Jobs Overview
You can use MYOB AccountEdge to keep an accurate and detailed record of your jobs and profit centers. Specific job-tracking tasks you can accomplish include:
Step 1: Choose the type of job you want
Step 2: Indicate whether you’ll track reimbursements for the job (detail jobs only)
Step 3: Assign a number to the job
Step 4: Link a customer to the job (optional)
Step 5: Enter details of the job
Step 6: Enter opening balances for the job (detail jobs only; optional)
Step 7: Create budgets for the job (detail jobs only; optional)
You can create two types of jobs:
Detail jobs are used for tracking the specific income, costs and expenses that you incur on a daily basis. You can assign, or post, specific line items in AccountEdge transactions to detail jobs. You can also track reimbursable expenses on detail jobs.
Header jobs are used for grouping detail jobs and for organizing your income, costs and expenses in larger, more broad categories than detail jobs. You can’t assign specific line items or reimbursable expenses in AccountEdge transactions to a header job, but you can assign those transactions to a specific detail job that’s grouped under the header job.
Click below for the step-by-step procedure:
Choose the type of job you want
If you’re creating a detail job, you can indicate whether you want to track the job’s reimbursable expenses that you’ll incur during the course of completing the job. If you choose to do this, you’ll then link the job to a specific customer, so you’ll be able to track who owes you for your reimbursable expenses.
For example, say you’re tracking reimbursements for Job 01, which is linked to customer Edgar Reuss. During the course of working on Job 01, you purchase some items to complete the job. When you create a purchase in the Purchases window for the purchase you made, you’ll assign the line items on that purchase to Job 01. Then, when you record the purchase, the line items you assigned to Job 01 will automatically be marked for reimbursement by Edgar Reuss.
Click below for the step-by-step procedure:
Indicate whether you’ll track reimbursements for the job (detail jobs only)
If you already have jobs set up for your company, the number you assign to a new job is very important. If you assign a number to a job so the new job is automatically placed under a particular header job, the new job will be automatically assigned the same linked customer that is already assigned to the header job. To prevent this from happening, review the Jobs List window to become familiar with the numbering scheme that you’ve assigned to your existing jobs.
You may, of course, wish to assign the same customer that’s already assigned to an existing header job. If this is the case, you may wish to assign a job number that places the new job under that particular header job, so the same customer is assigned to the new job.
Click below for the step-by-step procedure:
Take a moment to review the Linked Customer field in the New Job window. Depending upon the entry you made in the Job Number field in the previous step, you’ll either see an empty field here, or you’ll see that a customer name is already displayed here.
Click below for the step-by-step procedure:
Link a customer to the job (optional)
Once you’ve defined the job’s type, indicated whether you want to track reimbursable expenses for the job, given the job an identifying number and linked a customer to the job, you can then fill in the remaining fields in the New Job window.
Click below for the step-by-step procedure:
If you’ve been working on a job for some time before you enter its information into the system, you can quickly update your AccountEdge records by entering all the previous activity that’s occurred with the job on an account-by-account basis.
Click below for the step-by-step procedure:
Enter opening balances for the job (detail jobs only; optional)
You can enter budget amounts for every detail job in the AccountEdge system. The budget information you enter for each job is used to help you assess your progress on a particular job and to determine the job’s effect on the state of your business. The amounts you enter will be assigned to accounts in your accounts list for comparison purposes; once you begin recording transactions for the job, you’ll be able to print the Jobs (Budget Analysis) report to see a comparison of the actual amounts and the amounts you’ve budgeted for the job.
Click below for the step-by-step procedure:
Create budgets for the job (detail jobs only; optional)
Regardless of whether you’re tracking job expenses for customer reimbursement or you’re simply curious about how much revenue you’re receiving from your jobs, you need to be sure you’re properly assigning transaction activity to your jobs. Click below for a few tips on how to effectively track your job-related business.
Tip #1: Look for the Job column in transaction entry windows
Tip #2: Don’t forget to assign all line items in a transaction to the appropriate jobs
Tip #3: Remember the jobs for which you’re tracking reimbursables
If you’ve set up a job to track reimbursable expenses and you’ve linked that job to a customer, you can assign expense transactions to the job and quickly prepare sales that bill the customer for the job’s reimbursable expenses.
Creating a sale that includes reimbursable job expenses is nearly the same as the process of creating any other type of sale. See Entering sales invoices, quotes and orders for more information; note that you’ll use Step 3 of that procedure to add your reimbursable expenses to a sale.
Click below for the step-by-step procedure:
To bill the customer for job expenses
To reverse job expenses after they’ve been billed to the customer
Click below for some tips that will assist you when it’s time to bill the customer for reimbursable job expenses. Please read through these tips carefully; you might find it will save you a great deal of time.
Tip #1: Become familiar with how various sales types affect reimbursements
Tip #2: Use a “placeholder item” to track reimbursements on item sales
Tip #3: Use a special account to track reimbursements on other types of sales
After you create a job and begin assigning transactions to it, you'll probably want to view the job again in the future. Locating a particular job in AccountEdge is very easy.
Click below for the step-by-step procedure:
An important part of managing your job activity revolves around reviewing the data that you’ve entered for your jobs and understanding its effects on your overall financial picture. AccountEdge contains a number of tools that allow you to review your job information so you can make better decisions about your business.
A number of AccountEdge reports are available for you to view your job activity.
Understanding the “big picture” of your job activity will help you identify income trends, recognize possible cost overruns and anticipate your company’s future revenues. The Analyze Jobs window will help you perform this important task by providing lists of your job activity.
Click below for the step-by-step procedure:
To print lists that contain job-related information
Occasionally, you’ll find it necessary to make changes to specific job information that are assigned to jobs.
The list of jobs in the Jobs List window is arranged in a hierarchy much like the one you use in your accounts list. Just as accounts are arranged in levels, jobs are organized by level—you can use up to four levels in your job organization. Think of each Level 1 job as the master record for a job and the jobs at lower levels as details that need to be completed. For example, if your company remodels kitchens, a Level 1 job might be Jones Kitchen Remodeling and you might have lower-level jobs for removing cabinets, installing new cabinets, removing appliances and the like.
As with header and detail accounts, you can assign transactions only to detail jobs. The header jobs above them in the list display totals of income, cost, expenses and profit or loss for the detail jobs. A header job’s name and number appears in bold in the jobs list. Jobs are arranged in alphanumeric order.
Some things to keep in mind when you’re planning to change a job’s level:
Click below for the step-by-step procedure:
If you have jobs that you no longer use, inactivating them will remove them from the selection windows. Your list of jobs will be shorter, and selecting the job you need will be easier.
If a job is marked inactive, however, you may still use the job in transactions by manually entering the job number. Inactive jobs will still appear in the Jobs List window. You can also return the status of the job to active so that it will appear again in the selection windows. No matter what the status of a job—active or inactive, transactions recorded using the job will still affect all of your financial records.
The Jobs List report will display and print job information with or without inactive jobs. Use the Report Filters window to unmark or mark the selection Include Inactive Jobs.
There may be times when you simply don’t need the record of a particular job’s activity anymore. When this is the case, you can quickly remove the effects of the job from your records.
Click below for the step-by-step procedure:
To inactivate (or reactivate) a job
The Job Reimbursable Expenses window displays all the reimbursable expenses assigned to individual jobs. This window is divided into two lists; one contains expenses that are reimbursed, and the other contains expenses that aren’t reimbursed yet. It’s possible that you might experience a situation where you want to move an expense from one of these lists to the other.
Reimbursable expenses are transactions that can be removed just like any other transactions in the AccountEdge system. Remember, if your transactions are unchangeable, you’ll need to reverse an incorrect transaction and create an entirely new transaction to correct your records.
Reimbursable expenses are transactions that can be changed just like any other transactions in AccountEdge. If you want to change a reimbursable expense’s transaction detail, click below for the procedures that describe how to change the transaction you want to alter:
To change purchases: See Changing, removing and reversing purchases
To change Spend Money transactions: See Finding, changing, removing and reversing Spend Money transactions for more information.
To change paychecks: See Changing, removing and reversing paychecks in the Paychecks Overview.
Click below for the step-by-step procedure:
To change the reimbursement status of an expense
To remove a reimbursable expense transaction
Jobs Overview