Equipment Costing: Usage Logs Equipment Costing: Usage Logs
Equipment Log Entry is used to add usage log transactions, and to edit or delete usage log transactions entered earlier. This screen is accessed through Usage Logs on the Equipment Costing Main Menu.
Batch Information
see Batch Management
Proof List Tagged Batches (button)
Post Usage Log Entries (button)
Unposted Usage Log Entries
see Unposted Usage Log Entries
Add or Change (button)
see Changing or Adding a Usage Log Entries
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.
This button closes the program and returns to the main screen.
Help (button)
see How to use Help
Press the Post Tagged Batches button and the following screen comes into view.
Select the Fiscal Period to which the Usage Log Entries should be posted. The Fiscal Period is listed after the lookup button. The Default Fiscal Period will be the last period used by the posting program. To change the Fiscal Period, enter the correct Fiscal Period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired Fiscal Period and press the Select button. When the displayed Fiscal Period is correct, press the Proceed with Posting button.
The system will post the Usage Log Entries in the tagged Batches. Two reports are generated during the posting process:
1. Equipment Usage Log Posted Journal
2. G/L Summary Of Equipment Usage Log Posting.
After the posting process is finished and all reports have been printed, the following screen will come into view.
Finish (button)
Press the Finish button to make the posting permanent.
Undo (button)
Press the Undo button to return all accounting data to the conditions prior to posting.
Log Entries Included in Highlighted Batch
Once a batch is highlighted, this list box will display the usage logs which have been entered in the selected batch but not yet posted.
Reference #
This the reference number of this log within the unposted batch.
Equipment
The Equipment Id and description
Date
The date the equipment was used.
Amount
The amount charged for the use of this piece of equipment.
Adding or Changing a Usage Log Entries
Press the Change or Add buttons and the following screen comes into view.
Equipment ID
Enter the ID number for the piece of equipment or press the lookup button and the Equipment File Maintenance screen comes into view. Highlight the desired equipment ID and press the Select button. When an existing ID is entered, the system will display the description of the equipment under this field. In addition, the screen will display the charge rates (both internal and rental), and display the Start Meter Reading value.
Internal Charge Rate
The Internal Charge Rate is displayed in the upper right corner of the screen. The Internal Charge Rate assigned to this piece of equipment in Equipment Usage Rates will be used.
Rental Charge Rate
The Rental Charge Rate is displayed in the upper right corner of the screen. The Rental Charge Rate assigned to this piece of equipment in Equipment Usage Rates will be used.
Note: Units will vary depending on the piece of equipment. Usually it is hours.
End Units
If meter readings are used to determine usage for this piece of equipment, enter the current meter reading. Acceptable meter readings are up to five digits to the left of the decimal point, and two to the right. If meter readings are not used for this piece of equipment, leave this field blank. If this field is entered, it will adjust the Total Units field. For example: End Units =20 Start Units=2 Total Units = 18. The End Unit field is changed to 23. The Total Units Field will be automatically changed to 21.
Start Units
This field is normally filled out by the system based on the number of previously recorded hours or the last meter reading recorded in the Equipment Master File. Since equipment logs may come into the office for entry in an order other than the order in which usage actually occurred, this figure may not be accurate. Therefore, a replacement figure may be entered. Up to five figures to the left of the decimal point and two to the right are acceptable. If meter readings are not used for this piece of equipment, leave this field blank.
Total Units
This figure is automatically calculated by subtracting the starting meter reading from the ending meter reading. It may also be entered manually. If this field is entered, it will adjust the End Unit field. For example: End Units =20 Start Units=2 Total Units = 18. The Total Units field is changed to 20. The End Units field will be automatically changed to 22.
If meter readings are not used for this piece of equipment, enter the number of units used for this log entry.
This field specifies whether the Internal or the Rental rates should be used for calculating the total charge. NOTE: the rates are displayed in the upper right corner of the screen. The Rate previously assigned to this piece of equipment in Equipment Usage Rates will be used. Click on the radio button for the desired rate.
Internal
The Internal Charge Rate is displayed in the upper right corner of the screen. Normally the Internal Charge Rate assigned to this piece of equipment in Equipment Usage Rates will be used.
Rental
The Rental Charge Rate is displayed in the upper right corner of the screen. Normally the Rental Charge Rate previously assigned to this piece of equipment in Equipment Usage Rates will be used. In some situations, the rental rate may be desired. An example of this would be a job billed on a time and material basis or equipment rental to an outside party.
Total Charge
The Total Charge is calculated based on the indicated rate and the Meter Readings Total Units. This field is not entered manually. It is the total number of units (hours,miles, etc.) entered in the Meter Readings Total Units field times the rate.
Rate
The Rate previously assigned to this piece of equipment in Equipment Usage Rates will be used.
Adjustment
Enter the Adjustment flat dollar amount, the Net Charge will be automatically calculated.
Net Charge
Normally, the Net Charge is calculated automatically as the Total Units times the rate. If an adjustment has been made, the figure will be modified by the adjustment. However, the net charge may be changed (if, for example, an agreed upon amount was specified). This will cause an automatic recalculation of the adjustment field.
Detail Type
Press the down arrow and select the type. There are four types: Job, G/L Account, Equipment, ,and Maintenance. The type selected will determine the next two fields.
Job
Select Job in order to charge the usage of the equipment to a job and valid cost code budget. In the Job field, press the lookup button and the Job Setup screen comes into view. Highlight the desired job ID and press the Select button. In the Cost Code field, press the lookup button and the Budget Cost Code Lookup screen comes into view. Highlight the desired cost code and press the Select button.
G/L Account
Select G/L Account in order to charge the usage of the equipment to a General Ledger expense account. Press the lookup button and the General Ledger Accounts screen comes into view. Highlight the desired account number and press the Select button.
Equipment
Cost Category
Press the lookup button and the Budgeted Cost Code Lookup screen comes into view. Highlight the desired cost category and press the Select button.
Comment
Type up to 30 characters.
Date
Enter the date or press the arrows to select a date. On the first Equipment Usage Log entry, Today’s date will be used. On successive equipment usage log entries, the default date will be the same date that appeared on the first usage log entry.
Location
Up to five alpha-numeric digits may be entered. Normally, this will already have a default value of the last job number on which that equipment was used; however, other values such as SHOP, REPR, YARD, etc. are acceptable.
Employee ID
Enter the number of the employee who operated the equipment or press the lookup button and the Employees screen will come into view. The system will automatically display the employee's name to the right for verification of entry.
Report Description - Equipment Usage Log Posted Journal
The Posted Journal is a detailed report of information posted to the general ledger and job cost accounts. Entries are listed alphabetically by Equipment ID, regardless of the order in which they were entered into the system.
ID
This is the Equipment ID, or the code by which the piece of equipment is identified to the system.
Description
The unabbreviated name of the piece of equipment appears in this column.
Date
The date of the transaction is shown in this column.
Meter Readings
This column contains the ‘starting’ and ‘ending’ meter readings and the ‘total’ of the difference between the two. The units being used (hours, miles, days, etc.) are shown.
Amount of Charge
This column specifies how the ‘Net Charge’ amount for the transaction is obtained. This includes the ‘Charge Rate,’ ‘Unit Name,’ the resulting ‘Gross Charge’ and any ‘Adjustments.’
Job/Account
This column shows the cost account to which the log transaction has been assigned. This may be either a general ledger expense account or a job and cost code.
Miscellaneous
Items shown in this column include such things as comments entered during Equipment Usage Log Entry, location, employee number and reference number.
Grand Totals
Grand totals of the total units and total dollars for the posting are shown. The ‘Total Units’ value may serve little purpose other than that of a hash total if the unit name is not consistent for all pieces of equipment. (Miles and hours cannot be added.)
Report Description - G/L Summary of Equipment Usage Log Posting
This report shows the transactions made to the general ledger. Each transaction is shown in standard G/L format.
Account
The number of the General Ledger account.
1. If this a piece of equipment, the account number will be one of the six G/L Accounts setup for Job Costing in Setup Job Cost 2.
2. If this is a use log, this account number will be either the internal or external income account number setup in Setup Accounting Options on the Add-Ons (E/C, PO, Inventory).
Period
The fiscal period is listed in this column.
Date
The date of the invoice is listed in this column.
Journal ID, Number, & Line
The journal ID, number and line are printed in this column. This number and ID are automatically assigned by the system during posting.
Description
The description for each Equipment Log entry is listed in this column.
Cost Disbursement
The control account and subsidiary account are listed for each transaction. In the case of equipment related transactions, the job number and cost code or equipment ID and cost category are listed for the subsidiary account.
Quantity
The quantity for each transaction is listed if applicable.
Amount
The transaction amount for each invoice is listed. Debits are listed as positive amounts and credits are listed as negative amounts.
Subtotal
Each transaction is added to the subtotal as it is listed. The final transaction will make the Subtotal zero.
Record #
The record number is the general ledger transaction number. As transactions are posted, they are appended to the ‘General Ledger Master Transaction File’ and assigned the next record number. This number is used by the system to refer to this transaction.
Report Sample - Equipment Usage Log Posted Journal
Report Sample: G/L Summary of Equipment Usage Log Posting
