How to: Record Usage for Jobs

Article
12/01/2017

In the Job Planning Lines window, you can review and record usage on various parts of your job, which is automatically updated as you modify and transfer information between jobs and job journals or job invoices. This requires that you have set up a job so that the Apply Usage Link is turned on. For more information, see How to: Set Up Jobs.

For example, for planning lines of type Budget, you can enter the quantity of a resource, and indicate what quantity to transfer to the job journal. If the type of the planning line is Billable, you can enter the quantity of the resource, and indicate what quantity to transfer to an invoice. By comparing the quantity that has been transferred to the journal or invoice with the remaining quantity, you can quickly review usage information.

The following procedures describe how to record actual (billable) or budgeted job prices and costs. For information about estimating budgeted values during planning, see How to: Manage Job Budgets.

To record usage for a job planning line of type Budget

Choose the icon, enter Jobs, and then choose the related link.
Select the relevant job, and then choose the Job Planning Lines action.
Select a job planning line of type Budget or Both Budget and Billable for which you want to record usage.
In the Qty. To Transfer to Journal field, enter the number that you want to transfer. The default quantity is the value that you enter in the Quantity field.

The Remaining Quantity field shows the quantity that remains to complete the job and be transferred to the journal.
Choose the Create Job Journal Lines action.
In the Job Transfer Job Planning Line window, fill in the fields as necessary, and then choose the OK button. Choose a field to read a short description of the field or link to more information.
Choose the Open Job Journal action.
In the Job Journal window, select the relevant line and then choose the Post action.
In the Job Planning Lines window, review the recorded usage by observing the Quantity, Remaining Quantity, and Qty. To Transfer to Journal fields.
Repeat steps 3 through 8 to record additional usage.

To record usage for a job planning line of type Billable

In the next task, you also record usage, but for a job planning line of type Billable. Typically, in this case, you invoice your usage, but you can also transfer it to a journal. However, when you do that, a job planning line of type Budget is created to match the billable line. For more information, see How to: Manage Job Budgets.

Choose the icon, enter Jobs, and then choose the related link.
Select the relevant job, and then choose the Job Planning Lines action.
Select a job planning line of type Billable for which you want to record usage.
In the Qty. To Transfer to Invoice field, enter the number that you want to transfer. The default quantity is the value that you enter in the Quantity field.

The Quantity to Invoice field shows the quantity that remains to complete the job and be invoiced.
Choose the Create Sales Invoice action.
In the Job Transfer to Sales Invoice window, fill in the fields as necessary, and then choose the OK button.
In the Job Planning Lines window, select the relevant line, and then choose the Post action.
Review the recorded usage by observing the Quantity, Quantity to Invoice, Qty. To Transfer to Invoice fields, and, if the sales invoice is posted, the Qty. Invoiced fields.
Repeat steps 3 through 8 to record additional usage.
To review a related posted sales invoice, choose the Sales Invoices/Credit Memos action.
In the Job Invoices window, select the relevant invoice, and then choose the Open Sales Invoice/Credit Memo action.

To create job journal lines from job planning lines

When you are ready to post financial information for jobs, you must create job journal lines that you can post.

Choose the icon, enter Jobs, and then choose the related link.
Select a relevant open job, and then choose the Job Planning Lines action.
In the Job Planning Lines window, on a relevant job planning line, in the Qty. to Transfer to Journal field, enter the quantity that you want to transfer to a job journal.
Choose the Create Job Journal Lines action.
In the Job Transfer Job Planning Line window, fill in the fields as necessary.
Choose the OK button. Job journal lines are created.
To verify the transfer, open the relevant job journal batch and check the entries.
When the job journal lines are complete, choose the Post action.

To create job journal lines manually

Choose the icon, enter Job Journals, and then choose the related link.
In the Batch Name field, choose a relevant job journal batch.
On a new line, enter document number, job number, job task number, type, and the quantity of the type being consumed.
When the job journal lines are complete, choose the Post action.

To review planning lines for a job ledger entry

After you have posted job journal lines, you can see the planning lines that are associated with the job journal entries that have been posted.

Note

This requires that the Apply Usage Link check box has been selected for the job, or is the default setting for all jobs in your organisation. For more information, see How to: Set Up Jobs.

Choose the icon, enter Job Journals, and then choose the related link.
Select a relevant job journal, and then choose the Ledger Entries action.
In the Job Ledger Entries window, choose Show Linked Job Planning Lines action.

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