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Siri H.

Two Jobs, One Invoice

SUGGESTED
Posted By

We have one job with a customer that will have one PO.  The job is going to be managed by two different PM's and they are going to split the contract in half.  I would like to have the PM's be able to manage their Job Costs separately, hence I will set up two jobs.  However, I would like to bill one consolidated invoice.  Does anyone else do this?  How?

95% of the time, our jobs are setup as a one-to-one relationship with a contract.  Also, 95% of the time we have only one contract item set under a contract.

I appreciate any guidance or suggestions you might have.  Thanks.

P.S. We are on Sage 300 CRE v. 15.1 and use JC, CN, and PJ.

  • 0
    SUGGESTED
    Siri,

    In Contracts, go to the Help file and open the "Link a Contract to a Job" topic and see the item "Link multiple jobs to a contract." Also see Knowledgebase Article ID 61676 "Can I Invoice multiple jobs off the same contract?" and Article ID 24329 "Why are multiple (two or more) invoices generate for the same contract in Billing?".

    Art Minds
  • 0
    You can handle the separation of JC through using Extras. We do this and it works well. This will permit you to separate JC cost codes and manage billings under one contract.

    Steve B
  • 0 in reply to Steve B
    What if both of the jobs will be using the same cost codes? Is it still possible to do this with Extras? We've never used Extras. Thanks.
  • 0 in reply to Art Minds
    I have tried this a few times in the past (entering multiple contract items per job) but this only worked if I had cost codes specific to the job. What happens if my two jobs are sharing cost codes? Right now it seems when I generate WIP I get an error message that the system doesn't know which contract item to apply and I have to go to contracts and link a specific cost code to a contract item in order to get it un-stuck in the WIP. But if both of the jobs will both be using the same cost codes, am I stuck??
  • 0 in reply to Siri H.
    An Extra is simply a sub-job within a job. It will permit you to set up your standard cost codes per Extra therefore allowing you to use the same cost code. This effectively gives you the same cost code under different Extras where you can track costs separately.
  • 0 in reply to Steve B
    Thank you Steve, this sounds promising. Where else are you prompted to use the Extra? If you have an Extra on a Job, will the system let you enter data against the job and skip the Extra field or does it prompt you to select one of the Extras that you've created (want to avoid data entry errors since people aren't used to entering Extra info).

    Also, when you write subcontract agreements, can you delineate the Extra at that level or are agreements simply written against the job (right now I don't see Extra in my grid but it might be hidden).

    Thanks for your guidance!
  • 0 in reply to Steve B
    FYI, it's not necessary to use Extras solely because each job uses the same cost codes. You will be linking those cost codes to Contract Items. Just setup unique contract items within the contract to link the cost codes from each job.
  • 0 in reply to Siri H.
    Sage gives you the option to enter the Extra ID for any transaction associated with job costing or billing.

    Yes, you have the option of entering data against the Extra or leave it blank to post against the main job.

    Yes, commitments give you ability to code line items to an extra.

    It works well and we use them all the time.

    We typically have multiple Extras associated with one job, all of which link to one contract.

    Steve B.
  • 0 in reply to Art Minds
    Oh so you are suggesting that I'd link Contract Item A to Job A which would have Cost Codes 1,2,3 and then Contract Item B to Job B which would also have Cost Codes 1,2,3? Is that what you mean? I'm just trying to avoid having the system error out on Generate WIP each time.
  • 0 in reply to Steve B
    What reports do your Project Managers use to track Extras? currently our main (custom) report is run off of Billing tables. So I fear the PM's wouldn't get any benefit from the Extras tracking unless we used a different report.
  • 0 in reply to Siri H.
    Please consult the Help file in Contracts, under the heading "Link a Contract to. a Job" There are two sub-topics there that should help you: "Link a contract to a job" and "Link multiple jobs to a contract." I would suggest you make a copy of your data folder to use for testing purposes.
  • 0 in reply to Siri H.
    Many contractors use "Extras" to track change orders on jobs, assigning a new Extra for each Change Order. Be aware that there are separate accumulator totals on the job record (JTD Cost, JTD Work Billed, etc) for the Base Job (no extras) and accumulated totals for ALL extras on the job. To get a true picture of the total job on reports or inquiries requires that you are using the JC Formulas that add those two accumulators for job total amounts (base job + all extras). Each cost code has an "extra" field; if it's blank it's the base job.

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