New/Edit Journal Entry Detail - Field Descriptions

Use the table below for reference when completing the fields on this screen.

Fields

Descriptions

Journal entry # 
Year 
Period 
Current balance

The journal entry number, fiscal year, fiscal period number, and running balance associated with the transaction date display.

Details

G/L account

Enter a valid G/L account for this journal entry. This field disallows entry of a Not used account. The account description displays to the right of the code.

Reference

This field defaults from the previous line.

Debit 
Credit

Enter the debit and credit amounts for the journal entry. These fields do not accept negative values.

The Credit field disables if the Debit field has a non-zero value.

Job distribution

The distribution fields vary depending on whether the G/L account code is a Direct job cost, Direct equipment cost, or Direct work order cost.

If the G/L account code is a Direct job cost, enter the following fields:

  • Job: Enter a job number. This field allows entry of a 'Completed' job and provides a warning if an 'Inactive' job is entered. The job number will default from the previous line if you enter multiple detail lines. If the job number is changed, the Phase, Cost type, and Cost center fields must be re-validated before the you can save and exit this window.

  • Phase: Enter a phase number. The Phase and Cost type fields disallow entry of a 'Completed' phase, and provide a warning if an 'Inactive' phase/cost type is entered.
The phase list in the master job will automatically be used to create a phase in the sub-job if it does not already exist in the sub-job list.

  • Cost type: Enter a cost type such as Labor, Materials, Burden, Equipment, and so on.

Equipment distribution

If the G/L account code is a Direct equipment cost, enter the following fields:

  • Equipment: Enter an equipment code. This field disallows the entry of a 'Retired' equipment code, and provides a warning if an 'Inactive' code is entered. The Equipment code will default from the previous line if you enter multiple detail lines.

  • Cost category: Enter a cost category in this field. This field displays only if the Department field is set to use a department that is Direct cost = Equipment code. When adding a new part used, Spectrum will verify that the assigned G/L account is not restricted for this cost category code. If the G/L account is restricted, an error message appears and you will not be able to proceed.

    Note: When the Preventive Maintenance installation option, Require maintenance work orders for all maintenance work, is selected, you cannot enter an equipment code directly, and must go to the Preventive Maintenance | Maintenance Work Order screen to select a piece of equipment from there.

Work order distribution

If the G/L account code is a Direct work order cost, enter the following fields:

  • Work order: Enter a work order. This field will disallow entry of a work order with a 'Completed' status or a 'Job' work order. The Work order number will default from the previous line if the Operator enters multiple detail lines. If the Work order number is changed, the rest of the distribution fields must be re-validated before the Operator can save and exit this window.
Note: If the work order dispatch status is set to 'proposed' entry will be disallowed.

  • Eq. work order: Enter an equipment work order. If a closed work order is entered, a warning displays, but does not prevent further data entry. This field displays only if the Cost category field contains a cost category that is set to require an equipment work order number. Entry of an equipment work order is optional. This setting is maintained in the Equipment Control | Cost Category Field Maintenance screen Data entry field. Please refer to the Equipment Control Help file for more details.

  • Site equipment: Enter a site equipment code. Entry of a valid equipment code will be required if the Work Order installation option Require equipment code for work order transactions? is selected. The Site equipment code defaults from the previous line if you enter multiple detail lines.

  • Component: This field will only be enabled if any components are set up for the designated piece of equipment, or the Work Order installation Require component code for work order transactions check box is selected. The component will default from the previous line if the Operator enters multiple detail lines.

  • Contract: This field is disabled if the Service Contract module is unavailable, or no contract exists in the SC module for the equipment/component combination. If a contract is specified in the work order header, this contract will default if valid for the equipment/component, and you will be disallowed from assigning a different contract # on the work order. If a contract is not specified in the work order header, you can enter any combination of contracts or a blank contract in the work order detail. If the Work Order installation option for Require equipment code for work order transactions? is not selected, you can enter a valid contract # without assigning an equipment code. The contract will default from the previous line if you enter multiple detail lines and no contract is specified in the work order header.

  • Sell price: This field is optional. The Sell price defaults to the Debit amount (cost) for Time + Material work orders, and defaults to 0.0 for Flat rate work orders, but you may override the price.