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 https://webwbdoc.atlassian.net/wiki/spaces/DOC/pages/705593757 and https://webwbdoc.atlassian.net/wiki/spaces/DOC/pages/705102571.

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

Dockets Setup:

Create the Docket Accrual Control Job(s)

Docket Accruals Control Job(s) are required for the actual AP Invoice/AP Voucher transaction when it is matched against Dockets. The AP transaction is posted to Docket Accrual Control with any difference in values between the Invoice and Dockets posted as per the original docket accrual transaction; see Accounting Entries below for more details.

Workbench comes with a default control job, but multiple Docket Control Jobs can be created if there are multiple Financial Companies. The Control Parameter “Docket Accrual Job” should contain the one of the control jobs to be used as a fall-back in case individual Financial Companies do not have a specified control job. Each Docket Control Job has the Docket Accrual Account in both the DR GL Account and CR GL Account fields on the Billing & GL tab of Job Maintenance.

In both the Dr GL Account and CR GL Account fields on the Billing & GL tab of all the Docket Control Jobs, specify the relevant Docket Accruals GL Account for the Financial System.

Make sure that the Cost Activity Group selected for all Docket Control Jobs allows No Activities.

Ensure all control jobs have the “No Activities Allowed” Activity Group. This is important otherwise it will error on Batch printing and exporting.

Create a Docket Activity Code

This Activity Code should not be included in any Activity Groups. All posting is system generated. Do not put any GL Account Codes on this Activity, and the Type must be Internal. Workbench by default has a docket activity code.

Create Docket Cost Schedules

Create a Docket Cost Schedule for each set of requirements. The schedule(s) must be applied to each applicable job in Job Maintenance. It is important to remember that if you have a large project that contains a number of Sub Jobs, you will need to specify the Docket Cost Schedule on each Sub Job where deliveries are to be recorded. If you do not do this then you will not be able to call up the schedule items when trying to enter deliveries for that Job.

Docket Cost Schedules also support the use of Purchase Orders in conjunction with Dockets to provide formal approval prior to purchase, refer Purchase Orders with Dockets.

Control Parameters:

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

Process Workflow:

Open