What are Dockets?

Dockets are designed to capture a variety of bulk supply or external labour items where there is no Purchase Order and the exact total quantity may or may not be known. Dockets provide immediate recognised costs on jobs and are accrued until the AP Invoice is received. Dockets can now also serve as an alternative to the existing Inwards Goods feature for receipting non-Stock Items (Stock Items will always need to be receipted via Inwards Goods). This functionality is detailed in Docket Cost SchedulesPreview and Dockets Only EntryPreview.

Creating a Docket in Workbench debits a cost against a Job via Docket List as the product or service is consumed, with a corresponding credit being created against a Docket Control Job(s). We can create Docket Cost Schedules for external labour, subcontractors, and material deliveries, then attach the schedules to Jobs. When the AP Invoice is received, we simply reconcile the invoiced amount with the Dockets entered, ensuring the initial accrual to the Job was accurate. The invoice is processed as a debit against the Docket Control Job. We can make any adjustments to cost or quantity as necessary, with any changes posting directly to the job.

Dockets present several advantages:

• You can get the cost on to the Job as the product or service is delivered ensuring daily updates to project costs

• They are a quick and easy way of getting data on to the Job in a timely manner

• They provide for accurate month-end accruals where the product or service has been consumed but the AP Invoice has not yet arrived

• Bulk/Crew entry of time, plant, and outputs can also be done during docket entry, saving administration time

Accounting Entries:

There are two types of transactions from Dockets: the accrual from the Docket Entry against the Docket Control Job(s) and the reconciliation of the Docket Entry to the AP Invoice.

These transactions require the setup of one or more Docket Control Jobs, against which the CR transactions are posted. This would typically integrate with a Dockets Control Account in the GL.

Note that the CR transactions against the Docket Control Jobs are ONLY created at the time the Docket Batch is printed or exported.

From Docket Entry

• Debit Job Cost against the Job that is incurring the costs (Job/Activity Code GL account)

• Credit Docket Accruals (Debit GL Account on the Docket Control Job)

From AP Invoice Entry

• Debit Docket Control Job

• Credit Accounts Payable Control

• Debit/Credit Job Cost with any difference

new Docket Accrual transactions...

The docket accrual process has been re-engineered to process at line level rather than an aggregated accrual. This makes docket costs more transparent and obvious as they end up as an AP invoice line against the project job, rather than being a combination of docket accruals and AP invoice lines for the variances.

Open

This feature is enabled by the control parameter 'BETA FEATURE - New Docket Accruals' and will become the norm in the near future. The changes apply to:

AP Invoices

• AP Invoices manually entered from dockets applies the new process where the original docket accrual value is fully reversed, and separate AP Invoice lines created for the full approved value of each docket.

AP Vouchers

• AP Vouchers processed against dockets apply the new process where the original docket accrual value is fully reversed, and separate AP Invoice lines created for the full approved value of each docket.

Job Enquiry, Transactions tab

• The tab displays the new Docket Accruals and Reversals. Once the docket has been processed on an AP Invoice, we can see the original accrual and its reversal (as long as they are both included in the filter criteria).

• Added an ‘Exclude Reconciled Docket’ filter to exclude matched original accrual and its reversal, to simply show the actual cost as per the AP Invoice line.

Open

Input Based Get Sales

The following cases apply:

• (as-is) If docket accrual not billed and docket not processed, then list the docket for billing.

• (updated) If original docket accrual is not billed, but the docket has been processed on an AP Invoice, then want to exclude the docket accrual and its reversal; and just allow the AP Invoice line to be billed.

• (updated) If the original docket accrual has been billed, and AP Invoice line value is the same as the docket accrual value, then we want to exclude the reversal and the AP Invoice line from billing.

• (updated) If the original docket accrual has been billed, and AP Invoice line value is not the same as the docket accrual value, then we do not exclude the reversal and AP Invoice line from billing.

Process Workflow:

Open