Machines are the physical equipment used to create products and are an essential part of the production process. Alongside Labor and Materials, Machines help form Assemblies that transform raw components into finished goods. Your system comes pre-populated with a basic set of Machines that you can add to at any time.
Table of Contents
Adding Machines
Use this process when you need to add a new Machine that represents production equipment in your shop, such as printers, cutters, laminators, or other devices used to complete jobs.
Navigate to Settings / Components / Machines.
1. On the Machines screen, click the Add Machine button.
2. Enter the Machine Name.
Note: This name will appear internally.
3. Enter the Name on Documents.
Note: This is the external name that will be visible to customers.
4. Enter a short description of the Machine capabilities.
5. Verify that the selected Machine Type is correct. The Machine Type includes the predefined calculations required for its operation.
Note: Once this machine is saved, the Machine Type cannot be changed.
6. Select one or more Categories to help you organize and sort your machines.
Note: Machine Categories can be managed in Settings / Components / Component Categories (Machines tab) or by clicking Manage Machine Categories at the bottom of the dropdown.
7. Machine Properties - Once a Machine Type has been selected, you can enable Property configuration.
12. Enter the Machine Cost Per Hour.
Note: This amount should not include Labor or Disposable Cost.
a. Click the Calculate Cost Per Hour link to open a step-by-step worksheet. Detailed instructions for completing the worksheet are provided in the Cost Per Hour Worksheet section below.
13. Select the Income Account to associate with this Machine.
14. Select the COGS / Expense Account to associate with this Machine.
15. Include a Machine Price Per Hour, if desired.
Note: This is the price you would charge for stand-alone projects.
16. Optionally, use the Custom Fields area to capture information specific to this Machine. Custom Fields can be managed in Settings / Custom Fields / Machine.
17. When you have finished configuring the Machine, click Save at the bottom of the page.
Note: Optionally, use the Profiles tab to define different ways the Machine can be used, and the Instances tab to track multiple physical units of the same Machine type. Use the Files tab to upload any necessary files pertaining to this Machine.
Cost Per Hour Worksheet
This worksheet helps you calculate the Cost Per Hour for your machine. Reviewing your Machine costs regularly is important, as changes in leasing, maintenance, or usage can affect your overall operating expenses.
1. Click the Calculate Cost Per Hour link (in the Accounting section on the Machine Details tab) to open the worksheet.
2. Enter the Monthly Lease Payment – the cost to rent or lease your Machine.
Note: If you do not have a payment, we recommend entering what a monthly payment would be or your monthly replacement cost.
3. Enter the Monthly Maintenance Cost – include any maintenance contract payments, repairs, materials, or other support costs.
4. Enter the Average Daily Operating Hours – the average actual hours of operation per day, not the available hours.
5. Enter the number of days per week you are open.
6. Enter the number of work days per year you are closed.
7. Click Apply and Close to apply the calculated hourly cost to the Machine and close the worksheet.
Note: Based on the information entered, the worksheet will calculate a Machine Cost per Hour and update the field. Click Save on the Machine details screen to store the updated cost information.