Your billing type, which is dependent on contract type, determines the type of job invoices that can be printed. Further, certain billing types require that you create bill codes.
* Standard job invoice types include the following types of reports: Graphic Invoice, Text Invoice, Cost Elements, Graphics Inv 2, Text Inv 2, and Tax Detail Inv.
** If you print a standard job invoice type for a job with a Cost Code, User-Defined, or Transaction Level billing type, the invoice will contain a dollar amount, but will not contain detailed information. To provide your customer with a detailed invoice, you should use the appropriate invoice type.
*** The SOP billing type is used to bill jobs using Sales Order Processing;
therefore, invoices are created in Microsoft Dynamics GP.
Billing Type Contract Type Job Invoice Type
Bill Codes Required
Standard All types Standard Types* No
User-Defined Fixed Contract AIA Billing Detailed Billing Standard Types**
Yes
Cost Code All types AIA Billing
Detailed Billing
Project Billing All types Project Level No
SOP Fixed Contract Microsoft Dynamics GP
invoice types are used***
No
Project Bill Code
All types Project Level Yes
14. In the Billing Type field, select one of the following billing types from the drop-down list.
• Standard (default): Select Standard if you print simple invoices such as a one-line-item description with a single billing amount not applied to individual cost codes. Also, select Standard if you print invoices in another application and use Job Cost only to enter invoice information.
• User-Defined: Select User-Defined to define your own bill codes for the selected job and to enter a total billable amount for each bill code. User-Defined cannot be used with Cost Plus or Cost Plus NTE contract type jobs.
When you select User-Defined, the Architect ID field becomes enabled.
• Cost Code: Select Cost Code to automatically duplicate all cost code numbers assigned to the job as potential bill codes. When you select Cost Code, the Bill Codes button and the Architect ID field become enabled.
If you selected either Cost Plus or Cost Plus NTE as the contract type, you must select the Cost Code billing type to create your bill codes. The billable amount is automatically calculated based on posted transactions and the profit type assigned to each cost code.
• Transaction Level: Select Transaction Level to have transaction level detail print on customer invoices. This billing type is for Cost Plus contracts only.
Line item descriptions on active customer invoices depend on the transaction type, according to the following:
• Project Billing: Select Project Billing when billing for all jobs in the project. To use Project Billing, the project number must be entered in the Job Maintenance window.
• SOP: Select SOP when billing for jobs using the Sales Order Processing module. This billing type is for Fixed Amount contract types only.
• Project Bill Code: Select Project Bill Code for jobs assigned to a project bill code project. The project number entered in the Job Maintenance window must be designated as a project bill code project in the Project Maintenance window.
Note: You cannot change the billing type for a job after invoices have been created for the job.
Note: If you are setting up an AIA job and need to print the Application for Payment Schedule report during invoice entry, you must use the User-Defined or Cost Code billing type.
15. Enter user-defined information.
If transaction type is: Line item description comes from:
Accounts Payable Description field in the Payable Trans-action Entry window
Inventory Item Description field in the Item Transaction window
SOP Description field in the Item
Mainte-nance window for inventory items Item Description field in the Sales Transaction Entry window for non-inventory items
POP Description field in the Item
Mainte-nance window for inventory items Vendor Description field in the Pur-chase Order Entry window for non-inventory items
Payroll Cost Code Description field in the Payroll Transaction Entry window Job Cost Reference field in the Job Transaction
Entry window
16. Enter tax information. If a tax schedule is assigned to a customer in Receivables Management, that schedule defaults into the Tax Sched-ule field.
17. In the Retention Percent field, enter a retention percentage. Retention is the amount automatically calculated and withheld from invoices.
18. Enter the overhead amount. Overhead fields are information only. In job payroll transactions, overhead amounts for labor are calculated based on the group code, using a flat rate per hour or a percentage of the total labor cost.
19. In the Architect ID field, use the lookup to select an architect.
20. Enter the overhead labor percentage and overhead user-defined per-centage. Overhead fields are information only.
21. Enter state and local tax information. This information should reflect the job location, not where your business is incorporated or where the employer lives.
• SUTA state: Use the lookup to select a tax code. This code comes from the SUTA State field on job payroll transactions entered using the Microsoft Dynamics GP Payroll Transaction Entry window or the TimeTrack Time Card Entry window. In job payroll, the SUTA state assigned to the job overrides the SUTA state assigned to the employee (Cards > Payroll > Employee). If the SUTA State field is blank for a job, the payroll transaction uses the SUTA state code assigned to the employee record in Microsoft Dynamics GP Payroll setup.
• Local tax: Use the lookup to select a local tax code. The lookup window contains local tax codes defined in the Microsoft Dynamics GP Payroll module. The local tax code entered here overrides the corresponding tax code assigned to the employee in Microsoft Dynamics GP Payroll.
22. Enter a rate class. See Setting up rate classes for union payroll on page 2 - 71.
23. In the Scheduled Start Date and Scheduled Completion Date fields, enter the job start date and completion date, respectively.
24. In the Est.% Complete to Date field, enter the estimated percentage completion for the job.
Project managers may use this field to measure job performance by comparing the actual percent complete on a cost basis to the man-ager’s estimated percent complete. The actual percentage complete displays. This amount calculates automatically by comparing the job’s total posted costs to total forecasted costs.
The Calc.% Complete to Date field is filled in automatically and is based on the percentage of the forecasted costs that have been posted. For example, if the posted costs were $60 and the forecasted costs were $100, the number in this field would 60.
Note: Posted costs and forecasted costs are displayed in the Job Status window (Inquiry > Job Cost > Job Status).