Transaction Processing for Work Centre Plans

When you enter transactions for jobs that use a work centre plan, Greentree Desktop manages the selection of work centres and activity codes using the setup on the work centre plan. Greentree Desktop selects the work centre first and then the activity code.

Limit Activities at Selection is not selected

If the work centre plan option Limit Activities at Selection isn't selected, you can select activity codes for the transaction type and the employee's activity group.

Also:

• If a work centre has not been selected, you can select any activity code for the transaction type.
• If you select an activity code that has only one valid work centre, that work centre overrides the selected one.
• When you select activity code, this determines the work centres that you can select.

When you save the transaction line, Greentree Desktop checks that the activity code and work centre combination are valid for the job.

The selections are allowed if all these conditions are met:

• The work centre belongs to the job's Work Centre Plan.
• The work centre is a posting level.
• The work centre is incomplete (a level is considered to be completed if its % Complete is 100 or it has an Actual Complete Date set).
• The work centre has the employee assigned to it (for timesheet type lines).
• The activity code type belongs to the transaction — for example, Time type activities for timesheets.
• The activity code belongs to the work centre's assigned activity group.
• The v belongs to the employee's activity group (for timesheet type lines).

Limit Activities at Selection is selected

If has Limit Activities at Selection option is selected on the job's plan, the lists of work centres and activity codes only contain options that are valid for the work centre plan for the type of transaction being entered. When you select the activity code, its default work centre is not set into the Work Centre field.

Activity Code selected first

If you select the activity code first, the Activity Code list shows activity codes from the work centre plan:

• That belong to a work centre with the employee selected as assigned (for timesheet type lines), and
• Of a posting level work centre, and
• Of a work centre that is not yet complete (a level is considered to be completed if its % Complete is 100 or it has an Actual Complete Date set), and
• For the transaction type being entered (for example, for timesheet lines, only activity codes with type Time or Disbursements is available).

When you select the activity code, the Work Centre list contains work centres from the work centre plan that:

• Include the selected activity codes in their assigned activity group, and
• Have the employee selected as assigned (for timesheet type lines), and
• Are posting levels, and
• Are not yet complete (a level is considered to be completed if its % Complete is 100 or it has an Actual Complete Date set), and
• Have activity codes for the transaction type being entered (for example, for timesheet lines, only work centres that have been assigned activity codes with type Time or Disbursements is available).

The examples below demonstrate selection of the activity code before the work centre on the Timesheet Entry form for employee Craig Clark:

• Craig Clark belongs to activity group Labour Service.
• Activity group Labour Service has activity codes LABSER, LABSEW, LABSEZ, LAVSEO.

Example 1a

These work centres are incomplete posting levels and have Craig Clark assigned:

Available activity codes are: LABSER, LABSEW, LABSEZ, LAVSEO (since these belong to the employee's activity group and to work centre SERV's activity group).

Activity code LABSER is selected.

Work centres available for the job or employee are: ASSEM, SERV (since these include LABSER).

Example 1b

These work centres are incomplete posting levels and have Craig Clark assigned:

• Available activity codes are:LABSER, LABSEW, LABSEZ, LAVSEO (since these belong to the employee's Activity Group and also to Work Centre SERV's Activity Group).
• Activity code LABSER is selected.
• Work centres available for the job or employee are: SERV.
• Since that is the only work centre available, it is selected.

Work Centre Selected First

If the work centres is selected first, the list shows work centres from the Work Centre Plan that:

• Have the employee selected as assigned (for timesheet type lines), and
• Are posting levels, and
• Are not yet complete (a level is considered to be completed if its % Complete is 100 or it has an Actual Complete Date set), and
• Have activity codes for the transaction type being entered (for example, for timesheet lines, only work centres that have been assigned activity codes with type Time or Disbursements is available).

Once the work centre is selected, the Activity Code list shows activity codes:

• From the work centre's assigned activity group, and
• That are valid for the type of transaction can be selected (for example, for timesheet type lines, only the activity codes of type Time or Disbursements is available), and
• For timesheet type lines that belong to the employee's activity group.

If there is only one suitable activity code, it is selected.

The examples below demonstrate selection of work centres before activity code in Timesheet Entry for employee Craig Clark who belongs to activity group Labour Service.

Activity Group Labour Service has Activity Codes LABSER, LABSEW, LABSEZ, LAVSEO

Example 2a

These work centres are incomplete posting levels and have Craig Clark assigned:

• Available work centres are: ASSEM, SERV, SUPPOR (since these are set up with activities that belong to the employee's activity group)
• Work centre SERV is selected.
• Activity codes available for the job or employee are: LABSER, LABSEW, LABSEZ, LAVSEO (since these belong to the activity groups of SERV and the employee )

Example 2b

Using the same setup as in Example 2a:

1. Work centre SUPPOR is selected.
2. Activity codes available for the job or employee is LAVSEO.
3. Since it is the only activity code available, it is selected.

Editing Transaction Lines

When editing a line for a job that uses a work centre plan, if the work centre level is completed, an error message displays, and you will not be allowed to save the changes. This is to preserve the values when the Work Centre was set to completed.

For existing transaction lines, if the work centre plan settings have been changed, if the activity code or work centre is invalid for the current setting, an error message is given.

The Activity Code and Work Centre dropdown lists will show the items that are valid, so you can't select an activity code or work centre that was previously valid.

When saving an edited timesheet line, in addition to the check that the activity code belongs to the job's activity group, it now also checks that the activity code belongs to the employee's activity group.

You are not allowed to edit non-cost lines of completed work centre - these are lines that do not affect the cost value on a job, such as standing transactions, purchase orders, requisitions, estimates, and quotes. However, for these types of lines, you can change the work centre of a line from a completed one to one that is not yet completed.

Deleting Transaction Lines

You cannot delete a cost transaction line for a job that uses a work centre plan if the work centre level is completed. On attempting this, an error message displays. This is to preserve the values when the work centre was set to completed.

You can delete non-cost lines - these are lines that do not affect the cost value on a job, such as standing transactions, purchase orders, requisitions, estimates, and quotes.

For timesheets (JC timesheet entry, payroll pay entry, eTimesheets), if the employee is no longer available on a level, you can delete the line as long as the work centre is incomplete.

Notes

Inventory to Job

For an inventory line allocated to a job (for example, AP invoice or IN Transfer to Job), the inventory item's JC activity code defaults to the Activity Code field if it is valid for the work centre plan.

JC Estimates

If a work centre plan is assigned to a job, the work centre levels apply to the job's estimates.

In each of the Estimate tables, the activity code and work centre combinations respect the job's Work centre plan, so you can enter estimate lines for work centres that belong to the job's work centre plan only.

For estimates, you can also enter lines for non-posting levels, so these can be reported alongside the totals per non-posting (header) level. Enter estimates either for non-posting levels (headers) only or for posting levels only to avoid totals that appear inaccurate. In the JC Job Maintenance Work Centre table and the Review Work Centres table, the non-posting level totals display estimate values entered for the level.

If the sub-levels' estimate values do not add up to the header value, they display inaccurate. If the non-posting (header) level has no estimates entered for it, then the posting levels below it is totalled and shown on the non-posting level.

Completed phases are not included for selection when entering estimate lines, the same as in transaction entry.

If the job is not using a work centre plan, you can enter any activity codes, by type, in the table.

eRequisitions

• When you select a job, the Activity Code and Work Centre fields are enabled. If no job is selected, these are not required.
• If the job does not use a work centre plan, then the activity code defaults to the inventory item's activity code if it has one. The work centre defaults to the activity code's default work centre (whether the activity code was defaulted or selected).
• If the job uses a work centre plan, then the activity code and work centre are not defaulted, and their lookups are determined by the methodology for transaction entry as described above.
• The IN Tran Type that it used is the one set up on the JC IN Tran Type subtab on the Requisitions tab of the SCM User Preferences form.

eTimesheets

This makes available Time type activities. Disbursement type activities are available if the eTimesheets Module Control option Allow disbursement activities in timesheets is selected.

Regardless of whether or not the job has a work centre plan, the JC activity code entered for both timesheets and expenses is required to belong to both the job's activity group or work centre plan and to the employee's activity group.

eTimesheets Work Breakdown Structures

You can't allocate jobs that have been assigned to a work centre plan to an eTimesheets work breakdown structure. If a job is allocated to a work breakdown structure, you can't assign it to a work centre plan. This maintains the integrity of the job's work centre management.

FA Adjustment (Depreciation)

When saving an adjustment to depreciation for a fixed asset that posts to a job with no work centre plan, if the activity code from the fixed asset does not belong to the job's activity group, an error message displays and you can't save the adjustment.

FA Calculate Depreciation

• If fixed assets have been set up to post depreciation to jobs, Greentree Desktop ensures that the activity code and work centre are valid for the work centre plan for the job per fixed asset. If an invalid setup is found, an error message displays to indicate the asset that is incorrectly set up, and the depreciation process aborts.
• When posting depreciation to a job with no work centre plan, if the activity code from the fixed asset does not belong to the job's activity group, an error message displays and the depreciation process aborts.
• On processing depreciation or deletion of depreciation, if the Fixed Asset's work centre is invalid , an error message displays and the process aborts.

Mobility

• Inventory Transfers to Jobs: When transferring inventory to a job that uses a work centre plan, the work centre and activity code must comply with the Work Centre Plan settings. A mobile user (who is also a JC employee) is restricted to the activity codes in their assigned activity group.
• Timesheets: When entering timesheets to a job that uses a work centre plan, the work centre and activity code must comply with the work centre plan settings.

Payroll

HR payroll entry of JC lines is consistent with other job cost transaction processing, if only activities that belong to the jobs and the employee's activity group are allowed. For jobs that use a work centre plan, JC lines comply with the work centre plan settings.