New Job Close window

The original Dexterity Job Close window has been replaced with a new .Net Job Close window. The new window opens from the existing Routines > Job Close > Close Jobs menu. 

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New Security Tasks

These new security tasks have been added to the Job Cost Power User Role (WSJC POWERUSER) for the new Close Jobs window:

• K2AADD_JOBCLOSE (Job Close)
• K2AADD_JOBCLOSESET - This provides access to the new additional Job Close Setup window.

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New Close Jobs Posting Option

A new setup posting option has been added to the Job Cost Posting Options window. Setup > Job Cost > Job Cost Setup > Posting Options.

Allow Job to Close if Total Invoiced not equal to Cash Received
Mark this check box if you want the ability to close a job when the total invoiced amount does not equal the cashed received.

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New Additional Job Close Setup window

Use the Additional Job Close Setup window to disable filters, indicate the columns that display related to jobs and projects, and to enable users to save a job close schedule. Go to Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Posting Options. In the Posting Options window, select Additional and then choose Job Close Setup. This menu feature is only available for users who fall under the security task K2ADD_JOBCLOSESET.

• The Report Folder and Reports fields default to display folder and report names. You only need to edit these fields if you have a custom report that may or may not reside in a different folder. See New SSRS Reports for more information about the reports listed here.
• In the Disable Filters section
  Mark the filters that you do not want to show in the Close Jobs window. All four options display unless marked to disable. Note that you are required to have at least one filter displayed in the Close Job window.

1. • All Jobs
   • Project
   • Customer
   • Division

• In the Enable Job Columns section
  Mark any additional job-related columns to display in the Available Jobs scrolling window. These default to none marked.
  • Job Name
  • Manager ID
  • Job Address
  • Contract Type
  • Billing Type
• Enable Project Columns section
  Mark any additional project-related columns to display in the Available Jobs scrolling window. These default to none marked.
  • Project Name/Description
  • Architect ID
  • Project Set-up Date
  • Project Closed Date
• Close Job UI Processing Threshold section
  Mark the number of minutes the job close SQL process may need. The default value is 2 minutes. We recommend that you only change this value if the process times out.

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  Enable Save Schedule
  Mark to display the Save Schedule button in the Job Close window. This defaults to not marked. Saving a job close schedule allows users to save the entire list of jobs for the User ID and Posting Date for processing later. Any jobs that were marked prior to saving will still be marked when the saved schedule is opened again. 

  Note
  Only one schedule per user can be saved at one time.

New Close Jobs Window Overview

Evaluation Criteria

The evaluation criteria is determined by the filters defined in the Job Close window and the Job Close options selecting in the Posting Options window as well as other criteria defined by a Key2Act stored procedure. (For example, open appointments for the job, unposted costs for the job, etc.) You can update the stored procedure to include any other criteria that you choose. We recommend making a backup of this stored procedure as it may be overwritten by future Job Cost releases.

Example of the Close Job window 

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New SSRS Reports

New SSRS reports include:

• Jobs Available to Close: Prints a listing of jobs available to close based on the Posting Date and any filter criteria. This report lists the create date, manager, contract amount, actual cost, markup percent, billed amount, cash received, and contract earned amounts for all jobs you can close. This report is printed from the new Job Close window.
  

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• Jobs Not Available to Close: Prints a listing of jobs available to close based on the Posting Date and any filter criteria. The job will display for each criteria that it failed.This report is printed from the new Job Close window.
  

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• Closed Jobs: Prints a listing of jobs that were closed based on the Posting Date and any filter criteria. The data is retrieved from the Job Cost Close Audit (JC1040) and Job History (JC30001) tables. This report is printed from the new Job Close window.
  

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• Job Closed Preparation

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Buttons on this window

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• Close Jobs: Select to immediately initiate the job close process for all Selected Jobs displayed in the Available to Close section.
• Redisplay: Select to after setting the filter criteria. The Redisplay button will also clear a saved schedule.
• Existing Schedule: Select to load a saved schedule. This button displays if you've turned on the option to save schedules in the Additional Job Close setup window.
• Save Schedule: Select to save the current schedule. Users can only have one saved schedule. This button displays if you've turned on the option to save schedules in the Additional Job Close setup window.
• Print: Select to display a list of the SSRS reports. Select the report to print. See New SSRS Reports for a description of each report.

Once a job is complete, you can close it. When you close a job, transaction detail is moved to the job history file with detail and summary records for the job. When you close a job, the user-defined information from the Job User-Defined window also moves to history, except for the active user-defined field information. You can view transaction detail for closed jobs by choosing Inquiry > Job Cost > Job History. You can also print Job Detail or Job Summary History reports.

Before closing a job

Complete the following procedures before closing a job.

• Completely bill the job, including retention. If you marked the Allow Job to Close if Net Billed Not Equal to Expected Contract check box in the Posting Options window, then the net billed doesn't have to equal the contract amount. Otherwise, the net billed must equal the contract amount to close a job.
• Post all transactions. No unposted transactions for the job should exist in any Job Cost transaction work file.
• Receive and invoice/match all purchase orders for the job to be closed. For more information, see Using Microsoft Dynamics GP purchase order processing. If the Allow Job to Close if Committed Costs check box is marked in the Posting Options window, you can close a job without receiving all purchase orders.
• Back up all job cost files. If you encounter difficulties during the closing process, restore the backup and complete the procedure again.
• Reconcile all jobs you plan to close. Reconciling verifies the information in the transaction detail files and adjusts the totals in the master files if a discrepancy exists. See Reconciling jobs.
• Make sure all prior months POC have been run BEFORE closing the current month's jobs.

Closing a job

Once you have completed the steps before closing, you can close your job(s). When the Close Jobs window is open, all jobs that display in the window are temporarily made inactive. This prevents other users from linking transactions to a job you are in the process of closing. Once the Close Jobs window is closed, all jobs that have not been closed will be returned to active. To use the old Job Close window see Legacy Job Close Window.

The Close Jobs window displays the jobs Available to Close and the Not Available to Close. When you close jobs through this window, you are posting to the General Ledger. A batch job is created that you will need to post in order to post through the General Ledger.

1. Select the Posting/Schedule Date. You cannot use a date that falls before the create date of a job you are closing. A Status of Not Available appears for any jobs that were created prior to the posting date. Additionally, if the period prior to that of the posting date is still open, you will receive an error when you attempt to close the jobs.
2. Optional: Filter the Jobs Available to Close by selecting an available filter and enter the filter criteria.
   • All Jobs - Displays all jobs that are available to be closed.
   • Project - Displays the jobs assigned to the project that you select.
   • Customer - Displays the jobs for the customer you select.
   • Division - Displays the jobs within the division that you select.
3. Option: Select the Sub Filter to narrow the displayed jobs further.
   • Completion Date - Select Scheduled or Actual and then select or enter the date. 
   • Mark to Exclude Blank Dates. This would exclude any jobs without a date.
4. Select Redisplay to display a list of jobs based on the Posting Date and any filter criteria.
   • The AVAILABLE TO CLOSE section displays the jobs that meet the filtering criteria and can be closed.
   • The NOT AVAILABLE TO CLOSE section displays jobs that meet the filtering criteria but are not able to be closed display in the bottom section along with a reason each job cannot be closed.
5. At this time, you can print any of the following reports to evaluate before closing any jobs: Jobs Available to Close report, Jobs Not Available to Close report, and/or the Job Closing Preparation report. 
6. Use the Mark All button to select all the available jobs or you can mark specific jobs. You can also use Unmark All to unselect any marked jobs.
7. Select Close Jobs to close the marked jobs and create the batch. The batch naming convention is JCC YYYY.MM.DD. 

8. Once a job closes, you can print the Closed Jobs report. This report lists all jobs that closed successfully. If you chose to post the closing jobs journal entry through the general ledger, you may also print the general ledger posting journal, which displays the general ledger entry created as part of the closing process. 

   Note
   We recommend you print these reports and store them with your records as part of each job's audit trail.

9. Complete the purge process to delete non-job related detail from the Job Transaction Open file. See the Signature Utilities User Manual for more information.

Buttons on this window

Redisplay
Select to display a list of jobs that can be closed based on the Posting Date and any filtering criteria. 

Opening a closed job

You can open a closed job that is in an open fiscal period. This may be useful if a job is closed accidentally, or if late costs come in or additional billings are sent out after a job is closed. When you open a closed job, any journal entries that were posted during the job close process are reversed using the same posting date, so GL costs and revenue are recorded accurately after the job is reopened. In addition, a new audit table, JC10400, keeps a record of the date, time, and user every time a job is closed and reopened. Opening a closed RPO job will open the job with all RPO codes 100% recognized.

You can only open a closed job if it is in an open JC fiscal year and period. Closed jobs in closed fiscal years cannot be opened at all; however, if you want to open a closed job that is in a closed JC fiscal period, you can reopen the period. When a period is reopened, closed jobs in that period are opened but marked inactive. See Opening a closed Job Cost fiscal period for information on when and how to open a closed fiscal period.

1. Choose Microsoft Dynamics GP > Tools > Routines > Job Cost > Open Closed Jobs. If necessary, enter the administrator password when prompted. The Open Closed Jobs window opens. This window displays a list of all available closed jobs. Open jobs, as well as any closed jobs that are in a closed JC fiscal period, do not appear on this window.The column headers on the scrolling window allow you to order the list of jobs by Job Number, Job Name, Date Closed, or Closed By.
2. Choose the job(s) that you wish to open. You can choose one, multiple, or all available closed jobs. You can also use the Find button to search for a specific job number.
3. Enter a Reason for reopening the job(s). This is a required field; you cannot open a closed job without a reason. The reason is printed on the Opened Jobs List report, as well as saved in the audit table. You can only enter one reason at a time. If you are opening multiple closed jobs for multiple reasons, you must run this routine separately for each unique reason you want to record.
4. Choose Open Jobs. The selected jobs are opened and set as active. Journal entries created by the "close job" process are reversed.
5. After processing is complete, choose a destination for printing the General Posting Journal, which displays the JCC Reversing entry, and the Opened Jobs List, which shows the jobs that were opened successfully. Job information including Batch ID, Journal ID, and Last Date Closed prints on the Opened Jobs List report, along with the Reason for reopening the job.

Viewing an audit trail

Each time a job is closed or reopened, a record is written to the audit table JC10400. This table keeps track of the date, time, and user whenever a job is closed or reopened.
In addition:

• The Journal Entry field displays the journal entry number of the JCC Reversing transaction that is created when a job is reopened.
• Jobs that have been reopened have a Previous State of Closed and a New State of Open.
• The Created Date shows the date that a job record was created, while the Posting Date and User ID fields display information from the most recent instance of the job being opened or closed.

Actions When Closing a Job

• After you select the Close Jobs button, this immediately iniations the job close process for all Selected Jobs displayed in the Available to Close grid.

• The Financial GL batch is created (or appended) but only when transactions are necessary. If you close a job where no costs were ever posted, no GL is necessary. 

  Note
  With the new Job Close window, you can post TO the GL but not through the GL.

• Batches are named: "JCC YYYY.MM.DD" where YYYY.MM.DD is the Schedule Close Date.
• The Jobs Not Available to Close section remains unchanged and these jobs are still "inactive" until the user clears the window.
• The Financial Batch is generated when posting has occurred on a job. This batch will contain the final WIP → COGSs entry.
• Source document = "JCC"