Job Bulk Create Proforma Entry

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Use this form to create JC proforma invoices in bulk.

You can use any of the filters displayed in the header of the form to search for jobs outstanding to invoice. If you are using the process for service invoicing, you would typically use the Charge Type as a search filter. These features can be used when entering search criteria:

• To select more than one specific job (or other type), select the 1^st one, and it defaults into the field to the right of the search field. As you select each subsequent job (or other), it will append to the string on the right side, delimited by a comma.
• To enter a range of search criteria, enter it directly into the field on the right side of the search field, and use a colon to separate the lowest and highest value. For example, enter 400001:400005 to include all jobs from 400001 to 400005.
• You can use wildcards to include a specific group of criteria. For example:
  • 00* includes all codes with a string starting with 00;
  • 1* includes all codes with a string starting with 1;
  • *0 includes all codes ending in 0.

You can also filter the output using the Job Flag and Date, open, closed or finalised jobs, and Job Trees.

Include Transactions Up to

This option is particularly relevant with regard to time & materials invoicing. It is used to specify the close off date for transactions to be included in the invoice period.

For example, if you are not preparing invoices for the February until 15/03/18, use the date 28/02/18 as the Include Transactions Up to date, so that any transactions processed in March are excluded from the invoice.

Include Sub Jobs

Select this option to include sub-job details to be invoiced.

Invoice Sub Jobs on Parent

This option is enabled if Include Sub Jobs is selected.

If you select this option, one invoice will be generated for each job, which includes transactions for sub jobs attached to the parent.

Ignore Customer on Sub Job

This option is enabled if Invoice Sub Jobs on Parent is selected.

If you select this option, the parent customer rather than the sub job customer (where they differ) will be used for the invoice.

Restrict activity type

You can select one or more of these activity types to be restricted from inclusion in the invoice creation process: Disbursements, Internal, Overhead, Plant, Purchases, Stock, and Time. To select multiple activity types, double click the activity type in the dropdown list and it is appended to the list positioned to the right of the field.

Restrict to work centre

If invoicing Jobs that use Work Centre Plans, you can select from a list of Work Centres available to the selected Jobs, to display only details of invoices for the selected Work Centre, with costs to be to invoiced. If the selected Work Centre is a non-posting one, details for the child Work Centres display.

Completed work centres only

If Work Centre Plans are in use in this company, you can select this checkbox to display details of invoices only for the Work Centres that have been completed (% Complete = 100, or has an Actual Complete Date) with costs to be invoiced.

When you have entered the filters, click Search Now to return details to the table.

You can drill down on each job displayed in the table by double clicking the line or clicking the Maintain button while on the line. You can also open the JC Enquiry form by clicking the Enquiry button while on a job line.

Load/Save Criteria

If you make the same enquiry/search periodically, you can use these buttons to save and load specific search criteria, so you don't have to enter the search detail every time you want to create invoices for a group of jobs meeting the same criteria. When you have entered the criteria to save, click Save Criteria, and you will be prompted to enter a name for the saved set of criteria.

To recall the criteria in the future, click the Load Criteria button, and a list of previously saved criteria will be presented on a form for you to select. The criteria of the selected name updates to the proforma form.

Creating Invoices

Select the lines you want to include in the proforma creation process. These options are available to help you make selections:

Select All/Unselect All

These buttons can be used to select or deselect all invoices in the table. You can also select any line in the table.

Select Highlighted/Deselect Highlighted

You can highlight lines in the table by holding down the CTRL key to highlight individual lines, or the Shift key to highlight a block of lines. When lines are selected, the Select Highlighted button can be used to click the Select box next to each highlighted line. Deselect Highlighted can be used to remove selections for highlighted lines.

When you have selected lines to include in the process, click the Create Proforma button to create the invoices.

Fixed Charge Job (Quoted)

Invoices can only be created from a current estimate. Click Create Proforma . Enter the Invoice Date and Posting Date to use for the invoice transactions (these defaults to the current date but can be changed). You can select a Sales Code to use for all the proformas (to determine general ledger account that updates with sales value), or select Use Sales codes from Estimate to use the sales code from the estimate(s).

Click OK to generate the invoice(s). A pop up box will indicate when the process is complete. Click Yes to view the invoices. This opens the Bulk Proforma Conversion process form, where you can drill down on selected lines to view the invoice detail (via the JC AR Invoice Entry form). Proforma invoices can be hot-printed directly from JC AR Invoice Entry.

If you select No, you can select Bulk Proforma Conversion from the menu to convert proformas to invoices at a later stage.

Input-Based job (Mark Up on Cost)

Invoices are created using uninvoiced cost transactions. The process for creating invoices is the same as that outlined above, with the exception that the Fixed price invoice section is not applicable to jobs of this type nomination of sales code source).

• JC Tree Maintenance
• JC Job Maintenance - Custom
• Proforma Line Detail

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