Record Consumption or Usage for Jobs

On the Job Planning Lines page, you can review and record usage on various parts of your job, which is automatically updated as you modify and transfer information between jobs and job journals or job invoices. This requires that you have set up a job so that the Apply Usage Link is turned on. For more information, see Set Up Jobs.

For example, for planning lines of type Budget, you can enter the quantity of a resource, and indicate what quantity to transfer to the job journal. If the type of the planning line is Billable, you can enter the quantity of the resource, and indicate what quantity to transfer to an invoice. For more information about invoicing the customer, see Invoice Jobs. By comparing the original quantity, remaining quantity, or posted quantity you can quickly review usage information. For information about estimating budgeted values during planning, see Manage Job Budgets.

The following procedures describe how to record actual (budgeted) quantities and costs with job journal. Alternatively you can use purchase documents to record purchase for a job. For more information, see Manage Job Supplies.

To record usage for a job planning line of type Budget

Choose the icon, enter Jobs, and then choose the related link.
Select the relevant job, and then choose the Job Planning Lines action.
Select a job planning line of type Budget or Both Budget and Billable for which you want to record usage.

[!NOTE] You can also record usage for a job planning line of type Billable. Typically, you use this lines to create invoices, but you can also transfer it to a journal. For more information, see Invoice Jobs
In the Qty. To Transfer to Journal field, enter the number that you want to transfer. The default quantity is the value that you enter in the Quantity field.

The Remaining Quantity field shows the quantity that remains to complete the job and be transferred to the journal.
Choose the Create Job Journal Lines action.

[!TIP] If you are going to add more job planning lines for this job, wait with this step until you have added all job planning lines.
On the Job Transfer Job Planning Line page, fill in the fields as necessary, and then choose the OK button. Hover over a field to read a short description.
Choose the Open Job Journal action.
On the Job Journal page, select the relevant line and then choose the Post action.
On the Job Planning Lines page, review the recorded usage by observing the Quantity, Remaining Quantity, and Qty. To Transfer to Journal fields.
Repeat steps 3 through 8 to record additional usage.

To create job journal lines manually

Choose the icon, enter Job Journals, and then choose the related link.
In the Batch Name field, choose a relevant job journal batch.
On a new line, enter document number, job number, job task number, type, and the quantity of the type being consumed.
When the job journal lines are complete, choose the Post action.

To view job usage estimates and post updates

You can view job usage up to the completion of a project in one step. To do so, you use the Job Calc. Remaining Usage batch job for all the tasks up to and including the end of a job.

This lets you track and compare your original estimates against actual results and make modifications or new entries as needed. For example, you may have estimated that a job required 10 hours, and to date, it has taken 15 hours. You can add the extra five hours to the existing journal line or create a new journal line to report these five hours as overtime, which is another work type. The appropriate cost and price are calculated, and you can then post to the journal.

[!NOTE]
Item entries create item ledger entries and reduce the inventory quantity. The Post Inventory Cost to G/L batch job transfers the cost from inventory to the general ledger. Resource entries create resource ledger entries.

Choose the icon, enter Job Journals, and then choose the related link.
Select a relevant job journal, and then choose the Calc. Remaining Usage action.
On the Job Calc. Remaining Usage page, enter the document number and posting date that is to be inserted in the journal, and then choose the OK button.
Update the journal with any modifications that may be needed.
Choose the Post.

To review planning lines for a job ledger entry

After you have posted job journal lines, you can see the planning lines that are associated with the job journal entries that have been posted.

[!NOTE]
This requires that the Apply Usage Link check box has been selected for the job. For more information, see Set Up Jobs.

Choose the icon, enter Job Journals, and then choose the related link.
Select a relevant job journal, and then choose the Ledger Entries action.
On the Job Ledger Entries page, choose Show Linked Job Planning Lines action.

ms.topic: include ms.date: 12/20/2021 ms.author: edupont

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