Job wise profit and loss

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Dear Admin,
We are contractors, and we want to see details of every job/contract separately. Can you avail these options in manager that we may able to record every incoming and outgoing of related job.
For instance when we get a contract we will enter in new contract/job and it is open and then we could record expenses against it. and when it would be finished then we close it.
I want these in manger if possible

  1. Open jobs and closed jobs option
  2. Able to record each and everything related to specific job
  3. Get the company’s total as well
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Job costing is a proposed development but until then you could use Tracking Codes - inplace of divisions you would have Contracts

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For instance i have 100 orders and i have allocated each order a unique
code and i only want to see profit and loss of a single order. Is it
possible

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Yes, go to Reports - Profit &Loss Statement and select the Code required in the tracking code field.

If you want to compare codes, just add a Comparable Column

5

Any other thing can i put electronic signature on sales order or invoices

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There should be no requirement for a signature on a sales order. The sales order is a purely internal form that records an order from a customer. The customer should never see it. If you are proposing something to a customer, you should use a sales quote.

The question about electronic signatures requires more information. What do you consider an electronic signature? Are you referring to an electronic certification of some form, the inclusion of a simple //Name// type of signature, or do you mean a graphic representation of a signature?

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yes, that works fine. I do it for two divisions within my businesses.

A related question on that: when a customer is serviced by two divisions and invoiced accordingly using the Tracking Code, I have found it difficult to assign payment to the respective divisions when a customer PARTIALLY pays or just one total amount.
The program automatically assigns payments to the two divisions but not in accordance with the invoices!! eek. It allocates using some % formula and hence, weird amounts will be credited.
eg sale from Div A $100
sale from Div B $45
Customer pays $140 by mistake. I record in Receive Money and select the invoice # but the end result won’t put $100 into A and $40 into B, instead it assigns 140/145 x 100 into A and 140/145 x 45 into B. the amounts really ruin the Cash Flow statement and Cash basis P&L Statement. I cannot rely on the Income reported in these reports.

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I don’t get that result, I get 100 paid against 100 and 40 paid against 45

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EDIT : when receiving the money, no need to use the tracking codes, they are only required for sales & expenses transactions.

P&L only shows 100 as other invoice not fully paid

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Q: any reason why you are using Cash Basis instead of Accrual Basis

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Thank you for taking the time to enter those data. Did you trial when the customer UNDERPAYS or OVERPAYS as in my example?
The allocation to the different Divisions is done on a pro rata basis. And that creates unreliable figures in the p&L.
Please try the customer paying $140 instead of $145 or $155 instead of $145.

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I did exactly 140 payment as per your example and as stated in my previous opening statement - “I get 100 paid against 100 and 40 paid against 45”.

Also, if you look at the second screenshot - Sales Invoices - it clearly shows the 100 invoice as paid with no balance due and the 45 invoice with a 5 balance due

And in the above P&L, Div A (Sales 1) shows income of 100 while Div B (Sales 2) show no income as the invoice as an outstanding balance.

Perhaps you should post a screenshot of your 140 Receive Money transaction as something is clearly not correct in its processing

11

Thanks for the quick reply. I didn’t read how you HAD entered an underpayment. But, on second observation, noted that you had invoiced TWO invoices which makes it easy for the program to assign $100 to Inv 1 and $40 to Inv 2 with $5 balance. But, I invoice both departments on the one invoice.
Let me see if I can give you an example

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Eg

Invoice customer $660 from Dept A; and $320 from Dept B. Total $980.
He pays by instalments like a Layby at a rate of $60 per fortnight.
Each of his payments is allocated by the program as $40.41 to Dept A and $19.59 to B.
Many of my customers pay this way and the inflow of cash reported in P&L is so wrong.

13

The way I see it, the programme is doing exactly what you are telling it to do.

You create one Invoice for 980 with 660 for Dept A (67.3%) and 320 for Dept B (32.7%)
You receive a Layby instalment for 60 with 40.41 to Dept A (67.3%) and and 19.59 to Dept B (32.7%)

How else is the programme suppose to proportion this 60 according to you.
Why is “the inflow of cash reported in P&L so wrong” ?

Besides, the purpose of the P&L is to record the nett position of Sales less Expenses. It is not designed to be a cash inflow report.

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I figured out that pro rata ratio apportionment but that is not what I would like part payments to do.
The %:% assignment based on the original sales causes the amounts paid to each department to not equate with what I have informed the customer would happen:
his payments would be assigned to Dept A FIRST, then Dept B. In the end, what is happening is the programme reports the $40.41 to Dept A when I would prefer to ‘fill up’ Dept A first in FULL Dollars. $60 to Dept A until $660 is paid, then $60 until dept B $320 is paid off.

YOur P&L Stmt offers a cash basis accounting, which is the system I used for these organisations not to profit and the generated amounts in Income Dept A are so peculiar when they are aggregated across dozens of customers.
have a look at my actuals below.
This is the underneath composition of Income Dept A. What does the QTY column mean? There is ONE service per dept.
29 Nov - MILLER paid $500 toward his debt of $980 (which was $660 A + 320 B)
28 Nov - DAVIS Paid $490 which was the exact amount of his invoice 2 BUT he had overpaid on Inv 1 causing the programme to apportion $286.70 of the $330.00 to Dept A. I want $330 of his $490 to go to A and the bal to B. HOW can this be done without knowing how much of his previous invoice has been paid by this customer?

17 Nov - AICHINGER paid his $60 like he does every fortnight - you have explained the allocation Which I don’t like, so will have to manually assign $60 to Dept A each time. Trouble is I won’t know WHEN Invoice is full.
The programme does not warn when an Invoice is FULLY PAID to allow selection of a later invoice for Receive Money. That is a real fault I find, when the earlier invoice is fully paid, it should not appear again in the pull down list.

Does that make sense? What do you recommend with over and underpayments v invoicing from different departments?

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Then you have informed the customer about a process which can’t be achieved as currently structured without causing you a nightmare of Receive Money juggling.

The situation is this, you have entered two separate services (Dept A & Dept B) onto the “one” invoice, yet you want the Receive Money to be allocated as if the services were separately invoiced.

Or to put it another way, if you sold two inventory items for 660 and 320 on the one invoice (980) and then expected that any Receive Money (60) could then be allocated against just one of those inventory items.

It just not possible, regardless if you add tracking codes or not. If you want to micro management the Receive Money as you have “informed the customer” then you need to invoice the services separately.

Don’t worry, I perfectly understand what you are trying to achieve via the cash basis but its not practical. Your most**“simplistic”** solution would be to re-inform the customer that their Receive Money will be proportioned across the services - then all else works perfectly without juggling.

That will occur if you do the Receive Money via the Cash Accounts tab, but there are two other options:

  1. Go to the Customer tab, select & click on the Customer’s blue balance which will list their transactions, click View next to the invoice required and then click the Receive Money button at the top.

  2. Go to the Sales Invoices tab, click View next to the Customer’s invoice and then click the Receive Money button at the top

Without seeing a screenshot of the Accounts line of an invoice (say 1709) its hard to say.
The screenshot doesn’t show (missing the heading) where it was captured from within Manager.

But a bigger question is - why are EFT Deposits, PPymt and Overpayments being entered via Sales Invoices.

  1. While you continue to attempt to marry up payments with parts of an invoice, no recommendation.

  2. Change to apportionment, as currently occurring, and the over/under payments on a whole invoice basis will just look after themselves. An over will go to the next invoice and a under by the next payment.

  3. Personally, I would divorce “all” payment considerations from the P&L reporting altogether - use accrual accounting and then all the over/under payments are managed within the Accounts Receivable account which is where they belong.

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Hello Brucanna
You are fabulous for providing such detailed feedback.
The screen shot I presented to you came from the P&L STMT Department
A - INCOME Receipts blue hot link.It presents each receipt in terms of
Qty and Price, yet it was a service, not a product sold I understand
the limitations regarding headings but the column Qty is confusing and
had number like - 0.3265 How is a 0.3265 of a product supposed to be
sold?This is how the Balance of income produced is such strange
figures. customers are paying round dollars.
I tried to place the trackiing code against the Receipts (and have
used all three methods you suggest), but that did not improve the
allocation.Seems no way to override the programme’s allocation based
on ratio of A:B. As you say, I will have to invoice each customer
separately for the two services but that seems a LOT of extra work for
500s of clients…

I have also never seen how an invoice that is fully paid no longer
becomes available to debit against in the Receive Money function. All
invoices for each client are in the pull down option on that screen.
the only way to check before recording a receipt against a SPECIFIC
invoice is to look up the customer’s ledger. That is too time
consuming./ Why can’t you remove the old invoices that have been
paid?
Michele

	 Search

	DATE [1]
	TRANSACTION [2]
	# [3]
	DESCRIPTION [4]
	CONTACT [5]
	QTY [6]
	AMOUNT [7]
	BALANCE

	11/29/2016
	Sales Invoice
	1709
	EFT DEPOSIT MILLER U9 - Q3 CWF
	Barry & Emma MILLER - U9
	-0.3265
	− 107.76
	− 3,287.69

	11/29/2016
	Sales Invoice
	1709
	EFT DEPOSIT MILLER U9 - Q2 CWF
	Barry & Emma MILLER - U9
	-0.3265
	− 107.76
	− 3,179.93

	11/29/2016
	Sales Invoice
	1709
	EFT DEPOSIT MILLER U9 - Q2 AF bal
	Barry & Emma MILLER - U9
	-0.3673
	− 121.22
	− 3,072.17

	11/28/2016
	Sales Invoice

	EFT DEPOSIT Greg Davis U7 Qtr 3 CWF
	Greg & Rosemary DAVIS - U7
	-0.3404
	− 93.62
	− 2,950.95

	11/28/2016
	Sales Invoice

	EFT DEPOSIT Greg Davis U7 Qtr 3 AF
	Greg & Rosemary DAVIS - U7
	-0.7021
	− 193.09
	− 2,857.33

	11/28/2016

MICHELE A HEMMINGS

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Yes it is, but you haven’t shown the screenshot as requested.
“Without seeing a screenshot of the Accounts line of an invoice (say 1709) its hard to say”.
The search results doesn’t show any thing meaningful - only the transaction edit screen can.

But as explained else where, that is a useless exercise - receipts are a balance sheet transaction.

Yes, so either move to the Cash Basis apportioned reporting or Accrual Accounting.
If each service applies to a quarter, what’s wrong with showing the services being paid apportioned, rather then one behind the other.

Tell them it’s going to cost them more, either to get double invoices or to track service payments separately. That generally changes one’s perspective.

NO, I gave you two other options above, both of which eliminates the need to do separate checking.

That’s an issue for the Developer and that’s not me

Anyway you haven’t explained the following from above
But a bigger question is - why are EFT Deposits, PPymt and Overpayments being entered via Sales Invoices

You keep saying that you are charging two services on the one invoice yet the sales invoicing from the screenshot above contradicts that. It appears that you are invoicing the payments.

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I don’t think you understand the points I make at all.here is the
invoice (doing a screen snipit takes so long to cut, save and then
upload again here).TWO codes/Two Departments:- AF- CWF
Customer buys two hours of service of AF for $330 phr and two hours of
service from CWF for $160 phrIs that more meaningful for you - is that
what were were seeking?

	Invoice

BARRY & EMMA MILLER - U9 009Unit 9, 80 Travers Street
Wagga Wagga NSW 2650 Invoice date6/1/2016Invoice number1709
Strata owners - SP3378980-82 Travers Street
Wagga Wagga NSW 2650

2017 Levies due - Q1&2

	Code
	Description
	UE
	Unit price
	Amount

	AF
	Admin. Fund levies per Qtr per UE
	2
	330.00
	660.00

	CWF
	Levies for CWF per Qtr per UE
	2
	160.00
	320.00

	 
	 
	 
	 
	 

	Total
	980.00

	Amount credited
	980.00

I also explained that the attempt to place manual tracking codes to
receipts failed - that was before I had received you explanation about
them being irrelevant for receipts Cross communication in time.
What do you mean: Cash Basis apportioned reporting ? that is exactly
what I WANT to doWhat do you mean: showing the services being paid
apportioned, rather then one behind the other.
In checking which Invoice is still OPEN, I have used all three methods
of recording cash~1, through CASH tab2. Through Sales Invoice and
viewing a customer’s invoice3. through Customer tab and hotlink the
Balance and View invoice. In ALL three methods, every invoice appears
in the pull down menus. see attachment which I did as the pull downs
dont stay on screen to copy and paste.

Anyway you haven't explained the following from above

But a bigger question is - why are EFT Deposits, PPymt and
Overpayments being entered via Sales Invoices

Sales invoice was one of the options to enter Receive Money, as you

said? What are you getting at? every sales invoice has to be paid
somehow. Some people pay too much, some Under pay, some pay
instalments like a layby PPymt = Part Payment (my coding)

You keep saying that you are charging two services on the one invoice

yet the sales invoicing from the screenshot above contradicts that It
appears that you are invoicing the payments.No, pls have a look above,
TWO services, one invoice. Huh? Invoicing payments??? What are you
talking about. Invoice First, then payment later.
MicheleA:

Why can't you remove the old invoices that have beenpaid?

That's an issue for the Developer and that's not meI have no idea who

is the Developer, sometimes you respond, sometimes TUT> please pass on
this need to remove paid invoices from the pull down lists when
recording receipt of money against invoices.That would be a real help.
Michele

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Don’t worry I fully understand the points completely - and which you are continually failing to grasp - you are trying to manipulate a general purpose accounting software into performing in a manner which are purposely designed into an industry specific standard software - Strata Management.

Being the Treasury to 3 Owner Corporations and a member of another 5 Strata Committees, I know far to well your operating circumstances and I would state from the outset that none of these Owner Corporations would ever consider using a Strata Manager that attempts to use such non industry specific software to manage the Owners Corporation’s affairs.

A professional Strata Manager (without an expired license) would only be using the specifically designed industry standard Strata Management software where it has naturally the inbuilt capabilities to handle collectively and separately the administration, financial, reporting and statutory requirements of the Owners Corporation including the ability to process independently the Administration Levy Funds, Sinking Levy Funds, Special Purposes Levy Funds and any other combination of activities which you may want to throw at it…

In fact, everything you are seeking to achieve but more, without the need to forcibly manipulate any data.
Manager is not your business software solution with regards to supporting your clients activities, on the other hand, it could be ideal for recording the accounts of Exclusively Strata itself.

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