Background of Issue
In both the Job Profit and Job Progress reports we report on the job budget at a task level. If you have quoted the job, we can pull the Task quoted amount from the quote, but we recognise that many jobs do not have quotes so we decided to use the budget field in the job.
The amount you enter in the budget field gets firstly apportioned to the costs of the job, then the remaining portion of the budget gets spread across the tasks on the job, relative to their billable rate and their estimated hours. So if we have:
- Disbursement 1: $500.00
- Task A - Estimated 10 hours at $200 per hour.
- Task B - Estimated 10 hours at $100 per hour.
We would first allocate $500 of the budget to the disbursement, then spread ⅔ of the budget to task A, then ⅓ of the budget to task B. This is because to total estimated billable is $2,000 for Task A, and $1,000 for Task B. The budget however, might only be $2,000, so we have $500 allocated to the disbursement, then the reaming $1,500 of the budget is split between the tasks as $1,000 of the budget to Task A, and $500 to Task B.
The budget should align with what the total invoiced amount of the job will be. So if we plan to invoice $6,000 for the job in total, that is what the budget should be. Link Reporting will then allocate this $6,000 budget across the costs and tasks on the job using the logic outlined above.
How to Resolve
We need to capture the budget on all active jobs, and put it against all recurring jobs so when the jobs are created by XPM, it will automatically assign it a budget.
Steps to Resolve
- Open each job and click edit.
- Update the budget amount in the job.
- Hit Save.
- Repeat for all active jobs.
- Repeat for all recurring jobs.
If you work without distractions, you should be able to update 500 engagements per hour.