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Job Cost integrates with Sales Order Processing (SOP). In addition to invoice costs being updated in Job Cost, you can use the full invoicing system of SOP, including pricing, invoice formats, and line item taxes.
When entering inventory transactions using SOP, you can choose whether to bill through SOP or bill through Job Cost.
If you are using SOP to bill jobs, see Setting up SOP invoicing in Job Cost. If you are using SOP only to enter inventory transactions and will bill jobs through Job Cost, see Entering inventory transactions using SOP.
The Sales Order Processing module must have been purchased to enter sales order transactions.
When using SOP invoicing with Job Cost, consider the following:

  • You can have multiple SOP documents for a single job.
  • Retention will not be withheld from SOP billing-type jobs.
  • Repeating documents are not allowed with SOP billing-type jobs.
  • You cannot bill for inactive jobs using SOP invoicing. To bill for inactive jobs, you must use the Job Invoice Entry feature in Job Cost (Transactions >Job Cost > Job Invoice Entry).
  • Billing amounts from other modules, such as Payables Management and Inventory Control, do not automatically appear on SOP invoices, even though the costs are applied to the SOP billing-type jobs. To include billing amounts on SOP invoices, you can reenter these transactions as service-type inventory items through SOP with a $0 cost applied to the job and cost code.

Note: If using SOP invoicing, we recommend that you enter all inventory and purchasing items as SOP transactions.

Setting up SOP invoicing in Job Cost

If you are using SOP to bill jobs, you must assign the appropriate billing type and contract type to the job, and choose the sales/revenue accounts to be used.
Step 1:         Set up billing and contract types for jobs.
To bill jobs using SOP, the jobs must contain a billing type of SOP and a contract type of Fixed Amount.

  1. Enter or create a job as usual by choosing Cards > Job Cost > Job.
  2. From the Contract Type drop-down list, choose Fixed Amount.
  3. From the Billing Type drop-down list, choose SOP.

Note: You cannot change the billing type if unposted transactions exist for the job.

  1. Choose Save.

Step 2:         Choose sales/revenue accounts.
You can choose whether to use Job Cost or SOP sales/revenue accounts for billing jobs.

  1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Posting Options.
  2. In the Sales/Revenue Accounts for SOP Billing From section, choose the accounts to be updated for billing SOP transactions. Choices include Job Cost and SOP. If you are using the revenue recognition percentage-of-completion posting method, the Job Cost radio button is selected automatically and cannot be changed. If you choose Job Cost, the accounts set up in the Invoice Accounts Setup window (Microsoft Dynamics GP > Tools > Setup > Job Cost > Account Setup > Invoice Accounts) will be used. If you choose SOP, either the item or customer accounts will be used, as set in the Sales Order Processing Setup window (Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing).
  3. Choose Save.

When you're finished setting up SOP invoicing in Job Cost, you can enter and post inventory transactions using SOP.

Entering inventory transactions using SOP

You can enter and edit inventory transactions using SOP.
Step 1:         Complete the sales transaction entry window.

  1. Choose Transactions > Sales > Sales Transaction Entry.
  2. Enter line items, and use the expand button to enter details for each line entry.
  3. Complete the window. See the Microsoft Dynamics GP Sales Order Processing Manual for more information. When a transaction is created for a quote, the transaction will have a $0 amount in Job Cost, although the information is saved in Microsoft Dynamics GP and is available when you transfer the quote.

Notes:

  • Even though you can enter payments in the Amounts Received field of the Sales Transaction Entry window, those payments are not applied to the job. Therefore, we recommend that you enter payments using the Receivables Management.
  • When using SOP Billing on a job, to invoice labor, the item must have an item type of Services. Services item types do not pass costs to SOP Billing Jobs. These Services items will allow Labor to be invoiced without adding Labor costs that would be coming to the job from Time Track or GP Payroll. Item types are set up in the Item Maintenance window (Cards > Inventory > Item).
  • Though you can copy a SOP transaction that was entered in Service Management or Job Cost, the transaction information will not be updated in Service Management or Job Cost.

Step 2:         Enter job-related information.

  1. Choose User-Defined in the Sales Transaction Entry window.
  2. Enter a Job Number and tab off the field. The job's billing type determines which window opens.
    • If the billing type is SOP, which indicates you are billing through SOP, the Signature SOP Transactions window opens.
    • If the billing type is not SOP, which indicates you are billing through Job Cost, the Sales Order Processing Transactions window opens.
  3. Enter a Cost Code and choose OK.

Note: For SOP billing-type jobs, you cannot add a new cost code if the invoice contains an item with an item type of Services.

  1. Choose OK in the Sales User-Defined Fields Entry window.
  2. Save or post the sales order transaction.

Notes:

  • The association between the job and the inventory transaction is broken after you save the window. If you want to enter multiple inventory transactions without exiting the transaction window, make sure you re-select a job for each transaction. This ensures the document is linked to the job as an inventory transaction and does not result in the creation of an accounts receivables transaction.
  • Once you have saved the Signature SOP Transactions or Sales Order Processing Transactions window, you can access the window thereafter using the expansion button attached to the Job Number field in the Sales User-Defined Fields Entry window.
  • When you save an invoice or return, the costs are increased in the Committed Costs column of the Job Status window (Inquiry > Job Cost > Job Status). When you post an invoice or return (if posting to Job Cost), the costs move from the Committed Costs column to the Posted Costs column in the Job Status window. Because only invoices and returns can be posted, orders and back orders must be transferred to an invoice before they can be posted.
  • If the Enable Quantity Cancelled in the Sales Order Fulfillment check box is marked in the Microsoft Dynamics GP Sales Fulfillment Order/Invoice Setup window, the committed cost on Job Cost invoices will be reduced.

Tracking warranty part transactions through SOP

You can create warranty transactions that allow you to track warranty replacement items by customer. The standard sales transaction can be modified automatically to use different posting accounts for warranty item reimbursements and replacements than are used for new sales.

About warranty accounts

You may choose to use separate accounts for tracking replacement parts and reimbursements. When you have an invoice type defined for warranty transactions, creating a SOP document with that invoice ID automatically modifies the transaction window; if you choose, this can include replacing the default posting accounts with designated "warranty" accounts.
Before completing warranty parts setup, think about the account masks that you want to overwrite the default sales, receivables, and COGS accounts for each line item. The main segment of each posting account is overwritten, and the resulting accounts are used on the transaction.
Example:Sales Account: 000-2110-00 Sales Mask: 300-??- Resulting Account: 300-2110-00
If the account that would result from the mask does not already exist, the existing account will be used on the transaction. Before you set up account masks, make sure the resulting accounts are set up.
To determine which is the main segment in your accounts, choose Microsoft Dynamics GP > Tools > Setup > Company > Account Format.
When you set up account masks, define only the main segment; this is the segment of the posting accounts that will be overwritten.

Setting up warranty parts processing through SOP

Complete the following steps to define when a SOP document will be used as a warranty transaction and how the standard SOP transaction will be modified.

  1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Invoice Setup > Warranty Parts Setup.
  2. Complete the following fields, as necessary:
    • Invoice IDA SOP invoice of this type will function as a warranty transaction. You can zoom on this field if you want to create a new Invoice ID for this purpose. You can set up as many warranty invoice types as you like.
    • Tax Schedule IDChoose a tax schedule to fill onto the warranty transaction. If you leave this field blank, the tax schedule fills based on the customer.
    • Sales Mask, Receivables Mask, COGS MaskIf you want to use separate accounts to track replacement parts and reimbursements, define the main segments of the accounts that you want to use. These masks overwrite the main segments of the default posting accounts on the transaction. See About warranty accounts. If you choose to leave these fields blank, the default accounts for either the item or the customer fill on the transaction, as defined in SOP setup.
    • Customer ID, AddressChoose the customer that is assigned to the warranty and who will reimburse for the cost of the replacement part.

Creating a warranty transaction

When creating an invoice in the Sales Transaction Entry window, entering the Invoice ID that is defined as a warranty transaction type allows you to track a warranty transaction instead of a sale.

  1. Choose Transactions > Sales > Sales Transaction Entry.
  2. Complete any necessary fields, including the following:
    • TypeChoose Invoice.
      • Type IDChoose an Invoice ID that was defined as a warranty transaction in the Warranty Parts Setup window.
      • Customer IDChoose the customer who is receiving the replacement item.
      • Customer PO NumberYou can use this field to enter the warranty claim number.

After you choose the type ID and customer, the following modifications occur to turn the sales transaction into a warranty transaction:

  • The tax schedule fills from the Warranty Parts setup window; if no Tax Schedule ID was assigned to the Invoice ID, the tax schedule defaults based on the customer.
  • The Salesperson and Territory that would normally default for a sale are removed when you create a warranty transaction. These fields will be empty if you view the sales Commission Entry window using the Commissions button.
  • The transaction cannot be linked to a service call or job, and the option to do so no longer appears in the Sales User-Defined Fields Entry window (User-Defined button).
  • When you enter the Item Number of the replacement part, you may need to change the Unit Price if the amount that will be refunded for the item under warranty is different than its sale price. The main segments from each of the account masks that you defined in warranty parts setup overwrite the default posting accounts for the line item. If the account that is created by the mask does not exist, you receive an error message.

Use the Distributions button if you need to manually enter any accounts that do not default or view the posting accounts for the line item.

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