Job Accruals Workspace

Use this workspace to create job accruals from purchase orders, one job at a time.

For each job, this workspace displays the job's current purchase order lines. You can create job accruals based on these lines. These accruals are held in a job accrual journal for future posting. You can invoice the job accruals at a later date.

Two Methods for Creating Accruals

You can work with job accruals in two ways:

• Base accruals on purchase orders.This is the recommended method because it provides more flexibility and control.
• Select individual entries in the Job Journal workspace to use as the basis for accruals.

The Job Accruals from Purchase Orders system parameter in the Set-Up module determines which method is used.

Create Accruals from Purchase Orders

In this workspace, you create job accruals based on purchase orders. The Job Accruals tab displays information about the current job. The Purchase Order Lines sub-tab displays the purchase order lines for the job. Lines appear until they are closed, typically when you enter a vendor invoice.

You can create accruals based on these lines, changing quantities or amounts if necessary. You can select the total amount of purchase orders for accrual or a partial amount. You can also create an accrual can based on the ordered or delivered quantity entered on the line.

When you use the Create Job Accruals action, Maconomy creates accruals based on the specified information and creates a job accrual journal. If you selected the Automatic posting of job accruals system parameter, Maconomy posts the accrual journal automatically. If you did not select this parameter, you must post the journal in the G/L module. Maconomy uses the Job Accruals number series to assign a transaction number to each journal that you create. After you post this journal, you can see the created job accruals when you create an invoice selection for the job.

In this workspace, you can also specify negative job accruals that can, for example, reverse a job accrual that was created by mistake.

Reconcile Job Accruals

When you receive a vendor invoice that reconciles a purchase order to which a job accrual is assigned, Maconomy also reconciles the job accrual. Maconomy credits the cost of sales account and debits the job accrual account.

You specify the cost of sales account by using a dimension combination in the Posting References workspace or in the Activities workspace sub-tab. The choice depends on whether you select the Post by Activity parameter in the System Information workspace in the Set-Up module.

You specify the job accrual account by using a dimension combination in the Posting References workspace in the G/L module. Dimension combinations can include other dimension values that are to be used in this connection.

You use the cost of sales account because the job entries that are created by the reconciliation are closed when they are created, and therefore do not need to be closed when they are invoiced. If the vendor invoice you receive does not correspond to the purchase order, Maconomy still fully reconciles the job accrual entry, provided that the difference is within a specific margin. Use the Margin, job accrual reconc. system parameter to specify the size of this margin.

If the difference is within the margin, Maconomy either writes the job entry up or down. If the difference is not within the specified margin, and the vendor invoice specifies a higher amount than the purchase order, Maconomy reconciles the job accrual with the amount from the vendor invoice and leaves the remainder as an open job entry to be invoiced or credited at a later time. If the vendor invoice specifies a smaller amount than the purchase order, Maconomy reconciles the accrual up to the vendor invoice amount and posts the amount difference on the account for work in progress. The difference can then be credited to the customer in the Invoice Selection workspace. When you subsequently post the credit memo, Maconomy reconciles the cost of sales account.