Entering Payables Transactions in Service Management

If you're using the Payables Management module, you can enter purchase transactions using the Payables button to access the Microsoft Dynamics GP Payables Transaction Entry window from Service Management's Service Invoice.

After completing the Payables Transaction Entry window, you can distribute the payable among Service Management service calls, Job Cost jobs, and Microsoft Dynamics GP transactions. You must be using Service Invoicing, not SOP Invoicing, to create Service transactions.

Entering a Payables Transaction

Entering a payables transaction involves the following:

Step 1: Complete the Payables Transaction Entry Window

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the New Call button.
3. Complete and save the service call.
4. Select Invoice.
5. Select Payables.
6. Complete the Payables Transaction Entry window. See the Microsoft Dynamics GP Payables Management Manual for detailed information on completing this window.

• Once you tab off the Voucher Number field in the Payables Transaction Entry window, the service call ID will automatically appear on the purchase distribution if the Service Call or Service Invoice window is open.
• You can also access the Payables Transaction Entry window through Microsoft Dynamics GP. However, if the Service Call or Service Invoice window is not open, you must manually select Service in the Product Indicator field and enter the service call ID in the Payables Transaction Entry Distribution window.

Step 2: Distribute the Payable

After completing the Payables Transaction Entry window, you can distribute the payable among Service Management service calls, Job Cost jobs, and Microsoft Dynamics GP transactions.

1. In the Payables Transaction Entry window, select the Distributions button to open the Payables Transaction Entry Distribution window. You must have a credit for the total amount of the transaction to accounts payable for the distribution type PAY.
2. Complete the following fields, as necessary.
   • Company ID
     If you marked the Intercompany checkbox in the Payables Transaction Entry window, you can enter a company ID. Changing the company ID will remove all service call information from the transaction.
   • Product Indicator
     Enter the product to which you want to distribute the payable amount. If the Service Call or Service Invoice window is open, Service will automatically appear; otherwise, Unbilled will appear. You cannot change the product indicator if a service call ID or job number has been assigned to the transaction. Fiscal periods, which must be open, are checked for both the origination and destination companies when you select Job Cost from the drop-down list. You can select Unbilled, Job Cost, or Service from the drop-down list.
   • Job Number / Service Call ID
     Enter a job number or service call ID if different than the current service call ID. If you haven't changed the company ID and if the Service Call or Service Invoice window is open, the service call ID will automatically appear; otherwise, the field will be blank. If you use the lookup, the Service Calls Open window or the Job Number Lookup window lists the calls or jobs for the selected company.
   • Signature CC, Cost Category, Item Description/JC Cost Code, Cost Element, Debit / Credit, Originating Debit / Originating Credit
     For Service transactions, enter a Cost Code and Cost Category 1, 2, 4, or 5. You can select the expansion button to open the Service Payables window, where you can edit the billing amount and enter other transaction information. The Item Description defaults from the Description in the Payables Transaction Entry window on new transactions. Subsequent edits to either description are not shared. For Job Cost transactions, enter a Cost Code and Cost Element. Once you enter a cost code, the general ledger posting account assigned to the cost code appears. The expense amount for the cost code in the Debit or Originating Debit field appears as the default. If you enter a return or a credit memo, the amount appears in the Credit or Originating Credit field. You cannot enter cost element 1, Labor. The cost code displays automatically if you set up default Payables cost codes in Job Cost and assigned the cost code to the job by distribution type.
   • Account
     Enter an account or accept the default account. The Account field depends on setup options; the setup options for the destination company will be used for intercompany transactions. 
     • This field is not editable for Service transactions if the Use Service Debit Accounts for Microsoft Dynamics GP Costs checkbox is marked (Service Options). 
     • This field is not editable for Job Cost transactions if the division is chosen in the Cost Code Debit Posting Accounts field (Posting Options). 
     • This field is editable for Unbilled transactions. For Unbilled or Job Cost transactions, if the account has been set up to use MDA, you can select the account analysis button to verify the analysis codes to which the posting amount is to be allocated.
     • Service Management is not compatible with MDA. The account analysis button is disabled for Service transactions, and you will receive errors if you try to post Service transactions to accounts set up for MDA.
   • Distribution Type
     For Job or Service transactions, you are not able to select CASH, PAY, or UNIT for non-intercompany transactions, and you are only able to select PURCH, FNCHG, FREIGHT, or MISC for intercompany transactions. For Unbilled transactions, you can select PURCH, FNCHG, FREIGHT, MISC, or UNIT.
   • Debit / Credit, Originating Debit / Originating Credit
     Enter a debit or credit amount in either the Debit or Credit fields or the Originating Debit or Originating Credit fields.
   • Distribution Reference
     Automatically entered as "Service," followed by the service call ID and cost code (e.g. Service 0408-0001 2) and "Job" followed by the job number and cost element (e.g., Job F&S-1001 2). These fields can be edited.
   • Quantity
     If other than 1 or -1, enter a quantity. Returns and credit memos will have a quantity of -1.
   • Company ID
     This field may have been disabled in setup. See Microsoft Dynamics GP documentation.
3. Select OK to close the window.

Step 3: Post the Transactions

1. Select File > Print in the Payables Transaction Entry window to print the edit lists before posting to verify the accuracy of the transactions you enter. If you identify errors, correct the errors and post. For more information on posting, see the Microsoft Dynamics GP Payables Management Manual. The amounts print in the functional currency.
2. Post the Payables Management batch in the originating company. When you batch post a Payables transaction with intercompany transactions, a Payables general ledger batch will be created in the originating company. If the Payables Management batch doesn't contain intercompany transactions, the Service Invoice and Job Status window will be updated.
3. Post the Payables general ledger batch in the originating company. After posting, the Service invoice, Job Cost job, and Microsoft Dynamics GP Receivables Management will be updated. The intercompany offset account will be used as the offset for intercompany transactions. Posting the Payables general ledger batch creates an intercompany general ledger batch in the destination company. The batch will be named using the next intercompany batch number ID.
4. Post the intercompany general ledger batch in the destination company. The batch will contain both Service and Job Cost transactions.

Step 4: Access the Transactions

Once the Payables general ledger batch is posted, you can access the transactions in the destination company in Service Management. They appear as manually added costs, or "+" button, transactions. They're opened by zooming on the cost categories in the Service Invoice window. See Entering Manually Added Transactions. 

If a service call is closed in the destination company, you are still able to post intercompany transactions to the call. The service call will be updated with the posted transactions. 

Once the Payables general ledger batch is posted, you can access the transactions in the destination company in the Job Status window. See Viewing job status information in the Job Cost User Manual.

While intercompany transactions can be used with Job Cost subcontractors, information such as retention and master subcontractors will not be updated in the destination company.

See Editing Cost Transactions from Service Management.

Voiding a Payables Transaction

A Payables Management transaction (Transactions > Purchasing > Void Open Transactions) can only be voided if it is not associated with an unposted service invoice.
When you select an individual transaction that is associated with an unposted service call and select Void, you will receive an error message that indicates the transaction cannot be voided because a certain invoice number is unposted.
When you select Mark All to select all the transactions, and then select Void, only the invoices not associated with unposted service invoices will be voided. Transactions associated with unposted service invoices will not be voided.