Mass Transfer Service Costs to Job

Use the Mass Transfer Costs to Job window to filter the completed service calls that are not the MC or MCC call type and are assigned to Job Cost jobs. Instead of having to go into each service call to transfer the costs or billing to a job, you can select several service calls at once, which will create a General Ledger journal entry for each service call, then close the service call. For mapping information, see Transfer or Move Costs and Billing From a Service Call to a Job.

If you have SOP Invoicing turned on in Service Options, you will not have access to this window.

Using the Mass Transfer Service Costs to Job Window

1. To access the Mass Transfer Costs to Job window:

   • Go to Microsoft Dynamics GP > Tools > Utilities > Service Management > Mass Transfer Costs To Job, or

   • From the Service Management area page, select Mass Transfer Service Costs To Job

2. Select what you will be transferring. If you change this selection after the listview has been filled, you will need to refresh the listview.

   • Transfer To Job: Select if you will be transferring costs to the job.

   • Bill To Job: Select if you be transferring the billable amounts of the transactions to the job. If you have the invoice setup option of “Create COGS Distributions for Invoices” selected, we will be crediting the WIP account for costs and debiting the COGS account.

3. Enter the Batch Number.
   Important: When you choose or create a batch number, you will want to make sure that no other GL transactions are part of this batch. At the end of the processing, the batch will be posted. If any errors occur during the processing, all the transactions in GL10000, GL10001, WS10801, and WS10802 are cleared from the tables based on the batch number.

4. The Transaction Date defaults to the user date from Microsoft Dynamics GP.

Filtering the Service Calls

You can filter on the following options:

1. Mark Do Not Display Calls With Warnings to only list service calls without warnings.

2. Select the Status of Calls to include in the list. Both OPEN and COMPLETE are marked by default.

3. Enter additional filter information as needed. Only the call type has to be an actual value. You can filter the other data fields with a partial value. Select the from and to values for the following:

   • Service Call: This lookup filters the list of calls to those with a job number associated on the call and does not include MC or MCC type of calls.

   • Customer Number

   • Location (based on the Customer Number)

   • Job Number

   • Call Type

   • Service Division

   • Service Call Date

   • Service Call Completion Date

   • Contract Number (based on the Customer Number and Location)

4. Select Refresh ListView to populate the service call list view based on the filtering criteria.

5. The list view displays the following columns. The columns automatically size to the amount of data in them. You can sort on any column, resize the column width, and rearrange the columns. Note that the columns will reset the next time the list view is refreshed.

   • Service Call ID: Double-click on a service call ID to open the service call window with the service call information automatically populated.

   • Call Status

   • Warnings: See Possible Warnings below for examples of warning messages.

   • Job Number

   • Customer Number

   • Customer Name

   • Location

   • Call Type

   • Problem Type

   • Service Description

   • Call Date

   • Completion Date

   • Division

   • Contract Number

Transferring Costs or Billing to a Job

1. Mark the service calls costs or billings that you want to transfer or select the Mark All button. Only the service calls without warnings can be selected. If another coworker has selected a service call on their computer, you will not be able to select that call.

2. Select the Print button to print the Mass Transfer From Calls to Jobs Preview report. This is a copy of the report that runs after the transfer has been completed. See Mass Transfer Costs From Calls to Jobs Report for more information, including a screenshot of the report.

3. Select the Transfer button to initiate the transfer of the service costs or billing to the job.

4. A confirmation window displays with the number of calls that have been selected. Select Yes to continue with the transfer process.

5. Choose the report destination for the General Posting Journal and select OK.

6. Choose the report destination for the Mass Transfer Costs To Job report and select OK.

7. Progress windows will display indicating the different processes that are running for the utility:

   • Creating Journal Entries

   • Posting GL Transactions

   • Closing Service Calls

8. A message displays when the transfer has completed successfully. Click OK.

9. If there was an error during the processing, it will show an error then another message indicating which service call the error occurred on. If this were to occur, all GL transactions associated with the batch in the window are removed from the GL10000, GL10001, WS10801 and WS10802 tables. Batch totals in SY00500 are set to 0.

After the Service Call is Closed

After the call is closed, an invoice is shown on the call with the costs or billing that were transferred. On the job, you can zoom on the cost code to find the General Ledger transaction coming from the job. The General Ledger description will show the service call ID that which the amounts were transferred from.

Buttons on this window

• Transfer: The Transfer button initiates the transfer of the service costs or billing to the job.

• Clear: The Clear button clears the fields on the window and clear the list view. The transaction date will reset to the user date. The OPEN and COMPLETE call statuses will be marked by default.

• Mark All: The Mark All button marks all the transactions in the list view that do not have an warning listed.
  Note: If another user has a service call marked, then this service call will not be selected. When choosing the same call manually, a message will appear letting you know who has the service call selected.

• Unmark All: The Unmark All button unmarks all of the selections in the list view.

• Print: The Print button will print the Mass Transfer Costs From Calls to Jobs Review report. This is a copy of the report that runs after the transfer has been completed. For more information about this report, including a screenshot, see Mass Transfer Costs From Calls to Jobs Report.

Possible Warnings

• To prevent warnings while processing, there are checks for a variety of warnings that will prevent the selection of the service call. These warnings include:

  • Call has a posted invoice.

  • Call has an unposted invoice.

  • Call has committed costs. They must first be posted.

  • Call has unposted costs. They must first be posted.

  • Job is marked as inactive.

  • No cost records to transfer.

• For the mapped cost codes to the job division, we verify that the cost code exists on the job and that it is active.

  • Cost code XXX does not exist on the job.

  • Cost code XXX is inactive on the job.

• If a cost code has not been mapped to a division, you will receive a warning that the cost code is not mapped.

• Additional checks are made in the stored procedure based on selections on the window. Here are the additional warnings:

  • Bill To Job requires billing amounts.

  • Enter an intercompany sales account in the Invoice Accounts window for division XXX.

  • Job cannot have an SOP billing type.

  • Job creation date of XXX must be less than the TRX date.

  • Transfer to Job requires costs.

  • You must select Bill To Job for credit memos. (If billing is negative and Transfer to Job is selected.)