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Jobs – Profit & Loss Report (Quoted Job)

How to view the Profit & Loss Report for a Quoted Job (P&L)

Austin Rasmussen avatar
Written by Austin Rasmussen
Updated over 2 weeks ago

This Help Article covers:

General/Overview:

To View a Quoted Job's Profit & Loss

Viewing a Quoted Job's Profit & Loss is done from a Job Page's Reports Top Tab.

⚠️ NOTE: To View a Quoted Job's P&L, the Quote must have been [Accepted].

Quick Flow:

  • JOB: XXXX Window

  • More/Reports Top Tab

Profit & Loss Expandable Section
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1. From a JOB: XXXX Window, Press the More > Reports Top Tab, then Press the Profit & Loss Expandable Section to display the Profit and Loss Sub-Expandable Sections

Profit & Loss Expandable Sections

The Profit & Loss Expandable Section is broken into four Sub-Sections:

  • Quotes – Displays the Accepted Quote and any Accepted Variation(s)

  • Summary – Displays a Summary of the Quoted values V Actual values

  • Costs – Budgeted – Displays Actual Labour/Materials used that were INCLUDED in the Quote

  • Costs - Non-Budgeted – Displays Actual Labour/Materials used that were NOT INCLUDED in the Quote

Quotes

Displays the Accepted Quote and any Accepted Variation(s) that are included in the Profit & Loss figures.

Summary

Displays the Summary of the Quoted values V Actual values

A - Current Profit/Loss:

  • Payment Claims to Date – Actual Total of Locked Progress Claims to Date

  • Profit to Date – Payment Claims to Date V Total Actual Costs to Date, displayed as $ value

  • Margin to Date - Payment Claims to Date V Total Actual Costs to Date, Displayed as % value

⚠️ NOTE: If a Charge Up Invoice is added to the Quoted Job, a Charge Up Invoice Line will display in the Current Profit/Loss Section. It is assumed that the Costs are allocated to the Job and will be taken into consideration when calculating the Profit to Date and Margin to Date values.

B - Quoted Cost V Actual Cost:

  • Quoted Cost – Displays the Total Costs Labour/Materials from the Quote

  • Actual Cost – Displays the Total Costs Labour/Materials purchased or added to the Job

⚠️ NOTE: The Quoted Cost V Actual Cost displays the totals by Line for the Top Level Product Categories: Labour, Materials, Other, and Ad-Hoc, the Lines only displaying if there is a value from the Quote or Job to display.

⚠️ NOTE: The Actual Cost Categories are the Totals of the “Costs – Budgeted” and “Costs Non-Budgeted”.

💡 TIP: The Labour category also displays the Hours so you can measure Quoted V Actual. You may be over in the Actual Hours, but because you are using cheaper Labour you may be under in your Labour Actual $ Costs.

C - Quoted Profit/Loss:

  • Quoted Sell – Quoted Price plus any Accepted Variation Price(s)

  • Quoted Profit - Quoted Profit plus any Accepted Variation Profit(s), displayed as $ value

  • Quote Margin - Quoted Profit plus any Accepted Variation Profit(s), displayed as % value

💡 TIP: These values are there as a reference to compare with the values of the Current Profit/Loss Section:

  • Quote Sell V Payment Claims to Date

  • Quoted Profit V Profit to Date

  • Quote Margin V Margin to Date

Cost - Budgeted

The “Costs – Budgeted” displays the Actual Labour/Materials used that were INCLUDED in the Quote.

Where Material is allocated to a Job, if that Material has a Product Code the same as a Product used in the Quote, it displays in the Budgeted Section on that Product's Budgeted Line, displaying the Actual Cost and Actual Quantity.

As well as the Product Actual Cost and Actual Quantity, the “Costs – Budgeted” displays the Quoted Cost and Quoted Quantity, plus the Variance Cost and Variance Quantity

⚠️ NOTE: All the Quoting Labour Cost and Quantities of the Quote aggregate up to one Line “Labour”. Any Timesheet entries made by the Staff to the Job are aggregated and displayed as the Actual Cost and Actual Quantity on that line.

💡 TIP: The Labour Cost uses each individual Staff Member's "Pay Rate Cost*" when calculating the aggregated Labour Cost.

Costs – Non-Budgeted

Displays Actual Labour/Materials used the were NOT INCLUDED in the Quote.

Where Material is allocated to a Job, if that Material does not have a Product Code the same as a Product used in the Quote, it displays in the Non-Budgeted Section on a Non-Budgeted Line for that Product, displaying the Actual Cost and Actual Quantity.

⚠️ NOTE: As the Product has not been used in the Quote, there are no values entered in the Quoted Costs and Quoted Quantity columns, so the Variance Cost and Variance Quantity will display a negative value.

Progress Claiming/Back Costing

Progress Claiming

When making a Progress Claim on a Quote Job, check the P&L Report first and make sure the minimum you claim is more than any negative “Profit to Date” value, PLUS the Margin that the Quote was Quoted at.

Back Costing

Cost Budgeted - Check that Materials are not being over purchased, this might be due to:

  • Over Ordering – Make sure excess Materials are being taken back to Suppliers for Credits

  • Under Quoting – Check your quoting and adjust accordingly for future Quotes

Costs Budgeted - Check that Materials are not being under purchased, this might be due to:

  • Over Quoting - Check your quoting and adjust accordingly for future Quotes

  • Alternative Products being Used – Check the Costs - Non-Budgeted Section, are Alternative Products being used, are they lower/higher price to those included in the Quote

Costs – Non-Budgeted – Check why Products are being purchased that were not allowed in the Quote:

  • Alternative Product used that is a lower cost than allowed in the Quote

  • Alternative Product used that is a higher cost than allowed in the Quote – Ensure Staff use the Product Codes for Products allowed in the Quote when purchasing Products

  • Product not included in the Quote - Check your quoting and adjust accordingly for future Quotes

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