Contractor's Pack The Choice of Contractors

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1 Contractor's Pack The Choice of Contractors * Price File Manager * Standard Rates File * Estimate File * Project Tracking * Progress Claims * Gross Profit Reports * Service Work Manager * Links to Accounting Software CavSoft Technology Pty Ltd Website: 1

2 Table of Contents Welcome 4 Page Load CavSoft Contractor's Pack Sharp Estimator 1.01 Explanation Inclusions Sharp Estimator Training Postcode Finder Price File Manager Standard Rates File Estimating File Reports Database 2.01 Customers Suppliers Employees and Subcontractors Vehicles SMS Project Tracking 3.01 Explanation Copying to Project Tracking Project Details Project Tracking Training Material Ordering Labour Labour Indicator Variations to the Contract Progress Claim Tax Invoice Reports 16 2

3 4.0 Service Work 4.01 Explanation Set-up Database Price File Manager Jobs Jobsheet Job and Employee Planner Order Materials Allocate and track labour time for individual projects Future Work Invoicing the customer Quotes Trade Accounts Reports Training Service Work Training CavSoft Accounts 5.01 Introduction Setting up CavSoft Accounts Setup the Chart of Accounts Setup Sales Accounts Enter Opening Balances To Process Invoices CavSoft Accounts Training Export Accounts Reports 24 3

4 WELCOME Congratulations on your purchase of the CavSoft Contractor's Pack software and what we believe will become a valuable asset in your organisation. We know it can assist in the day-today management and profitability of your business. COPYRIGHT Copyright 2014 and Intellectual Property Rights are owned by CavSoft Technology Pty Ltd. All rights reserved. No part of this publication or the accompanying software may be copied or distributed, transmitted, transcribed, or stored in a retrievable system or translated into any human or computer language in any form or by any means, electronic, mechanical, magnetic, manual or otherwise, or disclosed to any third party without the express written permission of CavSoft Technology Pty Ltd. admin@cavsoft.com All rights under this copyright are reserved worldwide. Such rights extend to all DVD s, diskettes, memory sticks, paper, or other material in which the software becomes embodied. The Licensor provides permission to the purchaser to use the software on an exclusive, nontransferable basis on a single computer, owned, leased, or rented by the Licensee. DISCLAIMER CavSoft Technology Pty Ltd make no representation or warranties with respect to the contents of this publication and specifically disclaim any implied warranties of merchandisable quality or fitness for any purpose other than for which the software is intended. Further, CavSoft Technology Pty Ltd reserves the right to revise the software and make changes from time to time without obligation to notify any person or organisation of such revisions or changes. 4

5 LICENCE AGREEMENT The purchase of one software program allows for the software to be loaded onto one computer. To load it on a second computer, laptop or notebook, requires an additional registration and activation code to be purchased. By the loading of the software onto a computer there is a reasonable assumption of an agreement to this Licence. This agreement, including the Warranty Provisions is a legal agreement between the Licensor, and the Purchaser. The Licence Agreement permits the customer to use one copy of the software on a single computer. The software is considered to be "in use" on a computer where it is loaded into temporary memory (RAM), or installed into permanent memory such as a hard disk drive, DVD-ROM, USB, or other storage device active in that computer. The Licensee's right to use the software is limited as follows: (1) Use of the software is to be in accordance with the manner as described in this manual and in the Help and Training documentation on the DVD. (2) Installation of the software is restricted to one computer per software licence. (Refer to Copyright) (3) This Licence may not be assigned or transferred to any third party. Further the software may not be sold or transferred to another company, regardless of who the owner of such company they may be. (4) The Licensee may not make, or cause to be made, alterations to the software in the Schedule of Products, without prior authorisation in writing from the Licensor. (5) Software has a four (4) year life span from the date of the last 'support and update' agreement being paid by the customer. In the event of the customer electing not to pay support the following will apply. a) 13 months to 24 months over will be 1.5 times current support cost. b) 25 months to 36 months over will be 2 times current support cost. c) 37 months to 48 months over will be 50% of software cost. d) Over 4 years will be 80% of software cost. e) 5 years and over will be 100% of software cost. 5

6 LIMITED WARRANTY PROVISIONS The Licensor warrants that the software will perform substantially in accordance with this manual, for a period of twelve (12) months from date of purchase. To the extent permitted by law, the Licensor will in no event be liable for any damages whatsoever (including without limitation, direct or indirect damages for personal injury, loss of business, or any other personal loss) arising out of the use of, or inability to use this product. In any case, the Licensor's entire liability under any provision of this agreement shall be limited to the amount actually paid by the Licensee for the Software. TRAINING SUPPORT Select Help File Training Select the required lesson The licensee must have a support agreement. CavSoft provides 90 days free support from the date of purchase. Refer to click Support for details. All support is by and a maximum next working day response time. support@cavsoft.com USING THE MANUAL It is intended this manual be a guide. It is a reasonable assumption that a person using CavSoft Contractor's Pack is conversant with estimating, project management and service work procedures, and it is appreciated many will use it to learn and understand more about estimating. CONTACT CavSoft Technology Pty Ltd PO Box 1244 Oxley Qld 4075 Phone: (07) Support: (07) <admin@cavsoft.com> <support@cavsoft.com> Website: 6

7 LOAD CAVSOFT CONTRACTOR'S PACK Step 1 The Contractor's Pack must be loaded onto a computer that: Step 2 a) Has a connection to the internet. Updates are detected automatically. b) Confirm if a single user, or multi-user to be networked. c) Microsoft SQL Server will take a while to load. (It is built into the CavSoft package) d) Go to the computer where it is to be loaded and place the DVD in your DVD drive. e) The DVD will start automatically when inserted. If this does not happen, go to the start icon on your windows program, select Run and type in D:\CavSoftSetup.exe where D is the drive. f) Follow the instructions g) Do not change the file names, as they are linked to an update system using the web. h) Do not register the software for 20 to 25 days. Make sure everything is working first. (Skip registration each time you enter) i) During the process refer to the instruction document, as it has additional information. j) Multi-user systems must be loaded to a server. Additional Office Network Computers follow the same procedure, however select Office Network Computer and link it to the main server. If in doubt phone (07)

8 1.0 SHARP ESTIMATOR 1.01 The Sharp Estimator provides for standard rates, as well as lineal metre, square metre and per point estimating The three main focuses are Price File, Standard Rates File and Estimating File Complete Sharp Estimator training is covered in the following Help File / Training: Note: An internet connection is required. Select your trade. Lessons Postcode Finder While connected to the internet, select Tools and Update Postcodes Postcodes should be updated four times a year To find a postcode, select Tools and Find Postcodes Price File Manager Select Suppliers. Add new supplier Load Electronic Price Files Add, modify, and delete products Select Options, Price File Manager and set Preferred Supplier Price Names 1 to 6 may be customised Set Cost Types. Note: Cost Types allow the estimator (at the final summary stage) to analyse the tender and set different mark-ups to each Cost Type Set Categories. Control discounts Labour Rate Calculator. Cost of Labour Plant and Equipment Cost Calculator. Note: Track changes in the Price File. Update Standard Rates Standard Rates File The secret to estimating lies within building standard rates. They are accurate, reliable, consistent, flexible and provide substantial time savings. The Sharp Estimator provides for square metre, lineal metre, cubic metres and per point estimating. But it is the Standard Rates that provide the competitive advantage. 8

9 Add, modify, delete, copy standard rates Categories provide easier access during estimating Create libraries Find and replace products Adjust labour times on a degree of difficulty Update Standard Rates as required, to suit Price File updates. Note: When a product or labour cost has been changed in the Price File Manager, the Update Standard Rates function must be activated Estimating File Explanation: The Sharp Estimator is designed to work with Standard Rates. Although square metres, lineal metres, cubic metres and per point estimating can be used. Identify: Cost of materials, labour, overheads and profit separately Add, modify, delete and copy projects Sort projects by status: a) Pending b) Active c) Won d) Lost e) Master f) Submitted g) Archived Sort by estimate number, most recent, or due date Estimate selections a) Estimate details b) Estimate break-down c) Find and replace materials d) Adjust labour hours by percentage e) Project prices f) Preliminary costs g) Apply inflation h) Set mark-ups i) Apply overheads j) Include cost of retention k) Identify target profit l) Identify a possible financial loss m) Use whole dollars 9

10 1.08 Reports Material List Collection sheet Priced Bill of Quantities Final Summary Estimate List Projects Won & Lost 10

11 2.0 DATABASE Explanation: The CavSoft Database is intended to be a marketing tool. Customer Types allows for company promotions directed at the intended target market. Tracking and follow up of sale leads is also an advantage Customers Setup customer types Add, modify and delete Contacts Include customer properties Track accounts and invoices Track retention money Print labels for envelopes (Not individual) 2.02 Suppliers Explanation: A supplier is a company that provides building materials, gravel, concrete, excavators, and similar equipment. The supplier database includes subcontractors who provide material and labour within their contract, and a tax invoice will be received for work carried out. Labour only subcontractors must appear in the subcontractors file Setup supplier types Add, modify and delete Contacts Include supplier properties Track accounts and invoices 2.03 Employees and Subcontractors Explanation: An employee is deemed to be a permanent staff member, who receives wages, annual leave, sick leave, public holidays and superannuation Setup employee types Add, modify and delete Include employee details Track labour hours and costs It is important to link employees with Employee Types and use the Labour Rate Calculator. 11

12 2.04 Vehicles (Service Work) 2.05 SMS Link employees to service vehicles Allocate service jobs to a vehicle, rather than an employee Each Database entry provides for the employee s mobile phone to be set-up for SMS messaging. A third party provider is required. 12

13 3.0 PROJECT TRACKING 3.01 The Project Tracking provides for: Track labour, materials and subcontractors Order materials Track Project Claims Profitability of individual projects Trade Accounts and Retention Links to CavSoft Accounts 3.02 Copy to Project Tracking Finalise contract price Set Status as won Click OK to copy to Project Tracking Note: A copy will be stored in the Contractor's Pack for future use Project Details Contract details Enter and track labour times Order and track materials Labour indicator (actual hours remaining) Progress Claim Certificate Tax Invoice Track retention money Exports to CavSoft Accounts 3.04 Complete Project Tracking training is covered in the following Help File / Training: Note: An internet connection is required. Select your trade. Lessons 1-50 Note: It is important to understand Preliminary Costs, Overheads and Profits are included in mark-ups. The Contractor's Pack will indicate the target profit based on the applied mark-up. 13

14 3.05 Material Ordering Order from the estimate Order direct from site Order for a project or for general stock Allocate invoice to the project Manage orders and supplier invoices Tracks GST for export to accounts Apply and track credit notes 3.06 Labour Note: It is important to appreciate that in estimating only the tradespersons hours are considered and the cost of a tradesperson is applied. In Project Tracking, this is not the case. It is important to set the Employee Types and in turn the percentage they represent in labour hours compared to the tradesperson. Step 1: Use the Labour Rate Calculator to determine the cost of each of the following Employee Types. But, apply the percentage for labour hours. Example: Tradesperson 100% 4 th Year Apprentice 80% 3 rd Year Apprentice 60% 2 nd Year Apprentice 50% 1 st Year Apprentice 40% If the labour hours are entered correctly, the labour indicator will track the remaining hours as well as all reports will be accurate. Labour times may be entered for multiple projects at one time or for individual projects Select the project Select the employee Enter the labour hours Allocate labour times to a project section Select normal or overtime rate Tracks employee hours on each project Refer to Reports 14

15 3.07 Labour Indicator Explanation: This is a unique calculator that tracks the labour hours estimated for the entire project, against those logged to date. It provides for the Project Manager to apply the combination of workers to establish the actual hours in which the project must be completed. This is necessary due to the percentages applied in 3.06 above Enter the employee hours each week View the remaining hours in the Labour Indicator Insert the combination of employee types Add the number of employees The indicator will provide the hours for each employee 3.08 Variations to the Contract Variations should only be carried out in the Project Tracking First estimate Adds. (Extra to the contract) Followed by deductions Choose the percentage mark-up at the time of tender Alternatively apply a different mark-up An agreed mark-up and labour charge can be applied Note: The value of the variation will not appear in the contract summary or claim list, until it is approved. If a claim is to be made prior to the approval, it must be ticket approved. By proceeding with the variation there is an assumption on the builder/customers behalf that an agreement has been reached Progress Claim Each claim must be named for identification purposes When a new claim is started, earlier claims cannot be changed The percentage or dollar value entered for each section is total work completed at that time. (Not for that month) The software will calculate the claim value The retention will be calculated A Claim Certificate can be changed prior to invoicing Tracking retention is in the customer account system Tax Invoice Return to the Progress Claim Adjust the certificate if required Print Tax Invoice 15

16 Note: When payment is received, it must be entered in the CavSoft Project Tracking, not into the company accounting system. It will export to the company accounts at the end of each month Reports Project List Detailed Project Report Summary Project Report Gross Profit Report Detailed Project Labour Report Summary Project Labour Report Detailed Employee Labour Report Summary Employee Labour Report Sales Report by Department 16

17 4.0 SERVICE WORK 4.01 The Service Work module is a complete job management and tracking system designed for Do and Charge jobs. While small quotes can be achieved, it is not intended to do what the Sharp Estimator and Project Tracking are designed for. The Service Work provides for a company to franchise their business nationally. It has been designed to reduce verbal communications by using the Job Status function Set-up the database first, Refer to Section 2.0 a) Customer b) Supplier c) Employee d) Subcontractor e) Vehicles Note: Employee Types are essential Price File Manager, Refer to Section Jobs Add, modify, delete Select job status a) Pending b) Allocated c) In Progress d) To Return e) Completed f) Quote Required g) Quote Pending h) Invoiced i) Paid j) Enquiry k) Archived l) Cancelled m) Claim Required n) Claim Completed Set job number sequence Select who pays the account Customise contacts Attach documents, photos or files 17

18 4.05 Job Sheet Enter or select a standard job title Enter or select standard wording for job instructions Select service person or van Select from Job Planner Set date and time Set priority Service Report Print job notes Actual hours Print jobsheet Text to service person Create a future job 4.06 Job and Employee Planner Note: If the company is to be franchised, the Regions, Areas and Postcodes need to be set-up Access from Job and Employee icon, or through the Job register Add, modify and delete jobs Select next or most appropriate vehicle Rearrange employee s work load Employees will not be selected if on annual leave Track employees sick leave and holidays 4.07 Order Materials General company orders Individual orders for jobs Part job, part stock orders 4.08 Allocate and track labour times for individual projects 4.09 Future Work Nominate regular work to be carried out in the future Weekly, monthly, or as required Reminder appears in Future Jobs list Nominate billing requirements Terminate the job by setting a completion date 4.10 Invoicing the Customer Explanation: CavSoft Service Work is designed to produce and track customer invoicing. That is, create the invoice, receipt the invoice and export the results to Accounts. 18

19 4.11 Quotes Billing details Select materials from price book Include supplier invoices Add labour times worked Access Standard Rates Print and post or invoice Customise invoices Small quotes on a material and labour selection Flat Rates / Standard Rates Use Status function 4.12 Trade Accounts Explanation: CavSoft is not an accounting software program. However, it does control and track the trade accounts only, not overhead related expenses Trade creditors Trade debtors GST Retention money Export to accounting software Control the accounting export period Note: The totals of the results are exported, not individual entries. The software adjusts the trade creditors, trade debtors, bank and other required fields. The end of month reconciliation is in accordance with accounting conventions. The reporting system is superior to accounting software Reports Note: Reports are only as good as the data entered. Accurate entries, equals accurate reports Job List Job report Gross Profit report Employee report Sales report by department Survey report Job completion report Time completion report 19

20 4.14 Complete training is available in the Help File. Questions should be forwarded to 4.15 Complete Service Work training is covered in the following Help File / Training: Note: An internet connection is required. Select your trade. Lessons 1-50 Note: CavSoft Technology continually update their software to most customer expectations and technology trends, such information can be found in the training lessons files. Refer to what's new. 20

21 5.0 CavSoft Accounts 5.01 Introduction Prior to setting up CavSoft Accounts, ask your accountant which they work with MYOB, QuickBooks or if it does not matter Decide if you are going to use cashbook or accrual accounting. Note: The data entry and accounting procedures are exactly the same in CavSoft Accounts, only the GST report will be different Setting up CavSoft Accounts Set your company bank account details so they appear on the Tax Invoice for Progress Claims and Service Work invoices. a) Select Options b) Select Company c) Select Account Details d) Enter the bank details for your customers to pay invoices by direct deposit Set your company bank account details to pay trade supplier invoices. a) Select Options b) Select Company c) Select Account Details d) Enter the bank information in 'Accounts for Paying Supplier Invoices' by direct payment Setup the Chart of Accounts Note: You will need an experienced bookkeeper or accountant's advice, CavSoft do not provide advice on accounting principles The chart of accounts will appear when following the instructions below Additional accounts can be added by selecting the main account and adding Sub- Accounts. Example of Sub-Accounts: Expenses / Wages Sub-Accounts: Apprentices Clerical Managers Supervisors Tradespeople 21

22 Setup Sub-Accounts a) Select Options b) Select Accounts c) Select 'Setup Accounts' d) Select the account by using account type or the search facility. e) Highlight Account f) Select Modify g) Select Add Sub-Account Note: The Main Account number will appear. h) The next Sub-Account number should appear which will be one (1) numeral higher than the previous Sub-Account. i) Insert Account name. j) Click OK Also refer to the 'Setup Accounts for Export' (5.07) for the co-ordination between CavSoft Accounts, MYOB or QuickBooks Setup Sales Accounts This does not need to be carried out, in the 'Getting Started' process. Explanation: It is possible to have a number of sales accounts that allows management to analyse where the company income is coming from and channel their advertising and promotion into the profitable areas Repeat the above process by selecting 'General Sales' and add the Sub-Accounts as required Enter Opening Balances Explanation: There are three (3) areas opening balances will be required. a) Chart of Accounts b) Accounts Payable (Suppliers) c) Accounts Receivable (Customers) Chart of Accounts a) Select Options b) Select Accounts c) Select 'Setup Accounts' d) Select the account by using account type or the search facility. e) Double click on the required account. f) Type in the Opening Balance. 22

23 Accounts Payable & Receivable a) Select Database b) Select Customers c) Select the required customer. d) Select Account e) Select Adjustment f) In description, type Opening Balance. g) In Adjustment Amount, type the opening balance value. Note: Repeat for each customer with an outstanding balance, also follow the same process for suppliers and accounts payable. There is an assumption that a new business or company will have minimum 'Opening Balances' to enter. For Example: The total outstanding amount for each supplier (purchases) and customer will need to be entered. This will provide the outstanding creditors and debtors. The same applies for assets and liabilities and owners equity. Your accountant will advise you on these values To Process Invoices Explanation: Use CavSoft Project Tracking for Progress Claims and CavSoft Service Work for invoicing 'Do and Charge' work Complete CavSoft Accounts training is covered in the following Help File / Training: Note: An internet connection is required. Select your trade. Lessons Export Accounts (TBA) Explanation: The export does not need to be to MYOB or QuickBooks, It can be for your accountant only CavSoft Accounts does not need to be exported, it will provide all the financial reporting required for managing the company and taxation reporting. 23

24 If your accountant requires an export into MYOB or QuickBooks format:- a) Select Export b) Select Setup for Export c) Coordinate the export account numbers with your MYOB accounting system. d) The same applies for QuickBooks, except it is by description not numbers. Note: There is no need to export every account, only the main journal account. For example the total of expenses. Should a detailed report be required it can be printed from CavSoft Accounts Reports (TBA) Sales Purchases Profit & Loss Balance Sheet 24