| When you select this action, you close the job in the window. Maconomy marks the field “Closed” and inserts today’s date in the field “Date” in the Job island.
You can only select this action if the job has no open entries and is not already closed. You cannot close a job that has open purchase orders, open requisitions, open invoices on account, accruals, open job events or event flows, unapproved time or expense sheets, sales orders which have not been fully delivered or invoiced, unposted reallocation journals or unposted job revenue journals. Maconomy will issue a warning if an entry is marked for reallocation to or from the job in question or referenced on an unposted vendor invoice journal. As long as a job is marked as closed, you cannot register entries to it. A closed job can always be reopened with the action “Reopen Job.” However, you can close a job to which non-invoiced sales orders are assigned if the orders in question are so-called 0 orders, that is, orders without order lines or orders where all order lines contain a quantity and delivered quantity of zero.
If a job has quote status, you can always close the job. However, if the job is a fixed-price job with order status, Maconomy checks that the job’s fixed price less any invoiced amounts equals the sum of previously printed invoices on account. If this is not the case, the job cannot be closed. If a job is assigned a job allocation combination rule that allows non-fixed-price entries, such non-fixed price entries are not registered as part of the ‘fixed price’ of either a fixed price job or a time and material job. This means that the amount invoiced for such non-fixed price entries is not included in the total invoiced amount on the basis of which the above-mentioned comparison is made.
If the job parameter “Create Invoice Upon Job Closing” in the job parameter type “Fixed Price Set-Up” is assigned the value “Yes,” closing a fixed price job assigned to this parameter will automatically create an invoice for the quote price less amounts invoiced on account, that is, a zero invoice. Any difference between the fixed price and the sales price of registered job entries will be posted on the activity entered in the job parameter attribute “Activity for Job Closing” assigned to the job in question. The sales price of registered job entries does thus not include non-fixed price entries when using the functionality regarding invoicing non-fixed price entries separately on a fixed price job. See the description of the window Job Allocation Combinations for further information on non-fixed price entries on fixed price jobs and time and material jobs.
The job cannot be closed if the amount credited on account is greater than the amount invoiced on account. If the system parameter “Extended use of 0-invoice system numbers” is selected, the invoice number of the zero invoice printed is taken from the system number series “0-Invoice” defined in the window System Numbers in the Set-Up module. Note that if the last invoice created on such a job gives rise to the creation of a credit memo, the system number assigned to the credit memo will be derived from the system number series “Credit Memo.”
If the job is a fixed price job with overrun handling, and the job parameter attribute “Create Invoice Upon Job Closing” is assigned the value “Yes,” Maconomy will close all job entries created as a result of any overrun. If the activity for overrun registration and the activity for job closing are not the same, the amount from the overrun activity will be moved to the activity for job closing. These activities are specified in the window Job Parameters in the job parameter type “Fixed Price Job Set-Up.” Entries not included in the fixed price of the job (outlays, if the job parameter attribute “Include Outlays in Fixed Price” is assigned the value “No,” and other entries not included in the fixed price using job allocation combinations) must be invoiced to the customer and closed before the job can be closed.
Any job profit entries and overrun entries created when closing a fixed price job on which an invoice is automatically created upon job closing are also provided with the journal number of the invoice journal. Moreover, if a job uses detailed revenue recognition, any profit entries created at closing of the job will be split into the detail levels that apply to the relevant job; that is, a profit entry is automatically created for each detail level of the job.
When closing a time and material job using revenue recognition by completion percentage and/or overrun handling or a job using WIP evaluation, Maconomy creates a revenue recognition journal which when posted ensures that the revenue recognized on the T&M job is equal to the amount invoiced on the job. Thereby any revenue adjustment entries made during the life of the job are reversed. If the job uses detailed revenue recognition, Maconomy automatically creates a journal for each of the relevant detail levels applying to the job. See the description of the job parameter type “Revenue Recognition” for further information about the possibility of setting up jobs with overrun handling, revenue recognition by completion percentage, and WIP evaluation
For each team assigned to the job, Maconomy checks if the field “Block Team when Unused” is marked for the team in question. If it is, and if all other jobs to which the team in question is assigned have also been closed, the team is blocked. However, the team is automatically reopened if the job is reopened.
Maconomy will set all estimates to completion to 0 and evaluate the progress of the job to bring the planning budget up to date with actuals. You may turn off this feature of job closing by unmarking the system parameter “Calculate Progress at Job Closure.”
Once a job has been closed, it is no longer possible to create entries for the job. However, a closed job can be reopened at any time using the action “Reopen Job.”
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