Last Updated: January 03 2020
You can also:
- Access any invoices, purchase orders and work orders associated with the project
- Set milestones as parts of your project are completed
- Review metrics of the project such as invoiced and invoiced profit against actual material and labour costs.
View the original, revised and current budgets for each cost centre and the forecast remaining cost to complete in the Projected tab. You can use Operations View or Financial View.
Use the Operations View to see if your project is running to budget. You can compare the original budget to later budgets and how much is actually being spent on materials and resources.
The following columns are displayed in Operations View:
|Original Est. Budgets||
Materials: The original costs for materials when the project was locked for the first time.
Hours: The original estimated labour hours when the project was locked for the first time.
Resources: The original costs for resources when the project was locked for the first time.
|Revised Est. Budgets||
To view revised estimated budgets, select the Show Revised Budgets check box.
Materials: The costs for materials when the revised budget was locked.
Hours: The estimated labour hours when the revised budget was locked.
Resources: The costs for resources when the revised budget was locked.
This column is the sum of:
This column is the sum of:
This column is the sum of:
|Actuals to Date||
Materials: The costs of materials that have actually been used.
Hours: The number of hours that have actually been scheduled.
Resources: The costs of resources that have actually been scheduled.
To include overheads in these costs, select Actuals Include Overheads.
To include committed costs, select Actuals Include Committed Costs.
Materials: The current materials budget excluding the actuals to date to show how much of the budget is left to complete the project.
Hours: The current hours excluding the actuals hours to date to show how much of the budget is left to complete the project.
Resources: The current resources budget excluding the actuals to date to show how much of the budget is left to complete the project.
The difference between the Original Estimated Budget and the Current Budget.
If the current budget increases the cost, the variance displays negative red values. If the current budget decreases the cost, the variance displays green values.
|Material %||The actual cost of materials to date as a percentage of the current materials budget.|
|Hours %||The actual hours to date as a percentage of the current hours budget.|
|Resources %||The actual cost of resources to date as a percentage of the current resources budget.|
You can also view a bar graph that displays the total cost of materials and resources for the original, revised and current budgets.
Note that Projected Remaining Costs are reduced automatically as actual costs are added to the job. As a result the Current Budget will remain the same as the Estimated Budget, until the actual costs exceed the Estimated Budget.
Financial View displays the current budget and actual marginThe profit or loss of the job, divided by the total sell price., and breaks down how much of the project has been claimed and how much is still left to claim. This helps your financial team to determine what amounts to invoice, and view the financial value of a work in progress.
To include overheads in the calculations, select Actuals Include Overheads.
To include committed costs in calculations, select Actuals Include Committed Costs.
The following columns are displayed in Financial View:
|Value||The total sell valueThe price of the job as sold to your customer. This can be either including or excluding tax. of each cost centre.|
|Claimed to Date||The total sum of all invoiced amounts for each cost centre.|
|% Billed||The Claimed to Date as a percentage.|
|Total Cost to Date||The cost of materials and resources.|
|Cost to Complete||The remaining budget.|
|% Complete||The percentage of the total Current Budget that has been spent as Actual. % Complete = Actual Cost ÷ Total Current Budget × 100.|
|Actual Margin to Date||The current margin based on the actuals to date.|
|Projected Margin||The prediction of what the margin is when the job is fully complete.|
Use the Materials tab to track all materials required for the project, as well as compare required materials and materials actually used.
|Materials||Each item associated with the project listed by section and then by cost centre.|
|Required Quoted||The quantity of items added in the Parts & Labour tab.|
|Required Additional||If the project was locked with budget and prices, additional items that were added after the project was locked.|
|Required Total||The sum of the Required Quoted and Required Additional columns.|
|Actuals Assigned||The quantity of items assigned to the project.|
|Actuals Back Order||The quantity of items ordered to the project but not yet receipted.|
The sum of the Actuals Assigned and Actuals Back Order columns.
Values display in red if the amount assigned is less than the total required quantity. Values display in green if the required quantity is fully assigned.
|Cost||The cost of all items in the actual column. Values in brackets are items on back order.|
|Projected Remaining Cost||
This is the estimated material cost excluding the actual material costs to date.
You can adjust this value manually
You can also create
View estimated labour hours, labour hours actually used, and projected remaining labour hours in the Resources tab.
You can make project-wide adjustments, instead of adjusting labour hours in individual cost centres.
|Cost Centres||Each cost centre on the job, listed by section.|
|Resource Type||The type of labour rate.|
|Estimated Time||The estimated time entered for each labour rate. You can manually adjust this field.|
|Cost||The estimated total cost for each labour rate.|
|Markup %||The markup percentage. You can manually adjust this field.|
|Sell||The sell price of the labour rate. You can manually adjust this field.|
|Used Hours||The total number of hours that have actually been scheduled for each rate.|
|Used Cost||The actual total cost of hours that have actually been scheduled. This is calculated from the rates in employee / contractor / plant item card files.|
|Projected Remaining Hours||What is left in the budget, which is the estimated time excluding the used hours. You can manually adjust this field, which updates the Current Budgets > Hours column in the Projected Operations View.|
|Projected Remaining Cost||What is left in the budget, which is the estimated cost excluding the used cost. You can manually adjust this field, which updates the Forecast Remaining and the Current Budget > Resources column in the Projected Operations View and the % Complete column in the Projected Financial View.|
View a summary of all project costs and markup and make adjustments to materials and resources in the Adjustments tab. You can also apply a fee or discount to the project, and lock all cost centres.
Each individual item and labour rate on the job represents a percentage of the current sell price, so when you make an adjustment to materials or labour, this change applies proportionately to each item / labour rate.
For example, you may have two items that cost $30 and a third that costs $40, making up a total material sell price of $100. If you add an additional $10 as an adjustment, 30 percent is applied to the first two items, and 40 percent is applied to the third item. The first two items are now $33, the third item is $44, for a total sell price of $110.
Adjustments do not affect cost centres that are locked by price and items. Learn more in Lock a cost centre.
You can adjust Materials using the following options:
|Total Material Cost $||The total cost of materials on the project. This updates automatically when materials are added to cost centres.|
|Adjust Material Sell $||Enter the total sell priceThe price of the job as sold to your customer. This can be either including or excluding tax. of materials on the quote. The adjusted material sell value is applied proportionately across all materials on the project, except in locked cost centres.|
|Adjust Material Markup %||Enter a global markupThe percentage added to the cost price to achieve the total sell price. percentage for materials on the quote. The adjusted material markup is applied to all materials in the project, except in locked cost centres.|
You can adjust Resources using the following options:
|Total Adjustable Hours||This figure updates automatically when either labour hours for unlocked cost centres or cost centres locked by price and estimates are updated.|
|Global Adjust Hours||Enter the total hours for all labour rates. This proportionately adjusts the estimated hours of all labour rates, except in locked cost centres.|
|Will Adjust Hours by %||Enter a percentage to adjust total hours for all labour rates by percentage. This proportionately adjusts the estimated hours of all labour rates, except in locked cost centres.|
|Adjust Labour Markup %||Enter the global markup percentage. This adjusts the markup of all labour rates, except in locked cost centres.|
To add a fee or discount:
- Select the Adjustment Type.
- Enter the Value $.
- Alternatively, enter the Percentage %.
- Click Update
Revise work completed on the job to date in the Production Control tab. You can keep track of what materials are being used on specific days throughout the project's duration.
|Description||Each item on the job, listed by sections and cost centres.|
|Quantity||The total number of the item added.|
Enter the quantity of items that have actually been used up to and including the current date, then click Save Revision.
The revision is added to the Revision drop-down list. Learn more in View previous revisions.
|Estimated Value||The value of the total quantity of items.|
|Completed Value||The value of only the completed quantity of items.|
|Claimed||The total value invoiced.|
|Claim %||The percentage of the total value invoiced.|
|Practical Completion %||The percentage of work that has actually been completed.|
|Variance %||The percentage difference between the completed value and the claimed value.|
|Variance $||The monetary difference between the completed value and the claimed value.|
To view revisions made on previous dates, select the date from the Revision drop-down.
You can then update the selected revision by making changes to the Completed column and clicking Save Revision.
To delete the revision, click Delete Revision.
View all invoices created for this project job. You can then apply payments individually or in bulk.
Learn more about invoicing projects in How to Create a Progress Claim.
View all the catalogue purchase orders created for this job.
Learn more about ordering materials for a project job in How to Create a PO From Within a Job.
View all the contractor work orders created for this project job.
Click a contractor work order to edit it. To receipt a contractor work order, click Options > Receipt.
To update the contractor work order status, select the check boxes for each contractor work order, then select the Update Status, and click Update.
Learn more about contractor work orders in How to Manage Contractor Work Orders.