Entering Job Transactions

When you enter a transaction in the Job Transaction Entry window, you create a general ledger entry with Job Cost information. You can enter job transactions for any cost element type, including labor. Job transaction entries update Job Cost and the general ledger when they post.

The Job Transaction Entry window serves as a viable transaction entry alternative if you do not use the Microsoft Dynamics GP Payables Management, Inventory, or Payroll module, as you can also enter a quantity for each line item.

Step 1: Enter Transaction Information

1. Select Transactions > Job Cost > Job Transaction Entry.

2. Enter a Journal Entry Number and Batch ID. 

   We recommend that you do not re-number journal entries after they've been used. Also, do not enter a previously used journal entry number as the Journal Entry field will skip a number and insert the next number.
3. Select a Transaction Type of Standard or Reversing.

A reversing transaction automatically reverses in both Job Cost and the general ledger on the date you specify in the Reversing Date field.

Step 2: Enter Audit Trail Information

1. Enter a Transaction Date or Reversing Date.
2. Enter a Source Document and Reference. For Transaction-Level billing type jobs, the information you enter in the Reference field will appear on customer invoices. That information should be relevant to what you want the customer to see on the invoice. If you do not make an entry, a line item will have a dollar amount with no description.

Audit trail information appears on posting journals and can be used by external auditors to verify the accuracy of your record-keeping processes.

Step 3: Enter Job-Related Information

1. Enter a Job Number.
2. Enter the Cost Code that the debit or credit amount applies to. The transaction is distributed automatically to the posting account assigned to the cost code in the Job Cost Codes Setup window.
3. Enter a Debit or Credit amount.
4. Enter Offset Account Information. If you enter credit amounts, do not enter a job number or cost code unless you are certain you want to credit a job and cost code for the credit amount of the transaction.
5. Enter a Quantity. You must enter a number other than zero.

Step 4: Print an Edit List

To print a Job Transaction Edit List with job detail before posting, select File > Print.

Step 5: Post or Save the Transaction

Select Save to save the transaction or Post to post the transaction.

Job Cost detail appears for each transaction posted in real-time when you close the Job Transaction Entry window. Depending on how you set up financial series posting in Microsoft Dynamics GP, you can print a posting journal for batch postings.

A user needs proper security to display Job Cost detail (job number and cost code) on the general posting journal for batch posting. See Setting up security.

See also: