Entering a job‑related Invoice

You can enter invoices in Accounts Payable that will update jobs that you manage using Project and Job Costing.

Important! Invoices can be either job‑related or not job‑related . You cannot enter a mixed invoice.

Tip: To prevent the program from inserting a default distribution line, select None as the Distribute By option in the vendor record. If you do not select this option, you must delete the default distribution line from each invoice before you can enter a job‑related invoice.

  • Make sure you have complete information for each document you want to enter, including the vendor number, document number, date, and purchase order number, if any.
  • Determine the contract, project, category, and resource for each detail.
  • Find out the billing type and billing rate for each detail.
  • Find out the rate type, rate date, and exchange rate to use for each job‑related document, and, if necessary, update the currency information and exchange rates in Common Services.
  • If retainage applies to the document, find out the retainage percentage or retainage amount, retention period, retainage due date, retainage terms, and whether to use the exchange rate from the original document or the current exchange rate when you process the outstanding retainage.

  • Make sure you are familiar with the standard invoice entry process. These instructions focus on the differences from the usual process.

    For help with standard invoice entry, see Entering an Invoice.

To enter a job‑related invoice:

  1. Open Accounts Payable > A/P Transactions > Invoice Entry.

  2. Enter the vendor number and other header information, as usual.

  3. Select the Job Related option.

    Note: If the option is dimmed, delete the default distribution line from the detail table.

    Additional fields appear that have the Level 1, Level 2, and Level 3 names specified on the PJC Options screen. Accounts Payable uses the default names, Contract, Project, and Category (and their plurals), respectively, unless Project and Job Costing specifies different names.

  4. In the detail table, for each detail:

    1. Specify the contract, project, category, and resource in the associated field.

      Depending on the project type, Accounts Payable may display the default billing type, billing rate, A/R item number, unit of measure, General Ledger account, and unit cost from the contract.

    2. Update the billing type, billing rate, A/R item number, unit of measure, General Ledger account, and unit cost, if required.

    3. In the Quantity field, enter the quantity of the resource for which your vendor is billing.

      You enter quantities in the unit of measure specified for the detail.

    4. If you use optional fields, enter the codes for the optional fields to use for the detail.

      The optional fields used for the project, category,or resource in Project and Job Costing appear as defaults, but you can change them.

  5. Complete the rest of the tabs and fields as you would for any other invoice, credit note, or debit note.

    Note: On the Optional Fields tab, Accounts Payable displays optional fields used for the contract in Project and Job Costing, but you can change them.

  6. Click Add when you are finished.