Job Costing users will already be familiar with how AP Shipments can integrate with Jobs, but now AP invoices and CB cheques can integrate too.
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- Gwendolyn Ball
- 8 years ago
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1 Tips & Tricks Linking Cashbook and Accounts Payable with Job Costing Job Costing users will already be familiar with how AP Shipments can integrate with Jobs, but now AP invoices and CB cheques can integrate too. Some examples of the reasons people have requested this are: Entering Credit Cards or Expense Claims and on charging the Job related items. Entering Wages in AP or CB for Jobs Entering Debtor financing charges in CB for Jobs Entering Council fees in AP for Jobs Key these transactions into CB and\or AP and analyse to a specified JC integration code to create Job Disbursements. Some setup is required first. Accredo taking care of business
2 1. Add the JC Disbursement Code to AP if you do not have one already. Maintain > AP > Expense Codes > Click Insert or Press F4 to add the Expense Code. Then press Save.
3 2. Add the JC Disbursement Code to CB if you do not have one already. Maintain > CB > Analysis Codes > Click Insert or Press F4 to add the Analysis Code. Then press Save.
4 3. Setup the Integration with AP. Setup > AP > Settings > Integration Tab > Click Edit or press F11. In the JC Disbursement Code field select your Job Recharges Code. Then press Save.
5 4. Setup the Integration with CB. Setup > CB > Settings > Integration Tab > Click Edit or press F11. In the JC Disbursement Code field select your Job Recharges Code. Then press Save.
6 You can default your Job Disbursements as Non WIP (if disbursements are expensed as they are incurred). Go to: Setup > JC > Settings, Press F11 and tick the Non WIP field beside Disbursement. Then press Save.
7 Enter an AP Invoice for a Job Tasks > AP > Enter Transactions > Invoice. Enter details from the Invoice as usual, selecting the Job Disbursement Code in the Analysis Grid. You can have as many lines of analysis as you wish on the Invoice, only those with the Job Disbursement Code will flow through to JC. The Narration field flows through to JC for each Job Disbursement line. Then press Save.
8 After saving the invoice, the red Add Disbursements button becomes active on the transaction. If a new invoice starts after save, just press Esc to return back to the invoice you saved. To add the Disbursement now click the Add Disbursements button. Or you could do this at a later time by opening the AP transaction from the Creditor or Expense Codes Transactions tab.
9 The Job Disbursement Batch window opens with details from the Invoice carried through. Just select the Job Code in the Grid for each transaction and Post the Batch to create Job Transactions. To automatically trigger the Job Disbursements Batch if any items have been analysed to Job Recharges code, see the script example at the end.
10 After posting, you can view Job Transactions by clicking the Open Job button beside a Job Code or by pressing Shift + F12.
11 Then clicking the Transactions Tab. Entering CB Cheques analysed to the Job Integration code works the same way as it does for AP Invoices.
12 Script Example To automatically trigger the Job Disbursements batch where items have been analysed to the Disbursement Code, you can use the sample script below and link it to APTransactionForm. AfterSave and\or CBEnterTransactionForm.AfterSave Script Events. If you already have scripts linked to these Events then you will need to get your existing script or scripts modified. Your QSP or Accredo Support can assist with this. Create the Script To create the Script, copy the code below by selecting it and pressing Ctrl+C Dim Form1 as Object Form1 = GetTriggerObject if IsNull(Form1) then Form1 = GetActiveObject if Form1.ClassName = APTransactionForm or Form1.ClassName = CBEnterTransactionForm then Form1.AddDisbursements Else Error Wrong form class for script End If
13 Then Open the Script Editor by going to: View > Script Editor Press Ctrl+V to paste the code in. Then press Save.
14 Save the script as JCDisbursementsAfterSave Then Press Save
15 Link the Script to APTransactionForm.AfterSave Setup > Company > Scripts > Script Events Check if you have APTransactionForm.AfterSave listed in the Event column already. If you do then, then you will need to get the linked script modified if you want this functionality. Your QSP or Accredo Support can assist with this. If you do not have APTransactionForm.AfterSave in the Event column, follow the steps below to hook up the script. 1. Click Insert or Press F4 2. In the Event Name field, click the drop down arrow and browse to: Accounts Payable > APTransactionForm > AfterSave
16 Click the lookup button or press F2 in the Script Name Field and double click the JCDisbursementsAfterSave.pfs file so that it appears in the Script Name field Then press Save. Now your JC Enter Disbursement Batch will automatically pop up after you save an AP invoice where items have been analysed to Job Recharges.
17 Link the Script to CBEnterTransactionForm.AfterSave Setup > Company > Scripts > Script Events Check if you have CBEnterTransactionForm.AfterSave listed in the Event column already. If you do then, then you will need to get the linked script modified if you want this functionality. Your QSP or Accredo Support can assist with this. If you do not have CBEnterTransactionForm.AfterSave in the Event column, follow the steps below to hook up the script. 1. Click Insert or Press F4 2. In the Event Name field, click the drop down arrow and browse to: Cash Book > CBEnterTransactionForm > AfterSave
18 3. Click the lookup button or press F2 in the Script Name Field and double click the JCDisbursementsAfterSave.pfs file so that it appears in the Script Name field Then press Save. Now your JC Enter Disbursement Batch will automatically pop up after you save a CB Cheque where items have been analysed to Job Recharges. Linking Cashbook and Accounts Payable with Job Costing Accredo version:
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