Entering Payables Transactions in Job Cost

When a purchase is made for a job, you need to record it as an accounts payable transaction. A typical accounts payable transaction might involve piping on a construction job.

Users have access to intercompany transactions and multidimensional analysis for Job Cost and Unbilled transactions. You must have Microsoft Dynamics GP Intercompany Processing and Multidimensional Analysis (MDA) registered to use the functionality.

To post an intercompany payables transaction to a destination company, the option in Posting Setup to Post Through General Ledger Files for Transactions must be marked.

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.

The Payables Management module must have been purchased to enter payables transactions.

Entering Payables Transactions

Step 1: Complete the Payables Transaction Entry Window

1. Select Transactions > Purchasing > Transaction Entry.
2. Complete the Payables Transaction Entry window. See the Microsoft Dynamics GP Payables Management Manual for more information.
   • Do not save the transaction before you distribute the payable to Job Cost.
   • For Transaction-Level billing type jobs, the information you enter in the Description field will appear on customer invoices.
   • You cannot use recurring batches with job payables transactions. Only single-use batches are allowed.

Step 2: Distribute the Payable

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. An indicates that a field is required:
   • 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 in the Product Indicator field; 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, Item Description
     For Service transactions, enter a cost code in the Signature Cost Code field. Use 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 field defaults from the Description field in the Payables Transaction Entry window on new transactions. Subsequent edits to either description field are not shared.
   • JC Cost Code, Cost Element, Debit/Originating Debit, Credit/Originating Credit
     For Job Cost transactions, enter cost code and cost element information. 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 used depends on setup. The Account field isn't editable if the Use Service Debit Accounts for Microsoft Dynamics GP Costs checkbox is marked in the Service Options window and the product indicator is Service. If Division is chosen in the Cost Code Debit Posting Accounts field in the Posting Options window and the product indicator is Job Cost, the Account field will not be editable. It is editable for Unbilled transactions. The setup options for the destination company will be used for intercompany transaction. See Setting up invoice accounts in the Service Management documentation. If this is an Unbilled or Job Cost transaction and 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. The account analysis button will be disabled for Service transactions. Service Management is not compatible with Multidimensional Analysis. You will receive errors if you try to post Service transactions to accounts set up for MDA.
   • Distribution Type
     Select a distribution type from the drop-down list. For non-intercompany transactions, you are not able to select CASH, PAY, or UNIT for a Job or Service transaction. For intercompany transactions, you can only select PURCH, FNCHG, FREIGHT, or MISC for Job and Service transactions. For Unbilled transactions, you can select PURCH, FNCHG, FREIGHT, MISC, or UNIT.
   • Debit / Originating Debit, Credit / 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
     The distribution reference is 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). It can be edited.
   • Quantity
     Enter a quantity if other than "1" or "-1." Returns and credit memos will have a quantity of "-1."
   • Corresponding Company ID
     Enter a corresponding company ID. This field may be disabled depending on 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 in the Service Management User Manual.

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.

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.

Voiding Payables Vouchers

When you void an open Job Cost accounts payable voucher, a negative (reversing) payables distribution is created in the Transaction Summary window in Job Cost.

Voiding historical payables transactions does not update Job Cost records.

1. Select Transactions > Purchasing > Void Open Transactions.
2. Mark the transactions to void.
3. Select Void.

After the voucher is voided, the Void Open Payables Transactions Posting Journal is created. You can view voided transactions in Job Cost in the Transaction Summary window. See Viewing Posted Costs.