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Account Tables (Setup menu)

 Cost Credit Accounts

 Cost Debit Accounts

 Revenue Credit Account

 Revenue Debit Accounts

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Revenue Debit Accounts (Setup - Account Tables)
Revenue Debit Accounts (Setup, Account Tables menu)

Use to create or change the revenue debit account table.

 Window

Related Topics


Revenue Debit Account Table Setup window

Use to create or change the revenue debit account table.

The columns that appear in this table depend on whether the Use account table box is checked in File, Data Folder Settings, EQ Settings, GL Entry Settings.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Equipment Type

Enter the equipment type on which the account retrieval is to be based. You can click [List] to select from a list of equipment types. This column can be left blank if the account only applies to codes entered in the Equipment column and/or the Revenue Code column.

The title of this item may be different if changed in Custom Descriptions.


Equipment

Enter the equipment ID that the account retrieval is to be based on. Click [List] to select from a list of equipment IDs. This column may be left blank if the account only applies to codes entered in the Equipment Type column and/or the Revenue Code column.

The title of this item may be different if changed in Custom Descriptions.


Revenue Code

Enter the revenue code that the account retrieval is to be based on. Click [List] to select from a list of revenue codes. This column may be left blank if the account only applies to codes entered in the Equipment Type column and/or the Equipment column.

The title of this item may be different if changed in Custom Descriptions.


Account

Enter the General Ledger account to be retrieved when the codes on this line match those entered on a revenue grid line. You can click [List] to select from a list of accounts.

Note

If the Retrieve prefix from equipment box is checked in File, Data Folder Settings, EQ Settings, only base accounts may be entered. If the Retrieve prefix from equipment box is not checked, full accounts are required.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts the current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels the entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Delete line]

Deletes the information on the current grid line.


[Help]

Starts Help and displays information about this window.


Revenue Credit Accounts (Setup - Account Tables)
Revenue Credit Accounts (Setup, Account Tables menu)

Use to create or change the revenue credit account table.

 Window

Related Topics


Revenue Credit Account Table Setup window

Use to create or change the revenue credit account table.

The columns that appear in this table depend on whether the Use account table box is checked in File, Data Folder Settings, EQ Settings, GL Entry Settings.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment Type

Enter the equipment type that the account retrieval is to be based on. Click [List] to select from a list of equipment types. This column may be left blank if the account only applies to codes entered in the Equipment column and/or the Revenue Code column.

The title of this item may be different if changed in Custom Descriptions.


Equipment

Enter the identification number for the piece of equipment that the account retrieval is to be based on. Click [List] to select from a list of equipment IDs. This column may be left blank if the account only applies to codes entered in the Equipment Type column and/or the Revenue Code column.

The title of this item may be different if changed in Custom Descriptions.


Revenue Code

Enter the revenue code that the account retrieval is to be based on. Click [List] to select from a list of revenue codes. This column may be left blank if the account only applies to codes entered in the Equipment Type column and/or the Equipment column.

The title of this item may be different if changed in Custom Descriptions.


Account

Enter the General Ledger account to be retrieved when the codes on this line match those entered on a revenue grid line. You can click [List] to select from a list of accounts.

Note

If the Retrieve prefix from equipment box is checked in File, Data Folder Settings, EQ Settings, only base accounts may be entered. If the Retrieve prefix from equipment box is not checked, full accounts are required.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Delete line]

Deletes the information on the current grid line.


[Help]

Starts Help and displays information about this window.


Cost Debit Accounts (Setup - Account Tables)
Cost Debit Accounts (Setup, Account Tables menu)

Use to create or change the cost debit account table.

 Window

Related Topics


Cost Debit Account Table Setup window

Use to create or change the cost debit account table.

The columns that appear in this table depend on whether the Use account table box is checked in File, Data Folder Settings, EQ Settings, GL Entry Settings.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment Type

Enter the equipment type that the account retrieval is to be based on. You can click [List] to select from a list of equipment types. This column may be left blank if the account only applies to codes entered in the Equipment column and/or the Cost Code column.

The title of this item may be different if changed in Custom Descriptions.


Equipment

Enter the equipment ID that the account retrieval is to be based on. You can click [List] to select from a list of equipment IDs. This column may be left blank if the account only applies to codes entered in the Equipment Type column and/or the Cost Code column.

The title of this item may be different if changed in Custom Descriptions.


Cost Code

Enter the cost code that the account retrieval is to be based on. You can click [List] to select from a list of cost codes. This column may be left blank if the account only applies to codes entered in the Equipment Type column and/or the Equipment column.

The title of this item may be different if changed in Custom Descriptions.


Account

Enter the General Ledger account to be retrieved when the codes on this line match those entered on a cost grid line. You can click [List] to select from a list of accounts.

Note

If the Retrieve prefix from equipment box is checked in File, Data Folder Settings, EQ Settings, only base accounts may be entered. If the Retrieve prefix from equipment box is not checked, full accounts are required.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts the current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the entries.

If [Cancel line], cancels the entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Delete line]

Deletes the information on the current grid line.


[Help]

Starts Help and displays information about this window.


Cost Credit Accounts (Setup - Account Tables)
Cost Credit Accounts (Setup, Account Tables menu)

Use to create or change the cost credit account table.

 Window

Related Topics


Cost Credit Account Table Setup window

Use to create or change the cost credit account table.

The columns that appear in this table depend on whether the Use account table box is checked in File, Data Folder Settings, EQ Settings, GL Entry Settings.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment Type

Enter the equipment type that the account retrieval is to be based on. You can click [List] to select from a list of equipment types. This column can be left blank if the account only applies to codes entered in the Equipment column and/or the Cost Code column.

The title of this item may be different if changed in Custom Descriptions.


Equipment

Enter the equipment ID that the account retrieval is to be based on. You can click [List] to select from a list of equipment IDs. This column can be left blank if the account only applies to codes entered in the Equipment Type column or the Cost Code column.

The title of this item may be different if changed in Custom Descriptions.


Cost Code

Enter the cost code that the account retrieval is to be based on. You can click [List] to select from a list of cost codes. This column can be left blank if the account only applies to codes entered in the Equipment Type column or the Equipment column.

The title of this item may be different if changed in Custom Descriptions.


Account

Enter the General Ledger account to be retrieved when the codes on this line match those entered on a cost grid line. You can click [List] to select from a list of accounts.

Note

If the Retrieve prefix from equipment box is checked in File, Data Folder Settings, EQ Settings, only base accounts may be entered. If the Retrieve prefix from equipment box is not checked, full accounts are required.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts the current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the entries.

If [Cancel line], cancels the entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Delete line]

Deletes the information on the current grid line.


[Help]

Starts Help and displays information about this window.


Enter Costs (Tasks menu)

Use to enter cost entries for each piece of equipment. You can set up as many cost views as you like using Tools, Customize Entry, Cost.

 Windows

Related Topics


Enter Costs windows

 Add Extra

 Add New Cost Code

 Add New Job

 Enter Costs


Enter Costs window

Use to enter equipment cost entries. This information can also be sent to General Ledger Job Cost and Billing if the interfaces are set up in EQ Settings, Post & Interface Settings. In order to send entries to interfacing applications, you must also select the Create Entries option when setting up the interface.

You can set up as many cost views as you like using Tools, Customize Entry, Cost.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment

Enter the equipment ID for this cost entry. You can click [List] to select from a list of equipment IDs.

The title of this item may be different if changed in Custom Descriptions.


Cost Code

Enter the cost code for this cost entry. You can click [List] to select from a list of cost codes.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a description for this cost entry.


Transaction Date

Enter the date of the transaction. On the first grid line, this item prefills with the system date. On subsequent grid lines, this item prefills with the transaction date from the previous line.


Units

Enter the number of units (up to 8.4 digits) for this cost entry.

Note

•	If no amount is going to be entered for this entry, units must be entered.


Rate

Enter the rate for this cost entry. This item may prefill depending on whether cost rate tables were set up or whether a rate was set up using Setup, Standard Cost Codes. The rate will prefill based on the Rate Table Search Order selected in EQ Settings, Entry Settings. The prefilled rate may be changed if Allow Override is marked in EQ Settings, Entry Settings.

If the item does not prefill, the rate can be entered manually.


Amount

Enter the amount of this cost entry. This column prefills with the sum of Units multiplied by Rate, if both the Units and Rate items are present and have data in them. This amount can be changed if Allow override of calculated amount is marked in File, Data Folder Settings, EQ Settings, Entry Settings.

Note

•	If the Units column is blank, an amount must be entered.


Reference 1

Enter up to 10 characters of reference information to associate with this cost entry.

The title of this item may be different if changed in Custom Descriptions.


Reference 2

Enter up to 10 characters of reference information to associate with this cost entry.

The title of this item may be different if changed in Custom Descriptions.


Job

Enter the Job ID for this cost entry. You can click [List] to select from a list of Jobs.

If this cost entry is a memo cost entry, remember that you must enter extra, cost code and category information in order to charge this cost to the job. If this cost entry is not a memo cost entry, then this item is used to track location.

For more information about memo costs, please see About memo costs in Help.


Extra

Enter the Extra ID for this cost entry. This item is only available if you have entered a Job ID, you are using extras in Job Cost and this is a memo cost entry.

You can click [List] to select from a list of Extras.

For more information about memo costs, please see About memo costs in Help.


JC Cost Code

Enter the Job Cost cost code for this cost entry. This item is only available if you have entered a Job ID and this is a memo cost entry.

You can click [List] to select from a list of Cost Codes.

For more information about memo costs, please see About memo costs in Help.


Category

Enter the Job Cost Category ID for this cost entry. This item is only available if you have entered a Job ID, you are using categories in Job Cost, and this is a memo cost entry.

You can click [List] to select from a list of Categories.

For more information about memo costs, please see About memo costs in Help.


Accounting Date

Enter the date to use for accounting purposes for this cost entry. This date controls which accounting period the entry affects when using Post Entries in General Ledger, Job Cost and Equipment Cost. On the first grid line, this item will prefill with the system date, but can be changed. On subsequent lines, this item prefills from above.

Note

•	If you selected Use transaction date in EQ Settings [Entry Settings], you do not need to enter an accounting date. The transaction date is used as the accounting date.


Credit Account

Enter the account to credit for this cost entry.

When prefilling the credit account column, the system first checks to see if a cost credit account table exists. If the system does not find a table, it goes directly to GL Entry settings to get the account.

If a table exists, the system checks for a match. If no match exists, the system then retrieves the cost credit account from the GL Entry Settings window in EQ Settings.

The prefilled account can be overridden if the Allow override box is marked in File, Data Folder Settings, EQ Settings, GL Entry Settings. If the Allow override box is marked, you can click [List] to select from a list of accounts.


Debit Account

Enter the account to debit for this cost entry.

When prefilling the Debit Account column, the system first checks the Use JC Cost acct box in EQ Settings. If this box is marked, and there is Job information entered, then the system retrieves the JC cost account from Job Cost. In addition, if the Don't allow override box is marked in the Job Cost application, the prefilled debit account cannot be changed in Equipment Cost, even if the Allow override box is marked in EQ Settings, GL Entry Settings.

If no Job Cost cost account is found, then the system checks for an account table in EQ Settings. If the system does not find a table, it goes directly to GL Entry Settings to get the account. If a table exists, the system checks for a match. If no match exists, the system then retrieves the cost debit account from the GL Entry Settings window in EQ Settings. The prefilled account retrieved from either the table or from GL Entry Settings can be overridden if the Allow override box is marked in EQ Settings, GL Entry Settings. If the Allow override box is marked, you can click [List] to select from a list of accounts.


Employee

Enter the employee ID for this cost entry. This ID is only used to track the location of the equipment.


Current Location

Enter the location (up to 30 characters) of the piece of equipment at the time this cost entry took place.


Meter/Odometer

Enter the current meter or odometer reading (up to 7.2 digits) for the piece of equipment.

Note

•	If entering an odometer reading, enter the entire odometer reading, not the miles of the last trip.


Entry Column

Displays the appropriate miscellaneous entry for the selected equipment.

You defined this column using Setup, Miscellaneous Entry Codes and you selected it for viewing using Tools, Customize Entry, Misc Entry.


Equipment

Displays the description of the selected piece of Equipment.

The title of this item may be different if changed in Custom Descriptions.


Cost Code

Displays the description of the selected cost code.

The title of this item may be different if changed in Custom Descriptions.


Item description

Displays the description of the selected item.


[Save line]

Saves the information on the current grid line.


[Finish]

If you have not made any entries on the grid, clicking [Finish] closes this window and returns to the main Equipment Cost window.

If you have made entries on the grid, clicking [Finish] opens the Print Selection window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels all of your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Batch]

Opens the Batch Information window where you can change information for the current batch.


[Help]

Starts Help and displays information about this window.


Closed General Ledger period warning message window

Use to specify whether to allow an entry to a closed General Ledger period.

•	Yes -- Accepts the entry and returns you to the entry grid. If you choose this option, you will be warned each time you attempt to make an entry to a closed General Ledger period during this entry session.

•	Yes, Don't Warn Me Again -- Accepts the entry and returns you to the entry grid. If you choose this option, you will NOT be warned again if you make subsequent entries to a closed General Ledger period during this entry session.

•	No -- Does not accept the entry and returns you to the entry grid.


Future period warning message window

Use to specify whether to allow an entry to a future Equipment Cost period. The period message that displays will be a future day, a future week, a future bi-week or a future semi-month depending on the period size selected in EQ Settings.

•	Yes -- Accepts the entry and returns you to the entry grid. If you choose this option, you will be warned each time you attempt to make an entry to a future Equipment Cost period during this entry session.

•	Yes, Don't Warn Me Again -- Accepts the entry and returns you to the entry grid. If you choose this option, you will NOT be warned again if you make subsequent entries to a future Equipment Cost period during this entry session.

•	No -- Does not accept the entry and returns you to the entry grid.


Future month warning message window

Use to specify whether to allow an entry to a future Equipment Cost month.

•	Yes -- Accepts the entry and returns you to the entry grid. If you choose this option, you will be warned each time you attempt to make an entry to a future Equipment Cost month during this entry session.

•	Yes, Don't Warn Me Again -- Accepts the entry and returns you to the entry grid. If you choose this option, you will NOT be warned again if you make subsequent entries to a future Equipment Cost month during this entry session.

•	No -- Does not accept the entry and returns you to the entry grid.


Future year warning message window

Use to specify whether to allow an entry to a future Equipment Cost year.

•	Yes -- Accepts the entry and returns you to the entry grid. If you choose this option, you will be warned each time you attempt to make an entry to a future Equipment Cost year during this entry session.

•	Yes, Don't Warn Me Again -- Accepts the entry and returns you to the entry grid. If you choose this option, you will NOT be warned again if you make subsequent entries to a future Equipment Cost year during this entry session.

•	No -- Does not accept the entry and returns you to the entry grid.


Future General Ledger period warning message window

Use to specify whether to allow an entry to a future General Ledger period.

•	Yes -- Accepts the entry and returns you to the entry grid. If you choose this option, you will be warned each time you attempt to make an entry to a future General Ledger period during this entry session.

•	Yes, Don't Warn Me Again -- Accepts the entry and returns you to the entry grid. If you choose this option, you will NOT be warned again if you make subsequent entries to a future General Ledger period during this entry session.

•	No -- Does not accept the entry and returns you to the entry grid.


[Yes]

Accepts the entry and returns you to the entry grid. If you choose this option, you will be warned again during this entry session.


[Yes, Don't Warn Me Again]

Accepts the entry and returns you to the entry grid. If you choose this option, you will NOT be warned again during this entry session.


[No]

Does not accept the entry and returns you to the entry grid.


[Help]

Starts Help and displays information about this window.


About cost entry columns

Use Customize Entry, Cost, to set up cost entry views that can include any of the columns listed below. Cost entry views represent the cost entry grid that displays when using Enter Costs. You can choose columns in any order, but the order in which you put the columns may influence automatic rate retrieval. In addition, certain columns, which are noted below, are required.

Equipment*	Extra
Cost Code*	JC Cost Code
Description	Category
Transaction Date	Accounting Date*
Units*	Credit Account
Rate	Debit Account
Amount*	Employee
Reference 1 & 2	Meter/Odometer
Job	Location
*Note

•	Accounting Date, Cost Code and Equipment are required when setting up your cost entry views. You must also select to include either the Amount column or the Units column in your cost entry view.


Accounting Date column

Use to enter the date which determines the General Ledger accounting period affected. This column is required.


Amount column

Use to enter the amount of the cost entry. You must select to include either the Amount column or the Units column in your cost entry view.


Category column

Use to enter the Job Cost Category ID for this cost entry. This item is only available on the cost entry grid if you have entered a Job ID, you are using categories in Job Cost, and this is a memo cost entry.

For more information about memo costs, please see About memo costs in Help.


Credit Account column

Use to enter the account to credit for this cost entry. This entry grid item prefills based on certain settings and conditions. For detailed information, see the About account retrieval topic in the Concepts book of Equipment Cost online Help.


Cost Code column

Use to enter the Equipment Cost cost code for this cost entry. This column is required.

The title of this item may be different if changed in Custom Descriptions.


Debit Account column

Use to enter the account to debit for this cost entry. This entry grid item prefills based on certain settings and conditions. For detailed information, see the About account retrieval topic in the Concepts book of Equipment Cost online Help.


Description column

Use to enter a description for this cost entry.


Employee column

Use to enter the employee ID for this cost entry. This ID is only used to track the location of the equipment.


Equipment column

Use to enter the equipment ID. This column is required.

The title of this item may be different if changed in Custom Descriptions.


Extra column

Use to enter the Extra ID for this cost entry. This item is only available if you have entered a Job ID, you are using extras in Job Cost and this is a memo cost entry.


JC Cost Code column

Use to enter the Job Cost cost code for this cost entry. This item is only available if you have entered a Job ID and this is a memo cost entry.


Job column

Use to enter the Job ID for this cost entry. If this cost entry is a memo cost entry, remember that you must enter extra, cost code and category information in order to charge this cost to the job. If this cost entry is not a memo cost entry, then this item is used to track location.

For more information about memo costs, please see About memo costs in Help.


Location column

Use to enter the location of the piece of equipment at the time this cost entry took place.


Meter/Odometer column

Use to enter the current meter or odometer reading for the piece of equipment. If entering an odometer reading, enter the entire odometer reading, not the miles of the last trip.


Rate column

Use to enter the rate for this cost entry.


Reference 1 & 2 columns

Use to enter reference information to associate with this cost entry.


Units column

Use to enter the number of units for this cost entry. You must select to include either the Amount column or the Units column in your cost entry view.


Transaction Date column

Use to enter the date of the transaction.


Enter Revenues (Tasks menu)

Use to enter revenue information for each piece of equipment. You can set up as many revenue views as you like using Tools, Customize Entry, Revenue.

 Windows

Related Topics


Enter Revenues Windows

 Add Extra

 Add New Cost Code

 Add New Job

 Enter Revenues


Enter Revenues window

Use to enter equipment revenue information. This information can also be sent to General Ledger, Job Cost and Billing, if the interfaces are set up in EQ Settings, Post & Interface Settings. In order to send entries to interfacing applications, you must also select the Create Entries option when setting up the interface.

You can set up as many revenue views as you like using Tools, Customize Entry, Revenue.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment

Enter the equipment ID for this revenue entry. You can click [List] to select from a list of equipment IDs.

The title of this item may be different if changed in Custom Descriptions.


Revenue Code

Enter the revenue code for this revenue entry. You can click [List] to select from a list of revenue codes. This item will prefill, either from the Equipment Setup, Defaults tab or from EQ Settings, Entry Settings, but can be changed.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a description (up to 30 characters) for this revenue entry.


Transaction Date

Enter the date of the transaction. On the first grid line, this item prefills with the system date. On subsequent grid lines, this item prefills with the transaction date from the previous line.


Units

Enter the number of units (up to 8.4 digits) for this revenue entry. If the Amount column is blank, units must be entered.


Rate

Enter the rate for this revenue entry. This item may prefill if Equipment Cost revenue rate tables were set up. The rate will prefill based on the Rate Table Search Order selected in EQ Settings, Entry Settings. This prefilled rate can be changed if Allow Override is marked EQ Settings, Entry Settings. If the item does not prefill, the rate can be entered manually.


Amount

Enter the amount of this revenue entry. This column prefills with the sum of Units multiplied by Rate, if both the Units and Rate items are present and have data in them. This amount may be changed if Allow override of calculated amount is marked in EQ Settings, Entry Settings.

If the Units column is blank, an amount must be entered.


Reference 1

Enter up to 10 characters of reference information to associate with this revenue entry. The name of this item may be different, depending on your use of Custom Descriptions.


Reference 2

Enter up to 10 characters of reference information to associate with this revenue entry. The name of this item may be different, depending on your use of Custom Descriptions.


Job

Enter the Job ID for this revenue entry. This item prefills from the Setup, Equipment, Usage tab if there is a job entered in the Job item.

You can click [List] to select from a list of Jobs.


Extra

Enter the Extra ID for this revenue entry. This item is only available if you have entered a Job ID and you are using Extras in Job Cost.

You can click [List] to select from a list of Extras.


Cost Code

Enter the Job Cost cost code ID for this revenue entry. This item is only available if you have entered a Job ID.

You can click [List] to select from a list of cost codes.


Category

Enter the category ID for this revenue entry.

This item is only available if you have entered a Job ID and you are using Categories in Job Cost. You can click [List] to select from a list of categories.


Accounting Date

Enter the date to use for accounting purposes for this revenue entry. This date controls which accounting period the entry affects when using Post Entries in General Ledger, Job Cost, and Equipment Cost. On the first grid line, this item will prefill with the system date, but can be changed. On subsequent lines, this item prefills from above.

Note

If you selected Use transaction date in EQ Setting, Entry Settings, you do not need to enter an accounting date. The transaction date is used as the accounting date.


Credit Account

Enter the account to credit for this revenue entry.

When prefilling the credit account column, the system first checks to see if a revenue credit account table exists. If the system does not find a table, it goes directly to GL Entry settings to get the account.

If a table exists, the system checks for a match. If no match exists, the system then retrieves the revenue credit account from the GL Entry Settings window in EQ Settings.

The prefilled account can be overridden if the Allow override box is marked in EQ Settings, GL Entry Settings. If the Allow override box is marked, you can click [List] to select from a list of accounts.


Debit Account

Enter the account to debit for this revenue entry.

When prefilling the Debit Account column, the system first checks the Use JC Cost acct box in EQ Settings. If this box is marked, and there is Job information entered, the system retrieves the JC cost account from Job Cost. In addition, if the Don't allow override box is marked in the Job Cost application, the prefilled debit account cannot be changed in Equipment Cost, even if the Allow override box is marked in EQ Settings, GL Entry Settings.

If no account is found, then the system checks for an account table in EQ Settings. If the system does not find a table, it goes directly to GL Entry Settings to get the account. If a table exists, the system checks for a match. If no match exists, the system then retrieves the cost debit account from the GL Entry Settings window in EQ Settings. The prefilled account retrieved from either the table or from GL Entry Settings can be overridden if the Allow override box is marked in EQ Settings, GL Entry Settings. If the Allow override box is marked, you can click [List] to select from a list of accounts.


Employee

Enter the employee ID for this revenue entry. This ID is only used to track the location of the equipment.


Meter/Odometer

Enter the current meter or odometer reading (up to 7.2 digits) for the equipment. If entering an odometer reading, enter the entire odometer reading, not the miles of the last trip.


Current Location

Enter the current location (up to 30 characters) for the equipment at the time of the revenue entry.


Entry column

Enter the appropriate miscellaneous entry for this column. You defined this column using Setup, Miscellaneous Entry Codes and you selected it for viewing using Tools, Customize Entry, Misc Entry.


Equipment

Displays the description of the selected piece of equipment.

The title of this item may be different if changed in Custom Descriptions.


Revenue code

Displays the description of the selected revenue code.

The title of this item may be different if changed in Custom Descriptions.


Item description

Displays the description of the selected item.


[Save line]

Saves the information on the current grid line.


[Finish]

If you have not made any entries on the grid, clicking [Finish] closes this window and returns to the main Equipment Cost window.

If you have made entries on the grid, clicking [Finish] opens the Print Selection window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels all of your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Batch]

Opens the Batch Information window where you can change information for the current batch.


[Help]

Starts Help and displays information about this window.


About revenue entry columns

Use Customize Entry, Revenue, to set up revenue entry views that can include any of the columns listed below. Revenue entry views represent the revenue entry grid that displays when using Enter Revenues. You can choose columns in any order, but the order in which you put the columns may influence automatic rate retrieval. In addition, certain columns, which are noted below, are required.

Equipment*	Extra
Revenue Code	Cost Code
Description	Category
Transaction Date	Accounting Date*
Units*	Credit Account
Rate	Debit Account
Amount*	Employee
Reference 1 & 2	Meter/Odometer
Job	Location
*Note

Accounting Date and Equipment are required when setting up your revenue entry views. You must also select to include either the Amount column or the Units column in your revenue entry view.


Accounting Date column

Use to enter the date which determines the General Ledger accounting period affected. This column is required.


Amount column

Use to enter the amount of the revenue entry. You must select to include either the Amount column or the Units column in your revenue entry view.


Category column

Use to enter the Job Cost Category ID for this revenue entry. This item is only available on the revenue entry grid if you have entered a Job ID and you are using categories in Job Cost.


Credit Account column

Use to enter the account to credit for this revenue entry. This entry grid item prefills based on certain settings and conditions. For detailed information, see the About account retrieval topic in the Concepts book of Equipment Cost online Help.


Revenue Code column

Use to enter the revenue code for this revenue entry.


Cost Code column

Use to enter the Job Cost cost code for this revenue entry.

The title of this item may be different if changed in Custom Descriptions.


Debit Account column

Use to enter the account to debit for this revenue entry. This entry grid item prefills based on certain settings and conditions. For detailed information, see the About account retrieval topic in the Concepts book of Equipment Cost online Help.


Description column

Use to enter a description for this revenue entry.


Employee column

Use to enter the employee ID for this revenue entry. This ID is only used to track the location of the equipment.


Equipment column

Use to enter the equipment ID. This column is required.

The title of this item may be different if changed in Custom Descriptions.


Extra column

Use to enter the Extra ID for this revenue entry. This item is only available if you have entered a Job ID and you are using extras in Job Cost.


Job column

Use to enter the Job ID for this revenue entry.


Location column

Use to enter the location of the piece of equipment at the time this revenue entry took place.


Meter/Odometer column

Use to enter the current meter or odometer reading for the piece of equipment. If entering an odometer reading, enter the entire odometer reading, not the miles of the last trip.


Rate column

Use to enter the rate for this revenue entry.


Reference 1 & 2 columns

Use to enter reference information to associate with this revenue entry.


Units column

Use to enter the number of units for this revenue entry. You must select to include either the Amount column or the Units column in your revenue entry view.


Transaction Date column

Use to enter the date of the transaction.


Learn About Equipment Cost

Equipment Cost tracks various types of cost and revenue information for pieces of equipment. You can also track miscellaneous values associated with equipment such as miles traveled, fuel used, or accidents.

 Processing Equipment Cost


Equipment Cost Help - Version 8.2.1


Processing Equipment Cost

  1	Enter costs.
 How?

  2	Enter revenues.
 How?

  3	Enter miscellaneous entries.
 How?

  4	Import entries.
 How?

  5	Post entries.
 How?

  6	Close the period.

 How?

  7	Close the month.
 How?


Data Folder Settings - EQ Settings

Use to specify how your company uses Equipment Cost. See Specifying EQ settings for detailed instructions.


Enter Costs

Use to enter cost entries for each piece of equipment. You can set up as many cost entry views as you like using Tools, Customize Entry, Cost. See Entering equipment costs for detailed instructions on entering costs.


Enter Costs

Use to enter cost entries for each piece of equipment. You can set up as many cost entry views as you like using Tools, Customize Entry, Cost. See Entering equipment costs for detailed instructions on entering costs.


Enter Costs

Use to enter cost entries for each piece of equipment. You can set up as many cost entry views as you like using Tools, Customize Entry, Cost. See Entering equipment costs for detailed instructions on entering costs.


Enter Revenues

Use to enter revenue entries for each piece of equipment. You can set up as many revenue entry views as you like using Tools, Customize Entry, Revenue. See Entering equipment revenues for detailed instructions on entering revenues.


Enter Revenues

Use to enter revenue entries for each piece of equipment. You can set up as many revenue entry views as you like using Tools, Customize Entry, Revenue. See Entering equipment revenues for detailed instructions on entering revenues.


Enter Revenues

Use to enter revenue entries for each piece of equipment. You can set up as many revenue entry views as you like using Tools, Customize Entry, Revenue. See Entering equipment revenues for detailed instructions on entering revenues.


Miscellaneous Entries

Use to enter miscellaneous information for each piece of equipment. You can set up as many miscellaneous entry views as you like using Tools, Customize Entry, Misc Entry. See Entering miscellaneous entries for detailed instructions on entering miscellaneous entries.


Post Entries

Use to update the Equipment Cost Master file with the entries contained in the NEW.EQT file. See Posting equipment entries for detailed instructions.


Close Period

Use to close the current Equipment Cost accounting period. This may be called Close Day, Close Week, Close Bi-Week or Close Semi-month, depending on the Period Size selected in EQ Settings. See Closing the Equipment Cost period for detailed instructions on closing the period.


Close Month

Use to close the current Equipment Cost accounting month. See Closing a month for detailed instructions.


Equipment

Use to set up, modify, or delete pieces of equipment. See Setting up equipment for detailed instructions.

The title of this item may be different if changed in Custom Descriptions.


Equipment Types

Use to create or change equipment types. See Setting up equipment types for detailed instructions.


Standard Cost Codes

Use to create or change standard Equipment Cost cost codes. See Setting up standard cost codes for detailed instructions.

The title of this item may be different if changed in Custom Descriptions.


Standard Revenue Codes

Use to create or change standard revenue codes. See Setting up standard revenue codes for detailed instructions.

The title of this item may be different if changed in Custom Descriptions.


Miscellaneous Entry Codes

Use to set up or modify miscellaneous entry codes. See Setting up miscellaneous entry codes for detailed instructions.

The title of this item may be different if changed in Custom Descriptions.


Rate Tables - Revenue Rates

Use to set up or modify revenue rate tables. See Setting up rate tables for detailed instructions.


Rate Tables - Cost Rates

Use to set up or modify cost rate tables. See Setting up rate tables for detailed instructions.


Account Tables - Revenue Debit Accounts

Use to create or change the revenue debit account table. See Setting up account tables for detailed instructions.


Account Tables - Revenue Credit Accounts

Use to create or change the revenue credit account table. See Setting up account tables for detailed instructions.


Account Tables - Cost Debit Accounts

Use to create or change the cost debit account table. See Setting up account tables for detailed instructions.


Account Tables - Cost Credit Accounts

Use to create or change the cost credit account table. See Setting up account tables for detailed instructions.


Move Transactions - New to New

Moves transactions from one new file to a different new file. See Moving Transactions -- New to New for detailed instructions.


Move Transactions - Current to Current

Moves transactions from one current file to another current file. See Moving Transactions -- Current to Current for detailed instructions.


Move Transactions - Current to History

Moves transactions from a current file to a history file. See Moving Transactions -- Current to History for detailed instructions.


Move Transactions - History to History

Moves transactions from one history file to another history file. See Moving Transactions -- History to History for detailed instructions.


Entries

Use to import entries from other applications that do not create Equipment Cost entries directly. See Importing Entries for detailed instructions.


Customize Entry - Misc Entry

Use to set up or modify Miscellaneous Entry grids. See Creating miscellaneous entry views for detailed instructions.


Customize Entry - Cost

Use to set up or modify Cost Entry grids. See Creating costs entry views for detailed instructions.


Customize Entry - Revenue

Use to set up or modify Revenue Entry grids. See Creating revenue entry views for detailed instructions.


Enter Costs - Repeat last view

Use to repeat the last cost entry view selected. To select a view, click the down arrow. If there are no cost entry views, you can select Customize to create them. If you select Customize, the Customize Cost Entry option repeats until a cost entry view is selected.

See Entering equipment costs for detailed instructions on entering costs. See Creating cost entry views for detailed instructions on customizing cost entry views.


Enter Revenues - Repeat last view

Use to repeat the last revenue entry view selected. To select a view, click the down arrow. If there are no revenue entry views, you can select Customize to create them. If you select Customize, the Customize Revenue Entry option repeats until a revenue entry view is selected.

See Entering equipment revenues for detailed instructions on entering revenues. See Creating revenue entry views for detailed instructions on customizing revenue entry views.


Miscellaneous Entries - Repeat last view

Use to repeat the last miscellaneous entry view selected. To select a view, click the down arrow. If there are no miscellaneous entry views, you can select Customize to create them. If you select Customize, the Customize Miscellaneous Entry option repeats until a miscellaneous entry view is selected.

See Entering miscellaneous entries for detailed instructions on entering miscellaneous entries. See Creating miscellaneous entry views for detailed instructions on customizing miscellaneous entry views.


Equipment Types (Setup menu)

Use to create or change equipment types.

The title of this item may be different if changed in Custom Descriptions.

 Window

Related Topics


Equipment Type window

Use this window to create or change equipment types. Equipment types are defined by you and are used to retrieve billing and cost rates, and to group pieces of equipment in reports.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment Type

Enter an abbreviation (up to 10 characters) for the equipment type.

The title of this item may be different if changed in Custom Descriptions.

Tip

Equipment Type records can be linked to issues using New Issue (Tools menu).


Description

Enter a description (up to 45 characters) for the equipment type.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], cancels your entries on the current grid line.

If [Cancel line], closes this window without accepting any of the entries.


[Attachments]

Opens an Attachments window to add, change, view, and delete notes and files.


[Delete line]

Deletes the information on the current grid line.


[Help]

Starts Help and displays information about this window.


Close Month (Tasks menu)

Use to close the current Equipment Cost accounting month.

 Windows

Related Topics


Close Month windows

 Close Month

 Close Month - Print Selection

 Process By Month Ending Date

 Ranges


Close Month - Print Selection window

Use to select printer information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Current Month

Displays the first and last date of the current month.


New Month

Displays the first and last date of the new month.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change printer options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Close Month window

Use to select the method for processing the Equipment Cost current month.

For help on an item in this window, click [image] on the toolbar and then click the item.


Method of Processing

Select the method for processing the Equipment Cost month:

Process all companies - Closes the current month for all companies.

Process by month ending date - Accesses the Process By Month Ending Date window where you can select the date corresponding to the last day of the month, for the current month you want processed.

Process selected companies - Accesses a ranges window where you can select the range of companies for which you want the current month processed.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Process By Month Ending Date window

Use to enter the date corresponding to the last day of the month, for the current month you want processed.

For help on an item in this window, click [image] on the window and then click the item.


Month ending date

Enter the date corresponding to the last day of the month, for the current month you want processed.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


Standard Cost Codes (Setup menu)

Use to create or change standard EQ cost codes. The title of this menu item may be different if EQ Cost Code was changed in File Data Folder Settings, Custom Descriptions.

If you modify an existing cost code, only new entries will reflect the change. Existing entries and totals remain unchanged.

 Window

Related Topics


Standard Cost Code Setup window

Use to set up or modify standard cost codes appearing in the cost code list. If you modify an existing cost code, only new entries will reflect the change. Existing entries and totals remain unchanged. The title of this window may be different if EQ Cost Code was changed in File Data Folder Settings, Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Cost Code

Enter the identification number (up to 12 digits) of the standard cost code being created.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description (up to 30 characters) for this standard cost code. This description is required and prefills when the cost code is used during equipment entry.


Rate

Enter the default rate (up to 6.4 digits) for each unit of cost. This default rate prefills the Rate column when using Enter Costs. This rate can be overridden during cost entry if the Allow override of rate box is marked in File, Data Folder Settings, EQ Settings, Entry Settings.


Formula Name

Enter the name of an Equipment Cost or Public formula to be used to calculate an amount for this cost code. The number calculated by the formula prefills the Amount column during cost entry.


Unit Description

Select the appropriate unit description from the list. Items listed under Unit Descriptions are created using File, Data Folder Settings, Custom Descriptions.


Memo Cost

Select this field if you want to charge entries for this cost code to a job or if you want to create memo cost entries in Equipment Cost (EQ). You can create a memo cost entry whether or not you charge the cost to a job. You can use memo costs as a means to track a cost incurred on a piece of equipment in EQ and for reporting purposes.

If you select Memo Cost on the EQ cost code for a particular piece of equipment and you charge the cost to a job, the entry is sent to both General Ledger and Job Cost. However, if you do not charge the memo cost entry to a job, no entries are made to interfacing applications.

Notes

•	Once you designate a standard cost code as a memo cost, it retains memo cost status each time you assign it to a piece of equipment. You can select or clear the check box at any time on any individual piece of piece of equipment (Setup > Equipment > [Cost Codes]).

•	Entries are sent to interfacing applications only if you have activated the appropriate interfaces and you select Create Entries in EQ Settings > [Post & Interface Settings].

For more information about memo costs, please see “About memo costs” in Help.


Cost Type

Select the appropriate cost type from the list. Items listed under Cost Type are created using File, Data Folder Settings, Custom Descriptions.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[List]

Opens an EQ Formula window to select a formula for the cost code you are setting up.


[Attachments]

Opens an Attachments window to add, change, view and delete attached notes and files.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Help]

Starts Help and displays information about this window.


EQ Formulas window

Use to select a formula. To select a formula from the list, double click on it.


EQ Settings (File - Data Folder Settings menu)
EQ Settings (File, Data Folder Settings menu)

Use to specify how your company uses Equipment Cost.

 Windows

Related Topics


EQ Settings windows

 Post & Interface Settings

 Posting Settings

 Entry Settings

 GL Entry Settings

 Journal Options

 Calendar


EQ Settings window

Use to specify how your company uses Equipment Cost.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Default prefix

Enter the default prefix to be used as follows:

If you mark the Retrieve prefix from equipment box in EQ Settings, the system first looks to the Equipment record for the prefix. If none is found then the default prefix entered here combines with the base accounts entered in GL Entry Settings, and prefills the Debit Account and Credit Account columns of entry programs. Those accounts can be overridden.

If you do not mark the Retrieve prefix from equipment box, the default prefix entered here represents the company, division, etc., that owns the equipment within the current Data Folder. In this instance, full accounts must be entered in GL Entry Settings. The prefix of the Revenue Credit account and the Cost Debit account entered there must match the Default prefix down to the proper balance sheet level. The prefix cannot be overridden in entry programs.


Retrieve prefix from equipment

Mark this box if, within the same Data Folder, you are tracking equipment owned by different companies, divisions, etc.

If this box is marked, Equipment Cost looks first to the Equipment record to retrieve the prefix. If no prefix is found, the prefix is retrieved from the Default prefix entered in EQ Settings. Prefixes can be assigned to each piece of equipment using Setup, Equipment.

If this box is unmarked, Equipment Cost does not look to the Equipment record to retrieve the prefix; the Default prefix entered in EQ Settings represents the owner of all of the equipment within the same data folder.


Period Size

Select the length of your period-to-date accumulation. If you are not using periods, select Not used.

Daily -- Each period equals one day.

Weekly -- Each period equals 7 days.

Bi-weekly -- Each period equals 14 days.

Semi-monthly -- Each month is divided into two periods. The first period ends on the 15th of the month and the second period ends on the last calendar day of the month.

Not used -- Periods are not used.

Note

This item can only be accessed if you are setting up EQ Settings for the first time, or if you are a privileged operator and have activated audit setup activity.


Period Ending

Enter the period ending date for the current period. Depending on the Period Size selected, this item may be called Day ending, Week ending, Bi-week ending, or Semi-month ending.


Month Ending

Select the date that marks the end of the current month.

Note

This item can only be accessed if you are setting up EQ Settings for the first time, or if you are a privileged operator and have activated audit setup activity.


Historical Totals

Mark each box that corresponds to the entry type and period for which you want to accumulate historical totals:

Cost – tracks totals for cost entries that can originate in Enter Costs or in an interfacing application, such as Accounts Payable or Payroll.

Revenue – tracks totals for revenue entries that can originate in Enter Revenues or in an interfacing application, such as Payroll.

Misc entry – tracks totals for Miscellaneous Entries that can originate in Enter Costs, Enter Revenues, Misc Entries, or in an interfacing application, such as Accounts Payable or Payroll.

Meter – tracks totals for Meter entries that can originate in Enter Costs, Enter Revenues, Misc Entries, or in an interfacing application, such as Accounts Payable or Payroll.


[Post & Interface Settings]

Opens the Post and Interface Settings window where you can set up interface controls and determine whether entries are posted manually or automatically.


[Posting Settings]

Opens the Posting Settings window where you can define whether revenue units are accumulated and how much detail is printed on the entry journals.


[Entry Settings]

Opens the Entry Settings window where you can set up controls that determine defaults used during data entry, intercompany entries, rate retrieval and location tracking.


[GL Entry Settings]

Opens the GL Entry Settings window where you set up default General Ledger accounts and other entry options for General Ledger accounts for cost and revenue entries.


[Journal Options]

Opens the Journal Options window in which you can select a report design that Equipment Cost will use to print the journals for each of the listed commands.


[Calendar]

Opens the Calendar window in which you can set the fiscal dates for each prefix entity.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of available selections for the current item in this window.


[Help]

Starts Help and displays information about this window.


Posting Settings window

Use to define whether revenue units are accumulated and how much entry detail is printed in the entry journals.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Accumulate revenue units to equipment

Mark this box to specify that, when revenue entries contain units, the units will accumulate for the piece of equipment. Units accumulated display in the Revenue Totals tab (in Setup, Equipment).

Note

This feature is useful if all revenue codes are accumulating the same type of units. For example, the accumulated number will be meaningless if one revenue code is accumulating days and another revenue code is accumulating miles.


Post Entries Journal

Mark Show equipment detail to include update totals, by equipment ID, in the update reports. Mark any or all of the following to include code detail:

Show cost detail -- Displays totals for each cost code making up each equipment ID's total.

Show revenue detail -- Displays totals for each revenue code making up each equipment ID's total.

Show misc entry detail -- Displays totals for each miscellaneous entry code making up each equipment ID's total.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Entry Settings window

Use to set up how information will be entered into entry grids.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Allow override of rate

Mark this box if, during data entry, you want to allow changes to a prefilled rate.


Allow override of calculated amount

Mark this box if, during data entry, you want to allow changes to a prefilled calculated amount.

The amount can be calculated either by multiplying units by rate, or by calculating a formula stored on the standard cost code or standard revenue code.


Default revenue code

Enter the revenue code that should prefill the revenue code column in entry grids if the revenue code cannot be retrieved from the Equipment record. Click [List] to select from a list of revenue codes.

The title of this item may be different if changed in Custom Descriptions.


Default category

Enter the Job Cost category that should prefill the category column in entry grids if the category cannot be retrieved from the Equipment record.

Click [List] to select from a list of Job Cost categories.


Cost GL journal

Enter the journal number that should be sent to General Ledger when cost entries are created in Equipment Cost. The journal number helps identify these entries as having originated using Tasks, Enter Costs, from Equipment Cost.

Click [List] to select from a list of journal numbers.


Revenue GL journal

Enter the journal number that should be sent to General Ledger when revenue entries are created in Equipment Cost. The journal number helps identify these entries as having originated using Tasks, Enter Revenues, from Equipment Cost.

Click [List] to select from a list of journal numbers.


Intercompany payable account

Enter the General Ledger base account to use when intercompany payable (due-to) entries are created.  You can click [List] to select from a list of accounts.

Although the list displays only accounts with an intercompany status of I/C payable or both, a non-I/C account may be entered.  If you are using the Control Account Type feature in General Ledger, enter an Other control account or a non-control account.

This account will be used if an Intercompany payable base account is not found on the GL prefix record.


Intercompany receivable account

Enter the General Ledger base account to use when intercompany receivable (due-from) entries are created.  You can click [List] to select from a list of accounts.

Although the list displays only accounts with an intercompany status of I/C receivable or both, a non-I/C account may be entered. If you are using the Control Account Type feature in General Ledger, enter an Other control account or a non-control account.

This account will be used if an Intercompany receivable base account is not found on the GL prefix record.


Rate Table Search Order

Select the method of rate retrieval to be used when an entry grid calls for a prefilled rate:

Use highest rate -- retrieves the highest rate found among all rate tables searched.

Use lowest rate -- retrieves the lowest rate found among all rate tables searched.

Display selection list -- displays a selection list of all rates found, from which you select the rate to be used.


Accounting Date

Select the desired entry method for the accounting date:

Enter accounting date --the system date is used as the accounting date for the first entry. For each additional entry, this item prefills from the date contained in the entry above. This date may be overridden.

Use transaction date -- the transaction date is used as the accounting date for all entries. The system date is used as the transaction date for the first entry. For each additional entry, this item prefills from the date contained in the entry above. This date may be overridden.


Update Location

Select whether the equipment locations should be updated manually or automatically:

Last entry -- locations are automatically updated based on the last posted entry date.

Never update locations -- locations must be updated manually.

For more information about how the equipment location is updated during post entries, refer to the Help topic, About tracking equipment location.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of available selections for the current item in this window.


[Help]

Starts Help and displays information about this window.


GL Entry Settings window

Use to set up the different sources and entry options for General Ledger accounts while entering cost and revenue entries.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Default

Enter the account to use if, during data entry, no other account can be retrieved using the account retrieval hierarchy. If you are not retrieving prefixes from equipment, enter a full account.

Click [List] to select an account.


Default

Enter the account to use if, during data entry, no other account can be retrieved using the retrieval hierarchy. If you are not retrieving prefixes from equipment, enter a full account.

Click [List] to select an account.

Note

If you are not retrieving prefixes from equipment and, in General Ledger, your fiscal settings are set to the prefix level, then the prefix entered in this item must match the Default prefix entered in EQ Settings, down to the fiscal entity level.

For example, if the fiscal entity level in General Ledger is at prefix B and the Default prefix in EQ Settings is 10-20-30, then the prefix entered in this item must be 10-20-xx. The prefix C (xx) value can be any valid prefix C from General Ledger.


Use account table

Mark this box to search an account table for an account, based on one or more items entered during cost or revenue entries. The columns that appear on the account table are selected using Table Columns.


Allow override

Mark this box to allow changes to a prefilled account. The Don't allow override box in Job Cost overrides this box for the following accounts:

Cost Debit Account - If the Use JC cost acct box is marked in EQ Settings, and there is Job information entered, then the system retrieves the JC cost account from Job Cost and prefills the debit account during Enter Costs. If the Don't allow override box is marked in the Job Cost application, the prefilled debit account cannot be changed in Equipment Cost, even if this box is marked.

Revenue Debit Account - If the Use JC cost acct box is marked in EQ Settings, and there is Job information entered, then the system retrieves the JC cost account from Job Cost and prefills the debit account during Enter Revenues. If the Don't allow override box is marked in the Job Cost application, the prefilled debit account cannot be changed in Equipment Cost, even if this box is marked.

Tip

For more information about Cost account retrieval in Job Cost, refer to the "Cost account retrieval" topic in Job Cost online Help.


Summarize entries

Mark this box to summarize the entries sent to General Ledger. Entries are summarized based on account number, accounting date, job ID, and employee ID.


Table Columns

Select from the list the items to include in an account table. Any combination of items may be selected.


Use JC cost account

Mark this box to use Job Cost's Cost account retrieval method (as specified in JC Settings, GL Entry Settings) to prefill the Cost Debit or Revenue Debit account.

If this box is marked, and Job Cost information is entered during Enter Costs or Enter Revenues, Equipment Cost then looks to Job Cost first to retrieve the Cost Debit or Revenue Debit account, as applicable.

If no Cost Debit or Revenue Debit account is retrieved from Job Cost, or if the Use JC cost account box is not marked, an Equipment Cost hierarchy is then used to retrieve the accounts. Refer to "Account prefills in Equipment Cost" for more information.

Tip

For more information about Cost account retrieval in Job Cost, refer to the "Cost account retrieval" topic in Job Cost online Help.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of available selections for the current item in this window.


[Help]

Starts Help and displays information about this window.


EQ Settings - Journal Options window

Use to enter the name of the report design used to print the journals for each of the listed commands.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report Design name

Accept the prefilled report design or enter the new report design to print as the journal for this command.


[. . .]

Opens the Report Design window so you can select the report to print as the journal for this command.


[. . .]

Opens the Report Design window so you can select the report to print as the journal for this command.


[. . .]

Opens the Report Design window so you can select the report to print as the journal for this command.


[. . .]

Opens the Report Design window so you can select the report to print as the journal for this command.


[. . .]

Opens the Report Design window so you can select the report to print as the journal for this command.


[. . .]

Opens the Report Design window so you can select the report to print as the journal for this command.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Calendar window

Use to set the fiscal dates for each entity. This button is activated when the Retrieve prefix from equipment checkbox is marked.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Prefix A

Enter the prefix ID for the entity defined as Prefix A. Click [List] to select from a list of prefixes.

The title of this item corresponds to the description Prefix A was given when the account format was defined in General Ledger.


Prefix B

Enter the prefix ID for the entity defined as Prefix B. Click [List] to select from a list of prefixes.

The title of this item corresponds to the description Prefix B was given when the account format was defined in General Ledger.


Prefix C

Enter the prefix ID for the entity defined as Prefix C. Click [List] to select from a list of prefixes.

The title of this item corresponds to the description Prefix C was given when the account format was defined in General Ledger.


Period Ending

Enter the date corresponding to the period ending date for your current period. Depending on the Period Size selected in EQ Settings, this item may be called Day Ending, Week Ending Bi-week Ending, or Semi-month Ending.


Month Ending

Accept the prefilled date (this date comes from General Ledger) or select a new date from the selection list.


[OK] and [Save Line]

If [OK], accepts the current entries and closes this window.

If [Save Line], saves the information on the current grid line.


[Finish]

Closes this window and returns to the main Equipment Cost window.


[Cancel] and [Cancel Line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel Line], cancels all of your entries on the current grid line.


[List]

Displays a list of available selections for the current item in this window.


[Delete Line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Help]

Starts Help and displays information about this window.


Equipment (Setup menu)

Use to set up, modify, or delete pieces of equipment.

 Tabs

 Windows

Related Topics


Equipment windows

 Cost Codes

 Cost Code Totals

 Cost Code Custom Fields

 Equipment Setup

 Licenses/Permits

 Licenses/Permits Custom Fields

 Miscellaneous Entries

 Miscellaneous Entry Custom Fields

 Miscellaneous Entry Totals

 Other

 Ownership Info

 Rental

 Revenue Codes

 Revenue Code Totals

 Revenue Code Custom Fields

 Specifications


Equipment Setup window

Use to enter an ID and description for the piece of equipment being set up, modified, or deleted.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Tabs

 Windows

Related Topics


Equipment

Enter the identification number (up to 10 characters) for the piece of equipment. This field is alphanumeric, so all characters entered, including leading zeros, become a permanent part of the ID. For example, "01" is not the same ID as "1". You can click [List] to select a piece of equipment and its corresponding description.

The title of this item may be different if changed in Custom Descriptions.

Tip

Equipment records can be linked to issues using New Issue (Tools menu).


Description

Enter a description (up to 30 characters) for the piece of equipment. You can click [List] to select an equipment description and the corresponding equipment ID.


[Cost Codes]

Opens the Equipment Setup - Cost Codes window where you can enter or view cost code information for each piece of equipment.

The title of this item may be different if changed in Custom Descriptions.


[Revenue Codes]

Opens the Equipment Setup - Revenue Codes window where you can enter or view revenue code information for each piece of equipment.

The title of this item may be different if changed in Custom Descriptions.


[Misc Entries]

Opens the Equipment Setup - Miscellaneous Entries window where you can enter or view miscellaneous entries for each piece of equipment.

The title of this item may be different if changed in Custom Descriptions.


[Licenses]

Opens the Equipment Setup - Licenses/Permits window where you can enter license and permit information for each piece of equipment.


[Additional Info]

Opens a list from which you can select an item to enter custom field information for each piece of equipment.


Item selection list

Double click on the item for which you want to enter custom field information.


[Save] and [OK]

If [Save], saves your entries for the piece of equipment.

If [OK], accepts your current entries and closes this window.


[Close]

Closes this window and returns to the main Equipment Cost window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Conditions]

Opens the Add Condition window if no conditions are specified or opens the Condition Selection window if conditions are already specified. [Conditions] displays with asterisks if conditions are specified.


[Previous]

Displays the previous piece of equipment.


[Next]

Displays the next piece of equipment.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Delete]

Deletes the piece of equipment.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new piece of equipment, these items prefill with the information you enter (for this session only).


[Help]

Starts Help and displays information about this window.


[Set tab] and [Clear tab]

If [Set tab], sets a tab at the current item. The cursor stops at this item when [Ctrl + Tab] is used to advance through the window.

If [Clear tab], removes the tab from the current item. After clearing, the cursor does not stop at this item when [Ctrl + Tab] is used to advance through the window.


Equipment Setup Tabs

 Configuration

 Cost Totals

 Custom Fields

 Defaults

 General

 Maintenance

 Revenue Totals

 Usage


General tab

Use to enter, change or view general descriptive information about equipment.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Serial #

Enter the serial number (up to 20 characters) associated with the piece of equipment. This information is used for reporting purposes.


Make

Enter the manufacturer’s make (up to 15 characters) for the piece of equipment. This information is used for reporting purposes.


Model

Enter the manufacturer’s model (up to 15 characters) for the piece of equipment. This information is used for reporting purposes.


Year

Enter the year the piece of equipment was manufactured. Year can be up to 4 digits. This information is used for reporting purposes.


Gross weight

Enter the gross weight (up to 10 digits) for the piece of equipment. Omit punctuation such as commas. This information is used for reporting purposes.


Tare weight

Enter the tare weight (up to 10 digits) for the piece of equipment. Omit punctuation such as commas. This information is used for reporting purposes.


Length

Enter the equipment’s length, up to 10 characters. This information is used for reporting purposes.


Width

Enter the equipment’s width, up to 10 characters. This information is used for reporting purposes.


Height

Enter the equipment’s height, up to 10 characters. This information is used for reporting purposes.


Wheelbase

Enter the equipment’s wheelbase, up to 10 characters. This information is used for reporting purposes.


Equipment type

Enter the equipment type for this piece of equipment. You can click [List] to select an equipment type. Equipment types are user definable and must be set up using Setup, Equipment Types.

The title of this item may be different if changed in Custom Descriptions.

Tip

Equipment Type records can be linked to issues using New Issue (Tools menu).


Misc code 1

Select an item from the list. The information contained in the list is user definable and is set up using the [Customize List] button in File, Data Folder Settings, Custom Descriptions. This information is used for reporting and inquiry purposes.

The title of this item may be different if changed in Custom Descriptions.


Misc code 2

Select an item from the list. The information contained in the list is user definable and is set up using the [Customize List] button in File, Data Folder Settings, Custom Descriptions. This information is used for reporting and inquiry purposes.

The title of this item may be different if changed in Custom Descriptions.


Misc code 3

Select an item from the list. The information contained in the list is user definable and is set up using the [Customize List] button in File, Data Folder Settings, Custom Descriptions. This information is used for reporting and inquiry purposes.

The title of this item may be different if changed in Custom Descriptions.


Usage tab

Use to enter, change or view location, status and meter/odometer information for the piece of equipment.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Job

Displays the job ID representing the current location for this piece of equipment. This field is either maintained manually or automatically depending on the Location Update setting in EQ Settings, Entry Settings.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.

You can click [List] to select from a list of Jobs.


Last Update

Displays the date the location for this piece of equipment was last updated either manually or automatically.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Employee

Displays the employee ID representing the current location for this piece of equipment. This field is either maintained manually or automatically depending on the Location Update setting in EQ Settings, Entry Settings.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.

You can click [List] to select from a list of employees.


Location

Displays the current location for this piece of equipment. This field is either maintained manually or automatically depending on the Location Update setting in EQ Settings, Entry Settings.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Attached to

Enter the equipment ID that this component is attached to. You can click [List] to select an equipment ID. The piece of equipment that this component is attached to must already be set up (using Setup, Equipment) with its own ID number. If this item is left blank, then when an inquiry or report uses this item, the ID of the currently selected piece of equipment displays instead of a blank field.


Status

Select from the list the current status for this equipment. The information contained in the list is user definable and is set up using the [Custom List] button in File, Data Folder Settings, Custom Descriptions. This information is used for reporting and inquiry purposes.


Date

Enter the date on which the equipment's status was changed to its current status.


Time

Enter the time (up to 4 digits) that the equipment's status was changed to its current status.


Current reading

Displays the meter/odometer reading from the last updated meter entry.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Current date

Displays the transaction date of the last updated meter entry.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Total reading

Displays the total meter/odometer reading for the piece of equipment. If a new meter is installed, the accumulated meter/odometer reading displayed is equal to the last reading of the old meter plus the current reading of the new meter.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Initial reading

Displays the beginning meter/odometer reading for the piece of equipment.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.

Note

This item is not automatically updated by the system. If you want an initial reading value entered, you must enter it.


Configuration tab

Use to enter miscellaneous information about the equipment's configuration.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Configuration Information

Enter your choice of equipment configuration information, up to 1000 characters or 20 lines maximum. Entered text wraps automatically when the cursor reaches the end of a line. Press [Enter] to advance the cursor to the beginning of the next line.


Maintenance tab

Use to enter information about the equipment's maintenance.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Date

Enter the date of the last maintenance activity. This date is used for inquiry and reports.


Description

Enter the description, up to 800 characters or 20 lines maximum, of the maintenance activity that took place. Entered text wraps automatically when the cursor reaches the end of a line. Press [Enter] to advance the cursor to the beginning of the next line.


Defaults tab

Use to store default values that will be used when prefilling information. In this window, you may indicate whether the piece of equipment is a component of another piece of equipment, and store the equipment's fuel consumption factor.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Revenue code

Enter the default revenue code you want to prefill the Revenue Code column during revenue entry. You can click [List] to select a list revenue code.

The title of this item may be different if changed in Custom Descriptions.


JC Cost code

Enter the default Job Cost cost code you want to prefill the JC Cost Code column during revenue entry. You can click [List] to select from a list of Job Cost cost codes.

This item can only be accessed when you have activated the interface with Job Cost.

The title of this item may be different if changed in Custom Descriptions.


JC category

Enter the default Job Cost category you want to prefill the JC category column during revenue entry. You can click [List] to select from a list of Job Cost categories.

This item can only be accessed when you have activated the interface with Job Cost.


Fixed asset ID

Enter a fixed asset ID if you are using a different system for tracking fixed assets. This data may be used for reports and inquiries.


GL Prefix

Enter the appropriate General Ledger prefix for this piece of equipment. The prefix entered should be the company that owns this piece of equipment. This prefix is used to build the debit prefix on a cost entry or a credit prefix on a revenue entry; it is also used as the basis for retrieving the applicable calendar dates from EQ Settings.


Component

Mark this box if this piece of equipment is a component or part of another piece of equipment. This data may be used for reports and inquiries.


Fuel consumption factor

Enter a rate, up to 5.4 digits, to prefill as the fuel consumption factor. This data is used for reports and inquiries.


Cost Totals tab

Use to view accumulated cost information for the piece of equipment. Each total is the sum of the individual cost code totals displayed in the Setup, Equipment, Cost Codes, Cost Code Totals window.

These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Amount

Accumulates the individual cost code totals for the period. The totals are displayed in the Cost Code Totals window. To access the Cost Code Totals window, click [Cost Codes], position the cursor in the cost code you wish to view, and click [Totals].

These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Last update

Displays the accounting date of the last cost entry that updated this equipment.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Revenue Totals tab

Use to view revenue total information for the piece of equipment. Each total is the sum of the individual revenue code totals displayed in the Setup, Equipment, Revenue Codes, Revenue Code Totals window.

Units are accumulated only if Accumulate revenue to equipment is marked in the EQ Settings, Posting Settings window.

These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Units

Accumulates the individual revenue code units displayed in the Revenue Code Totals window. To access the Revenue Code Totals window, click [Revenue Codes], position the cursor in the revenue code you wish to view, and click [Totals].

Units are accumulated only if Accumulate revenue to equipment box is marked in the EQ Settings, Posting Settings window.

These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Amount

Accumulates the individual revenue code totals for the period. The totals are displayed in the Revenue Code Totals window. To access the Revenue Code Totals window, click [Revenue Codes], position the cursor in the revenue code you wish to view, and click [Totals].

These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Last update

Displays the accounting date of the last revenue entry that updated this equipment.

This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Custom Fields tab

Use to track custom equipment information. Custom fields are used to store miscellaneous information that isn't stored elsewhere when setting up equipment.

Note

You can add, change, or delete this information by using File, Data Folder Settings, Custom Fields.

For help on an item in this tab, click [image] on the toolbar and then click the item.


Custom field

Enter the information for this custom field. Custom fields are set up using File, Data Folder Settings, Custom Fields.


Cost Codes window

Use to enter or view cost code detail information for individual equipment IDs.

The title of this window may be different if EQ Cost code was changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the piece of equipment selected.


Cost Code

Enter the cost code ID you want to assign to the piece of equipment. Each cost code must be defined using Setup, Standard Cost Codes before it can be used here.

You can click [List] to select a cost code.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a new description (up to 30 characters) for the cost code, if desired.


Unit Description

Enter the type of units to accumulate for this cost code. The items contained in the list can be customized and are created using File, Data Folder Settings, Custom Descriptions.


Memo Cost

Select this field if you want to charge entries for this cost code to a job or if you want to create memo cost entries in Equipment Cost (EQ). You can create a memo cost entry whether or not you charge the cost to a job. You can use memo costs as a means to track a cost incurred on a piece of equipment in EQ and for reporting purposes.

If you select Memo Cost on the EQ cost code for this piece of equipment and you charge the cost to a job, the entry is sent to both General Ledger and Job Cost. However, if you do not charge the memo cost entry to a job, no entries are made to interfacing applications.

Notes

•	If you set up this cost code as a memo cost in Setup > Standard Cost Codes, this field is automatically selected. You can select or clear the check box at any time.

•	Entries are sent to interfacing applications only if you have activated the appropriate interfaces and you select Create Entries in EQ Settings > [Post & Interface Settings].

For more information about memo costs, please see “About memo costs” in Help.


Cost Type

Select the type of costs to accumulate for this cost code. The items contained in the list can be customized and are created using File, Data Folder Settings, Custom Descriptions.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Custom Fields]

Opens the Custom Fields window where you can enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[Delete line]

Deletes the information on the current grid line.


[Totals]

Opens the Cost Code Totals window where you can view total costs by units and amount. You can also view Estimated Costs by units and amount.


[Help]

Starts Help and displays information about this window.


Cost Code Custom Fields window

Use to enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.

For help on an item in this window, click [image] on the window and then click the item.


Custom Field

Enter the information for this custom field. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Cost Code Totals window

Use to view accumulated cost total information for the cost code selected in the Equipment Setup, Cost Codes window, and to enter estimated costs for the cost code.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected in the Equipment Setup, Cost Codes window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the piece of equipment selected in the Equipment Setup, Cost Codes window.


Cost code

Displays the ID for the cost code selected in the Equipment Setup, Cost Codes window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the cost code selected in the Equipment Setup, Cost Codes window.


Total Costs Units

Accumulates total units for a given period. These units are accumulated with cost entries entered using Enter Costs and other interfacing applications.

These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Total Costs Amount

Accumulates total costs for a given period. These costs are accumulated from cost entries entered using Enter Costs and other interfacing applications. These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Last update

Displays the accounting date of the last cost entry that updated this equipment. If that date was not greater than the date that already existed in this item, the existing date remains in the item. This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Estimated Costs Units

Enter the estimated costs, in units, for the period indicated.


Estimated Costs Amount

Enter the amount of the estimated costs for the period indicated.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Revenue Codes window

Use to enter or view revenue code information for individual equipment IDs.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the piece of equipment selected.


Revenue Code

Enter the revenue code ID you want to assign to the piece of equipment. You can click [List] to select a revenue code. Each revenue code must be defined using Setup, Standard Revenue Codes.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a new description (up to 30 characters) for the revenue code, if desired.


Unit Description

Enter the type of units to accumulate for this revenue code. The information contained in the list can be customized and is set up using File, Data Folder Settings, Custom Descriptions.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view and delete attached notes and files.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Delete Line]

Deletes the information on the current grid line.


[Custom Fields]

Opens the Custom Fields window where you can enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[Totals]

Opens the Revenue Code Totals window where you can view total revenue by units and amount. You can also view Estimated Usage by units and amount.


[Help]

Starts Help and displays information about this window.


Revenue Code Custom Fields window

Use to enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.

For help on an item in this window, click [image] on the window and then click the item.


Custom Field

Enter the information for this custom field. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Revenue Code Totals window

Use to view accumulated revenue total information for the revenue code selected in the Equipment Setup, Revenue Codes window, and to enter estimated revenue units and amounts for that revenue code.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected in the Equipment Setup, Revenue Codes window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the piece of equipment selected in the Equipment Setup, Revenue Codes window.


Revenue code

Displays the ID of the revenue code selected in the Equipment Setup, Revenue Codes window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the revenue code selected in the Equipment Setup, Revenue Codes window.


Total Revenue Units

Accumulates total revenue units for a given period.

Revenue units originate with revenue entries entered using the Enter Revenues command and other interfacing applications. These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Total Revenue Amount

Accumulates total revenue for a given period. These items originate when entries are entered using Enter Revenues and other interfacing applications. These items can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Last update

Displays the accounting date of the last revenue entry that updated this equipment. If that date was not greater than the date that already existed in this item, the existing date remains. This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Estimated Revenue Units

Enter the estimated revenue, in units, for the period indicated.


Estimated Revenue Amount

Enter the amount of estimated revenue for the period indicated.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entries window

Use to enter or view miscellaneous entries for individual equipment IDs.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected.


Description

Displays the description for the piece of equipment selected.


Miscellaneous Entry

Enter an ID for the miscellaneous entry you want to assign to the piece of equipment. You can click [List] to select a miscellaneous entry. Miscellaneous entries are user definable and must be set up using Setup, Misc Entry Codes before they can be used in this column.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a new description (up to 30 characters) for the miscellaneous entry, if desired.


Unit Description

Select the type of units to accumulate for this miscellaneous entry. The items contained in the list can be customized and are set up using File, Data Folder Settings, Custom Descriptions.


Update Method

Select the type of total to create for this miscellaneous entry when a entry updates the equipment Master file.

Accumulate -- Add this entry's units to the previous total.

Replace -- Replace the previous total with this entry's units.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


 [Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Custom Fields]

Opens the Custom Fields window where you can enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[Delete Line]

Deletes the information on the current grid line.


[Totals]

Opens the Miscellaneous Entries Totals window where you can view total units by period. You can also view Estimated units by period.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entry Custom Fields window

Use to enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.

For help on an item in this window, click [image] on the window and then click the item.


Custom Field

Enter the information for this custom field. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entry Totals window

Use to view accumulated miscellaneous entry total information for the miscellaneous entry selected in the Equipment, Setup, Misc Entries window.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected in the Equipment Setup, Misc Entries window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the piece of equipment selected in the Equipment Setup, Misc Entries window.


Miscellaneous entry

Displays the ID of the miscellaneous entry selected in the Equipment Setup, Misc Entries window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the miscellaneous entry selected in the Equipment Setup, Misc Entries window.


Total Units

Accumulates or replaces, depending on the system setup, total miscellaneous entry units. This item can only be accessed if you have unlimited security permissions and if audit setup activity is used.


Last update

Displays the accounting date of the last miscellaneous entry that updated this equipment. If that date was not greater than the date that already existed in this item, the existing date remains in the item. This item can only be accessed when you have unlimited security permissions and if audit setup activity is used.


Estimated Units

Accumulates estimated miscellaneous entry units.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Licenses/Permits window

Use to enter or view license and permit information for the piece of equipment.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the equipment ID for the piece of equipment selected.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description for the piece of equipment selected.


License/Permit

Enter the license ID or permit number (up to 20 characters) you want to assign to the piece of equipment.


Issued By

Enter the issuing authority of the license or permit (up to 15 characters). This item can be used for reporting purposes.


Expiration Date

Enter the date the license or permit expires.


Fee

Enter the fee that was charged to obtain the license or permit.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels all your entries on the current grid line.


[Delete Line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Custom Fields]

Opens the Custom Fields window where you can enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[Attachments]

Opens an Attachments window to add, change, view and delete attached notes and files.


[Help]

Starts Help and displays information about this window.


Licenses/Permits Custom Fields window

Use to enter data into any existing custom fields. Custom fields are set up using File, Data Folder Settings, Custom Fields.

For help on an item in this window, click [image] on the window and then click the item.


Equipment

Displays the ID of the equipment selected in the Equipment Setup window.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description of the equipment selected in the Equipment Setup window.


License/Permit

Displays the license or permit selected in the Licenses/Permits window.


Description

Displays the description of the license or permit selected in the Licenses/Permits window.


Custom Field

Enter the information for this custom field. Custom fields are set up using File, Data Folder Settings, Custom Fields.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Rental window

Use to track custom equipment information. Items appearing in this window are set up using File, Data Folder Settings, Custom Fields.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Specifications window

Use to track custom equipment information. Items appearing in this window are set up using File, Data Folder Settings, Custom Fields.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Ownership Info window
Ownership window

Use to enter information regarding the ownership of a piece of equipment. Items appearing in this window are set up using File, Data Folder Settings, Custom Fields.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Other window

Use to track custom equipment information. Items appearing in this window are set up using File, Data Folder Settings, Custom Fields.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Close Period (Tasks menu)

Use to close the current Equipment Cost accounting period. Depending on the Period Size selected in EQ Settings, this command may be called Close Day, Close Week, Close Bi-week, or Close Semi-month.

 Windows

Related Topics


Close Period windows

 Close Period

 Print Selection

 Process By Period Ending Date

 Ranges


Print Selection window

Use to select printer information.

For help on an item in this window, click [image] on the toolbar and then click the item.


Current period

Displays the first and last date of the current period. Depending on the Period Size selected in EQ Settings, this field may be called Current day, Current week, Current bi-week, or Current semi-month.


Next period

Displays the first and last date of the next period. Depending on the Period Size selected in EQ Settings, this field may be called Next day, Next week, Next bi-week, or Next semi-month.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change printer options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Close Period window

Use to select the method for processing the Equipment Cost current period. Depending on the Period Size selected in EQ Settings, this window may be called Close Day, Close Week, Close Bi-week, or Close Semi-month.

For help on an item in this window, click [image] on the toolbar and then click the item.


Method of Processing

Select the method for processing the Equipment Cost period.

Process all companies - Closes the current period for all companies.

Process by period ending date - Accesses the Process by Period ending date window, where you can select the date corresponding to the last day of the period, for the current period you want processed.

Process selected companies - Accesses a ranges window, where you can select the range of companies for which you want the current period processed.

Note

Depending on the Period Size selected in EQ Settings, the Process by period ending date option may be called Process by Day ending date, Week ending date, Bi-week ending date, or Semi-month ending date.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Process By Period Ending Date window

Use to enter the date corresponding to the last day of the period, for the current period you want entries processed. Depending on the Period Size selected in EQ Settings, this window may be called Process by Day, Week, Bi-week, or Semi-month ending date.

For help on an item in this window, click [image] on the window and then click the item.


Period ending date

Enter the date corresponding to the last day of the period, for the current period you want processed. Depending on the Period Size selected in EQ Settings, this field may be called Day ending date, Week ending date, Bi-week ending date, or Semi-month ending date.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


Move Transactions (Tools menu)

 New to New

 Current to Current

 Current to History

 History to History

Related Topics


New to New (Tools, Move Transactions menu)

Use to move transactions from one new file to a different new file. If you are moving transactions to a new file that is in the same folder as the original new file, you must first go into File, Data Folder Settings, File Locations and mark the Ask Name box.

 Window

Related Topics


Current to Current (Tools, Move Transactions menu)

Use to move transactions from one current file to another current file. If you are moving transactions to a current file that is in the same folder as the original current file, you must first go into File, Data Folder Settings, File Locations and mark the Ask Name box.

 Window

Related Topics


Current to History (Tools, Move Transactions menu)

Moves transactions from a current file to a history file.

 Window

Related Topics


Move Transactions - Print Selection window

Use to move transactions and to specify print options before printing. The Printer Information area displays the current printer and page setup information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


History to History (Tools, Move Transactions menu)

Moves transactions from one history file to another history file.

If you are moving transactions to a "history" file that is in the same folder as the original "history" file, you must first go into File, Data Folder Settings, File Locations and mark the Ask Name box.

 Window

Related Topics


Post Entries (Tasks menu)

Use to update the Equipment Cost Master file with the entries contained in the NEW.EQT file.

 Window

Related Topics


Post Entries - Print Selection window

Use to post entries and specify print options before printing a file. The Printer Information area displays the current printer and page setup information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Rate Tables (Setup menu)

 Revenue Rates

 Cost Rates

Related Topics


Revenue Rates (Setup, Rate Tables menu)

Use to set up or modify revenue rate tables. These tables store commonly used rates that can be retrieved automatically when revenue entries are entered in Equipment Cost or Payroll.

 Windows

Related Topics


Revenue Rates windows

 Revenue Rate Table Setup

 Revenue Rate Table Setup - Revenue Rate Table


Revenue Rate Table Setup window

Use to create the columns that appear when the revenue rate table is displayed.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Revenue code

Enter the revenue code associated with this table. You can click [List] to select a revenue code.

The title of this item may be different if changed in Custom Descriptions.


Rate table

Enter a name (up to 10 characters) for this table. You can click [List] to select a rate table.


Description

Enter a description (up to 30 characters) for this revenue rate table. If you selected an existing rate table, this item prefills with the selected rate table's description.


Table Columns

Mark the items you want to appear on this revenue rate table. Each item selected produces a separate column on the Revenue Rate Table. The combined length of all the items chosen cannot exceed 77 characters. An error message displays if this limit is exceeded.

Note:

Columns cannot be added or deleted after the table has been set up.


[Save]

Saves your entries for your rate table.


[Close]

Closes this window and returns to the main Equipment Cost window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Previous]

Displays the previous rate table.


[Next]

Displays the next rate table.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Delete]

Deletes the current rate table.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new rate table, these items prefill with the information you enter (for this session only).


[Help]

Starts Help and displays information about this window.


[Set tab] and [Clear tab]

If [Set tab], sets a tab at the current item. The cursor stops at this item when [Ctrl + Tab] is used to advance through the window.

If [Clear tab], removes the tab from the current item. After clearing, the cursor does not stop at this item when [Ctrl + Tab] is used to advance through a window.


[Table]

Opens the Rate Table Setup - Rate Table window to enter rates.


Revenue Rate Table Setup - Revenue Rate Table window

Use to set up or modify rate tables that automatically retrieve revenue rates, based on selected criteria. For example, when using backhoe #3 on the landscaping job, charge this rate; when using backhoe #3 on the sewer installation job, charge that rate. The columns that appear in this grid depend on the table columns selected in the Revenue Rate Table Setup window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Revenue code

Displays the revenue code selected in the Revenue Rate Table Setup window.

The title of this item may be different if changed in Custom Descriptions.


Rate table

Displays the name of the rate table selected in the Revenue Rate Table Setup window.


Description

Displays the description of the rate table selected in the Revenue Rate Table Setup window.


Equipment type

Enter an equipment type. You can click [List] to select an equipment type.

The title of this item may be different if changed in Custom Descriptions.


Equipment

Enter an equipment ID. You can click [List] to select an equipment ID.

The title of this item may be different if changed in Custom Descriptions.


Job

Enter the job used in this rate table.


Extra

Enter the Extra used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


JC Cost Code

Enter the Job Cost cost code used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Employee

Enter the employee ID used in this rate table. If the interface from Payroll is activated, you can click [List] to select an employee.


Employee union class

Enter the union class for the employee used in this rate table.


Shift

Enter the 1-digit identifier for the shift used in this rate table.


Date

Enter the date used in this rate table.


Day of Week

Enter the day of the week used in this rate table.


Misc Code 1

Enter the Misc Code 1 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Misc Code 2

Enter the Misc Code 2 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Reference 1

Enter a reference to be used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Reference 2

Enter a reference to be used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


PR Misc 1

Enter the Payroll Miscellaneous 1 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


PR Misc 2

Enter the Payroll Miscellaneous 2 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Rate

Enter the rate (up to 6.4 digits) to be retrieved.


Formula

Enter the formula to be used in this rate table. When entering revenues, the formula entered calculates the rate that prefills the Rate column.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels all the entries in the table and exits this window.


[List]

Displays a list you can select from for the current item in this window.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Help]

Starts Help and displays information about this window.


Cost Rates (Setup, Rate Tables menu)

Use to access the commands used to set up or modify cost rate tables. These tables store commonly used rates that can be retrieved automatically when cost entries are entered in Equipment Cost.

 Windows

Related Topics


Cost Rates windows

 Cost Rate Table Setup

 Cost Rate Table Setup - Cost Rate Table


Cost Rate Table Setup window

Use to create the columns that appear when the cost rate table is displayed.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Cost code

Enter the cost code associated with this table. You can click [List] to select from a list of cost codes.

The title of this item may be different if changed in Custom Descriptions.


Rate table

Enter the name (up to 10 characters) of this table. You can click [List] to select a cost table.


Description

Enter a description (up to 30 characters) for this cost rate table. If you selected an existing cost table, this item prefills with the selected cost table's description.


Table Columns

Mark the items you want to appear on this cost rate table. Each item selected produces a separate column on the Cost Rate Table. The combined length of all the fields chosen cannot exceed 77 characters. An error message will display if this limit is exceeded.

Note:

Columns cannot be added or deleted after the table has been set up.


[Save]

Saves the entries for the rate table.


[Close]

Closes this window and returns to the main Equipment Cost window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Previous]

Displays the previous rate table.


[Next]

Displays the next rate table.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Delete]

Deletes the current rate table.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new rate table, these items prefill with the information you enter (for this session only).


[Help]

Starts Help and displays information about this window.


[Table]

Opens the Rate Table Setup - Rate Table window to enter rates.


 [Set tab] and [Clear tab]

If [Set tab], sets a tab at the current item. The cursor stops at this item when [Ctrl + Tab] is used to advance through the window.

If [Clear tab], removes the tab from the current item. After clearing, the cursor does not stop at this item when [Ctrl + Tab] is used to advance through a window.


Cost Rate Table Setup - Cost Rate Table window

Use to set up or modify rate tables that automatically retrieve cost rates, based on selected criteria. For example, when using ACME oil, it costs this much per quart; when using generic oil, it costs that much per quart. The columns that appear in the grid depend on the table columns selected in the Cost Rate Table Setup window.

For help on an item in this window, click [image] on the window and then click the item.


Cost code

Displays the cost code selected in the Cost Rate Table Setup window.

The title of this item may be different if changed in Custom Descriptions.


Rate table

Displays the name of the rate table selected in the Cost Rate Table Setup window.


Description

Displays the description of the rate table selected in the Cost Rate Table Setup window.


Equipment type

Enter an equipment type. You can click [List] to select an equipment type.

The title of this item may be different if changed in Custom Descriptions.


Equipment

Enter an equipment ID. You can click [List] to select an equipment ID.

The title of this item may be different if changed in Custom Descriptions.


Job

Enter the job used in this rate table.


Extra

Enter the Extra used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


JC Cost Code

Enter the Job Cost cost code used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Employee

Enter the employee ID  used in this rate table. If the interface from Payroll is activated, you can click [List] to select an employee.


Employee union class

Enter the union class for the employee used in this rate table.


Shift

Enter the 1-digit identifier for the shift used in this rate table.


Date

Enter the date used in this rate table.


Day of Week

Enter the day of the week used in this rate table.


Misc Code 1

Enter the Miscellaneous Code 1 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Misc Code 2

Enter the Miscellaneous Code 2 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Reference 1

Enter a reference to be used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Reference 2

Enter a reference to be used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


PR Misc 1

Enter the Payroll Miscellaneous 1 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


PR Misc 2

Enter the Payroll Miscellaneous 2 information used in this rate table.

The title of this item may be different if changed in Custom Descriptions.


Rate

Enter the rate (up to 6.4 digits) to be retrieved.


Formula

Enter the formula to be used in this rate table. When entering costs, the formula entered calculates the rate that prefills the Rate column.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window and returns to the main Equipment Cost window.

If [Cancel line], cancels all the entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Help]

Starts Help and displays information about this window.


About the Import file format

The accurate conversion of data from the import file to new Equipment Cost entries requires that the information be in a specific format. Each record in the import file is a separate entry that contains the necessary record formats and field formats required to produce a complete Equipment Cost entry.

 About Import Record Formats

 About Import Field Types


About Import field types

Each record in the import file consists of a series of fields. Each field must be one of these types:

 Alpha

 Check box

 Date

 Numeric

 Option button


Alpha field

An alpha field is a field that can contain alphabetic characters, numeric characters, and special characters, such as commas, semicolons, periods, percent signs, and quotation marks.

 About using commas within an Alpha field

 About using quotation marks within an Alpha field

 About using semicolons within an Alpha field


About using commas within an alpha field

Commas are used to separate fields in an import file. Therefore, if a comma is part of the data to be imported, you must enclose in quotation marks the field containing the comma.

For example, if a cost description is "Anaheim, CA permit", this field should appear in the import record as:

...,"Anaheim, CA permit",...

The field begins and ends with quotation marks because there is a comma required between Anaheim and CA.


About using semicolons within an alpha field

Semicolons are used to identify remarks (i.e., notes or comments you have entered regarding the field or record being imported). Remarks are excluded from the import process. As a result, when the import occurs, everything from a semicolon to the next field separator (comma) is ignored, including the semicolon.

If a semicolon is part of the data to be imported, you must enclose the field containing the semicolon in quotation marks. Otherwise, the field is be ignored. For example, the following alpha field must be placed in quotation marks in order for the word "The" to be imported:
 ...,"Jones Corporation; The",...
If the field was not enclosed in quotation marks, everything from (and including) the semicolon to the next comma would be considered a comment and would be ignored during the import.


About using quotation marks within an alpha field

If you want to include a quotation mark as part of the alpha field and if that alpha field is enclosed in quotation marks, then you must enter two consecutive quotation marks. Equipment Cost converts the two quotation marks to one quotation mark in the imported field.
For example, to include quotation marks (the symbol for inches) and a comma in the same entry, enter:
...,"3 1/2"" hose, 5 1/4"" pipe",...
After conversion, the field appears as:
…,3 1/2" hose, 5 1/4" pipe,…
The first and last quotation mark surrounding the alpha field "protect" the comma contained within the field, and the double quotation marks after the measurement "protect" the symbol for inches.

If the alpha field does not begin and end with quotation marks, any quotation marks included in the alpha field are imported exactly as they were on the import file.
For example, entering …, 1",… in the alpha field will, when imported, appear as …, 1",…


Check box field

If the field contains yes, y, true, t, x, or 1, the check box field converts as being checked. Letters can be upper or lower case.

If the field contains no, n, f, false, or 0, the check box field converts as being unchecked. Letters can be upper or lower case. If the field is blank (two consecutive comma separators), the field also converts as unchecked.


Numeric field

These fields can only contain numbers, a single decimal point, and a single minus sign. If the field is negative, precede the number with a minus (-) sign. For example, -35.5.


Date field

These fields can be entered using these formats:

mm/dd/yyyy	(only if the century can be entered)

mm/dd/yy

mm/yy	(only if the day is not to be entered)

mm/dd	(only if the year is not to be entered)

Notes

mm represents the month, dd represents the day, yy represents the year, and yyyy represents the century and year. If the century is omitted from a mm/dd/yyyy format entry, the century defaults to the current system date century.

You can use dashes (-) or slashes (/) to separate the months, days, and years. For example, 1-2-98 or 1/2/98. If no separators are entered, the entry must contain the maximum number of digits for each format (except for the century, as stated above). For example, January 2, 1998 must be entered for the format mmddyy as 010298, and not as 1298.


Option button

An option button field contains a number from 1 through the maximum number of option buttons in the field. For example, if there are three option buttons available for the field, then the number in this field will be 1, 2, or 3. If this field is left blank, the default number that will fill in the option button field is the number 1.


About Import record formats

The record may be one line or multiple lines. Although records can be split into two or more lines, an individual field cannot begin on one line and end on the next. These components make up the record format:

 Field separators

 Spaces and Tabs

 Multiple line records

 Comment lines

Notes

A line is defined as a string of characters that ends with a carriage return/line feed. If you are manually creating an import file, the carriage return/line feed is generated when you press the [Enter] key.

Be sure to insert a comma field separator between the last data field in the line and the continuation character. This prevents the import process from considering the + character to be a part of the data field. Also, be sure that the last data field of a record does not end with either a continuation character or a comma field separator.

Related Topics


Field separators

A record contains a series of fields separated by commas. If a field is omitted, there must be a comma separator inserted for the omitted field. For example, the Description field is optional on an Equipment Cost entry. That part of a sample cost import record with no description field would be entered as:

... , 041595 , , 1055 , ...

The 041595 field is the Transaction Date. The field that is coded 1055 is the Reference 1 field. Notice that there are two consecutive commas between the two fields to indicate that the Description has been omitted.

After the last field containing data has been entered on the last line of the record, do not enter additional commas to indicate that the remaining fields are empty. A comma field separator after a data field always implies that there is another field, empty or not, following the comma.

Note

Ellipses and commas appear before and after the fields in the above example to indicate that the fields shown are not the first or last fields in the record. There would be other fields, not shown, that precede and follow them.


Spaces and tabs

Spaces and tabs preceding or following the field separator (comma) are ignored. This includes spaces and tabs immediately preceding or following the quote marks in a field that is enclosed with quotes. Refer to Field types for an explanation on the use of quotes. Lines containing all spaces and/or tabs are also ignored.


Multiple line records

If an import record contains more than one line, every line but the last must have a plus sign (+) as the last data character of the line. This plus sign is called a continuation character and signifies that the record is continued on the next line. A data line with no continuation character is considered to be the last line of the record.

Note

Be sure to insert a comma field separator between the last data field in the line and the continuation character. This prevents the import process from considering the + character to be a part of the data field. Also, be sure that the last data field of a record does not end with either a continuation character or a comma field separator.


Comment lines

Comments may be inserted in the input file by preceding them with a semicolon. The import process bypasses all characters from the semicolon to the end of the line. Comments may be entered on lines by themselves or at the end of data lines. If a data line contains a comment at the end and there are more fields entered for that record on the following line, be sure to precede the semicolon with the + character.


Import entries cost record layout

The following table indicates the number and sequence of each field for the cost record type.

 Table notes

Number	Type	Length	Field	Comment
1	Alpha	1	Record ID	Required, must be C
2	Alpha	10	Equipment	Required
3	Alpha	12	Cost code	Required
4	Numeric	-8.4	Units	Required if Amount is blank
5	Numeric	-6.4	Rate	Required if Amount is blank
6	Numeric	-9.2	Amount	Required if Units is blank
7	Date	10	Transaction date	Required if Accounting date is blank
8	Alpha	30	Description
9	Alpha	10	Reference 1
10	Alpha	10	Reference 2
11	Check box	5	Check location	Not currently used
12	Alpha	30	Location
13	Date	10	Accounting date	Required if Transaction date is blank
14	Alpha	25	GL debit account	Available if interfacing with GL; will prefill if blank
15	Alpha	25	GL credit account	Available if interfacing with GL; will prefill if blank
16	Numeric	2	GL journal	Available if interfacing with GL; will prefill if blank
17	Alpha	10	JC job	Available if interfacing with JC
18	Alpha	10	JC extra	Available if interfacing with JC and extras are used
19	Alpha	12	JC cost code	Available if interfacing with JC
20	Alpha	3	JC category	Available if interfacing with JC and categories are used
21	Alpha	10	Employee / Operator	Available if interfacing with PR; not validated
22	Date	10	PR period end date	Available if interfacing with PR; not validated
23	Option button	1	PR check sequence	Available if interfacing with PR; not validated
24	Alpha	10	PR pay ID	Available if interfacing with PR; not validated
25	Alpha	10	AP vendor	Available if interfacing with AP; not validated
26	Alpha	15	AP invoice	Available if interfacing with AP; not validated
27	Numeric	4	AP distribution sequence	Available if interfacing with AP; not validated


Import entries revenue record layout

The following table indicates the number and sequence of each field for the revenue record type.

 Table notes

Number	Type	Length	Field	Comment
1	Alpha	1	Record ID	Required, must be R
2	Alpha	10	Equipment	Required
3	Alpha	12	Revenue code	Will prefill; can be blank
4	Numeric	-8.4	Units	Required if Amount is blank
5	Numeric	-6.4	Rate	Required if Amount is blank
6	Numeric	-9.2	Amount	Required if Units is blank
7	Date	10	Transaction date	Required if Accounting date is blank
8	Alpha	30	Description
9	Alpha	10	Reference 1
10	Alpha	10	Reference 2
11	Check box	5	Check location
12	Alpha	30	Location
13	Date	10	Accounting date	Required if Transaction date is blank
14	Alpha	25	GL debit account	Available if interfacing with GL; will prefill if blank
15	Alpha	25	GL credit account	Available if interfacing with GL; will prefill if blank
16	Numeric	2	GL journal	Available if interfacing with GL
17	Alpha	10	JC Job	Available if interfacing with JC
18	Alpha	10	JC Extra	Available if interfacing with JC and extras are used
19	Alpha	12	JC Cost code	Available if interfacing with JC
20	Alpha	3	JC Category	Available if interfacing with JC and categories are used
21	Alpha	10	Employee / Operator	Available if interfacing with PR; not validated
22	Date	10	PR period end date	Available if interfacing with PR; not validated
23	Option button	1	PR check sequence	Available if interfacing with PR; not validated
24	Alpha	10	PR pay ID	Available if interfacing with PR; not validated
25	Alpha	10	AP vendor	Available if interfacing with AP; not validated
26	Alpha	15	AP invoice	Available if interfacing with AP; not validated
27	Numeric	4	AP distribution sequence	Available if interfacing with AP; not validated


Import entries miscellaneous entries record layout

The following table indicates the number and sequence of each field for the miscellaneous entries record type.

 Table notes

Number	Type	Length	Field	Comment
1	Alpha	1	Record ID	Required, must be Q
2	Alpha	10	Equipment	Required
3	Alpha	12	Misc entry code	Required
4	Numeric	-8.4	Units	Required
5	Date	10	Transaction date	Required if Accounting date is blank
6	Alpha	30	Description
7	Alpha	10	Reference 1
8	Alpha	10	Reference 2
9	Date	10	Accounting date	Required if Transaction date is blank


Import entries meter record layout

The following table indicates the number and sequence of each field for the meter record type.

 Table notes

Number	Type	Length	Field	Comment
1	Alpha	1	Record ID	Required, must be M
2	Alpha	10	Equipment	Required
3	Date	10	Transaction date	Required
4	Alpha	30	Description
5	Numeric	7.2	Meter / Odometer	Required


Table notes

If the type column is a check box or date, refer to Import field types for information on how the field can be entered.

The length column specifies the maximum number of significant characters allowed. Fields in the import file do not have to equal the specified length, as long as they contain correct information in the required format. If the field is numeric with decimals, the length column displays the number of allowable digits to the left and right of the decimal point. For example, if a numeric field can contain a monetary amount up to $999,999,999.99, the length will show 9.2. The decimal point must be included if there are decimal digits entered.

Commas are not permitted in numeric fields. For example, $11,349.24 is entered as 1134924. Fields that can contain negative numbers are shown in the table preceded by a minus sign ( - ). Do not enter a plus sign ( + ) for positive numbers. The plus sign is reserved as a continuation character.

The name in the field column will match the name displayed in the Inquiry Column Definition window, unless the name has been changed using File, Data Folder Settings, Custom Descriptions. Some names have been abbreviated to conserve space. The order of fields in a record matches the order displayed in the inquiry list.

A required field is indicated in the comment column.


Import entries processing

After you click [Start] in the Import Entries - Print Selection window, the command begins processing the import file. Each translated record is checked for validity:

If the record is invalid, the import file record is copied to the rejected records file.

If the record is valid, an Equipment Cost entry is created and added to the NEW.EQT file.

After all records have been translated, verified, and written to the appropriate file, the Import Entries Journal is printed.

Related Topics


How Import entry records are checked

Each import string is checked to determine if it can be translated into an Equipment Cost entry. If there are any basic format errors, all validation of the current string is stopped, the information is written to the rejected records file, and the import process continues with the next import string.

If the input string passes the format tests, it is checked for valid fields. If this validation process creates an error, all fields that are invalid are noted on the Import Entries Journal. The import string is then copied to the rejected records file, and the error-checking proceeds to the next import string. It is important that when you edit the rejected records file, you thoroughly examine each rejected record. There may be additional errors that were undetected as a result of a format rejection.


Import Entries Journal

The final step of the import process is printing the Import Entries Journal. This report contains three sections:

The report begins with a list of warnings and errors that show the import file records that were rejected and the reason for the rejection.

The next section of the report lists each record that was accepted, along with pertinent information from the record.

The last section of the journal shows a summary by equipment of the costs successfully converted into Equipment Cost entries.


About the FAS Interface

Equipment Cost can import depreciation entries from the FAS™ for Windows® and FAS™ Asset Accounting by Best Programs, Inc. The following topics outline the interface setup and processing steps required to create the depreciation entries.

You should be familiar with the FAS program and have its documentation available before attempting to set it up or generate depreciation entries for Equipment Cost.

 Setting up the FAS/EQ interface

 Calculating depreciation using FAS with EQ

 FAS File Layout


FAS File Layout

The following table lists the fields output by FAS™ for Windows® and FAS™ Asset Accounting that can be imported by Equipment Cost. Refer to Import Entries for details on import files and procedures. Refer to Import Entry Record Layouts for detailed descriptions of the columns in the layout table.

Number	Type	Length	Field	Comment
1	Alpha	1	Record ID	Required, must be C
2	Alpha	10	Equipment	Required
3	Alpha	12	Cost code	Required
4	Numeric	-8.4	Units	Leave blank
5	Numeric	-6.4	Rate	Leave blank
6	Numeric	-9.2	Current period depr*	Required
7	Date	10	Transaction date
8	Alpha	30	Description	"Depreciation Expense"
9	Alpha	10	Reference 1	Leave blank
10	Alpha	10	Reference 2	Leave blank
11	Check box	5	Check location	Leave blank
12	Alpha	30	Location	Leave blank
13	Date	10	Current last depr date*	Required
14	Alpha	25	GL debit account	Optional (GL Expense Account)
15	Alpha	25	GL credit account	Optional (GL Accum Account)
* Fields originating with the FAS™ for Windows® or FAS™ Asset Accounting databases. An example of a depreciation entry is:

C,BH-01,DEPR, , ,3950.00, ,Depreciation Expense, , , , ,06/30/1996,10-7000,10-1610


Setting up the FAS/EQ interface

  1	Set up each company.

  2	Customize the asset fields.

  3	Set up each asset.

Related Topics


Overview

Use the following steps to set up FAS™ for Windows® and FAS ™ Asset Accounting to interface with Equipment Cost. Refer to the FAS documentation for details concerning each particular step. If you are using FAS™ for Windows®, most of these features have already been set up. You may be required to change some of them to match the detailed steps listed in Setting up the FAS/EQ interface.


Calculating depreciation using FAS with EQ

Use these steps to calculate depreciation for your equipment cost assets.

  1	From Depreciation, select Depreciate.

  2	Select the applicable Asset Group and Internal Book.

  3	Enter the Date to Calculate depreciation through.

  4	Select the level of detail and where to send the report.

  5	Click [Execute].


Setting up an FAS company

  1	From the File menu, select New Company. The New Company window opens.

  2	Enter a Company Name.

  3	Enter any other applicable information.

On the Book Defaults Tab:

  1	Set the Open Book? option to Yes on the Internal book.

  2	Set the FY End to match the Timberline Equipment Cost year end.

  3	Set the Emulate Book, Default Method, and Allow Prior Depr? options as desired on all open books.

On the Short Years Tab:

  1	Set up short years, if applicable.

On the Book Overrides Tab:

  1	Set the applicable overrides for the Midquarter, Adjustments, and Reduce by ITC options.


Customizing FAS

  1	Open the company to be customized.

  2	From the Customize menu, select Fields.

  3	In the Customize Fields window, locate the area titled Field:.

  4	Select each of the following fields, as needed for your company:

Company Asset Number (required field)

  1	Set View to Require Entry.

  2	Set Title to Equipment ID.

  3	Set Entry mask to match the Equipment format in Custom Descriptions.

  4	Enter an appropriate Message for the field.

User Field 1 (required field)

  1	Set View to View Only.

  2	Set Title to EQ Cost Code.

  3	Set Entry mask to match the EQ Cost Code format in Custom Descriptions.

  4	Set the Default value.

  5	Enter an appropriate Message for the field.

G/L Accum Account No (optional field)

  1	Set View to Require Entry.

  2	Set Entry mask to match the GL Account format in Custom Descriptions.

  3	Enter an appropriate Message for the field.

G/L Asset Account No (optional field)

  1	Set View to Require Entry.

  2	Set Entry mask to match the GL Account format in Custom Descriptions.

  3	Enter an appropriate Message for the field.

G/L Expense Account No (optional field)

  1	Set View to Require Entry.

  2	Set Entry mask to match the GL Account format in Custom Descriptions.

  3	Enter an appropriate Message for the field.

Related Topics


Setting up FAS assets

  1	Open the desired company.

  2	From the Asset menu, select New.

  3	Enter the Equipment ID in the Company Asset Number field.

  4	Enter a description for the new asset in the Description field.

  5	Enter the G/L Asset Account No, G/L Accum Account No, G/L Expense Account No, EQ Cost Code, and Acquisition Date. You may have to scroll down to see all of these fields.

  6	Enter the Property Type, Service Date, Acquisition Value, Depreciation Method, Business Use %, Salvage Value, and Beginning Balance information for all books.

  7	Enter any other pertinent information.

  8	Click [Save] when finished.

Related Topics


Generating an export file

  1	From the FAS File menu, select Company Utilities and then select Export.

  2	In the Export window, select or enter the following items:

•	Group: select from the list the assets to export.

•	Companies: select the company containing the data to export.

•	Database: select from the list the database from which to export.

•	Destination directory: enter the path to the directory that will contain the export file.

•	Drive: select from the list the drive of the directory that will contain the export file.

•	Export file type: select Timberline Link from the list.

  3	Click [Export].


Specifying Equipment Cost settings

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	If you are using prefixes, enter the Default prefix and decide whether to retrieve a prefix from the equipment. If so, enter the appropriate fiscal calendar information for the prefixes using the [Calendar] button. [Calendar] is only available when the fiscal entity in GL Settings is at the prefix level and the Retrieve prefix from equipment box is marked in Equipment Cost. If you are not using prefixes, set up your calendar using step 3.

 How?

  3	Decide whether to use periods. If so, select a period size. Enter the period ending date (if applicable) and month-ending date. Depending on the period size selected, the period ending date may be called Day Ending, Week ending, Bi-week Ending, or Semi-month Ending. If you are not tracking periods, select Not used.

  4	Click [Post & Interface Settings] to determine how EQ interfaces with other TImberline applications.

 How?

  5	Click [Posting Settings] to determine whether revenue units are accumulated to equipment and how much detail will be printed in journals.

 How?

  6	Click [Entry Settings] to specify defaults for revenue codes, Job Cost categories, journals, intercompany accounts and other settings.

 How?

  7	Click [GL Entry Settings] to specify use of account tables, summarization of entries, and other settings.

 How?

  8	Click [Journal Options] to specify the report designs used as journals by the Equipment Cost entry programs.

 How?

  9	Click [OK].

Note

•	If using security, you can limit user access to EQ Settings.

Related Topics


Overview

Equipment Cost settings are specified when you first set up Equipment Cost.


Overview

The Equipment Cost fiscal calendar can be set up at the Data Folder level or the Prefix level depending on the selection you make when setting up General Ledger. If your fiscal entity in General Ledger Settings is set at the data folder level, you must set up a single calendar in Equipment Cost; If your fiscal entity in General Ledger Settings is set at the prefix level, you may define multiple fiscal calendars, one for each entity.

For more information about General Ledger settings, refer to the Specifying General Ledger settings topic in General Ledger online help.


Setting up the Calendar

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Enter the Default prefix.

  3	To set up a fiscal calendar for each prefix, mark the Retrieve prefix from equipment box to display the [Calendar] button. [Calendar] is only available when the fiscal entity level in GL Settings is at the prefix level and the Retrieve prefix from equipment box is marked. If you are using prefixes and you do not mark this box, the calendar you set up becomes that of the Default prefix, and all of the equipment in the current data folder is owned by that entity.

  4	If you are tracking periods, enter the period size. If you are not tracking periods, select Not used.

  5	If you are setting up a fiscal calendar for each prefix, click [Calendar]. If you are not setting up multiple calendars, complete steps 7 and 8 and click [OK] when finished.

  6	Enter the prefix entity for which you want to set fiscal dates.

  7	If you are tracking periods, enter the period ending date. Depending on the period size selected, the period ending date may be called Day Ending, Week ending, Bi-week Ending, or Semi-month Ending.

  8	Select the Month ending date.

  9	Repeat steps 6 through 8 for each prefix being defined.

10	Click [OK] when finished.


Setting up Post and Interface Settings

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [Post & Interface Settings].

  3	Click Manual or Automatic in the Equipment Cost Posting Settings box to set how entries are posted in the current application.

  4	Mark the Activate interface box to turn on the interface between Equipment Cost and other Timberline applications.

  5	Mark the Create entries box to create entries to the interfacing applications.

  6	If you marked the Create entries box, select how entries are posted to the interfacing application by selecting either Manual or Automatic.

  7	Click [OK] to accept the changes.

  8	Click [OK] to exit EQ Settings.

Note

•	Timberline recommends that you do not make changes to the Activate Interface and Create Entries settings unless under the direction of a Certified Consultant or Timberline Support.

Tip

•	EQ Settings impact how your system functions. In a network environment, you may want to set up Security to limit access to EQ Settings.

Related Topics


Overview

Post & Interface Settings let you determine how and when entries post. You can select either manual or automatic posting for the interfacing applications, as well as in Equipment Cost itself.

If you select manual posting, in order for entries to post, you must use the Post Entries command or answer "Yes" to the "Post Entries?" prompt that appears as you exit an entry session.

If you select automatic posting, entries will post automatically upon exiting an entry session.


Setting up Posting Settings

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [Posting Settings].

  3	Mark the Accumulate revenue units to Equipment box if you want to accumulate revenue units to equipment.

  4	Mark Show equipment detail if you want to see update totals, by equipment ID, in the update reports.

  5	Select any or all of the code details to display in the update reports.

  6	Click [OK] when done.

Tip

•	The accumulate revenue units to equipment feature in step 3 is useful if all revenue codes used for a given piece of equipment are accumulating the same type of units. The accumulated number is meaningless if one revenue code is accumulating days and another revenue code is accumulating miles.


Setting up Entry Settings

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [Entry Settings].

  3	Mark the Allow override of rate box if, during data entry, you want to allow changes to a prefilled rate.

  4	Mark the Allow override of calculated amount box if, during data entry, you want to allow changes to a prefilled calculated amount.

  5	Enter the revenue code that should prefill the revenue code column in entry grids if it cannot be retrieved from the Equipment record.

  6	Enter the Job Cost category that should prefill the category column in entry grids if it cannot be retrieved from the Equipment record.

  7	Enter the journal number that should be sent to General Ledger when cost entries are created in Equipment Cost. The journal number helps identify these entries as having originated using Equipment Cost, Enter Costs.

  8	Enter the journal number that should be sent to General Ledger when revenue entries are created in Equipment Cost. The journal number helps identify these entries as having originated using Equipment Cost, Enter Revenues.

  9	Enter the General Ledger base account to be used when generating the offsetting credit entry for intercompany entries. Only GL base accounts with an Intercompany Status of I/C Payable will appear on the [List]. This account will be used if an Intercompany payable base account is not found on the GL prefix record.

10	Enter the General Ledger base account to be used when generating the offsetting debit entry for intercompany entries. Only GL base accounts with an Intercompany Status of I/C Receivable will appear on the [List].This account will be used if an Intercompany receivable base account is not found on the GL prefix record.

11	Select the method of rate retrieval to be used when an entry grid calls for a prefilled rate.

12	Select the desired entry method for the accounting date. If Enter accounting date is selected, the system date is used as the accounting date for the first entry. For each additional entry, this item prefills from the date contained in the entry above. If Use transaction date is selected, the transaction date is used as the accounting date for each entry.

13	Select whether the equipment locations should be updated manually or automatically. If Last entry is selected, locations are automatically updated based on the last posted entry date. If Never update locations is selected, locations must be updated manually.

14	Click [OK] when done.

Related Topics


Overview

Entry Settings allow you to set a default revenue codeand Job Cost category, cost and revenue General Ledger journals and Intercompany payable and receivable accounts. Also, you can select to allow override of rate and calculated amount. Entry settings can be changed at any time, but the changes will only affect entries made after the change.


Setting up GL Entry Settings

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [GL Entry Settings].

  3	In the Default item, enter the account to use if, during data entry, no other account can be retrieved using the account retrieval hierarchy. If you are not retrieving prefixes from equipment, enter a full account.

  4	Mark the Use account table box if you want to search an account table for an account ID, based on one or more items entered during cost or revenue entries.

  5	Select from the Table Columns list the items to include in an account table. Any combination of items may be selected.

  6	Mark the Allow override box to allow changes to a prefilled account number during data entry. If the use JC cost account box is marked for the revenue debit or cost debit account, and the Don't allow override box is marked in Job Cost, the prefilled debit account may not be changed, even if this box is marked.

  7	Mark the Summarize entries box to summarize the entries sent to General Ledger.

  8	If you are setting up a revenue debit account, or a cost debit account, you may also select to use JC cost account by marking the Use JC cost account box.

  9	Click [OK] when done.

Related Topics


Setting up Journal Options

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [Journal Options].

  3	Accept the prefilled report design for each command or enter a new report design. You can click the [. . .] button to open a Report Designer window to select a report.

  4	Click [OK] when done.


Selecting a period size

  1	From the File menu, select Data Folder Settings, and EQ Settings.

  2	Make your selection in Period Size. Depending on the Period Size selected, the period being tracked may be day, week, bi-week, or semi-month.

  3	Enter the period ending date that corresponds to your selection.

  4	Click [OK] to accept the changes and exit EQ Settings.

Related Topics


Changing GL accounts - default accounts

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [GL Entry Settings].

  3	Enter a new default account for each account you want to change (Revenue Credit, Revenue Debit, Cost Credit, Cost Debit).

  4	Click [OK] to accept the changes.

  5	Click [OK] to exit EQ settings.

Related Topics


Overview

A default account is established for each revenue debit, revenue credit, cost debit and cost credit related to Equipment Cost entries. The accounts may be modified to match changes made to the General Ledger account structure.

If you are using Account Tables for account retrieval, the system retrieves account information from Account Tables before looking to the default account.


Setting up equipment

  1	From the Setup menu, select Equipment.

  2	Enter an ID and a description for the piece of equipment.

  3	Enter all other information for the General tab.

  4	Click on the Usage tab.

  5	With the cursor in the Attached to item, enter the piece of equipment that this piece of equipment is attached to. If this piece of equipment does not get attached to another piece of equipment, do not enter anything in this box. You can click [List] to select from a list of pieces of equipment to attach this piece of equipment to.

  6	Enter the status information for this piece of equipment.

  7	Click on the Configuration tab and enter the equipment’s configuration information.

  8	Click on the Maintenance tab and enter the equipment’s maintenance information.

  9	Click on the Defaults tab and enter the interface defaults. These items will prefill during revenue and cost entry.

10	Mark the Component box if this piece of equipment is a component of another piece of equipment.

11	Enter the fuel consumption factor.

12	Click [Cost Codes] to access the Cost Codes window where you can set up cost codes associated with this piece of equipment. Click [Save line] and [OK] when finished entering cost codes for this piece of equipment.

13	Click [Revenue Codes] to access the Revenue Codes window where you can set up revenue codes associated with this piece of equipment. Click [OK] when finished entering revenue codes for this piece of equipment.

14	Click [Misc Entries] to access the Miscellaneous Entries window where you can set up miscellaneous entry codes associated with this piece of equipment. Click [Save line] and [OK] when finished entering Miscellaneous Entries for this piece of equipment.

15	Click [Licenses] to access the Licenses/Permits window where you can enter pertinent licensing/permit information. Click [Save line] and [OK] when finished entering licensing and permit information.

16	Click [Additional Info] to access other equipment setup information. Click [OK] when finished entering equipment information.

17	Click [Save] when done entering equipment setup information.

Note

•	Equipment records can be linked to issues using New Issue (Tools menu).

Related Topics


Overview

Each piece of equipment must be set up individually. This enables you to track equipment revenue, costs, miscellaneous entries, meter/odometer readings and other custom information. All of this information can be used to determine profitability, usage percentages and other information for each piece of equipment. The Setup, Equipment command is also used to change or delete existing equipment information.


Setting up equipment types

  1	From the Setup menu, select Equipment Types.

  2	Enter the equipment types and descriptions.

  3	Click [Save line] and [OK] to exit.

Notes

•	If using equipment types, each piece of equipment should be assigned a type using Setup, Equipment.

•	Equipment Type records can be linked to issues using New Issue (Tools menu).

Related Topics


Overview

Equipment types are user-defined and can be used to group similar pieces of equipment. For example, you may wish to use equipment types to group the equipment by equipment type, by type of work, or other classifications necessary for reporting purposes. For example, the Cost Type report groups equipment by type and details costs by each piece of equipment within each equipment type. Equipment types may also be used to retrieve billing and cost rates.


Setting up unit descriptions

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Scroll down to the item for which you want to add unit descriptions.

  3	Click in the Custom List column directly across from the item that will be having unit descriptions added to it.

  4	Click [Customize List]. The Custom List Setup window opens.

  5	Click [Add].

  6	Enter the name of the new unit description.

  7	Press [Enter].

  8	Repeat steps 5 and 6 until you are finished adding unit descriptions.

  9	Click [OK] to exit the Custom List Setup window and click [OK] again to exit the Custom Descriptions window.


Setting up standard cost codes

  1	From the Setup menu, select Standard Cost Codes.

  2	In the Cost Code column, enter an ID for the cost code being created.

  3	In the Description column, enter a description of the cost code.

  4	In the Rate column, enter a default rate to be associated with this cost code.

  5	If you want a formula to be associated with this cost code, enter the name in the Formula Name column. The number calculated by the formula prefills the Amount column during cost entry.

  6	Select a Unit Description for this cost code.

  7	Mark the Memo Cost column if entries for this cost code are being charged to a job or are memo cost entries for Equipment Cost only. By marking this box and charging the entry to a job, entries are sent to General Ledger and Job Cost; otherwise, no interface entries are created.

  8	Select a cost type for this cost code.

  9	Click [Save Line] to save this cost code.

10	Click [OK] to exit.

Notes

•	Create an Equipment Cost cost code structure that is meaningful for tracking information in the Equipment Cost application. The Equipment Cost cost codes are not related to and do not have to match your Job Cost cost codes.

•	If you modify an existing cost code, only new entries will reflect the change. Existing entries and totals remain unchanged.

Related Topics


Overview

The standard cost code list used in Equipment Cost works much the same as the standard cost code list in Job Cost. Grouping cost information by cost codes gives you enhanced reporting capability which allows you to subtotal information into meaningful groups. Cost codes may also be used to retrieve specific rates and account numbers when making entries using Enter Costs and Import Entries.


Setting up standard revenue codes

  1	From the Setup menu, select Standard Revenue Codes.

  2	In the Revenue Code column, enter an ID for the revenue code being created.

  3	In the Description column, enter a description of the revenue code.

  4	If you want a formula to be associated with this revenue code, enter the name in the Formula Name column. The number calculated by the formula prefills the Amount column during revenue entry.

  5	Select a Unit Description for this revenue code.

  6	Click [Save Line] to save this revenue code.

  7	Click [OK] to exit Standard Revenue Code Setup.

Notes

•	Create an Equipment Cost Revenue Code structure that is meaningful to you for tracking information in the Equipment Cost application.

•	If you modify an existing revenue code, only new entries will reflect the change. Existing entries and totals remain unchanged.

Related Topics


Overview

Grouping revenue information by revenue codes gives you enhanced reporting capability which allows you to subtotal information into meaningful groups. Also, revenue codes may be used to retrieve specific rates and account numbers when making entries using Enter Revenues and Import Entries.


Setting up miscellaneous entry codes

  1	From the Setup menu, select Misc Entry Codes.

  2	In the Misc Entry column, enter an ID of the miscellaneous item.

  3	In the Description column, enter a description of the miscellaneous item.

  4	In the Unit Description column, select from the list the description of the miscellaneous item.

  5	In the Update Method column, select from the list the method to use to update this item.

  6	Click [OK] to exit Miscellaneous Entry Code Setup.

Tip

•	During setup of miscellaneous entry codes, you have the choice of making each item an Accumulating or a Replacing entry. Choose the Update Method that is appropriate for the type of entry.

Note

•	Once a miscellaneous entry code is set up, it may be added to an entry grid using Tools, Customize Entry, Misc Entry.

Related Topics


Overview

You can use Miscellaneous Entry Codes to customize Equipment Cost to track equipment information specific to your company’s operation. These miscellaneous entries typically relate to quantity (non-dollar) items, such as number of accidents, number of tires used, miles traveled, etc.

Once the miscellaneous entry codes are created, they can be associated with specific pieces of equipment using Enter Costs, Enter Revenues, or Enter Misc Entries.


Setting up rate tables

  1	From the Setup menu, select Rate Tables. Then select either Revenue Rates or Cost Rates.

  2	Enter a revenue or cost code for this table. You can click [List] to select from a list of revenue codes or cost codes.

  3	Enter a name and description for this rate table.

  4	Select the Table Columns to be used in this table.

  5	Click [Table].

  6	Enter the information for this rate table.

  7	Click [Save] when done entering information for this rate table.

  8	Click [Close] to exit the rate table setup.

Notes

•	Rate Tables look for an exact match when pulling prefilled rates.

•	Multiple rate tables can be set up for each cost code or revenue code.

Related Topics


Overview

Using Rate Tables to predefine cost and revenue rates for equipment allows these rates to prefill when using cost and revenue entry grids.

Revenue rates can be used to track rates associated with renting equipment to outside companies or costing equipment to jobs.

Cost rates can be used to track rates associated with standard equipment costs.


Setting up account tables

  1	From the File menu, select Data Folder Settings, EQ Settings.

  2	Click [GL Entry Settings].

  3	Mark the Use account table box for each type of entry (Revenue Credit, Revenue Debit, Cost Credit, Cost Debit) you want to set up account tables for.

  4	Highlight the columns you want to use in each account table.

  5	Click [OK] to accept the changes.

  6	Click [OK] to exit EQ Settings.

  7	From the Setup menu, select Account Tables, and the type of entry you wish to make (Revenue Credit, Revenue Debit, Cost Credit or Cost Debit). Only those tables set up in steps 3 through 5 will display.

  8	Make your entries in the grid. Only the columns selected in step 5 will display in the grid.

  9	Click [Save line] to accept your entries.

10	Click [OK] to exit Account Tables.

Related Topics


Overview

Account tables allow you to define which General Ledger account numbers prefill the debit and credit account columns in entry grids. Each entry type can have its own account retrieval. For example, you can track revenue separately for each type of equipment by setting up a revenue credit account table listing General Ledger accounts by equipment type.


Changing GL accounts - Account Tables

  1	From the Setup menu, select Account Tables, and the specific table (Revenue Credit, Revenue Debit, Cost Credit, or Cost Debit). to be changed. Only those tables that have been set up using File, Data Folder Settings, EQ Settings, GL Entry Settings will appear.

  2	Make changes or additions to the items in the grid.

  3	Click [OK] to accept the changes.

  4	Click [OK] to exit Account Tables.

Related Topics


Creating cost entry views

  1	From the Tools menu, select Customize Entry, Cost Entry.

  2	Enter a view name and press [Enter].

  3	Double click on the Cost Entry Field items to include in the grid. For more information about the cost entry fields, click Related topics and select About customizable entry view.

  4	Click [Index], select Misc Entry Fields, and select any miscellaneous items to include in the grid.

  5	Click [Save] and [Close] to exit Customize Cost Entry.

Related Topics


Creating revenue entry views

  1	From the Tools menu, select Customize Entry, Revenue Entry.

  2	Enter a view name and press [Enter].

  3	Double click on the Revenue Entry Field items to include in the grid. For more information about the revenue entry fields, click Related topics and select About customizable entry view.

  4	Click [Index], select Misc Entry Fields, and select any miscellaneous items to include in the grid.

  5	Click [Save] and [Close] to exit Customize Revenue Entry.

Related Topics


Creating miscellaneous entry views

  1	From the Tools menu, select Customize Entry, Misc Entry.

  2	Enter a view name and press [Enter].

  3	Double click on the Misc Entry Field items to include in the grid.

  4	Click [Index], select Misc Entry Output Fields, and select any Display-only items to include in the grid.

  5	Click [Save] and [Close] to exit Customize Misc Entry.

Note

•	You can set up items that you want to have appear in the grid by using Setup, Misc Entry Codes.

Related Topics


Overview

With Equipment Cost, you can set up and track costs, revenue and miscellaneous entries, such as mileage, meter readings, and downtime hours. You can customize the entry views and add the items to appear in the grid.


Entering equipment costs

  1	From the Tasks menu, select Enter Costs.

  2	Select one of the entry views you set up using Customize Entry.

  3	Enter into the grid each line of cost detail.

  4	Click [Save line] or press [Enter] at the end of each grid line.

  5	Click [Finish] when finished entering costs.

  6	Select the appropriate Print Selection information.

  7	Click [Start].

Related Topics


Overview

Enter Costs is used to record non-vendor related equipment costs, such as depreciation, directly into Equipment Cost.


Entering equipment revenues

  1	From the Tasks menu, select Enter Revenues.

  2	Select one of the entry views you set up using Customize Entry.

  3	Enter into the grid each line of revenue detail.

  4	Click [Save line] or press [Enter] at the end of each grid line.

  5	Click [Finish] when done entering revenues.

  6	Select the appropriate Print Selection information.

  7	Click [Start].

Related Topics


Overview

Equipment revenue comes from two sources: External or Internal. External revenue is generated by renting out equipment. Internal revenue is generated by costing equipment to a job. Tracking equipment revenue is essential to determining the profitability of each piece of equipment.


Entering miscellaneous entries

  1	From the Tasks menu, select Misc Entries.

  2	Select one of the entry views you defined using Customize Entry.

  3	Enter into the grid each line of miscellaneous detail.

  4	Click [Save line] or press [Enter] at the end of each grid line.

  5	Click [Finish] when done entering miscellaneous entries.

  6	Select the appropriate Print Selection information.

  7	Click [Start].

Note

•	A column marked "Display" is not an entry column. Display columns let you view, but not change, the current value for the selected item.

Related Topics


Overview

Within Equipment Cost, you can define and track non-dollar items such as mileage, meter readings, and downtime hours. When setting up miscellaneous entry codes, you have the choice of having the entry be an accumulating entry or a replacing entry.

An Accumulating entry is added to earlier entries to determine a total for all entries.

A Replacing entry replaces the earlier entry with the new entry.


Importing entries

  1	Back up data files and the file to be imported.

 About?

  2	From the Tools menu, select Import Entries.

  3	Enter the name of the file to be imported.

  4	Select the default or enter the name of the file to store rejected items.

  5	Select the appropriate Print Selection information.

  6	Click [Start] to begin importing.

  7	View the Import Entries journal to verify the successful completion of the import. Any items rejected will be listed, along with the reason for their rejection.

  8	From a text editor, or the originating software, edit the rejected records to correct any formatting errors.

  9	Follow steps 2 through 7 to import the edited records. Select the original rejected records file as the name of the file to be imported. Enter a new name for the new rejected records file.

Tip

•	If the system is unable to find the import file:

  1	From the File menu, select Data Folder Settings, File Locations.

  2	Verify that the Data Folder location for the EQ Import file type matches the location of the import file. When the EQ Import location is blank, the location specified in the Imports file type is used. When both Data Folder locations are blank, the import file location defaults to the current Data folder.

  3	Ensure that the import file name has a .txt extension.

  4	Verify that you have entered the file name correctly.

Related Topics


Overview

Entries can be imported from a text file created in third-party software and formatted to match the import structure.

For example, a company may track fixed assets and depreciation using a spreadsheet application. Using the spreadsheet program, they may export the depreciation information, in a specified layout, in a text format. The depreciation cost entries can then be imported in Equipment Cost using the Import Entries option.


Posting equipment entries

  1	Back up all data files.

 About?

  2	From the Tasks menu, select Post Entries.

  3	Select the appropriate Print Selection information.

  4	Click [Start] to begin Posting.

Related Topics


Overview

Posting entries adds detail to the accumulated totals, such as cost and revenue totals. Since most reports pull data from the accumulated totals, always run Post Entries prior to printing reports. ALWAYS post entries before running Close Period or Close Month. This ensures totals include all entry detail.

Depending on your selected period size, the close period command referenced above may be named Close Day, Close Week, Close Bi-week or Close Semi-month.


Closing the Equipment Cost period

In Equipment Cost, you can track cost, revenue and miscellaneous entry totals either daily, weekly, bi-weekly or semi-monthly, depending on your selection in Period Size in EQ Settings. To close the applicable account period, refer to the appropriate topics below.

 Closing a day

 Closing a week

 Closing a bi-week

 Closing a semi-month

Note

•	Closing the Equipment Cost accounting period does NOT impact Close Month. You must run Close Month separately to close each month.


Overview

In Equipment Cost, you can track daily cost, revenue and miscellaneous entry totals. This is accomplished by selecting Daily in Period Size in EQ Settings (File, Data Folder Settings, EQ Settings). The Close Day process changes the current day-end date to the new day-end date, zeros out the day-to-date accumulations of equipment costs and revenues, and starts accumulating totals for the new day.


Closing a day

  1	Run Post Entries.

 How?

  2	Print all period-end reports.

  3	Back up your files.

 About?

  4	From the Tasks menu, select Close Day.

  5	Verify the Current Day and Next Day dates.

  6	Select the appropriate Print Selection information.

  7	Click [Start] to begin Close Day.

Note

•	Running Close Day does NOT impact Close Month. You must run Close Month separately to close each month.

Related Topics


Overview

In Equipment Cost, you can track weekly cost, revenue and miscellaneous entry totals. This is accomplished by selecting Weekly in Period Size in EQ Settings (File, Data Folder Settings, EQ Settings). The Close Week process changes the current week-end date to the new week-end date, zeros out the week-to-date accumulations of equipment costs and revenues, and starts accumulating totals for the new week.


Closing a week

  1	Run Post Entries.

 How?

  2	Print all period-end reports.

  3	Back up your files.

 About?

  4	From the Tasks menu, select Close Week.

  5	Verify the Current Week and Next Week dates.

  6	Select the appropriate Print Selection information.

  7	Click [Start] to begin Close Week.

Note

•	Running Close Week does NOT impact Close Month. You must run Close Month separately to close each month.

Related Topics


Overview

In Equipment Cost, you can track bi-weekly cost, revenue and miscellaneous entry totals. This is accomplished by selecting Bi-weekly in Period Size in EQ Settings (File, Data Folder Settings, EQ Settings). The Close Bi-week process changes the current bi-week end date to the new bi-week end date, zeros out the bi-week to-date accumulations of equipment costs and revenues, and starts accumulating totals for the new bi-week.


Closing a bi-week

  1	Run Post Entries.

 How?

  2	Print all period-end reports.

  3	Back up your files.

 About?

  4	From the Tasks menu, select Close Bi-week.

  5	Verify the Current Bi-week and Next Bi-week dates.

  6	Select the appropriate Print Selection information.

  7	Click [Start] to begin Close Bi-week.

Note

•	Running Close Bi-week does NOT impact Close Month. You must run Close Month separately to close each month.

Related Topics


Overview

In Equipment Cost, you can track semi-monthly cost, revenue and miscellaneous entry totals. This is accomplished by selecting Semi-monthly in Period Size in EQ Settings (File, Data Folder Settings, EQ Settings). The Close Semi-month process changes the current semi-month end date to the new semi-month end date, zeros out the semi-month to-date accumulations of equipment costs and revenues, and starts accumulating totals for the new semi-month.


Closing a semi-month

  1	Run Post Entries.

 How?

  2	Print all period-end reports.

  3	Back up your files.

 About?

  4	From the Tasks menu, select Close Semi-month.

  5	Verify the Current Semi-month and Next Semi-month dates.

  6	Select the appropriate Print Selection information.

  7	Click [Start] to begin Close Semi-month.

Note

•	Running Close Semi-month does NOT impact Close Month. You must run Close Month separately to close each month.

Related Topics


Closing a month

  1	Ensure all the month's activity has been entered.

  2	Run Post Entries.

 How?

  3	Print all month-end reports.

  4	Back up your files.

 About?

  5	From the Tasks menu, select Close Month.

  6	Select the method of processing if retrieving prefixes from equipment.

 About?

  7	Verify the Current Month and New Month dates.

  8	Select the appropriate Print Selection information.

  9	Click [Start] to begin Close Month.

Note

•	Running Close Month does not close any periods contained in the month. You must close the period separately if tracking by an Equipment Cost period.

Related Topics


Overview

The close month process changes the current month-end date to the new month-end date, zeros out the month-to-date accumulations of equipment cost, revenue and miscellaneous entry totals, and starts accumulating totals for the new month.


Moving transactions - New to New

  1	Back up your files.

 About?

  2	From the Tools menu, select Move Transactions, and New to New.

  3	If using named files, select the new file you are moving entries from, then select the new file you are moving entries to. If not using named files, select the destination folder of the new file you want to move entries to. This must be a different folder than your current data folder.

  4	Click [Open]. If a New file does not exist in the destination folder, click [Yes] to create a New file in the destination folder.

  5	Select the appropriate Print Selection information.

  6	Click [Start] to begin the move.

  7	Review the transfer journal to verify the correct information transferred.

Tip

•	After moving data, run Tools, File Doctor, Compact good files to free up disk space and speed up processing.

Related Topics


Moving transactions - Current to Current

  1	Back up your files.

 About?

  2	From the Tools menu, select Move Transactions, Current to Current.

  3	If using named files, select the current file you are moving entries from, then select the current file you are moving entries to. If not using named files, select the destination folder of the current file you want to move entries to. This must be a different folder than your current data folder.

  4	Click [Open]. If a Current file does not exist in the destination folder, click [Yes] to create a Current file in the destination folder.

  5	Select the appropriate Print Selection information.

  6	Click [Start] to begin the move.

  7	Review the transfer journal to verify the correct information transferred.

Tip

•	After moving data, run Tools, File Doctor, Compact good files to free up disk space and speed up processing.

Related Topics


Moving transactions - History to History

  1	Back up your files.

 About?

  2	From the Tools menu, select Move Transactions, History to History.

  3	If using named files, select the history file you are moving entries from, then select the history file you are moving entries to. If not using named files, select the destination folder of the history file you want to move entries to. This must be a different folder than your current data folder.

  4	Click [Open]. If a History file does not exist in the destination folder, Click [Yes] to create a History file destination folder.

  5	Select the appropriate Print Selection information.

  6	Click [Start] to begin the transfer.

  7	Review the transfer journal to verify the correct information transferred.

Tip

•	After moving data, run Tools, File Doctor, Compact good files to free up disk space and speed up processing.

Related Topics


Overview

Transactions are moved to keep data files small and efficient.


Moving transactions - Current to History

  1	Back up your files.

 About?

  2	From the Tools menu, select Move Transactions, Current to History.

  3	Select the appropriate Print Selection information.

  4	Click [Start] to begin the transfer.

  5	Review the transfer journal to verify the correct information transferred.

Tip

•	After moving data, run Tools, File Doctor, Compact good files to free up disk space and speed up processing.

Note

•	All current transactions will transfer to history unless you use [Conditions] or [Ranges].

Related Topics


Overview

Transactions are moved to keep data files small and efficient. Usually moving transactions from the Current file to the History file is done at year end, to archive each year's transactions. You may want to do it more frequently depending on your reporting needs and how the system's processing speed is affected as the files grow larger.


Tracking equipment location

  1	From the File menu, select Data Folder Settings, then EQ Settings.

  2	Click [Entry Settings] to open the EQ Settings - Entry Settings window.

  3	Check Last entry in the Update Location section.

  4	Click [OK] to exit Entry Settings.

  5	Click [OK] to exit EQ Settings.

Related Topics


Deleting equipment

  1	From the Setup menu, select Equipment.

  2	Enter the piece of equipment to be deleted. You can click [List] to locate the equipment.

  3	Click [Delete].

  4	When asked if you want to delete the equipment, click [Yes].

  5	Click [Close] to exit the Equipment Setup window.

Note

•	A piece of equipment cannot be deleted if it has Revenue, Cost or Misc Entry totals, or the Date sold field in the Equipment Setup > [Additional Info] >  is blank. If the original Date sold field has been deleted, it may not be possible to delete a piece of equipment that has totals.


Standard Revenue Codes (Setup Menu)

Use to create or change standard revenue codes. If you modify an existing revenue code, only new entries will reflect the change. Existing entries and totals remain unchanged.

 Window

Related Topics


Standard Revenue Code Setup window

Use to set up or modify standard revenue codes appearing in the revenue code list. If you modify an existing revenue code, only new entries will reflect the change. Existing entries and totals remain unchanged.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Revenue Code

Enter the identification number (up to 12 digits) of the standard revenue code being created.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description (up to 30 characters) for this standard revenue code. This description is required and prefills when the revenue code is used during equipment entry.


Formula Name

Enter the name of an Equipment Cost or Public formula to be used to calculate an amount for this revenue code. The number calculated by the formula prefills the Amount column during revenue entry.


Unit Description

Select the appropriate unit description from the list. Items listed under Unit Descriptions are created using File, Data Folder Settings, Custom Descriptions.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window


[Cancel line] and [Cancel]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[List]

Opens an EQ Formula window to select a formula for the revenue code you are setting up.


[Delete Line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Help]

Starts Help and displays information about this window.


Cost (Tools, Customize Entry menu)

Use to set up or modify Cost Entry grids. You may set up as many cost entry views as you need.

 Windows

Related Topics


Revenue (Tools, Customize Entry menu)

Use to set up or modify Revenue Entry grids. You may set up as many revenue entry views as you need.

 Windows

Related Topics


Misc Entry (Tools, Customize Entry menu)

Use to set up or modify Miscellaneous Entry grids. You may set up as many miscellaneous entry views as you need.

 Windows

Related Topics


Customize Entry (Tools menu)

Use to set up or modify the grids used by the entry programs.

 Windows

Related Topics


Customize Entry windows

 Cost

 Miscellaneous Entry

 Revenue


Customize Entry Cost windows

 Customize Cost Entry

 Customize Cost Entry - Options


Customize Entry Miscellaneous Entry windows

 Customize Miscellaneous Entry

 Customize Miscellaneous Entry - Options


Customize Entry Revenue windows

 Customize Revenue Entry

 Customize Revenue Entry - Options


Customize Miscellaneous Entry window

Use to set up or modify the entry grids to be used by Tasks, Misc Entries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


View

Enter a name (up to 30 characters) for the view. You can click [List] to select from a list of previously defined views.


Misc Entry Fields

Displays the description of the items listed below. Clicking this description is equivalent to clicking [Index].


Item list

Select from the list of items available for creating columns in the miscellaneous entry grid. You created the items in the list (except Meter/Odometer, which appears automatically) using Setup, Misc. Entry Codes.


Columns Selected

Displays the items selected for inclusion in the miscellaneous entry grid. If the item is followed by a (D), the value that displays in the entry grid is the month-to-date value and the item's value cannot be changed.


[Index]

Opens the Index window where you can select Misc Entry Fields or Misc Entry Output Fields.

Items listed under Misc Entry Fields display as columns in the entry grid. When displayed in the entry grid, you can enter data in these columns.

Items listed under Misc Entry Output Fields display as columns in the entry grid. The value that displays in these columns reflects the month-to-date value for the item. The value displayed cannot be changed; the value changes as the month-to-date total changes.


[Prev]

Selects the previous occurrence of the entered characters.


Find entry

Enter the name (all or part of the name) of the item for which you are searching.


[Next]

Selects the next occurrence of the entered characters.


[Find]

Allows you to enter the name (or part of the name) of the item for which you are searching.


[Order]

The order of Entry Fields cannot be changed.


[Previous]

Displays the previous miscellaneous entry view.


[Next]

Displays the next miscellaneous entry view.


[Close]

Closes this window and returns to the main Equipment Cost window.


[Save]

Saves your entries for the customized miscellaneous entry.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel]

Closes this window without accepting any of the current entries.


[Erase last]

Removes the last item listed under Columns Selected.


[Delete]

Deletes the current view.


[Options]

Opens the Customize Miscellaneous Entry - Options window where you can define the shortcut key and the journal design, and enter the text that will appear on the toolbar button.


Customize Miscellaneous Entry - Options window

Use to define the shortcut key and to enter the Journal design name and the text to appear on the shortcut button on the toolbar.

For help on an item in this window, click [image] on the window and then click the item.


Journal design

Enter the name of the report design (up to 255 characters) that will be used to print the journal entries for this view. You can also click [. . .] to access the Report Designs dialog box.


[…]

Opens the Report Design window so you can select the report to use with this program.


Tool Bar text

Enter the text (up to 8 characters) to appear on the shortcut button on the toolbar.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Customize Cost Entry window

Use to set up or modify the entry grids to be used by Tasks, Enter Costs.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


View

Enter a name (up to 30 characters) for the view. You can click [List] to select from a list of previously defined views.


Cost Entry Fields

Displays the description of the items listed below. Clicking this description is the equivalent to clicking [Index].


Item list

Select from the list of items available for creating columns in the cost entry grid.


Columns Selected

Displays the items selected for inclusion in the cost entry grid.


[Index]

Opens the Index window where you can select Cost Entry Fields or Misc Entry Fields.


[Prev]

Selects the previous occurrence of the entered characters.


Find entry

Enter the name (all or part of the name) of the item for which you are searching.


[Next]

Selects the next occurrence of the entered characters.


[Find]

Allows you to enter the name (or part of the name) of the item for which you are searching.


[Order]

The order of Entry Fields cannot be changed.


[Previous]

Displays the previous cost entry view.


[Next]

Displays the next cost entry view.


[Close]

Closes this window and returns to the main Equipment Cost window.


[Save]

Saves your entries for the customized cost entry.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel]

Closes this window without accepting any of the current entries.


[Erase last]

Removes the last item listed under Columns Selected.


[Delete]

Deletes the current view.


[Options]

Opens the Customize Cost Entry - Options window where you can enter the text that will appear on the toolbar button.


Customize Cost Entry - Options window

Use to define the shortcut key, enter the Journal design name and the text to appear on the shortcut button on the toolbar.

For help on an item in this window, click [image] on the window and then click the item.


Journal design

Enter the name of the report design (up to 255 characters) that will be used to print the journal entries for this view. You can also click [. . .] to access the Report Designs dialog box.


[…]

Opens the Report Design window so you can select the report to use with this program.


Tool Bar text

Enter the text (up to 8 characters) to appear on the shortcut button on the toolbar.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Customize Revenue Entry window

Use to set up or modify the entry grids to be used by Tasks, Enter Revenues.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


View

Enter a name (up to 30 characters) for the view. You can click [List] to select from a list of previously defined views.


Revenue Entry Fields

Displays the description of the items listed below. Clicking this description is the equivalent to clicking [Index].


Item list

Select from the list of items available for creating columns in the revenue entry grid.


Columns Selected

Displays the items selected for inclusion in the revenue entry grid.


[Index]

Opens the Index window where you can select Revenue Entry Fields or Misc Entry Fields.


[Prev]

Selects the previous occurrence of the entered characters.


Find entry

Enter the name (all or part of the name) of the item for which you are searching.


[Next]

Selects the next occurrence of the entered characters.


[Find]

Allows you to enter the name (or part of the name) of the item for which you are searching.


[Order]

The order of Entry Fields cannot be changed.


[Previous]

Displays the previous revenue entry view.


[Next]

Displays the next revenue entry view.


[Close]

Closes this window and returns to the main Equipment Cost window.


[Save]

Saves your entries for the customized revenue entry.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Cancel]

Closes this window without accepting any of the current entries.


[Erase last]

Removes the last item listed under Columns Selected.


[Delete]

Deletes the current view.


[Options]

Opens the Customize Revenue Entry - Options window where you can enter the text that will appear on the toolbar button.


Customize Revenue Entry - Options window

Use to define the shortcut key, enter the Journal design name and the text to appear on the shortcut button on the toolbar.

For help on an item in this window, click [image] on the window and then click the item.


Journal design

Enter the name of the report design (up to 255 characters) that will be used to print the journal entries for this view. You can also click [ . . .] to access the Report Designs dialog box.


[…]

Opens the Report Design window so you can select the report to use with this program.


Tool Bar text

Enter the text (up to 8 characters) to appear on the shortcut button on the toolbar.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entries (Tasks menu)

Use to enter miscellaneous information for each piece of equipment. This information is typically used to track non-dollar items. For example, miscellaneous entries might include information about number of accidents, meter readings and downtime hours.

 Window

Related Topics


Miscellaneous Entries window

Use to enter information that is not necessarily associated with any cost or revenue entries. This information is typically used to track non-dollar items. For example, miscellaneous entries might include information about number of accidents, meter readings and downtime hours.

The columns that display in the view depend on the selections made for this view using Tools, Customize Entry, Misc Entry.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Equipment

Enter the equipment ID for this miscellaneous entry. You can click [List] to select from a list of equipment.

The title of this item may be different if changed in Custom Descriptions.


Transaction Date

Enter the transaction date for this miscellaneous entry. On the first grid line, this item will prefill with the system date, but can be changed. On subsequent lines, this item prefills from above.


Accounting Date

Enter the date to use for accounting purposes for this miscellaneous entry. This date controls what accounting period the entry affects when using Post Entries in Equipment Cost. On the first grid line, this item will prefill with the system date, but can be changed. On subsequent lines, this item prefills from above.


Display column

Displays the appropriate miscellaneous entry for the selected equipment. This column reflects the month-to-date value for the selected item and cannot be changed in this grid; the value changes as the month-to-date total changes.

This column is defined using Setup, Miscellaneous Entry Codes and is selected for viewing using Tools, Customize Entry, Misc Entry.


Entry column

Enter the appropriate miscellaneous entry for this column. This column is defined using Setup, Miscellaneous Entry Codes and is selected for viewing using Tools, Customize Entry, Misc Entry.


Meter/Odometer

Enter the current meter or odometer reading (up to 7.2 digits) for the equipment. If you are entering an odometer reading, enter the entire odometer reading, not the miles of the last trip.


Equipment

Displays the description of the selected equipment.

The title of this item may be different if changed in Custom Descriptions.


[Save line]

Saves the information on the current grid line.


[Finish]

If you have not made any entries on the grid, clicking [Finish] closes this window and returns to the main Equipment Cost window.

If you have made entries on the grid, clicking [Finish] opens the Print Selection window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Batch]

Opens the Batch Information window where you can change information for the current batch.


[Help]

Starts Help and displays information about this window.


About miscellaneous entry columns

Use Customize Entry, Revenue, to set up revenue entry views that can include any of the columns you defined using the Setup, Misc Entry Codes command.

Miscellaneous entry information is typically used to track non-dollar items, such as number of accidents, meter readings and downtime hours.


Import Entries (Tools menu)

Use to import entries from other applications that do not create Equipment Cost entries directly. Entries must be imported as comma delimited text files (e.g., ASCII files that can be accessed using text editors or word processors). The text files are created in the originating applications.

 Window

Note

The Equipment Cost Master file is not automatically updated. Post Entries must be run to update the imported entries.

To verify that records from other applications are set up to import properly, click Related topics to view the import record layouts.

Related Topics


Import Entries - Print Selection window

Use to specify the name of the file to be imported, along with the name of the rejected records text file. The rejected records text file accumulates any records that are rejected during the import process.

Select the printer or print file destination for the Import Entries journal.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Import file

Enter the name of the file from which to import data.


Rejected records file

Enter the name of the rejected records text file.


[…]

Opens the EQT Import File window where you can search for the import file name.


[…]

Opens the Rejected Records File window where you can search for the rejected records file name.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Miscellaneous Entry Codes (Setup menu)

Use to set up or modify miscellaneous entry codes.

 Window

Related Topics


Miscellaneous Entry Code Setup window

Use to set up or modify miscellaneous entry codes. If you change information on a miscellaneous entry code, only new entries will reflect the change. Existing entries and totals remain unchanged.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Miscellaneous Entry

Enter the ID (up to 10 digits) of the miscellaneous entry code being created

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a description (up to 30 characters) of the miscellaneous entry code. This description is required.


Unit Description

Select the appropriate unit description from the list. Items listed under Unit Descriptions are created using File, Data Folder Settings, Custom Descriptions.


Update Method

Select how units entered in Miscellaneous Entries are applied to the totals in the Equipment Setup - Misc Entries window.

Accumulate -- Adds the unit entry to the previous unit total to provide a running total.

Replace -- Overwrites the previous value in unit total.


[Save line] and [OK]

If [Save line], saves the information on the current grid line.

If [OK], accepts your current entries and closes this window.


[Cancel] and [Cancel line]

If [Cancel], closes this window without accepting any of the current entries.

If [Cancel line], cancels your entries on the current grid line.


[Attachments]

Opens an Attachments window to add, change, view, and deleted attached notes and files.


[Delete line]

Deletes the information on the current grid line.


[Autoset]

Marks the active column with an asterisk, indicating that the column prefills with the previous column entry when a new line begins.


[Help]

Starts Help and displays information about this window.


Add New Job window

Use to add a new Job to the Job Cost master file without having to open Job Cost.

For help on an item in this window, click [image] on the window and then click the item.


Job

Displays the Job ID entered in the grid.


Description

Enter a description (up to 30 characters) for the Job.


Address line 1

Enter the first line of address information.


Address line 2

Enter the second  line of address information.


City

Enter the city for the address.


State

Enter the state for the address.


ZIP

Enter the Zip Code for the address.


Site phone #

Enter the phone number for the job site.


Fax phone #

Enter the fax number for the job site.


Misc phone #

Enter an additional phone number for the job site.


Cost account group

The selection indicates the cost account group associated with this job. For example, your company might be involved in new construction (Group A), rehab (Group B), and tenant improvement (Group C). You can debit the applicable GL account for costs depending on the type of job. When a category or cost code is set up for this job, the Cost account group for this job is checked to determine which one of the three accounts (A, B, or C) is to be assigned to the new category or cost code. The account in the corresponding line of the standard category or standard cost code then prefills the Cost account in the new category or cost code.


Project manager

Enter the name of the project manager for this job.


Misc title 1

Enter up to 30 characters of information. This field is for reporting only.


Misc title 2

Enter up to 30 characters of information. This field is for reporting only.


Misc title 3

Enter up to 30 characters of information. This field is for reporting only.


Misc title 4

Enter up to 30 characters of information. This field is for reporting only.


Cost account prefix

Enter the General Ledger prefix to be appended to a base account, thus forming the full account assigned to cost entries made for this job. The base accounts are retrieved from this job's cost codes, categories, or default, depending on the setting of the Retrieval method in the GL Entry Settings window.

Click [List] to display available General Ledger prefixes.


Cost account

Enter the General Ledger account that will prefill the debit column on any Job Cost grid line that prompts for a cost account.


User def key 1

Enter an alphanumeric sort key (up to 30 characters) that will allow you to inquire and report on jobs in a different order than by Job ID. For example, you might want to enter the foreman's name in this field. This would allow a report of jobs by foreman.

Because this is a "key" field, it allows the reporting to begin immediately without first requiring time to sort the information.

This item's title can be changed in the Custom Descriptions window.


User def key 2

This is the second user-definable key that will allow you to inquire and report on jobs in a different order than by Job ID. Enter an alphanumeric sort key of up to 30 characters. For example, you might want to reserve User def key 1 for the foreman's ID and use this key for the ID of the bank carrying the loan.

This item's title can be changed in the Custom Descriptions window.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[List]

Displays a list you can select from for the current item in this window.


Quick-adding jobs

  1	When using Enter Costs or Enter Revenues, enter the Job ID you want to add in the Job column.

  2	When asked if you want to add the job, click [Yes].

  3	Enter applicable Job information.

  4	Click [OK] and continue entering the Cost or Revenue information as applicable.

  5	After completing your entries, select Jobs from Job Cost Setup to finish setting up the job you quick-added in Equipment Cost.


Add New Cost Code window

Use to add a new Job Cost cost code to the Job Cost master file without having to open Job Cost.

For help on an item in this window, click [image] on the window and then click the item.


Cost code

Displays the Cost code ID entered in the entry grid.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a description (up to 30 characters) for the Cost code.


Production unit description

Enter a description for the production units associated with this cost code.


Cost account

This item prefills with the account from the applicable group in the standard cost code. The account in this item then prefills the debit account column on entry grids that prompt for a cost account. When you click [List], the available General Ledger accounts display only their base accounts if you are retrieving prefixes from the job; otherwise the full account displays.


Cost unit description

Enter the description (up to six characters) for one cost unit, if you are tracking units for this cost code. This item prefills with the cost unit description from the standard cost code.


Cost type

If there is a standard cost code for this cost code, the option marked in this group defaults to the standard cost code option. Unless you are an unlimited operator and are auditing setup activity, you cannot change the selection after amounts or units have been posted to this cost code.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


Quick-adding Job Cost cost codes

  1	When using Enter Costs or Enter Revenues, enter the Cost Code you want to add in the JC Cost Code column (when entering costs) or the Cost Code column (when entering revenues).

  2	When asked if you want to add the Cost Code, click [Yes].

  3	Enter the applicable Cost Code information.

  4	Click [OK] and continue entering your cost or revenue entries as applicable.

  5	After completing your entries, select Cost Codes from Job Cost Setup to finish setting up the Job Cost cost code you quick-added in Equipment Cost.


Add Extra window

Use to add a new Extra to the Job Cost master file without having to open Job Cost.

For help on an item in this window, click [image] on the window and then click the item.


Extra

Displays the Extra ID entered in the entry grid.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter a description (up to 30 characters) for the Extra.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Quick-adding extras

  1	When using Enter Costs or Enter Revenues, enter the Extra you want to add in the Extra column.

  2	When asked if you want to add the Extra, click [Yes].

  3	Enter the applicable Extra information.

  4	Click [OK] and continue entering your cost or revenue entries as applicable.

  5	After completing your entries, select Extras from Job Cost Setup to finish setting up the extra you quick-added in Equipment Cost. Extras are only tracked in Job Cost if Tracking Extras is marked in JC Settings.


Overview

Job Cost Jobs, Cost Codes and Extras can be quick-added from Equipment Cost during Enter Costs and Enter Revenues. By quick-adding these items, you can finish Cost and Revenue entry before starting Job Cost. The items that are quick-added in Equipment Cost are only partially added, so be sure to use Job Cost to complete setting up the information you quick-added in Equipment Cost.


About retrieving prefixes from equipment

If, within the same Data Folder, you are tracking equipment owned by different companies, divisions, etc., you must mark the Retrieve prefix from equipment box in EQ Settings in order to retrieve those prefixes from the equipment. To enable the Retrieve prefix from equipment box, you need to activate the General Ledger interface in Post & Interface settings.

If the Retrieve prefix from equipment box is marked, Equipment Cost looks first to the Equipment record to retrieve the prefix. Then, if no prefix is found, the prefix is retrieved from the default prefix entered in EQ Settings. Prefixes are assigned to each piece of equipment using Setup, Equipment.

If the Retrieve prefix from equipment box is not marked, the default prefix entered in EQ Settings represents the owner of all of the equipment within the same data folder.

For more information on how accounts prefill in Equipment cost, click Related topics and select About account retrieval.

Related Topics


About the default prefix

The function of the default prefix entered in EQ Settings is twofold depending on whether or not you mark the Retrieve prefix from equipment box in EQ Settings. If you mark the Retrieve prefix from equipment box, the system first looks to the Equipment record for the prefix. If none is found, the default prefix combines with the base accounts entered in EQ Settings, GL Entry Settings, and prefills the Debit Account and Credit Account columns of entry programs. Those prefills can be overridden.

If you do not mark the Retrieve prefix from equipment box in EQ Settings, the default prefix is the prefix representing the company, division, etc., that owns all of the equipment within the current data folder. In this instance, the default prefix must be used when entering the revenue credit account and the cost debit account in GL Entry Settings.

For more information on how accounts prefill in Equipment cost, click Related topics and select About account retrieval.

Related Topics


About the default account

A default account is established for each revenue debit, revenue credit, cost debit and cost credit account related to Equipment Cost entries. The accounts may be modified to match changes made to the General Ledger account format. If you are using account tables for account retrieval, the system retrieves account information from the account tables before looking to the default account.

For more information on how accounts prefill in Equipment cost, click Related topics and select About account retrieval.

Related Topics


About entries from Payroll

If you have the Payroll application, an interface is available which allows cost, revenue, miscellaneous, and meter entries to be created for Equipment Cost via Payroll. For example, if an employee operates a piece of equipment for 8 hours, you could enter equipment revenue information when entering earnings for the employee in Payroll. If an employee maintains or repairs equipment, you could enter cost information for that piece of equipment.

In order for Payroll to create entries for Equipment Cost, the Equipment Cost interface must be activated, and the Create Entries box must be marked, in Payroll.


About entries from Accounts Payable

If you have the Accounts Payable application, an interface is available which allows expense entries to be created for Equipment Cost via Accounts Payable. For example, if an invoice for equipment maintenance is received in Accounts Payable, you could enter the cost information for that piece of equipment when entering the invoice. Equipment Cost entries can also be created using Enter Manual Checks in Accounts Payable.

In order for Accounts Payable to create expense entries for Equipment Cost, the Equipment Cost interface must be activated, and the Create Entries box must be marked, in Accounts Payable.


About the Billing interface

If you have the Billing application, a Billing interface is available that allows you to create revenue and cost entries for Billing any time you create Job Cost entries from Equipment Cost. Job Cost entries are created for all revenue and cost entries where the entries include a job, extra, cost code and category. Cost entries are only created for Billing when the entry is designated as a memo cost entry.

The Job Cost interface must also be activated when creating entries for Billing. In addition to creating entries for Billing and Job Cost, if interfacing and creating entries for General Ledger, entries are created for each appropriate application when Equipment Cost entries are posted.

The interface to Billing is set up in EQ Settings, Post & Interface Settings, if applicable. When setting up the interface, you also have the option of creating the entries to Billing.

Setting up the interface to Billing is optional.

Related Topics


About the General Ledger interface

The General Ledger interface allows you to create cost and revenue entries for General Ledger. In addition, if interfacing and creating entries for Job Cost or Billing, entries are created for each appropriate application when Equipment Cost entries are posted.

The interface to General Ledger is set up in EQ Settings, Post & Interface Settings. After setting up the General Ledger interface, the GL Entry settings window in EQ Settings is enabled. Default General Ledger accounts and other entry options are set up in this window.

Setting up the interface to General Ledger is optional.


About the Job Cost interface

If you have the Job Cost application, an interface is available which allows you to create entries for Job Cost when costs associated with a piece of equipment are associated with a job. For example, if a piece of equipment is used 8 hours on a job, you can enter the appropriate job information when entering the information in Equipment Cost. Job Cost entries are created for all revenue and cost entries where the entries include a job, extra, cost code and category.

In addition to creating entries for Job Cost, if interfacing and creating entries for General Ledger or Billing, entries are created for each appropriate application when Equipment Cost entries are posted. The interface to Job cost is set up in EQ Settings, Post & Interface Settings, if applicable. When setting up the interface, you also have the option of creating the applicable entries to Job Cost.

Setting up the interface to Job Cost is optional.


About equipment types

Equipment types are used to group similar pieces of equipment in Equipment Cost. For example, "Truck" might serve as an equipment type for all trucks, or "Backhoe" might serve as an equipment type for all backhoes, regardless of brand. Using equipment types to group equipment also provides enhanced reporting capability in Equipment Cost. For example, the Cost Type report groups equipment by type, and it also details the costs for each piece of equipment within each equipment type.

Equipment types may also be used to retrieve billing and cost rates. For example, you can track revenue separately for each type of equipment by setting up a revenue credit account table listing General Ledger accounts by equipment type.

Related Topics


About historical totals

The Historical totals option allows you to take a snap shot of the Equipment Cost master file totals each time a new period (i.e., day, week, etc.), month or year is started. These totals are tracked in Equipment Cost if you selected to do so in EQ Settings. Historical totals are typically used for trend analysis in reports.

This historical information is stored for each cost code, revenue code, miscellaneous entry code, and/or meter reading associated with each piece of equipment. For example, if in EQ Settings the month box associated with cost is checked, the system automatically creates a cost code history totals record for each cost code record within each piece of equipment.

Period information (i.e., day, week, etc.) is created during the Close Period command. This command will be called Close day, Close week, etc., depending on the period size selected. Month information is created during the Close Month command and year information is created during the Close Month command at the end of your company's fiscal year.


About account tables

Account tables enable you to define which General Ledger account numbers prefill the debit and credit account columns in entry grids. To use account tables you must mark the Use account table box in EQ Settings, GL Entry Settings, for each account using account tables. GL Entry Settings are only accessible if the General Ledger interface is activated in Post & Interface Settings.

Account tables affect how accounts prefill in Equipment Cost. Each entry type (debit or credit) can have its own account retrieval. For example, you can track revenue separately for each type of equipment by setting up a revenue credit account table listing General Ledger accounts by equipment.

If you are using account tables, the system looks to the account tables before using the default account set up in EQ Settings.

For more information on how accounts prefill in Equipment cost, click Related topics and select About account retrieval.

Related Topics


About rate tables

Rate tables in Equipment Cost provide the flexibility needed to establish as many different rates as needed, when they are needed. For example, cost rates entered can be used to track rates associated with standard equipment costs, such as transmission repair and new tires; Revenue rates entered can be used to track rates associated with renting equipment to outside companies. Because equipment rental rates are often negotiated at the inception of the job, you might need to establish rates by customer, customer/job, customer/type of equipment, etc., depending on the job being negotiated.

The cost and revenue rates are set up and modified using the Setup, Rate Tables command, and then selecting either Revenue Rates or Cost Rates as applicable. These commands enable you to modify existing rates and set up new rates as needed. The rates set up in these tables are then used to prefill rates when entering equipment revenues and costs.

Related Topics


About account retrieval

Accounts prefill in Equipment Cost based on a number of factors. For example, you may select to use the Job Cost account by marking the Use JC cost account box in EQ Settings, GL Entry Settings. This box is located under the Revenue Debit account and the Cost Debit account sections. How (and from where) the account is retrieved is further dependent on whether or not account tables are being used, and if prefixes are being retrieved from equipment.

 If an account table has been set up

 If an account table has not been set up

 If retrieving prefixes from equipment


Account retrieval when an account table has been set up

The following hierarchy is used to retrieve accounts when a corresponding account table has been set up. The first match is used.

Order	Equipment Type	Equipment	Code
1	See Note 1
2	X	X	X
3		X	X
4	X		X
5	X	X
6		X
7	X
8			X
9	See Note 2
Note 1

•	If retrieving a revenue debit or cost debit account, and Job Cost information is entered, and Use JC Cost account is checked, the Job Cost cost account is retrieved first. The credit accounts are not affected by this step.

Note 2

•	If an account is not found in steps 1 through 8, the default account set up in EQ Settings is used.


Account retrieval when no account table has been set up

The following hierarchy is used to retrieve accounts when a corresponding account table has NOT been set up. The first match is used.

Order	Retrieved from
1	If retrieving a debit account, and JC information is entered, and Use JC Cost account is checked, the Job Cost cost account is retrieved
2	Use default account set up in EQ Settings.


Account retrieval when retrieving prefixes from equipment

If retrieving prefixes from equipment the account is built using the following hierarchy. This is used whether or not an account table has been defined.

Order	Prefix	Base
1	Retrieve from equipment	Retrieve from table or from EQ Settings
2	Retrieve from EQ Settings	Retrieve from table or from EQ Settings


About memo costs

Selecting the Memo Cost option when you set up the standard cost code or the equipment cost code activates the memo cost designation.   If you set up a cost code as a memo cost, you can make entries in Equipment Cost (EQ) and not send them to Job Cost (JC) or General Ledger (GL).

You can create a memo cost entry whether or not the cost is charged to a job. You can use memo costs as a means to track a cost incurred on a piece of equipment in EQ and for reporting purposes.

If you select Memo Cost on the EQ cost code for a particular piece of equipment and you charge the cost to a job, the entry is sent to both GL and JC. However, if you don’t charge the memo cost entry to a job, no entries are made to interfacing applications.

For example:

•	If you send a piece of equipment to a job site and it subsequently requires repair, you can charge the cost to a job. In the cost entry grid, enter the appropriate equipment ID and a cost code designated as a memo cost. Then enter the job information. This sends the entries to Job Cost and GL and creates a memo cost entry in EQ.

•	If you rent a piece of equipment to a third party and it subsequently requires some type of repair, the third party pays for the expense. You can still make the entry in Equipment Cost. Enter the appropriate equipment ID and a cost code designated as a memo cost. This creates a memo cost entry in EQ but sends no entries to GL.

The table below illustrates the criteria for equipment cost entries to GL, JC, and EQ.

EQ cost code	Memo cost	JC job	JC cost code	GL Entry	JC Entry	EQ Entry
X	X	X	X	YES	YES	YES
X	X			NO	NO	YES
X		X		YES	NO	YES
X				YES	NO	YES
Notes

•	If you designate a standard cost code as a memo cost, it retains memo cost status when you add the cost code to a piece of equipment.

•	If the standard cost code is not designated as a memo cost when you add the cost code to a piece of equipment, you can designate it as a memo cost on individual equipment records (Setup > Equipment > [Cost codes]). You can select or clear the Memo Cost check box at any time.

•	Entries are sent to interfacing applications only if you have activated the appropriate interfaces and you select Create Entries in EQ Settings > [Post & Interface Settings].

Related Topics


About Import entries

Entries can be imported from other applications that do not create Equipment Cost entries directly. Entries must be imported as comma delimited text files (e.g., ASCII files that can be accessed using text editors or word processors). The text files are created in the originating applications. Entries are imported into Equipment Cost using the Import Entries command from the Tools menu.

 About import field types

 About import record formats

 How import records are checked


About equipment

Each piece of equipment must be set up individually in order to track equipment revenue, costs, miscellaneous entries, meter/odometer readings and other custom information needed to determine equipment profitability and usage percentages. Equipment is set up and modified using the Equipment command from the Setup menu.

Related Topics


About customizable entry views

In Equipment Cost, you can customize your Cost, Revenue and Miscellaneous entry grids to look just like the forms you use to track that information. This helps make data entry easier and more efficient. For example, to track costs, you may have one form for miscellaneous costs and another for standard costs; to track revenues, you may have one form for external revenues and another for internal revenues; and, to track miscellaneous entries, you may have one form that tracks meter readings and another that tracks weekly equipment information. In this instance, you could set up six different customized entry views.

Entry views are set up and modified using the Customize Entry command from the Tools menu. Some predefined views are set up for you when you install Equipment Cost. You can use these views, change them, or create new ones using the Customize Entry command.

You can create as many views as you need.

Click here [image] for information about cost entry columns.

Click here [image] for information about revenue entry columns,

Click here [image] for information about miscellaneous entry columns.

Related Topics


About revenue codes

Equipment Cost revenue information can be grouped together using revenue codes. Grouping this information allows you to subtotal information into meaningful groups, which gives enhanced reporting capability. For example, you may want to track daily, hourly and weekly revenue. To do so, you could set up a different revenue code for each. Revenue codes are set up in Equipment Cost using the Setup, Standard Revenue Codes command.

The revenue codes you set up may also be used to retrieve specific rates and account numbers when making entries using Enter Revenues and Import Entries.

Related Topics


About cost codes

The standard cost code list used in Equipment Cost works much the same as the standard cost code list in Job Cost. Grouping cost information by cost codes allows you to subtotal information into meaningful groups, which gives you enhanced reporting capability. For example, you may want to track costs by major areas such as maintenance-labor and maintenance-parts. To do so, you could set up a different cost code for each. Cost codes are set up using the Setup, Standard Cost Codes command.

The cost codes may also be used to retrieve specific rates and account numbers when making entries using Enter Costs and Import Entries.

Tip

•	Create an Equipment Cost cost code structure that is meaningful for tracking information in the Equipment Cost application. The Equipment Cost cost codes are not related to, and do not have to match, your Job Cost cost codes.

Related Topics


About miscellaneous entry codes

You can use Miscellaneous Entry Codes to customize Equipment Cost and track equipment information specific to your company’s operation. These miscellaneous entries typically relate to quantity (non-dollar) items, such as number of accidents, number of tires used, miles traveled, etc.

Once the miscellaneous entry codes are created using Setup, Misc Entry Codes, they can be associated with specific pieces of equipment using Enter Costs, Enter Revenues, or Enter Misc Entries.

Related Topics


About using the lookup function to retrieve a rate in Equipment Cost

The syntax of the LOOKUP function in Equipment Cost is different because Equipment Cost stores an asterisk in all blank key values. For example, if you have a rate table that has Equipment, Job and Employee columns, and you only enter Equipment and Job information, an asterisk is stored for Employee. As a result, if you are searching a rate table in a formula, the LOOKUP function used in that formula must be similar to the example below:

LOOKUP ([Rate], "4", "Monthly" , JOIN (If ([Equipment] <> " ", [Equipment], " "), If ([Job] <> " ", [Job], " "))

In the above function, [Rate] is the field you want to retrieve, 4 is the revenue code that the rate table is associated with, and Monthly is the name of the rate table to search. [Equipment] and [Job] in the JOIN statement represent the columns of the rate table. The values you have in your JOIN statement will differ depending on the columns in your rate table.

Related Topics


About tracking equipment location

To keep track of your equipment, it is often necessary to know where your equipment is, as well as who used it last. For example, you may need a backhoe right away and need to know all of the jobs at which your backhoes are currently located; or, you may have a damaged tractor and need to know the name of the employee who used it last. All of this information can be easily tracked in Equipment Cost.

Equipment Cost tracks equipment location based on the selection made in Update Location in EQ Settings, Entry Settings. If you select Last entry, three location fields (Job, Employee and Location) are updated on the equipment record when revenue entries (entered in Equipment Cost or received from Payroll) and cost entries (entered in Equipment Cost) are posted. During Post Entries, the information is updated as follows:

•	If the cost or revenue entry transaction date is more recent than the Last update value on the equipment record, the location information on the equipment record is updated. The Job and Employee fields on the equipment record are updated using the Job and Employee fields from the entry; the Location field is updated using the Current Location field from the entry.

•	If the cost or revenue entry transaction date is less than the Last update value on the equipment record, the location information on the equipment record remains unchanged.

Equipment location information can be viewed on the Usage tab of each piece of equipment by using the Setup, Equipment command. In addition, location information can be printed using the Equipment by Location report. This report uses the Job field on the equipment record to report on equipment location, but can be modified to use one of the other two fields. For more information, please refer to the design notes on the Equipment by Location report in the Report Designer application.

Related Topics


About entering costs

Costs are entered in Equipment Costs by completing a three-step process as shown below. The cost information entered in Equipment Cost can also be sent to General Ledger, Job Cost and Billing if the interfaces are set up in EQ Settings, Post & Interface Settings. Cost entries are only created for Billing when the entry is designated as a memo cost entry. In order to send entries to interfacing applications, you must select the Create Entries option when setting up the interface.

 Setting up standard cost codes

 Creating cost entry views

 Entering costs

Tip

•	Some predefined views are set up for you when you install Equipment Cost. You can use these views, change them, or create new ones. You can set up as many cost entry views as you need.


About entering revenues

Revenues are entered in Equipment Cost by completing a three-step process as shown below. The revenue information you enter can also be sent to General Ledger, Job Cost and Billing, if the interfaces are set up in EQ Settings, Post & Interface Settings. In order to send entries to interfacing applications, you must select the Create Entries option when setting up the interface.

 Setting up standard revenue codes

 Creating revenue entry views

 Entering revenues

Tip

•	Some predefined views are set up for you when you install Equipment Cost. You can use these views, change them, or create new ones. You can set up as many revenue entry views as you need.


About entering miscellaneous entries

Miscellaneous entries are entered in Equipment Cost by completing a three-step process as shown below. Miscellaneous entries are typically used to track non-dollar items, such as number of accidents, meter readings and downtime hours.

 Set up miscellaneous entry codes

 Create miscellaneous entry views

 Enter miscellaneous entries

Tip

•	Some predefined views are set up for you when you install Equipment Cost. You can use these views, change them, or create new ones. You can set up as many miscellaneous entry views as you need.


About intercompany entries

When entries are posted in Equipment Cost, the debit and credit account prefixes of each transaction are compared. If the transaction's debit account prefix differs from the credit account prefix at the balance sheet level as defined in General Ledger, intercompany entries will be created. Refer to the General Ledger topic "prefixes, about the balance sheet level" for more information about defining the balance sheet level.

To create the intercompany credit account, the prefix on the original transacton debit account is combined with the Intercompany payable base account stored on the GL prefix record of the original credit account. The intercompany debit account is created by combining the prefix on the original transaction credit account and the Intercompany receivable base account retrieved from the GL prefix record of the original debit account. Refer to the General Ledger topic "prefix a, setting up" for more information about setting up and storing intercompany accounts on prefix records.

Examples:

 Prefix A-Base

 Prefix A-B-Base, balance sheet level at Prefix A

 Prefix A-B-Base, balance sheet level at Prefix B

Notes

•	If intercompany base accounts are not found on the GL prefix record(s), the Intercompany payable and Intercompany receivable accounts stored in the Entry Settings window (File, Data Folder Settings, EQ Settings) will be combined with the prefixes, as described above, to create full accounts.

•	The ability to store intercompany base accounts on the GL prefix record allows you to track intercompany balances between multiple entities in separate accounts. Keep in mind that a company's prefix record can store only one intercompany payable base account and one intercompany recievable base account.  Therefore, these same base accounts must exist in the chart of accounts of any other company that uses them for intercompany entries.


Intercompany entries example: Prefix A-Base

In Equipment Cost, a cost credit account of 10-1601 is used for parts inventory. The Intercompany payable base account for Prefix 10 is 2110.  The Intercompany receivable base account for Prefix 22 is 1122. The following entries would be created with a cost entry for parts to Prefix 22:

Account	Debit	Credit	Notes
22-5004	250.00		Original debit entry to cost of sales account
10-1601		250.00	Original credit entry to parts inventory account
10-1122	250.00		I/C receivable base account from Prefix 22
22-2110		250.00	I/C payable base account from Preifx 10


Intercompany entries example: Prefix A-B-Base, balance sheet level at Prefix A

In Equipment Cost, a cost credit account of 10-00-1601 is used for parts inventory and the Intercompany payable base account stored on Prefix 10 is 2110.  The Intercompany receivable base account stored on Prefix 22 is1122. The following entries would be created with cost entries for parts to Prefixes 10-01 and 22-01:

Example 1:

Account	Debit	Credit	Notes
10-01-5004	250.00		Original debit entry to cost of sales account
10-00-1601		250.00	Original credit entry to parts inventory account
Intercompany entries not created because Prefix A (balance sheet level) is the same for both entries.

Example 2:

Account	Debit	Credit	Notes
22-01-5004	250.00		Original debit entry to cost of sales account
10-00-1601		250.00	Original credit entry to parts inventory account
10-00-1122	250.00		I/C receivable base account from Prefix 22
22-00-2110		250.00	I/C payable base account from Prefix 10


Intercompany entries example: Prefix A-B-Base, balance sheet level at Prefix B

In Equipment Cost, a cost credit account of 10-01-1601 is used for parts inventory and the Intercompany payable base account stored on Prefix 10-01 is 2101.  The Intercompany receivable base account(s) stored on Prefix 10-20 is 1120 and Prefix 22-01 is 1122. The following entries would be created with cost entries for parts to Prefixes 10-20 and 22-01:

Example 1:

Account	Debit	Credit	Notes
10-20-5004	250.00		Original debit entry to cost of sales account
10-01-1601		250.00	Original credit entry to parts inventory account
10-01-1120	250.00		I/C receivable base account from Prefix 10-20
10-20-2101		250.00	I/C payable base account from Prefix 10-01

Example 2:

Account	Debit	Credit	Notes
22-01-5004	250.00		Original debit entry to cost of sales account
10-01-1601		250.00	Original credit entry to parts inventory account
10-01-1122	250.00		I/C receivable base account from Prefix 22-01
22-01-2101		250.00	I/C payable base account from Prefix 10-01


Accounting date is beyond <period> EQ
Accounting date is beyond <period>

When you have a rejected entry on your posting journal that indicated the Accounting date is beyond a period, it is referring to the period in Equipment Cost. The accounting date for cost, revenue, and miscellaneous entries and whether you are using periods determines how and when these Equipment Cost entries can be posted to the Equipment Cost Master file (EQM).

If you are using periods, the accounting date for entries must match the current period ending date (daily, weekly, bi-weekly, or semi-monthly) or be within one period in the future. Entries with future accounting dates beyond the next period will be rejected. However, these entries remain in the new transaction file (NEW.EQT). After the current period is closed in Equipment Cost, these entries can be posted to the Master file (EQM) using Post Entries (Tasks menu).

If you are not using periods, an entry can be rejected if the month and year portion of the accounting date is for a month beyond next month in Equipment Cost. However, it does remain in the NEW.EQT file. After you close the current month in Equipment Cost, this entry is available to be posted. You can use the Post Entries command in Equipment Cost to post it to the Master file.

To post the entry, you must close the current period or month in Equipment Cost. Follow your company’s procedures to determine at what point you can close the current period or month, then post the entry.


EQT write failed EQ
EQT write failed

If you completed the posting process and an entry is rejected due to “EQT write failed,” contact Timberline Software Support at 1-800-551-8307.


EQT delete failed EQ
EQT delete failed

If you completed the posting process and an entry is rejected due to “EQT delete failed,” contact Timberline Software Support at 1-800-551-8307.


Post command

The Post command is used to post entries in the New file to the updating totals in the Master file. This command takes each entry’s amount and units (if any) and applies them to the appropriate job, employee, general ledger account, vendor, etc. in the Master file. Posted entries are then transferred to the Current file.

If an application is interfacing with and creating entries for another application, the Post command creates those entries during the post process. If you also selected Automatic in the Post and Interface Settings window, the interfacing application posting is done after the original application’s posting. For example, if Accounts Payable is interfacing with Job Cost and General Ledger and the posting settings are set to automatic for the interfacing applications, once the Post command is complete in Accounts Payable, the system runs the Post command for both Job Cost and General Ledger. Therefore, when you review your posting journals, the posting results for the original application and the interfacing applications are listed.

Related Topics


Rejected entry during posting

This troubleshooter helps you identify why entries were rejected during posting and provides detailed instructions on how and when you can post them successfully.

There are many reasons an entry or check could be rejected when posting. When posting entries, the system is verifying that each entry meets the requirements for the current status of the Master files. For example, the system verifies the entry is for a period that is available to post to in the Master file. The rejected entry or check remains in the New file until the reason for rejection has been resolved. Once the reason for rejection has been resolved, you can post the entry in the appropriate application.

When you review your posting journals, you are informed of rejected entries for the original application or any interfacing applications.

Click the rejection message you received:

 Accounting date is beyond next month

 EQT write failed

 EQT delete failed


Batch Information window for Equipment Cost
Batch Information window

Use in Equipment Cost to enter batch information before making cost, revenue, and miscellaneous entries. You can enter the batch number, description, date, the number of entries, and the total amount of the entries.

This window only opens in Equipment Cost when using Enter Costs, Enter Revenue, and Miscellaneous Entries if you have selected to use batches in the Data Folder Settings window, and if you selected to use batch control totals for Equipment Cost in the Batch Control Totals window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Batch

Enter a batch ID to use when tracking this batch. If you accessed the Batch Information window by clicking [Batch] during an entry session, this item cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter or change the description for this batch.


Date

Accept the prefilled date or enter a new date for this batch. This item prefills with the current date when you enter a batch number or click [Default].


Number of entries

Enter or change the number of entries that must be made for this batch during one or more entry sessions. If this total number of entries does not match the actual number of entries for the batch during one or more entry sessions, the entries cannot be posted.


Total amount

Enter the total amount that must be entered for this batch during one or more entry sessions. If this total amount does not match the actual amount entered for the batch during one or more entry sessions, the entries cannot be posted.


Remaining entries

Displays the remaining number of entries that must be entered for this batch during one or more entry sessions before the entries can be posted.


Remaining amount

Displays the remaining amount that must be entered for this batch during one or more entry sessions before the entries can be posted.


[OK]

Accepts the current entries, closes this window, and continues with the entry session.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of batches that you can select from. Only batches entered for this task that have not been posted display in the list.


[Default]

Enters a batch number in Batch and enters the current date in Date. The assigned batch number is the next sequential number after the last batch number used by the system.


[Help]

Starts Help and displays information about this window.