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 details 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.

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

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 before the posting date. Additionally, if the period prior to before 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 entering 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. Optional: 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. Optional: Select the column headers to sort ascending or descending. 
6. Select Redisplay to reload the list of jobs available to close, respecting the Posting Date and any filtering criteria.
   The jobs that have been marked are moved to the top of the list. You can mark jobs and then filter differently to find additional jobs to close. Each time you select Redisplay, the list will rebuild and show all marked at the top along with other unmarked available jobs that fit the filters on the window. You will not lose the jobs you have marked if you update the filter. In order to To discard wrongly marked jobs they have to unmark them or use Unmark All.

   • The AVAILABLE TO CLOSE section displays the jobs that meet the filter criteria and/or are marked and can be closed.

   • The NOT AVAILABLE TO CLOSE section displays jobs that meet the filtering criteria, but are not able to be closed, including jobs marked by another user. A reason each job cannot be closed is also displayed.
7. 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.

8. 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.

9. After a job closes, you are prompted to print the Closed Jobs report. You can also print the report by selecting the Print button from the menu ribbon. This report lists all jobs that closed successfully. If you chose choose 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.

   
   

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

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• Mark All/Unmark All
  Select to mark all available jobs to close or you can unmark all marked jobs. The Mark All button is disabled if there are more than 1,000 available jobs.
• 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 reload the list of jobs available to close, respecting the Posting Date and any filtering criteria. The jobs that have been marked are moved to the top of the list. 

• Existing Schedule
  Select to reload the list of jobs available to close, respecting the Posting Date and any filtering criteria. The jobs that have been marked are moved to the top of the list. 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 creation date, manager, contract amount, actual cost, markup percent, billed amount, cash received, and contract earned amounts for all jobs you can close. The report parameters are displayed with the filter criteria auto-populated.
  • Not Available to Close
    Prints a listing of jobs available to close based on the Posting Date and any filter criteria. The report parameters are displayed with the filter criteria auto-populated.
  • 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.

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• 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.