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