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Before

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Closing a

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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 checkbox 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 checkbox 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

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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.

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1. To open the Close Jobs window, go to Microsoft Dynamics GP > Tools > Routines > Job Cost > Close Jobs.
2. 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.
3. 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. The job displays in the Available to Close section if it can 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.
4. 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.
5. 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.
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. 
   You may receive one or more of the following message(s):

   • If a batch is created: “Batch Number XXX was created!”

   • If a batch is not created but ALL selected jobs were closed: “The close job process is complete.”

   • None of the jobs closed: “None of the selected jobs were closed. Review the (Not Available to Close) grid or report for the reasons why each job is not available.”

   • If a batch is not created but not ALL selected jobs were closed: “The close job process is complete. X of XX selected jobs closed.” This message will show you the number of jobs closed out of the total number selected. The user would have to view the Jobs Not Available list to see why.

8. After 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

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This Window

• Close Jobs
  Closes the selected available jobs. A batch is created that you need to post in order to post through the General Ledger.

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

  Note
  If you've saved a Job Close Schedule, selecting Redisplay will also clear the saved schedule.

  
  

• Existing Schedule
  Select to load an existing job close schedule. The schedule's Posting Date and jobs populate the Close Jobs window. The jobs that were marked when the schedule was saved will still be marked.  This button displays if Enable Save Schedule is marked in the Additional Job Close Setup window.
• Save Schedule
  Saves the entire list of jobs for the User ID and Posting Date for processing later or processing in a SQL job. This button displays if Enable Save Schedule is marked in the Additional Job Close Setup window.
• Print
  Select from the following SRS reports:
  • 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.
  • Not Available to Close
    Prints a listing of jobs available to close based on the Posting Date and any filter criteria.
  • Closed Jobs
    Prints a listing of jobs that were closed based on the Posting Date and any filter criteria.
  • Job Preparation Closing
    This report shows which jobs may be ready for closing based on either percentage complete or a lack of GL postings over time. This helps you identify unposted costs and any other items that may need to be taken care of before a job can be closed. You specify the jobs that appear as ready for closing based on the date of the last GL post, the last billing date, the estimated percentage complete, and/or the actual percentage complete. You can also filter the report by Job Status and/or Job Number and sort the report by job then division, or division then job.

Opening a

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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.

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Viewing an

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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:

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