Glossary
Analysis Report (J/C)
The Job Cost Analysis Reports give current cost and quantity figures and cost projections on every phase of the job. These reports use the data supplied by Payroll, Accounts Payable, General Ledger, Purchase Orders, and Accounts Receivable to produce accurate cost and quantity figures for each cost code on each job. Costs are analyzed with respect to quantity used and percent complete. Cost projections are calculated. The usefulness of the information is very dependent on the accuracy of the information in the rest of the system.
Batch
This is a temporary file of unposted transactions. Each person who is entering data may create their own Batch.
Control Account
These are accounts which receive transaction information internally. They are General Ledger posting accounts that are rarely, if ever, used directly by the user.
The subdirectory or directory where the program looks for files.
For example: C:\Accounting "C" is the letter of the drive. "Accounting" is the name of the directory. Together they are the data path.
If no period is selected, the "Current Period" will be selected as the fiscal period into which transactions are posted. The "Current Period" is the Default Period. It may be changed.
Drop-Down List
This feature allows users to enter specific values into a list for retrieval during later use. For example: The Category field in the Inventory module allows the user to create a list of item types. The user can then sort the items by Category. See the Inventory Price Maintenance module for an example.
Field Reports are used by the job supervisor to report the progress of the job. A Field Report is printed for each job, listing each cost code. The last reported Progress Figure is printed for each cost code and an updated figure is requested. The format of the Field Report is determined by how the system is setup. One of three methods is used to estimate completion cost. The method selected determines the information required on the Field Report. A method should be selected that is most practical for job supervisors to use.
Percent Complete
The first method of reporting completion cost is the current Percent Complete for each job phase. The field report will ask for a percent complete for each job code.
Total Completion Cost
The second method requires that a total completion cost in dollars be reported. For example: The job supervisor may have expected to complete a phase for $500, but now estimates that it will cost $550.
Additional Cost-to-Complete
The third method asks for the additional cost-to-complete on the field report. For example: The job supervisor may have expected to complete a phase for $500, but now estimates that it will cost $550. The supervisor should write in that the phase will cost $50 more than he had previously expected.
Field Sensitive Lookup
Many entry fields are expecting a value that can be looked up from a database file. Data can be entered into the field in a number of different ways.
Type a Value
When a value is typed into the field, the system will check to see if it is a valid value. For example, if this is an Employee ID field, the system will check to see if the value entered is a valid Employee ID number. If it is valid, the focus will move on to the next field. If it is not, an Employee Browse window will be opened so the user can select a valid employee.
Click the Lookup Button or Press the F2 Key
The user can force the system to perform a lookup by clicking on the lookup button (Magnifying Glass or Calendar icon) or by pressing the F2 key on the keyboard.
Smart Lookup
Some fields, including Employee ID, Vendor ID, Customer ID and Job ID, have a smart lookup feature. The user can type either the ID Number or a few characters of the Description into the entry field. The system will search the database to see if there are any matches and display them. For example, if this is a Job ID field, the user might type "Jacks." and press Tab or Enter. The system will look for any job name that starts with the characters "jacks." If no job is found whose job name starts with these characters, the Job Browse window will be displayed. If just one job is found that starts with these characters, the system will pick that job and place the appropriate Job ID in the entry field. If more than one job is found that starts with these characters (e.g. "Jacks and Jills Retirement Home" and "Jackson Freight Yard"), the system will fill a drop-down list with jobs in alphabetic order and select "Jacks and Jills Retirement Home" automatically, allowing the user to pick either job.
From and To fields
In many places there are fields that allow the selection of a range of items. These fields may also be used to select one item. To select only one item, enter that item in both the From and To fields.
From
Selects the first item in a range of items or a single item. Enter the item or press the lookup button and the related screen comes into view. Highlight the desired record and press the Select button.
To
Selects the last item in a range of items or a single item. Enter the item or press the lookup button and the related screen comes into view. Highlight the desired record and press the Select button.
Handcheck
This is a handwritten check. It is referred to as a Handcheck in this accounting software.
Highlight
To select a desired record or field. To "highlight", click once with the mouse. The selected record or field will be blue. For example: Code A - Administration is the highlighted record here.
Hot Fields
The Hot Fields are located only in the Company Overview screen. Each of the bold highlighted categories is a Hot Field. As the cursor is placed over any of these Hotfields, the cursor changes from an arrow to a pointer finger , indicating that more information is available about the displayed total. When clicked with the mouse, the Hotfields serve as doorways into more detailed analysis screens.
Lookup Button 
This button sports either a Magnifying Glass or a Calendar icon. It is used to access lists of choices or a calendar associated with the entry field to the left of the Lookup Button. It can be accessed by clicking with the mouse or by pressing the F2 key on the keyboard when the associated entry field has focus.
RADIO BUTTON
This performs the same function as a check box. It is used to select an option.
Tag
To "Tag" a Batch is to select a Batch. A Batch is "tagged" (selected) if there is a check mark to the left of the Batch ID Number. This is used when Proof Listing or Posting Tagged Batches.
To tag a Batch, highlight the desired Batch and press the Tag button. Another method is to click on the white box next to the Batch ID.
For example: Batch 2 is "Tagged" but Batches 1 & 3 are not tagged.
