Closing a Job

Once a job is complete, you can close it. When you close a job, transaction detail is moved to the job history file with detail and summary records for the job. When you close a job, the user-defined information from the Job User-Defined window also moves to history, except for the active user-defined field information. You can view transaction details for closed jobs by choosing Inquiry > Job Cost > Job History. You can also print Job Detail or Job Summary History reports.

Once you close a job, the job is no longer included with the monthly POC or RPO  journal entries. This is because these entries calculate amounts for open jobs only. Also, no transactions may be posted to a closed job.

Before Closing a Job

Complete the following procedures before closing a job.

• Completely bill the job, including retention. If you marked the Allow Job to Close if Net Billed Not Equal to Expected Contract checkbox in the Posting Options window, then the net billed doesn't have to equal the contract amount. Otherwise, the net billed must equal the contract amount to close a job.
• Post all transactions. No unposted transactions for the job should exist in any Job Cost transaction work file.
• Receive and invoice/match all purchase orders for the job to be closed. For more information, see Using Microsoft Dynamics GP purchase order processing. If the Allow Job to Close if Committed Costs checkbox is marked in the Posting Options window, you can close a job without receiving all purchase orders.
• Back up all job cost files. If you encounter difficulties during the closing process, restore the backup, and complete the procedure again.
• Make sure all prior months' POC have been run BEFORE closing the current month's jobs.

Closing a Job

Once you have completed the steps before closing (above), you can close your job(s). 

Notes:

• All jobs assigned to a project using project-level POC must be closed at the same time.
• A subcontractor contract agreement cannot be completed and all remaining payments are created if any job on the agreement is closed. Please be aware of this functional requirement when closing related jobs.
• When more than one user is working in the Close Jobs window, the user who marks a job to be closed first will be the user to close the job. However, if the user unmarks the job and another user marks the job, that user will be able to close the job.

The Close Jobs window displays the jobs available and not available to close. When you close jobs through this window, you are posting to General Ledger. A batch job is created that you will need to post to post through General Ledger.

1. To open the Close Jobs window, go to Microsoft Dynamics GP > Tools > Routines > Job Cost > Close Jobs.
2. Select the Posting/Schedule Date. You cannot use a date that falls before the creation date of a job you are closing. A Status of Not Available appears for any jobs that were created before the posting date. Additionally, if the period before that of the posting date is still open, you will receive an error when you attempt to close the jobs.
3. Optional: Filter the Jobs Available to Close by selecting an available filter and entering the filter criteria.
   • All Jobs - Displays all jobs that are available to be closed.
   • Job - After marking this option, enter the job number in the field below the option or use the lookup to open the Job Lookup window. In the Job Lookup window, you can filter the jobs at the top of the window or scroll within the window. Double-click the job or click on the job and click Select. The job displays in the Available to Close section if it can be closed.
   • Project - Displays the jobs assigned to the project that you select.
   • Customer - Displays the jobs for the customer you select.
   • Division - Displays the jobs within the division that you select.
4. Optional: Select the Sub Filter to narrow the displayed jobs further.
   • Completion Date - Select Scheduled or Actual and then select or enter the date. 
   • Mark to Exclude Blank Dates. This would exclude any jobs without a date.
5. Optional: Select the column headers to sort ascending or descending. 
6. Select Redisplay to reload the list of jobs available to close, respecting the Posting Date and any filtering criteria.
   The jobs that have been marked are moved to the top of the list. You can mark jobs and then filter differently to find additional jobs to close. Each time you select Redisplay, the list will rebuild and show all marked at the top along with other unmarked available jobs that fit the filters on the window. You will not lose the jobs you have marked if you update the filter. To discard wrongly marked jobs they have to unmark them or use Unmark All.

   • The AVAILABLE TO CLOSE section displays the jobs that meet the filter criteria and/or are marked and can be closed.

   • The NOT AVAILABLE TO CLOSE section displays jobs that meet the filtering criteria, but are not able to be closed, including jobs marked by another user. A reason each job cannot be closed is also displayed.
7. Use the Mark All button to select all the available jobs or you can mark specific jobs. You can also use Unmark All to unselect any marked jobs.

8. Select Close Jobs to close the marked jobs and create the batch. The batch naming convention is JCC YYYY.MM.DD. 
   You may receive one or more of the following message(s):

   • If a batch is created: “Batch Number XXX was created!”

   • If a batch is not created but ALL selected jobs were closed: “The close job process is complete.”

   • None of the jobs closed: “None of the selected jobs were closed. Review the (Not Available to Close) grid or report for the reasons why each job is not available.”

   • If a batch is not created but not ALL selected jobs were closed: “The close job process is complete. X of XX selected jobs closed.” This message will show you the number of jobs closed out of the total number selected. The user would have to view the Jobs Not Available list to see why.

9. After a job closes, you are prompted to print the Closed Jobs report. You can also print the report by selecting the Print button from the menu ribbon. This report lists all jobs that closed successfully. If you choose to post the closing jobs journal entry through the general ledger, you may also print the general ledger posting journal, which displays the general ledger entry created as part of the closing process. 

   

   We recommend you print these reports and store them with your records as part of each job's audit trail.

10. Complete the purge process to delete non-job-related details from the Job Transaction Open file. See the Signature Utilities User Manual for more information.

Buttons on This Window

• Mark All/Unmark All
  Select to mark all available jobs to close or you can unmark all marked jobs. The Mark All button is disabled if there are more than 1,000 available jobs.
• Close Jobs
  Closes the selected available jobs. A batch is created that you need to post to post through the General Ledger.

• Redisplay
  Select to reload the list of jobs available to close, respecting the Posting Date and any filtering criteria. The jobs that have been marked are moved to the top of the list. 

• Existing Schedule
  Select to reload the list of jobs available to close, respecting the Posting Date and any filtering criteria. The jobs that have been marked are moved to the top of the list. This button displays if Enable Save Schedule is marked in the Additional Job Close Setup window.
• Print
  Select from the following SRS reports:
  • Available to Close
    Prints a listing of jobs available to close based on the Posting Date and any filter criteria. This report lists the creation date, manager, contract amount, actual cost, markup percent, billed amount, cash received, and contract earned amounts for all jobs you can close. The report parameters are displayed with the filter criteria auto-populated.
  • Not Available to Close
    Prints a listing of jobs available to close based on the Posting Date and any filter criteria. The report parameters are displayed with the filter criteria auto-populated.
  • Closed Jobs
    Prints a listing of jobs that were closed based on the Posting Date and any filter criteria.
  • Job Preparation Closing
    This report shows which jobs may be ready for closing based on either percentage complete or a lack of GL postings over time. This helps you identify unposted costs and any other items that may need to be taken care of before a job can be closed. You specify the jobs that appear as ready for closing based on the date of the last GL post, the last billing date, the estimated percentage complete, and/or the actual percentage complete. You can also filter the report by Job Status and/or Job Number and sort the report by job then division, or division then job.

Opening a Closed Job

You can open a closed job that is in an open fiscal period. This may be useful if a job is closed accidentally, if late costs come in, or if additional billings are sent out after a job is closed. When you open a closed job, any journal entries that were posted during the job close process are reversed using the same posting date, so GL costs and revenue are recorded accurately after the job is reopened. In addition, a new audit table, JC10400, keeps a record of the date, time, and user every time a job is closed and reopened. Opening a closed RPO job will open the job with all RPO codes 100% recognized.

If the costs or billings that you need to post are immaterial in amount, for example, a $100 permit for a $2 million job, rather than reopening the job, you may select to capture these amounts on a separate job, or a GP transaction that debits a "Callbacks and Adjustments" account. This is also useful for jobs that cannot be reopened.

You can only open a closed job if it is in an open JC fiscal year and period. Closed jobs in closed fiscal years cannot be opened at all; however, if you want to open a closed job that is in a closed JC fiscal period, you can reopen the period. When a period is reopened, closed jobs in that period are opened but marked inactive. See Opening a closed Job Cost fiscal period for information on when and how to open a closed fiscal period.

1. Select Microsoft Dynamics GP > Tools > Routines > Job Cost > Open Closed Jobs. If necessary, enter the administrator password when prompted. The Open Closed Jobs window opens. This window displays a list of all available closed jobs. Open jobs, as well as any closed jobs that are in a closed JC fiscal period, do not appear in this window. The column headers on the scrolling window allow you to order the list of jobs by Job Number, Job Name, Date Closed, or Closed By.
2. Select the job(s) that you wish to open. You can select one, multiple, or all available closed jobs. You can also use the Find button to search for a specific job number.
3. Enter a Reason for reopening the job(s). This is a required field; you cannot open a closed job without a reason. The reason is printed on the Opened Jobs List report, as well as saved in the audit table. You can only enter one reason at a time. If you are opening multiple closed jobs for multiple reasons, you must run this routine separately for each unique reason you want to record.
4. Select Open Jobs. The selected jobs are opened and set as active. Journal entries created by the "close job" process are reversed.
5. After processing is complete, select a destination for printing the General Posting Journal, which displays the JCC Reversing entry, and the Opened Jobs List, which shows the jobs that were opened successfully. Job information including Batch ID, Journal ID, and Last Date Closed prints on the Opened Jobs List report, along with the Reason for reopening the job.

A Journal ID of 0 indicates that no reversing entry was created. This may occur if the job had no posted costs and no journal entry was created during the job close process.

Viewing an Audit Trail

Each time a job is closed or reopened, a record is written to the audit table JC10400. This table keeps track of the date, time, and user whenever a job is closed or reopened.
In addition:

• The Journal Entry field displays the journal entry number of the JCC Reversing transaction that is created when a job is reopened.
• Jobs that have been reopened have a Previous State of Closed and a New State of Open.
• The Created Date shows the date that a job record was created, while the Posting Date and User ID fields display information from the most recent instance of the job being opened or closed.