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    Na2009 enus jc_02 Na2009 enus jc_02 Document Transcript

    • Chapter 2: Usage Posting and InvoicingCHAPTER 2: USAGE POSTING AND INVOICINGObjectives The objectives are: Post job consumption. Post additional expenses. Post extra usage. Invoice the job. Analyze the job. View job statistics. Copy a previous job.Introduction This chapter explains how to manage and monitor the job progress. The chapter shows how to post various types of consumption and invoice the job usage to the customer. The ways to monitor the job flow are described in this chapter, along with an explanation of a simple way to create a new job on the basis of the existing one. This way of creating a new job also simplifies the process of creating numerous jobs with the similar scenario.Posting Consumption As a job progresses, there is consumption of materials, resources, and in rare cases, other expenses that must be posted to the job. In Microsoft Dynamics NAV® 2009, users can post consumption in three ways: in a job journal, in a job G/L journal, or from a purchase line. Project members will post consumption of resources and items in the job journal and the account receivable administrators will post purchased items and services in a vendor invoice or in a job G/L journal. The marked section in the following diagram depicts how posting consumption applies to a job. 2-1
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.1 SCHEMATIC OVERVIEW: HOW POSTING CONSUMPTION APPLIES TO A JOB. Scenario: Post Consumption of Items and Resources The project team member, Mark Hanson, is handling the computer service job created in chapter 1, “Jobs Overview and Setup.” Mark has spent some time on replacing a disk in the computer. The disk was a special delivery and some extra delivery expenses incurred as a result. When Mark is almost finished with the computer job, he makes a mistake and must now install a new disk. Demonstration: Post Consumption through a Job Journal Follow these steps to post consumption of items from stock and resources in a job journal: 1. In the Role Center, click Actions > Job Journal to open the Job Journal window. 2. Click the AssistButton next to the Batch Name field to open the Job Journal Batches window. 3. In the Action Pane, click New to create a new journal batch. 4. Fill in the fields as shown in the following table.2-2
    • Chapter 2: Usage Posting and Invoicing Field Value Name JOBJURNL Description Job Journal No. Series JJNL-GEN 5. Click OK to return to the Job Journal window.The job journal contains the fields shown in the following table. Field Value Line Type With this field, you can choose whether to create a job planning line together with the posting of a job ledger entry. Click the AssistButton next to the field to select one of the following options: 1. <Blank> - Leave the field cleared if you do not want the program to create a job planning line after the job journal is posted. Use this option if your usage is a part of the original schedule for the job. 2. Schedule – A job planning line of the Schedule type will be created. This option will increase the scheduled usage on the job, but not the scheduled contract amount. Use this option if your use increases the job schedule, but it cannot be invoiced to your bill-to customer on the job. 3. Contract - A job planning line of the Contract type will be created. This option will increase the scheduled contract amount but not the scheduled usage. Use this option if your usage is a part of your original schedule for the job, yet it must be charged separately to your bill-to customer on the job. 4. Both Schedule and Contract - If the Allow Schedule/Contract Lines check box on the job card is selected, the program will create a Both Schedule and Contract planning line. If the Allow Schedule/Contract Lines check box on the job card is cleared, the program will create a schedule planning line and a separate contract planning line. The scheduled usage and the scheduled contract amount for the job will be increased by the journal line. Use this option if your usage increases the job schedule and if it must also be charged separately to your bill-to customer. Posting Date Specify the date you want to assign to the entry that will be created after you post the job journal. This field must be filled in. 2-3
    • Chapter 2: Usage Posting and Invoicing Document No. Enter the document number that will be assigned to the journal line. This field can be filled in automatically depending on the setup for the posting number series on the journal line, the number series on the journal batch, and the posting number series in the recurring journal. You can also use a date formula to create a document number. Job No. Enter the number of the job that the journal entry relates to. Click the AssistButton next to the field to view the available job numbers. This field must be filled in to be able to post the journal entry. Job Task No. Enter the number of the job task that the journal entry relates to. Click the AssistButton next to the field to view the available job task numbers. This field must be filled in to be able to post the journal entry. Type Enter the type of the job usage to be posted by this job journal. Click the AssistButton next to the field to select one of the following options: 1. Item – The job usage relates to consumption of an item. 2. Resource - The job usage relates to consumption of resource. 3. G/L Account - The job usage relates to consumption G/L expenses. No. Select the resource, item, or G/L account number that this entry applies to. The values available in this field depend on your selection in the Type field. Click the AssistButton to view the available accounts. Description This field contains the description of an item, resource, or G/L account to which this entry applies. The field is filled in automatically, but you can change the description if necessary. Quantity Enter the number of units to be posted by the job journal. Location Code In this field, you can enter a location code for an item. The location code indicates which location the item must be posted from. Click the AssistButton next to the field to view the available location code. Work Type Code This field displays which work type the resource applies to if applicable. The program automatically updates prices based on this entry. Unit of Measure Code Enter the unit of measure for the unit that applies to this entry. Click the AssistButton to view the available codes.2-4
    • Chapter 2: Usage Posting and Invoicing Unit Cost (LCY) This field contains the unit cost in the local currency for the unit on the journal line. The field is filled in automatically when you fill in the Type and No. fields. If the account type is a G/L account, the field must be filled in manually, except if you have set up unit costs in the Job G/L Prices window. Total Cost (LCY) This field contains the total cost for the journal line in the local currency. The amount is calculated according to the following formula: Quantity * Unit Cost (LCY). If you change the values in the Quantity or Unit Cost (LCY) fields, the value in the Total Cost (LCY) field is updated automatically. Unit Price This field contains the unit price in currency specified for the job. In the case of a G/L account, the field must be filled in manually unless you have set up a price or a cost factor in the Job G/L Prices window. Line Amount The field contains the net amount of the line, in the currency specified for the job, to which the journal line applies. The program calculates the job line amount, using the values in the Quantity, Line Discount Amount, and Unit Price fields. Line Discount % Enter the line discount percentage that applies to the job ledger entry or the planning line on the job that the journal line is linked to. Line Discount Amount The field contains the amount of the discount in the currency specified for the job that the journal line applies to. The program calculates the value in this field using the values in the Line Discount %, Quantity and Unit Price fields. Applies-to Entry This field is used if the job journal line is of the Item type and the usage of the item will be applied to an already-posted item ledger entry. If this is the case, enter the entry number that the usage will be applied to. To view the item entries that are available, click the AssistButton next to the field.NOTE: It is recommended that you fill in the mandatory fields on the job journalusing the Calc. Remaining Usage function. 6. In the Action Pane, click Calc. Remaining Usage to run the Job Calc. Remaining Usage batch job, which helps to set up journal lines automatically. The remaining usage is calculated on each individual job task as a markup of planned usage minus actual usage. 7. On the Job Task FastTab, fill in the Job No. field with J00020. 8. On the Options FastTab, fill in the fields as shown in the following table. 2-5
    • Chapter 2: Usage Posting and Invoicing Field Value Document No. J00001 Posting Date 03/16/09 Batch Name JOBJURNL FIGURE 2.2 THE JOB. CALC. REMAINING USAGE BATCH JOB REQUEST WINDOW 9. Click OK. The program suggests journal lines on the posted job usage and job planning lines quantities, as shown in the Job Journal with Calculated Remaining Usage figure.2-6
    • Chapter 2: Usage Posting and InvoicingFIGURE 2.3 JOB JOURNAL WITH CALCULATED REMAINING USAGENOTE: All the lines in the job journal must refer to a job. The information youenter in the journal is temporary and can be changed as long as it is in thejournal.In this example, leave the Line Type field empty because the schedule andcontract amounts for the job are already set up. This means that no planning lineswill be created. Setting this field to Schedule, Contract, or Both Schedule andContract means that the relevant job planning line(s) are created when you postthe job journal. Fill in this field only if the usage you post is not the part of youroriginal schedule for the job. 10. In the Action Pane, click Post to post the job journal.The posting of the job journal creates job ledger entries of the Usage type. Toview the created entries, open the Job Task Lines window for job J00020, selectthe job task line 1100, and click Related Information > Job Task > Job TaskLedger Entries. 2-7
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.4 JOB LEDGER ENTRIES CREATED BY POSTING THE JOB JOURNAL The job ledger entries show the actual usage on the job. In many cases, there is a time span between posting of the job’s expenses and the job’s revenue (invoicing). During a job’s progress, where only expenses have been posted, the financial statement of the company will be inaccurate. Calculating and posting Work In Progress (WIP) can help eliminate such inaccuracy. 11. Calculate WIP and post WIP to G/L. NOTE: For detailed information on WIP and how to calculate and post WIP, refer to the “WIP Concepts” chapter.Posting Additional Expenses In Microsoft Dynamics NAV 2009, bookkeepers can post additional expenses for a job in a vendor invoice or directly from a job G/L account. Demonstration: Post Additional Expenses through a Job G/L Journal For the computer service job, the project team member, Mark Hanson, has a disk sent by special delivery. When the disk arrives, he pays the delivery charge in cash, and the account receivable administrator now has to post the expenses. The account receivable administrator follows these steps to set up a batch and post the expenses through the job G/L journal: 1. In the Role Center, click Actions > Job G/L Journal to open the Job G/L Journal window.2-8
    • Chapter 2: Usage Posting and Invoicing 2. Click the AssistButton next to the Batch Name field. 3. In the Action Pane of the General Journal Batches window, click New. 4. Set up a new journal batch and then click OK. 5. Create a line in the job G/L journal filling in the fields, as shown in the following table. Field Value Posting Date 03/16/2009 G/L Account 7150 Amount 2.25 Bal. Account 2910 Job No. J00020 Task No. 1100 Job Line Type Both Schedule and Contract Job Quantity 1 Job Unit Price 1.8FIGURE 2.5 JOB G/L JOURNALNOTE: In this case, the Job Line Type is filled in because this usage is not apart of the original job schedule and you need the program to create theappropriate job planning lines. 2-9
    • Chapter 2: Usage Posting and Invoicing 6. In the Action Pane, click Post to post the job G/L journal. The posting of this usage has created several job ledger entries and planning lines. To view the created entries and planning lines, follow the steps below: 1. Go to Home > Jobs and open the job card for job J00020. 2. In the Action Pane, click Job Task Lines. 3. Select job task 1100. 4. Click Related Information >Job Task > Job Task Ledger Entries. FIGURE 2.6 JOB LEDGER ENTRIES 5. Press Esc to close the window. 6. Click Related Information >Job Task > Job Task Planning Lines. FIGURE 2.7 JOB PLANNING LINES Because the Line Type field in the job G/L journal was set to Both Schedule and Contract, the posting has created two planning lines for each posted line for G/L expense: one of the Schedule type and one of Contract type.2-10
    • Chapter 2: Usage Posting and Invoicing 7. Press Esc to close the window.Posting Consumption through a Purchase Line You can record items ordered specifically for a job in a purchase order or purchase invoice. This may be necessary if an item that is used in the job is not available in your inventory. You charge for items purchased directly for a job when you invoice a purchase order or purchase invoice. As a result, an entry is created in the job ledger and in the vendor ledger. No entry is created in the item ledger because the item is never part of your inventory. Follow the steps to purchase an item for a job: 1. Create a new purchase order. 2. On the General FastTab, fill in the No. field with the number of the purchase order. If you set up a number series for purchase documents, you can press Enter to fill in this field with the next number in the series. 3. In the Buy-from Vendor field, enter the vendor’s number. Click the AssistButton next to the field to view the available vendors. 4. On the purchase line, set the Type field to Item. 5. In the No. field, enter the number of the item that you want to order. 6. In the Quantity field, enter the quantity of items you want to order. 7. Assign the purchase of the item to a job and a job task by filling in the job-related fields on the purchase line, as shown in the following table. Field Value Job No. Enter the number of the job to which you want to assign the purchase of the item. Job Task No. Enter the number of the job task to which you want to assign the purchase of the item. Click the AssistButton next to the field to view the available job task numbers. Job Line Type If you fill in this field, a planning line, together with the posting of the job ledger entry, will be created. Click the AssistButton to select one of the following options: 1. <Blank> - A job planning line will not be created. Use this option if your purchase is a part of your original schedule for the job. 2. Schedule - A job planning line of type Schedule will be created. 3. Contract - A job planning line of 2-11
    • Chapter 2: Usage Posting and Invoicing type Contract will be created. 4. Both Schedule and Contract - A job planning line of type Both Schedule and Contract will be created. NOTE: If the job-related fields are not shown, you can insert them with the Choose Columns function. You can manually change the default prices or costs on the purchase line. 8. Post the purchase invoice. The job ledger entries are posted together with the purchase line. Posting a purchase line with a job number and a task number always posts a job ledger entry of type Usage. NOTE: It is not possible to post a resource entry using the purchase orders or invoices.Posting Extra Usage Often unplanned events occur during a project period and extra materials or hours are needed to finish the project. To acquire the details on the job, these items or resources must be posted to the job also. You can post these as extra usage. Extra usage means that you physically use more materials or hours in a job than planned. The project member is responsible for posting the unexpected usage in a job journal. Demonstration: Post Extra Usage The computer repair job is almost done; unfortunately, the repair shop employee makes a mistake and the disk crashes. Therefore, a new disk has to be installed and the unexpected usage must be posted to the job The procedure for posting extra usage is as follows: 1. In the Action Pane, click Actions > Job Journal to open the Job Journal window. 2. Fill in the job journal line, as shown in the following table. Field Value Line Type <Blank> Job No. J0020 Job Task 1100 Type Item No. 800242-12
    • Chapter 2: Usage Posting and Invoicing Quantity 1 NOTE: The Line Type field is cleared, indicating that the posted consumption will only occur as usage; no schedule or contract lines are made from the posting. 3. In the Action Pane, click Post to post the job journal. NOTE: This posting affects only the Usage entries. 4. Click OK to close the window. 5. Open the job card for job J0020. 6. In the Action Pane, click Job Task Lines. 7. Select job task line 1100 and click Related Information >Job Task > Job Task Ledger Entries. FIGURE 2.8 JOB TASK LEDGER ENTRIES AFTER POSTING EXTRA USAGE IN THE JOB JOURNAL The job ledger entries show that the usage of an extra disk was posted for the job. 8. Press Esc to close the window.Invoicing a Job After the job usage has been posted, the accounts receivable administrator invoices the job to the customer. In Microsoft Dynamics NAV 2009, it is possible to invoice the whole job from the Job Task Lines window or only selected contract lines from the Job Planning Lines window. Costs must be recorded in the job journal before you invoice the customer. You can perform invoicing after the job is finished or at certain intervals during the job progress, depending on the invoicing schedule. 2-13
    • Chapter 2: Usage Posting and Invoicing The marked section in the following diagram depicts the process of transferring the planning lines into an invoice and posting of the invoice that creates job ledger entries. FIGURE 2.9 PROCESS OF JOB PLANNING LINES TRANSFERRING INTO AN INVOICE AND POSTING OF THE INVOICE Demonstration: Invoice a Job The service job on the computer is now finished and the job must be invoiced to the customer. You can invoice the whole job or specific planning lines. When you invoice a job from job planning lines, you can create a new invoice or append the lines to the already created invoice. In this example, the whole job will be invoiced. The accounts receivables manager follows these steps to invoice the job: 1. Go to Home > Jobs and open the job card for job J00020. 2. In the Action Pane, click Job Task Lines. 3. Select job task 1100. 4. Click Actions > Function > Create Sales Invoice to open the Job Create Sales Invoice batch job request window.2-14
    • Chapter 2: Usage Posting and InvoicingNOTE: Alternatively, you can open this batch job request window from theDepartments button under the Periodic Activities category or from the ProjectManager Role Center. 5. In the batch job request window, fill in the fields on the Options FastTab, as indicated in the following table. Field Value Description Posting Date 03/13/2009 Enter the posting date for the sale invoice(s) you are about to crate. Create Invoice per Job Specify whether you want the batch job to create one invoice for each task or just a single invoice for all tasks. The following two options are available: 1. Job – The batch job creates one invoice for all job tasks. 2. Task – The batch job creates a separate invoice for each task. 6. Click OK to transfer the planning lines to the sales invoice.NOTE: Once transferred, the matching planning lines cannot be edited unlessthe matching sales line is removed from the invoice. This ensures that you cannotcreate invoices that are not reflected in the planning lines for the job. 7. In the Job Task Lines window, select task 1100 and click Edit Planning Lines. 8. Select one of the lines of the Contract or Both Schedule and Contract lines type and click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the recently created invoice. 2-15
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.10 SALES INVOICE CREATED BY CREATE SALES INVOICE FUNCTION NOTE: Only the job planning lines of type Contract and Both Schedule and Contract have been transferred to the invoice. 9. Examine the statistics of the invoice by clicking Statistics in the Action Pane.2-16
    • Chapter 2: Usage Posting and InvoicingFIGURE 2.11 SALES INVOICE STATISTICS 10. Click OK to close the Sales Invoice Statistics window. 11. Post the invoice by clicking Post in the Action Pane. 12. Click Yes on the confirmation message that appears.The invoiced amounts are now displayed on the job task lines. 2-17
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.12 THE JOB TASKS LINES WINDOW SHOWING THE INVOICED AMOUNTS NOTE: For more information on job task amounts, refer to the “Viewing Job Statistics” section in this chapter. 13. To view the job ledger entries, click Related Information > Job Task > Job Task Ledger Entries. FIGURE 2.13 THE JOB LEDGER ENTRIES CREATED BY POSTING THE INVOICE The job ledger entries show the three sales ledger entries created by posting the invoice. 14. Click Close to close the window.2-18
    • Chapter 2: Usage Posting and Invoicing If you want to invoice only selected contract lines rather than the whole job, you can do it by selecting a needed contract line in the Job Planning Lines window and clicking Actions > Functions > Create Sales Invoice. At this stage, the job is completed and the project manager can finalize the job by changing the status on the job card to Completed. You can also block the job to prevent further posting to it. To block a posting to the job, set the Blocked field on the job card to Posting, or you can block any activities related to the job by setting the field to All. NOTE: If the WIP was calculated and posted, to finalize the job, the accountant must also calculate and post WIP for the completed job to G/L. It is necessary to reverse the last recognition postings and post the final recognized profit (invoiced sales value less the total usage cost). For more information on finalizing a job that has WIP posted to G/L, refer to the “WIP Concepts” chapter.Job Analysis and Statistics As the job progresses, the project manager monitors the job status. After the job is completed, the project manager reviews the job statistics to evaluate whether the job forecast was a success or not. There are several methods to analyze a job or view job statistics in Microsoft Dynamics NAV 2009, such as: Monitoring the job through job task lines Viewing job statistics Viewing WIP and recognition statistics Using the Job Actual To Budget report Using the Job Analysis report Monitoring the Job through Job Task Lines In the Job Task Lines window, you can overview detailed information about the job amounts, divided into eight different categories. The program automatically calculates these amounts as long as job ledger entries are created. To view the job amounts, click Job Task Lines in the Action Pane of the job card. 2-19
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.14 JOB AMOUNTS IN THE JOB TASK LINES WINDOW The amounts displayed on the job task lines are outlined in the following table. Amount Description Schedule (Total Cost) Schedule amounts are the expected cost and sales value Schedule (Total Price) of the job tasks in the planning phase of the project. Usage (Total Cost) Usage cost amount is the actual posted cost value for the Usage (Total Price) tasks. The usage sales price is the estimated sales value of the usage that has been posted using the established prices at the time of posting. Contract (Total Cost) Contract price amount is the amount you have agreed Contract (Total Price) with the customer that he or she must pay for the job task. Contract amount enables you to handle fixed prices for different parts of the project. If the customer has agreed to pay by actual usage, it can still be achieved since contract amounts can be created automatically when a job usage entry is posted or after posting by copying the posted ledger entry to a planning line. The contract cost amount is the amount of cost that will be posted to the customer ledger entries and posted sales lines when the sales invoice is posted. Contract (Invoiced Cost) The sales and costs amount that has actually been Contract (Invoiced Price) invoiced to the customer. NOTE: You cannot edit the amounts on the job task lines manually, but you can click any amount to view the relevant detailed information.2-20
    • Chapter 2: Usage Posting and InvoicingViewing Job StatisticsGenerally, the project manager views the job statistics when the job is completed.To view the job statistics for the entire job, click Statistics in the Action Pane onthe job card.FIGURE 2.15 JOB STATISTICSTo view the statistics for a separate job task, open the Job Task Lines window,select the necessary job task line, and click Related Information > Job Task >Job Task Statistics. 2-21
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.16 JOB TASK STATISTICS Notice the figures in the Item column. The item price was calculated on the basis of the cost+ rule with the unit cost factor 1.2, which caused the unit price to be calculated as 18.10 x 1.2 = 21.72 Viewing WIP and Recognition Statistics WIP helps to estimate the financial value of jobs in the G/L during the progress of the job. You can view WIP and Recognition statistics on the WIP and Recognition FastTab of the job card. Since no WIP were calculated and posted to G/L for the Computer in on service job, the G/L will show expenses and revenue when they occur. NOTE: For more information on WIP, refer to the “WIP Concepts” chapter. Job Actual To Budget Report The Job Actual To Budget report allows you to compare scheduled and usage amounts for selected jobs. This report is intended for completed jobs, although you can use this report at any stage during a job. The project manager on the Computer in for service job follows these steps to run the Job Actual To Budget report.2-22
    • Chapter 2: Usage Posting and Invoicing 1. Go to Home > Jobs and open the job card for the required job. 2. Click Job Actual to Budget on the Action Pane to open the report request window.NOTE: Alternatively, the request window can be opened from the Job TaskLines window. 3. Set the filter by filling in the No. field on the Job FastTab with J00020. 4. Click Preview.FIGURE 2.17 JOB ACTUAL TO BUDGET REPORTIn this case, the value -1 in the Difference column refers to the number of itemsused beyond the scheduled number of item 80024. Value -18.10 refers to the costthat is gone beyond the scheduled cost of item 80024.The report shows that the job is completely off schedule because there were moreitems used than scheduled and consequently the cost is -18.10 LCY more thanexpected. 5. Press Esc to close the report preview.Job Analysis ReportThe Job Analysis Report provides the user with the opportunity to specifywhich figures to compare or view side by side.To run the report, the project manager follows these steps: 1. Go to Home > Jobs and open the job card for the required job. 2-23
    • Chapter 2: Usage Posting and Invoicing 2. Click Job Analysis in the Action Pane to open the report request window. NOTE: Alternatively, the request window can be opened from the Job Task Lines window.2-24
    • Chapter 2: Usage Posting and InvoicingFIGURE 2.18 JOB ANALYSIS REPORT REQUEST WINDOW 3. Set the filter by filling in the No. field on the Job FastTab with J00020. 2-25
    • Chapter 2: Usage Posting and Invoicing 4. Select which amounts to include into the report, by filling the fields on the Options FastTab, as indicated in the following table. Field Value Description Amount field 1 Scheduled Price Use a combination of the eight Amount fields to create your own analysis. For each field, select one of the following prices, costs, or profit values: Schedule, Usage, Contract, and Invoiced. Amount field 2 Usage Price Amount field 3 Contract Price Amount field 4 Invoiced Price Amount field 5 Schedule Profit Amount field 6 Usage Profit Amount field 7 Contract Profit Amount field 8 Invoiced Profit Currency Field 1-8 Local Currency Select whether the currency is specified in local currency (LCY) or foreign currency (FCY). For detailed information on handling jobs in foreign currencies, refer to the Jobs – Advanced Facilities chapter. Exclude Zero Lines Yes To exclude lines with zero content from the view, select this check box. 5. Click Preview.2-26
    • Chapter 2: Usage Posting and Invoicing FIGURE 2.19 JOB ANALYSIS REPORT PREVIEW 6. Press Esc to close the window.Copying a Previous Job Project managers often have to handle jobs similar to each other, with only several details being different. Microsoft Dynamics NAV 2009 allows you to set up a new job on the basis of a previous one. Demonstration: Copy a Previous Job A new computer service job is coming up, and the new job is relatively similar to the previous job. Therefore, the project manager decides to copy the previous job and add some changes. The Project manager follows these steps to set up a new job and use the Copy Job function to set up the planning lines: 1. Create a new job card. 2. Press Enter to receive a new job number. 3. On the General FastTab fill in the fields as shown in the following table. Field Value Description Computer extended service Bill-to Customer 20000 4. On the Posting FastTab, fill in the fields as shown in the following table. Field Value Job Posting Group SETTING UP WIP Method Cost Value Status Planning 2-27
    • Chapter 2: Usage Posting and Invoicing NOTE: The status of the job can be changed at any time, and can also be changed backward from Completed to Order if you realized that the job is not yet finished. 5. In the Action Pane, click Copy Job to open the Copy Job batch job request window. FIGURE 2.20 COPY JOB REQUEST WINDOW 6. Specify the information to copy by filling in the fields shown in the following table. Field Value Description Copy from Job No. J00020 Enter the number of the job that you want to copy planning lines or ledger entries from. Job Task No. From <Blank> To copy planning lines for a certain range of job tasks, enter the first job task number to be2-28
    • Chapter 2: Usage Posting and Invoicing copied from in this field. Only planning lines with a job task number equal to or higher than the number specified in this field will be included.Job Task No. To <Blank> To copy planning lines for a certain range of job tasks, enter the last job task number to be copied from in this field. Only planning lines with a job task number equal to or lower than the number specified in this field will be included.Source Job Ledger Entries Select whether you want to base the new job on the planning lines or on the ledger entries from the source job. If you want the planning lines to reflect actual usage and invoicing of items, resources, and G/L expenses on the job you copy from, then select Job Ledger Entry in this field. The options available are: 1. Job Ledger Entry – The job planning lines are based on job ledger entries from the source job. 2. Job Planning Lines - The job planning lines are based on job planning lines from the source job.Incl. Planning Line Type <Blank> In this field, specify the type of planning lines you want to copy from. You only need to fill in this field if you selected Job Planning Type in the Source field. Click the AssistButton next to the field to select one of the 2-29
    • Chapter 2: Usage Posting and Invoicing following options: 1. <Blank> - Select this option if no planning lines are copied. 2. Schedule – Only lines of type Schedule or type Both Schedule and Contract are copied. 3. Contract – Only lines of type Contract or Both Schedule and Contract are copied. Incl. Ledger Entry Type Usage + Sale In this field, specify the job ledger entry type you want to copy from. You only need to fill in this field if you selected Job Ledger Entry in the Source field. The options available are: 1. <Blank> - The job ledger entries will be copied. 2. Usage – The program copies all job ledger entries of type Usage to new planning lines of type Schedule. 3. Sale – The program copies all job ledger entries of type Sale to new planning lines of type Contract. 4. Usage + Sale – The program copies all job ledger entries regardless of their type. Entries of the Usage type are copied to new planning lines of type Schedule. Entries of the Sale type are copied to2-30
    • Chapter 2: Usage Posting and Invoicing new planning lines of type Contract. Starting Date <Blank> Enter the starting date of a time period from the source job if you want to copy planning lines or ledger entries for a specified period of time. Only planning lines or ledger entries with a planning date on or after the starting date will be included. Ending Date <Blank> Enter a starting date of a time period from the source job if you want to copy planning lines or ledger entries for a specified period of time. Only planning lines or ledger entries with a planning date on or before the ending date will be included. Copy to Job No. J00030 Enter the number of the job that you want to copy planning lines to. Click the AssistButton next to the field to view the jobs available. Apply Copy Job Prices Yes Select this check box if you want to copy item, resource, and G/L prices from the job you specified in the Copy from section. Copy Quantity Yes Select this check box if you want to copy quantities to the new job. 7. Click OK. 8. In the Action Pane, click Job Task Lines to open the Job Task Lines window.The batch job has copied all job ledger entries, regardless of type. Entries of typeUsage are copied to new planning lines of type Schedule. Entries of type Sale are 2-31
    • Chapter 2: Usage Posting and Invoicing copied to new planning lines of type Contract. Along with the planning lines, the planning dates were also copied, but the new job will be executed three days later than the previous job, therefore, you have to move the date three days forward. Changing Job Dates To change the job dates, follow the steps below: 1. In the Job Task Lines window, click Actions > Functions > Change Dates. FIGURE 2.21 CHANGE JOB DATES BATCH JOB REQUEST WINDOW NOTE: You can also use the Change Dates function to change currency dates if you are working with foreign currencies in jobs. Refer to the “Jobs – Advanced Facilities” chapter for more information on handling jobs in foreign currencies. 2. Fill in the fields as indicated in the following table. Field Value Description2-32
    • Chapter 2: Usage Posting and InvoicingCurrency DateChange Currency Date <Blank> Select this check box to specify that the currencies must be updated on the job(s) included into this batch job.Change Date Expression <Blank> Enter a date formula that specifies how the dates on the entries that are copied will be changed. For more information about date formulas, refer to the online Help topic “About Entering Dates and Times” within Microsoft Dynamics NAV 2009.Fixed Date <Blank> To move the currency date on all planning lines to one specific date, enter that date in this field.Include Line Type <Blank> Select the planning line type you want to change the currency date for. Click the AssistButton next to the field to select one of the following options: 1. <Blank> - The currency date is not changed on any planning lines. 2. Schedule – The currency date is changed on planning lines of type Schedule or Both Schedule and Contract. 3. Contract – The currency date is changed on planning lines of type Contract or Both Schedule and Contract. 4. Schedule+Contract – The currency date is changed on all planning lines within the jobs and job tasks filtered on the Job 2-33
    • Chapter 2: Usage Posting and Invoicing Task FastTab. Include Curr. Date From <Blank> Enter the starting date of a time period for which you want the currency dates to be moved. Only planning lines with a currency date on or after this date will be included. Include Curr. Date To <Blank> Enter the ending date of a time period for which you want the currency dates to be moved. Only planning lines with a currency date on or before this date will be included. Planning Date Change Planning Dates Yes Select this check box to specify that the planning date must be changed on the job(s) included in this batch job. Change Dates +3D Enter a date formula that Expression specifies how the dates on the entries that are copied will be changed. For more information about date formulas, refer to the online Help topic “About Entering Dates and Times” within Microsoft Dynamics NAV 2009. Fixed Date <Blank> To move the planning date on all planning lines to one specific date, enter that date in this field. Include Line type Schedule+Contract Select the planning line type you want to change the planning date for. Click the AssistButton next to the field to select one of the following options: 1. <Blank> - The planning date is not changed on any planning lines. 2. Schedule - The currency date is changed on planning2-34
    • Chapter 2: Usage Posting and Invoicing lines of type Schedule or Both Schedule and Contract. 3. Contract - The currency date is changed on planning lines of type Contract or Both Schedule and Contract. 4. Schedule+Contract - The currency date is changed on all planning lines within the jobs and job tasks filtered on the Job Task FastTab. Include Plan. Date From <Blank> Enter the starting date of a time period for which you want the planning dates to be moved. Only planning lines with a currency date on or after this date will be included. Include Plan. Date To <Blank> Enter the ending date of a time period for which you want the planning dates to be moved. Only planning lines with a currency date on or before this date will be included. 3. Click OK. 4. In the Action Pane, click Edit Planning Lines.FIGURE 2.22 JOB PLANNING LINES AFTER THE PLANNING DATES ARECHANGED 2-35
    • Chapter 2: Usage Posting and Invoicing The planning dates have changed from 3/16/2009 to 3/19/2009. 5. Since the failure from the previous job is not going to happen again, you must delete one of the items on the schedule line. 6. Click OK to close the window.2-36
    • Chapter 2: Usage Posting and InvoicingLab 2.1 – Carrying Out and Invoicing a Job In this lab, you will practice copying a job, recording the job usage in the job journal, and invoicing the job to the customer. Scenario You are a project manager at Cronus. A customer asks you to perform a job similar to one of the jobs you previously performed for this customer. Challenge Yourself Copy the previous job, post the job usage, and make an invoice for a job task. Need a Little Help? 1. Create a new job card. 2. Use the Copy Job function. 3. Post the job usage in the job journal. 4. Create an invoice for the job. Step by Step Create a new job card 1. Go to Home > Jobs and click New in the Action Pane. 2. Fill in the general information about the job. Copy a job 1. In the Action Pane, click Copy Job to open the Copy Job batch job request window. 2. Specify the source job number in the Copy from Job No. field. 3. In the Source field, select the basis on which you want the planning lines to be copied: job ledger or planning lines. 4. Depending on what you entered in the Source field, specify which type of the planning lines or ledger entries to be copied to the new job. 5. Specify the target job number in the Copy to Job No. field. 6. In the Copy Job Prices check box, specify whether the job prices of the source job will be applied to the new job. 7. In the Quantity check box, specify whether the job prices of the source job will be applied to the new job. 8. Click OK. 9. Run the Change Job Dates batch job from the Job Task Lines window to modify the job dates if necessary. Post the job consumption in the job journal 2-37
    • Chapter 2: Usage Posting and Invoicing 1. Go to Departments > Job Journals to open the job journal. 2. In the Action Pane, click Calc. Remaining Usage to run the Job Calc. Remaining Usage batch job, which helps to set up journal lines automatically based on the expected usage. 3. On the Job Task FastTab, fill in the Job No. field with the job number. 4. On the Options FastTab, fill in the job number, posting date, and batch name. 5. Click OK. 6. Adjust the quantity if required. 7. In the Action Pane, click Post to post the job journal. Invoice the job 1. Go to Home > Jobs and open the job card. 2. In the Action Pane, click Job Task Lines. 3. Select the job task to invoice. 4. Click Actions > Function > Create Sales Invoice to open the Job Create Sales Invoice batch job request window. 5. Fill in the fields on the Options FastTab and click OK. 6. In the Actions Pane of the Job Task Lines window, click Edit Planning Lines. 7. Select one of the lines of the Contract or Both Schedule and Contract lines type and click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the recently created invoice. 8. In the Action Pane, click Post to post the invoice.Summary This chapter examined how to post job usage and then invoice the job to the customer. In Microsoft Dynamics NAV 2009, you can post consumption in three ways: in a job journal, in a job G/L journal, or from a purchase line. The job G/L journal is used to simultaneously post the usage of G/L expenses in a job to the G/L and job entries. It is possible to invoice the whole job from the Job Task Lines window or only selected contract lines from the Job Planning Lines window. Invoicing can be done after the job is finished or at certain intervals during the job progress, depending on the invoicing schedule. Additionally, this chapter described the various methods of monitoring the job and analyzing the job, such as monitoring through job task lines, viewing job statistics, viewing WIP and recognition statistics, using the Job Actual To Budget and Job Analysis reports. Finally, this chapter explained how to create a new job on the basis of planning lines or job ledger entries of one of the previous jobs.2-38
    • Chapter 2: Usage Posting and InvoicingTest Your Knowledge 1. What are the three ways to post job consumption in Microsoft Dynamics NAV 2009? 2. True or False: Once you change the job status to Completed it cannot be changed back and you can no longer post anything to this job. 3. Complete the following sentence: When the usage you post in the job journal is a part of your original job schedule, you need to leave the _______ field empty so that the program does not create additional job planning lines after posting the job journal. 4. Which type(s) of job planning lines can be invoiced? 2-39
    • Chapter 2: Usage Posting and InvoicingQuick Interaction: Lessons Learned Take a moment and write down three Key Points you have learned from this chapter 1. 2. 3.2-40
    • Chapter 2: Usage Posting and InvoicingSolutions Test Your Knowledge 1. What are the three ways to post job consumption in Microsoft Dynamics NAV 2009? You can post consumption in a job journal, job G/L journal, or on a purchase line (purchase order/invoice). 2. True or False: Once you change the job status to Completed it cannot be changed back and you can no longer post anything to this job. False. The status of the job can be changed at any time, and can also be changed backward from Completed to Order, if you realized that the job is not yet finished. 3. Complete the following sentence: When the usage you post in the job journal is a part of your original job schedule, you need to leave the _______ field empty so that the program does not create additional job planning lines after posting the job journal. When the usage you post in the job journal is a part of your original job schedule, you need to leave the Line Type field empty so that the program does not create additional job planning lines. 4. Which type(s) of job planning lines can be invoiced? You can invoice job planning lines of the Contract or Both Contract and Schedule type. 2-41