Create an Invoice for Graphic Design Work for Research and Development

Invoice for graphic design work for Research and Development

when uh Marcus and I work as a team quite often and we're we're talking to you know prospects and customers alike all the time and we often get asked about these three topics right here you know how to capture product development and setup cost you know you may have um scientists or people in the lab you know concocting new concoctions you may have tooling or new equipment costs it can be pretty expensive you know to roll out a new product and it's important that you can capture those costs some of our clients like to build those cost back to the customer second is just managing you know the process for managing those new formulas or recipes and more specifically you know how to build out the proper costing for those items for those new items that you're creating but that then that leads hand in hand into the third item is that if you have a proper handle on the costing then you can determine the margin that you need or want and develop proper product pricing so what we're going to show we this a live demonstration session so we are going to feature Microsoft Dynamics 365 business Central I should call that the project accounting module it was called jobs for 20 years so it's taken me a while to get to the new nomenclature and call on it projects but uh you'll hear us probably referred to both so jobs or projects it's the same thing within business Central um and then yavon prob batch is a series of extensions that extend the capabilities of Microsoft Dynamics 365 business Central and specifically today we're going to look at the research and development and the costing modules so with that Marcus take it away all right thanks George yeah and I think the the terminology with projects and jobs I it's not all switched over yet jobs again was the older term uh projects is the new term so if you're familiar with business Central or or even nav and uh think jobs project again is that new term so just want to point out that um I do have extensions installed inside of business Central so um it's the it's the advanced business Central the Premium Edition so we've got manufacturing installed that sort of thing but I do have uh extensions from yavon installed so if you're familiar with business Central and now see some additional functionality what we're talking about today really is is um uh not all of it is base functionality so not going to probably distinguish those components we'll just talk through uh the pieces that are available okay so let's look at a a project so the the scenario here would really be um uh the scenario where you want to capture those the cost of going into the the new product development so it could be new it could be a change product doesn't really matter um this also could be um limited to maybe internal cost tracking around that R&D that product development but as George said if you if you do want to bill um for those Services it could be a flat fee whatever um I'll actually just show you how you can actually do some billing um to the customer with that as well so let's talk a little bit about the structure of the project and this just some samples obviously it can be changed uh in general en I've got a a project number description and then I've got a customer that's associated with the project down here at the bottom then I have a series of of what we call tasks so tasks are really up to you to determine what terms you want to use for tasks or uh some people would call it maybe a work breakdown structure that sort of thing but it's allowing you to um under the the project itself uh put categories of revenues and costs together if you want to do that nice thing about business Central is we do have the ability to copy from um almost like a template job uh type scenario so if you have uh a standard set of tasks that you want on all of your R&D projects um you actually could just copy those into the new uh the new project if you will don't need to create them manually okay all right so for each of these oh so Marcus on here so we can capture both like AP invoices or Machinery costs as well as the cost of people or labor and combine that all into a total cost yeah exactly so let me drill One Step deeper here so I've got this uh prototype development task line and I'm going to go into my budgeted costs of that and these are what we call uh planning lines so under the planning line I have the ability then I'm going just edit this list so we can look at the drop down I've got the ability to essentially put a budget together if you will um and and the budget can consist of resources so those could be people or machines um sometimes people our clients will use a role Ro so maybe I don't know if Catherine's necessarily going to work on it but I do want to budget labor associated with this this development effort so could be a single person or could be like a role for example um I could do GL accounts so if I'm doing uh purchasing transactions and that sort of stuff I can accumulate those costs against the the project using a GL account I also have the ability to do items here so if I'm if I actually know what maybe the bill of material is going to be or something like that and I want to do budgeting around um the inventory items I can do that as well budgets can be um they can consist of both uh costs so obviously that's the cost expense side of things they also could have a price associated with them so in the scenario that uh we Illustrated where you may want to charge the customer for the work that you're doing Etc I can put a budgeted price associated with that as well so that price could be a labor rate it could be the item itself could be a flat charge maybe there's a you know you're going to charge $5,000 for project development or development or something like that doesn't really matter what kind of cost you have Associated as it relates to price you just have a fixed price on it we could do that uh as well on this so I put some budgets together in here so for example around the product marketing side I know that I've got some uh PR and agency fees I've got some advertising development that's going to come in here so that's at the GL account level I showed you I had uh labor that went into that um uh cost I could have specific um items that I'm going to purchase um for uh for the develop vment of this product doesn't really matter but those are the components that I have the building blocks in there okay so what that does is it will initially set up uh a budget again cost uh perspective this is a roll up then for the whole uh project itself the rest of these uh dropdowns uh allow me to track the activity then and I'm going to actually go into AP and show you where this gets uh set up in a bit or actually where it gets processed in a bit but this is looking at outstanding orders so those would be uh maybe purchase orders that I have in the system um they could be um labor so if I have time entry and I've got time that's now associated with this project it's not actually charged to the project yet it's maybe a a time card in process I can see those things as outstanding orders actual costs then are going to be transactions that have actually posted to the project at this point so it would be you know purchase transactions that have been processed Etc that are are there and then I have this billable amount which is showing me essentially my Revenue budget so in this case I'm going to build a flat fee of $5,000 I'm not doing any thing on a time and materials basis or anything like that invoiced this is going to be my AR side of thing so it's going to be able to show me what if I actually build the customer for uh at this point so that's sort of the the breakdown of of each of those uh components um I want to talk a little bit about uh pricing as well so I have the ability to set up price lists and in this example I'm setting up um I set up a price list for all projects but I like to go in here and just talk about this I can do pricing um as it relates to a resource a resource Group I can do pricing around inventory so it could either Drive the price based on um the item setup itself I can also do things like um expenses so if I had Freight maybe that comes in I've got the ability to maybe do a markup so that's a cost Factor markup uh for those expenses so if it's a sort of a Cost Plus scenario on on the project itself I've got that ability to do that so some fairly um flexible pricing options again if you're just doing a flat fee for the development work that's easy just put that one line in there but we can do uh sort of a tnm accumulation of costs as well if you want to in terms of billing for the customer so some nice features there if you want to again it's not just limited to an inventory item it's that pricing around uh maybe direct expenses let's say from a GL perspective or uh resources as well okay so let's actually go into um an AP invoice and I'm just going to go to a purchase invoice itself so purchase invoice is going to be my um my purchase document so I get a a vendor invoice for example I'm going to pick my vendor so it's going to come from graphic design Institute I'm going to sort of bypass the rest of the setup here around this but I'm just going to go to a GL account number this is I could do an inventory item um really kind of whatever I want here but I'm going to say it's a PR item and so I'm going to charge that PR add agency account number and and I'm just going to do one at uh I don't know $350 they worked an hour or something on this over here on the right then at the line item level this is where I would identify then that project the task so if it's going to go into that product marketing budget line and then I can actually go down to the planning line itself connect the what we would call usage to the uh budgeted line that I have on my project so now I'm incurring actuals that are are being booked against the uh budget if you will so I can click on that add it to my project and then that now is uh charging uh that expense to the project so really from a AP processing perspective it's just those a couple of additional fields that are available to us from a purchase perspective uh I'm just going to pull up a purchase order what you'll notice is that the line item uh on a purchase order will also allow us to capture a little bit further will also allow us to capture the the project task and in that planning line uh as well so either a purchase order in terms of committed cost or the purchase invoice in um the sense of actually incude cost all right so that's sort of the the project side of things the project can be associated with a development recipe if you want to so tie those together doesn't have to be but um you we do have a direct connection if you want to uh connect those together well and a couple if we had all the time in the world today too we could we could keep on going uh some other things that people do ask us about are requisitions you know do can we have a requisition you know system and yeah there is a requisition plugin we can use that works pretty nice um where people don't have to be a purchasing accountant in order to request something they can do a basic request and then have um have the purchasing accounting folks make sure everything is coded properly and then also we we you know if we're getting new equipment we can set that up as fixed assets we can you know create maintenance schedules for that as well and we could spend a whole hour just on equipment maintenance is but yeah there's a lot to offer so yep I I I forgot to show the the create sales invoice if you're actually building to the customer that's a process that's run off the project itself so that's where that piece of it is excellent okay well that was amazing Marcus look at the R&D item next so uh in essence um an R&D item if you're familiar with business Central um is from a setup perspective the same as an item so when we look at feature function ality that I have available to me as I work with an R&D item it's identical so uh lot tracking serial tracking unit to measure conversions I actually can do pricing around that I can do a replenishment system I can do planning I've got the same base capabilities as business Central that still apply to an R&D item so an R&D item just allows me to segregate that item um uh from the rest of the items if I wanted to okay but from a again feature functionality perspective I've got the the ability to do the same things to it if I'm ready to then take this item that's under development actually turn it into an item there's just a button there that says convert to an item it just moves it from an R&D item to a regular item again the feature functionality around the R&D item is identical to the base inventory setup of the system okay let's look at an R&D recipe then or a development recipe and what this allows me to do is to um in essence uh work with a manufacturing specific so again that's a eavon term with manufacturing work with a manufacturing specification to um create a new item so in this case I can tweak the recipe I could tweak the routing I could uh swap one item out for another item but it allows me again to to work with that development or work with the development recipe as I'm doing the R&D and developing the product okay if you're familiar with manufacturing specifications and really Manufacturing in General within business Central the development recipe works exactly like that manufacturing specification so there isn't limited functionality I've got uh again lot traceability that comes that flows through the the product just like it does with the base product um I can still do quality so if I'm I'm looking at the Avon quality module I still can do inspections I can still have uh all of that same functionality around that development recipe but this is just going to allow me again to segregate um the development recipe from the rest of the functionality of the system okay what's really nice about both the de velopment recipe and the R&D item is my manufacturing processes within business Central don't change so I can create a production order for the item that I'm manufacturing um I can run it through the same manufacturing processes that I do with my other items so from a a shop floor perspective um I don't need to do something different just because it's an R&D item okay the same is true on the purchasing side so if I have uh raw materials that are really uh part of the R&D development recipe and I don't maybe they're R&D items even if they're raw materials those raw materials can still be on the development recipe as R&D items I can still purchase those so I don't have any limited functionality from a purchasing perspective either uh in terms of of buying those items getting them into stock um running them through my process having them available on hand Etc okay so it's a designation but the the functionality within the system is identical uh to what I'm I'm working with with regular inventory items yeah one of the things I I know our clients have really appreciated about this module it's like a playground you you can't screw anything up because it is segregated and it's not going to do any harm to your production environment but when you are ready to push something to production it's just a matter of pushing a button um because it is all the same it's just a separate separate safe space I guess if you want to call it that yeah exactly um well I do have the ability to do a recipe comparison too uh what that would actually do is it's going to do I don't have that set up but it would it'll pull up and actually compare the two recipes so how are they different um are their units different if there's more or less of a particular product if this product didn't exist in one and it now exists in the new uh that sort of thing so just a a visual sense of what those uh what those comparisons look like okay the other component or the next component um in this is really around item costing and what item costing allows us to do is first to create create uh what we call Cost schedules so uh if you're familiar again with business Central if you think about financial reports this is sort of similar to the way Financial reports work except it's around inventory costing and I'm going to open this one for manufacturing costing but this allows us to do is to create a cost schedule and um the cost schedule allows us to pull components from uh elsewhere within the system so it could be um item information it could be work center or machine Center information that's being pulled into a cost schedule and then I can do some projections on this so if I've got let's say raw material cost and I should say this this uh this cost value actually is an added field on the inventory item it's on the uh work center and on the machine Center as well so as I'm pulling those components into uh This what I have the ability then to do is for example on my raw materials I can then go in and actually set up a a cost schedule for my raw materials and I could say uh maybe in six months I anticipate a 12% increase on this particular type of item maybe on my packaging materials uh you know I only anticipate maybe a 2% uh uh cost increase on on those types of things if I had another type of material maybe I'm projecting a cost decrease on those materials so the cost type allows me to categorize those inventory groups if you will and then do those future cost projections either uh some sort of increase or decrease of that cost same thing works with my uh costing groups around my uh work centers so maybe for my production work centers I'm I'm anticipating a three or 4% increase but again maybe my packaging department or my QA department is going to be different so maybe QA I'm anticipating an eight or 10% increase you get the point I can do those I can do those cost projections what I can do then is take the costing schedule and apply it to to an inventory item something I'm going to manufacture at a particular date so that's important because what I'm doing based on that date is I'm taking those cost changes that I'm anticipating and applying them to the cost schedule okay so in this case this is just looking at at costs um I can actually use this to drive pricing as well so if I look at this one the top of this cost schedule is identical I'm looking at the the routing and the the bill of material and I'm applying you know these these factors to that what I can do down here is I can actually set up and and do um a a sales price or a price change or projection if you will uh on this inventory item pulling the same data into the system and then I can say well I'm looking at a particular target market margin and instead of updating a future cost I actually want to update a price so both from a price perspective and a cost perspective uh I can leverage this information all right it comes together in this item costing um section and what I'm going to do is I'm going to do a new one just so that we can see how this works and I'm going to come in here and I'm going to calculate this for um my uh sandwich actually I did that already um so let me delete this one I'm just going to calculate it quick so that you can see that it works and I have my sandwich all right so what this allows to do is to look at it for a specific location or a specific manufacturing specification so if you had some cost variation based on that information you can you can set that up I've got the ability to look at that date so what this is doing is if I'm saying well I want to know what the cost is projected to be in 6 months 9 months 12 months into the future that's what this date allows me to do and again because that cost scheduled is looking at Future cost projections that's the factor that's going to be used I could say what's my quantity Break um if if you're familiar with eav on um the manufacturing specification can be driven off of a a a manufacturing size a lot um so that's what that that factor is looking at then I'm going to say I'm going to look at my cost schedule and I'm going to look at my manufacturing cost schedule I'm not going to commit anything into the system I'm just going to run this um so that we can see what it looks like okay what the system did then is it's taken my uh routing and my bill of material so my manufacturing specification and it's uh assumed that I'm gonna I'm building 10 of these so I said how many of these things am I making I said 10 it's going to look at then all of my components and my cost projections that I have in my cost schedule apply that to my bomb and a routing and now I'm going to get my overall uh cost so what the system has said is that my projected unit cost on that future date is going to be uh $128.6 um and then I can see um you know the batch size and then I can actually go through here and look at all of the costs on that raw material factors the routings Etc so the system is taking my you know the current costs of my raw materials and doing again those cost projections based on my cost schedule okay so that's sort of a a quick look at the way this works I can print this if I want to um and it'll allow me then to um you know save the report or look at it if I want to so the the R&D or the development recipe connected to the to the costing module then allow me to tweak that development recipe as I'm working on it I can manufacture it under the normal process but then using the costing module I can look at what are my projected costs of this inventory item not only today but six months nine months again based on uh whatever I'm anticipating in terms of cost changes as we go okay so hopefully that sort of brings those uh brings those pieces together one other place so not just from a reporting perspective but one other place that we can actually see these uh these cost schedules is under um sales order so I'm going to show you a sales order the sales quote actually allows you to do the same thing so if I come in here and actually look at my uh sandwich under the line related information I've got the ability to look at my item uh costing information as well so if I've um um generated it or if I want to generate it so let's just calculate this one didn't do it because I had an inventory location on the other one but what I can do is actually calculate then um based on this order um a quantity um for example that I would want to calculate and then I can look at the cost schedule um from here as well so uh maybe I want a sales quote created and the the quote's going to be out into the future someplace um I could look at this costing information and then get that information on the sales order or the sales quote uh as well so just another place that this uh uh shows up uh and is available uh in the system so quick look at the the overview um again we looked at the project be able to put AP transactions time uh we can budget GL amounts uh we can build a customer if you want to fixed fee tnm type type scenarios you can do deposits progress Billings if you wanted to leveraging that project module R&D item and the development recipe allowing me to do uh a playground I like that term George playground for um um changing the manufacturing specification I could produce it I could change it I could produce another one allowing me to do some iterative work around that that recipe as I'm as I'm uh developing that uh product cost schedules do allow me to do projections from a cost perspective or even from a pricing uh perspective in the system um so that sort of sums up um our components for today