Before you start using the jobs module in Business Central, you should define the job setup. The job setup holds a number of default settings that apply when you create new jobs. Most of these settings can be changed on the individual job afterwards, so you only need to define them centrally if you want them inherited across all new jobs.
If you have main groups of jobs that need different settings for the WIP method or the job posting groups, don’t try to handle that through the job setup. Instead, create a few template jobs that you copy in the jobs list. That gives you cleaner control over the variations.
The job setup includes the option to automatically update job item cost, the apply usage link default, the option to allow budget and billable planning lines, the default WIP method and WIP posting method, the default job posting group, the logo position on documents, and the number series for jobs, job WIP, and job price lists.
Where to find the job setup in the jobs module
You’ll find the job setup as a separate page in the jobs module. There aren’t that many fields to fill in, but it’s worth going through them before you start using the module, since the right defaults can save you time later.
Automatic update of job item cost
The field Automatic Update Job Item Cost ensures that cost changes are automatically adjusted to the job entries each time you run the Adjust Cost – Item Entries batch job. The point is that the costs on items on your job stay updated so they match the actual cost on the item ledger entry.
The adjustment process and the result are the same as when you run the Update Job Item Cost batch job. The difference is that marking this field makes sure the update also happens when you run the Adjust Cost – Item Entries batch job. If you don’t use items on your jobs, this field isn’t relevant to you.
Apply usage link by default
The field Apply Usage Link by Default specifies whether job ledger entries are created with a link to the job planning lines by default. In practical terms, the usage on the job will by default be linked to a job planning line. In the jobs hierarchy this is the usage link, where job ledger entries are connected to job planning lines.
Allowing budget and billable planning lines
Next, you need to decide whether to allow the planning line type called Budget and Billable. If you allow it, you get three options for your planning lines: budget lines, billable lines, and the combined budget and billable lines. If you want to use that combined type, you turn it on here.
Default WIP method and WIP posting method
For Work-in-Progress, you can define the default WIP method. There are five standard methods to choose from. In this example, Percentage of Completion is used.
You can also define the default WIP posting method, choosing whether posting should be done per job or per job ledger entry.
Default job posting group
You can set up the default job posting group. The groups available here are the ones created in the job posting setup, so you may have more than one to choose from.
Logo position on documents and number series
You can choose where logos are positioned on documents, including the option of no logo.
At the bottom of the setup you handle the numbering. You can define the job numbers by assigning a number series for jobs. You’ll typically also set up a number series for job WIP and one for job price lists.
Once these fields are filled in, your job setup is complete and ready for use.
Q&A
Should I define the job setup before using the jobs module?
Yes. Defining the job setup before you start saves time, because it sets the default settings that apply to new jobs, such as the default WIP method, the WIP posting method, and the default posting groups.
Can I change the job setup defaults on individual jobs?
Yes. Most of the settings in the job setup can be changed on the individual job. Only define them centrally if you want them inherited across all new jobs.
How should I handle different setups for groups of jobs?
Don’t use the job setup for that. Instead, create a few template jobs with the settings you need and copy them in the jobs list. This works well when groups of jobs require different WIP methods or job posting groups.
What does the Automatic Update Job Item Cost field do?
It ensures that cost changes are automatically adjusted to the job entries each time you run the Adjust Cost – Item Entries batch job. This keeps the costs on items on your job matching the actual cost on the item ledger entry. It is only relevant if you use items on your jobs.
What does Apply Usage Link by Default mean?
It specifies whether job ledger entries are created with a link to the job planning lines by default. When enabled, the usage on the job is linked to a job planning line.
What are the planning line types if I allow Budget and Billable?
If you allow it, you get three options: budget lines, billable lines, and combined budget and billable lines.
What WIP posting methods can I choose?
You can choose to post WIP per job or per job ledger entry.
Where do the available job posting groups come from?
They come from the job posting setup. Any group you create there becomes available to select as the default job posting group.