Job Costing and Invoicing
Costing jobs
Costing a job is done by double-clicking the Job Costing task displayed on the job.
If there is no Job Costing task displayed on the job then you can add one by clicking ‘New’ on the task bar and selecting Job Costing Task.
You can also use the drop-down menu on the list of jobs by highlighting the job you want to cost, clicking the right mouse button and selecting Open Job costing from the menu.
This will open up a form (see below) where you key in all the accruals (expected costs) and sales that you need.
Information panels
The form displays information panels at the top about the job and anything linked to it – the above illustration shows an import air job that is linked to an agent inventory record.
Charges summary
This displays totals of all the costs and sales you enter and displays the profit/loss total for this job. See Calculating Profit and Loss for information on how this is calculated.
If the total costs are greater than the total sales then the border around the ‘Profit/Loss’ will turn red to indicate this.
Note that a charge code record can be set up to exclude it’s values from profit and loss calculations.
If that is the case and you use that charge code on one or more charge lines then the cost and sale values of those lines will be included in the cost and sales values in this charges summary but the difference between the values (the profit or loss) will not be included in the total profit/loss figure calculated.
Entering costs and sales
The charges list (or grid) holds information about any expected costs (accruals) and sales.
Adding a charge line
When you first open the job costing form a new line will automatically be available and you can start entering data.
Once you have completed all the information on one line you can simply use the down arrow to start a new line. Alternatively you can click on the [Add Charge] button at the top of the list of charges or right click on an existing charge line and select ‘Add Charge’ from the menu.
Each charge line contains all of the cost and sale data. The list below details all of the columns on the list and the information included in them.
| Column Heading | Description |
|---|---|
| Charge Code | You must enter the charge code for this line. You can enter the full code or part of the code or enter a question mark ? to display a list from which you can choose. If you only enter a partial charge code then the system will try to figure out which code you mean. If it can’t then a lookup dialog will appear, displaying all the codes that include what you typed. |
| Supplier | If there is an expected cost for this charge line then you must enter the shortcode for the supplier who is going to invoice you. You can enter the full code or part of the code or enter a question mark ? to display a list from which you can choose.If you only enter a partial shortcode then the system will try to figure out which code you mean. If it can’t then a lookup dialog will appear, displaying all the codes that include what you typed. If there is no cost associated with this charge line then leave the supplier code blank and tab out of this column. In that case the cursor will jump to the ‘Sale Amount’ column. |
| Accrual Currency | Enter the code of the currency in which you expect to be invoiced for this cost. You can enter a question mark ? to display a list from which you can choose.If the CRM record for the supplier has a default currency code stored against it then that currency code will automatically appear in this column, although you can overtype it. |
| Accrual Amount | Enter the amount you expect to be charged (or credited – negative amounts are allowed) for this service, in terms of the above currency. |
| Accrual Exchange Rate | If the expected cost is in a foreign currency then you must enter the exchange rate that applies to it. If there is a default exchange rate record for this accrual currency code and that record has an exchange buying rate valid for this date then that buying rate will automatically be filled in here. |
| GBP Accrual | This amount will be automatically calculated based on the accrual currency, amount and exchange rate you have entered. |
| Accrual VAT Code | Enter the VAT code applicable to this cost. You can enter a question mark ? to display a list from which you can choose.If the charge code record has a default VAT code stored against it then that VAT code will automatically appear in this column. Additionally if the CRM record for the supplier has a default VAT code stored against it then that code will automatically appear in this column. |
| Sale Currency | If ‘Default Sales value to accrual value’ option is ticked in job costing configuration then the sale currency code will default to the accrual currency code if you have entered an expected cost. You can enter a question mark to display a list of currency codes. |
| Sale Amount | Enter the amount you wish to charge (or credit – negative amounts are allowed) for this service, in terms of the above currency. If ‘Default Sales value to accrual value’ option is ticked in job costing configuration then the sale amount will default to the accrual amount if you have entered an expected cost but you can overtype this if necessary. |
| Sale Exchange Rate | If the sale is based on a foreign currency amount then you must enter the exchange rate that applies to it. If there is a default exchange rate record for this sale currency code and that record has an exchange selling rate valid for this date then that selling rate will automatically be filled in here. |
| GBP Sale | This amount will be automatically calculated based on the sale amount and sale exchange rate you have entered. |
| Sale VAT Code | Enter the VAT code applicable to this sale. You can enter a question mark (?) to display a list from which you can choose. If the charge code record has a default VAT code stored against it then that VAT code will automatically appear in this column. |
Enter all the information as above and repeat the operation for each individual charge associated with this job. See Creating Sales Invoices & Credit notes for details on how to produce a sales invoice.
To the right of the accrual VAT and sales VAT columns on the list there is an extra column (with no heading). This column will display icons to indicate the state of the sale or accrual. When you first enter the information these columns will be empty. See Charge Line Indicators below for more information.
Deleting a charge line
To delete a charge line, click the [Delete Charge] button at the top of the list of charges or right click on an existing charge line and select ‘Delete Charge’ from the menu. If the charge line contains an accrual that has been reconciled on a purchase invoice or a sale that has been included on a sales invoice then you will not be allowed to delete the charge line.
Clearing accrual details
If you have input accrual details in error then you can delete the information in each column (supplier, currency, amount etc.). Alternatively you can right click on the charge line and select ‘Clear Accrual’ from the menu. This will remove all the accrual details in one go.
Clearing sales details
If you have input sale details in error then you can delete the information in each column (currency, amount etc.). Alternatively you can right click on the charge line and select ‘Clear Sale’ from the menu. This will remove all the sale details in one go.
Saving information
You can save the information at any time by clicking on the [Save & Close] button on the toolbar. This allows you to enter information and then come back later to print a sales invoice or to enter more information.
Charge line indicators
To the right of the accrual VAT and sales VAT columns on the charges list there is an extra column (with no heading). These columns will display icons to indicate the state of the sale or accrual. The meanings of these icons are described below.
Accruals icons
| Icon | Meaning |
|---|---|
| If there is no icon then it means that the accrual has been saved but no purchase invoice has been received as yet. | |
 |
A purchase invoice has been received and reconciled (approved) and this cost was included on it. |
 |
A purchase invoice has been received and this cost was included on it. The purchase invoice is awaiting approval/reconciliation. |
 |
An accrual has been recorded against a consolidation and that accrual has been apportioned across all the jobs included on the consolidation, including this one. |
 |
A purchase invoice has been received which includes the cost recorded against a consolidation (for which the cost on this job is part). The purchase invoice is awaiting approval. |
 |
A purchase invoice has been received which includes the cost recorded against a consolidation (for which the cost on this job is part). The purchase invoice reconciled (approved). |
Sales Icons
| Icon | Meaning |
|---|---|
| If there is no icon then it means that the sale has been saved but no sales invoice has been generated as yet. | |
|
A sales invoice has been generated and this sale was included on it. |
|
A sales invoice has been created and this sale was included on it. The sales invoice is awaiting approval before it can be generated. |
Automatically Adding Charge Lines for Customs Duty/VAT
If you have configured Sequoia to automatically add charge lines for customs duty and/or VAT then whenever an import customs declaration is transmitted and accepted by customs, if:
- There is customs duty and/or VAT payable and ;
- One of the deferment numbers declared in box 48 matches your deferment number or ;
- There are no deferment numbers declared (i.e. FAS payment)
then charge lines for that revenue will automatically be added to the job costing record for that job. If a job costing record does not already exist then one will be created. Separate charges will be created for duty, VAT and other revenue, using the charge codes and supplier shortcode that you specified in Job Costing Configuration.
If an amended declaration is transmitted that changes the amounts of revenue payable then these charge lines will be adjusted, where possible, to reflected the amended totals. If a sales invoice has already been generated for the original amounts then new charge lines will be added for the balance (positive or negative).
Completing the Job Costing Process
Once you have entered all the charges necessary for the job and generated all the necessary sales invoices you should update the job costing task as ‘complete’.
To do this tick the box labelled Job Costing Complete just above the list of charges – see the illustration at the beginning of this section.