Suggestions for software with job allocation

Need suggestions for software which allocates purchase invoices to a job/project

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I currently use sage for my accounting, but there is no direct way to allocate purchase invoices to a current project (I'm in construction and work on 4-5 projects at the same time, and need to allocate different purchases to the job which the materials were bought for)  

I currently use the departments in sage to do this, but it's not an ideal way to do it, and also I think in the latest software sage have removed the feature from the small business versions of the software, I don't want to have to pay for their all singing software just for this feature.

 

Does anybody have any suggestions for other accountancy packages that has this as a feature?

Replies (9)

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boxfile
By spilly
29th May 2017 11:25

FreeAgent enables you to run projects and allocate time and expenses to them.
I'd advise having a look at the free trial to see if it suits you first though.

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paddle steamer
By DJKL
29th May 2017 14:24

I used to use Access Accounts for this purpose as it was a lot cheaper than the Sage add on.

It was okay as far as it went re purchase invoices but it did depend on accurate time sheets (not a given in construction industry- we had handymen working on multiple jobs in a week and fishing out time allocation was not good fun) and I did require to create wages cost allocations for wages from timesheets; a more integrated solution direct from payroll would have been better.

The other pain was posting cash float analysis, each line possibly going to a specific job, general materials unallocated, small tools etc.

The devil is how detailed you want to be, I could post in line by line from the invoices , like 2 sheets exterior grade 2400x1200 ply, a piano hinge, door blank, or could just allocate whole invoice to materials re the job in question, did also depend on staff when purchasing on account at merchants giving a job ref, or the correct job reference.

I used to hate doing the postings so if I was starting again I would be looking for software that took the pain out of the chore.

The only part of the whole processing system I thought worked as intended was the rubber stamp I had made for the purchase invoices, it had boxes to fill re date, supplier code, invoice number and then a grid for nominal code/project code/ amount and if invoice batches were coded up data input speed was improved.

If crucial to have , fine, but do not underestimate the work required.

Reporting within the jobs was okay, you could report just materials, just labour, or everything.

I am afraid I gave up re precision when it became very apparent that the timesheets were pretty crude to start with (labour tended to be at least 50% of the costs) so despite the care I took with invoices the end picture was really not worth the effort.

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Replying to DJKL:
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By D V Fields
29th May 2017 20:44

You can avoid doing the postings, whether that be setting up project codes, cost centres, allocations or anything else by using the "Transaction Broker" module of Access Accounts (Dimensions). It allows you to take data from any ODBC compliant source, which could be MS Excel or indeed Access Accounts ledger itself and configure it to broker transactions ( or table updates ) directly into the ledger, observing all validation rules. You can also perform calculation ( with SQL statements if you wanted to get really clever ) in the brokering enabling the source data to only require minimal data. It also writes back to the source so that you can control what has or has not been brokered. Essentially whatever you could do manually you could do with Transaction Broker with one added feature; 100% accurate. A game changer. Worth a look; and I think it's more sophisticated now, from when I used it.

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By MM Bookkeeping Services
29th May 2017 18:15

Have a look at Solar Accounts.

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Routemaster image
By tom123
29th May 2017 18:32

Have you thought about using a range of work in progress nominals on a rolling basis for the jobs. That could work if you only have four or five jobs at once.

Ie - use codes 1100 to 1199 (or whatever), so you can do 100 jobs before you have to re-use a code.

Or are you looking at splitting out P&L costs at the same time?

Again, the same approach could be used.

I agree with DJKL - it is easy to create a very complex system which is impossible to use as no-one else appreciates the need for detail so you get 'garbage in garbage out'

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Glenn Martin
By Glenn Martin
29th May 2017 21:16

What about XERO + Workflow max probably cheaper than Sage and can use other bolt ons like bank feeds and invoice scanning etc.

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By kiwilondon99
30th May 2017 11:31

you have sage - use it... there are options inthe sage50 range which has 'project' just look for a minor upgrade to whay you have and no changes to the way you work ?

probably cheaper- than acquiring a whole new accounting system

although - you could look at professional add on[ 3rd party] project packages

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By landscaper
30th May 2017 14:08

If you are in the construction industry you could use specialised software such as Compact Software's WinAccs -http://www.compact-software.co.uk/asp/index.asp everything I do, plus payroll, is allocated to a Job Number. It's not just for construction.
However, if you don't need that or something simpler why not use VT - I also use that and create departments (by job) and allocate all expenses and sales to each relevant department. Simples

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By darren.austin
30th May 2017 21:44

QuickBooks Online allows allocation of purchase invoices to jobs.

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