Quote/Fixed

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When you have a job with a quote/fixed charge type, you can view current costs for the job and select to offset with the invoice sales lines.

You must enter invoice lines for quoted jobs into the main table, and they are based on a fixed quote that was provided to the customer in advance of the job being completed.

Note: If the job has multiple customers, current costs displays using the split that is made using the Sales Split process.

The form has these tabs:

• Invoice
• Invoice Detail
• Current Costs
• Narration

Invoice Tab

Header Details

Batch

This updates with a batch number Greentree Desktop generates after you enter the first transaction.

Branch

The branch comes from the default option selected on the JC Module Control form — for example, from Accounts Receivable Module Control, the job, or the customer. You can change this setting.

Last Invoice Number

This field displays the last saved invoice number in the batch in read-only format.

Invoice Detail Tab

Job Detail

If you open the invoice form via JC Job Maintenance, this defaults to the job that was selected when you opened the form. You can select a different job.

Client Detail

If the selected job has a single customer, the customer code and details default when you select the job. If the job has multiple customers, you must select the customer the invoice is for.

Payment Date

This option represents the date the invoice is due for payment. It is determined by the customer Terms.

Posting Date/Period End

The posting date defaults to the document date and is the date that is assigned to the invoice transaction when the general ledger updates. The period end date defaults, in read-only format, to the end date of the period in which the posting date falls.

Proforma/Invoice

The JC Job AR Invoice setting in Module Control determines whether the Proforma or Invoice option is selected by default. If you select the:

• Proforma option, Greentree Desktop does not update customer balances or the general ledger when you save the invoice. You can generate a invoice for management review or approval before presenting the customer with a final invoice.
• Invoice option, an invoice transaction generates when you save details.

Enter a reference in the proforma or invoice number field. You can leave the field empty if AR Auto-Numbering is in use.

Greentree Desktop generates a number when you save the invoice.

Final Invoice

This option is enabled if the Module Control option Use Profit Recovery Percentage is selected for fixed charge jobs. Select the option to indicate that the invoice is the last one to create for the job. When you save the invoice, Greentree Desktop generates a reversal profit recovery journal and posts a true cost of sales.

Date (document)

The default value is the current date and represents the date associated with the invoice. The posting date defaults to this date.

Salesperson

The default value is the salesperson assigned to the selected customer. You can select a different salesperson for the invoice .

Order No

If the customer has the option Order number required selected on the AR Customer Maintenance form, you must enter a customer order number before you can save the invoice. If you don't select this option, an order number is not required.

Hold Code

To put the invoice on hold, select a hold code. Use hold codes to update customer/supplier balances with a retention value to determine the value of held invoices.

You cannot select an invoice that is on hold in AR Receipt Entry, AR Credit Note Entry, or AR Journals in the Items to Pay selection.

Format

Select an invoice report format to use to print the invoice from the form. You can select any report that is assigned as an Invoice Format on the JC Report Format Maintenance form.

Pre-paid

This is enabled if Advanced Job Cost function is in use.

Reprint

Select this option to reprint an invoice that is previously printed. Once an invoice is printed for the first time using this form, Greentree Desktop selects this option.

Invoice Amounts

These values update in read-only format as you select costs to include in the invoice. The tax code defaults using the standard tax hierarchies and the discount % is taken from the customer.

Select the Sales Code used to determine the general ledger account that updates when the invoice is saved.

Current Costs Tab

All costs that have not already been offset against an invoice or finalised for the selected job display in the table on this form.

Note: You can select any cost variances resulting from the purchase of JC or IN lines allocated to a job.

Include sub jobs

If the job is a parent or project job, select this option to view or offset costs for all sub jobs and the parent.

Restrict to work centre

If the job uses a Work Centre Plan, you can select from a list of work centres available to this job, to display only the cost lines for the selected work centre. For a job that uses a Work Centre Plan, if the selected work centre is a non-posting one, costs for the sub-level work centres in the job's Work Centre Plan displays.

All/Time/Purchases/Stock/Disbursements

You can use these options as filters. For example, to view disbursement type costs, select the Disbursements option. To view all costs, leave the selection as All.

Edit/Off-set Cost Lines:

The quantity and rate default from the source transaction. The selling rate for each line is determined when you save each cost transaction. You can edit the quantity, rate, and/or amount before offsetting the costs. This does not alter the original cost transaction.

If:

• Profit recovery journals are in use:

  Select the Auto Mark as Invoiced option for the quoted charge type of the job to set all cost lines as Finalised. This indicates the offset the value of the entered invoice sales lines. You can deselect this option before saving the invoice to retain the cost line displayed when future invoices are created for the job.

  You can select Deferred to indicate that the cost line is being deferred for review at a later time. The option remains selected for the line when costs are reviewed using the invoice form. To write off the cost, select Write Off and Greentree Desktop processes a write-off transaction for the line when you save the invoice.

  Note: When a cost is finalised or written-off, the WIP value displayed in the Job Summary totals is reduced by the value of the cost(s).

• The Job Cost Module Control Use COS Journals option is selected for fixed or quoted jobs:

  The label of the Finalise column reads Do COS instead. If you select this option for a line, the cost offsets the value of the entered invoice sales lines. You can deselect the option before saving the invoice to retain the cost line displayed when you create future invoices for the job.

  Select Deferred to indicate that the cost line is being deferred for review . The option remains selected for the line when costs are reviewed using the invoice form. To write off the cost, select Write Off and Greentree Desktop processes a write-off transaction for the line when the invoice is saved.

When you save the invoice, cost lines that are Finalised or which have Do COS selected will no longer display when the invoice form is accessed again for this job or customer. Only lines that were deferred, or had no option selected during previous invoicing, remains for subsequent selection.

Note: The values display in the customer's currency.

Narration

Enter a narration for the line. This is for reference only.

Narration Tab

You can enter a narration on this tab. This can be — for example, an extended description of the work that was carried out. You can select standard text that has already been written using the Text Maintenance form.

Saving the Invoice

When you save an invoice, the general ledger and customer balances are updated. If the Module Control option:

• Use COS Journals is not selected for fixed or quoted jobs, and the option Use Profit Recovery Percentage is not selected, Greentree Desktop only posts an invoice transactio.
• Use COS Journals is selected for fixed or quoted jobs, Greentree Desktop posts a cost of sales journal for finalised costs in addition to the invoice transaction.
• Use Profit Recovery Percentage is selected for fixed or quoted jobs, Greentree Desktop posts a profit recovery journal (for finalised costs) in addition to the invoice transaction. When you save the invoice, Greentree Desktop prompts you to enter the profit recovery percentage so it can calculate the value of the journal.

Note: You can view job invoices on the Transactions tab on the JC Job Maintenance form on the Sales Transactions tab.

• GL Posting Hierarchies - Profit Recovery
• AR Customer Maintenance
• Pre-paid Invoicing
• Sales Code Maintenance
• Finalise Costs
• JC Cost Variances
• Write-Off Costs
• Selling Price Hierarchies
• JC Job Maintenance

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