Na2009 enus jc_04
Upcoming SlideShare
Loading in...5
×
 

Na2009 enus jc_04

on

  • 379 views

 

Statistics

Views

Total Views
379
Views on SlideShare
379
Embed Views
0

Actions

Likes
0
Downloads
16
Comments
0

0 Embeds 0

No embeds

Accessibility

Upload Details

Uploaded via as Adobe PDF

Usage Rights

CC Attribution-NonCommercial LicenseCC Attribution-NonCommercial License

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Na2009 enus jc_04 Na2009 enus jc_04 Document Transcript

  • Chapter 4: Jobs - Advanced FacilitiesCHAPTER 4: JOBS - ADVANCED FACILITIESObjectives The objectives are: Handle job payment by installments. Issue a credit memo for a job. Handle and invoice a job in a foreign currency. Examine item tracking in jobs.Introduction This chapter examines the more advanced ways to use the Jobs module in Microsoft Dynamics® NAV 2009. A demonstration in this chapter shows how to handle a payment by installments or payment in advance. To show the processes, invoicing of a job will be handled in three stages: one in advance, one halfway through, and one when the job is finished. When a job consumes items with serial numbers, it is useful to track the specific items, and this chapter will provide a brief examination of item tracking. A procedure of issuing a credit note is described. When jobs are performed in foreign countries/regions, it is helpful to handle the job in the currency of the country/region in question A demonstration shows that you are not only capable of invoicing a job in a foreign currency but also able to handle the entire job in a foreign currency.Handling Payment by Installments and Payment in Advance When a large, expensive project lasts over a long period of time, the manager often makes an agreement with the customer to pay by installments. A frequently used method is paying a fraction of the total amount: In advance Halfway until it is completed By delivery of the project This section shows how payments by installments are handled in Microsoft Dynamics NAV 2009. The separation of contract lines enables users to invoice the job by installments. The way of handling advanced payments is similar to installments. It only contains one installment. 4-1
  • Chapter 4: Jobs - Advanced Facilities Scenario: Handle Job Payment by Installments A customer asks the company to redecorate the conference room. The project manager calculates the job to cost a total of about 1000 LCY. It is agreed that the customer must pay a total of 900 LCY by installments in the following phases: 150 LCY in advance 250 LCY halfway until it is completed 500 LCY plus possible extras are paid on closing the job The project manager can then invoice extra expenses on a cost + 15% basis. The prerequisites for this demonstration are to set up a new G/L account called 6630 Job Prepayment. Demonstration: Handle Payment by Installments The procedure of handling job payment by installments is as follows. Setting Up an Account for Job Prepayment 1. Go to Departments > Financial Management > General Ledger > Chart of Accounts. 2. In the Action Pane, click New to create a new G/L account card. 3. Fill in the fields as shown in the following table. Field Value General FastTab No. 6300 Name Job prepayment Posting FastTab Gen. Prod. Posting Group MISC The MISC general product posting group is selected because the accounts, shown in the Accounts Set Up for MISC General Product Posting Group figure, are important for this scenario.4-2
  • Chapter 4: Jobs - Advanced FacilitiesFIGURE 4.1 ACCOUNTS SET UP FOR MISC GENERAL PRODUCT POSTINGGROUP 4. Click OK to close the G/L Account Card window. 5. In the Action Pane, click Indent Chart of Accounts to update the indentation of accounts.For this scenario, a new job must be set up. Create a new job card, and then setup the task and planning lines as follows.Setting Up a Job Card and Job Prices 1. Go to Home > Jobs and click New in the Action Pane to create a new job card. 2. Press Enter to receive the next job number. 3. Fill in the fields on the job card as shown in the following table. Field Value Description Redecoration of conference room Bill-to Customer No. 50000 Job Posting Group SETTING UP WIP Method Cost ValueNOTE: For detailed information on methods of WIP calculation, refer to the“WIP Concepts in Microsoft Dynamics NAV 2009” section in chapter 3, “WIPConcepts,” of this training manual and for the SETTING UP job posting group – 4-3
  • Chapter 4: Jobs - Advanced Facilities to the “Job Posting Group Setup” section in chapter 1, “Jobs Overview and Setup.” Set up a special resource price: 4. Click Related Information > Prices > Resource. 5. Set up a resource price for Mary as shown in the following table. Field Value Type Resource Code MARY Unit Price 105.00 6. Click OK to close the Job Resource Prices window. Set up a special item price for the Yellow Paint item: 7. Click Related Information > Prices > Item. 8. Fill in the fields as shown in the following table. Field Value Item No. 70101 Unit Price 105.00 9. Click OK to close the Job Item Prices window. Set up a unit cost factor on G/L account 7150: 10. Click Related Information > Prices > G/L Account. 11. Fill in the fields as shown in the following table. Field Value Type G/L Account G/L Account No. 7150 Unit Cost Factor 1.15 12. Click OK to close the Job G/L Account Prices window. According to the scenario, the customer is to pay the job by three down payments (installments) and the first down payment is to be paid in advance. To handle the down payment steps, users can set up a job task for each. In this case, users can set up five job task lines: three for handling the down payments, one to handle the usage, and one total task. Setting Up Job Task Lines The project manager follows these steps to set up job task lines: 1. In the Job Card window, click Job Task Lines. 2. Set up five job task lines as shown in the following table.4-4
  • Chapter 4: Jobs - Advanced Facilities Field ValueLine 1Job Task No. 1000Description Down paymentJob Task Type PostingLine 2Job Task No. 2000Description UsageJob Task Type PostingLine 3Job Task No. 3000Description Down payment 2Job Task Type PostingLine 4Job Task No. 4000Description Down payment 3Job Task Type PostingLine 5Job Task No. 5000Description TotalJob Task Type TotalWIP-Total TotalTotaling 1000..4000 4-5
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.2 JOB TASK LINES Setting Up Job Planning Lines 1. Select job task line 1000. 2. In the Action Pane, click Edit Planning Lines. 3. Set up a planning line as shown in the following table. Field Value Line Type Contract Planning Date 3/13/2009 Type G/L Account No. 6630 Description Down payment Quantity 1 Unit Price 150.004-6
  • Chapter 4: Jobs - Advanced FacilitiesFIGURE 4.3 JOB PLANNING LINES FOR THE FIRST INSTALLMENTNOTE: The columns in the Job Planning Lines window have been drawntogether so that the Line Amount field is visible. 4. Click OK to close the window. 5. Select job task line 2000. 6. In the Action Pane, click Edit Planning Lines. 7. Set up a planning line as shown in the following table. Field Value Line 1 Line Type Schedule Planning Date 3/13/2009 Type Resource No. MARY Quantity 8 Line 2 Line Type Schedule Planning Date 3/13/2009 Type Item No. 70101 Quantity 20 Line 3 Line Type Schedule Planning Date 3/13/2009 Type G/L Account No. 7150 Quantity 1 Unit Cost (LCY) 116.00 4-7
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.4 JOB PLANNING LINES FOR JOB TASK USAGE 8. Click OK to close the window. 9. Select job task line 3000. 10. In the Action Pane, click Edit Planning Lines. 11. Set up a planning line as shown in the following table. Field Value Line Type Contract Planning Date 3/13/2009 Type G/L Account No. 6630 Description Down payment 2 Quantity 1 Unit Price 250.00 FIGURE 4.5 JOB PLANNING LINES FOR THE SECOND INSTALLMENT 12. Click OK to close the window. 13. Select job task line 4000. 14. In the Action Pane, click Edit Planning Lines. 15. Set up a planning line as shown in the following table.4-8
  • Chapter 4: Jobs - Advanced Facilities Field Value Line Type Contract Planning Date 3/13/2009 Type G/L Account No. 6630 Description Down payment 3 Quantity 1 Unit Price 500.00FIGURE 4.6 JOB PLANNING LINES FOR THE THIRD INSTALLMENT 16. Click OK to close the window.The job is now scheduled to the price of 1000.40 LCY and the account managerhas decided to charge the customer for 900.00 LCY. As mentioned at thebeginning of this scenario, the customer must pay the first installment before thejob can be started.Issuing an Invoice for the First Down PaymentThe procedure of issuing an invoice from the job planning lines is as follows: 1. Select job task line 1000 and click Edit Planning Lines. 2. Click Actions > Functions > Create Sales Invoice. 4-9
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.7 JOB TRANSFER TO SALES INVOICE BATCH JOB REQUEST WINDOW 3. Click OK. 4. Click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the invoice. FIGURE 4.8 RETRIEVED SALES INVOICE 5. In the Action Pane, click Post to post the invoice.4-10
  • Chapter 4: Jobs - Advanced Facilities 6. Click Yes on the confirmation message that appears.NOTE: The Sales Invoice window is closed automatically.When the customer pays the invoice, the accountant registers the payment in theprogram and applies it to the invoice: 7. Go to Departments > Cash Management > Cash Receipt Journals. 8. Create a new journal line and fill in the fields as shown in the following table. Field Value Posting Date 3/13/2009 Document Type Payments Accounting Type Customer Accounting No. 50000 Description Guildford Water Department Bal. Account Bank Account Bal. Account No. WWB-OPERATING Applies-to Doc. Type Invoice Applies-to Doc. No. 103032NOTE: The program fills in the Amount field automatically when you fill in theApplies-to Doc. Type and Applies-to Doc. No. fields. The amount entered will bethe total amount of the document you are applying to, minus any paymentdiscount granted. Payment tolerance is not taken into account. The number of theinvoice created may be different in your case. 4-11
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.9 CASH RECEIPT JOURNAL 9. In the Action Pane, click Post to post the journal. After the customer has made the first down payment, the work has started. Now, you must post the job usage (consumption of items, resources, and G/L expenses) in a job journal. Posting Job Usage (Items and Resources) The procedure of posting the job usage is as follows: 1. In the Role Center, click Actions > Job Journal to open the Job Journal window. 2. Set the Batch Name field to JOBJURNL. 3. Create two job journal lines as shown in the following table. Field Value Line 1 Line Type <Blank> Posting Date 3/13/2009 Job No. J00080 Job Task No. 2000 Type Resource No. MARY Quantity 8 Line 2 Line Type <Blank> Posting Date 3/13/20094-12
  • Chapter 4: Jobs - Advanced Facilities Job No. J00080 Job Task No. 2000 Type Item No. 70101 Quantity 20 4. Click Post to post the job journal. 5. Click Yes on the confirmation message that appears. 6. Click OK to close the Job Journal window.Invoicing the Second Down PaymentInvoicing the second installment is done by using the same procedure as for thefirst installment: 1. In the Job Card window for job J00080, click Job Task Lines. 2. Select job task line 3000 and click Edit Planning Lines. 3. Click Actions > Functions > Create Sales Invoice: 4. Click OK. 5. Click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the invoice. 6. In the Action Pane, click Post to post the invoice. 7. Click Yes on the confirmation message that appears.When the customer pays the invoice, the accountant registers the payment in theprogram and applies it to the invoice: 8. Go to Departments > Cash Management > Cash Receipt Journals. 9. Create a new journal line and fill in the fields as shown in the following table. Field Value Posting Date 3/13/2009 Document Type Payments Accounting Type Customer Accounting No. 50000 Description Guildford Water Department Bal. Account Bank Account Bal. Account No. WWB-OPERATING Applies-to Doc. Type Invoice Applies-to Doc. No. 103033 10. In the Action Pane, click Post to post the journal. 4-13
  • Chapter 4: Jobs - Advanced Facilities The job is in progress and the expected delivery expense has to be posted to the job. Posting Delivery Expenses To post various G/L expenses for a job, there is a special job G/L journal in Microsoft Dynamics NAV 2009. The procedure of posting the delivery expenses in a job G/L journal is as follows: 1. In the Role Center, click Actions > Job G/L Journal. 2. Set the Batch Name field to ADDEXPENSE. 3. Create a job G/L journal line as shown in the following table. Field Value Posting Date 3/13/2009 Account Type G/L Account Account No. 7150 Amount 145.00 Bal. Account Type G/L Account Bal. Account No. 2910 Job No. J00080 Job Task No. 2000 Job Line Type <Blank> Job Quantity 1 4. In the Action Pane, click Post to post the job G/L journal. 5. Click Yes on the confirmation message that appears. Some extra delivery expenses have occurred and have to be posted as well. Posting Extra Delivery Expenses Since the extra delivery expenses were not scheduled for the job, you need to specify the type of the job line on the job G/L journal line so that the program creates a relevant job planning line. The procedure of posting extra delivery expenses is as follows: 1. In the Role Center, click Actions > Job G/L Journal. 2. Set the Batch Name field to ADDEXPENSE. 3. Create a job G/L journal line as shown in the following table. Field Value Posting Date 3/13/2009 Account Type G/L Account Account No. 71504-14
  • Chapter 4: Jobs - Advanced Facilities Amount 12.00 Bal. Account Type G/L Account Bal. Account No. 2910 Job No. J00080 Job Task No. 2000 Job Line Type Contract Job Quantity 1 4. In the Action Pane, click Post to post the job G/L journal. 5. Click Yes on the confirmation message that appears. 6. Click OK to close the Job G/L Journal window.Open the job card and click Job Task Lines in the Action Pane to monitor thecurrent progress of the job. Scroll the columns outermost to the right to view theamounts remaining to be invoiced.FIGURE 4.10 JOB TASK LINES SHOWING THE AMOUNTS TO BE INVOICEDCompare the values in the Contract (Total Price) and Contract (InvoicedPrice) fields to verify that the third phase of the project (500 LCY) and theadditional expenses (to be invoiced at cost plus 15%) are not yet invoiced.Invoicing the Remaining Contract LinesThe procedure of invoicing the remaining contract lines is as follows: 1. In the Job Task Lines window, select job task line 4000 and click Actions > Functions > Create Sales Invoice. 2. In the Job Create Sales Invoice batch job request window, set the Create Invoice per field to Job and click OK. 4-15
  • Chapter 4: Jobs - Advanced Facilities NOTE: The program has transferred down payment 3 and additional expenses to the invoice. 3. Select job task line 4000 and click Edit Planning Lines. 4. Click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the invoice created for the remaining contract lines (down payment 3 and additional expenses). FIGURE 4.11 RETRIEVED SALES INVOICE FOR DOWNPAYMENT 3 AND ADDITIONAL EXPENSES 5. In the Action Pane, click Post to post the invoice. 6. Click Yes on the confirmation message that appears. NOTE: The Sales Invoice window is closed automatically. 7. Click OK to close the Job Planning Lines window. Notice that in the Job Task Lines window, all job task lines planned to be invoiced are invoiced.4-16
  • Chapter 4: Jobs - Advanced FacilitiesFIGURE 4.12 JOB TASK LINES SHOWING THE INVOICED CONTRACT LINESThe total cost of the job is 584.80 LCY and the sales amount is 911.04 LCY.Even though the sales price was set lower than the scheduled sales price, areasonable overhead is achieved.When the customer pays the invoice, the accountant registers the payment in theprogram and applies it to the invoice: 8. Go to Departments > Cash Management > Cash Receipt Journals. 9. Create a new journal line and fill in the fields as shown in the following table. Field Value Posting Date 3/13/2009 Document Type Payments Accounting Type Customer Accounting No. 50000 Description Guildford Water Department Bal. Account Bank Account Bal. Account No. WWB-OPERATING Applies-to Doc. Type Invoice Applies-to Doc. No. 103034 10. In the Action Pane, click Post to post the journal.Calculating and Posting WIP to G/LThe Redecoration of conference room job is coming to an end, and it is time topost the last usage and then calculate and post WIP to G/L.Follow these steps to post the final job usage: 4-17
  • Chapter 4: Jobs - Advanced Facilities 1. In the Role Center, click Actions > Job Journal: 2. Create a job journal line as shown in the following table. Field Value Line Type Contract Posting Date 3/13/2009 Job No. J00080 Job Task No. 2000 Type Resource No. MARY Quantity 1 3. In the Action Pane, click Post to post the journal. 4. Click OK to close the Job Journal window. To calculate WIP and then post WIP to G/L, follow the steps below: 1. Go to Home > Jobs and open the job card J00080. 2. In the Action Pane, click Calculate WIP. 3. In the Document No. field, enter ―1‖ and click OK. 4. Expand the WIP and Recognition FastTab to view the calculated WIP. FIGURE 4.13 CALCULATED WIP AMOUNTS 5. In the Action Pane, click Post WIP to G/L. 6. In the Reversal Document No. field, enter ―2‖ and click OK.4-18
  • Chapter 4: Jobs - Advanced Facilities 7. Review the posted WIP values on the WIP and Recognition FastTab.FIGURE 4.14 WIP AMOUNTS POSTED TO G/LFinal InvoicingThe Redecoration of conference room project has come to an end and t is time toinvoice the contract lines that have not been invoiced. The accountant followsthese steps to do the final invoicing: 1. In the Job Card window for job J00080, click Related Information > Job > Job Planning Lines. 4-19
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.15 SELECTED CONTRACT PLANNING LINE TO INVOICE As shown in the Job Planning List window, one of the job planning lines of the Contract type has not yet been invoiced. 2. Select the contract line that is not yet invoiced and click Create Sales Invoice. NOTE: Only lines of type Contract or Both Schedule and Contract can be invoiced. 3. Click OK in the batch job request window that appears. 4. To retrieve the created sales invoice, click Get Sales/Credit Memo.4-20
  • Chapter 4: Jobs - Advanced FacilitiesFIGURE 4.16 RETRIEVED SALES INVOICE 5. In the Action Pane, click Post to post the invoice. 6. Click Yes on the confirmation message that appears.Finalizing the JobTo complete the job, reverse the WIP posted G/L and post the final recognitionentries for the job. The WIP is only a temporary registration of value betweenconsumption and invoicing. Now that the job is completely invoiced, the WIPmust be reversed.The accountant follows these steps to reverse the WIP and finally block the job. 1. Go to Home > Jobs and open the job card for job J00080. 2. On the Posting FastTab, set the Status field to Completed.NOTE: The program informs you that you must calculate and post WIP toregister the final completion entries for the job. 3. In the Action Pane, click Calculate WIP. 4. In the Posting Date field, enter ―3/16/2009‖ as a posting date. 5. In the Document No. field, enter ―3‖ as a document number for the completion of the job. 6. Click OK. 7. In the Action Pane, click Post WIP to G/L. 8. In the Reversal Posting Date field enter ―3/16/2009‖ as a posting date. 4-21
  • Chapter 4: Jobs - Advanced Facilities 9. In the Document No. field, enter ―4‖ as a document number for the completion of the job. 10. Click OK. 11. In the Job Card window, click Ledger Entries to view the ledger entries for the job. FIGURE 4.17 JOB LEDGER ENTRIES 12. Click Close to close the Job Ledger Entries window. 13. Click Related Information > WIP > WIP G/L Entries to view the final WIP G/L entries for the job. FIGURE 4.18 JOB WIP G/L ENTRIES 14. Set the Blocked field on the General FastTab to All.4-22
  • Chapter 4: Jobs - Advanced FacilitiesIssuing a Credit Memo for a Job When a credit is due to the customer, you can create a credit memo for something that was previously invoiced on a job. In Microsoft Dynamics NAV 2009, you can issue a credit memo only for job planning lines of type Contract or Both Schedule and Contract. This ensures that the job planning is always updated to reflect the correct planned invoice/credit memo lines for the job prior to posting of sales invoices and credit memos. Demonstration: Issue a Credit Memo for a Planning Line The company Selangorian Ltd.—for which you performed the Computer in for service job in chapter 1, ―Jobs Overview and Setup,‖ of this training manual—is not satisfied with the invoice that was sent to the company, and therefore wants a credit memo on the extra delivery expenses that were invoiced. The procedure if issuing a credit memo is as follows: 1. Go to Home > Jobs and open the job card J00020 for the Computer in for service job. 2. On the General FastTab, clear the Blocked field so that you can work with the job. 3. On the Posting FastTab, change the value in the Status field from Completed to Order. 4. In the Action Pane, click Job Task Lines. 5. Select job task line 1100 and click Edit Planning Lines. 6. Create a new planning line with the negative value as follows: Field Value Line Type Contract Type G/L Account No. 6610 Quantity -1 Unit Cost (LCY) 1.80 Unit Price 1.80 NOTE: Normally the unit cost and unit price are not the same. 4-23
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.19 JOB PLANNING LINE MARKED FOR TRANSFERRING TO CREDIT MEMO 7. Select the created line and click Actions > Functions > Create Sales Credit Memo. FIGURE 4.20 JOB TRANSFER TO CREDIT MEMO BATCH JOB REQUEST WINDOW The following table shows the request window options. Field Description Create New Credit Memo Select this check box if you want the program to create a new credit memo to which the selected line(s) will be transferred to. Posting Date Enter the posting date for the credit memo you are about to create. Append to Credit Memo No. If you cleared the Create New Credit Memo check box, in this field you must specify the number of the credit memo you want to append the line(s)4-24
  • Chapter 4: Jobs - Advanced Facilities to. Appending line(s) can be useful when there is already a credit memo created for another planning line(s) from the same job and that credit memo has not been posted yet. Click the AssistButton next to the field to view the available credit memos. Cr. Memo Posting Date If you filled in the Append to Credit Memo No. field, the posting date of that credit memo will be displayed in this field. 8. Click OK.NOTE: If you want to issue a credit memo for a whole task rather than a singleplanning line, you can use the Copy Job Task From function. 9. To retrieve the created credit memo, select the planning line with the negative value and click Actions > Functions > Get Sales Invoice/Credit Memo.FIGURE 4.21 RETRIEVED SALES CREDIT MEMO 4-25
  • Chapter 4: Jobs - Advanced Facilities 10. In the Action Pane, click Post to post the credit memo. 11. Click Yes on the confirmation message that appears. NOTE: The Sales Credit Memo window is closed automatically. 12. Click OK to close the Job Planning Lines window. 13. In the Action Pane of the job card, click Ledger Entries. FIGURE 4.22 THE JOB LEDGER ENTRIES WINDOW The job ledger entries now show that that the previous invoiced expenses are equalized.Handling Jobs in Foreign Currency The Job Costing module in Microsoft Dynamics NAV 2009 makes it possible to handle jobs in foreign currencies. When a company is operating in a foreign country/region and trading with companies in that country/region, planning and managing the entire job in that country/region’s currency is facilitated by the currency functionality in Microsoft Dynamics NAV 2009. When jobs are performed in foreign countries/regions and all handling of consumption is done in LCY, the project manager can, with advantage, invoice the job in that particular country/region’s currency. Currency rates used in job planning lines that are not yet invoiced can be bulk updated using the Change Job Dates function. NOTE: For detailed information on using the Change Job Dates batch job, refer to the “Copy a Previous Job” section of chapter 2, “Usage Posting and Invoicing.”4-26
  • Chapter 4: Jobs - Advanced FacilitiesScenario: Handle a Job in Foreign CurrencyAn overseas customer asks for your consulting service in furnishing. The job isestimated at 20 hours, and the customer has to pay in advance. The job will beplanned, managed, and invoiced in the customer’s currency, which is U.S. dollars(USD).Demonstration: Set Up and Invoice the Job in ForeignCurrencyThis demonstration gives an example of handling a job in foreign currency whenthe job is set up in a specific foreign currency. The procedure of handling this jobconsists of the following stages: 1. Creating and setting up a job in foreign currency. 2. Invoicing the job.Creating and Setting Up a JobThe procedure of creating and setting up a job in a specific foreign currency is asfollows: 1. Go to Home > Jobs and click New in the Action Pane. 2. Press Enter to receive a new job number. In this demonstration, the job number received is J00110. 3. Fill in the Description field with Consulting service in furnishing. 4. Set the Customer No. field to ―01445544‖. 5. On the Posting FastTab, set the Posting Group field to SETTING UP. 6. Expand the Foreign Trade FastTab and fill in the fields as indicated in the following table. Field Value Description Currency Code USD If you want to plan and invoice the job in a foreign currency, enter the code of that currency in this field. Click the AssistButton next to the field to view the available codes. If you want to plan the job in local currency and invoice it in a foreign currency, leave this field empty. Instead, you can set up an invoicing currency in the Invoice Currency Code field. Note that you cannot change 4-27
  • Chapter 4: Jobs - Advanced Facilities the currency code of a job when planning lines or job ledger entries exist for a job. Invoice Currency Code <Blank> In this field, select the currency code you want to apply to invoices that you have set up for the job. Click the AssistButton next to the field to view the available code. Filling in this field means that the entire job is calculated in local currency (LCY). If you want to plan and execute the job in a foreign currency (hereafter referred to as FCY), you must enter the currency code in the Currency Code field instead. Exch. Calculation (Cost) Fixed LCY If you have set up a job in a foreign currency by entering a code in the Currency Code field, use this field to specify how job cost values must be calculated when you change the Currency Date field on a planning line manually or when you run the Change Job Dates batch job. Click the AssistButton next to the field to select one of the following options: 1. Fixed LCY – The job costs in local currency are fixed. Any change in the currency exchange rate will change the value of job costs in foreign currency. 2. Fixed FCY – The job costs in foreign currency are fixed. Any change in the currency exchange rate will change the value of job costs in local currency. Exch. Calculation Fixed FCY This field performs the same (Price) function as the Exch. Calculation (Cost) field, but4-28
  • Chapter 4: Jobs - Advanced Facilities only relates to job prices.FIGURE 4.23 THE JOB CARD WINDOW WITH A JOB CURRENCY SET UPNOTE: Since the currency code in the Currency Code field is filled in, you willonly be able to invoice the job in that currency. If you want to invoice the job indifferent currencies, you must leave the Currency Code field empty and plan thejob in local currency. 7. In the Action Pane, click Job Task Lines to set up job task lines. 8. Create two job task lines as shown in the following table. Field Value Line 1 Job Task No. 1000 Description Usage Job Task Type Posting Line 2 Job Task No. 2000 Description Total Job Task Type Total WIP-Total Total Totaling 1000 9. Select job task line 1000 and click Edit Planning Lines in the Action Pane. 4-29
  • Chapter 4: Jobs - Advanced Facilities 10. Set up a planning line as shown in the following table. Field Value Line Type Both Schedule and Contract Planning Date 3/21/2009 Type Resource No. Mark Quantity 20 11. Click OK to close the Job Planning Lines window. 12. To view the statistics, select job task line 1000 and then click Related Information > Job Task > Job Task Statistics. 13. On the General FastTab, the statistics in local currency is displayed. Expand the Currency FastTab to view the statistics in foreign currency.4-30
  • Chapter 4: Jobs - Advanced FacilitiesFIGURE 4.24 JOB TASK STATISTICS IN LCY AND IN FCY 14. Click Close to close the window.Invoicing the JobAccording to the scenario, the customer must pay up front. Therefore, the invoicehas to be issued now. To invoice the job, follow the steps below: 1. Select job task line 1000 and click Edit Planning Lines. 2. Click Actions > Functions > Create Sales Invoice. 3. Click OK. 4. Click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the invoice. 4-31
  • Chapter 4: Jobs - Advanced Facilities 5. Expand the Foreign Trade FastTab to view that the invoice and amount is in USD. FIGURE 4.25 RETRIEVED SALES INVOICE NOTE: By default, the Currency Code field on the Foreign Trade FastTab is tagged as Promoted and you do not have to expand the FastTab to view the field value. 6. In the Action Pane, click Post to post the invoice. 7. Click Yes on the confirmation message that appears. NOTE: The Sales Invoice window is closed automatically. 8. Click OK to close the Edit Planning Lines window. In the Job Task Lines window, scroll to the outermost right column to view the contract invoiced amount 1080 LCY.4-32
  • Chapter 4: Jobs - Advanced FacilitiesFIGURE 4.26 JOB TASK LINES WINDOW SHOWING INVOICED AMOUNT INLCY 9. Click the value in the Contract (Invoiced Price) field to view the job ledger entries. Scroll to the right to view the line amount, which is in USD.FIGURE 4.27 JOB LEDGER ENTRIES WINDOW SHOWING LINE AMOUNT INFOREIGN CURRENCY 4-33
  • Chapter 4: Jobs - Advanced Facilities Demonstration: Set Up the Job in Local Currency and Invoice It in Foreign Currency This demonstration shows how to handle the job for the same scenario about consulting service in furnishing, but this time you will set up the job in LCY and invoice it in FCY. The procedure of setting up and invoicing the job is as follows: 1. Go to Home > Jobs and click New in the Action Pane. 2. Press Enter to receive a new job number. In this demonstration, the job number received is J00120. 3. Fill in the Description field with Consulting service in furnishing. 4. Set the Customer No. field to ―01445544‖. 5. On the Posting FastTab, set the Posting Group field to SETTING UP. 6. Expand the Foreign Trade FastTab and fill in the fields as shown in the following table. Field Value Currency Code <Blank> Invoice Currency Code USD Exch. Calculation (Cost) Fixed LCY Exch. Calculation (Price) Fixed FCY FIGURE 4.28 THE JOB TASK WINDOW SET UP IN LCY4-34
  • Chapter 4: Jobs - Advanced Facilities 7. In the Action Pane, click Job Task Lines. 8. Set up two job task lines as shown in the following table. Field ValueLine 1Job Task No. 1000Description UsageJob Task Type PostingLine 2Job Task No. 2000Description TotalJob Task Type TotalWIP-Total TotalTotaling 1000 9. Select job task line 1000 and click Edit Planning Lines in the Action Pane. 10. Set up a planning line as shown in the following table. Field ValueLine Type Both Schedule and ContractPlanning Date 3/21/2009Type ResourceNo. MarkQuantity 20 11. Click OK to close the Job Planning Lines window. 12. To view the statistics, select job task line 1000 and then click Related Information > Job Task > Job Task Statistics. 4-35
  • Chapter 4: Jobs - Advanced Facilities Both General and Currency FastTabs display the statistics in local currency. This is because the job is planned and managed in LCY. Only the invoicing will be made in foreign currency. 13. Click Close to close the window. According to the scenario, the customer must pay up front. Therefore, the invoice has to be issued now. 14. Select job task line 1000 and click Edit Planning Lines. 15. Click Actions > Functions > Create Sales Invoice. 16. Click OK.4-36
  • Chapter 4: Jobs - Advanced Facilities 17. Click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the invoice. The promoted Currency Code field on the Foreign Trade FastTab indicates that the invoice is in USD.FIGURE 4.29 RETRIEVED SALES INVOICE 18. In the Action Pane, click Post to post the invoice. 19. Click Yes on the confirmation message that appears. 20. Click OK to close the Edit Planning Lines window.In the Job Task Lines window, scroll to the outermost right column to view thecontract invoiced amount 1080 LCY. 4-37
  • Chapter 4: Jobs - Advanced Facilities FIGURE 4.30 JOB TASK LINES WINDOW SHOWING INVOICED AMOUNT IN LCY 21. Click the value in the Contract (Invoiced Price) field to view the job ledger entries. Scroll to the right to view the line amount. FIGURE 4.31 JOB LEDGER ENTRIES WINDOW SHOWING LINE AMOUNT IN LCY Though the invoice currency is USD, the line amount in the job ledge entries is displayed in local currency.4-38
  • Chapter 4: Jobs - Advanced Facilities NOTE: You can change the invoice currency at any time during the job if you want to change the currency for specific invoices. The changed value in the Invoice Currency Code field on the job card will only apply to new invoices created after the change.Item Tracking in Jobs In Microsoft Dynamics NAV 2009, it is possible track items used in jobs. When items with serial or lot numbers are purchased for a job or consumed from stock, the program will copy the item tracking number into the job ledger entries. Then it is possible to track the item by the standard item tracking function. You can also specify item tracking information in the job journal in a similar way how it is entered on other areas of Microsoft Dynamics NAV, for example sales orders and purchase orders. NOTE: This section provides only a brief demonstration of using item tracking regarding a job. For more information on item tracking, refer to the “Inventory Management in Microsoft Dynamics NAV 2009” training manual. Demonstration: Use Item Tracking in a Job The computer service job J00020 created in chapter 1, ―Jobs Overview and Setup,‖ of this training manual requires a new disk. The disk is a special purchased disk that has a serial number, and the technician has to register the serial number for warranty reasons. The procedure of purchasing the item for the job and registering the new item’s serial number is as follows: 1. Go to Home > Purchase Invoices and click New to create a new invoice. 2. Press Enter to receive the next invoice number. 3. Fill in the fields as shown in the following table. Field Value General FastTab Buy-from Vendor No. 50000 Vendor Invoice No. 234 Purchase lines Type Item No. 80023 Quantity 1 Job No. J00020 Job Task No. 1100 4-39
  • Chapter 4: Jobs - Advanced Facilities Job Line Type Contract NOTE: If the job related fields on the purchase lines are not visible, you can add them using the Choose Columns function. 4. Select the purchase line and click Actions > Line > Item Tracking Lines. FIGURE 4.32 THE ITEM TRACKING LINES WINDOW The Item Tracking Lines window is used to manage serial/lot numbers for items being handled on the related document line. The matrix of quantity fields in the window header dynamically displays the quantities and sums of item tracking numbers being defined in the form. The quantities must correspond to those of the document line. NOTE: The program collects the availability information in the Item Tracking Lines window only once when you open the window. If you work in the Item Tracking Lines window for a long period of time or if there is a great deal of activity with the item you are working with, you can update the availability information by clicking Refresh Availability in the Action Pane. The program also automatically re-checks the availability of the item when you close the window to confirm that there are no availability problems.4-40
  • Chapter 4: Jobs - Advanced Facilities 5. Fill in the fields as shown in the following table. Field Value Description Serial No. 87542125 Enter the serial number of the item being handled on the purchase line. Quantity (Base) 1 Enter the number of the items to be handled by item tracking. 6. Click OK to close the Item Tracking Lines window. 7. In the Action Pane, click Post to post the purchase invoice.The item tracking number has been copied to the Serial No. field in the jobledger entries. 8. Open the Job Card window for job J0020. 9. Click Job Task Lines. 10. Select job task line 1100 and click Related Information > Job Task > Job Task Ledger Entries to open the Job Ledger Entries window.FIGURE 4.33 JOB LEDGER ENTRIES SHOWING THE SERIAL NUMBER FORTHE PURCHASED ITEMNOTE: The Serial No. field is not visible by default. You can add the field usingthe Choose Columns function.This serial number can be used by the standard item tracking functionality. 4-41
  • Chapter 4: Jobs - Advanced FacilitiesLab 4.1 – Payment by Installments in FCY In this lab, you will practice handling a job in foreign currency while the job payment is broken down to three installments. Scenario You are the project manager at Cronus. A customer from Denmark asks you to perform a job the total price of which is 1000 Danish Kroner (DKK). You make an agreement that the job must be paid in three installments: First installment 300 DKK Second installment 300 DKK Last installment 400 DKK You have decided that you will plan and invoice the job in foreign currency. Challenge Yourself Create a new job. Plan the job in FCY and break the job tasks into three installments. Need a Little Help? 1. Set up a new G/L account 6630 for payments by installments. 2. Create a new job card. Specify the foreign currency in which you will be planning and invoicing the job. 3. Set up three job task lines, one for each installment. 4. Set up a planning line of type Contract for each job task. 5. Post the job usage. 6. Create and post the invoice for each installment. Step by Step Set up a G/L account 1. Go to Departments > Financial Management > General Ledger > Chart of Accounts. 2. In the Action Pane, click New to create a new G/L account card. 3. Create a new account 6300 with the MISC general product posting group. 4. Click OK to close the G/L Account Card window. 5. In the Action Pane, click Indent Chart of Accounts to update the indentation of accounts. Create a new job card4-42
  • Chapter 4: Jobs - Advanced Facilities 1. Go to Home > Jobs and click New in the Action Pane to create a new job card. 2. Press Enter to receive the next job number. 3. Fill in the mandatory fields on the General and Invoicing FastTabs. 4. On the Foreign Trade FastTab, enter DKK in the Currency Code field.Set up job task linesTo handle the down payment steps, set up five job task lines: three for handlingthe down payment, one to handle the usage, and one total task. 1. In the Job Card window, click Job Task Lines. 2. Set up five job task lines as follows: Field Value Line 1 Job Task No. 1000 Description Down payment Job Task Type Posting Line 2 Job Task No. 2000 Description Down payment 2 Job Task Type Posting Line 3 Job Task No. 3000 Description Down payment 3 Job Task Type Posting Line 4 Job Task No. 4000 Description Usage Job Task Type Posting Line 5 Job Task No. 5000 Description Total Job Task Type Total WIP-Total Total Totaling 1000..4000Set up job planning lines 4-43
  • Chapter 4: Jobs - Advanced Facilities 1. For each job task line of type Posting (1000, 2000, and 3000), set up a contract planning line by clicking Edit Planning Lines. On each planning lines specify the following information: Field Description Line Type Select the Contract type. Planning Date Enter the date when the planning date is created. Type Select the G/L Account type. No. Enter the number 6630 that you created in the first phase of the job. Description Enter the description of the down payment. Quantity Enter ―1‖ since there is only one payment for each planning line. Unit Price Specify the agreed price that corresponds to the given installment. 2. Create a planning line for the usage job task (4000). On the planning line, set the Type field to Resource and fill in the mandatory fields. Post the job usage 1. In the Role Center, click Actions > Job Journal to open the Job Journal window. 2. Set the Batch Name field to JOBJURNL. 3. Create a job journal line of type Resource. NOTE: Leave the Line Type field empty for this scenario. 4. Post the job journal. Invoicing down payments When the agreed date for each down payment comes, invoice the corresponding planning line as follows: 1. In the Job Card window, click Job Task Lines. 2. Select job task line that correspond to the needed installment and click Edit Planning Lines. 3. Click Actions > Functions > Create Sales Invoice: 4. Click OK. 5. Click Actions > Functions > Get Sales Invoice/Credit Memo to retrieve the invoice. 6. In the Action Pane, click Post to post the invoice. 7. Click Yes on the confirmation message that appears. 8. Repeat steps 1-7 for each down payment.4-44
  • Chapter 4: Jobs - Advanced FacilitiesLab 4.2 – Issuing a Credit Memo for a Job In this lab, you will practice issuing a credit memo for a job planning line. Scenario You are the project manager at Cronus. The Danish customer is not satisfied with the quality of work performed for the third installment of the deal and wants a credit memo for the invoiced down payment. Challenge Yourself Issue a credit memo for the third down payment. Need a Little Help? 1. Create a planning line with the negative value. 2. Create a credit memo for the line with the negative value. 3. Post the created credit memo. Step by Step Create a planning line with the negative value 1. Go to Home > Jobs and open the job you handled and invoiced for the Danish customer. 2. In the Action Pane, click Job Task Lines. 3. Select job task line 3000 (the posting line for down payment 3) and click Edit Planning Lines. 4. Create a new planning line with the same value as on the invoiced line, except the Quantity field; fill in this field with ―-1‖. Create a credit memo 1. Select the created line and click Actions > Functions > Create Sales Credit Memo. 2. Click OK. Post the created memo 1. To retrieve the created credit memo, select the planning line with the negative value and click Actions > Functions > Get Sales Invoice/Credit Memo. 2. In the Action Pane, click Post to post the credit memo. 3. Click Yes on the confirmation message that appears. NOTE: The Sales Credit Memo window is closed automatically. 4-45
  • Chapter 4: Jobs - Advanced FacilitiesSummary This chapter examined the more advanced ways to use the Jobs functionality in Microsoft Dynamics NAV 2009. This chapter also examined how to handle a payment by installments and in advance. Before issuing a credit note, you must set up a planning line of type Contract with the negative value and transfer it to a credit note. The chapter also examined handling of foreign currencies was examined, showing that the jobs module is highly capable of both invoicing and handling jobs in foreign currencies. By handling jobs in foreign currencies, you can eliminate lots of rough calculations and perform invoicing in customers’ preferred currency. Additionally, the chapter provided a brief examination of item tracking in jobs. When a job consumes items with serial numbers it is useful to track the specific items. You can enter item tracking information on the purchase line or in the job journal.4-46
  • Chapter 4: Jobs - Advanced FacilitiesTest Your Knowledge 1. How are job payments by installments handled in Microsoft Dynamics NAV 2009? ( ) By issuing prepayment invoices for contract lines ( ) By issuing prepayment invoices from schedule lines ( ) By separating contract lines and issuing a sales invoice for each contract line ( ) By posting payments from a cash receipt journal that is not linked to the sales invoice 2. True or False: When you plan to invoice a job in foreign currency, you must do the job planning in that foreign currency only. 3. Complete the following sentence: When you want to issue a credit memo for a job planning line, you must create a new planning line with the _______ value and create a credit memo from that line. 4. From which of the following can you specify item tracking information for a job item? ( ) Purchase line ( ) Job journal line ( ) Item card ( ) Job card 4-47
  • Chapter 4: Jobs - Advanced FacilitiesQuick Interaction: Lessons Learned Take a moment and write down three Key Points you have learned from this chapter 1. 2. 3.4-48
  • Chapter 4: Jobs - Advanced FacilitiesSolutions Test Your Knowledge 1. How are job payments by installments handled in Microsoft Dynamics NAV 2009? ( ) By issuing prepayment invoices for contract lines ( ) By issuing prepayment invoices from schedule lines (√) By separating contract lines and issuing a sales invoice for each contract line ( ) By posting payments from a cash receipt journal that is not linked to the sales invoice 2. True or False: When you plan to invoice a job in foreign currency, the job planning must be done in that foreign currency. False. When you handle a job in foreign currency, you can plan the job both in LCY and in FCY, and then invoice the job in FCY. This depends on the Foreign Trade FastTab’s setup on the job card. 3. Complete the following sentence: When you want to issue a credit memo for a job planning line, you must create a new planning line with the _______ value and create a credit memo from that line. When you want to issue a credit memo for a job planning line, you must create a new planning line with the negative value and create a credit memo from that line. 4. From which of the following can you specify item tracking information for a job item? (√) Purchase line (√) Job journal line ( ) Item card ( ) Job card 4-49