You use this program to maintain hierarchies for a job.
A hierarchy is a means of allocating the costs of a job according to its elements.
You can access this program:
from the Job Entry program when you create a hierarchical job for a non-stocked item and select to define your own hierarchies rather than using a standard hierarchy.
from the listview of the Browse on Jobs program by selecting the Hierarchy option from the Functions menu and then selecting the Hierarchy Maintenance option.
by selecting the Add or Change option from the Edit menu of the Adjust Billing Value program.
The treeview displays the job and its associated heads/sections. You view the details for the job or the head by highlighting it in the treeview.
If you selected the setup option: Automatically expand hierarchy treeviews in maintenance and posting (WIP Setup), then the treeview is automatically fully expanded. If you did not select this option, then each level of the treeview is only expanded when you select the plus sign against it.
| Field | Description |
|---|---|
| Options | |
| Confirm Deletions | Select this to be prompted to confirm the deletion of a code when you select to delete it. If you do not select this option, then the code is deleted without warning. |
| Show Treeview as Listview | By default, the hierarchies are displayed in a treeview
format in the Hierarchy pane. Select this option to display the hierarchies in a listview. By deselecting this option you can revert to displaying the hierarchies in a treeview. |
| Preferences | Select this to indicate the default settings you require for the Head/section maintenance pane (see Preferences). |
| Query | |
| Query Head Costs | This option enables you to use the Job Costs Query program to view the total costs for a hierarchical job, including details of the head/section costs. |
| Select | Select this to use the entry currently highlighted in the Hierarchy treeview or listview in the corresponding field of another program. |
| Add | Select this icon to add a new head/section. |
| Change | Select this icon to maintain the entry currently highlighted in the Hierarchy treeview or listview. |
| Delete |
Select this to the delete the entry currently highlighted in the Hierarchy treeview or listview. When you select this option for a parent item, a warning message is displayed indicating that the selected head/section and all lower levels will be deleted. If you select Yes to proceed, then the parent item and all lower levels are deleted providing no transactions exist against any of the related hierarchies. |
| Job |
Indicate the job for which you want to view or maintain the hierarchies. This must be an hierarchical job. |
| Play | Select this to use the Multimedia program to view any multimedia objects assigned to the entry currently highlighted in the Hierarchy treeview or listview. |
| Notepad | Select this to use the Notepad Editor program to view and assign user-defined text notations to the current job. |
| Refresh | Select this to refresh the details displayed. |
This screen is displayed when you select the Preferences option from the Options menu.
| Field | Description |
|---|---|
| Save | Select this to save the preferences against your operator code. |
| Close | Select this to save the preferences for the current run of the program only and to return to the previous screen. |
| Preferences | These preferences enable you to indicate the defaults
you want to use for fields and options in the Head/section
maintenance pane. Note that these are the defaults that will be loaded onto the Head/section maintenance form, but they can be changed when you actually maintain a head/section. Refer to Head/Section Maintenance for information on each field/option. |
The heads/sections for the selected job are displayed in this pane.
By default, this information is displayed in a treeview. You use the Show Treeview as Listview option from the Options menu to display the hierarchies in a listview.
The details for the currently highlighted head/section are displayed in the Head/section maintenance pane.
| Column | Description |
|---|---|
| Hierarchy | This indicates the hierarchy head/section code. |
| Description | This indicates the description defined against the hierarchy head/section. |
The information displayed in this pane relates to the head/section currently highlighted in the Hierarchy pane.
Although you can create only four main sections for a head, the number of heads and subsections is unlimited. For example: If you were constructing a building, you could create a head called CIV (civils) and then create numerous subsection 1’s such as ERT (earthmoving) and EXC (excavation).
You can indicate your preferences for fields and options in this pane (see Preferences).
| Field | Description |
|---|---|
| Save | Select this to save the changes you made. |
| Edit | Select this icon to use the Multimedia program to view any multimedia objects assigned to the entry currently displayed. |
| Hierarchy details | |
| Parent hierarchy | This indicates the parent hierarchy for which you are maintaining the head/section. |
| Head/section |
Enter a code for the head/section when adding a new head/section. If you are maintaining an existing head/section, then the code for the head/section is displayed in this field. |
| Description |
Enter a description for the head/section. If you are maintaining an existing head/section, then the description for the head/section is displayed in this field. |
| Posting threshold |
Enter the maximum percentage of the anticipated costs that should be allocated/issued to this head/section. You define the anticipated costs for this head/section in the Anticipated values fields below. The posting threshold is determined by multiplying the posting threshold percentage by the anticipated cost selected against the setup option: When adding/issuing allocations, check the posting threshold against (WIP Setup). Example: Posting threshold = 20. Anticipated value 1 = 100 000. Setup option (WIP Setup) is set to use Anticipated value 1. The posting threshold is set to 20% of 100 000 = 20 000. A warning is displayed when an addition or issue to the head/section would cause the threshold of 20 000 to be exceeded. You can prevent an operator from adding/issuing an allocation (committed or uncommitted) to the head/section when the threshold is exceeded by denying the operator access to the activities: P&C Add allocations with costs exceeding threshold and P&C Issue allocations with costs exceeding threshold (Operators -Security tab). |
| General ledger | |
| Tracking cost only |
Select this to specify the General Ledger code to which outstanding costs for the head/section must be distributed when you use the Part Billings program (see GL Distribution). If you select this option, then you must enter the required General Ledger code in the Cost ledger code field below. |
| WIP ledger code |
Optionally assign a General Ledger account code to this head/section. If you enter a code, then the work in progress costs for this hierarchy head/section are allocated to this code. The code must be defined as a control account and have an account type: Asset (see General Ledger Codes). This enables you to collect WIP values by hierarchy head and section. If you do not enter a ledger code in this field, then the work in progress costs are allocated to the ledger code defined against the job (see Job Entry). |
| WIP ledger code description | This indicates the description for the WIP ledger code selected. |
| Cost ledger code |
Specify the General Ledger code to which outstanding costs for the head/section must be distributed when you use the Part Billings program (see GL Distribution). This forms the debit and balancing entry to Work in Progress control in Part Billings. If you selected the option: Tracking costs only, then you must enter a ledger code in this field. |
| Cost ledger code description | This indicates the description for the cost ledger code selected. |
| Attachment options | This enables you to indicate the types of transactions which may be processed against this head/section. |
| Stocked allocations | Select this to allow stocked allocations and/or issues to be associated with this head/section. |
| Non-stocked allocations | Select this to allow non-stocked allocations and/or issues to be associated with this head/section. |
| Labor allocations | Select this to allow labor allocations and/or issues to be associated with this head/section. |
| Subcontract labour allocations | Select this to allow subcontract operation allocations and/or issues to be associated with this head/section. |
| Sales distribution and adjustments | Select this to allow sales billings and cost of sales to be associated with this head/section. |
| Purchase transactions | Select this to allow purchase orders for materials and subcontract operations to be associated with this head/section. |
| Anticipated values | |
| Anticipated value 1- 3 |
Enter the anticipated values for the section/head. Anticipated values together with the Posting threshold field above can be used to limit the allocations to the head/section. You define which anticipated value to use in the threshold calculation on the Projects and Contracts tab of the WIP Setup program. If the job is linked to a contract and the billing method defined against the contract is Percentage of anticipated costs (Browse on Contracts), then the amount entered in the Anticipated value 1 field is used for the percentage calculation. |