This Help Article covers:
General/Overview:
Entering Costs via Timesheets, Purchases or Site/Ad Hoc Costs to get them onto a Sales Invoice, then receiving those Costs after the Sale, will create a double-up of Costs on the P&L Report, making it inaccurate.
Any Costs likely to be received after the Sale should be entered directly onto the Sales Invoice to avoid a double-up of Costs on the P&L Report.
Costs entered onto the Sales Invoice display in the “Costs - Sold” Section of the Profit & Loss Report.
Costs entered onto the Job via the “Unsold Costs” Timesheets, Purchases, and/or Site/Ad Hoc Costs display in the "Costs - Unsold" of the Profit & Loss Report until sold.
If Labour and/or Materials are entered onto a Job, and they have the same Product Code as Sold Labour and/or Materials, they will be reconciled with the Sold Labour and/or Material Quantities, and any residual Quantity of the Labour and/or Materials will display in the “Costs Unsold” Section of the Profit & Loss Report.
⚠️ NOTE: If the Labour/Materials of the same Product Code have different Cost Prices, they will NOT be reconciled and will display in the “Costs - Unsold” Section of the Profit & Loss Report.
How to make a Sale before any Costs have been received
1. Collect the Labour and/or Materials information of what was used and is to be Sold
💡 TIP: When making a Sale while Staff are still on the Job, use Packing Slip(s) to convey what was used, taking a photo and uploading as a File so Office Staff can prepare the Sales Invoice and send to the Customer.
2. Enter the Labour and/or Materials directly onto a Sale Invoice of the Job
💡 TIP: When selling Labour, if you can, have the Staff enter their Timesheets first, OR use their Labour Codes on the Sales Invoice to ensure the Quantities reconcile. I.E. don't just use a general Labour Sell Product Code.
3. Save/Lock/Send the Sales Invoice as normal
💡 TIP: When the Labour/Product entered on the Job via Timesheets, Purchases and/or Site/Ad Hoc Costs display, mark them as Non-Billable to avoid them displaying as Unsold Costs on the Work In Progress (WIP) Report.