Finalising a job is the process of closing it out and locking it to prevent further changes. This is typically done after payment is received in full, all invoices have been paid to suppliers and subcontractors, and it has been at least 3 months since the final payment was received.
Important: Jobs should never be unfinalised to allocate job expenses for maintenance/warranty costs. Instead, these should be treated as overheads and allocated to your 'Maintenance on Finalised Jobs' account.
Getting Started
Around the 26th of each month, there will potentially be jobs that meet the following criteria and can be finalised.
Identify Jobs to be Finalised
A job is ready to be finalised when:
All draws have been paid in full.
All job expense invoices have been received.
A 3-month waiting period has passed.
Any outstanding matters relating to the job have been satisfied.
Tip: It’s important to wait at least 3 months after the final payment has been received to ensure that all job-related invoices have been paid so that you have an accurate picture of your job profit.
To identify jobs that were handed over, fully paid, and ready to be finalised, use the Handovers Report.
Finalising the Job
Once confirmed that the jobs need finalising, proceed with the following steps:
Navigate to the Jobs List:
Click Jobs > Job List.
Select the Job:
Find and select the job to be finalised.
Access the Dates Tab:
Select the Dates tab.
Finalise the Job:
Click the Finalise Date checkbox.
Click Process to save.
Once a job is finalised, it is removed from the WIP Adjustment report and no further postings can be made to the job. The Profit on Finalised Jobs report can now be run for review against benchmarks.
Note: A job can only be finalised if the Completed and Handover Dates are filled, or if the job is Not Proceeding with no unpaid change orders.
Troubleshooting Errors
Sometimes when attempting to finalise a job, the finalise checkbox may be greyed out. This is because something in the job has not been completed or has been incorrectly applied. Here are a number of scenarios and how to correct them:
Claim/Draw, Variation/Change Order, or Credit Note Not Showing a Paid Status
If any of these in the claims/draws history is showing an Authorised status instead of a Paid status, the Builder Portal will not allow the job to be finalised.
To Correct This:
Determine whether the transaction needs to be refunded or invoiced to the customer.
If the transaction is a claim/draw or variation/change order no longer applicable to the job, it should be voided in Xero to remove it from the Builder Portal. If the customer has yet to pay for it, they should be reminded of the outstanding amount.
If the transaction is a credit note, either refund it to the customer or apply it to a claim/draw or variation/change order.
If all claims/draws and variations/change orders are showing as paid, check through the job details to see if a claim or variation was not entered into the system. If a claim or variation has been forgotten, it will need to be raised in the Builder Portal and then have the credit note applied to it. The credit note will then show a Paid status.
Variation/Change Order Still Showing a Quote Status
In the Variations/Change Orders tab of the Job list section, a job cannot be finalised if a variation is still showing a quote status.
To Correct This:
Check the job details to determine if the variation/change order needs to be approved or rejected. Once determined, update the status accordingly, allowing the job to be finalised.
Note: The most likely outcome is the quote will need to be changed to a rejected status if the job is already completed.
By following these steps, finalising a job in G.J. Software ensures all job records are updated accurately, maintaining clear and organised job management.