VCS5
The complete business solution for job costing
Progress
Tracking
Ordered and completed quantities are automatically compared. You
can view the progress of one Job, or Jobs within a selected time
span, by viewing the status of the orders to Subcontractors and
Suppliers. An indicator next to every order shows whether an order
is incomplete, late, complete or oversupplied. You can view the
progress details with the click of a button.
Progress made with own resources is displayed graphically if you work with employees and/or teams (on your payroll or on a bonus system) and/or plant, and have scheduled them.
Pre-invoices
and Invoicing
You can create an invoice for a customer with little more than
a click of a button from the content of your Work order. You can
invoice the Work order in part or in full. An invoice need not
have the same items or wording as its Work order - it can be re-formulated.
You can also print pre-invoices to get approval on the content
before creating the invoices.
Cost
processing and allocation
Visualcost VCs5 records the actually used quantities and their
costs automatically when your staff issues purchase orders for
Jobs and Overhead centers, records waybills (delivery notes),
creates stock requisitions, assigns labor, vehicles and equipment
to jobs, records payments made and received for jobs and Overhead
centers, reconciles the bank account(s).
You can browse though the Cost and Income summary and compare your Jobs' actual costs with the costs you have allowed for them.
You can check any Job item's actually used quantities and their costs and can compare them with the quantities you have allowed. After a short period of time you will also know when an unsatisfactory result is due to excessive wastage, stock theft etc. This information enables you to make adjustments where they need be made, instead of making adjustments across the board.
Job
cost analysis
The content of your Work order is automatically shown in the Cost
Summaries of VCs5 as that which you have allowed for the Job.
Actual costs
of purchases and/or stock requisitions for individual jobs are
placed automatically next to the items of your Work order.
This allows you to examine the details of a job
1. if you are not happy with the profit
2. if you want to check if and what costs came through over and
above the allowance in the Work order.
This feature shows you how realistic your (flat) rates are. You may get the expected profit on a job but you may be loosing on some job items and make too much on others.
Call-desk
optimization
Your Call-desk can record incoming jobs, record or issue Job numbers,
select the appropriate Job item(s) and schedule your personnel
fast and easily. They can give your customers a good idea on price
and as to when the job can be attended to. The Scheduler of VCs5
shows who of your personnel or which team is available when, and
who is/was busy where. When your personnel/teams confirm the completion
of a job, the Call-desk can enter the actual time spent on the
job.
The details of the Job cards, or the Invoices that your personnel/teams
gave to the customers in case of COD, can be added to the Jobs
of which the Call-desk entered the Job numbers.
After this has been done, Invoices can be generated with the click
of a button to update the company's financial system.
Stock is automatically adjusted in case of stock usage on Jobs.
Job- and time recording of the Call-desk provides the data for
the automatic generation of bonus summaries and details or time
sheets of personnel or teams when required. This feature obviates
the need for tedious manual calculations.
Working
with Mobile Stores
You can control and replenish Stock in the Service Vehicles of
your Repair / Maintenance teams with the greatest of ease. When
recording stock usage from the Job cards or Invoices created by
your Repair / Maintenance personnel, the stock will automatically
be deducted from the stock carried by the respective Service Vehicle.
Manufacturing
Jobs
Visualcost differentiates Field Jobs from Manufacturing Jobs.
Jobs can be flagged as Manufacturing Jobs when Jobs are done in
workshops to manufacture products for later sale. Manufacturing
costs can be allocated to a Progress account in the General Ledger.
As products get finished they can be allocated to stock.
More
on Overhead centers
You can register your offices, workshops, plant, equipment, trucks,
vehicles as Overhead centers. In fact anything that you cannot
book to a specific Job. You can generally not book the monthly
replacement or leasing costs of a truck to a Job. But you have
to book something and that something should be as realistic as
possible.
You can register your vehicles or trucks and add to each a cost
and selling price per minute, hour or mile. You can include the
selling price in your quotation or Job by adding also the amount
of hours or miles.
When you invoice the Job (either partially or in full), the program
will ask for the registration number of the vehicle or truck that
was used for the Job. The vehicle or truck usage is automatically
processed to give you a monthly income per vehicle or truck. Furthermore,
all expenses (fuel, repairs, monthly replacement costs) are used
to compute a realistic rate per minute, hour or mile. If this
rate is notoriously higher than what you can sell it for, you
must look for an alternative.
The costs of Overhead centers can be added by percentage to the input (actual) costs of any number of selected Jobs so that the Jobs' net profit can be established - this would take you 3 clicks.
Other functions of Visualcost VCs5
- Assign labor and equipment to incoming jobs.
- Generate bonuses for persons or teams per value of jobs they did.
- Generate bonuses for sales persons who brought jobs in.
- Record labor time to Jobs and their cost centers in batches.
- Record vehicle / equipment time per job.
- Issue requisitions for stock required for jobs.
- Issue purchase orders for materials required for jobs if stock is not available.
- Record and manage cash received over the counter (POS)
- Remittance summaries and details of suppliers and clients.
- Record banking account transactions.
- Reconcile banking.
- Perform debtors control.
- Age analysis.
- Replenish and control stock.
- Stock inventory
- Record fuel bills fast and monitor fuel consumption.
- Manage your fuel depot.
- Import stock, vendor and client list from Excel.
- Export General Ledger data to Excel.
- E-mail and fax functions for Purchase orders and invoices.