Mind Your Own Business (MYOB) – How to Set Up a Job Card

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Setting up Jobs allows you to track all the expenses and income you have entered against a project. You are able to view Profit and Loss reports throughout the Job and on completion of the Job. This allows you to see how the Job is going and if you are making a profit. You can also set up Budgets for each Job to monitor over-runs or any unexpected expenses that may occur. Budgets are very handy for seeing how well or how well not, the Job is doing and gives you solid information for quoting or budgeting in the future.

In the Command Centre, click on Lists at the top on the window – Jobs – New. In this window, the following options are displayed to enable you to enter a new Job. A Header Job would be used if you had several Jobs under one main Job. Fox example, a Construction Company is building several apartments on one site but they want to record the transactions for each apartment separately. A Detail Job relates to the individual Jobs or can be used for a single Job that does not require a Header Job. The Job Number could be a number that you use in a sequence, sourced from a Job number book, it could also be alpha numeric or simply a shortened version of the Job Name. The Sub-job Of is used in conjunction with the Header Job. To complete the card fill in the Job Name and Description.

The check boxes on the right hand side of the window relate to: the option of making a Job Inactive if you have completed the Job and longer wish to have it displayed as an Active Job. The Track Reimbursables check box relates to expenses and purchases that you have made on the Job that you want to be able to re-charge on to a Customer. This option is available in the Enter Sales window and can also be used through the Time Billing window. As expenses and purchases are entered into MYOB they are allocated to a Job and a summary of these purchases are grouped to each Job. When the time comes to invoice the Customer, in the Enter Sales window you simply click on the Reimburse button at the bottom of the invoice screen and all the expenses and purchases will come up for that Job for you to on-charge. It is in this window that you can also Mark Up the expenses and purchases, should you wish to add a margin to your purchases.

To be able to Track Reimbursables you must also Link the Customer to the Job. Simply in the Job Information window, drill down on the blue arrow and find the Customer that the Job is for. If you haven’t entered the Customers details yet, you can also do this by simply clicking on the blue arrow, then click on New at the bottom of the screen and enter their details.

Other options available in the Job Information window include Percent Complete, Start Date, Finish Date and who is the Manager for the Job.

To check how a Job is progressing or to look at the transactions allocated to a Job go to Find Transactions at the bottom of the Command Centre and click on Jobs. Enter the Job Number / Name and a window will appear listing all the transactions. To look at a Profit and Loss report of the Job, go to Analysis at the bottom of the Command Centre, click on Jobs, enter the Job Number / Name and a report will display showing all the Income, Cost of Sales and Expenses that have been allocated to the Job and whether it is resulting in a Profit or Loss situation.



Source by Sonya McLaughlan

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