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STEP 8 of 10 - Maintenance Costs Control

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In a maintenance management system, the cost contributes to quantify financially the use of a given resource. The most common maintenance costs are human effort (expressed in man-hours involved in the work), stock items used (invoices) and third party services hired (also expressed by invoices).

Recording a Cost Document in InnWinWin – a few things you need to know:
	What type of Document is it? An Accounting document – invoice or receipt – or Internal document – human effort?
	What is the Document Reference Nr.?
	The date of the document?
	The Supplier, in case it is an accounting document.
	What cost items will be allocated?

Recording a maintenance cost
	Go to Costs module
	In the Document types structure (column on your left), select the document you wish to introduce
	Click <New>
	Fill in mandatory (and recommended) fields and record cost items

Cost Documents – Allocation Status
Every time a cost document has a <Fixed> amount it will assume one of four stages (status): *Allocated* – the total amount of the cost items allocated matches the total (fixed) amount of the cost document (VAT amount not included) *Partially Allocated* – the total amount of the cost items allocated so far does not match the total (fixed) amount of the cost document (VAT amount not included) *No Allocation Yet* – No cost item has yet been allocated to the cost document *Over Allocated* – the total amount of the cost items allocated exceeds the total (fixed) amount of the cost document (VAT amount not included) Every time the amount of the cost document is not <fixed> the status will always be Allocated.

Tips & best practices

	To record costs with no official cost document (no invoice, no receipt, etc.) you should create an internal cost document. Typical example: “Man-Hour Record – Employee nr. 145 – Joe Smith”
	Maintenance costs can be viewed and managed by Cost Documents or by Accounts. Managing your costs through Accounts gives you full control, quick access and detailed analysis by Account. These Accounts are set by you in the Configuration menu.
	There are two fields available <Ref. 01> and <Ref. 02> which you are free to use for any information you want. These fields are easily searchable and allow even more cross-analyzing of maintenance costs.