General Inquiries

Assigning project numbers

  • 1.  Assigning project numbers

    Posted 09-14-2019 09:41
    Good morning,

    I'm consulting for an excavation and land development contractor, primarily to prepare a 6/30 WIP. They use QuickBooks.

    What I'm finding is that the project numbers are not sequential. In other words, if a job is not awarded then that project # will no longer exist.

    My concern is that I'm picking up all the awarded projects, even if there was no activity commenced.

    Any suggestions?


    Stuart Guber BS- Accounting
    Stuart H. Guber, CPA
    Springfield NJ
    (973) 255-8249

  • 2.  RE: Assigning project numbers

    Posted 09-16-2019 07:17
    Are job numbers sequential, but just not consecutive?  If so, you at least have a way of knowing the total potential jobs.  For numbers falling in the range of potential job numbers, but not appearing in QB, the contractor would need to provide you verification that none of those potential job numbers became jobs.

    Steve Hunt CPA
    Alto Construction Company, Inc.
    Tampa FL
    (813) 241-2586

  • 3.  RE: Assigning project numbers

    Posted 09-16-2019 14:24
    Thanks Steve for your response.

    Yes, there is an estimating folder that tracks all the bids by sequential #...i.e.- 19-001, 19-002,etc.

    The theory is that, from time to time (1) a job can be bid in one year and be awarded in the next (2) it conveniently tracks how many bids are worked on in any one year.

    Stuart Guber BS- Accounting
    Stuart H. Guber, CPA
    Springfield NJ
    (973) 255-8249

  • 4.  RE: Assigning project numbers

    Posted 09-17-2019 17:36
    A very simple method for tracking would be to number the bids with a "B" prefix, e.g., B19-100, B19-101 where you have the year and sequential number of bids listed. When a bid is successful, it could get written up with a Contract or "C" designation, C19-001, C19-002, etc. and the bid that was used to win the project would then become part of the Contract job file.

    Tim Daniels
    TDN Electric, Inc.
    Mountain View CA
    (650) 968-8000

  • 5.  RE: Assigning project numbers

    Posted 09-18-2019 11:17
    Edited by Todd McDaniel 09-18-2019 11:18

    We use to use an array by year/PM i.e, 20-1100  PM Joe, 20-1300 PM Bill, exc. and would sequentially number the jobs by PM i.e. 20-1100 Interworks, 20-1101 Exhaust System.

    We changed a few years back to a sequential system i.e.  20-1000 (PM Joe) Interworks. 20-1001 (PM Bill) TI Remodel, (20-1002 PM Joe) Exhaust System.

    The two digit prefix denotes the fiscal year end, and this allows us to track all jobs opened during a year even if work has not fully began.   At the end of our year the only exception is to hold off on opening large jobs that may span a few years.

    Either systems works but we also have a field in Sage where we can add a PM initials, so doing the array was somewhat redundant.

    All good answers here.  My best advise is chose a chose a method that appears to be the best for your situation, do it for a couple of years and see if it is providing the data you want.

    Todd McDaniel CPA, CCIFP
    Corporate - Financial / Tax Administrator
    Portland OR
    (503) 288-9393