If you have recorded charges (time and materials normally) against past orders, you will need to transfer these charges to the WIP orders you put in. If you did not post costs against the WIP orders in your previous accounting, you may skip this step.

Warning: This process must be done after the step startup_-_entering_your_starting_wip but before the final GL reconcilliation as a part of the steps outlined in guide_to_transitioning_to_full_accounting.

For most customers, it is not practical (or necessary) to break down pre-conversion charges into the level of detail you might with on-going jobs. The approach outlined here is focused on getting these charges onto the books and ensuring that the dollarsor other appropriate currency. We will use “dollar” here to mean whatever currency you are working in. match what was posted against jobs in the old accounting system.

The approach used in this step is to post one entry for the labor cost charged, and another entry for materials. (If you also recorded equipment, outsourced, freight, and other costs you may extend the procedure below or you may just incorporate these into the material charges.)

To post the entry, you will use the Control Dashboard called Production - Batch. You will not post the hours, but only the total dollars of labor and materials used.

1. Open the Production - Batch Dashboard
   • On the main (top) toolbar, click on the down-arrow on the Dashboard button. This will show the list of Dashboards on your system.
   • Click on Production - Batch to open that Dashboard. This dashboard is usually used for posting time and materials in a batch mode.
   • Locate the Create Part Usage Cards instrument on the dashboard. All of the steps below will use this instrument.
   • Change the date to the transition date (or earlier).
2. Enter the labor charges (if any)
   • Locate the Create Part Usage Cards instrument on the dashboard. All of the steps below will use this instrument.
   • Click on the Order No. cell for Card #1. Enter the order number.
   • If the Line Item cell is not already filled in, click on the down-arrow in that cell. Choose the first line item.For this process, all costs are being recorded against the first line item. If your WIP orders are broken down more elaborately, you may extend this method to break the costs down across each of the line items.
   • Click the down-arrow on the Part cell. Choose (new) to add a new part (one that was not already associated with the order). This will open a dialog allowing you to choose which parts.
   • Choose Transition Labor as the part. Transition Labor is a special part that is setup for this purpose.The Transition Labor Part is technically set up as an “Other” part type. This serves two purposes: (a) It avoids it being included in payroll calculations, and (b) It allows the entry of dollars directly instead of hours.
   • In the Quantity cell, enter the labor Dollars (not hours) that were recorded against this job in the old system. (Normally you will use labor hours; this approach is just for the transition.)
3. Enter the material charges (if any)
   • If you entered labor charges for this order, add a new usage card for the materials by clicking on the + button above Card 1. You will then enter all of the following information for Card 2.
   • Click on the Order No. cell. Enter the order number.
   • If the Line Item cell is not already filled in, click on the down-arrow in that cell. Choose the first line item.
   • Click the down-arrow on the Part cell. Choose (new) to add a new part (one that was not already associated with the order). This will open a dialog allowing you to choose which parts.
   • Choose Transition Material as the part. Transition Material is a special part that is setup for this purpose.
   • In the Quantity cell, enter the material Dollars that were recorded against this job in the old system.
4. Post the cost(s).
   • Click on the Post button on the toolbar above Card #1. This will record the costs you've just entered and increase the Cost of WIP and Built GL Account accordingly.
5. Repeat for each WIP order with costs recorded in the old accounting system.