Enter the actual costing per line

You can record the registration of hours worked, materials consumed and other costs on an entry line.

Note: 

By default, you cannot enter articles for which the stock is tracked and checked in the actual costing if you are using the integration between Profit Projecten and Profit Order management. Profit shows a message if you try to post an entry for such an article. In that case, you work with reporting packing slips ready in Profit Order management, after which Profit enters them in the actual costing. That is because if the Track stock check box has been selected in the article properties, a stock entry occurs when you create a packing slip or a counter/direct invoice (a combination of a packing slip and an invoice).

If you still want to be able to enter articles for which the stock is tracked directly using the actual costing (without a packing slip), you select General / Management / Entry layout to change the settings of the entry layout. Open the entry layout for Actual costing per line and select the Allow stock checking articles check box on the General settings tab.

To enter the actual costing per line:

1. Go to: Projects / Actual costing / Actual costing per line.
2. Complete the fields in the entry layout header.

   You cannot select Year and Period, if the period and/or year has been closed.  

3. Click on the action: F5. Select.

   If lines have been entered previously for the combination of employee, financial year and period, the entry window shows these existing lines. At the bottom of the entry program you see the total number of hours entered for each day.

4. Complete the entry line.

   When entering hours, you cannot enter anything smaller than a multiple of 3 minutes (0.05 hour), to prevent any rounding differences. That is because 3 minutes equals exactly 0.05 hour, while 1 minute equals 0.01667 hour.

   If the Charge field is included in the entry layout, you can use it to indicate whether you are charging the line to the sales contact. The check box is automatically selected if this is defined by the work type. If you do not want to charge a line, deselect the check box on that line. You can indicate in an article line whether or not the line should be charged. The settings per work type are only important if the specifications state that the lines are to be charged for this project. If you deselect the Charge check box for the project on the Invoicing tab, the setting per work type will no longer have any effect and by default, none of the lines you enter on the project will be charged.

   You can select/search for a project using the search button in Project. This opens the ‘Valid projects’ view. This view only displays the projects to which you can post entries. These are the projects according to the validity combinations, not completed projects and projects for which you are a team member, where you are allowed to enter actual costing (depending on whether this is set for the project).

5. After you have completed the last field of the line, you can immediately enter the next line.

   While processing a work type line, Profit checks if this line matches an existing validity combination. If it does not, you are notified of this. Start by changing the values entered on the entry line so that the line satisfies a validity combination.

   Note:

   You can copy the values from the previous entry line to the (new) line where the cursor is. Click on New and then on the Copy action or use hotkey Ctrl+O:

   .  

   If the line with the focus already contains values, they are overwritten.

6. Click on: Finish. 

   You return to the fields in the selection part of the window.

7. Close the entry window by clicking on Cancel from the selection part of the window.

Use preferred settings to enter the actual costing more quickly

If you select General / Management / Authorisation tool you can link an employee to a user. After you have created the link, Profit can automatically suggest the employee. This is the employee who is linked to the logged on user. Set 'Preferred value by means of a field formula' in the field settings to the formula [Employee].

Overhead costs

If in the settings you have specified that you want to calculate overhead costs and you have included an overhead percentage in Work type, Work type group, Project or Project group, the value of these costs is determined on the basis of project and work type when an actual costing line or a financial project entry is entered. The correct percentage is determined in the following order:

1. Work type
2. Work type group
3. Project
4. Project group

The overhead amount is calculated as follows: cost price amount x overhead percentage = overhead amount.

Note: 

You have the option to change the suggested overhead percentage. For this you have to include the Overhead percentage field in the entry layout.

Note: 

The overhead percentage is only calculated if a project has been entered in the entries. The overhead amount is written to a separate line in the actual costing. This line cannot be changed. The line is created with the project from the source entry and the overhead work type in the settings. Only one overhead line is generated per project per period.