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User Manual - Billing-Xtras is that accounting software solution.

1. Invoice Date IEEE Invoice WIO Date Description Last Printed Date Fiter Work Orders by Customer 2 EXTR Project 052170 Invoice p Show Work Orders Work Order Date Customer Project Description Invoice Ticket C Uninvoiced 2food O31 52006 EXTR 052170 F 27060 O34 72007 EXTR 052770 Uninvoiced amp Invoice C All Take a moment to review the Invoice Maintenance screen on he previous page e In the center of the screen is the Invoice Informational Text Box This text box displays the Work Orders and related information attached to the current invoice If you have not yet attached Work Orders to the current invoice no records will be present e At the bottom of the screen is the Work Order Informational Text Box This box contains information about Work Orders that have not yet been attached or associated with an invoice e The filters to the left serve to filter the Work Orders in the Work Order Text box The Show Work Orders filter allows the operator to limit the Work Orders displayed to only those that have not yet been attached or included on an invoice During Invoice Processing this simplifies and focuses attention to the task at hand The Customer and Project filters allow the operator to further limit the Work Orders displayed in the Work Order text box When you are preparing an invoice for one project you do not need to see Work Order records for other customers and projects AS The
2. User Manual LICENSE AGREEMENT PLEASE READ CAREFULLY 1 Grant of License Billing Xtras LLC hereby grants you a non exclusive license to use the Billing Xtras software and related documentation collectively the Software solely in accordance with the terms and conditions of this license agreement License This License sets forth your rights and responsibilities and other terms and conditions that relate to your use of the Software Before you use the Software please read this License as carefully as you would read any other legal document If you do not agree with any of the terms and conditions of this license do not use the software and return it within 30 days of purchase in accordance with the procedure set forth in the Money Back Guarantee section below for a full refund Your installation or use of the Software means that you have read and agree to all of the terms and conditions of this license 2 Reservation of Rights Billing Xtras LLC hereby reserves all rights not expressly granted by this License Nothing in this license constitutes a sale or grant of any ownership rights in or to the Software 3 Permitted Use You may use the Software on only one computer at a time The use of one disc on one computer and another disc on a different computer at the same time is a breach of this License You may make one copy of the Software for archival or backup purposes You should contact Billing Xtras LLC to obtain a site
3. t like the Cost Pricing you found Click on the button with the dollar sign and BILLING XTRAS allows you to override the existing Cost Pricing records and enter a new cost for this Item This new Cost Pricing record is now saved in the history file and available to you next time you input that Material Item AN The Cost Pricing history records are maintained for the convenience of user You should find this feature helpful when invoicing the same Material Items to the same customer on multiple invoices What was this customer billed for this item last time Good invoicing practices would require verifying the Cost Pricing whenever you are billing materials for the first time to a new customer or project Occasionally during normal Work Order input you will encounter an Item that you need to include on your invoice but that has not been previously entered in Item Maintenance When this occurs there are two solutions available to the operator 1 The first option is to enter the Item Maintenance Menu On The Fly Located to the left of the Item Input Field is a button identified as Item Clicking this button opens a window on top of the current Work Order Maintenance Menu and displays the Item Maintenance Screen You can enter the Item save it and then return directly to Work Order Maintenance and continue input 2 The second option utilizes what BILLING XTRAS refers to as Special Order Items Items identified as Special O
4. and these descriptions will be printed on your invoice in each Work Order Experiment with this option and select the way that is best for you We have generally covered entering new Work Orders here However BILLING XTRAS allows you to modify any previous entry by selecting the Work Order from the Work Order Text Box making your changes and then saving your work It s that simple Now that you have created a new Work Order it s time to enter the Items you wish to invoice The lower half of the Work Order Maintenance screen is where this is accomplished 1e Work Order Maintenance jz Work Order 27845 27845 0241 2007 052170 EXTR Date 0211 2007 Invoice 00 Invoice Date 7 00 0000 Customer EXTR E Project psam g al 47 2P H amp G LAB LOC H472 PIPEIPYWR TO eee 47 2Pr H amp G LAB LOC 472 PIPE FOREN Los0D TEAMSTER LOC 560 TANDEM DF Ticket Description Z x item l L Desc Description L472B H amp G LAB LOC 47 BASIC LABOR A uant 8 00 HRS e ag aH L4T2F H amp G LAB LOCH LAB FOREMALI Pay Rate a 38 12 a5 Sea esas L472G H amp G LAB LOC 4 GEM FOREMFA Lag4A4 BLOG LAB LOC S94 CLASS A L53945 BLOG LAB LOC S94 CLASS B L32254 OPER ENG LOC 825 CLASS A Le258 OPER EMG LOC EG25 CLASSE L32500 OFER EMG LOC 525 CLASS C ll L625D OPER EMG LOC 825 CLASS O LUMBER LUMBER MISC FORMING PFOBP45 FITTING 6 PWC SCH 40 45 BEND To select
5. eUnits Other o Unit of Measure 3 Alpha Num S a After you have recorded the basic Item information you must establish a Pricing Cost Record for each Item BILLING XTRAS will maintain a number of these records for each Item you invoice If you selected the Update Customer Pricing option in the Systems Parameters Menu these records are maintained by Customer and Project This allows you to lookup the pricing or cost that was billed to your customers on previous invoices item Maintenance Description tem MCONC35 5 TANDEM DUMP TRUCK OPER ENG LOCAS CLASS 4 intian CONCRETE 3 500 PS OFER EMG LOC a2S CLASS A pense PROJECT SUPERVISOR Type tut EJ ACONES CONCRETE 3 500 PSI i MASON SAMD Unit of Measure CY Special Order Item 7 ajx Allowances to Include Effective Date joan m2005 a Eff Date Amount Customer Project Customer Code Eag od 52005 Project Code N Expiration Date 00 00 0000 a Price 78 50 Each Pricing Cost record contains both an Effective Date and an Expiration Date During invoicing if you bill an Item beyond the Expiration Date BILLING XTRAS warns you that the rate has expired When you enter the Effective Date the Expiration Date is calculated for you based on the number of days contained in the System Options default If you wish you can override the system generated Expiration Date here and enter your own A blank in the Expiration Date field indicates no Ex
6. Maintenance screen is where you enter the rates for your Fringe Benefits If your company employees Union Labor you obtain these rates from your Union contracts If your employees are not unionized you will have to calculate the value of the fringe Benefits See the Appendix of this manual for assistance in calculating rates for Merit Shop Benefits calculating the rates for Merit Shop Benefits If you click in the Fringe Rate field the Fringe Benefit detail window opens to the right Click the Add button and the system assists you with input of the detailed Fringe Benefit Names and rates You will also be asked to identify Taxable Fringe Benefits from the other Fringe Benefits As with all maintenance screens use the TAB key to move from field to field Item Maintenance a x o Description tem LSUPER E TANDEM DUMP TRUCK OPER ENG LOoC aeS CLASS A Description PROJECT SUPERVISOR G25 OPER ENG LOC O25 CLASS B PROJECT SUPER IS OR Type L E CONCRETE 3 500 PSI MASON SANC Unit of Measure HRS Special Order item x Allowances to Inchide Effective Date 0301 2006 iin aes iF Eff Date Amount Customer Project Customer Code a oso eooo o o o oOoO O Jooo Project Code nn e SMALL TOOLS a a viv Expiration Date 030112007 z eee SUPPL HEALTH w Base Rate 60 00 OT Rate 90 00 DT Rate ee Fringe Rate Details Rate Taxed OTRate ODT Rate Fringe Rate 15 75 WELFARE FUND PENSIO
7. normal routine of producing an invoice is first the recording of Work Orders and then assembling those Work Orders into a completed invoice When you enter the Invoice Maintenance screen from Work Order Maintenance BILLING XTRAS remembers the last customer and project and completes the Customer and Project filters for you We are assembling invoices by combining previously unattached Work Orders so the Show Work Orders filter is set for Un invoiced We do not need to see Work Orders already assigned to previous invoices We have set the customer and project filters for the current invoice we are preparing The only two un invoiced Work Orders for the current customer and project are displayed in the Work Order Text Box BILLING XTRAS now moves the curser to the Invoice Description field and allows the operator to input the work description The next step is to move the applicable Work Order s from the Work Order Text Box to the Invoice Text Box This is accomplished by simply clicking on the Work Order s r Invoice Maintenance aj s Description Active Invoice 21798 H PERFORM EXTRA WORK AS DIRECTED Customers ETR Project Invoice Date o4i2grenor Invoice W O Date Description i lt Toning 217965 27059 03 5 2006 Last Printed Date omononan Tae ae E Filter Work Orders by Customer EXTR Project 052170 Invoice Show Work Orders Work Order Date Customer Project Description Invoice Tick
8. notices as well as the quarterly payroll tax submission forms In some cases where the tax is a flat dollar amount per employee the amount to be included in billing rates must be calculated Taxable wage limitations can also be an issue in determining the rates used for billing time amp materials Many of the payroll taxes imposed on employers are based on taxable wages 1 e the first 20 000 of annual wages These taxable wage bases serve to cap the employer s cost Some clients have contended that because the employer s costs for these taxes are limited it is improper to include these costs at full value in billing rates While it is may seem that billing rates are sometimes inflated due to payroll taxable wage limitations it would be impractical to maintain separate billing rates for each employee and adjust them as taxable wage limits are met In addition due to the employment turnover in the Construction Industry and the relatively high level of taxable wage limits the occurrence of overcharging is generally small In most cases payroll tax calculations used in billing rates are included at full value An example of the calculation of payroll tax costs is listed below Type Description Tax Rate Basis of Calculation Catastrophic Illness Fund 010 2 00 per employee year Hr Rate Calculated based on 2 080 Hours per year State Surcharge for Deficit Taxable Wages Adjusted Annually Occupational Privilege Tax 1 000 Th
9. should be considered default values that can be overridden later on For example Extreme Excavation s home address is Scraper Ave Caldwell They prefer that invoices for certain projects be mailed directly to the job In Project File Maintenance the billing address can be adjusted to reflect this project specific requirement per nta tage Print Invoice B item T JE sir i E Labor E eas _ Wlaterials Sub Ce Contractors all too often experience rapidly increasing costs related to construction equipment maintenance and operations To help you respond quickly and recover these increased costs BILLING XTRAS contains an Equipment Surcharge feature The percentage you select for the Equipment Surcharge is recorded here in the Customer File Maintenance screen Payroll tax and Insurance rates are important factors to be considered when billing for extra work BILLING XTRAS maintains default rates for these costs in the Customer File You should consider the rates here as default rates as they can be adjusted in the Project Maintenance screen to reflect job specific requirements Before you leave the Customer Maintenance screen remember to save your work by clicking the Save button in the upper left hand corner Project File Maintenance The Project File Maintenance screen is accessible from the File Maintenance pull down Project File Maintenance is the place where you enter and control the basic information about your construction pro
10. want that percentage applied to 1 The percentage rate for each allowance is determined by your company s specific needs and situation See the Appendix for assistance 2 The base is always labor If you place a check in the Calculate On Wages Only box the base will be wages only leave the box unchecked and the percentage will be applied against the total of wages fringe benefits payroll taxes and insurance You define the calculation for each Allowance separately The final Allowance related option on the System Options menu involves the definition of Wages Only Most fringe benefits are non taxable for payroll taxes In some cases however fringe benefits are taxable or included as wages You will define these benefits later in Item Maintenance If you selected the base for any Allowances above as Wages Only a check in this box will define wages as Wages Taxable Benefits This definition will be universal The cost of materials in the Construction Industry is a moving target The problem of determining the proper cost for inclusion in your Extra Work invoices can be very time consuming To help you BILLING XTRAS contains a Previously Billed Look up feature for Materials Equipment Subcontracts and Units Other Items If you place a check in the option box titled Update Customer Pricing From Standard Price BILLING XTRAS will maintain a history by customer and project of the Pricing Cost Records you previously u
11. you will be asked to select options which will affect your future invoices To assist you with these decisions we have provided this User Manual Throughout this User Manual we have provided helpful notes and suggestions designed to help you get BILLING XTRAS up and running as fast as possible These suggestions and helpful notes are identified in the User Manual by this Assistance Icon User Maintenance User ID ADMIN User ID Nai j User Name Administrator ADMIN Administrator Access Level j Password Confirm Password Your invoicing files and systems need to be protected from unauthorized use and adjustments To accomplish this BILLING XTRAS maintains a user file that allows you to control who has general access to the program and to further define what files the user can modify and adjust The system as delivered has a User ID pre assigned to allow you full access to the program and all features The pre assigned User ID is ADMIN and the pre assigned Password is ADMIN You can assign new users with their own User ID and Password from the Maintain Users maintenance screen e Access Level 1 allows full access to all the system features e Access Level 2 Designed for lower level operators who will be entering Work Orders and Invoices A level 2 operator does not have access to the System Options and can perform maintenance only to Billing Items e Access Level 3 This level of authority is designed f
12. 70 Revenue Rated G L Rate 2 0574 Estimated Annual G L Premium 281 882 281 882 6 165 390 4 572 G L Rate when applied to Payroll Automobile If your company has trucks or vehicles that are used on site and their cost is accrued to your jobs you should include an amount for Automobile Insurance in the rates you charge for time amp material You can calculate a rate for the coverage by dividing the expected policy premium by your Estimated Annual Payroll Excess Liability Insurance is generally purchased in layers If you buy an Automobile and G L policies with maximum limits of 2 000 000 you may not be adequately covered for work in the construction industry In addition your contracts may require that you maintain greater levels of coverage The solution is to purchase an Umbrella or Excess policy layers to sit on top of the underlying coverage and raise the maximum limits If the Excess policy is based on payroll you only have to include the policy rate with other insurance in your insurance factor If the policy has a fixed premium you can calculate a rate for the coverage by dividing the fixed premium by your Estimated Annual Payroll Pollution or Other Any other project related insurance premiums should be converted to a payroll based rate and included with other insurance premiums into a combined rate for insurance Insurance Coverage Rate Method of Calculation Total Insurance Rate 16351 The total Insurance Rate d
13. Commerce Department s Denied Persons List or Entities List By using the Software you agree to the foregoing and represent and warrant that 1 no U S federal agency has suspended revoked or denied your export privileges 11 you are not located in any such country under the control of a national or resident of any such country or on any such list and 111 you will not export or re export the Software to any prohibited country or any prohibited person entity or end user as specified by the U S export controls 10 Assignment You may only assign the Software to another party if that party takes the Software subject to all of the terms and conditions of this License If you assign the Software you may not use the Software or retain any copies of it in any format whatsoever and all of your rights under this License will immediately terminate 11 Term The term of this License with you will continue until you assign the Software in accordance with Section 10 or you breach any term of this License 12 Money Back Guarantee Without limiting any of the provisions of Sections 13 through 16 if for any reason you are not satisfied with the Software you may return it in its original condition within 30 days of purchase for a full refund If the store where you purchased the Software does not support this money back guarantee you may return the Software directly to Billing Xtras Contact Billing Xtras at the phone number listed on the back cover of
14. ITS LOST DATA OR LOSS OF GOODWILL ARISING OUT OF RELATING TO OR CONNECTED WITH THE USE OF THE SOFTWARE REGARDLESS OF THE NATURE OF THE CLAIM 16 LIMITATION IN NO EVENT WILL BILLING XTRAS LLC TOTAL LIABILITY FOR DAMAGES ARISING FROM RELATING TO OR CONNECTED WITH THIS LICENSE OR ANY SOFTWARE EVER EXCEDE THE ORIGINAL PRICE YOU HAVE PAID FOR THE SOFTWARE REGARDLESS OF THE NATURE OF THE CLAIM 17 APPLICABILITY OF EXCLUSIONS AND LIMITATIONS SOME JURISDICTIONS MAY NOT PERMIT CERTAIN OF THE EXCLUTIONS AND LIMITATIONS SET FORTH IN THIS LICENSE IN WHICH CASE THEY MAY NOT APPLY TO YOU 18 Miscellaneous This License is governed by the law of New Jersey applicable to contracts entered into and performed entirely within New Jersey irrespective of its conflict of laws principles Any action arising under relating to or connected with this License or the use of the Software will he filed only in an appropriate court located in Somerset County New Jersey and the parties Irrevocably consent and submit to the personal jurisdiction of such courts for such purposes The Section titles in this License are for convenience only and will not he deemed to effect the provisions of the Sections No waiver amendment supplementation or modification of any provision of this License will be effective except pursuant to a written Instrument signed he both parties In the event that any portion of this License is held invalid or unenforceable such portion will h
15. If for instance you work is several different states or local jurisdictions you may want to define a profile for each so that you can tailor the profiles to include the Labor Items appropriate for each jurisdiction The Rate Summary Maintenance screen is available from the Main Menu Rate Summary pull down You have the option here of either selecting an existing profile from the Profile Name Selection Box or establishing a new profile record To build a new profile select a descriptive name and enter that name in the Profile Summary Name field As with other menus you should press TAB to move to the next input field and enter a descriptive text which will be printed in the summary heading Now select the type of Item Labor Equipment that will appear on your Rate Summary Then use the lookups to select the Customer and Project The only thing left to do is to select the specific Items you wish to appear on your summary When you use the Item Look up the Item Text Box opens and displays the Items available for inclusion If you previously chose to include Labor Items only those Items will be displayed Select the Items you wish to include and they will appear in the Profile Item Text Box Save the Profile by clicking the SAVE button and you can now view or print the completed Rate Summary using the operational buttons on top Change the Customer and Project look up at will to utilize this Profile for other customers and other projec
16. Items click the Item Lookup and the Item Text Box opens to the right If during Item Maintenance you assigned the first digit of all Labor Items with an L you should place an L in the Item ID field first and then click the Item Lookup When the Item Text Box opens it will be positioned at the beginning of the labor Items you previously entered Select the Item you wish to invoice from the Item Text Box The Item ID Field and the Item Description are now populated and the curser moves to the Quantity Field Enter the quantity you wish to invoice and TAB to the next field If the current Item is labor the curser is positioned in the Labor Type Field You can select e ST for Straight Time OT for Overtime DT for Double Time PO for just the Premium Portion of Overtime pay or DO for the Premium Portion of Double Time pay AS The PO and PD selections are used when invoicing only the Premium Portion of Overtime and Double Time pay You will find these options useful when you perform contract work on Overtime at the owner s request and you must invoice for your additional cost BILLING XTRAS calculates the correct billing rate for you and identifies these Items on your invoice In this example we were billing a Labor Item The correct labor billing rate was determined by BILLING XTRAS based on the Effective Date of the Pricing Cost records in the Item File and the Work Order Date entered above The correct rate was
17. Items are a little more involved The top section of the Labor Item input screen is identical to other Item Maintenance screens with the exception of the Special Order Item check box in which entry is not permitted Fe Item Maintenance a x wm 2 LSUPER Ea TANDEM DUMP TRUCK acy OPER ENG LOC S25 CLASS A acer rt PROJECT SUPERVISOR OPER ENG LOC E25 CLASS D BESOIN SUPER PROJECT SUPERVISOR Type L Ea CONCRETE 3 500 PSI MASON SAND Unit of Measure HRS Special Order tem For demonstration we are adding a new Labor Item Project Supervisor The Item Type is Labor and the Unit of Measure is Hours Number Item Number l8 Alpha Num User Defined Item Number Alpha Num User defined Item Description Type Allpha Num L Labor Unit of Measure 3 Alpha Num H a Billing Item Pd ont is not allowed for Labor Items Immediately upon selecting the Item Type LABOR BILLING XTRAS revises the lower section of the maintenance screen to a format designed specifically for Labor Items tem Maintenance a x Description LSUPER eH TANDEM DUMP TRUCK poi OPER ENG LOCH825 CLASS A paar a PROJECT SUPER ISOR OPER ENG LOC 825 CLASS HA Description E PROJECT SUPERVISOR Type FL a CONCRETE 3 500 FSI l MASON SAND Unit of Measure HRS Special Order tem D m x Soe ES Allowances to Include clei gests RED see Eff Date Amount Customer Project Customer Code a HOLIDAY ameo co
18. N FUND Fringe OT Rate 25 625 DEFINED CONTRIBUTION FUND 34 50 SAFETY EDUCATION TRH Fringe DT Rate VACATION FUND LIUMA HEALTH amp SAFETY LIOMA LECET FUND Taxed Fringe Rate O a00 O0 CIAP FUND Taxed Fringe OT Rate 3 00 Taxed Fringe DT Rate 4 00 ringe Benefit Description Alpha Num_ Fringe Benefit or Fund Description ringe Benefit Base Rate xxx xxxx Base Fringe Benefit Rate axed Non Taxed 1 WW Check Taxable Fringe Benefit ringe Benefit OT Rate 8 Sxxx xxxx OT Fringe Benefit Rate ringe Benefit DT Rate 8 xxx xxxx DT Fringe Benefit Rate A BILLING XTRAS makes a distinction between Fringe benefits and Taxable Fringe Benefits A number of Unions have a Vacation or a Savings fund that is added to wages during payroll processing taxed and then deducted from net wages When calculating Labor Billing Rates these Taxable Fringe Benefits should be included as wages so that Payroll Taxes and Insurance are properly applied to these costs As with the other maintenance screens always be sure to save your work before you exit the Item Maintenance Screen Labor and Fringe Benefit increases are regular occurrence in the Construction Industry When these increases occur the Pricing Cost Records must be revised to ensure that proper labor costs are invoiced BILLING XTRAS makes these revisions simple First select the current Pricing Cost Record from the informational text box When the recor
19. VACATION PAY 328460 Allowance 4 SUPPL HEALTH 17500 System Options Allow Changes to Work Orders After Invoicing M Do Not Print Invoice Headings Wage Only Allowances Include Taxable Fringe Benefits v Do Not Print Summary Headings z Update Customer Pricing From Standard Price M Do Not Allow Duplicate Items in Work Orders You have the option of printing your companies name and address at the top of the invoices you prepare If you have a company logo in the form of a jpeg file you can also print this logo in the invoice heading BILLING XTRAS allows you to determine the position and size of the logo so that your invoices appear as you want them to If as many contractors do you wish to print your invoices on company letterhead you can suppress the printing of the company logo name and address The controls for all these options are located in the System Options menu Next Work Order 6 xxx _ Allows you to establish a Work Order Sequence _ Next Invoice 8 xxxxxxxx Allows you to establish an Invoice Sequence ae l persevere a Effective and Expiration Dates Allowances 1 dan Number of Allowances Company Wide 1 5 Company Logo File Name Alpha Num Location of file where Company Logo jpeg resides iC hese Parameters assign the printing positions Width Width and Height of your Company Logo Printing PosiionY invoices SSS O Height a a Address Position Shift Right These Paramet
20. XTRAS will open the text box and filter your Items displaying the Item Numbers starting with the first digit you have entered To assist you with input to Work Orders consider some organization to the Item Numbers you assign For example if you assign the first digit of all labor Items to be an L during Work Order entry the Informational Text Box will skip all the Material Equipment Subcontractors as well as the Units Other Items and take you directly to the area of the file containing the Labor Items This can be a great timesaving during input after you have added a large number of Billing Items The Special Order Items designation is reserved for items you need to invoice only once or not often enough that you want to establish a separate Item record You can enter a Special Billing Item here assigning the Item Description as Miscellaneous Later during Work Order Entry BILLING XTRAS will allow you to overwrite the Item Description creating a very flexible tool for your invoicing You can reuse these Special Order Items any number of times on an invoice so you only need one separate Special Order Item for each type of Item Equipment Material Subcontract and Units Other and each unit of measure For now leave the Special Order Item Field blank ltem Number Bi Alpha Num User Defined Item Number Item Description Alpha Num User defined Item Description Type 4 Alpha Num L Labor M Material E Equipt S Subcontract P
21. ady to install the BILLING XTRAS DEMO program e To install the DEMO program click the NEXT button e Enter BACK to reenter the installation information e CANCEL will terminate the installation process The install program will now install BILLING XTRAS on your hard drive and place an icon on your desktop You can start the DEMO program immediately The demonstration version of BILLING XTRAS supports 3 Customers 3 Projects 5 Work Orders 8 Items 5 Invoices 5 Billing Codes 3 Rate Summaries The initial Login and Password for the demonstration version 1s Login admin Password admin We are confident you will find BILLING XTRAS an invaluable tool for managing your billings for extra work y aN Chapter 3 Getting Started BILLING XTRAS uses several data files to calculate and control the billing process The maintenance of these files is fully described in Chapter 4 Project Billing Code File File Invoice Processing Customer Item File File The Customer File contains e Name amp billing address of the customer e Customer contact the person who is to receive the invoice e The Payroll Tax and the Insurance rates that apply to this customer The Project File contains e Name amp address of the project e The Billing Code which applies to this customer e State code indicating the state where the project is located The Billing Code File contains e The detail of the overhead and p
22. cation of sales tax with Billing Codes detailed in he Billing Code Maintenance menu The appropriate Billing Codes are linked to the job in the Project Maintenance screen and they allow you to specify which Items you invoice are taxable and which are not and you make that selection by job If you perform some taxable work on an otherwise non taxable project you have two choices e Ifthe taxable portion is limited 1 or 2 invoices temporally change the Billing Code in the Project maintenance screen to a code that includes the appropriate sales tax calculation Remember to change the Billing Code back when done e If you are performing both taxable and non taxable work on an ongoing basis it might be advantages to create a duplicate project in Project Maintenance with a separate Project ID job 052172 becomes 052172T You can then assign a taxable Billing Code to the new project permanently We have performed contract work on overtime and need to bill our customer for the additional costs How do we invoice for this item With BILLINGXTRAS this is easy Our Work Order Maintenance screen contains a pull down feature which allows the user when invoicing for Labor Items to specify if the hours are Straight Time Overtime Double Time or the Premium Portion of either Overtime or Double Time pay The calculation for each takes into consideration the proper treatment of insurance expense based on the state where the work was performed BILLINGXTRAS
23. d becomes active the Effective Date field is populated change the Effective Date to the new date and save the record The new record is now posted in the informational text box Now select that new Pricing Cost Record and revise the Wage and Fringe Benefit rates to reflect the increase and update the Expiration Date If required you can add or delete a Fringe Benefit Once the new Pricing Cost Record is revised save it by clicking the Save button in the lower section of the Item Maintenance screen Your done State Tax File Maintenance State tax requirements differ in two areas related to Extra Work billings Sales Tax rates and Wages subject to Worker s Compensation amp General Liability Insurance The State Tax File Maintenance screen allows the user to edit these fields that are used during invoicing calculation gt State Tax Maintenance 5 x a x State BJ Tax Rate 00l Insurance on Premium Time If you need an additional record because your project is in an area where a state and local tax are combined you can assign a new State Code and add that new location here State Local ID Alpha Num Assigned UserID s User ID Sales Tax Rate 8 XX XXXXxX Sales Tax Rate Insurance on Premium Time Checked Box Calculate Labor Insurance on Premium Time Unchecked No Units of Measure Maintenance Your copy of BILLING XTRAS comes with an extensive Units of Measure file that will allow you to
24. determined and entered in the Pay Rate field You can accept this rate and Item by pressing ENTER The item is now posted to the Work Order Detail Text Box below Let s enter another Item Click the Item Lookup again and this time select a piece of equipment Notice that the Labor Type field is skipped You only can input to this field when entering a Labor Item The curser moves to the Quantity Field and after you enter the quantity BILLING XTRAS obtains the equipment rate from the Item File and fills the Rate field for you Again you may press ENTER to save the Item to your Work Order The pricing rules for materials are different from labor and equipment You assigned a cost to the Cost Pricing records during Item Maintenance But we all know that material prices change over time and often depending on the project location To help you determine the current and proper price for materials BILLING XTRAS maintains a record of the materials you have previously invoiced and the Cost Pricing you used In addition if you elected to Update Customer Pricing From Standard Price during System Options Maintenance BILLING XTRAS will keep these records by customer and project Click the Rate Lookup button and the Cost Pricing Text Box opens and displays the Cost Pricing used on previous invoices for this customer and project Click the button a second time and the Text Box displays the previous records without the project filter Still don
25. e 1 State 2 Alpha StateCode Note ZipCode wwxwxx ZipCode Note Customer Contact 35 Alpha Num Your Customer s Contact For Invoicing Note 1 Billing Code 8 Alpha Num Billing Code See Section 4 3 __ Note 1 Payroll Tax Rate 6 xxxxxx Percentage Rate For Payroll Taxes _ Note 1 Insurance Rate 6 xxx Percentage Rate For Insurance Note 1 Sales Tax Rate 6 xxx Percentage Rate For State Sales Tax Bond Premium 6 xx xx Bond Premium Rate lf Applicable SL f 8 xx ProjectStat Date Calculate Proft On Overhead 1 M Shek Yes Blak No _XX XXxx Percentage Rate For Allowance _ Note 2 Nonas Penin 1 E Cae Allowance On Premium Wages Check Yes Blank No Lo Repeat For Additional Allowances Note 1 Defaults From The Customer Maintenance File Note 2 Defaults From System Maintenance File BILLINGXTRAS allows you to assign a separate Overhead and Profit rate for each type of item on your invoices This Overhead amp Profit is controlled by detained Billing Codes that will be covered in the next section The appropriate Billing Code from that file is assigned to the project here in the Project Maintenance screen A A word here about Payroll Tax and Insurance rates If your company performs work on projects in a number of state and local jurisdictions you have most likely encountered different Payroll Taxes and Insurance costs depending on your project locations In addition specific project owners or con
26. e deemed modified so as to make it valid and enforceable consistent with the parties intentions or if it cannot be so modified will be deemed stricken with the remaining portions of this license to remain in full force and effect This license constitutes the entire understanding and agreement and supersedes any and all prior or contemporaneous representations understandings and agreements between the parties with respect to the subject matter of this license Nothing contained in this license will be deemed to create a joint venture or partnership between you and Billing Xtras or to create any third party rights The prevailing party in any action or proceeding arising under relating to or connected with this License shall be entitled to recover from the other party the reasonable attorneys fees and costs incurred in such action or proceeding Table of Contents CHAPTER 1 Introducing BILLING XTRAS CHAPTER 2 Installing BILLING XTRAS CHAPTER 3 Getting Started 3 1 Security Users Maintenance 3 2 System Options Maintenance CHAPTER 4 File Maintenance 4 1 Project File Maintenance 4 2 Customer File Maintenance 4 3 Billing Code File Maintenance 4 4 Item File Maintenance 4 5 State Tax File Maintenance 4 6 Units of Measure Maintenance CHAPTER 5 Processing Invoices 5 1 Creating Work Orders 5 2 Creating Invoices 5 3 Printing Invoices CHAPTER 6 Printing Reports 6 1 Customer Report Printing 6 2 Billing Code Report Printing 6 3 Bi
27. e total Payroll Tax Rate developed for your company is entered into BILLING XTRAS in the Customer Maintenance screen available from the File Maintenance INSURANCE COSTS Insurance costs to be included in time amp material billing rates are any costs of coverage whether payroll or sales based that increase due to the extra work performed In addition if you accrue the cost of insurance to your jobs based on labor costs those coverages should be included in your billing rates as well These insurance costs include but are not limited to Workers Compensation General Liability Excess Liability Auto Coverage Pollution Insurance Workers Compensation Every state has a Worker s Compensation insurance law Some states allow the employer to be self insured however for the most part contractors obtain coverage from private carriers States classify and assign rates according to the type of work performed The more accident or injury prone the classification the higher the rate charged for coverage If your normal operations involve two or more classifications you should develop a composite rate for your time amp material billing This composite rate would reflect the weighted average of the classifications you normally use Develop your composite Worker s Compensation rate as per the following example State Weighted Determined Normal Of Average Classification Rate Payroll Operations Rate Totals By utilizing a calcula
28. eives for working on the second or third shift These differentials can apply to just wages or both wages and benefits BILLING XTRAS treats these rates as another rate classification such as Journeyman or Foreman Labor Items are assigned to these shift classifications and include both rates and fringe benefits They are invoiced just as any other Labor Item
29. en is available from the Main Menu Invoice pull down The screen is separated into two individual sections The upper portion is where you select individual Work Orders and where the Work Order header information is stored The bottom half of the Work Order Maintenance screen is where the Work Order Items are controlled Let s look first at the top half l0 x Work Order 27845 ores O21 0007 052170 EXTR Date 021172007 Invoice p Invoice Date oj on oo00 Customer ETR Project 057170 Ticket 568785 Description When you first enter the Work Order Maintenance Menu the curser is positioned in the Work Order field and the Work Order Text Box is opened displaying the detail of your previous Work Orders You can enter an existing Work Order number select a Work Order from the text box or press the ENTER key to input information on a new Work Order When entering a new Work Order BILLING XTRAS assign a new Work Order number in sequential order beginning with the first number you specified in the System Options and then selecting the next number available As with all other screens enter TAB to accept this number and move to the Date field BILLING XTRAS defaults this field to the current date and allows the user to enter the actual Work Order Date The next two data fields assign the Customer and the Project to the current Work Order When you click on the Customer Lookup the Customer Text Box opens to the
30. ers assign the printing positions of _ Address Position ShiftDown your company s Name amp Address on Invoices Default Allowance 6 xxxxxx Default Percentage Assigned to Allowance 1 eee eee a Allowance 2 5 Name Alpha Num_ Name you have assigned to Allowance 2 5 Default Allowance 6 XX xxxx Default Percentage Assigned to Allowance 2 5 Calculate On Wages Only 14 amp _ Check Allowance to be based on Wages Only Allow Changes After Invoicing Pod l A o Check Allow Changes ae i Include Taxable Fringe Benefits with Taxable Fringe Benefits Wages when Calculating all Allowances Peeceoren re 7 femegoneronere Standard Price Records on Invoices to allow use of letterhead a A on Labor Summaries to allow use of letterhead on Work Orders on Work Orders BJE A B S A Keeping your billing rates current is a must BILLING XTRAS has a built in method of warning you when your scheduled rates Labor Equipment Materials expire For each Item you invoice BILLING XTRAS maintains Cost Pricing records identified by Effective Date These records also contain a user defined Expiration Date If you invoice an item for a period beyond it s Expiration Date the program warns you that your rates may have expired The System Options menu contains a default number of days between the Effective and Expiration Dates The default is set for 365 days 1 year however it can be adjusted here in System Options Construction compa
31. esents a Capital Improvement to the property the labor portion of the work invoiced is not taxable for sales tax If however the contractor s work constitutes maintenance state sales tax applies to the full invoice BILLING XTRAS allows you to control which Items on your invoice are taxable for state sales tax and which Items are not This selection is made in the Billing Code Maintenance screen Item File Maintenance Billing Items are the actual line items that appear on your invoices They can be labor materials equipment subcontracts or units other They are established and edited from the Item File Maintenance screen available from the File Maintenance pull down gt Item Maintenance mj x Description item MCONC35 ES TANDEM DUMP TRUCK OPER ENG LOoc a25 CLASS A Description CONCRETE 3 500 PSI Sra TTT A i L a 3 500 PS Type tu MASON SAND Unit of Measure CY Special Order tem D You assign the Item number and Item Description and select the Item Type and Unit of Measure from the appropriate lookup provided AS Take a minute here to consider how you will assign Item Numbers During Work Order entry you will select Item Numbers from the Item File and add these Invoice Items to your Work Orders BILLING XTRAS will assist you by providing an tem Informational Text Box from which you can highlight and select the Items you need If at that time you input the first digit of the Item Number BILLING
32. et C Uninvoiced Uninvoiced amp Invoice 2 i All The Work Orders are moved to the Invoice Text Box the data is saved and the invoice is completed You may either view or print the current invoice by utilizing the operator buttons in the upper left corner BILLING XTRAS keeps detailed records of all your Invoices and the Work Orders These Invoices and Work Orders are available to the operator at all times for review and if necessary adjustment For example if you wish to remove a Work Order from an Invoice you simply double click on the Work Order in the Invoice Text Box and the Work Order is removed from the Invoice and now appears as an unattached record in the Work Order Text Box This unattached Work Order can now be attached and billed on a separate Invoice as desired A For security BILLING XTRAS will not an operator to simply delete a Work Order that has been attached and appears on an Invoice If you wish to permanently delete an invoiced Work Order you must first un attach the Work Order from the Invoice and then it can be deleted in Work Order Maintenance screen Print Invoices The Print Invoices screen is available from the Main Menu Invoice Pull down All the print functions available in the Print Invoices screen are also available for convince in the Invoice Maintenance screen BLLING XTRAS provides this screen so that you can allow other users access to your completed invoices and at the same time rest
33. eveloped for your company is entered into BILLING XTRAS in the Customer Maintenance screen available from the File Maintenance ALLOWANCES Allowances are best described as accrued costs items that although not immediately due are soon to become due and as such should be accrued But make no mistake about it these are real costs Costs that increase because you perform extra work costs that you should properly be reimbursed Two examples would be a Holiday Allowance and a Small Tool Safety allowance Holiday Allowance In many areas the field construction personnel are paid for holidays Even 1f the trades personnel do not receive paid holidays foremen are generally guaranteed a full workweek The cost for this non productive time should be spread over the productive hours these employees work When calculating a labor billing rate for productive time an allowance should be included for the cost of the non productive time The best and easiest way to explain the Holiday Allowance calculation is to develop a percentage ratio of the holidays paid to the total days worked 8 Days 260 8 Days 3 1746 X Wage Rate P R Taxes Insur Benefits Small Tools Safety Allowance It takes a whole lot of small and incidental tools and supplies to perform work in the construction industry e Hard Hats amp Protective Equipment Raincoats amp boots Water coolers amp cups Shovels rakes pitch forks hammers etc The list could go on f
34. even allows you to specify a different Overhead amp Profit rate for the Premium Portion and the Straight Time portion of the expense Why is the calculation of the Premium Portion of Overtime pay not simply 1 1 2 times the Straight Time rate State laws differ in their treatment of the Premium Portion of Overtime and Double Time pay In most states the Premium Portion in not included in the base used to calculate Workers Compensation insurance premiums Most states but not all Your calculation of Labor Billing rates should be correct With BILLINGXTRAS they will be Can you explain the Calculate Profit On Overhead option Most construction contracts specify the rates you can charge for Overhead and Profit These percentages should never be combined The rate specified for Overhead is a method for calculating your Overhead costs These are costs The profit rate specified in the contracts is to be based on your total costs When calculating Profit on extra work you should include the Overhead along with the direct costs in the base The Profit should be based on all your costs direct as well as indirect BILLINGXTRAS allows you the option of calculating Profit on Overhead and you make that election by project to conform to your contract requirements How can I invoice the Labor costs for employees working on shifts Many Labor Contracts contain a provision for a shift differential an additional or bonus rate an employee rec
35. ing a Labor Billing Rate Summary that you can give to your customer at the time the contract 1s signed so that the billing rates can be agreed to up front and the payment of your invoices will not be delayed due to misunderstandings e Creating a history of detailed records of all invoices generated so that you can produce copies or make adjustments and reissue invoices easily without re entering all the billing items a second time BILLING XTRAS has been designed to be the most flexible tool for billing extra work available to the construction industry professional Chapter 2 Installing Billing Xtras The BILLING XTRAS Demo program is available exclusively from our website www BillingXtras com Visit our site and go to the DEMO tab Read understand and accept the License Agreement After you have accepted the License Agreement you can download the DEMO program by clicking the Download hyperlink At the File Download Security Warning Click the SAVE button You will next encounter the Save As window This option determines where you will save the DEMO INSTALL program BILLING XTRAS recommends you accept the default location the Desktop Click the SAVE button to record your selection The BILLING XTRAS DEMO INSTALL program will now be downloaded to your system Close the Download Complete window and open the Desktop or other location where you requested that the DEMO INSTALL program be saved On your Desktop you
36. jects and attach Customers records O x 42475 Gateway Office Center Bldg Project 49170 042490 River Crossings Concrete Package 052170 Silver Ducks Hocky Stadium Name Silver Ducks Hocky Stadium Ea Address Line 1 Stadium Yay Address Line 2 P city HatTrick State N State Code NJ ip Code 07885 The top half of the Maintain Projects menu allows you to enter the basic information about your projects After you have entered the data for your new projects click the save button at the upper left corner to save your work You can edit project information on existing jobs by selecting the project from the informational text box making the required changes and then saving your work Project Ss Alpha Num Assigned Project Code _ _ Project Name 35 Alpha Num ProjectName Alpha Num Project City Alpha __ State Code Zip Code 9 xxxxxxxxx ZipCode State Code 2 Numeric Standard State Code After you have entered and saved the basic project information in the top section of the Project Maintenance Screen you must assign a customer to the project from the Customer File and complete the balance of the Project Maintenance screen E gt Maintain Projects O O O O Oo O x 42475 Gateway Office Center Bldg Project 052170 042490 River Crossings Concrete Package 0521 70 Silver Ducks Hocky Stadium Name Silver Ducks Hocky Stadium IE Address Line 1 S
37. license if you need to use the Software simultaneously on multiple computers or a network 4 Prohibited Use You may not use the Software except as expressly permitted by this License For example you may not 1 copy or reproduce any part of the Software except as permitted by law or Section 3 of this License 11 sublicense copy lend lease rent transfer or otherwise make any part of the Software available to any third party except in accordance with Section 10 111 de compile reverse reengineer or disassemble the Software or otherwise attempt to obtain the source code of the Software iv alter translate adapt or modify the Software in any way or v remove or alter the copyright notices on the Software 5 Use of Content You may use the content the Content included in the Software for your own personal and commercial use as may be further described in the documentation for the Software You may not use the Content for any other purpose whatsoever For example and without limitation you may not 1 permit any third party to use or access the Content to make products or otherwise 11 sell or otherwise commercially distribute products created using the Content 111 sell or distribute commercially or otherwise the C ontent as stand alone images or clip art or in graphics catalogs design books compilations collections templates designs stock engravings or the like or iv distribute or make available electronic co
38. lling Items Report Printing 6 4 State Local Codes Report Printing 6 5 Unattached Work Order Report Printing CHAPTER 7 Labor Equipment Rate Summaries APPENDIX Payroll Taxes Insurance Payroll Allowances FREQUENTLY ASKED QUESTIONS FAQ Chapter 1 Introducing Billing Atras BILLING XTRAS represents a new approach to extra work invoicing a tool specifically designed for construction industry professionals by construction industry professionals Unlike other invoicing programs that require the user to input pre calculated billing rates for invoiced items BILLING XTRAS builds the billing rates within the program from parameters you establish one time up front for each job and customer BILLING XTRAS manages your invoicing function by e Separating the items you invoice into categories of Labor Materials Equipment Subcontractors and Units Other Labor items are further separated into categories of Wages Taxable Benefits Fringe Benefits Payroll Taxes Insurance and Allowances Each category and subcategory has its own overhead and profit rate controlled by Billing Codes that reflect the individual customer requirements of your contracts e Printing invoices on your letterhead stationary with the overhead amp profit included in the individual billing items or separated and listed on the invoice as additional line items You make the choice how you want the invoice to appear and you make that choice by customer e Generat
39. n and he also receives Suppl Health Insurance coverage All Labor Items contain a Small Tools Allowance Had this been a Laborer Journeyman the Vacation and Supplemental Health Allowances would not have been checked because employees under the level of Foreman do not receive these benefits AS Occasionally you will encounter a project where your customer disallows a specific Allowance i e Small Tools When this occurs you should override the Allowance value in the Project Maintenance screen with a value of zero 00 00 When you assign Allowances in a Labor Item you should consider the assignment system wide or universal Customer Code 6 Alpha Num Customer Code for Customer Specific Items Base Rate 8 xxx xxxx Base Labor Wage Rate lt OT Rate 8 oxxxx OT Labor Wage Rate o DT Rate 8 oxxxx DT Labor Wage Rate o Mouans 1 A Grecie Alowance Apical tts fem Allowance 2 5 1 W KCheck Allowance Applicable to this Item Fringe Rate 8 oxxxxx Input Not Required Totaled from Detail OT Fringe Rate 8 oxxxxx Input Not Required Totaled from Detail DT Fringe Rate 8 xx xxxx Input Not Required Totaled from Detail _ Taxed Fringe Rate 8 XXX XXXX Input Not Required Totaled from Detail Taxed Fringe OT Rate 8 xxx xxxx input Not Required Totaled from Detail Taxed Fringe DT Rate 8 xxx xxxx Input Not Required Totaled from Detail The bottom of the Labor Item
40. nd other third party applications for report inquiries We suggest very strongly that these files be regularly backed up and that caution be exercised with their use BLLING XTRAS cannot guarantee or be held responsible for the loss of data or damage to files Your data is valuable Back up regularly hapter f Labor Equipment Rate Summaries One of the most difficult and time consuming tasks you will encounter when managing T amp M billing is the generation and maintenance of Labor Rate Summaries Maintaining multiple spreadsheets reflecting individual customers requirements can be daunting BLLING XTRAS makes this task simple You already have entered the Wage and Fringe Benefit detail in Item Maintenance You have recorded the Payroll Tax and Insurance Rates for each project and you have established the rules for applying overhead amp Profit BLLING XTRAS utilizes these previously established files and produces a Labor Rate Summary you can give your customer documenting the rates that will appear on his invoices You can even produce rate summaries for your Equipment Materials and Unit Prices BLLING XTRAS manages your rate summaries with an innovative use of Rate Summary Profiles Each profile defines what type of Items Labor Equipment etc and which specific Items will appear on your summaries You may define any number of profiles AS With BLLING XTRAS You can define several profiles to meet the needs of your customers
41. nerally compensated at a rate of double 2 the Regular Wages e Premium Overtime The portion of Overtime pay that exceeds the normal Regular Wage Generally this the half time of Overtime pay e Premium Double Time The portion of Double Time pay that exceeds the normal Regular Wage Generally this is equal in value to the Regular Wage lo x Billing Code 15 ZERO OH amp PROFIT 10 10 OH amp PROFIT Deserition 10 OH 15 PROFIT a5 10 OHS 5 PROFIT 155 10 OHS S PROFIT 5 PREM Premium Profit Mark Up Cannot Exceed Premium Overtime Mark Up 7 gt p 40 OH 10 PROFIT Premium Overhead Mark Up Cannot Exceed Premium Overtime Mark Up 7 207 10 OHS 10 PROFITS TAXABLE Overhead Profit Taxable Overhead Profit Taxable Labor Regular i 10 00 5 00 a Equipment oms oos Iw Premium Overtime 4h J10 00 6 00 Subcontractor i 0 00 6 00 E Premium Double Time 10 00 5 00 Units Other 0 00 0 00 E Fringe Benefits 10 00 6 00 HOLIDAY 5 fio00 5 00 Payroll Tax 10 00 6 00 SMALL TOOLS 10 00 5 00 Insurance 10 00 500 VACATION PAY W 10 00 5 00 Materials 10 00 5 00 m SUPPLEMENTAL 10 00 5 00 Occasionally construction contracts require that the premium portion of overtime be invoiced at a lower Overhead amp Profit rate than Regular Wages BILLING XTRAS allows the user to define a Billing Code that marks up the premium portion of Ove
42. nies that invoice for extra work using the Time amp Material T amp M method often include Allowances in the calculation of labor billing rates Please refer to the Appendix portion of this manual for a detailed description of Allowances BILLING XTRAS allows you to define up to five 5 separate company wide allowances and to establish default values as well as calculation methods for each These Allowances apply only to labor billing items Allowances are very powerful tools for invoicing and are designed to enable you to include all appropriate labor costs in your billing rates You establish and define these allowances here in the System Options menu A Take a moment to review the types of Allowances you plan to include in your Labor Billing Rates Some Allowances will represent the cost of benefits paid to your employees such as Holidays or Paid Vacations some will represent costs not directly related to wages or benefits such as Small Tools or Safety Expenses BILLING XTRAS gives you several options in the calculation base of these Allowances Generally the Billing Rates for Allowance items that are directly related to wages or benefits andt have rates derived from labor hours such as the Holiday example in the Appendix should include wages fringe benefits payroll taxes and insurance in the calculation base Defining the calculation of allowances requires the determination of two factors 1 the percentage rate and 2 the base you
43. o see a total value of the Work Order Items you have input When you have completed your input for the current Work Order and wish to enter another click the New Page button in the upper left corner of the Work Order Maintenance Screen BILLING XTRAS opens a new Work Order for your input Once you have completed all necessary Work Orders the next step 1s to combine these Work Orders into an invoice Invoice Maintenance In the previous section of this manual we assembled several Work Orders each consisting of a number of individual Billing Items You are one step away from a completed invoice Invoice Maintenance is where we combine related Work Orders and produce a final billing document you can send to your customer The Invoice Maintenance screen is available from the Main Menu Invoice pull down When you first enter the Invoice Maintenance screen the curser is positioned in the Active Invoice field To edit a previous invoice you can either enter the Invoice Number or use the Invoice Lookup button to the right To obtain a new Invoice Number press ENTER and BILLING XTRAS assigns the next sequential Invoice Number and populates the Active Invoice field The curser is now positioned in the Invoice Date field and the current date is shown as a default Press TAB to accept this date or enter a date of your choice Fs Li a w Invoice Maintenance ja a Description Active Invoice 2 21798 E Customer 7 D Project
44. ol T Project Code aa SMALL TOOLS v Expiration Date 030172007 ai VACATION PAY v Base Rate 56000 SUPPL HEALTH M OTRate 20 00 DTRate 120 00 Fringe Rate O 1575 Fringe OT Rate Fringe DT Rate 31 Taxed FringeRate 200 Taxed Fringe OT Rate Taxed Fringe DT Rate Just as you established the Item Pricing Cost Record previously you must now complete this record for the labor Each Pricing Cost Record for Labor represents a Wage amp Fringe Benefit for a specific time period If your company employees Union Labor this record will be identified by the anniversary of the Labor Agreement in this case 03 01 2006 The Wage amp Fringe Benefit costs are those that become effective on that date Even if your company does not employ Union Labor you most likely review your employees on a specific date each year This would be your Effective Date BILLING XTRAS calculates the Expiration Date just as it did for the Material Item previously You can change the defaulted date here if you wish Enter the Base Wage for this Labor Item BILLING XTRAS anticipates the OT Rate at time and one half 1 1 2 and the DT Rate at double time 2 and completes these fields You can change these rates here if you wish Next you must record which Allowances should apply to this Labor Item In this example we want all the Allowances to apply Since this Item is Supervision the employee is paid Holidays he receives a paid Vacatio
45. or management personnel who may need to view and print Invoices reports and Rate Summaries This level of authority cannot perform any maintenance or change data 10 Alpha Num a CC User ID User Name 25 Alpha Num User Name ccess Level Assigned User Access Level assword Alpha Num Assigned User Password onfirm Password Alpha Num Assigned User Password Confirmed System Options Before you begin to enter records for your Customers and Projects there are several System Options that must be considered These are system wide parameters that control how your invoices are calculated and printed The System Options menu is available from the System Maintenance pull down on the main Menu The System Option menu is where you make several system wide options and defaults that will affect all your extra work invoices E System Parameters a Company Name Superior Construction Tech Inc Company Logo File Name Superior jep Address Line 1 PO Box 9085 XPosition 10 Width 1000 Address Line 2 3245 West Hampton Drive Y Position 40 Height 350 Phone a08 335 6565 Fax a08 335 5754 4 shift Right 0 Shift Down O Attention James W Brennen Next Work Order 2 27858 te Work Order Name Ticket Next Invoice 2 21797 4 tem Price Expiration days 365 Allowances 4 Default Allowance Calculate on Wages Only Allowance 1 HOLIDAY 314746 Allowance 2 GMALL TOOLS 25000 Allowance 3
46. orever When you are performing extra work at a construction site the cost of these small tools and safety equipment increases with the work It is impractical to list and get properly reimbursed for these costs on a time amp material invoice The solution is to develop an allowance that can be included in labor billing rates to recover your costs BILLING XTRAS maintains five 5 separate Allowance items which you can customize to fit your particular situation You identify the Allowance Holiday Small Tools etc and specify the base for the calculation in the System Maintenance screen identify eligible Labor Items in Item Maintenance and specify the rate in Customer Maintenance The calculation is made and added to the billing rates for you Do you have a customer who refuses to accept the Small Tool Allowance Simply leave the rate in the Customer File blank and no Small tool Allowance will be included in his invoices and his invoices only Frequently Asked Questions FAQ s How do I invoice both for taxable and non taxable work In most states the labor portion of capital improvement work is non taxable A number of individual states provide a tax exemption for materials purchased for public works projects In addition many states now consider equipment costs non taxable when the equipment is supplied with an operator Generally billings for maintenance or repair work are taxable for state sales tax BILLINGXTRAS controls the appli
47. pies of the Content to third parties in any manner including without limitation via the Internet on any tangible media or by broadcast 6 Responsibility For Use Of Content You are completely responsible for your use of the Content You may only use the Content responsibly in a manner consistent with the exercise of good judgment For example and without limitation you may not use the Content in any manner that infringes the copyright trademark patent trade secret right of publicity or any other right of a third party 7 Third Party Intellectual Property Certain portions of the Content may consist of the copyrights trademarks service marks trade names or other intellectual property of third parties These portions of the Content are provided for the convenience of certain users of the Software who are expressly authorized to use then by their owners You may not use any third party intellectual property without their express authorization 8 Export Restrictions You are responsible to complying with all foreign and domestic laws and trade regulations The Software and its underlining information technology may not be downloaded or otherwise exported or re exported 1 into Cuba Iraq Libya Sudan North Korea Iran Syria or any other country subject to a U S embargo or to any national or resident of any of these countries or 11 to any person or entity on the U S Treasury Department s list of Specially Designated Nationals or the U C
48. piration Date applies When you have completed recording the Item and the Pricing Cost record be sure to save your work by clicking the save button in the upper left corner The Pricing Cost Record will be posted to the informational text box at the right Effective Date 10 xx xx xxxx Rate Record Effective Date Customer Code 6 Alpha Num Customer Code for Customer Specific Items Project Code 6 Alpha Num_ Project code for Project specific Items Expiation Date 10 XX XX XXXX Rate Record Expiration Date Price 12 xXx XXxX XXXX Urmarea up Cost Rate for the Item A A word about the Pricing Cost records We previously addressed how BILLING XTRAS separates the Items you invoice into categories or types In the section of this manual titled Billing Code Maintenance you established the rules for applying both Overhead and Profit and you assigned those rules by Item Type When establishing the Pricing Cost record for Items you must take into consideration these Billing Code rules If you assigned the Item Types of Equipment and Unit Other an Overhead and Profit of zero you consider the Pricing Cost record to be a Billing Rate and you should enter the fully marked up price If you have assigned an Overhead and Profit percentage to the Item Types you should enter the cost you paid including Sales Tax into the Pricing Cost record Items relating to Equipment Materials Subcontracts and Units Other are all recorded the same way However Labor
49. rder Items during Item Maintenance are designed for those times when you need to invoice a special Item one that you do not anticipate invoicing again You can select these Special Order Items during Work Order entry and BILLING XTRAS will open the Item Description Field and allow you to override the Item Description This description is only printed for this Item occurrence on this Work Order The Item Description in Item Maintenance is not changed However you can use a Special Order Item any number of times on the same Work Order creating a very flexible invoicing tool Work Order Maintenance aj al x Work Order Date Work Order 2 27845 0241 2007 Date ozar Invoice I Invoice Date ovovooon Customer ETR Project osz70 o Ticket 0 Description PF Li E x ane jl PFOBP4S Desc FITTING e PVC SCH 40 45 BEND Quantity 6 00 EA Per Unit Charge SAE Includes All Allowances ely sae et Line Item Description Type Qty Units Labor BasicRate Adjusted Rate Extend 1 L59485 LOG LAB LOTSJE 55 L 5 00 HRS ST 24 65 60 22 481 76 2 L58486 BLOGLABLOC H5SS4 CLASS B L 200 HRS aT 2465 58 185 176 35 3 42012 KOM P300 LEG TRACKHOE E 10 00 HRS 156 00 205 99 2 059 56 4 STONEOS STONE 21 2 CLEAN hl 25 56 TON 11 75 14 27 363 40 Work Order Total 3 081 37 BILLING XTRAS displays the Items you have selected in the Work Order Item Text box at the bottom of the Work Order Maintenance Screen You can als
50. rict them from changing or adjusting records Previously in this manual we assigned security levels to individual User D s Users who were assigned a Security Level of 3 have access to the Print Invoices menu but not the Invoice Maintenance screen You will find this useful if you have purchased a multi user license and wish to allow your Project Management personnel to review your completed Invoices Chapter 6 Printing Reports BLLING XTRAS provides you with a full list of reports to make the maintenance of your billing function as complete as possible These reports are available from the Main Menu Reports option The list of reports available include Customers Billing Codes Items Item Usage Analysis State Local Tax Codes Un Invoiced Work Orders Certainly the most important report generated is an Invoice however we are sure you will find these other reports helpful For example many users prepare their Work Orders as they are received from their field operations After all related Work Orders are received they are combined and invoiced later in a separate processing operation If you separate the Work Order and the Invoice processing you should find the Un Invoiced Work Order Report very helpful in ensuring that all Work Orders generated are invoiced AS BLLING XTRAS produces an extensive ODBC file which contains all your completed Invoices Work Orders and maintenance records These files are available to the user a
51. right allowing the user to select a Customer and assign that Customer to the current Work Order Next click on the Project Lookup and a new text box opens displaying the projects that the current Customer has been assigned to If you have only one customer assigned to each project you can skip the Customer field select the Project and BILLING XTRAS will fill in the Customer field for you Remember before you can create a Work Order the Customer must first be assigned to the Project in Project Maintenance If during System Maintenance you assigned a name to your pre numbered T amp M ticket form a field for the input of that number is next If you did not assign a name to this form BILLING XTRAS assumes you do not have such a form and the input field 1s skipped Your invoices should contain a description of the specific extra work performed BILLING XTRAS provides two 2 places for this description one in the header of your invoice which will be covered later during Invoice Maintenance and one at the Work Order level If you wish to establish a work description at the Work Order level the description is entered here If you invoice separately for each specific extra you perform you will probably want to skip the Work Order Description field here because you will print that description once in the invoice header If however you invoice for several different extras on the same invoice you can enter a separate description for each Work Order
52. rk Order The user is prompted to enter the Project and Customer Codes Next the date and your T amp M Ticket number if applicable is entered BILLING XTRAS creates a Work Order and assigns an Internal Work Order number This number will appear on your invoice along with any ticket number you have assigned and entered Step 2 The operator is next prompted to enter the Item Code of the first Work Order Item to be invoiced along with the quantity BILLING XTRAS then calculates the fully loaded billing rate from the appropriate files extends the rate times the quantity and stores the extended billing amount until invoice printing BILLING XTRAS then prompts the user to enter a second item to add to the Work Order and this procedure repeats until all items for that day or that Work Order have been entered The operator then begins a new Work Order for the next day enters the items and quantities and continues input until all Work Orders to be invoiced have been entered Step 3 After all Work Orders for a specific extra have been entered they are combined and BILLING XTRAS produces an invoice in the format you assigned to the individual project We encourage you to use the program and become acquainted with the operations and power of BILLING XTRAS In an effort to help you become comfortable with the program we have included a sample test file that contains Projects Customers Billing Codes and a number of Billing Items With this sample file
53. rofit rates that apply to each category and sub category of billable costs Labor Materials Equipment Subcontracts and Units Other e The data indicating which categories of billable cost are subject to state sales tax The Item File contains A description of the billing items Carpenter Journeyman Backhoe concrete The unit of measurement Hrs CY SF The cost application rate for the billable item In the case of labor the Regular Overtime and Double Time rates for the labor item as well as the detail of the Fringe Benefit costs Most construction contracts contain a requirement that the owner or General Contactor be notified daily of the labor materials and equipment expended while working on extras The documents used by contractors to meet these notification requirements are often called Extra Work Authorizations Field Reports or T amp M Tickets BILLING XTRAS refers to these documents as Work Orders Generally a Work Order covers all the items to be invoiced for one day Sample T amp M Ticket forms can be found in the Appendix of this manual Invoice Processing describes the procedure for entering Work Orders into the system and then attaching these individual Work Orders together to form an invoice In BILLING XTRAS an invoice may contain any number of Work Orders there is no limit Producing an invoice with BILLING XTRAS takes three easy steps Step 1 The first step in Invoice Processing is the creation of a Wo
54. rtime at a different rate than the Regular or Straight time portion of Overtime pay In addition BILLING XTRAS allows the user to determine if the ancillary components of labor Payroll Taxes Fringe Benefits and Allowances should have the same restriction on Overhead and Profit rates as the wages Billing Code 8 Alpha Num User Defined Billing Code Alpha Num Billing Code Description O amp P On All Premium Labor Components Follow Premium 1 Check Yes Blank No Labor Rules Labor Regular Overhead Rate 6 xx xxxx Percentage Rate For Overhead Labor Regular Profit Rate 6 xx xxxx Percentage Rate For Profit Labor Prem OT Overhead Rate 6 xx xxxx Percentage Rate For Overhead _ _ _ Labor Prem OT Profit Rate 6 xx xxxx Percentage Rate For Profit Labor Prem DT Overhead Rate 6 xx xxxx Percentage Rate For Overhead Labor Prem DT Profit Rate 6 xxxxxx Percentage Rate For Profit Fringe Benefits Overhead Rate 6 xx xxxx Percentage Rate For Overhead _ __ _ Fringe Benefits Profit Rate 6 xxxxxx Percentage Rate For Profit Payroll Taxes Overhead Rate 6 xx xxxx Percentage Rate For Overhead _ _ Payroll Taxes Profit Rate 6 xxxxxx Percentage Rate For Profit Insurance Overhead Rate 6 xx xxxx Percentage Rate For Overhead Insurance Profit Rate 6 xxxxxx Percentage Rate For Profit Materials Overhead Rate 6 xx xxxx Percentage Rate For Overhead Material
55. s Profit Rate 6 xxxxxx Percentage Rate For Profit Equipment Overhead Rate 6 xx xxxx Percentage Rate For Overhead _ _ Check Yes Blank No Subcontractors Overhead Rate 6 xx xxxx Percentage Rate For Overhead S i 6 Subcontractors Profit Rate 6 xx xxxx Percentage Rate For Profit Units Other Overhead Rate 6 XX xxxx Units Other Profit Rate 6 xxxxxx Percentage Rate For Profit Check Yes Blank No Allowance 1 Overhead Rate 6 xx xxxx Percentage Rate For Overhead Allowance 1 Profit Rate 6 xxxxxx Percentage Rate For Profit Check Yes Blank No The Billing Code as described above determines the Overhead amp Profit percentages that are applied to costs during invoicing If your company has established Billing Rates for Equipment that include Overhead amp Profit the Overhead amp Profit rates for Equipment should be set at zero 00 0000 in the Billing Code File In addition items in the category of Units Other are generally entered into the system at their marked up billing rates BILLING XTRAS recommends that you set the Overhead amp Profit rates for this category at zero 00 000 as well and reserve this category for items entered at their marked up billing rate The requirements covering the collection of State Sales Tax laws differ depending on the project location In most states if a contractor s work repr
56. sed These records will be made available to you during Work Order entry For invoice clarity users often wish to restrict the use of duplicate Items on Work Orders If chose this option BILLING XTRAS will prevent the operator from entering Items more than once on each Work Order These rules do not apply to Special Billing Items which will be addressed later Customer File Maintenance The Customer File Maintenance screen is accessible from the File Maintenance pull down Customer File Maintenance is the place where you enter and control the basic information about your customers Maintain Customers Customer Code EXTR Customer Name Extreme Excawatiny Inc IE Customer Address 1 1154 Scraper Bled West Customer Address Suite12154 city Caldwell Equipment Surcharge 3 5000 State NJ Payroll Tax Rate 16 5800 ip Code 08666 Insurance Rate 158500 Contact Hame Charles Case Print Profit Overhead on Invoices 7 Print Invoices by Item Type You can either enter a new customer by typing a new Customer Code in the Customer Code field and then completing the other data fields or you can edit an existing customer by clicking the Lookup Icon and selecting the customer you wish to edit from the list in the informational text box In the next section we will enter Projects and attach these customers to specific projects The information entered here other than Cust Code and Cust Name
57. start invoicing your customers immediately As you use the system you may need to add Units of Measure that is not listed in the informational data boxes The Units of Measure Maintenance screen is where you establish and edit the Units description al x ance O x Unit HRS CY Cubic Yards Description Hours sts S DAY Days EA Each GAL Gallons HRS Hours o LBS Pounds LOS Loads LF Lineal Feet LS Lump Sum OTH Other m ID Alpha Num Assigned Unit ID Alpha Num_ Unit Name Chapter 5 Processing Invoices Work Order Maintenance Extra work performed on a contract is never limited to a single day Often a contractor s work on an extra can encompass work on several days or even weeks For both clarity and organization contractors generally prefer to separate and invoice their extra work by the specific work or extra performed Individual invoices are then separated again by day Each day a separate T amp M Ticket or Work Authorization form is completed documenting the labor equipment materials and other costs incurred on the specific extra BILLING XTRAS calls these documents Work Orders and any number of Work Orders can be combined to create an invoice A It is important to note that BILLING XTRAS does not require that you separate your invoices by day only that you can If you wish you can summarize all your billing Items and enter them on one Work Order The Work Order Maintenance scre
58. tadium Way Address Line 2 fo City HatTrick State NJ State Code NJ Zip Code o7885 Customer Code ETR Billing Address cio Silver Ducks Hocky Stadium z5 Stadum Way SS Cit HatTrick State NI Zip Code orsss Contact CharlesCase CS Billing Code Ea E Allowances Regular Premium PO Contract HOLIDAY 3 1746 n Payroll Tax Rate 16 5800 insurance Rate 15 8500 SMALL TOOLS 2 5000 Iw Pa Sales Tax Rate 7 0000 Bond Premium 0 0000 VACATION PAY 3 8460 a Calculate Profit on Overhead l BILLING XTRAS obtains much of the required information from the Customer File and the System Maintenance File This defaulted information Billing Address Payroll Tax amp Insurance Rates can be overridden here in the Project File Maintenance In this example the customer s address from the Customer File has been overridden so that invoices will be mailed directly to the job The Allowance details are obtained from the default values in System Options As with most project factors the default values can be adjusted here to reflect project specific requirements You can also specify here if you wish the premium portion of Overtime and Double Time costs to be included in the calculation base of Allowances 35_ Alpha Num Customer Name _ Name ed Oal Customer Billing Address line 2_ 35 Alpha Num Additional Address Line As Needed __ Note 1 Customer City 20 Alpha Num Customer Billing City Not
59. ted composite rate the amount included for Workers Compensation coverage is increased from 8 55 to 9 40 producing more income and better reflecting the cost of the actual work performed Most states have developed Experience Modification Rating EMR systems for Worker s Compensation Insurance These systems are designed to reward companies with a good history of safety and low employee injury rates and to penalize companies with poor safety experience A good experience in the construction industry is the result of a well planned and executed safety program These programs are generally very costly and are partially funded by the reduced insurance costs resulting from the favorable EMR It is a general practice in the industry to calculate insurance costs used for time amp material billing without regard for the EMR as these cost savings are expended elsewhere on safety General Liability Contractors maintain General Liability Insurance coverage for all their operations Premiums for this coverage can be either revenue rated or based on payroll BILLING XTRAS calculates the cost of insurance using wages and taxable benefits as a base If your General Liability Insurance is revenue rated you will need to convert the rate to be payroll based This should be relatively easy using the current years expected revenue and estimated annual wages Foe example assume Estimated Annual Payroll 6 165 390 Expected Annual Sales 13 700 8
60. tractors may provide their own insurance coverage under an Owner s Controlled Insurance Program OCIP or Wrap up program BILLINGXTRAS allows you to tailor your rates for these labor related costs to your specific project requirements You can establish standard rates by customer and then override the rates here in the Project File Maintenance Screen Guidelines to help you establish these rates are covered in the Appendix of this manual Billmg Code Maintenance BILLING XTRAS separates the items you invoice into categories of Labor Materials Equipment Subcontractors and Units Other Labor items are further separated into categories of Wages Taxable Benefits Fringe Benefits Payroll Taxes Insurance and Allowances Each category and subcategory has its own overhead and profit rate controlled by Billing Codes that reflect the individual customer requirements of your contracts The Billing Code Maintenance Screen is where you develop these guidelines To clearly define the components of labor BILLING XTRAS uses the following definitions when referring to regular overtime and double time labor e Regular Wages Generally referred to as Regular or Straight time wages these earnings are an employee s wages for working during normal working hours e Overtime Wages Earned outside normal working hours and generally paid at a rate of time and one half 1 2 the Regular Wages e Double Time Wages Also earned outside normal working hours and ge
61. ts For those instances where you are requested to provide a Rate Summary before you have a contract or established job you can enter a blank project record Project ID State Code and Billing Code attach an established Customer and change the Project Description field in the Profile Maintenance screen Billing Atras Appendix PAYROLL TAXES Payroll Taxes are costs imposed by federal state and local governments These taxes are either withheld from the employee s paycheck or paid by the employer Only the employer s share of payroll taxes is properly included in rates used for billing Time amp Materials The employer s share of payroll taxes includes but is not limited to e Federal FICA Old Age Benefits Tax Federal FICA Medicare Tax Federal FUTA Unemployment Tax State Unemployment amp Disability Insurance Local Employment Privilege Tax where applicable In addition to these employer paid taxes a number of state jurisdictions have in the past several years required employer contributions to a new list of state directed funds addressing subjects such as catastrophic illness workforce development and health care for the uninsured To the extent these employer costs are based on payroll they should be included in the rates used for billing time amp material In most cases the employer s rate for these taxes are based on wages paid and are readily available from sources within the company such as federal state and local
62. will now have an icon identified as Billing Xtras Install Double click the icon to begin the install process At the Open File Security Warning RUN the executable program The Welcome window appears and recommends that you exit all Windows programs before running the Setup Click NEXT The next window is the Read Me file where you can review the various versions of BILLING XTRAS and review the changes made in recent versions Click NEXT This takes you to the BILLING XTRAS License Agreement Please read the agreement and click the I AGREE button You will next encounter the Chose Destination window BILLING XTRAS recommends that you accept the default location for the program C Program Files Billing Xtras The Backup Replaced Files window is next The BILLING XTRAS installation program can create backup copies of all the files created during the installation These files will be used when the software is uninstalled and a rollback is required If backup copies are not created you will only be able to uninstall the software and not roll the system back to a previous state BILLING XTRAS recommends that you accept the default and create a backup We further recommend that you accept the default location for the backup files In the next window the user is asked ti select the Program Manager Group Select the default Billing Xtras The final window requiring a response is the Start Installation window You are now re
63. you can create Work Orders generate invoices and print Labor Rate Summaries Chapter 4 File Maintenance Before we begin the File Maintenance functions a few words about the input screens All the File Maintenance screens have been designed with the user in mind Most screens have an informational text box so that you can easily look up and select the file record you wish to edit Each screen contains both a SAVE a and a DELETE x button in the upper left corner that operate on the currently selected record you must always save your changes prior to exiting the record or the screen Wherever possible data formats have been structured for ease of input BILLING XTRaS provides a Lookup feature on all data input screens to assist the user with data input Just click the Lookup Icon with your mouse and an Informational Text Box will open listing the records available at that point for selection or edit To move from field to field within Maintenance Screens use the TAB key Several of the data fields contain mission critical information If you have left a required data field blank BILLING XTRAS will remind you with a warning message and prevent you from saving your work until the required data is entered BILLING XTRaS is a very flexible tool for invoicing extra work in the construction industry The program gets that flexibility by providing the user with a significant list of invoicing options As you begin to use BILLING XTRAS
64. your User Manual to obtain a return authorization number Then send the Software along with the original store receipt to the address you are given when you call Billing Xtras Billing Xtras cannot accept returns without prior authorization 13 LIMITED WARRANTY BILLING XTRAS LLC ONLY WARRANTS THAT THE SOFTWARE WILL BE FREE FROM MATERIAL DEFECTS FOR A PERIOD OF 90 DAYS FOLLOWING ITS PURCHASE IF A MATERIAL DEFCT OCCURS WITHIN 90 DAYS YOU MAY RETURN THE SOFTWARE TO BILLING XTRAS LLC FOR A FREE REPLACEMENT EXCEPT FOR ANY ADDITIONAL RIGHTS THAT MAY EXIST IN YOUR JURISDICTION THE FOREGOING REMEDY IS YOUR SOLE REMEDY FOR BILLING XTRAS LLC BREACH OF THIS WARRANTY 14 DISCLAIMER WITH THE EXCEPTION OF THE FOREGOING EXPRESS WARRANTY THE SOFTWARE IS LICENSED TO YOU AS IS BILLING XTRAS LLC DOES NOT REPRESENT OR WARRANT THAT THE SOFTWARE IT S USE OR THE WORK PRODUCT PRODUCED USING THE SOFTWARE 1 WILL BE UNINTERUPTED OR FREE OF INACCURACIES OR ERRORS Gi WILL MEET YOUR REQUIREMENTS OR 11 WILL OPERATE IN THE CONFIGURATION OR WITH THE HARDWARE OR OTHER SOFTWARE YOU MAY SELECT BILLING XTRAS HEREBY DISCLAIMS ANY AND ALL IMPLIED WARRANTIES INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE MERCHANTABILITY AND NON INFRINGEMEN 15 EXCLUSION BILLING XTRAS LLC WILL NOT BE LIABLE TO YOU OR ANYONE ELSE FOR CONSEQUENTIAL INCIDENTAL INDIRECT PUNITIVE OR SPECIAL DAMAGES INCLUDING DAMAGES RELATING TO LOST PROF

User Manual - Billing-Xtras is that accounting software solution.

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