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JB Company Parameters

Company Tracker action: implementation-setup-jb-company-parameters Milestone: Job Billing / Module Setup (milestone_id=8, core_milestone_id=2) Order: 1 Estimated duration: 0.5 hours Typical owner: Controller

Purpose​

Set Job Billing company parameters so invoice numbering, prior-bill/CO amount behavior, review/approval, invoice email, and closed-month bill controls are correct before live billing.

Prerequisites​

  • AR company and receivable setup ready when JB invoices will interface to AR.
  • Decide whether invoice numbers auto-sequence and the starting number.
  • Decide review level (who initializes/edits vs who approves before AR interface) when a review process is in scope.
  • Decide who may change closed-month bills (bill-control users) when restricting back-period edits.

Vista configuration article​

See the detailed Vista guide:

Configuring JB Company Parameters

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • Auto-sequencing invoice numbers: optional. Many clients start at a base numeric value and let Vista sequence upward. Document the starting number when enabled.
  • Automatic update of previous bill and change order amounts on future bills: ON (always). Highly recommended. The system keeps prior bill and CO amounts current for each user. There is no good reason to leave this off for live.
  • Allow changes to previous and contract amounts: OFF. Leave unchecked. Rare exceptions exist for loading beginning balances, but that is not the recommended go-live method — treat unchecked as the standard.
  • Review level: JB can require a review/approval step so one person initializes and edits the bill and another approves before the bill can be interfaced (posted) to Accounts Receivable. Enable and assign when the client wants that control.
  • Email settings: fill when the client will send Job Billing invoices directly from Vista.
  • Bill control (restrict bill changes to specific users): recommended. Limits who can change closed-month billings so not everyone can reopen prior months — leave that to a defined group.
  • Closed-month bill control: use JB’s own month close to block new invoices in a closed billing month, rather than relying only on GL month-end close.
  • Accept means Controller confirms sequencing, the two amount checkboxes (auto-update ON / allow-changes OFF), review level, email, and closed-month / bill-control policy.

Tips and gotchas​

  • Auto-update previous bill/CO amounts on future bills stays ON — do not turn it off for convenience.
  • Allow changes to previous/contract amounts stays OFF outside controlled beginning-balance loads.
  • Review level gates AR interface (post), not just editing.
  • Closed-month bill control + restricted bill-change users is a strong go-live control pair.

Done when​

  • Invoice auto-sequence (on/off + start) is decided.
  • Auto-update previous bill/CO amounts is ON; allow changes to previous/contract amounts is OFF.
  • Review level, invoice email, bill-control users, and closed-month bill control match the accepted process (or explicitly deferred).