Overview:

For a broader overview of Dockets, see Dockets Overview.

The Docket List screen displays existing Docket containers and allows for the creation of new entries. By default, it lists dockets entered in the past calendar month that were created by the logged in user, but the filter can be modified to show additional containers. To search at the docket line level, use the Docket Reconciliation screen.

To create dockets, the appropriate Docket Cost Schedules must already be created and applied to Jobs.

Dockets have been enhanced to include an alternative method for crew/bulk entry of both internal and external transactions. This means that we can enter not only docket lines but Timesheet Entry, Plant Issues, and Job Outputs all in one screen, separated into tabs.

Screen Guide:

Initial List

Open

Dockets Entry Only

Use the Sequence field to enter the View/Edit popup screen for a particular Docket. The + New Docket button can be used to create empty containers. You can create one per day, per job, or however many suits your needs. Dockets that specify a Job will have lines restricted to that project.

If the screen cannot show all lines at once, you can use the Page buttons in the bottom left corner to change the view.

View/Edit Dockets:

Header Tab

Open

• Date is the date of the Docket Entry and defaults to today's date.

• Seq is the sequence number for the docket header for this day. This allows you to have multiple docket headers for a single day. Every time you create a new docket header on the same day, it will generate the next number in sequence.

• Comments are a place for optional comments about the entries contained in this docket.

• Job allows you to optionally specify a Job to restrict entries for the Lines tab to the stated job or any of its subjobs.

• Entered By shows the user who created the docket.

• Completed checkbox allows you to signify that the docket entry has been completed. This is useful for approval purposes, but not enforced for Docket Reconciliation.

Lines Tab

• Date is the date the transaction occurred. This can be different from the Docket Header Date, allowing you to enter dockets over multiple days.

• Job is the Job this transaction relates to.

• Docket No is generally located on a daysheet that the contractor or delivery provides as a way of cross referencing between your records and the supplier's. In the absence of this, a generic docket number can be used, or a date format such as "200210".

• Type is used to filter the following Line field, based on how the Docket Cost Schedules that are attached to the Job are set up.
  The Docket lines are processed based on this Schedule Line Type:

  • F - Fuel lines can be processed in two ways:

    • Stock Adjustment when the Line Code matches a Stock Item code AND the job being used is a Stock location.

    • Otherwise, the docket line is saved as a docket accrual transaction, the same as for all the non-Fuel lines.

  • The Fuel Receipt is used to record the fuel and if the job is a Stock location job, the system will automatically update the stock cost. Read more

  • All other types - the docket line is saved as a docket accrual transaction.

• Line looks for predetermined lines from the Docket Cost Schedules attached to the Job. If you cannot find the desired line, check the Job Maintenance of the job and ensure the correct schedule is applied.

• Supplier is automatically filled in based on the Line field.

• PO Line column is displayed when there is an associated Docket PO (Purchase Order). The picker enables mapping this docket line to the respective Docket PO line. Where a PO Line match is missing the line is highlighted in red i.e. the Docket Cost Schedule line has an associated PO but the PO Line is not specified on this docket line. 
  
  

• Activity is automatically filled in based on the Line field.

• Work Centre is automatically filled in based on the Line field unless the default is invalid. If it appears blank, you will need to enter a valid Work Centre.

• Description is automatically filled in based on the Line field, but can be modified to suit circumstances.

• Quantity should be entered based on the hours worked, services rendered, or amount delivered, depending on the Type. 

• Unit is automatically filled in based on the Line field and is the unit of measurement. This field is not editable here.

• Unit Rate is automatically filled in based on the Line field, but can be modified if it is known that the invoiced amount will differ from the default.

• The   icon is used to duplicate this line. This aids in rapid data entry of similar lines, only needing to change what is different.

• Details are available as an optional space for additional notes about this particular line.

• The   field, when ticked and the document is saved, deletes the docket line. If the line has been reconciled with an invoice, it can no longer be deleted.

Next Steps:

After entering Docket Lines, the cost is immediately recognised on the job. Once the supplier invoice arrives, it can be matched to Docket Lines in either the AP Voucher or AP Invoice screen. You can use the Docket Reconciliation screen to search individual docket lines and filter based on reconciled status.

The docket accrual is generated automatically and can be exported via Export Control.