Job Costing

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1. Overview

The Job Costing module tracks the complete financial lifecycle of projects — from initial contract and cost estimates through expense posting, billing, and closeout. It integrates with Accounts Receivable (invoices and payments), Inventory (material picks and allocations), and the General Ledger (cost postings and contract distributions).

Key capabilities include:

• Job management — track projects from contract through close, with customer and site linking
• Contracts and change orders — maintain original contract value and approved change orders
• Cost estimates — budget by cost category (material, labor, subcontractors, other)
• Expense posting — post individual labor, material, subcontractor, and other expenses
• Material posting — bulk-post material usage with inventory allocation
• Actual vs. Estimate (AvE) — compare budgeted and actual costs at any point
• Job close — finalize accounting and GL distributions at project completion

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2. Key Concepts

• Job — A project tracked from contract through completion. Each job is linked to a customer and site, has a type that controls available cost entry types, and accumulates costs against estimates. Jobs can be open (active) or closed (finalized). Example: Job J-1050, “HVAC Installation — Greenfield Construction, Building C.”

• Job Contract & Change Orders — The original contract establishes the agreed revenue for the job. Change orders add or subtract from the total contract value as scope changes occur. The Total Contract Amount = Original Contract + All Approved Change Orders.

• Cost Estimate — A budget for the job broken down by cost category (Electrical, Mechanical, etc.) and cost type (Material, Labor, Subs, Other). Estimates are set per contract/change order and provide the baseline for Actual vs. Estimate comparisons.

• Job Cost Entry — An individual expense posted to a job. Each entry has a cost type (Labor, Material, Subs, or Other), an amount, and optional overhead. Labor entries include hours; material entries include quantity. These accumulate as the job’s actual cost.

• Overhead / Burden — Indirect costs applied as a percentage of direct costs. Each Job Cost Category has overhead factors (Material Factor, Labor Factor, Subs Factor). When a $1,000 labor expense is posted to a category with a 15% Labor Factor, the application calculates $150 in overhead. Burden % on the job applies to all labor costs.

• WIP (Work in Progress) — Jobs flagged as “WIP Reportable” are included in work-in-progress financial reporting. WIP compares earned revenue against costs incurred to determine over/under billing positions — critical for construction accounting.

• CPI (Cost Performance Index) — Budgeted Cost of Work Performed (BCWP) ÷ Actual Cost, where BCWP = Percent Complete × Estimated Cost. A CPI of 1.0 means the job is exactly on budget. Above 1.0 = under budget (good). Below 1.0 = over budget (investigate). The CPI is displayed on the per-job metrics dashboard with color coding: green (≥ 1.0), yellow (0.9–1.0), red (< 0.9).

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3. How It Connects

Upstream — Where Job Costing gets its data:

• CRM → A proposal can use Conversion Type = Job, which structures the proposal’s line items for job work, but jobs are created manually in Job Costing → Manage Jobs (the Create Job form). There is no automatic job creation that pre-populates customer, site, or estimated values from an approved proposal.
• Payroll (Timesheets) → Timesheet entries allocated to a job create labor cost entries when synced to payroll
• Accounts Payable → Vendor invoice lines distributed to a job create subcontractor or material cost entries
• Inventory → Material picks and allocations for a job create material cost entries; inventory is drawn from warehouse locations

Downstream — Where Job Costing sends its data:

• Accounts Receivable → Job invoicing creates AR invoices linked to the job. Invoice amounts appear in the Billing & Collections section of the job dashboard.
• General Ledger → Job expense postings create GL entries (debit expense accounts, credit cost accounts). Job close creates final GL distributions to the contract closing account.
• Reports → Job profitability, WIP, and Actual vs. Estimate reports read directly from job cost data.

Key Integration Point — Actual vs. Estimate: Every expense posted to a job is compared against the cost estimate on the per-job dashboard. This real-time comparison drives CPI, forecast final cost, and margin erosion/growth metrics. When a vendor invoice from FastPipe Supply is distributed to Job J-1050 in AP, the material expense immediately appears in the job’s Actual vs. Estimate comparison, updating the CPI and forecast.

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4. Job Cost Dashboard

Navigation: Job Costing → Dashboard (the screen header reads “Job Cost Dashboard”)

The dashboard provides cross-job analysis with six charts, each with a date range filter (Start Date / End Date).

Chart	Type	Description
Expenses by Cost Type	Bar chart	Total expense dollars grouped by job cost entry type (the named entry types such as “Direct Labor” or “Materials”), not the four Labor/Material/Subs/Other buckets. Y-axis formatted as currency. Zoom and navigator enabled.
Expenses by Job Type	Bar chart	Total expense dollars grouped by job type. Hover tooltip shows the full job type name. Zoom and navigator enabled.
AvE by Job Type	Grouped bar chart	Actual vs. Estimate cost comparison by job type. Two bars per job type: Actual and Estimate. Y-axis in dollars. Zoom and navigator enabled.
Labor Productivity (Hours) by Job Type	Grouped bar chart	Actual vs. estimated labor hours by job type. Y-axis in hours (2 decimal places). Zoom and navigator enabled.
Gross Margin by Job Type	Grouped bar chart	Actual vs. estimated gross margin percentage by job type. Y-axis as percentage (2 decimal places). Zoom and navigator enabled.
Contract Totals	Dual-axis bar chart	Dollar amounts and counts of job contracts by bucket (All, Contract, Change Order). Left axis: amount ($); right axis: count.

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5. Jobs

Navigation: Job Costing → Manage Jobs

Search Jobs

The search screen lists all jobs with the following columns:

Column	Description
Job ID	The system job code (humanId)
Project	Project name
Customer	Customer name
Contract Date	Date the contract was signed
Start Date	Job start date
End Date	Job end date
Address	Customer site address
Actions	Edit and Delete buttons per row

• Type in Search for a Job to filter results in real time (elastic search).
• Click any row to open the job’s View screen in a new tab.
• Click the Edit icon to edit the job (requires update permission).
• Click the Delete icon to delete the job after confirmation (requires delete permission).
• Click the + icon in the column header to create a new job (requires create permission).

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Create / Edit Job

Field	Required	Description
Customer	Yes	The customer associated with this job
Site	Yes	The customer site address where work is performed. After selecting, the full address is displayed below.
Job ID	No	Unique job identifier. Optional and manually entered on create (must be unique if provided); read-only on edit.
Project Name	No	Descriptive project name
Job Type	Yes	The job type classification (controls which cost entry types are available and GL accounts)
Start Date	No	Planned start date
End Date	No	Planned end date
Customer Purchase Order Number	No	The customer’s PO number referencing this job
Commission	No	Commission dollar amount (default $0.00)
Retention	No	Retainage percentage held back from invoices, entered as a percent (default 0%). The View screen displays this as “Retention %”.
Burden	No	Labor burden percentage applied to labor costs; entered as a percent (default 0%)
Certified	No	Checkbox — marks the job as certified payroll
WIP Reportable	No	Checkbox — includes this job in Work-in-Progress reporting (default checked)
Notes	No	Free-text internal notes (multiline, 10 rows)

Custom fields (configured per your site) appear at the bottom of the form.

Click Create (new job) or Save (existing job) to submit.

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View Job

The View Job screen is divided into a collapsible upper summary section and a lower tab section.

Upper Section — Job Summary

The upper section can be collapsed or expanded using the expand/collapse button. It displays:

Left column — Customer & Site:

• Customer profile (name, contact info)
• Site address

Right column — Job Details:

Field	Description
Job ID
Customer PO Number
Start Date / End Date
Retention % / Burden %
Project Name
Contract Date
Closed Date	When the job was closed (blank if open)
Last Change Date	Most recent change order date
Last Invoice Date	Most recent invoice date
Last Paid Date	Most recent payment date
Total Contract Amount	Original contract + change orders
Contract Amount	Original contract value
Change Order Amount	Approved change order total
Last Invoice Amount	Most recent invoice amount
Last Paid Amount	Most recent payment amount
Estimated Cost	Total estimated cost from the estimate
Estimated Hours	Total estimated labor hours
Commission	Commission dollar amount
Invoiced to Date	Cumulative invoiced amount
Paid to Date	Cumulative amount collected

Status Chips (top of screen):

• Job Type — displays the assigned job type
• Open (green) or Closed (red) — current status
• Certified (yellow/warning) — appears when certified payroll is enabled
• WIP Reportable — appears when WIP reporting is active
• Tags — any tags applied to this job (requires tag permission)

Upper Tabs

Tab	Description
General	The summary fields described above
Notes	Job notes in formatted display
Custom Fields	Values for any configured custom fields

Lower Tabs

Tab	Description
Dashboard	Per-job KPI dashboard (see Section 6)
Contracts	All job contracts and change orders
Estimates	Estimated costs by category and cost type
Actual vs Est	Side-by-side comparison of actual vs. estimated costs by category
Invoices	AR invoices linked to this job
Job Expenses	All posted job expense entries
Job Expense Logs	Audit log of changes to job expense entries
Communications	Communications (calls, emails, texts) logged against this job
Purchase Orders	Inventory purchase orders linked to this job
Attachments	Files and documents attached to this job

Actions Dropdown

Action	Description
Manage Estimates	Navigate to the Estimates screen for this job (disabled if closed)
Post Expense	Navigate to Post Job Expense pre-loaded with this job (disabled if closed)
Close Job	Close the job and finalize GL distributions. Toggle — shows Reopen Job when closed.
Preview Pick Ticket	Preview the inventory pick ticket for this job
Email Pick Ticket	Email the pick ticket
Audit Job	View an audit trail of changes to this job
Edit Job	Navigate to the edit form (disabled if closed)
Delete Job	Delete the job after confirmation (disabled if closed)

Job Expenses Tab — Rate Visibility

Navigation: View Job screen → Job Expenses tab.

The Job Expenses tab lists every posted expense entry for the job. What labor cost detail a user sees in this grid depends on the Job Cost Show Rates misc permission.

When a user does not have the Job Cost Show Rates permission:

Column	Behavior without permission
Regular Hours	Hidden — the column is removed from the grid and cannot be re-added through the column chooser.
Overtime Hours	Hidden — the column is removed from the grid and cannot be re-added through the column chooser.
Doubletime Hours	Hidden — the column is removed from the grid and cannot be re-added through the column chooser.
Expense Amount	Blank for Labor-type entries (the value is suppressed). Shown normally for non-Labor entries.
Overhead Amount	Blank for Labor-type entries (the value is suppressed). Shown normally for non-Labor entries.

Users with the permission see all three hours columns and the Expense Amount and Overhead Amount values for labor entries as normal.

Note

The Expense Amount and Overhead Amount columns are only blanked for entries whose cost type is Labor. Material, Subs, and other non-labor entries continue to show their amounts regardless of this permission.

Actual vs Est Tab

The Actual vs Est tab on the View Job screen presents a side-by-side, per-cost-category grid comparing estimated costs against job-to-date (JTD) actuals. Each row is a Job Cost Category; the grid includes one row for every category that appears in either the job’s estimates or its posted expenses.

The Job Cost Category column is pinned to the left and sorted in ascending order. All dollar columns are formatted as currency and hour/quantity columns to two decimal places.

Column	Description
Job Cost Category	The cost category for this row (pinned, sorted ascending)
Hrs Est	Estimated labor hours for the category (sum of the estimate lines’ Labor Hours)
Hrs JTD	Actual labor hours posted to date — regular + overtime + doubletime hours across all Labor-type expenses in the category
Qty Est	Estimated quantity (always displayed as 0)
Qty JTD	Actual quantity posted to date — the sum of the quantity field across all expenses in the category, regardless of cost type
Labor Est	Estimated labor dollars (sum of the estimate lines’ Labor Cost)
Labor JTD	Actual labor expense dollars posted to date (Labor-type expense amounts, excluding burden)
Burden JTD	Actual labor overhead/burden posted to date (the overhead amount on Labor-type expenses)
Mat’l Est	Estimated material dollars (sum of the estimate lines’ Material Cost)
Mat’l JTD	Actual material posted to date — material expense amount plus its overhead
Subs Est	Estimated subcontractor dollars (sum of the estimate lines’ Subs Cost)
Subs JTD	Actual subcontractor posted to date — subs expense amount plus its overhead
Other Est	Estimated other-cost dollars (sum of the estimate lines’ Other Cost)
Other JTD	Actual other cost posted to date — other expense amount plus its overhead
Total Est	Total estimated cost for the category (Labor Est + Mat’l Est + Subs Est + Other Est)
Total	Total actual cost posted to date (Labor JTD + Burden JTD + Mat’l JTD + Subs JTD + Other JTD)
% Diff	Total actual as a percentage of total estimate (Total ÷ Total Est × 100). Displays 0 when the category has no estimate.

How JTD actuals are bucketed

The JTD columns are grouped by the cost type of each posted expense (Labor, Material, Subs, or Other), so a single Job Cost Category can show actuals across several JTD columns at once. Labor is the only cost type split into separate Labor JTD (the expense amount) and Burden JTD (the overhead amount) columns; for Material, Subs, and Other the expense amount and its overhead are combined into a single JTD figure.

Job Expense Logs

The Job Expense Logs tab on the View Job screen shows a transaction history of the job’s posted material and expense activity. Each top-level row is one posting transaction; rows for tracked-inventory material postings can be expanded to reveal the inventory pick detail behind them.

Navigation: View Job screen → Job Expense Logs lower tab

Transaction Rows

Column	Description
Date	The transaction date of the posting
Expense Type	The job cost entry type used for the posting
Expense Amount	The expense dollar amount of the related job cost entry
OH Amount	The overhead dollar amount of the related job cost entry
User	The user who created the transaction
Reversed	Whether the transaction has been reversed
Reversal Date	The date the transaction was reversed (blank if not reversed)
Reversal User	The user who reversed the transaction (blank if not reversed)

Expanding a Row to See the Pick Detail

A row can be expanded only when its posting is a Material cost type and the product is inventory-tracked. For those rows, an expand control appears at the left of the row.

1. Find a material transaction row whose product is inventory-tracked.
2. Click the expand control at the start of the row.
3. The detail grid loads the inventory pick records that made up that posting.

The expanded detail grid shows one row per inventory pick with these columns:

Column	Description
Product	The product that was picked
Location	The inventory location the quantity was drawn from
Serialized Product	The specific serialized unit, when the product is serialized
Pallet	The pallet the quantity was picked from, when applicable
Container Size	The container size of the picked quantity
Quantity	The quantity picked from that location

Note

Rows for non-material postings, and material postings for products that are not inventory-tracked, cannot be expanded — they have no inventory pick detail to show.

Delete Job

Delete permanently removes a job from the system. A confirmation dialog appears: “Are you sure you want to delete this job?”

Prerequisites:

• Job must be open — closed jobs cannot be deleted. Reopen the job first if needed.
• User must have the job delete permission.
• No close-date validation is required since deletion does not create GL entries.

Deleting a job removes the job record and its associated data (contracts, estimates, expense entries). This action cannot be undone.

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6. Job Metrics Dashboard (Per-Job)

Accessed from the Dashboard tab on the View Job screen, this section provides deep financial KPIs for the selected job.

Progress

• Percent Complete — horizontal progress bar showing the ratio of actual cost to estimated cost
• Earned Revenue — revenue recognized based on completion
• Backlog Remaining — remaining unearned contract value

Revenue

KPI	Description
Original Contract	Base contract amount
Approved COs	Approved change order total (highlighted if non-zero)
Total Revenue	Contract + change orders (shown in green as “good”)

Cost

KPI	Description
Estimated Cost	Total from the job estimate, including burden. If a job has a Burden % configured, the estimate includes a Burden Estimated amount calculated from the labor estimate (unless the job type’s “Estimates Include Burden” flag is set, in which case burden is already included in the estimate figures).
Actual Cost	Actual posted expenses to date, including burden (shown in red if exceeds estimate)
Committed (POs)	Value of open purchase orders linked to this job
Remaining Committed	Undelivered PO value
Cost to Complete	Projected cost still required to finish

Cost Breakdown Donut Chart shows the split between Actual, Committed (Open POs), and Estimated Remaining cost.

Actual vs. Estimates Stacked Horizontal Bar Chart compares Estimated and Actual cost by job cost category, sorted by total estimated descending. Tooltips show Est, Act, and Difference for each category.

Profitability

KPI	Description
Estimated Margin	Expected gross margin (dollar + percent)
Actual Margin-to-Date	Realized gross margin on costs incurred so far
CPI	Cost Performance Index = BCWP ÷ Actual Cost, where BCWP = Percent Complete × Estimated Cost. ≥ 1.0 means on or under budget. Shown green (≥ 1.0), yellow (0.9–1.0), or red (< 0.9).
Forecast Final Cost	Projected total cost at completion based on current burn rate
Margin Growth/Erosion	Change in margin vs. original estimate
Forecast Margin	Projected final gross margin (dollar + percent)

Margin Comparison Chart shows bars for Estimated, Actual-to-Date, and Forecast margins. Green bars = positive margin; red = negative.

Billing & Collections

KPI	Description
Invoiced to Date	Total invoiced, with billing % as sub-label
Paid to Date	Total collected
Accounts Receivable	Outstanding balance (highlighted yellow if > 0)
Retainage Held	Retention amount withheld
Collection Rate	Paid ÷ invoiced (green/yellow/red)
Over / Under Billing	Difference between revenue earned and amount invoiced. Positive = overbilled; negative = underbilled.

Billing Summary Chart shows a bar comparison of Invoiced, Paid, A/R, and Retainage.

Labor

KPI	Description
Estimated Hours	Hours from the labor estimate
Actual Hours	Labor hours posted to date
Labor Burn Rate	Actual hours ÷ estimated hours (% used). Highlighted yellow or red when over threshold.

Hours Chart compares total Estimated vs. Actual labor hours.

Risk

KPI	Description
Cash Position	Net cash flow (collected − cost incurred). Green if positive, red if negative.

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7. Manage Estimates

Navigation: Job Costing → Manage Estimates, or via Actions → Manage Estimates from a job

This screen sets the cost budget for a specific job contract.

Header

Field	Required	Description
Job	Yes	Search for the job to estimate (searches open jobs by Job ID, customer name, or customer ID)
Customer	—	Read-only display of the selected job’s customer
Site	—	Read-only display of the selected job’s site address
Job Contract	Yes	Select which contract or change order to estimate. Switching contracts loads the existing estimates for that contract.
Contract Amount	—	Read-only display of the selected contract’s dollar value

Estimate Grid

Each row in the grid represents one cost category’s budget:

Column	Description
Job Cost Category	Select the cost category for this estimate line
Material Cost	Estimated material dollars
Labor Hours	Estimated labor hours
Labor Cost	Estimated labor dollars
Subs Cost	Estimated subcontractor dollars
Other Cost	Estimated other cost dollars
Delete	Remove this estimate row

• A new blank row is automatically added when you focus on the last row.
• The Estimate Total footer row shows the sum of all cost columns.

Buttons

Button	Description
Save and Clear Job	Save the current estimates and clear the job field so you can estimate a different job
Save Current Estimate	Save the estimates for the current contract

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8. Post Job Expense

Navigation: Job Costing → Post Job Expense, or via Actions → Post Expense from a job

This screen posts a single expense entry (labor, material, subcontractor, or other cost) to a job.

Transfer Mode

The Transfer Expense toggle at the top switches between:

• Standard posting — records a new expense on the selected job
• Transfer — moves an existing expense from one job to another (the Transfer To Job field appears)

Header Fields

Field	Required	Description
Job	Yes	The job to post to (search filters to open jobs only)
Transfer To Job	Conditional	Target job when in Transfer mode (required if transferring)
Date	Yes	Transaction date
Job Expense Type	Yes	The expense type, filtered to match the selected job’s job type
Job Cost Category	Yes	The cost category for this expense
Vendor	Conditional	Required when the expense type has cost type Subs
Employee	Conditional	Enabled (editable) when the expense type has cost type Labor; optional — not required
Product	Conditional	Required when the expense type has cost type Material
Description	No	Free-text description of the expense
Invoice Number	No	Reference invoice number

Labor Fields (visible when cost type = Labor)

Field	Description
Regular Hours	Regular-time hours (2 decimal places). Negative values are allowed for corrections or adjustments.
Overtime Hours	Overtime hours (2 decimal places). Negative values are allowed for corrections or adjustments.
Doubletime Hours	Double-time hours (2 decimal places). Negative values are allowed for corrections or adjustments.

Material Fields (visible when cost type = Material)

Field	Description
Quantity	Quantity of material used (3 decimal places)

Amount Fields

Field	Required	Description
Expense Amount	Yes	Dollar amount of the expense
Overhead Amount	No	Calculated overhead amount (auto-computed based on cost category overhead factors; can be overridden)

GL Accounts (read-only display)

Field	Description
Debit GL	The GL account that will be debited for this expense
Credit GL	The GL account that will be credited for this expense
OH Debit GL	Overhead debit GL account
OH Credit GL	Overhead credit GL account

These are automatically determined based on the expense type and job type configuration and cannot be manually changed.

Material Allocation

For Material-type expenses, an Allocation section appears below the GL accounts. This shows inventory reservations and allows you to select specific inventory locations to pick from for this material expense.

Action Buttons

Button	Description
Recompute Amounts	Recalculates expense and overhead amounts based on current field values
Auto-Allocate Materials	Automatically selects inventory allocations for material expenses
Post	Submit the expense and reset the form for a new entry
Post & Reuse Job	Submit the expense and keep the current job selected (useful for posting multiple expenses to the same job)

Insufficient Allocations Dialog

If material allocations cannot fully cover the required quantity, a dialog titled “Allocations Not Made” appears showing:

• Product — the product with insufficient inventory
• Needed — quantity required
• Requested / Available — what was available

Click Acknowledge to proceed anyway or cancel and adjust.

Reverse Job Expense

Reversing a job expense creates offsetting GL entries that negate the original expense posting, effectively undoing the expense without deleting the audit trail.

Navigation: On the View Job screen, open the Job Expenses tab, then click the Reverse button (history icon) on the expense row.

Reverse Dialog

Field	Required	Description
Posting Date	Yes	The date for the reversal GL entries. Must pass close-date validation.

Prerequisites

• Job must be open — expenses on closed jobs cannot be reversed.
• The expense must not already be reversed (the button is disabled for already-reversed entries).
• The expense must have a transaction log record.
• User must have the reverseJobCostExpense permission.

GL Impact

The reversal creates four offsetting GL entries per expense:

1. Debit GL — negative of the original expense amount
2. Credit GL — the original expense amount (reversed direction)
3. OH Debit GL — negative of the original overhead amount
4. OH Credit GL — the original overhead amount (reversed direction)

For material expenses with inventory allocations, the reversal also reverses the inventory transaction, returning quantities to their original locations.

The original expense entry is marked as reversed with the reversal date and user. A new negative job cost entry is created as a mirror of the original.

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Transfer Job Expense

In addition to reversing an expense, you can move an individual already-posted expense entry from one job to another directly from the Job Expenses tab. Transferring an expense reverses the original posting on the source job and creates a matching new posting on the destination job, so the expense is removed from the original job and added to the target job without losing the audit trail.

Navigation: On the View Job screen, open the Job Expenses tab, then click the Transfer Expense button (compare-arrows icon) on the expense row.

Transfer Dialog

Field	Required	Description
Transfer To Job	Yes	The open job to move the expense to. Type to search jobs by ID; only open (not closed) jobs appear in the list.

Click Transfer to perform the move, or Cancel to close without changes.

Prerequisites

• The source job must be open — the Transfer Expense button does not appear on a closed job.
• The expense must have a transaction log record and must not already be reversed (the button is disabled for already-reversed entries).
• User must have the postJobCostExpense permission.
• The destination job must be open. Selecting a closed job is rejected with “Cannot transfer to a closed job. Please select another Job.”
• The destination job’s job type must have the same expense type as the entry being transferred. Otherwise the transfer is rejected with “Cannot transfer to a job who’s type does not have the same expense type.”

What Happens

When you confirm a transfer:

1. The original expense entry on the source job is marked as reversed (with the reversal date and the acting user recorded), and a mirroring negative job cost entry is created on the source job to offset it.
2. A new job cost entry — copying the original expense’s amount, overhead, quantity, hours, category, vendor/employee/product, invoice number, date, and description — is created on the destination job, along with its own posting transaction and log records.
3. For material expenses, the associated inventory transaction logs are carried over to the destination job’s posting.

The transfer is subject to close-date validation before it is posted.

Note

Transfer Expense moves a single, existing posted entry between jobs from the Job Expenses tab. This is distinct from the Transfer mode on the Post Job Expense screen (see Transfer Mode), which is used when entering a new expense.

9. Post Job Materials

Navigation: Job Costing → Post Job Materials

This screen allows bulk-posting of multiple material expenses against a job in a single transaction. It is more efficient than Post Job Expense when posting many material lines at once.

Header Fields

Field	Required	Description
Date	Yes	Transaction date for all materials in this posting
Job	Yes	The job to post to (open jobs only)
Invoice Number	No	Reference invoice number applied to all lines
Default Job Expense Type	No	Pre-fills the expense type on new rows
Default Job Cost Category	No	Pre-fills the cost category on new rows

Tabs

Materials Tab

An inline-editable grid where each row is a material expense:

Column	Required	Description
Product	No	The material product
Description	No	Free-text description for this line
Job Expense Type	No	Expense type for this line (inherits default if set)
Job Cost Category	No	Cost category for this line (inherits default if set)
Quantity	No	Quantity used (3 decimal places)
Expense Amount	No	Dollar amount (currency; aggregated in footer)
Overhead Amount	No	Overhead amount (currency; aggregated in footer)
Row Actions (⋮)	—	Per-row menu: Recompute Expense, Recompute Overhead, Delete

• A new blank row is added automatically as you work through the grid.
• The footer shows the sum of Expense Amount and Overhead Amount across all rows.

Allocations Tab

Shows inventory allocation details — which specific inventory locations will be drawn from when this posting is committed.

Action Buttons

Button	Description
Auto-Allocate	Automatically selects inventory allocations for all material lines
Post	Commit all material entries. Disabled until a job is selected.

Insufficient Allocations Dialog

Same as Post Job Expense — lists products with insufficient inventory. Click Acknowledge to proceed.

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10. Close Job

Navigation: Job Costing → Close Job, or via Actions → Close Job from a job

This screen finalizes a job by posting the closing GL distributions and locking the job from further changes.

Header Fields

Field	Required	Description
Job	Yes	Search for the job to close (by Job ID, customer name, or customer ID)
Close Date	Yes	The date of closing. The close form validates that this date is on or after the latest invoice and payment date on the job.

Read-Only Summary Fields

Once a job is selected, the following information is displayed:

Field	Description
Contract Amount Total	Total contract value including change orders
Contract Date	Date of the original contract
Site Address	Job site address
Invoiced Total	Total amount invoiced against this job
Last Invoice Date	Date of the most recent invoice
Paid Total	Total collected
Last Paid Date	Date of the most recent payment
Closing Contract GL	The GL account that will receive the contract closing entry
Expense Total	Total actual expenses posted to this job
Estimate Total	Total estimated cost from the job estimate

Status Indicators

Chips appear to flag issues before closing:

Indicator	Color	Meaning
Expenses More Than Estimate	Yellow (warning)	Total actual posted expenses (expense + overhead) exceed the estimated cost
Expenses Less Than Estimate	Green (success)	Total actual posted expenses (expense + overhead) are at or below the estimated cost
Job Not Fully Invoiced	Red (error)	Revenue has not been fully billed
Invoices Not Fully Paid	Red (error)	Outstanding AR balance remains

If the job has not been fully invoiced or paid, a confirmation dialog appears: “This job has not been fully invoiced and/or paid. Do you still wish to close?” You can proceed or cancel.

Tabs

Tab	Description
Job Expenses	Detailed list of all expense entries that will be included in the close
GL Distributions	The GL debit/credit lines that will be posted when the job is closed

Action Button

Click Close Job to finalize. The button is disabled if the job is already closed.

Reopen Job

Closed jobs can be reopened from Actions → Reopen Job on the View Job screen. Reopening reverses all of the closing GL distributions, allowing additional expense postings and billing changes.

What happens when a job is reopened:

1. The system reverses every closing GL entry that was created when the job was closed — both expense closing entries and the contract amount closing entry.
2. All reversal entries are posted to the “Reopen Job” subledger with the description “Reopening Job [Job ID]”.
3. The job’s isClosed flag is set to false and the closedDate is cleared.
4. The job returns to Open status, and all actions (Post Expense, Manage Estimates, Edit Job) become available again.

Prerequisites:

• Job must be closed — the Reopen action is hidden when the job is already open.
• User must have the reopenJob permission.
• The reopen posts at the current date and runs through the standard GL close-date check. If that date falls in a closed GL period, the reopen is submitted to the head accountant for approval (or requires a password) before it can post.

Close again after changes

After reopening and making your changes, remember to close the job again to finalize the updated GL distributions.

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11. Job Costing Settings

Navigation: Job Costing → Settings

The settings screen organizes reference data into three tabs.

Job Types Tab

Displays and manages job type definitions. Requires jobType read permission to see this tab.

Grid Columns:

Column	Description
Job Type ID	The short code for this job type
Name	Full name of the job type
Contract Credit GL	Contract credit ledger account assigned to this job type
Contract Closing Credit GL	Contract closing credit ledger account assigned to this job type
Estimates Include Burden	Whether labor burden is already pre-factored into this job type’s estimates
Disabled	Whether this job type is currently inactive

Actions:

• + — Create a new job type (requires jobType create permission)
• Edit (pencil) — Modify an existing job type (requires jobType update permission; unavailable on disabled job types)
• Enable (green checkmark) — Re-enable a disabled job type (requires jobType update permission; shown in place of Delete on disabled rows)
• Delete — Remove a job type (requires jobType delete permission). If any jobs are associated with the type, it is set to disabled instead of deleted, and the message “There are existing/archived jobs associated with this type. Type has been set to disabled.” is shown.
• Show/Hide Disabled toggle — Shows or hides disabled job types (disabled job types are hidden by default)

Click a job type row to open the Job Type View screen.

Create / Edit Dialog:

Field	Required	Description
ID	Yes	The short code for the job type. Must be unique across job types. Read-only after creation.
Name	Yes	Full name of the job type.
Contract Credit GL	Yes	Offset GL account debited for the total contract amount when the job is closed (paired with the Contract Closing Credit GL).
Contract Closing Credit GL	Yes	GL account credited for the total contract amount when the job is closed.
Estimates Include Burden	No	Mark this checkbox if labor burden is already pre-factored when creating estimates for jobs of this type. Defaults to off.

What Estimates Include Burden does

When this flag is off, a job’s burden amount is calculated as its labor estimate multiplied by the job’s Burden %. When the flag is on, that calculated burden is treated as zero — the estimate figures are assumed to already include burden — so no additional burden is added on top of the estimate.

The Job Cost Entry Types tab on the Job Type View screen shows which expense types are available for jobs of this type.

Job Cost Entry Types Tab

Job cost entry types define the categories of expenses that can be posted to jobs (e.g., “Direct Labor”, “Overtime”, “Materials - Electrical”).

Grid Columns:

Column	Description
Name	Entry type name
Cost Type	Labor, Material, Subs, or Other
Disabled	Whether this entry type is currently inactive

Actions:

• + — Create a new entry type
• Edit — Modify an existing entry type
• Enable (green checkmark) — Re-enable a disabled entry type
• Delete — Disable (soft-delete) an entry type
• Show/Hide Disabled toggle — Shows or hides disabled entry types

Create / Edit Dialog:

Field	Required	Description
Name	Yes	Entry type name. Must be unique.
Cost Type	Yes	Labor, Material, Subs, or Other. Read-only after creation.

Note

Cost Type cannot be changed after an entry type is created, as it controls which fields appear when posting expenses.

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Job Type Detail — Associated Job Cost Entry Types

Navigation: Job Costing → Settings → Job Types tab → click a job type to open the View Job Type screen, then the Job Cost Entry Types tab.

The top card of the View Job Type screen shows the job type’s Job Type ID, Name, Contract Credit GL, and Contract Closing Credit GL. Below it, the Job Cost Entry Types tab is a full management surface that controls which cost entry types are available to jobs of this type and, for each one, which GL accounts are used when expenses are posted.

Each row associates one cost entry type (the catalog entries from the Job Cost Entry Types tab) with this job type and its own set of GL accounts. Only cost types that are not already associated with this job type are offered when adding a new association.

Grid Columns:

Column	Description
Name	The cost entry type’s name
Cost Type	The cost type of the entry type (Labor, Material, Subs, or Other)
Debit	The Debit GL account used for the base expense posting
Credit	The Credit GL account used for the base expense posting
Closing Debit	The Closing Debit GL account for this association
Overhead Debit	The Debit GL account used for the overhead portion of the posting
Overhead Credit	The Credit GL account used for the overhead portion of the posting
Overhead Closing Debit	The Overhead Closing Debit GL account for this association
Use Job Specific Burden	Whether this association uses job-specific burden

Actions:

• + (Create Associated Entry Type) — Add a new cost entry type association to this job type. Requires jobTypeJobCostEntryType create permission.
• Edit (pencil) — Modify the GL accounts and burden flag of an existing association. Requires jobTypeJobCostEntryType update permission; disabled for disabled rows.
• Enable (green checkmark) — Re-enable a disabled association. Requires jobTypeJobCostEntryType update permission.
• Disable (trash) — Disable (soft-delete) an association so the cost type is no longer available for this job type. Requires jobTypeJobCostEntryType update permission.
• Show/Hide Disabled toggle — Shows or hides disabled associations. By default disabled associations are hidden.

Create / Edit Dialog (titled “Create New Associated Job Cost Entry Type” or “Edit Associated Job Cost Entry Type”):

Field	Required	Description
Cost Type	Yes	The cost entry type to associate. Only entry types not already associated with this job type appear in the list.
Debit GL	Yes	GL account debited for the base expense amount
Credit GL	Yes	GL account credited for the base expense amount
Closing Debit GL	Yes	Closing Debit GL account for this association
Overhead Debit GL	Yes	GL account debited for the overhead amount
Overhead Credit GL	Yes	GL account credited for the overhead amount
Overhead Closing Debit GL	Yes	Overhead Closing Debit GL account for this association
Should Use Job Specific Burden	No	Checkbox indicating whether this association uses job-specific burden

These GL accounts drive Post Job Expense

When an expense is posted for a job, the application looks up the association matching the job’s job type and the expense’s cost entry type, and uses that association’s Debit, Credit, Overhead Debit, and Overhead Credit accounts for the resulting GL postings. Setting these accounts here is what determines where job expenses and their overhead land in the general ledger.

Note

A cost entry type can only be added once per job type. If you do not see a cost type in the dialog, it is either already associated with this job type or has been disabled in the global Job Cost Entry Types catalog.

Job Cost Categories Tab

Job cost categories segment costs within a job for more granular reporting and overhead calculations.

Grid Columns:

Column	Description
Category ID	Short code for this category
Description	Full category name
Material Factor	Overhead multiplier applied to material costs (%)
Labor Factor	Overhead multiplier applied to labor costs (%)
Subs Factor	Overhead multiplier applied to subcontractor costs (%)

Actions: Create (+) and Edit (pencil) buttons.

Create / Edit Dialog:

Field	Required	Description
ID	Yes	Unique category code. Read-only after creation.
Description	Yes	Category name
Material Factor	No	Overhead percentage applied to material expenses (2 decimal places)
Labor Factor	No	Overhead percentage applied to labor expenses (2 decimal places)
Subs Factor	No	Overhead percentage applied to subcontractor expenses (2 decimal places)

How overhead factors work

When posting a job expense, the application calculates an overhead amount by multiplying the expense amount by the factor for that cost type. For example, a Labor Factor of 15% on a $1,000 labor expense generates $150 of overhead — posted as a separate GL entry.

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12. Permissions

Permission	Actions	Description
job	create, read, update, delete	Manage jobs
jobType	create, read, update, delete	Manage job types. read gates viewing/selecting job types and seeing the Job Types settings tab; create, update, and delete gate adding, editing, and removing job types
jobCostEntryType	create, update, delete	Manage job cost entry types
jobCostCategory	create, update, delete	Manage job cost categories
jobContract	create, read, update, delete	Manage job contracts and change orders
jobCostEstimate	create, read, update, delete	Manage cost estimates
jobCostEntry	create, read, update, delete	Post and view job expenses
postJobExpense (systemKey postJobCostExpense)	—	Screen permission: access to the Post Job Expense screen
postJobMaterials	—	Screen permission: access to the Post Job Materials screen
closeJob	—	Screen permission: access to the Close Job screen
reopenJob	—	Misc permission: ability to reopen a closed job
viewAttachments	—	Misc permission: view and upload job attachments
manageTags	—	Misc permission: view and manage job tags
jobCostShowRates (Job Cost Show Rates)	—	Misc permission: shows the Regular/Overtime/Doubletime Hours columns on the Job Expenses grid and reveals the Expense Amount and Overhead Amount values for labor entries. Without it, those hours columns are hidden and labor expense/overhead amounts are blanked.

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13. Worked Examples

Example 1: Setting Up a New Job with Estimates

Scenario: Precision Mechanical wins a $125,000 HVAC installation contract for Greenfield Construction, Building C. Tom (Project Manager) sets up the job with a full cost estimate.

Step 1 — Create the job:

1. Navigate to Job Costing → Manage Jobs and click +.
2. Customer = Greenfield Construction, Site = Building C — 450 Industrial Pkwy.
3. Job ID = J-1050, Project Name = HVAC Install — Building C.
4. Job Type = Mechanical Install, Start Date = 03/01/2026, End Date = 06/30/2026.
5. Retention % = 10%, Burden % = 12%, WIP Reportable = ✓.
6. Click Create.

Step 2 — Create the contract:

1. On the View Job screen, open the Contracts tab and click +.
2. Amount = $125,000.00, Date = 02/15/2026 (the fields are labeled Amount and Date).
3. Click Create.

Step 3 — Enter cost estimates:

1. Navigate to Actions → Manage Estimates.
2. Select Job = J-1050, Contract = Original Contract ($125,000).
3. Enter estimates by category:

Cost Category	Material	Labor Hours	Labor $	Subs	Other	Total
Ductwork	$18,000	200	$12,000	$0	$500	$30,500
Equipment	$35,000	80	$4,800	$0	$0	$39,800
Controls	$8,000	120	$7,200	$5,000	$0	$20,200
Piping	$6,000	100	$6,000	$0	$300	$12,300
Estimate Total	$67,000	500	$30,000	$5,000	$800	$102,800

4. Click Save Current Estimate.

Result: Job J-1050 is open with a $125,000 contract and $102,800 in estimated costs. Estimated margin = $22,200 (17.8%).

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Example 2: Posting Mixed Expenses and Monitoring Health

Scenario: Three weeks into Job J-1050, Tom reviews the job after posting labor, subcontractor, and material expenses.

Expenses posted so far:

Date	Type	Category	Description	Amount
03/05	Labor	Ductwork	Mike Torres — 40 reg hrs × $30/hr	$1,200.00
03/05	Labor	Ductwork	Mike Torres — 8 OT hrs × $45/hr	$360.00
03/10	Material	Equipment	2 × Carrier RTU (from inventory)	$14,200.00
03/12	Subs	Controls	ABC Controls — panel installation	$4,800.00
03/15	Labor	Piping	Mike Torres — 32 reg hrs × $30/hr	$960.00

Total actual cost to date: $21,520.00

Checking job health on the Dashboard tab:

• Percent Complete: 17.2% (based on actual cost vs. estimated cost)
• Actual Cost: $21,520.00
• Estimated Cost: $102,800.00
• CPI: budgeted cost of work performed ÷ actual cost = (percent complete × estimated cost) ÷ actual cost = 1.00 (green — at or above 1.0). Because percent complete is itself actual cost ÷ estimated cost, this metric stays pinned at 1.00 whenever cost has been posted
• Actual Margin-to-Date: $21,500 - $21,520 = -$20 (essentially break-even at this early stage)
• Forecast Final Cost: $102,800 (tracking to estimate)
• Labor Burn Rate: 80 hours used ÷ 500 estimated = 16% (healthy)

Key observation: The subcontractor cost ($4,800) is tracking close to the $5,000 Controls subs estimate — Tom notes this may need a change order if additional controls work is required.

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Example 3: Change Order and Job Close

Scenario: Greenfield Construction requests additional ductwork that adds $15,000 to the contract. After completion, Tom closes the job.

Step 1 — Add the change order:

1. On Job J-1050, open the Contracts tab and click +.
2. Enter Description = “Additional return ductwork — floors 3-4” and Amount = $15,000.00, then check Is Change Order? and Customer Approved? (an unapproved change order does not count toward the total).
3. Click Create.
4. Total Contract Amount is now $125,000 + $15,000 = $140,000.00.

Step 2 — Enter change order estimates:

1. Navigate to Actions → Manage Estimates.
2. Switch to Job Contract = Change Order #1 ($15,000).
3. Add estimate: Category = Ductwork, Material = $4,000, Labor Hours = 60, Labor $ = $3,600, Other = $200. Total = $7,800.

Step 3 — Post remaining expenses and invoice:

• All work is completed. Final actual costs:

Cost Type	Estimated	Actual
Material	$71,000	$68,500
Labor	$33,600	$35,200
Subs	$5,000	$4,800
Other	$1,000	$950
Total	$110,600	$109,450

• All invoices sent and collected: $140,000 invoiced, $140,000 paid.

Step 4 — Close the job:

1. Navigate to Actions → Close Job from the View Job screen.
2. Close Date = 07/15/2026.
3. Review summary:
   • Contract Total: $140,000.00
   • Invoiced: $140,000.00 ✓
   • Paid: $140,000.00 ✓
   • Expense Total: $109,450.00
   • Status: Expenses Less Than Estimate (green)
4. Review the GL Distributions tab — closing entries look correct.
5. Click Close Job.

Final margin: $140,000 - $109,450 = $30,550 (21.8%) — better than the original estimated margin of 17.8%.

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14. Business Rules

Rules are grouped by category. Each rule has an ID for cross-referencing.

Constraints

• BR-JC-C1: Contract Before Estimate — The UI requires a contract with a contract amount before cost estimates can be entered.
• BR-JC-C2: Close Date Floor — The close form validates that the job close date is on or after the most recent invoice and payment date.
• BR-JC-C3: Closed Job Lock — Closed jobs prevent additional expense postings; reopening reverses the closing GL entries.
• BR-JC-C4: Delete Job Prerequisites — A job can only be deleted when it is open. Closed jobs must be reopened before deletion.

Automations

• BR-JC-A1: Overhead Calculation — When posting an expense, the application calculates overhead as Expense × (Category Factor ÷ 100), where the factor is the cost category’s per-type factor (Material Factor, Labor Factor, or Subs Factor). For labor, the job’s Burden % is used only as a fallback when the category’s Labor Factor is 0; a non-zero Labor Factor overrides the Burden %.
• BR-JC-A2: CPI Dashboard — CPI (BCWP ÷ Actual Cost, where BCWP = Percent Complete × Estimated Cost) auto-calculates with color coding: green ≥ 1.0, yellow 0.9–1.0, red < 0.9.
• BR-JC-A3: Forecast Projection — Forecast Final Cost auto-calculates from actual costs extrapolated against percent complete.
• BR-JC-A4: Job Close GL Distribution — Closing a job auto-generates GL entries transferring costs to the contract closing account.
• BR-JC-A5: Expense Reversal — Reversing a job expense creates offsetting GL entries (negative amounts) and marks the original entry as reversed. For material expenses, inventory quantities are returned to their original locations.

Workflows

• BR-JC-W1: Job Lifecycle — Create Job → Set Contract → Enter Estimates → Post Expenses → Invoice via AR → Close Job.
• BR-JC-W2: Change Order Flow — Create Change Order → Set Amount → Enter Estimates → Expenses post against updated totals.
• BR-JC-W3: Reopen Job Flow — Reopen reverses all closing GL entries → Job returns to Open → Post additional expenses or billing → Close again when done.

Cross-Module Effects

• BR-JC-X1: AP Invoice to Job — Vendor invoice lines distributed to a job create job cost entries (Material, Subs) updating Actual vs. Estimate.
• BR-JC-X2: Timesheet to Labor — Payroll timesheets allocated to a job create labor cost entries; employee rate × hours = labor expense.
• BR-JC-X3: Inventory Material — Material picks/allocations from inventory create material cost entries on the job.
• BR-JC-X4: Job Invoice to AR — Job billing milestones are invoiced through AR; invoice amounts appear in Billing & Collections.

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15. Troubleshooting / FAQ

Q: I can’t enter cost estimates — the Manage Estimates screen shows no contracts. The form requires a contract with a contract amount before estimates can be entered (BR-JC-C1). Navigate to the job’s Contracts tab and create a contract first, then return to Manage Estimates.

Q: Job close fails — “close date before latest invoice/payment.” The close form validates that the close date is on or after the most recent invoice and payment date (BR-JC-C2). Check the job’s Billing & Collections section for the latest dates and set the close date accordingly.

Q: I can’t post expenses to a job — it says the job is closed. Closed jobs prevent additional expense postings (BR-JC-C3). If you need to add expenses, use Actions → Reopen Job to unlock it. Note that reopening reverses the closing GL entries, so you’ll need to close again when done.

Q: The CPI is red (below 0.9) — what should I do? A CPI below 0.9 means actual costs are exceeding the budgeted cost of work performed by more than 10% (BR-JC-A2). Review the Actual vs. Estimate dashboard to identify which cost categories are over budget. Consider whether a change order is needed to increase the contract amount, or investigate cost overruns (labor inefficiency, material waste, unplanned subcontractor work).

Q: Overhead amounts seem too high on my job expenses. Overhead is calculated as Expense Amount x (Category Factor / 100) (BR-JC-A1). Check the overhead factors on the Job Cost Category — each category has Material, Labor, and Subs factors. Also check the job’s Burden %, which applies to all labor costs. If the factors are set incorrectly, update the category settings.

Q: A vendor invoice posted in AP isn’t showing on the job dashboard. Verify the invoice distribution lines in AP were allocated to the correct job and cost category (BR-JC-X1). The job field must be filled on the AP distribution line for the cost to appear in Job Costing’s Actual vs. Estimate.

Q: The “Not Fully Invoiced” warning appears when I try to close the job. This means the total invoiced amount is less than the contract amount. You can either send the remaining invoices before closing, or acknowledge the warning and proceed if the shortfall is intentional (e.g., a negotiated reduction).

Q: How do I reopen a closed job? Navigate to the View Job screen for the closed job and select Actions → Reopen Job. The system reverses all closing GL entries and returns the job to Open status (BR-JC-W3). Remember to close the job again after making your changes.

Q: How do I reverse a job expense? Open the View Job screen, go to the Job Expenses tab, and click the Reverse button (history icon) on the expense row. Enter a posting date and confirm. The system creates offsetting GL entries that negate the original expense (BR-JC-A5). The original entry remains for audit purposes but is marked as reversed.

Q: I can’t delete a job — the Delete button is disabled. Jobs can only be deleted when they are open (BR-JC-C4). If the job is closed, use Actions → Reopen Job first, then delete it. Also verify you have the job delete permission assigned to your role.

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16. Tips & Notes

Starting a New Job

1. Create the Customer in Accounts Receivable if not already on file.
2. Navigate to Jobs → Create Job. Select the customer, site, and job type.
3. Set Retention % and Burden % if applicable.
4. Save. The job is now open.
5. Navigate to Actions → Manage Estimates to enter the cost budget by category.
6. Create the Contract from the Contracts tab.

Estimating a Job

1. Open Manage Estimates (from the Actions menu or the main navigation).
2. Select the job and then the contract to estimate.
3. For each cost category, enter the expected Material Cost, Labor Hours, Labor Cost, Subs Cost, and/or Other Cost.
4. The Estimate Total footer shows the running total.
5. Click Save Current Estimate.

Posting Labor Expenses

1. Navigate to Post Job Expense.
2. Select the job and a Job Expense Type with Cost Type = Labor.
3. Select the Employee.
4. Enter Regular Hours, Overtime Hours, and/or Doubletime Hours.
5. The Expense Amount will be auto-computed; click Recompute Amounts if needed.
6. Click Post or Post & Reuse Job to post and stay on the same job.

Posting Multiple Material Lines

Use Post Job Materials when you have many products to post at once:

1. Select the job and date.
2. Set default Job Expense Type and Job Cost Category if most lines will share the same values.
3. Add product rows in the Materials grid; the system auto-adds new rows as you work.
4. Click Auto-Allocate to pull from available inventory.
5. Click Post to commit all lines at once.

Monitoring Job Health

Use the Dashboard tab on the View Job screen to monitor:

• CPI — anything below 1.0 means you are over budget
• Over / Under Billing — a large negative number means you are billing behind your earned revenue
• Forecast Margin — the projected final margin; compare to Estimated Margin to see margin erosion or growth
• Cash Position — if negative, you have paid more in costs than you have collected

Closing a Job

1. Ensure all expenses are posted and all invoices are sent and collected.
2. Navigate to Actions → Close Job from the View Job screen, or go to Close Job from the main menu.
3. Review the GL Distributions tab to confirm the entries are correct.
4. If the “Not Fully Invoiced” or “Invoices Not Fully Paid” warnings appear, resolve them first — or acknowledge the warning and proceed if appropriate.
5. Click Close Job. The job is locked for further edits.
6. If changes are needed after closing, use Actions → Reopen Job to unlock it.

Change Orders

Change orders are managed through the Contracts tab on the View Job screen. Each change order increases or decreases the total contract amount. After adding a change order contract, navigate to Manage Estimates and select the change order to add its cost estimates.

Reopening a Closed Job

1. Navigate to the View Job screen for the closed job.
2. Click Actions → Reopen Job. The system reverses all closing GL entries and returns the job to Open status.
3. Post any additional expenses or billing adjustments as needed.
4. When finished, use Actions → Close Job to re-close and re-post the final GL distributions.

Reversing a Job Expense

1. Navigate to the View Job screen and open the Job Expenses tab.
2. Find the expense entry you want to reverse and click the Reverse button (history icon).
3. Enter the Posting Date for the reversal entries.
4. Click Submit. The system creates offsetting GL entries and marks the original as reversed.
5. For material expenses, inventory quantities are automatically returned to their original locations.

Understanding Overhead Factors

Each Job Cost Category has three overhead factors (Material, Labor, Subs). When you post an expense to that category, the application calculates an overhead charge:

Overhead Amount = Expense Amount × (Factor ÷ 100)

The overhead is posted to the overhead GL accounts defined on the expense type. This is useful for applying indirect costs (project management time, facility costs) to jobs proportionally without manual calculation.