The Job Recon Statement details all items required to measure job profitability through the job's life cycle. This page attempts to explain how the job recon will change as the job gets executed. Please use the Recon guideline Page in conjunction with this page for better explanation of the various areas on this report - how to print a Job Recon Statement from the Job Bag.
Below are some of the steps that you need to follow to be able to see how information populates on the recon when each financial document is added.
When you create a new Job the Job Recon Statement will only show you information about the Job but no financial values as no financial documents have been added.
Step 1: When you create a New CE and leave it in "Draft" state, the Recon will only display the CE's estimated amount (under the Billings section) but will not include it in any other area of the Recon due to the "Draft" being a non-committed document. Please see image below:
Step 2: When you change the CE status to "Final", the values will reflect both in the top summary area and will display on all the related Estimated areas. When the CE is created, it is an estimation of what will take place to achieve the goal and what it will cost. Estimators use their experience, contacts and suggested timings to create a quote as close as possible to what they expect to happen.
Please take note of the Hours Value that will reflect based on the Studio Cost/hour as setup within Company Details > Company Settings. This per hour rate is an average based on the particular agency. If no value is specified, no estimated hours value will display.
The Billings by Worktype section will group Internal and External line items separately from each other. Please also take note that Internal Line items will automatically display the full estimated value per line item as a Cost. The only exception to this rule is when the line type of the work type used has been identified as an 'Int Cost from T.Sheet' line type. In this report, the line item "Design" has assumed the full amount of cost until such time as an Internal Cost Sheet has been captured. The purpose thereof is to provide an additional way for the agency to track a specific internal cost.
Step 3: When you raise the 1st 50% Tax Invoice against the CE, you will notice that the summary will display an actual Billing amount. The CE status now reflects as Billed (with related information included) and the Billings by work type breakdown will also reflect comparative figures.
Step 4: Add timesheet entries on the job bag.
Please note that once time is added, actual time will reflect in the summary at the top of the recon. The value of the hours is based on what has been setup against the individual user within User Financials.
Time detail will also reflect at the bottom of the recon to display both actual time captured but also time allocate per task versus time captured against those tasks.
Step 5: Capture a Purchase Order against an external CE line item. You will note that this entry does not affect the summary at the top right. However, the Payments and Payments by work type section will update with the fact that an order has been captured. The reason you see two sections is because the Payments section will give a simple one-liner per Supplier Invoice grouped by PO number. Whereas the Payments by Worktype section will group the line items by work type so provide visibility of the costs per different element or deliverable.
Step 6: Changing the Status of the PO to "Checked" will result in only a Status change. Does not matter which status the PO is in, it will display on the Job Recon in full.
Step 7: Capture a supplier invoice against the PO raised will result in an actual Cost in the Recon summary, an actual cost in the Billing by Worktype Section, as well as updates against the PO lines to display the actual costs.
Step 8: If you have work that you want to outsource you can capture an Internal Cost Sheet against the Internal Cost line item. You will note that the work type will reflect a cost and will also display at the bottom of the Recon where the recon displays Internal Cost Sheets as well. For this example, we do not have work that we need to outsource thus an Internal Cost Sheet is not created.
Create an Invoice straight from the Job Bag (i.e. not from a related CE).
You will note that the Actual Billing value will increase from the previous 50% billing and the summary should be closer to what was actually planned if all went well. Because this Invoice was not captured from the CE, there is no reference to the CE number under the 'Billings' section and this Invoice will simply state it was raised against a Job Bag. This job had an additional profit as the costs paid to suppliers were less.
Step 9: Close the Job Bag
A Closure variance will confirm the final margin adjustments but as per above, this will not affect the recon display unless it has been specifically customized for that purpose. Upon closure of the job bag, the Status, Finished and Closed Dates will be populated accordingly.