Job Entries Sub-Tab

This section includes the fields and descriptions for the Job Entries sub-tab.

Field	Description
Job No.	This field shows the job number of the current job entry. If the current job in the card part is a main job, and the job’s invoice layout rule is marked in the fields “Main Job Invoicing” and “Main Job Invoice Selection,” the lines in the table part may derive from subjobs of the main job. It is possible to enter job entries for direct invoicing on the associated subjobs in this window.
Date	This field shows the date on which the job entry was entered. It cannot be changed on existing lines. However, you can enter a date when manually creating a line.
Description	This is the entry text. It cannot be changed. However, you can enter a description when manually creating a line.
Empl. No.	This is the number of the employee registered on the job entry. This field must be completed if the field “Direct Inv.” has been marked, and the activity on the line is a time activity. Maconomy will automatically suggest the employee specified in the system parameter “Employee No. for direct invoicing.” You cannot change the field on existing lines.
Employee Name	This is the name of the employee entered for the time activity in the table part of the Invoice Selection window.
Invoice Quantity	If the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is not marked for the current job, you can change how many units of the activity you wish to invoice in this field. The job entry is invoiced when you approve and print the invoice selection in the window Invoice Selection. Maconomy suggests the quantity you entered when the job entry was entered. You can change the value here if you wish to temporarily invoice the customer part of the quantity entered, or if you wish to invoice the customer for more or less than the entered quantity. In the latter case, the job entry must be closed, which is done by marking the “Close” field.
Billing Price, Unit	In this field, you enter the activity’s billing price per unit. Maconomy suggests the billing price per unit entered for the entry. If the job parameter attribute “Allow Write-Up/Down at Transfer of Billing Price Only” of the type “Write-Up/Down” is not marked for the current job, you can change the value here if you wish to invoice another price to the customer.
Billing Price to Inv.	This field shows how much you are invoicing the customer when the invoice selection is approved in the window Invoice Selection and subsequently invoiced in the window Invoice Selection, Invoice Editing or Job Invoicing. The billing price here is calculated as the “Billing Price, Unit” multiplied by the “Invoice Quantity.”
Invoice	This field shows whether the current job entry has been selected for invoicing. If you remove the mark in this field, the value in the field “Invoice Quantity” is reset to zero.
Close	In this field, you can specify whether the entry is to be closed when the invoice selection is approved and invoiced. If you mark this field, the entry will be closed, which means that you cannot invoice it again. If the quantity or price to invoice is greater than what was originally entered, Maconomy will calculate the up- or down-written amount when invoicing takes place. The result can be seen in the card part of this window after invoicing has taken place. It can also be seen in the table part of the Invoice Selection and Job Card windows, as well as on various printouts, for example, the job profitability printout. If you unmark this field on manually created lines, the job entry will not be closed at invoicing. You can use this functionality if you wish to invoice the customer for a specific amount before the work has actually been registered. When the invoice is printed, an open job entry with a negative open cost and a negative open billing price is automatically created, as you must still register the activities covered by the invoice. When you register the activities in a job journal or a time sheet, the negative cost and billing price will be written down according to the cost and billing prices of the activities or employees in question. When you manually create a line and unmark this field, the cost from the employee or activity is transferred to the field “Cost Price Pc” as you are not invoicing without registering activities, but invoicing an amount before registering the activities. If you leave this field marked, no cost is transferred from the employee or activity. You can use this functionality to invoice without registering activities.
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 current line. A corresponding field exists for the current invoice selection line in the window Invoice Selection (the sum of the job entries in the table part of this window). If you change the value of this field, the value of the corresponding field in the window Invoice Selection is reset to the blank value. This field can have four values: Invoice — If you select this value, the fields “Close” and “Invoice” are marked on the current line. This means that the open entry is closed when you approve and print the invoice in the window Invoice Selection; the line is invoiced in full. For more information, please see the description of the fields “Close” and “Invoice.” Write Off — If you select this value, the fields “Close” and “Invoice” are marked on the current line, and the fields “Invoice Quantity” and “Billing Price to Inv.” are reset to zero. This means that the current, open job entry is closed when you approve and print the invoice in the window Invoice Selection, 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 marks in the fields “Close” and “Invoice” are 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 in the window Invoice Selection, but the balance is not closed — that is, the balance is carried forward, and the job entry will reappear at the next invoicing. Blank — This is the default value. Please note that if you have selected a non-blank value in this field, it will be reset to blank if the current invoice selection line is changed in the window Invoice Selection, or if you manually change the value of the field “Close.” Note again that this field is merely a shortcut to actions which can also be performed by changing the affected fields manually. For more information, please see the description of the field “Action” in the window Invoice Selection.
Proposed Quantity	This field displays the invoiceable quantity proposed by the project manager in the Approve Expense Sheet Lines window. If the job entry only covers a job surcharge amount, the value in the field will be 1. This value is identical to the initial value in the “Invoice Quantity” field.
Proposed Billing Price, Unit	This field displays the unit billing price proposed by the project manager in the Approve Time Sheet Lines or Approve Expense Sheet Lines window. The amount includes applicable job surcharges, if any.
Proposed Billing Price, Total	This field displays the total billing price proposed by the project manager in the Approve Time Sheet Lines or Approve Expense Sheet Lines window. The amount includes applicable job surcharges, if any.
Use Invoice Proposal	This check box shows whether the quantity and billing price in the “Proposed Quantity,” “Proposed Billing Price, Unit,” and “Proposed Billing Price, Total” fields will be used for invoicing. If the project manager or employee has approved the values in these three fields, this check box will be marked, which means the values in the three fields will be used for invoicing. If the check box is not marked, this indicates that the values from the fields “Invoice Quantity,” “Billing Price, Unit,” and “Billing Price to Inv.” will be used for invoicing.
Reallocate	If you mark this field, the current job entry is marked for reallocation. When a job entry is marked for reallocation, it cannot be invoiced in the window Invoice Selection. The quantity and amount for invoicing are reset to zero, and any mark in the fields “Invoice” and “Close” is removed. To be able to invoice the job entry, you must first either perform the reallocation in the window Job Reallocation by Job or unmark the field in this window or the window Invoice Selection. Note that entries for direct invoicing cannot be marked for reallocation. Note also that selecting an action in the field “Action” automatically unmarks this field.
Incl. in Fixed Price	A check mark in this field indicates that the entry is included in the fixed price of a fixed-price job. When you create a line, Maconomy automatically marks this field if the current entry is not to be included in the fixed price of the relevant job. The check mark in this field cannot be removed manually.
Dir. Inv.	This field is marked if you are doing direct invoicing or crediting on the job entry level. This field is marked on lines created manually in this window or the window Invoice Selection. The field can also become marked as a result of using the action “Invoice to Credit Memo” in the window Invoice Selection without marking the field “Restore Job Entries.” You cannot change the value here. If the job has been set up to use invoice allocation, you cannot create job entries for direct invoicing on dimensions that have been defined for use with a fixed-price job.
Cost, Unit	This is the cost originally recorded for the entry. You cannot change it here. The cost is used to calculate the markup percentage in the fields “Markup, Unit” and “Markup %.” If the job is capitalized, the cost multiplied by the quantity in the “Invoice Quantity” field will be posted to the cost of sales account when the invoice selection is invoiced. This account is specified by means of a dimension combination in the window Posting References in the G/L module, or in the table part of the window Activities if you have selected “Post by Activity” in the window System Information. If you unmark the field “Close” on manually created lines, Maconomy automatically transfers the cost of the current employee or activity to this field. You can change the cost of the employee in the window Employees in the Set-Up module. The cost of an activity can be changed in the window Activities.
Markup, Unit	In this field, you can enter the amount by which you want to mark up the current invoice line per unit. Maconomy calculates and shows a markup amount based on the values in the fields “Billing Price, Unit” and “Cost, Unit.” If you change the suggested markup, Maconomy will recalculate the line’s billing price to invoice.
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 the percentage by which you want to mark up the current invoice line. Maconomy calculates and suggests a markup percentage based on the values in the fields “Billing Price, Unit” and “Cost, Unit.” The markup percentage is the gross margin as percentage of cost. If you change the suggested markup percentage, Maconomy will recalculate the line’s billing price to invoice.
Quantity, Open	This field shows how many units of the activity you have entered to the job entry and which have not already been invoiced.
Billing Price, Open	This shows how much of the billing price you have not already invoiced to the customer. Maconomy calculates the amount as the value in the “No., Open” field multiplied by the original billing price per piece.
Quantity, Inv.	This shows the quantity which has previously been invoiced to the customer.
Billing Price, Inv.	This is the amount you have previously invoiced to the customer.
Quantity, Total	This is the total quantity which, after the invoice selection is approved and invoiced, will be invoiced to the customer. It is the sum of the quantities in the “Invoice Quantity” and “No. Invoiced” fields.
Billing Price, Total	This is the total billing price which, after the invoice selection is approved and invoiced, will be invoiced to the customer. It is the sum of the amounts in the “Billing Price to Inv.” and “Billing Price, Invoiced” fields.
Quantity, Reg.	This is the quantity given when the job entry was entered. When the job entry is closed, Maconomy calculates any up- or down-written difference between the quantity in this field and the quantity invoiced to the customer.
Billing Price, Reg.	This is the total billing price entered for the job entry. When the job entry is closed, Maconomy calculates any up- or down-written difference between the billing price in this field and the billing price invoiced to the customer.
Quantity, Up/Down, To Date	This field shows the write-up/-down quantity already invoiced for the activity. Write-up and write-down are the differences between the registered quantity and the invoiced quantity. Write-ups are shown in positive figures, and write-downs in negative figures.
Billing Price, Up/Down, To Date	This field shows the write-up/-down billing price already invoiced for the activity. Write-up and write-down are the differences between the registered billing price and the invoiced billing price. Write-ups are shown in positive figures, and write-downs in negative figures.
Quantity, Up/Down, Selection	This field shows the potential write-up/-down quantity resulting from invoicing the current invoice selection. Write-up and write-down are the differences between the registered quantity and the invoiced quantity. Write-ups are shown in positive figures, and write-downs in negative figures.
Sales Price, Up/Down, Selection	This field shows the potential write-up/-down sales price resulting from invoicing the current invoice selection. Write-up and write-down are the differences between the registered billing price and the invoiced billing price. Write-ups are shown in positive figures, and write-downs in negative figures.
Quantity, Up/Down, Total	This field shows the total write-up/-down quantity for the job after invoicing the current invoice selection. Write-up and write-down are the differences between the registered quantity and the invoiced quantity. Write-ups are shown in positive figures, and write-downs in negative figures.
Sales Price, Up/Down, Total	This field shows the total write-up/-down sales price for the job after invoicing the current invoice selection. Write-up and write-down are the differences between the registered billing price and the invoiced billing price. Write-ups are shown in positive figures, and write-downs in negative figures.
Tax Code	This field shows the tax code of the current activity. You can change the tax code, either directly in the field or by selecting the action “Rederive Tax Code” if the tax code has been changed for the job. You can add up to three different tax codes if necessary. To enable multiple tax codes, the system parameters “Show Three Tax Levels” and/or “Show Two Tax Levels” must be marked in the System Parameters window. When multiple tax codes are enabled, the “Tax Code” field will be replaced by the following fields: “Tax Code 1,” “Tax Code 2,” and, if enabled, “Tax Code 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
Item Tax Code	In this field, the item tax code of the current activity is shown. The value can be altered here.
Quantity	In this field, you can specify a quantity used in the current activity.
Quantity 2	The functionality of this field is similar to that of the field “Quantity” above.
Remarks	In this field, you can enter a remark to describe the current job entry. This could, for example, be a note about the reason for writing down an entry. If a remark is entered for the current invoice selection line in the window Invoice Selection, it will overwrite any remarks entered in this window. If a remark is changed on any line in this window, the “Remarks” field in the window Invoice Selection is blanked for that invoice selection line.
Employee Category	This field shows the Employee Category of the line in question.
Act. No.	This field shows and lets you enter the activity assigned to the current line.
Activity Name	This field shows the name defined for the current activity.
Task	This field shows the task assigned to the current line. If a task list exists for the job, a task must be specified on the line. If dimension values have been specified on the task in question, Maconomy suggests these dimension values on the line unless another value has been entered manually. If the window Task Lists specifies that derived dimension values should overwrite existing dimension values, any manually entered dimensions will be overwritten. If no task list has been assigned to the job, you cannot enter a task.
Task Description	This field shows the text defined for the current task, if a task has been entered in the field “Task.”
Task Group 1-6	The functionality of these fields is similar to the functionality of the field “Location” above. For further information on work breakdown structures and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”
Location	This field shows the location assigned to the current job entry. You can only change the value in this field if the job entry has been marked for direct invoicing and is yet to be invoiced.
Entity	The functionality of this field is similar to the functionality of the field “Location” above.
Project	The functionality of this field is similar to the functionality of the field “Location” above.
Purpose	The functionality of this field is similar to the functionality of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Vendor Invoice Document	This field shows a document attached to a vendor invoice, such as a scanned invoice or an e-mail.
Purch. Order No.	If the job entry was based on a purchase order, the number of the purchase order in question is shown in this field.
Purchase Order Line No.	If the job entry was based on a purchase order, this field shows the number of the line on the purchase order on which the entry was based.
Accrual Entry	This field shows whether the current job entry is an accrual entry, that is, if the entry was created as a result of an accrual being raised from a purchase order line in the window Job Accruals.
Overtime Spec.	This pop-up field shows any specification of overtime on the current job entry. You can change the value in this field. For more information, see the description of the window Job Price Information.
Daily Description	In this field you can enter or edit any daily description associated with the current job entry. The text in this field may be printed on the invoice, depending on the invoice layout of the current job. For more information, see the description of the window Job Tasks.
Accrual Type	This field shows any accrual type selected for the current job entry.
Period From, Accrual	If the current job entry has been accrued, this field and the field “Period To, Accrual” below show the starting and ending periods through which the entry was accrued.
Period To, Accrual	See the description of the field “Period From, Accrual” above.
Period From, Subscription	If the current job entry originates from a subscription order, this field and the field “Period To, Subscription” below show the starting and ending periods of the subscription.
Period To, Subscription	See the description of the field “Period From, Subscription” above.