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Chapter 2: Usage Posting and Invoicing
2-1
CHAPTER 2: USAGE POSTING AND INVOICING
Objectives
The objectives are:
Post job consumption.
Post additional expenses.
Post extra usage.
Invoice the job.
Analyze the job.
View job statistics.
Copy a previous job.
Introduction
This chapter explains how to manage and monitor the job progress. The chapter
shows how to post various types of consumption and invoice the job usage to the
customer. The ways to monitor the job flow are described in this chapter, along
with an explanation of a simple way to create a new job on the basis of the
existing one. This way of creating a new job also simplifies the process of
creating numerous jobs with the similar scenario.
Posting Consumption
As a job progresses, there is consumption of materials, resources, and in rare
cases, other expenses that must be posted to the job. In Microsoft Dynamics
NAV® 2009, users can post consumption in three ways: in a job journal, in a job
G/L journal, or from a purchase line.
Project members will post consumption of resources and items in the job journal
and the account receivable administrators will post purchased items and services
in a vendor invoice or in a job G/L journal.
The marked section in the following diagram depicts how posting consumption
applies to a job.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.1 SCHEMATIC OVERVIEW: HOW POSTING CONSUMPTION APPLIES TO A JOB.
Scenario: Post Consumption of Items and Resources
The project team member, Mark Hanson, is handling the computer service job
created in chapter 1, “Jobs Overview and Setup.” Mark has spent some time on
replacing a disk in the computer. The disk was a special delivery and some extra
delivery expenses incurred as a result. When Mark is almost finished with the
computer job, he makes a mistake and must now install a new disk.
Demonstration: Post Consumption through a Job Journal
Follow these steps to post consumption of items from stock and resources in a
job journal:
1. In the Role Center, click Actions > Job Journal to open the Job
Journal window.
2. Click the AssistButton next to the Batch Name field to open the Job
Journal Batches window.
3. In the Action Pane, click New to create a new journal batch.
4. Fill in the fields as shown in the following table.
Chapter 2: Usage Posting and Invoicing
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Field Value
Name JOBJURNL
Description Job Journal
No. Series JJNL-GEN
5. Click OK to return to the Job Journal window.
The job journal contains the fields shown in the following table.
Field Value
Line Type With this field, you can choose whether to create a
job planning line together with the posting of a job
ledger entry. Click the AssistButton next to the field
to select one of the following options:
1. <Blank> - Leave the field cleared if you do not
want the program to create a job planning line
after the job journal is posted. Use this option if
your usage is a part of the original schedule for
the job.
2. Schedule – A job planning line of the Schedule
type will be created. This option will increase the
scheduled usage on the job, but not the
scheduled contract amount. Use this option if
your use increases the job schedule, but it cannot
be invoiced to your bill-to customer on the job.
3. Contract - A job planning line of the Contract
type will be created. This option will increase the
scheduled contract amount but not the scheduled
usage. Use this option if your usage is a part of
your original schedule for the job, yet it must be
charged separately to your bill-to customer on
the job.
4. Both Schedule and Contract - If the Allow
Schedule/Contract Lines check box on the job
card is selected, the program will create a Both
Schedule and Contract planning line. If the
Allow Schedule/Contract Lines check box on
the job card is cleared, the program will create a
schedule planning line and a separate contract
planning line. The scheduled usage and the
scheduled contract amount for the job will be
increased by the journal line. Use this option if
your usage increases the job schedule and if it
must also be charged separately to your bill-to
customer.
Posting Date Specify the date you want to assign to the entry that
will be created after you post the job journal. This
field must be filled in.
Chapter 2: Usage Posting and Invoicing
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Document No. Enter the document number that will be assigned to
the journal line. This field can be filled in
automatically depending on the setup for the posting
number series on the journal line, the number series
on the journal batch, and the posting number series
in the recurring journal. You can also use a date
formula to create a document number.
Job No. Enter the number of the job that the journal entry
relates to. Click the AssistButton next to the field to
view the available job numbers. This field must be
filled in to be able to post the journal entry.
Job Task No. Enter the number of the job task that the journal
entry relates to. Click the AssistButton next to the
field to view the available job task numbers. This
field must be filled in to be able to post the journal
entry.
Type Enter the type of the job usage to be posted by this
job journal. Click the AssistButton next to the field
to select one of the following options:
1. Item – The job usage relates to consumption of
an item.
2. Resource - The job usage relates to consumption
of resource.
3. G/L Account - The job usage relates to
consumption G/L expenses.
No. Select the resource, item, or G/L account number
that this entry applies to. The values available in this
field depend on your selection in the Type field.
Click the AssistButton to view the available
accounts.
Description This field contains the description of an item,
resource, or G/L account to which this entry applies.
The field is filled in automatically, but you can
change the description if necessary.
Quantity Enter the number of units to be posted by the job
journal.
Location Code In this field, you can enter a location code for an
item. The location code indicates which location the
item must be posted from. Click the AssistButton
next to the field to view the available location code.
Work Type Code This field displays which work type the resource
applies to if applicable. The program automatically
updates prices based on this entry.
Unit of Measure Code Enter the unit of measure for the unit that applies to
this entry. Click the AssistButton to view the
available codes.
Chapter 2: Usage Posting and Invoicing
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Unit Cost (LCY) This field contains the unit cost in the local currency
for the unit on the journal line. The field is filled in
automatically when you fill in the Type and No.
fields. If the account type is a G/L account, the field
must be filled in manually, except if you have set up
unit costs in the Job G/L Prices window.
Total Cost (LCY) This field contains the total cost for the journal line
in the local currency. The amount is calculated
according to the following formula: Quantity * Unit
Cost (LCY). If you change the values in the
Quantity or Unit Cost (LCY) fields, the value in the
Total Cost (LCY) field is updated automatically.
Unit Price This field contains the unit price in currency
specified for the job. In the case of a G/L account,
the field must be filled in manually unless you have
set up a price or a cost factor in the Job G/L Prices
window.
Line Amount The field contains the net amount of the line, in the
currency specified for the job, to which the journal
line applies. The program calculates the job line
amount, using the values in the Quantity, Line
Discount Amount, and Unit Price fields.
Line Discount % Enter the line discount percentage that applies to the
job ledger entry or the planning line on the job that
the journal line is linked to.
Line Discount Amount The field contains the amount of the discount in the
currency specified for the job that the journal line
applies to. The program calculates the value in this
field using the values in the Line Discount %,
Quantity and Unit Price fields.
Applies-to Entry This field is used if the job journal line is of the Item
type and the usage of the item will be applied to an
already-posted item ledger entry. If this is the case,
enter the entry number that the usage will be applied
to. To view the item entries that are available, click
the AssistButton next to the field.
NOTE: It is recommended that you fill in the mandatory fields on the job journal
using the Calc. Remaining Usage function.
6. In the Action Pane, click Calc. Remaining Usage to run the Job
Calc. Remaining Usage batch job, which helps to set up journal
lines automatically. The remaining usage is calculated on each
individual job task as a markup of planned usage minus actual usage.
7. On the Job Task FastTab, fill in the Job No. field with J00020.
8. On the Options FastTab, fill in the fields as shown in the following
table.
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Field Value
Document No. J00001
Posting Date 03/16/09
Batch Name JOBJURNL
FIGURE 2.2 THE JOB. CALC. REMAINING USAGE BATCH JOB REQUEST WINDOW
9. Click OK.
The program suggests journal lines on the posted job usage and job planning
lines quantities, as shown in the Job Journal with Calculated Remaining Usage
figure.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.3 JOB JOURNAL WITH CALCULATED REMAINING USAGE
NOTE: All the lines in the job journal must refer to a job. The information you
enter in the journal is temporary and can be changed as long as it is in the
journal.
In this example, leave the Line Type field empty because the schedule and
contract amounts for the job are already set up. This means that no planning lines
will be created. Setting this field to Schedule, Contract, or Both Schedule and
Contract means that the relevant job planning line(s) are created when you post
the job journal. Fill in this field only if the usage you post is not the part of your
original schedule for the job.
10. In the Action Pane, click Post to post the job journal.
The posting of the job journal creates job ledger entries of the Usage type. To
view the created entries, open the Job Task Lines window for job J00020, select
the job task line 1100, and click Related Information > Job Task > Job Task
Ledger Entries.
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FIGURE 2.4 JOB LEDGER ENTRIES CREATED BY POSTING THE JOB JOURNAL
The job ledger entries show the actual usage on the job.
In many cases, there is a time span between posting of the job’s expenses and the
job’s revenue (invoicing). During a job’s progress, where only expenses have
been posted, the financial statement of the company will be inaccurate.
Calculating and posting Work In Progress (WIP) can help eliminate such
inaccuracy.
11. Calculate WIP and post WIP to G/L.
NOTE: For detailed information on WIP and how to calculate and post WIP,
refer to the “WIP Concepts” chapter.
Posting Additional Expenses
In Microsoft Dynamics NAV 2009, bookkeepers can post additional expenses for
a job in a vendor invoice or directly from a job G/L account.
Demonstration: Post Additional Expenses through a Job G/L Journal
For the computer service job, the project team member, Mark Hanson, has a disk
sent by special delivery. When the disk arrives, he pays the delivery charge in
cash, and the account receivable administrator now has to post the expenses.
The account receivable administrator follows these steps to set up a batch and
post the expenses through the job G/L journal:
1. In the Role Center, click Actions > Job G/L Journal to open the
Job G/L Journal window.
Chapter 2: Usage Posting and Invoicing
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2. Click the AssistButton next to the Batch Name field.
3. In the Action Pane of the General Journal Batches window, click
New.
4. Set up a new journal batch and then click OK.
5. Create a line in the job G/L journal filling in the fields, as shown in
the following table.
Field Value
Posting Date 03/16/2009
G/L Account 7150
Amount 2.25
Bal. Account 2910
Job No. J00020
Task No. 1100
Job Line Type Both Schedule and Contract
Job Quantity 1
Job Unit Price 1.8
FIGURE 2.5 JOB G/L JOURNAL
NOTE: In this case, the Job Line Type is filled in because this usage is not a
part of the original job schedule and you need the program to create the
appropriate job planning lines.
Chapter 2: Usage Posting and Invoicing
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6. In the Action Pane, click Post to post the job G/L journal.
The posting of this usage has created several job ledger entries and planning
lines. To view the created entries and planning lines, follow the steps below:
1. Go to Home > Jobs and open the job card for job J00020.
2. In the Action Pane, click Job Task Lines.
3. Select job task 1100.
4. Click Related Information >Job Task > Job Task Ledger Entries.
FIGURE 2.6 JOB LEDGER ENTRIES
5. Press Esc to close the window.
6. Click Related Information >Job Task > Job Task Planning Lines.
FIGURE 2.7 JOB PLANNING LINES
Because the Line Type field in the job G/L journal was set to Both Schedule and
Contract, the posting has created two planning lines for each posted line for G/L
expense: one of the Schedule type and one of Contract type.
Chapter 2: Usage Posting and Invoicing
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7. Press Esc to close the window.
Posting Consumption through a Purchase Line
You can record items ordered specifically for a job in a purchase order or
purchase invoice. This may be necessary if an item that is used in the job is not
available in your inventory. You charge for items purchased directly for a job
when you invoice a purchase order or purchase invoice. As a result, an entry is
created in the job ledger and in the vendor ledger. No entry is created in the item
ledger because the item is never part of your inventory.
Follow the steps to purchase an item for a job:
1. Create a new purchase order.
2. On the General FastTab, fill in the No. field with the number of the
purchase order. If you set up a number series for purchase
documents, you can press Enter to fill in this field with the next
number in the series.
3. In the Buy-from Vendor field, enter the vendor’s number. Click the
AssistButton next to the field to view the available vendors.
4. On the purchase line, set the Type field to Item.
5. In the No. field, enter the number of the item that you want to order.
6. In the Quantity field, enter the quantity of items you want to order.
7. Assign the purchase of the item to a job and a job task by filling in
the job-related fields on the purchase line, as shown in the following
table.
Field Value
Job No. Enter the number of the job to which
you want to assign the purchase of the
item.
Job Task No. Enter the number of the job task to
which you want to assign the purchase
of the item. Click the AssistButton
next to the field to view the available
job task numbers.
Job Line Type If you fill in this field, a planning line,
together with the posting of the job
ledger entry, will be created. Click the
AssistButton to select one of the
following options:
1. <Blank> - A job planning line will
not be created. Use this option if
your purchase is a part of your
original schedule for the job.
2. Schedule - A job planning line of
type Schedule will be created.
3. Contract - A job planning line of
Chapter 2: Usage Posting and Invoicing
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type Contract will be created.
4. Both Schedule and Contract - A
job planning line of type Both
Schedule and Contract will be
created.
NOTE: If the job-related fields are not shown, you can insert them with the
Choose Columns function. You can manually change the default prices or costs
on the purchase line.
8. Post the purchase invoice.
The job ledger entries are posted together with the purchase line. Posting a
purchase line with a job number and a task number always posts a job ledger
entry of type Usage.
NOTE: It is not possible to post a resource entry using the purchase orders or
invoices.
Posting Extra Usage
Often unplanned events occur during a project period and extra materials or
hours are needed to finish the project. To acquire the details on the job, these
items or resources must be posted to the job also. You can post these as extra
usage. Extra usage means that you physically use more materials or hours in a
job than planned. The project member is responsible for posting the unexpected
usage in a job journal.
Demonstration: Post Extra Usage
The computer repair job is almost done; unfortunately, the repair shop employee
makes a mistake and the disk crashes. Therefore, a new disk has to be installed
and the unexpected usage must be posted to the job
The procedure for posting extra usage is as follows:
1. In the Action Pane, click Actions > Job Journal to open the Job
Journal window.
2. Fill in the job journal line, as shown in the following table.
Field Value
Line Type <Blank>
Job No. J0020
Job Task 1100
Type Item
No. 80024
Chapter 2: Usage Posting and Invoicing
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Quantity 1
NOTE: The Line Type field is cleared, indicating that the posted consumption
will only occur as usage; no schedule or contract lines are made from the
posting.
3. In the Action Pane, click Post to post the job journal.
NOTE: This posting affects only the Usage entries.
4. Click OK to close the window.
5. Open the job card for job J0020.
6. In the Action Pane, click Job Task Lines.
7. Select job task line 1100 and click Related Information >Job Task
> Job Task Ledger Entries.
FIGURE 2.8 JOB TASK LEDGER ENTRIES AFTER POSTING EXTRA USAGE IN THE JOB JOURNAL
The job ledger entries show that the usage of an extra disk was posted for the job.
8. Press Esc to close the window.
Invoicing a Job
After the job usage has been posted, the accounts receivable administrator
invoices the job to the customer. In Microsoft Dynamics NAV 2009, it is
possible to invoice the whole job from the Job Task Lines window or only
selected contract lines from the Job Planning Lines window. Costs must be
recorded in the job journal before you invoice the customer.
You can perform invoicing after the job is finished or at certain intervals during
the job progress, depending on the invoicing schedule.
Chapter 2: Usage Posting and Invoicing
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The marked section in the following diagram depicts the process of transferring
the planning lines into an invoice and posting of the invoice that creates job
ledger entries.
FIGURE 2.9 PROCESS OF JOB PLANNING LINES TRANSFERRING INTO AN INVOICE AND POSTING OF THE INVOICE
Demonstration: Invoice a Job
The service job on the computer is now finished and the job must be invoiced to
the customer. You can invoice the whole job or specific planning lines. When
you invoice a job from job planning lines, you can create a new invoice or
append the lines to the already created invoice. In this example, the whole job
will be invoiced.
The accounts receivables manager follows these steps to invoice the job:
1. Go to Home > Jobs and open the job card for job J00020.
2. In the Action Pane, click Job Task Lines.
3. Select job task 1100.
4. Click Actions > Function > Create Sales Invoice to open the Job
Create Sales Invoice batch job request window.
Chapter 2: Usage Posting and Invoicing
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NOTE: Alternatively, you can open this batch job request window from the
Departments button under the Periodic Activities category or from the Project
Manager Role Center.
5. In the batch job request window, fill in the fields on the Options
FastTab, as indicated in the following table.
Field Value Description
Posting Date 03/13/2009 Enter the posting date
for the sale invoice(s)
you are about to crate.
Create Invoice per Job Specify whether you
want the batch job to
create one invoice for
each task or just a single
invoice for all tasks. The
following two options
are available:
1. Job – The batch job
creates one invoice
for all job tasks.
2. Task – The batch
job creates a
separate invoice for
each task.
6. Click OK to transfer the planning lines to the sales invoice.
NOTE: Once transferred, the matching planning lines cannot be edited unless
the matching sales line is removed from the invoice. This ensures that you cannot
create invoices that are not reflected in the planning lines for the job.
7. In the Job Task Lines window, select task 1100 and click Edit
Planning Lines.
8. Select one of the lines of the Contract or Both Schedule and Contract
lines type and click Actions > Functions > Get Sales
Invoice/Credit Memo to retrieve the recently created invoice.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.10 SALES INVOICE CREATED BY CREATE SALES INVOICE FUNCTION
NOTE: Only the job planning lines of type Contract and Both Schedule and
Contract have been transferred to the invoice.
9. Examine the statistics of the invoice by clicking Statistics in the
Action Pane.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.11 SALES INVOICE STATISTICS
10. Click OK to close the Sales Invoice Statistics window.
11. Post the invoice by clicking Post in the Action Pane.
12. Click Yes on the confirmation message that appears.
The invoiced amounts are now displayed on the job task lines.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.12 THE JOB TASKS LINES WINDOW SHOWING THE INVOICED AMOUNTS
NOTE: For more information on job task amounts, refer to the “Viewing Job
Statistics” section in this chapter.
13. To view the job ledger entries, click Related Information > Job
Task > Job Task Ledger Entries.
FIGURE 2.13 THE JOB LEDGER ENTRIES CREATED BY POSTING THE INVOICE
The job ledger entries show the three sales ledger entries created by posting the
invoice.
14. Click Close to close the window.
Chapter 2: Usage Posting and Invoicing
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If you want to invoice only selected contract lines rather than the whole job, you
can do it by selecting a needed contract line in the Job Planning Lines window
and clicking Actions > Functions > Create Sales Invoice.
At this stage, the job is completed and the project manager can finalize the job by
changing the status on the job card to Completed. You can also block the job to
prevent further posting to it. To block a posting to the job, set the Blocked field
on the job card to Posting, or you can block any activities related to the job by
setting the field to All.
NOTE: If the WIP was calculated and posted, to finalize the job, the accountant
must also calculate and post WIP for the completed job to G/L. It is necessary to
reverse the last recognition postings and post the final recognized profit
(invoiced sales value less the total usage cost). For more information on
finalizing a job that has WIP posted to G/L, refer to the “WIP Concepts”
chapter.
Job Analysis and Statistics
As the job progresses, the project manager monitors the job status. After the job
is completed, the project manager reviews the job statistics to evaluate whether
the job forecast was a success or not. There are several methods to analyze a job
or view job statistics in Microsoft Dynamics NAV 2009, such as:
Monitoring the job through job task lines
Viewing job statistics
Viewing WIP and recognition statistics
Using the Job Actual To Budget report
Using the Job Analysis report
Monitoring the Job through Job Task Lines
In the Job Task Lines window, you can overview detailed information about the
job amounts, divided into eight different categories. The program automatically
calculates these amounts as long as job ledger entries are created. To view the job
amounts, click Job Task Lines in the Action Pane of the job card.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.14 JOB AMOUNTS IN THE JOB TASK LINES WINDOW
The amounts displayed on the job task lines are outlined in the following table.
Amount Description
Schedule (Total Cost) Schedule amounts are the expected cost and sales value
of the job tasks in the planning phase of the project. Schedule (Total Price)
Usage (Total Cost) Usage cost amount is the actual posted cost value for the
tasks. The usage sales price is the estimated sales value
of the usage that has been posted using the established
prices at the time of posting.
Usage (Total Price)
Contract (Total Cost) Contract price amount is the amount you have agreed
with the customer that he or she must pay for the job
task. Contract amount enables you to handle fixed prices
for different parts of the project. If the customer has
agreed to pay by actual usage, it can still be achieved
since contract amounts can be created automatically
when a job usage entry is posted or after posting by
copying the posted ledger entry to a planning line. The
contract cost amount is the amount of cost that will be
posted to the customer ledger entries and posted sales
lines when the sales invoice is posted.
Contract (Total Price)
Contract (Invoiced Cost) The sales and costs amount that has actually been
invoiced to the customer. Contract (Invoiced Price)
NOTE: You cannot edit the amounts on the job task lines manually, but you can
click any amount to view the relevant detailed information.
Chapter 2: Usage Posting and Invoicing
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Viewing Job Statistics
Generally, the project manager views the job statistics when the job is completed.
To view the job statistics for the entire job, click Statistics in the Action Pane on
the job card.
FIGURE 2.15 JOB STATISTICS
To view the statistics for a separate job task, open the Job Task Lines window,
select the necessary job task line, and click Related Information > Job Task >
Job Task Statistics.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.16 JOB TASK STATISTICS
Notice the figures in the Item column. The item price was calculated on the basis
of the cost+ rule with the unit cost factor 1.2, which caused the unit price to be
calculated as 18.10 x 1.2 = 21.72
Viewing WIP and Recognition Statistics
WIP helps to estimate the financial value of jobs in the G/L during the progress
of the job. You can view WIP and Recognition statistics on the WIP and
Recognition FastTab of the job card. Since no WIP were calculated and posted
to G/L for the Computer in on service job, the G/L will show expenses and
revenue when they occur.
NOTE: For more information on WIP, refer to the “WIP Concepts” chapter.
Job Actual To Budget Report
The Job Actual To Budget report allows you to compare scheduled and usage
amounts for selected jobs. This report is intended for completed jobs, although
you can use this report at any stage during a job.
The project manager on the Computer in for service job follows these steps to run
the Job Actual To Budget report.
Chapter 2: Usage Posting and Invoicing
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1. Go to Home > Jobs and open the job card for the required job.
2. Click Job Actual to Budget on the Action Pane to open the report
request window.
NOTE: Alternatively, the request window can be opened from the Job Task
Lines window.
3. Set the filter by filling in the No. field on the Job FastTab with
J00020.
4. Click Preview.
FIGURE 2.17 JOB ACTUAL TO BUDGET REPORT
In this case, the value -1 in the Difference column refers to the number of items
used beyond the scheduled number of item 80024. Value -18.10 refers to the cost
that is gone beyond the scheduled cost of item 80024.
The report shows that the job is completely off schedule because there were more
items used than scheduled and consequently the cost is -18.10 LCY more than
expected.
5. Press Esc to close the report preview.
Job Analysis Report
The Job Analysis Report provides the user with the opportunity to specify
which figures to compare or view side by side.
To run the report, the project manager follows these steps:
1. Go to Home > Jobs and open the job card for the required job.
Chapter 2: Usage Posting and Invoicing
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2. Click Job Analysis in the Action Pane to open the report request
window.
NOTE: Alternatively, the request window can be opened from the Job Task
Lines window.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.18 JOB ANALYSIS REPORT REQUEST WINDOW
3. Set the filter by filling in the No. field on the Job FastTab with
J00020.
Chapter 2: Usage Posting and Invoicing
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4. Select which amounts to include into the report, by filling the fields
on the Options FastTab, as indicated in the following table.
Field Value Description
Amount field 1 Scheduled Price Use a combination of
the eight Amount fields
to create your own
analysis. For each field,
select one of the
following prices, costs,
or profit values:
Schedule, Usage,
Contract, and Invoiced.
Amount field 2 Usage Price
Amount field 3 Contract Price
Amount field 4 Invoiced Price
Amount field 5 Schedule Profit
Amount field 6 Usage Profit
Amount field 7 Contract Profit
Amount field 8 Invoiced Profit
Currency Field 1-8 Local Currency Select whether the
currency is specified in
local currency (LCY) or
foreign currency (FCY).
For detailed information
on handling jobs in
foreign currencies, refer
to the Jobs – Advanced
Facilities chapter.
Exclude Zero Lines Yes To exclude lines with
zero content from the
view, select this check
box.
5. Click Preview.
Chapter 2: Usage Posting and Invoicing
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FIGURE 2.19 JOB ANALYSIS REPORT PREVIEW
6. Press Esc to close the window.
Copying a Previous Job
Project managers often have to handle jobs similar to each other, with only
several details being different. Microsoft Dynamics NAV 2009 allows you to set
up a new job on the basis of a previous one.
Demonstration: Copy a Previous Job
A new computer service job is coming up, and the new job is relatively similar to
the previous job. Therefore, the project manager decides to copy the previous job
and add some changes.
The Project manager follows these steps to set up a new job and use the Copy
Job function to set up the planning lines:
1. Create a new job card.
2. Press Enter to receive a new job number.
3. On the General FastTab fill in the fields as shown in the following
table.
Field Value
Description Computer extended service
Bill-to Customer 20000
4. On the Posting FastTab, fill in the fields as shown in the following
table.
Field Value
Job Posting Group SETTING UP
WIP Method Cost Value
Status Planning
Chapter 2: Usage Posting and Invoicing
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NOTE: The status of the job can be changed at any time, and can also be
changed backward from Completed to Order if you realized that the job is not yet
finished.
5. In the Action Pane, click Copy Job to open the Copy Job batch job
request window.
FIGURE 2.20 COPY JOB REQUEST WINDOW
6. Specify the information to copy by filling in the fields shown in the
following table.
Field Value Description
Copy from
Job No. J00020 Enter the number of the
job that you want to
copy planning lines or
ledger entries from.
Job Task No. From <Blank> To copy planning lines
for a certain range of job
tasks, enter the first job
task number to be
Chapter 2: Usage Posting and Invoicing
2-29
copied from in this field.
Only planning lines with
a job task number equal
to or higher than the
number specified in this
field will be included.
Job Task No. To <Blank> To copy planning lines
for a certain range of job
tasks, enter the last job
task number to be
copied from in this field.
Only planning lines with
a job task number equal
to or lower than the
number specified in this
field will be included.
Source Job Ledger Entries Select whether you want
to base the new job on
the planning lines or on
the ledger entries from
the source job. If you
want the planning lines
to reflect actual usage
and invoicing of items,
resources, and G/L
expenses on the job you
copy from, then select
Job Ledger Entry in this
field. The options
available are:
1. Job Ledger Entry –
The job planning
lines are based on
job ledger entries
from the source job.
2. Job Planning Lines -
The job planning
lines are based on
job planning lines
from the source job.
Incl. Planning Line Type <Blank> In this field, specify the
type of planning lines
you want to copy from.
You only need to fill in
this field if you selected
Job Planning Type in the
Source field. Click the
AssistButton next to the
field to select one of the
Chapter 2: Usage Posting and Invoicing
2-30
following options:
1. <Blank> - Select
this option if no
planning lines are
copied.
2. Schedule – Only
lines of type
Schedule or type
Both Schedule and
Contract are copied.
3. Contract – Only
lines of type
Contract or Both
Schedule and
Contract are copied.
Incl. Ledger Entry Type Usage + Sale In this field, specify the
job ledger entry type
you want to copy from.
You only need to fill in
this field if you selected
Job Ledger Entry in the
Source field. The
options available are:
1. <Blank> - The job
ledger entries will
be copied.
2. Usage – The
program copies all
job ledger entries of
type Usage to new
planning lines of
type Schedule.
3. Sale – The program
copies all job ledger
entries of type Sale
to new planning
lines of type
Contract.
4. Usage + Sale – The
program copies all
job ledger entries
regardless of their
type. Entries of the
Usage type are
copied to new
planning lines of
type Schedule.
Entries of the Sale
type are copied to
Chapter 2: Usage Posting and Invoicing
2-31
new planning lines
of type Contract.
Starting Date <Blank> Enter the starting date of
a time period from the
source job if you want to
copy planning lines or
ledger entries for a
specified period of time.
Only planning lines or
ledger entries with a
planning date on or after
the starting date will be
included.
Ending Date <Blank> Enter a starting date of a
time period from the
source job if you want to
copy planning lines or
ledger entries for a
specified period of time.
Only planning lines or
ledger entries with a
planning date on or
before the ending date
will be included.
Copy to
Job No. J00030 Enter the number of the
job that you want to
copy planning lines to.
Click the AssistButton
next to the field to view
the jobs available.
Apply
Copy Job Prices Yes Select this check box if
you want to copy item,
resource, and G/L prices
from the job you
specified in the Copy
from section.
Copy Quantity Yes Select this check box if
you want to copy
quantities to the new
job.
7. Click OK.
8. In the Action Pane, click Job Task Lines to open the Job Task
Lines window.
The batch job has copied all job ledger entries, regardless of type. Entries of type
Usage are copied to new planning lines of type Schedule. Entries of type Sale are
Chapter 2: Usage Posting and Invoicing
2-32
copied to new planning lines of type Contract. Along with the planning lines, the
planning dates were also copied, but the new job will be executed three days later
than the previous job, therefore, you have to move the date three days forward.
Changing Job Dates
To change the job dates, follow the steps below:
1. In the Job Task Lines window, click Actions > Functions >
Change Dates.
FIGURE 2.21 CHANGE JOB DATES BATCH JOB REQUEST WINDOW
NOTE: You can also use the Change Dates function to change currency dates if
you are working with foreign currencies in jobs. Refer to the “Jobs – Advanced
Facilities” chapter for more information on handling jobs in foreign currencies.
2. Fill in the fields as indicated in the following table.
Field Value Description
Chapter 2: Usage Posting and Invoicing
2-33
Currency Date
Change Currency Date <Blank> Select this check box to
specify that the currencies
must be updated on the
job(s) included into this
batch job.
Change Date Expression <Blank> Enter a date formula that
specifies how the dates on
the entries that are copied
will be changed. For more
information about date
formulas, refer to the
online Help topic “About
Entering Dates and Times”
within Microsoft Dynamics
NAV 2009.
Fixed Date <Blank> To move the currency date
on all planning lines to one
specific date, enter that
date in this field.
Include Line Type <Blank> Select the planning line
type you want to change
the currency date for. Click
the AssistButton next to
the field to select one of
the following options:
1. <Blank> - The
currency date is not
changed on any
planning lines.
2. Schedule – The
currency date is
changed on planning
lines of type Schedule
or Both Schedule and
Contract.
3. Contract – The
currency date is
changed on planning
lines of type Contract
or Both Schedule and
Contract.
4. Schedule+Contract –
The currency date is
changed on all
planning lines within
the jobs and job tasks
filtered on the Job
Chapter 2: Usage Posting and Invoicing
2-34
Task FastTab.
Include Curr. Date From <Blank> Enter the starting date of a
time period for which you
want the currency dates to
be moved. Only planning
lines with a currency date
on or after this date will be
included.
Include Curr. Date To <Blank> Enter the ending date of a
time period for which you
want the currency dates to
be moved. Only planning
lines with a currency date
on or before this date will
be included.
Planning Date
Change Planning Dates Yes Select this check box to
specify that the planning
date must be changed on
the job(s) included in this
batch job.
Change Dates
Expression
+3D Enter a date formula that
specifies how the dates on
the entries that are copied
will be changed. For more
information about date
formulas, refer to the
online Help topic “About
Entering Dates and Times”
within Microsoft Dynamics
NAV 2009.
Fixed Date <Blank> To move the planning date
on all planning lines to one
specific date, enter that
date in this field.
Include Line type Schedule+Contract Select the planning line
type you want to change
the planning date for. Click
the AssistButton next to
the field to select one of
the following options:
1. <Blank> - The
planning date is not
changed on any
planning lines.
2. Schedule - The
currency date is
changed on planning
Chapter 2: Usage Posting and Invoicing
2-35
lines of type Schedule
or Both Schedule and
Contract.
3. Contract - The
currency date is
changed on planning
lines of type Contract
or Both Schedule and
Contract.
4. Schedule+Contract -
The currency date is
changed on all
planning lines within
the jobs and job tasks
filtered on the Job
Task FastTab.
Include Plan. Date From <Blank> Enter the starting date of a
time period for which you
want the planning dates to
be moved. Only planning
lines with a currency date
on or after this date will be
included.
Include Plan. Date To <Blank> Enter the ending date of a
time period for which you
want the planning dates to
be moved. Only planning
lines with a currency date
on or before this date will
be included.
3. Click OK.
4. In the Action Pane, click Edit Planning Lines.
FIGURE 2.22 JOB PLANNING LINES AFTER THE PLANNING DATES ARE CHANGED
Chapter 2: Usage Posting and Invoicing
2-36
The planning dates have changed from 3/16/2009 to 3/19/2009.
5. Since the failure from the previous job is not going to happen again,
you must delete one of the items on the schedule line.
6. Click OK to close the window.
Chapter 2: Usage Posting and Invoicing
2-37
Lab 2.1 – Carrying Out and Invoicing a Job
In this lab, you will practice copying a job, recording the job usage in the job
journal, and invoicing the job to the customer.
Scenario
You are a project manager at Cronus. A customer asks you to perform a job
similar to one of the jobs you previously performed for this customer.
Challenge Yourself
Copy the previous job, post the job usage, and make an invoice for a job task.
Need a Little Help?
1. Create a new job card.
2. Use the Copy Job function.
3. Post the job usage in the job journal.
4. Create an invoice for the job.
Step by Step
Create a new job card
1. Go to Home > Jobs and click New in the Action Pane.
2. Fill in the general information about the job.
Copy a job
1. In the Action Pane, click Copy Job to open the Copy Job batch job
request window.
2. Specify the source job number in the Copy from Job No. field.
3. In the Source field, select the basis on which you want the planning
lines to be copied: job ledger or planning lines.
4. Depending on what you entered in the Source field, specify which
type of the planning lines or ledger entries to be copied to the new
job.
5. Specify the target job number in the Copy to Job No. field.
6. In the Copy Job Prices check box, specify whether the job prices of
the source job will be applied to the new job.
7. In the Quantity check box, specify whether the job prices of the
source job will be applied to the new job.
8. Click OK.
9. Run the Change Job Dates batch job from the Job Task Lines
window to modify the job dates if necessary.
Post the job consumption in the job journal
Chapter 2: Usage Posting and Invoicing
2-38
1. Go to Departments > Job Journals to open the job journal.
2. In the Action Pane, click Calc. Remaining Usage to run the Job
Calc. Remaining Usage batch job, which helps to set up journal
lines automatically based on the expected usage.
3. On the Job Task FastTab, fill in the Job No. field with the job
number.
4. On the Options FastTab, fill in the job number, posting date, and
batch name.
5. Click OK.
6. Adjust the quantity if required.
7. In the Action Pane, click Post to post the job journal.
Invoice the job
1. Go to Home > Jobs and open the job card.
2. In the Action Pane, click Job Task Lines.
3. Select the job task to invoice.
4. Click Actions > Function > Create Sales Invoice to open the Job
Create Sales Invoice batch job request window.
5. Fill in the fields on the Options FastTab and click OK.
6. In the Actions Pane of the Job Task Lines window, click Edit
Planning Lines.
7. Select one of the lines of the Contract or Both Schedule and Contract
lines type and click Actions > Functions > Get Sales
Invoice/Credit Memo to retrieve the recently created invoice.
8. In the Action Pane, click Post to post the invoice.
Summary
This chapter examined how to post job usage and then invoice the job to the
customer. In Microsoft Dynamics NAV 2009, you can post consumption in three
ways: in a job journal, in a job G/L journal, or from a purchase line. The job G/L
journal is used to simultaneously post the usage of G/L expenses in a job to the
G/L and job entries. It is possible to invoice the whole job from the Job Task
Lines window or only selected contract lines from the Job Planning Lines
window. Invoicing can be done after the job is finished or at certain intervals
during the job progress, depending on the invoicing schedule.
Additionally, this chapter described the various methods of monitoring the job
and analyzing the job, such as monitoring through job task lines, viewing job
statistics, viewing WIP and recognition statistics, using the Job Actual To
Budget and Job Analysis reports.
Finally, this chapter explained how to create a new job on the basis of planning
lines or job ledger entries of one of the previous jobs.
Chapter 2: Usage Posting and Invoicing
2-39
Test Your Knowledge
1. What are the three ways to post job consumption in Microsoft Dynamics
NAV 2009?
2. True or False:
Once you change the job status to Completed it cannot be changed back and
you can no longer post anything to this job.
3. Complete the following sentence:
When the usage you post in the job journal is a part of your original job
schedule, you need to leave the _______ field empty so that the program
does not create additional job planning lines after posting the job journal.
4. Which type(s) of job planning lines can be invoiced?
Chapter 2: Usage Posting and Invoicing
2-40
Quick Interaction: Lessons Learned
Take a moment and write down three Key Points you have learned from this
chapter
1.
2.
3.
Chapter 2: Usage Posting and Invoicing
2-41
Solutions
Test Your Knowledge
1. What are the three ways to post job consumption in Microsoft Dynamics
NAV 2009?
You can post consumption in a job journal, job G/L journal, or on a purchase line
(purchase order/invoice).
2. True or False:
Once you change the job status to Completed it cannot be changed back and
you can no longer post anything to this job.
False. The status of the job can be changed at any time, and can also be changed
backward from Completed to Order, if you realized that the job is not yet
finished.
3. Complete the following sentence:
When the usage you post in the job journal is a part of your original job
schedule, you need to leave the _______ field empty so that the program
does not create additional job planning lines after posting the job journal.
When the usage you post in the job journal is a part of your original job schedule,
you need to leave the Line Type field empty so that the program does not create
additional job planning lines.
4. Which type(s) of job planning lines can be invoiced?
You can invoice job planning lines of the Contract or Both Contract and
Schedule type.