Inventory? Purchase Order? Timesheets?

Question

I am looking for advice on the best way to set up MYOB to (hopefully) achieve the following desired outcome:

Enter max. no units (billable hours) available per customer
4+ cost centres to bill against
Track units as they reduce every time an invoice is issued
Report showing information in points 1-3 plus customer name, invoiced and received totals per line item and total per customer.
Consolidate all information within MYOB

For context:

a) I am an NDIS provider with 20 or so Participants (customers)

b) I charge the same hourly rate per customer

c) I invoice each participant approx 3-4 hours per fornight

d) I have allocated hours/cost that needs to be stretched over a 12-month period

e) I have to keep track of the no. hours not yet billed so I dont run out before the end of the budgeted period in point d)

To date, I have been invoicing customers the no. hours worked in the billing period, and track remaining hours on a spreadsheet outside of MYOB. The separate spreadsheet is time consuming and prone to human error. I would like to consolidate all information/reporting/tracking within MYOB if possible.

I'm a noob in MYOB and have been looking at the best way to achieve the above. I cant quite seem to work it out though.

Can anyone give me some solid advice on the best way to set myself up?

Thank you so much!

isaiah_c · Answer

Hi GALR,
&nbsp;
Thanks heaps for laying all that out. You've definitely put some thought into how you want things running, and good on ya for wanting to get everything tidied up inside MYOB instead of wrangling those pesky spreadsheets. This one's a bit of a curly setup with the hours, cost centres and tracking across customers, so I'm really hoping one of our community legends who's tackled something similar can jump in and share their golden insights.&nbsp;
&nbsp;
If no one bites, it might be best to have a yarn with your accountant or bookkeeper too. They can often help tailor things perfectly to how your business runs.
&nbsp;
Regards,
Sai

galr · Answer

Thanks very much Sai - I'll wait to hear what people suggest and will get back to you for advice if needed.

the_doc · Answer

Hi GALR​&nbsp;
I have just read this and am use to creating solutions like this in MS Access databases and then linking them to MYOB, if MYOB cannot cope - however, in your case - and perhaps not quite understanding the exact requirement I find it simpler to start simple in MYOB - ie inventory items - time billing work but they aren't as quite easy to use.
&nbsp;
Setup inventory items - I track, I buy, I sell and somehow make them look like the billable item you want - either 1 per customer or 1 big one - and at the beginning of the period of tracking you 'buy in from a supplier' - doesn't have to be of value but maybe 1c each 300 units from a false buyer - and you pay this supplier for them - 300 c - something that can be written off as a small charge - why this way - you now have a perpetual inventory that is reportable, trackable and reports tell you when, who and how much have been sold - report 1/4ly and you can work out if you are tracking correctly.
&nbsp;
From then on just create the invoicing per customer per how many units per customer per month can be created in monthly invoicing.
&nbsp;
Anyways, just a thought and might get your thought processes working along this line.
&nbsp;
The Doc

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Inventory? Purchase Order? Timesheets?

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