Na2009 enus jc_02

Chapter 2: Usage Posting and Invoicing

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CHAPTER 2: USAGE POSTING AND INVOICING

Objectives

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.


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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.


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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.


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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.


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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 journal

using 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.


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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.


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FIGURE 2.3 JOB JOURNAL WITH CALCULATED REMAINING USAGE

NOTE: All the lines in the job journal must refer to a job. The information you

enter in the journal is temporary and can be changed as long as it is in the

journal.

In this example, leave the Line Type field empty because the schedule and

contract amounts for the job are already set up. This means that no planning lines

will be created. Setting this field to Schedule, Contract, or Both Schedule and

Contract means that the relevant job planning line(s) are created when you post

the job journal. Fill in this field only if the usage you post is not the part of your

original 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. To

view the created entries, open the Job Task Lines window for job J00020, select

the job task line 1100, and click Related Information > Job Task > Job Task

Ledger Entries.


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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.


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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 1.8

FIGURE 2.5 JOB G/L JOURNAL

NOTE: In this case, the Job Line Type is filled in because this usage is not a

part of the original job schedule and you need the program to create the

appropriate job planning lines.


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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.


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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


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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. 80024


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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.


NOTE: This posting affects only the Usage entries.

4. Click OK to close the window.

5. Open the job card for job J0020.


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.


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.


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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.


3. Select job task 1100.

4. Click Actions > Function > Create Sales Invoice to open the Job

Create Sales Invoice batch job request window.


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NOTE: Alternatively, you can open this batch job request window from the

Departments button under the Periodic Activities category or from the Project

Manager 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 unless

the matching sales line is removed from the invoice. This ensures that you cannot

create 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.


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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.


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FIGURE 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.


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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.


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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.


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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

of the job tasks in the planning phase of the project. Schedule (Total Price)

Usage (Total Cost) Usage cost amount is the actual posted cost value for the

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.

Usage (Total Price)

Contract (Total Cost) Contract price amount is the amount you have agreed

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 (Total Price)

Contract (Invoiced Cost) The sales and costs amount that has actually been

invoiced to the customer. Contract (Invoiced Price)

NOTE: You cannot edit the amounts on the job task lines manually, but you can

click any amount to view the relevant detailed information.


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Viewing Job Statistics

Generally, 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 on

the job card.

FIGURE 2.15 JOB STATISTICS

To 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.


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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.


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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 Task

Lines 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 REPORT

In this case, the value -1 in the Difference column refers to the number of items

used beyond the scheduled number of item 80024. Value -18.10 refers to the cost

that is gone beyond the scheduled cost of item 80024.

The report shows that the job is completely off schedule because there were more

items used than scheduled and consequently the cost is -18.10 LCY more than

expected.

5. Press Esc to close the report preview.

Job Analysis Report

The Job Analysis Report provides the user with the opportunity to specify

which 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.


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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.


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FIGURE 2.18 JOB ANALYSIS REPORT REQUEST WINDOW

3. Set the filter by filling in the No. field on the Job FastTab with

J00020.


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4. Select which amounts to include into the report, by filling the fields

on the Options FastTab, as indicated in the following table.


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.


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FIGURE 2.19 JOB ANALYSIS REPORT PREVIEW


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


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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.


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 be


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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


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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 to


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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


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


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 type

Usage are copied to new planning lines of type Schedule. Entries of type Sale are


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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.



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Currency Date

Change 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


Contract.

4. Schedule+Contract –

The currency date is

changed on all

planning lines within

the jobs and job tasks

filtered on the Job


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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


want the currency dates to



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

Expression

+3D 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 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 planning


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lines of type Schedule


Contract.

3. Contract - The

currency date is

changed on planning

lines of type Contract


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


want the planning dates to



on or after this date will be

included.

Include Plan. Date To <Blank> Enter the ending date of a


want the planning dates to



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 ARE CHANGED


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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.


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Lab 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


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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.


Invoice the job

1. Go to Home > Jobs and open the job card.


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.


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Test 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?


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Quick Interaction: Lessons Learned

Take a moment and write down three Key Points you have learned from this

chapter

1.

2.

3.


2-41

Solutions

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.

Technology

Na2009 enus jc_02