Internal Job Card

Go to Workshop > Add Job Card

Internal Job Cards record workshop work that uses inventory (stock parts) but should not be invoiced or charged to a customer. The cost is posted internally to your chosen General Ledger (GL) account instead of generating revenue or affecting customer accounts.

Common Use Cases

•Servicing or repairing your own vehicles, equipment, or assets (e.g., garage owner fixing a company van).

•Providing inclusive maintenance under a fixed-fee contract (e.g., photocopier rental business covering toner/parts at no extra charge to the client).

•Internal projects, prototypes, or testing that consume stock without external billing.

Key Benefits:

•Accurately tracks internal stock usage and costs.

•Posts consumption directly to the correct expense GL account (e.g., "Vehicle Maintenance" or "Workshop Consumables").

•Bypasses customer invoicing, markup rules, and minimum charges.

•Integrates with Projects module for internal project tracking (if used).

Step-by-Step: Creating an Internal Job Card

1. Navigate to the Job Card Screen

Go to Workshop > Add Job Card

2. Mark the Job Card as Internal

Select Internal (instead of Cash, On Account, etc.)..  

3. Add Stock Items

•Enter the parts/stock items used (as you would on a normal job card).

•Important: The system automatically sets VAT Type = Not Applicable on these lines.

•Note: Labour lines and Non-Stock items will not post to the GL or affect stock — only stock/inventory items are deducted and costed internally.

4. Default GL Account Options

Switch to the Payment Tab and select the General Ledger Account where the internal cost should be posted (e.g., "Vehicle Maintenance", "Internal Repairs", "Workshop Expenses").

Setting the Default Internal GL Account

•Set a global default in Account Options (system-wide).

•Set a per-equipment default in the Customer Equipment form (field: Internal Job Account).

  → The Customer Equipment setting overrides the global Account Options default when the job links to specific equipment.

•The GL account selected directly on the job card (Payments tab) always takes final precedence.

Journal Entry Example

When an internal job is posted, the system creates the following entry:

Debit: Selected Internal GL Account (e.g., Stock Adjustments / Maintenance)

Credit: Stock / Inventory Account

Description: Internal Job XXX (e.g., Internal Job 25)

Searching & Tracking Internal Jobs

•Job Card Lookup: Search by description or note "Internal" — Order No. shows as [Internal job].

•General Ledger Detail Search description for "Internal Job".

•Stock Detail / Movement Reports: Filter by "Internal Job" descriptions to see consumption.

•Use Projects module linkage if tracking internal projects over multiple jobs.

Notes:

•The Internal GL Account on the Payments tab only affects Internal job cards — it is ignored on normal customer jobs.

•Internal job cards do not affect customers.

•Minimum markup rules defined in stock groups are bypassed

•Internal jobs can be used with Projects for internal project tracking