Journal Costs

Owned by Stephanie Pepper (e-manage|ONE)
Last updated: Oct 25, 2024
4 min read

The Journal Costs feature in e-manage|ONE allows you to apply both commissionable and non-commissionable costs to jobs, opportunities, or service tickets outside of the Purchase Order process. This ensures accurate final Profit & Loss (P&L) reporting by capturing all relevant costs, including incidental expenses, design labor, or project management time.

This feature is particularly useful for tracking costs that are not associated with a Purchase Order and Vendor Bills, such as:

  • Job supplies purchased on a company credit card.

  • Design time or project management labor.

  • Inventory or other indirect costs.

  • Internal Labor Cost

Journal Costs ensure every expense is accounted for, whether applied to a job or opportunity, so you can get a clear picture of the project’s profitability.

How to Apply Journal Costs

  1. Navigate to the Finance Menu

    • In the Main e-manage|ONE Application, click Finance from the top menu.

    • Select Journal Costs.

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  1. Select a Division and Cost Type

    • Choose your Corporate Division (if applicable).

    • Select one of the following options:

      • Orders

      • Opportunities

      • Service Tickets

      • Vendors

    Note: The dropdown label will adjust based on your selection. In most cases, you will be applying costs to Orders.

  1. Enter Journal Cost Details

    • In the first dropdown, type the Order, Opportunity, Ticket, or Vendor Name/Number and press ENTER.

    • Select the appropriate Journal Category (which can be customized by your Admin in the Drop Down List Setup; see here for additional information).

    • Enter the Transaction Date and Amount (Cost).

    • Add any Notes, if necessary.

    • Optional: If you plan to send this entry to QuickBooks, fill in the QB Credit/Debit fields.

    • Commissionable Cost will be checked by default, but you can uncheck it if needed.

  1. Save the Journal Entry

    • Click Save. Your entry will populate in the lower portion of the screen.

Reviewing, Modifying, or Deleting Journal Entries

  • To modify an existing Journal Entry, you must delete the entry and re-enter it.

  • To view existing Journal Entries, select the appropriate type (Orders, Opportunities, Service Tickets, or Vendors) and enter the Name or Project #. Press ENTER, and the related Journal Entries will populate below.

  • To delete an entry, highlight the entry and press DELETE on your keyboard.

Reconciling Costs Entered on an Opportunity

With e-manage|ONE, you can now reconcile journal costs or credit card charges initially applied to an Opportunity by assigning them to an Order once the project has been booked. This ensures that all relevant costs are captured in the final P&L reports, giving you the most accurate financial picture of your projects. Additionally, you can use this feature to manage costs that were not originally tied to a project, assigning them to the appropriate Project or Order.

How to Reconcile Costs

  1. Navigate to the Reconcile Costs Window

    • From the Finance menu in the top toolbar, select "Reconcile Costs."

  1. View Costs Pending Reconciliation

    • By default, the grid displays costs that are not tied to an Order.

    • If you need to reconcile costs that are not associated with any Project or Order, flip the "Reconcile Project Costs" toggle at the top to "Reconcile Other Costs."

  1. Assign a Cost to an Order

    • In the grid, use the "Order" dropdown in the relevant row to assign a journal cost or credit card charge to the appropriate Order.

    • The Order Name will appear in the "Selected Order" column once assigned.

  1. Refresh to Finalize the Reconciliation

    • Click "Refresh" on the top toolbar to update the grid. Once an item has been successfully reconciled, it will disappear from the list.

  1. Note: The "Commissionable" column in the grid is editable, allowing you to mark or unmark a cost as commissionable before reconciling.

  1. Reconciling Other Costs

    • If you need to reconcile costs not attached to any project or order, flip the "Reconcile Project Costs" toggle to "Reconcile Other Costs."

    • For these costs, first select the appropriate Project from the dropdown.

    • Once a project is selected, use the Order dropdown to assign the cost to a specific Order within that project.

    • Click "Refresh" to confirm the reconciliation and remove the item from the list.

Managing Credit Card Charges

If you need further guidance on entering and managing credit card charges, see the detailed article here.