Adding Job-Related Details
If you use Project and Job Costing, Purchase Orders lets you flag transactions as job-related, so you can:
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Track committed and actual quantities and costs by contract, project and category (and resource if using standard contract).
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Receive goods for a job rather than into inventory.
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Update jobs in Project and Job Costing with billing information.
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Create invoices with retainage amounts and information for Accounts Payable.
Note that if a transaction is job-related:
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All transaction details must be job-related. You cannot mix job-related details and non-job-related details in the same transaction.
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Different fields appear for the details to let you enter job-related information.
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You must specify a contract and a project for each transaction detail, and, depending on the project type, specify the project category, cost class and resource for the job. If you use different terms than "Contract," "Project," and "Category" in Project and Job Costing, the program displays those field names instead.
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If the transaction uses retainage accounting, you must specify the holdback percentage and retention period for each transaction detail. You specify the retainage rate (for a multicurrency transaction) and terms for receipts, invoices and debit/credit notes on the retainage tab.
Purchase Orders
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If the purchase order is being created from multiple requisitions, all requisitions must be either job-related or non-job-related.
Receipts and Invoices
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Receipt entries that originated with purchase orders will update the actual and committed quantities and costs in Project and Job Costing.
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Invoice Entry will only send transactions to Project and Job Costing if the invoice creates an adjustment to the receipt for the quantity received, the item costs, any additional costs, or for the billing rate.
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Job-related returns update actual quantities and costs for contracts in Project and Job Costing, and will also update appropriate work-in-progress (or expense) accounts.
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Credit notes that apply to returns affect quantities and costs in Inventory Control and quantities in Project and Job Costing only when the credit note changes the returned quantities and costs.
Additional Costs
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If you prorate additional costs manually, you can assign costs to as many different jobs as you wish.
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If you prorate additional costs by cost, weight, or quantity, all item details for the transaction will be affected.
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You can also allocate additional costs to several contracts by adding separate additional cost detail lines for each job and choosing no proration.
Changing Invoices after posting
Do not change job-related invoices in Accounts Payable. If you change a job-related invoice in Accounts Payable that originated with Purchase Orders, Project and Job Costing will not be updated with the transaction changes. You must process the changes in Purchase Orders, or with an Accounts Payable transaction such as an adjustment (which will update Project and Job Costing).
Accounts Payable does not update Project and Job Costing when it posts invoices that originated with Purchase Orders (because Purchase Orders has already directly updated Project and Job Costing).
See also
Entering Optional Fields information