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.

1. Choose Microsoft Dynamics GP > Tools > Routines > Job Cost > Close Jobs.
2. Choose a Posting 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.
3. Choose Print to print the following reports:
   • Jobs Available for Closing report: 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.
   • Job Closing Preparation report: This SSRS report lists all reasons why a job cannot be closed.  This report does not include Contract Agreements. This report option is available if SSRS is installed.
4. Choose a job to close by marking the check box in the Status column. The status changes from Available to Marked. To mark all available jobs for closing, choose Mark All.
5. Choose Close to begin the job closing process.

6. 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. 

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

7. 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.

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.