Enhancements in Spectrum Last Updated: April 5, 2018

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1 Enhancements in Spectrum Last Updated: April 5, 2018 Status: Thunderbirds are GO! AP BI BI BI BI CM JC JC JC MM PO PO PO PR PR PR PS ST ST ST Use Tax Report Supports Work Orders Deep Linking New Job Listing Data Source Add Unposted Costs to Project Management Data Warehouse New Standard Reports Customer Sales Report, Customer Sales Report by Company Equipment Listing Equipment Transactions by Cost Category Equipment Revenue History Report Work In Process Report, Work In Process Report by Company Job Cost History Site Profitability, Site Profitability by Company Add Date to Positive Pay File Retain Complete Date when Status Changed Master Job Calculation Options Payroll in Process Charged at Standard Cost Cost Center Security Added to Customer Contract and Job Contract Received Amount Added to Purchase Orders Pages Save and Continue Option Additional Description Added to Packing List Entry Time Off Bank Limits Graduated Tables Support 50 Rows Clear Auto Deposit Cycle Viewpoint Estimating added to Project Setup Task Complete Checkbox Timekeeping Enhancements Field Level Security Enhancements Field Level Security to Edit Task Price Field Level Security to Enter Labor for Other Techs Field Level Security for Non-Work Order Time Entry in Service Tech Field Level Security to View/Edit Labor Billing Code TM TM WS WO WO WO Add Batch Code to TM Billing Transaction Entry Add Switch Option to TM Detail Billing Selection New Web Services (For Third Party Use Only) Add Use Tax to Materials Go To Date Button on Dispatch Schedule Assign Warehouses to Technicians for Service Tech New Enhancements in Spectrum

2 AP Use Tax Report Supports Work Orders The Accounts Payable Use Tax Report has been enhanced to include use tax amounts accrued from work orders. When Work orders is the only option selected, the following selection fields are available: Use tax code Invoice (based on A/R invoice numbers) From invoice date (based on A/R invoices) To invoice date (based on A/R invoices) From G/L date (based on A/R invoices) To G/L date (based on A/R invoices) As a training matter, the following fields can be used for either A/P invoices or for A/R invoices for work orders: Invoice, From invoice date, To invoice date, From G/L date and To G/L date. New Enhancements in Spectrum

3 BI Deep Linking On a Business Intelligence Analysis report, the ability to drill back into a Spectrum page to get more information is called deep linking. Simply right click the item to open the context menu and select the desired page. A new Spectrum tab will open with the record in context. For example, when the user right clicks on the Job Code, they will see Job Analysis and Job Cost History on the context menu. Select one to be taken to that screen in Spectrum with the job in context. Deep linking options take the user to the Job Analysis or Job Cost History page. Deep linking is now available for the following: Level Context Menu Options Available In Customer Code Customer Financials Customer Open Items Customer Payment History Accounting: Customer Billings Project Management: Contract Billings Project Management: Job Cash Flow Project Management: Job Financials Service: Financials Equipment Code Equipment Financials Equipment Cost History Equipment Revenue History Equipment: Cost Detail Equipment: Financials Project Management: Cost Details G/L Code G/L Detail Analysis General Ledger: Summary Trial Balance Job Code Site Code Vendor Code Job Analysis Job Cost History Site History Site Warranty Management Service Contracts Vendor Financials Vendor Open Items Vendor Payment History General Ledger: Contract Status Project Management: Contract Billings Project Management: Job Cash Flow Project Management: Job Financials Project Management: Materials Project Management: Subcontracts Service: Financials Accounting: Vendor Financials Project Management: Cost Detail Project Management: Job Cash Flow Project Management: Materials Project Management: Subcontracts New Enhancements in Spectrum

4 Security Implications The user must have security to visit the linked page. For enterprise systems, they also must have cost center security to the record as well. BI New Job Listing Data Source This data source contains setup information about the job including address, division, master job and phase mask structure. It also contains payroll setup including tax, union and wage codes. This is useful to create exception reports to identify areas not properly setup. The data source also includes: Dates: Estimated Start and Complete Dates, Actual Start and Complete Dates, and Projected Complete Date. Personnel: Estimator, Superintendent and Project Manager Payroll Setup: Worker s Comp, Tax Codes, Rate Level, Wage Code, Union Code, Certified Flag, Davis-Bacon Flag, Non-stated Fringe Flag, Certified Project ID and Week Numbering. Also includes Burden and Overhead setup information. Cost Centers at the Job level. BI Add Unposted Costs to Project Management Data Warehouse In Job Cost, Payroll in progress and A/P invoices in progress represent transactions that have not yet been updated to the system. They may be optionally included on inquiries and reports to assist the Project Manager in their analysis. This same concept is available in Spectrum Business Intelligence. The measure Costs Unposted has been added to represent the unposted costs from Payroll in progress and A/P invoices in progress. It is important to note that there is not a To-Date version of this measure, as once the transaction is posted it is no longer part of Costs Unposted. This measure is part of the following Project Management data cubes: Cost Detail Job Financials Cash Flow Contract Billings Spectrum will create phase and cost type combinations automatically when needed to post burden and overhead. Unposted costs will appear in the phase and cost type using these rules: 1. When the phase and cost type for burden and overhead exist, they will be used to record unposted costs. 2. When the phase and cost type do not exist, charge the unposted costs to the first phase and cost type of the job. Later, when the non-existent phase and cost type are updated, these will be created by the system. The rebuild would then use that phase + cost type when the rebuild is run. New Enhancements in Spectrum

5 BI New Standard Reports These are available in Business Intelligence Standard Reports. The purpose of these reports is to provide default reports that can be used as is or modified. Think of these as a starting place that can be modified to fit each user s needs. Users are never allowed to save back to the Standard Reports folder. Instead, a modified copy may be saved in either My Reports or your company s tenant folder, depending on security. Customer Sales Report BUSINESS INTELLIGENCE STANDARD REPORTS ACCOUNTING CUSTOMER SALES REPORT This analysis report demonstrates how to use the customer billings data cube. By default, it requires Business Intelligence security access to the ABC company. Change it to your company code as desired. Note that this report uses the company s fiscal calendar. Customer Sales Report by Company BUSINESS INTELLIGENCE STANDARD REPORTS ACCOUNTING CUSTOMER SALES REPORT BY COMPANY This dashboard style report allows the user to select the Company Code when displaying the report. Only companies that the user has security for will be available. Note that this report uses the company s fiscal calendar. Equipment Listing by Company BUSINESS INTELLIGENCE STANDARD REPORTS EQUIPMENT EQUIPMENT LISTING This interactive report displays equipment details by Company. Click the icon to toggle the prompts. Only companies that the user has security for will be available. Users will be able to select from the complete equipment list, unless cost centers are enabled. With cost centers, the user will only be able to select equipment assigned to cost centers that they have security for. New Enhancements in Spectrum

6 Equipment Transactions by Cost Category BUSINESS INTELLIGENCE STANDARD REPORTS EQUIPMENT TRANSACTIONS BY COST CATEGORY This interactive report displays one piece of equipment s cost broken out by Cost Category. Click the icon to toggle the prompts. Only companies that the user has security for will be available. Users will be able to select from the complete equipment list, unless cost centers are enabled. With cost centers, the user will only be able to select equipment assigned to cost centers that they have security for. Note that this report uses the calendar year. Equipment Revenue History Report BUSINESS INTELLIGENCE STANDARD REPORTS EQUIPMENT EQUIPMENT REVENUE HISTORY This interactive report displays both rental and job revenue for the selected piece of equipment. Click the icon to toggle the prompts. Only companies that the user has security for will be available. Note that this report uses the calendar year. New Enhancements in Spectrum

7 Users will be able to select from the complete equipment list, unless cost centers are enabled. With cost centers, the user will only be able to select equipment assigned to cost centers that they have security for. Work In Process Report BUSINESS INTELLIGENCE STANDARD REPORTS GENERAL LEDGER WORK IN PROCESS REPORT This analysis report demonstrates how to use the contract status data cube. By default, it requires Business Intelligence security access to the ABC company. Change it to your company code as desired. Note that this report uses the company s fiscal calendar. Work In Process Report by Company BUSINESS INTELLIGENCE STANDARD REPORTS GENERAL LEDGER WORK IN PROCESS REPORT BY COMPANY This dashboard style report allows the user to select the Company Code when displaying the report. Only companies that the user has security for will be available. Note that this report uses the company s fiscal calendar. Job Cost History BUSINESS INTELLIGENCE STANDARD REPORTS PROJECT MANAGEMENT JOB COST HISTORY This interactive report displays costs charged to the selected job by phase. Click the icon to toggle the prompts. Only companies that the user has security for will be available. The list of jobs is controlled using the following hierarchy: 1. When the user has My Jobs security, the list will be restricted to those projects where they are listed as a job contact. 2. Users with Financials security will see the full job list. 3. When cost centers are enabled, this list is further refined to display those jobs that the user has cost center security for, regardless of their BI Security scheme. Note that this report uses the calendar year. New Enhancements in Spectrum

8 Site Profitability BUSINESS INTELLIGENCE STANDARD REPORTS SERVICE SITE PROFITABILITY This analysis report demonstrates how to use the service financials data cube. By default, it requires Business Intelligence security access to the ABC company. Change it to your company code as desired. Note that this report uses the calendar year. Site Profitability by Company BUSINESS INTELLIGENCE STANDARD REPORTS SERVICE SITE PROFITABILITY BY COMPANY This dashboard style report allows the user to select the Company Code when displaying the report. Only companies that the user has security for will be available. Note that this report uses the calendar year. CM Add Date to Positive Pay File Certain banks, specifically Bank of America, require the current date be in the header portion of the positive pay file. To support this new requirement, the company s current processing date will default when using the miscellaneous non-file variable of CURRENT DATE. This variable is available in the header, footer and void footer in Positive Pay File Maintenance. JC Retain Complete Date when Status Changed Prior to this release, changing the status of a completed job to active or inactive would clear the Complete date field. When the job was set back to complete the current date was used and not the prior entered date. Clients reported that they would forget to change the date back when they moved the status to Complete. There are many reasons why the status of a job is moved from Complete to Inactive or Active. Many times, a job is reopened to make corrections or to book missing transactions. As the job s Complete date hasn t changed, the system will no longer blank out the date when the status moves to Inactive or Active. When the status is changed from Complete to Active or Inactive, the Complete date is hidden from the screen. The date is still on the record and will appear when the status is changed back to Complete. JC Master Job Calculation Options The option previously titled Master Job earned calculation method meant two different earnings methods, depending on the job in context. This made the feature difficult to use. For clarity, the two meanings of the Master job calculation option have been broken out into two separate options. New Enhancements in Spectrum

9 When the job in context is a: Master Job Master job method is not available. Sub job method is available. Select this option when each sub job should use their own earned revenue calculated method and then summarized up into the master job. The Contract Status Report will then summarize the earnings on the sub jobs to present as earned revenue. Sub job Master job method is available. Select this option when the sub jobs should use the master job s earned revenue calculation method. Sub job method is not available. JC Payroll in Progress Charged at Standard Cost Prior to this release, unposted time records appeared at their actual costs when posted costs used standard costs. The same thing occurred when Pre-Time Cards were updated into Time + Materials. Now unposted time records (Pre-Time Cards and unposted Time Cards) charged to standard cost payroll departments will appear in Job Cost and in Time + Material at their standard cost. MM Cost Center Security Added to Customer Contract and Job Contract Prior to this release, cost center security did not control access to Material Management s Customer Contract File Maintenance and Job Contract File Maintenance. It also did not restrict access to the associated listings. Starting with this release, users will only see those records in which they have cost center security for. PO Received Amount Added to Purchase Orders Pages When the Purchasing Manager went to review a group of PO s there was not a quick and easy way to determine the amounts received. Spectrum has been enhanced to display the Received amount dollars on the page when it displays by vendor, by purchase order, by job, by work order and so on. New Enhancements in Spectrum

10 14.23 and prior Version PO Save and Continue Option Users creating large, multi-line purchase orders need a way to save their work as they go. The Save option from previous versions has been renamed to Save and New PO. For backwards compatibility, this is in primary green and F3 remains the keyboard equivalent. When the user wants to save their work, a new option titled Save and Continue Entry is used. It s keyboard equivalent is ALT+C. When this option is selected, the purchase order is immediately saved and the PO number is retained in the Purchase order field. When the user presses <ENTER>, the PO is called back up and the cursor appears below the highest row of data entered ready for new input. PO Additional Description Added to Packing List Entry Non-stock items are difficult to identify when performing packing list quantity entry. To assist the user in identifying items on purchase orders, the first line from the Additional description now appears in Packing List Entry. New Enhancements in Spectrum

11 PR Time Off Bank Limits Some companies have a time off policy where the hourly accruals cease when the employee s Bank balance exceeds a specified value. The accrual then restarts automatically once the balance falls back below the threshold. Time Off Code Maintenance offers a checkbox to Suspend accrual if balance is over limit. When this box is selected, the software will prompt for the Balance limit. This feature will allow the Payroll Administrator to define the point at which accruals stop accumulating. The accrual calculations performed during the Payroll Cycle will cap Earned amounts when the employee s Bank balance exceeds the specified level. Specifically, the following calculations will be modified: Accruals for the Time Off Bank shown in the Benefits box on the pay stub Accruals appearing on the Labor Distribution Report Accruals posted to the Employee Time Off Bank during the Payroll Update. Training Note: Please note that there are now two types of limits that can be defined for a Time off code. Limit per year The maximum benefit hours that can be earned during the year. Balance limit The maximum hours in the current Bank balance where benefit hours can be earned. New Enhancements in Spectrum

12 PR Graduated Tables Support 50 Rows To support different challenging tax tables, Spectrum has been enhanced to support up to 50 graduated table rows in both Tax Tables and Tax Adjustments Code Maintenance. The Tax Brackets button will become available only when all rows above are completed. Other enhancements related to this include: Changes are tracked in the Audit Log Included in Copy Setup Across Companies utility Improved Listing New Enhancements in Spectrum

13 PR Clear Auto Deposit Cycle TOP ENHANCEMENT FORUM REQUEST Prior to this release, the timeframe where the Payroll Administrator could modify an employee s bank information was quite short. Users requested the ability to edit Employee Auto Deposit settings once they have exported the file for the current week s pay cycle. For example, a given employee may be set for pre-notification, and the payroll administrator wishes to switch the setting to Yes after making the Export File so that the following week s paycheck will go out as an Auto Deposit. To shorten the timeframe where editing the Employee Auto Deposit is not allowed, the Payroll Administrator will now be able to clear the Auto Deposit Cycle once they have successfully created the ACH file. Once the export file has been created, the user has the option to unlock the auto deposit protection by returning to the Write Automatic Deposits page and selecting the Clear Auto Deposit Cycle button. Once unlocked, the user is then able to modify the Employee Auto Deposit page without having to clear the payroll cycle. As before, the export file can be created up again until a new pay cycle is set. Clearing the Auto Deposit Cycle does not change this capability. There are now three stages of exporting a file on the Write Automatic Deposits page: 1. File Not Exported 2. File Has Been Exported 3. File Has Been Exported and Auto Deposit Cycle Unlocked File Not Exported Changes to Employee Auto Deposit are not allowed. The process does not change when the user first accesses the Write Auto Deposits page. Review the settings and create the export file as in previous versions. File Has Been Exported New Option Changes to Employee Auto Deposit are not allowed. The Clear Auto Deposit Cycle option appears when the Auto Deposits file has been created at least once. Select this option to release the lock on the Employee Auto Deposit page. New Enhancements in Spectrum

14 File Has Been Exported and Auto Deposit Cycle Unlocked Important Notes Changes to Employee Auto Deposit are allowed. Once the auto deposit cycle is cleared, the Payroll Administrator may make changes to the employee s ACH information. Notice the message text that appears on the Write Auto Deposits screen. As in past versions, the Auto Deposit file can be created again up until the point when the next pay cycle is set. Once the Auto Deposit Cycle has been cleared, changes can be made to the employee s ACH information. If the Auto Deposit file is created after changes have been made, it will use the new settings. PS Add Viewpoint Estimating to Project Setup Viewpoint Estimating and Viewpoint Estimating MEP have been added to the list of supported estimating systems in Project Setup. Both of these applications have been enhanced to create an export file that follows our standard format. ST Task Complete Checkbox The Task page in Service Tech now contains a checkbox to indicate that the task is complete. ST Timekeeping Enhancements The Service Tech Timekeeping page is now easier for technicians to check their time for the week. Timekeeping is designed with a summary section at the top of the screen, with the details below. The Timekeeping page has two sections: Work Order Time and Non-Work Order Time. New Enhancements in Spectrum

15 Work Order Time: Displays all tech s labor time entered onto the work order in Service Tech or in Work Order Labor Entry. Non-Work Order Time: Displays all time that doesn t relate to work orders. This time was entered in Pre-Time Card Entry. The example above shows all the pay types that can appear in the summary section. If the tech doesn t have (V)acation, (H)oliday, (S)ick, (D)ouble Time, (O)vertime or (SR) Special Rate time, then only one column would appear: (R)egular Time In future releases, the tech will be able to enter non-work order time. ST Field Level Security Enhancements ST Field Level Security to Edit Task Price Field level security has been added to grant or restrict access to the task s price. When the tech has security to the field, the Price field is editable for the task. ST Field Level Security to Enter Labor for Other Techs Field level security has been added to control whether the tech has the ability to enter time for other techs. This is a different security option from the ability to add a tech to the work order. ST Non-Work Order Time Entry in Service Tech Field level security has been added to control the tech s ability to enter non-work order time in Service Tech. ST Field Level Security to View/Edit Labor Billing Code Field level security has been added to control the tech s ability to view and change the Labor Billing Code. When the tech does not have the ability to change the code, it is not displayed in Service Tech for simplicity. TM Add Batch Code to TM Billing Transaction Entry TOP ENHANCEMENT FORUM REQUEST Batch codes have been added to Time + Materials Billing Transaction Entry. This means that different users can segregate their transactions from others for data entry and update purposes. TM Add Switch Option to TM Detail Billing Selection For ease of use, a Switch option has been added to the T+M Detail Billing Selection screen to allow the user to quickly select another job. WS New Web Services (For Third Party Use Only) The following restful web services were created for third party vendor use only. No Excel template will be provided. Multi-Line Vendor Invoice Entry with Document Imaging Multi-Line Inventory Transaction Entry These all have the description of 3 rd PARTY VENDOR USE ONLY. New Enhancements in Spectrum

16 WO Add Use Tax to Materials Prior to this release, inventory items purchased net of tax do not have use tax accrued when they are charged to a work order. Starting with this release, when materials are added to the Work Order Materials page, use tax will be automatically added for Site work orders based on the setup. Site Main Properties Site Main Properties offers a default use tax code for materials for both stock and non-stock items. The use tax code and subject to use tax setting from the Site will automatically default onto a new work order. For clarity, the following labels on these checkboxes have been changed (Previous Labels) (Revised Labels) Default new work orders for this site to be Default new work orders to be taxable (sales tax)? taxable? Labor taxable at this site? Labor subject to sales tax? Material taxable at this site? Material subject to sales tax? It is important to note that the Material subject to use tax? checkbox works the same as its sales tax counterpart. When the work order is subject to sales tax and no sales tax code has been entered, the system interprets this as Not taxable. This same rule will be applied to use tax as well. Changes to Material Entry The Accrue use tax option is now available when adding material items to a work order. It will default based on how the site is configured, but can be overridden as necessary. New Enhancements in Spectrum

17 Note that the standard cost will automatically be increased by the use tax. The same will happen with non-stock items where the unit cost is manually entered. Once the field is populated, the system will automatically add use tax to it based on the Site s configuration. For example, after $ is entered into the Unit cost field, it will have use tax automatically added to it and the number will display $ Changes to Financial Summary Use tax will be included in the Material column on the Work Order Financial Summary page. As use tax is accrued and not billed to the customer, use tax will not be separately stated like A/R sales tax. Estimated Cost When used in the context of the Work Order module, estimated material costs include the cost of open purchase orders written for a specific work order and all material entered via the Work Order Material page. These items are segregated out from unposted costs as it is reasonable for these costs to change by the time the actual costs are booked. o o PO: The cost of purchase orders is based on the price used on the PO. WO: Material transactions entered in Work Order Material. The material cost uses the stock item s standard cost, or for non-stock items, the entered cost. Use Tax Calculation: Include the cost of use tax based on the estimated cost amount. Estimated Inventory Cost X (1 + Use Tax Rate) Unposted Cost Unposted costs are transactions (excluding estimated costs) that have been entered into Spectrum, but not yet updated to the General Ledger and Work Order modules. Examples include: o o AP: Invoices being routed in A/P Invoice Approval. AP: Unposted invoices found in A/P Invoice/Credit Memo Entry. New Enhancements in Spectrum

18 Use Tax Calculation: Include the cost of use tax based on the unposted cost amount. Unposted Inventory Cost X (1 + Use Tax Rate) Actual Cost These are accounting costs that have been entered and posted to direct work order cost General Ledger codes. Use Tax Calculation: Include the cost of use tax based on the posted cost amount. Actual Inventory Cost X (1 + Use Tax Rate) The Accounts Payable Use Tax Report now includes use tax amounts accrued from work orders. WO Go To Date Option on Dispatch Schedule TOP ENHANCEMENT FORUM REQUEST Clients reported that there was not an easy way to go to a specific date on the Dispatch Schedule. Today, the user has to open up the Selections window, enter the date and then save to move to a date. A new Go To Date option has been added to the Dispatch Schedule. When selected, a calendar appears. Click on a date and the Dispatch Schedule immediately moves to that date. WO Ability to Limit Information on the Dispatch Schedule TOP ENHANCEMENT FORUM REQUEST On the Dispatch Schedule, working with large numbers of work orders over many days can be cumbersome. Prior to this release, the system loads 14 days worth of information that can be viewed by sliding the horizontal elevator bar on the screen. New Enhancements in Spectrum

19 To limit the number of days and work orders to load onto the screen, a # of days to display option has been added to the Selections window. The dispatcher can enter from zero to 999 days here. The system will then take the From date plus the # of days to display to load on the Dispatch Schedule. WO Assign Warehouses to Technicians for Service Tech In Service Tech, one warehouse could be assigned to the technician, but they had the option of selecting any warehouse. For larger operations with one warehouse per tech, this made the list of warehouses difficult to navigate and easy to select the wrong one. Now, Technician File Maintenance allows for specific warehouses to be available to the technician. Below is an example of the technician having access to their truck warehouse plus the Auburn warehouse to get additional parts. Service Tech will only display these two warehouses making it easier to use. New Enhancements in Spectrum