Job Invoice Selection Lines Sub-Tab

This section includes the fields and descriptions for the Job Invoice Selection Lines sub-tab.

Field	Description
Allocate Quantity	In this field, you can enter the quantity to allocate when the allocation is approved. If the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is not marked, you can change the number if you wish to allocate fewer or more than the registered quantity (that is, write the job up or down). If you change it, Maconomy will recalculate the field “Billing Price for Allocation.”
Billing Price for Allocation	In this field, you can enter the activity billing price for allocation. Maconomy suggests the sum of the billing prices from open entries on the job.
Markup	In this field, you can enter or change the markup amount for the current line. The field “Close Entries” must be marked. Maconomy suggests the difference between the cost and the billing price of the current table line. When you change this field and press Return, the fields “Billing Price for Allocation” and “Markup %” on the current line are updated, and the fields relating to the desired sales price in the card part are updated as well to reflect the new billing price to allocate.
Markup %	In this field, you can enter or change the markup percentage for the current line. The field “Close Entries” must be marked. Maconomy suggests the percentage which corresponds to the difference between the cost and the billing price of the current table line. When you change this field and press Return, the fields “Billing Price to Inv.” and “Markup” on the current line are updated, and the fields relating to the desired sales price in the card part are updated as well to reflect the new billing price to allocate.
Close Entries	The functionality of this field depends on whether the field “Dir. Inv.” is marked and whether the system parameter “Allow over invoicing” has been marked in the Set-Up module. If this parameter has not been marked, the field “Close Entries” cannot be unmarked. Furthermore, if the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is marked for the current job, this field can only be selected if doing so does not give rise to any write-up or write-down of the job. If the field “Dir. Inv.” (Direct Invoicing) is not marked — Mark the field “Close Entries” if you want all underlying job registrations to be closed when you approve the allocation. The field “Close” will be marked accordingly on all the underlying job registrations, which can be seen in the window Itemize Invoice Selection. If you mark this field, all open entries will be allocated and closed. If you do not mark this field, the underlying entries will be closed until the quantity specified in the field “Invoice Quantity” or “Billing Price to Inv.,” with the oldest entries being selected for allocation first. If the quantity exceeds the open entries, an entry for direct invoicing is created in the window Itemize Invoice Selection. If the field “Dir. Inv.” (Direct Invoicing) is marked — If the field “Close Entries” is marked, an entry for allocation is created and then closed. Any job entries with the same allocation combination in the window Itemize Invoice Selection are not closed, but are excluded from the allocation, as the quantity to allocate and the billing price to be allocated are always set to zero. If you do not mark this field, the open billing price for the current allocation combination will be negative next time you create an allocation. For further information, please see the description of the field “Close” in the window Itemize Invoice Selection.
Without Registrations	This field is used for choosing allocations without underlying job registrations. If you mark this field, you can enter quantity and billing price, irrespective of open job entries, and these will not be affected by the invoicing or crediting. When you mark this field, the field “Close Entries” is automatically marked too, but you can remove that mark manually if the system parameter “Allow over invoicing” has been marked in the Set-Up module. You can also enter a negative quantity and a negative credit memo amount for allocation, that is, crediting without underlying job registrations. When you enter manual activity lines for which there are no job entries, Maconomy will mark this field automatically.
Action	This pop-up field serves two purposes: It tells you at a glance what the effect of the selections on the current line is, and it is a shortcut to performing various common operations on the line. A corresponding field exists for all underlying job entries in the window Itemize Invoice Selection. The “Action” field reflects the value of the fields “Billing Price to Allocate” and “Close Entries” on the current line. However, if the current job is a time and material job, the value suggested is the one specified in the attribute “Standard invoicing action for job entries on time and material jobs” in the job parameter Registration. This field can have four values. You can change a field on the line manually to see the effect in this field, or you can change this field to change the other fields automatically. The following table shows the available options. Billing Price to Allocate Close Entries Action >0 Yes Invoice 0 Yes Write Off 0 No Carry Forward Other Combinations Blank The following section describes the effect of selecting the different values in this field. Note that if you select a value that does not have any effect (such as “Invoice” when there is nothing to invoice), the value will revert back to reflect what will actually take place when you approve the invoice selection. Invoice — If you select this value on a line where the billing price to invoice is greater than zero, the field “Close Balance” is marked on the current line. This means that all open entries to the current job allocation combination are closed when you approve and print the invoice; the line is invoiced in full. For more information, please see the description of the field “Close Balance.” Write Off — If you select this value, the field “Close Balance” is marked on the current line, and the fields “Invoice Quantity” and “Billing Price to Inv.” are reset to zero. This means that all open entries to the current job allocation combination are closed when you approve and print the invoice, but nothing is invoiced; the line is written off completely, and the job is written down by the current line’s amount. Note that this action cannot be selected if the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is marked for the current job. Carry Forward — If you select this value, any mark in the field “Close Balance” is removed on the current line, and the fields “Invoice Quantity” and “Billing Price to Inv.” are reset to zero. This means that nothing is invoiced on the current line when you approve and print the invoice, but the balance is not closed—that is, the balance is carried forward, and the job entry will reappear at the next invoicing.
Reallocate	If you mark this field, all open, underlying job entries are marked for reallocation. When an allocation line is marked for reallocation, it cannot be allocated. The same applies if any of the underlying job entries is marked in the window Itemize Job Invoice Allocation. The quantity and amount for allocation is reset to zero, and any mark in the fields “Close Entries” and “Without Registrations” is removed.
Remarks	In this field, you can enter a remark to describe the current job invoice allocation line. This could, for example, be a note about the reason for writing down an entry. The remark entered in this field is copied to all underlying job entries and can be seen in the window Itemize Job Invoice Allocation. If any remarks have already been entered in that window for the individual job entries, they are overwritten by the remark in this field. If a remark is changed in the window Itemize Job Invoice Allocation so that there are different remarks for each job entry, the “Remarks” field in this window is blanked for that allocation line.
Task Name	This field shows the name of a task if the current invoice layout rule specifies that the invoice selection should be summed by task. There is only one line per task, which means that all task entries are summed in the table part of this window. For this reason, this field cannot be changed on existing lines, but it is possible to create a line and enter a task name in this field. If you want to create a line for direct invoicing using the same task name, this must be done in the window Itemize Job Invoice Allocation, where the underlying job entries can be seen.
Task Description	This field shows the task description which was entered when the task was created.
Allocation Group	For jobs set up with detailed job invoice allocation, this field shows the allocation group for the underlying job entries for the line.
Activity No.	This field shows the number of an activity if the current invoice layout rule specifies that the allocation should be summed by activity.
Activity Name	This is the activity text which was entered when the activity was created in the window Activities.
Empl. No.	This field must be completed for time activities if you mark the field “Without Registrations.” Maconomy automatically suggests the employee specified in the system parameter “Employee No. for direct invoicing.” The employee number is transferred to the job entry created when the job is invoiced.
Employee Name	This field displays the name of the employee entered in the field “Empl. No.”
Employee Category No.	This field shows the employee category number for the entries summed up on the invoice allocation line.
Employee Category Name	This field shows the name of the employee category specified in the Employee Category No. field above.
Open Quantity	This field shows the number of units that has been entered but not yet allocated or closed. The number, which cannot be changed in this window, is the sum of the “Quantity, Open” values for the entries in the window Itemize Job Invoice Allocation.
Open Billing Price	This field shows the open billing price, that is, the sum of the prices of the number of entered units that have not yet been allocated or closed. This amount, which cannot be changed in this window, is the sum of the “Billing Price, Open” values for the entries in the Itemize Job Invoice Allocation window.
Allocated Quantity	This field shows the quantity of previous job invoice allocations thus the already allocated part of the quantity on the line.
Allocated Amount	This field shows the amount of the last job invoice allocation.
Quantity, Total	This field shows the total quantity that can be allocated when the allocation has been approved. It is the sum of the “Quantity Inv.” and “Allocate Quantity” fields.
Billing Price, Total	This field shows the total billing price when the allocation has been approved. It is the sum of the “Billing Price, Allocated” and “Billing Price for Allocation” fields.
Budgeted Quantity	This field shows the total quantity from the budget type selected as the current budget in the Job Budgets window.
Budgeted Billing Price	This field shows the total billing price from the budget type selected as the current budget in the Job Budgets window.
Quantity, Reg.	This field shows the quantity that has been entered.
Billing Price, Reg.	This field shows the total registered billing price, that is, the sum of the billing prices registered to the individual entries.
Quantity, Up/Down, To Date	This field shows the write-up/-down quantity already allocated for the activity until today’s date. Write-up and write-down are the differences between the registered quantity and the allocated quantity. Write-ups are shown as positive figures, and write-downs as negative figures.
Billing Price, Up/Down, To Date	This field shows the write-up/-down billing price already allocated for the activity until today’s date. Write-up and write-down are the differences between the registered billing price and the allocated billing price. Write-ups are shown as positive figures, and write-downs as negative figures.
Quantity, Up/Down, Selection	This field shows the potential write-up/-down quantity resulting from allocating the current job invoice allocation. Write-up and write-down are the differences between the registered quantity and the allocated quantity. Write-ups are shown as positive figures, and write-downs as negative figures.
Sales Price, Up/Down, Selection	This field shows the potential write-up/-down sales price resulting from allocating the current job invoice allocation. Write-up and write-down are the differences between the registered sales price and the allocated sales price. Write-ups are shown as positive figures, and write-downs as negative figures.
Quantity, Up/Down, Total	This field shows the total write-up/-down quantity for the job after allocating the current job invoice allocation. Write-up and write-down are the difference between the registered quantity and the allocated quantity. Write-ups are shown as positive figures, and write-downs as negative figures.
Sales Price, Up/Down, Total	This field shows the total write-up/-down sales price for the job after allocating the current job invoice allocation. Write-up and write-down are the difference between the registered sales price and the allocated sales price. Write-ups are shown as positive figures, and write-downs as negative figures.
Location	The functionality of this field is similar to that of the field “Task Name” above.
Entity	The functionality of this field is similar to that of the field “Task Name” above.
Project	The functionality of this field is similar to that of the field “Task Name” above.
Purpose	The functionality of this field is similar to that of the field “Task Name” above.
Spec. 1-3	The functionality of these fields is similar to that of the field “Task Name” above.
Local Spec. 1-3	The functionality of these fields is similar to that of the field “Task Name” above.
Task Group 1-6	The functionality of these fields is similar to that of the field “Task Name” above. Task groups are used for reflecting the work breakdown structure of the job budget in the invoice selection. For further information on work breakdown structure and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”