Estimate vs Actual Cost Report

Estimate vs Actual Cost Report

To print the Estimate vs Actual Cost report, click on Reports in the shortcut menu, then click on Job Summary Reports, then click Estimated vs Actual Costs Report.

The Estimate vs Actual Cost Report compares estimated costs to actual costs.

Estimated costs are entered in the Edit Estimate form. Actual costs are entered in the Job Progress entry form, or, if you are using QuickBooks integration, in the Enter Purchase form and the Enter Labor Hours form.

The estimated and actual costs can be compared for one job, or for all jobs.

The Estimate vs Actual Cost Report request form has the following prompts:

Include All Jobs:

Check to include all jobs. This will enable the prompts below to allow you to select jobs to include by job type, status, or project.

Job Type:

Select the Job Type of jobs to view, or leave all Job Types unchecked to include jobs of all types.

Job Status:

Select the Status of jobs to view, or or leave all Status' unchecked to include jobs of all status'.

Project:

Select the Project of of jobs to view, or leave all Projects unchecked to include jobs of projects.

Print By:

Select the order in which to print the job items:

Job Type - prints job items grouped by Job Type. You can assign jobs to different job types in the the Edit Job form.
Job Phase - prints job items grouped by Job Phase.
Item Structure - prints job items arranged in the structure that you used in the Edit Estimate form.
CSI Code - prints job items grouped by CSI Code.
Cost Category - prints job items grouped by Cost Category.

Total By ...:

Check the Total By Item box to report totals by Job Phase, CSI Division, or Cost Category only:

Display:

Check "Costs Only" to display estimated and actual costs without markups.

Check "With Markups" to display estimated and actual costs with markups.

Include Allowance Items:

Check the Include Allowance Items box to include Allowance Items in the report.

Include Incomplete Items:

Check the Include Allowance Items box to include items in the report that are not set to completed status (in the Job Progress form)

Show Cost Transactions:

Check the Show Cost Details box to show the item count and cost, and to list purchase transactions and labor hours that constitute the actual costs displayed in the report.

Cost transactions associated with items are listed under the item in italics.

Purchase transactions are entered in the Enter Purchases form. Labor Hours transactions are entered in the Enter Labor Hours form.

View button

Click View to view a print image of the report. This will display the report in the report viewer form.

Print button

Click Print to print the report.

Exit button

Click Exit to close the form.

The Estimate vs Actual Cost Report listing report has the following columns:

Job Item

The name of the job item.

Est Count

The estimated job item count.

Unit

The job item count unit.

Est Cost

The estimated job item cost per unit.

Est Ext.

The item estimate total: count x cost. This amount includes the item markup percent, and the job markup percent.

Act Count

The actual job item count.

Act Cost

The actual job item cost per unit.

Act Ext.

The actual item total: count x cost. This amount includes the item markup percent, and the job markup percent.

Variance

The difference between the estimated and actual item total. Positive number means Actual > Estimated.

Separate Cost Categories

If you estimate item costs separately for more than one cost category (materials, labor, equipment, subcontract, other), then:

The "Variance" column for that item will be blank,
Separate lines will be printed directly below that item for each cost category, and
The "Variance" column on the subsequent cost category lines will display the variance amounts for the each cost category.

See How Do I... Track Job Costs for more information.