We use yr, month, next job # available

1909-346

Thanks, Kathy, appreciate the quick response.
How do you handle extras; i.e., job billings not under main contract?

JB

We have one contract amount. If there are add-ons we have a particular numbering system for cost codes to put those into.

We go through the change order task for these.  Our AIA billings have the original amount of the contract, then the changes, with a total of the contract.

Also we bill by cost code, so you can run reports to see what has been billed against each cost code.

What if you have to bill outside of the Contract, do you append the job no?

We use year and job #.  19-0123.  We set up a separate Cost Code for Extras.  Actually we use a Cost Code Groups and then break it down.  8-000 Extras (nothing is put to the 8-000 code because that is group name)   8-100 concrete extra  8-200 milling extras   8-300 paving extras. etc.  

That is rare here but we would setup a separate job for that.

We use 1700 numbers for each add on. I then go to the category setup and change the description for that particular add on noting what it is for. It shows up on the cost reports with that detailed description so I know what it pertains to

By Extras I mean additional billings for work done outside the main contract; not cost categories

That is rare here but we would setup a separate job for that.

We all do the process a little different but if the contract is for 1 owner we add to the original contract.

We use the last two digits of the year and add to it.  For instance this is 2019, we use 1901, 1902, 1903 Etc.  Next year we would start 2001, 2002, etc.

John,

It's hard to say what is best Job # format. It really depending on your company's operation, and annual job volume. Some company have only a few very high price job a year while some other companies have thousands of small jobs a year.

Keeping the first segment as a reset trigger is a very good approach, then last segment as sequence number. You may need more segment in the middle if you like to be able to create reports and queries such as by team or division.....etc.

One biggest suggestion is not to use job# as prefix for your PO#. That's what many inexperience people love to do, but that doesn't provide much info and you are just clustering up the system. You can always query PO by Job regardless if Job# is a part of your PO#. In another word, you can always create report listing POs grouped by Jobs.

Hi johnbenn,

Sage 300 CRE has a built in system for handling extras that you may want to take a look at. It allows you to track costs and revenue and contract amounts separately for just the extra and also combine them with the overall job.

Here is an overview from our knowledgebase at www.sageKB.com:

https://support.na.sage.com/selfservice/viewdocument.do?noCount=true&externalId=23667

If you have Construction Sample Data installed, you can look at the extras set up for job 03-002 and see how they appear on reports.

Thanks!