I have a client (builder) wanting to seperate out expenditure on particular jobs versus what they quoted. They don't want to go too in-depth, just along the lines of "we quoted £x for 56 High Street and spent £x on that particular job." They would like to input these expenses themselves as well.
I use VT and QBO (prefer VT) and I don't think VT cash book can do it, but maybe there is a way in VT+ with departments but this (I think) is limited to 80 departments?
Any ideas greatly received including other software.
If you don't want to go down the full job costing software approach, then all you really want is some way to associate job references with transactions relating to that job, in a way that they can be searched for/totted up.
I'm not familiar with Quickbooks Online, so I can't comment on that - and with VT my knowledge experience is very limited, so someone might have a better solution than...
A very quick look suggests it doesn't have a spare 'reference' type field that you can use. However, a (probably flawed) possibility that springs to mind is to include the job reference as the start of the transaction details field.
So if the client pays "Nails R Us" £10 for some nails for use on job ref ZX80, that could be input in VT as "ZX80 - Nails R Us"
In theory, the data can be exported to a spreadsheet, and you can use that to get the costs associated with a particular job.
One of the obvious flaws is that you then lose some of the benefit of VT's transaction recall - when some nails are bought from the same supplier for job ZX81, it won't remember the name from previously.
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Vince M Hudd - Soft Rock Software
(I only came here looking for fellow apiarists...)
Thanks Vince and yes, I can see how this could work, but it would be a pain with the transaction recall as you say, which is one of the key features I find very useful.
in VT you can set jobs up as departments and allocate costs to the specific job. Did it for a few of my clients.
I've described how to use departments on here before but since it moved to a new site I can't search via Google anymore and the site search facility is about as much use as a pork pie in a synagogue so I'll leave it to you to look at the VT help. The key though is departments (which can be treated as jobs).
HTH,
Shaun.
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Shaun
Responses are not meant as a substitute for professional advice. Answers are intended as outline only the advice of a qualified professional with access to all relevant information should be sought before acting on any response given.
I did think that was the way to go...only concern is that the VT help PDF mentions "up to 80 different departments can be set up" and I was concerned of what happens when client gets to 80 (which, at a guess would be 3 years) jobs. If it is 80 departments per accounting year then it will be just the ticket and I will be chuffed.
Hi Mike, you would be limited to 80 depts unfortunately. Could it be done in excel do you think? Have a different tab for each job and put all income and costings, using a ref as Vince suggests which you could include in VT+ (and/or include the VT ref no against each invoice in excel)
A bit more faffing around maybe though?
Hi Shaun
Google can still be used for searching previous history. I found this which wasn't the link I had in mind but is more specific anyway
http://forum.bookkeepers.network/t52807718/job-costing-in-vt/?w_r=1488809036 I searched using site:forum.bookkeepers.network departments vt leger shamus
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John
Any advice given is for general guidance and professional advice should be sought applicable to your circumstances.
Thanks John, these things are always a compromise and I think a mixture of VT & Excel will have to suffice. I'm wondering whether once we get near 80 departments we can sacrifice older ones to free up a few more. They older ones will be a few years old by then.
Google can still be used for searching previous history. I found this which wasn't the link I had in mind but is more specific anyway
http://forum.bookkeepers.network/t52807718/job-costing-in-vt/?w_r=1488809036 I searched using site:forum.bookkeepers.network departments vt leger shamus
Nice one John
After the initial hickups with the new site I had given up trying. Seems as though it's all back and properly indexed again Big well done to Steve there for sorting it all out although no idea how long ago he fixed it all.
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Shaun
Responses are not meant as a substitute for professional advice. Answers are intended as outline only the advice of a qualified professional with access to all relevant information should be sought before acting on any response given.
I found that link as well, but actually thought it might not the right one. Agree that the embedded search function is about as much use as a chocolate fireguard, although you can find some interesting long forgotten posts that way!
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
Big well done to Steve there for sorting it all out although no idea how long ago he fixed it all.
