Bulk Costing Jobs (Cost All Jobs Button)

Modified on Fri, 12 Apr at 12:22 PM

This guide provides instructions on how to use the bulk costing features within the Project Client Billing tab of our software. These features are designed to streamline the process of costing multiple Jobs attached to a project, making it an ideal solution for clearing backlogs. Using either option allows you to set the status of multiple Jobs to Costed without having to open and update each Job individually. However, it's important to note that these methods may not provide the most accurate costing results, so please consider the following information carefully.

Bulk Costing Options:

Cost Completed Jobs

This option applies to all Jobs that are currently marked as Completed. By selecting this, the following actions will occur:

Jobs at the Completed status will be updated to Costed
Services will be costed based on the Actual hours entered by the Artist or Producer
All other entities (eg Miscellaneous Costs, Shipping, Purchase Orders) will be automatically Costed

Cost All Jobs
(Includes Pencil and Confirmed)

Selecting this option will attempt to Cost all Jobs on the Project, regardless of their completion status. The system will:

Authorise and Complete Purchase Orders
Approve all Miscellaneous Costs etc
Generate and Cost new Jobs for any Costs not already attached to existing Jobs (eg Misc Costs, Shipping Costs)

Important Notes:

Accuracy of Costs: For incomplete Jobs, Resource Services will be costed based on the start and end times rather than actual hours worked by Artists or Producers. This can affect the accuracy of your cost reports
Jobs NOT included: Neither bulk costing method will affect Jobs that have already been costed OR Jobs scheduled for the future
Performance: Depending on the project's size and the number of Jobs to process, the bulk costing operation may take some time to complete
Permissions: Users must have the ‘/projectMaintenance’ permission approved either through their Security Template or directly to their user profile to perform bulk costing

How to Use the Cost All Jobs Button:

Open the desired Project
Go to the Billing > Client Billing tab
Click Not Costed on the left side (The Cost Jobs box will appear on the right side of the screen)
From here, you can choose to cost all completed Jobs or cost ALL Jobs.

Recommendations for Accurate Reporting

For the most accurate reporting of Artist times and costs, it's recommended to Cost Jobs individually. This ensures that actual work hours and costs are accurately captured and reported.

By following this guide, you can efficiently manage the costing of multiple Jobs attached to a project, helping to clear any backlogs. However, keep in mind the limitations and requirements outlined above to ensure the process meets your project's needs.