STARK 5.1.35.XXXX Inventory Tracking/Job Costing New Features

This Help File Page was last Modified on 05/25/2019

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STARK 5.1.35.XXXX Inventory Tracking/Job Costing New Features

This Help File Page was last Modified on 05/25/2019

Welcome to the Summary Page which describes the major New Features added to the Inventory Tracking & Job Costing System within the MKMS STARK Version 5.1.35.XXXX Release.

 

HelpFilesStark

This New Features Table contains three columns of data relating to each of these New features:

1.Program Module(s) Affected - This column lists the specific modules that were improved.

2.Chapter Links - This column lists of the link(s) to the chapter(s) where the previous instructions, illustrations and explanations have been revised to reflect the program changes and/or enhancements.

3.Description of the Enhancement - A brief explanation of the new features, functions and enhancements that have been added in this release with links to all of the affected chapters and some related chapters, also.

 

Understanding the New features Chart:

All of the Program Module(s) that are Affected are listed.

The Chapter Links are provided for finding the instructions, illustrations, and details on the operation and usage of the new feature(s).

A brief Description of the Enhancement is shown, sometimes with additional Chapter Links.

 

Program Module(s) Affected

Chapter Links

Description of the Enhancement

MKMS STARK

Employees

The keyboard's Insert (to start a new entry on an Employees Form tab with a Grid format), Delete (to remove an existing entry on an Employees Form tab with a Grid format); plus the Ctrl+S combination (for Save) have been implemented.

The Left and Right Arrow Navigation Keys will move the focus from one Employees Form tab to another has been implemented, as has the Ctrl+Insert combination to start a new record on the Employees Form;

MKMS STARK

Various as Listed

The keyboard's Insert (to start a new entry), Delete (to remove an existing entry), and the Left-Right-Up-Down-Arrow Keys for Navigating within the Grid or Form; plus the Ctrl+S combination (for Save) are implemented on these Forms:

On the Job Costing Form's

i.Labor tab

ii.Sub-Contract tab

iii.Materials tab

iv.Expenses tab

v.Commissions tab

vi.Job Tasks tab

vii.Inventory tab's Item List sub-tab

Work Order Invoicing/Review dialog

 

 


Inventory Tracking/Job Costing

New Icons on Reports using a data grid

An Email (the data in the Grid) capability, and in some cases a Print Detail and/or Go To Subscriber function has been added to many more reports that present their information in a data grid.  When available, these options will appear on the Ribbon Menu at the top of that Report Form as an Icon.  Those reports include:

Inventory Transfer

Job Aging As Of

Job Work Sheets (New Grid)

Inventory Tracking/Job Costing

Job Costing

The functionality of the Inventory tab - particularly as it related to Work in Progress - and its Inventory Used, Inventory Reserved, and Item List sub-tabs have been substantially redesigned.

Use the above listed chapter links to access the revised instructions for Ordering, Reserving and Using Inventory Items.

Accounts Payable System

Inventory Tracking System

Sale-Purchase Items

Purchase Categories

Purchase Orders

When a Sale-Purchase Item has a Check in the Inventory Item field on its Sale-Purchase Items Form it may not be removed until any Detail Line Item on any Purchase Order containing that Inventory related Sale-Purchase Item has been Received, Completed, and/or Billed.

Inventory Tracking/Job Costing

Sale-Purchase Items

The revised Sale-Purchase Items Form now has a WIP (Work in Progress) field with the Quantity of those items which have been identified as Inventory Items.

Inventory Tracking/Job Costing

General Ledger System

Inventory Usage Report

Inventory Items

Work Orders

Job Costing

Tracking Work in Progress

1.The Inventory Usage Report will now exclude any Inventory Items that  are WIP Inventory (shown in the Sale-Purchase Items Form in its new WIP field); and will includde the usage once these Inventory Items come out of WIP Inventory (i.e., have been Invoiced).

2.When an Inventory Item is Used on the Job Costing Form which was previously Reserved on that Job Costing Form the Committed on Hand Count will be decreased, and the WIP (Work in Progress) will be increased by the Quantity that was recorded as Used.

3.When an Inventory Item is Used on the Job Costing Form which was not previously Reserved on that Job Costing Form the Available on Hand Count will be decreased, and the WIP (Work in Progress) will be increased by the Quantity that was recorded as Used.

 

When Inventory Usage is recorded on a Work Order Form:

1.If the Service Request was created through the Job Costing Form, and those required Inventory Item(s) were previously identified on that Job Costing Form as Reserved

a.The On Hand Count will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

b.The Available On Hand will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

c.The WIP (Work in Progress) will be increased by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

 

2.If the Service Request record was created directly on the Inventory\Material tab (not created from a Job),

a.The On Hand Count will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

b.The Available On Hand will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Service Request Form.

c.The WIP (Work in Progress) will be increased by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

 

3.When a Service Request - which had Inventory Usage recorded on the Inventory\Material tab of a Work Order Form (see "When Inventory Usage is recorded on a Work Order Form" above) - is then Invoiced

a.In the Inventory Tracking System: As part of the Completing the Service Request, when an Invoice is created for the services performed and there were Inventory and Materials recorded as required for the completion of that Work Order, The WIP (Work in Progress) Count will be decreased by the Quantity that was recorded on the Inventory\Material tab of the Work Order Form  

 

4.When a Service Request - which had Inventory Usage recorded on the Inventory\Material tab of a Work Order Form - is Closed, but Not Invoiced (e.g., Warranty Repair, Free-bee, for Office use):

a.In the Inventory Tracking System:  As part of the Completing the Service Request, when no Invoice is created for the services performed but there were Inventory and Materials recorded as required for the completion of that Work Order,

i.The WIP (Work in Progress) Count will be decreased by the Quantity that was recorded on the Inventory\Material tab of the Work Order Form  

Inventory Tracking/Job Costing

Purchase Orders Tab

When a Purchase Order Form is displayed by Clicking the Purchase Orders Tab on the Job Costing Form, it may be modified as may be needed (and those modifications will update any associated information within the Job Costing record).

However, a new Purchase Order may not be created there.

Inventory Tracking/Job Costing

Job Costing

Inventory Reserved

Item List

Job Invoice Multi Usage

Three new fields have been added to the Job Costing Form's revised header:

i.Estimated Completion -  - Use the Drop-Down Calendar/Date Entry field to enter the expected Finish Date for this Job.

ii.Proposal - No entry required.  If this Job Costing record is being created by Converting a Proposal to a Job, the Proposal Number is automatically inserted.

iii.Proposed RMR - No entry required.  If this Job Costing record is being created by Converting a Proposal to a Job, the monthly RMR Rate offered on that Proposal is inserted.

 

There is a new Job Invoice Multi Usage dialog - When the Use Inventory option is selected on the Item List sub-tab or the Inventory Reserved sub-tab on the Inventory tab of the Job Costing Form, the new Job Invoice Multi Usage dialog will be displayed.  The User may identify:

oEach Inventory Item that has been used on a Job

oALL items in the list as having been used

oThe Warehouse from which each Item was taken

oHow many (Quantity) were used

oWhether an Inventory Item should be inserted into the Subscriber's Installed Equipment Form.

 

Note: The most recent Forms.txt file must be installed and the appropriate User Access Rights to the Job Invoice Multi Usage dialog must be granted.

Inventory Tracking/Job Costing

Job Costing - Starting a Job

To avoid the loss of Job Costing data integrity. once a Subscriber has been identified and a Work Order, Invoice, or Inventory Used entry has been created, the Subscriber assigned to that Job cannot be changed.

If an attempt is made to do so, a reminder message will now be displayed.

Inventory Tracking/Job Costing

Sale-Purchase Items

A new Work In Progress field (WIP) on the Sale-Purchase Items Form tracks that WIP Quantity of Inventory Items as follows:

The WIP Quantity is increased when an Inventory Item is Used on a Job; and/or recorded in the Inventory/Materials tab on a Work Order Form.

The WIP Quantity is reduced when those Inventory Items recorded on the Inventory/Materials tab on a Work Order are actually Invoiced to the Subscriber after the Work Order is completed; or when a Work Order associated Job Task is Invoiced, and/or the Job itself is marked as Completed.

Inventory Tracking/Job Costing

Inventory Transfer

The new Inventory Transfer Report is a fully functional data grid which lists the transfer details for those Inventory Items which have been Transferred from one Warehouse to another, within a Date Range specified by the User, with this data presented as a Grid.

As with all fully functional data grids, the User selected columns of data may be filtered, sorted, formatted; and then Printed and/or Exported, as needed.

Inventory Tracking/Job Costing

Warehouse

The revised Warehouse maintenance Form has a new Transfer option which provides the ability to Transfer one or more (multiple) Inventory Items from the currently selected Warehouse, to another Warehouse of the Users choosing.

Inventory Tracking/Job Costing

Edit Warehouse Inventory

Inventory Adjustments

Reason for Change: The note entered in the Edit Warehouse Inventory Form describing why an Inventory Adjustment was made, will now appear in the Reason column of the Inventory Adjustments Report.

Inventory Tracking/Job Costing

Inventory WIP Report

The new Inventory WIP Report lists all Inventory Items' Counts that were transferred to Work In Progress via a Job and/or Work Order entry; and may be produced within the Date Range specified, or for an As Of date, and subject to certain filtering and selection options.

Inventory Tracking/Job Costing

Inventory Worksheet

Exclude Zeros - This new Check box option has been added to allow the User to eliminate any Inventory Items that have no Available On Hand and no Committed On Hand quantities from the report.

Inventory Tracking/Job Costing

Inventory Listing

The revised Inventory Listing report has a new sorting option:

Sale Item Group - You may now sort the list of Inventory Items by their assigned Sale Item Group Name, then within each Sale Item Group, by the Inventory Item's Part Number (Item ID).

The "Used" column has been renamed "Used Value" and an explanation of how it's calculated has been added.

Inventory Tracking/Job Costing

Accounts Receivable

Subscriber Options - Jobs

Jobs Listing

Now when you Choose the Job Listing option to display a list of all Job Costing records previously created for the currently selected Subscriber, that Job Listing includes the Proposal's Title and the Proposal's Number when that Job Costing record was converted from a Proposal.

Inventory Tracking/Job Costing

Job Aging As Of

There is a new Job Aging As Of full functioning Grid dialog which provides an aged listing in a Grid format of the Balances still owed on Job Costing records, based on a User specified As Of Date, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Inventory Tracking/Job Costing

Job Listing Aging As Of

There is a new Job Listing Aging As Of dialog which provides a listing in a Grid format of the Job Costing records which have not been Completed.  

The records are initially sorted by their Start Date, and for each Job Costing record the Grid lists (among many other fields) the number of days between the Estimated Completion Date and an As Of date enter by the User, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

A Radial Right-Click Menu offers Go To Job and Go To Subscriber options for the Grid's currently selected line item

Inventory Tracking/Job Costing

Job Work Sheets (New Grid)

There is a new Job Work Sheets (New Grid) which provides a listing in a Grid format of the Job Costing records based on a User specified status of the Start and End Date fields, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

There is a Show Job Tasks Check box which, when Checked, will display a Sub-Grid (on the right side) listing the details for all of the Job Tasks entered for the selected Job.

a)As with the main Grid, the columns for this Job Task Sub-Grid may be User specified.

b)A User may Double-Click on a Job Task record in this Sub-Grid to open any associated Work Order Form

c)A Radial Right-Click Menu offers Go To Job and Go To Subscriber options for the Grid's currently selected line item

Inventory Tracking/Job Costing

Job Work Sheets (New Grid)

Since the Job Work Sheets (New Grid) was added to STARK 35, a new Show ALL Open Jobs Check box option on the Job Work Sheets (New Grid) will allow the User to quickly list all of the Jobs which have not been Completed.

When Checked (and Retrieve Data is selected), the Job Costing System will retrieve and list all open Jobs regardless of the specified Start and End Date Range.

Inventory Tracking/Job Costing

Job Costing

Job Tasks Tab

The Job Tasks Tab on the Job Costing Form has a new Estimated Completion Date field which is used to identify when a specific Job Tasks should (is expected to) be completed.  This new field is also used with the new Job Tasks Aging As Of report described below.

Inventory Tracking/Job Costing

Job Costing

Job Tasks

As Users adopt more of the powerful Job Costing capabilities in MKMS, those Jobs and their associated Job Task entries become more detailed (and complete), and so managing and updating the Job Tasks' data Grid was getting harder.

To alleviate this, the Job Tasks Grid now allows Sorting and Filtering capabilities

Inventory Tracking/Job Costing

Inventory Tab

Item List

Use Inventory

Job Invoice Multi Usage

Previously, in the Item List sub-tab of the Inventory Tab in the Inventory Tracking/Job Costing system, when the Use Inventory function was accessed, the system took a long time to insert that Inventory Usage record because the Use Inventory function ALWAYS attempted to update the Kits table, even though it was rarely necessary.

Now the system determines - as an Inventory Item is identified as Used in the Job Invoice Multi Usage dialog, whether or not that Inventory Item was assigned to a Kit, then only calls the Kit Recalculation procedure when it's actually needed.

Inventory Tracking/Job Costing

Job Tasks Report

There is a new Job Tasks Report dialog which provides a list (in a Grid format) of Job Tasks which may be filtered based on the Job Task's (1) Start Date, (2) Estimated Completion Date, or (3) Completed Date; and the list may include All Job Tasks, only Completed Job Tasks, or only Not Completed Job Tasks; and it may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Inventory Tracking/Job Costing

Job Tasks Aging As Of

These is a new Job Tasks Aging As Of report provides an Open Job Task listing (an Open Job Task does not have a Completed date entered) in a Grid format with (among much other data) the Age (in Days) of those Job Tasks, based on the number of Days between the Estimated Completion Date (entered on the Job Task line item) and a User specified As Of Date, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Inventory Tracking/Job Costing

Inventory Replacement Value

The Inventory Replacement Value report has been moved to the Inventory Tracking Reports Menu.

This report option will only be displayed when the Inventory Tracking module has been activated (Registered).

Inventory Tracking/Job Costing

Job Costing

Job Work Sheet

 

Notes - You may now enter comments deemed important for a Job and can:  

Double-Click within the Notes field to a basic Rich Text Editor dialog that allows bold, italics and underlines of text, and the selection of Font type, it's size, color, and highlight.

Have those Notes (including all Rich Text Editor enhancements) print on the Job Work Sheet

That information will vertically expand the size of the Job Information box on page 1 of a Job Work Sheet.

Inventory Tracking/Job Costing

Job Tasks tab

 

The Job Tasks tab now has two additional columns:

1)Comments - A Drop-Down Notes Box for recording comments about the Job Task.

2)Employee - A Drop-Down Selection List containing all of the Employees assigned an Employee Type of either Technician or Administration

The list shows the Name, Employee Code and Status (i.e., Active/Inactive) of each of those Types of Employees

Inventory Tracking/Job Costing

Job Task Templates

There is a new Job Task Template option in the Miscellaneous sub-menu of the General Maintenance Menu.

Each Job Costing record will typically have many Job Task entries.

To speed up data entry and make these type of Job Task entries consistent, a number of Job Task Templates may be defined.

 

A Job Task Template definition may represent a specific set of one or more Job Tasks which your Company frequently is required to perform when installing and/or upgrading specific types of systems.

Multiple Sets of this combination of Service Type, Task, Contracted and Amount entries may be included in each Job Task Template.

Each set may have any combination of Service Type, Task, Contracted and Amount entries.

Inventory Tracking/Job Costing

Job Tasks

Due Date - This field will be now be populated with the Estimated Completion Date identified in the heading of the Job Costing record when it is initially entered.  It may be changed as appropriate.

Use the Drop-Down Calendar/Date Entry field to revise the Date when this Job Task should be finished.

 

Estimated Completion Date - This field will still be populated with the Estimated Completion Date identified in the Job Costing record when it is initially entered.

Use the Drop-Down Calendar/Date Entry field to change the Date when this Job Task is expected to be finished.

This date is used in the Job Tasks Aging As Of Report to track how the Service/Installation Department(s) are keeping up with their work (Job Task) requirements.

Inventory Tracking/Job Costing

Job Tasks Report

The Job Tasks Report has been revised by adding a Due Date field and a new Due Date selection option.

Inventory Tracking/Job Costing

Job Task Aging As Of Report

The Job Task Aging As Of Report has been revised by adding a Due Date field.  Age of Job Task represents the number of Days between the Due Date and the As Of Date selected.

 

 


Inventory Tracking/Job Costing

Service Tracking System

 

Job Costing

Inventory tab

Item List sub-tab

Material/Inventory

1.You are now able to insert Negative Quantities for Inventory and/or Non-Inventory items in Job Costing on the Item List sub-tab within the Inventory tab  (You will not need to Reserve these Negative Inventory and/or Non-Inventory item entries).

a.The purpose of a Negative Inventory item entry in the Item List is to be able to use that Negative Quantity on a Work Order to signify "returning" equipment to "Stock".

b.Inserting a Negative Inventory line item in the Material/Inventory Drop-Down Info Box on a Work Order does not affect Committed On Hand Quantity on the associated Sale-Purchase Item Form .  

c.Instead, it will increase Available On Hand and decrease WIP on that associated Sale-Purchase Item Form

d.When you complete the Work Order, the WIP Quantity will go back up.

 

2.Also, Negative Quantities for Inventory and/or Non-Inventory items may be inserted directly into a Job Costing record using the Item List sub-tab within the Inventory tab.  

 

3.The purpose of a Negative Non-Inventory item in the Item List is to be able to use that Negative Non-Inventory Quantity to signify a discount on the billable cost of the Work Order.

a.In this case, when you create an Invoice for the Work Order, it would match the Proposal (Discount).

 

4.When a Negative Quantity is used, that Negative Quantity on a Work Order to signify "returning" equipment to "Stock".

a.Therefore, the Inventory Item is recorded in the Default Warehouse.

b.The Negative Quantity (in the Material/Inventory Drop-Down Info Box on a Work Order) may not be changed to a Positive Quantity (an error will be presented if this is attempted).

c.If the Negative Quantity was entered in error in the Material/Inventory Drop-Down Info Box on a Work Order , that record must be deleted; and then if appropriate, a Positive Quantity enter may be made.

Inventory Tracking/Job Costing

Service Tracking System

Work Orders

Parts List tab

Job Costing

Job Task

On the Parts List tab of the Work Orders Form there are new data entry conditions established to accommodate the features outlined above:

1.Add new Part - You cannot use the Add HelpFilesNavigatorMenu-StandardInsertIcon to populate the Parts List tab when the Work Order was created for a Job Task in the Job Costing record.

If you attempt to do so, a "This WO is coming from a job, you must enter the item in "Job Costing \ Inventory \ Item List" and reserve it and then use "Pick from Job" button on this screen." reminder message will be displayed

 

2.Pick From Job - When the Work Order was created from a Job, and as part of that Job Costing information, an Item List was created, this Pick From Job option becomes active.  

However, prior to using the Pick From Job option, the Warehouse from which the Inventory is to be taken must have already been identified in the Inventory Reserved sub-tab of the Inventory tab on that Job Costing Form  

 

3.The Transfer option is only available when Inventory Items have already been added to the Parts List tab.

 

4.Transfer a Part - You cannot use the "Transfer" option when the Work Order was created for a Job Task in the Job Costing record.

This must be done using the Reassign/Transfer option on the Inventory Reserved sub-tab of the Inventory tab on the Job Costing Form

If you attempt to do so, a "This WO is coming from a job, you must use "Reassign/Transfer Inventory" button in "Job Costing \ Inventory \ Inventory Reserved" reminder message will be displayed.

Job Costing System

Accounts Payable System

Credit Card Register

You may now Record an (emergency and/or unscheduled) "in-the-field" Credit Card charge in the Credit Card Register Form:

It's not unusual for a Technician to have to buy miscellaneous Job Expense Items while still "in-the-field", and often he/she has to pay for them immediately using their Company Credit Card,  

When an unscheduled Job Expense for a Commission, Expense, Material, and/or Sub Contractor is incurred "in-the-field" and that Job Expense was paid at the time of purchase with a Company Credit Card, that Job Expense may now be recorded as a Credit Card charge directly into this Credit Card Register with the associated Job Number inserted in this JobID field.

This Job Expense will also be recorded in the related Job tab (i.e., Commission, Expense, Material, and/or Sub Contractor) with a Credit Card Register ID ("CC Reg. ID") for a cross-reference.

Inventory Tracking System

Accounts Receivable System

 

 

Inventory Replacement Value

There is a new Inventory Replacement Value dialog which lists those Sale-Purchase Items identified as Inventory Items with the associated On Hand quantities, Warehouse, replacement Cost, and Total (current) Value - presented as a Grid

Inventory Tracking/Job Costing

Job Costing

Added a new option on the Job Costing Form to "Un-complete a Job" which will set the field Completed=F and CompleteDate=null. This feature was needed because the system normally does not allow Inventory Items to be added or deleted to/from an Invoice that that was created from a Job.

If the CompleteDate is within a closed period, the program will raise the error "Period closed to all edits"

The system now also ensures the CompleteDate is not within a closed period when completing or un-completing a Job.

Job Costing System

Accounts Payable System

Service Tracking System

Completing a Job

Open Job Items

The Open Job Items dialog has been enhanced with two Go To options:

1.Go To Purchase Order - Right-Click on any Purchase Order line item to display its associated Radial Right-Click Menu.  This provides access the Go To Purchase Order Option which displays the related Purchase Order Form.

2.Go To Work Order - Right-Click on any Work Order line item to display its associated Radial Right-Click Menu.  This provides access the Go To Work Order Option which displays the related Work Order Form.

Inventory Tracking/Job Costing

Accounts Receivable System

Service Tracking System

Proposal

Job Task tab

Work Order

Job Task

There is a new Include Proposal Comment field in each Detail Line Item on the Proposal Form's Job Task tab.  

When the existing Create Work Order? box in the Job Task tab is Checked on the Detail Line Item, and this new Include Proposal Comment box is also Checked, then:

Should this Proposal be Converted to a Job Costing entry, the Work Order created for the Job Task in the Job Costing System will have this Proposal Form's Comments entry inserted into that Work Order's Comment field.

Job Costing System

General Ledger System

General Journal

There are new Job ID and Job Category fields added to the General Journal Form which allows a General Journal Transaction to be posted (directly charged to a Job) for a Commission, Expense, Labor Cost, Material Cost and/or Sub-Contractor Fee Job Costing Category, to a Job that's identified using the new Job Search dialog to select the appropriate Job ID.

When the new Job ID field is populated on the General Journal Form:

a)The system will require that a Job Cost Category be identified (using the Drop-Down Selection List in the new Job Category field).

b)This combination (i.e., Job ID, Job Category) - along with the General Journal entry's Debit or Credit Amount entered - will create the corresponding Job Costing Transaction

c)The Date of this Job entry will be the General Journal entry's Transaction Date, and the Description of this Job entry will be the Description entered for the General Journal entry.

 

Also see the "Creating a Job Costing System entry directly from the General Journal" discussion in the General Journal Entries chapter.