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Note

Notes:

  • All jobs assigned to a project using project-level POC must be closed at the same time.
  • A subcontractor contract agreement cannot be completed and all remaining payments are created if any job on the agreement is closed. Please be aware of this functional requirement when closing related jobs.

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 creation 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.
    • Job - After marking this option, enter the job number in the field below the option or use the lookup to open the Job Lookup window. In the Job Lookup window, you can filter the jobs at the top of the window or scroll within the window. Double-click the job or click on the job and click Select.
    • 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. 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.

  6. Select Close Jobs to close the marked jobs and create the batch. The batch naming convention is JCC YYYY.MM.DD. 

    Note

    You may receive the following message "A batch was not created. Jobs closed may not have had transactions or the jobs had reasons for not being available." If the job did not have any transactions, the job will still close but a batch is not created. If another user was closing other jobs and selected Close Jobs around the same time, and that user's process ran first, this message may display.

  7. 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.

  8. 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.

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