Job Costing Quote Manage JOB and Invoicing - OLD

In Job costing when one does a job costing quote, and then one moves it to a Job, always complete the job costing with the Job costing invoice and NOT a Debtors Module invoice. Should one do this you will not have all your job costing costs in your reports.

There are 4 sections in Job costing

1. Quoting

2. Managing Job

3. Delivery Note

4. Invoice

 After managing a job one can either go straight to an Invoice or go Delivery note and then invoice.

Quote – Section 1

Go to Job Costing> Activity> Job New Quote Search,

 click on the Insert button to create a new quote.

Fill in the Customer and all the details of the quote and then click on save.

 

 Now insert your information in the line of the quote

 

 Complete your quote with all the necessary inventory lines

   Quote Statuses

At the bottom of the quote under Approve there are 3 statues

1. Internal Approval – This is to move the quote to internal approval where one wants a manager to approve what the sales rep has done on the quote.

2. Customer Approval – This is when the quote is approved from the manager and now moves the quote to Customer approval which is where the quote is sent off to the client and is awaiting his approval.

3. Approve to Job – This is where you have confirmation that the quote has been approved.

 One does not have to follow this sequence, you can go from quote create straight to approving the quote to Job.

 

 In this case we are going to approve the quote straight to Job, when you click on this button you will get a window asking for more information on approval to job.

  

 Let us explain this screen.

Order Number – If one did not have the order number it now needs to be entered, the job cannot be approved without an order number. If you still don’t have an order number put your name in and then later in the manage job, fill in the order number.

Warehouse – Fill in the warehouse that your stock is going to be taken from, normally master warehouse.

Employee – If you know who is going to do the job one can fill in the employee doing the work. If you are not using this leave on all.

Department – Fill in the department that the employee belongs to who is going to do the work. If you are not using this leave on all.

Function – Fill in the function the employee is going to do on the job. If you are not using this leave on all.

Job Completion Date – This is the date you want to complete the job and is normally before the delivered date.

Allow to Exceed Quote Value – If one is not sure whether the quote value will be exceeded it is better to tick this option. This tick

allows one to enter more information on the job and exceed the quoted value.

Allow to Exceed Budgeted Quantity – Tick this as well if you estimate that you might exceed quantities entered on the quote.

  Use Template task defaults – This is used when tasks have been used in the quote, tasks have stock items which can be allocated to a warehouse, select this if you want the task warehouses selected.

Activate Report Dates – if you are using the purchasing, ordering and reminder dates on the inventory lines, it is best to tick this so you can report on the job dates.

Delivery Date – This is the date that the job has to be delivered on.

After quote has been successfully approved to job, one will receive this message, take note of the Job number given to the quote.

 

 Managing Job – Section 2

Go to Job Costing> Activity> Manage Job, click on the Search button to find your job.

When a job is approved from a quote to a Job, the date used is the date from which it was approved.

The immediate status of the job will be non-started and the colour of the line for non-started jobs is yellow.

The Start date and colour will only change when the job starts to be managed.

 

 To open up the job to manage, click on the line and click on the Manage Job button.

When the job window first opens up, you will notice that there are no lines, to see the lines click on the All Job Lines folder in the Job levels section indicated by the red arrow.

 

 After clicking on the All Job Lines, your lines from the quote will appear in the Manage job window.

 

 There are a couple of columns in the manage job indicating quantity.

1. Budget Qty – This column is populated with the quantity that was entered on the quote. This quantity does not change and is there to indicate what quantity you quoted the client.

2. Estimated Qty – This column is the same as the Budget quantity except that it will change if you start to exceed the budget quantity. This column is also used when one wants to create a quote template from a job, the quantity used will be from this column.

3. Actual Qty – When you start to manage the job, or actually start using stock on the job, this will indicate how much stock is used.

4. Balance Qty – This shows one how much is still outstanding to be completed on the job. It is worked out from Budget Qty minus Actual Qty = Balance Qty.

5. Exceeded Qty – Shows one how much you have exceeded on the job line when the Budget Qty is exceeded on actual quantity used.

 Managing a Job Line

If one does not manage a job line then a delivery note or invoice cannot be created. Delivery Notes and Invoices get created from Actual quantity entered.

Click on the line to be managed and then click on Manage Job button on the Standard tab.

In the Usage section, enter the quantity of inventory line used.

It is recommended that one enter a note before clicking on Save and Close button.

 

 A job line can be managed as many times as you want. There is a full audit trial kept on the usage entered.

Notice the Actual has 1 and the balance is zero

 

 History of managed lines entered

Highlight the line you want to see the audit trial and click on the History button.

This shows the history of the captured usage lines

 

 Once all the job lines have been managed, you can proceed to complete the delivery note or Job Invoice.

There are three things that happen on a job.

1. Cost to Company

2. Scope Creep

3. Additional Quote

 Job Invoice – Section 4

Go to Job Costing> Activity> Job Invoice, click on the Insert button to create a new invoice from the job. Take note of the job number one wants to invoice.

Fill in the Job number that needs to be invoiced.

 

 Type of Invoice

There are 2 types of invoices in a job invoice

1. % (Percentage) Invoice

2. Usage Invoice

 The one we recommend you do is a usage invoice as far as possible.

Final Invoice – Tick this option if you are complete with the job and want to invoice the job and close it.

After you click create the system will prepare the job for invoicing

 

 After the invoice screen opens up, you will notice it looks similar to the manage job screen.

No lines are shown so you need to click on All Invoice lines to show the lines on the grid.

 

 After clicking on the All invoice lines, your lines that have been managed are shown on the grid.

We would click on the Invoice All Qty and Display button to invoice the lines. When you have clicked on that button you will need to Save for the values to be shown.

 After clicking on Save all values and quantities are shown

 NOTE:

Before continuing, one must check that there are no Cost to Company items been used on the job. It is highly recommended that one “Flush” the system of stock accumulated to this point.

It means that stock is then processed out of the Work in Progress and gets assigned to your cost of sales.

Click on the Cost to Company Tab and then click on the All Invoice Lines. Select all the cost to company lines and click on Invoice All Qtys Button and then click on Save

 

 When all is saved, click on the Close button to close this window.

 Go back to Job Invoice Search screen, Highlight the job invoice and click on the Process tab and then the process button.

 

 When the process button is clicked a window comes up asking you what you want to do with stock which has been managed BUT not selected for invoicing YET you want to final and close the job. All stock in managed must be emptied from the job when it is closed.

It will give you 2 options:

1. Stock Write off – this is the most commonly used – select this option

2. Stock back on shelf – select this option only if you want to put stock back onto the shelf.

 If you have Prompt for Post activated to select an account for posting this window will come up. Change your accounts.

 

 When you continue a success window will come up.

 

 Next window will be whether you want a High Level invoice or different print out stationery.

 

 Invoice window comes up

 

 After closing the invoice print out window, there will be another window which comes up to close the job.

 

 To view your invoice you can go to the Debtor Analysis screen or to the Document History Window in Debtor’s Analysis.