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How do I transfer or reallocate job costs from one job, phase, or cost code to another?

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Summary

Transfer job costs posted to an incorrect job Move job costs from one job to another Reallocate job costs Correct job costs on a posted AP invoice without voiding the invoice Correct job costs from payroll without impacting payroll. Change cost code on costs Wrong timecard entered on job Job cost journal

Resolution

When possible, it is best practice to void and reenter the original transaction that created incorrect job costs. However, If voiding the original transaction is not an option, use the following method.

Option 1:

  1. Open 1-3 Journal Transactions
  2. In the header area, enter the following information:
    1. In the Trans# box, enter a transaction number.
    2. In the Date box, enter the effective date.
    3. In the Description box, enter a brief statement.
    4. Leave the grid area blank.
    5. Verify the posting period is correct.
  3. From the menu bar, click Costs, Job Costs. The Job Costs window will display.
  4. On the first blank line of the grid, enter the following:
    1. In the Job box, enter the original job.
    2. In the Description box, enter a brief statement.
    3. In the Cost Code box, enter the original cost code.
    4. In the Cost Type box, enter the original cost type.
    5. In the Cost box, type the cost as a negative amount.
  5. On the next blank line of the grid, enter the following:
    1. If you need to assign this to an 11-2 Service Receivables work order; in the Work Order# box, enter the correct work order number. The 11-2 Work Order you are referencing must have a job number to it.
    2. In the Job box, enter the new job.
    3. In the Description box, enter a brief statement.
    4. If you are adding the job costs to a job phase, enter the job phase number in the Phase box.
    5. In the Cost Code box, enter the correct cost code.
    6. In the Cost Type box, enter the correct cost type.
    7. In the Cost box, type the cost as a positive amount.
  6. Repeat steps 4-5 for each job that was posted in error.
  7. The Ledger Total and Job Cost Total boxes, in the footer area, should be blank when positive and negative lines are entered.
  8. Click File, Save

 NOTE: When you save a transaction, Sage 100 Contractor creates individual menu 6-3 Job Cost records for each line. To adjust the job costs for the original job, negative menu 6-3 Job Cost records are generated, while positive menu 6-3 Job Cost records are created to adjust the job costs for the new job. The menu 6-1-2 Job Cost Journal reports and other job cost-related reports will show these new job cost records. They will reduce job costs for the original job and increase job costs for the new job.

Solution 2 (for Payroll)

  1. Locate the original, wrong job cost via the record number and display in 6-3 Job Costs.
  2. Select Edit, Copy Cost Record; File, New; Edit, Paste Cost Record
  3. Change the Cost Amount, Employee Hours and Gross Wage to a negative 
  4. Select the Time and Materials Billing tab and change the Status to 2-Not Billable on the original and reversal 
  5. File, Save
  6. File, Recall and follow step 2.
  7. Change the Job to the correct job and change the negative to a positive
  8. File, Save

NOTE: The corrected Job Cost record may need an updated Status on the Time and Materials Billing tab. If the cost is used in Time and Materials Billing and has yet to be billed choose 1-Open status. If Job Cost will not be used in the T&M, it can remain in 2-Not Billable status.

NOTE:  You can also edit the original job cost by entering or changing the phase listed below the job#.  This also applies to changing the cost code or cost type. However, your payroll record will still reflect the original phase, cost code and type. Reports will now reflect correctly.