Job Costing - AP Transactions

The AP Transactions tab displays all Accounts Payable transactions allocated to the selected job and is comprised of four tabs. (Administration > Job Costing > Search Jobs > Select a job > Job AP Transactions tab).

1. Invoices

2. Payments

3. Debit Memos

4.  

​​​​Invoices
Displays Bill-Other vendor invoices allocated to the job. Inventory invoices do not display on this tab since jobs are not directly assigned to inventory invoices and the inventory cost comes from item delivery.

• Click Add Bill to enter a Bill Other vendor invoice. The job name will default automatically. The Phase and Cost Code will default if the selected vendor is set up as a sub-contractor on the job.

• Click Add Inventory to enter a new inventory invoice. Keep in mind, Inventory Invoices do not show on the AP Transactions menu of a job even if they are added through the job.

• Click Update to edit the highlighted vendor invoice

Posting AP Other Invoices created through Job Costing

Options button:

• Add Bill Other: Enter a Bill Other vendor invoice

• Add Bill Inventory: Enter an inventory invoice.

• Update: Edit the highlighted vendor invoice.

• Close: Marks the highlighted invoice as Closed.

• Cancel Invoice: Marks the highlighted invoice as Cancelled. If posted, a reversing entry will be made on the general ledger. The invoice cannot be canceled if payments are applied.

• Pay Bills: Opens the Pay Bills screen filtered by the highlighted vendor. If no invoices appear on the Pay Bills screen, it's most likely due to the date filters selected on the Pay Bills screen.  By default, "Due on or before" is selected and only invoices due within the next 7 days will display. Click Show All Bills to view all bills for the highlighted vendor.

• Open Vendor: Opens the vendor profile for the highlighted invoice.

Payments
Displays all payments associated to a job. A payment can appear on the Payments tab for two reasons:

• The payment was applied to an invoice that was associated to the job.

• The manual check payment was allocated directly to the job. In this case, the Memo field will default to the job name.

• Click Pay Bills to open the Pay Bills screen for all vendors.

• Click Write Check to create a manual check for the job. The job name will default automatically. The Phase and Cost Code will default if the selected vendor is set up as a sub-contractor on the job.

• Click Update to view or edit the highlighted payment.

checks created through Job Costing

Options button:

• Pay Bills: Opens the Pay Bills screen for all vendors.

• Write Check: Create a manual check for the job.

• Update: Edit the highlighted vendor payment.

• Cancel Payment: Marks the highlighted payment as voided/canceled. If the check is posted, a reversing entry will be made on the GL.

• Print: Opens the Print Checks screen with the highlighted check selected and ready to print.

• Open Vendor: Opens the vendor profile for the highlighted payment.

Debit Memos
Displays all debit memos allocated to the job.

• Click Add to enter a new debit memo for the job. The job name will default automatically. The Phase and Cost Code will default if the selected vendor is set up as a sub-contractor on the job.

• Click Update to view or edit the highlighted debit memo.

Posting Debit Memos created through Job Costing

Options button:

• Add: Enter a new debit memo for the job.

• Update: Edit the highlighted vendor debit memo.

• Cancel Memo: Marks the highlighted debit memo as voided/canceled. If the check is posted, a reversing entry will be made on the GL.  The debit memo cannot be voided if it is applied to an invoice.

• Open Vendor: Opens the vendor profile for the highlighted debit memo.

POs
Displays all purchase orders allocated to the job. Purchase Orders do not post specifically to a job. The material cost is recorded when the product is delivered using the inventory costing method defined in Accounting > General Setup > Accounting Defaults.

• Click Add to enter a new purchase order.

• Click Update to view or edit the highlighted purchase order.

Options button:

• Add: Enter a new purchase order.

• Update: Edit the highlighted purchase order.

• Print: Allows you to print the highlighted purchase order.

• Place on Order: Mark the purchase order as "On Order."

• Receive: Mark items as Received on the purchase order.

• Open Vendor: Opens the vendor profile for the highlighted purchase order.