Pegasus CIS (3.00) Release Guide

Transcription

1 Pegasus CIS (3.00) Release Guide

2 Pegasus CIS v3.00 Release Guide Document version 1.0 April 2010 Based on Pegasus software version 3.00 Copyright Pegasus Software Limited, Manual published by: Pegasus Software Limited Orion House Orion Way Kettering Northamptonshire NN15 6PE All rights reserved. No part of this manual or any accompanying programs may be copied, sold, loaned or in any way disposed of by way of trade or for any kind of profit or incentive without the express permission of Pegasus Software Limited in writing, or as specified in the licence agreement which accompanies this manual and associated programs. Whilst Pegasus Software Limited takes reasonable steps to ensure that the contents of this manual are up to date, and correctly describe the functioning of the programs, neither Pegasus Software Limited nor any of its Partners give any warranty that the manual is error free, nor that the programs will perform all functions stated in the manual. Pegasus Software Limited has a policy of continual improvement of its software and accordingly this manual may describe features which are no longer available in the current release of the software available to customers, or which are proposed for a future release of the software. Under no circumstances will Pegasus Software Limited or any of its Partners have any liability to any customer arising out of any error, omission or inaccuracy in this manual. All trademarks are acknowledged. Pegasus CIS, OFM and Opera II are trademarks.

3 CONTENTS CONTENTS... 3 OVERVIEW SCOPE 10 MAJOR NEW FEATURES & ENHANCEMENTS 10 FUNCTIONAL IMPROVEMENTS 10 SYSTEM ENHANCEMENTS 10 ENHANCEMENTS WHICH RESULT IN A CHANGE TO DATA ENTRY ROUTINES 10 ENHANCEMENTS WHICH HAVE AN IMPACT ON EXISTING REPORTS 10 GENERAL MAINTENANCE 10 RELEASE HISTORY 10 SUMMARY OF MAJOR ENHANCEMENTS IN V MULTI CURRENCY IN SALES 11 Comparison of Base and Foreign Values on the Job Order Margin Data Processing Deferred VAT on Contract Sales Cash Receipts / Cash Matching Application Nominal Journals Opening Balance Routines EC Supplementary Declaration PRICE BOOK 18 VAT SPLIT ON CONTRACT SALES APPLICATIONS AND CERTIFICATES 21 PART RELEASE OF DEFERRED VAT 22 COMBINED PURCHASE INVOICE REGISTER 23 SUPPLIER ADDRESSES 23 EXTERNAL PLANT HIRE 25 PROCUREMENT CONTROL 27 STOCK WAREHOUSES 29 SITE REQUISITIONS 31 NEW STOCK ISSUE & RECEIPT POSTING ROUTINES 33 Pegasus CIS v3.00 Release Guide Page 3 of 74

4 STOCK TRANSFERS 35 STOCK REVALUATIONS 36 MULTIPLE ALTERNATE STOCK CODES 36 NO NEGATIVE STOCK ON STOCK ISSUES 37 STOCK ADJUSTMENTS AND STOCK TAKES RAISE NOMINAL JOURNALS 37 REQUISITION ORDERS 38 INTEGRATION WITH QUANTUM PAYROLL FOR USE IN REPUBLIC OF IRELAND 39 VAT SPLIT ON SUBCONTRACTOR APPLICATIONS 39 TAGGING LIST ENHANCEMENTS 41 LOOKUP ENHANCEMENTS 42 EXPANDED LOGGING CAPABILITIES 43 ENHANCED BATCH PERMISSIONS 45 ENHANCEMENTS BY MODULE JOBS MODULE 47 Job Number Expanded from 8 to 10 Characters Description Added to Direct Costs, Job Journals & Bank Expenditure Batches Workshop Charge Out Sheets and Internal Invoices Updated to Allow Negative Values Hours Field Added to Job Cost Transactions Table Journals and Adjustments Updated to Roll-Add After a New Record Reset Job Closed On and Job Closed Period when Re-Opening a Job Allow Projects to be Closed and Re-Opened "Reference Mandatory on Journals and Adjustments" Option Added to Job Settings "Remove Redundant Job and Phase Headings On Job Close" Option Added to Job Settings48 "Remove Redundant Job Headings from Closed Jobs" Utility Added Delete Job Utilities Added Add a warning when adding Job Phases to indicate if they are not currently enabled and allow them to be enabled specifically for that Job Add link to Valuation & Measurements and Contract Certificates to Jobs in a new "Sales" submenu along with the existing Contract Applications option Update Percentage of Budget Cost and Estimated Costs on the Job, Phase, Job Heading and Phase Heading to use the Total Cost (i.e. including Committed Costs and Overhead Recovery) instead of just WIP + Actual Add Reference and Narrative to Job & Project Documents Pegasus CIS v3.00 Release Guide Page 4 of 74

5 SALES MODULE 50 Sales Budgets Automated Sales Invoice (SOP Job) Generation Retention on SOP Job / Job Item Sales Invoices Quantities and Unit Costs Added to Valuation and Measurements Sum of Job Items Added to Job "Process/Approve/Post By Group" Options Added to Sales Invoice Settings Improve Next Application Number Detection when Creating Contract Applications from Valuations and Measurements "Default Units" Added to Contract Sales Settings Default Sales Invoice Units Added to Sales Invoice Settings Record "Approved By" and "Approved On" Against Non-Batch Sales Posting Routines New Job Sales reports added Obsolete reports removed Add Reference and Narrative to Customer Documents PURCHASING MODULE 58 Add Goods Received Note Item and Purchase Order Item tagging lists to Purchase Invoicing58 Update Purchase Order Items to allow changes in Sock Code Update Purchase Invoice Register Items to allow a Stock Code to be specified so that a Direct Delivery without a Purchase Order can be recorded Add "Force Default Job Number On Purchase Orders" flag into Purchase Order settings Update Goods Received/Returned Notes to not prompt for a Location when the Stock is being ordered for a Job Record "Approved By" and "Approved On" against Purchase Invoices Add Notes to Purchase Ledger Posting screens and allow it to be modified Add Supplier Reference, Manufacturer and Manufacturer Reference to Purchase Order Items58 Allow Purchase Invoice Item type to be changed when it is set to "J" for Job or "O" for Overhead/Expenses Add Purchase Order Address Type lookup to Purchase Orders to allow the Job Site, Phase Site or Warehouse address to be selected. This will stop warehouse addresses getting overwritten when adding items. A default has also been added to Purchase Order Settings Add Default Purchase Order Item Type to Purchase Order Settings Add warning when Purchase Order Items push the Cost Heading over budget Implement "Process By User" filtering options in Purchase Orders Pegasus CIS v3.00 Release Guide Page 5 of 74

6 Implement "Process By Group" filtering options in Purchase Orders and Purchase Invoices 59 Add a new Purchase Order Item Type A (for Stock Allocation) that is a purchase for Stock that automatically creates an allocation in the Job Bill of Requirements and updates the Stock Allocation quantity on Stock record Update Purchase Order/Return prints to exclude Cancelled items Add Reference and Narrative to Supplier Documents BILL OF REQUIREMENTS 61 Renamed "Bill of Materials / Stock Allocations & Issues" to "Bill of Requirements" Added Bill of Requirements Original Budget values Added Discount to Bill of Requirements Added Manufacturer Reference to Bill of Requirements Bill of Requirements Revision Number on Jobs LABOUR ENHANCEMENTS 62 Add Payroll Group, Payroll Payment Frequency, Tax Year, Tax Month and Tax Week into Job Cost Transactions Update Remote Timesheets Import to have better error reporting and to validate dates before importing 62 Update Remote Timesheets Export to handle Excel 2007 properly Allow a custom Employee Sort Order to be specified in Remote Timesheets Update Import Employees from Payroll routine so that leavers do not get deleted. Instead they will be marked as a leaver and hidden. This will still allow reports and enquiries to pick up historical information. 62 Add Labour Settings to control the number of months and/or days that leavers are visible within the system (does not apply to Pegasus Opera II Payroll) Add Payroll Tax Week/Month validation before posting to Payroll Add default Payroll Allocation Cost Headings to Payroll Allocation Settings, Pay Elements, Employees and Employee Pay Elements. This will allow on-costs imported from Payroll to be posted to a different Cost Heading than standard costs posted from Timesheets Update Payroll Import and Exports to use shorter transactions to help avoid locking Add "Create Advance Pay Timesheets Batch" routine to Labour Setup -> Utilities so that holiday pay can be entered and the employee tax deduction is calculated correctly Add the following new Timesheets Reports: Allow Pay Elements to be given a custom sort order SUBCONTRACTOR MODULE 64 Record "Certified By" and "Certified On" against Subcontractor Applications Pegasus CIS v3.00 Release Guide Page 6 of 74

7 Add Paid Date and Payment Included in Monthly Return flag to Subcontractor Timesheet Opening Balances Update Subcontractor Payment tagging routines to check for changes in VAT Rate, Tax Code/Rate, CITB Levy Rate and Insurance Rate and post a correcting transaction so that an audit trail of adjustments is maintained and any Deferred VAT postings are corrected Add warning when Subcontractor Order Items push the Cost Heading over budget Implement Subcontractor Order Authorisation with Threshold Implement "Process/ Post By User/Group" filtering options in Subcontractor Applications Add Job Number, Invoice Number, Reference and Narrative to Subcontractor Documents.. 64 STOCK MODULE 65 Added Unit Cost Editable, Reference Mandatory, Enter By Location & Automatically Roll Add Options to Stock Settings for all Stock data entry routines Add Decimal Places to Units to be used for defaulting the Decimal Places on new Stock records 65 Add current Stock Quantities onto the relevant Stock batch screens Update all Stock batches to warn if no Unit Cost has been specified Update Stock Issues/Returns to pick up the Cost Heading from the Material Group if the Stock Code Cost Heading is empty Add Phase Number and Cost Heading Code into Stock Transactions Add "Supplier Stock Use Standard Cost Price" flag to Stock Settings with an override on the Supplier Stock record. This will allow standard price lists (e.g. Luckins) to be used along with Supplier discount levels Update Supplier Stock so a Preferred Supplier is not forced Update Supplier Stock Import routine to allow values to be updated Expand the size of Supplier References from 20 to 50 characters Add Manufacturer Reference to Stock Add new Stock Enquiry Menu Stock A read-only form displaying current stock figures for each Stock Item with drilldown to Warehouse stock, Location stock and transaction detail Update Stock Take batch to post transaction regardless of whether the quantity has changed. This will allow us to keep a record of the Last Stock Take Date Add Last Stock Take Date to Stock, Stock Warehouse and Stock Location tables to aid generation of Stock Take lists Add new Stock Setting "Warn when Cost Price is out with x% of Default Price" (where x is the percentage value) A Cost Price tolerance has been added to Stock Settings so that the system can attempt to stop data entry errors in the cost price. This is particularly important when using average costing. There is also an override on the Material Group Pegasus CIS v3.00 Release Guide Page 7 of 74

8 Add new Stock Settings "Returns To/Receipts From Supplier Use Standard/Supplier Cost Price" and "Returns To/Receipts From Supplier Use Last Buy Price" New Stock Settings have been added to allow the Receipts from Supplier and Returns to Supplier to be used like the Purchase GRNs and Purchase Returns facilities in that they will make use of the Supplier prices defined against each Stock record. This is for installations where an external Purchase Orders system is in use Update Stock, Stock Categories and Stock Warehouses Import routines to allow existing records to be updated 67 Stock Price Update routine updated to allow Supplier Discount Percent to be bulk updated. 67 SYSTEM ENHANCEMENTS SYSTEM INTEGRATION ENHANCEMENTS 68 Pegasus Opera II Pegasus XRL Support for Sage Support for Sage Payroll NEW IMPORT ROUTINES 68 GENERAL ENHANCEMENTS 68 Update Import Routine progress bars to show number of errors encountered Update standard Import Routines to use a results window instead of writing to a file Add Ctrl-F6 Remove Filter shortcut key to list view and lookups Add menu options for viewing all Nominal and VAT postings for Purchase Ledger, Sales Ledger and Cash Book postings Add Nominal Ledger Labour Costs Posting History and Nominal Ledger VAT Posting History to Ledger Links 69 Update database ID number generation to use a new SystemIDs table Update report ing so that duplicate addresses are not picked up multiple times. 69 Update generic import routine handler with various improvements including: 1. to allow duplicate primary key records to be skipped instead of completely rejecting the file; 2. To ignore unrecognised columns instead of rejecting the file Implement importing directly from Microsoft Excel Workbooks for all system imports Add "Report Type" to Custom Crystal Reports option within the Administrator program. This will allow custom reports to replicate the functionality of standard reports without directly overriding them. For example, an alternate Sales Invoice layout Update running sums when values change after a record is tagged Update batch close to show a progress bar when exporting reports so that users can always tell that the system is doing something Remove the need for Due Dates and Payment Terms on all Credit Notes GENERAL MAINTENANCE RELEASE HISTORY Pegasus CIS v3.00 Release Guide Page 8 of 74

9 PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V PEGASUS CIS V Pegasus CIS v3.00 Release Guide Page 9 of 74

10 Overview Scope Pegasus CIS v3.00 includes: Major New Features & Enhancements All major new features and enhancements are described in detail in this document. Useful information for Channel Partners regarding upgrades issues is also included. Functional Improvements All modules enhanced as a result of user feedback. These enhancements are all described on a per module basis. System Enhancements Several system-wide enhancements have been introduced including new import routines and updated integration capabilities. Greater flexibility for individual user control has also been introduced in several key data processing areas. These are described in a separate section. Enhancements Which Result in a Change to Data Entry Routines The following enhancements have resulted in a change to the data entry screens of Pegasus CIS v2.04 and earlier. You should therefore make sure that the user is made aware of these changes. Purchase Invoice Register Direct and Purchase Invoice Register GRN/PO have been combined into one Purchase Invoice Register (see Update Purchases menu to only use one Purchase Invoice Register ) The addition of foreign currency sales has meant that several data entry screens have been updated to show the currency and exchange rate, etc. including the following area: all sales data entry screens (Sales Invoices, Contract Sales, Cash Receipts, etc.), Jobs, Job Headings and Job Periods, etc. Enhancements which have an impact on Existing Reports Subcontractor Payment Certificate now has to pick up VAT from a new VAT split table All sales reports are now in currency General Maintenance Details of all Maintenance Releases to date (including this release) are given at the end of this document. Release History Pegasus CIS v First Release, August 2005 Pegasus CIS v First Major Upgrade, May 2006 Pegasus CIS v Second Major Upgrade, February 2007 Pegasus CIS v Third Major Upgrade, February 2008 Pegasus CIS v3.00 Release Guide Page 10 of 74

11 Summary of Major Enhancements in v3.00 Multi Currency in Sales Pegasus CIS now supports full multi currency (including EC VAT) in Sales. All Jobs now have to be setup in a specific currency and all sales values are stored in both base and foreign currency. In order to accommodate the significant number of new fields, the layout of the Jobs screen in particular has changed considerably. The Jobs screen now not only allows both base and foreign values to be visible side by side for comparison (foreign Jobs only), but now also groups the most important fields (like Cost Centre and Department) together on the first tab making adding new Jobs much easier. The Customer records have been expanded to include the Country where the Customer is based and Currency in which they operate. There are also overrides to the system wide EC VAT defaults. When linked to Opera II these values are imported from the Sales Ledger. This tab is only visible for foreign Customers. When creating a new Job the currency is picked up from the selected Customer; if no Customer is entered then any currency can be selected. Once a new Job has been saved the currency cannot Pegasus CIS v3.00 Release Guide Page 11 of 74

12 be changed. The customer may still be changed at any point but only customers setup against the specified currency can selected. Comparison of Base and Foreign Values on the Job The Contract Sales, Sales and Summary tabs on the Job screens have been redesigned to allow both base and foreign currency values to be compared side by side. Base currency Jobs only show one set of values: However, when viewing a foreign Job the foreign values appear alongside the base values and any gain/loss made from fluctuations in exchange rate is visible next to the base currency values: Pegasus CIS v3.00 Release Guide Page 12 of 74

13 Order Margin In order to perform Order Margin calculations we need to compare sales to costs and both therefore need to be in base currency. There is an issue in that the exchange rate could fluctuate over the life of a Job (which could span several years). At the start of a Job, Cost Budgets are worked out from which they would expect to see a certain profit margin (based on the exchange rate at the time). If over the course of the Job that exchange rate starts to slide considerably in favour of the foreign currency then they could potentially find themselves in a position of making a loss. In order to help track any potential gains/losses made from the time the initial order was placed and the Job being completed an Order Estimates section has been added. An optional Percentage Complete Sales value can be used to indicate how much of the total expected revenue the current External Revenue value (i.e. the total of all Sales Invoice and Contract Certificate postings not visible on the above screenshot) represents. For example, if the External Pegasus CIS v3.00 Release Guide Page 13 of 74

14 Revenue was 6,000 and it was estimated that 60% of the Job had been invoiced the Estimated Order Total would be 10,000. If however the External Revenue value was 5,910 EUR (4, GBP) a Percentage Complete Sales of 60% would give an Estimated Order Total of 9,850 EUR and a variance of -150 EUR compared to original Order Total of 10,000 EUR, i.e. if the Percentage Complete Sales value is correct it is estimated that this Job will come in under what was originally expected: The values on the left are in base currency (e.g. British Pounds) and the values on the right are in the Job s foreign currency (e.g. Euros) If no Percentage Complete Sales value is specified the Estimated Order Total will equal the Order Total. If the External Revenue ultimately exceeds either the Order Total or the values calculated using the Percentage Complete Sales then the Estimated Order Total will equal the External Revenue. The External Revenue value (regardless of how it calculated) is taken away from the Estimated Order Total to indicate the Still to Invoice value. The above applies regardless of whether the Job is in base currency or foreign currency. If, however, the Job is a foreign Job some additional calculations can be performed to help indicate any exchange gain/loss that might have occurred over the lifetime of the Job. By taking the foreign Still to Invoice value and applying the current system sales exchange rate the base currency Still to Invoice value can be calculated. This is then added to the base External Revenue value (which has already been subject to any exchange rate fluctuations to date) to calculate the base Estimated Order Total. The base Estimated Order Total can then be compared to the base Order Total value to give an estimated exchange rate variance. In this example, the exchange rate has swung in favour of the base currency giving a gain over what was originally expected. The base Still to Invoice value is obviously very dependent on the current system sales exchange rate and if it changes any potential order gain/loss will also be affected. To ensure that the base Still to Invoice is always up to date any changes in the system sales exchange rate (whether changed manually or via the Back Office Currencies Import) will instantly be reflected on the Job. Data Processing All sales posted to foreign Jobs are now processed in the currency defined against that Job/Customer. Posting routines that this affects are: Sales Invoices/Credits, Sales Invoice Opening Balances, Valuations & Measurements, Contract Applications, Contract Application Opening Balances, Contract Certificates, Contract Certificate Opening Balances, Cash Receipts, Direct Sales & Sales Journals. Pegasus CIS v3.00 Release Guide Page 14 of 74

15 The country and currency are now stored and the exchange rate defaults to the current system exchange rate for that currency but can be manually changed (foreign currencies only). All foreign currency values have a base currency equivalent value (using the exchange rate entered) that can be picked up on list views and reports. Internal Invoices and Workshop Chargeout Sheets are the only sales posting routines that are not affected by which currency a Job is setup as. The nature of these routines mean that they do not post Customer facing transactions therefore do not need to be included in any outstanding balances and instead just affect the bottom line profit calculations which are done in base currency only. Deferred VAT on Contract Sales There will be no deferred VAT for foreign currency Contract Sales. Cash Receipts / Cash Matching Cash received against a foreign Customer will have to be posted to a bank account setup with the same foreign currency. In order for the Job to fully balance in base currency we need to post any exchange gain/loss for each allocation to a total on the Job. No transaction will be required for this just an update to the totals upon allocation (either when using the Allocation routines or via the Cash Receipts Batch). Application Nominal Journals The postings for both the Contract Application and its reversal (at time of Contract Certificate) are posted to the Nominal Ledger via nominal journals and therefore need to be in base currency. To simplify the issues caused by exchange rates differing between Application and Certificate, a new independent Contract Application Exchange Rate will be used to calculate the base currency values required for each nominal journal. The same Contract Application Exchange Rate for both the Application and the Certificate nominal journals will be used. This will remove the need to have Certificates allocated to Applications in order to correctly reverse the Application nominal journal at the original exchange rate. The Contract Application Exchange Rate cannot be changed at time of posting nor is not visible. It is stored against each Currency record and can be modified using Update Contract Application Exchange Rate operation in the System Control -> Ledger Links -> Ledger Tables -> Currencies menu option: Pegasus CIS v3.00 Release Guide Page 15 of 74

16 If the Contract Application Exchange Rate on the Currency record is changed (through the use of a new operation) then a nominal journal correcting the back office will be posted. The Contract Application Exchange Rate will not be automatically synchronised with the standard Sales Exchange Rate (whether changed manually or via the Back Office Currencies Import). This is to make sure that correction nominal journals are not being raised without the user being aware of them. The Contract Application Exchange Rate will not be used to calculate the base currency values for any of the actual postings to the Job Sales Transactions table just the values for the nominal journals raised. The Application and Certificate will continue to use the standard sales exchange rate entered on the Application/Certificate screens for calculating the base currency values for all postings to the Job (and to the Sales Ledger for the Sales Invoice representing the Certificate). Opening Balance Routines Both the Sales Invoice Opening Balances and the Contract Certificate Opening Balances batch routines allow the invoice value and the cash received against that invoice to be entered. In order to handle differences in exchange rate between time of invoice and receipt two exchange rates will be recorded one for the exchange rate at time of invoice, the other for the exchange rate the time of cash receipt: Pegasus CIS v3.00 Release Guide Page 16 of 74

17 EC Supplementary Declaration For Sales Invoices sent to a Customer in the EC all goods and related services items (as defined by settings on each VAT Code) now also record all the appropriate EC VAT information, e.g. Commodity Code, Weight, etc. This information is passed to Opera II for inclusion in the EC VAT & Intrastat reporting. Sage does not presently support this option i.e. passing of Intrastat information. The EC Supplementary Declaration information is only available on Sales Invoice Items. The Single Job invoice/credit options therefore do not allow foreign customers to be selected unless recording of the Supplementary Declaration has been turned off for despatches. The EC Supplementary Declaration options are accessed via System Settings. These control whether Intrastat is recorded or not and the default settings. When linked to Pegasus Opera II these settings are locked and controlled by Opera II via the Countries Import. Due to the complex nature of Contract Sales Applications and Certificates, EC VAT Codes setup as goods and related services are not available and no EC Supplementary Declaration information is recorded. Pegasus CIS v3.00 Release Guide Page 17 of 74

18 Price Book The Price Book module has been added to help control the price of items sold from Stock through the Sales Invoicing routines. This is done in two ways: a discount percentage for each item on a per Customer basis; and fixing the price for a group of items and associating that group with all sales for specific Jobs. The standard sell price of each item can be modified using the Standard Prices option. This presents a cut down version of the standard Stock screen with the basic information required to make changes to the pricing of an item: The Discounts for Stock routines allow a discount percentage to be associated with a Customer and a Stock Code. The All version takes you straight into the discount screen whereas the By Customer version allow the Customer to be selected before presenting an items list of all stock discounts associates for that Customer. Any discount percentage specified is applied to the current sell price at the time of entering a Sales Invoice, i.e. the Discounted Price is a calculated field and will change in relation to changes in Margin or Sell Price. The discounts screen will also show the sell price for foreign Customers; again, these values are calculated on the screen based on the current system exchange rate and are only displayed as an indication of what the price would be at the current point in time. Price Groups are used to store fixed prices for any number of selected Stock Codes. Prices can be set automatically based on predefined rules configured against each Price Group or set Pegasus CIS v3.00 Release Guide Page 18 of 74

19 manually as required. This allows prices to be fixed for the lifetime of a Job (for example) thereby guaranteeing the same price in call-off scenarios. Clicking the items button opens up a tagging list of all the current Stock items. Tagging an item will either apply the predefined rules specified on the header and automatically set the sell price, or prompt for the user to manually enter the desired sell price: If the Synchronise With Values From Stock flag on the header is set to Yes, a percentage discount or markup is automatically applied to either the standard sell price or the unit cost (as defined by the settings below the flag). These settings only apply at the point in time when the Stock Code is actually tagged. After this point any further adjustments can be made manually however un-tagging and re-tagging the item will lose any manual changes and re-apply the standard header rules. If the Keep Synchronised with Changes in Stock flag is set to Yes, the predefined rules setup on the Price Group will be re-applied to any changes in the unit cost or sell price on the Stock record. In the scenario where a Price Group is being used to maintain a custom discount level for a subset of the current Stock records (as opposed to maintaining fixed prices for the lifetime of a Job), this allows the custom prices to rise and fall in line with the standard stock prices. If a Price Group is created without any Stock synchronisation it may be that different discounts/markups may need to be applied to different categories of Stock. To help with this, tagging lists can now be filtered and sorted in the same way as standard list views, allowing the user to easily select a subset of the current Stock records (optionally saving the criteria as a custom View). There is also an Operations button on the list that provides routines to apply discounts, mark-ups, etc, all of which respect the current filter and only affect the tagged records currently visible: Pegasus CIS v3.00 Release Guide Page 19 of 74

20 There is also the option to apply rounding to the resulting value, either automatically as part of the Stock synchronisation or as manually applied. For example, a Sell Price of 6.15 with a 7.5% discount would be ; rounded to the nearest 0.01 (2 decimal places / 1 pence) would be 5.69; rounded to the nearest (4 decimal places) would be ; and rounded to the nearest 0.25 (25 pence) would be To get the best results from rounding it is recommended that only values that divide evenly into 1 are used, e.g. 0.01, 0.02, 0.05, 0.1, 0.25 & 0.5. These values can of course be offset by factors or 10 depending on the number of decimal places required, e.g. 0.1 for 1 decimal place, for 5 decimal places, etc. up to a maximum of 6 decimal places. Alternately, for high value goods, 1 for no decimal places, 100 for multiples of 100, etc. To make sure that values are not rounded beyond a reasonable value there is a Rounding Variance percentage that can be setup in Stock Settings. Once a Price Group is defined it can be linked to a Job using the lookup on the new Settings tab on the Job screen. Once specified, all Sales Invoices entered against that Job for a Stock Code within the group will pick up the defined price. Price Groups only affect Sales Invoices when linked via a Job however you can setup a default Price Group on each Customer but this is only used to set the Price Group when creating new Jobs. A Price Group can be made available for one Customer only by specifying the Customer on the Price Group header. Jobs can therefore only select Price Groups that have not been assigned any Customer or where the Customer matches the one specified on the Job. Price Groups can also be defined in a foreign currency. This allows prices to remain fixed for foreign Jobs making them independent of exchange rate fluctuations. Foreign Jobs can use both Price Groups setup in that foreign currency and also ones setup in base currency (in which case the current system exchange rate is applied to the sell price stored in the group). Pegasus CIS v3.00 Release Guide Page 20 of 74

21 VAT Split on Contract Sales Applications and Certificates It is now possible to enter a VAT split for Contract Applications and Contract Certificates. The VAT Split itself cannot be directly added to or deleted, but is instead automatically generated by the system based on the VAT Codes used. When a new Application/Certificate is entered it is assumed that the entire value will go to the default VAT Code specified on the header. In order to use more than one VAT Code multiple items need to be entered, each of which now has to specify a VAT Code: Items can therefore be used in the traditional sense of itemising points on an invoice or can be used to enter the split of goods for each VAT Code. The system then automatically generates a VAT Split record for each VAT Code used, totalling the goods value entered and calculating the appropriate amount of VAT due. There should generally be no need to view or edit the VAT Split but if, for example, the values being entered are produced from an external system which has rounded them differently, the VAT value on the split can be manually amended. If modifications to the VAT Split need to be made this should be the last thing done as any change made to either the header or the items will cause the VAT Split to be recalculated therefore resetting any manual amendments. The addition of a VAT Split to Contract Sales has meant that the Job Sales Transactions table (where all sales are posted to the Job) has had to be changed. Other than a rolled up total of the VAT value, all VAT related information has had to be moved to a new Job Sales Transaction VAT table. All relevant reports within the system have been updated to handle this change but any custom reports that pick up or use VAT Code related information will have to be manually updated. Pegasus CIS v3.00 Release Guide Page 21 of 74

22 Part Release of Deferred VAT HMRC regulations state that the tax point (i.e. the point in time that a business is liable for VAT) is either the receipt of a payment or the issue of a VAT Invoice, whatever happens first. In the scenario where a Contract Application was issued and a Contract Certificate posted with the VAT deferred, when cash is received, whether paid in full or partially, VAT is due on the proportion of the cash received. In previous versions of Pegasus CIS it was not possible to part release Deferred VAT it was all or nothing. This meant that if a partial payment was received the VAT that was due on that portion of the certificate would not actually be released until the certificate was paid in full. Pegasus CIS v3.00 now fully supports partial release of Deferred VAT using the following two methods: When a receipt is entered using the Cash Receipts batch and allocated against a Contract Certificate with deferred VAT, the system will automatically calculate the correct value of VAT that should be released and posts the necessary journal into the back office accounts. This happens transparently to the user but the batch report shows the value of any automatically released Deferred VAT for reference. If cash is received and the Cash Receipts batch posted but no allocations were made, Deferred VAT can be manually released using the routines in the Sales -> Contract Sales - > Deferred VAT Certificates menu. When tagging payments in the Manually Select Deferred VAT Postings routine it is assumed that the entire value is to be released, however, un-tagging the item prompts the user to enter the value of cash received: The proportion of VAT applicable to the value of cash entered is determined by the system (and displayed in the list). In the case of a Certificate that was posted with a VAT split, each of the VAT Codes used are listed on a line of their own allowing each one to be individually released as determined by the user. Both of the above methods use the information held in the new Job Sales Transaction VAT table (see the VAT Split on Contract Sales Applications and Certificates section for more information) to determine how much Deferred VAT still has to be released. In order to track when and how much VAT has actually been posted, another new table, Job Sales Transaction VAT Postings, has been created. This will be populated regardless of whether VAT was deferred or not, giving a full history of all VAT liability. Pegasus CIS v3.00 Release Guide Page 22 of 74

23 Combined Purchase Invoice Register In previous versions of Pegasus CIS there were two areas within the system to enter Purchase Invoices: The Purchase Invoice Register GRN/PO menu available within the Purchase Orders menu and used for entering invoices relating to purchases made using a Purchase Order. The Purchase Invoice Register Direct menu available directly from the main Purchases menu and used for invoices that do not have a corresponding Purchase Order. In Pegasus CIS v3.00 these two options have been merged into one menu option that is used for recording all Purchase Invoices. This simplifies the menu structure considerably leaving only one place to find all invoices entered onto the system. Supplier Addresses Pegasus CIS now allows multiple addresses to be associated with each Purchase Ledger Supplier account thereby removing the concept of the Invoice Supplier and the need to have all branch addresses stored as Suppliers in the Purchase Ledger. Any number of branch addresses can be entered, one of which can be marked as the Invoice Address. The invoice address is automatically linked back to the Supplier account and any changes made to one are automatically reflected on the other. Pegasus CIS v3.00 Release Guide Page 23 of 74

24 The code used to uniquely identify each Branch can be entered manually by the user or created automatically by the system based on the settings held in the Supplier Address Settings screen: Branch codes can be automatically allocated by the system or set to increment based on the last code entered by the user. The latter setting can optionally include the Supplier Code as a prefix allowing codes like CAR0001/001 to be generated. The Purchase Order and GRN routines have been updated to prompt for the branch physically supplying the goods and return the corresponding Supplier that will issue the invoice. When the invoice is entered all Purchase Order and GRN Items entered against any branch for that Supplier are available to be invoiced making the Locate Supplier Branch operation obsolete. Pegasus CIS v3.00 Release Guide Page 24 of 74

25 External Plant Hire Pegasus CIS now allows Purchase Orders to be raised for the hire of plant supplied by an external Supplier, e.g. Hewden, Speedy Hire, etc. A new Purchase Order Item Type P has been added to identify plant hire items: The quantity entered for plant hire items indicates the length of time of the hire (e.g. hours, days, weeks, months, etc.) not the number of items on hire (each hired item would be entered as individual lines on the order so their location can be tracked and costed properly). To avoid confusion, the units used for the hire should be the units used that will appear on the invoice. If the hire is indefinite/open ended then the quantity entered should be zero. As plant can be used on multiple Jobs over the term of the hire it is important to be able to give an indication of how long it is likely to be required on a particular Job before being transferred. This allows the system to post appropriate committed costs to the Job without having the first Job take the brunt of the cost for the entire duration of the hire. As well as containing various dates and references, the Breakdown tab on the Purchase Order Items screen allows the Estimated Time On This Job to be entered: It is this field that is used to calculate the committed costs for the specified Job. Once the order has been raised control of the plant items is handled using the routines in the External Plant Hire menu. The Goods Received/Returned Pegasus CIS v3.00 Release Guide Page 25 of 74

26 routines are not used at all for plant hire items, nor can plant items be invoiced directly against the order. When hired items are received/collected the Mark Plant as On Hire routine should be used. This presents a tagging list of all plant items not yet on hire. Tagging an item presents the following parameter screen allowing the user to confirm or change the details entered on the order. Any changes made here to the Job, or estimated time, etc. are reflected in the committed costs on the specified Job. Plant regularly needs to be transferred from one Job to another, often at the last minute (due to weather conditions, for example). This is handled using the Transfer Plant to a new Job routine. This presents a tagging list of all plant items currently on hire. When an item is tagged the user is prompted to enter how long it was on the current Job, what the new Job is and how long it is estimated it will remain on that Job. The quantities are used to update the committed costs on both the current and new Jobs. Pegasus CIS v3.00 Release Guide Page 26 of 74

27 When the plant is physically returned to the Supplier the Mark Plant as Off Hire routine should be used. Again, this is a tagging list showing all items currently on hire and when an item is tagged the user is prompted to confirm the time on the Job. If plant has been mistakenly marked as on or off hire the Reset On Hire Status and Resume On Hire Status routines can be used correct the status of each item. Items that have been invoiced or transferred to more than one Job cannot have their status reset they can only marked as off hire. Invoices for plant items can be received at any time once the item has been marked as on hire. For the purposes of Invoicing, plant hire items are treated in the same way as items received via Goods Received Notes, i.e. either entering an item with a G Purchase Invoice Item Type or using the new Select Goods Received Note Items to Invoice tagging list routine. If an item has been transferred to multiple Jobs then each one of these transfers will need to be individually allocated. For example, if an invoice is received for the hire of an item for 14 days but that Job was actually on one Job for 10 days and another for 4 days, then the invoice quantity of 14 would have to be split over both of these lines. In the above example, if the invoice is received and the item is still on hire, the Outstanding quantity for the first Job will be 10 as before but for the Job where the item is currently located the outstanding quantity will be 0. This is because the time on that job has not yet been entered it is still only the estimated time entered when the Job was transferred. This also applies to items that have not been transferred at all but does not affect the ability to invoice the item. The plant hire order item will remain open even if the quantity invoiced exceeds the order quantity as long as the item is still on hire. Only once the item is marked as off hire and the quantity received has been invoiced will the item be closed. Procurement Control Procurement Control is a new option found under the Purchase Order Processing menu that is used to coordinate the purchasing of goods across the entire company potentially against multiple Jobs and multiple Suppliers. Goods purchased using Procurement Control will end up being assigned to one or more Purchase Orders depending on the options selected. Procurement Control is intended to be used to process large orders quickly and is not designed to handle complex scenarios or exceptions. Therefore if no Supplier Stock records have been setup no stock records will be available to purchase. The Procurement header record allows the user to specify where the goods about to be purchased are to be delivered: Job Site Address, Phase Site Address or Warehouse Address. Selecting either the Job or Phase Site Address will force a Job Number to be entered on the header and therefore making all purchases allocated to this procurement record for that Job only, regardless of Supplier. Selecting the Warehouse Address will allow purchases to be made across all Jobs, thereby minimising the number of Supplier Purchase Orders that will be raised. A Job Number can still be specified should a warehouse delivery for a single Job be desired. Pegasus CIS v3.00 Release Guide Page 27 of 74

28 If a Supplier is specified on the header, all items supplied by that Supplier will be available. If no Supplier is specified on the header, the system will prompt for one of the suppliers of an item of Stock to be entered. Once the header is setup there are three items options that can be used to select the stock to be purchased, all of which are tagging lists: 1. Purchase from Bill of Requirements lists all previously defined requirements from either the job specified on the header or across all Jobs 2. Purchase for Job lists all stock codes or those stock codes for the Supplier specified on the header 3. Purchase for Stock presents the same list as Purchase for Job but this option can only be used in conjunction with deliveries to a Warehouse Address The Purchases for Job option presents an additional filter parameter screen. The parameters available are dependent on the settings entered on the procurement header (i.e. Supplier/Job/Phase are hidden if specified on the header). Pegasus CIS v3.00 Release Guide Page 28 of 74

29 The Purchases for Stock option shows a similar parameter screen but without the Job and Phase parameters. The Bill of Requirements list allows buyers to review the entire list of Job requirements and tag items (in full or partially) to be bought. When tagging each item a parameter screen is displayed allowing the user to specify the quantity to purchase, defaulting to the full outstanding quantity: When Stock Codes in the Purchase for Job list are tagged the following parameter screen is shown, again any fields specified in either the header or the filter parameter screen will be removed from the screen potentially leaving just the quantity to be entered. Again, the Purchase for Stock list is similar but without the Job related parameters. These three tagging lists then combine to form one list of items that can be used to automatically create the appropriate number of Purchase Orders based on the Suppliers selected and optionally split by Job. The final list of items can be viewed in the Review Items to Purchase items screen where the quantities can be adjusted before running the Create Purchase Orders operation at which point one or more Purchase Orders are created and the Requirement header is closed. Stock Warehouses The concept of Stock Locations has been expanded in Pegasus CIS v3.00 to include Warehouses. Each Warehouse can contain any number of predefined Locations which have to be unique only within that Warehouse (i.e. the same Location code can be used in multiple Warehouses). On upgrade, any datasets that currently use Stock Locations will be required to enter in the name of the Warehouse that those locations will be associated with. It is important to use a meaningful Warehouse Code that this time because it cannot be changed later. Warehouses can optionally be assigned a Warehouse Group. This can be used to help group Warehouses into logical units in very large store configurations spread over multiple sites. Pegasus CIS v3.00 Release Guide Page 29 of 74

30 Warehouse Groups are used for reference and reporting only and do not have an impact on data processing. The General tab of the Stock Settings screen contains some new settings that govern use of Warehouses and Locations: Using the Default Warehouse and Allow Users To Change Warehouses settings, users can be limited to a specific Warehouse. This is most useful in the scenario where multiple Locations are required but only one Warehouse, thereby removing the need for the user to enter a Warehouse at all. These settings can also be overridden on a user by user basis on the Staff table. This allows users to be assigned a specific Warehouse based on physical location (for example): Stock can either be manually assigned to each Warehouse that stock specific items or setup to stock all items. This can be controlled on a Warehouse by Warehouse basis using the All Stock Available At This Warehouse flag on the Warehouses screen: If set to D the default setting is picked up from the Stock Settings screen. If the set to N (or the default is set to No) Warehouses need to be manually assigned to stock records. If set to Y (or the default is set to Yes) then all existing and any new stock records will be automatically assigned that Warehouse. Once a Warehouse has been assigned to a Stock item stock quantities are controlled on the Stock Warehouses screen: Pegasus CIS v3.00 Release Guide Page 30 of 74

31 It is here that the default Location for that stock item within that Warehouse can be specified. A default Warehouse can also be specified on the Stock item screen. If the default Warehouse has a default Location then both of these are visible on the Stock screen: All data processing screen (e.g. Stock issues/receipts batches, Goods Received/Returned Notes, Sales Invoices, etc.) now also prompt for a Warehouse in addition to the Location. The Warehouse is often entered at the header level allowing the Location to be selected when processing specific items. With the Stock Setting Enter By Location flags set the stock batch processing routine swap the order of these fields around allowing the Warehouse and Location to be picked before showing which stock items are available at those locations: Warehouse addresses can now also be selected as a potential delivery destination on Purchase Orders: Site Requisitions Site Requisitions is a new module designed to track requests coming in from site and to allow any available stock to be issued to the Job and accompanied with a delivery note. If there is insufficient quantities in stock an order can be manually placed, directly delivered to site and marked as delivered on the Site Requisition. Pegasus CIS v3.00 Release Guide Page 31 of 74

32 Both Stock and Non-Stock items can be manually added to Site Requisitions in a similar manner to entering in an order item. Alternatively, if at the start of a Job the Bill of Requirements has been entered these can be called off using a tagging list of all outstanding items for the specified Job. Once the items have been entered (or tagged) they can either be issued directly from stock or marked has having been directly delivered to site (this is the only option for non-stock items). Both of these routines are tagging lists showing the appropriate items added to the requisition. When being tagged to be issued, if there is enough quantity in stock and a default location then it is assume that the entire quantity is to be issued. If there is not enough in stock from the default location (or no default location) then the system will prompt for the quantity and correct location: Site Requisitions have the added advantage over the standard Stock Issues batch routine in that stock can be issued from multiple locations for the one item. The above parameter screen allows a Quantity to Issue from This Location to be specified. The system will then loop round prompting for a new location and quantity until the Total Quantity to Issue has been fulfilled: Items that are to be direct delivered to site also prompt for a quantity to deliver. Any items currently with a To Issue quantity will not appear in the direct delivery list. If the requested item is one that should be in stock (or is already on a back order) then the item can be left as To Follows until such a time that sufficient quantities are in stock and can be issued. Pegasus CIS v3.00 Release Guide Page 32 of 74

33 Once all items that can be fulfilled or delivered have been tagged the Site Requisition can be approved. Site Requisitions can be approved one at a time or in bulk using the main menu approve option. Approved Site Requisitions can then be updated which will post any issues and reset the pending item quantities. If all items have been either delivered or issued the Site Requisition is marked as closed. Delivery Notes can then be printed for all issued stock and passed to stores for delivery. A full Delivery Note history is held against each Site Requisition allowing Delivery Notes to be reprinted if necessary. The Select To Follow Items to Issue routine can be used at a later date in order to issue items that were out of stock when the Site Requisition was first created. Both the Site Requisition Number and the Delivery Note Number formats can be configured using the options in the Site Requisition Settings screen: Site Requisition Numbers can be automatically allocated by the system or set to increment based on the last code entered by the user. The latter setting can optionally include the Job Number as a prefix allowing codes like SR0001 to be generated. New Stock Issue & Receipt Posting Routines In previous versions of Pegasus CIS there was one combined routine for posting Stock Issues and Receipts and they could only be issued to or returned from a Job therefore restricting their use to Job-only scenarios. In Pegasus CIS v3.00 the Stock Issues batch has been split into two separate routines one for issuing stock a Job and one for returning stock from a Job. In addition to this, four new issue and receipt batch routines have been added: to Internal Issues Internal Receipts Returns to Supplier Receipts from Supplier Pegasus CIS v3.00 Release Guide Page 33 of 74

34 All of these routines work in a similar manner to Job issues/receipts in that they post adjustments to both the Stock Transactions table (each with a different transaction type) and to the Nominal Ledger, however they do not post anything to Job costs. The nominal journal created uses the standard Stock Nominal Account to adjust the stock valuation, but instead of using the Cost Heading to determine the balancing entry, the user has to select an Internal Analysis Code. Internal Analysis Codes are a user configurable list of codes that link to a nominal code used for the balancing nominal entry. They might be used for something as simple as setting up two codes: one for Internal Issues/Receipts and one for Supplier Returns/Receipts, but could also be used to provide more information about why the transaction was necessary (e.g. faulty goods returned to Supplier) or the location of the goods were used (e.g. stationary supplies used in the main office). For the simpler scenario, default Internal Analysis Codes can be setup on the Analysis/Nominal tab in Stock Settings: No control is provided to tie Supplier receipts to returns or internal issues to receipts. Keeping track of related transactions is therefore a manual process, however, the Internal Analysis Codes are posted to the Stock Transactions table making it easy to report where necessary. Pegasus CIS v3.00 Release Guide Page 34 of 74

35 Stock Transfers In previous versions of Pegasus CIS, Stock Transfers were in reality a one way stock movement posting in or out. In the scenario where stock was actually to be moved between locations it would require two stock movement transactions: one out, the other in. In Pegasus CIS v3.00, the Stock Transfers routine been renamed to Stock Adjustments and a new Stock Transfers routine has been created. has The Stock Transfers routine now allows stock to be transferred between Warehouses or Locations on the one screen, showing From and To sets of fields, including how much there is available to transfer in the From location and how much already exists in the To location. Stock can also be transferred between different Stock Codes. This allows, for example, similar materials or different grades to be merged into one Stock Code. In this scenario the Units should be the same as there is no translation between different types, e.g. packs to individual quantities. The unit cost of the From Stock Code will also be used for both sides of the transfer therefore adjusting the Average Cost of the To Stock code appropriately. A Nominal Journal between the Stock Nominal Codes setup against each item will be raised if they are different. Pegasus CIS v3.00 Release Guide Page 35 of 74

36 Stock Revaluations The Stock Revaluations routine provides a way to revalue the number of physical stock items current in stock without having to either do a Stock Take or issue the entire quantity out of and back into stock. This prevents a misleading Stock Take transaction appearing in the audit trail and is significantly quicker than processing many stock movements where stock is spread across multiple warehouses and locations. A nominal journal for each revaluation is raised with one side of the journal going the Stock Nominal Account and the balancing entry going to a new Stock Revaluation Nominal Account. Just like the Stock Nominal Account, the Stock Revaluation Nominal Account can be specified on the Stock record, on the Stock Category or on the Analysis/Nominal tab in Stock Settings. This routine is only available when using Average Costing. Multiple Alternate Stock Codes Pegasus CIS v3.00 has removed the limitation of having only one Alternate Stock Code and now allows any number or alternates. These are defined against each Stock Code using the Items -> Alternate Stock Code option. Pegasus CIS v3.00 Release Guide Page 36 of 74

37 Alternate Stock Codes can be picked up when issuing stock to Jobs, internally issuing stock and when issuing stock using Site Requisitions. Once an alternate Stock Code has been selected all other stock information uses this code instead of the preferred Stock Code originally entered. No Negative Stock on Stock Issues Allowing stock to go negative when using Average Costing can cause serious problems with stock valuations being thrown significantly out. As Pegasus CIS maintains the Average Cost calculation for each stock record, regardless of which costing method is actually being used, negative stock quantities are no longer allowed. To achieve this, stock is now reserved (up to the maximum available) when a goods out transaction is in progress (e.g. a pending Stock Issue). This reduces the quantity available to issue on other transactions and the quantity remains reserved until the goods out transaction is posted. At this point the quantity is transferred from reserved into a reduction of the physical quantity in stock. When processing issues, only Warehouses & Locations that have enough available stock are listed for selection in lookups. When receiving goods all Warehouses setup against the specified stock code are available in lookups and all Warehouse Locations can be picked as a potential location for the stock. Stock Adjustments and Stock Takes Raise Nominal Journals To stop the Stock Nominal Accounts going out of sync both the Stock Adjustments (formerly Stock Transfers) and Stock Take batch routines now raise nominal journals. Each Adjustment/Stock Take record is raised with one side of the journal going the Stock Nominal Account and the balancing entry going to new Stock Adjustment Nominal Account and Stock Take Nominal Account fields respectively. Just like the Stock Nominal Account, the Stock Revaluation Nominal Account can be specified on the Stock record, on the Stock Category or on the Analysis/Nominal tab in Stock Settings. Pegasus CIS v3.00 Release Guide Page 37 of 74

38 Requisition Orders Requisition Orders provide a way of grouping together items from the Bill of Requirements (formerly Bill of Materials) in order to inform a Supplier of the intent to buy. Typically this would be used to agree a bulk discount for certain items of stock for the lifetime of the Job but to call them off as and when they are required on site. Once a Requisition Order header has been created, items can either be added from scratch by manually adding each item in turn or they can be picked up from any existing Bill of Requirements using the Select Bill of Requirements routine. This displays a tagging list of all existing items not already allocated to a Requisition Order and allows the price agreed with the Supplier and any discount given to be specified: Pegasus CIS v3.00 Release Guide Page 38 of 74

39 The number used to uniquely identify each Requisition Order (the RO Number) can be entered manually by the user or created automatically by the system based on the settings held in the Requisition Order Settings screen: Requisition Order Numbers can be automatically allocated by the system or set to increment based on the last code entered by the user. The latter setting can optionally include the Job Number as a prefix allowing codes like R001 to be generated. Integration with Quantum Payroll for use in Republic of Ireland Quantum Payroll is one of most common payroll systems in use in the Republic of Ireland today. Integration of Pegasus CIS with Quantum Payroll, along with the existing support for Sage Micropay, means that Pegasus CIS can now link to a large proportion of the payroll systems installed within the Republic of Ireland. Pegasus CIS v3.00 supports importing Pay Elements, Employees and Employee Pay Elements using the Profiles setup within Quantum Payroll. Timesheets can then be posted to Quantum Payroll where they will appear in the Timesheets Batch ready for posting to the Payslip. The integration with Quantum Payroll does not support the importing of on-costs using the Payroll Allocation menu options available within Pegasus CIS. NOTE: As Quantum separates out weekly, fortnightly, four weekly and monthly Employees into different datasets, Pegasus CIS can only link to one of these payment frequencies. Quantum Payroll also allows alphanumeric Pay Element codes only numeric codes will be imported into Pegasus CIS. VAT Split on Subcontractor Applications It is now possible to enter a VAT split for Subcontractor Applications. The VAT Split itself cannot be directly added to or deleted, but is instead automatically generated by the system based on the VAT Codes used. When a new Application is entered it is assumed that the entire value will go to the default VAT Code specified on the header. In order to use more than one VAT Code multiple Cost Heading Splits need to be entered, each of which now has to specify a VAT Code: Pegasus CIS v3.00 Release Guide Page 39 of 74

40 The system then automatically generates a VAT Split record for each VAT Code used, totalling the goods value entered and calculating the appropriate amount of VAT due. There should generally be no need to view or edit the VAT Split but if, for example, the values being entered are produced from an external system which has rounded them differently, the VAT value on the split can be manually amended. If modifications to the VAT Split need to be made this should be the last thing done as any change made to either the header or the items will cause the VAT Split to be recalculated therefore resetting any manual amendments. When using the Certify Subcontractor Order/Variation Items tagging lists, the VAT Code is now specified on each of the Order and Variation Items screens (defaulting to the VAT Code on the order header) and cannot be changed during the tagging process. Pegasus CIS v3.00 Release Guide Page 40 of 74

41 The addition of a VAT Split to Subcontractor Applications has meant that the Subcontractor Transactions table (where all Subcontractor Applications, Timesheets, Payments, etc. are posted) has had to be changed. Other than a rolled up total of the VAT value, all VAT related information has had to be moved to a new Subcontractor Transaction VAT table. All relevant reports within the system have been updated to handle this change but any custom reports that pick up or use VAT Code related information will have to be manually updated. The Subcontractor Payment Certificate print has been particularly affected by this change and as it is a likely candidate for customisation it should be reviewed carefully. It is recommended that the customised report be redone using the new standard report as a starting point to make sure that none of the complex logic contained within the report is lost. Tagging List Enhancements Tagging lists have been redesigned to significantly increase performance to a level comparable with the standard list views. In addition to this, all the standard list view functionality is now also available within tagging lists, including the following features: Filtering Sorting Running Sums Grouping (only available through the right click menu, not via column drag and drop) Hide/Unhide Columns (including linking to all related tables) Column Reorder Send to Excel Multiple Saved Views Pegasus CIS v3.00 Release Guide Page 41 of 74

42 In addition to these enhancements, if a running sum is in place on a column and the action of tagging or un-tagging that row affects the value for that row then the running sum totals are also updated with the change. Lookup Enhancements All lookups throughout the system have been updated so that any text entered into a field with a lookup is used to pre-filter the data displayed. This can significantly improve the performance of lookups, especially where the data that is being looked up potentially has tens of thousands of records, e.g. Stock. If the results returned do not include the correct record the user can either cancel out or the look and enter a more accurate pre-filter, or click the red cross to remove the pre-filter completely to view the entire list of all available records. If the pre-filter does not return any records at all then the lookup will show all the records and attempt to locate the closest match in the list. The pre-filter is then displayed in the incremental search field at the bottom of the first column in red, allowing the user to delete the wrongly typed letters and search for the correct match. Pegasus CIS v3.00 Release Guide Page 42 of 74

43 The concept of lookup "Search Fields" have also been added so that multiple pre-defined columns within a lookup can be automatically searched on. For example, using the Customer Code and Name demonstrated above where T was searched for an the lookup found the three Customers with codes beginning with T and one Customer whose name begins with T. These lookup search fields have been applied throughout the system, including (but not limited to) Jobs, Customers, Suppliers, Subcontractors, Stock & Nominal. Expanded Logging Capabilities In Pegasus CIS v3.00 the logging capabilities have been expanded considerably and are now also much more accessible. Logging is configured using the Administrator program and can be accessed via the Logging tab in the Set Application Paths screen and overridden on a company by company basis via the System tab in the Maintain Application Datasets/Companies edit screen. The concept of logging has been expanded from an all-or-nothing approach to now having multiple logging levels. Each level uses an increasing scale of logging more and more detail where each level also logs everything the previous level logged: 0. Default Logging Level (from the Logging tab in the Set Application Paths screen) 1. System & Errors records any changes made to the system settings and any error messages displayed to the user (this is the minimum level of logging for all datasets) 2. Batches & Warnings records details of batch postings and any warnings displayed to the user (and their response) 3. Master Tables records changes to any master tables, e.g. Jobs, Customers, etc. 4. Operational Data Entry records changes to any data entry routines not contained within a batch, e.g. Purchase Orders, Sales Invoices, etc. 5. Batch Data Entry records changes to all records contained within batches The recommended logging level is 3 Master Tables, but for sites when auditability is important it level should be 4 or 5. Level 5 effectively logs all activity within the system. In addition to these levels there are also 5 further options that can be individually switched on independently of which level is selected: Pegasus CIS v3.00 Release Guide Page 43 of 74

44 Log Detailed Field Changes 1 log entry/record will be created for each individual field that has been changed Log Critical Field Changes Only only logs changes to mandatory and foreign key fields Log Notes Fields logs changes to unlimited character fields; if there is more than one notes field on a record that is changed subsequent fields will be logged under a new log entry/record Log User Messages logs all user prompts and messages as well as responses to any questions Log Reports logs when reports are run The logs themselves are accessed from within Pegasus CIS for a new System Logs menu within System Control. The System Logs menu is split into sub-menus based on the type of log entry: All all log entries regardless of type Critical Errors unexpected system errors User Errors user operator errors User Warnings warnings displayed User Messages messages displayed Batch Control batch posting messages Data Processing changes made to data Each of these sub-menus is further subdivided into common data ranges to make the number of records returned more manageable. Lastly, each sub-menu also contains a routine to clear down that subset of the Log. Log entries created within the last 3 months cannot be deleted. Each of the log menu options displays the log screen: Pegasus CIS v3.00 Release Guide Page 44 of 74

45 This screen displays all the key information in order to track down what has changed, when and by whom. As well as information like the name of the table changed and the primary key of the record, other information that may be useful is also logged in the Log Key section. The detailed description contains either the information presented to the user in the case of a message or a list of the fields changed. This field change list is the same regardless of whether data has been added, deleted or modified and is formatted as a Comma Separated Values (CSV) list making it easy to extract for analysis. The columns are: Field Caption, Field Name, Old Value (always blank for new records) and New Value (always blank for deleted records). Changes to notes fields are displayed in the Notes Field tab. Enhanced Batch Permissions The Administrator program has introduced a new concept of Departments to help control the visibility of batches within the system. Departments are accessed from a button on the Maintain Users and User Permissions list screen. A Department consists of a code and a description and any number can be entered: Pegasus CIS v3.00 Release Guide Page 45 of 74

46 Once Departments are setup, Users can be assigned a Department from the Users screen: The enhanced batch permissions can now be assigned on the Permissions 1 tab on both the Security Group and the User. Users can now be setup view their own batches only, all batches created by users within their Department or all batches as before. The same options can also be applied to who can approve and who can close batches. Pegasus CIS v3.00 Release Guide Page 46 of 74

47 Enhancements by Module Jobs Module Job Number Expanded from 8 to 10 Characters The Job Number has been expanded from 8 to 10 characters throughout the system allowing more flexibility in Job numbering systems and better compatibility with 3 rd party applications. Description Added to Direct Costs, Job Journals & Bank Expenditure Batches This will allow the description field to be posted to the Job Cost Transactions table. Workshop Charge Out Sheets and Internal Invoices Updated to Allow Negative Values This will allow the user to post corrections where the wrong value has been previously posted and needs to be reversed. Previously this would have to have been done using two separate routines (one for the cost, one for the sales) therefore making it less auditable. Hours Field Added to Job Cost Transactions Table In previous versions of Pegasus CIS it was not easy to sum the total hours posted to a Job for a given list of transactions as the Include Quantity In Total field would have to be filtered on Yes to remove, for example, Purchase Invoice Item quantities, etc. By adding the Hours field into the Job Cost Transactions table this can be summed across all transactions without other quantities affecting the total. Journals and Adjustments Updated to Roll-Add After a New Record When creating a new batch from any of the batches in the Jobs -> Journals and Adjustments menu the data entry screen will default to entering a new record. When any new record is saved the system will automatically start entering the next new record. Once all the required records have been entered the user should press the Escape key or click the Cancel button to stop entering new records. This applies to: Job Journals, Sales Journals, Direct Costs, Direct Sales, Bank/Cash Expenditure, Workshop Charge Out Sheets and Internal Invoices. Reset Job Closed On and Job Closed Period when Re-Opening a Job When a Job is changed from an Open status to a Closed status (as determined by the Closed Status on the Job Status table) the system sets the Job Closed On and Job Closed Period fields to today s date and the system Nominal Period respectively. If the status is changed back to an Open status instead of retaining the Job Closed On and Job Closed Period values they are now reset to empty values. As these values are there to represent when the Job was changed from an open to a closed status, if the status of a Job changes from one closed status to another (i.e. when changing from "Closed" to "Archived") the values are no longer updated therefore preserving the original values. Allow Projects to be Closed and Re-Opened Projects now have a Change Status operation that allows the Project status to be changed from Open to Closed or vice-versa. To allow closed Projects to be viewed the original Projects menu option has been split into "Current Projects" and "All Projects" options. "Reference Mandatory on Journals and Adjustments" Option Added to Job Settings When the Reference Mandatory on Journals and Adjustments flag on the General Tab of the Job Settings screen is set to Yes the system will force a reference to be entered. This applies to: Job Journals, Sales Journals, Direct Costs, Direct Sales, Bank/Cash Expenditure, Workshop Charge Out Sheets and Internal Invoices. Pegasus CIS v3.00 Release Guide Page 47 of 74

48 "Remove Redundant Job and Phase Headings On Job Close" Option Added to Job Settings When Jobs are created the template (or templates) used to populate the Job Headings may contain many Job Headings that are ultimately not actually used. This can lead to redundant records unnecessarily being held in the database taking up space and reducing performance on Job Heading lookups. With the Remove Redundant Job and Phase Headings On Job Close flag on the General tab of the Job Settings screen set to Y these records are automatically removed when the status on a Job changes from an Open status to a Closed status (as determined by the Closed Status on the Job Status table). If the flag is set to P then the user will be prompted whether or not they would like the redundant records removed and with the flag set to N no records will be removed. This will help to automatically maintain database size and is recommended for datasets held in Microsoft Access where the number of Job Headings starts to exceed 500,000 and performance of Cost & Revenue Heading lookups is affected. Although the significantly improved performance of Microsoft SQL Server makes this flag unnecessary from a speed point of view, it may still be desired from the Job maintenance point of view. "Remove Redundant Job Headings from Closed Jobs" Utility Added The Remove Redundant Job Headings from Closed Jobs" utility found in Jobs -> Job Setup -> Utilities provides a way to bulk remove the redundant Job and Phase Headings from all Jobs set to a Closed status. This is equivalent to the routine the system automatically runs when the "Remove Redundant Job and Phase Headings On Job Close" Job Setting is set to Y or P but applies to all closed Jobs (see above for more details). It can be used to tidy up a dataset after upgrading to Pegasus CIS v3.00 or when period maintenance is preferred over continual. Delete Job Utilities Added When a Job has been completed there may be no need to retain the information held about this Job or its transaction history. To stop Jobs from being deleted by accident, a new To Be Deleted flag has been added to the Job Status table. Jobs cannot be set to a To Be Deleted flag using the standard Change Status operation on the Job; instead a new Mark Job As To Be Deleted operation must be used. A Job must already have been set to a Closed Status before being flagged for deletion. The following utilities (accessed from the Jobs -> Job Setup -> Utilities menu) will allow Jobs set to a To Be Deleted status to be completely deleted from the dataset: Delete Single Job Delete Jobs with a Specific 'To be Deleted' Status Delete 'To Be Deleted' Jobs up to a Closed On Date WARNING: As this routine cannot be reversed it is imperative that a backup be taken before it is run. We also recommend adhering to the following guidelines: Deleted Job numbers should not be reused This routine should only used to remove Jobs that are at least 1 year old All Jobs should be kept in a backup copy of the data for historical reference, for example, if Jobs are purged annually, at the start of a new year (i.e. after the Year End Routine has been run in the Back Office Accounts) a backup copy of the dataset should be taken and only once complete should the redundant closed Jobs be deleted from the live data It is not necessary to delete Jobs from datasets stored in Microsoft SQL Server in order to increase performance it is designed to store millions of transactions and performance will not be adversely affected by closed Jobs Pegasus CIS v3.00 Release Guide Page 48 of 74

49 Add a warning when adding Job Phases to indicate if they are not currently enabled and allow them to be enabled specifically for that Job When adding a new Phase to a Job, if Job Phases are not enabled in Job Settings (and not already enabled for this Job) the system will prompt the user to enable Job Phases for this particular Job. Add link to Valuation & Measurements and Contract Certificates to Jobs in a new "Sales" sub-menu along with the existing Contract Applications option From the Jobs form, it is now possible to view the selected Job s Contract Sales Valuation/Measurement and Current Contract Certificates via a new Sales sub-menu on the Items button. Update Percentage of Budget Cost and Estimated Costs on the Job, Phase, Job Heading and Phase Heading to use the Total Cost (i.e. including Committed Costs and Overhead Recovery) instead of just WIP + Actual. The system calculated Percentage of Budget Cost and Percentage of Estimated Costs values shown on the Job, Job Phase, Job Heading and Phase Heading forms are now based on Total Cost. Previously only Actual Costs and WIP were taken into account, ignoring Committed Costs and Overhead Recovery. Add Reference and Narrative to Job & Project Documents The Job Documents hyperlink file has been expanded so that a Reference and Narrative can now be recorded in addition to the Document Description and the document file. The ability to record this additional information, which could previously only be included within the Document Description, will improve searching for a document file. Pegasus CIS v3.00 Release Guide Page 49 of 74

50 Sales Module Sales Budgets Sales Budgets are similar to the Cost Budgets that can be applied to Job Cost Headings (at the Job Phase Heading level), but are instead applied to Job Revenue Headings (at the Job Heading level). Like Cost Budgets, Sales Budgets can be entered in directly for each Revenue Heading but can also be entered at the period level allowing Period Analysis of revenue receipts: This can be done manually for each period or automatically using the Split Sales Budgets Over Periods operation on the Job Headings screen. To help analyse the performance of a Job compared to its Sales Budget there is a new section called Sales Budget Estimates. It is here that the system lets you know how much is still to be invoiced and how close to budget it is estimated your invoicing will end up. Sales Budget Estimates use the concept of a Percentage Complete Sales value to (optionally) calculate the Estimated Total Sales value. If the Percentage Complete Sales is not used (i.e. it has a zero value) the Estimated Total Sales equals the higher of either the Budget Sales value or the current External Revenue value (i.e. the total of all Sales Invoice and Contract Certificate postings). The difference between the Estimated Total Sales and the Budget Sales is the Budget Variance. In this scenario the Budget Variance will only ever be greater than zero if more has been invoiced than was budgeted for. The Still to Invoice value is calculated by deducting the current External Revenue value from the Estimated Total Sales value. Pegasus CIS v3.00 Release Guide Page 50 of 74

51 The example to the right shows how an External Revenue value of 800,000 would affect the Sales Budget Estimates. Where appropriate, the Percentage Complete Sales can be used to indicate how much of the total estimated revenue the current External Revenue value represents. From this the Estimated Total Sales value can be extrapolated, i.e. if the External Revenue value is x% of the total sales, what is 100%? This can also be used to create what if scenarios for sales forecasting. In the example to the left we have estimated that the 800,000 External Revenue only represents 50% of what we intend to invoice. The Budget Variance and Still to Invoice calculations remain the same as when the Percentage Complete Sales value is zero. When dealing with foreign currency Jobs, Sales Budgets are entered in the currency specified on the Job and base currency values are calculated using the Exchange Rate at Time of Order held on the Settings tab on the Job screen. All base currency fields can be picked up in list views and reports making analysis across all Jobs easy regardless of currency. Foreign Jobs have the addedd complication that the exchange rate could fluctuate over the life of a Job (which could span several years). At the start of a Job, Cost Budgets are worked out from which they would expect to see a certain profit margin (based on the exchange rate at the time). If over the course of the Job that exchange rate starts to slide considerably in favour of the foreign currency then they could potentially find themselves in a position of making a loss. To highlight this, the Sales Budget Estimates section is also shown in base currency: The values on the left are in base currency (e.g. British Pounds) and the values on the right are in the Job s foreign currency (e.g. Euros) Continuing the previous example (without a Percentage Complete Sales entered), if a Job has an initial exchange rate of 2.00 then the 1,200,000 in, say, Euros, works out at 600,000 in base currency. If a certificate or invoice for 400,000 EUR is posted, again at an exchange rate of 2.00 then the External Revenue in base currency is 200,000 GBP. The Estimated Total Sales, Budget Variance and Still to Invoice values for the foreign currency are calculated exactly the same as previously described for a Job in base currency. However, in order to help track any potential gains/losses made from the time the initial order was placed and the Job being completed, the Still to Invoice value in base currency is calculated from the foreign Still to Invoice value using the current system exchange rate. In the example above the system exchange rate for Euros is now 2.50 giving a base currency Still to Invoice value of 320,000 GBP. This is then added to the base External Revenue value (which has already been subject to any exchange rate fluctuations to date) to calculate the base Estimated Total Sales. The difference between the Estimated Total Sales and Bud Sales values gives the base Budget Variance. As you can see, in this scenario, if the exchange rate remains at Pegasus CIS v3.00 Release Guide Page 51 of 74

52 2.50 a loss of 80,000 GBP will be made relative to what would have been expected at the start of the Job. The base Still to Invoice value is obviously very dependent on the current system sales exchange rate and if it changes any potential Sales Budget gain/loss will also be affected. To ensure that the base Still to Invoice is always up to date any changes in the system sales exchange rate (whether changed manually or via the Back Office Currencies Import) will instantly be reflected on the Job. Automated Sales Invoice (SOP Job) Generation A new "Generate Sales Invoices (SOP Jobs)" routine has been added to the Sales -> Sales Invoicing -> Invoices menu to allow Sales Invoices for all outstanding Job Items to be created. The generated Sales Invoices will be grouped together by the Customer specified on the Job, i.e. if multiple Jobs all have the same Customer then only one Sales Invoice (with one item for each Job Item) will be generated. Only Jobs with both a Customer and outstanding Job Items will be generated. To control which Jobs are picked up for invoicing an "Include In Sales Invoice Generation" flag has been added to the Job Status table and only Jobs set to a status where this flag is Yes will be generated. This allows a To Be Invoiced status to be created so the project manager for a Job can change its status from Open to To Be Invoiced when the Job is ready to be invoiced. After the routine has been run, each Job affected will have its staus updated from the To Be Invoiced status to the status defined in the Status After Invoice Generation field on the Job Status record. The statuses available for this lookup cannot be ones set to Include In Sales Invoice Generation = Yes or ones that do not allow postings. Retention on SOP Job / Job Item Sales Invoices In Pegasus CIS v2.04 and before it was not possible to record retention on SOP Job Sales Invoices; this was only possible on Single Job and Multiple Jobs/NL Sales Invoices. In addition, on Multiple Jobs/NL Sales Invoices it was not possible to have more than one Job, Revenue Heading or VAT Code specified on items. In Pegasus CIS v3.00 both of these limitations have been removed. It is now possible to put retention on all forms of Sales Invoice as well as having any number of different Jobs, Revenue Headings or VAT Codes on the one Sales Invoice (SOP Job or Multiple Jobs/NL). To facilitate this, the Pending Retention Sales Invoices option has changed from being a single header record (equivalent to a Single Job Sales Invoice) into a header and items (equivalent to a Multiple Jobs/NL Sales Invoice). When retention is applied to the header of a Sales Invoice it is still split pro-rata across all items but instead of being rolled up into one header only Pending Retention Sales Invoice the retention on each item is transferred on an item by item basis to a new Pending Retention Sales Invoice Item. Once the original Sales Invoice is posted, the pending retention value on each item can be modified independently to each of the other items. New Items can also be added and existing items can be deleted. Any changes made to the original retention values will not be retained so it Pegasus CIS v3.00 Release Guide Page 52 of 74

53 is important that these are handled properly to avoid losing track of retention that should be rightfully claimed at a later date. Completely new Pending Retention Sales Invoices can also be created directly by adding a new header record in the usual manner. The value of Sales Invoice Retention (excluding VAT) can now also been seen on the Job Summary tab. This is the total of all Pending Retention Sales Invoices for this Job. The method of releasing or deleting Pending Retention Sales Invoices has not changed, i.e. only the entire Pending Retention Sales Invoice can be activated or deleted. As the retention percentage is applied at the header level the pending retention value cannot be part-released, i.e. retention cannot be released on an item by item basis or using an overall percentage; it is all or nothing. However, once a Pending Retention Sales Invoice has been activated a further retention percentage can be applied across the entire sales invoice. Once posted a new Pending Retention Sales Invoice is created for the remaining value. In this way a Sales Invoice can be continually part released until the entire original value is invoiced. Alternatively, the values on Pending Retention Sales Invoices can be modified and new Pending Retention Sales Invoices created with the difference. As Pending Retention Sales Invoices are released the VAT Value and Invoice Total will be recalculated based on the current system VAT Rates. Foreign currency Sales Invoices will also have the current currency exchange rate applied when calculating the base currency values. The Invoice Date will be set to the current system Date and the Due Date calculated based on the original Sales Invoice terms. Pending Retention Sales Invoices that have been released will no longer be found in Sales Invoices Single Job but will instead be in Sales Invoices Multiple Jobs/NL. To ensure that no retention values are inadvertently lost the value held on each item cannot be modified. If retention has been released by mistake the retention percentage on the Sales Invoice header can be set to 100% and the entire invoice will be posted back into Pending Retention Sales Invoices. Quantities and Unit Costs Added to Valuation and Measurements It is now possible to specify a quantity and unit cost when entering Tender Sections in Valuation & Measurements. If a Section Quantity is specified then the screen enters Quantity Mode. In this mode the Unit Cost field is unlocked and multiplied by the Section Quantity to calculate the Section Value; and the Executed Quantity field is unlocked and multiplied by the Unit Cost to calculate the Work Executed. Pegasus CIS v3.00 Release Guide Page 53 of 74

54 In order to maintain backward compatibility, if the Section Quantity is zero then the Section Value and Work Executed fields are be manually entered and the Unit Cost and Executed Quantity are zero. The same logic has also been applied to Variations where the sum of the Variation Items is entered into the Unit Cost. Again, if no Variation Quantity is entered then the Variation Value equals the sum of the items and the Work Executed is manually entered. If a Variation Quantity is specified then it is multiplied by the sum of the Variation Items to give the Variation Value and the Executed Quantity is used to calculate the Work Executed. This effectively turns the Variation Items into a mini Bill of Materials and the Variation into an Assembly allowing multiple quantities of the overall assembly to be specified. An alternate way of working with Variations is that it is no longer necessary to enter Variation Items in order to calculate the Variation Value. If no Variation Items are entered then the Variation Value field becomes unlocked and can be manually entered. This can also be used in conjunction with the Variation Quantity in which case the Unit Cost can be entered and the Variation Value is automatically calculated. This can make it much easier to enter simple one line Variations where going to the item level is not required and more time consuming. Pegasus CIS v3.00 Release Guide Page 54 of 74