Actual Other Costs

The Actual Other Costs section of the Work Order Costs page has cost records displayed if estimated other costs were defined the work order. These actual cost records will only have values for estimated costs; the actual cost fields are initially blank. The actual cost fields are typically updated by modifying the records on this page.

Alternatively, the option in the Complete/Close window to set actual other costs equal to estimates will update these records with actual cost, based on the estimated values. For example, if an estimated other cost record is created with a cost of $100, the initial actual other cost record created will show the estimated $100, but will have no value for actual cost. If the Set Actual Other Costs to Estimates option is used in the Complete/Close window, the actual other cost record will be updated to reflect the actual cost of $100.

The option to convert estimated other costs available in the Complete/Close Out process resets the records displayed in the Other Costs section of the Actuals page. The conversion option creates new actual cost records based on the information stored in the estimates, resulting in the deletion of any manually entered records. To ensure that no important data is lost:

  • If you use the Actuals page to enter other costs, you should NOT use the conversion option available on the Complete/Close Out Work Order window.

    This means you should not use the Set Actual Other Costs to Estimates option.

  • If you plan to use the conversion option available on the Complete/Close Out window, do not add any manual other cost records until this process is complete.

For more information about these conversion options, see Complete/Close Out Work Orders.

ClosedField Definitions

The following fields are displayed for actual other costs:

  • Name: A brief description for the cost so that it can be easily identified in the Other Costs table.

  • Company: Company with which this item is associated; such as a vendor.

  • Estimated Cost: The estimated cost for this item.

  • Actual Cost: The actual cost for this item.

  • Mark Up: A markup for the cost.

  • Charge: The chargeable rate. This amount is calculated by multiplying the cost by the designated mark up, if applicable. If no markup is applied, the charge will be the same as the cost.

  • Total Other Costs: The last row of the Actual Other Costs table displays the total costs and charges for these items.

ClosedAdd Actual Other Cost Records

  1. Click Add.

    The Other Costs (Actuals) window opens.

  2. Enter a description and cost, and modify additional information as needed.

    The company, labor, account, and category should only be entered if they are needed.

    The cost and markup rates can be entered as needed. The charge rate will be automatically calculated when the cost and/or markup rates are entered.

  3. Click Apply.

    The Actuals page appears.

  4. Click Save.

ClosedModify Actual Other Cost Records

  1. Click the row for the cost you want to modify.

    The Other Costs (Actuals) window opens.

  2. Make your changes.

  3. Click Apply.

    The Actuals page appears.

  4. Click Save.

ClosedRemove Actual Other Cost Records

  1. Click the check box to the left of the actual other cost record you want to remove.

    A check mark appears, indicating the record has been selected.

  2. Continue to select any additional records you want to remove.

  3. Click Remove.

    The actual other costs records will be removed.

  4. Click Save.

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