Every line has a status that can be used to control and identify what has been done to that job line.
- Entered – This is the default status, which indicates that nothing has been done to that job line. No further processing has been carried out. However, that line is still part of the WIP (work-in-progress) costs associated with the job.
- Ready to Process – This indicates that the line needs to be used in a process. That process is usually an invoice, but can also be used to identify items in a make-to-stock process or in the process contract lines function. The item is still part of WIP.
- Delivered – This line status identifies items that have been sent off to the customer and allows you to create a delivery document that the customer can sign-off on. Please note that a job line does not maintain the status of delivered. When the status is changed to Delivered, it will prompt you to print a delivery document and mark the quantities as delivered. The line will then move back to an Entered line status so that you can continue with processing.
- The Delivered line status does not create an SAP Business One A/R delivery; rather, it creates a delivery document in Eralis Job to identify what has been sent to the customer. These deliveries are not standard SAP Business One A/R deliveries due to the management of the Item Codes and the item quantities on-hand. An item that has been delivered is still part of the WIP cost for that job, as it has not yet been completed. To be completed, it must be invoiced, written-off or cancelled. As such, those items must remain in the Eralis Job WIP warehouse. If an A/R delivery was created, the items would no longer be in the WIP warehouse which would then cause problems with the management of the WIP warehouse.
- Invoiced – This line has been fully processed and no further processing can be done. This is a system controlled status. The user cannot move a line into the Invoiced status, nor can they move a line out of the Invoiced status. To move a line into the Invoiced status, it must be processed via the invoicing, make-to-stock or process contract lines. To move a line out of an Invoiced status, you must reverse the transaction that moved it into that status by raising a credit memo or a goods return.
- Partly Invoiced – This indicates that part of the line has been invoiced. When you raise an invoice, the system will recommend that the whole line is invoiced, but you can reduce the quantity to invoice a partial amount. The balance of that line can be processed at a later stage.
- Cancelled – This status indicates that the cost has been removed from the job. This could be because the incorrect item was used on the job or not all the items were used, so some items will need to be moved back into stock. When a line is cancelled, the system will prompt you to select which warehouse you want to move inventory items to. If it is a non-inventory item, it will just reverse the journal entries associated to that. The cost of that line is completely removed from that job.
- Written Off – This indicates that the cost has been absorbed by the company. The cost was incurred, the items have been used, but we cannot recover it from the customer. When a transaction is written off, the transaction will post to the income statement as a debit to the COGS and clear out the WIP.