Cost Tracking with COGZ Computerized Maintenance Management

COGZ Computerized Maintenance Management can track maintenance costs in several different ways, depending on your requirements.  COGZ can track purchase orders, inventory, and equipment maintenance expenses.  While obviously related, the purchase orders are tracked independently of the inventory and labor expenses.  You may choose to use any, all or none of these systems, depending on your specific needs.

Overview:

COGZ applies labor and material expenses to Equipment when labor is entered against a Work Order and when parts are issued from Inventory.  Without these labor and inventory issue entries, no work order or equipment expenses will be captured.  The labor and inventory entries also update the accounting totals on the Account List and the Equipment List.  On the other hand, the COGZ Purchase Order system tracks money spent and committed on purchase orders.  The Purchase Order system does not update the account totals, Work Order or Equipment expense information. Please note parts ordered as non-stock items do not update inventory or equipment costs.

Purchase Order Tracking:

Purchase Orders and Receipts are the gateway to the COGZ Purchase Order tracking system.  You can use the purchase order information to keep track of purchases for your maintenance department.  Simply enter your Purchase Orders in COGZ, receive your parts with the PO System, and you will you capture the information necessary.  With the Optional Purchasing Enhancement Module, you can easily run a report to check the total expenditure for your purchases.  The Purchase Order Cost Report can be used to obtain the total cost of your purchases through a specified date range.  This report can be used to keep track of your total expenditures to make sure you are not going over budget.  This is the simplest way of keeping track of your purchasing costs.  It is important to note that Purchase Order spending is not accumulated in the Account List or Equipment Labor and Material Expense numbers.

Resulting Purchase Order System Reports are:

• Open Purchase Order by Vendor
• Open Purchase Order by PO Number
• Purchase Order Cost
• Purchase Order Received Cost

Inventory and Labor Cost Tracking for Equipment and Work Orders:

Inventory costs are tracked when parts are issued to a work order or an equipment item.  The parts can be issued from inventory as part of the complete inventory system, or issued without regard for the inventory count.  Inventory status is reported on the Inventory Master Report.  With the Optional Inventory Enhancement Module you would then also be able to run the following reports:

• Inventory Receipts
• Inventory Issue

Labor Costs are tracked when Labor is reported to the Work Order.  These costs are then assigned to the related Equipment item.  COGZ Computerized Maintenance Management puts this information together to give a complete accounting of equipment maintenance costs.  The cost tab on the Equipment List shows costs for each equipment item.  With the optional Work Order Enhancement Module you can run the following report:

• Work Order History Cost

The above labor and material costs are accumulated in the Account List for reporting actual against budget and are available with the optional Cost Enhancement Module.  This gives you access to the following reports:

• Account Report
• Cost History by Line Report
• Cost History by Account Report

The optional Cost Enhancement Module also gives you access to an additional way to report costs.  If you would like to estimate Equipment Costs based on Purchase Orders, you can run the following report to combine the reported Work Order labor entries and the Purchase Orders entered with and Equipment number.

• Equipment Cost Report

Details for Total Cost shown as Unassigned on the Equipment Cost Report can easily be seen on the Inventory History List or the Inventory Activity Report, which are part of the Optional Inventory Enhancement Module.

COGZ EZ Computerized Maintenance Management, with the specified optional enhancement modules, can be your complete, stand alone, Purchasing, Inventory and Equipment Maintenance Cost Accounting System.  When used together, data flows from one function to the next.  This allows complete purchase order tracking, accurate inventory status and transaction records, and reporting of total equipment maintenance costs.  For a complete cost system, you will need to use the Purchase Order system, maintain your Inventory by issuing parts to Equipment or Work Orders, and enter all Work Order labor time as well as Employee rates.

Additional information on COGZ Cost Accounting Reporting can be found in the COGZ Manual under Cost Accounting Reports and Purchase Order Cost Reports.