Reallocated costs

The read-only list of every subcontractor invoice line whose cost the office or the automatic rule put on a job, moved, 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. When the office decides that a line's cost belongs to another job, or to no job at all, that decision is kept beside the line. Reallocated costs is where you read those decisions back.

It answers the accountant's 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.

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

Nothing can be changed here. To allocate, undo or mark as overhead, see Allocate costs.

You get to the list in two ways:

• The menu: Crew, then Reallocated costs.
• The All reallocated costs link in a job's Margin section, beside Subcontractor costs moved by the office. It is there when the job has moved costs. See Moved costs.

The words Crew and Subcontractor may be different in your company.

Who can use it

The list is only there while the Job margins and job costs switch is on (Settings, Features). When it is off, Reallocated costs leaves the menu for everyone, the accountant included. Nothing is deleted: the rows are back when the switch is turned on again. See Job costs and margin.

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 (the Costs are overhead, not job cost switch on the person) does not put rows in this list. Only a change to one line does.

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.

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.

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 below it, on your company's clock:

• "{person} moved the cost. From: {job}. To: {job}. Reason: {reason}"
• "The automatic rule counted the cost on a job. From: {where it was}. To: {job}. Reason: {how the job was found}"
• "{person} put the cost back. From: {job}. To: {where it was submitted}. Reason: {reason}"
• "{person} marked the line as overhead: it counts in no job margin. Reason: {reason}"
• "{person} took the line out of overhead: it counts as a job cost again. Reason: {reason}"

Jobs are named as site, then job title. A line submitted with no job reads Site only: and the site, or Not allocated. A deleted job still reads by its name. Only a job removed for good with Force delete reads "a job that no longer exists".

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

Who sees it: owners and admins in the office, and the accountant in the accountant panel. Owners and admins find the same History in the ⋮ menu of a line in Allocate costs and on a crew invoice's Lines tab. 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. See Allocate costs.
• The same moves show per job in the job's Margin section. See Moved costs.
• The crew invoices themselves are unchanged. See Crew invoices.

Common mistakes

• No Reallocated costs in the menu. You are not an owner, admin or accountant, or job margins are switched off.
• Looking for a button to undo. This list is read-only. Undo a reallocation or an overhead mark from the ⋮ menu of the line on the crew invoice's Lines tab.
• A column is missing. Type, Submitted against, Invoice no. and By only show on a wide screen. Widen the window.
• 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.
• 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.