Together we can build something great

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1 Together we can build something great Tips and Tricks to improve your use of contracterp Tracie Folscroft, Brian Mills, and Lindsay Riggs

2 Filtering Sorting Saving Views Charting Data

3 Filtering Filter to This Value Quick and Easy Click on Value Alt + F3 or Right Click Select Filter to This Value Fills Value in Quick Filter

4 Filtering Quick Filter Quick and Easy 2016 Enhancements: Auto Contains Search * no longer necessary No longer case sensitive Advanced Filter Filter on Multiple Fields 2016 Enhancements: No longer case sensitive

5 Filtering Filter on Table Fields Advanced Filter All Includes Fields in Table, not Displayed in List

6 Filtering Filter Shortcuts Critical in NAV Refer to Cheat Sheet Filtering Shortcuts Symbol Meaning.. Thru (i.e ) < less than (i.e. <10) <= less than or equal to (i.e. <=10) Blank (2 single tics) <> Is not blank = Equals (i.e. =10) > greater than (i.e. >10) >= greater than or equal to (i.e. >=10) Either/or (i.e ) <> Is not equal to (i.e. <>10) * Wildcard (i.e. *Co*=contains Co, *Co=ends with Co, Co*=begins with Co )? One character unknown (i.e. Hans?n would find Hansen or Ignore case would find School or school)

7 Sorting Sort Lists Quick and Easy Click Column Header to Sort column Ascending Click Again to Sort Descending Arrow Indicates Asc or Desc

8 Saving Views Save View As Create Customized Views Combine Filters and Sorting Click List Name and Save View As Added to Role Center Navigation Pane

9 Charting Data Show As Chart From List, Select Show As Chart Select Measure (Y Axis) Select Dimension (X Axis) Add Filters and Sorting Click List Name and Save View As Added to Role Center Navigation Pane

10 Stored Materials Front Load Billing Use Estimated Costs Lump Sum Billing Administrative Tasks

11 Stored Materials Material Ready to Ship; Customer not ready to accept Delivery Invoice Customer Store at your Warehouse Ship at later Date

12 Stored Materials Material Ready to Ship; Customer not ready to accept Delivery Invoice Customer Store at your Warehouse Ship at later Date Flag all Items on Release No. to Send to Stored Material

13 Stored Materials Sales Order Line - Flag Items as "Material Stored", Post Ship and Invoice

14 Stored Materials Ship Stored Materials

15 Front Load Billing Invoice a larger portion of the Contract Amount in the beginning of the job Set in Category Amount prior to Release

16 Front Load Billing Or Set a Default for the Item Category! New Contracts that use the Item Category will automatically have Front Load Billing populated.

17 Front Load Billing Upon Release to Sales Order, the Unit Price is increased by the Front Load Billing % 10 HM Frames (same Unit Cost)with Contract Amt $5, Standard Billing = $500.00EA 5 Frames are released to Sales Order Unit Price increased by 10%

18 Use Estimated Cost When and Why Bill by = Contract Partial Item Import to Contract (Think: Exterior Frames Only) Use Estimated Costs so you don t Invoice $20, for 5 Frames! How Enter Estimated Cost in Item Category Estimated Cost = Costs for all Items within Category

19 Use Estimated Cost Check the Box Use Estimated Cost in Release Schedule

20 Use Estimated Cost Standard release to Sales Order Only the 5 Exterior Frames have been imported. Unit Price = (Unit Cost/Unit Cost Total)*Contract Amt = $4, FRAME!!!! ( $ / $1, ) * $20,000.00

21 Use Estimated Cost Standard release to Sales Order Only the 5 Exterior Frames have been imported. Unit Price = (Unit Cost/Unit Cost Total)*Contract Amt = $4, FRAME!!!! ( $ / $1, ) * $20, Accounting Dept. to Project Manager =

22 Use Estimated Cost Project Managers --- Use Estimated Cost! Unit Price = (Unit Cost / Estimated Cost )*Contract Amt = $ FRAME ( $ / $10, ) * $20,000.00

23 Use Estimated Cost Project Managers --- Use Estimated Cost! Unit Price = (Unit Cost / Estimated Cost )*Contract Amt = $ FRAME ( $ / $10, ) * $20, Everyone =

24 Lump Sum Billing Sales Quotes and Sales Orders Tired of filling out and adjusting each Unit Price per Item per Line to reach an intended overall Amount?

25 Lump Sum Billing Sales Quotes and Sales Orders Tired of filling out and adjusting each Unit Price per Item per Line to reach an intended overall Amount? Gross Profit?

26 Lump Sum Billing Sales Quotes and Sales Orders Tired of filling out and adjusting each Unit Price per Item per Line to reach an intended overall Amount? Gross Profit? Gross Profit %?

27 Lump Sum Billing Sales Quotes and Sales Orders Tired of filling out and adjusting each Unit Price per Item per Line to reach an intended overall Amount? Gross Profit? Gross Profit %? Cost Markup %?

28 Lump Sum Billing You have options! Let contracterp work for you. Lump sum billing can cover all sales order lines with an entry in just one place. Two available options 1. Lump Sum Per Order Only one entry for entire order

29 Lump Sum Billing You have options! Let contracterp work for you. Lump sum billing can cover all sales order lines with an entry in just one place. Two available options 1. Lump Sum Per Order Only one entry for entire order 2. Lump Sum per Category Only one entry for the whole Item Category Multiple Item Categories? We can do that too!

30 Lump Sum Billing Setup: Determine the Markup Base cost field Unit Cost or Calculated Cost?

31 Lump Sum Billing Setup: Determine default exclusions for Lump Sum Billing Items

32 Lump Sum Billing Setup: Determine default exclusions for Lump Sum Billing Items Resources

33 Lump Sum Billing Setup: Determine default exclusions for Lump Sum Billing Items Resources G/L Accounts Check the box! Do not Include in Lump Sum

34 Lump Sum Billing Process: Enter all lines for Sales Order Select Option for Lump Sum Billing in the Sales Order Header Lump Sum by Order or Lump Sum by Category

35 Lump Sum Billing Lump Sum by Order

36 Lump Sum Billing Lump Sum by Order

37 Lump Sum Billing Lump Sum by Order

38 Lump Sum Billing Lump Sum by Order

39 Lump Sum Billing Lump Sum by Category It s an one step click to load all categories with amounts from the sales lines

40 Lump Sum Billing Lump Sum by Category

41 Lump Sum Billing Lump Sum by Category

42 Lump Sum Billing Lump Sum by Category

43 Lump Sum Billing Lump Sum by Category

44 Administrative Tasks What are Admin. Tasks?

45 Administrative Tasks What are Admin. Tasks? Non-inventory related tasks associated to Contract

46 Administrative Tasks What are Admin. Tasks? Non-inventory related tasks associated to Contract Award Notice Received Submittals Sent to Contractor Submittals Approved Keying Schedule Approved Close Outs Sent to Contractor

47 Administrative Tasks Customize Admin. Task Codes

48 Administrative Tasks Customize Templates for Contracts

49 Administrative Tasks Each Template built from your Codes

50 Administrative Tasks Each Template built from your Codes Contract Status to Advance When set for Task the Contract cannot move to Status selected until Task Completed

51 Administrative Tasks Contract Select your Template

52 Administrative Tasks Manage the Contract Tasks

53 Administrative Tasks Set Due Dates, Assign Tasks, etc.

54 Administrative Tasks Advance Status to Close in order to Advance Contract Status

55 Administrative Tasks Let s apply 3 tips just reviewed. Filtering Sorting Save View As

56 Administrative Tasks Open Admin Tasks 1. Set Filters Owner Code = <Yourself> Status = Open; In Process 2. Sort by Due Date 3. Save View As: My Admin Tasks

57 Administrative Tasks You now have one click access to your Admin Tasks sorted by Due Date!

58 Contract Deposits Contract Statistics Consolidated Invoicing Splitting Lines (Contract and Non-Contract)

59 Contract Deposits Deposits can be received against a Contract and credited to a Deposit Liability Account. 1) In contracterp setups, you must first assign a GL account to post Contract Deposits against

60 Contract Deposits 2) Now you can enter deposits on your Contracts Contract Card Deposits Tab Fields displayed: Deposit Amount Deposit % Deposit Required - If this field is checked, you cannot Release inventory until the deposit is received. Deposits Received Deposits Remaining

61 Contract Deposits 3) To print the deposit invoice from the contract, click Deposit Invoice and select the options needed to print and send to the customer.

62 Contract Deposits 4) To enter a deposit received, you have 2 options: a) Deposit. Similar to cash receipts journals, you need to fill in the Contract #, CO#, and customer # fields in order for it to apply as needed. b) Cash Receipt Journal. You need to have the Contract #, CO#, and customer # entered into the journal line. The basic fields, like Account and Type, also need to be filled in.

63 Contract Deposits 5) Invoicing: When a sales order is invoiced the deposit amount is deducted from the deposit liability account and is used as a payment against the Sales Invoice. This process continues until the deposit is depleted. (There is an override feature on the Invoicing tab of sales orders, if needed.) 6) Printed Invoices: The individual Sales Invoices and Consolidated Invoices both subtract the applied Deposit from the Amount Due.

64 Contract Statistics The General tab of the Contract Statistics window shows such information as the invoiced amount, discount amount, prepaid amount and profit amounts. Some amounts are presented in blue hyperlinks, so you can drill into the amounts with ease.

65 Contract Statistics The Released tab of the Contract Statistics window displays information and amounts for: materials released to Sales Order already amounts for materials that have been posted as shipped, but not invoiced to the customer yet and amounts that have been invoiced to the customer. Again, the blue amounts can be clicked on for details/drill-downs on where the values are coming from.

66 Contract Statistics The WIP tab is just that work in process. This is my personal favorite, as it displays the amount of inventory that is now unassociated from the contract. It also shows you the costs for materials that have been received to-date or are fabricated in the shop. Stored Material, Item Charge, and Purchase Return amounts are also housed in this tab of the statistics.

67 Consolidated Invoicing Consolidated Invoicing gives you the ability to combine multiple invoices into one single invoice. First, flag your contract in order to Consolidate Invoices. (You must also enter the Invoicing Day of the Month and your Payment Terms Code.) After the appropriate setups have been done on the contract header billing tab, then release material to sales orders to invoice. (Sales Orders auto-populate the consolidate invoices flag on their header under the invoicing tab. If it is not flagged; do it prior to posting the SO)

68 Consolidated Invoicing Now post all the sales orders you need that are linked to said Contract. Go to your contract in order to Generate the Consolidated Invoice. You have some options when you want to print the Consolidated Invoice.

69 Consolidated Invoicing Now, let s navigate...from the contract list, click the Consolidated Invoices icon to open the Consolidate Invoices window. Here you can do many things... 1) Click on Invoices or Credit Memos icon to view the documents that make up the consolidated invoice (New to 2016, CMs are now included!) 2) Click VOID and void out the Consolidated Invoice. (Another 2016 new feature) 3) Click and edit the Description field for said billing. This would pull onto the printed invoice, if you would select the Description print option 4) Click on Customer Ledger Entries to view the CLEs that were posted on the customer s account

70 Splitting Lines There are certain instances where you need to split a line on a Sales Order or Material List in order to make changes. Reasons to split a material list line into two separate lines may include the following: The line may need some items pulled from stock and the remainder special ordered The item line is required to be ordered from two different vendors If no Assignments are in the line perhaps quantities need to be assigned to different releases

71 Splitting Lines Contracts/Material List Scenario 1: Split line to pull some items from stock and special order the remainder. Clicking on the ellipsis icon for the line will open the Split/Change Line window. There are 2 sections to this screen: The top half is populated with information from the material list line. The fields serve as filters for the Item list at the bottom of the window. The bottom half of the screen lists Item(s) from the Item list that match filters from top.

72 Splitting Lines Contracts/Material List Scenario 1: Split line to pull some items from stock and special order the remainder. Once you ve selected the item that you want, click in the Split Assignments field on the ellipsis icon. The Assignment window will open. Select the assignments and quantities you want to split. When you click OK, the assignments you selected populate into the Split Assignments field. Clicking OK once more, takes you to the material list, where you can see the newly split line.

73 Splitting Lines Contracts/Material List Scenario 2: Split line to order Non Standard item from two different vendors Just as with scenario #1, you will click the line you want to split, click the ellipsis and select your item.

74 Splitting Lines Contracts/Material List Scenario 2: Split line to order Non Standard item from two different vendors The difference is when your Split Assignment window opens, you will want to tick the Non-Standard filter. Choose the NS item you want along with the assignments. Clicking OK will create a new material list line where you can select a different vendor.

75 Splitting Lines Contracts/Material List Scenario 3: Split quantities to be ordered on separate releases Just like the first two scenarios, this one starts by clicking on the ellipsis on the QTY field of the material list line. When the Split/Change Line window opens, you need to tick the Non-Standard filter as well, but this time we are not splitting by assignments. There are no assignments on this ML line. Instead, we enter a quantity in the Split Quantity field. Upon clicking OK, the line is split so we can edit the release(s).

76 Splitting Lines Sales Orders Highlight the line Functions Split Line When the Split Sales Line window opens, enter the quantity to split Click OK & you now have 2 lines on your order. You can split a line more than once too!

77 Planned Freight Using a GL account for freight costs on a purchase invoice does not affect the cost of the item. Using an Item Charge does reflect costs. Some clients only use GL accounts for freight and some use Item Charges. Some use GL for freight out and Item Charges for freight in. It depends on whether you are adding the cost of freight to your item cost on purchase invoices First, you need to setup the Freight GL Account Card(s) so the system knows they are for freight.

78 Planned Freight On the contract category list, you can add your Planned Freight In and Planned Freight Out values per category code. These values flow into the Contract Statistics window. These values can then be used to compare to the actual costs.

79 Planned Freight Now you can post your documents with the GL freight line in order to see the actual costs update in your Contract Statistics window. GL lines added to Purchase Orders will populate here upon posting... GL line added to Sales Orders will populate here upon posting.

80 Charge Items What are Charge Items? These are costs that are incurred to get materials to your warehouse or to your customer s jobsite. They can include freight, fuel, surcharges, or service charges. Charge Items can be setup and be unique to each organization. If you re adding new types, be certain to set them up properly. They can be used on purchase or sales documents. Enter your item. Receive it. Then enter your Freight Charge Item line. From here, you will assign this cost to the item(s) on the order.

81 Charge Items Once the costs are assigned, and the document is posted, you can see the assigned Charge Item cost in the Value Entries when you drill into the Cost Amount (Actual) field from the ILE.

82 Charge Items Indicated which Item Charge you want to represent freight See it in WIP Tab on Contract Statistics

83 Extra, Extra! Zendesk Getting Started Announcements Community Help Feature Requests Forums Tips & Tricks (Classic and RTC versions)

84 Extra, Extra! contracterp University Courses: 1. Basic Navigation 2. Non-Contract Sales Orders 3. Contract Management 4. Accounting 5. Inventory 6. Work Order / Time Entry 7. Sales & Purchase Returns 8. Associated Document Mgmt.

85 Extra, Extra! contracterp University Process Flows Quick Guides Additional Resources

86 Extra, Extra! FREE Monthly Online Trainings Brian covers cerp Gwendolynn covers NAV

87 Together we can build something great Thank you for attending our session! Tips and Tricks to improve your use of contracterp Tracie Folscroft Brian Mills Lindsay Riggs