Equipment Hours

Use Equipment Hours transactions to track equipment use.

HINT-- The Goldenseal accounting software uses Equipment Hours for job costing and for time billing. They are also a record of equipment use that will help you with your overall equipment tracking.

ENTERING EQUIPMENT HOURS DATA
       Creating Equipment Hours | Data Fields | More Info
       Status Field | Using Equipment Hours
       Category Breakdowns | Item Breakdowns

WEBSITE INFO LINKS
Accounting Software | Billing Software | Equipment Tracking Software
Project Billing Software | Project Management Software | Time Billing Software

When to Use Equipment Hours

Use Equipment Hours to enter the times when you use your own equipment on jobs.
HINT-- If you temporarily rent equipment from someone else, enter it as a Material Purchase or Other Cost instead.

Enter Equipment hours for any of the following reasons:

If you charge for its time on a time and materials project.
If you want to track its usage for job costs.
If you want to keep track of where equipment is currently located and who is using it.

Creating Equipment Hours

To enter Equipment Hours, follow these steps:

Choose Equipment Hours from the Costs menu.
Click the New button, or choose New Record from the Edit menu.
Enter details about the equipment use.

QUICK SETUP HINT-- You only need to enter Equipment, Time Used and Brief Description. To do time and materials billing, enter a T&M Billing Rate. For job costs, enter Job Cost Rate, Job and Category.

Data Fields

Equipment-- Use the clairvoyant field to enter the equipment account used for this work.
Time Used-- Enter the number of hours or other time units that this equipment was used.
Brief Description-- Enter a brief description of the work done. This text will appear in clairvoyant fields.
T&M Billing Rate-- Choose the equipment billing rate to use for time and materials billing.
T&M Amount-- The total amount that will be billed for time and materials work is calculated automatically.
HINT-- If the project is not time-and-materials, the T&M number will not be used.
Comments-- Enter any comments you have about this work.

Date-- Today's date is entered automatically. Change it if the work was done some other day.
Record Number-- A record number is entered automatically.
Job Class-- Choose the type of job where this equipment has been used.
Job-- Choose the job where this equipment has been used.
Applies To-- If this work was done for an allowance, bid, change order, or work order, indicate it here.
Transaction-- Enter the specific allowance, bid, change order, or work order.
Employee Using-- Enter the employee who used this piece of equipment.

More Info

Click the More Info button to enter additional info about this equipment use.

Job Cost Amount
Job Cost Rate-- Choose the billing rate that will be used for job costing. The usual rate for this equipment is entered automatically.
Job Cost Amount-- The total equipment cost that will be charge to job costing is calculated automatically.

Job Cost Details
Category-- Enter the cost category that describes the work that was done.
Subcategory-- Enter the optional subcategory that describes the work that was done.
Location-- Enter the location at which the equipment was used.

Work Done-- Enter a brief description of the work done with this equipment.

Status Field

New Equipment hours start out with the Entered status.
When the hours are included in a Time & Materials Bill, the status will change to T&M Billed.
If you are entering past equipment hours that will be used only for job costing, change the status to Job Cost Only.
If you are pre-entering future equipment hours for budget purposes, change the status to Planned.
To cancel an equipment hours record, change its status to Void.

Category Breakdowns

Enter Category into the Breakdown field to itemize equipment work by cost category.

The Category breakdown shows you a breakdown table where you can type the exact work done with this equipment.

Fill in the following columns for each row in the table:

Date-- Enter the date work was done.
Category-- Enter the Cost Category for the work.
Subcategory-- If the job account uses a category system with subcategories, enter a cost subcategory.
Work Done-- Type in a brief description of the work done.
Hours-- Enter the number of hours spent on this item.
Unit Cost-- Goldenseal enters the hourly cost of equipment time.
Item Total-- Goldenseal calculates the total cost for this line items (unit cost x hours).
Location-- Enter a Location for the item.

Goldenseal calculates the total equipment time, the billing amount and the job cost amount from the table.

Item Breakdowns

Enter Item into the Breakdown field to include specific Cost Items or Assemblies in Equipment Hours work.

The Item breakdown shows you a breakdown table where you can type the exact work done with this equipment.

Fill in the following columns for each row in the table:

Date-- Enter the date work was done.
Area-- Enter the job cost area for the work.
Category-- Enter the Cost Category for the work.
Subcategory-- If the job account uses a category system with subcategories, enter a cost subcategory.
Work Done-- Type in a brief description of the work done.
# Done-- Enter the number of units or work that were done by this equipment.
Size-- Goldenseal fills in the size of one unit of this item.
Hours-- Enter the number of hours spent on this item.
Unit Cost-- Goldenseal enters the hourly cost of equipment time.
Item Total-- Goldenseal calculates the total cost for this line items (unit cost x hours).
Location-- Enter a Location for the item.

Goldenseal calculates the total equipment time, the billing amount and the job cost amount from the table.

Using Equipment Hours

Equipment Hours are used to log in the time that each Equipment item is used on projects.

The equipment cost is shown automatically in job cost reports.

Equipment cost will also be billed automatically to any projects that use payment terms that are Time and Materials.