When you access the invoice form for a job with a schedule charge type, you can view the current costs for the job and select them to offset against the invoice sales lines. The value of the invoice is not derived from the costs. Invoice lines for scheduled jobs are determined based on a pre-defined schedule that is assigned to the job.
Note: If the job has multiple customers, current costs display using the split made using the Sales Split process.
The form has these tabs:
Each option and field on the form is described below. Mandatory options and fields are highlighted in red.
Batch
This field updates with the batch number after you enter the first transaction.
Branch
The branch comes from the default option selected on the JC Module Control form. You can change this value.
Last Invoice Number
This field displays the last saved invoice number in the batch in read-only format.
Job Detail
If the invoice form opens from the JC Job Maintenance form, this option defaults to the job that was selected when the form was opened. 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 represents the date the invoice is due for payment. It is determined using 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/Final Invoice
Select one of these JC Job AR Invoice options on the Defaults tab of the Module Control form:
Final Invoice
This option is enabled if the Module Control option Use Profit Recovery Percentage is selected for schedule based charge jobs.
Select this option to indicate that the invoice is the last one that are created for the job. When the invoice is saved, Greentree Desktop generates a reversal profit recovery journal and post 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 option Order number required is 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 or supplier balances with a retention value to determine the value of held invoices. You can't 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 if you are going 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.
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.
Invoice lines are created based on schedule lines displayed on the Get Claim Items form. You can review or edit schedule lines using this form.
Each option and field on the form is described below. Mandatory options and fields are highlighted in red.
This tab displays the lines of the schedule assigned to the job. If the schedule line was Fixed, Greentree Desktop assumes it is selected for invoicing. You can edit the line quantity.
To include schedule lines for invoicing, update the Qty Current with the quantity to invoice. This field defaults to empty for non-fixed schedule lines, and you should leave it empty if you do not want to invoice the line. Otherwise, enter a quantity. The current quantity defaults to the schedule line quantity if the line is fixed, but you can change it to a different value, or to zero to exclude the line from invoicing.
If the invoice line quantity and/or amount falls outside the minimum and maximum ranges defined for the schedule line, Greentree Desktop updates the line to the minimum or maximum quantity or amount.
Each option and field on the form is described below. Mandatory options and fields are highlighted in red.
All costs that have not been offset with the invoice or finalised for the selected job display in the table on this form.
Note: Any cost variances resulting from the purchase of JC or IN lines allocated to a job will also appear for selection.
Include sub jobs
If the job is a parent or project job, you can select this option to view or offset costs for all sub jobs and the parent.
All/Time/Purchases/Stock/Disbursements
Use these options as filters. For example, if you only want to view disbursement type costs, select the Disbursements box. To view all costs, leave this 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:
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.
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 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 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 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.
Each option and field on the form is described below. Mandatory options and fields are highlighted in red.
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.
When you save an invoice, the general ledger and customer balances are updated. These rules apply:
Note: You can view job invoices using the Transactions tab on the JC Job Maintenance form.