Entering Inventory Transactions in Job Cost

If inventory items are used on a job, you can enter inventory transactions with Job Cost detail. Unlike accounts payable transactions, you must enter a separate inventory transaction for each job you distribute amounts to. The Inventory module must have been purchased to enter inventory transactions. 

Step 1: Complete the Item Transaction Entry Window

1. Select Transactions > Inventory > Transaction Entry.

2. Complete the window. See the Microsoft Dynamics GP Inventory Control Manual for more information. 

   

   You cannot use recurring batches with job inventory transactions. Only single-use batches are allowed.

3. In the Trx Type field, select the Job Cost radio button.

4. Enter a Job Number. The Inventory Transactions window opens.

5. Enter a Cost Code. If you enter more than one item on the transaction, you can select Apply All to apply all inventory items to the same cost code. 

   

   To edit a transaction in the Inventory Transactions window, you must select the Cost Code field to select another cost code using the lookup button. If the Cost Code field is not selected, the lookup button will be disabled.

6. Select OK in the Inventory Transactions window. Transaction amounts distribute automatically to the posting account you assign to the cost code. Offsetting posting accounts for the inventory item are assigned based on the Microsoft Dynamics GP posting accounts entered when the item was set up. If you are using the Cost Code posting option, you can change the general ledger posting accounts on an inventory transaction. Do this by choosing an item number in the Item Transaction Entry window, choosing Distributions, and entering the accounts.

7. In the Item Transaction Entry window, select Save.

Step 2: Print an Edit List

We recommend that you print an Inventory Transaction Edit List before posting to verify the accuracy of the transactions you entered. If you identify errors, correct the errors, and post. For more information on posting, see the Microsoft Dynamics GP Inventory Control Manual. 

An alternate Inventory Adjustments Edit List report is available from the Inventory Transaction Entry window that includes the service call and/or job and cost code. View a sample report by going to Inventory Adjustments Edit List in the Reports guide.

You can also print the Entering Inventory Transactions in Job Cost by following the steps below:

1. To print the Inventory Edit List with Job Cost detail, select Reports > Job Cost > Edit Lists > Inventory Edit List.

2. Select the appropriate Batch ID.

3. Select Print.

For inventory transactions, the job number and cost element will display with the general ledger account distribution associated with the transaction wherever account distributions are displayed. This applies only if the journal entry for inventory transactions is set up to be created per transaction, and not per batch. You must also be posting inventory by batch to the general ledger and have marked the posting options to post to and post through the general ledger for inventory transactions.