Job Costing


The Job Costing module can be used to keep track of expenditure which has gone into performing a job for a customer. 


Expenditure can be both inventory and service in nature, and include your own services/inventory and those of suppliers. The Job Costing module can be used to accumulate this expenditure and produce an invoice for the customer adding a margin if required. 


Prerequisites


  1. Creating a new Job

  2. Add Expenses to a Job

  3. Invoicing a Job



Creating a New Job

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Document header

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To create a new job:

  1. Navigate to Production -> New -> Job

  2. Enter a Job Description and a Customer. The Customer details will be filled in automatically but can be edited here if required. 

  3. Choose an Account and Tax Rule - this must be created before. NOTE:  Once an account is selected, a specific sub-account for this particular job will be created under this account.

  4. Enter a Start Date and Completed Date (optional)

  5. Select a Job StatusNOTE: If the job is kept in Prospect, you will not be able to accumulate any expenses against the sub-account

  6. Enter an Estimated Value of the job (optional) and a Budgeted Margin % to be added onto the expenses when invoicing your customer





Milestones

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Once you've completed the job header, you can move on to creating milestones, which will be used to invoice the client.


To add milestones to a job:

  1. In the selected job, go to the Milestones tab

  2. Use or Add more items to add milestones to the job

  3. For each milestone, add a Description, Comments (optional), Estimated Date and Actual Date (optional) and Status.

  4. Save the job to begin assigning expenses to it. 





Assign Expenses to a Job

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Once a job and job milestones have been created, expenses can be assigned to it. Expenses can include those ordered from your own suppliers or those directly from your inventory. 


Expenses ordered from suppliers

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To assign inventory and labour expenses outsourced from a supplier to a job, the purchase module is used. 


To assign supplier expenses to a job:

  1. Click New expense -> Purchase or navigate to Purchase -> New -> Order 

  1. Fill in the purchase order document header as usual (See Processing a Purchase for more info)

  2. IMPORTANT : In the Inventory Account dropdown field, make sure to pick the inventory sub-account related to the specific job.

  1. Add products and services to the Purchase order as usual (See Processing a Purchase for more info)


  1. Authorise the purchase order as usual. Once the stock has been received, the customer can be invoiced. 




Expenses ordered from your own inventory

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The Inventory Write-off function can be used to assign product and service expenses from your own inventory, t


To assign expenses ordered from your own inventory:

  1. Click New Expense -> Inventory write-off or navigate to Production -> New -> Inventory write-off

  1. Enter the Location of the Products and make sure to select the Expense Account associated with the job. 

  2. Use or Add more items to add product or service expenses related to the job. 

  3. Click Complete to finish and enable invoicing the customer. 




Labour/Services from your own company

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Labour/Services can also be added to a job using a service sale as well as with the Inventory Write Off function shown above.


To add service/labour expenses using a sale:

  1. Click New Quote write-off or navigate to Production -> New -> Service Sale

  1. Enter the Location of the Products and make sure to select the Expense Account associated with the job. 

  2. Use or Add more items to add product expenses related to the job. 

  3. Click Complete to finish and enable invoicing the customer. 




Assembly Costs

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To assign expenses from assembly costs:

  1. Click New Expense -> Assembly write-off or navigate to Production -> New -> Assembly

  1. Enter the Location of the Products and make sure to select the Expense Account associated with the job. 

  2. Fill out assembly details as usual. See here for more information if required. 

  3. Click Complete to finish and enable invoicing the customer. 



Invoicing a customer

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Before invoicing a customer:

  • Expenses must be assigned to the correct job sub-account

  • Purchase orders must be authorised with stock received 

  • Inventory write offs must be completed


To generate job invoices for a customer:

  1. Navigate to Production -> Jobs -> View All

  2. Select the job to invoice

  3. Go to the Invoicing tab

  4. Select the Milestone you wish to invoice for from the dropdown menu

  5. Check the boxes next to all the invoices you wish to generate for that milestone and click Generate. You can generate partial invoices for each milestone, or one invoice that incorporates all the expenses. 


  1. You will be notified that a sale order task has been created for this job.

  1. An invoice will have been generated with all of the expenses for the job, plus the margin specified in the job document header. Authorise the invoice and process the sale as usual. (See Processing a Sale for more information).


Auto-invoicing

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Rather than manually invoicing every expense, DEAR also gives you the options of automatically generating invoices for a job at regular intervals. Automatically generated invoices will still have to be authorised as usual.


To set up auto-invoicing:

  1. Select the job you wish to set up auto-invoicing for

  2. In the document header, check the Auto Invoice box. This allows you to also pick an Invoice Date and Invoice Frequency.

  3. Save the Job to complete.