Billing

Use Job Bills to invoice a customer for work completed as the job progresses (Administration > Job Costing > Search Jobs > Select a job > Job Bills tab). Job Bills are similar to Invoices and Progress Bills in that they appear on the AR Aging and Customer Statements; however, it is important to note that revenue is not recorded when a Job Bill is created (revenue is recorded during the revenue recognition process). 

 - When a Job Bill is created, a posting is made to Accounts Receivable and the Job Billings contra-asset account. 

 - The Job Billings account is cleared once final revenue recognition occurs. 

 - The Job Billings account is specified in the Job Type setup OR the Accounting Defaults menu of the job.

 - Another important feature of Job Bills is that the job cannot be closed until the job has been 100% billed. If you are not billing the customer for the total bid amount, then you have two options for completing the job:

#1 Create a job bill for the remaining unbilled bid amount. Then create a Billing Adjustment (job credit memo) and apply the credit to the job bill.  This will mark the bill as paid allowing you to close the job.

#2 Create a Change Order to reduce the original bid amount by the unbilled amount.  This will also allow you to close the job.

Click Add to enter a new job bill.

Click Update to edit an existing job bill.

Options button

 - Add: Enter a new job bill.

 - Update: Edit the highlighted job bill.

 - Print Summary Bill: Allows you to print the summary version of the Job Bill. This is a document you can present to the customer. The  Summary version of the bill only prints the bill amount - it does not print each phase/cost code billing entry.

 - Print Detail Bill: Allows you to print the detail version of the job bill. This is a document you can present to the customer. The Detail version of the bill prints each individual phase and cost code billing amount.

 - Void Bill: Allows you to mark a job bill as Voided. If payment has been applied to the job bill a credit memo will be created for the payment amount. If the job bill is posted a reversing entry will be made to the general ledger.

 - Receive Payment: Allows you to receive payment on the highlighted Job Bill.


Add and Update Job Bills

Job Bills are comprised of 10 menus:

Menu 1: Profile

This menu displays basic information for the job bill such as customer, store, employee and payment terms.

 - Click in the customer field to go directly to the Customer's Profile.

 - Click the yellow posting status box in the upper right to view posting details for the transaction.

 - Click the Hold Posting box to prevent this invoice from posting to the general ledger. Keep in mind, the AR Aging will not tie to the GL when you have transactions marked as Hold Posting. You must uncheck this box and post ALL transactions prior to completing month or year end adjustments. The Job Bill will display on the AR Aging and will post to the GL based on the Invoice Date specified on the Profile menu.

Menu 2: Location

Displays the Bill To and Job Location addresses.

 - Click Search to view a list of all addresses on file for the selected customer.  To select an address, simply highlight the address and click Select.

 - Click Add to enter a new address for the selected customer.  The address will be added to the job as well as the customer profile.

 - Click Update to edit the address currently listed on the screen.  Note:  To update the Bill To and Ship To with the same information, first edit the Bill To by clicking Update.  Save your changes then click Search under Job Location.  Select the updated address and click Select.

Menu 3: Billing Amounts

Allows you to enter billing line items for the Job Bill.  Each bill must have at least one billing line item.  A billing line item specifies a phase, cost code, amount, retainage and tax (if applicable).

 - Click Add to enter a billing line item.

 - Click Update to edit the highlighted Job Bill.  

 - Click Void to cancel the highlighted Job Bill. If payment has been applied to the job bill a credit memo will be created for the payment amount. If the job bill is posted a reversing entry will be made to the general ledger.

Menu 4: Adding a Job Bill

You must select a Job Phase and Cost Code from the drop down menus. Some companies bill for each phase/cost code as the phase is completed, in which case you will want to select a specific phase/cost code combination.  If you bill based on pre-determined amounts at specific stages, then Evosus recommends creating one phase and one cost code called Billing. These will only be used for Job Bills. NOTE: Since Phase and Cost Code have no affect on Job Bill posting, the other option is to simply select any phase or cost code and never print the Detail Job Bill.

 - You may optionally select a Tax Code. If a tax code is selected on the Job Bill, it should be a Sales tax code, not a Use tax. Sales tax codes should be used in Job Bills if Use Tax is not being charged on job materials.

 - Enter the Amount of the Job Bill excluding tax and Retainage.

 - Enter the Retainage amount. If a default percentage is setup, then the amount will auto-generate.

 - Enter a Description for the Job Bill. The description will print on the Job Bill directly below the billing line item.

 - Enter a Comment for the Job Bill. The comment does not print.

 - Click OK to save.

Menu 5: Comments

Enter text to print on the Job Bill. 

 - The Comment will print on the Job Bill directly above the Summary section.

Menu 6: Payments

Apply payments directly to the Job Bill or view previously applied payments.  

 - Job Bills can be paid using any payment method, including account credit (credit memos).

 - Click Add to enter a new payment for the Job Bill.

 - Click Update to view or edit the highlighted payment.

Menu 7: Notes

View or add notes for the Customer. Keep in mind these are customer notes, not Job Bill specific notes.

 - Click Add to enter a new note for the customer.

 - Click View to view the note details.  You cannot update the note when clicking View.

 - Click Options > Update to edit note details.

Menu 8: Whiteboard

Enter generic text notes to the Job Bill. These notes can be updated by an employee, but cannot be seen by the customer. 

 - Quick Text is available via right click on the Whiteboard.

Menu 9: Print

Print the Job Bill Summary or Job Bill Detail documents.  

 - See above for examples and more information.

Menu 10: Job Summary

Takes you to the Job Summary report. 

 - This report is useful in determining how much to bill a customer if you bill based on phase completion.