Edit Billable Costs

Edit Billable Costs

The Edit Billable Costs has been designed to compare and edit your Actual and Billable values for each item, before they are invoiced. 

Users with Manager permission and above are able to edit the items quantity and rates. All changes then update the Actual and Billable Cost Reports, as well as the Load Items panel within Invoicing.  These changes do not change the original time record ie Timesheets, Timeclock and Shift Reports are not updated.

Purchase orders or expenses can not be edited from within Edit Billable Costs, instead they need to be edited within the original document.
The values used within the Edit Billable Costs come from the Actual and Billlable Cost Reports.
Click on  Job  from the main menu, then click on  Job Management . To view a particular job simply click on the Job Number from within the Job Management Table. Click on Financial  from the Navigation menu and then click on Edit Billable Costs from the Cost Management menu.

Edit Billable Costs


A  Export Buttons: Export data to Excel or Print
 Job Details: General details pertaining to this particular Job 
C  Job Totals by Category: This report will show you your Job totals based on Resource, Material and Purchases by Quote and Rates
D  Filters: Click on tabs to sort table by that field
E  Data Warnings: Panel for additional notes or warnings
F  Show History: Click to expand to see history of changes   
G  Cost Table: Itemised list of all time and cost entries incurred for this Job or Task
H  Warning Tooltips: Hover over question mark for more details
  Blue Tooltip: Information
  Blue Tooltip + Hightlight: Document is currently in draft status
  Red Tooltip: Data has been changed since Invoicing
I  Add Entry: Manually add a cost to this Job. See Add Entry Button below for more information
J  Save & Cancel buttons

See below for full details pertaining to F - Billable Cost Table.

Comprising of 
  Field Name
   Function
     Date
   Date of Transaction
     Type
   How this entry is costed.
   Q = Quoted Task
   R = Rates Task
   Blank = Costed direct to WBS
   WBS
   The Work Breakdown Structure this cost has been assigned to. For further details see: Work Breakdown Structure
    Task
  Task Name and number
    Description
  Name of Resource, Item purchased or Material assigned
    Frequency
   How often this cost is incurred or source of entry
 Actual Costs
  
    Quantity
   Number of units 
    Rate
   Unit rate that this item is costing you. This value comes from the Pure Cost table based on classification or material, or the order or expense unit value
Billable Costs

    Quantity
  Number of units 
    Rate
  Unit rate that this item is costing you. This value comes from the Pricing Table selected within the Task, based on classification or material, or the order or expense unit value
    Total
  Value of Quantity multiplied by Rate
    Order
  Order reference number as entered during Task creation
   Notes
   Information tooltips


Not sure why your Actual Cost Report is showing a zero value at Rate or Total - read our Trouble Shooting article to find out why.
For details about your Actual Cost Report see: Report: Actual Costs 
For details about your Billable Cost Report see Report: Billable Costs

Add Entry Button

Click the Add Entry button to manually add costs to your Job.


  Date: Click in field to open calendar. Select the date this material was used
2  How is this Charged?: Use the toggle to allocate this cost to a Task or WBS. If WBS is selected you will need to confirm if this is for Quoted or Rates
3   Description:  Free text field to enter description of this cost
4  Order Number(s): Free text field to enter applicable order numbers
  Quantity:  Enter Actual and Billlable number of items used
6  Rate: Enter Actual and Billable values
7   Warning Bar: Additional information  
8  Load & Cancel buttons

Once entered and saved, these details will appear in your Edit Billable Costs, Actual and Billable Cost Reports,  as well as Load Item page within Invoicing.

For more information about invoicing see: Action: Create Invoice or Invoices

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