Overview
Jobs can be closed one-by-one or in a group. Closing a job prohibits the ability the change the job, to direct any more costs to the job, removes the job from the default Mission Control default view, and removes the job from the active list of jobs that are "work in progress".
Prerequisites:
There are settings to review in two places:
Admin > Defaults > Accounting tab
There is a checkbox to "Close Sales when Commissions have been Paid". This requires that all jobs must have Commissions Set and Paid before the job can be closed. (Please be aware that whether a job is open or closed, it has no status on the ability to Set and Pay Commissions. A job can be closed today but Commissions may not be processed until End of Month, End of the Quarter, or End of Year.)
Admin > Personnel > Access Level > Closing Requirements
In the Admin > Access Level screen, the top of the fourth column is for Closing Requirements. Most of these check boxes equate to the blue Status buttons on the job. (IE: Delivered, Invoiced, Verified, etc.) Check the boxes that you require to be fulfilled 100% before this employee can close a job.
Closing Sales - One-by-One
Review the Sales Order for completion, checking the blue Status buttons for 100% completion of each item.
Click on the Profits tab and Refresh the job to check current Total Costs, Profits, and GPM.
If all looks well, use the Profits tab to reveal the "Close" button at the top of the screen. Click on the "Close" button.
Use Today's Date or Specify a Date. Please note the date you specify will affect WIP As of a Date reports.
Closing Sales - En Masse
- Get a "Found Set" of jobs that are qualified to be Closed. Use Mission Control to filter a set of jobs of desired parameters. (IE: Delivered, Invoiced, Verified, etc.)
- Use the Magnifying Lens on the left side of the screen to "step inside" or activate the current Found Set of Sales Orders. Once the set has been activated, take note of the # of records in the upper right corner of the screen (___# of ___#) IE: 1 of 20 means that you will be affecting 20 records with your next steps.
- From this Active Found Set of 20 records, go to the Navigator button in the bottom left.
- Click on Admin > Maintenance > Close Sales. The system will ask to confirm how many records are in your current found set at the Sales Order screen.
- The system will ask you to "Use Today's Date or Specify a Date" for the Closing Date. Please note the date you specify will affect WIP As of a Date reports.
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Proceed and the system will run through the routine. Any records that cannot be closed will be listed on the screen. Print / screenshot this list so that you can review those records.
Financial Impact
There are no Financial GL Postings associated with Closing a Sales Order. However, closing a sales order does remove the item from your list of open, active WIP reports and prohibits the ability to post any more Purchasing Costs (material, labor, or misc.) to the closed sale.
Training-v22-20230511BG-KB