Report: Job [Budget Analysis] - Show budget value if no transactions are associated with account

Jobs [Budget Analysis]

This report still has a number of errors or bugs

Back Ground – How we use this report

When we price a house we have 120 Purchase Orders, the collective value of which makes up the Build Cost of the House. 

The Purchase Order number incorporates the same number as the respective Cost of Sale code within the Chart of accounts within the 5000 series but prefixed by the Job number also generated thru MYOB.

For example – Roof, which has a code is 5-0134 within our Cost of Sale Chart of Accounts looks like this on our PO Order  8020/0134.   (JobNo / CostCentre)

This amount then becomes our cost (budget) and is entered into MYOB Jobs / Budgets. 

When the invoices arrive and are entered thru Purchases the collective value of all the invoices using the MYOB Code 5-0134 makes up the cost price of the roof (Actual).   

The Jobs [Budget Analysis] report then shows the variance (Budget v Actual) and this Variance is the important information to  us.  We want 0% variance.  We will generally allow a 1.25% variance but if the variance is greater we need to investigate to ensure that the Trade / Supplier is not tucking us or that we have not made an error in our calculations.  

This is our Back Costing process and is an extremely important tool for us.  This is where we look to see if we are on track and are making or losing money.

Problems with the Report

Even after the recent upgrade bugs still exists.

1. If no budget amount is entered into respective cost code but an invoice is subsequently entered against the code – the cost code will not appear in the report.

1. To correct this we go back into the budget and enter .01c.  The report then shows as

            Cost Centre             Budget         Actual                   Variance             %Var

            Concrete Paths      $0.01             $11,974.96            $11,974.95        119,749,500.0%

1. If we then go back into Budgets and remove that .01 c the report corrects itself and looks like this

               Cost Centre             Budget         Actual                   Variance             %Var

               Concrete Paths      $0.00             $11,974.96            $11,974.95       NA

What we presently have to do is enter .01c into every Cost centre that does not have a budget amount allocated to it to ensure that it appears in the report.  This is important because if an invoice is entered via Purchases and it is unbudgeted this report has to show the amount and variance.

Have attached 2 pdf showing the examples of the issues above. 

Here from you soon.

Garry