Order Profitability

The Order Profitability screen provides an aggregate summary of the financial performance of orders across your organisation. It is accessed by selecting Order Profitability on the Order Management page.

This allows you to review overall profitability grouped by Contract, Work Stream, or Team, and to drill down into individual orders to review their financial detail and update their status through the invoicing lifecycle.

Order Profitability Summary

The Order Profitability Summary screen displays aggregate financial data for all orders matching the selected filters. The data is grouped by the selected Group By option, with each row representing a Contract, Work Stream, or Team.

Filters

The Order Profitability Summary screen can be filtered by:

Filter Description

Financial Year

The financial year to report on.

From Period

The start period within the financial year.

To Period

The end period within the financial year.

Group By

How the data is grouped. Options are Contract, Work Stream, or Team. Select the relevant radio button to change the grouping.

Columns

The Order Profitability Summary grid displays the following columns:

Column Description

Order Value

The sum of the Order Value for each group (e.g. for each Contract).

Work Completed

The sum of the Invoice Value (Value of Completed Work) for each group.

Labour

The sum of the Labour Costs for each group.

Van Stock

The sum of the Total Material Cost for each group.

Direct Purchase

The sum of the Total Direct Purchases for each group.

Subcontract

The sum of the Total Subcontract Costs for each group.

Total Cost

The sum of all costs for each group. Calculated as Labour + Van Stock + Direct Purchase + Subcontract.

Margin

The actual margin for each group. Calculated as Work Completed minus Total Cost.

Margin %

The percentage rate of the margin.

Drilling Down

Select a column value from the summary grid to drill down into the individual orders that make up that total. The list of orders displayed will match the sum in the grid for the selected Financial Year and Period.

Order Profitability/Financial Summary Grid

Location: Orders > Orders - Reporting (or via drill-down from the Order Profitability Summary)

The Order Profitability/Financial Summary grid allows you to review the overall profitability of each individual order. From this grid you can navigate to the Order Financial Summary and then to the detail Visit Summary.

Columns

Column Description

Invoice value

The Invoice value based on the Billing Mode.

Order value

The value on the original order.

Revenue variance %

Invoice value divided by Order value.

Actual cost

Labour plus material cost.

Actual margin

Invoice value minus Actual cost.

Actual margin %

Actual margin divided by Invoice value.

Job code price

Value of job codes actually used on the order.

Job codes cost

Cost of job codes actually used on the order.

Expected margin

Expected margin based on Job codes actual standard value.

Expected margin %

Expected margin as a percentage of Job codes actual standard value.

Order Visibility Rules

  • If an order is at status New with no visits and no job codes, no charge items are raised. The order will not appear on the profitability grid.

  • If an order is at status New with no visits but has job codes assigned, it will appear on the profitability grid.

Updating Order Status

The order status can be updated from this grid for all selected items. Select one or more orders using the tick boxes, then choose the new status. The following statuses are available:

Status Use

Work-in-progress

Work has started.

Work Completed

It has been indicated that work has been completed.

Financially completed

Confirmed that no more work is required.

Pre-invoiced

Everything is ready to invoice.

Invoiced

The order has been invoiced. Once set to this status the order cannot be reverted or changed.

Order Financial Summary

Location: Orders > Orders - Reporting > select an order

The Order Financial Summary screen provides a quick overview of the financial status for a specific order. It shows:

  • An overall summary with the same column definitions as the Order Profitability grid (Invoice value, Order value, Revenue variance %, Actual cost, Actual margin, Actual margin %, Job code price, Job codes cost, Expected margin, Expected margin %).

  • A cost summary breaking down costs by type.

  • A list of all visits for the order with their individual financial data.

You can navigate from the Order Profitability/Financial Summary grid to this screen, and then further into the detail Visit Summary for each visit.

Per-Order Financial Fields (Summary Tab)

The financial data that feeds into the Order Profitability screens is calculated at the individual order level and displayed on the Summary tab of each order (Orders > Order Management > select an order > Summary tab). See Order Summary Tab.

Select the Recalculate button at the bottom of the financial section to recalculate all financial values for the order.

How Financial Values Are Calculated

Financial values are driven by the Billing Mode set on the order:

  • Job Codes: Order Value is based on the planned job codes and their values. Value of Completed Work is the sum of completed job code values from visits.

  • Time & Materials (T&M): Order Value and costs reflect materials (van stock, direct purchases, stores requisitions), subcontract orders, and total labour cost.

Impact of Non-Billable Job Codes

If a job code has its billable status set to 'No', its value columns show as £0.00. The Order Value on the Summary tab updates automatically when a job code's billable status is changed. When a visit is completed, only job codes with a billable status of 'Yes' contribute to the Value of Completed Work.

Changes to billable status are recorded in the order's Audit Log.

Invoiced Value and VAT

The Invoiced Value field includes VAT when a Sales Invoice has been created from the order. All other financial fields (Order Value, Value of Completed Work, and costs) are displayed excluding VAT.

Order Profitability KPIs

The financial data from Order Profitability can be used to generate KPIs on the Dashboard.

To create a KPI measuring Order Profitability:

  1. Go to Dashboard > KPIs.

  2. Add or configure an Order KPI widget.

  3. Set the KPI type to RAG.

  4. Set the Operation to Sum or Average.

  5. The following financial values become available for measurement:

    • Order Value

    • Work Completed

    • Labour

    • Van Stock

    • Direct Purchase

    • Subcontract

    • Total Cost

    • Margin

    • Margin %

  6. Set the filters as required. For example, filter to all orders that have been Financially Completed in the current financial year to measure the profitability of completed work.

Typical Workflow

The Order Profitability screens support the following typical financial review workflow:

  1. Go to Orders > Order Management and select the Order Profitability button.

  2. Set the Financial Year and Period filters to view the relevant reporting period.

  3. Review the aggregate profitability by Contract, Work Stream, or Team.

  4. Select a value to drill down into the individual orders contributing to that total.

  5. Review individual order profitability on the Order Profitability/Financial Summary grid.

  6. Update order statuses as appropriate:

    • Move orders to Work Completed when all work is done.

    • Move orders to Financially Completed when costs and values are confirmed.

    • Move orders to Pre-invoiced when ready for invoicing.

    • Move orders to Invoiced once the invoice has been raised.

  7. Optionally navigate to the Order Financial Summary for a detailed breakdown of an individual order, including the visit-level cost detail.