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The Job Billing Register provides an audit report that itemizes all entries made using Job Billing Data Entry or selected using Job Billing Selection. Printing the Job Billing Register report is the first step in the file update process. It allows you to check for possible errors before the information is posted to the permanent files.
Note This task is available only if the Accounts Receivable module is integrated with Job Cost.
For each invoice, the report details the invoice number and date, the customer number, terms code, retention rate, sales tax code, revised contract amount, billed-to-date costs, actual percentage of completion, percentage of contract billed, amount billable, retention amount, sales tax, and invoice total. The Report Total line shows the total revised contract amount, billed-to-date costs, amount billable, retention, sales tax, and total invoiced amount.
If you are using Work-in-Process accounting and you are billing percentage of completion jobs, a General Ledger Work in Process Recap report prints following the printing of the Job Billing Register. This report recaps posting amounts by cost type for each job currently being billed, along with the General Ledger Work-in-Process and Cost of Sale account numbers to post.
If the Job Billing Register includes tax amounts, a Tax Journal Summary prints following the printing of the register. The Tax Journal Summary prints tax information for each tax code that was invoiced.
Review the Job Billing Register for accuracy. If there are any errors, select Job Billing Data Entry, make the necessary changes, print the job invoices and the Job Billing Register, and proceed with the update.
Warning Do NOT, under any circumstances, interrupt the update process!
If you do not update this information, the invoice information remains in Job Billing Data Entry and is included the next time an update is attempted.
During the update process, the following occurs:
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The Invoice Billed fields in the Job for the period to date, year to date, and job to date are updated with invoice amounts, along with the retention balance and percentage of contract billed.
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The Job Billing History file is updated with information for each invoice.
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The Period to Date and Year to Date Sales fields in the Accounts Receivable Customer master file are updated with invoice amounts.
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Invoices are recorded in the Accounts Receivable Open Invoice file. The invoice and retention amounts are recorded for each invoice.
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Retention invoices are recorded as -IN type invoices for the full invoice amount. Retention amounts for the customer are cleared from the Accounts Receivable Open Invoice file, and the remainder of the Job Cost retention total, if any, is recorded as the retention amount for the new invoice.
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If you are using Work-in-Process accounting and the accounting method for the job is Percentage of Completion, the general ledger Work-in-Process account is relieved by the cost amount associated with the expenses that have been billed and posted to the Cost-of-Sale account.
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If you're using the eInvoicing feature to email invoices to customers, any applicable invoices are sent to Paya Connect when you update the Job Billing Register. If for some reason an invoice is not sent during the update, you can send it from the following locations:
- Customer Maintenance Invoices tab
- A/R Invoice History Inquiry
- Postings for Accounts Receivable, Retention Receivable, and Job Revenue are made to the General Ledger Transaction file for future printing.
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The period-ending date for each module integrated with Job Cost is compared with the Job Cost accounting date. If the Job Cost accounting date is greater than the period-ending date, all data for that module is posted to the future period.
After the Job Billing Register update is completed, a message appears asking if you want to print a Daily Transaction Register. Print the Daily Transaction Register and update the general ledger entries posted from the Job Billing Register.
