JC CASH FLOW VARIANCE REPORT

Question

the JC CASH FLOW VARIANCE REPORT is very helpful to me, It's part of the efficient report of overseeing all the running projects. however, I've not been able to figure out how DOLLARS PAID is formulated. why is the figure always higher the YTD COST on the WIP or the TOTAL COSTS on the JC. can anyone help? Thank you!

Art Minds · Answer

"Dollars Paid" is a transaction type in the JC Transaction file. "Dollars Paid" transactions are created when a check or electronic payment is made against a cost invoice, 
 The detail data captured in the Transaction record for a "Dollars Paid" transaction includes the Vendor ID, Invoice, Distribution Sequence, Commitment, Commitment Line Item, Bank Account and Check Number, among other detail, including the Accounting Date (the date of the payment). 
 By now you've probably deduced why YTD COST can be different than DOLLARS PAID. Hint: A cost invoice (YTD COST) could be entered with an accounting date in a prior year, and the payment (DOLLARS PAID) transaction could be recorded in the current year. 
 Art Minds Senior Independent Consultant Pasadena, California Serving Sage 300 CRE clients nationwide art.minds@artminds.com 626-792-2477

Art Minds · Answer

Lily, to answer your question requires access to your data files. You would need to examine the Dollars Paid transactions and Cost transactions in your JC Transaction file for this job. When you run the "Cash Flow Variance Report" there is a checkbox to "include extras". Be sure that is checked. Have you moved any transactions to history? Could there have been some negative amounts entered in JC > Tasks > Enter Direct Costs? 
 I suggest you go to the JC > Reports > Entries and select "Entries by Job". You will run this report TWICE. Leave the "Date from" and "Date to" blank to include ALL transactions (you may have. a transaction with an unexpected or irregular date, and this will assure you pick it up in your report). 
 1 On your first run of this report, select "Transaction Type "Costs" from the drop-down list and use the "Ranges" button to select your job 22-018; This report will show you the cost detail transactions and should total the amounts your other report show for JTD Costs. 
 2.On your second run of this report, Select "All" from the Transaction types drop-down list, but then click the "Conditions" button, and in the pop-up box that appears, click the "Add" button without changing anything else. In the next box that appears, under the "JC. - Transaction" panel at the left scroll down and select "Transaction Type", then in the center panel be sure "Equal To" is selected, and in the right panel drop-down list, select "Dollars paid" and click "OK". Click OK twice and then Preview and print your report. 
 Compare the totals and the detail that appears on both reports to find the reason for the difference in totals of Costs vs Dollars Paid. 
 Art Minds Senior Independent Consultant Pasadena, California art.minds@artminds.com 626-792-2477

Art Minds · Answer

Lily, 
 When I replied earlier to your most recent message, I failed to notice your attachments. As your attached report of "Dollars Paid" transactions shows, "Dollars Paid" for Cost Code 1-033 Project Labor totals $5,687 while the Cost entries totals $13,317.35. Only category "LS" originated from AP and is included in the "Dollars Paid" transactions, although it is coded as "Labor" cost. When I total the "Dollars Paid" transactions on your detail report, your actual "Dollars Paid" total is $15,240.27. The earlier report you included showed "Dollars Paid" as $28,070. That amount shown on that report takes all Dollars Paid transactions and adds Payroll cost. As you can plainly see from your transaction report showing "Dollars Paid", Category LS totaling $5,687.50 is already included as "Dollars Paid". Therefore, when the total Payroll cost of $13,317.35 is added to the Dollars Paid total of $15,240.27, it is overstated by $5,687.50. 
 Therefore, if it is standard operating practice in your company to code amounts originating in AP as "Labor" costs, then your reports will all be overstated in terms of "Dollars Paid" by the amount of Labor costs originating from AP. 
 You may need to customize your reports to reflect your current operating procedures or no longer code AP entires to a Category that accumulates as Labor cost type. 
 You can review the accumulated totals on the job by going to JC > Setup > Jobs and selecting the current job. Look at the amount shown under the "Dollars Paid" heading on the "Cost Totals" and "Cost Totals (Extras)" tabs. Add them together to confirm the total JTD Cost including Extras. Then look at the "Dollars Paid" tab and "Dollars Paid (Extras)" tab to see the distribution by cost type of the accumulated "Dollars Paid" amounts. Note the amount on the Labor line. Then texamine is the "Accumulation Period Totals" and "Accumulation Period Totals (Extras)" under the "Labor" column. That is the amount that is added to the accumulated "Dollars Paid" (including amounts already reported as Dollars Paid because the cost came from AP as cost type = Labor". 
 I hope this helps you understand what is being reported on the standard reports you are using. 
 Art Minds Senior Independent Consultant Pasadena, California 626-792-2477

Art Minds · Answer

Lily, 
 Your reply ignores the details I provided in my later reply below. Please see for details. The difference between your $22K total cost and $28K Dollars paid is explained below, and solely accounted for the the double addition of the "Labor" costs generated from AP. That amount is added to the amounts from Payroll in the "Labor" cost type accumulator. Therefore, the AP Dollars Paid is double-counting some of the "Labor" cost accumulated amounts that is being added to the AP Dollars Paid. 
 Art Minds

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