Na2009 enus jc_04

Chapter 4: Jobs - Advanced Facilities

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CHAPTER 4: JOBS - ADVANCED FACILITIES

Objectives

The objectives are:

Handle job payment by installments.

Issue a credit memo for a job.

Handle and invoice a job in a foreign currency.

Examine item tracking in jobs.

Introduction

This chapter examines the more advanced ways to use the Jobs module in

Microsoft Dynamics® NAV 2009.

A demonstration in this chapter shows how to handle a payment by installments

or payment in advance. To show the processes, invoicing of a job will be handled

in three stages: one in advance, one halfway through, and one when the job is

finished.

When a job consumes items with serial numbers, it is useful to track the specific

items, and this chapter will provide a brief examination of item tracking.

A procedure of issuing a credit note is described. When jobs are performed in

foreign countries/regions, it is helpful to handle the job in the currency of the

country/region in question A demonstration shows that you are not only capable

of invoicing a job in a foreign currency but also able to handle the entire job in a

foreign currency.

Handling Payment by Installments and Payment in Advance

When a large, expensive project lasts over a long period of time, the manager

often makes an agreement with the customer to pay by installments. A frequently

used method is paying a fraction of the total amount:

In advance

Halfway until it is completed

By delivery of the project

This section shows how payments by installments are handled in Microsoft

Dynamics NAV 2009. The separation of contract lines enables users to invoice

the job by installments. The way of handling advanced payments is similar to

installments. It only contains one installment.


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Scenario: Handle Job Payment by Installments

A customer asks the company to redecorate the conference room. The project

manager calculates the job to cost a total of about 1000 LCY. It is agreed that the

customer must pay a total of 900 LCY by installments in the following phases:

150 LCY in advance

250 LCY halfway until it is completed

500 LCY plus possible extras are paid on closing the job

The project manager can then invoice extra expenses on a cost + 15% basis.

The prerequisites for this demonstration are to set up a new G/L account called

6630 Job Prepayment.

Demonstration: Handle Payment by Installments

The procedure of handling job payment by installments is as follows.

Setting Up an Account for Job Prepayment

1. Go to Departments > Financial Management > General Ledger >

Chart of Accounts.

2. In the Action Pane, click New to create a new G/L account card.

3. Fill in the fields as shown in the following table.

Field Value

General FastTab

No. 6300

Name Job prepayment

Posting FastTab

Gen. Prod. Posting Group MISC

The MISC general product posting group is selected because the accounts, shown

in the Accounts Set Up for MISC General Product Posting Group figure, are

important for this scenario.


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FIGURE 4.1 ACCOUNTS SET UP FOR MISC GENERAL PRODUCT POSTING GROUP

4. Click OK to close the G/L Account Card window.

5. In the Action Pane, click Indent Chart of Accounts to update the

indentation of accounts.

For this scenario, a new job must be set up. Create a new job card, and then set

up the task and planning lines as follows.

Setting Up a Job Card and Job Prices

1. Go to Home > Jobs and click New in the Action Pane to create a

new job card.

2. Press Enter to receive the next job number.

3. Fill in the fields on the job card as shown in the following table.

Field Value

Description Redecoration of conference room

Bill-to Customer No. 50000

Job Posting Group SETTING UP

WIP Method Cost Value

NOTE: For detailed information on methods of WIP calculation, refer to the

“WIP Concepts in Microsoft Dynamics NAV 2009” section in chapter 3, “WIP

Concepts,” of this training manual and for the SETTING UP job posting group –


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to the “Job Posting Group Setup” section in chapter 1, “Jobs Overview and

Setup.”

Set up a special resource price:

4. Click Related Information > Prices > Resource.

5. Set up a resource price for Mary as shown in the following table.

Field Value

Type Resource

Code MARY

Unit Price 105.00

6. Click OK to close the Job Resource Prices window.

Set up a special item price for the Yellow Paint item:

7. Click Related Information > Prices > Item.


Field Value

Item No. 70101

Unit Price 105.00

9. Click OK to close the Job Item Prices window.

Set up a unit cost factor on G/L account 7150:

10. Click Related Information > Prices > G/L Account.


Field Value

Type G/L Account

G/L Account No. 7150

Unit Cost Factor 1.15

12. Click OK to close the Job G/L Account Prices window.

According to the scenario, the customer is to pay the job by three down payments

(installments) and the first down payment is to be paid in advance. To handle the

down payment steps, users can set up a job task for each. In this case, users can

set up five job task lines: three for handling the down payments, one to handle

the usage, and one total task.

Setting Up Job Task Lines

The project manager follows these steps to set up job task lines:

1. In the Job Card window, click Job Task Lines.

2. Set up five job task lines as shown in the following table.


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Field Value

Line 1

Job Task No. 1000

Description Down payment

Job Task Type Posting

Line 2

Job Task No. 2000

Description Usage


Line 3

Job Task No. 3000

Description Down payment 2


Line 4

Job Task No. 4000



Line 5

Job Task No. 5000

Description Total

Job Task Type Total

WIP-Total Total

Totaling 1000..4000


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FIGURE 4.2 JOB TASK LINES

Setting Up Job Planning Lines

1. Select job task line 1000.

2. In the Action Pane, click Edit Planning Lines.

3. Set up a planning line as shown in the following table.

Field Value

Line Type Contract

Planning Date 3/13/2009

Type G/L Account

No. 6630


Quantity 1

Unit Price 150.00


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FIGURE 4.3 JOB PLANNING LINES FOR THE FIRST INSTALLMENT

NOTE: The columns in the Job Planning Lines window have been drawn

together so that the Line Amount field is visible.

4. Click OK to close the window.




Field Value

Line 1

Line Type Schedule


Type Resource

No. MARY

Quantity 8

Line 2

Line Type Schedule


Type Item

No. 70101

Quantity 20

Line 3

Line Type Schedule


Type G/L Account

No. 7150

Quantity 1

Unit Cost (LCY) 116.00


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FIGURE 4.4 JOB PLANNING LINES FOR JOB TASK USAGE





Field Value

Line Type Contract


Type G/L Account

No. 6630


Quantity 1

Unit Price 250.00

FIGURE 4.5 JOB PLANNING LINES FOR THE SECOND INSTALLMENT






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Field Value

Line Type Contract


Type G/L Account

No. 6630


Quantity 1

Unit Price 500.00

FIGURE 4.6 JOB PLANNING LINES FOR THE THIRD INSTALLMENT


The job is now scheduled to the price of 1000.40 LCY and the account manager

has decided to charge the customer for 900.00 LCY. As mentioned at the

beginning of this scenario, the customer must pay the first installment before the

job can be started.

Issuing an Invoice for the First Down Payment

The procedure of issuing an invoice from the job planning lines is as follows:

1. Select job task line 1000 and click Edit Planning Lines.

2. Click Actions > Functions > Create Sales Invoice.


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FIGURE 4.7 JOB TRANSFER TO SALES INVOICE BATCH JOB REQUEST WINDOW

3. Click OK.

4. Click Actions > Functions > Get Sales Invoice/Credit Memo to

retrieve the invoice.

FIGURE 4.8 RETRIEVED SALES INVOICE

5. In the Action Pane, click Post to post the invoice.


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6. Click Yes on the confirmation message that appears.

NOTE: The Sales Invoice window is closed automatically.

When the customer pays the invoice, the accountant registers the payment in the

program and applies it to the invoice:

7. Go to Departments > Cash Management > Cash Receipt

Journals.

8. Create a new journal line and fill in the fields as shown in the

following table.

Field Value

Posting Date 3/13/2009

Document Type Payments

Accounting Type Customer

Accounting No. 50000

Description Guildford Water Department

Bal. Account Bank Account

Bal. Account No. WWB-OPERATING

Applies-to Doc. Type Invoice

Applies-to Doc. No. 103032

NOTE: The program fills in the Amount field automatically when you fill in the

Applies-to Doc. Type and Applies-to Doc. No. fields. The amount entered will be

the total amount of the document you are applying to, minus any payment

discount granted. Payment tolerance is not taken into account. The number of the

invoice created may be different in your case.


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FIGURE 4.9 CASH RECEIPT JOURNAL

9. In the Action Pane, click Post to post the journal.

After the customer has made the first down payment, the work has started. Now,

you must post the job usage (consumption of items, resources, and G/L expenses)

in a job journal.

Posting Job Usage (Items and Resources)

The procedure of posting the job usage is as follows:

1. In the Role Center, click Actions > Job Journal to open the Job

Journal window.

2. Set the Batch Name field to JOBJURNL.

3. Create two job journal lines as shown in the following table.

Field Value

Line 1

Line Type <Blank>


Job No. J00080

Job Task No. 2000

Type Resource

No. MARY

Quantity 8

Line 2

Line Type <Blank>



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Job No. J00080

Job Task No. 2000

Type Item

No. 70101

Quantity 20

4. Click Post to post the job journal.


6. Click OK to close the Job Journal window.

Invoicing the Second Down Payment

Invoicing the second installment is done by using the same procedure as for the

first installment:

1. In the Job Card window for job J00080, click Job Task Lines.


3. Click Actions > Functions > Create Sales Invoice:

4. Click OK.








Journals.


following table.

Field Value












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The job is in progress and the expected delivery expense has to be posted to the

job.

Posting Delivery Expenses

To post various G/L expenses for a job, there is a special job G/L journal in

Microsoft Dynamics NAV 2009. The procedure of posting the delivery expenses

in a job G/L journal is as follows:

1. In the Role Center, click Actions > Job G/L Journal.

2. Set the Batch Name field to ADDEXPENSE.

3. Create a job G/L journal line as shown in the following table.

Field Value


Account Type G/L Account

Account No. 7150

Amount 145.00

Bal. Account Type G/L Account

Bal. Account No. 2910

Job No. J00080

Job Task No. 2000

Job Line Type <Blank>

Job Quantity 1

4. In the Action Pane, click Post to post the job G/L journal.


Some extra delivery expenses have occurred and have to be posted as well.

Posting Extra Delivery Expenses

Since the extra delivery expenses were not scheduled for the job, you need to

specify the type of the job line on the job G/L journal line so that the program

creates a relevant job planning line.

The procedure of posting extra delivery expenses is as follows:

1. In the Role Center, click Actions > Job G/L Journal.

2. Set the Batch Name field to ADDEXPENSE.

3. Create a job G/L journal line as shown in the following table.

Field Value


Account Type G/L Account

Account No. 7150


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Amount 12.00

Bal. Account Type G/L Account

Bal. Account No. 2910

Job No. J00080

Job Task No. 2000

Job Line Type Contract

Job Quantity 1

4. In the Action Pane, click Post to post the job G/L journal.


6. Click OK to close the Job G/L Journal window.

Open the job card and click Job Task Lines in the Action Pane to monitor the

current progress of the job. Scroll the columns outermost to the right to view the

amounts remaining to be invoiced.

FIGURE 4.10 JOB TASK LINES SHOWING THE AMOUNTS TO BE INVOICED

Compare the values in the Contract (Total Price) and Contract (Invoiced

Price) fields to verify that the third phase of the project (500 LCY) and the

additional expenses (to be invoiced at cost plus 15%) are not yet invoiced.

Invoicing the Remaining Contract Lines

The procedure of invoicing the remaining contract lines is as follows:

1. In the Job Task Lines window, select job task line 4000 and click

Actions > Functions > Create Sales Invoice.

2. In the Job Create Sales Invoice batch job request window, set the

Create Invoice per field to Job and click OK.


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NOTE: The program has transferred down payment 3 and additional expenses to

the invoice.



retrieve the invoice created for the remaining contract lines (down

payment 3 and additional expenses).

FIGURE 4.11 RETRIEVED SALES INVOICE FOR DOWNPAYMENT 3 AND ADDITIONAL EXPENSES




7. Click OK to close the Job Planning Lines window.

Notice that in the Job Task Lines window, all job task lines planned to be

invoiced are invoiced.


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FIGURE 4.12 JOB TASK LINES SHOWING THE INVOICED CONTRACT LINES

The total cost of the job is 584.80 LCY and the sales amount is 911.04 LCY.

Even though the sales price was set lower than the scheduled sales price, a

reasonable overhead is achieved.




Journals.


following table.

Field Value











Calculating and Posting WIP to G/L

The Redecoration of conference room job is coming to an end, and it is time to

post the last usage and then calculate and post WIP to G/L.

Follow these steps to post the final job usage:


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1. In the Role Center, click Actions > Job Journal:

2. Create a job journal line as shown in the following table.

Field Value

Line Type Contract


Job No. J00080

Job Task No. 2000

Type Resource

No. MARY

Quantity 1


4. Click OK to close the Job Journal window.

To calculate WIP and then post WIP to G/L, follow the steps below:

1. Go to Home > Jobs and open the job card J00080.

2. In the Action Pane, click Calculate WIP.

3. In the Document No. field, enter ―1‖ and click OK.

4. Expand the WIP and Recognition FastTab to view the calculated

WIP.

FIGURE 4.13 CALCULATED WIP AMOUNTS

5. In the Action Pane, click Post WIP to G/L.

6. In the Reversal Document No. field, enter ―2‖ and click OK.


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7. Review the posted WIP values on the WIP and Recognition

FastTab.

FIGURE 4.14 WIP AMOUNTS POSTED TO G/L

Final Invoicing

The Redecoration of conference room project has come to an end and t is time to

invoice the contract lines that have not been invoiced. The accountant follows

these steps to do the final invoicing:

1. In the Job Card window for job J00080, click Related Information

> Job > Job Planning Lines.


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FIGURE 4.15 SELECTED CONTRACT PLANNING LINE TO INVOICE

As shown in the Job Planning List window, one of the job planning lines of the

Contract type has not yet been invoiced.

2. Select the contract line that is not yet invoiced and click Create Sales

Invoice.

NOTE: Only lines of type Contract or Both Schedule and Contract can be

invoiced.

3. Click OK in the batch job request window that appears.

4. To retrieve the created sales invoice, click Get Sales/Credit Memo.


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Finalizing the Job

To complete the job, reverse the WIP posted G/L and post the final recognition

entries for the job. The WIP is only a temporary registration of value between

consumption and invoicing. Now that the job is completely invoiced, the WIP

must be reversed.

The accountant follows these steps to reverse the WIP and finally block the job.

1. Go to Home > Jobs and open the job card for job J00080.

2. On the Posting FastTab, set the Status field to Completed.

NOTE: The program informs you that you must calculate and post WIP to

register the final completion entries for the job.

3. In the Action Pane, click Calculate WIP.

4. In the Posting Date field, enter ―3/16/2009‖ as a posting date.

5. In the Document No. field, enter ―3‖ as a document number for the

completion of the job.

6. Click OK.

7. In the Action Pane, click Post WIP to G/L.

8. In the Reversal Posting Date field enter ―3/16/2009‖ as a posting

date.


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9. In the Document No. field, enter ―4‖ as a document number for the

completion of the job.

10. Click OK.

11. In the Job Card window, click Ledger Entries to view the ledger

entries for the job.

FIGURE 4.17 JOB LEDGER ENTRIES

12. Click Close to close the Job Ledger Entries window.

13. Click Related Information > WIP > WIP G/L Entries to view the

final WIP G/L entries for the job.

FIGURE 4.18 JOB WIP G/L ENTRIES

14. Set the Blocked field on the General FastTab to All.


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Issuing a Credit Memo for a Job

When a credit is due to the customer, you can create a credit memo for something

that was previously invoiced on a job. In Microsoft Dynamics NAV 2009, you

can issue a credit memo only for job planning lines of type Contract or Both

Schedule and Contract. This ensures that the job planning is always updated to

reflect the correct planned invoice/credit memo lines for the job prior to posting

of sales invoices and credit memos.

Demonstration: Issue a Credit Memo for a Planning Line

The company Selangorian Ltd.—for which you performed the Computer in for

service job in chapter 1, ―Jobs Overview and Setup,‖ of this training manual—is

not satisfied with the invoice that was sent to the company, and therefore wants a

credit memo on the extra delivery expenses that were invoiced.

The procedure if issuing a credit memo is as follows:

1. Go to Home > Jobs and open the job card J00020 for the Computer

in for service job.

2. On the General FastTab, clear the Blocked field so that you can

work with the job.

3. On the Posting FastTab, change the value in the Status field from

Completed to Order.

4. In the Action Pane, click Job Task Lines.


6. Create a new planning line with the negative value as follows:

Field Value

Line Type Contract

Type G/L Account

No. 6610

Quantity -1

Unit Cost (LCY) 1.80

Unit Price 1.80

NOTE: Normally the unit cost and unit price are not the same.


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FIGURE 4.19 JOB PLANNING LINE MARKED FOR TRANSFERRING TO CREDIT MEMO

7. Select the created line and click Actions > Functions > Create

Sales Credit Memo.

FIGURE 4.20 JOB TRANSFER TO CREDIT MEMO BATCH JOB REQUEST WINDOW

The following table shows the request window options.

Field Description

Create New Credit Memo Select this check box if you want the

program to create a new credit memo

to which the selected line(s) will be

transferred to.

Posting Date Enter the posting date for the credit

memo you are about to create.

Append to Credit Memo No. If you cleared the Create New Credit

Memo check box, in this field you

must specify the number of the credit

memo you want to append the line(s)


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to. Appending line(s) can be useful

when there is already a credit memo

created for another planning line(s)

from the same job and that credit

memo has not been posted yet. Click

the AssistButton next to the field to

view the available credit memos.

Cr. Memo Posting Date If you filled in the Append to Credit

Memo No. field, the posting date of

that credit memo will be displayed in

this field.

8. Click OK.

NOTE: If you want to issue a credit memo for a whole task rather than a single

planning line, you can use the Copy Job Task From function.

9. To retrieve the created credit memo, select the planning line with the

negative value and click Actions > Functions > Get Sales

Invoice/Credit Memo.

FIGURE 4.21 RETRIEVED SALES CREDIT MEMO


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10. In the Action Pane, click Post to post the credit memo.


NOTE: The Sales Credit Memo window is closed automatically.


13. In the Action Pane of the job card, click Ledger Entries.

FIGURE 4.22 THE JOB LEDGER ENTRIES WINDOW

The job ledger entries now show that that the previous invoiced expenses are

equalized.

Handling Jobs in Foreign Currency

The Job Costing module in Microsoft Dynamics NAV 2009 makes it possible to

handle jobs in foreign currencies. When a company is operating in a foreign

country/region and trading with companies in that country/region, planning and

managing the entire job in that country/region’s currency is facilitated by the

currency functionality in Microsoft Dynamics NAV 2009.

When jobs are performed in foreign countries/regions and all handling of

consumption is done in LCY, the project manager can, with advantage, invoice

the job in that particular country/region’s currency. Currency rates used in job

planning lines that are not yet invoiced can be bulk updated using the Change

Job Dates function.

NOTE: For detailed information on using the Change Job Dates batch job, refer

to the “Copy a Previous Job” section of chapter 2, “Usage Posting and

Invoicing.”


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Scenario: Handle a Job in Foreign Currency

An overseas customer asks for your consulting service in furnishing. The job is

estimated at 20 hours, and the customer has to pay in advance. The job will be

planned, managed, and invoiced in the customer’s currency, which is U.S. dollars

(USD).

Demonstration: Set Up and Invoice the Job in Foreign Currency

This demonstration gives an example of handling a job in foreign currency when

the job is set up in a specific foreign currency. The procedure of handling this job

consists of the following stages:

1. Creating and setting up a job in foreign currency.

2. Invoicing the job.

Creating and Setting Up a Job

The procedure of creating and setting up a job in a specific foreign currency is as

follows:

1. Go to Home > Jobs and click New in the Action Pane.

2. Press Enter to receive a new job number. In this demonstration, the

job number received is J00110.

3. Fill in the Description field with Consulting service in furnishing.

4. Set the Customer No. field to ―01445544‖.

5. On the Posting FastTab, set the Posting Group field to SETTING

UP.

6. Expand the Foreign Trade FastTab and fill in the fields as indicated

in the following table.

Field Value Description

Currency Code USD If you want to plan and

invoice the job in a foreign

currency, enter the code of

that currency in this field.

Click the AssistButton next to

the field to view the available

codes.

If you want to plan the job in

local currency and invoice it

in a foreign currency, leave

this field empty. Instead, you

can set up an invoicing

currency in the Invoice

Currency Code field.

Note that you cannot change


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the currency code of a job

when planning lines or job

ledger entries exist for a job.

Invoice Currency Code <Blank> In this field, select the

currency code you want to

apply to invoices that you

have set up for the job. Click

the AssistButton next to the

field to view the available

code.

Filling in 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

(hereafter referred to as FCY),

you must enter the currency

code in the Currency Code

field instead.

Exch. Calculation (Cost) Fixed LCY 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 change

the Currency Date field on a

planning line manually or

when you run the Change Job

Dates batch job. Click the

AssistButton next to the field

to select one of the following

options:

1. Fixed LCY – The job

costs in local currency are

fixed. Any change in the

currency exchange rate

will change the value of

job costs in foreign

currency.

2. Fixed FCY – The job

costs in foreign currency

are fixed. Any change in

the currency exchange rate

will change the value of

job costs in local

currency.

Exch. Calculation

(Price)

Fixed FCY This field performs the same

function as the Exch.

Calculation (Cost) field, but


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only relates to job prices.

FIGURE 4.23 THE JOB CARD WINDOW WITH A JOB CURRENCY SET UP

NOTE: Since the currency code in the Currency Code field is filled in, you will

only be able to invoice the job in that currency. If you want to invoice the job in

different currencies, you must leave the Currency Code field empty and plan the

job in local currency.

7. In the Action Pane, click Job Task Lines to set up job task lines.

8. Create two job task lines as shown in the following table.

Field Value

Line 1

Job Task No. 1000

Description Usage


Line 2

Job Task No. 2000

Description Total

Job Task Type Total

WIP-Total Total

Totaling 1000

9. Select job task line 1000 and click Edit Planning Lines in the

Action Pane.


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Field Value

Line Type Both Schedule and Contract


Type Resource

No. Mark

Quantity 20


12. To view the statistics, select job task line 1000 and then click

Related Information > Job Task > Job Task Statistics.

13. On the General FastTab, the statistics in local currency is displayed.

Expand the Currency FastTab to view the statistics in foreign

currency.


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FIGURE 4.24 JOB TASK STATISTICS IN LCY AND IN FCY

14. Click Close to close the window.

Invoicing the Job

According to the scenario, the customer must pay up front. Therefore, the invoice

has to be issued now. To invoice the job, follow the steps below:



3. Click OK.




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5. Expand the Foreign Trade FastTab to view that the invoice and

amount is in USD.


NOTE: By default, the Currency Code field on the Foreign Trade FastTab is

tagged as Promoted and you do not have to expand the FastTab to view the field

value.




8. Click OK to close the Edit Planning Lines window.

In the Job Task Lines window, scroll to the outermost right column to view the

contract invoiced amount 1080 LCY.


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FIGURE 4.26 JOB TASK LINES WINDOW SHOWING INVOICED AMOUNT IN LCY

9. Click the value in the Contract (Invoiced Price) field to view the

job ledger entries. Scroll to the right to view the line amount, which

is in USD.

FIGURE 4.27 JOB LEDGER ENTRIES WINDOW SHOWING LINE AMOUNT IN FOREIGN CURRENCY


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Demonstration: Set Up the Job in Local Currency and Invoice It in Foreign Currency

This demonstration shows how to handle the job for the same scenario about

consulting service in furnishing, but this time you will set up the job in LCY and

invoice it in FCY.

The procedure of setting up and invoicing the job is as follows:

1. Go to Home > Jobs and click New in the Action Pane.

2. Press Enter to receive a new job number. In this demonstration, the

job number received is J00120.

3. Fill in the Description field with Consulting service in furnishing.

4. Set the Customer No. field to ―01445544‖.

5. On the Posting FastTab, set the Posting Group field to SETTING

UP.

6. Expand the Foreign Trade FastTab and fill in the fields as shown in

the following table.

Field Value

Currency Code <Blank>

Invoice Currency Code USD

Exch. Calculation (Cost) Fixed LCY

Exch. Calculation (Price) Fixed FCY

FIGURE 4.28 THE JOB TASK WINDOW SET UP IN LCY


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8. Set up two job task lines as shown in the following table.

Field Value

Line 1

Job Task No. 1000

Description Usage


Line 2

Job Task No. 2000

Description Total

Job Task Type Total

WIP-Total Total

Totaling 1000

9. Select job task line 1000 and click Edit Planning Lines in the

Action Pane.


Field Value

Line Type Both Schedule and Contract


Type Resource

No. Mark

Quantity 20


12. To view the statistics, select job task line 1000 and then click

Related Information > Job Task > Job Task Statistics.


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Both General and Currency FastTabs display the statistics in local currency.

This is because the job is planned and managed in LCY. Only the invoicing will

be made in foreign currency.

13. Click Close to close the window.

According to the scenario, the customer must pay up front. Therefore, the invoice

has to be issued now.



16. Click OK.


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retrieve the invoice. The promoted Currency Code field on the

Foreign Trade FastTab indicates that the invoice is in USD.




20. Click OK to close the Edit Planning Lines window.

In the Job Task Lines window, scroll to the outermost right column to view the

contract invoiced amount 1080 LCY.


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FIGURE 4.30 JOB TASK LINES WINDOW SHOWING INVOICED AMOUNT IN LCY

21. Click the value in the Contract (Invoiced Price) field to view the

job ledger entries. Scroll to the right to view the line amount.

FIGURE 4.31 JOB LEDGER ENTRIES WINDOW SHOWING LINE AMOUNT IN LCY

Though the invoice currency is USD, the line amount in the job ledge entries is

displayed in local currency.


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NOTE: You can change the invoice currency at any time during the job if you

want to change the currency for specific invoices. The changed value in the

Invoice Currency Code field on the job card will only apply to new invoices

created after the change.

Item Tracking in Jobs

In Microsoft Dynamics NAV 2009, it is possible track items used in jobs. When

items with serial or lot numbers are purchased for a job or consumed from stock,

the program will copy the item tracking number into the job ledger entries. Then

it is possible to track the item by the standard item tracking function.

You can also specify item tracking information in the job journal in a similar way

how it is entered on other areas of Microsoft Dynamics NAV, for example sales

orders and purchase orders.

NOTE: This section provides only a brief demonstration of using item tracking

regarding a job. For more information on item tracking, refer to the “Inventory

Management in Microsoft Dynamics NAV 2009” training manual.

Demonstration: Use Item Tracking in a Job

The computer service job J00020 created in chapter 1, ―Jobs Overview and

Setup,‖ of this training manual requires a new disk. The disk is a special

purchased disk that has a serial number, and the technician has to register the

serial number for warranty reasons.

The procedure of purchasing the item for the job and registering the new item’s

serial number is as follows:

1. Go to Home > Purchase Invoices and click New to create a new

invoice.

2. Press Enter to receive the next invoice number.


Field Value

General FastTab

Buy-from Vendor No. 50000

Vendor Invoice No. 234

Purchase lines

Type Item

No. 80023

Quantity 1

Job No. J00020

Job Task No. 1100


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Job Line Type Contract

NOTE: If the job related fields on the purchase lines are not visible, you can add

them using the Choose Columns function.

4. Select the purchase line and click Actions > Line > Item

Tracking Lines.

FIGURE 4.32 THE ITEM TRACKING LINES WINDOW

The Item Tracking Lines window is used to manage serial/lot numbers for items

being handled on the related document line. The matrix of quantity fields in the

window header dynamically displays the quantities and sums of item tracking

numbers being defined in the form. The quantities must correspond to those of

the document line.

NOTE: The program collects the availability information in the Item Tracking

Lines window only once when you open the window. If you work in the Item

Tracking Lines window for a long period of time or if there is a great deal of

activity with the item you are working with, you can update the availability

information by clicking Refresh Availability in the Action Pane. The program

also automatically re-checks the availability of the item when you close the

window to confirm that there are no availability problems.


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Field Value Description

Serial No. 87542125 Enter the serial number of the item

being handled on the purchase line.

Quantity (Base) 1 Enter the number of the items to be

handled by item tracking.

6. Click OK to close the Item Tracking Lines window.

7. In the Action Pane, click Post to post the purchase invoice.

The item tracking number has been copied to the Serial No. field in the job

ledger entries.

8. Open the Job Card window for job J0020.

9. Click Job Task Lines.

10. Select job task line 1100 and click Related Information > Job Task

> Job Task Ledger Entries to open the Job Ledger Entries

window.

FIGURE 4.33 JOB LEDGER ENTRIES SHOWING THE SERIAL NUMBER FOR THE PURCHASED ITEM

NOTE: The Serial No. field is not visible by default. You can add the field using

the Choose Columns function.

This serial number can be used by the standard item tracking functionality.


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Lab 4.1 – Payment by Installments in FCY

In this lab, you will practice handling a job in foreign currency while the job

payment is broken down to three installments.

Scenario

You are the project manager at Cronus. A customer from Denmark asks you to

perform a job the total price of which is 1000 Danish Kroner (DKK). You make

an agreement that the job must be paid in three installments:

First installment 300 DKK

Second installment 300 DKK

Last installment 400 DKK

You have decided that you will plan and invoice the job in foreign currency.

Challenge Yourself

Create a new job. Plan the job in FCY and break the job tasks into three

installments.

Need a Little Help?

1. Set up a new G/L account 6630 for payments by installments.

2. Create a new job card. Specify the foreign currency in which you will

be planning and invoicing the job.

3. Set up three job task lines, one for each installment.

4. Set up a planning line of type Contract for each job task.

5. Post the job usage.

6. Create and post the invoice for each installment.

Step by Step

Set up a G/L account

1. Go to Departments > Financial Management > General Ledger >

Chart of Accounts.

2. In the Action Pane, click New to create a new G/L account card.

3. Create a new account 6300 with the MISC general product posting

group.

4. Click OK to close the G/L Account Card window.

5. In the Action Pane, click Indent Chart of Accounts to update the

indentation of accounts.

Create a new job card


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1. Go to Home > Jobs and click New in the Action Pane to create a

new job card.

2. Press Enter to receive the next job number.

3. Fill in the mandatory fields on the General and Invoicing FastTabs.

4. On the Foreign Trade FastTab, enter DKK in the Currency Code

field.

Set up job task lines

To handle the down payment steps, set up five job task lines: three for handling

the down payment, one to handle the usage, and one total task.


2. Set up five job task lines as follows:

Field Value

Line 1

Job Task No. 1000



Line 2

Job Task No. 2000



Line 3

Job Task No. 3000



Line 4

Job Task No. 4000

Description Usage


Line 5

Job Task No. 5000

Description Total

Job Task Type Total

WIP-Total Total

Totaling 1000..4000

Set up job planning lines


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1. For each job task line of type Posting (1000, 2000, and 3000), set up

a contract planning line by clicking Edit Planning Lines. On each

planning lines specify the following information:

Field Description

Line Type Select the Contract type.

Planning Date Enter the date when the planning date

is created.

Type Select the G/L Account type.

No. Enter the number 6630 that you

created in the first phase of the job.

Description Enter the description of the down

payment.

Quantity Enter ―1‖ since there is only one

payment for each planning line.

Unit Price Specify the agreed price that

corresponds to the given installment.

2. Create a planning line for the usage job task (4000). On the planning

line, set the Type field to Resource and fill in the mandatory fields.

Post the job usage

1. In the Role Center, click Actions > Job Journal to open the Job

Journal window.

2. Set the Batch Name field to JOBJURNL.

3. Create a job journal line of type Resource.

NOTE: Leave the Line Type field empty for this scenario.

4. Post the job journal.

Invoicing down payments

When the agreed date for each down payment comes, invoice the corresponding

planning line as follows:


2. Select job task line that correspond to the needed installment and

click Edit Planning Lines.

3. Click Actions > Functions > Create Sales Invoice:

4. Click OK.





8. Repeat steps 1-7 for each down payment.


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Lab 4.2 – Issuing a Credit Memo for a Job

In this lab, you will practice issuing a credit memo for a job planning line.

Scenario

You are the project manager at Cronus. The Danish customer is not satisfied with

the quality of work performed for the third installment of the deal and wants a

credit memo for the invoiced down payment.

Challenge Yourself

Issue a credit memo for the third down payment.

Need a Little Help?

1. Create a planning line with the negative value.

2. Create a credit memo for the line with the negative value.

3. Post the created credit memo.

Step by Step

Create a planning line with the negative value

1. Go to Home > Jobs and open the job you handled and invoiced for

the Danish customer.


3. Select job task line 3000 (the posting line for down payment 3) and

click Edit Planning Lines.

4. Create a new planning line with the same value as on the invoiced

line, except the Quantity field; fill in this field with ―-1‖.

Create a credit memo

1. Select the created line and click Actions > Functions > Create

Sales Credit Memo.

2. Click OK.

Post the created memo

1. To retrieve the created credit memo, select the planning line with the

negative value and click Actions > Functions > Get Sales

Invoice/Credit Memo.

2. In the Action Pane, click Post to post the credit memo.


NOTE: The Sales Credit Memo window is closed automatically.


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Summary

This chapter examined the more advanced ways to use the Jobs functionality in

Microsoft Dynamics NAV 2009. This chapter also examined how to handle a

payment by installments and in advance. Before issuing a credit note, you must

set up a planning line of type Contract with the negative value and transfer it to a

credit note.

The chapter also examined handling of foreign currencies was examined,

showing that the jobs module is highly capable of both invoicing and handling

jobs in foreign currencies. By handling jobs in foreign currencies, you can

eliminate lots of rough calculations and perform invoicing in customers’

preferred currency.

Additionally, the chapter provided a brief examination of item tracking in jobs.

When a job consumes items with serial numbers it is useful to track the specific

items. You can enter item tracking information on the purchase line or in the job

journal.


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Test Your Knowledge

1. How are job payments by installments handled in Microsoft Dynamics NAV

2009?

( ) By issuing prepayment invoices for contract lines

( ) By issuing prepayment invoices from schedule lines

( ) By separating contract lines and issuing a sales invoice for each contract line

( ) By posting payments from a cash receipt journal that is not linked to the sales

invoice

2. True or False:

When you plan to invoice a job in foreign currency, you must do the job

planning in that foreign currency only.

3. Complete the following sentence:

When you want to issue a credit memo for a job planning line, you must

create a new planning line with the _______ value and create a credit memo

from that line.

4. From which of the following can you specify item tracking information for a

job item?

( ) Purchase line

( ) Job journal line

( ) Item card

( ) Job card


4-48

Quick Interaction: Lessons Learned

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

chapter

1.

2.

3.


4-49

Solutions

Test Your Knowledge

1. How are job payments by installments handled in Microsoft Dynamics NAV

2009?

( ) By issuing prepayment invoices for contract lines

( ) By issuing prepayment invoices from schedule lines

(√) By separating contract lines and issuing a sales invoice for each contract line

( ) By posting payments from a cash receipt journal that is not linked to the sales

invoice

2. True or False:

When you plan to invoice a job in foreign currency, the job planning must be

done in that foreign currency.

False. When you handle a job in foreign currency, you can plan the job both in

LCY and in FCY, and then invoice the job in FCY. This depends on the Foreign

Trade FastTab’s setup on the job card.

3. Complete the following sentence:

When you want to issue a credit memo for a job planning line, you must

create a new planning line with the _______ value and create a credit memo

from that line.

When you want to issue a credit memo for a job planning line, you must create a

new planning line with the negative value and create a credit memo from that

line.

4. From which of the following can you specify item tracking information for a

job item?

(√) Purchase line

(√) Job journal line

( ) Item card

( ) Job card

Na2009 enus jc_04

Technology

handle job payment

entire job

job prepayment1

handle payment

handling payment

jobs module

foreign currency

advanced ways