We use the job cost module, and the majority of our jobs are percentage of completion basis. We run all of our job-related items through the job cost module, including our wages and sub-contractor invoices. As some of the subcontractors do not have WCB coverage of their own, we are required to remit on their behalf. How do I get these figures from the modules now? Payroll is easy, as we use Paymate and can get a report from there. But it's the sub-contractor figures that are difficult to find.

Prior to running the Job Cost module, these invoices were entered in Payables and expended to a "subcontract labour" G/L account, so I was able to run a GL report to find the required amounts. Now that it goes through JC, it flows through to a WIP account and then to the expense account based on % complete or when the job closes. This doesn't work for the WCB remittance as they need to know 100% of what the invoice was. Also, once they hit the expense account only the Job number is listed--nowhere does the vendor code or name show up.

I have set up these subcontractors in their own report group and was able to print the report showing all the invoices charged, but these amounts contain the taxes and any materials that they may have charged to us (and I just need the labour portion). So then I had to back-track to the purchase order module or even to hard copy in order to find the correct amounts to report on our WCB remittance.

Has anyone else faced this or a similar situation when using the Job Cost module? Any insight on how to make this work better would be greatly appreciated.

Hello Sonia,

Is Phase Category Cost Tracking turned on for the Jobs?

Do you have a Cost type set up for Labor?

If you do, you should be able to print the Job Status report to see the details/totals for the job.

Phase Category Cost Tracking is only turned on for some of the jobs (we were having other issues with that).
Yes, there is a labour cost type for every job.

So, you are saying that I need to print a Job Status report for every job we have in a reporting period in order to determine what subcontract labour was billed to us? We had 667 jobs last year. Even if only a quarter of those were active in a 3-month period, that's way too many reports to print to determine subcontract labour amounts. Is there any other way?

Hello Sonia,

If the transactions can be isolated on the Job Status report then you can use a reporting tool such as GridView or Crystal Reports for Adagio to report on them.

That may be a partial solution to my problem. Will this be able to give me the vendor invoice numbers and invoice dates as well?

Also, what if we were to be audited? An auditor always asks for the ledger printout of the subcontract labour account. What do I show them, since the ledger account only has the WIP amounts and job numbers?

Hello Sonia,

Payables 80A sent the Vendor name to the Reference field in 68B JobCost Job Details file. The Job Detail file also contains the Transaction Date from Payables.

The new Payables 81A and JobCost 81A have an improved interface. This is from the Payable Readme:

Adagio Payables sends additional fields to cost batches in Adagio JobCost 8.1A. The new fields include the Description, Vendor Number and Document Number. The Description field is shown on the edit cost batch screen, Cost Batches report and Cost Posting journal in JobCost. The Document Number and Vendor Number fields are not shown on the edit cost batch screen, Cost Batches report or Cost Posting journal but are available in the cost batches column editor and to GridView and Crystal Reports for Adagio. All 3 fields are posted though to the job details file.

If this information is insufficient for audit purposes, you may want to consider changing your data entry in Payables.

For example, in Payables, you could do your normal entry for these invoices and then add an extra distribution for the ?subcontract labour? G/L account, and another ?contra? distribution so that the Ledger is not doubled when Revenue & Expense Recognition is done in JobCost.

Using verion 8.1 I think the answer is to use the phase/categories to seperate the subs labour from materials. Use a vendor report group to clasify those not on WCB. Use GridView to pull the data using a filter in the vendor report group and the Job Cost transaction file. From the transaction file you should get all of the details you need (not applicable to pre v8.1).

It may take a little hunting around to find all of the pieces and make sure it works. If there is no GridView table that pulls together the vendor profile (report group) and the job cost transaction details then in the past Softrak has been willing to fill the gap without charge.