Overview Summit 2000 is the synthesis of over two decades experience of construction and contracting requirements. Running in a Client/Server* environment the system allows a very flexible approach to configuration of the system and the hardware environment. Users and prospective users have certain common requirements from a new system: Reliability Access to data from the desktop Good response and performance Windows interface for managers Good backup, service and training Summit 2000 utilises current technology on the desktop - Windows 95-2003 thus naturally integrating with other applications on the desk top fully utilising the technologies of this environment (OLE2*, ODBC*, Active X*, Intranet* etc.) Summit 2000 is a series of application modules, which can be used independently or integrated to give a full management information system. At the heart of the system is the central data store where shared information is held which all application modules have access to. This approach differs from the older generation products which dictated that everything was built on the accounts system, now the picture can start to be built from the estimating, surveying or the accounts function. The important aspect is that as data is built up from any application, future applications can then utilise data already available to give the full picture. Reporting: Access to Summit 2000 data from the desktop can be achieved in a number of different ways. All modules have standard reports already available with data filters to limit the ranges of the report. This allows information to be available immediately. Client side * reporting utilises the power of the server to extract and sort the required data, which is then passed to the PC for presentation in Crystal Reports, Excel or any Windows tool recognising an access database format. Direct integration with Excel enables data to be accessed directly via a formula in a cell. Finally via ODBC* allowing queries to be constructed across the data. * See technology note. Document imaging and work flow control are technologies at the heart of Summit 2000 allowing original documents i.e. invoices, contract documents, Bills of Quantities etc to be viewed while looking at information on the system. Taking the technology one stage further the posting of the invoice can be done directly from the image on screen. Voice notes, spreadsheets, images etc can all be easily attached to transactions and master files, which can be accessed when viewing the data.
Overview Drill anywhere facilities allow both vertical and horizontal enquiries through the data so that the enquiry could start at the contract, drill down to the transactions, drill across to the purchase order, drill across to the purchase invoice, view the invoice image and then go back to the contract where you originally started. A list keeps track of where you have been so that at any point you can access any previous part of your search. The estimating system has the ability to price against the scanned image of a bill without the need for the time consuming OCR (optical character recognition) process normally associated with bill scanning. The flexibility of the system allows full rate build up utilising composite resources for gang pricing etc together with specialist calculations. Summit 2000 consists of a series of applications: Accounting ledgers: Nominal, Sales, Purchase, Contract, Subcontractors and Payroll Specialist Applications: Document Imaging Schedule of Rates/Reactive Maintenance Technology Note: Client/Server architecture involves information being processed on two or more computers, a client and a more powerful server, these being linked by a network. The client runs the software, which provides the user interface, providing control of data entry, presentation of information and generally controls the application. The server handles the business logic. Within Summit 2000 the client is a true 32-bit windows 95/98/2000/NT application, which allows full integration to the desktop. The server not only stores the data but also processes the data and passes the relevant results to the client. This is different from a shared network file server on a LAN, which passes the whole data to the PC to process. Client/Server therefore makes more efficient use of the network and allows a more efficient WAN (Wide area network) to be utilised. * All Trademarks herein mentioned are recognised by RedSky IT Limited
Modules PROCUREMENT Materials, plant and subcontractors Quote production and comparison Purchase order production Buying list analysis Buying planning FINANCIAL MANAGEMENT Ledgers (purchase, sales, nominal, contract, subcontractors and payroll) Multi level nominal structure i.e. region, branch, cost centre Cashbook with central banking facility Payment control and selection Multi Company with consolidation Multi Company posting with inter-company reconciliation Multi currency Part costing facility Full subcontractors processing, authenticated receipt, self billing, invoice and timesheet processing Full tax return reporting Credit control by contract and customer Full construction payroll, labour costing and analysis SPECIALIST APPLICATIONS Rent ledger Invoicing Stock Fixed assets CONTRACT MANAGEMENT Multi level contract analysis i.e. region, phase, contract, section Activity and/or resource costing multiple views of data i.e. budgets, actual, committed, delivered, internal valuation etc.
Contract Ledger The Contract Ledger gathers all information relating to the contract in a concise format for enquiry and reporting purposes. Seamless integration from all contract related Summit 2000 modules ensures quick access to cost, value, budget and committed cost information in numerous user definable layouts. A multi-level cost structure allows cost/budget reporting and enquiries at summary, transaction and intermediate levels using the drill down feature to step down through the levels. In addition two further parallel cost structures can be defined, allowing the cost data to be viewed from three different perspectives. Reporting: Information from the Contract Ledger can be reported in standard reports, client side * reporting for presentation in any Windows tool recognising an Access database format or via direct integration with Excel. Direct access to the data is also available via ODBC (*See technology sheet). Multiple user definable enquiry screens. 16 character code for contracts with alpha short name. New multi level Subsidiary Contracts. Up to 16-character multi level user-definable cost head library. Cost heads linked to nominal account code for automatic posting. New flexible cost analysis including both Resource i.e. material/material type, labour/trade Activity/Operational analysis i.e. by stage of build Contract sales entry i.e. applications, internal and external valuations, cash, invoices Direct entry of cost transactions to contracts. Special journal entry, i.e. auto reverse, recurring Transactions held for life of contract. Maintenance of contract cost head budgets for comparison with actual. Overhead recovery variable recovery rates on selected cost heads. Committed costs & quantities maintained for orders with transfer to actual cost on invoice posting. Code search facility on account code or short name. Full on screen enquiry with drill down to source of data. New additional contract information, images, spreadsheets etc can all be accessed from the contract enquiry. Detailed audit trails. Full reporting including contracts listing, cost library, sales and cost transactions, retentions, applications, valuations, cost summaries.
Sub Contractors Ledger The Summit 2000 system maintains and reports on all relevant information with regard to sub contractors. Inputs can be made from invoices, applications and certificates. The system allows you to store the details and expiry dates of subcontractor registration documents, with additional free format information. If a sub contractor does not hold a valid registration document on it, the system will prevent any further processing. The sub contractor ledger will also show insurance expiry dates, type of sub contractor. All end of year tax reports are produced such as CIS25 and CIS36. By entering internal valuations or sub contractor applications, a provisional cost can be recorded prior to entering a payment certificate. All of this information is readily available for on-screen enquiries and reports may be printed with user definable selection criteria.
Sales Ledger Contracting is unique in the types of transactions it requires to process a sale. In addition, the way these transactions affect the management accounts varies from company to company. Our experience of the contracting sector has led to a very flexible contract sales ledger. Parameter driven, the user can define the transaction types required for the business and how they affect the system. Once defined, the rules that apply to each are specified e.g. applications are memoranda only and not subject to VAT. Multi period User definable transaction types including Advance payments, Applications, Internal and External Valuations, Invoices, Cash and Credit Notes Full tracking of application, valuation, cash with retention, final invoices, retention and release with aged analysis Overdue application, valuation and retention listings Code search facility on account code or short name 8 character alpha/numeric codes for customers aged debtor analysis Integration to our Service Management solution (for service & maintenance management) Integration to invoicing systems Context sensitive help screens Label printing Variable history file 30 character narratives Inter company journals with automatic inter company contract accounts Automatic accruals Detailed audit trails Credit control
Nominal Ledger The Nominal Ledger is at the centre of the accounts system, controlling all the financial aspects of your business. Utilising a flexible user definable divisional structure it provides for summarised or detailed management information. User definable Profit & Loss and Balance Sheet reporting is standard, with actual, budget and variance reporting for the year to date with current period with comparisons to last year. Security within the Nominal Ledger is at menu option and account level, ensuring only authorised personnel have access. This security is carried over for reporting. The Summit 2000 Nominal Ledger has standard accruals, standing journals, reversing journals along with other user definable transaction types. All information is easily accessible using the flexible on-screen enquiry routines. Reporting: Information from the Contract Ledger can be reported in standard reports, client side * reporting for presentation in any Windows tool recognising an Access database format or via direct integration with Excel. Direct access to the data is also available via ODBC. Up to 18 periods can be kept open as required. Up to 16-character nominal code with 4 levels user defined. Budgets for up to 18 periods with automatic spreading option. Posting of special journals, e.g. auto-reverse, prepayments, accruals, recurring, and schedule of charges. Automatic journal listing and auctioning. Comprehensive cashbook system with sundry payments, receipts and central payments facility. Automatic trial balance. Code search facility on account. Description, code or short name. Full on screen enquiry and reports. Detailed audit trails User definable Profit & Loss and balance sheet. Full narrative against each nominal transaction. Up to 99 companies
Payroll Payroll is designed to handle costed and non-costed employees with options of weekly, two weekly, four weekly and monthly payrolls. Timesheets can be entered by employee or by site, with an option for daily time sheet entry. All payroll options are subject to password authority. Payroll supports contracting specifics such as holiday credits, fares, travel etc, with numerous user definable payment and deduction headings. Calculating and recording of SSP payments are standard and a single input updates jobs and produces pay. Up to 8 payrolls per company No practical limit to user definable payment/deduction types User access to PAYE and NI tables for rate changes Automatic calculation of PAYE Automatic calculation of NI Up to 4 company pension schemes Multiple holiday credit types Multiple guaranteed minimum bonus rates Automatic calculation of statutory sick pay Statutory sick pay maintenance Comprehensive payslip production meeting all statutory requirements Rounding of net pay option Facility to amend and reproduce payslips Payment by cash, cheque, giro or BACS Employee address labels Optional overhead recovery by trade applied to contract costs Comprehensive reports - reconciliation, payment deduction analysis Automatic update of cost and nominal ledgers with detailed audit trail Year end P35 and P60 form printing Full on screen enquiry Full history and reporting Link to Subcontractors Ledger
Cash Book and Bank Reconciliation The cashbook module gives you complete cash control. Up to 10 cash books per company can be held. Payments and receipts entry is straightforward and special transactions such as standing orders, sundry payments and receipts and transfers are also catered for. Within the bank reconciliation module, all cash transactions entered from the system are matched off against the relevant bank statement. As with all Summit 2000 routines, this information is instantly retrievable through the comprehensive enquiry options. Up to 10 bank accounts per company Cheque & statement enquiry Statement dates displayed Ability to leave statements open Displays un-reconciled amounts Cashbook listing with source ledger indicator On-screen bank reconciliation Bank balance enquiry Cancelled cheque facility Expenses entry and report for P11D Sundry receipts and payments Drill to source posting
Purchase Ledger The Purchase Ledger allows fast invoice input, flexible payment routines and fast retrieval of supplier information, invoices and payments whether current or several months old. Multi-currency options, integration with purchase order processing enabling automatic authorisation of invoices, a hold facility for unapproved invoices and the result is a flexible and comprehensive purchase ledger. Multi Period Multi Currency 8 characters alpha/numeric codes for suppliers Hold facility for disputed or unauthorised invoices Code search facility on account code or short name Automatic payment option following acceptance and or editing of suggested payment listing Part payment of invoices Remittance advices print, fax or e-mail Payments by cheque, giros and BACS Due dates and settlement discounts automatically calculated Variable history file Facility for processing invoices from image Enquiry drill down to cost allocations and source documents including source image 30 character narrative per invoice line Inter company journals with automatic inter company control accounts Detailed audit trails
Purchase Order Processing The Purchase Order Processing system is concerned with the production and management of orders placed with suppliers of materials, plant, etc and the subsequent matching with goods received notes (GRN s) and eventually the supplier s invoice. The module is enabled to use the Xchange hub for sending orders electronically as well as by post. This facility is incorporated into the software as standard and means you do not have to go off line to process electronic orders. Purchase Orders may be sent to addresses other than that held on the Purchase Ledger record. Contract addresses may be used to provide detailed delivery information. The enquiry shows the status of each order with value outstanding, received, not invoiced and invoiced. All order lines can be viewed showing the order value/quantity and received quantity. The enquiry can be accessed by a number of criteria including Order, Contract, Supplier, Buyer and Date. Integrates with Estimating, Purchase Ledger, Sub Contractors Ledger, Contract Ledger, Stock Control, Nominal Ledger and Spreadsheets. Features Include: Bulk orders/call off orders Orders may be placed for either stock, contracts or for overhead items Multi levels of discount by value or quantity Optional GRN registration Matching facilities for invoices received against GRN s/purchase orders Option for sub-contractor ordering Committed costs are updated to job record giving cumulative committed costs Total for goods delivered not invoiced Invoice posting reduces reserves and generates actual cost. Invoice posting compares against original order value Analysis against cost heads, plot or operations Multi line free format text entry Text library Auto generation of orders from estimating Ability to place orders electronically using our Xchange hub
Stock Control The stock recording system allows issues direct to contract, through the invoicing module or manual issue. Integration with Purchase Order Processing allows ordering direct to stock with multiple locations. Other features include slow and non-moving stock reports, stock valuation, bulk price update etc. Integrates with Purchase Order Processing, Sales Invoicing, Contract Ledger, Nominal Ledger and Spreadsheets. Goods can be entered using the Goods Received Program from Purchase Order Processing. The purchase invoicing program updates the Goods file with the latest prices. Stock movements and adjustments can be entered via programs within the stock system. Stock requisitions automatically update the Contract Ledger by generating a cost transaction against a given contract. Cost heads can be entered against each stock line, allowing the precise analysis of costs to contracts/nominal accounts. The Stock system handles multiple stock locations. Unlimited stock lines can be maintained against each location. The product file holds pricing and other useful references such as the manufacturer code, the latest supplier etc. Full tracking of deliveries and issues Full reporting facilities: Transaction logs Stock Movements Full Valuation report by location Link to the Luckins database Common product file with Estimating and Purchasing
Fixed Assets The module integrates with the Nominal Ledger and Contract Ledger, and the asset database records information on financial data, location, depreciation, revaluations, maintenance cycles and maintenance contract information. Analysis by: o Asset types o Location Asset database Financial data Location Depreciation Revaluations Maintenance cycles Maintenance contract information Depreciation can be charged to nominal account or contracts Depreciation Methods: o Straight line o Written down amount Depreciation can be charged: o Monthly o Quarterly o Half yearly o Annually Maintenance agreements Logging What if depreciation calculations against asset/type Preventative maintenance schedules Inventory listings by department Profit/Loss on disposal report Year end asset reporting
Plant Management The Plant Management module allows companies who handle internal and/or hired in plant to monitor this process. Plant costs can be accurately and frequently determined allowing information to viewed or reported on. The module allows for ordering, tracking and costing of plant, and can be used either within the office or site based using remote or web based access. The main objectives of the module are: 1. To aid the costing of company owned plant (internal) to jobs and then track what plant is currently booked to each job. 2. To analyse the profitability of the plant i.e. recovery v cost, this will aid management decisions on keeping or disposing of plant items. 3. The tracking and allocation of plant that is hired into the organisation; either specifically for a job or to multi jobs; in any one hire. Accruals are produced for costing purposes and also to aid the matching of invoices received. On matching, the actual values are recorded on the job and the accrual reversed. Order Processing: There are three possible 'sources' of plant - purchase ledger suppliers, subcontractors (who provide labour with plant) and the company itself. Orders for plant from external suppliers are referred to as external hire orders. Internal orders can be entered to allocate own plant. Cost and Recovery: The following accounting updates are made: Debit commitments to jobs on placing orders. Debit accruals (provisions) to jobs as they use hired plant and actual costs as they use internal plant. Accrual and actual costs update is run to a specified date. Debit actual costs to jobs as invoices are received for hired plant. Credit accruals (provisions) to jobs as invoices are received for hired plant. Credit actual revenue to internal plant 'jobs'. Plant Tracking: To effectively cost plant to jobs, and to help minimise these costs, it is necessary to maintain an accurate inventory of plant at each site. Both hired and internal plant can be transferred between jobs.
Where an item can be individually identified these items are serially tracked. The module also provides the facility to track multiple items of the same type, which cannot be individually identified - such as small tools; these are referred to as non-serially tracked items. Plant tracking controls the processing of both external and internal plant on hire notes, off hire notes, transfers to other contracts, timesheet entry for hourly plant and also the locating of plant items by category, serial number, contract or location Complete integration with purchase order processing, contract ledger and fixed assets. Plant items file holds category, weekly, daily, hourly rates for external hired in items. Fixed assets file stores internal items with category, weekly, daily, hourly rates for internally charged items. Revenue can be linked to a contract in contract ledger. Orders can be raised against PL suppliers, subcontract ledger suppliers and internal plant locations. User definable depot locations. User definable calendars. Serial and non-serial tracking Operated and non-operated plant orders CIS handling through subcontract ledger. Charges and consumables handling User definable Crystal reports plant order layout. Inter-company hire. Plant tracking screen controls all processing. Plant Tracking: on-hire notes On/Off hire note processing Transfers between contracts Suspension of charging period Timesheet input for hourly plant Cost and recovery on internal plant integrated to contract ledger. Plant utilisation and profitability reporting. Accruals for externally hired in plant, either on charge or up to timesheet hours. Invoice matching to GRN for externally hired item.
Requisitions The Requisitions Module offers customers a seamless process enabling requisitions to be logged, approved, processed and tracked. The module can be used by both office and site-based staff and fully integrates with Summit 2000. For the requisitions module to work, the purchase order processing module needs to have been implemented. The requisitions module also integrates with the stock module. How does the Requisitions Module work? There are three steps in the requisition process: 1) Requisition Entry 2) Requisition Approval 3) Generation of Purchase Orders The requisition module is simple to use and is ideal for use by site staff who are not based in the office, but do have access to a computer. Once entered, the requisitions can be sent via email to the office where the central buyers can then import the information into the system to process the order Where the buying is carried out centrally, this module allows easy management of materials requests and enables the buyer to have control over the purchasing function at all times. 1. Requisition Entry The requisition is entered onto the system by the site user who requires the goods using the requisition entry screen. At this stage a supplier does not need to be specified. The system will, however, allow the user to nominate a supplier. The requisition will allow multiple products to be requested along with alternative delivery addresses and separate delivery dates for each item. The requisition is then passed to the buyer on-line.
2. Requisition Approval The completed requisition form can then be accessed by the central buyer in order to place the order. At this stage the buyer completes the requisition form with cost heads, prices and suppliers if not already specified. The requisition can then be converted into a purchase order. The site user can now access this requisition to track its progress and to check on delivery times. Any errors on the requisition can be sent directly to the buyer who can amend it instantly. 3. Generate Orders Requisitions can be selected individually or as a range in order to convert to purchase orders. A summary screen will list all orders that have been created which can be printed. The system will automatically check that sufficient detail has been added to the form prior to conversion to a purchase order and will flag up any inconsistencies. It will also check that the supplier exists on the system and that a valid product code has been used. Where there are multiple requisitions for the same item, the system will consolidate them into one purchase order with multiple delivery addresses listed within the purchase order. A major benefit when used with the purchase order processing module, is the ability to not only track the requisition and order through to invoice, but to see the commitment of costs on a contract at earliest opportunity. Benefits of the Requisitions Module Offers a automated process to order goods for site staff Avoids paperwork and lost documents Seamless integration with Summit 2000 POP Still retains control for central buying process Simple easy to use form for site staff to use to request goods Reduces errors and time chasing for lost information to complete orders Offers Site Managers views on order status to help manage contract planning Saves money by reducing local purchasing where central
Sales Invoicing Invoices, credit notes and applications for payment can be produced with a choice of free format text entry. Standard text libraries and invoice from stock with integration directly with the sales and contract ledgers. Invoices can be printed for checking prior to updating ledgers. Application for payment production Invoicing, credit note production Auto generation of invoice references Invoicing of products held in stock system Choice of: Free format text library Standard text library Cost and uplift from cost head Pre printed or plain stationery Settlement discount
Database Module The Database Module is a fully integrated database system, which allows the user to create and maintain data files. The layouts of these files are user-definable for many data types. The database has a facility to use data from existing Summit 2000 data files as well as being able to including fields to store additional data. Elements created using the database module can be attached to an existing Summit 2000 element. A very powerful feature of the database module is its ability to access the contents of Summit 2000 data files such as the accounts file or the purchase ledger transaction file. This feature can be used to validate the contents of a field. The Database programs: Data dictionary maintenance - this is used to define the file layouts in the database maintenance. Database maintenance - this is used to create and maintain your database records. In addition, it is possible to perform searches on a database using wildcards and relational operators. Links to existing Summit 2000 data files Ability to access the contents of Summit 2000 data files Ability to include additional user defined fields Validating the contents of a filed Create several relational databases Link user defined databases Attach user defined database to an existing Summit 2000 element Perform searches on a database using wildcards and relational operators Links to the report generator to create reports
OLE Attachments OLE Attachments is available to all products within the Summit 2000 family including Summit 2000 financials, Summit service management and Summit estimating. OLE means Object Linking and Embedding it is a standard term for describing the attachment of files, of whatever format into another application. Within the Summit 2000 family this OLE functionality can be used to attach documents at an account or transaction level anywhere within the system. This means that scanned images, digital pictures, Microsoft Office documents including Word, Excel, Project and even audio and video files can all be accessed via the Summit 2000 system. Standard directory structures can be set-up that ensures documentation can be stored and retrieved more easily. The user can also create ad-hoc folders. The system actually stores links to a network location used to store all objects rather than storing the objects within the database. The example below shows the objects stored against a particular contract, the folders in blue are defaults for all contracts the yellow folders indicate ad-hoc folders created for this contract alone. Attachments possible to all file types Image viewer built in to software User definable directory structures User definable object locations Account and transaction level Displaying an image within the OLE window. Launching an Excel document.