[JB] How to Reconcile AR to JB

If Job Billing (JB) and Accounts Receivable (AR) do not have matching invoiced or retainage amounts, they may need to be reconciled. This can be done by looking at the AR Customer Accounts By Contract Report. 

To reconcile AR to JB, we will first have to look at AR and JB modules individually:

Accounts Receivable

1. Run the AR Customer Accounts By Contract Report. When you run this, enter in the contract, set the transactions to (A), and set the detail level to (D).

2. Look through this report and see if there are any Payments that have been applied directly toward retainage. These transactions can throw of any AR Report that looks at open balances.

   

3. Look through this report and see if there are any adjustments done to invoices. These transactions will show as an (A).  NOTE: When an invoice is changed from JB and interfaced, two Adjustments are done. The first adjustment is clearing out the original invoice amount. The second adjustment is entering in the new invoiced amounts. These transactions can be ignored from this process.

Job Billing

1. Run the JB List of Bills per Contract Report. Any bills that are not Interfaced (status is Active, Changed, Delete, Never Interface), will not accurately show up in AR. These invoices will need to be interfaced.

   Note: If you have Never Interface bills for a reason (beginning balances), you will not want to interface these. There should be an AR Invoice for these invoices. 

2. We will need to make sure that Job Billing's amounts are not out of sync. This can be done by manually updating the previous amounts in JB. Please see the 'How to Update Job Billing's Billed and Contract Amounts' KB article for instructions on how to do this.

Accounts Receivable & Job Billing

1. You will need to see if there are invoices created in AR. (These invoices will not be in JB)

   1. Run the AR Contract Billings and Receipts Report to see a list of all of the Invoices in AR.

   2. Run the JB List of Bills per Contract Report to see a list of all of the Invoices in JB.

   3. If an invoice is on the AR Report, but not in the JB Report, then the invoice was not created in JB. If this is the case, a Never-Interface will need to be created in JB replicating the AR Invoice, or the invoice will need to be deleted from AR and recreated in JB. Note: Invoices on the AR Report with 0 amounts were deleted from JB. These invoices can be ignored from this process.

2. You will need to see if there are any Status 4 Batches. These invoices may not be fully posted and may throw off your numbers.

   1. Open the HQ Batch Control Program. See if there are any Status 4 AR or JB batches. In the current month.

   2. You might want to check for any status 4 batches in the previous months that the contract was billed in.

NOTE: Write-offs do not flow over to JB or JC.

 After the Problem is Located

Once you locate the problem, you will want to take the appropriate action.

• If the JB progress bills are out of sync, you will need to follow the steps in the KB Article here. 

• If there has been payments to retainage, you will want to remove the payments. If this is not possible, you will have to do a 0 cash receipt to remove the payment from the retainage and put it on another invoice. 

• If there are any adjustments done in AR, you will need to delete the adjustment (or create an offsetting adjustment) and make the change on the bill in JB.

• If there are JB bills that have not been interfaced, you will need to interface them.

• If a bill only exists in Accounts Receivable, but not in Job Billing, you will need to realign the two modules. This can be done in two ways. 1) Delete the AR Invoice (or create an off-setting adjustment) and recreate the bill in Job Billing. 2) Create a JB bill for the invoice and set the status to Never Interface.

•  If there are any status 4 batches, you will need to attempt to post the batch in the AR or JB Batch Process Program.