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Performing EM Cost Adjustments

EM Cost Adjustments enters equipment cost transactions and the related GL entries in a batch. You rarely need it when costs already flow from mechanic timecards, EM Fuel Posting, AP invoices, and similar. Typical uses:

  • Offset a posting from another module that can no longer be corrected there (for example mechanics’ payroll costs after payroll is closed)
  • Extra costs other modules cannot post (for example equipment insurance not entered in AP)
  • Month-end accruals to reverse later
  • Review or change system-generated lines from EM Process Cost Allocations
  • Beginning balances at install

Parts lines are usually initialized from EM WO Parts Posting (EM Work Orders), but you can key Parts here too. Depn, Fuel, Alloc, and Parts are usually initialized from depreciation, fuel, allocation, and WO parts posting; Equip and WO are entered directly on this form.

Before you start​

  • Equipment, cost code, cost type, amount, and (when needed) Trans Acct / Offset Acct.
  • EM Company Parameters: GL company, Allow GL Account Override, Validate Parts/Materials, Use Tax on Materials, Misc Parts GL Acct, and Meter Updates: Costs Adj and Parts Posting as required.
  • For stocked parts: IN company/location and part setup.

Steps​

  1. Open EM Cost Adjustments and start or open a batch.
  2. Enter Seq # (N, New, or +, or an existing sequence).
  3. Action on new lines defaults A-Add and is locked. On existing lines: C-Change (already processed) or D-Delete (deletes from related module files). Toolbar / Records delete only removes the batch line.
  4. Select EM Type: Equipment; Work Order; Depreciation (Depn); Fuel; Parts; Allocations. Type enables the rest of the fields.
  5. Enter Date (actual date). Batch Processing supplies the Posted date. This date may update odometer/hour-meter reading dates per company parameters.
  6. Complete type-specific fields:
    • Work Order: Work Order and WO Item (F4). Final-status items warn; entry only if EM Company Parameters Work Orders tab allows posting costs to final items. Equipment is disabled.
    • Equipment: Equipment from EM Equipment. Comp Type / Component when Post to Components is on for the unit (disabled for Work Order and Depreciation). Comp Type defaults the first component of that type; you can enter Component alone and type fills in.
    • Depreciation: Asset (valid for the equipment; defaults from EM Asset Setup after depreciation processing). Comp Type/Component and IN Co/Loc/Part are disabled.
  7. Enter Cost Code (defaults from EM Component Types when a component is specified; on work orders editable only if Allow Cost Code Change is checked) and Cost Type.
  8. For parts (not Depreciation): optional IN Co / IN Loc, Part Code (F4), Description (up to 60; defaults from HQ Materials). Validation follows Validate Parts/Materials and whether IN Loc is filled (see Notes).
  9. Enter Trans Acct (required): debit for a positive cost, credit for a negative. Must exist in GL Chart of Accounts with subledger E or blank. Defaults the EM Departments cost-type GL account, or the cost-code override. Override only if Allow GL Account Override is on.
  10. Enter Offset Acct when needed (additional costs, accruals, reversals). Non-part lines: subledger E or blank. Part/material lines: subledger must be blank. Defaults: non-stocked → Non-Stocked GL Account in HQ Material Categories; stocked → Equipment Sales account for the location in IN Locations; miscellaneous parts not in HQ when not validating → Misc Parts GL Acct. Regular (non-reversal) lines need an offset or a balancing line; Undistributed at the top of the form shows the amount not yet offset.
  11. Enter Units (negatives with a minus; LS UM defaults 0.00 and disables Units), UM, Unit Price (defaults from HQ / IN location pricing for stocked parts), and Cost Amount (defaults Units × Unit Price; negatives with a minus).
  12. Optional Tax Code / Tax Basis only if Use Tax on Materials is checked (Parts tab). Use tax is calculated when the batch is processed, not at entry. Fuel type defaults tax basis 0.00 and can be overridden.
  13. Optional Odometer / Hours (update EM Equipment per Meter Updates: Costs Adj and Parts Posting and create meter history). 0.00 or blank does not update meters or history. Optional Serial # (up to 20).
  14. Set Reversal: 0-Regular (no reversal); 1-Auto Reverse (reverse later via File > Initialize Reversals / EM Initialize Reversals — offset must have blank subledger); 2-Reversal (system-assigned from initialize); 3-Reversed; 4-Cancel Reversal. After the reversal batch posts, 3 and 4 cannot be changed, deleted, or pulled back into a batch.
  15. File / process the batch (validate, preview reports, post). Posted date is on Batch Processing. Stocked materials also credit Inventory and debit COGS (IN Locations) at process, in addition to Trans/Offset.

Notes​

  • Seldom replace AP, payroll, fuel, or WO parts posting with this form — use it for corrections, accruals, beginning balances, and reviewing allocation/depreciation/parts batches.
  • GL Adjustments Interface on EM Company Parameters (No Update / Summary / Detail) controls how adjustment entries interface to GL. That is separate from usage GL update options.
  • Meter Updates: Costs Adj and Parts Posting — (1) update meters and reading date when the transaction date is greater than the last reading date; (2) always update meters, never the reading date (dates via EM Meter Readings); (3) always update meters, update reading date only when the transaction date is greater than the last reading date.
  • Related: EM Process Cost Allocations, EM Depreciation, EM Fuel Posting, EM Work Orders, EM Company Parameters, EM Meter Readings.