Job Number

Required. Enter a unique code for a new entry, or an existing job number for an adjustment or closing entry.

Job Description

Optional. Enter up to thirty characters of informational text.

Action

Required. Valid values are:

New [E]

Sets up a new job on Job Inquiry (JOB2).

Modification [M]

Modifies information on Job Inquiry (JOB2).

Close [C]

Sets the expiration date to the transaction (current) date and closes the job.

Bill [B]

Indicates that a job with a billing cycle equal to End of Job [E] has ended and is ready to receive a bill.

Starting Date

Required. Enter the starting date ( mm dd yy ) of the job.

Expiration Date

Conditional. Enter the expiration date of the job when it is originally set up, if known. No charges are accepted for the job after this date and the job is considered closed. Closed jobs are purged from the job system one month after they were closed.

You can add or change this field on a modification transaction; and leave this field blank on a closing transaction. When Action is Close [C] , the system takes the transaction date as the expiration date.

Seller Account

Fund

Conditional. Required if Job Cost is Internal [I] or External [E] . Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. See Fund Index (FUND) for valid values.

Agency

Required. See Agency Index (AGCY) for valid values.

Organization/Sub

Conditional. Organization is required for Internal and External jobs if the Revenue Budget Organization Option on Fund Agency Index (FAGY) is Y (required for budget and accounting); otherwise, optional. See Organization Index (ORGN) for valid values.

Sub-Organization is optional. See Sub-Organization (SORG) for valid values.

Appropriation Unit

Required. Enter the Program Budget Unit element for the job. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

Activity

Conditional. Required if the Revenue Budget Activity Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting); optional otherwise. See Activity Index (ACTV) for valid values.

Function

Optional. If blank, it is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered in Organization (ORG2). See Function ( FUNC ) for valid values.

Object/Sub

Conditional. Object is required if Revenue Source is blank; otherwise, optional. The object must belong to an object group defined as RE (reimbursable).

Sub-Object is required if the Sub-Object Required checkbox is selected [Y] on Expense Budget Inquiry (EXP2 or EEX2); otherwise, this field is optional. See Sub-Object (SOBJ) for valid values.

BS Account

Optional. See Balance Sheet Account Balance (BBAL) for valid values. If the balance sheet account is entered, ensure that has an account type of 01 (asset).

Rev Srce/Sub

Conditional. Required if Object is blank. See Revenue Source Index (RSRC) for valid values.

Sub-Revenue Source is required if Sub-Revenue Source Required is Yes [Y] on Revenue Source (RSR2). Optional otherwise. See Sub-Revenue Source (SREV) for valid values.

Rept Cat

Conditional. Required if the Reporting Category Required on Revenue Transactions field on Agency (ACG2) is:

Required on Pre-Encumbrance Transactions [1],

Required on Encumbrances [2], or

Required on Expenditures [3].

Otherwise optional. See Reporting Category (RCAT) for valid values.

Buyer Account

Fund

Required if Job Cost is Internal [I] ; otherwise, leave blank. See Fund Index (FUND) for valid values.

Agency

Required if Job Cost is Internal [I] ; otherwise, leave blank. See Agency Index (AGCY) for valid values.

Organization/Sub

Conditional. If Job Cost is Internal [I] ; Organization is required if the Expense Budget Organization option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY), and is otherwise optional. Similarly, Sub-Organization is optional if the organization is specified; leave blank otherwise.

If Job Cost is not Internal [I] ; leave both fields blank.

Appr Unit

Conditional. If Job Cost is Internal [I] ; Program Budget Unit is required if the Appropriation Control Option is C (full control) or P (presence control) on Fund Index (FUND). See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

If Job Cost is not Internal [I] ; leave blank.

Activity

Conditional. If Job Cost is Internal [I] ; Activity is required if the Expense Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Otherwise optional. See Activity Index (ACTV) for valid values.

If Job Cost is not Internal [I] ; leave blank.

Function

Conditional. If Job Cost is Internal [I], and Function is blank, it is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered in Organization (ORG2). Otherwise, required if the Expense Budget Function Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Otherwise optional. See Function (FUNC) for valid values.

If Job Cost is not Internal [I] ; leave blank.

Object/Sub

Conditional. If Job Cost is Internal [I], Object is required. See Object Index (OBJT) for valid values. Sub-Object is required if the Sub-Object Required checkbox is selected [Y] on Expense Budget Inquiry (EXP2 or EEX2). Otherwise optional. See Sub-Object (SOBJ) for valid values.

If Job Cost is not Internal [I] ; leave both fields blank.

Rept Cat

Optional if Job Cost is Internal [I] . See Reporting Category (RPTG) for valid values. Otherwise leave blank.

Job Number

Optional if Job Cost is Internal [I] . If entered, ensure that it is a valid job number. Otherwise leave blank.

PO Number

Conditional. Required if a purchase order is referenced by this job. Otherwise optional. For modification transactions, an asterisk (*) in this field removes this reference from the job.

PO Line Number

Optional. See Open Purchase Order Header Inquiry (OPOH) and Open Purchase Order Line Inquiry (OPOL) for valid values.

Provider

Required if Job Cost is External [E] ; otherwise, leave blank. See Customer (CUST) for valid values.

Grant

Leave blank. Not used in MARS.

Project

Leave blank. Not used in MARS.

Extended Proj

Optional if Job Cost is Other [O] or External [E] ; otherwise, leave blank. Enter the extended project for which costs are accumulated.

Billing Controls

Job Cost

Defaults to Default [blank] . Once entered, the job type cannot be changed. Valid values are:

Default [blank]

These jobs were set to the default.

Internal [I]

These are jobs where one unit within the entity provides services billable to another unit within the entity. The seller is identified by a revenue accounting distribution, and the buyer by an expenditure accounting distribution.

External [E]

These are jobs where a unit of the entity incurs costs billable to an outsider. The seller is identified by a revenue accounting distribution, and the buyer or customer by a provider code.

Other [O]

These jobs are used for collecting costs and are not identified with a specific internal or external buyer. You may, however, associate them with a project number.

Billing Cycle

Defaults to Default [blank] . Indicates how the system should select charge transactions for job billing. Valid values are:

Default [blank]

Date Range [D]

The acceptance date of the transaction falls on or within the user specified date range.

Accounting Period [P]

The accounting period of the transaction equals the user specified accounting period.

End of Job [E]

The bill is sent when a transaction with a Bill [B] action is entered.

Billing Level

Defaults to Default [blank] . Determines when a new receivable or I/D payment voucher is generated. Valid values are:

Default [blank]

Provider [C]

All jobs with the same provider are accumulated on one transaction.

Grant [G]

Not used in MARS. All jobs with the same provider/grant combination are accumulated on one transaction.

Project [P]

All jobs with the same provider/project combination are accumulated on one transaction.

Job [J]

All jobs are on separate transactions. Default equals Job [J] .

Billing Type

Defaults to Default [blank]. Valid values are:

Manual [M]

If Job Cost is Other [O] , you MUST select this value.

Automatic [A]

If Job Cost is Internal [I] , internal payment vouchers are automatically generated at month-end to record expenses to the buyer and revenue to the seller. If Job Cost is External [E] , receivable documents are generated and posted at month-end.

SellerActivity

Defaults to Default [blank] . If set to Yes [Y] , the activity on accounting transactions with a job number is inferred from the seller accounting distribution on the Job Inquiry (JOB2) screen rather than from Organization (ORG2). When the seller accounting distribution has a blank activity, the activity is then inferred from Organization (ORG2).

Billing Acct Dist

Defaults to Default [blank]. Determines how to derive the billing account distribution. Valid values are:

Single [S]

The Billing Account Distribution is derived from the Job Inquiry (JOB2) seller distribution. Defaults equals Single [S] .

Multiple [M]

The Billing Account Distribution is derived from the charge transactions.

Detail Billing Opt

Defaults to Default [blank] . Determines how the billing account lines are summarized. The valid values are:

Yes [Y]

Billing account lines are summarized to the charge-class/object level.

No [N]

Billing account lines are summarized to the revenue source level.

Job Restriction

Defaults to Default [blank] . If set to Yes [Y] , agency/organization combinations must be valid on Job Organization (JORG).

Maximum Billing Amt

Conditional. Required for automatic billing. Fully loaded costs are billed up to this limit and then stopped. For manual billing, billings in excess of this amount are accepted but are flagged with a warning message. This amount is used as a reference job cost estimate. If this field is left blank, no billing occurs.

Costing Controls

Costing Method

Defaults to Default [blank] . Valid values are:

Direct Cost [D]

For this costing method, full cost equals direct costs for the entire job. [Default equals Direct Cost [D] ].

Cost Plus [P]

This costing method allows you to specify which overhead rates are automatically applied to some or all expenditures associated with the job. Full cost on reports reflect direct cost plus these overhead costs.

For more information on costing methods, see the User's Guide .

Costing Object Class (1 - 4),
Rate (1 - 4)

Optional. Leave blank when costing method is Direct Cost [D] ; otherwise, this field is optional. You can specify up to four object classes with associated overhead rates. If an object class is specified, then you must also specify a corresponding rate ( n.nnnn ).

Default Rate

Default is 1.000 . Leave blank when costing method is Direct Cost [D] ; otherwise, this field is optional. Enter the default rate for all accounting transactions that do not fall into one of the object classes entered above.

Exclude Objects (1 - 5)

Optional. You can specify up to five object codes that are not included in billings. Charges for these object codes are included in the full cost computations. On the Job Billing Report (J001), these object codes are included in the direct charge amount and the full cost amount but are not included in the billable amount. For automatic billings, the billable amount is used on the automatically generated payment vouchers.