Entering Signature GL Transactions in Job Cost

You can enter GL transactions for service calls using an alternate window called Signature Transaction Entry. This window is based on the Microsoft Dynamics GP GL Transaction Entry window.

For Service Management, these features are available only if you are using Service Invoicing, not SOP Invoicing.

The general purpose of this window is similar to the Microsoft Dynamics GP Transaction Entry window:

• Enter standard and reversing transactions
• Post individually entered transactions
• Void saved transactions

However, you can also:

• Include a combination of service calls, jobs, etc. on the same transaction, and apply to one GL journal entry
• Transfer costs from a service call to a job, and vice versa, or from one service call to another

This feature supports multi-currency and Inter-company transactions, but does not support the following:

• Recurring batches
• Multi-Dimensional Analysis (MDA)

About Intercompany Transactions

Using the Signature Transaction Entry window, you can create intercompany transactions, which allows you to record transactions in the general ledger for one company that will create transactions in the general ledger of another company.
Consider the following when creating intercompany transactions using this window:

• As with other intercompany transactions, when the transaction is posted in the current company, the GL batch is created in the destination company must then be posted in that company.
• For Service Management, you cannot create labor transactions using the Signature Transaction Entry window.
• For Job Cost, you can create labor transactions but not if you are using labor rates to calculate payroll amounts.

Creating a Signature GL Transaction

Make sure you have security access to alternate Microsoft Dynamics GP windows for Signature.

1. Select Transactions > Financial > General or from the Service Call window by choosing the Journal Entry button.
2. The Journal Entry field fills automatically. You can change this entry, if necessary.
   • Intercompany
     Mark this checkbox if you need to record transactions in the general ledger for one company that will create transactions in the general ledger of another company. See About Intercompany Transactions for more information.
   • Batch ID
     The batch ID for the journal entry number you entered. If the batch ID you enter does not exist, a message will appear asking if you want to create a new batch.
   • Transaction Type
     A transaction is an accounting entry that changes the balance of liability, revenue, asset, and/or expense accounts. Standard - Mark this option to enter a general transaction, and to assign debit and credit amounts. Reversing - Mark this option to enter a transaction for which debit and credit entries will be reversed as of a later date.
   • Transaction Date
     The transaction date can be up to 365 days before the first day of the oldest open year and must be in an existing fiscal year.
   • Source Document
     The source document is an abbreviation that tells you which type of journal or entry to examine for more information about a transaction.
   • Reference
     References are required and can be any combination of alphanumeric symbols to help you identify the transaction.
   • Currency ID
     The currency ID for the transaction, if you're entering a transaction in a currency other than your functional currency. The functional currency is the default entry when you first open the window. Select the Currency ID link to view more information. If you're not using Multicurrency Management, this field isn't available.
   • Product Indicator
     Indicates the product to which you want to distribute the transaction. You can select Unbilled, Job Cost, or Service. (Service is disabled if using SOP invoicing.)
   • Job No. / Service Call ID
     The job number or service call ID associated with this transaction.
   • JC Cost Code
     This field is not in use if this is a Service transaction. If this is a Job Cost transaction, the field displays the cost code associated with this transaction.
   • CC/CE
     For a Service transaction, the cost code is displayed. If this is a Job Cost transaction, the field displays the cost code element based on the cost code selected. You can select the expansion button to open the Signature Transaction Detail Entry window, where you can enter additional detail for this transaction. See Entering Additional Detail for a Transaction for more information.
   • Co. ID
     Enabled only if Intercompany checkbox is marked. Select the company for which this transaction will be created.
3. Fill the remaining fields, as necessary.
4. Save or post the transaction.

Entering Additional Detail for a Transaction

You can enter additional information for a Job Cost transaction using the Signature Transaction Detail Entry window. For example, if a transaction is being entered for a cost code with a cost element of 1 (labor), you can enter labor details, department, position, and labor rate group.

1. To open the Signature Transaction Detail Entry window, select the expansion button next to the Cost Element field in the Signature Transaction Entry window. The header fields on this window fill automatically from the Signature Transaction Entry window. The additional fields that are enabled on this window depend on the cost element selected.
   • Job No./ Service Call ID
   • Cost Element
   • Cost Code
   • Description
   • Cost Type Description
2. To enter transaction details, complete the enabled fields on this window, as necessary. If you are entering details for a transaction with a cost element of 1 (labor), the following fields are enabled.
   • Employee ID
     Identifies the employee, as set up in the Employee Maintenance window.
   • Labor Rate Group
     If the product indicator is Job Cost, the labor rate group of the cost code. If the product indicator is Service, the labor rate group from the customer location on the service call.
   • Department, Position, and Pay Code
     Pertains to labor rate groups set up in Service Management and Job Cost. These fields fill automatically when you select an Employee ID.
   • Transaction Date
     Fills automatically from the same field on the Signature Transaction Entry window.
   • Hours
     Hours of labor to be billed.
   • Cost per Hour
     Dollar amount per labor hour. Fills automatically from the employee payroll record when you select a Pay Code.
   • Overhead Cost
     The indirect, job-related cost your company incurs in the process of doing business, for example, workmen's compensation. 
   • Rate per Unit
     Displays only if the Display Pay Rate on Labor transactions is marked in the Invoice Options window.
3. If you are entering details for a transaction with any other cost element, the following fields are enabled.
   • Vendor
     Enabled only if cost element is not labor.
   • Equipment ID
     Enabled only if product indicator is Service and cost element is not labor.
   • Item Number and Item Description
     The item number and description associated with this transaction.
   • Unit Of Measure
     The unit of measure associated with this item.
   • PO Number
     Purchase order number, if applicable.
   • Quantity
     The number of items.

   • TRX Amount (Extended Cost)
     Fills automatically based on the amount entered in the Debit or Credit field in the Signature Transaction Entry window. 

     This field is disabled for Service transactions.
4. Select OK.