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Transaction Coding

GovBooks allows you to manage your job costing in different ways. You may code all of your job costs in QuickBooks and then import the transactions into GovBooks. Or, you may code all of your job costs solely in GovBooks and ignore any job coding in QuickBooks. Finally, you may combine the two methods and code some transactions to jobs in QuickBooks and others in GovBooks.

The Transaction Coding screen has two functions. The first is to allow you to see how any direct cost transaction or revenue transaction imported from QuickBooks is coded in terms of Customer, Contract, Project, CLIN and GovBooks Item. The second is to allow you assign Projects and GovBooks Items to transactions that are missing a QuickBooks Job or QuickBooks Item.

Indirect costs that are imported from QuickBooks cannot be viewed in the Transaction Coding screen. Only direct costs and revenue can be viewed in the Transaction Coding screen. Indirect costs can instead be viewed in the Indirect Rate Expense Report.

Customers, Contracts and Projects are assigned to transactions by associating a QuickBooks Job to a Project in the Project Setup screen. CLINs are associated with Projects in the Project Setup screen. GovBook Items are associated with QuickBooks Items in the Item Setup screen and GovBooks Items with Projects in the Item Assignment screen.

Transactions imported from QuickBooks that are missing QuickBooks Jobs or QuickBooks Items can be directly coded in the Transaction Coding screen. If a transaction in the Transaction Coding screen has a QuickBooks Job assigned to it, the Customer, Contract, Project and CLIN can only be changed in the Project Setup screen. Likewise, if a transaction in the Transaction Coding screen has a QuickBooks Item assigned to it, the GovBooks Item can only be changed in the Item Setup screen.

 

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