efi pace | job costing module pace job costing module administrator quick start guide 7/23/10...

EFI Pace | Job Costing Module Administrator Quick Start Guide

July 2010

Version 23.02

Job Costing Module Administrator Quick Start Guide

7/23/2010 2

Copyright © 2010 by Electronics for Imaging, Inc. All Rights Reserved.

EFI Pace Job Costing Module Administrator Quick Start Guide

7/23/10 version 23.02

This publication is protected by copyright, and all rights are reserved. No part of it may be reproduced or transmitted in any form or by any means for any purpose without express prior written consent from Electronics for Imaging, Inc. Information in this document is subject to change without notice and does not represent a commitment on the part of Electronics for Imaging, Inc.

Patents

This product may be covered by one or more of the following U.S. Patents: 4,716,978, 4,828,056, 4,917,488, 4,941,038, 5,109,241, 5,170,182, 5,212,546, 5,260,878, 5,276,490, 5,278,599, 5,335,040, 5,343,311, 5,398,107, 5,424,754, 5,442,429, 5,459,560, 5,467,446, 5,506,946, 5,517,334, 5,537,516, 5,543,940, 5,553,200, 5,563,689, 5,565,960, 5,583,623, 5,596,416, 5,615,314, 5,619,624, 5,625,712, 5,640,228, 5,666,436, 5,745,657, 5,760,913, 5,799,232, 5,818,645, 5,835,788, 5,859,711, 5,867,179, 5,940,186, 5,959,867, 5,970,174, 5,982,937, 5,995,724, 6,002,795, 6,025,922, 6,035,103, 6,041,200, 6,065,041, 6,112,665, 6,116,707, 6,122,407, 6,134,018, 6,141,120, 6,166,821, 6,173,286, 6,185,335, 6,201,614, 6,215,562, 6,219,155, 6,219,659, 6,222,641, 6,224,048, 6,225,974, 6,226,419, 6,238,105, 6,239,895, 6,256,108, 6,269,190, 6,271,937, 6,278,901, 6,279,009, 6,289,122, 6,292,270, 6,299,063, 6,310,697, 6,321,133, 6,327,047, 6,327,050, 6,327,052, 6,330,071, 6,330,363, 6,331,899, 6,340,975, 6,341,017, 6,341,018, 6,341,307, 6,347,256, 6,348,978, 6,356,359, 6,366,918, 6,369,895, 6,381,036, 6,400,443, 6,429,949, 6,449,393, 6,476,927, 6,490,696, 6,501,565, 6,519,053, 6,539,323, 6,543,871, 6,546,364, 6,549,294, 6,549,300, 6,550,991, 6,552,815, 6,559,958, 6,572,293, 6,590,676, 6,606,165, 6,633,396, 6,636,326, 6,643,317, 6,647,149, 6,657,741, 6,662,199, 6,678,068, 6,707,563, 6,741,262, 6,748,471, 6,753,845, 6,757,436, 6,757,440, 6,778,700, 6,781,596, 6,816,276, 6,825,943, 6,832,865, 6,836,342, RE33,973, RE36,947, D341,131, D406,117, D416,550, D417,864, D419,185, D426,206, D439,851, D444,793.

Trademarks

Auto-Count, Bliss, Changing the Way the World Prints, ColorWise, Command WorkStation, DocBuilder, DocBuilder Pro, DocStream, EDOX, EFI, Fiery, the Fiery logo, Fiery Driven, the Fiery Driven logo, OneFlow, PrinterSite, PrintFlow, PrintMe, PrintSmith, PrintSmith Site, Prograph, Proteus, RIP-While-Print, Setting the Standard in Digital Printing, Ultravu, and VUTEk are registered trademarks of Electronics for Imaging, Inc. in the U.S. Patent and Trademark Office and/or certain other foreign jurisdictions. Bestcolor is a registered trademark of Electronics for Imaging GmbH in the U.S. Patent and Trademark Office. AutoCal, Balance, BioVu, BioWare, Build, ColorCal, Digital StoreFront, EFI Pace, Estimate, Fiery Link, Fiery Prints, Fiery Spark, FreeForm, Hagen, Jetrion, Logic, MicroPress, Printcafe, PSI, PSI Flexo, RIPChips, Scan, SendMe, Splash, Spot-On, UtlraTex, UV Series 50, VisualCal, WebTools, the EFI logo, the Fiery Prints logo, and Essential to Print are trademarks of Electronics for Imaging, Inc. Best, the Best logo, Colorproof, PhotoXposure, Remoteproof, and Screenproof are trademarks of Electronics for Imaging GmbH.

All other terms and product names may be trademarks or registered trademarks of their respective owners, and are hereby acknowledged.


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Quick Start Guide Overview

This Quick Start guide is intended to provide you with the information you need to complete primary administrator tasks for the Job Costing module in EFI Pace.

Note: This document is a Quick Start Guide and does not contain every administrator task you can perform for the Job Costing module in EFI Pace.

This guide contains the following types of notes:

• Important: When you see this type of note, the information may affect the way you enter fields or may warn you that errors could occur. Pay particular attention to information in these notes.

• Note: When you see this type of note, the information may serve as a reminder or may provide additional details that do not appear in the procedure.

• Tip: When you see this type of note, the information might help you use the system more efficiently or may provide an example for a step in a procedure.

ToolTips EFI Pace contains ToolTips for some fields that provide detailed information such as a field description, maximum number of characters the field accepts or the format the field requires. Use the ToolTips, where available, in addition to this guide for assistance in EFI Pace.

To access ToolTips:

In EFI Pace, position your mouse pointer over the name of the field for which you want additional information.

A small, cream-colored pop-up box appears with detailed information for that field.


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Table of Contents

This Quick Start Guide contains information on the following primary administrator tasks you can perform in the Job Costing module:

Quick Start Guide Overview .......................................................................................................... 3 Table of Contents ............................................................................................................................. 4 Establish Job Costing System Settings .......................................................................................... 5

Add a department ......................................................................................................................... 6 Add a cost center .......................................................................................................................... 7 Add or update an activity code ................................................................................................. 10 Add or update activity code hourly rates ................................................................................ 20 Add or update a Work in Process (WIP) category ................................................................ 23 Update a note category .............................................................................................................. 25 Add or update a non-planned reason code............................................................................. 26 Establish job costing system settings ....................................................................................... 28 Set up employees ........................................................................................................................ 31

Establish Job Costing Settings in Related Modules .................................................................. 32 Establish job costing settings in the Data Collection module ............................................. 33 Establish job costing settings in the Job Control Center module ....................................... 34 Establish job costing settings in the Purchase Order module ............................................. 35 Establish job costing settings in the Inventory Control module ......................................... 36 Establish job costing settings in the Accounts Payable module .......................................... 37 Establish job costing settings in the General Ledger module .............................................. 38


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Establish Job Costing System Settings

Please refer to the following topics to specify system settings for the Job Costing module in your EFI Pace system.

Establish Job Costing System Settings .......................................................................................... 5 Add a department ......................................................................................................................... 6 Add a cost center .......................................................................................................................... 7 Add or update an activity code ................................................................................................. 10 Add or update activity code hourly rates ................................................................................ 20 Add or update a Work in Process (WIP) category ................................................................ 23 Update a note category .............................................................................................................. 25 Add or update a non-planned reason code............................................................................. 26 Establish job costing system settings ....................................................................................... 28 Set up employees ........................................................................................................................ 31


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Add a department

Important: EFI Pace requires a department when you set up a new cost center and requires a cost center when you set up a new activity code planning. You must create at least one department to ensure that at least one cost center appears for you to select during activity code setup.

Tip: You can use departments to group information on various existing standard reports and ePaceStation (EPS) queries. You can also use departments to group information on future standard and custom reports.

1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Department Maintenance.

The Department List page appears.

2. On the Department List page, at the bottom of the list, click [Add New Record].

The Department Add page appears.

3. On the Department Add page, on the Department tab, do all of the following:

• In the ID field (required), enter a unique code to represent this department throughout the EFI Pace system.

Tip: EFI Pace uses the code you enter in this field to sequence related reports.

• In the Description field (required), enter a descriptive name for this department.

• In the Note Category field (required), when employees from this department write job notes, select the category within which you want those notes to appear on the job ticket.

• In the Active field, by default this department appears as an option in system-wide drop-down lists. Uncheck the box in this field if you do not want this code to appear as a system-wide option.

4. Click [Add].

The Department Detail page appears with the Cost Centers tab and the Object Added message at the top of the page.

Tip: For assistance with the Cost Centers tab, refer to the “Add a cost center” topic.


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Add a cost center

Important: You must add a department before you can add a cost center. Refer to the “Add a department” topic in this Quick Start Guide for additional information.

Note: You can delete any unused user-created cost centers, provided you have the appropriate permissions.

Tip: You can use cost centers to group information on various existing standard reports and ePaceStation (EPS) queries. You can also use cost centers to group information on future standard and custom reports.

1. Depending on where you are in EFI Pace, do one of the following:

• On the Department Detail page for the department to which you want to add a cost center, click the Cost Centers tab.

• From the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Data Collection, then click Cost Center Maintenance.

The Cost Center List page appears.

2. To add a new cost center, click [Add New Record].

The Cost Center Add page or the Cost Center Add pop-up page appears.

3. On the Cost Center Info tab of the Cost Center Add page or the Cost Center Add pop-up page, complete the following fields, as applicable:

• In the ID field (required), enter a unique code to represent this cost center throughout the EFI Pace system.

• In the Cost Center Type field, select the type of cost center you want to create, for informational purposes.

• In the Total Impressions field, if this cost center is a press, enter the current number of impressions (for scheduling purposes).

Tip: Leave the Total Impressions field blank if you are creating a cost center for job planning purposes. This field does not apply to the Job Planning area of the EFI Pace system.

• In the Description field, enter a descriptive name or phrase to identify this cost center throughout the EFI Pace system.

• In the Department field (required), do one of the following, as applicable:


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- Select the department to which this cost center belongs.

- To view department details, select a department and then click the magnifying glass icon.

• In the Hours Available field (required), select one of the following options, as applicable:

- If this cost center has a 24-hour capacity, select 24 Hours.



- If this cost center has an 8-hour capacity, select 8 Hour.

• In the Budgeted Annual House field, enter the number of hours you budgeted for this cost center, for reporting purposes.

• In the Budgeted Hourly Rate field, enter the hourly rate you budgeted for this cost center, for reporting purposes.

• In the PrintFlow Class field (required and available only if you purchased the EFI Pace and PrintFlow integration), select one of the following cost center classes you want to use with PrintFlow scheduling:

Tip: Refer to the EFI Pace And PrintFlow Integration Quick Start Guide for additional information.

- Select Combination if this cost center includes a combination of two or more classes. This value is reserved for future use.

- Select Critical Date In if this cost center relies on a deadline for an incoming item or event (such as receiving a proof from the customer).

- Select Critical Date Out if this cost center relies on a deadline for an outgoing item or event (such as sending items to a third-party vendor).

- Select Delay if this cost center relies on a deadline for an item or event.

Note: It is recommended you select Critical Date In or Critical Date Out instead of Delay.

- Select N/A if you do not want to include this cost center in PrintFlow scheduling.

- Select Normal if you want this cost center to represent a normal piece of equipment, such as a press, in the PrintFlow application.


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- Select Parallel if you want to associate this cost center with a virtual machine code that represents a pool of machines.

- The Reserved value is reserved for future use.

- The Tandem value represents an item that must run in conjunction with another task or process in the PrintFlow application, and should not be used.

• In the Sent To PrintFlow field (available only if you purchased the EFI Pace and PrintFlow integration), the system checks the box to indicate that this cost center information is available in PrintFlow.

• In the Manufacturing Location field, select the manufacturing location for this cost center. Leave this field blank if the cost center is not location-specific.

• In the Photo field, enter, or click [Browse} to select, a photo file you want to associate with this cost center.

Tip: The system displays a preview of the file you select in the second Photo field.

• In the Web Cam field, enter a URL of any available web cam that displays a live video feed of the cost center.

• In the Pace Connect field, select the PaceConnect record to which you want to associate this cost center, as applicable. The system executes the PaceConnect you select and sends JDF/JMF information to this device.

• In the JDF Submit Method field, select the method (immediately or per plan) you want to use to trigger when the system submits the JDF to a device.

• In the Active field, check the box to make this cost center available throughout the system.

4. To save this new cost center, click [Add].

The Department Detail page or the Cost Center Detail page appears with the Object Added message at the top of the page.

Tip: For assistance with activity codes, refer to the “Add or update an activity code” topic.


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Add or update an activity code

Note: You must first create at least one department and cost center before you can add a new activity code.

Tip: Activity codes provide employees who use the Data Collection module with codes against which they can charge their time.

Tip: You can add activity codes during cost center setup or separately through activity code maintenance. The following procedure addresses both methods.

1. Depending on where you are in EFI Pace, do one of the following:

• If you just added a cost center, on the Cost Center Detail page, click the Activity Codes tab and skip to step 3.

• On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Activity Code Maintenance.

The Activity Code List page appears.

• On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Cost Center Maintenance.

The Cost Center List page appears.

2. Do one of the following:

• On the Activity Code List page, do one of the following, as applicable:

- To add a new activity code, click [Add New Record]. The Activity Code Add page appears. Skip to step 4.

- To modify an existing activity code, click the magnifying glass icon beside the code you want to modify.

Tip: You can use the search and find features to locate the desired record.

The Activity Code Detail page appears for the code you selected.

• On the Cost Center List page, locate the cost center to which you want to add activities and click the magnifying glass icon.

The Cost Center Detail page appears with the Activity Codes tab.


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3. If you are on the Cost Center Detail page, click the Activity Codes tab, which displays a list of any activity codes associated with this cost center. Click [Add New Record].

The Activity Code Add pop-up page appears.

4. On the Activity Code Add page or the Activity Code Add pop-up page, on the General Info tab, complete the following fields:

• In the Activity Code field (required), enter a unique code to identify this activity throughout the EFI Pace system.

• In the Description field, enter a descriptive name.

• In the Cost Center field (required), to locate a cost center and automatically add it to this field, click [Pick]. To view the details of a cost center, click the magnifying glass icon.

Tip: EFI Pace automatically completes this field with the cost center you selected if you add an activity code from the Cost Center Detail page.

• In the Active field, by default this code appears as an option in system-wide activity code drop-down lists. Remove the check mark if you do not want this code to appear in any activity code drop-down lists.

5. Click on the Time Charged tab, and complete the following fields, as applicable:

• In the Charge Basis field (required), select the option that represents how you charge time for this activity. If you do not track time for this activity, select No Hours or Move Job Only.

Important: Enter a value in the Hrs Per Prod Unit field only if you select Preset Hrs/Unit in the Charge Basis field.

• In the Hrs Per Prod Unit field, enter the amount of time in hours that it takes to complete one production unit of this activity.

• In the Sales Category field, select the sales category within which this activity belongs.

Note: Consult your Accounting department manager for information about how your organization utilizes this feature.

• In the Revenue Producing field, check the box if this activity produces revenue (makes money) for your company.

Tip: This field is used for reporting and querying purposes.

6. Click on the Production Units Charged tab, and complete the following fields, as applicable:


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• In the Stand Prod Units Per H field, enter the standard number of production units per hour so EFI Pace can compare actual production units against projected (standard) production units via queries or reports.

• In the Ask Prod Unit field, choose one of the following options, as applicable:

- Yes: Prompt the user to enter the number of production units in the Data Collection module.

- Required: Require the user to enter the number of actual production units in BOTH the Job Costing and Data Collection modules

- No: Do not prompt or require the user to enter production units.

Important: If you enter a value in the Stand Prod Units Per H field, you must select Yes in the Ask Prod Unit field for EFI Pace to perform the comparison between actual and projected.

• In the Production Units Des field, enter a descriptive name to represent the production unit of measure, such as Impressions, Sheets, Folds, etc.

Note: The system uses the Standard Charge field below for Job Costing purposes, not for Estimating purposes.

• In the Standard Charge field, do one of the following to collect an additional cost (beyond time spent) for this activity:

- If you want EFI Pace to multiply each production unit by this standard charge, enter a dollar amount in this field, enter a value in the Production Units Des field, and select Required or Yes in the Ask Prod Unit field.

- If you want EFI Pace to collect an additional flat charge for this activity, enter a dollar amount in this field and enter a value in the Production Units Des field. You can select No in the Ask Prod Unit field, as the default number of production units in the Data Collection module is one (1).

Example: This is a shipping activity and you select Required in the Ask Prod Units field, enter carton in the Production Units Des field, and enter 1.00 in the Standard Charge field. An employee logs time to this shipping activity code, and EFI Pace prompts them to enter the number of production units (cartons) shipped. The employee enters 10 in the Data Collection module. In this example, EFI Pace charges an additional $1 (standard charge) for each carton (production unit) shipped for a total additional job cost transaction of $10.


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Note: When you use the Standard Charge field, EFI Pace creates two job cost transactions when an employee logs time to this activity. EFI Pace creates one job cost transaction with a Data Collection transaction type for hours spent on the activity and one job cost transaction with a Standard Charge transaction type for the additional charge. Both transactions have the same activity code ID and description on applicable reports.

7. Click on the Update Job Jacket tab, and complete the following fields, as applicable:

• In the Add Job Tracking field, check the box if you want EFI Pace to add a tracking line on the Job Part Job Tracking Detail page, in the Job Control Center module when a user enters a job transaction.

Note: Since the system lists all job costs on the Job Costing Detail page, you should typically enable this feature only for those activities that you consider to be milestones, such as proof back, plate burned, or press run.

• In the Update Last Action field, check the box if you want EFI Pace to update the Last Act Code, Last Act Time and Last Act Date fields on the Job Part Job Tracking Detail page, after a job cost transaction is entered.

Tip: This field also appears on the Parts Info tab of the Job Detail page.

• In the Change Job Status To field, select the job status to which you want EFI Pace to automatically change the production status of the job part when a user enters a charge for this activity code via the Data Collection or Job Costing modules.

Note: To use the system logic mentioned above for the Change Job Status To field, you must check the box in the Auto Changeable field on the Job Status Detail page for each job status that you do not want to “lock”. The Change Job Status To field value does not override “locked” job statuses. If you set the charge basis on the activity code to Elapsed Time, the production status changes when the employee stops the activity.

Note: EFI Pace does not change the job status until the user stops the job activity in the Data Collection module.

8. Click on the Other Settings tab, and complete the following fields, as applicable:


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• In the Ask Counts field (required), select Yes if you want EFI Pace to ask the user for beginning and ending counts for this activity in the Data Collection and Job Costing modules. Select Required to require counts, or No if you do not want to use this feature. This enables EFI Pace to capture both a start and an end number for reporting purposes.

Note: If this is an elapsed time entry activity, then if you check the box in the Ask Counts field, EFI Pace prompts the user to enter the beginning count when they start the activity and the ending count when they stop the activity, rather than a prompt for both count values at once.

• In the Ask Notes field (required), select Yes if you want EFI Pace to ask the user to enter a note when they charge this activity in the Data Collection and Job Costing modules. Select Required to require a note, or No if you do not want to use this feature.

• In the Ask Postage field (required), select Yes if you want EFI Pace to ask or require the user to enter the beginning and ending postal meter count to determine postage used in the activity. (Postage used is calculated as the beginning meter count minus the end meter count.) Select Required to require entry, or select No if you do not want to use this feature. This field enables EFI Pace to calculate the total postage charge, which is itemized on various EFI Pace pages and reports under the activity code you specify in the Postage Activity field.

• In the Postage Activity field, enter, or click [Pick] to select, the activity code you want to use to itemize postage charges on various EFI Pace pages and reports. This is applicable only if you set the Ask Postage field to Yes or Required.

• In the Ask Non Planned Reason field (required), select Yes if you want EFI Pace to prompt users in the Data Collection and Job Costing modules to select a non-planned reason code when they log their time. Select Required to require a non-planned reason code, or select No if you do not want to use this feature.

• In the Outside Purchase field, check the box if you want EFI Pace to make this activity code available as an option for outside purchases (Buyouts) in the Estimating and Job Control modules.

Important: If you do not check the box in the Outside Purchase field, then on the Buy Out section of an estimate or job part, this activity code will not appear as an option in the Activity Code field when you add or modify an outside purchase.

• In the Paper field, check the box if this activity is related to paper expenses for reporting purposes.


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• In the Create Actual Costs field, check the box if you want EFI Pace to create an actual cost record that corresponds to each estimated cost record (created by EFI Pace by default) when you convert an estimate to a job.

Tip: The value of the actual cost that EFI Pace calculates is identical to the estimated cost. This is helpful if you do not want the production employees to enter actual costs through the Data Collection, Job Costing, and/or Inventory modules. This also enables your cost vs. estimate reports to show a net gain/loss of zero for these activities. To save data entry time, use this feature for trivial costs for which you do not want to use operator time to collect actual costs.

• In the Use Combo Split field, check the box if you want this activity’s costs split in the Estimating module.

• In the Estimate Result Type field, select the option you want the Estimating module to use to determine results (cost only, sell only or both cost and sell).

9. Click on the Job Cost Calculations tab, and complete the following fields, as applicable:

• In the Wip Category field (required), to calculate and organize actual costs for a job in the Job Costing module, select the Work In Process (WIP) category that best fits this activity.

Tip: EFI Pace displays these categories in many of the job costing reports, and they provide you with an excellent source of summary information.

• In the Normal Pay Rate field, select the pay rate you want EFI Pace to use to determine the direct labor cost for this activity. When an employee charges time to this activity code, EFI Pace replaces the value in the Labor Cost field in the Costing Rates group box table to reflect the value you select.

Important: EFI Pace does not use the value you select in the Normal Pay Rate field unless you check the box in the Use Direct Labor field in the Other Settings tab on the Job Cost Setup page.

10. Click on the Job Planning Settings tab, and complete the following fields, as applicable:

• In the Planning Integration field (required), select the module with which you want EFI Pace to integrate this activity:

- If you select None, EFI Pace does not integrate this activity with any job planning modules.


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- If you select Planning, EFI Pace makes this activity code available in the Job Planning module any time an estimate or job type plan contains this activity.

- If you select Scheduling, EFI Pace makes this activity code available in the Job Planning module any time an estimate or job type plan contains this activity. EFI Pace ALSO updates the Scheduling module with this activity and the number of planned hours, and the Scheduling module then sends scheduled date and time information back to EFI Pace.

• In the Update Planning field, check the box if you want EFI Pace to update the job planning/scheduling status when a user enters a job transaction.

• In the Rollup Activity field, enter, or click [Pick] to select, the activity you want to consolidate for job planning or scheduling purposes. For example, rolling up make ready, run and washup into a single press activity reduces the number of records that EFI Pace must schedule.

• In the Predecessor field, enter, or click [Pick] to select, the activity you must complete before you can begin this activity.

• In the Delay field, enter the amount of time you must wait after the previous activity before you can begin this activity.

Note: By default, the system automatically sets this field to null when you add a new activity code.

• In the Time Until Late field, enter the amount of time (in hours) that must pass before EFI Pace considers this activity late. For example, some events should be considered late if they do not begin within 15 minutes of their scheduled start time, while other activities may not be late until 12 hours have passed.

• In the Ask If Complete field, check the box if you want EFI Pace to prompt users in the Data Collection and Job Costing modules when this activity is complete. If the activity is complete, then EFI Pace changes the status to “Complete” in both the Job Planning and Scheduling modules.

Note: The system automatically drops a completed process off the Scheduling board.

• In the Job Plan Level field (required), select the level of granularity you want in the planning record for this particular activity. Select one of the following options:

- Select Job Finishing if this activity is a finishing type activity.


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Note: These types of activities appear in the PrintFlow application as a planning record for form “ZZ” in multiple part jobs defined as single products.

- Select Job Part if this activity is a job part type activity.

Note: Job Part activities appear in the PrintFlow application for form numbers that match the job part numbers you specify. These types of activities appear after prepress activities or before finishing activities (if applicable) based on the routing template configuration.

- Select Job Part Press Forms if this activity is a job part press form type activity. EFI Pace splits these types of activities, and creates one planning record for each job part press form, and then divides the setup and run time equally among the resulting job plan records.

Note: These types of activities appear in the PrintFlow application with a form number made up of the job part followed by the job part press form number.

Note: Job Part Press Form activities must always appear together in the Job Planning module, and can be preceded by Job Part or Job Prepress activities. Additionally, Job Part or Job Finishing activities can follow Job Part Press Form activities.

- Select Job Prepress if this activity is a prepress type activity.

Note: Job Prepress activities appear in the PrintFlow application as a planning record for form “00” for multiple part jobs defined as single products.

• In the Planning Time Calculation field (required), select how you want the system to calculate time on planning records (Normal, Exclude Setup Time, Include Setup Time and Run Time, Include a Percentage of Setup Time).

• In the Planning Time Calculation Percent field (used only if you select Include a Percentage of Setup Time in the Planning Time Calculation field), enter the percentage of setup time you want to use in time calculations.

Note: Leave this field blank if you select any option other than Include a Percentage of Setup Time in the Planning Time Calculation field.

• In the Lag Time field, enter the amount of time the system must wait before it begins the next scheduled activity.

Note: The system automatically enters a null value in this field by default when you add a new activity code.


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• In the Update Job Part Location field, check the box if you want the system to update the job part manufacturing location from scheduling.

11. Click on the Materials tab, and complete the following fields, as applicable:

• In the Ask Quantity of Materials field (required), select you want EFI Pace to prompt or require the user to enter a quantity for planned materials on the job when a job transaction using this activity code is completed.

- If you select No, EFI Pace does not prompt users to enter a quantity of consumed materials.

- If you select Required, EFI Pace requires users to enter a quantity of consumed materials.

- If you select Yes, EFI Pace prompts but does not require users to enter a quantity of consumed materials.

• In the Query Materials From field (required), select one of the following values to indicate from where EFI Pace obtains planned materials:

- If you select Job, EFI Pace gathers all planned materials from all parts on the job.

- If you select Job Part, EFI Pace gathers all planned materials only from the job part you specify.

• In the Include Non-Inventory Items field, check the box if you want EFI Pace to include planned non-inventory items in materials to pull when the user closes the job transaction.

Note: EFI Pace does not generate any costs for non-inventory item pulls.

12. On the Materials tab, in the Inventory Item Types group box, do one of the following, as applicable:

• To modify an existing item type, select the row that you want to modify.

• To add a new item type, click [Add].

A new row appears in the Item Type grid (table).

• To delete an existing item type, in the Delete? field, check the box and skip to step 14.

13. On the Materials tab, in the Inventory Item Types group box (available only on the Activity Code Detail page), complete the following fields, as applicable:

• In the Item Type field, select the inventory item type.


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• In the Default Pull Qty field, select the pull quantity EFI Pace defaults to for this inventory item.

14. On the WIP/COGS tab, complete the following fields, as applicable:

• In the Wip Debit field (required), enter the WIP debit account to apply for WIP processing or click [Pick] to choose from a list of accounts.

• In the Wip Credit field (required), enter the WIP credit account to apply for WIP processing or click [Pick] to choose from a list of accounts.

• In the Cogs Debit field (required), enter the COGS debit account to apply for COGS processing or click [Pick] to choose from a list of accounts.

• In the Cogs Credit field (required), enter the COGS credit account to apply for COGS processing or click [Pick] to choose from a list of accounts.

• In the GL Department field, enter an XPath expression that defines the GL department to apply in WIP and COGS processing or click [Pick] to choose from a list of departments.

Important: To use this feature, you must check the box in the Use Departments field during General Ledger setup. Refer to the General Ledge Module Administrator Quick Start Guide for more information.

Note: If you leave this field blank, the system defaults to the activity code department.

15. When you complete all the fields on the Activity Code tab or the Activity Code Add tab, click [Add] or [Update] as applicable.

The Activity Code List page appears with the Object Added or Updated message at the top of the page.

Tip: When you re-access the activity code you just added or updated, notice that the Costing Rates tab now appears.

Important: It is recommended that you add at least one hourly rate for each activity code. The rate should include a rate, a markup or both.


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Duplicate an existing activity code

1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Activity Code Maintenance.


2. To locate the activity code you want to duplicate, use the Search fields, then click [Find].

3. On the Activity Code List page, click the magnifying glass icon beside the activity code you want to duplicate.


4. On the Activity Code Detail page, to duplicate the settings of this activity code, at the top of the page, click the [Duplicate] navigation button.

The Duplicate Activity Code page appears.

5. On the Duplicate Activity Code page, in the Activity Code field enter a code to represent the new activity, and then click [Duplicate].

The Activity Code Detail page appears for the new activity code with identical settings as the original activity code.

6. Modify specific settings on any of the tabs as applicable for the new activity code.

Tip: Refer to the “Add or update an activity code” topic in this Quick Start Guide for additional information about specific fields.

7. When the new activity code contains all the settings you prefer, click [Update].

EFI Pace saves the new activity code and the new code appears on the Activity Code List page.


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Add or update activity code hourly rates

1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Activity Code Maintenance.


2. To locate the activity code to which you want to add a rate, use the Search fields, then click [Find].

3. On the Activity Code List page, click the magnifying glass icon beside the activity code to which you want to add a rate.


4. On the Activity Code Detail page, click the Costing Rates tab.

5. On the Costing Rates tab, to add a new rate, click [Add].

A new row appears on the Costing Rates tab grid (table).

6. Complete the following fields, as applicable:

Note: You do not have to enter a value in every field. Only the Rate# field is required.

• In the Rate # field (required), select the hourly rate that applies to this activity code.

Important: If you checked the box in the Use Direct Labor field on the Other Settings tab of the Job Cost Setup page, then you must complete employee hourly rates for all costing rate lines that you plan to use in an activity code.

Note: Rate 1 is typically the default system rate.

Note: How you use the following five fields depends on the level of cost tracking detail that your shop requires. You do not have to use any of these fields. Alternatively, you can use some but not others. If you elect to use all of them, the system adds the values in the Labor Cost, Labor Overhead, Machine Cost and General OA fields together to derive the value for the Total Cost field. Example: You could put $25 in each of the fields for a total cost of $100 or you could put $100 in any single field. The total cost would still be $100, only the categories within which you elect to track that $100 vary.

• In the Markup List field, enter the percentage (if any) by which you want to mark up this rate for this activity code before the overall estimating markup.


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Note: The system overrides the markup you enter in this field with the overall markup (if one exists) on the estimate.

Note: For a material, the percentage for EFI Pace to mark up the materials costs appears in the appropriate fields on the Estimate Setup Detail page.

• In the Labor Cost field, enter the dollar amount that represents the cost of labor for this activity.

Important: If you checked the box in the Use Direct Labor field on the Other Settings tab of the Job Cost Setup page, then the value in this field changes as per the employee’s hourly rate, as indicated on the Employee Detail page.

Note: If you use the Job Costing module, you have the option to use actual labor rates from the employee file instead of the value you enter here.

• In the Labor Overhead field, enter the dollar amount that represents the cost of labor overhead, such as a part of the supervisor’s time or employee benefits, for this activity.

• In the Machine Cost field, enter the dollar amount that represents the cost to use this machine for this activity, including machine-specific indirect supplies.

• In the General OA field, enter the dollar amount that represents the costs associated with other items, such as administrative costs, to allocate to this activity.

7. To save the rate and calculate the Total Cost and Sell Cost, click [Update].

EFI Pace saves the rate and provides the appropriate dollar amount for this rate in the Total Cost and Sell Cost fields.

8. If applicable, to add another rate, click [Add].

A new blank rate row appears.


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Add or update a Work in Process (WIP) category

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click WIP Category Maintenance.

The WIP Category List page appears.

2. On the WIP Category List page, do one of the following, as applicable:

• To add a new WIP Category, click [Add New Record].

The WIP Category Add page appears. Skip to step 4.

• To locate the WIP category you want to modify, use the Search fields, then click [Find].

The WIP Category Detail page appears. Skip to step 4.

• To view all WIP categories, click [Find].

The WIP Category List page refreshes with a list of all WIP categories.

3. On the WIP Category List page, to modify an existing WIP category, click the magnifying glass icon beside the category you want to modify.

The WIP Category Detail page appears.

4. On the WIP Category Add or Detail page, on the Info tab, complete the following fields:

• In the ID field (required), enter a unique code to represent this WIP category throughout the EFI Pace system.

Important: EFI Pace automatically provides two WIP categories with the following ID numbers: - 2: Ink/Paper/Plates - 10: Freight You can change the description of these WIP categories, but you cannot change the ID number.

• In the Description field, enter a descriptive name for this WIP category.

• In the Cost field, check the box if you want the actual dollar value of this service, labor or material to appear for this WIP category throughout the system.


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Important: You must check the box in the Cost field if you want the costs for the related WIP category to appear on reports and included on WIP/COGS General Ledger journal entries.

• In the Value Add field, check the box if you want EFI Pace to consider any dollars accumulated in this category as value added.

Tip: This field determines the value added for reports in several modules, such as Estimating, Job Costing, and Job History.

• In the Taxable field, check the box if you want EFI Pace to consider this WIP category as taxable.

5. When you complete all the fields on the Info tab, click [Add] or [Update] as applicable.

Tip: The Activity Codes tab appears on the WIP Category Detail page. Refer to the “Add or update an activity code” topic in this Quick Start Guide for more information.

The WIP Category Detail page refreshes with the Object Added or Updated message at the top of the page.


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Update a note category

Note: You cannot add or delete a note category. EFI Pace creates note categories, which typically are not modified. Certain areas of the system, including reports, use note categories to determine where to place specific data on a page or on a report.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Note Category Maintenance.

The Note Category List page appears.

2. On the Note Category List page, do one of the following, as applicable:

• To locate the note category you want to modify, use the Search fields, then click [Find].

The Note Category Detail page appears. Skip to step 4.

• To view all note categories, click [Find].

The Note Category List page appears with all note categories.

3. On the Note Category List page, click the magnifying glass icon beside the category you want to modify.

The Note Category Detail page appears.

4. On the Note Category Detail page, on the Note Category Info tab, in the Description field (required), enter a descriptive name for this note category.

5. On the Note Category Detail page, on the Note Category Info tab, in the Sub Note Categories group box, do one of the following, as applicable:

• To modify an existing sub note category, select the row that you want to modify.

• To add a new sub note category, click [Add In Grid].

A new row appears in the Sub Note Categories grid (table).

• To delete an existing sub note category, in the Delete? field, check the box and skip to step 7.

6. In the Sub Note Categories group box, in the Description field, enter a descriptive name for the sub note category.

7. Click [Update].

The Note Category Detail page refreshes with the Updated message at the top of the page.


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Add or update a non-planned reason code

Note: Non-planned reason codes help track and segregate job cost transactions into non-planned work categories to distinguish between planned and unexpected events during the course of a job. During job costing setup, you can choose whether EFI Pace prompts users in the Job Costing and Data Collection modules to select a non-planned reason code when they enter a job costing transaction.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Non Planned Reason Maintenance.

The Non Planned Reason List page appears.

2. On the Non Planned Reason List page, do one of the following, as applicable:

• To add a new non-planned reason, click [Add New Record].

The Non Planned Reason Add page appears. Skip to step 4.

• To locate the non-planned reason you want to modify, use the Search fields, then click [Find].

The Non Planned Reason Detail page appears. Skip to step 4.

• To view all non-planned reasons, click [Find].

The Non Planned Reason List page refreshes with a list of all non-planned reasons.

3. On the Non Planned Reason List page, to modify an existing non-planned reason, click the magnifying glass icon beside the reason you want to modify.

The Non Planned Reason Detail page appears.

4. On the Non Planned Reason Add or Detail page, complete the following fields:

• In the Code field, enter a four-character code to identify the non-planned item.

• In the Description field, enter a descriptive name for this reason.

• In the Bill Rate field, enter a value of 1-9 for the hourly rate that applies to this reason. The system uses this value to calculate the suggested sale price by multiplying the sell price by the value you enter in this field.

Note: The system multiplies any actual costs that involve this non planned reason by the bill rate on various reports, such as the job billing worksheet, to provide a suggested bill amount.


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• In the Schedule Status field, select the status that appears system-wide for this reason.

• In the Active field, if you want this reason to appear in system-wide drop-down lists as an option, check the box.

5. Click [Add] or [Update], as applicable.

The Non Planned Reason Detail page refreshes with the Record Added or Updated message.


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Establish job costing system settings

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Job Cost Settings.

The Job Cost Setup Detail page appears.

2. On the Job Cost Setup Detail page, on the Ask Settings tab, complete the following fields, as applicable:

• In the Ask Job Part Number in DC field, check the box if you want EFI Pace to prompt Data Collection module users for the job part for the job transaction.

Note: The following fields apply only if you purchased the EFI Pace Wireless Inventory module.

• In the Allow Process All field, check the box if you want to enable users to process and post all approved and unapproved jobs. If you uncheck the box in this field, users cannot post unapproved jobs.

• In the Validate Material field, select whether you want EFI Pace to check the planned materials on the job part when inventory items are pulled via the wireless inventory device. Select No to allow any inventory item to be charged to a job, or select Yes to warn the user if the inventory item being pulled for a job part is not planned. Select Required to enable the user to charge to the job those inventory items that are planned materials on the job part.

• In the Validate Planned Quantity field, select whether you want EFI Pace to check the planned quantity of materials on the job part when you inventory items via the Wireless Inventory Device. Select No to allow the user to charge any quantity of the inventory item to a job. Select Yes to warn the user if the quantity for the inventory item pulled for a job part is different than the planned quantity, and select Required to allow the user to charge only the planned quantity for inventory items to the job.

3. On the Job Cost Setup Detail page, on the Other Settings tab, complete the following fields, as applicable:

• In the Stock Pull Activity Code field (required), select the activity code you want to appear on the job cost transaction as the default activity code when a user adds a new inventory item.


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• In the Offset Activity Code field (required), choose the activity code you want to use to itemize the offset dollars EFI Pace creates when a portion of the job ships to inventory (finished goods).

Note: You should select a code to ensure that WIP and Inventory Valuation are correct.

• In the Last Action From Job Cost field, check the box if you want EFI Pace to update the Last Act Code, Last Act Time and Last Act Date fields on the Job Part Detail page in the Tracking Information group box after Job Costing module users enter a job cost transaction.

Note: If you want EFI Pace to update the job when Data Collection module users enter a job cost transaction, check the box in the Update Last Action field on the Update Job Jacket tab on the Activity Code Detail page.

• In the Use Direct Labor field, check the box if you want EFI Pace to replace the labor rate portion of the activity code with the employee’s hourly rate for job cost transactions.

• In the Wip Entry Format field (required), select the option that determines how WIP is integrated with the General Ledger.

• In the Check Planned Work field, check the box if you want EFI Pace to check that the transaction entered is a planned activity. If you check the box in this field, EFI Pace requires users in the Data Collection and Job Costing modules to enter a non-planned reason code if they enter an unplanned transaction.

Important: To use this feature, you must check the box in the Ask Reason Code field on this page.

• In the Interface GL field, check the box if you want the system to create debit and credit journal entries in the GL module when launching the option to Process WIP/GL from the Job Costing Work in Process menu option.

• In the GL Department field (required), enter the GL department location that determines the GL Location to use for WIP and COGS.

Example: activityCode/@glDepartment

Important: To use this feature, you must select None in the Wip Entry Format field and you must check the box in the Use Locations field during General Ledger setup. Refer to the General Ledge Module Administrator Quick Start Guide for more information.


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• In the Use Variable Markup field, check the box if you use markup rates based on the amount. This option enables you to markup levels on an activity code based on the calculated cost of an activity on an estimate.

4. Click [Update].

The Job Cost Setup Detail page refreshes with the Updated message at the top of the page.


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Set up employees

Refer to the “Add or edit production employee profiles” topic in the Data Collection Module Administrator Quick Start Guide for specific instructions on setting up employees.

Important: If you want Data Collection module users to enter job cost transactions, you must first create their employee profiles. Note: If you checked the box in the Use Direct Labor field on the Job Cost Setup Detail page, EFI Pace uses the employee pay rate from the Payroll Info tab on the Employee Detail page.


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Establish Job Costing Settings in Related Modules

Please refer to the following topics to specify job costing settings in related modules in your EFI Pace system.

Establish Job Costing Settings in Related Modules .................................................................. 32 Establish job costing settings in the Data Collection module ............................................. 33 Establish job costing settings in the Job Control Center module ....................................... 34 Establish job costing settings in the Purchase Order module ............................................. 35 Establish job costing settings in the Inventory Control module ......................................... 36 Establish job costing settings in the Accounts Payable module .......................................... 37 Establish job costing settings in the General Ledger module .............................................. 38


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Establish job costing settings in the Data Collection module

Note: One setting in Data Collection setup impacts the proper functioning of the Job Costing module.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Data Collection, then click Data Collection Settings.

The Data Collection Setup Detail page appears.

2. On the Data Collection Setup Detail page, in the Ask Pay Rate field, check the box if you want EFI Pace to prompt Data Collection users to select a pay rate when they perform job transactions.

Important: You must check the box in the Ask Pay Rate field if you checked the box in the Use Direct Labor field on the Job Cost Setup Detail page.

3. Click [Update].


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Establish job costing settings in the Job Control Center module

Note: Two settings in Job Control Center setup affect the proper functioning of the Job Costing module.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Control Center, then click Job Status Codes.

The Job Status List page appears.

2. On the Job Status List page, click the magnifying glass icon beside the status code you want to modify.

The Job Status Detail page appears.

3. On the Job Status Detail page, on the Settings tab, complete the following fields, as applicable:

• In the Edit OK field, check the box if you want to enable job costing transactions to update any portion of the job for jobs with this status.

• In the Job Charges OK field, check the box if you want EFI Pace to post job cost transactions to the job for jobs with this status. Otherwise, EFI Pace displays a message indicating that Job Charges are not OK, due to the status.

Note: For a direct entry job cost transaction, you can select the override job status option.

4. Click [Update].


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Establish job costing settings in the Purchase Order module

Note: One setting in Purchase Order setup affects the proper functioning of the Job Costing module.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Purchasing, then click Purchase Order Settings.

The Purchase Order Setup Detail page appears.

2. On the Purchase Order Setup Detail page, on the Interface Setup tab, in the JC Interface field (required), indicate how you want the Purchasing module to interact with the Job Costing module, as follows:

• If you want EFI Pace to create a job cost transaction when you enter a purchase order for a job, select Entry.

Important: If you select this option, purchase orders must define the job, job part, and activity code.

• If you do not want EFI Pace to create any job cost transactions during purchase order activity (i.e. you prefer to enter job cost transactions manually), select Never.

Note: If you checked the box in the Interface Job Cost field on the A/P Setup Detail page, to avoid accounting for job costs twice, select Never in this field.

• If you want EFI Pace to create a job cost transaction when you enter a receipt for a purchase order, select Receipt.

Important: If you select this option, purchase orders must define the job, job part, and activity code.

3. Click [Update].


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Establish job costing settings in the Inventory Control module

Note: Two settings in Inventory Control setup affect the proper functioning of the Job Costing module.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Inventory Control, then click Inventory Settings.

The Inventory Setup Detail page appears.

2. On the Inventory Setup Detail page, complete the following fields, as applicable:

• On the Ask Settings tab, in the JC Interface field, check the box if you want EFI Pace to generate job cost transactions for inventory items.

• On the Other Settings tab, in the Costing Method field, select one of the following methods to calculate inventory costs:

- Actual: Actual cost of each item lot.

- Average: EFI Pace recalculates the average price each time you post an inventory receipt or pull transaction.

- Replace: Cost to replace an item, based on the price of the last receipt.

- Sell Price: Set price specific to an inventory item (finished goods only).

3. Click [Update].


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Establish job costing settings in the Accounts Payable module

Note: One setting in Accounts Payable setup affects the proper functioning of the Job Costing module.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Payables, then click A/P Settings.

The A/P Setup Detail page appears.

2. On the A/P Setup Detail page, on the Interface Defaults tab, in the Interface Job Cost field, check the box if you want the ability to generate job costing transactions from within the Accounts Payable module when you create accounts payable transactions.

Note: If you check the box in the Interface Job Cost field here, to avoid a system setup that accounts for job costs twice (double dipping), in the Purchasing module setup in the JC Interface field, select Never to ensure the system does not draw from both Payables and Purchasing.

3. Click [Update].


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Establish job costing settings in the General Ledger module

Note: The General Ledger module includes two interface settings that affect the proper functioning of the Job Costing module.

1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over General Ledger, then click G/L Settings.

The G/L Setup Detail page appears.

2. On the G/L Setup Detail page, on the General Ledger Setup tab, in the Interface JC field, check the box if you want the ability to generate job cost transactions from within the General Ledger module when creating General Ledger journal entry transactions.

Note: If you check the box in the Interface Job Cost field here, to properly use this feature, you must also enable the Interface JC feature on each desired GL account.

3. Click [Update].

4. On the EFI Pace main menu, click Accounting, then move the mouse over General Ledger, then click Account List.

The G/L Account list page appears.

5. Use the Search and Find fields to locate to the GL account you want to interface with the Job Costing module, and click the magnifying glass next to the desired GL account, as applicable.

The GL Account Detail page appears.

6. On the GL Account Detail page, on the Account Info tab, in the Interface JC field, check the box if you want the ability to generate job cost transactions from within the General Ledger module when creating General Ledger journal entry transactions for this GL account.

7. Click [Update].

8. Repeat steps 4-7 for each GL account you want to interface with the Job Costing module.

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