Validation when Phases are not Locked
Learn about the validation process for phases that are not locked.
To explain the validation process for phases that are not locked, we will assume an 11-character multi-part phase code in which the first 8 characters represent common work activities, followed by a dash and 2 characters that are reserved for change orders:
If you do not check the Phases on this job are locked box for the job in JC Jobs, operators can post to any phase code that is set up exactly in JC Phases, or any code longer than 8 characters where the first 8 are defined in the Phases form. In either case, the cost type used must be set up in JC Phases form. If you use F4 at the phase field in a data entry program, you will see a listing of the Phases file.
If you enter a phase code that has not previously been used on a selected job, the system automatically sets up that phase on that job, using the phase description and unit of measure from the Phases form. How the billing flag is set depends on whether the phase/cost type unit of measure matches that of the contract item. The contract item to which the phase code is linked depends on whether the validated phase has already been set up on the job. The following examples illustrate how the Bill flag and Contract Item are set when you add new phases to a job:
Set up in JC Phase Master:
Already added to Job:
When you add this phase and UM:
12000– 40– 11
12000– 40– 12
12000– 50– 10
How the bill flags were set for examples shown above:
The unit of measure assigned to contract item 23 is SF, and phase 12000-40- is flagged as billable. When 12000-40-11 was entered, it was validated against the JC Phases entry for 12000-40-, so the bill flag was set to Y as well. However, when 12000-40-12 was added with a different unit of measure, the bill flag was set to C. In the third example, the Bill flag for the new entry was set to N because the Bill flag for phase 12000-50-was set to N in JC Phases.
How the contract items were set for these examples:
When the two entries starting with 12000-40-were added, the system was able to find that phase already on that job in its validated form, so it used the contract item link from that entry. In the last example, no previous entry for 12000-50- was found, so the system used the first contract item on the job.