Entering Costs

Note: Video-based Help is available for this topic on the Exo Business Education Centre.

Select the Costs tab.

Field	Description
Group select	The first column contains a checkbox that allows you to select the line as part of a group of lines to perform actions on using the right-click menu.
Narrative	The second column displays the icon if the line has a narrative attached. Right-click on this field and select Add a Narrative to add a new narrative to a line. A narrative can only be added/edited after the line has been saved, using Save or Save & Exit.
Code	A product code. Enter ? and press TAB to select the number if unknown.
Description	A product description. This uses the description of the product as entered in the stock records. It can be overwritten.
Quantity	The quantity to be supplied. The default is 1.
Cost	The cost of the product. This uses the cost as entered in the stock records. It can be overwritten.
Sell	The selling price of the product. This uses the selling price of the product as against the customer. It can be overwritten.
Status	The status of this line. Will be one of: C – Committed. The stock has been committed to Work in progress. R – Ready to be invoiced. I – Invoiced. The line can no longer be edited. X – Cancelled line. If the stock item is material it will be taken from work-in-progress and returned to the stock count. It will add no cost to job and no sell price. Serial numbers will be unassigned. W – Written off. This will remain in WIP and be considered a cost to the job. It will not add to selling price of the job. Serial numbers will be remain assigned.
Total	This value is automatically calculated.
Date	The date cost was incurred.
GST No	Select the GST number from the predefined list of GST entries. This automatically sets the GST rate.
Disc (%)	Discount applied to the selling price of this line.
Mark up %	This value is automatically calculated, but can be edited. On starting to type new entry a small screen pops up. Enter the number for the new markup, ignoring the % sign e.g. 112.5, click OK to confirm or Cancel to return to screen without making a change.
Invoice date	Date of last invoice.
Kit No	When a kit is added to the job, the lines of the kit are given a kit incidence number that is used to hold the likes of the kit together. Lines that are not part of a kit have the value -1.
Line #	Line number. This can be edited and used with the ExoGrid sorting capabilities 9or Clarity reporting) to re-sequence the lines from their original entry sequence.
Source Ref	An optional reference number.
Serviceable Unit	If the line relates to a serviceable unit, enter the unit's code here.
WIP Out Date	The date and time when the cost was moved out of Work in Progress, e.g. when it was sold or written off.
Labour Allowance	This allows a unit labour allowance to be specified associated with a product.
Total Labour Allowance	This is the extended labour allowance and cannot be edited.
Cost Type	Enter a Cost Type, if types are used. Type ? and press TAB to select from cost types available.
Cost Group	Enter a Cost Group, if groups are used. Type ? and press TAB to select from cost groups available. Cost group will auto populate if the cost type is entered first, but can be overridden.
To WIP	This value cannot be changed here.

As this tab is an ExoGrid there are more columns available by right clicking on the column header and using Select Visible Columns. The columns shown above are shown by default.

Additional columns that may be selected include:

Field	Description
Sell Inc GST	Sell price including GST.
From loc	Enter a number indicating the From location or type ? and press TAB to search for location and double-click to select.
To Location	WIP is locked. No entry can be made in this screen.
Total Cost	This value is automatically calculated.
GST	GST value per unit.
GST Total	Total line value of GST.
Total Inc GST	Line total including GST
Staff Name	An employee name. If unknown type ? and press TAB to search for the employee. Double-click on the correct name.
Length, Width and Depth	Allow additional factors to apply to quantity. These default to 1
Total Quantity	Used with Length, Width and Breadth gives the effective quantity when these factors are multiplied by quantity.
Analysis codes 1 and 2	Can be used as another coding for posting to the General Ledger.
Total Quantity	Used with Length, Width and Breadth gives the effective quantity when these factors are multiplied by quantity.
Showline	Contains a Y or N to indicate if the line should appear on an invoice. This applies to kit component lines where the component lines may be hidden (set on BOM header).
Spread	Defaults to Y but can be changed to N. Indicates if the line will be taken into account when using the spread function to alter the quote total.
Schedule #	Billing schedule number when using progress invoicing.

Click Save to save the data, or Cancel loses all entries made.

Toolbar Options

Send All to Invoice Send all lines to the Invoice tab.

Re-sorting Lines Quote lines can be moved up and down in the order by selecting the line then using the Up or Down arrows on the toolbar. This will be saved and re-presented in this order once the order is saved.

Copy This button allows lines defined in a separate job to be appended to the current job. This is useful where perhaps you have other template jobs defined.

Note: If you are copying serialised lines from another job, you will be given the option of pre-assigning serial numbers to them.

Right-click Menu Options

Right-clicking on a quote/budget line will show options relevant to line, such as copying specific lines to the Timesheet, Cost, or direct to the Invoice tab. These options change depending on the characteristics of the current line.

Send Line to Invoice/Send All to Invoice These options allow you to send the selected line, or all lines, to the Invoice tab.

Split Line This allows a line that has a quantity > 1 to be split into two lines so that they can be acted upon independently. The system will prompt for the quantity to be split-off into the new line:

The remainder of the quantity will be left on the original line.

Add Narrative (CTRL+N) This allows a line level narrative to be added to or edited for a line. A narrative editing window is opened with blank or previously entered text.

Cancel Line If the stock item is material it will be taken from work-in-progress and returned to the stock count. It will add no cost to the job and no sell price. Serial numbers will be unassigned.

Write-off Line Writes the line item off. This will be considered a cost to the job. It will not add to selling price of the job. Serial numbers will remain assigned.

UnWrite-off For lines that have been written off, this option generates new stock transactions to reverse the write off transactions and returns the stock item to WIP.

Move Line to Another Job Moves the line item from one job to another. There are some constraints on moving lines:

The stock item for the line must not be serialised item.
The jobs must have the same currency.
The source or destination job must not be read-only.
The line must not be a kit component.

When this option is selected, a search window appears, from which the user selects the destination job. The changes to both jobs are automatically saved. The source job window remains open.

Attach Line to Kit Adds the line item to a selected kit (Bill of Materials). At least one kit must exist on the job before this function can be used.