1.19 Estimate Transfer from Timberline Estimating to Timberline Accounting

POLICY: Estimate Transfer from Timberline Estimating to Timberline Accounting

PURPOSE: To manage the transfer of cost codes and related budget amounts from estimating into accounting.

RESPONSIBILITY: Estimator in Charge

PROCEDURE:

After a formal notice is given that an estimate should become an actual project:

1. Open the estimate in Timberline Estimating.

2. Select the Job Cost function from the Interface menu item.

3. Follow the steps outlined in the Job Cost Transfer Wizard:

PART I

Step 1: Tab 1: Enter the Job Cost Number (see O.EST.-70 in the Procedures Manual)

Step 2: Tab 2: Make the appropriate selections. (Typically, the default selections will not need to be changed.)

Step 3: Tab 3: Allocate location or WBS Codes to each transaction. (If no location or WBS Codes are available to be assigned, this step may be skipped.)

Step 4: Tab 4: Select Printer for a record of transactions generated with the transfer. Click the Generate Transactions button to complete the transfer to accounting.

PART II

Step 5: Review the transaction report generated with the previous step. Make sure the phase/item numbers, category designations, units, and totals match the estimate. If any errors are found, make all necessary corrections and repeat Steps 1 thru 5.

Step 6: When all details match between the Estimate and Job Cost Transaction File, close Precision Estimating and open Timberline Accounting.

Step 7: Enter your operator ID and password. From the TS main screen, select the Job Cost application.

Step 8: From the Tools menu item, select Import. Select Estimate from the list.

Step 9: In the Import Estimate Information Box, name the import file (click on the button with the three dots to the right of the Dialog Box). Select the file with the .JCE extension. This is the estimate you transferred with Step 4.

Step 10: Name the rejection file “Reject”. If a rejection report already exists, select Overwrite File.

Note: Do not put a check mark in the Allow Creation of Cost Codes.

Step 11: Select Start to print an Estimate to Job Cost Import Report. The Estimate to Job Cost Report will list the estimate line items (called Entries), line item totals and any errors from the transaction. Make sure all cost codes have the correct job cost category assignment (L, M, S, E, G). If any errors are listed, i.e. invalid cost code, enter the correct line item using Enter Estimates in the Tasks menu bar.

Step 12: Post entries after all corrections and adjustments have been made. From the Tasks menu, select Post Entries. If “JC Transaction File Not Found” displays along with the correct directory path, the master file has already been posted with all available new entries.

Step 13: Change the options displayed in the print selection window or accept the defaults.

Step 14: Click Start. When posting is complete, review the Post Entries Report to verify totals and check for errors.

Step 15: This procedure is complete when the Job Cost Report matches the Precision Estimate in every regard.