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There are three main sections on the Job Import worksheet: Job Information, Cost Codes & Estimates, and Bill Code Numbers.
Most of the fields in each section are self-explanatory, as they correspond to fields in Job Cost. When you enter data into the cells, remember the field requirements and restrictions in Job Cost. These same rules apply to imported data.
For example, the Job Number field in Job Cost is limited to seventeen characters; therefore, if you are creating a new job in the custom spreadsheet, the Job Number must be seventeen characters or less. If you exceed the number of characters, Job Cost will not be updated with the new job. Be sure to check the information that you import for accuracy.
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- Cost Code Number field
The cost code you enter must exist as a master cost code in Job Cost and match the cost code format set up in Job Cost. - Cost Element field
You must enter the number that represents the cost element (for example "1" for Labor); you cannot enter the description (for example, just "Labor"). - Division
You can only change divisions for a job if you are NOT using the Percentage-of-Completion posting option in Job Cost and you ARE using the "Change division after costs are posted to a job" setup option. You cannot change the division for a job if any of the following exist for the job: 1) unposted costs, 2) unposted invoices, 3) committed costs. - Bid Due Date and Create Date fields
These fields are informational only and do not appear on any Job Cost windows; they are stored in the tables for quick retrieval. - Estimate Amount
This field (in the Import - Cost Codes & Estimates section) is automatically calculated based on the Estimate Amount/Unit and Estimate Units columns. DO NOT delete the Estimate Amount cells. If you have to clear and start over, clear ONLY the Estimate Amount/Unit and Estimate Units fields.
Creating estimates to import
When you use the Job Import worksheet to import cost codes and estimates into Job Cost, those estimates are handled differently depending on whether the Estimate Cost by Period option is turned on in Posting Options. The system date determines what period the transactions are assigned to.
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To validate your data without updating Job Cost, choose Validate Only. When the validation is complete, the Job Cost Import Log appears, displaying any errors that were encountered during validation. Refer to Viewing the Job Cost Import Log file below for more information.
If everything is validated successfully, the following message appears:
The import data has been validated.
If the import was not successful, you receive a message with the number of errors found during the validation.
The Job Cost Import Log is also saved in the Job Import installation folder as JobImportResults.html if you need to view it again later.
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The Job Cost Import Log is also saved in the Job Import installation folder as JobImportResults.html if you need to view it again later. See Viewing the Job Cost Import Log file below.
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If you add project tasks after the initial update to Job Cost, you have to manually add the cost codes in Job Cost. The import does not create new cost codes in Job Cost; it only updates data for existing cost codes. |
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The Job Cost Import Log summarizes all the cost code information that was successfully and unsuccessfully imported into Job Cost, including cost code subtotal amounts. This detailed information is useful when there are multiple worksheet entries for the same cost code.
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