01:29pm Dec 11, 2000 PST (#1 of
8)
Has anyone experienced jobs reopening?
Has anyone experienced jobs reopening after they have been closed.
In our company there are only a small group of us that has the
ability to close jobs. Every employee is set up so that they cannot
enter time on any closed/billed jobs. I have gone to the job diary
when these jobs have reopened only to find that the last entry
indicates that job being closed. Needless to say this has been
a frustrating problem and I welcome any suggestions/reasons as
to why this happens and how we can avoid it from happening in the
future.
Thanks,
Kathi Sheehan Coyne Communications, Inc.
01:29pm
Dec 11, 2000 PST (#2 of
8)
We have been having the same thing happening...
We have been having the same thing happening. We close a job and
two to three months later it is in re-open status and the diaries
last entry is that it was closed.
Cheryl Rankin Partner, Accounting Manager
Anderson Partners, Inc.
01:29pm
Dec 11, 2000 PST (#3 of
8)
It might have something to do with...
It might have something to do with a user
posting AP invoices or time against a closed job. If a user doesn't
tab through the fields, C&P will "accept" an entry against
a closed job and the job pops open. Try experimenting with this
scenario and see if you can recreate the situation.
Dawn Jaworski
Gabriel Diericks Razidlo
01:30pm
Dec 11, 2000 PST (#4 of
8)
Yes, this has happened to us as well as jobs spontaneously
closing...
Yes, this has happened to us as well as
jobs spontaneously closing. We're completely stumped on a solution,
however. Also, sometimes my production status codes change automatically
when the billing status is changed. Sometimes we invoice when
we reach the end of a stage on a job, so the billing status changes.
But the job is ongoing so I don't want the production status
changing to "invoiced" because
that leads people to believe that it's out of production and it's
doesn't show up on my daily job status report.
I could use some ideas too.
Thanks,
Kristi Long
Production Manager
Blair Communications
01:30pm
Dec 11, 2000 PST (#5 of
8)
We have had the same problem...
We have had the same problem so I have
a good idea where it stems from - not that I have a solution
mind you. For some reason when it updates the billing status
it also updates the production status which causes the job to
look open. For example once we bill a job we have the billing
codes set so that it changes the status to 800 which for us is
Billed Not Paid and then we close the job and the status code
changes to 999 which is Closed. The problem is that once the
invoice is paid C&P changes not only the billing
code to Billed and Paid but it also changes the Production code
which allows people to put additional time to the job. If we look
on the job ticket the closed button is clicked but the status is
no longer 999. To date we have not been able to resolve this issue.
You might argue that a job is not really closed until all money
is collected but we were closing to prevent any additional cost
time or materials from being added to the job. Right now I print
a job listing every week and go through and change the status codes
back to closed for those jobs that were incorrectly reopened because
a bill was paid.
Thanks!
elaine ucciferri
accounting manager
H A
R P E L L
http://www.harpell.com
01:31pm
Dec 11, 2000 PST (#6 of
8)
I was recently in the same boat...
I was recently in the same boat. I periodically review all reopened
jobs and couldn't figure out how jobs were getting reopened. I
finally figured out that they reopen when we add an A/P invoice
to the system. Of course it asks you at the time of entering the
A/P whether or not you want to reopen the job and our A/P data
entry person says yes. What's confusing though is that there is
no notation in the job diary about how the job got reopened. Hope
that answers your mystery.
Lucia Mumm
Full Circle! Marketing, Design & Printing
01:32pm
Dec 11, 2000 PST (#7 of
8)
To stop jobs from being inadvertently reopened...
To stop jobs from being inadvertently reopened
I use the Billing Status code found on each Job Ticket. I have
set up a Status Code for each month of the year that reflects
the month the job was billed and closed. eg 806 is Billed Oct
2000, 807 is Billed Nov 2000. These codes are put in the Billing
Status on the job when it is closed. I set up these codes using
the category "Closed" and
click on the function "Stop Users Immediately". If someone tries
to enter a payable or time sheet on a job that has one of these
billing status codes then they are out of luck. This allows me
to control out of period costs that come out of the woods and momitor
their effect on WIP, and the income statement. As a user with manager
status on the system I can override these billing codes and make
out of period entries or if I choose I temporarily change the billing
status of a job to allow someone else to make the entry.
Ward Lindsey
Cooper & Williamson Inc.
11:22am
Oct 19, 2001 PST (#8 of
8)
Elaine:
I don't know if this will make a difference
but try going into your preferences under status codes and makes
sure that where it says "jobs with paid a/r invIices get status..." make
sure that is blank if you do not want it to update your production
codes when an a/r invoice Is paid. This is especially important
if you do multiple bills for one job ticket. Also under Access
privileges, you can click on costs for and check the box next
to each users name that they can not add time to a closed job
ticket. This will prevent them even if the first suggestion doesn't
work for entering time any way.
Tracy Petrella,
Office Manager/Bookkeeper,
Smith Marketing Services
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