Calculations

Click to open the Projected Cost Calculations window window.

Selections

Batch code

Enter the batch code, or double-click in this field to select from a list of valid batch codes. The operator code displays as the default batch.

When the Clear file for batch checkbox is selected, all selected jobs will be cleared when the build is run.

Job

Enter the number of the job to include in this build. The update will select jobs that are not yet built. Jobs already built will not be assigned the above batch code.

Phase

Cost type

Division

Superintendent

Estimator

Project manager

Enter the phase number, cost type, job division, superintendent, estimators, and project managers to include in this build.

Transaction date

The estimate and actual costs for the selected period display. Projections include transactions through the current Job Cost processing date.

The Build Projected Cost Transaction File page checks the current batch for any projected cost history records that come after the date in this field. If any dates are found, the following message displays: "Projections have already been posted for a subsequent date."

Fiscal year

The fiscal year for this entry displays.

Period

The period for this entry displays.

Set projected = estimate?

Select the checkbox to set projected cost figures to the current estimated cost figures. This is typically done the first time this job is built.

When the transaction file is built for the first time, the software will set the projected amount for each phase and cost type equal to the estimated amount if the actual cost is zero. If there is an actual cost, even if the projection is zero, the build does not set the projection equal to the estimate.

In subsequent months, the checkbox defaults to clear since the project manager provides ongoing projection information and it is not recommended to reset the projected costs to equal the estimates.

Include open commitments?

Select the checkbox to include open commitments in the transaction file.

Including open commitments allows you to consider committed costs as if they have been incurred.

By selecting this checkbox, the actual cost-to-date will include invoices that have been received, as well as open purchase orders, remaining subcontract amounts, and open job cost requisitions. The open commitment calculation will include use tax recorded on purchase orders and job requisitions.

If you select this checkbox, reports and inquiries display JTD + Open. If you do not include open commitments, JTD or Actual displays.

Include Payroll in progress?

Select this checkbox to include pre-time card entries and time card entries in cycle in Projected Cost Processing. Enter the pre-time card batch number.

Include A/P invoices in progress?

Select this checkbox to include unapproved and unposted Accounts Payable invoices in Projected Cost Processing; otherwise, leave this checkbox clear. This feature allows you to review job-related amounts including invoices that have been received but not yet approved and posted to Job Cost History.

Group summary

Major group only

Through minor group

Phase summary

Phase/Cost type

This option group defaults from information specified in the Job Cost Installation screen for Group summary.

Select the Major group only or Through minor groupoption to display the Projected Cost Entry (by Group) screen, showing one line for each group. If a percent complete, cost-to-complete, or final projection is entered for the group, Spectrum allocates this percent to all detail phases in the group.

Select the Phase summary option to display the Projected Cost Entry (by Phase) screen and summarize by phase.

Select the Phase/Cost type option to display the Projected Cost Entry (by Phase) screen. If a phase category has been designated in the Job screen, then Spectrum uses the category-specific group description. If no phase category has been designated, the company-wide description displays. This group is not available if projected cost processing is already in progress for this batch.

Through minor group

Period type

Week-to-date

Month-to-date

Year-to-date

The period type defaults based on settings on the Job Cost Installation > Reports tab.

The option you select in this section affects the information displayed in the Projected Cost Entry page's Last Period column.

The selection made here does not affect the projections — it is an informational setting that determines which column displays for actual costs along with the job-to-date actual costs.

This feature provides companies with flexibility when reviewing their projections. For example, if unusual delays occurred last week, you could look at the week prior and use this as an indication of what productivity will be for the remainder of the project.

Week-to-date begin

Week-to-date end

These fields are applicable if Week-to-date is selected as the Period type option.

The week-to-date beginning and end dates default based on the current Job Cost processing date (less six days for Week-to-date begin).

Description

The description defaults based on your Period type selection. It will appear as the Last period column header on the Projected Cost Entry page.

Press Enter to accept this default or enter a different description.

Job status

• Active?

• Inactive?

• Complete?

Select at least one job status to include in the build.

Phase status

• Active?

• Inactive?

• Complete?

Select at least one phase status to include in the build.

If inactive or completed phases should not be changed during projected cost processing, select only active phases and use security restrictions to prevent unauthorized users from building projected costs. This is because the Projected Cost Entry pages allow changes to complete phases when the transaction line already exists but prevents the operator from adding a new transaction line when the phase is complete.