DSM Instructional Supplement

 

Job Costing / Profit & Loss

(the set up, configuration, process and associated reports)

 

This document will outline the steps involved in producing accurate Job Costing / profit & loss  reports provided by DSM.

 

Below is a sample Job Costing / Profit & Loss report to refer to and help you understand where the figures are coming from.  In the pages near the end of this instruction set, you’ll find each numbered item broken down in detail.

 

 

 

 

 

 

*** NOTE ***  Before attempting this report, you’ll want to make sure you have the configuration settings, job sites, trucks, people, diamond blades, parts, and product codes properly entered in DSM.

 

Step 1 – Enter the jobsite into DSM.

 

Location =  File – Table maintenance – Jobsites

 

Click add, then fill out all necessary items.  Be sure to include projected cost.  Also, if the job is a certified job you’d proceed with this site addition as well.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 2 – Make sure your people are defined in DSM.

 

Location =  File – Configuration – User/person – NEW PERSON

 

The most important items here is the Hourly, certified, prevailing, travel, before & after travel, and shop.  Make sure you’ve entered their rates here.

 

 

Shown below, the 2nd configuration screen found by clicking the “MORE” button on the previous screen.  Typically used for more detailed information on the user.

 

 

 

 

Step 3 – Check System Configuration

 

Location = File – Configuration – System

 

Here, you’ll want to make sure you’ve put in a Labor Burden Percentage  and Overhead burden percentage.    Your labor burden and overhead calculate directly into the job cost / profit & loss reports.

 

 

The Job ticket Configuration:

 

Found under the Job ticket Button from the system configuration screen.  This configuration screen is crucial to the success of the reports when using it to full blown capacity. 

 

 

 

Under the heading “Job Ticket Configuration” below, the options are:  (refer to the previous page for visual aid)

 

1.       jt mileage – this is a yes or no item.  If set to Y, you’ll be able to enter the truck mileage in the job ticket.

2.       the “out” field is a representation of the finishing mileage on the truck when the job is done.

3.       jt mileage threshold – the maximum number of miles allowed on a given truck per job.

4.       jt hours – if set to Y, the hours on the truck are calculated by the hourly rate of the truck giving you accurate figures in the job cost reports.  Typically, this is $.50 per hour by DSM default.

5.       helper Rate –

6.       Default new job tickets with order number.  If set to Y, this field will default any new job ticket entered with the associated order number automatically.  We suggest turning it on unless your operators have prenumbered work tickets.

7.       Default line items – this feature, if set to Y, will automatically bring over any line items (billable items) from the original order when entered.  It will populate the job ticket with these items eliminating double entry… typically, this works fine for most companies but if the job changes, you’ll have to manually change the job ticket to reflect what actually happened on the job, then bill accordingly.

8.       Warn about quoted – if checked, the system will automatically warn you if you have an outstanding quote and prompt you with a screen which allows the selection of a previous quote instead of typing a new one.

9.       Track Workmans – if set to Y, the system will allow you to track Workmans comp.

10.   Enter Target Amount – if set to Y, the system will require and allow the entry of a target invoice amount that you’ll want to attain from this order.  9A, Default it

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 4 – Trucks

 

Location – File, edit Trucks.

 

 

What you’ll want to make sure of in the screen below is the Cost of the truck, the Job cost Rate per hour and its current mileage.  Make sure you’ve issued the truck to whatever person that will commonly be using it.

 

 

 

 

 

 

STEP 5 – DIAMOND BLADES

 

Location:  File, table maintenance, Blade types AND Diamond Blades.

 

 

The first thing you’ll want to do is go to file, table maintenance, then Blade types.  This will allow you to define your blade types.  Do so by clicking ADD.  If you wish to see what types are already defined in your system, click the FIND button.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

After defining your blade types, you’ll want to check and see if you have any diamond blades entered in the system.  Do so by clicking FILE, TABLE MAINTENANCE, then DIAMOND BLADES.   You’ll see a screen similar to the one below.  To see a blade in the system, just double click any record on the screen.  If you wish to add a new one, just  click the button entitled “NEW BLADE”

 

 

Adding a blade:   

Upon clicking the “new blade” button, you’ll see a screen like the one below.  The serial number can be anything you like.  Commonly you’ll have your own serial number but can use the manufacturer one if you like.  From this screen, click the ADD button to add a new blade.  Enter the serial number, then select the manufacturer.  The drop down list will contain the manufacturers list as entered in a previous step. (blade types) 

 

Enter the Manufacturer serial number, manufacturer part number, description and specs, then the most important part… BLADE COST.  Enter the ESTIMATED INCH FEET the blade will cut, the prior in/ft if any, then fill out the date placed in service and assign it to a truck. 

 

 

 

 

 

 

 

A DRY RUN:

 

Below, we’ll take you through the whole process.  We’ll enter a job site, take an order, duplicate it (because it’s going to be a multiple day job), we’ll enter the Job tickets, blade usage, mileage, time card information, invoice it, then run the reports to show you how it all goes together.

 

These steps are as follows:

1.       Enter Job site

2.       Take order

3.       Enter job ticket(s)

4.       Close order

5.       Invoice the job

6.       Run the reports

 

 

 

 

Step 1.  Enter the job site.

 

Go to file, table maintenance, Jobsites.   Remember to enter project cost. This will directly affect the job cost/profit & loss reports.

 

 

Step 2.  Take the order

 

Go to Action, add view edit orders.  From the main order screen, click the button at the bottom left entitled “NEW ORDER”

 

The system will then prompt you for the selection of the customer in which to take the order.  It will appear here because you’ve already entered them in the job site table and linked the site to this customer. 

 

As shown below, when you click new order then pick the customer, all you have to do is click the SITES button and select the job site you previously entered.  Once you’ve filled out the rest of the typical information, click save.  (you might print it for your records)

 

 

 

Now, let’s say the guy you’ve assigned to the job completes the job and comes back to the shop.  Get his information and enter the job ticket for the order.  This is very important when job costing.

 

Now that you’ve saved it, go to the order and (with the order highlighted) click JOB TICKETS.  You’ll see a screen like the one below.

 

 

Once you’ve clicked Job tickets, you’ll be prompted with a box asking whether you have a ticket number to enter or it may automatically populate the job ticket number field with a number similar to the order number.  These results may vary due to system configuration settings.  If you want this auto numbering  feature turned on , just change it in the system configuration.

 

On to the Job ticket.  Once you’ve entered a number, the job ticket for this order will appear.  Please note that information entered here is where the Job cost profit & Loss reports get their information. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Job Cost / Profit & Loss breakdown:

 

1.       As highlighted on the sample report, this area shows the date(s) of the job(s) in question, the job ticket number, worker(s) on the job ticket, hours worked on each job, and dollars paid to each employee.

2.       Workmans Comp calculation:  On the sample reports, we take 220 hours  X the 20% burden rate + the 31 dollars given on the jobs marked above giving a burden of 75$ on the job.  In this case, 75 dollars of the invoiced amount is considered your burden.

3.       Truck information;  In this area, you have the Truck ID, Job ticket the truck was on, number of miles each truck traveled, and a total dollar figure of 1200.00 cost of use of the trucks. 

4.       Truck # 75 has a 75.00 hourly cost so, 75.00 X 16 hours = 1200.00.

5.       Here is the Blade information area.  It shows Job ticket number, blade serial number, # of in/ft the blade cut on each ticket and cost.  The calculation  in this case is 1.00 per in/ft, X # of in/ft cut.

6.