Work Centre Plan Maintenance

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This form is enabled if Advanced Job Cost work centre plans are used by the company.

A work centre plan is like a tree of Job Cost work centres, if branches in the tree represent phases of a project. The work centre plan has a code and name, and can have unlimited branches and sub-branches off it.

If a job uses work centre plans, you must assign the job to a plan to determine the activity codes and work centres for entering cost transactions to the job. You can use the Review Work Centre Plans form to view and calculate or set the percent completed.

Use the panel:

• On the left to maintain the tree structure.
• On the right to change the settings per level to indicate it is a posting level.

Name

Enter the name of the work centre plan.

Active

The default value is selected for new work centre plans. You cannot select an inactive plan for a new job, and you can't change an editing job to use it.

If a job is assigned a work centre plan that is then made inactive, changing another option on the job does not prevent the job being saved. You can still enter data into jobs if the work centre plan is inactive.

Limit Activity Codes at selection

The default value is selected for new work centre plans. If you select this option, when you enter a transaction, activity codes are restricted using the job's work centre plan. If not selected, the activity codes are verified when saving the transaction.

This does not apply to work centres because you can only select work centres that are valid for the job's work centre plan.

Tree Maintenance

Right click a branch to select tree maintenance functions. Use these options to manipulate the branches:

Insert Before to insert a new branch before the selected branch.

This opens a form from which you can select a work centre that has not been set up on the plan. Click OK to accept the selected work centre, or click Cancel to abort the selection.

If a work centre exists in the plan, an error message displays. Otherwise, it is inserted immediately before the selected branch and a line for it is inserted in the table. Click:

• Insert After to insert a new branch after the selected branch.
• Insert Child to insert a sub-branch to the selected item.
• Move Up to move a branch up one position on the same level. This option is not available for a branch at the top of a group.
• Move Down to move a branch down one position on the same level. This option is not available for a branch at the bottom of a group.
• Remove this branch to remove the selected branch and all its sub-branches. You can't select this option if the work centre has transactions entered for it or has anything applied to it (for example, an estimate line). This includes unsubmitted eTimesheets and requisitions.

Table

These columns hold details per work centre level in the work centre plan.

Work Centre Code

The code for this level. A work centre cannot be in a work centre plan more than once.

Description

The description for the work centre at this level, up to 50 characters. When you select the work centre, the description defaults to the JC Work Centre Description. You can change the description.

You can set these options for each work centre:

Posting Level

This determines whether transactions can be posted to this work centre for a job using this work centre plan. Cost transactions for a job using this work centre plan are only allowed for work centre that have this option selected.

You can't add a work centre to a level below one that is posted to. You can only post transactions to the lowest level(s) of the branch. When you add a branch is to the Plan, this is deselected.

These options are enabled only when you select Posting Level:

• All Activities - Select this to make all activity codes in this company available when entering transactions to this work centre. When you add a branch to the work centre plan, this is deselected.
• Activity Group - This is enabled when All Activities is not selected. Select the activity group to apply when entering transactions to this work centre. When you add a branch to the work centre plan, this is blank.

If any job using the work centre plan has transactions entered for a work centre level, you cannot display the level as a posting level.

Employees

This button is labelled All Employees if All employees is selected.

Otherwise, it is labelled Employees.

For posting levels, clicking this button selects employees available for this work centre in the work centre plan. You can restrict each posting level of the plan to the nominated employees. Employees can enter time only for the work centres for which they are nominated. When you add a posting level to the work centre plan, this is set to All employees.

Click this button to open the JC Work Centre Employees form. This form has four panels: two for employees, and two for employee types. Each panel has a list of assigned employees and employee types, and a list of unassigned employees and employee types for this work centre level.

WARNING: If an employee is unassigned, that employee is available on the level if their employee type is still assigned.

All employees

Select this option to show all JC employees and employee types in the Assigned panels. The rest of the form is disabled.

OK

Click to accept the employee selections and close the form to return to the table. The employees listed in the Assigned panels now belong to the work centre level of this WCP.

Cancel

Click to close the form without saving the changes.

Default % Complete

Select the default method by which to calculate completion of this level of the work centre plan. This is used in the JC work centre review process to calculate the percentage completed per level. Select:

• Budget v Actual - Cost: Current estimate total cost versus total actual costs
• Budget v Actual - Hours: Current estimate total hours versus total hours of actual costs
• Budget v Actual - Sell: Current estimate total retail versus total retail value of actual costs
• Elapsed Time: Number of days from Job start date to expected completion date
• None: No percentage complete calculation is done for this level.

The method is applied to the job's plan, but you can change it for individual jobs on the Work Centre tab of the JC Job Maintenance form. New levels on the plan default to None.

Completion Permissions

This button is labelled All Users if Assign All is selected.

Otherwise, it is labelled Users.

Click this button to select the users who have permission to change the Completion Date and the Percentage Completion for this level of a job. You enter completion details on the Work Centres tab on the JC Job Maintenance form, or during the Review WCPs process. When you add a branch to the work centre plan, completion permissions are set to Assign All.

Click this button to open the Edit Completion Permissions form. This form has two panels: one for assigned users, and one for unassigned users. Teams display in blue. Use the buttons to move selected users to and from the Assigned panels.

Can complete sub-levels

Assigned users can complete sub-levels of the current level. Deselect the users who are not allowed to complete sub-levels.

WARNING: If a user is unassigned, they still have permissions to change completion details for the work centre if they belong to a team that is assigned to that work centre.

All Users

Select this option to move all users from the Unassigned panel to the Assigned panel. If it is deselected, you can use the buttons to move selected users to or from the Assigned panel.

Copy

You can copy work centre plan to create new ones.

Click the Copy icon and assign a unique name to the new plan.

• Transaction Processing for Work Centre Plan
• JC Import Work Centre Plans

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