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Setting Up JC Departments

JC Departments define which General Ledger accounts receive contract revenue and job costs. Each contract item in JC Contracts is assigned a department; linked jobs follow that item. Create separate departments when the chart needs more than one set of Job Cost and revenue accounts (for example by branch or division).

There are five tabs for GL assignments: Info (revenue), Cost Types (WIP by cost type), Phase Overrides, Liability Types, and Earnings Types.

Before you start​

  • JC Company Parameters and numeric JC Cost Types exist.
  • Create every GL account you will map here in the Chart of Accounts with Sub Ledger Code J-Job or blank before assigning it on this form.
  • Know whether open and closed WIP / revenue accounts will differ, and whether JC Company Parameters will allow posting to soft-closed or hard-closed jobs (closed department accounts are used only when those flags allow closed-job posting).
  • Have permission to maintain JC departments.

Steps​

Create the department​

  1. Open JC Departments.
  2. Enter a department code (up to 10 characters) and description (up to 30 characters). A department can be deleted only when it is not assigned to any contracts.

Info tab: open and closed revenue​

  1. On the Info tab, set:
    • Open Revenue Acct: liability or income account where revenue on open contracts posts.
    • Closed Revenue Acct: income account used after the contract is closed when posting to closed jobs is allowed. JC Contract Close may also use this account to move amounts from open to closed revenue.

Cost Types tab: open and closed WIP​

  1. On the Cost Types tab, for each cost type that posts costs:

    • Enter the Cost Type.
    • Set Open WIP Account (asset or expense for open jobs).
    • Set Closed WIP Account (expense used after hard close when closed-job posting is allowed; Contract Close may move open WIP here when GL Close is Summary or Detail).

    Map every cost type you expect to post. You may leave a cost account blank so posting programs have no default (useful when one department spans more accounts than you want as separate cost types). Blank cost accounts also block the automatic GL posting feature during contract close.

Phase Overrides (optional)​

  1. On Phase Overrides, map different open/closed WIP accounts by phase when phase-level GL is required:
    • Enter the Phase (does not have to exist yet in JC Phases).
    • Set Open WIP Account and Closed WIP Account.
    • Check Exclude Payroll when this phase override must not apply to Payroll-sourced transactions. Then the earnings-type, liability-type, or cost-type account is used instead. Leave unchecked if the override always applies regardless of source.

Liability Types and Earnings Types (optional)​

  1. On Liability Types, override open/closed burden accounts only when that portion of burden expense should post to an account other than the related cost-type account. Otherwise leave blank and the cost-type account is used.
  2. On Earnings Types, map special payroll earnings to separate open/closed labor accounts when those earnings must break out of the normal cost-type labor account (for example Subsistence to Labor cost type but a distinct GL account). In Payroll, assign the earnings code to a special earnings type. PR Ledger Update looks here first, then falls back to the standard account for the related cost type when no override exists.

Assign on contracts​

  1. After setup, assign the department to contract items in JC Contracts (Info-tab department defaults new items; each item can differ). Changing a department after revenue or costs have posted does not reclassify prior GL amounts into the new department accounts; make manual GL adjustments if reclassification is required.

Notes​

  • Closed department accounts are used only when JC Company Parameters allow posting to closed jobs. Soft close keeps using open accounts; hard close uses closed accounts when posting is allowed.
  • Automatic GL move on hard close (when GL Close is Summary or Detail) looks at cost-type accounts currently on the department. It does not replay the actual accounts used on historical lines or the special PR earnings / liability overrides.
  • Leaving cost accounts blank suppresses default posting accounts but prevents automatic GL posting during contract close.
  • Related setup: JC Company Parameters, JC Cost Types, JC Contracts, JC Contract Close, JC Jobs.