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In the Job Invoice Entry window, you can:

• Enter credit memos
• Enter a Bill To customer that is different from the Job customer.  When you update the Bill To customer, the Bill To address that is designated in Customer Maintenance defaults to the Bill To address field. You can change this address if needed.
• Enter job invoices using the optional Signature Multicurrency Management feature. You can designate an originating currency for standard job invoices and credit memos through the Job Invoice Entry window. Amounts display in the functional currency and print in the originating currency. The functional currency is the primary currency in which a company maintains its financial records. Typically, the functional currency is the currency of the country where the company is located. The originating currency is the currency that a multicurrency transaction was conducted in. To use Signature Multicurrency Management, you must have purchased Microsoft Dynamics GP Multicurrency Management. Refer to the Microsoft Dynamics GP Multicurrency Management Manual for setup procedures. Multicurrency is not functional with the Job Cost Project Level feature.
• Assign a sales GL account to each bill code when creating job invoices. In addition, you can include fully billed bill codes on an invoice. You can assign accounts at the job level and override them at job invoice entry. For information on setting this up, see Assigning sales GL accounts to bill codes for job invoices.

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To enter a job invoice

1. Choose Transactions > Job Cost > Job Invoice Entry.
2. Complete the following fields, as necessary.
   • Document Type: Choose a document type from the drop-down.
   • Document Number: Tab to this field to display the default number.
   • Job Number, Job Name: Enter a Job Number. The Job Name defaults from the Job Number.

   • Bill To Customer, Bill To Customer Name: These fields default from the selected job. You can accept the default or you can choose a different customer. 

     Note

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1. • If you choose a different customer, the Bill To address that prints on the invoice is the Bill To address set up in Customer Maintenance.

     
     

   • Job Customer ID, Job Customer Name: These fields default from the job number selection. The job name, customer ID, customer name, tax schedule ID, and retention percent default from this selection.

   • Date: The date will determine the exchange rate in multicurrency transactions. 

     Note

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1. • This date is editable if

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1. • the Posting Date From

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1. • is set

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1. • to Transaction

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1. • in Microsoft Dynamics GP Posting Date Setup.

     
     

   • Batch ID: Enter a single-use Batch ID. You cannot use a recurring batch.

   • Tax Schedule ID, Retention Percent: These fields default from the job number selection.

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1. •  

     Note
     The Tax Schedule ID is dependent on the Job Customer. If you update the Bill To customer the Tax Schedule ID does not change.

     
     

   • PO Number: This number is printed as the customer order number on the invoice.
   • Currency ID: Enter the Currency ID, which comes from the Bill To Customer ID.
     • If you are using the Signature Multicurrency Management feature, you can change the currency ID. Amounts will print in the originating currency and display in the functional currency.
     • If you are not using Multicurrency Management, the Currency ID field will be disabled.
     • Multicurrency Management is used with Standard billing type jobs and cannot be used with customers with balance forward accounts.
   • Scrolling window: Enter the invoice text in the scrolling window.
   • Billing Amount: This field is determined by the job's billing type.
   • Retention Withheld, Retention Due, Subtotal: The Retention Withheld for this invoice calculates automatically based on the retention percentage specified for this job in the Job Maintenance window. You can change this amount. When retention-withheld amounts post with an invoice, the retention receivable accounts and progress billings accounts specified in the Invoice Accounts Setup window will debit and credit, respectively. To invoice previously withheld retention, see Generating invoices for retention. The Subtotal field is calculated automatically and is equal to the billing amount minus the retention amount withheld.
   • Miscellaneous: Enter Miscellaneous amounts that should be billed to the customer, but are not part of the original contract. For example, you can bill the customer for freight charges that are not part of the original job contract. Amounts entered here are not added to the gross or net billed amount for the job. When miscellaneous amounts post, miscellaneous posting accounts entered in the Posting Accounts Setup window for the Sales series are updated. If you plan to post miscellaneous invoice amounts, make sure all posting accounts for the Sales series are set up or you may not be able to post Job Cost invoice batches.
   • Tax: Enter taxes, which calculate automatically based on the tax schedule assigned to the job and customer ID. Tax amounts are not added to the gross or net billed amount for the job.
   • Total: The Total is calculated automatically and contains the subtotal amount plus the miscellaneous and tax amounts.
2. Choose Schedule to enter billing amount information. The window that opens depends on the job billing type.
   • If the job billing type is Standard, the Standard Invoice or Credit window opens. See Entering standard billing information.
   • If the job billing type is User-Defined or Cost Code, the Schedule Invoice window opens. See Entering scheduled billing information.
   • If the job billing type is Transaction-Level, the Apply Transactions window opens. See Entering transaction-level billing information.
3. Choose Print and choose the type of invoice to print. Certain invoices have billing type requirements. A description of each type of Dexterity invoice follows. If you are using SRS reports, refer to Job Cost Reports in SSRS Reports for more information about the SQL Job Invoice.
   • Text and graphic invoices: The text invoice lists bill to customer information, job customer information, invoice number, customer order number, customer number, net terms, billing amount, retention and tax amounts, and total due. The graphic invoice lists the same information in a graphical format. Text invoice 2 and graphics invoice 2 can be customized. The invoices print in originating currency.
   • Cost elements invoice: The cost elements invoice is the same as the text invoice, except the billing amounts are itemized by cost element.
   • Detail billing invoice: The detail billing invoice requires a Cost Code billing type job. It is the same as the text invoice, except the billing amounts are itemized by bill code.
   • Tax detail invoice: The tax detail invoice is the same as the text invoice, except the taxable amounts are itemized at a tax detail code level. The invoice prints in originating currency.
   • A.I.A Doc G702: This menu item prints page 1 (AIA G702) and page 2 (AIA G703) of the AIA Application and Certificate for Payment document. For information on setting up this invoice, see Setting up and using document management.

   • Application for payment invoice: The Application for Payment invoice is the AIA G703 document. The invoice shows the job and application date and lists the item number, description, schedule value, percent paid, balance due, and retainage for each item. It also lists the amounts for previous applications for payment, material completed this period, stored materials, and materials completed and stored for each item. 

     Note

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1. • If you use AIA billing, the application number must be assigned before printing to a batch. Choose the Application for Payment printing option.

     
     

   • Transaction-level invoice: The transaction-level billing invoice requires a Transaction-Level billing type job. It is the same as the text invoice, except that billing amounts are itemized by transaction and labor is summarized by cost code. Unit charges are calculated from the posted transaction and are included in the invoice.
   • Transaction-level labor invoice: The transaction-level labor invoice requires a Transaction-Level billing type job. It is the same as the transaction-level invoice, except that billing amounts are itemized by transaction, including labor detail.
2. Batch post the invoice by choosing Transactions > Sales > Series Post.

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Printing batch invoices

You can print invoices for batches using the Signature Print button in the Receivables Batch Entry window.

1. Choose Transactions > Sales > Receivables Batches.
2. Complete the Receivables Batch Entry window. See the Microsoft Dynamics GP Receivables Management Manual for information on completing this window.
3. Choose Signature Print > JC Invoice Reports and choose the type of invoice to print.

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This feature allows you to assign a sales GL account to each bill code when creating job invoices. In addition, you can include fully billed bill codes on an invoice. You can assign accounts at the job level and override them at job invoice entry.
This feature applies only to user-defined and cost code bill types, and does not include project-level invoices. Also, your system must be set up to post through the GL; you cannot use this feature if you are using the revenue recognition percentage of completion (POC) method.
Note: Before you begin, make sure there are no unposted job invoices for the division to which the accounts belong.

Setup procedures

Below is a summary of steps involved in setting up your system so you can assign GL sales accounts to each bill code, along with a brief description. Refer to the appropriate section for step-by-step instructions.
Step 1:         Check posting options

1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Posting Options.
2. Make sure the Revenue Recognition Method and Closing Jobs Journal Entry check boxes are not marked.

Step 2:         Set up invoice accounts
A new setup option on the Invoice Accounts Setup window allows you to use a sales account for each bill code at the job level and during job invoice entry. You cannot use this option if there are unposted invoices.

1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Account Setup > Invoice Accounts. The Invoice Accounts Setup window opens.
2. Mark the Use a sales account for each bill code check box.
3. Choose Save.

Step 3:         Set up system to display full invoiced bill codes
You can set up the system to provide you the option to display fully-invoiced bill codes during job invoice entry.

1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Setup Options.
2. Mark the Display fully invoiced bill coded during job invoice entry check box.
3. Choose Save.

When you enter job invoices, the system will ask if you want to display fill-invoiced bill codes in the Schedule Invoice window.

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You can assign GL sales accounts to bill codes at the job maintenance level and override them during job invoice entry.

Assigning GL accounts to job bill codes

1. Choose Cards > Job Cost > Job. The Job Maintenance window opens.
2. Choose a Job with a bill type of User Defined or Cost Code.
3. Choose the Bill Codes button.
4. Use the lookup in the Account field to choose a different account. The account defaults from the Invoice Accounts Setup window.
5. Choose Save.

Overriding GL accounts during job invoice entry

You can override a GL account at the job invoice level for bill codes.

1. Choose Transactions > Job Cost > Job Invoice Entry.
2. Enter job invoice information as you normally would.
3. Choose Schedule. The Schedule Invoice window opens.
4. Complete the fields as you normally would.
5. Enter the Bill Code Number(s) to include on the invoice, or choose Select All to include all bill codes. If you chose Select All, choose Yes to the message Do you want to assign all bill codes to this invoice? Choose Yes to the message Do you want to include the fully invoiced bill code numbers?
6. Use the lookup to choose Account Numbers for each bill code for which you want to override GL accounts.
7. Choose Save.

Bill codes that have been fully-invoiced (posted) will appear in the Schedule Invoice window.

Viewing results using Job Status and Microsoft Dynamics GP

The account number assigned to the bill codes will appear on several Job Cost zoom windows. In addition, the Microsoft Dynamics GP Sales Distribution Entry window will contain one distribution line for each bill code.

Schedule Invoice Zoom window

To access this window:

1. Choose Inquiry > Job Cost > Job Status. Enter a Job number and choose the Billing button.
2. Zoom on a Document Number, and the Job Invoice Zoom window opens.
3. Choose the Schedule button.
4. Choose OK to close the window.

Schedule Invoice History window

To access this window:

1. Choose Inquiry > Job Cost > Job History > Billing.
2. Zoom on a Document Number.
3. Choose the Schedule button.
4. Choose OK to close the window.

Receivables Distribution Inquiry Zoom window

To access this window:

1. Choose Inquiry > Job Cost > Job Status > Billing.
2. Zoom on a Document Number.
3. Choose the Distribution button.
4. Choose OK to close the window.

Sales Transaction Distribution Entry window

To access this window:
Choose Transactions > Sales > Transaction Entry > Distribution.

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The billing information for a Standard billing type job is entered in the Standard Invoice or Credit window, which displays the cost plus markup, previous billings, current due, and current bill amounts for each cost element. Amounts are displayed in functional currency.

1. Choose Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and choose Schedule.
3. In the Standard Invoice or Credit window, enter values in the Current Bill column. Values entered depend on the contract type.
   • If the contract type is Fixed Amount, you do not have to break down your revenue by element, unless the bill needs to be tracked by cost element. You can enter the total amount in any field. The values in the Cost + Markup column only represent the cost. You should include your markup in the Current Bill column.
   • If the contract type is Cost Plus or Cost Plus NTE, the current bill amount for each cost element displays. Previously billed amounts are subtracted from the cost plus markup-to-date for the job, showing a current amount due for each cost element. The current amount due for each cost element appears in the Current Bill column and can be edited. The billing amount calculates automatically based on the job's billing type, the profit types, the amounts defined for the job's cost codes, and the costs posted to the job.
   • If this is a credit memo, do not enter negative amounts in the Current Bill column.
4. Choose Save.

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The billing information for a User-Defined or Cost Code billing type job is entered in the Schedule Invoice window, which displays the bill code number, schedule value, previous billings amount, percent paid, current due, and current bill amount. It also shows the contract amount to date, the gross bill to date, and the contract remaining amounts.
Step 1:         Enter application information.

1. Choose Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and choose Schedule.
3. If you bill for an AIA job, enter an application number and the last day of the billing period for the invoice.

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1. choose

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1. the

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1. type

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Step 4:         Enter detailed AIA information.

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The billing information for Transaction-Level billing type jobs is entered in the Apply Transactions window, which displays cost code information for posted transactions within a document date range.

1. Choose Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and choose Schedule.
3. Enter the range of document dates to bill for your transactions. The dates are based on the transaction posting date in Job Cost. You can view items in previous fiscal periods by setting the date range to include those periods.

Note: You can enter credit memos for transactions that do not have a positive balance.

1. Mark individual line items to be invoiced or choose Mark All. You can also unmark transactions. The Billing Amount field at the bottom of the window updates the total billing amount as you mark or unmark the transactions.
2. Choose Save. The Job Invoice Entry window updates with the correct billing amount, tax, and invoice total.

Note: To edit a transaction-level invoice, you must delete the existing invoice and re-enter your data.

Entering final transaction-level billing information for Cost Plus NTE contract types

The final billing information for Transaction-Level billing type jobs is entered in the Apply Transactions window, which displays cost code information for posted transactions within a document date range. When entering final billing information for a Cost Plus NTE contract type, and you want to bill up to the NTE amount, complete the following:

1. Choose Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and choose Schedule.
3. Enter the range of document dates to bill for your transactions. The dates are based on the transaction posting date in Job Cost. You can view items in previous fiscal periods by setting the date range to include those periods.

Note: You can enter credit memos for transactions that do not have a positive balance.

1. Choose Mark All. The transaction billing amounts automatically update so that the total billing amount does not exceed the remainder of the NTE. The Billing Amount field at the bottom of the window updates the total billing amount to display the NTE amount, if the transactions displayed equal or exceed the NTE amount. For example, if there is a balance of $500 remaining of the NTE amount and there are three transactions with amounts of $100, $300, $600 displayed. Choosing Mark All updates the transaction amounts to total $500, in the order of the transaction posting dates. If you unmark individual transactions that have been previously-adjusted to the final NTE amount using Mark All, the unmarked transaction billing amount will continue to display the adjusted amount. To revert the amount back to the original amount, you must close the window and then open the window again. To reset all the marked transaction billing amounts to their original amounts, choose Unmark All while in the current window with Document Posting date range.
2. Choose Save. The Job Invoice Entry window updates with the correct billing amount, tax, and invoice total.

Note: If you have marked individual transactions and the invoice subtotal exceeds the contract maximum on a Cost Plus NTE contract type, you will receive an error message. Check to see if unposted invoices exist and change the amounts or delete the current invoice.
Additional information for final billing for Cost Plus NTE contract types

• To edit a transaction-level invoice, you must delete the existing invoice and re-enter your data.
• If you save the Apply Transactions window without selecting Mark All and re-open the window, the Document Posting date range will be grayed out and you can no longer choose to have the transaction billing amounts automatically recalculated up the NTE amount. Choosing Mark All at this point will exceed the NTE amount and you will not be able to save the window. You must clear the window by making a change, closing the window, and choose Delete. Then you can open the window again to proceed with entering a date range and choosing Mark All.
• If you re-open the window after you have used Mark All to automatically update the billing amounts, and you want to use Unmark All to revert the amounts to their original amount, you must clear the window as described above.

Printing unbilled costs, transaction detail, or transaction summary reports

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1. If you use AIA billing, choose the Current Bill expansion button to open the Application for Payment window.The full amount of the invoice appears as the default in the Work in Place field. You can change this amount, dividing the total billable amount between the Work in Place and Stored Materials fields.
2. Enter the amount of the current bill to apply to Work in Place.
3. Enter the amount of the bill to apply to Stored Materials or items purchased for the job not delivered to the job site.
4. The Retention Withheld amount is set to the retention percentage (specified for the job in the Job Maintenance window) multiplied by the current bill amount for the bill code. You can change this amount.
5. Choose Save.
6. In the Schedule Invoice Window, choose Save.

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1. print

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• Reports > Job Cost > Billing Reports > Transaction Level Reports > Unbilled Costs
• Reports > Job Cost > Billing Reports > Transaction Level Reports > Transaction Detail
• Reports > Job Cost > Billing Reports > Transaction Level Reports > Transaction Summary

Note: These reports can only be printed for jobs that have a contract type of Cost Plus and a billing type of Transaction Level or Project Trx Level.

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Once a job is complete, you should invoice retention amounts. Retention must be completely billed before you can close a job.

1. Create the Retention report by choosing Reports > Job Cost > Billing Reports > Retention. This report lists retention withheld, retention billed, and billable retention amounts for open jobs.
2. Choose Transactions > Job Cost > Job Invoice Entry.
3. Complete the Job Invoice Entry window as usual. See Entering job invoices.
4. Enter the amount of retention due in the Retention Due field.
5. Batch post the invoice by choosing Transactions > Sales > Series Post.