A profit centre is a subset of your business for which you want to track income and expenses. This page explains how to use Jobs in AccountRight to group transactions belonging to your various profit centres. You can then track the performance of each profit centre and generate reports on them.
The purpose of Job functions within AccountRight is to group specific transactions into a reportable item. This is accomplished by first setting up a Job for each of the profit centres. Every transaction is then allocated a job that is specific to its profit centre. Job reports are then used for reporting the activity of each of the jobs, which are a representative of your profit centres.
Sub-jobs can also be set up to further breakdown a job into separate components. This is facilitated through the use of Header Jobs under which sit Detail Jobs.
When wanting to set up Jobs, it is important to use Job Numbers and Job Names that clearly distinguish your profit centres. For instance, if you have profit centres in Southern, Eastern, and Western regions (or towns, suburbs, or buildings, etc.) you could use SOUTH, EAST, and WEST for your Job Numbers, in other words the code which will be used for the Job. The Job Name is the actual name of the job, such as Southern Region, Eastern Region, or Western Region.
When considering Job Names and Job Numbers, keep in mind:
- Job Numbers can have a maximum of 5 alphanumeric characters.
- Job Names can have a maximum of 25 alphanumeric characters.
Also determine if your jobs will be broken down into smaller sub-jobs. For example, a job could be set up to cover 'Manufacturing' and sub-jobs could be set up which might include 'Components' and 'Finished Goods'.
- Go to the Lists menu and choose Jobs. The Jobs List window is displayed.
- Click New. The New Job window is displayed.
- Select the Detail Job option. Note that only Detail Jobs can be applied to transactions. A Header Job would typically be set up if sub-jobs were going to be set up to sit under it. Only Header Jobs can have sub-jobs.
- Enter the Job Number and Job Name.
- [Optional] Enter a Job Description for additional information.
- [Optional] Enter a Start Date for the Job.
- (Optional) Specify a Sub-job Of if there is a Header Job under which the new job will sit. Note that sub-jobs will need to be set up first to be available for selection at this field.
- Click OK.
- Repeat steps 2 - 7 for each new job. Refer to the image below for an example job setup.
Each transaction window, with the exception of Receive Payments and Pay Bills, has a Job field in which a Job Number can be specified. To allocate a Job to a transaction, simply create the transaction as normal then click or tab into the Job field and select the Job representing the particular profit centre.
The window below shows a job being allocated to a sale. Note that only jobs which have been set up as Detail Jobs can be allocated to a transaction.
- The expense of inventoried items is realised when the items are sold, and not when purchased, so applying a Job to an item sale where inventoried items are sold, will allocate both the expense and income of the items to the Job.
- As shown below, there is a software preference (go to the Setup menu and choose Preferences) which will ensure a warning is displayed for all transactions if a Job has not been specified.
At the end of the reporting period, a Profit and Loss report can be generated for all jobs. Note that in BusinessBasics the report customisation window and associated fields will be slightly different.
- Go to the Reports menu and choose Index to Reports.
- Click the Accounts tab.
- Under the Jobs sub-heading, click to highlight the Profit and Loss report.
- Click Customise. The Report Customisation - Profit & Loss window is displayed.
- In the Jobs field, ensure All is specified.
- Select the report date range.
- [Optional] If you want to view the combined profit and loss for the selected jobs, select the Consolidated option on the Finishing tab.
- Click Display.
By default, the Profit and Loss report described above includes all the Jobs in your company file. To select a specific Job, click the dropdown arrow next to the Job field (highlighted in the image above), then select only the Job you want to report on. You can also choose a selection of non-consecutive Job Numbers using this method.
These are found in the Accounts tab of the Index to Reports under the Jobs sub-heading. Click Customise to specify the date range of the transactions you want to check for missing job numbers.
Deleting a header job will delete its sub (detail) jobs. Also, if a job is allocated to a transaction, the allocation will be removed if the job is deleted.
- Go to the Lists menu and choose Jobs.
- Click to highlight the job to be deleted.
- Go to the Edit menu and choose Delete Job.
- If a warning message is displayed, read what it says so you understand the consequences of deleting the job. If you want to proceed with the deletion, click OK.