The General tab contains several options that impact the overall operation of the system.
The WIP Warehouse is one of the most important setup items in the system, as the warehouse is used in nearly every transaction that is processed against a job. After a transaction has been processed through Eralis Job, this option should not be changed. If it is changed, it will have a major impact on the system and lead to imbalances between the work-in-progress value reported in Eralis Job and the balance reflected in the balance sheet.
The Under/Over Recovery setup option is a search field that lists non-inventory item codes. This item code is used in certain transactions where there is a difference in transaction value between the user input and the system calculation.
The Rounding setup option is a search field that lists non-inventory item codes. This item code is used in certain transactions where the system needs to apportion a value amongst several job lines.
The Default Clearing Account is used in conjunction with staff and resource time sheets to record a recovery made from the cost of the work allocated to a job.
The Stock Movement Variance Account is used in situations where a line is canceled and the cost associated with the work-in-progress warehouse is not the same as the cost on the line.
The WIP to Jobline Rounding Variance Account is used in situations where a jobline has been created from a transfer document and the cost associated with the work-in-progress warehouse is not the same as the cost on the line. If there is an account specified here, it will be used for the rounding difference to ensure that WIP to GL reporting will remain in synch. If there is no account specified here, then no rounding journal will be posted. DO NOT use the Job WIP GL account here.
The Tax Exempt Output Tax field lists all the tax codes with a zero rate. This tax rate will be used when a business partner marked as tax exempt is used on a job. This option is only relevant for systems that are configured to use the North American Tax System. If the setting on the form for the North American Tax System is not enabled, the search in these fields will be blank.
The Tax Exempt Input Tax field lists all the tax codes with a zero rate. This tax rate will be used when a business partner marked as tax exempt is used on a job. This option is only relevant for systems that are configured to use the North American Tax System. If the setting on the form for the North American Tax System is not enabled the search in these fields will be blank.
Every transaction that is processed through Eralis Job is tagged with a batch number, taken from the Next Batch No field. There is very little need to alter the value of this field unless transactions have been imported into Eralis Job.
The Next Delivery ID field holds the value of the next internal delivery that will be generated from Eralis Job. Internal deliveries are generated when the user marks a line on the Invoice tab of the master job as Delivered.
The Next Stock Return ID field holds the value of the next stock return that will be generated from Eralis Job. Stock returns are processed directly from the Eralis Job transactions menu using the Stock Return function.
Next Bulk Process Batch ID and Next Bulk Transfer Batch No are used to determine the next batch number that will be assigned when processing the next bulk process.
The Journal entry field is a look-up for non-inventory item codes. The item code is used for financial journal entries that are linked to jobs. Linking journal entries to jobs can be done in two ways:
- Via the Job Journal Entry from under the Eralis Job Transactions menu.
- Using the standard SAP Business One financial journal entries form.
In both cases, the defined item code is used on the resulting job line.
The Quote Cost Price List field is used in conjunction with quoting in Eralis Job. The system will use the prices in the defined price list as the unit cost price when quoting inside Eralis Job. There are a few exceptions to this rule:
- If the line being entered is a material line and the option Vendor Pricing on Material Quote Lines is enabled. The system will then use the cost prices associated to this business partner.
- Where a specific staff/resource item is selected on a staff type line and the system is configured to use the cost and charge out rate from the staff/resource record. Then the system will use the cost rate from those master data areas.
Make to Stock Variance is the level of tolerance that the system will allow for unallocated costs to make a stock output item. In the Make to Stock process, the input costs are apportioned to the output items. There may be instances, predominantly due to rounding, where a portion of the cost cannot be allocated. This threshold is defined in the Make a Stock Variance.
The Default GL Posting Method allows the company to choose to use the GL Posting methods introduced by Eralis Job, or maintain the standard SAP Business One GL Posting methods. The options available in the drop-down box are:
- Job type: The system will use the default sales and cost of sales accounts defined against the job types.
- Item determination: This implies that the system should use the GL Determination that is defined on the item code.
Note: Item determination is not GL Determination by item.
Item determination forces Eralis Job to look back to the Inventory tab on the item code used on the row to see the value for the SET GL Accounts By field. Eralis Job will then get the sales and cost of sales accordingly.
The option to Use Quoted Activity Sell Price allows the company to control pricing down to a specific job level. Within standard SAP Business One, special prices can be set per business partner. With Quoted Activity Sell Price enabled, the company can take the special prices further to a specific job level. The process works by setting the price and cost on the quote line, linking an activity to that quote line and then referencing that activity in the job transaction. The option in the drop-down are:
- Off: The system will ignore the pricing on the quote line and use the standard pricing, even when activities are linked.
- Time Only: The system will only use the special pricing routines on timesheet entries.
- Time and Material: The system will use the special pricing on both the timesheet entry and material entry transactions.
Stock Check Available Qty Value is used to define which quantity field the system should use during the stock check process as a basis for providing recommendations. Two options are available:
- Available quantity: The theoretical quantity that is available, taking into account incoming purchases and outgoing orders.
- In stock quantity: The physical stock on hand at any point on time.
A/P Delivery Address From defines where the system should obtain the delivery address for A/P documents generated from Eralis Job. The options available are:
- User default address: The address that is defined in the user defaults setup. This is intended for situations where a company may have multiple branches and goods need to be delivered to the specific branch.
- Company address: The system will set the delivery address to be the address configured in the company setup. This is intended for situations where the company only has a single location where all deliveries need to be sent to.
- Eralis Job WIP warehouse: The address that is configured against the warehouse that has been designated as the Eralis Job WIP warehouse will be used. This is intended for situations where the company has a remote job-related factory or workshop where job purchases need to be delivered to.
Quote Import Line Types is used to control the line type settings when importing lines into the Quote tab of a subjob using either the copy and paste from Excel, or quote import from SAP Business One functions. The available options are:
- None: The system will not set the line type when transactions are imported.
- Item based: The system will use the default line type set on the item master.
Note: Where the import is being done via copy and paste from Excel, the system will use the spreadsheet value for line type, if specified in the Excel sheet.
Default Activity Action Type is used to determine the action type of any activities created from Eralis Job.
Stock Transfer Transaction Type to Create in Stock Check is used to determine the default type of transfer document created from the Stock Check function.
Purchase Transaction Type to Create in Stock Check is used to determine the default type of purchase document created from the Stock Check function.
The Use Foreign Exchange Functions enables foreign currency fields that are not otherwise available. With this option enabled, if the business partner is set to a currency that is different than the system currency, or is set to multi-currency, additional fields become available. These fields on the Quote and Job Line Processing tabs allow the user to define the currency being used and the exchange rates, if necessary.
The User Defined Projects Codes setting allows the company to specify the project code that is created when a new master job is created. With every master job created within Eralis Job, a standard SAP Business One project code is also created. Every transaction processed against the job is tagged with this project code. By default, the project code that is created is the same as the Job ID. As a result, the user is generally not aware that the codes are different. By enabling this setting, the user can define their own project code to be created inside SAP Business One when creating a new job. This does not change the Job ID of the master job, it only changes the project code that is created inside SAP Business One.
The Force Spell Check setting connects to the spell checker that is available within the notes field of Eralis Job. Upon opening the notes field, the user can run a spell check against the narrative they have entered. With the Force Spell Check option set, the system will automatically run the spell checker when they exit out of the notes field. This setting does not apply to the Job Description or Internal Instructions fields on the master job and subjob. With these fields, the user has to manually run the spell check.
Allow Blank Projects on Purchase Documents is a setting that is used to warn companies when A/P documents are raised which are not linked to a job. When a company is carrying out the majority of its purchasing for jobs, this setting can act as a warning if an A/P document has mistakenly not been allocated to a job.
The Use North American Tax System setting results in Eralis Job looking at the tax tables that are used for North American tax rather than tax tables used in other localisations.
The Consolidate Journals setting is used to reduce the number of lines on the A/R Invoice journal created by Eralis Job. When an A/R Invoice is generated out of Eralis Job, a journal entry is processed to adjust the cost of goods sold posting that SAP Business One carried out. This adjustment is due to the actual costing features within Eralis Job and the different costing methods. When Eralis Job posts the journal entry, each job line that was invoiced will have a debit and credit entry in the financial journal entry. By selecting the option to Consolidate Journals, the system will consolidate the lines per GL code and cost center which will reduce the number of journal lines that are created. This option should only be used where a large number of lines (+/- 200 or more) are being invoiced at one time.
The Block Job Creation When BP Over Credit Limit setting prevents a user from creating a job if the Business Partner Credit Limit exceeds the specified credit limit.
Vendor Pricing on Material Quote Lines forces Eralis Job to follow the standard pricing structures to determine the cost price of an item on a Quote tab of job, where the item is marked as a material line, and a vendor business partner has been selected on the line. The system will use the item code, quantity, vendor and transaction date on the line to determine the cost price for the line. This applies the same logic that SAP Business One will follow to determine the unit price when entering the item onto an A/P document for that vendor.
The Enable Rent setting enables the Eralis Rent functionality within Eralis Job. Eralis Rent is an extension of Eralis Job which allows the user to track the dispatch, recurring invoicing and return of equipment that it rents to its customers. Please note that additional licensing is required for Eralis Rent.
Distribute consolidated revenue according to line costs determines how the individual job line sell prices are pro-rated when using consolidated invoicing. If this entry is selected, then the total line costs will be used as a basis to pro-rata the value; if not selected then the total line values will be used.
The Use Special Pricing setting allows the company to apply a discount to an existing price list based on date, volume or business partner. With this option enabled, Eralis Job will apply an item price discount to the unit price based on the Period and Volume Discounts configuration in SAP Business One.
The Apply Cost-plus to Purchased Items only setting allows the company to choose if Cost-plus is applied to all items or only to purchased items. With this option enabled, only items coming from an AP document into Eralis Job will have the Cost-plus percentage applied to the item's cost to derive the new Job line sell price.
The Current Version field indicates the current version of Eralis job that is installed in the system.