Billing distribution on Jobs will now default from the Excel Estimate upload

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1 New Screens and Productivity Enhancements Here is what is new and exciting: AP Invoice Screen Added Occupation and Equipment columns New Journals Screen Added Occupation and Equipment columns Approval Workflow Added warning message if missing Cost Type and Cost Item Cancelling AP Payment will now prompt for cancellation date Posted AR Screen - Added CR/DR Memo button Subcontract Change Order Screen Added Master Change Order & Cost Item Ref. General Fringe Rate increased to 5 decimal places Currencies increased to 6 decimal places Integration Billing distribution on Jobs will now default from the Excel Estimate upload Reports and Forms New Retainage Payable and Receivable Reports added Job Cost Progress report - Additional reporting options added Aged Receivable Report - As-of-Date is now optional Pending AP Invoice Report - New filter to show PM and Approval status Job Transaction Report - Ability to run the report for ALL jobs Trial Balance Report - added drilldown capabilities Subcontracts Report - Added option to include pending Subcontracts

2 AP Invoice Screen Added Occupation and Equipment columns Two new optional fields were added to the New AP Invoice Screen to enable users to code AP invoice line items against the Occupation or Equipment code. This is useful when recording Labor and Equipment for a Time & Material job. This eliminates the manual entry previously required in the T&M module for Occupation or Equipment rates. Note: Posted Invoices will update the Job with the selected Occupation and Equipment

3 New Journal Screen Added Occupation and Equipment columns Similar to the new feature added in AP entry, the New Journal entry screen now allows users to enter and post journal entries against an Equipment or the Occupation code.

4 Approval Workflow - Added warning message if missing Cost Type and Cost Item The approval process has been developed in a way to allow AP clerk/controllers to leave the invoice distribution blank and/or partially distributed and route it to corresponding PM/owner so they can review it in detail and code it accurately. A new warning feature has been added to remind approvers that the distribution in the line items is missing. This warning message will appear alerting the missing distribution on the invoice lines. At this point, the reviewer can YES to approve or select NO to discontinue.

5 Cancelling AP Payment will now prompt for cancellation date For the ease of usage and to maintain consistency within the program, when cancelling the Accounts Payable payment from the cancel payment screen, a pop up box will be displayed for the user to select the payment cancellation date and add notes if applicable. Note: The cancellation date will automatically default to the original payment date. However, this can be changed.

6 Posted AR Screen Added CR/DB Memo button A new streamlined option to add Credit/Debit memo has been added in the Posted AR Screen. Previously you would have to go to New AR screen and manually add the CR/DB Memo. This new feature will automatically generate a CR/DB memo directly from the Posted AR Invoices screen by selecting the CR/DB Memo button. See example below: From the Posted AR Invoice screen, Select the invoice and then click on Add CR/DR Memo A New AR invoice screen will appear, auto generating the invoice from the original invoice allowing the user to make the adjustments to the Invoice value either by increasing the amount for Debit Memo (a positive value) or decreasing the amount for Credit Memo (negative value) Go to More Action and select Post Batch menu to create the CR/DB Memo

7 Subcontract Change Order New Fields The associated customer change order and cost item fields were added to the subcontract change order screen. General Fringe Rate increased to 5 Decimal Place In Time and Expense module, when setting up Fringes, user can now enter the STD rate value up to 5 decimal places thus increasing the accuracy of fringe calculations and time expense reporting.

8 Currencies increased to 6 decimal places In General Ledger - > Currencies screen, we have increased the exchange rate value to save up to 6 Decimal places for accuracy in calculating exchange rates.

9 Integration Billing distribution on Jobs will default from the Excel Estimate upload If the Job set up, there is a default you can set for billing (revenue) distribution. By populating this, it will automatically default this cost type and cost item automatically in key areas where revenue is allocated. Ex. When creating the revenue line item for customer change order. Previously the Billing tab was set to null. Now upon uploading the original estimate template the program will automatically default the billing distribution using the cost type, cost item, location and department listed in the upload where the cost type equals to Revenue. This function will eliminate having the user manually key it in which in turn will minimize errors for missing billing distributions. Note: This function will ONLY work if you only have one revenue line item on your estimate. For companies who break out revenue into multiple lines items, you will have to set the default manually as the system would not know which one to choose as the default. Typically, companies will only have one revenue line item on estimates. See example: The default Billing distribution for Job # is not defined (null)

10 Uploaded Original Estimate template with the Cost type R for Revenue and Cost item code equalling to The default billing distribution is pre filled using the Revenue line from the original estimate

11 Reports and Forms New Retainage Payable and Receivable Reports added Two new reports have been added to the Accounts Payable and Accounts Receivable module to help users track and view retainage withheld for subcontractors and customers on invoices. 1. AP Retainage/Holdback Report 2. AR Retainage/Holdback Report Retainage Payable Report There following four options are available. Users can run this report by selected date, job or vendor. If the net of the invoice is zero, users can select an option to hide Zero dollar retainage/holdback. 1. Retainage Payable Detail by Job 2. Retainage Payable by Detail by Vendor 3. Retainage Payable summary by Job 4. Retainage Payable summary by Vendor

12 Retainage Receivable Report There are two options available to run this report. 1. Retainage Receivable Detail by Job 2. Retainage Receivable summary by Job

13 Job Cost Progress report with additional reporting options The Job Cost Progress Report now includes an option to include the 4 th /5 th level of job costing typically referred to as the Location and Department. These options are useful for the Land Development & Homebuilder companies who breakdown their jobs in greater detail. There are two reports available progress by cost type, dep t, location, cost item which groups by cost item group cost type and progress by dep t, location, cost item which just groups by cost items group. To access this report please do the following: Go to Reports - > Project Management - > Job Cost Progress Report From the Report field, select the drop down list from the available options Select the required date and job Click on View Report

14 Aged Receivable Report - As-Of-Date is now optional To improve AR Collections, we have modified our Accounts Receivable aging report by making the As of Date filter an optional field. Users can run the report with a selected date, if the As of Date is left blank, the report will default to today s date.

15 Pending AP Invoice Report- New filter to show PM and Approval Status The Pending AP invoice report has been enhanced to include two new filter options: 1. Project Manager 2. Approval Workflow Status

16 Job Transaction Report- Added ability to run report by All Jobs To help users better track the job cost transaction details and verify data between multiple jobs, the job cost report can now be run for All jobs or selected jobs. Previoulsy the report could only be run one for one job at a time..

17 Trial Balance Report Added drill down capabilities The Trial Balance Report now provides users with the ability to drill down into debit and credit balances to view detailed GL entries. The items in blue allow for drill down.

18 Subcontract Report Added option to include pending Subcontracts In the Subcontract report now includes a new filter to display pending Subcontract commitments. This makes it easy to view subs entered in the system has not yet approved.