Using Jobs and Job Tasks

  • 13/07/2023
  • 4 minutes to read

For each document type, it is possible to determine the specific fields visible to expense users within the Expense App and the Expense Portal. In addition to the default fields, you can include other fields, such as jobs. To assign expenses to specific jobs and tasks, you can add the following fields:

  • Jobno - field for jobs. For example, if you want to assign expenses to a specific job, that refers to a particular project, task, or assignment undertaken by an individual or a team within an organization. It represents a distinct work effort that requires resources and may have associated costs.
  • Task - field for job tasks. For example, if you want to specify expenses related to sub-activities involved in completing a job. These tasks can be the individual steps or actions required to accomplish the overall objective of the job. Each task may have its own associated costs, such as materials, labor, or external services.

To add jobs and tasks

To add Jobno and Task for an expense:

  1. Select the Search icon, enter Configured Fields, and then select the related link.

  2. On the action bar, select the Per Diem, Mileage, Expense, or Expense Report. The default for the expense type now display.

  3. In the Fields Code column, select an empty cell and select New.

  4. From the drop-down list, select Jobno or Task.

To use billable or non-billable for jobs and tasks

The document is automatically marked as billable if you add a Jobno and Task field. In Business Central, on the Expense Card, the Job Line Type is set to Billable. This feature is useful when the job needs to be invoiced to the final customer, allowing a consultancy company, for instance, to invoice the job instead of bearing the costs. However, if the job is not intended for further invoicing, you can set the Job Line Type to Budget.

The Billable field can be configured by default in the Expense App and Expense Portal. However, the Job Line Type field can only be modified in Business Central. If you want to allow users in the app and portal to have the ability to choose whether a document with a job and task assigned should be billable or not, you can add a field to the Configured Fields. This will enable users to edit the Job Line Type field directly in the app and portal.

To display the Job Line Type field in the Expense App and portal:

  1. Select the Search icon, enter Configured Fields, and then select the related link.

  2. In the Fields Code column, select an empty cell and select New.

  3. From the drop-down list, select Billable. This action makes the field accessible on both the app and portal, with the default value being set to False.

    In scenarios where the field should consistently default to False (non-billable), you can select the Hide visibility by default and Editable fields. This configuration hides the field while keeping its value as False.