Job Costing and Invoicing
Before you start
Before you start to use the job costing functionality in Sequoia to record charges and start producing sales invoices for the first time, there are a few things you need to do first.
|1||Whilst the job costing functionality in Sequoia is available at no extra cost, you will need a licence key to activate it. You should contact the ASM helpdesk and ask them to provide a licence key for you.|
|2||You can add your own images (logos etc) to your sales invoices to personalise them. Details of what areas of an invoice you can customise and the size of the images is described in Uploading Graphics for Sales Invoice.
You should have these ready as you’ll need them for step 10 below.
Your company name, address, phone number etc are NOT automatically printed on Sales Invoices. You should include this information in the images you provide.
|3||You will probably want to continue the numbering of your sales invoices and credit notes from the previous system you used to create them.
If this is the case then you should make a note of the last invoice and credit note number you have issued. You’ll need them for step 10 below.
|4||Decide which printer you want your sales invoices and credit notes to be printed on. You’ll need that information for step 10 below.
Note that you don’t have to print a sales invoice or credit note automatically when you create them. They are stored as pdf documents in Sequoia. See Creating Sales Invoices & Credit notes for more details.
|5||If you want Sequoia to automatically record charges (costs and sales) for customs revenue (duty, VAT etc) then you first need to:
a) Create a CRM record for HM Revenue & Customs (the supplier) against which the costs are allocated.
b) Create charge code records, for customs duty and VAT.
c) If you charge any customers a fee for advancing customs revenue and want this to be automatically calculated then you also need to create a charge code for that fee.
If you process invoices from IATA CASS then you need to:
d) Create a CRM record for CASS (the supplier) against which the costs are transferred to your accounting system.
These records are created in the Sequoia application. You should create these – and all the charge codes you currently need – before you start.
|6||You should also set up other reference data such as:
- Payment terms (to appear on sales invoices)
- Exchange buying and selling rates (to save you having to type them every time)
- VAT codes and rates (to accurately calculate any VAT due or payable)
|7||There is job costing related data in Sequoia CRM records.
- You need to enter an Accounts code (the code by which your accounting system recognises this entity) for each customer or supplier
- There is other useful information that can make the process of invoicing easier. See Adding Accounting Information to CRM Records for more information.
|8||To transfer cost and sales data to your accounting system, Sequoia will write a transfer file to a specified folder on your network. You should make a note of the folder path where you wish these files to be written. You’ll need to configure this in step 10 below.|
|9||Set the current accounting period (see Setting the Current Accounting Period for details on how to do this). You will have to change this each time you close off an accounting period and start another.|
|10||Finally, you must configure job costing in the Sequoia Management Console. This controls how job costing works and who in your organisation has access to which features.
See Configuring Sequoia for Job Costing for more details of what configuration is required.
This application is only accessible on the Sequoia server. The helpdesk will assist you with this configuration.