Simple Job Billing | Coins Help Center (USA)

This How To will demonstrate how to set up a job for simple billing and how to create the simple certificates.

Go to Job Receivables > Jobs/Series > Jobs.
Click the Open folder in the row of the appropriate job (Figure 1).

Figure 1: Open Job in Job Receivables Module

3. Go to the Commercial Options tab (Figure 2).

4. In the field for Job Contract Manager Options (in the Commercial Options section), select either Not Used or Detailed Change Management (Figure 2), so the job will not have a Schedule of Values; it will only have a simple bill. If Not Used is selected, the job will not be able to use Change Management in Job Contract Manager.

5. Then, click Save in the bottom, right corner of the screen (Figure 2).

Figure 2: Job Contract Manager Options in Commercial Options Tab, Click Save

6. Next, make sure the Job Receivable Series for this job uses “SIMPLE” for its Certificate Definition. If it does already, skip to step #13 on page 5.

7. In the top, right corner of the Job Details screen, go to the Options drop-down menu and click Job Receivables Series (Figure 3).

Figure 3: Click Job Receivable Series under Options

8. Click Add to add a new Job Receivables Series (Figure 4).

Alternately, click the Open folder in the appropriate row to edit an existing series (Figure 4) and follow along with the next steps to make sure the series is set up correctly.

Figure 4: Click Add or Open

9. Select SIMPLE-Job Receivables (Simple) Billing from the drop-down for Certificate Definition (Figure 5).

10. In the Revenue Analysis field, add the appropriate revenue cost code to the job number that will pre-populate. In this example, “00” (Billings) is the revenue cost code added to the job number “10035,” which comes out as “10035.00” (Figure 5).

11. Fill in the rest of the necessary, appropriate information to set up the Job Receivables Series (Figure 5). Toggle Help can be used as a reference for filling out the other fields.

12. Then, click Save in the bottom, right corner of the screen (Figure 5).

Figure 5: Enter in Series Information, Click Save

13. Next, navigate to the Input Applications/Certificates – Batches function. This can be done using Menu Search or by going to Job Receivables > Applications/Certificates > Applications/Certificates through the tree menu (Figure 6).

14. Click Add to create a batch (Figure 6).

Figure 6: Click Add in Input Applications/Certificates – Batches

15. Set the Fiscal Period and if desired, a Description for the batch (Figure 7).

16. Click Save, in the bottom, right corner of the screen (Figure 7).

Figure 7: Fiscal Period, Description, Click Save

17. In the Transactions tab, click Add to add a bill (Figure 8).

Figure 8: Click Add in Transactions Tab

18. Use the Job Lookup (…) to find the appropriate job (Figure 9).

Figure 9: Click Job Lookup

19. Select the appropriate job (Figure 10).

Figure 10: Select Job in Job Lookup

20. The Series and Customer should auto populate from the job information (Figure 11).

However, Series and Customer will not auto populate if the job has more than one Job Receivables Series. In that case, use the Field Lookup (…) for Series and select the appropriate series.

Figure 11: Series and Customer Auto Populated

21. Click Next in the bottom, right corner of the screen (Figure 12).

Figure 12: Click Next

22. On the next page, in the Main tab (Figure 13), enter a Certificate Date.

23. Client Reference is the invoice number (Figure 13).

24. The Enter By field determines whether application/certificate values are entered on a cumulative or period basis (Figure 13).

Figure 13: Main Tab

25. Next, go to the Certificate Details tab, enter the Work Completed amount. It will calculate the Retention automatically, based on the Sales Series setup, but that value can be overwritten. If this is partially taxable, change the “Taxable Amount.”

In this example, $10,000 worth of work was performed, $1,000 worth of retention was withheld, and only $4,000 was taxable (as shown in Figure 14).
The “Sales Tax” amount will only calculate once the batch is saved.

Figure 14: Certificate Details Tab

26. Optionally, add in Certificate Comments in the Certificate Comments tab (Figure 15).

27. Then, click Save in the bottom, right corner of the screen (Figure 15).

Figure 15: Certificate Comments Tab, Click Save

28. Navigate to the Revenue Distribution tab. A single line has been automatically generated (as shown in Figure 16). This line shows all that all the revenue from this certificate will be credited to the revenue cost code entered on the sales series.

Figure 16: Revenue Distribution Tab

29. (If revenue does NOT need to be sent to multiple jobs, skip to step #31 on page 11.) If revenue needs to be sent to multiple different jobs (as shown in Figure 17), follow these steps:

Open the line that was automatically created by clicking the Open folder in the row.
Change the amount.
Click the floppy disk to Save the line.
Then, click Add at the bottom of the screen to add an additional line or lines.
Select Contract from the drop-down for Analysis.
Enter in the applicable cost code under the second Analysis column.
Enter in the Amount to be distributed to each additional job.
Click the floppy disk to Save each additional line.

Figure 17: Additional Lines Added to Send Revenue to Multiple Jobs

30. Then, click Next in the bottom, right corner of the screen (Figure 18).

Figure 18: Click Next

31. Then, back on the Batch page, use the Action Bar at the bottom of the screen and select Post from the drop-down. Click the arrow to “Apply Action” (Figure 19).

Figure 19: Click Apply Action to Post the Batch