# Line item coding in Sage 300 CRE for builders

Sage 300 CRE has line item coding built in. A builder's job cost report is only right if every invoice reaches the correct job and cost code. One wrong job code moves cost from one project to another and hides a loss.

## Why it matters for builders

- One supplier invoice often covers several jobs. A hardware or hire statement may carry 15 lines for 6 different projects.
- Subcontractor claims mix labour, materials, variations and retention. Each part needs its own code and GST treatment.

## For builders in Sage 300 CRE

- For job costs, Accounts Payable looks first at the Cost Account Retrieval Method in JC Settings > GL Entry. Otherwise it uses the GL debit account on the vendor Terms and Defaults tab. You can change the prefilled account at entry.
- A cost code set as a Memo Cost does not retrieve an account, so code it by hand.
- Invoices posted or imported against a closed job are rejected with a message such as Job is closed or Cost Code is completed (version 25 release notes). Reopen the job or code the cost to an open one.

## What Sage 300 CRE does on its own

Each invoice carries distribution lines that name the job, cost code and account. The full gross amount is entered first and the lines spread it. Pending invoices let you enter an invoice that is only partly coded and finish the coding later.

Change Invoices edits one invoice at a time. It makes reversing entries that net to zero in the period you pick.

What you need and the setup steps: https://www.pulsify.tech/line-item-coding-for-sage-300-cre/

## Example

Example Hire Co sends one invoice for plant hire used on two jobs.

- Excavator 5 tonne, job 214, 4 days: $2,000.00 (Coded to job 214, cost code 3100 plant hire)
- Scissor lift, job 188, 2 days: $900.00 (Coded to job 188, cost code 3100 plant hire)
- Fuel and cleaning fee, job 214: $180.00 (Coded to job 214, cost code 3190 sundries)

Each line is coded to its own job and cost code, so job 214 shows $2,180 of cost and job 188 shows $900 before GST.

## Common mistakes

- Coding a whole invoice to one job to save time, then correcting it at month end.
- Using different cost codes for the same type of cost on different jobs, so job reports cannot be compared.

## Step-by-step guides for Sage 300 CRE

- How to enter a vendor invoice with line items in Sage 300 CRE: https://www.pulsify.tech/how-to/enter-a-supplier-bill-with-line-items-in-sage-300-cre/
- How to code one invoice to several ledger account codes in Sage 300 CRE: https://www.pulsify.tech/how-to/code-one-bill-to-several-accounts-in-sage-300-cre/
- How to bulk change account codes on invoice records in Sage 300 CRE: https://www.pulsify.tech/how-to/bulk-change-account-codes-on-bills-in-sage-300-cre/

## What Pulsify adds

Pulsify reads each line and suggests its ledger account and tax code from how that vendor was coded before. Pulsify connects to Sage 300 CRE. We set up the connection for you. More: https://www.pulsify.tech/automated-line-item-coding/

## Common questions

### How does Sage 300 CRE pick the expense account on a job invoice?

Accounts Payable checks the Cost Account Retrieval Method in JC Settings > GL Entry first. If that gives nothing it uses the vendor GL debit account on the Terms and Defaults tab. You can overwrite the prefilled account at entry. If neither exists it asks for one.

### How do builders code a bill that covers several jobs?

Split it by line to each job and cost code when the bill is entered. Use the delivery docket or site name on the invoice to choose the job, and add a note where the supplier shows no job reference.

### Can Sage 300 CRE code one invoice to several jobs and cost codes?

Yes. Add one distribution line per job, cost code and account. The gross amount is entered first and the distribution lines spread it.

## Sources

- https://us-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=223924850045770&hypermediatext=null
- http://docs.sage.com/docs/en/customer/300cre/25/open/ReleaseNotesAcctMgmt_25.pdf
- https://communityhub.sage.com/us/sage_construction_and_real_estate/f/sage-300-construction-and-real-estate/167633/subcontractor-retainage
- https://www.ato.gov.au/businesses-and-organisations/preparing-lodging-and-paying/reports-and-returns/taxable-payments-annual-report/work-out-if-you-need-to-lodge-a-tpar/building-and-construction-services

Source: https://www.pulsify.tech/line-item-coding-in-sage-300-cre-for-builders/ (last checked 2026-10-19)