Creating a Job Record

Job records serve as the foundation for Job Cost. You can create records for jobs to track costs, bill clients, and receive payments. You can edit jobs, view an existing record, or search for the record by job name or by job number. Your billing type, which is dependent on contract type, determines the type of job invoices that can be printed. Further, certain billing types require that you create bill codes.

For more information, see Relationship Between Billing Type, Contract Type, and Invoice Type.

To create a job record:

1. Select Cards > Job Cost > Job.
2. Complete the following fields, as necessary.
   • Job Number, Description
     Enter a job number and description.
   • Project Number
     Projects are used to group related jobs. You can also use project numbers as a sorting option in lookup windows and for grouping similar jobs on reports. You can print reports organized by project. This field is required if you are using project-level billing.
   • Division
     You must assign jobs to a division account, even if you don't use the Division posting option (Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Posting Options). If you use the Division posting option, all revenue and expense accounts for this job post to the general ledger accounts associated with this division.
     You can change the division for a job, though you will receive a warning if you have any transactions posted for that job.
   • Estimator
     Enter the employee ID of the person estimating the project or job.
   • Project Manager
     Enter the project manager on the job.
   • Customer, Job Address
     Select the job customer and job address.
   • Bill To Customer, Bill To Address
     These fields default to the Customer and Job Address. If you are using 3rd party billing, you can select the billing customer and location where the bills associated with this job will be sent. The Bill To Address defaults to the Customer Maintenance Bill To address.
   • Contract Number
     This field is informational only.
   • Contract Type
     Select one of the following from the Contract Type drop-down menu:
     • Fixed Amount
       This is a firm bid or guaranteed price for an entire job. The fixed price is the total amount the customer will be billed for the original job contract. Choosing this type enables the Functional Contract Amount field. Enter the fixed price. You will not be able to edit this amount for an existing job record unless you have been granted permission in Job Cost Security Setup.
     • Cost Plus
       Calculates the contract billing amount per the actual posted cost plus profit defined by the assigned cost codes. Cost Plus does not contain a maximum contract amount. Choosing this type enables the Current Contract Amount field, which is calculated automatically.
     • Cost Plus NTE (Not to Exceed)
       Similar to Cost Plus, except that it cannot exceed the maximum contract amount. The contract billing amount for the job is less than or equal to the maximum contract amount. We recommend using Cost Plus NTE for Cost Plus contract type jobs. Cost Plus NTE allows you to bill more than the calculated cost plus profit. Cost Plus contract type jobs do not allow you to bill more than the calculated cost plus profit for a specific cost code. Choosing this type enables the Contract Maximum field. Enter the maximum contract amount. You can use the Contract Maximum expansion button to open the Job Contract Maximum Amount window, showing the change orders and change order maximum amounts for Cost Plus NTE contract types.

   • Billing Type 

     

     You cannot change the billing type for a job after invoices have been created for the job. If you are setting up an AIA job and need to print the Application for Payment Schedule report during invoice entry, you must use the User-Defined or Cost Code billing type.

     
     In the Billing Type field, select one of the following billing types from the drop-down list:

     • Standard (default)
       Select Standard if you print simple invoices such as a one-line-item description with a single billing amount not applied to individual cost codes. Also, select Standard if you print invoices in another application and use Job Cost only to enter invoice information.
     • User-Defined
       Select User-Defined to define your own bill codes for the selected job and to enter a total billable amount for each bill code. User-Defined cannot be used with Cost Plus or Cost Plus NTE contract type jobs. When you select User-Defined, the Architect ID field becomes enabled.
     • Cost Code
       Select Cost Code to automatically duplicate all cost code numbers assigned to the job as potential bill codes. When you select Cost Code, the Bill Codes button and Architect ID field are enabled. If you selected either Cost Plus or Cost Plus NTE as the contract type, you can select the Cost Code billing type to create your bill codes. The billable amount is automatically calculated based on posted transactions and the profit type assigned to each cost code.

     • Transaction Level
       Select Transaction Level to have transaction-level detail print on customer invoices. This billing type is for Cost Plus contracts only. Line item descriptions on active customer invoices depend on the transaction type, per the following:

       If transaction type is:	Line item description comes from:
       Accounts Payable	Description field in the Payable Transaction Entry window
       Inventory	Item Description field in the Item Transaction window
       SOP	Description field in the Item Maintenance window for inventory items Item Description field in the Sales Transaction Entry window for non-inventory items
       POP	Description field in the Item Maintenance window for inventory items Vendor Description field in the Purchase Order Entry window for non-inventory items
       Payroll	Cost Code Description field in the Payroll Transaction Entry window
       Job Cost	Reference field in the Job Transaction Entry window

     • Project Billing
       Select Project Billing when billing for all jobs in the project. The project number must be entered in the Job Maintenance window to use Project Billing.
     • SOP
       Select SOP when billing for jobs using the Sales Order Processing module. This billing type is for Fixed Amount contract types only.
     • Project Bill Code
       Select Project Bill Code for jobs assigned to a project bill code project. The project number entered in the Job Maintenance window must be designated as a project bill code project in the Project Maintenance window.
   • User-Defined 1 & 2
     Enter user-defined information.
   • Tax Exempt Number
     Enter tax information. 
   • Tax Schedule
     The tax schedule defaults from the customer record. If a tax schedule is assigned to the job address, the job address tax schedule overrides the customer tax schedule. You can use the lookup to select a different tax schedule.
     
   • Retention Percent
     Enter a retention percentage to be automatically calculated and withheld from invoices.  This field is disabled if you are using the following Billing Types: Project Standard Billing, SOP, Project Bill Code, Project Trx Level, and Project Allocated Revenue.

   • Calculate Sales Tax on Billing Amount
     If you are using a Retention Percent, mark this checkbox to calculate the sales tax on the Billing Amount. If unmarked, the sales tax is based on the subtotal amount (Billing Amount - Retention Amount). If you change the Retention Percent to 0, the Calculate Sales Tax on Billing Amount checkbox is cleared and disabled. There are currently five states (WA, NV, TX, OH & DE) that require that sales taxes on the Job Cost invoices be calculated based on the gross receipts (sales amount not reduced by retention).  The Calculate Sales Tax on Billing Amount checkbox displays on the Job Invoice Entry window as well, with the checkbox defaulting based on the Job from the Job Maintenance window. Users can mark/unmark the checkbox in the Job Invoice Entry window. Taxes are recalculated when the checkbox is marked/unmarked. This checkbox is disabled for these Billing Types: SOP, Project Bill Code, Project Trx Level, Project Allocated Revenue. 

   • Overhead Amount
     Overhead fields are information only. In job payroll transactions, overhead amounts for labor are calculated based on the group code, using a flat rate per hour or a percentage of the total labor cost.
   • Currency ID
     Displays the currency ID for the billing customer. This field is only enabled if you are using multicurrency and using the Canadian currency ID, the contract type is fixed, and the billing type is user-defined.
   • Architect ID
     Use the lookup to select an architect if there is one assigned to this job. This field is enabled only if the billing type is Cost Code or User Defined.
   • Overhead Labor %, Overhead User-Defined %
     Overhead fields are informational only.
   • State
     This information should reflect the job location, not where your business is incorporated or where the employer lives. This code comes from the State field on job payroll transactions entered using the Microsoft Dynamics GP Payroll Transaction Entry window or the TimeTrack Time Card Entry window. In job payroll, the state assigned to the job overrides the state assigned to the employee (Cards > Payroll > Employee). If the State field is blank for a job, the payroll transaction uses the state code assigned to the employee record in Microsoft Dynamics GP Payroll setup.
   • SUTA State
     This information should reflect the job location, not where your business is incorporated or where the employer lives. This code comes from the SUTA State field on job payroll transactions entered using the Microsoft Dynamics GP Payroll Transaction Entry window or the TimeTrack Time Card Entry window. In job payroll, the SUTA state assigned to the job overrides the SUTA state assigned to the employee (Cards > Payroll > Employee). If the SUTA State field is blank for a job, the payroll transaction uses the SUTA state code assigned to the employee record in Microsoft Dynamics GP Payroll setup.
   • Local Tax
     This information should reflect the job location, not where your business is incorporated or where the employer lives. Use the lookup to select a local tax code. The lookup window contains local tax codes defined in the Microsoft Dynamics GP Payroll module. The local tax code entered here overrides the corresponding tax code assigned to the employee in Microsoft Dynamics GP Payroll.
   • Rate Class
     Enter a rate class. See Setting up Rate Classes for Union Payroll.
   • Scheduled Start Date, Scheduled Completion Date
     Enter the job's start date and completion date, respectively.
   • Est. % Complete to Date
     Enter the job's estimated percentage of completion. Project managers may use this field to measure job performance by comparing the actual percent complete on a cost basis to the manager's estimated percent complete. The actual percentage complete displays, calculated automatically by comparing the job's total posted costs to total forecasted costs.
   • Calc. % Complete to Date
     Filled in automatically based on the percentage of the forecasted costs or labor that has been posted. For example, if you are calculating POC based on costs and the posted costs are $60 and the forecasted costs are $100, the number in this field would be 60. Posted units and forecasted units are displayed in the Job Status window (Inquiry > Job Cost > Job Status).
   • Job Created Date
     Displays the date that the job was created.
3. Mark any appropriate checkbox(es):

   • Inactive
     Mark this checkbox if you want to prevent the posting of transactions to this job. Inactive jobs are included in the percentage-of-completion journal entry. If the job cannot be inactivated, and you have SSRS installed, you will be prompted to print the Job Closing Preparation report. 

     

     Appointments cannot add or update appointments if the job is marked as inactive.

   • Exclude from:
     • RPO
       Mark this checkbox if you are using the Revenue Performance Obligations (RPO) method to recognize revenue to exclude jobs from the RPO calculation. See Working with Job Revenue Performance Obligations for more information.
     • POC
       Mark this checkbox if you are using the Percentage-of-Completion revenue recognition method, and you are creating a fixed asset, warranty, or template job that you do not want included in the POC calculation. Once costs or billings are posted to the job, you cannot change this option. We strongly recommend using a separate division for jobs that are excluded from POC. Refer to Excluding a Job from POC or RPO Calculation before marking this checkbox.
   • Include in Loss Recognition 
     Mark this checkbox to include the job in the loss recognition journal entry for the current period. This checkbox is visible if the Use Job and Project Loss Recognition posting option is marked. For more information, see Loss Recognition.
   • Certified Payroll
     Mark this checkbox if the job involves certified payroll. See Certified Payroll for more information.
   • Reimbursable
     Mark if this job is reimbursable.
4. Select Print to print the following reports:
   • JC Job Report
     This report displays the job information entered in the Job Maintenance window.
   • Job Notes
     This report includes all notes for the job.
   • Custom Job Reports
     If you have created any custom Job reports, they will be displayed here. See Custom SSRS Job Cost Reports.