When a job does not proceed, it is essential to ensure the system reflects this status accurately. This includes clearing outstanding claims/draws and ensuring invoices are correct before finalising the job.
There are various reasons a client may choose not to proceed with a job, including those under DPP with monies paid against them. The Franchise Owner will decide whether the client is due for a refund, no refund, or owes money.
Note: Simply ticking the Not Proceeding box in the dates tab is not sufficient to close a job.
Preparing the Job to be Not Proceeded
1. Check the Job Expenses
Navigate to Jobs > Job Financials.
Use the Find icon to select the job.
Go to the Expenses tab.
Verify that all expenses are allocated correctly and note any discrepancies.
2. Correct the Job Expenses
Find the transaction with the incorrect Cost Center or Job number in Xero.
Click Bill Options > Edit.
Change the Cost Center or Job number.
Click Save. These changes will auto-sync.
3. Enter all missing invoices
Ensure no missing invoices need to be entered against the job. Track down and enter any missing invoices in Xero before marking the job as Not Proceeding.
4. Verify the claims/draws are correct
Navigate to Jobs > Jobs List.
Find and select the job.
Go to the Claims/Draws tab.
Change the Contract Price to the amount to be retained.
Change the Claim/Draw Rule to the Not Proceeding claim/draw rule.
Handling Different Not Proceeding Scenarios
No Refund or Further Payment Required
Once the claims/draws are correct and there are no outstanding invoices, the job can be marked as Not Proceeding and Finalised.
Open the Job Details and navigate to the Dates tab.
Click the checkboxes next to Not Proceeding and Finalised.
Process to save the changes.
Refund is Due to the Client
Create a negative claim/draw for the difference between the new Contract Price and any original claim/draw raised and paid.
Navigate to Accounting > Make A Claim/Draw.
Find and select the job.
Click Yes to create a negative draw, then click Process.
Refund the Credit Note in Xero by navigating to Business > Invoices, opening the credit note, and completing the refund process.
Once the refund is complete and all draws and invoices are correct, mark the job as Not Proceeding and finalise it.
Further Payment Required
Make a claim/draw for the difference between the new Contract Price and any original claimdraw raised.
Navigate to Accounting > Claims/Draws.
Find and select the job.
Enter the claim/draw amount and click Process.
Once the payment is received and all claims/draws and invoices are correct, mark the job as Not Proceeding and finalise it.
Note: Always remember to Finalise jobs after they after been Not Proceeded.
Not Proceeding DPP Jobs
DPP jobs should be Not Proceeded to maintain a clean jobs list when it is clear the client will not be moving forward. The main difference for DPP jobs is making the lead inactive by changing the status of the Sales Folder to Will Not Complete.
Prepare the job to be Not Proceeded:
Follow steps 1-3 in the Preparing a Job to be Not Proceeded section.
In Xero:
Remove the Job Number from the Overpayment
Raise a Sales Invoice in Xero for this Customer in the Current Open Period - In the reference Type in NP - In the Description type in DPP Not proceeding Job No# - Leave the Cost Centre and Job Number blank
Allocate the Overpayment
In GJS sync to Xero - This will remove the Credit from the Job Financials
Navigate to Sales > Leads:
Search for and find the lead associated with the DPP job that you want to Not Proceed.
Access the Sales Folders:
Click on the Sales Folders tab.
If the lead has multiple Sales Folders, select the Sales Folder with a job number that matches your DPP job.
Edit the Sales Folder:
Click the edit icon to edit the Sales Folder.
Change the Status:
Change the Status of the Sales Folder to Will Not Complete.
Select an accurate Not Proceeding Reason to help with data gathering and tailored lead nurture campaigns.
Save Changes:
Click Process to save the changes.
The job has now been changed to Not Proceeding, and no further action is required.
By following these steps, jobs that are not proceeding can be accurately closed in G.J. Software, ensuring all financial and administrative records are correctly updated.