Job Enhanced Billing

Transcription

1 Job Enhanced Billing For Microsoft Dynamics NAV with Job Manager Produced and Distributed by: Cost Control Software, Inc Old Meridian Street Carmel, IN Phone: (317) Page 1

2 Table of Contents Application Description. 3 Installation.. 4 Integration Instructions 5 Setup Workflow...17 Support Page 2

3 Application Description Job Enhanced Billing extends Job Manager billing capabilities with an easy to use billing calculation worksheet and invoicing process. As you can see from the Billing Window shown above the user is presented with the current status of the Job s Contract Amount, Percent Complete, Amount Earned to Date, Billed to Date, and a recommended amount to bill on the next billing cycle. With Enhanced Billing you simplify the billing process and generate your invoices quickly and accurately. Dynamics NAV provides 6 billing options. With Enhanced Billing, you will have 2 additional billing options: Simplifies the process and generates your invoices quickly and accurately. With Enhanced Billing: % of Completion (Earned Revenue) with 3 variations Cost Plus (Cost + X%) The process is very streamlined and efficient: Process: Pull the Job s billing related information into the billing worksheet Review the recommended billing amount Edit the recommendation if needed Auto-create the customer s Invoice (optional) Post and Print the invoice Post the billing worksheet to history Batch Post and Print the Invoices Other Options: View Posted Invoices to assist with the next billing cycle. View Job Ledger entries for details View Job Card or Job Statistics Preview the invoice before posting Page 3

4 Installation Install Instructions for Job Enhanced Billing: 1) Download Objects from either our FTP site or from an . 2) Unzip the downloaded objects. 3) Create and Open your target NAV database. (Provided by your NAV Reseller) 4) You can import any object in the 14 million and/or 37 million range with no conflict. For Objects in the base NAV Object Range, decisions need to be made. If the Database is unmodified then you can just import the granule objects. If the Database is modified, then you will hand integrate the base objects. (Cost Control does provide an integration service if you prefer to have someone else do the hand integration.) 5) If you ordered a Database : we will send a database backup with the granule objects fully integrated. The Database will contain 2 Companies: - The first company is the CRONUS company that we used for testing. This company is also good for your Practice and Learning as it has practice data installed. - The second Company is our enhanced RapidStart Company. The RapidStart Company will have most of the setup finished for you. Just re-name the RapidStart Company to Your Company Inc. (your real name), add your Customers, Vendors and Items. Start using NAV. Always feel free to contact us with questions: (317) Page 4

5 Integration Instructions Before starting, you will need to determine a couple of things about your database. IMPORTANT: Compile ALL existing objects before starting the installation. Resolve all compiling errors before starting installation. This assures that when you compile objects after the installation, any compiling errors at that time will be caused by the installation and not something before the installation started. Determine if any of the above listed objects have been modified in the database in which you are going to add Job Enhanced Billing. This is easily accomplished by starting an import of the appropriate fob file and looking at the import worksheet. WE HIGHLY RECOMMEND THAT YOU READ OUR TIPS AND WARNINGS PAGES LOCATED AT THE BACK OF THIS DOCUMENT BEFORE STARTING. If this is the first time that you are importing Job Enhanced Billing, then the only objects that may have conflicts are the base Navision objects. If you find that you have modified the same base Navision objects then you will need to manually integrate the Job Enhanced Billing changes found in those objects. To assist the manual integration process we have supplied a detailed Change Log. Files available for importing are: Job Enhanced Billing Objects v2015.fob Start by importing this one file. It contains all the Job Enhanced Billing objects and all dependant add-on objects. If you have conflicts, then use the following Change Log to read about where the modifications exist & manually integrate the changes. 1. Copy the supplied fob(s), Documents (This manual), and optionally any provided sample databases to your local hard drive for integration and testing. 2. Start Navision Attain. 3. Go to Tools, Object Designer 4. Go to File, Import 5. Go to provided fob - Job Enhanced Billing Objects v2015.fob 6. Select Open Page 5

6 7. You should get the following message: 8. Say NO. Open the Import Worksheet for review. (always) If none of the objects listed above have been modified in the target database you can import the object file. When you start the import, you will get a different message than the one shown above that states that no conflicts were found, select yes to import the objects immediately or select no to open the Import Worksheet. It is recommended that you select no so the Import Worksheet will open in all cases. Even when there are no conflicts you will need to import the.fob file in two(2) passes. 1. Once the Worksheet is open, go to the Action column and select SKIP on all the base Navision objects, and make sure the Higher numbered objects ( ) have the Create or Replace action and then select OK. 2. Next do the File, Import process again on the same.fob file. This time use the Replace All Button to flag ALL the objects with the Replace action. This will guarantee that all of the objects in the.fob actually get imported. Page 6

7 You should see a screen similar to this. If there are conflicting objects the Import Worksheet will indicate which objects are in conflict. If you have any conflicting objects make a list of these objects. These are the objects you will have to hand integrate the Job Enhanced Billing changes into. If some, but not all, of the above listed objects have been modified in your database you can import the ones that have NOT been modified by using the Import Worksheet to indicate which objects to replace and which objects to skip. Choosing replace next to an object in the Import Worksheet will cause that object in your database to be replaced by the import object of the same number. Choosing skip will prevent the Page 7

8 object in your database from being replaced. Select replace for all objects NOT on your conflicting object list and select skip for all objects ON your conflicting object list. Using the merge option is not recommended as a means of dealing with modified objects. Using this option could make your task much harder. 9. Select OK ONLY after you have decided to Replace All, OR you have edited the Action column on the import worksheet. (Reminder: Please read our Tips and Warnings about Navision s Import process at end of this manual.) You must remember the objects that you selected to be skipped due to conflicts, so that you can manually integrate the changes later. (Write them down now or take a print screen.) 10. After saying OK, the Navision Import dialog box will say: create: X and replace XX. 11. At this stage there are new tables, forms, and reports added to your database. But they have no data in them. 12. If you were able to import and replace ALL objects, than Compile all the objects. Problems or objects that were not able to be compiled will be marked. Use the View, Marked only choice from the tool bar at the top of the Navision screen while still in the Object Designer. If you exit the object designer it will remove the marks!! And you will have to compile again to know which objects failed. 13. If there were Conflicting objects or compile errors, please continue reading and compare the Change Log to the database objects. 14. If there are not conflicts or compile errors then you have completed the installation and you can skip the change log area and continue on with the Addon Setup & Workflow section. Page 8

9 Setup Once you have imported or integrated our objects you will see the following changes: Page 88 Job Card: Fields have been added to the card for the Enhanced Billing Frame: Page 9

10 They display on the invoicing tab of the job card: Page 10

11 Enhanced Billing now also appears as a menu choice: Page 11

12 Setup Instructions Enter the Default Billing Task No, and the Billing Type on each job. The Default Billing Task No. that you enter here will automatically show up on the billing worksheet. The Billing Type options are: Time & Material, Planned Contract Lines, %Complete, or Cost Plus. If you choose CostPlus as the billing type, you must enter a percentage for markup in the Cost Plus % field. If you choose % Complete as the billing type, you will need to enter a Contract Amount on the Task Line or Lines. Enter the Default Billing Job Task No. Enter the Cost Plus % if the Billing Type is Cost Plus. Make sure that you have a Contract Amount entered on a Task line or Task Lines if the Billing Type is % of Completion. Page 12

13 Set Up Billing Templates Page 13

14 Set Up Billing Formats Creating New Enhanced Billing Formats: Go to Departments, Jobs, Enhanced Billing, Administration, Setup, Page 14

15 In the Job Enhanced Billing Setup you will specify the Invoice Line default type (G/L Account, Item, or Resource) for billing, as well as the number code and a description of the account fills in automatically. The same information is required for Retainage Line Defaults. The Billing Format Code is a free form code. There is no lookup nor validate on a table. You basically can type in whatever name you want. Default means that these values will automatically show up on the billing worksheet. Page 15

16 Next, click the Navigate tab, and select Billing Format You will see the billing format lines, filtered by the Billing Format Code that you entered on the Home tab.. Page 16

17 Work Flow The Job Enhanced Billing granule was created to give you multiple options for Billing: Standard Jobs allows billing from the Contract Planning Line, where you push from the job to the sales invoice to create the invoice. Job Manager allows billing from the Contract Planning Line (job to sales invoice) as well as Billing from the Sales Order (where the Sales Order has an option to Make Job. Job Enhanced Billing allows both of the above scenarios, as well as providing a worksheet where you can quickly and easily determine the billing for jobs. We will not cover the NAV standard or Job Manager Billing options in this manual, however we will walk through the steps of using the Billing Worksheet to create your invoices. Job Card Review and Concepts: 1. Enhanced Billing portion - Billing Type (% Complete or Cost Plus) - Set Default Billing Task (Must be on the Task List to hold Actual Revenue) - We will focus on the % Complete = Earned Revenue method in this document. 2. Must establish the Contract Amount on the Task List. (One line or distributed on multiple Lines) (Note: We do not use Contract Planning Lines for this billing method) Page 17

18 3. Also the Job s Percent Complete is used in this process. Find the current value on the Statistic Screen. (Lower Right hand corner) Actual Cost / Estimated Cost = Percent Complete 4. There is also a Tab on Statistics that Calculates the Earnings based on this Percent Complete. Page 18

19 5. Example: $100,000 Contract at 20% Complete = $20,000 Earned. You will want to choose the Earned Revenue Worksheet, available from your Role Center menu. When you first enter the worksheet, there may be lines in it already. You can delete those lines, but the Create Worksheet function will also delete any pre-existing lines. In order to review the Job billing that should be completed, you will take the following steps. 1. Click on Create Worksheet Lines If there are lines in the worksheet already you will get the following message: Page 19

20 Select yes, and continue on to the Request form. If there are no worksheet lines you will not see the message. 2. When you click on Create Worksheet Lines, the following request form appears: Calculation As of Date : this is the cutoff date for your invoicing. Document Number : You must enter a document number in this field. This could be TM (Time and Materials billing, date) or a user s initials and date. This document number field would allow you to look at the worksheet lines that have been saved if you need an additional field aside from the As of Date. Include Jobs that don t have ledgers yet : If you click this box the worksheet will populate with jobs that have no ledger entries as well as jobs with ledger entries. If you do not click it you will get only the jobs that have ledger entries already. Other Filters : You can also set filters for the entries that come in, including only certain jobs, or particular billing types. When you choose to create the Earned Revenue Worksheet without a Billing Type filter, all Billing Types will come in. Click OK to create the worksheet lines Page 20

21 1. Review the Numbers for verification. Many of the values from the Job Card and Statistics windows are pulled into the worksheet to confirm and assist with your billing calculations. 2. Note: The Calculated Cost at Completion is based on the overall Percent Complete divided into the JTD Cost. (Informational only) 3. You can edit the Percent Complete from a Decimal number to a rounded number % - 43% Page 21

22 4. For Single Job Billing ensure that the Job Task No. and the Billing Format Code is shown. 5. Verify the desired Amount to Bill on this billing cycle. (Monthly?) - This value can also be edited if you desire. 6. When you are ready to generate your monthly Invoice, select Create Invoice 7. Confirm. 8. Option to Go to the Invoice now. We suggest YES. Page 22

23 9. You will be taken to the Sales Invoice. It is completely filled in for you with the value you selected. 10. Verify the values before you Post the Invoice. 11. Notice the Worksheet Line first shows the Un-Posted Invoice. You can navigate to the Posted Sales Invoice once you Post. [You can adjust the Invoice Format as needed.] Page 23

24 12. Also, the Job Statistics will now show this Revenue in the JTD Actual Revenue. - I suggest you also check the Job Ledger Entry to see the Sale Transaction too. Page 24

25 -Check the Customer Ledger. - Check the Posted Sales Invoices. (Note: Final Invoice number is NOT written back to the Earned Revenue Worksheet, only the Pre-Posted Document No.) Also, a Contract Planning Line is automatically created. 13. This completes this month s billing cycle. 14. Second Month now begins. Page 25

26 15. You are now at 60% Complete and have Earned 60% of the Contract. It is time to run the Worksheet again. 16. The previous amount billed (JTD) is now in play and is shown. The Amount to Bill on this second cycle is now show. 17. Confirm, and Repeat the process. 18. Check the Billing History that is kept for Job Enhanced Billing. Page 26

27 19. Confirm, and Repeat the process. 20. Check the Billing History that is kept for Job Enhanced Billing. Page 27

28 21. NOTE: Post to History function posts the entire Worksheet as shown. This is why we suggest you just work on a few Jobs at a time. (This is a snapshot of the Worksheet before it is cleared.) 22. You will note that the create worksheet process brings in the Master Jobs as well as the sub-jobs. You can filter out the Master Jobs, because you do not bill by the Master Job, but it can be helpful to orient the view of the worksheet. From this worksheet you can drill down on the job to view/edit the job contract amount. Changing the contract amount on the job card will prompt you to change the amount on the job task lines as well. You should answer Yes to update the job task lines, as this will re-evaluate and prorate the contact amount per task based on the amount on the job. Page 28

29 The Estimated Cost and Job Actual Cost fields are non editable and populated from the Job Estimate and the Job Ledger, respectfully. You can use the Additional Cost to Milestone field to add additional costs for this billing. For example, you may know of Purchase Orders received but not yet billed that you feel should be included in the cost to date for this job. Modifying this field will change the Calculated % of completion (Actual Cost/Estimated Cost) and Calculated Cost at completion fields. (Time and Materials jobs do not calculate the % of completion) The Net Billed field is a total of the Job Ledger sales entries, ie: all posted invoices, less retainage withheld from the posted invoices. Net Billed plus Amt. Retainage = Amt Billed to Date. If you have specified Billing Types they will be shown in the column for billing Type. The Earned Revenue field shows the Contract Amount * Calculated % Complete. Over/Under billed would be the billed amount difference from the Earned Revenue field. The Amt to Bill field can be edited this will modify the % of Completion field. Once you are satisfied with the amounts shown in the worksheet you can Create Invoices by choosing the Create Invoice icon on the Home tab. Jobs must have a billing type, originally entered on the job card, in order to create invoices. Page 29

30 When the invoice has been created you have the option to go and view it. These are located in Unposted Sales Invoices. If the invoice is deleted, it will remove the invoice number from the Earned Revenue Worksheet as well. From the ACTIONS tab, you also have the option to print the worksheet (this looks very similar to the Job Billing Analysis Report) Page 30

31 View individual invoices Then post and print the invoices, and Post Entries to History Page 31

32 Posting the entries will move the worksheet entries to Billing History. Just Added: The ability to Group Sub-Jobs and create 1 Invoice for the Master Job Project. Summary of Functionality: When on the Billing Worksheet, and after you have run the Create Worksheet Lines: When you say Create Invoice if an invoice already exists for the same Master Job then NAV will ask if you want to append to that invoice. If you select YES, then NAV will add another line to the existing invoice. If you select NO, then NAV creates another invoice for that single sub job billing. If you check the Create Master and Append box on the line selected for creating an invoice, then one invoice will be created with multiple lines representing the billable amount for each sub job with the same Master Job No. Page 32

33 Support Congratulations on your purchase of Job Enhanced Billing! We couldn t be more thrilled for you. Soon, you will be on your way to enjoying and utilizing the features and functionality of this product. On behalf of NAV Software, NAV Solution Centers and NAV Service Providers, we thank you for your business. Most importantly, Cost Control Software sincerely appreciates your trust in our products. Should you have any questions or comments regarding our product, we encourage you to contact your local NAV Solution Center (NSC). Please also contact your NSC if you are considering modifications or seeking new software functionality. Cost Control Software provides many add-on products that may be just the solution you were looking for. Your NSC can provide you with our complete list of add-ons. You may also check out our website to see available add-on products as well. Visit: for more information. Produced and Distributed by: Cost Control Software, Inc Old Meridian Street Carmel, IN Phone: (317) Page 33