3-5 Jobs (Accounts Receivable)

Working with 3-Accounts Receivable > 3-5 Jobs (Accounts Receivable)

3-5 Jobs (Accounts Receivable)

When you create a job in the 3-5 Jobs (Accounts Receivable) window, Sage 100 Contractor creates a record containing job-related information such as important contract dates, job financial information, and job-related contacts. In addition, the 3-5 Jobs (Accounts Receivable) window provides a variety of tools to help you manage contracts, such as pre-liens and lien releases. You may also create phases or bid items to divide work into more manageable sections.

Billing information such as the client, job architect, engineer, or project lender, may also be included as part of the job record. For example, when you supply the client number, Sage 100 Contractor includes the client information on invoices printed for that job. If you include the architect or engineer’s name in the job record when using progress or unitary billing, Sage 100 Contractor uses that information when creating a progress or unitary bill. If you include the lender, Sage 100 Contractor uses the lender information when creating a loan draw document. You can also set job level security for each job.

You may manage all your jobs directly from your Project Work Center. You may also create a desktop shortcut to Project Work Center and place it on the Sage 100 Contractor Desktop. This gives you the power to access all your job-related data from one place.

Entering jobs

If you select the Post expenses to WIP asset account check box, and you have selected Job# as Subaccount# on a general ledger account(s), upon job save, you will be prompted to create subaccounts under those ledger accounts.

Upon saving the job, Sage 100 Contractor checks the client’s balance for any past due invoices and displays a message indicating the amount past due, if any. To turn this option off, in the Options menu, click Check Client Balance.

To enter a job:

Open 3-5 Jobs (Accounts Receivable).

Do the following:

In the data control text box, enter the job number.

In the Job Name text box, enter the full job name.

In the Short Name text box, enter an abbreviated name for the job.

In the Job Status list, click the job status.

In the Job Type list, click the type of job.

In the General Information tab, do the following:

In the Client text box, enter the client number.

In the Address 1, Address 2, City, State, and Zip text boxes, enter the client's address.

If the job is in a sales tax district, enter the district in the Sales Tax District text box.

If the job is in a local payroll-tax district, enter the district in the Payroll Locale text box.

In the Income Account text box, enter the default income account.

If you departmentalize income, enter the default department number in the Department text box.

If the job requires certified payroll reporting, click the Requires certified payroll reporting check box.

If the job requires posting payroll to WIP asset accounts, select the Post expenses to WIP asset account check box.

In the Due Terms text box, enter the cycle for the date when the invoice is due.

In the Discount Terms text box, enter the cycle by which payment must be received for the discount to apply.

In the Discount Rate text box, enter the discount rate.

In the Finance Rate text box, enter the annual finance rate.

In the Retainage Rate text box, enter the rate of retention.

If the customer provides a purchase order for the job, enter the purchase order number in the Client PO# text box.

If the customer provides a contract number for the job, enter the contract number in the Contract# text box.

In the Contract Amount text box, enter the amount of the original contract.

In the Contacts and Personnel tab, do the following:

In the Architect text box, enter the vendor number of the architect or engineer.

In the Lender text box, enter the vendor number of the lending institution.

In the Estimator text box, enter the employee number of the estimator.

In the Salesperson text box, enter the employee number of the salesperson.

In the Supervisor text box, enter the employee number of the job supervisor.

In the Job Access List text box, click the Edit list of users with security access to job button to select up to 5 users with security access to this job.

In the Contact grid, do the following:

In the Contact Name text box, enter the contact's name.

Note: The first contact in the list is considered to be the primary contact in reports.

In the Job Title text box, enter the contact's job title.

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In the Phone# text box, enter the contact’s telephone number.

In the Extension text box, enter the contact's telephone extension, as necessary.

In the Email text box, enter the contact's email address.

In the Cell Phone# text box, enter the contact’s cellular number.

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In the Fax# text box, enter the contact’s fax number.

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In the Other# text box, enter the contact’s other telephone number.

In the Other Description text box, enter the contact’s other telephone number description.

In the Notes text box, enter any applicable notes about the contact.

In the Project Dates and Sales Information tab, do the following:

In the Project Dates section, enter the job dates in the appropriate text boxes.

In the Sales Information section, enter the project and sales details in the appropriate text boxes.

If you are using phases, click [Phases] and enter the phases.

If you are using bid items, click [Bid Items] and enter the bid items.

On the File menu, click Save.

Tips:

The Post expenses to WIP asset account check box does not affect whether the job appears in the WIP report.
The contract dates allow you to track important aspects of the project, but Sage 100 Contractor does not use these dates for any reports or documents.

Setting up the default taxability of cost types for jobs

In some regions, work that is normally not taxable becomes taxable when performing certain services on a job. Sage 100 Contractor provides you the ability to manage the taxability of cost types for a specific job. Sage 100 Contractor uses the tax rate from the sales tax district indicated in the job record, but uses the cost type taxability you set up in the Taxable Cost Types dialog box.

To set up the default cost type taxability:

Open 3-5 Jobs (Accounts Receivable), and then select the job.

On the Options menu, click Taxable Cost Types.

Do the following:

In the Materials text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.

In the Labor text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.

In the Equipment text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.

In the Subcontract text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.

In the Other text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.

For each customized user-defined cost type, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.

Click [OK].

Note: If you leave a Cost Type text box blank, Sage 100 Contractor uses the default indicated in the Tax District window.

About contract terms

Important! When entering the discount date and due date for a job, you must also indicate the billing cycle.

Term	Description
Finance Rate	Enter the finance rate to apply when payments are late.
Retainage Rate	Enter the percent of the entire contract withheld as retention. When you enter an invoice, Sage 100 Contractor automatically calculates retention for the invoice.
Discount Rate	Enter the discount rate.
Due Date	Indicates the date payment is due.
Discount Terms	Indicates the date by which payment is due for the client to receive a discount.
Contract Amount	Indicates the total amount of the contract, excluding sales tax.

Tip: If you have indicated a client number in the job record, Sage 100 Contractor uses the term rates from the client record.

About beginning and ending balances for jobs

The 3-5 Jobs (Accounts Receivable) window displays the contract balance for the current fiscal year.

Box

Description

Beginning Balance

Displays the balance of outstanding invoices at the beginning of the fiscal year.

The Beginning Balance box only displays an amount when the ending balance carries over to a new fiscal year.

Ending Balance

Displays the total balance to-date for outstanding invoices posted to the job for the current fiscal year.

About job status

The job status lets you follow the condition of a job, and does not affect your ability to post to a job. You can change the status of a job record at any time and still post invoices or credits to it.

Note: The Job Status list is not editable. The six existing job statuses are defaults for the program.

Status	Description
1-Bid	You are currently bidding for the job.
2-Refused	You submitted a bid for the job, but it was awarded to another contractor. At the fiscal year-end, you can remove job files assigned status 2-Refused.
3-Contract	You won the contract but have not begun work.
4-Current	Work is in progress on the contracted job.
5-Complete	You have completed work on the contracted job. At the fiscal year-end, Sage 100 Contractor does not remove job files assigned this status.
6-Closed	You have completely invoiced the job and received full payment and have approved the deletion of the job file. At the fiscal year-end, you can remove job files assigned status 6-Closed.

Setting up job types

You can classify jobs that your company performs by contract, work performed, or any other means.

Example 1: Invoice Method

The following table shows a list for a general contractor based on the method of invoicing:

Job Type #	Type Name
1	Time and Materials Projects
2	Progress Billing Projects
3	Government Projects

Example 2: Type of Work

The following table shows a list based on the type of work performed:

Job Type #	Type Name
1	Remodeling
2	New Residential
3	New Commercial
4	Schools
5	Tenant Improvements

To close a job:

Open 3-5 Jobs (Accounts Receivable), and select the job that you want to close.

In the Current Balance text box, verify that the job-ending balance is $0.00.

On the Options menu, click Invoices.

Verify that the status of each invoice/credit is 4-Paid and close the Receivable Invoices window.

In the Status list, click 6-Closed.

On the File menu, click Save and close the Jobs window.

Open 4-1-2-23 AP Invoice List~with Payments, and print the report for job that you are closing.

Verify that all the invoices are paid or void.

Tips:

Add a copy of the Payable Invoice List report to the physical job file.
You can always post invoices or credits to a job assigned status 6-Closed. Posting an invoice or credit invoice does not affect the job’s status.
When you close the books at the fiscal year-end, you can remove all closed jobs and their related records.

To close a group of jobs:

Open 3-5 Jobs (Accounts Receivable).

On the Update menu, click Closed Status.

In the Picklist window, double-click the jobs to which you want to assign status 6-Closed.

Alternatively, you can select a job, press the Ctrl key, and then drag the cursor over several jobs. Red text indicates the jobs are selected.

Click the check mark button.

Open 4-1-2-23 AP Invoice List~with Payments, and print the report for jobs that you are closing.

Verify that all the invoices are paid or void.

Open 3-1-2-23 AR Invoice List~with Payments, and print the report for jobs that you are closing.

Verify that all the invoices are paid or void.

Deleting jobs

Deleting a job in the 3-5 Jobs (Accounts Receivable) window requires that the job have a status of Closed or Refused. In addition, the job cost records existing in the current year must have a status of Open.

You may not delete a job in 3-5 Jobs (Accounts Receivable) if:

There is a balance in a WIP Asset subaccount that matches the job number, and;
The job is marked as Post expenses to WIP asset account in 3-5 Jobs (Accounts Receivable), and;
The WIP Asset account is marked to use the Job# as Subaccount in 1-7 Ledger Accounts.

These restrictions help maintain the balance between job costs and the general ledger and the consistency between deleting jobs in 3-5 Jobs (Accounts Receivable) and removing jobs in 1-6 Period/Fiscal Year Management.

To delete a job:

Open 3-5 Jobs (Accounts Receivable).

Using the data control, select the record.

On the Edit menu, click Delete Job.

Note: If a WIP job with a balance does not have any current year job costs, you may delete it, but first you have to clear the Post expenses to WIP asset account check box.