Reallocated costs

The read-only list in the books of every crew invoice line whose cost the office, or the automatic rule, put on a job, moved to another job, put back or marked as overhead, with who did it, when and why.

What it is for

A subcontractor's invoice never changes after it is submitted. But the office may decide that the cost of one of its lines belongs to another job than the one it was invoiced against, or to no job at all. That decision is kept beside the line. Reallocated costs is where you read those decisions back.

It answers your question: why does this job's margin carry a cost that was invoiced against something else?

A line is in the list once any of these has happened to it:

• the office allocated it to a job, or moved it to another job,
• the automatic rule allocated it to a job,
• the office put it back where it was submitted,
• the office marked it as overhead,
• the office took it out of overhead again.

Each change is recorded with who, when and why. The list has one row per line and shows its latest change. History on the row shows all of them, see History of a line.

The invoice itself is unchanged. A reallocation only moves which job margin the cost counts on. The crew invoice, its PDF, its number, its lines and its totals stay exactly as the subcontractor submitted them. What you book from the crew invoice does not change. See How the margin is worked out.

To open the list, sign in to the books and choose Reallocated costs in the menu.

The word Subcontractor may be different in your client's company.

Who can use it

Reallocated costs is only in the menu while the Job margins and job costs switch is on for the company. An owner or admin sets it in the office, see Features. With the switch off, the list leaves the menu and its address cannot be opened. Nothing is deleted: the rows are back when the switch is turned on again.

Everything here is read only. Nothing can be added, changed or deleted, by anyone. Owners and admins allocate, undo and mark overhead in the office, see Allocate costs. They read the same list there, see Reallocated costs in the office.

See The books for the other lists of the books.

The list

The newest changes are at the top. The list is ordered by the date its When column shows, so a line marked as overhead in March, taken out again and reallocated in June sits among the June rows. The list uses the full width of the screen.

Rows do not open anything when clicked. Each row has one action, History. There are no bulk actions.

With no rows the list says No subcontractor costs have been reallocated.

A person whose costs are all overhead does not put rows in this list. The office sets that on the person, for office work such as coordination. Only a change to one line puts it here. See Overhead.

A toggle switches between a table and cards, as on the other lists. See List and card layout. On a phone the cards are shown. A card has the text of the line, then the Type badge, When, Subcontractor, Invoice no., Amount, Submitted against, Cost counted on, By and Reason, and its History action. A card shows every value, whatever the width of the screen. In the table, on a narrow screen some columns are hidden, and a table that is still too wide scrolls sideways inside its own box.

Columns

Some columns are only shown on a wide screen, so the table fits. When, Line, Amount, Cost counted on and Reason always show.

The Type badge:

For Overhead and Overhead undone rows, When, By and Reason are those of the overhead change. For the other rows they are those of the allocation or the undo.

The automatic rule places a line on a job when there is exactly one job that fits. See The automatic rule.

Filters

Each filter starts on All, which shows all lines. A filter applies as soon as you pick it. There is no Apply button.

Search

The search box looks in the Line text. You do not need the exact spelling: words in any order and small typos still find the line.

History of a line

History on a row opens a window headed Cost history: and the start of the line's text. It lists every cost change of that one line, newest first, not only the latest one. Under the heading it says: "Every time this line's cost was counted on a job, moved, put back or marked as overhead, newest first. Read only."

Each entry is one sentence, with its date and time on the company's clock. The sentences are the same as in the office, see History of a line in the office.

Nothing in the window can be changed or deleted. Press Close to leave it.

In the books the accountant can open it, and so can owners and admins. It is there only while Job margins and job costs is switched on.

What happens after

• A line is in the list as soon as it is allocated, moved, put back, marked as overhead or taken out of overhead.
• Reading the list or a line's History changes nothing and sends no email.
• The crew invoices are unchanged. You find them under Crew invoices in the books.
• There is no download on this list.

Common mistakes

No Reallocated costs in the menu. The Job margins and job costs switch is off for the company, or you are not an owner, admin or accountant.

Looking for a button to change or undo. The list is read only for everyone. An owner or admin undoes a reallocation or an overhead mark in the office.

A column is missing. In the table, Type, Submitted against, Invoice no. and By only show on a wide screen. Widen the window, or switch to the cards, which show everything.

Expecting every change as its own row. There is one row per line, showing its latest change. Open History on the row for the earlier ones.

Expecting the crew invoice to show the new job. It never does. The invoice stays as submitted. Only the job margin in the office follows the reallocation.

A person's overhead lines are not here. Lines that are overhead because of the person's own setting are not listed. Only lines the office marked one by one are.