Process Overview

Use the Job Cost module to capture costs against individual jobs.

Job Creation

Set up jobs using the JC Job Maintenance form. You can set up jobs in isolation for capturing cost and sales values with the job, or as a group, if you can create a hierarchical structure to reflect parent/child relationships so that you can accumulate cost and sale values at a parent job level.

Commence Cost Capture

You can capture costs against each job using any of these processes:

Disbursement - A job disbursement represents an expenditure for a job, not related to labour or purchases. You can enter these kinds of costs into the Job Cost module using the JC Disbursement Entry form. You can also generate disbursements costs when an employee timesheet is generated.
Time - Capture time spent on a job using timesheets. Each employee is set up to belong to a type — for example, consultant, designer, project manager, and the like. Each type has a specific cost for it. You can enter the time and cost spent on a job into the Job Cost module using the JC Timesheet Entry form. You can also generate timesheets using Greentree Desktop's CRM Service & Support module.
Purchases - General - You can capture the cost for general job purchases (not inventory items) using the Purchase Order or Accounts Receivable modules. Generate costs by creating a JC line type on a Purchase Order or AP Invoice. You can select job activity codes set up as Purchase types during this process. When a JC line is received (using either the PO Receipt Entry or AP Invoice Entry forms), the cost of the purchase debits the job in the Job Cost module.
Purchases - Inventory - When an inventory item is ordered or received using the Purchase Order or Accounts Receivable module, you can allocate the IN line to a job to indicate that it is being ordered specifically for a job. When the line is received, Greentree Desktop generates an issue to job transaction so that the cost of the job updates with the cost for purchasing the item. If a variance is detected between the received value and the value that is subsequently invoiced (via Accounts Payable), a cost variance also update to the job based on certain conditions.
Inventory Issue to Job - You can issue inventory items to jobs using the IN Transaction Entry form by selecting a transaction type associated with a job transfer. When you save the transaction, the transfer cost updates to the job in the Job Cost module. You can use the item's cost price or selling price as the transfer to job cost - this is determined by the transaction type that is applied to the transaction line.
Plant - You can set up jobs to represent plant items, such as a vehicle (for example, truck), generator, welder, and the like. This enables the plant item to be charged against other jobs to capture costs against each job the plant item is applied to. Use the Plant Charges Entry form to enter this type of transaction, if a sales line (at cost) is created for the plant job, and a cost line created for the destination job(s).

All costs for a job can be viewed in detail using the Job Cost Transactions form.

Recover Costs

There are several options available for recovering job costs. You can pass costs on to job customers or absorb them internally.

Close/Finalise Jobs

You can close or finalise jobs to indicate their status in terms of their availability to receive further costs or be available for invoicing.