Assigning Sales GL Accounts to Bill Codes for Job Invoices

This feature allows you to assign a sales GL account to each bill code when creating job invoices. In addition, you can include fully billed bill codes on an invoice. You can assign accounts at the job level and override them at job invoice entry. This feature applies only to user-defined and cost code bill types, and does not include project-level invoices. Also, your system must be set up to post through the GL; you cannot use this feature if you are using the revenue recognition percentage of completion (POC) method.

Before you begin, make sure there are no unposted job invoices for the division to which the accounts belong.

Setup Procedures

Below is a summary of steps involved in setting up your system so you can assign GL sales accounts to each bill code, along with a brief description. Refer to the appropriate section for step-by-step instructions.

Step 1: Check posting options

1. Select Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Posting Options.
2. Make sure the Revenue Recognition Method and Closing Jobs Journal Entry checkboxes are not marked.

Step 2: Set up Invoice Accounts 

A new setup option on the Invoice Accounts Setup window allows you to use a sales account for each bill code at the job level and during job invoice entry. You cannot use this option if there are unposted invoices.

1. Select Microsoft Dynamics GP > Tools > Setup > Job Cost > Account Setup > Invoice Accounts. The Invoice Accounts Setup window opens.
2. Mark the Use a sales account for each bill code checkbox.
3. Select Save.

Step 3: Set up System to Display Fully Invoiced Bill Codes 

You can set up the system to provide you the option to display fully-invoiced bill codes during job invoice entry.

1. Select Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Setup Options.
2. Mark the Display fully invoiced bill coded during job invoice entry checkbox.
3. Select Save.

When you enter job invoices, the system will ask if you want to display fill-invoiced bill codes in the Schedule Invoice window.