| □ | Expenses - In most cases, if you are doing Job Costing, you will have miscellaneous Expenses charged against a Job that were not specifically identified as part of the original Proposal but arise as the Job's installation progresses. |
| • | To record an Expense, on the Main Menu, Select the Maintenance menu and Choose Job Costing. |
| • | Locate the Job to which you need to record an Expense. |
| • |  Click the Search icon at the top of the Job Costing Form to open the Search Jobs dialog. |
| • | Search By - Use the Drop-Down Selection List to Choose your desired search method. |
| • | Search Value - Enter the characters that will best locate the desired Job. As you enter information, the record pointer4will be continually relocated based on your entry. |
| • | OK - Click OK ü when you have the correct Job located. |
Search Jobs dialog
| • | Click the New Bill icon at the top of the Job Costing Form. |
| • | Using the Select Vendor dialog, locate the appropriate Vendor (the individual or organization to which you must pay for these Expenses). |
Select Vendor Dialog
| ▪ | Search By - Using the Drop-Down Selection List to Choose the preferred Search method. You may search by the Vendor Name (the default), or the Vendor ID. |
| ▪ | Search Value - Enter the appropriate Search phrase. As you enter characters, the pointer „ relocates to the most appropriate Vendor record. |
| ▪ | Once the pointer is at the correct record, To Select that Vendor record, Click OK. |
| • | Click Add ("+"), and the appropriate Job Number is inserted automatically. |
Job Costing Expenses sample Bill
| • | First, you must enter an Invoice Number. |
| ▪ | Hint: Follow a regular pattern for creating these Invoice Numbers for Expenses. |
| ▪ | Example: EXP-3B - This pattern uses an abbreviation for Expense - "EXP-", and then the Job number "4", and a letter - this is the second miscellaneous Expense charged to this Job so we used "B" - so multiple expenses can be paid as the Job progresses and additional miscellaneous expenses are incurred |
| ▪ | You may also change the Purchase Date and Due Date, if needed. |
| • | Enter a Detail line item for the Expense that is to be paid. |
| ▪ | Description - Double-Click to Modify the default Description entered for this Sale-Purchase Item to include the Job Number (shown in the Job ID field above) and any other relevant information. You may also Double-Click (Memo) in the Note column to expand your explanation (see Note below). |
| ▪ | Price - Enter the amount of the Expense to be paid. |
| ▪ | Qty - By default, this should be the number 1. |
| ▪ | Dept - If using the General Ledger module, use the Drop-Down Selection List to Choose the appropriate Department to be charged for this Expense. |
| ▪ | Note - You may want to Double-Click (Memo) in the Note field to enter an explanatory Note about this Expense. |
| • | Click Save ("ü") to record the Invoice (Bill). |
Expense entry within the Expenses tab of the Job Costing Form
| • | You will be returned to the Expenses tab on the Job Costing Form.  Click the Refresh icon to update this information. |
| • | An Expenses entry will be made which (in addition to the Date, Description, and Amount) will include the Bill ID for the new Invoice you've created - thereby indicating that this Expense was entered as an Invoice. |
