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Entering 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
     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
     This date is editable if the Posting Date From is set to Transaction 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. 

     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.
3. 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.
4. 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
     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.
5. Batch post the invoice by choosing Transactions > Sales > Series Post.

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