Additional - Job Cost Maintenance

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References

Order Number

This is for reference. Enter an order number for the job, up to 30 characters long.

Job Reference

This is for reference. Enter an additional job reference for the job, up to 16 characters long.

Client Reference

This is for reference. Enter a client reference for the job, up to 17 characters long.

Quote Reference

This is for reference. Enter a quote number for the job, up to 17 characters long.

Dates

Dates are for reference only. The Created and Start dates default based on the date the job is created. You can change the date. The Quoted and Accepted dates must be entered. The Closed and Finalised dates update if you select options in the Job Accessibility section of the form.

When you close a job, all other fields with dates will become read-only. If the job is re-opened, you can edit the dates. When the job is finalised, all dates become read-only, including the finalised date.

The Expected completion date is used with the revenue recognition feature. The date determines the elapsed time from the job's start date, where Elapsed time is being used as the % complete calculation for the revenue recognition process.

Job Accessibility

Closed

Select this option to prevent further cost transactions being processed for the job. You can still process invoices for the job even when it is closed. When you select this option, the Closed date field updates.

Finalised

If you select this option, you can't process any further transactions against the job. You cannot reverse option. When it is selected, the Finalised date become read only.

Calendar

This is the calendar that determines period summary dates for job transactions. It is taken from JC Module Control, but you can change it before transaction processing if the Module Control option Allowed to Change Calendar at Job is selected.

If you don't select this option, the calendar defaults in read-only format.

Employees list

Select employees for this job by adding them to the table. You can also indicate that the employee is a Job Manager and/or a Account Manager. Defining the managers updates related fields on the Main tab. Press Shift-F2 to delete an employee from the table.

Multiple Customer

Select this option if you bill more than one customer for the job. When selected, a Job Customers List table appears at the base of the form where you can select more job customers. You must allocate job costs to customers using the Sales Split form before invoicing.

Once a proforma, invoice, or credit is processed for the job, you cannot remove customers cannot from this list.

Advanced Job Cost Options

This section is enabled if the Advanced Job Cost module is in use.

Auto Balance Forward Negative Invoices

Select the option to enter pre-paid invoices for an invoice-based job, against which costs will be progressively applied.

Use estimate variations

For new jobs, this is taken from Job Cost Module Control. Select the option to manage this job's estimates as one master current estimate (a collection of the job's estimates). Do not select this option to manage each estimate for the job as a separate entity.

You can deselect this option after creating the master estimate for the job. The master estimate is deleted, but all remaining estimates are left non-current. You must select one of them to be the current estimate to ensure it is used for revenue recognition calculations based on estimates.

If the job already has an estimate called MASTER, a warning message displays when you select this option. Click Yes to delete the existing master estimate and to create a new one to represent the summary of non-current estimates. Click No to retain the old master estimate, and not use estimate variations.

% complete calculation

This is taken from Job Cost Module Control, but you can change it per job. Select the basis for calculating percentage complete:

• Budget versus Actual - Cost: Current estimate total cost versus total actual costs
• Budget versus Actual - Hours: Current estimate total hours versus total hours of actual costs
• Budget versus Actual - Sell: Current estimate total retail versus total retail value of actual costs
• Elapsed Time: Number of days from job start date to expected completion date
• None: No percentage complete calculation will be done, and no revenue will be recognised. Jobs with this % complete calculation assignment will not be available for selection in the Revenue Calculation, Review, and Posting processes.
• Revenue to Date: If you select this option, the % complete is always 100%.

Revenue calculation

This is taken from JC Module Control, but you can change it per job. Select the basis for calculating revenue:

• Estimated Sell: Current estimate total retail
• Job Value: As entered on Main tab of the job
• None: No revenue calculation is done (and no posting to GL)
• Revenue to Date: Total retail amount of all costs on a job, billed or unbilled. If selected with % complete calculation Revenue to Date, this results in the total retail amount to date being calculated.
• Total Invoice: Amount invoiced to date up to the current period end date). This does not include pro-formas.

Pro-rata method

If the JC Module Control option Post recognised revenue to GL is selected, select one of these methods to apportion the revenue to the nominated general ledger accounts:

• Actual - The revenue is pro-rated over the retail value of the job's cost lines by activity code, posting to the Revenue Recognition and Sales accounts assigned to the activity code's sales code.
• Estimate - The revenue is pro-rated over the retail value of the job's estimate lines by activity code, posting to the Revenue Recognition and Sales accounts assigned to the activity code's sales code.
• None - Job defaults: the revenue is not pro-rated; it is posted to the GL revenue and sales accounts assigned to the job.

If this is not specified, the pro-rata method from JC Module Control will be applied.

Revenue general ledger account

If the Job Cost Module Control option Post recognised revenue to GL is selected, select the GL Revenue Recognition account to be used by the Post Revenue process when pro-rating the revenue is not required.

If the pro-rata method is Actual and there are no costs against the job, the revenue is posted to this account as there are no cost line activities to determine the sales code's general ledger accounts.

If the pro-rata method is Estimate and the job does not have an estimate, the revenue is posted to this account as there are no estimate activities to determine the sales code's general ledger accounts.

Sales general ledger account

If the JC Module Control option Post recognised revenue to GL is selected, select the GL Sales account to be used by the Post Revenue process when pro-rating the revenue is not required.

If the pro-rata method is Actual and there are no costs against the job, the revenue is posted to this account as there are no cost line activities to determine the sales code's general ledger accounts.

If the pro-rata method is Estimate and the job does not have an estimate, the revenue is posted to this account as there are no estimate activities to determine the sales code's general ledger accounts.

Job Accessibility/Closed

When you select the Closed checkbox, a warning displays. Click Yes to close the job, which creates the closing general ledger journal. Click No to leave the job open.

When you save the job, a job revenue line is created for the difference between the total invoiced value and the estimated recognised revenue. The total invoice value is posted to the General Ledger in the period determined by the Closed Date, updating the accounts using the pro-rata method. This moves the revenue from the Revenue Recognition account to the Sales account.

The job revenue line is created for the period of the Closed date on the job. An error message displays if you try to save a job when the Closed date is on or before the last revenue date for the job.

If you reopen the job by deselecting the Closed checkbox, the closing revenue for the job is deleted and its corresponding general ledger journal if the General Ledger period is open at the time. If the GL period is not open, an error message displays. You cannot reopen the job until the period is reopened and the closing revenue can be deleted.

If a job is re-opened, a warning displays. Click Yes to re-open the job and delete the closing general ledger journal. Click No to leave the job closed.

• JC AR Invoice Entry
• JC Job Estimates
• Calculate Revenue
• Review Revenue
• Post Revenue

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