Job Setup Job Setup
Job Costing has the capability of managing and analyzing information from all types of construction companies. In order to make the system most useful to any specific company, the system allows certain information to be setup. This includes such information as the number of digits in a job number or a cost code, the system’s interrelationship with the General Ledger, the assignment of burden, the use of square footage information and modifying the methods the system uses to project costs.
This program is used to setup and edit a job. This program is also used to enter change orders. Jobs may be created by entering information by hand, duplicating current jobs or importing cost estimates from the estimate as the job budget.
There are three ways to access the Job Setup screen:
1. Select Job Setup from the Job Costing Main Menu.
2. Press the lookup button by the Job number (or name) on the many entry screens in the system.
3. Select Open Jobs from the Lookup Table.
The following screen comes into view.
Click on any column header to sort the listed items. This will be useful when the list of jobs has grown. Two additional columns containing “Contract Number” and “Customer PO” are visible if the browse window is scrolled to the right.
The Jobs are color coded. If the Job is Active, it will be black. If the Job is Inactive, it will be green. If the Job is closed, it will be red.
Browse Field
Enter the desired job number in this field and the system will automatically jump to the matching record. Press the lookup button to search for specific keywords. The following screen will come into view when the lookup button is pressed.
Enter the keyword in the blank field and press the Go button. The accounting system will return all Jobs whose job name or address contains the keyword. Select the desired job and press the OK button.
Job ID
This is the Job number. This ID number is assigned by the user.
Job Name
This is the name of the Job.
Address
The Job Address is displayed in this column.
Customer ID
This is the Customer number. This number is assigned by the user.
Tag/Untag (button)
Press this button to tag (select) the highlighted Job.
Tag All (button)
Press this button to tag (select) all Jobs in the browse window
Delete Tagged (button)
Press the Delete Tagged button to delete Jobs that have been tagged.
Mark Tagged Inactive (button)
Press the Mark Tagged Inactive button to deactivate Jobs that have been tagged.
Default Budget (button)
Use this button to create a list of cost codes that will be set up as budgets on every new job created. Click Here for more information.
Add or Change (button)
This option is used to edit existing jobs or enter new jobs into the computer. To add a new job, press the Add button. To modify the information in an existing job, highlight the desired job and press the Change button. For more information, see Add or Change a Job.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted. The previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
This button closes the program and returns to the main screen.
see How to use Help
Click on the Add button or highlight the desired job and press the Change button. The following screen comes into view. The General tab is open by default when this screen comes into view. From this screen, all nine job setup screens are available.
There are nine different tabs available from this screen.
General
The General tab contains important job information including the job number, name and contract amounts. This screen also contains billed to date amounts, received to date amounts, retained to date amounts and the income account for this job. If the job is subject to the Davis-Bacon regulation (government jobs), that is indicated on this screen. See the General Tab for more information.
Budget
From this tab, job budgets are established, cost codes are entered and an existing job may be duplicated. The job budget may be entered or an estimate from a third party estimating program may be imported as a job budget. Month end totals may also be replaced by current budget and jobs totals. See the Budget Tab for more information.
Change Orders
This tab is used to enter and edit change orders. See the Change Orders Tab for more information.
Job Site
Information entered here describes the actual job site and construction date information. The name of the supervisor, address and phone number of the job site and the subdivision are also listed. See the Job Site Tab for more information.
Certification
Certification and Lien Waver Report information is entered through this tab. See the Certification Tab for more information.
Architect
Architect and project information is entered through this tab. See the Architect Tab for more information.
Financing
The financing institution and loan information for this job is entered through this tab. See the Financing Tab for more information.
Billing Phases
In order to use the Contractor Draw Request menu option in Accounts Receivable, the scheduled values for the job contract must be entered here. Other billing information is also entered through this tab. See the Billing Phases Tab for more information.
Notes
This tab allows the user to enter notes pertaining to the Job, select the Job Salesman and Foreman, and enter miscellaneous billing and tax information. See the Notes Tab for more information.
User Defined
This tab can be used to enter any other information in customizable fields. See the User Defined Tab for more information.
Click the Job Overview button and the Overview screens for the selected job will come into view. For more information, see Active Job Overview.
Add or Change a Job: General Tab
The General tab contains important job information including the job number, name and contract amounts. This screen also contains billed to date amounts, received to date amounts, retained to date amounts and the income account for this job. If this job is subject to Davis-Bacon regulation (government jobs), that is indicated on this screen.
Click on Add or Change and the following screen will come into view. The General tab is open by default when this screen comes into view.
Job ID
Enter a Job number. The number of digits available depends on what was entered in Setup Accounting Options. This Job number is used by the entire system to identify this job. This ID number is assigned by the user. Note: This field will only be available if adding a new job.
Job Name
This is the name of the Job.
Classification
This is the Job Classification. This field will allow for future limiting of reports by classification. It is user-defined and optional.
Managers
List of Managers
This list box will contain the names of all Project Managers and Superintendents. The Main Project Manager and the Main Superintendent will have a star icon in the first column.
Managers (button)
Job Managers come from the employee file. Employees must be specified as a Project Manager or Superintendent in the employee file. This can be done through the Payroll>Employees menu option, or by clicking this button. If this button is pressed, the following window will appear:
This is a list of all the employees with check marks indicating whether they are set up as Project Managers and/or Superintendents. Click the Change button and the following window will appear:
Check the appropriate boxes. If a password is entered, then when this person attempts to view projects using the Project Manager Overview or Superintendent Overview, they will be required to enter the password.
Add / Change / Delete (buttons)
Use these buttons to add or edit managers. The following window will appear:
Manager Type
Select Project Manager or Superintendent.
Employee
Select the desired employee from the list.
Main Manager (check box)
Check this box if this employee is the main manager. The main manager is the one who will show up in on-screen list boxes as the manager for this job.
This is the expected revenue from the Job. This field is especially useful for home builders.
Original Contract
This is the original contract amount. It is usually not changed.
Approved Changes
This field is for information only, and is not editable. It displays the total amount of all approved change orders.
Current Contract
This is the most recent contract amount. Changes to the original contract amount can be entered here.
Billed to Date
This is the amount billed to date on this job. Warning: This figure comes from Accounts Receivable but it may be changed here. If this amount is changed for the purpose of amending the data in a Bonding Report, it must be changed back immediately after the report is printed. If it is not changed, other totals in Accounts Receivable will be out of balance.
Received to Date
This is the amount received to date on this job. The same warning as with Billed to Date applies here.
Retained to Date
This is the amount retained to date on this job. The same warning as with Billed to Date applies here.
Retention Reconciled
This is the amount of retention that has been reconciled. This does not necessarily mean the retention has been received, only that a retention billing has been completed.
Retention Remaining
This is the retained to date amount less the retention reconciled amount.
This is the income account for this job. It is affected by progress billings issued through Accounts Receivable. Press the lookup button to select from the list of Accounts. Highlight the desired account, and press the Select button.
Customer ID
Enter the customer who will be billed for this Job. Pressing the lookup button causes a list of customers to come into view. Highlight the desired customer, and press the Select button. The Customer name will be displayed under this field.
Contact
Enter the name of the customer contact for this job.
2nd Customer ID
There may be two customers on the same job. For example, if this is a disaster restoration job, one custome would be the insurance company and the second customer would be the insured. Both may be billed for portions of the job contract.
Job is Currently Active (check box)
Check this box if the job is ongoing. If it has been completed but not Closed, uncheck this box to remove it from the Financial Status/Bonding Report. If this job is marked as inactive, it will also be marked as inactive in the Changing a Bonding Report screen.
Eight-Hour Law Applies (check box)
If this box is checked, the system will automatically convert Regular hours to Overtime hours during timesheet posting if more than eight hours of regular time are charged to this job on the same day.
Tax Exempt (check box)
Check this box to indicate that this job is Tax Exempt.
Include on Bonding Report (check box)
Check this box if the job is to be included in the Financial Status/Bonding Report. Press the lookup button to Change to Parameters of the Bonding Report. For more information see Changing a Bonding Report.
Update Bonding Parameters (button)
Use this button to change the settings of this job for printing the Financial Status / Bonding Report.
Department
This field will only be available if Departmentalize was selected in the General Ledger Tab of Setup Accounting Options. The Department ID and descriptions may be set up in Design Financial Statements.
Enter the ID number of the department. If the lookup button is pressed, the Select a Department screen comes into view. Highlight the desired Department ID, and press the Select button.
Note: Information here may not be changed in this screen. To Change Payroll Tax Defaults, press the Change button. The Payroll Tax Defaults Information listed here overrides the Employee's State withholding when the employee works on this job.
Tax Withholding State
This is the state whose tax table will be used for calculating withholding amounts.
Unemployment State
This is the state whose settings will be used for calculating unemployment accrual amounts.
Workers Comp State
This is the state whose settings will be used for calculating Worker's Compensation accrual amounts.
Liability State
This is the state whose settings will be used for calculating general liability accrual amounts.
Tax Locality 1
This is for local taxes, such as a city or county tax.
Tax Locality 2
This is for local taxes, such as a city or county tax.
Add or Change a Job: Budget Tab
Once the job header information is entered, the job is established in the system. The budget and information, both vital to tracking the job, must be entered. Budgets are tracked according to job phases or cost codes.
From this screen, cost codes are entered, an existing job may be duplicated and an estimate from a third party estimating program may be imported as a job budget. Month-end totals may also be replaced by current budget and jobs totals.
Click on the Budget tab and the following screen comes into view.
This is a list of all the budgeted cost codes on the current job. Cost codes listed in RED have a Cost to Date total that is higher than the budgeted amount.
Browse Field
Enter the desired cost code in this field and the system will automatically search for the matching record. Press the lookup button to search for specific keywords. The following screen will come into view when the lookup button is pressed.
Enter the keyword in the blank field and press the Go button. The accounting system will return all cost codes containing the keyword. Select the desired cost code and press the OK button.
Sort Budget Items by Group Code (check box)
Select this box to sort the items listed by their associated group codes. See also Changing a Cost Code Budget.
The Duplicate procedure can be used to copy codes from an existing job or creating duplicate codes within an existing job. Pressing the Duplicate button will bring the following screen into view.
Different Job (button)
This option allows the creation of a new job identical to a job that is already set up. Even if the new job is not identical to the job being copied, it may often be easier to copy and edit the job than to enter a new job from scratch. See Duplicate an Existing Job.
Current Job (button)
Selecting this option allows the creation of already existing codes or code groups within the same job. This is useful if existing codes need to be used under a different group code. See Duplicate the Current Job.
Import from Estimating (button)
This option is used to take an estimate from a third party estimating program and import it as a job budget. See Import from Estimating.
Click this button to print a subcontract form for the highlighted Subcontract Cost Code. If more than one subcontract budget has been entered for this job and vendor, the following prompt will appear:
In this case, a subcontract form can be printed that includes all three subcontract amounts and descriptions, or a subcontract form can be printed for just the highlighted subcontract in the list box.
If the HomeBuilder options have been purchased, an Add Purchase Options button will appear. This button displays a list of previously entered options which are available for the customer to add to their base project. If the button is pressed, the following screen will appear:
For a description of purchase options and instructions for creating the dictionary of purchase options displayed above, see the Purchase Options topic.
Select
Highlight the desired purchase option and click the Select button. The following screen will appear:
This window describes the purchase option and lists all of the cost codes that will be affected. Cost codes in the list box which have an asterisk (*) are codes which do not currently exist in the budget. For these cost codes, a new budget line item will be added. For the rest of the cost codes, the current budget amount of the existing cost code will be changed.
The user is required to specify whether a Change Order will be added to reflect the addition of this purchase option.
Click the Proceed button to finalize the addition of this purchase option into the existing job budget.
Create Purchase Orders (button)
Click this button to create purchase orders for the eligible budget line items. If any eligible line items are found, the following window will appear:
Eligible Cost Code Budgets
In order for a budget to be eligible for automatic Purchase Order creation, it must have the following attributes:
• It must have a Vendor/Subcontractor assigned.
• It must have a valid Item ID assigned.
• The assigned Item ID must have a Vendor Price for the assigned Vendor/Subcontractor.
• There must be a current quantity budget.
Cost codes that meet these criteria will have Purchase Orders created.
Adjust Imported Budgets (button)
Click this button to make wholesale changes to the budget amounts of the cost codes in the list box above. This may be necessary if the line items were imported from an estimating package which only provides retail pricing for each line item. In other words, the estimate that is imported is the price the customer will be charged, not the cost budget. The following window will appear:
The list box contains all the budgets with their Imported Budget Value, along with the Original and Current Budget figures. The Original and Current Budget figures can be recalculated as a percentage of the import value. For example, if the Imported Value is $5,000, but that figure includes a 20% markup, the budget amount should be the Imported Value divided by the original markup (1.2) or multiplied by the inverse of the markup (1/1.2 or 0.8333), returning a budget amount of $4,166.66.
Adjust Highlighted (button)
Click this button to add a modification percentage to the highlighted item. In the case of our example of a $5,000 Import Value, enter 83.33% for the Modify Percent. The Original and Current budgets will then be changed to $4,166.66.
Adjust All (button)
Click this button to add a modification percentage for all listed items. The following window will appear:
Enter a percentage for all the listed items.
Activate / Deactivate (button)
Cost codes can be marked as Inactive by checking a box on the Budget Entry window; however, the operator may mark ALL budget codes either Active or Inactive by pressing this button. The following prompt will appear:
Click the appropriate button to mark all budget line items either Active or Inactive.
Recalculate Change Order Totals (button)
This button will recalculate Change Order totals for all cost codes for this job. The following screen will come into view.
Press the No button to cancel the process and return to the previous screen. Press the Yes button to continue and recalculate the Change Order totals.
Add or Change (button)
To modify the budget information for this cost code, press the Add button or highlight the cost code and press the Change button. For more information, see Add or Change a Cost Code Budget.
Delete (button)
see Delete button
Cost code budgets can be entered in more of a mass approach using this feature. Click the button and the following window will appear:
On the left is a list of all the cost codes in the Cost Code Dictionary. On the right is a list of all the currently entered budgets. To set a new budget, just double click a code in the Cost Code Dictionary List, drag a code from the list to the Budgeted Cost Codes list or highlight a code and click the green right-arrow button. The following window will appear:
Simply pick the cost type from the list (or type the first letter of the cost type or type the 10-key equivalent), enter the budget amount, quantity and vendor id and click OK or just press enter. This way the user can enter lots of cost code budgets in a very short space of time.
Add or Change a Job: Change Orders (tab)
Any change to the budgeted amount after a job has begun constitutes a change order. Depending on the nature of the construction entity, this change order can come from various sources (i.e. owner, architect, engineer, etc.). Once a change order has been received for the job, suppliers and subcontractors need to be notified and given the opportunity to either accept or reject the change order amount for their particular operation. Change orders that need this kind of approval are generally called 'external change orders'. Occasionally there is need for a change order on a job that does not affect the contracted amount for the job but does affect the contractor’s overall cost for the project. These are called 'internal change orders'. This change order entry program allows for both of the above types of change orders.
When change orders are entered into the system, they are stored in the 'Change Order File.' Whenever a report program uses a job budget figure for a particular job, it also checks the 'Change Order File' for any change orders to be applied to that job budget. This is reflected in the difference between the 'Original Budget' and the 'Current Budget' amounts found on job analysis reports.
This tab is used to enter and edit change orders. Click on the Change Orders tab and the following screen comes into view.
The tabs are for sorting by Id, by Description, by Date, or by Status.
Add or Change (button)
To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Change Order.
Total Number of Change Orders
Automatically totals all listed Change Orders for quick and easy reference.
This screen will also display the totals for each type of Change Order as well as a Grand Total of all Change Orders.
Add or Change a Job: Job Site Tab
Click on the Job Site tab and the following screen comes into view.
View Map of Address (button) 
Clicking this button will allow the user to display a map of the address or driving directions from the company address to this address.
Address
Enter the street address for the actual job site.
City, State,Zip
Enter the city, state, and zip code for the actual job site.
Phone/Fax
Enter the phone and fax number for the actual job site.
Copy Address from Customer (button)
When this button is pressed, the system will ask for confirmation, then it will fill these address fields with the information in the address fields in the customer record of the customer assigned to this job.
Print Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for this address. See the Printing Envelopes and Labels help topic for more information.
Enter the information for the owner of the project. This can be different from the Customer on the project, since the customer may be a general contractor.
Copy Address from Customer (button)
When this button is pressed, the system will ask for confirmation, then it will fill the owner address fields with the information in the address fields in the customer record of the customer assigned to this job.
Dates should be entered as needed. The date fields are optional.
Beginning
This is the date construction is to start.
Estimated Completion
This is the date construction should be finished.
Substantial Completion
This is the date construction should be mostly completed.
Actual Completion
This is the date construction was finished
Last Date Worked
This is the date of the most recent payroll timesheet posted to this job. The field cannot be changed by the user in this window, it is updated automatically each time payroll timesheets are posted to this job.
Date Closed
If the job has been closed, this read-only field will display the closing date.
Fiscal Period Closed
If the job has been closed, this read-only field will display the closing Fiscal Period.
Edit Critical Path (button)
When the Edit Critical Path button is pressed, the Critical Path Setup screen for the current Job comes into view.
Subdivision
The name of the subdivision.
Lot
The lot number.
Lot Size
The size of the lot in square feet.
Lot Description
Description of the lot.
Square Footages
Square Footages allows for entry of three different square footages. This may be useful in several different distances. For example: a home builder may use Square Footage #1 for the total roof area, #2 for the total heated area and #3 for the unheated area. Each cost code may specify which square footages are most applicable. For example: the roofing code would use #1, the heating equipment code would use #2 and the codes for flooring costs would use a combination of #2 and #3.
Building Description
A description of the type of building or the job.
Plan Number
Enter the plan number or description here.
Construction Class
The designated construction class.
Job Type Selection (radio buttons)
Select from the list of job types.
Add or Change a Job: Certification Tab
This tab is used to enter the information required for the Payroll Certification Report. The Lien Waver also uses information entered on this screen. Click on the Certification tab and the following screen comes into view.
Payroll Certification Information
Job requires Certification Report (check box)
If this job requires that a Certification Report be printed, check this box.
Contract Number
This is used in the Payroll Certification Report.
Governing Region
This is any city or municipal government.
County
This is the county where the project is located.
Tax ID
This is the tax exempt identification number for this project.
Peak Emp(loyee) Count
Enter the estimated maximum number of employees that will work on this project at any given time.
Peak Emp(loyee) Date
Enter the date when the number of employees will reach its highest level.
Edit Statement of Compliance Information (button)
See Statement of Compliance Information.
See Add or Change a Prevailing Wage Rate
Target Fringe Rates (drop list)
When the Add button is pressed, the Adding or Changing a Prevailing Wage Rate screen will come into view. Depending on the selection made here, the screen will have a field labeled Target Fringe Rate or Target Wage Plus Fringe Rate. Enter an hourly fringe benefit rate that should be met when paying employees for hours on this craft. If the total of all the hourly fringe benefits add up to less than this figure, the posting will automatically create a Paid to Employee in Cash fringe benefit to make up the difference.
Add or Change a Job: Architect Tab
Architect and project information is entered through this tab. Click on the Architect tab and the following screen comes into view.
View Map of Address (button)
Clicking this button will allow the user to display a map of the address or driving directions from the company address to this address.
Firm Name
Enter the name of the architectural firm.
Lookup (button)
Click this button to look up the name of the Architect from the Vendor file.
Address
Enter the address of the architectural firm.
City, State Zip
Enter the City, State and Zip Code for the architectural firm.
Phone/Fax
This is the phone and fax numbers for the architectural firm.
Contact
This the name of the individual to contact at the architectural firm.
Print Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for this address. See the Printing Envelopes and Labels help topic for more information.
Job Number
This the number assigned by the architectural firm.
Contract Date
This is the date the contract was signed with the architectural firm. Press the lookup button and a Calendar will come into view. Highlight the desired record and press the OK button.
Number of Apps. Made
Refers to the number of applications for payment made to the contract owner.
Last Application Date
This is the last date an application for payment was made. Press the lookup button and a Calendar will come into view. Highlight the desired record and press the OK button.
Add or Change a Job: Financing Tab
The financing institution and loan information for this job is entered through this tab. Click on the Financing tab and the following screen comes into view.
Lending Institution Information
View Map of Address (button)
Clicking this button will allow the user to display a map of the address or driving directions from the company address to this address.
Bank Name
This is the name of the financial institution funding the project.
Lookup (button)
Click this button to look up the bank from the Vendor file.
Address
This the address of the institution.
City, State Zip
This is the City, State, and Zip Code for the institution.
Phone
Enter the phone number for the institution.
Contact
This is the individual to contact at the institution.
Print Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for this address. See the Printing Envelopes and Labels help topic for more information.
Loan Number
This is the number of the loan assigned by the financial institution.
Loan Date
This is the date the loan was signed. Press the lookup button and a Calendar will come into view. Highlight the desired date and press the OK button.
Due Date
This is the date the loan is due. Press the lookup button and a Calendar will come into view. Highlight the desired date and press the OK button.
Amount
This is the dollar amount of the loan.
Interest Rate
This is the interest rate on the loan.
Add or Change a Job: Billing Information Tab
The accounting system has the capability of billing any job automatically. This means that once a billing structure has been entered into the computer, billing the customer for work done involves only selecting the Auto-Job Billing feature from the Accounts Receivable Main Menu and instructing the computer to bill the customer.
In order to carry out this billing, the computer needs to have certain information about how the job is to be billed. This step is taken here in the Billing Information tab.
In order to use the Contractor Draw Request menu option in Accounts Receivable, the scheduled values for the job contract must be entered here. Descriptions, contract amounts and default retainage percentages for each line item are also entered here.
Click on the Billing Information tab and the following screen comes into view.
Contract Information (group)
Enter general information about the contract with the customer in these fields.
Contract Date
Supply the date your company entered into a contract with the customer.
Contract Number
Enter the official Contract Number, if any.
Default Retention
This is the percentage of the billing that should be set aside as retainage each time a billing is created and issued. If this is a Contractor Draw setup, this percentage may vary for different scheduled values, but is typically the same for all the scheduled values on the contract.
When the Force Default button is pressed, the Default Retention percentage in the field to the left is applied to all scheduled values for the current job.
Profit Rate
Enter the profit rate that should be added when the system calculates a billing using the "Automatic Job Billing" billing type.
Price Level
Enter the price level that should be used when retrieving items from the Item Price File during an "Automatic Job Billing" creation. If no price level is entered here, the system will look in the Customer file for the price level to use.
Billing Type (group)
Automatic Job Billing (radio button)
When this option is selected, the user can design a method of automatically calculating a billing to send to the customer. The system uses a set of billing markup strategies by cost type for creating this billing. Multiple Billing Phases may be set up for the billing, or just one set of mark-ups can be created for the whole job. Automatic Job Billings retrieve actual costs from the General Ledger Transaction file, run them through the user-defined mark-up structure, and create either a Progress Billing or a Time & Materials billing. The billing phases created here will instruct the program which cost codes should be billed, with their appropriate mark-ups.
Use Billing Phases (check box)
If this box is checked, the window will include a list box where the user creates one or more Billing Phases. Each phase will have a list of Billing Methods by Code Type as shown in the Phase Edit window below:
The user can supply a Description, Contract Amount, and optional Unit Name and GL Account. Pressing the Edit Cost Code List button will allow the user to indicate which of the budgeted cost codes belong to this phase.
If the Use Billing Phases box is not checked, the user can supply just one set of Billing Methods which will apply to ALL budgeted cost codes.
One of the markup types that can be used for Labor cost codes is Billing Craft. If this type is chosen, then the system will need to have a Billing Craft Table set up here. When the lookup button is pressed, this window comes into view:
Select a craft table from the list. Using the entries in this table, the system will determine how much to bill the customer for hours charged to the job. To add or modify a table, click the Add or Change button and the following window will appear:
Here is where the rates for individual Billing Craft Codes are assigned. Use the Add button to pick a craft from the Billing Craft Code Dictionary. The Craft ID will have a default Bill Rate that was assigned in the dictionary. The user can use the default Bill Rate, or enter a different Bill Rate specific to this job.
Press this button to force all the billing phases to share the same Billing Methods by Code Type. The following window will be displayed.
Set the desired billing method for each code type and click the "Apply Master Billing Methods to All Phases" button. Each billing phase will now inherit the settings on this window. Click Here for a description of each billing method.
Contractor Draw (radio button)
Select this option to use the Contractor Draw Request menu option in Accounts Receivable. The scheduled values for the job contract must be entered here. This should be checked if the job is to be billed using the Draw format. If this button is selected, some new entry controls appear.
If the Up and Down arrow buttons have been used to move phases about, click this button to physically renumber the phases in the order they currently appear.
Click this button to reset all the current and prior draw amounts back to zero for this job. Caution: This process is irreversible.
Track Change Orders by Schedules Value (check box)
If this box is checked, individual change orders entered through the Change Order Tab can be applied to specific billing line items. In this case, change orders are NOT appended to the end of the list of scheduled values, but are incorporated into the contract value of individual phases.
Itemize Change Orders on Printed Progress Billings (check box)
If this box is checked, individual change orders entered through the Change Order Tab will be included in the Contract Summary section of the Progress Billing form when a billing is printed.
Unit Price Billing (radio button)
When this option is selected, billing phases may be set up for Accounts Receivable Unit Price Billings.
Time & Materials Billing (radio button)
When this option is selected, the job is marked as a Time & Materials Job and will show up in the list box of the Accounts Receivable Time & Materials Billing program. Jobs designated as "Time & Materials Billing" jobs are usually small jobs that will only be billed once after the work has been completed. The Time & Materials Billing program displays a list of all T&M jobs that have not yet been billed. This serves as a reminder for the user to bill those jobs and not let them slip through the cracks unbilled. No billing phases are set up for this type of billing.
Total Contract Amount (all phases) and Current Contract Amount (from General tab)
These fields display the total of the contract amounts from each Billing Phase and the Current Contract amount defined on the General tab. They are displayed together so the user can see if there is a difference between the two numbers. A difference usually means that the billing phase amounts (or scheduled values) have not been entered correctly, as they should always total to the contract amount. The one exception to this rule is the period of time between when a contract change order is added on the Change Orders tab, and when the change order is brought into the Contractor Draw using the Add Change Orders button when creating a draw request.
Auto Create Billing Phases (button)
Press this button to have the system automatically create one billing phase per budgeted cost code. The following prompt will appear:
Add or Change a Billing Phase (Draw Request Format)
If the Contractor Draw option is selected, press the Add button and the following screen will come into view
Text (check box)
Check this box to enter a text only line item that will be printed when the Draw Request is printed.
Phase number
Enter the Phase number.
Description
Enter the Description of the billing phase.
Scheduled Value
Enter the amount this customer has contracted to pay for this particular line item.
Quantity (optional)
Enter the quantity of the item used in this billing phase
Unit Name (optional)
Enter the Unit Name for the item entered in the quantity field. For example: Quantity is 200. Unit name is square feet, or sq ft.
Default Retainage
Enter the percentage of the billing amount that should be set aside as retainage on the billing form. This percentage can be different for different line items, but is usually the same for all scheduled values in the entire job.
GL Account
Enter the General Ledger account. Pressing the lookup button causes the General Ledger Accounts screen to come into view. Highlight the desired account and press the Select button. Note: Entering a G/L Account is optional. In most cases, an account number will not be entered. If no account number is entered, all Job Billings will be charged to the Job Income account.
If the Track Change Orders by Scheduled Value box is checked, this window will take on a slightly different appearance:
In this case, the user enters only the Original Scheduled Value field. The system will supply the Total Change Orders and Scheduled Value figures based on the Approved Change Orders that have been applied to this phase.
Use this option to specify which budgeted cost codes will be scanned to determine a Percent Complete for this phase during generation of Draw Billings. The Cost Code Selection For Auto Job Billing screen will come into view if this button is pressed.
Draw Request - Billing Method by Code Type
Using the settings indicated here, the program can calculate the draw amount for the line item by applying the appropriate code type setting to all cost codes in this line item's Cost Code List. For each code type, an appropriate calculation method may be selected using the Method drop-down list. During this billing phase, each code type will be billed according to the chosen criteria.
No Billing
If option No Billing is chosen, the cost code will be skipped.
Percent Markup
If option Percent Markup is chosen, a certain percentage will be added to the Cost to Date amount of the cost code. Enter the desired percent markup rate into the Rate field. For example: if the Percent Markup option is used on Material code types at a rate of 10.00%, the line item Billed to Date amount will be the total Cost to Date value for all Material cost codes in the Cost Code List for this line item, plus 10%.
Unit Price
If option Unit Price is chosen, this particular code type will be billed at a certain price per unit. In the Rate field, enter the amout per unit that will be used to calculate the billing. For example: if the Unit Price option is used on Labor code types at a rate of $85.00, the line item Billed to Date amount will be the total Quantity to Date value (total hours) for all Labor cost codes in the Cost Code List for this line item, multiplied by $85.00.
Additive Unit Price
If option Additive Unit Price is chosen, a dollar amount will be added to the price of each unit associated with this code type. In the Rate field, enter the dollar amout per unit that will be added to the cost to date figure to calculate the billing. For example: if the Additive Unit Price option is used on Labor code types at a rate of $50.00, $50.00 per unit (hour) will be added to the actual cost to date figure.
Price File Lookup
If option Price File Lookup is chosen, the program will scan the item price file for the price of the item to be billed. For example: if the Price File Lookup option is used on Equipment code types, the program will search the item price file for the price of each hour of equipment usage associated with the particular piece of equipment.
Employee Charge Rate (Labor Type Only)
If option Employee Charge Rate is chosen, the program will retrieve the employee record for the employee whose time was charged to the job. It will then multiply the number of regular hours charged to the job by the Employee Charge Rate 1. It will multiply the number of overtime hours by Charge Rate 2 and premium hours by Charge Rate 3. These charge rates are set up in Employee Record Entry.
Equipment Charge Rate (Equipment Type Only)
If option Equipment Charge Rate is chosen, the program will retrieve the equipment record for the equipment whose time was charged to the job. It will then multiply the number of hours charged to the job by the Rental Usage Rate set up in Equipment Entry.
Add or Change a Billing Phase (Auto Job Billing Form)
If the Auto Job Billing button is checked, the following screen comes into view when the Add button is pressed.
Phase number
Enter the Phase number.
Description
Enter the Description of this billing phase.
Contract Amount
Enter the amount this customer has agreed to pay for this particular job phase.
Unit Name
Enter the standard unit name to be used on billings for this phase
GL Account
Any type of General Ledger account may be entered in this field (i.e. cost,revenue,income, payroll). When an account is entered, the billing will be charged to this account. If no account is entered, the default account assigned in A/R Setup will be used. Enter the account number. Pressing the lookup button will cause the General Ledger Accounts screen to come into view. Highlight the desired record and press the Select button.
Edit Cost Code List (button)
Use this option to specify which budgeted cost codes will be used as a basis for billings within this phase. The Edit Cost Code List screen will come into view if this button is pressed.
This program allows each code type to be billed using a different set of criteria. For each code type, the method may be selected using the Legend of Billing Methods at the right hand side of the screen as a guide. During this billing phase, each code type will be billed according to the chosen criteria.
No Billing
If option No Billing is chosen, no billing will be generated for cost codes with this method.
Percent Markup
If option Percent Markup is chosen, a certain percentage will be added to the dollar value of the billing. The cursor will move into the Rate field for entry of the percentage to be added to each dollar value associated with this code type. For example: if the Percent Markup option is used on Material code types at a rate of 10.00, an additional 10% will be added to the dollar value billing for each Material code type.
Unit Price
If option Unit Price is chosen, this particular code type will be billed at a certain price per unit. The cursor will move to the Rate field for entry of a dollar amount. For example: if the Unit Price option is used on Labor code types at a rate of 15.00, each hour of Labor used during this phase will be billed at $15.00 per hour.
Additive Unit Price
If option Additive Unit Price is chosen, a dollar amount will be added to the price of each unit associated with this code type. The cursor will move to the Rate field for entry of a dollar amount. For example: if the Additive Unit Price option is used on Subcontract code types at a rate of 50.00, $50.00 will be added to every billing of a Subcontract code type.
Price File Lookup
If option Price File Lookup is chosen, the program will scan the item price file for the price of the item to be billed. For example: if the Price File Lookup option is used on Equipment code types, the program will search the item price file for the price of each hour of equipment usage associated with the particular piece of equipment.
Employee Charge Rate (Labor Type Only)
If option Employee Charge Rate is chosen, the program will retrieve the employee record for the employee whose time was charged to the job. It will then multiply the number of regular hours charged to the job by the Employee Charge Rate 1. It will multiply the number of overtime hours by Charge Rate 2 and premium hours by Charge Rate 3. These charge rates are set up in Employee Record Entry.
Billing Craft (Labor Type Only)
If option Billing Craft is chosen, the program will retrieve the Billing Craft Code attached to the timecard charged to the job. It will then look up this Billing Craft Code in the Billing Craft Table specific to that job. The hourly rate for that Billing Craft found in the Job Craft Table will be multiplied by the number of hours to generate the billing.
Equipment Charge Rate (Equipment Type Only)
If option Equipment Charge Rate is chosen, the program will retrieve the equipment record for the equipment whose time was charged to the job. It will then multiply the number of hours charged to the job by the Rental Usage Rate set up in Equipment Entry.
Add or Change a Billing Phase (Unit Price Billing Form)
If the Unit Price Billing button is selected, the following screen comes into view when the Add button is pressed. See also Unit Price Billing.
Phase number
Enter the Phase number.
Cost Code
Enter the Cost Code associated with this Billing Phase.
Subcontractor
If there is a Subcontractor associated with the selected Cost Code, this field will be filled automatically.
Description
Enter the Description of this billing phase.
Estimated Quantity
Enter the Estimated Quantity for this billing phase.
Unit Name
Enter the Unit Name for this billing phase.
Unit Price
Enter the Unit Price for this billing phase.
Press the Edit Cost Code List button and the following screen comes into view.
This screen will list all available cost codes with their cost types. For example: 01011L is the code for supervision, a labor cost code.
To Add a cost code, highlight the code from the Available Cost Codes column and press the '-->' button. This will transfer the code into Cost Codes Assigned to this Phase column
To Remove a cost code, highlight the code from the Cost Codes Assigned to this Phase column and press the '<--' button. This will transfer the code into the Available Cost Codes column.
To Add the entire list of Available Cost Codes into the Cost Codes Assigned to this Phase column, press the '-->>' button. This will transfer the entire list into the Cost Codes Assigned to this Phase list.
To Delete the entire list of Cost Codes Assigned to this Phase, press the '<<--' button. This will transfer the entire list into the Available Cost Codes list.
Add or Change a Job: Notes/User Tab
Press the Notes/User tab and the following screen comes into view.
These fields are for information only. It may be used for any additional job information. There is no limit to the number of entries.
Date
This is the date the note was entered.
Subject
This is the subject of the note is displayed. This is user-defined.
Add or Change (button)
To add a new note, press the Add button. To modify the information in this note, highlight the desired note and press the Change button. For more information, see Adding or Changing a Note
Salesman
Enter the name of the Salesman associated with this job in this field.
Foreman
Enter the name of the Foreman associated with this job in the field.
Estimator
Enter the name of the Estimator associated with this job in the field
Billing Information
These fields can be used to set billing specifics for this job.
Billing Frequency
Use these fields to set the billing frequency and date of each billing.
Tax Code
Enter the Accounts Receivable Tax Code that will be used on Time and Material billings for this job.
Last Billing Date
Enter the last billing date for this job.
Default Customer PO Number
Enter a default PO Number to be used on all billings for this job.
Default Word Order Number
Enter a default Work Order Number to be used on all T&M Billings for this job.
Tax Rate for Purchase Orders
Default Tax Rate
Enter the Tax Rate to use on POs billed to this job.
Payments to Vendors and Subcontractors
Generate Lien Waivers during Check Printing (check box)
If this box is checked, then a Lien Waiver record will be generated any time a check is printed for an Accounts Payable Invoice charged to this job.
Add or Change a Job: User Defined Tab
Press the User Defined tab and the following screen will come into view.
Check the Edit Prompts box, and the Prompt column is changed to allow editing. Uncheck the Edit Prompts box and the Prompts are saved. Note: The Prompts are not unique to each job. They are the same for all jobs. The data in the right hand column is unique to each job.
The fields to the right of each Prompt are to save whatever information is to be recorded for this job. Note: This data only appears on the Job Listing Report. It is for internal purposes only.
Add or Change a Job: Attachments Tab
Press the User Defined tab and the following screen will come into view.
This section allows the user to attach outside files to the job record. For example: a series of photographs of the job site can be attached. See the Attachments topic for a full description of how attachments work.
Use this button to create a list of cost codes that will be set up as budgets on every new job created. The following window will appear:
This is a list of all the budgets that will be added to all new jobs by default. Click the Add or Change button and the following window will appear:
Enter the Cost Code, Cost Type, and optional Group Code and Budget Amount.
Once all entries have been made, the next job to be added using the Add button on the main Job Setup browse window will have all the listed cost codes included in its budget.