Service Manager Expenses

Service Manager Component Only

To access this facility, open the Service Manager and from the menu select Job Entry|Expense Allocations.

The Service Manager expense allocations system can be used to assign the costs of supplier transactions to particular job cards.

Business expenses, whether these represent inventory purchases, services, general overheads, or wages, etc., are recorded in CAPITAL either via Supplier Entries or Cash Management. (Although it is recommended that supplier accounts be set-up for most expenses, rather than be put directly through the cash management system).

Use the expense allocations system when any of the situations below may apply:

You are not using the Stock Control System but still wish to associate the purchases of materials with a particular job.
You are not entering time sheet details, but wish to associate portions of the "wages bill" to particular jobs.
You wish to assign direct expenses that can be associated with or proportioned to particular jobs. For example, repair, construction or sub-contractor costs that were incurred in order to proceed with or complete a job.

Expense Allocations

The Expense Allocation list shows all supplier invoices/transactions that have been allocated to the currently selected job card.

Allocate...

Allocate an expense to a supplier invoice or transaction that has already been entered into the system. Selecting this option is the fastest way to edit an existing job expense allocation.

Find...

Press this button to find a supplier invoice/transaction that has already been entered in the system, but which does not yet have a job number (or numbers) assigned to it.

Payments made to suppliers cannot be allocated to jobs as expenses. You must allocate the supplier's invoice, not your payment of that invoice. CAPITAL is an accrual based accounting system. For more information see the topic: Cash Basis Versus Accrual Based Accounting.

New...

Select this option to enter a new supplier invoice/transaction into the system. (This can also be done through Suppliers.)

For example, if you have new supplier invoice relating to a job, you can enter its details here and the job or jobs it relates to in one step.

Edit...

Edit an existing supplier invoice or transaction. Select this option in preference to Allocate... when you wish to amend the supplier invoice's details, not just it job assignments.

Delete

Delete a supplier expense allocation. The supplier invoice/transaction associated with the expense is NOT deleted. Only the assignment of the expense to the job is removed.

Assigning Expenses

There are two ways in which expenses can be assigned.

You can select Expense Allocations from the Service Manager menu and enter them here as discussed above.
You can go into INSTALLATION Workshop, and tick Allocate Expenses by Job Card found under the Install|Service Manager|Other options menu. When ticked you will be given the opportunity to enter job card cost allocations as each supplier invoice is entered into the system.

To speed up expense allocations remember that a default expense or chart of account code can be assigned to each supplier.

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