How do I final close a job?

Permanently close a job.

After you complete a preliminary close, the next step is to perform a final close. Use Close Job - Final to prevent users from making changes to the job, including adding information, changing details, or removing information. Running Close Job - Final will create the corresponding entries in the General Ledger, update pending assets in Asset Management, and change the job status to closed.

When you final close a job, you cannot not

• Add new information to a closed job.

• Change properties on a closed job.

• Remove information from a closed job.

When you final close a job, you can

• View actual job costs.

• Add or change asset information.

• Print closing reports.

 

Before you get started

• Before proceeding, back up the current files. Always make a back up of the database BEFORE running routines that modify or delete transactions. See the help topic titled How do I back up a database?

 

Final closing a job

Create the corresponding entries in the General Ledger, update pending assets in Asset Management, and change the job status to closed.

Do this...

1. Open Connect Project Accounting > Jobs > Close Job - Final.

2. Fill in the Closed By, Closed Date, and Include Only fields.

The transaction grid will show preliminary close jobs.

 

Closed By, Closed Date, and Include Only Options

 

To filter the list of preliminary close jobs, use the Include Jobs With the Following Criteria.

 

Include Jobs With the Following Criteria

 

3. Click Next.

 

4. Scan for job costs that have not been updated to Project Accounting.

 

Do unupdated job costs exist?

• Yes, unupdated job costs exist. You'll need to update the unupdated job costs to the General Ledger, run Update Project Accounting.

• No, unupdated job costs do not exist. Click Next to continue.

5. Review costs for maintenance jobs.

 

Are the costs correct?

• Yes, the costs for maintenance jobs are correct. Click Next.

• No, the costs for maintenance jobs are NOT correct. Use Connect Project Accounting > Jobs > Modify Existing Jobs to enter the correct amounts. Then, click Reload Data (CTRL+R) to update the information in Close Jobs - Final.  

6. Review the costs for removal jobs.

 

Are the costs correct?

• Yes, the costs for removal jobs are correct. Click Next.

• No, the costs for removal jobs are NOT correct. Use Connect Project Accounting > Jobs > Modify Existing Jobs to enter the correct amounts. Then, click Reload Data (CTRL+R) to update the information in Close Jobs - Final.

7. Review the information linked to the asset tag number for retirement jobs.

 

Is this information correct?

• Yes, the information is correct. Click Next.

• No, the information is not correct. Use Connect Materials Management > Assets > Modify Existing Assets to update the asset tab information. Then, click Reload Data (CTRL+R) to update the information in Close Jobs - Final.  

8. Print and review the closing reports. Click Print Closing Reports to print the closing reports.

 

Are the amounts on the closing reports correct?

• Yes, the amounts on the closing reports are correct. Click Next.

• No, the amounts on the closing reports are NOT correct. Stop! Enter the correct amounts. Then, click Reload Data (CTRL+R), and then reprint the closing reports to check for errors again.  

9. Create GL entries, update asset information, and close the selected jobs.

 

Which GL posting period and posting journal will record the close job transactions?

• Select the GL Posting Period and GL Posting Journal.

Note: If the GL Interface is None, the GL Posting Period and GL Posting Journal fields will not be available.

10. Click Close Jobs.

The jobs are closed.

 

Options

Asset tag number

A tag number is an identification number that is assigned to an asset. The purpose of a tag number is to track the asset.

Closing reports

The closing reports refers to the reports that will print at the end of the Close Jobs - Final routine. This is the last opportunity to review costs and information before the job is permanently closed.

Closing reports:

• Trial Unit Cost Report

• Summary of Construction - Mass Jobs Closed

• Summary of Construction - Non-mass Jobs Closed

• Summary of Construction Jobs Closed

• Summary of Removal Jobs Closed

• Summary of Maintenance Jobs Closed

• Summary of Retirement Jobs Closed

• CPR Mass Units Added Report

• CPR Non-mass Units Added Report

• CPR Units Retired Report

Closed by

Closed by is the name or initials of the individual responsible for closing the transaction.

The light blue background means the field is a self-validating field, in other words, you can use the items listed in the drop-down list, or you can add a new item.

What do you want to do?

• I want to select a user name from the drop-down list. Use the Closed By drop-down list to select a name.

• I want to add a new user name to the drop-down list. Use the Closed By field to enter a user name, initials, or user ID.

Closed date

The Closed Date is the date the system will use to record the entry.

Do you want to use the current date as the closed date?

• Yes, I want to use the current date. Continue to the next step.

• No, I want to use a different date. Click on the Closed Date field to enter a MM/DD/YYYY.

GL posting period and journal

The GL posting period is the period in the General Ledger that the system will transfer amounts from the selected journal.

The GL posting journal is the name of the journal in the General Ledger where transactions will be posted to.

Include jobs with the following criteria

In Caselle, the Selection Criteria allows you to choose which information to include in the routine.

Include only those jobs with actual costs

An actual cost is the dollar amount that is recorded on a transaction. A budgeted amount is the dollar amount that is recorded as a projected amount. Use this option to include only jobs that have the real cost and not the budgeted, or projected, amount recorded on the transaction.

Do you want to include only jobs with actual costs?

• Yes, include only jobs with actual costs. Click to select Include Only Those Jobs With Actual Costs.

• No, include jobs with actual costs and jobs with projected costs. Click to deselect Include Only Those Jobs With Actual Costs.

Include only those jobs with completed steps

The Steps show you the tasks in a series, or process, to set up, execute, and complete a job. A Required Step is a step in which the user must mark as completed before the system can assign completed as the job status. Use Include Only Those Jobs With Completed Steps to include only jobs that have all of the required steps marked as completed.

Do you want to include only jobs with completed steps?

• Yes, include only jobs with completed steps. Click to select Include Only Those Jobs With Completed Steps.

• No, include jobs with completed steps and jobs with required steps that need to be completed.  Click to deselect Include Only Those Jobs With Completed Steps.

Jobs

The routine uses the selection criteria that you have set up to select the jobs to display in the Jobs grid. Use the Jobs grid to review each job that has been selected to close.

Then, select Next to continue to the next step.  

Do you want to close the job?

• Yes, close the job. Click to select the checkbox next to the job number.

• No, do not close the job. Click to deselect the checkbox next to the job number.

What if the Jobs grid is empty?

If the Jobs grid is empty, none of the jobs in the Project Accounting database meet the options that have been selected. If this is not the case, you may need to:

• modify the selection criteria click and click Reload Data (CTRL+R), or

• review the job properties (Jobs > Modify Existing Jobs) to make sure the job is ready for final close.  

Maintenance jobs

A Maintenance Job is a job that is created for support or upkeep.

Print closing reports

See Closing Reports.

Removal jobs

A Removal Job is a job that tracks a change of asset location, position, or status.

Retirement jobs

A Retirement Job is created to withdraw an asset from active status.

Unupdated transactions

The routine will search interfaced applications for job costs that belong to the jobs being closed. All job costs for the job being closed must be updated to the Project Accounting application BEFORE the job can be closed. This step will help you complete this task.

First, find the unupdated job transactions.

This routine does this work for you. Jobs that have unupdated costs will be displayed in the grid, like this

 

Unupdated Job Transactions in Transaction Grid

Second, update the unupdated job transactions to Project Accounting.

Run the Update Project Accounting routine to update the job costs to the Project Accounting application.

 

When you have finished updating job transactions for all of the jobs being closed, click Next to continue.