Cost overview

This guide will show you the functions under Cost on the job.

Summary

In the Summary you can see a summary of all the expenses on the job, what has been scheduled, price approved and invoiced.

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In the drop-down, you can view the Summary in different ways.

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Column explanations

Summary based on phase:

Data in this view are derived from Price quotes, Purchase orders, Creditor invoices, Time entries & schedule bookings.
All data is summarized by phase and activity – If included items can’t be tied to a phase, they will be put in a group named “No phase”.

The following status of items must match in order to have data included:

  • Price quotes – 50.
  • Purchase orders – 40, 70.
  • Creditor invoices – all statuses but excludes accrual/settling vouchers,
  • Time entries – all statuses

Quoted total sale: Total “amount” of Price quote lines.

Quoted purchases, cost value:Total “Purchases” of price quote lines.

Quoted Gross Margin %: Column calculation > (Quoted Total sale – Quoted purchases, cost value) / Quoted Total sale

Purchases, cost value: Total “amount” of creditor invoice lines. NB. This is without price factor and does not include vouch types 6 & 7

Purchase order, cost value: Total Remaining Amount of Purchase Orders. NB. This is without Price factor.

Quoted net revenue %: (Quoted total sale – Purchases, cost value – Purchase order, cost value) / Total revenue

Quoted internal cost: (Number of hours * Cost price) + Material + Extra + Discount of Price quote lines.

Quoted contribution margin %: (Total revenue – Budgeted external spend – Budgeted internal spend) / Total revenue

Hours, cost value: Time entries at cost price.

Remaining schedule, cost value: Remaining scheduled hours * Cost price.

Total estimated internal spend: Hours, cost value + Remaining schedule, cost value.

Estimated contribution margin %: (Quoted total sale – Purchases, cost value – Purchase orders, cost value – Hours, cost value – Remaining schedule, cost value) / Quoted total sale

Quoted internal cost vs total estimated internal: Quoted internal cost – Hours, cost value – Remaining schedule, cost value

Quoted internal, external vs total costs: Quoted purchases, cost value + Quoted internal cost – Purchases, cost value – Purchase orders, cost value – Hours, cost value – Remaining schedule, cost value

Open Entries

Under the open entries you have the possibility to look at all entries that haven’t been booked.

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Hours

Here you have an overview of all hours posted on the job.

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You can sort the records in different ways using the drop-down menu:

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Functions in hours

In hours you can do different things like update cost and sales prices, move hours to another job, change activity number on individual time entries and change the task on the time entry.

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Update cost and sales

If you have made changes to a price list, you will not be able to see these changes applied retroactively to ensure the integrity of your data UNLESS you instruct Workbook to update the price list. You can do this within the hamburger menu in Costs > Hours on an activity by activity basis.

There is also the option to do this in bulk using V8. For more information to do look at this guide.

Note: If you see zeroes or negative entries in the costs column, this is not an error. Journalized entries are offset and new entries are created with the new cost price.

Move time entries to another job

For more information look at this guide.

Change activity number

Here you have the option to change the activity on the individual activities and resources.

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