 In this presentation, we're going to take a look at custom reports, customizing reports, specifically looking at the grouping of certain reports, including the grouping of areas and the cost of goods sold into the categories of direct materials, direct labor and overhead. Get ready because here we go with zero. Here we are in our job costing company dashboard. We're going to start off by opening up our favorite report or one of our favorite financial statement reports, that being the income statement. Let's go to the income statement this time. That's where the grouping of the cost of goods sold that we've been entering into the system has been formatting within. So we're going to be having the date for 2020 and then we can see in the income statement all the data we've been putting into has basically been going into the cost of goods sold accounts. We've got the revenue cost of goods sold. Now we may further want to group this cost of goods sold by the major groupings like direct materials, labor and overhead. We talked about this briefly before, but I want to spend a little bit more time on it because it is an important factor and it's kind of comparison to the grouping of something like in something like QuickBooks, if you use the QuickBooks where they use those sub accounts and again there's pros and cons to using the sub accounts here. Basically we can use this editing layout which has more flexibility with the editing layout and it might be a little bit more confusing to figure out the reporting of it. Obviously it's more confusing to do the reporting because you have more flexibility in the reporting but then you have more flexibility with it and then the sub accounts you have to worry about being able to set up the sub accounts properly and then unsubbing account or subbing account could get kind of messy after a while. So again they both have their pros and cons. So in any case our goal here then is to say I'd like to take these cost of goods sold numbers and I'd like to be able to group them into the subcategories and direct material, labor and overhead and then possibly even compress that further down to only having those subcategories. So let's consider this. We're going to go to the edit layout. So we'll go into the edit layout down here. Now what I'm going to do is I'm going to pick all of the items and cost of goods sold that are going to be under the direct labor, the direct materials first. So the cement, the tile, then we have the, there's nothing in cost of goods sold. This was given to us by the system. I'll just add that there too. There's no number in it. Direct depreciation is going to be overhead, direct labor, no direct materials. I'll pick that up. The dropped ceiling, I'm going to pick that up as materials, flooring is materials. And notice I'm holding control by the way down to pick multiple items here. So I'm adding them at the same time. Direct labor is labor, then indirect materials. That's going to be overhead. Marble is going to be materials. Overhead's going to be an overhead. I want to pick up the paint, wood stain. That's going to be materials, the plaster, not the rinse, because it's going to be overhead. The staff, which is an artificial stone, we're going to pick up the stucco. We're going to pick up the surface finishing. We're going to pick up not the utilities, but the wall covering. We want that and the wood finishing. We're going to pick that up as well. So all these items, and again, I'm holding control down to pick those items up, are going to be included in materials. Therefore, I want a subcategory. I want to pick a subgroup. And so I'm going to go over here and say, I'd like to put those into a subgroup. And the subgroup is going to be called the direct materials. Materials, direct materials. And there we have that. And so now you have that subcategory. And it acts a lot like, if I hit this little triangle, it acts a lot like a subgroup in a QuickBooks type of software. And then I'm going to do the same thing. I'm going to hit the little triangle so I can minimize it for now and then go into the next grouping, which is going to be the grouping for labor. Let's go to the labor. So I got direct labor here. And then I have direct labor. Is there any other direct labor? I think that's it. We have one direct labor. OK. I'm going to add a group anyways, because I want it to be in the same format of the grouping. So I'm going to say, I want to add a group, even though there's only one item in it. And I'm going to call it direct labor. And then I'm going to say tab. So there we have that. So then we have the direct labor. And then I'm going to minimize that group for now. And then everything else is going to go into overhead. So I'm going to pick up the depreciation up top. So here's the depreciation, holding down control, indirect labor, indirect materials, overhead, rent for the jobs, utilities for the jobs. And all that is going to go into overhead. So then I'm going to group once again. Going to put that into over, overhead. And then that'll be that group. So there we have it. And then if I could minimize the group here, just like you could see, the minimizing factor and something like a QuickBooks, where you have the minimizing. But the minimizing is within the editing field. In other words, if I want to see all of them, I can untriangle them. I can open up the triangle to see the dropdown. So there's the dropdowns. So there we have those items. So that looks good. And then I would say done over here. I'm going to say that's done. So we'll save that item. And then if I scroll down, now we've got that grouping. We've got the cost of goods sold, and then the subcategory of the direct materials, total direct materials, then the overhead, total overhead, and the direct labor, and the total direct labor. So, and notice you have a little bit more even flexibility here in that you can actually, you can actually adjust the, the which items come first on here. You notice it's not in alphabetical order, in other words, within the cost of goods sold necessarily. I can, I can read, I can readjust these items, which again, it's a little bit more flexibility than you have in something like, like QuickBooks, which has a set adjustments. In other words, within this category, you'd have to adjust it by either account number or you could sort it by the amount over here or else it would be the default within the category of alphabetical order. In here, we can go and edit the page layout again. And if I wanted to make adjustments within the categorization, I could, I could do so. Like if I want costs to get sold up top, if I happen to have anything in there, I could put it up top. Or if I want the direct materials up top, I could put the direct materials on the top line, even though it's not in alphabetical order there. I can minimize, I can minimize this. And if I want the direct labor category to be above overhead, which I do, I'm gonna pull that up there, right? And then I can, so you have more flexibility to actually manipulate the reports in this type of fashion with this system. Then if I wanted to collapse the columns, like you might see like a summarized type of report, I could do so here. Now I just do it in this setting and then I'm gonna say, okay, done. And then when we jump back over to the report, it'll have them collapsed. So then if I scroll down, we then have the collapsed report, kind of the summary type of report. So you still have that kind of collapsing and un-collapsing. It takes a little bit, like I said, a little bit more time for the editing than with the sub-accounts, but like I say, frozen cons of that format. Now then once you have this set up, you could save this. So you could say, I'm gonna make this a custom report and call this basically a custom income statement. Custom income statement. Spell it right here. And then make custom report by the, so I'm not gonna make it the default one, right? You could, but I'm just gonna make it a custom income statement. And then I'm gonna say save. And that's one way that you can then not mess up the default income statement, which I wouldn't. I would keep the defaults for the system always there and then put the customs in another location. Then if, let's go ahead, if you go to the accounting dropdown and say I wanna go to my reports, we can then go to the custom reports here and there's our custom report. And we can even put this little star button and if you put that star on it, it'll show up in your main report. So you may want to use it as your primary income statement. Meaning you may put a star next to that one and remove the star next to this one and use it all the time. I would just always keep the default settings as kind of the building block or the base report that I wouldn't change, even if I don't use it as my primary income statement. That's just my opinion on it. And then, so then you can go back into here and of course that will open up your custom report and there you have it. And then you can do the adjustments on that. So like I say, the more I look at it, I really kind of like this in a lot of ways. It does give you a lot of flexibility within the report to do things that you wouldn't be able to do otherwise without like exporting it, right? Some of these kind of formatting options are not, they're not just kind of set built-in kind of options. You could go in there and do a little bit more on the report and you can add columns and stuff within the report in a bit different way, a little bit more flexibility oftentimes. So then I'm gonna right click on this tab up top. Let's right click on this tab up top and duplicate to this tab. And then let's go back to the tab to the left and now let's take a look at our reports for the project. So I'm gonna go to the accounting dropdown and we're gonna go down to the reports here. We wanna take a look at our project report. So I'm gonna scroll down and once again we have our detail report and the summary report. Let's first just take a look at the summary report. I'm gonna go into the summary. We haven't spent as much time with the summary report. And notice you can check that the items up top, you can take a look at all reports here and that'll pick them up. I would always keep this date as the end date and adjust the filters to adjust the date range. That's how I would think of it at this point. There's our jobs 16, 14 and 15. Then if I go back up top and I said, and notice if you're saying, hey, it's ordered in a funny way. Well, you can adjust the ordering of these reports which is nice. I could adjust it by project. I could adjust it by cost actual here and then the un-invoiced actuals. So this one actually had a total amount that was invoiced, which is the 191, 140 because we actually invoiced out job number 14. That one's in essence gonna be closed. So let's experiment with the status up top. If I go up top and I was to try it, if I was to say, okay, I wanna uncheck all of them and I just wanna look at the in-progress jobs and then update that report, you would think that 14 could be removed. Is it how can we set the settings to remove that item? So let's take a look at closing that job and then we can use this filtering option. So I'm gonna go back up top. I'm gonna right click on this tab, duplicate this tab. Gonna go back to the tab to the left. We're gonna go into the projects area. I went into all projects and then we wanna go into job number 14, job number 14. And now I'm gonna change the status of the job. I selected the three little dots to the right-hand side and I'm gonna check it off as closed. So I'm gonna say this job is gonna be closed and then if I go back on over to the project summary report and we update this report, let's update this report. Now we see job number 15 and job number 16. So that's a great tool to be able to sort between the items that are open and closed. I'm gonna go back up top and I wanna show all jobs again. So if we go then into the all jobs and we scroll back down, also note it's nice to have the date of it being closed as well. So that way we could see the jobs that are open and we can also see the jobs that had closed in the current time period. Let's go up top and I'm gonna go back to the prior tab and go back to the prior tab and then go to the accounting dropdown and then go to the reports so that we can open the other report which is gonna be the detailed report. So if we scroll back down and we take a look at the project detailed report, we have the similar formatting here where I could take a look at all the items again. I could say update and we could take a look at all jobs whether they be open or closed and then we've got our three jobs, 14, 15 and 16 and then we could do the same kind of toggling. I could toggle back and forth and say I wanna just take a look at the jobs that are in progress. So we can open up the in progress jobs that'll filter it down to 15 and 16. Now note that we can hear we can use the date filter as well. If I only want the information that's gonna be in the current time period and so that I could tie it out to the income statement I could take the jobs and I can edit the report over here. We can edit the report. I'm gonna add the date once again that's gonna be the date of the items that are in the detailed report. I'm gonna be adding a filter. So we're gonna add the filter and this time I'm gonna add the date filter. So I'm gonna add a date filter again and this is for the activity that is happening. So now I just wanna take the activity that's gonna be in January and I wanna take that out for just January it's the only activity that we have and so it's not gonna include anything in the prior period. Update that. Now if I update that and I only show the current jobs that are open then notice it's not gonna tie out here to the income statement. If I go back to the income statement to the right and scroll down you would think it would be at that 425-518. Why? I'm gonna go back to the projects tab to the left cause I had projects that were closed. So really what I'd like to see then is I'd like to say, okay I'd like to see all projects and I'm gonna say update and I wanna consider the projects that had activity in the current time period as well. So notice job 14 had activity in the current time period and that'll be able to pick up that information. Now we're at the total of, what's the total over here? We had the 425-518 and that's going to be the, actually that's not right. It should be, I'm back over to the income statement, the 674,000. So if I go back to the projects then and scroll down, we're at the 674. So there's the total of the 674 showing just the data, the information that's happening in the current period. So in order to do that you have to include the jobs that were open basically in the current period. So between these two reports, between the information, the data report that shows the activity where you could see the activity and break it out by time period and the project summary report where you could see the total costs for the job and compare that to the amounts that have been invoiced and so on and so forth for the total job as well as see the close date. Between those two reports, you have a lot of detail to work with and know exactly where you're at and work with that kind of, the issues with that cut off period and thinking about the jobs that are open in the prior period that were still open this period and the ones that started this period and when those items had closed. So that's gonna be it for now. Let's get out of here.