Job-SYS. Job Costing Module for Pastel Xpress and Pastel Partner. Compatible with Pastel Xpress and Pastel Partner 2009 & V11

Transcription

1 Job-SYS Job Costing Module for Pastel Xpress and Pastel Partner Compatible with Pastel Xpress and Pastel Partner 2009 & V11 Take Pastel beyond accounting with Job-SYS, a fully integrated REAL TIME Job Costing Module for Pastel Xpress and Pastel Partner. Job-SYS helps you prepare Quotations or Estimates for your Customers, Manage your Resources, Staff, Material Issuing and Purchasing. Compare the Estimated costs versus the Actual costs of the Job. Compile an Invoice and monitor the profitability for each Job.

2 Main Features Fully integrated into Pastel Xpress and Pastel Partner No duplication of data. Update all Job-SYS and Pastel transactions on a real time basis. Create Bill of Material templates that can be used in quotations and jobs. Purchase materials and other costs directly for each job. View history of all open and closed jobs - to be viewed by means of serial number, unit number, registration number, customer, job category, date, progress status, etc. Flexible invoicing of Jobs. Ability to part invoice any value at any stage of the job based on either the quoted amount or actual price of the job. Invoice a deposit progressive invoicing final invoice single invoice Track materials and labour information by job. Monitor Job productivity and non productive time of employees. Monitor real time work in progress based on the costs of open jobs. Track supplier invoices for jobs and ensure that all costs for items and buyouts are accounted for. Benefits Monitor real time costs, profitability and progress of each Job to ensure that the jobs are completed within the expected completion date and budget. Manage your business and make informed decisions based on accurate and reliable historic and real-time information. Time saving and ease of use due to logical layout, consistency of screens and inputs. Prevent overstocking as a result of incorrect purchasing. Real time accounting and inventory records. Improve cash flow.

3 Process Flow Create New QUOTE Close Quotation if declined Add Estimated Items and Labour to Projects Submit quotation to client Create New JOB Add Projects (sub Quote / Job) Active JOB Quotation accepted and Converted to a Job Generate Purchase Order Stock Available Part Invoice or Final Invoice Process suppliers invoices in Pastel when receiving goods. Create new Pastel Purchase Order Create new Pastel Customer Invoice. Reserved Stock (Auto Allocation) Issue Stock and allocate other costs to Job Allocate timesheets to Job Update Pastel Stock Quantity, Stock and W.I.P GL Accounts Close JOB Finalise Job Legend for Processing Job-SYS Processing Manual Pastel Processing Automatic Pastel Processing Update Pastel W.I.P & COS GL Accounts

4 Overview All customer, supplier and stock details are captured in Pastel. Job-SYS accesses the information directly from Pastel when the information is required. All financial information, statements, age analysis, cash books, etc are processed in Pastel. Quotations are created in Job-SYS. The costing structure for the quotation consists of one or more projects, this allows for more accurate structured costing. The costing for each project is based on costing categories (Materials, parts, labour, travel, Consumables, etc). The expected quantity, cost prices and invoicing values for materials, parts, labour, etc needed for the projects are added under the appropriate costing category. The cost price used when adding the item can be based on Pastels average cost, last cost, a specified cost price or the actual cost of the item. Projects also have provision to add costs by using a bill of material. The calculation method of the selling prices are based on Pastels price lists, markup over cost price or a specified selling price. Capture all unit & vehicle details when creating a quotation or job. This allows for a complete history of work performed on a unit or vehicle. Accepted quotations are converted to Jobs, this allows for estimated (quoted) values to be compared to the actual values and to be able to monitor the profitability of the job and whether or not the job is within budget. Materials requirements allow for Pastel purchase orders to be generated with an association to the job. When processing supplier invoices in Pastel, the cost of the invoice can be automatically reserved and allocated to the associated Job. When issuing stock to a Job, the stock in Pastel is updated and the value of the stock is reflected in the Work in progress account. Capture timesheets and work performed by Technician for each Job. This allows for productivity and efficiency to be monitored by department or process and for each of the Technicians. Part Invoices can be generated for more than one customer on estimated values (quoted), or the actual values of the Job. Invoice by amount, percentage or quantity. Attach any type of document to a job, ie. Image files, word documents, excel documents, s, drawings and other customer correspondence. Information pertaining to the job can be viewed at any time.

5 Structure of a Job Each job has an estimated section (this is initially used as the quotation) and an actual section (All stock issued, travel, consumables, parts, etc and labour allocated to the job are reflected in this section). Once the quotation has been converted to a Job, the estimated section (quotation) is still accessible and is compared to the actual section of the job to monitor the progress of the job as well as whether the job is within budget. Each job has a project section. The project section allows you to load as many projects as needed (unlimited). This allows you to split up the job into different sections giving you a more structured job that is easier to cost out and monitor the progress and profitability of the job. Materials, stock, buyouts, labour and other costs are loaded on the individual projects under the different costing categories allowing you to monitor the cost of the projects and jobs by materials, labour, parts, travel, consumables, etc. The following diagram illustrates the structure and layout of a quotation & job. Projects Costing Categories Materials Supply Unit (based on bill of Materials) Consumables Quotation or Job Installation of Unit Labour Service and Maintenance

6 Pastel Integration Job-SYS Pastel Accounting Create new Quotations & Jobs Create Projects, Add items, labour, etc to Project estimates Add Customers, Suppliers, Stock Items, Service Items, Buyouts and General Ledger Accounts Customers, Suppliers, Stock Items, Service Items, Buyouts and General Ledger Accounts Lookups Lookup information is read directly from Pastel Create purchase orders based on job requirements (estimates) Create New Purchase Orders linked to the Job Manual Allocations of items, labour, etc to Job Process suppliers invoice or GRN s [linked to purchase order] Automatic allocation of suppliers invoices to a specific job. Update Pastel s physical stock count, Inventory GL account or Purchases GL account and the W.I.P GL account. Link journals to reflect as a cost on the Job Process GL Batches Invoice the Job Create a new Pastel Customer Invoice. Line items of invoice are based on Sales GL accounts. Close the Job W.I.P and Cost of Sales GL accounts are updated

7 Ease of Use Create a new quote, selected or enter the customer details, job category and the scope of work for the quotation. Create as many projects as needed (projects can also be imported or based on bill of material templates).

8 Specify the estimated labour for the selected Project for the various Departments and or Processes. Specify the estimated materials, travel, consumables, etc required for the selected Project.

9 Once all the labour and materials have been specified and the desired markup and or profit has been achieved, the quotation can be printed. When the quotation has been accepted by the customer, the quotation is converted to a job. New Jobs can also be created without having to go through the quotation process.

10 Create Pastel Purchase Orders from Job-SYS based on items loaded in the quoted section of the Job and stock availability. Allocate items to the actual section of the Job as the items are issued on the Job.

11 Allocate labour based on technician timesheets to the actual section of the Job.

12 Finalise the costing of the Job and monitor markups and profits. Invoice the Job. Invoices can be generated at anytime and can be based on the quoted or actual values of the Job. After the Job has been completed and Invoiced, the Job is closed.

13 Who can benefit from Job-SYS Job-SYS has been specifically designed for companies that need to quote, monitor the actual cost of the job versus what they quoted, create purchase orders for stock and non stock items (buyouts), monitor outstanding purchase orders, allocate stock and timesheets to the job and part invoice jobs. Job-SYS has been successfully implemented In the following Industries Air Conditioning and Refrigeration Serial number tracking Service schedules Architects Drawing register Disbursements Part Invoicing Earth moving Equipment and Machinery Rental, Servicing and repairs Tracking work performed on equipment by unique machine numbers Golf Carts Sales, servicing and repairs Tracking work performed on golf carts by unique serial numbers Motor Mechanical Track work performed on vehicles by registration number Split invoicing Invoice insurance company for the claim and the client for the excess. Plant Hire Rental, Servicing and repairs Tracking work performed on equipment by unique plant numbers Monitor Income of plant versus expenses Sales, servicing and repairs of equipment Tracking work performed by unique serial numbers Sales, warranty and non warranty jobs Manage material and labour costs by external service centres Debtors control for service centres Transport and logistics Sales, servicing and repairs Tracking work performed on vehicles by fleet numbers Access Control Systems Automated Systems Electrical Engineering Gearbox Repairs and Servicing Marine Engineering and Electrical Other standard Job-SYS features Actions and tasks Barcode scanning Bill of Materials (Templates) Checklists Discount Matrix Printing options for quotes and invoices Part Invoicing Suppliers price lists Timesheets and labour scanning Non productive hours User defined fields User security Quotation and Job templates And so much more.. Upcoming New Features Time and Attendance CRM Fleet Management