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Level 4

Job profitability detail report not showing cost detail

I am creating a demo of using a customer/Job to report on an annual fashion show but having some trouble with the detail job costing report.

I have created 4 invoices and the income show up but I created 6 bills going to a gl called Special Events, they only show in total at the bottom as "No Items". If I drill down, I get the line item detail but what am I not doing to get this to show on the detail job cost report itself?

Thanks

Solved
Best answer 01-08-2019

Accepted Solutions
Level 15

Create a non inventory type item for each expense, link i...

Create a non inventory type item for each expense, link it to the special event exp account

edit the bill, delete the g/l account, change to item details, and use the non inventory items.

QB reporting is item-centric.  ROFL, thought I would try a new phrase, QB reports best when using items

in company settings>expenses>bills & expenses turn on the items table and purchase orders. then the item details part is half way down the expense screen, click it and a table opens for items


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Level 15

Re: Create a non inventory type item for each expense, link i...

@Mrjan

 

I just realized you asked about Memo vs Description. Please see my attachment.

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34 Comments
Level 15

Create a non inventory type item for each expense, link i...

Create a non inventory type item for each expense, link it to the special event exp account

edit the bill, delete the g/l account, change to item details, and use the non inventory items.

QB reporting is item-centric.  ROFL, thought I would try a new phrase, QB reports best when using items

in company settings>expenses>bills & expenses turn on the items table and purchase orders. then the item details part is half way down the expense screen, click it and a table opens for items


View solution in original post

Level 4

Perfect.  Is there any job profitability or P&L by job th...

Perfect.  Is there any job profitability or P&L by job that shows the memo field?
Level 15

Not that I am aware of

Not that I am aware of
Level 15

The one item that you both buy and sell would be the same...

The one item that you both buy and sell would be the same item used for purchases and for sales. You don't need an Expense item separate from an Income item, if that same item is what you want to track and see for reporting. Also, you can set up Multiple items that all link to that one account, so that you have items for Event Names, but only the one expense account and income account. That avoids micro-managing the chart of accounts, just for different events, charges, etc.

For "memo", you need to run Detail reports, not Summary reports and it matters if the memo is in the Transaction or the detail rows inside the transaction's body.

I will attach examples for you. This is a construction file, but the concepts are exactly the same: services, inventory, noninventory, other charges, and even a listing at the bottom of No Item, which we fix in my Job Tracking class.

Level 4

I see how to set them up. This is for a non-profit and I...

I see how to set them up. This is for a non-profit and I am doing a demo on using customer/job for their annual fund raiser. They wrap gifts at the mall for donations. They had asked to be able to see individual items they had purchased like sparkles (their example).  I wanted to create an item called "gift wrap" and then use the memo field to put in as much or little information on the fly. Then, have it show up on the detail job profitability report. No such luck. They either create more items (not a bad thing) or drill down to the level of detail then need. Thanks again.
Level 15

"not showing up on any of the detail profitability report...

"not showing up on any of the detail profitability reports."

Although the title includes "detail," that specific report still is Summarized by Item.

The Memo vs Description Detail that you are seeking is only going to be seen in a Transaction Detail report = each row is the one line item. Job Profitability Summary and Detail both are not "here is every specific thing that happened" = transaction detail report, as individual rows data.

"They will just have to create ITEMS for all the items they wish to purchase and track. "

They should, anyway. You want to avoid manually typing freeform text every time, if these things are "just like the other one" and an Item (or Subitem) does that work for you. Examples:

Fundraising.
Or;
Winter Fundraiser.
Or:
Wreath Sales vs Tree Sales

I have included report images that show how your expectation of "Job Profitability Detail" still is a Summarized by Item Name reporting; no memo is seen here, because there is no Row Detail from transactions being reported here. To see that, you would double-click on any value and zoom in. I showed what the Transaction Detail reports would then look like, for you.
Level 15

"This is for a non-profit and I am doing a demo on using...

"This is for a non-profit and I am doing a demo on using customer/job for their annual fund raiser."

That is fine, but that is Name. You use items to control the flow of data to the accounts.

"They wrap gifts at the mall for donations. They had asked to be able to see individual items they had purchased like sparkles (their example).  I wanted to create an item called "gift wrap" and then use the memo field to put in as much or little information on the fly."

Fine. You summarize the "day's take" as Sales Receipt and list the Gift Wrap item, and Sparkles Sold and the Big Bows, with qty, and you might also be listing a regular Donation item here; the customer name top left is this Event Name from the Customer Center.

And they can use the item when they restock on Bows, Sparkles and Glitter, and Job Track those purchases to show they specifically apply as a cost of the Event as Customer Name. Make them Not Billable, of course.

"Then, have it show up on the detail job profitability report. No such luck."

Yes it will. I have shown this and described it.

"They either create more items (not a bad thing) or drill down to the level of detail then need. Thanks again."

Sales by Item Detail, Item Profit, Job Profitability Detail will all show this.


Level 4

Just to be clear. I was talking about the Memo field not...

Just to be clear. I was talking about the Memo field not showing up on any of the detail profitability reports. They will just have to create ITEMS for all the items they wish to purchase and track. Not a huge lift.  Thank you
Level 2

Re: Create a non inventory type item for each expense, link i...

I work for an electrical contracting company and I am having the same issue, where almost all expenses show up under "No Item" in my job costing reports. I read your answer and thought perhaps that would fix my problem. However, some of the items that are showing up under no item are already categorized as non-inventory parts. For instance, I use an account called job specific materials for materials purchased for a specific job. I also have an item called job specific materials which is a non-inventory part, that I use to  show charges for materials purchased when invoicing my customers. So Any suggestions as to why those expenses are still showing up under "No Item"?

 

Also, do you know how to change an item that is showing as a "service" to a "non-inventory part"? When I try to edit the item, it won't let me change the item type.

Level 15

Re: Create a non inventory type item for each expense, link i...

"where almost all expenses show up under "No Item" in my job costing reports."

 

Edit Checks, Credit Card Charges, and your Bills. Fix your data here. This means you posted Cost info on the Purchase transactions on the Expenses tab. You need to be using Items on the Items tab. The Job Report rely on the use of Items.

 

"However, some of the items that are showing up under no item are already categorized as non-inventory parts."

 

You need them to be Two Sided, and the left side has the Box to Checkmark.

 

"For instance, I use an account called job specific materials for materials purchased for a specific job. I also have an item called job specific materials which is a non-inventory part, that I use to  show charges for materials purchased when invoicing my customers. So Any suggestions as to why those expenses are still showing up under "No Item"?"

 

Make it Two Sided. Link the left side to Job Materials Expense. Link the right side to Income. Use the Item in the Purchases. Job Track if that is direct for one specific Job. Mark it Billable if you intend to select it using Add Time & Costs. Otherwise, it is Not Billable, such as you have a Fixed Bid agreement.

 

"Also, do you know how to change an item that is showing as a "service" to a "non-inventory part"? When I try to edit the item, it won't let me change the item type."

 

Once you made it a Service item, it cannot be changed to another Item Type.

 

Two Sided = Service, Noninventory and Other Charge Item Types. Make them Two Sided and use them on the purchases and the sales, on Estimates, etc.

 

Please see my attachment. There is One Error; the Building Permit is showing as No Item. The Check was entered using the Expenses tab. We find and fix this in my Job Cost class, to be using the Item. That fixes the report.

 

If you have items and never had them as Two Sided, Make the change. When you try to save the change, QB offers to move existing data for you. Let it move the data for you.

 

This will NOT fix where you used the Expenses tab. This will fix where you never told QB how this one item is both something you incur and something you sell.

Highlighted
Level 15

Re: Create a non inventory type item for each expense, link i...

@Mrjan

 

I just realized you asked about Memo vs Description. Please see my attachment.

View solution in original post

Level 2

Re: Create a non inventory type item for each expense, link i...

Either I am not understanding your answer, or it simply is not working. I have some of the items that I pay for, such as Job Materials, listed as either inventory or non inventory parts. I don't track every individual item, but rather I keep up with the actual total $ spent on the purchase of materials purchased for a specific job (which I post to "Job specific materials" non-inventory part) and materials purchased to go into stock for use at a later time (which I post to "stock/Inventory Materials" inventory part).  So why is QuickBooks still showing those purchases under "No Item" on the job cost detail report?

QuickBooks Team

Re: Create a non inventory type item for each expense, link i...

Hi there, @SummersElectricLLC.

 

Allow me to step in and elaborate more why almost all the expenses show up under "No Item" in your Job Costing reports. 

 

When creating Checks, Credit Card Charges, and/or Bills, make sure to use the Items tab. Entering the information on the Items tab will automatically update the reporting of your transactions.

 

That should get you on the right path, SummersElectricLLC.

 

Let me know if there's anything else you need or you have other questions about reports. I'd be around to help you more. Have a good one.

 

Level 15

Re: Create a non inventory type item for each expense, link i...

For this: " I have some of the items that I pay for, such as Job Materials, listed as either inventory"

 

There is no such thing as Generic Materials, for inventory. Either you maintain that item as specific inventory, or you do not.

 

"I don't track every individual item,"

 

For instance, Caulking is not Inventory. White Exterior Caulking vs Tan Exterior Caulking are each one Item, specific and unique. The work Material and the work Inventory as not Synonymous. Inventory = each Specific product is managed, like you see in any store.

 

Noninventory Type items are used for managing the purchase, sales and Quote of labor (service items) and materials you do not Stock (noninventory type) and even Charges such as building Permits, Mileage. So, I can use one Noninventory item for generic Materials, or I can use one for Plywood separately from Flooring and separately from Caulking, is that helps me for quotes and tracking and reporting.

 

You have to make the item Two Sided = edit and checkmark the box on the left.

 

"(which I post to "Job specific materials" non-inventory part) and materials purchased"

 

Inventory = That are Unique and specific and restocked when I run out or get low, such as I always keep some White Asphalt Roofing Shingles on hand, or Specific sizes of Rebar on hand at all times = inventory = in my shop on the shelves in anticipation of sales.

 

"to go into stock for use at a later time (which I post to "stock/Inventory Materials" inventory part).  So why is QuickBooks still showing those purchases under "No Item" on the job cost detail report?"

 

Look at my attachment. Did you Make your items two sided, list that on the Purchase and Job Track it?

Level 2

Re: Create a non inventory type item for each expense, link i...

I do not track each individual item of inventory, but rather keep up with the total dollar value of our inventory as that is a much simpler way for my boss. He simply does not have time to list every item that he uses for me, he just estimates the dollar value when using stock materials.Most of our materials are purchased specifically for each job. The only things we use from inventory are things like nails, screws, wire nuts, etc. and he just does not have time to be bothered with counting those little miscellaneous items precisely. Our accountant said that the best way to do it in this case is to simply account for the rough estimated dollar value of those things. That is why I track it the way I do. But I honestly had never noticed the items tab on the check/bill screens. Now that I see that, I believe I have the problem solved. Now I just have to go back and fix all of the transactions for 2018 and delete all of the Journal Entries (UUUGGGHHH)  before I send my accountant's copy to the accountant. Thanks so much for your help!

Level 2

Re: Create a non inventory type item for each expense, link i...

Thank you soooo much! Your illustration made it all come clear for me like a light bulb came on in my head. I had honestly never even noticed the item tab, I had been posting everything under the expenses tab. Problem solved. Thank you again!

Level 2

Re: Create a non inventory type item for each expense, link i...

By the way, thanks so much for the clear illustration. Yours and one other together made it crystal clear to me.

Level 15

Re: Create a non inventory type item for each expense, link i...

This would be a Noninventory Item, set up as Two Sided: "The only things we use from inventory are things like nails, screws, wire nuts, etc. and he just does not have time to be bothered with counting those little miscellaneous items precisely"

 

Link the left side to COGS and the right side to Income.

 

If you are doing Periodic Inventory management, then the Periodic adjustment is going to Increase generic Other Asset and reduce COGS for showing how much value still is on hand, when that is too significant to be allowed to take it as Expense. The Periodic Inventory process means you, on occasion or Periodically, rebalance COGS against Other Asset so that Other Asset reflects significant value of things that still are on hand, but not being tracked as Actual Inventory by Name of items like a retail store is doing.

 

Now you name that item Misc Supplies. You list that on the Purchases, and in the description field, you can put Nails, screws, caulking, etc. Or, use a few of them, so you can simply select the Named Item, but not to the details of which size Screw, etc. You are not running a hardware store.

 

And this allows you to list the Misc Supplies item for a sale, if you want to charge back some Value to the customer; it allows you to use it on Estimates as a customer quote or for internal tracking and reporting purposes. Example: When I had a bathroom remodel, the plumber bought 23 tubes of Caulking = Noninventory Item as materials, and that is something you would put on the purchase, Job Track it, and it was Billable to me separately from the labor and the carpenter's labor and the painter's labor (service items) and the paint was Noninventory, as well, Job Tracked for my project and as Billable to me.

Level 2

Re: Create a non inventory type item for each expense, link i...

@qbteachmt

Attached is a screenshot of the item "stock/inventory materials" to which I am now posting all of my inventory item related purchases and invoices to mu customers. Does this look like I have it set-up properly?

The inventory account is "Stock Materials" which is a sub account of "Inventory Asset"

Level 15

Re: Create a non inventory type item for each expense, link i...

@SummersElectricLLC

No, it's not correct, and here is Why:

 

You are using an Inventory Item Type. Yet, you are trying to use it Generically for Materials. Here is the problem, as I noted: think about walking into a grocery store or the hardware store. You buy one hammer for $25 and one screw for $0.15. If you track both of these using the method you show, that is Average Costing, quantity 2, as $25.15 divided by 2 = That screw is now in stock in your Asset accounting as $12.12. When you use it as Adjust or sell it, that doesn't meet reality.

 

I pointed out NOT to use Inventory Item Type generically. You cannot stock, for instance "Roofing" because you have Red Asphalt Shingles and Blue Metal, not "roofing" as generic. Inventory cannot be Generic using Items like that.

 

So, I stated to use Noninventory Type items. Please see My Attachment.

 

And that micro-management of COGS, all those "other related" costs? That should be more Items; not more Accounts. You really only need one COGS account; everything I can see there is More Items. You don't need One Item to One account. This is the power of a relational database = More items, all linked to one account, if you find the need to have details, use details in quotes and transactions, and see details in the Job reporting. I showed this in my previous attachment that is named Job Comparison. That is Job Detail reporting side by side with the P&L and the P&L is Simple to read and understand. Multiple Service items for various subcontractor services, all linked to one Account for Subcontractor Labor.

 

Notice your Inventory Type item has Three account Links? That's how you know it is wrong. You should see Two: COGS and Revenue. That's another reason your set up is using the Wrong Item types.

 

Make sure you are not considering that the fact these are Materials, also means Inventory. Materials is Stuff. Inventory is Stuff routinely kept on hand, uniquely tracked, counted, managed and reordered. The Hardware store manages Inventory so that both you and they can determine if the Exact Right furnace fan belt or filter or color and size of caulking is In Stock. You won't manage the same parts as your inventory, unless you intend to also manage Per Item by Name, Size, Color, etc. You cannot inventory Screws with Roofing with Sheets of plywood and call that Inventory materials. That is either Inventoried Sheets of plywood, specific wood, dimension, interior OR exterior grade, etc. Or, that is Noninventory Supplies as a Material, and you decide if you just want to call it Materials, or you want to see Lumber vs Caulking, or Plywood vs Decking vs Trim lumber, as generic Noninventory type items, named as specifically as matters to you.

 

Think about Can Light housings; you cannot buy all dimensions and call that Inventory. You would have to buy Each inventory Item = size, type, etc.

 

And you are the one, not us, that determines, Yes, I buy 4" can light housings to have in stock, I buy 100s at a time, so Yes, I need to manage that as Inventory. Not "materials" but actual Product name and size and other info that makes them The same, and makes other Can Light housings not that same item name at all.

 

Please see my new attachment.

 

Level 2

Re: Create a non inventory type item for each expense, link i...

@qbteachmt

Ok, I think I get it. But this is such a mess I don't know how I'll ever get it all fixed. I am an old school bookkeeper, I know double entry general ledger accounting inside and out speaking from a manual bookkeeping perspective. I started in the bookkeeping profession before anyone used computers on a regular basis and the first computers I used were before Windows existed, which you would think would actually help me. Quite honestly, I think it has only hurt me in this day and age where everything is data entry. I came into this company as its first ever bookkeeper and had to set QB up on my own.  Apparently, I did it all wrong. I will be working diligently over the next few weeks to try to get it all straight. As that process takes place I may have other questions and will post them here as they arise. I really appreciate your taking the time to help an old school dog like me try to learn new tricks. Thank you so much!

Level 15

Re: Create a non inventory type item for each expense, link i...

This is to your advantage: "I know double entry general ledger accounting inside and out speaking from a manual bookkeeping perspective."

 

In QB, they are there, but you don't need to make Debit-Credit; you have a program with an interface = set of Tools. Open any Bill or Credit Card Charge or Invoice or Check, and then use Ctl Y. Here they are!

 

All you are doing is learning how to Let the data flow for the Relational database using Meaningful key words. Customer Name, Items, Vendor, and Accounts, for instance, as going to provide cross-references for great reporting. who you bought 50 widgets from (payee name), who you bought them for (job tracking), how many and what it cost (items tab), if that was Billable, Billed, Not Billable to the customer (status) and if charged to the customer, comparing Cost and Price = Profitability reporting.

 

You don't have to change everything. Some things might be moot and completed. Change what matters and move forward using the new tools you learn as you work.

 

And running the financial reports and the job reports is how you determine if they seem to make sense for the reality of the events you know transpired.

 

No Item is a Setup and Use error. If the Values looked right, and that is an old job not needed for reference, You're fine if the Financial reporting it fine. I like the details for analysis and reference, such as, "What did that cost me, so I can make an informed bid on the next one just like it?"

Level 2

Re: Create a non inventory type item for each expense, link i...

My Item is set up:

 

Electrical Subcontractor Rough

Left Side:                                                                                           Right Side:

Construction in Process: Subcontract Labor                               Services

 

What am I doing wrong? It isn't showing the cost in Job Profitability Report.

Thanks!

Level 2

Re: Create a non inventory type item for each expense, link i...

And I am recording the cost under Item, not Expense.

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