Equipment Costing: Usage Log Proof Listing Equipment Costing: Usage Log Proof Listing
Before equipment usage transactions are posted, an Equipment Log Proof Listing should be printed to review the data for accuracy. A listing is printed of all equipment usage logs that have been entered, but not yet posted. This listing may include either the total file or selected portions of the file, and is printed in Equipment ID order. Each usage log entry is assigned a reference number which is printed on this report. The corresponding reference number may be used in the Equipment Log Entry program to call up unposted log items found to be in error. The information on this listing is arranged so the operator can quickly compare the information on the equipment timecards to the data that has been entered into the system. Once posted, the information in the computer updates all appropriate general ledger and job cost files.
The following screen comes into view when the Print Log Proof Listing button is pressed in Equipment Usage Log.
The tabs are for sorting by Report Title, by User ID, and by Modify Date. These will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change an Equipment Log Proof Listing
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
To print a report, press the Print button. For more information, see Printing Reports.
Report Description: Equipment Usage Log Proof Listing
Report Sample: Equipment Usage Log Proof Listing
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
1. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
2. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
This button closes the program and returns to the main screen.
Help (button)
For more information, see How to use Help
Add or Change an Equipment Log Proof Listing
To Add or Change an Equipment Log Proof Listing Report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of equipment logs is desired. Several limits may be set to narrow the list down to a very small range of equipment logs.
Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button to save the settings. Press the Cancel button to return to the browse screen without saving the settings.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
Select Dates (check box)
Activates the ranges defined on the next lines. This option may be used to limit logs to a particular date or range of dates. To limit equipment logs to a range of dates, enter the first and last dates of the desired range. To limit equipment logs to a single date, enter that date in the From and To fields.
From
Selects the first date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.
To
Selects the last date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.
This field defines the piece of equipment or the range of equipment that is desired. If the Select Equipment box is not checked, all the pieces of equipment will be listed.
Select Equipment (check box)
Activates the ranges which are defined on the next lines. To select only one piece of equipment, check this box and enter that number in both the From and To fields.
From
Selects the first piece of equipment in a range of equipment or a single piece of equipment. Enter the Equipment ID number or press the lookup button and the Equipment File Maintenance screen comes into view. Highlight the desired equipment ID and press the Select button.
To
Selects the last piece of equipment in a range of equipment or a single piece of equipment. Enter the Equipment ID or press the lookup button and the Equipment File Maintenance screen comes into view. Highlight the desired equipment ID and press the Select button.
Report Description - Equipment Usage Log Proof Listing
This listing is arranged so a quick comparison may be made of the information on the equipment timecards to the data entered into the system. In the Log Proof Listing, all transactions for a particular piece of equipment will always be grouped together.
Equipment ID
The first item shown for each equipment transaction is the Equipment ID (e.g. BH-1).
Description
The unabbreviated name of the equipment is listed (e.g. Back hoe #1).
Date
The date of the transaction is shown.
Transaction Information
Meter Readings
The beginning and ending meter readings are shown, with the total hours (or miles, etc.) usage appearing at the bottom of the transaction listing.
Amount of Charge
The unit rate and the calculation of the charge (including any adjustments) are shown in these columns.
Job and Account
The report shows the job and account to which the costs are being applied.
Miscellaneous
This column lists any comments that were entered. Also shown is the location, the employee number of the person who used the equipment (if applicable) and the reference number of the transaction.
Report Sample - Equipment Usage Log Proof Listing
