Pre-fill Job’s Remaining Tools?
If 'Y' then it will pre-fill the grid with the Tools that are currently on the Co/Job.
Unit
The [Unit] column is used when there is only one Item Number for multiple units and you
want to record a Unique unit number.
High dollar items (like compressors) are always given their own unit numbers e.g.
“COM02.” Low dollar items (like extension cords) are given only one item number but are
rarely individually identified. For these reasons the unit column is not often used. If the
extension cords were individually numbered you would enter the identification number under [Unit]. However, the down side of this method is that you must always identify the individual extension cords. Usually the low dollar value and the generic nature of items
such as extension cords don’t warrant individual identification.
Note:
If you have more than one “Shop,” setup the different shop locations as Jobs.
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Job Inquiry
Job Costing -> Tool Crib -> Job Inquiry
Job Inquiry
This inquiry screen shows, on a job-by-job basis, the tools that are on a job currently and
the history of the tools that have been on the job. Tools that have been returned are identified with a negative quantity. The tools that have been added to a job will show up as a
positive quantity. This report will also show a subtotal of each tool crib item on a per job
basis.
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Job Inquiry
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Item Inquiry
Job Costing -> Tool Crib -> Item Inquiry
Item Inquiry
This inquiry screen shows, on a per item basis, the transactions for a selected tool for the
date range entered.
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Location/Shop On-Hand List
Job Costing -> Tool Crib -> Location/Shop On-Hand List
This is a similar inquiry to the Job Inquiry. It shows the items and quantities currently on
hand in a particular Location/Shop.
Option
From the list, select the types of Tool Crib Items you want to see in the list:
A - All Types,
C - Consumables,
D - Small Tools
M - Monthly
E - Equipment
Location/Shop
You can choose one, all, or several locations to list.
Suppress if No Quantity
If this flag is turned on/checked, the report will only print tools that have a quantity.
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Receive Goods Into Shop
Job Costing -> Tool Crib -> Receive Goods Into Shop
This program allows you to record the receipt of goods into the Shop/Location that you
indicate..
New Item Number
Setting up tools with a new item number automatically puts them into the shop.
Existing Item Number
If the item number exists, go directly to “Receive Goods into Shop.”
If items are Serialized, you will be prompted to enter the serial numbers in.
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Tip:
Keep the information current. If the tool locations are inaccurate then the rental
charges will be incorrect and the system will not be valuable in locating the tools you
have.
Once items are entered and posted, the quantities will be undated as well on the Setup
Tool Crib Items screen.
Requisition #
Enter the Requisition number for these goods.
Date of Rec’t
Enter the date when the goods were received. Press ENTER for the current date. Press
F2 to select the date from the Calendar.
Location
Enter the location or press F2 to select a location.
Quantity
Enter the quantity of goods that was received or select DELETE ROW to delete this Receipt line.
Item Number
Enter the Tool/Parts Crib Item code of the goods that were received or press F2 to select
from a list of codes.
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Month End Procedures
Job Costing -> Tool Crib -> Month End Procedures
Complete the following month-end procedures:
• Run the Location Report (see below) and/or the Job Inquiry to see what tools
are on the job. If it is not up-to-date or is incorrect go to Tool & Parts Movement
and make the necessary corrections.
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• Run the Shop On-Hand List to check what is in the shop.
• Run the Monthly Charges Report.
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• Post these costs to the Job using a Journal Entry through the General Ledger.
We recommend that you create a separate General Journal called TC - Tool
Charges in the Administration menu under Setup Company Profile under
Journals. That way it is easier to see just the tool charges for a month.
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Replacement Cost Report
Job Costing -> Tool Crib -> Replacement Cost Report
The Replacement Cost Report will show the replacement costs for items on selected jobs
or in a company. You can choose either a Detailed or Summary report.
Example of a Detailed report:
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Example of a Summary report:
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Tool Crib

Transcription

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