Additional Tab

References

Order Number

Enter an order number for the job, up to 30 characters.

This is for reference.

Job Reference

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

This is for reference.

Client Reference

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

This is for reference.

Quote Reference

Enter a quote number for the job, up to 17 characters.

This is for reference.

Dates

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 becomes 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, if elapsed time is being used as the % complete calculation for the revenue recognition process.

Note: Dates are for reference only.

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 are progressively applied.

Use estimate variations

For new jobs, this is taken from the Job Cost Module Control form. 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. 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 the Job Cost Module Control form. 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 is done, and no revenue is recognised. You cannot select jobs with this percentage complete calculation assignment in the revenue calculation, review, and posting processes.
Revenue to Date: If you select this option, the percentage complete is always 100%.

Revenue calculation

This is taken from the Job Cost Module Control form. 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 on the job
None: No revenue calculation is done (and no posting to the general ledger)
Revenue to Date: Total retail amount of all costs on a job, billed or unbilled. If you select this option 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.

Note: To use the revenue calculation process for a job to monitor the percentage complete, but not post any revenue to the general ledger, set the % complete calculation and set the Revenue calculation to None. If you do not want to activate revenue recognition for a job, set both the % complete calculation and the Revenue calculation to None.

If you activate revenue recognition for a job after it has already had sales posted to the general ledger historic transactions, you must create a manual journal to move the sales value from the GL sales account into the GL revenue recognition account. If you do not do this, the sales value is double-counted.

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 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 general ledger revenue and sales accounts assigned to the job.

If this is not specified, the pro-rata method from the Job Cost Module Control form is applied.

Revenue general ledger account

If the Job Cost Module Control option Post recognised revenue to GL is selected, select the general ledger revenue recognition account to use 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 with 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.
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 use on the Post Revenue form when pro-rating the revenue is not required.

If the pro-rata method is Actual and there are no costs with 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.

Use estimate variations

Select this option to create a new master estimate, which becomes the job's new current estimate. This is a collection of the existing estimates. The master estimate is read-only.