Job Retentions

Job Retention records are created whenever a Job Invoice is generated that is subject to Retentions. This screen enables you to maintain a record's Date and Value, create a Pending Invoice and Print the Invoice for a selected Retention record.

 

List Tab

 

Display fields

 

The displayed fields are taken from Job Orders whose Invoices are subject to Retentions

The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  On the displayed panel you can:

 

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Click on the ‘Show field’ checkbox to display the field

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Amend the column heading by changing the content of ‘Display Label’

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Define the sort sequence of the records by going to the lower panel and dragging the field from Available Fields’ to ‘Sort By’. 

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Click the ‘Save’ Button when done.

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

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To sort the data in a selected column simply click on the column heading.  Clicking again will sort in descending order.

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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom…) to enter detailed selection criteria.

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Job Retentions screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Related: This will bring up a list of functions that are related to Job Retentions.  You may open and maintain information in those screens whilst still remaining in the Job Invoices screen.

 

Reports: This will bring up a list of Reports that are related to Job Retentions.  You can immediately run the report whilst still remaining in the Job Retention screen.

 

 

Retentions Tab

 

This tab displays all the Retention records generated against this Job Order.  A Retention record is generated whenever the originating Invoice is created.    This screen allows you to amend the planned date and value against each Retention record along with defining the specific Descriptor that will appear on the generated Retention Invoice

 

Entry and Display fields

 

Order No: Display only field showing the Job Order selected in the List panel.

 

Description: Display only field showing the description of the selected Job Order.

 

Status: Display only field showing the Status of the selected Job Order.

 

Customer: Display only field showing the Customer held against the selected Job Order.

 

Job Type: Display only field showing the Job Type taken from the selected Job Order.

 

Job Style: Display only field showing the Job Style taken from the selected Job Order.

 

 

Retentions Sub Tab

 

Displays the current Retention records. You have the option to maintain the Retention Date and Retention Value if required. 

 

(Button) Create Retention Invoice: Selecting the scheduled Retention Invoice in the lower part of this screen and clicking this button will generate the physical Invoice but not print it.  The printing can be carried out by clicking the ‘Print Selected Invoice’ button to the right of this screen.

 

(Button) Generate a Credit for the Selected Invoice: This is displayed if you are generating a Credit for a Retention Invoice that has already been ‘Printed’.  Selecting the Invoice in the lower part of this screen and clicking this button will create a Credit for the Invoice.

 

(Button) Delete Selected Invoice: This is displayed if you are deleting an Invoice that has not been ‘Printed’.  Selecting the Retention Invoice in the lower part of this screen and clicking this button will remove the Invoice Number from the 'Invoice No' field.  It will not delete this planned Retention Invoice line.

 

(Button) Display Invoice Screen: If a Planned Retention Invoice Line contains a generated Invoice Number in the 'Invoice No' field then clicking on this button will bring back the Sales Invoice Screen that shows the actual Invoice and its details.

 

Originating Invoice: Display only field showing the Originating Invoice against which this Retention was generated.

 

Original Value: Display only field showing the Retention Value related to the Originating Invoice.

 

Retention Date: The Date when this Retention Invoice is scheduled to be issued.  You can amend the date by either overtyping the date or selecting the date from the drop-down calendar.  However, if this line has already been converted into a physical Invoice then this is the actual Invoice Date and cannot be amended.

 

Retention Value: The Value of the Retention Invoice.  You can amend this value if required.  However, if this line has already been converted into a physical Invoice then this is the actual Invoice Value and cannot be amended.

 

Invoice No: Display only field showing the Invoice Number generated against this Retention Invoice when the above 'Create Retention Invoice' button was pressed.

 

Print Status: Display only field showing the current print status of the Invoice.  The displayed options are ‘Not Printed’ and ‘Printed’.

 

Status: This shows the current status of this Retention record.  This defaults to 'Open' but can be amended to either 'Closed' or 'On-Hold' from the drop-down list only if the record does not contain an Invoice Number in the 'Invoice No' field.

 

Invoice Line Sub Tab

 

This information will be printed on the Invoice as the Invoice Line.

 

Line No: Enter the Line Number that will appear on the Invoice.  No checks are made on this entry

 

Line Type: The Line Type for this style of Invoice is always ‘Descriptor’ and cannot be amended.

 

Code: From the drop-down list select the Descriptor Code that will appear on the Invoice.

 

Unit: Display only field showing the Unit of Measure of the Descriptor.

 

Qty: Display only field showing a unit quantity of 1.

 

Line Description: Prefilled with the description of the above Code.  It can be amended here and made specific to this Invoice.

 

Tax Code: This Tax Code is initially populated with the Tax Code relating to the Customer’s Tax Group and the Descriptor’s Tax Group.  You can amend this at any time by selecting another Tax Code from the drop-down List.

 

Analysis Group: This is initially populated with the Analysis Group held against the Descriptor record.  You can amend this at any time by selecting another Analysis Code from the drop-down List.

 

Line Comments: You can enter unlimited amount of information that is related to this Invoice Line.  This information will be copied to the generated Invoice.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record

 

 

Buttons

 

Close: This will close the Job Retentions screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Related: This will bring up a list of functions that are related to the Job Retentions.  You may open and maintain information in those screens whilst still remaining in the Job Retentions screen.

 

Reports: This will bring up a list of Reports that are related to the Job Retentions.  You can immediately run the report whilst still remaining in the Job Retentions screen.

 

Print: This will bring up a list of Reports that are related to the Job Retentions.  You can immediately run the report whilst still remaining in the Job Retentions screen.

 

Print: This will generate and print the current Invoice