JOBS OVERVIEW

A job belongs to a series of business activities that, when completed, will fulfill a high-level objective. A job in Microsoft Dynamics 365 Business Central is a specific task that is performed at a work center and is part of a scheduled operation. Jobs provide the ability to keep track of various costs associated with a long term project, track the profitability of a job, and compare planned costs and revenues to actual job costs and revenue. Each job is tracked
using a job card, and each job card is unique by its job number, tasks, and ledger.

Role Center Setup

The Jobs application area supports common project management tasks, such as configuring a job and scheduling a resource, in addition to providing the information needed to manage budgets and monitor progress. The default Project Manager Role Center is specifically designed to complete these tasks.

Job Posting Group Setup

To be able to post jobs, you must set up posting accounts for each posting group. Job posting groups define the relationship between jobs and the General Ledger. Each job must belong to a posting group because the job’s posting group tells Microsoft Dynamics 365 BC where to post the transactions associated with that job. You can create as many posting groups as you like. A posting group lets you define the Work in Process (WIP) accounts, cost and sales applied, and adjustment accounts, in addition to G/L expense sales accounts.

Setting Up a New Job

Click Jobs option shows on Role Center, system will open the Job list as shown in below screen.

Click on new button and create new Job Card

General Tab

On General, Enter Job No., Description, Select Customer No.

Posting Tab

On Posting Tab., Job Posting group will auto update by the system or user can manually select it from the list.

Select WIP Method from the list –> Cost Value

You can select any method from the below list.

Select WIP Posting method –> Per Job

There are two option, Per Job and Per Job Ledger Entry. Select any one from the list.

Duration Tab

On Duration tab, enter Starting and Ending date of Job.

Starting Date –>Enter a date on which the job will actually start. Click the Assist Button next to the field to select a date from the calendar.

Ending Date –> Enter a date on which you expect the job to be completed.

Foreign Trade Tab

Currency Code –> If you plan and invoice the job in a foreign currency, you can enter the code for that currency in this field. Click the Lookup next to the field to view the available currency codes. If you want to plan the job in local
currency and invoice it in a foreign currency, do not set up a currency code in this field. Instead, you can set up an
invoicing currency in the Invoice Currency Code field. Note that you cannot change the currency of a job
when planning lines or job ledger entries exist for this job.

Invoice Currency Code –> In this field, select the currency code that you want to apply to invoices you have the job set up for. Click lookup next to the field to select a code. Using this field means that the entire job is calculated in local. currency (LCY). If you want to plan and execute the job in a foreign currency (FCY), you must enter that currency in the Currency Code field instead.

Price Calculation Method –> Specifies the default method of the unit price calculation

Cost Calculation Method –> Specifies the default method of the unit cost calculation

Exch. Calculation (Cost) —>If you have set up a job in a foreign currency by entering a code in the Currency Code field, use this field to specify how job cost values must be calculated when you manually change the Currency Date field on a planning line, or when you run the Change Job Dates batch job. Click the Lookup next to the field to select one of the two options:

  1. Fixed LCY – Select this option to have the job costs in local currency fixed. Any change in the currency exchange rate will change the value of job costs in foreign currency.
  2. Fixed FCY – Select this option to have the job costs in foreign currency fixed. Any change in the currency exchange rate will change the value of job costs in local currency

Exch. Calculation (Price) –> If you have set up a job in a foreign currency by entering a code in the Currency Code field, use this field to specify how job sales values must be calculated when you manually change the Currency Date field on a planning line, or when you run the Change Job Dates batch job. Click the Lookup next to the field to select one of the two options:

  1. Fixed LCY – Select this option to have the job prices in local currency fixed. Any change in the currency exchange rate will change the value of job prices in foreign currency.
  2. Fixed FCY – Select this option to have the job prices in foreign currency fixed. Any change in the currency exchange rate will change the value of job prices in local currency

WIP and Recognition

This tab will auto update by the system. After posting transactions system will update the amounts in below fields.

Job Planning

In Microsoft Dynamics 365 BC, job planning consists of two layers: job tasks and planning lines. The first layer, job tasks, is mandatory; otherwise posting to the job is impossible. Job tasks have a similar layout to the chart of accounts in Financial Management. The second layer, planning lines, contains the Budget, Billable and both budget and billable lines where you can specify the detailed use of resources, items,and G/L expenses.

There are three steps you need to follow to plan a job:

  1. Set up job task lines.
  2. Set up agreed prices and discount (optional).
  3. Set up job planning lines.

Job Tak Lines

Job Task Lines is the main planning window where you can specify the tasks involved in a job. The window also provides an overview of the financial status and the usage for a job that lets you compare the actual usage for the job with the scheduled usage.

Create JOb task lines as shown in the below screen. Click on Manage –> Click on new line and create job task lines.

Fill in the field as shown in the below screen.

Job Task No. –> Enter Job No. The numbers must be entered in order, using a unique number for each job task.

Description –> In this field, enter description of the job.

Job Task Type –> This field identifies the purpose of the account. You can set job tasks to the following types:

  1. Heading – This type indicates a heading for a group of job tasks.

2. Posting – This types indicates a posting line.

  1. Total – Use this field to have the program total a series of job tasks that do not immediately precede the Total
    account. Use this type when job tasks from many different job task groupings must be totaled. Note that if you use the Total type, you must fill in the Totaling field manually.
  2. Begin-Total – This type indicates the beginning of a series of job tasks ending with End-Total that need to be totaled. Begin-Total and EndTotal are used together to group job tasks.
  3. End-Total – This type indicates the total accounts that start with the preceding Begin-Total. The total is defined in the Totaling field

Click on Functions –> Indent Job Task Lines .The program indents all job tasks between Begin-Total and matching End-Total on one level. This function also automatically updates the totaling for each EndTotal.

Job Planning Lines

Create Job Planning lines as shown in the below screen.

Click on Related –> Planning –> Jobs –> Job Planning Lines

Job Card Ribbon

On Ribbon tab, we get various functionalities related to Job.

Process tab –> In the Process tab, we can copy Job task data from another job by using Copy Job Task from and to options.

Report Tab –> in the report tab we get job related reports as shown in the below screen.

WIP –> In the WIP tab, we can calculate WIP amount for the job and same can be posted by using Post WIP to G/L option.

Navigate tab –> in the navigate tab, we options to view Job Planning Lines and Job related Open Sales/ Credit memo documents, also we can setup Sales and Purchase Prices.

Job tab –> Here we get details like, Job ledger entries, statistic, comments and also we can attach documents.

Print/Send tab –> In this tab, We can print Job quote report, also we can send it through email.

Job Quote Report

Job Card setup is completed check the job in the List page.

USAGE POSTING AND INVOICING

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 365 BC, users can post consumption in three ways: in a job journal, in a job G/L journal, or from a purchase lines.

Post Consumption through a Job Journal

Follow this steps to post consumption from Job journal.

Click on Jobs –> Job Journal –> Select batch –> Edit Journal.

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 Lookup next to the field to select one of the following options.

1. – 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. Budget – A job planning line of the Budget 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. Billable – A job planning line of the Contract type will be created. This option will increase the scheduled Billable 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 Budget and Billable – If the Allow Schedule/Contract Lines check box on the job card is selected, the program will create a Both Budget and Billable planning line. If the Allow Schedule/Contract Lines check box on the job card is cleared, the program will create a Budget planning line and a separate Billable 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 –> Enter posting Date

Document No. –> Document number will auto update by the system.

Select Job Task and Job Task No.

Select Type –> Item/ Resource/ G/L Account

Enter Quantity and Unit Price.

Select Location Code

Calc. Remaining Usage –> User can use this option to auto create Job Journal lines on the basis of planning lines.

Click on Calc. Remaining Usage –> Enter Document No. and Job No. then click on, system will generate lines asshown in the below screen.

We can also generate lines by using Suggest Lines from Time Sheets option

In this scenario, leave the Line Type field empty because the Budget and Billable amounts for the job are already set up. This means that no planning lines will be created. Setting this field to Budget, Billable, or Both Budget and Billable means that the relevant job planning lines 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.

Click on Prepare –> Post.

System will post Job Journal.

The posting of the job journal creates job ledger entries of the Usage type. To view the created entries, open the Job Card –> Related –> History –> Ledger entries

Posting Additional Expenses

In Microsoft Dynamics 365 BC, users can post additional expenses for a job in a vendor invoice or directly from a job G/L account.

Post Additional Expenses through a Job G/L Journal.

Click on Jobs –> Job G/L Journals

Enter below details in the Job G/L Journal

Posting Date, G/L Account, Amount, Bal. Account No., Job No., Job Task No., Job Line Type = Both Budget and Billable, Job Quantity and Job Unit Price.

Click on Preview Posting and check all G/L effects

If all effects are correct, then click on Post button and post the transaction.

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:

Go to Job Card –> Related –> History –> Ledger entries.

Go back, then open Job Planning lines

Posting Consumption through a Purchase Invoice

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 this steps to purchase an item for job.

Create new purchase order.

Enter Vendor related details on header, then go to the line select Type = Item, select item No., enter Qty and Direct unit, also select Job No. and Job Task No.

Line Type = Select Both Budget and Billable or user can select as per his requirement.

Then click on Preview posting and check effects.

Check all entries, if ok then post the purchase invoice.

Go to the Job Ledger and check entries.

Invoicing a Job

After the job usage has been posted, the accounts receivable administrator invoices the job to the customer. In Microsoft Dynamics 365 BC, 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.

Follow below steps to invoice the job.

Go to Job Task lines –> Click Line –> Documents –> Create Sales Invoice.

Enter Posting Date, Select Create Invoice Per = Job , then click on ok

Invoice is created

Click Navigate button shows on header –> Click on Sales/Credit memo deocument

Open the document, check all details and post the sales invoice.

Sales Invoice is posted

User can also create Sales Invoice from planning lines.

Check job ledger entries

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 365 BC, 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

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