How to: Set Up Activities, Budgets, and Invoicing Structures for Jobs

When a customer wants to know the price of a job that will be invoiced based on usage, you have to determine the budgeted costs for the job. You use the Job Task Lines window to do this.

To set up the budgeted costs for a job

1. In the Search box, enter Jobs, and then choose the related link.

2. Select the job you want, and on the Home tab, in the Process group, choose Job Task Lines.

3. Select a job task of type Posting, and on the Home tab, in the Process group, choose Job Planning Lines.

   The Job Planning Lines window opens, filtered to the Job Task No. that you selected in the Job Task Lines window.

   Note

   When you select a job task that is not of type Posting and then choose Job Planning Lines, an error occurs. To resolve this error, select a job task of the appropriate type.

4. Select a new line, and set the Line Type to one of the following options. Base your selection on the guidance in the following table.

   Line Type Option	Invoice Structure	Description
   Both Schedule and Contract	Default.	The cost and price amounts entered in the planning line are the budgeted costs for the particular planning line. The price amount will be invoiced.
   Both Schedule and Contract	Do not charge customer usage, but display information about the planning line in the customer invoice. Set Unit Price to 0.	The planning line details are transferred to an invoice, but will not include pricing information. You can accomplish the same result by creating two planning lines, one of type Schedule and one of type Contract, and then set the Unit Price on the contract line to 0.
   Schedule Contract	Invoice details are not related to specific usage entries. Requires two matching planning lines: Schedule Contract	For the Schedule line type, the cost and price amounts entered in the planning line are the scheduled cost and scheduled price of the usage for the planning line. It is not necessarily the amount that will be invoiced to the customer. Conversely, for the Contract line type, the cost and price amounts entered in the Contract planning line are the contracted costs and price that will be invoiced for this particular planning line. This may relate to one or many scheduled usage amounts.
   Schedule	Do not charge customer usage and do not display amount in the customer invoice.	Usage is not transferred to an invoice, but will still be used in the calculation of WIP.
   Contract	Charge the customer usage and display the usage on the invoice.	Usage is transferred to the invoice, based on the quantity specified in the Qty. to Transfer to Invoice field.

5. Fill in the Planning Date field for the planning line. This is the date that usage that relate to this planning line is expected to be completed and posted and also the date at which the planning line may be transferred to a sales invoice and posted.

6. Fill in the Type and No. of the planning line. Type options are as follows:

   • Item

   • Resource

   • G/L Account

   • Text

   The Description field will be filled in based on the selections made in the fields. The Unit Cost and Unit Price fields will be filled in for line types other than Text. Text is only used for filling in information in the sales invoice and credit memo documents.

7. Fill in the optional information for the planning line, for example Location, Work Type, Unit of Measure, and Variant Code. This will update the price and cost information filled in as defaults in the planning line. If Location or Variant Code fields are not blank, then the Type must be Item. If Work Type field is not blank, then Type must be Resource.

8. Enter the Quantity for the planning line. All total price and total cost information will now be calculated and filled in for that planning line.

   Note

   If the default price or costs are not appropriate or correct, you can manually change them in the planning line.

9. Close the Job Planning Lines window and return to the Job Task Lines window. You can see a summary of the total budgeted costs, budgeted price, contract cost and contract price for each task.

See Also

Tasks

How to: Create a Job
How to: Set Up Job Posting Groups
How to: Set Up Job General Ledger Account Prices
How to: Set Up Job Item Prices
How to: Set Up Job Resource Prices