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Professional Systems – Project Management Version 6.0 User Manual

1. Entry date Units Materials Code WW 12345 Security lighting system and cameras 3 Aug 2011 Not billed 1 00 Materials Ledger Total ARRARAARARRA Cost 18 75 18 75 56 25 25 ARRARAARRLLA Ledgers closing balance Total Due Billing C Fwd d Client s Job Balance 125 00 125 00 750 00 1400 91 0 00 1400 91 Page 5 of 24 2 One client at a time This report is run from the client s billing form It is a good idea to run it if you are unsure how many non billed ledger entries there are The current balances display on the form Aged debtors analysis This report uses details from the debtors and client receipts ledgers lt does not match payments to individual invoices Instead it builds a balance of the client s debt based on the month the bills and receipts were entered If the client project s current balance is zero the project card is not printed 96 Report Preview Eek 3 a i e e H 1 6 4 e e 8 BH cose tit Printed on 30 11 2009 James Electrical Ltd Aged Debtors Report to 30 November 2009 Customer 90 Days 60 days 30 days Current Due JOHNS Malcolm Johns 12817 77 0 00 765 00 0 00 12052 77 LINCL Lindsay Clark 129 96 0 00 0 00 0 00 129 96 TIKI Tikipunga High School 1474 79 0 00 0 00 0 00 1474 79 Totals 14422 52 0 00 765 00 0 00 13657 52 Page 1 of 1 A minus means the client has paid more than they have been billed in that m
2. this consists of all existing stock items or selected lines 28 E ake James and Judes tems to select a All e Find out how many of each item you actually have and enter that number into the stock take form e f you wish generate the stock audit form to find out what the difference is between actual and expected e Load the stock take record into the inventory this updates the inventory count with the stock take item count The stock take form is as follows coming ot oc ner ne wd Stock Item Bar Code 5010093210007 Description Teachers Highland Cream Number in stock 25 Load Search by code 3 Audit Search by description TALISKER Y Update stock En Stock value Search by name Clear stock take Editing stock take record 11 December 2012 e To enter the audited stock count for the displayed item click Edit e Enter the Number in stock and click Save e When you are ready to update the inventory with the stock take click Update Stock This changes the stock item count and clears the stock file 29 Stock Card This form provides an overview of activities as they relate to any one stock item It includes some summary statistics that serve to indicate whether the item should be kept in stock sy Stock card summary for Active tem Code 014016 34X Description Darwin s Dangerous Idea Stock value 577 00 Search by description Search by altemate code CARAS Total
3. Ext Each item must be printed in multiples of 3 The maximum per page is 33 When you have accumulated enough items minimum of 33 to avoid wasting paper click the Labels A4 button The following form activates 26 Pl Report Preview Horizontal Labels M ee a ee Ma 1s lee gt Y 0 FSS A Close ThumbNails search Results 7 1000447 1000447 150 X 3D RADNO1 Hi 2 PO Een Sa 50 X DS RADNO1 HI 2 PG Een Sa 150X 50 RADNO1 Hi 2 FGESMSL MMI 40 70 MUMIO 0 70 MINM 10 70 1000448 1000448 1000448 150 X DADON HM2PG7MS 150 X SD RAD ND 27m 150X 50 RADNO1 H12 PGT IMSL MNI 10 70 MIMIN 40 70 MINNI 10 70 1000449 1000449 1000449 150 X DD RADNO1 HI 2 PO 59M SL 150 X SD RADNO1 M2 PG 53M S 150X 50 RADNO1 POS s MEIN 40 70 MIMIN 0 70 MIMI 10 70 1000540 1000540 1000540 DO X DD RADNO1 HI 276 GSMS DO X DRAMON HZ PG 63M SL 200X 50 RADNO1 Hi 2 PGE SMS MIMIM gro MMM s4480 MIMMU 4 30 1000553 1000553 1000553 DO X SD RADNO1 HZ PG GENS DO X DADON HI 2 PG GENS 200X 50 RADNO1 2 POSSMSL 100 IDM 14 80 100 00001 14 80 Il LIMA 14 80 1000439 1000439 1000439 150 X DD PADNO1 Hi 2 PG ESN 50 X SD PADNO1 HI 2G ENS 150X 50 RADNO1 Pos muse MMM 24 04 A 1 IST 61 Pagel of 1 Horizontal Labels If the item has a bar code that is included on the labels If it doesn t or the bar code does not comply with the EAN13 standard a bar code is printed with a value of zero In that case the scanner w
4. The purpose fo this report is to show all payments by client Including any non project payments The All payments by client report appears as follows If the payment is for an invoice linked to a project the project code appears on the report 91 Because clients may be charged non project invoices payments are by client rather than project PSL Report Preview mex a qa 4 gt gt Y 4cH8 H Close ThumbNails Search Results 7 James Electrical Ltd Printed on 30 11 2009 Page No 1 Payments Report all payments by client To 30 11 2009 Job Card Invoice No Payment Date Amount CASH Cash Sales 20090053 21 04 2009 72 41 Total for Client CASH 72 41 CV Ray McCartain 20090075 27 10 2009 3023 44 Total for Client CV 3023 44 DAJ Development Active 20080030 3 11 2008 358 31 Total for Client DAJ 358 31 GJL Grace Dowd Lawyers 20080025 24 10 2008 4000 00 20080025 24 11 2008 2031 00 Total for Client GJL 6031 00 HAV Havelock Gardens 20080034 6 08 2009 152 80 Total for Client HAW 152 80 HEB HEB Contractors 2008000023 2 01 2009 4288 48 Total for Client HEB 4298 48 JML John M Liberty 20090038 2 04 2009 3041 72 JML 20090056 15 10 2009 5130 60 Total for Client JML 8172 32 JOHNS Malcolm Johns JOHNS 20090071 19 10 2009 765 00 A Total for Client JOHNS 765 00 JONES MRS J JONES 20060271 6 10 2008 562 50 20060272 2 04 2009 168 75 Total for Client JONES 731 25 LEEC Leeanne Campbell v Page 1 of 2 Al
5. To produce an employee timesheet report for all employee entries by client click the Time sheet button on the client s timesheet maintenance form You can obtain a report for all entries or un billed entries only The report dialog is as follows 62 Generate Client Timesheet Report y dl JOHNS Malcolm Johns Coverage 30117 2012 a All From Unbilled only 14 12 2012 Printed on 14 12 2012 ii Page 1 Timesheet Report All entries for JOHNS Malcolm Johns CliTSRpt2 For the period from 30 07 2011 to 14 12 2012 Job Card Employee Entry Date Activity Code Units Charge Description JOHN S 2 Work on workshop air conditioning and wiring HEN 9 08 2011 ONS 51 00 1275 00 On site HEN 10 08 2011 ONS 51 00 1275 00 On site MAX 9 08 2011 ONS 51 00 1402 50 On site MAX 10 08 2011 ONS 51 00 1402 50 On site MAX 14 12 2012 ONS 20 00 550 00 On site Totals this job 224 00 5905 00 Hours 224 00 5905 00 Total Hours 24 Pagel of 1 This report includes total charge amount units and hours worked Materials Ledger You can maintain the materials ledger from three forms 1 When using the employee time sheet click Add stock This option allows you to make multiple entries to the client project currently selected as the project card This option is useful if your employees include information on what materials they used when providing their time sheets 2 Select Materials Ledger from the Maintai
6. 65 EEE Maintaining project ledger entries for James and Judes 0 00 tobill 0 00 tobil 0 00 tobill Total chargeable WW12345 We i Secunty lighting system and cameras Retail price 894 54 Buy price 0 00 Trade price 40 4 Entry Date 08 2011 lr Discount 0 00 Wot billed Charge calculation incl tax Retail Buy 5 Trade Manual Unit price 613 71 Cancel F5 Markup 900 Quantity 100 Charge minus tax MX Delete F6 Charge Discount Security lighting sy 4 08 0 00 533 66 D 240 watt ugd cabl 10 50 114 13 200 41 14 December 2012 Maintenance is identical to the other two materials ledger forms Plant ledger maintenance To enter plant items into an invoice directly or to the plant ledger make sure you have created the required plant items as part of system settings This form allows you to maintain all plant ledger entries that have not been billed To review plant charges for selected client projects click the Client plant charges button To print preview a plant audit report click Audit When adding a ledger entry you must first select the project Enter select the relevant project Enter select the correct plant item The cost and charge rates for the item display Enter the date of the entry That is when the plant item was used Select Enter the activity the plant item was used for The description of the activity is placed in the Description field You can change
7. Work in Progress 1 502 32 Charge Cost 298 78 Total Balance 1 502 32 Total Due 00 Project Balance 00 Client TIKN2 Maintenance on hall air conditioning Timesheet Details Employee Entry Date Cost Charge CLIFF 16 11 2010 101 50 145 00 CLIFF 16 11 2010 105 00 150 00 CLIFF 16 11 2010 87 50 125 00 JEF 15 08 2009 550 00 650 00 JEF 15 08 2009 148 50 175 50 MAB 16 11 2010 13 00 16 90 Total timesheet charges 1 262 40 Materials details Entry Date Charge 1002005 50 X 50 RAD NO1 H1 2 PG 30 03 2010 214 50 1002013 75 X 50 RAD NO1 H1 2 PG 29 03 2010 1100 88 1005513 100 X 40 RAD MGP TF PG KD 4 5M UNDER 29 03 2010 289 98 YUT5432 Fujistu F450 air conditioning unit 16 11 2010 2260 87 Materials Total 3 866 23 Plant ledger details Entry date Charge CONCUTTER On site cutting trench for cable 08 August 2011 60 00 Plant ledger total Client Balances Work in Progress 5 128 63 Charge Cost 1 138 55 Total Balance 5 188 63 Total Due 00 Project Balance 00 Mi Page 1 of 1 The summary report is as follows Report Preview Client Managers Report J3 oli e es 4 1038 A i Close Search Results a James Electrical Ltd RespCi3R Printed on 30 08 2011 Page 1 Client jobs of JEF Alan C Jeffery Summary Report The period to 30 08 2011 Client JONES Rewiring of garage and sleepout Project Balances Work in Progress unbilled 1 502 32 Margin Charge Cost 298 78 Total Ba
8. gt Properties User s PC keeps locking up and then we have to reset it and the main server to allow people to use Project Management There are two possible reasons for this 1 Something has happened to the database configuration file e Use Add Remove programs in the Control Panel to remove Project Management and then reinstall Use the Workstation installation to link up to the database if you are running on a network This is the simplest solution 2 Several people are attempting to log on at the same time A single user when first starting up Project Management will take up 50 percent of the capacity of a 10 megabit hub So two people attempting to log on at the same time will take up its entire capacity Leave the program to load Do not shut down the program by using Task Manager or lt Ctri gt lt Alt gt lt Del gt This will result in locked records and other people will have trouble If this does happen you will need to log off the network entirely and turn your PC off If this doesn t fix the problem the server may need to be shutdown to release the locks on the database Back up and Restore You should back up the system regularly To backup the data make sure there is a disk in the drive you intend to back up to before starting the back up tool Or that a flash drive is connected to a USB port If you place a disk in the drive or USB port after starting the tool it will not be recognised Exit from the tool install t
9. 1 Printed on 26 08 2011 James Electrical Ltd SelTSCli Plant Ledger Report selected Job all plant charges To 25 08 2011 Entry Date Cost Charge JAMESH 1 Rewiring of garage and installation of security system ONS On site Description CONCUTTER 250mm Hitachi concrete cutter 8 Aug 2011 18 75 36 00 Not billed On site cutting cable trench DIGGER Bobcat digger Intemational Harvester with trench digger 8 Aug 2011 56 25 81 25 Not billed On site reinstate driveway surface Total this activity 75 00 117 25 Total this job 75 00 117 25 Page 1 of 1 ES 86 It is grouped by activity so you can tell what work has been done if the project has multiple stages If there are a large number of plant ledger entries you may find it easier to print reports project by project rather than for all projects Plant ledger entries selected item This report will give you useful information about what plant items have been used for And on what projects It will also provide you with some information about how well used the item is The dialog is as follows J 3 y n i T selected Plant item ledger report for James and Judes SS Enter From date To Mza Br Selected project This will select the CONCUTTER item to report on The report appears as follows 87 Report Preview EEx ajri 4 um gt Y 138 q EJ dose tt Search Results Printed on 25 08 20
10. 100 X 50 RAD NO1 H1 2 PG JONES Fix blown fuses 11 March 2008 0 00 1042 22 Billed 26 November 2009 1349 33 1246 67 Not billed 1 March 2007 0 00 357 33 Billed 11 August 2009 811 78 967 78 Not billed Total this Job 2161 11 3614 00 Total this sto ck item 2161 11 3614 00 ES Page 1 of 1 84 Plant ledger reports There are four plant ledger reports 1 Ledger audit Open from the plant ledger maintenance form This report groups plant entries by project 2 All plant ledger entries including for a selected project 3 Selected plant items including for a selected project 4 Plant items by activity including for a selected plant item The plant ledger audit report is as follows Report Preview CE J T Ga Wm Y Fi amp Close Printed on 25 08 2011 James Electrical Ltd Page No 1 Plant Ledger Audit Report Entries from 18 07 2011 to 25 08 2011 Entry Date Units JAMESH 1 Rewiring of garage and installation of se curity system CONCUTTER 250mm Hitachi concrete cutter On site cutting cable trench 8 08 2011 15 Total this item DIGGER Bobcat digger International Harvester with trench digger On site reinstate driveway surface 8 08 2011 1 25 Total this item Total this project Pee RRS PRS RS RS BRS Be En po be BES BEERS pS PD JOHNS 2 Work on workshop air conditioning and wiring CONCUTTER 250mm Hitachi concrete cutter On site cutting cable trench 4 08 2011 25 Total
11. 3 12 2012 7 Plant ledger all projects W Recalculate Recalculate F1 Help Export to IMS Payroll Transactions summary between 1 April 2011 and 3 December 2012 Backto control gt Maintain client receipts Labour charges 5980 00 Client Totals WU Labour cost 4007 50 Total billed li Leger maintenance westerns 125773 Pos CL Project writeoffs Materials cost 114 13 Outstanding Plant charges 786 70 Project settings En Ed Company Control Overheads 0 00 Ca Project reports 03 December 2012 49 Employee time sheet maintenance This form allows users to enter labour units against client s projects for a single employee at a time This is useful if employee timesheets are entered in batch mode To switch employees change the Unit code in the Active labour unit box Entries can be made for project time and overheads If the displayed entry is for a project the form appears as follows Labour unit timesheet maintenance for James and Judes Ti Active labour unit CLIFF JAMESH 1 R Unit code ONS 5 8 08 2011 Not billed Name Description Clifford D Henry I ve Se Ses Ses TS Activity description On site installation a Ha Overhead F7 4 Charge amount 625 00 Cost amount 437 50 AAA an aut Repeat F8 Cancel F5 Sn Delete F6 ap Materials E Copy Entries Gly Add stock ca Timesheet There are
12. 6794 22 FEEEEEEEE Jacqui Rollason Kay O Carroll Page 3 of 6 Work in Progress Two work in progress reports can be run 1 All clients This report provides a detailed analysis of all charges and costs plus write off adjustments receipts and invoices entered against a client It can be used as the main audit report of the client s ledger This report is available from the client s billing form for individual clients For all clients Report Clients Work in Progress Each client s details start on a new page 95 Report Preview Jr ol e e s X UE E E q Lex ThumbNails Search Results tinted on 30 08 2011 James Henry Current Estimate Quote Project JAMESH11 Rewiring of garage and installation of security system Total yet to bill steas4822 Ti mesheet Ledger Entries t tttttttRRRRRRRRRRRRRRR Labour units Entry Date Units Activity ONS On site Clifford D Henry 8 Aug 2011 Not billed 12 50 12 50 Charge 625 00 625 00 Activity PREP Preparation Clifford D Henry 16 Nov 2010 Not billed 2 50 2 50 Ti mesheet Total ARAARRRARRRARARARARARARA Plant Ledger Entries nasannase Entry date Units Plant item CONCUTTER 250mm Hitachi concrete cutter 08 August 2011 Not billed 415 Plant item DIGGER Bobcat digger International Harvester with tre 08 August 2011 Not billed 1 25 Plant ledger total ARRARRARRARRARRA BARRE Materials Ledger Entries
13. A client may pay part of an invoice and you can still track what has not been paid If a client receipt is for multiple invoices you must create a receipt entry for each invoice 68 When you enter an existing invoice number in the Invoice field the balance owing displays to the right EE Client payments for JEC Ja Pp En New Account Unpaid Invoices Client List Type Payment is for project Client Payment Supplier Refund Not deposited Project JJM 1 Zero rated supplies Rewiring of workshop and store se EM JJ Macromax Invoice 2071 100080 Amount Due 0 00 Rewiring of workshop and store 100 Sales and general income Date 4 12 2012 Amount 4315 76 ae 562 53 G S T not calculated Pay Method Credit Card Hardie Payment for Rewiring of workshop and store Invoice no Payment Date Amount paid Tax Narative 201100033 1209212 845 97 110 34 Payment for Rewiring of garage and sleepout 03142011 26 11 2012 250 00 32 61 Over changed 201100051 27 11 2012 828 00 108 00 Payment for Weekly maintenance 201100080 562 93 Payment for Rewiring of workshop and store 3 91 Payment for Sales invoice Sale 2232 u lt 4 e m Total Payments 6269 73 If the invoice is for a project that project s code and description appears in a panel to the right of the editing fields As above Adding receipts e Click the Add button The editable fields are enabled and cleared e Find the correct client e Select an existi
14. Inventory export CSV 13 QuickBooks IIF to CSV O a Prices can be updated from a current supplier price list from the relevant web site or downloaded by e mail Other price lists will be added when suppliers provide details and there is sufficient demand from Professionals users You can add material items while entering invoice details and stock orders if an item s code is not found Stock Configuration Use this form to configure the stock sub system e The unique code is required e Description is optional put something in there if you are running more than one company e Last bar code last stock order and last sales slip fields are optional e Use book labels should only be checked if you are running a bookshop Or selling books This makes additional fields fields visible on the inventory maintenance form and the correct supplier list is available to load and update the price lists If it is not checked the suppliers are assumed to be trade 17 EE Maintain stock configuration for James and Judes For Supplier Number Stock Configuration Unique code JAMES Description Stock control Last bar code Last Stock Order 33 Last Sales Slip No E Use book labels Your customer number s BUNN Bunnings 1456 78965 Customer numbers are required if you intend to use the stock order facility To complete these fields create the required suppliers The last bar code field is necessary if you
15. K Smart Activib ONS On site Dale 9 08 2011 E Units 91 00 On site Not billed There are 10 minutes in each charge unit And 6 charge units in each hour Name Work Code Date Description Maxwell K Smart 9082011 On site 00 102 50 Henry B Crunn 9 08 2011 On site 51 00 1275 00 Maewell K Smart 10 08 2011 On site 51 00 1402 50 Henry B Cunn 10 08 2011 On site 51 00 1275 00 EA PR ee UA The Active project panel provides a project summary of how much has been charged and how much can be charged The repeat button Turn On works in the same manner as that in the employee time sheet form Plant ledger quick entry When adding a plant ledger entry do the following e Select an existing Plant code e Select the entry date e Select the activity Once selected the description of the activity is placed in hte Description field e Modify the Description field if required Remember the description is printed as part of the invoice details if you bill to a detailed invoice e Enter the number of units e There is no need to change the Charge amount 56 lay Maintaining project ledger entries for James and Judes Code Jomse O 0 00 tobil Work on workshop air conditioning and wiring 0 00 tobil 0 00 tobill 278 80 a a or e Total chargeable 6367 87 Plant Code CONCUTTER 250mm Hitachi concrete cutter Charge rate 24 00 Cost rate 125 A Ej Not billed ONS On site cutting cable trench
16. Overhead PSL Report Preview dori la e gt amp 46 A H dose Search Results A Printed on 30 11 2009 Page 1 James Electrical Ltd Overhead Ledger Report Selected Overhead To 30 November 2009 Entry Date Units Cost Description HOL Holidays JEF Alan C Jeffery 5 08 2006 8 50 255 00 11 10 2006 25 00 800 00 Total this Employee 33 50 1055 00 JT John L Tait 24 07 2006 8 50 127 50 Time off in lieu 24 07 2006 8 50 127 50 Time off in lieu 24 07 2006 8 50 127 50 Time off in lieu 24 07 2006 8 50 127 50 Time off in lieu Total this Employee 34 00 510 00 MAX Maxwell K Smart 21 07 2006 9 00 180 00 Day off Total this Employee 9 00 180 00 Total this overhead 76 50 1745 00 Mi Page 1 of 1 90 Selected Overhead by Employee Y 1 aces a i Close ti Printed on 30 11 2009 James Electrical Ltd Page 1 Overhead Ledger Report for Training Alan C Jeffery OvhdRpt For the period to 30 November 2009 Entry Date Units Cost Description Overhead TRAIN Training 19 07 2006 08 50 255 00 19 07 2006 08 50 255 00 19 07 2006 08 50 255 00 19 07 2006 08 50 255 00 8 08 2006 08 50 255 00 Training 10 10 2006 26 00 832 00 Totals 68 50 2107 00 1 Page 1 of 1 Payments The payments report dialog is as follows Payment reports for James and Judes Enter From date To 1712 2012 EJ Selected Client I q l eo Client Code JONES Henry Jones MUA UN PU aaa
17. T Double time Cost excl G 5 T Charge excl G 5 T 0 00 0 00 3 Be careful when creating or changing existing rates Rates calculate costs and charges when a time sheet or invoice entry is made To correct time sheet entries with the wrong rates change the incorrect rates using the Change Rates option Then edit the time sheet entries that are incorrect so a new calculation occurs using the new rates 11 It is possible to change the rates Be careful with this When employee time sheet data is entered the current rate for the date of entry is used to calculate charges If that rate entry is changed the charge rates for entries made prior are not updated and will not match the new rate Find those entries Use time sheet ledger report all date to date and update them manually The Change Rates form displays rates for the employee displayed when the Change Rates button is clicked Generally cost rate is lower than charge rate charge rate should include a factor for overheads and margin Stock Stock items are used in the materials ledger They are grouped together in the work in progress report quotes estimates and the tax invoice You cannot delete an item if it is in use by any of the above To load from a supplier price list select Load from file on the inventory form Make sure you have the latest price list before going any further If you have already loaded the price list and your supplier has provided yo
18. TIKI 2 TIKI 10 Activity Code Clifford D Henry TIKI 12 TIKI 2 Total units this Employee Vehicle Employee Vehicle FORD HMVY 2 HMVY 3 HMV 3 JOHNS 2 JOHNS 2 JOHNS 1 TIKI 2 TIKI 11 TIKI 2 Ford Utility Total units this Employee Vehicle Employee Vehicle HEN Henry B Crunn HMV 2 Entries from Selected employee for selected client project Entry Date 9 Apr 2008 20 May 2009 25 May 2009 22 Feb 2007 27 Feb 2007 1 Mar 2007 5 Jun 2007 5 Jun 2007 4 Mar 2008 4 Mar 2008 17 Apr 2008 17 Apr 2008 17 Apr 2008 22 May 2009 22 May 2009 26 May 2009 22 Feb 2007 1 Mar 2007 4 Mar 2008 17 Apr 2008 James Electrical Ltd Employee Timesheet Audit Report 23 11 2006 to 30 11 2009 Units 10 00 25 00 12 00 12 00 12 00 10 00 12 00 10 00 30 00 20 00 153 0 Employee time sheet Run from the time sheet entry forms Description Maintenance related Structural stuff Structural stuff Preparation Preparation On site Working on wiring and switches Installing and testing switches and junction box Preparation Clean up Transport to from job Transport to from job Transport to from job Transport to from job Transport to from job Transport to from job Transport to from job Transport to from job Transport to from job Installation of Fujitsu air conditioning unit Includes external heatpump as Page 1 of 4 Selected time sheet Entries
19. You may print a detailed the default or summary quote Comments printed at the lower middle of the form can be included A detailed quote printed as an estimate appears as follows 76 eri a e gt Y 1D SSS Ea Close James and Judes Electrical services and sales 138 Bank Street E Whangarei 0114 Phone 09 430 7689 Henry Jones Estimate 245 SH 1 Ruakaka Estimate JONES 1 1 1 1 Printed on 17 December 2012 Estimate is valid until 16 January 2013 Rewiring of garage and sleepout Labour 25 CLIFF Labour 125 00 5 MAX Preparation 137 50 Subtotal 262 50 Materials 50 3CORE250V Three core 250 volt cable 170 13 5 FLUSHBOX Flush boxes 11 34 5 TWINPLUGFP Twin plug face plates 19 85 12 5 VR005995 240 watt u gd cable Sheilded 207 47 Subtotal 408 79 Plant items CONCUTTER Cutting driveway concrete 24 00 25 DIGGER On site 162 50 Subtotal 186 50 Plus G S T of 128 67 Total Estimate 986 46 66 Pagel of 1 The format for the quote is based on the same settings as for invoices statements To find out how to set that up look in the Invoice Format section of the Business Accounts manual Reports This section covers a selection of reports that come as standard with the software We are committed to providing a complete suite of reports It is recognised that reporting requirements change however and we need your assistance to keep the reports useful and to add others So please l
20. and Tax are calculated automatically You can only alter them by changing the hours or discount fields For a plant item the form appears as follows Select a plant item s code Enter a description of the work Enter the number of units Enter a discount if required Charge amount and Tax are calculated automatically They can only be changed by changing the units or discount fields It is important to understand the difference between using direct invoice entry versus ledger entry Direct invoice entry is to enable fast simple and accurate entry of basic information You cannot use invoices to track employee time work out the project s profit margin or track what has been done on a project if there are multiple stages If you want to do those things use the ledgers The ledgers make it possible for you to see actual costs versus charges And to calculate your margin for each project To bill an invoice click the Bill button When you have created the invoice you can examine a preview copy If you send that invoice to the client you should bill the invoice to make sure the debtors record is correct e Invoices created in invoice maintenance can be linked to client s projects All invoices created as part of a Project Management billing run are linked to a project G S T Inclusive and Exclusive The final invoice totals amount to bill and G S T are printed based on whether your G S T is inclusive or exclusive
21. any write offs This form allows adjustments to be made to project balances The default behaviour with write off adjustments is to subtract them If the adjustment is a write UP place a minus sign before the amount when entering it Select the invoice you wish to write off Click New to create a write off The following form activates Adding new write off For project JONES 2 in p JONES Henry Jones Writing off Invoice 401100067 Client Code Name Write Of Amount Entry Dite 14 12 2012 EN Writing off 201100067 Marrative OK The default value is the same as the amount of the selected invoice Click Ok The project write off form will now include a value for the write off in both the Billing Summary and the row of the relevant project 46 The Billing Summary includes all payments invoices and write offs Whether project or not To check the value of project write offs look in the Total write off column of the projects list Write offs maintenance by selected Invoice for James and Judes Billing Summary JONES Ley Billed 6 148 80 Paid 1 673 97 Written off 51 578 98 mn lt foe Jm Balance 2 895 85 Delete Project card Description Total billed Total written off b JONESZ Fix blown fuses 15463 62 1578 98 JONES 2 Installation of air conditioning unit in workshop 0 00 0 00 a Debtors Ledger select a project invoice Project Write Offs Payments Ledger Invoice No Billing Date Billed
22. as the original wrong but billed entry 2 Decrease the amount owing against an existing billed invoice and project These write offs are against specific invoices for existing projects Unlike write offs against ledger charges these write offs show on the client statement They also show in the client s work in progress report along with the other write offs The form displays all billed invoices But will only let you create write offs for project related ones To create write off for nonproject invoices carry out write offs from the Client operations form 45 Write offs maintenance by selected Invoice for James and Judes JONES Henry Jones PA O A fata Project card P JONESI JONES 2 ml Description Rewiring of garage and sleepout Fix blown fuses Debtors Ledger select a project invoice Invoice No Biling Date 201100033 24 08 2012 201100035 24 08 2012 201100044 24 08 2012 Billed 357 94 245 97 Billing Summary Billed Paid Written off 0 00 Balance 4 474 83 Total billed Total written off 30353 36 0 00 15463 62 0 00 j Project Write Offs Payments Ledger Project Invoice 201100033 b Invoice Entry Date Written OF y Payment Date Faid 12 09 2012 201100045 24 08 2012 201100046 24 08 2012 207100051 24 08 2012 201100067 14 12 2012 The form displays a billing summary Check that and the Total write offs column of the relevant project before carrying out
23. consolidated supplier orders by running the Process Orders function Enter a description of the order This helps to identify the order and the reason s for it Enter the supplier code Enter the order date The default is the day it is created The invoice created box is unchecked This is checked if the order is converted to an Invoice e The order is not Placed This status changes if you run the Order Processing function Once placed an order can no longer be changed e The order defaults to open Closed orders may not be edited Although you can delete them Once you are satisfied save the order and proceed to enter the items 21 Adding order line for order 60 Ms 1007PDL O canoes e The stock code can be obtained from the inventory or you can enter a new one If you enter a new code the description field displays New stock item Replace New stock item with the correct description When you save the item the inventory is updated with the new item e If the supplier uses a different code from the one you use enter the supplier stock code This prints on the order in place of the stock code e Optionally enter the buy price per unit This is the cost price If the item is already in stock this buy price will replace the existing buy price e Enter the retail price if it is a new item or the price has changed The retail price is also updated in the inventory e Ifthe item is a new stock item the inventory is
24. deposited Client Contacts Clients may have as many contacts as you wish By using contacts you may produce reminder notices and include the contact on invoices Clients may be corporate entities like companies As a result it is a good idea to have a record of the individuals you deal with regularly Contacts allows you to keep those records To access contact details directly activate the Contacts form from the main menu of Business Accounts Contacts can also be maintained when using the Customer maintenance form and from the customer selection list To create a new contact first create a client record Once the client record has been created you may create as many contacts as you wish Contacts can be included on invoices one per invoice and you may create reminder notices of activity to carry out 32 1 Reminders these can be printed on the date the reminder relates to Once that date is passed you need to modify the date to get a reminder to print again 2 Contact addresses these are both the client and all their contacts Providing you have included a separate address for the contact s 3 Reminders contact a list that includes contacts that have been set up to remind you of an action 4 Phone list this lists the numbers for the client and any contacts 5 Registrations maintain registration arrangements such as warranties licenses rentals 6 Registration list a list of all active registrations Use
25. e Inclusive the G S T component is included in the charges on each line The invoice 44 displays This invoice includes G S T of at the bottom e Exclusive the G S T component is not included in the charge for each line The invoice shows Plus G S T of at the bottom Deleting Invoices You can only delete invoices that have not been billed To cancel a billed invoice enter a write off against the debtor s record for that invoice Write Offs There are two types of write offs 1 Those that decrease the project ledger s chargeable amounts If you wish to carry out a balancing write off against a specific entry in a ledger enter a negative charge equal to that entry For example if an employee has entered 25 units and should only have entered 20 and the entry has been billed enter 5 units as a separate entry That decreases the next billing by the required amount These write offs show in the invoice if you include details The value of the amount written off must be allocated to either a non chargeable overhead entry Or to another project if the entry is for an employee This is particularly the case if you are exporting timesheet ledger entries to IMS Payroll Or using the timesheets to calculate the payroll Note If you are entering a balancing adjustment against either the time sheet or material ledgers make sure you use a date that will include it in the next billing Do not enter it with the same date
26. enabled When it is clicked the Previous Year Balances fields become editable To check ledger details print preview a work in progress report for each client s project If you previously decreased the amount to be billed and created a Billing carried forward amount it displays on this form This amount is automatically added to the amount to be billed unless you decide to carry it forward again or decrease it by a selected amount Follow the steps below to complete a billing run Preparation Work in progress report Generate the invoice summary or detailed Update the ledgers PADa Bill entries to this date defines which ledger entries will be billed All unbilled entries in the ledgers up to and including this date are billed That is the total chargeable is placed in the invoice generated or all ledger entries are 37 Billing project JOHNS 2 Work on workshop air conditioning and wiring Bill Entries to 19142012 E Total Chargeable Payment Due 2101 2013 lr Current Write off To charge excl 6 5 1 Withheld T D Include all ledger entries on invoice EE Calculate naan Cancel E Details 2p Details E Print Generate Generate Adjust amount to bill No change Decrease Increase To generate an invoice that includes all ledger entries leave the Include all ledger details on invoice box checked If there is a large number of ledger entries the invoice could print on mult
27. field If nothing or a non existing code is entered the report will be blank 78 Timesheet Ledger report for James and Judes _ 3 E Enter From date To 1414402 Fl Selected project JO Pre View The Selected dialog reports on the entries for a selected code that are between the selected dates Check the Enter From Date box to display and enable the from date field The default is unchecked The default To date is today s date Both date fields use a calendar to allow selection of the date range You can use the keyboard to key in a date In that case use the arrow keys to move between the symbols and to increase or decrease the day month or year If the Selected project box remains unchecked all client project entries that fit the date range will be printed If the Selected project box is ticked the client code entry field and a list of that client s projects becomes visible There must be a valid client code or uncheck the box if you want all client s projects Otherwise the report will be blank 79 Timesheet Ledger report for James and Judes Enter From date To 1710122012 Er Selected project Henry Jones Client Code JONES O UE oe Project Description Billing Stat b JONESI Rewiring of garage and sleepout Enabled E JONES Fix blown fuses Enabled JONES 2 Installation of air conditioning unit in workst Enabled Report Preview All report previews
28. for JONES a Plant item Kaa ER Bobcat digger Intemational Harvester with trench digger Activity Code On site Description To edit a plant item entry click Edit on the Plant items tab The same form activates with the entry already displayed e The plant item must already have been entered into the plant record in System Settings e Select an Activity code e Enter the description if it differs from the description of the activity Or you want it to be more descriptive than the above e Enter the number of units Cost and Charge are calculated automatically e Click Save Then Another if you wish to enter more than one Printing quotes Quotes may be selected from all quotes set up for any client s projects You may print the quote as an estimate rather than a quote In that case Quote is replaced with Estimate on the report If the summary box is checked the report prints the total of labour materials and plant entries 75 Print preview quotes estimates James and J ides Summary Use preprinted letterhead Quote estimate is cument to 15 01 2013 E F Quote a Estimate Notes comments This estimate is based on information provided by the customer Quote Estimate JONESNI 1 1 1 Rewiring of garage and sleepout A E A
29. from Professionals Inventory i Loading stock list from CAPSLAPS Inventor caw Add G 5 T to prices Includes distributor price is Suppliers Code iz rs Import F Includes lines and groups Updating price lists Price updates operate on a similar way to loading price lists Use this to replace old prices with new ones Add new items to the existing list by checking the Create new items box If you check the Create new items box highlight the invoice line not 1 and 2 that materials are printed on in customer invoices Updating the price list looks for a matching code and updates the price s This means you need to start using the new prices immediately as the old ones are replaced as soon as you run the update process This does not have any affect on existing quotes or invoices However if you edit any lines the new prices will be used unless you manually override them Some price lists are extremely large For example the Placemaker s list has over 98 000 items J A Russell s has over 100 000 So importing may seem like a good idea initially but create a headache when it comes to maintaining your inventory Of course if all you want to do is have the most complete and up to date prices then using the full list is a suitable solution Stock Take Generally you only need to carry out a stock take if you are using Retail Workshop To carry out a stock take follow the sequence e Generate a stock take list
30. invalid Project employee or Activity codes are entered the entry cannot be saved The Save button needs to be enabled For an overhead entry the form is as follows 50 Labour unit timesheet maintenance for James and Judes al Sick leave taken Active labour unit Unit code 13 12 2012 Not billed Normal time Units 48 00 Activity description Sick leave taken sa Hat Overhead F7 Charge amount 0 00 Cost amount 1680 00 2 Repeat FS a jp Materials E Copy Entries ly Add stock ES There are 10 minutes in each charge unit And 6 charge units in each hour Project Description Activity code Description Overhead Entry Date Units JAMESH 1 PREP Preparation 16 Nov 2010 TIKI TIKI TIKI P SICK STR Structural stuff 16 Nov 2010 PREP Preparation 16 Nov 2010 JAMESH 1 PREP Preparation 16 Nov 2010 PREP Preparation 16 Nov 2010 JAMESH 1 ONS On site installation 8 Aug 2011 Sick leave taken 13 Dec A012 Total billed 0 00 Total unbilled 75 40 a a foe Le Total Units 75 40 Today s Total Browsing lt j 14 December 2012 EmpTsheet Repeat off Project Card Overhead is compulsory Activity code is compulsory for project entries When a valid activity code is selected the full description of the activity is put into the activity description field this can be changed Activity codes can be used to further describe what the employee was doing on the project including s
31. is an engineering one and you think most of your income is derived from road maintenance work you can confirm this by running that report 15 Ex Maintain project management settings James and Jude a Maintenance ake MAIN Description Maintenance jobs Type Code Description AMAIN Maintenance jobs CONS Construction jobs E Cancel F5 Delete FG 3 December 2012 TACVal pas e Both fields are compulsory Code is unique and is forced to upper case Exporting to IMS Payroll partners To export timesheet entries to IMS Payroll partners do the following 1 Make sure the employee code is numeric eg 1000 Don t use their initials or first name The code must match the employee code in use in IMS Payroll Partners 2 Set up the payroll export codes These codes must match the Data Entry Codes in Payroll Partners They specify whether the entry is for normal time overtime or double time The default codes are NT OT DT These codes will be used if you don t create any export code entries Setting Payroll export codes for James and Jud Normal time ver time Double time 3 In company maintenance set the Minutes in each charge unit field Under Rates calculation This is used to convert the actual units worked into hours For example if the number of minutes in a charge unit is 30 then 10 units is 5 hours 10 times 30 divided by 60 16 lf you have already set up your employees and are
32. ndecem ome Mawnot 32 A acs lad also s tal dada or diated bas Asal A ada reall lassi 34 A ae NA ete crs cee EE peered ee See 35 POJE AIDSI ener emt E ee tn meer Ee re er aera SS 36 Client process Bimo LS ai 36 Projeen AP A ma dice 37 A ves auasaves 38 Time sheet plant and materials schedules oooonnncnnnnnnnnnnooonnccnnnnnnnnnnnoroccnnnnnnos 39 Wp atime NG ICAO AAA la mans taniaeis uavtaleanenad eet aenaaneanaees 39 WW OF KIN PROCTESS TENON renn raie E A E TATTO E 39 AdjusttAmountio BULA atone 40 IVO CES A A e E UC TR E A abner 40 Mamita IC 41 CFS AUIS ATV OL CS CCI Sees aa bale EA es 42 O O E 45 INGE FOS CE WIE OS ias 47 WTediS DEDIS ir idad ada 48 Project Transaction Led Sendra 49 Employee timesheet maintenan Ce sa 50 Prot Employee ime Shect dada 32 Copy mesnet EM A A O a E a emauans 52 Mata Ssnan e E o a E O E E 53 REPETIDO ENTES SA AA AAA OE AE 54 Timesheet Quick EX e elo 55 Plantle deer quick calida a ais S6 Client Time Siec My acetate sate sacar Stace A avin clachea awene N ete eanes 57 SWIC He GIA TO CCU Gasna E eee inlanteneadets 59 Employee Time sheet entry simplitied asa 60 Employee Time Sheet Pep Ors da 62 MEE ES ee Ee ene ee ee ae Le eee Ee AS 63 Materials cdo cai 63 Materials OUK ENUY ra coordina 65 Plant ISAS sr mamtenadce iaa 66 AG ORIEL SET re Se Ne ree OE Sree ee eee 68 Client QUOTES ESME S art 70 Labolsa T2 Material Sissis seo e A A ee 73 Prat Henson 75 Panun o ao united 75 A eee ene Moe
33. new invoice Inventory Inventory items are used in the materials ledger They are grouped together in the work in progress report quotes estimates and invoices You cannot delete a code if it is in use on any of the above Inventory items can be created on the fly while you are operating on the materials ledger To do so activate the stock code selection list and click the New button e Bar codes are optional If you have them you can use them To use this as the stock code click the arrow button to copy it to the Code PLU field If you want to print bar codes make sure the format complies with the EAN13 standard For example 00001234 should be 1000000001234 The bar code must start with a number other than 0 You can still place the shorter code in the code field e If the supplier has a stock code that differs from the bar code or your item code enter it into the Suppliers stock code field If there is a code here it is used when creating supplier stock orders You can still select the item using your own code but the supplier stock code is what will print on the order form e If you have set up a full stock configuration including lines and groups select the relevant line and group e Enter a description of the item This helps to identify the item on selection lists and reports e Supplier is optional If the item was loaded from a supplier price list there must be a code here Do not remove that code if you intend to update pric
34. project although they are related to a client However you can link them to a project In that case you can include plant and labour charges on the invoice e Project related invoices are generated during the billing process or they can be produced directly in the invoice form by selecting a project in the Purchase order field It then switches to Project If you update the ledgers those invoices have a status of billed This means they cannot be altered or deleted Invoices can be printed at any time You may add a comment to each invoice that ranges from Have a happy day to This account is now over due please pay by 20 May 2012 40 You can clone an existing invoice and set up invoices as recurring Use cloning if there is a need to produce a few copies of the same invoice Use recurring invoices if there is a need to produce the same invoice details over an extended period of time Maintaining Invoices To create a one off invoice complete a two step process 1 Create the invoice header This consists of the due date invoice number created automatically a purchase order if the invoice is not for a project project code if it is and a brief description optional but highly recommended Save the header to create the details 2 Then create the details If the invoice was generated from Project Management ledger entries but has not been billed do not change the Billing Date That is used to find which ledger entries
35. separate project groups eg Floor sanding painting house valet and do not share costs and income between them then set up a department for each Create the Key Codes stock labour and plant As well as activities and work types which are optional unless you intend to use the ledgers If you intend to export employee time sheet ledger entries to IMS Payroll Partners set up the payroll interface The codes must match those you use in the payroll software Answer the following questions before starting the set up Your company Description Name This is printed at the top of reports invoices etc G S T Set up Is G S T is to be inclusive or exclusive on invoices Client Billing Do you intend to bill clients if they owe above a certain amount Set the number of the first invoice Number of minutes in a charging unit Converts charging units into number of minutes and hours If one unit is 6 minutes then enter 6 Required to produce employee time sheets with hour worked and export employee ledger entries to IMS Payroll Project Budgets Do you want to be warned when a project s charges get within a certain percentage of a quote or estimate This determines when the warning appears on the client s WIP and balances inquiry forms Running the start up wizard When you first start Project Management the set up wizard runs Accept the license agreement to run the installation procedures The wizard requires the order of set up as
36. the selected period by project and material code 83 Report Preview Aca ED n e e gt ml gt Y 18468 El Ghose ThumbNails Search Results A Printed on 30 11 2009 James Electrical Ltd Page No 1 Materials Ledger Report selected Client s Job card To 30 November 2009 Entry Date Units Cost Charge TIKI 2 Maintenance on hall air conditioning 1002021 100 X 50 RAD NO1 H1 2 PG 1 March 2007 120 00 0 00 357 33 Billed Total this item 0 00 357 33 14045RSGH1P 140 X45 RAD MSG8 STRESS GRADED LOSP H1 2 9 February 2007 350 00 3209 50 2852 89 Billed Total this item 3209 50 2852 89 620WHTB 20B WHTPDL BASEONLY WHITE STRAIGHT 1 9 February 2007 10 00 182 90 216 80 Billed Total this item 182 90 216 80 7035RSGH1PCB 70 X35 RAD LOSP H1 PLUS CEIL BATTEN 9 February 2007 300 00 885 00 786 67 Billed Total this item 885 00 786 67 7045RSGH1P 70 X45 RAD MSG8 STRESS GRADED LOSP H1 2 4 March 2008 200 00 918 00 816 00 Billed Total this item 918 00 816 00 PPGARCB312 312 RONDO CEIL BATTEN JOINER 9 February 2007 500 00 490 00 435 56 Billed Total this item 490 00 435 56 Total this job 5685 40 5465 25 Page 1 of 1 Selected Materials Items by Code and Client project The dialog for this report is as follows The report is as follows Report Preview OB 13 oi e ees E A os Printed on 30 11 2009 James Electrical Ltd Page 1 Materials Ledger Report selected Item all Clients To 30 11 2009 Entry Date Cost Charge 1002021
37. to bill If it is changed the ledger entries that match the new date will be found and billed when you bill the invoice But the invoice total will no longer match the billed values from the ledgers Which was based on the old date e The invoice number is automatically allocated You can change the form this takes in Company Maintenance e Enter select the project if you intend to bill using invoices rather than the ledger billing process e Payment due by date defaults to the twentieth of the following month This can be changed e The Billing date defaults to the current date If the invoice has been generated using the Project Management billing process do not change this date if the invoice has not been billed e Enter a description of the invoice While not compulsory the description makes it easier to identify the invoice in a pick list e Save the invoice header The details section will display 41 Not billed WOR 2A012 F TG E Fix blown fuses F1 Help Unit of Measure Discount Browsing Invoices 13 December 2012 CBBilllnv pas Creating invoice details An invoice must include at least one line The details section allows a high degree of freedom in entering records If the invoice is for a project the details form appears as follows 42 Invoice details maintenan and Jude General and stock e Lines don t need to be for stock items You can create one off general lines To do so leave Stock Cod
38. updated when you save it If it is not a new item and you are entering stock fulfilment the number of items in stock is changed Buy and retail price are updated and the number of items on order also Creating Supplier Invoices To create an invoice from an order you need to enter the supplier s invoice number The date received defaults to the current day Change that if it is not correct To create an invoice from the order click the Invoice button The following form activates 22 p Creating invoice for order 200 70000 Supplier s invoice number 2336108 Mew invoice Date received 1212 2012 Date payment due 1 01 2013 Joumal Account 200 Goods purchases Save Ext Enter the supplier s invoice number Date received defaults to the current day Date payment due defaults to 20 days from the current date Select the relevant journal account for the invoice Once you have entered the correct data click save The order will now display a status of Invoiced Once you have created an invoice you cannot create another one for the same order If the supplier invoices you more than once for the same order you need to create an order for each invoice Or create the supplier invoices entirely separate from the order The supplier invoice is created with one line Consisting of the total of all lines entered into the order If the supplier is also billing you for freight add that as a separate line to the
39. 0 Clean up lt Page 1 of 5 All Employees and selected Client s projects Select this report by clicking the All time sheets button on the reports form This report is grouped into work types Report Preview Bog dori e e os Y 0 S366 GB H dhs Thumbiails Search Results E b gt i Page 1 SelTSCli Printed on 30 11 2009 James Electrical Ltd Timesheet Ledger Report selected Job all employee vehicle entries To 30 11 2009 Entry Date Cost Charge Description Work on new house On site JEF Alan C Jeffery 1 Sep 2006 490 00 570 00 On site 2 Sep 200 480 00 570 00 On site 3 Sep 200 480 00 570 00 On site 4 Sep 200 272 00 323 00 On site 5 Sep 200 448 00 532 00 On site 6 Sep 2006 448 00 532 00 On site Maxwell K Smart 1 Sep 2006 280 00 385 00 On site 2 Sep 200 310 00 426 25 On site 3 Sep 200 290 00 398 75 On site 4 Sep 200 253 00 347 88 On site 6 Sep 200 240 00 330 00 On site Total this activity 3981 00 4984 88 PREP Preparation JEF Alan C Jeffery 30 Aug 2006 400 00 Not billed Preparation MAX Maxwell K Smart 31 Aug 2006 240 00 Not billed Preparation Total this activity 640 00 TRANS Transport to from job FORD Ford Utility 6 Sep 2006 Not billed On site TOY Toyota HiLux 31 Aug 2006 Not billed Transport to from job 1 Sep 2006 Not billed 2 Sep 2006 Not billed 3 Sep 2006 Not billed Page 1 of 2 82 Materials ledger Reports Materials ledger audit All mate
40. 1 Rewiring of garage a Wiring related work 16 Nov 2010 9 00 HOL Overhead Holidays 14 Dec 2012 48 00 HOL Overhead Holidays ay 13 Dec 2012 48 00 E Total billed 0 00 Total unbilled 115 00 ra lt 4 m Total Unite 115 00 Today s Total 48 00 Browsing 14 December 2012 EmpTsheet Repeat On JONESI WIR 16 11 2010 e If repeat is on clicking Turn Off turns it off and changes the bottom right panel to Repeat off The contents that are repeated display in the status bar at the bottom of the form In the above example the contents are JONES 1 WIR and 16 11 2010 Time sheet Quick Entry Quick entry allows the user to enter time sheets plant items and materials against a single project using the same form Start this form by clicking Quick Entry in Company or Project Operations Quick entry allows you to carry out most operations on an existing project including billing and running a work in progress report To maintain Time sheet entries make sure the tab labelled Labour is on top Likewise when maintaining plant or materials ledgers When using Quick entry you may not enter overheads as the entries must be for a selected client s project 55 EX Maintaining project ledger entries for James and Judes Active project Code JOHNS 2 000 tohbill Work on workshop air conditioning and wiring 0 00 tobil 0 00 tobil 278 90 ta lt fe Total chargeable 6367 87 Pt Labour unit MAA Maowell
41. 10 minutes in each charge unit And 6 charge units in each hour Project Description Activity code Description Overhead Entry Date Units JAMESH 1 PREP Preparation 16 Nov 2010 KI STR Structural stuff 16 Nov 2010 IKM PREF Preparation 16 Nov 2010 AMESH 1 PREP Preparation 16 Nov 2010 IKZ PREP Preparation 16 Nov 2010 JAMESH 1 ONS On site installation 8 Aug 2011 SICK Sick leave taken 13 Dec 2012 Total billed 0 00 Total unbilled 75 40 a a foe Le Total Units 75 40 Today s Total 14 December 2012 EmpTsheet Repeat off There must be a valid active employee in the Active labour unit panel The full name of the employee displays in the Active labour unit panel as well as all entries in the timesheet ledger for that employee If the employee has been deactivated their entries display but cannot be changed or deleted To assist with calculating the number of units to enter if employees provide their timesheet in hours the number of minutes in each unit and units in an hour display in red below the main control buttons This calculation is based on the rate calculation entered in Company Control The edit panel in the upper left displays the selected entry e To add an entry click the Add Project F2 if for a project Overhead F7 if for an overhead nonchargeable entry e Clicking the Edit F3 button enables editing of the currently highlighted entry Only unbilled entries may be edited e If
42. 11 James Electrical Ltd Plant charges le dger Report selected plant item all projects Entries to 25 August 2011 Entry Date Units Cost Charge Description CONCUTTER 250mm Hitachi concrete cutter JAMESH 1 Rewiring of garage and installation of security system ONS i 8 Aug 2011 1 50 18 75 Not billed On site cutting cable trench Total this activity 18 76 Total this project 18 75 JOHNS 2 Work on workshop air conditioning and wiring ONS i 4 Aug 2011 2 50 27 17 Not billed On site cutting cable trench Total this activity 27 17 Total this project TIKI 2 Maintenance on hall air conditioning ONS On site 8 Aug 2011 2 50 a y Not billed On site cutting trench for cable Total this activity Total this project Total this plant item Es Page 1 of 1 This report is grouped by projects Plant ledger entries selected by activity Use this report to find out if plant is being used for the reasons you obtained it in the first place And how much use it gets The report dialog is as follows Generate plant ledger report by plant item and activity cc E Enter From date To 1712 2012 Br by selected plant item This will produce a report for all plant items with entries to the date shown 88 The report is as follows Report Preview CE fei E s a e Y 1038s5s0xu El s HLT 7 Printed on 25 08 2011 3 James Electrical Ltd Plant Ledger Report all plant items by act
43. 13 12 2012 13 12 2012 15 12 2012 15124012 Rewiring of workshop Rewiring of workshop Security lighting sy Twin plug face plate Rush boxes 1312 2012 13 14 2012 JJM 1 TWINPLUGFP FLUSHBOX Adding data 15 December 2012 DielPerm pas Repeat is off e Select enter a project code e Select an existing stock code from the selection list Or enter the code if you know it e The default Entry date is the current day Change that if required e f you are providing a discount enter the percentage of the discount into the Discount field e If adding a special markup then enter the markup percent into the Markup field e When a valid stock item s code has been selected the default unit price is retail If buy or trade price have been entered into the inventory you can switch to whichever is prefered by checking the relevant button in the Charge calculation section If you want to apply a manual price check Manual e When a stock item has been selected G S T is removed from the Charge amount This is to ensure real unit cost is included in the ledger This means all stock items must include G S T in their Buy Trade and Retail prices when created in the inventory or imported from your supplier s price list When invoices are generated G S T is added back The grid display is in the order the entries were made and includes all ledger entries Because the form is likely to display a large number of transactions you can search by entry da
44. 50 00 ose 68 O Job Card HMW3 Replacing electrical wiring in computer room Client Balances Work in Progress 00 Charge minus Cost 250 00 Total Balance 1 150 00 Total Due 00 Client Balance 1 150 00 Job Card JAMESH 1 Rewiring of garage and installation of security system Client Balances Work in Progress 1 499 91 Charge minus Cost 864 66 Total Balance 1 617 16 Total Due 5 00 Client Balance 1 617 16 Job Card JAMESH2 Replace wiring in workshop Client Balances Work in Progress 00 Charge minus Cost 00 Page 1 of 2 Troubleshooting Record is locked by another user Someone has used the Windows shut down program to exit from the software while they were editing or adding a record This results in the record staying open and the database thinks the user is still editing it You need to either find out who the user is and get them to log off the network completely this will close all their network connections or if you cannot find the user get everyone to log off While the record is locked it is possible a backup of the database will fail The longer the record is locked the greater the chance of the database becoming corrupted cannot get the reports to include entries between dates All reports use a date range that includes the date s selected So if you want to exclude a date you must enter a date either immediately before or after that date If you wan
45. Delete F6 2 50 Charge 7 87 A Cancel F5 Description Entry Date 250mm Hitachi concre 4 08 2011 Bobcat digger Inte 4 06 2011 Flatbed truck to tra 12 08 2011 14 December 2012 Repeat off Client Time sheet Entry This form provides for the entry of time sheets by client projects Deleting or editing billed entries is not permitted The form s behaviour is similar to the other time sheet forms You may not enter overhead codes using this form In addition you may switch an existing entry from one project to another if you realise the entry is for the wrong project The full name of the client and their entries in the ledger are displayed If the selected client has any time sheet entries the edit panel displays the current entry e Make sure the correct client displays in the Active Client panel Only the projects of that client have entries made for them e To add a record click the Add F2 button e Clicking the Edit F3 button enables editing of the current record Only unbilled entries may be edited e f invalid project Card employee or Activity codes are entered the data cannot be saved The Save button needs to be enabled e Use the Switch Client project button to switch an existing non billed entry to another Client 57 Client s timesheet entries for James and Judas Labour entry Active C
46. Labels button with the bar code on it The following form activates 25 Select printer to print bar code a n select printer Microsoft XPS Document Writer Current default printer is DEVELOPADMIN Brother HL 2040 series Printer O Brother QL series Zebra LP series Dymo 400 series Label size o 11354 32 57mm 99012 36 89mm soea F2 The sizes provided allows you to produce both product and display labels Product labels can be placed directly onto the item if your price differs from RRP Display labels can be put onto the shelf edges or price cards e Click Select or press F2 to update the default printer setting The example above has been switched to a Dymo 400 series e Check the printer the labels are for e Check the button for the relevant sized label e To print a single label click Print F7 e To preview and possibly print multiple labels click Preview F8 If you wish to print multiple copies select the Preview option and click the printer icon with the green wrench across it on the toolbar at the top Then set the number you wish to print A4 Price label sheets To print these labels first generate the required number of labels to print for each stock item Check the Generate price label box on the inventory maintenance form The following form activates setting labels to print for 1200001000439 Number of labels to print for this item Save
47. Paid Project a Invoice Entry Date Written OF Invoice Payment Date Paid 201100033 24 08 2012 845 97 245 9 201100067 14 12 2012 1578 9 201100033 12 09 2012 i 201100035 24 08 2012 1 14201100051 201100044 24 08 2012 201100045 24 08 2012 201100046 24 08 2012 201100051 24 08 2012 J J 201100067 14 12 2012 578 98 IA Henry Jones The default behaviour with write offs is to subtract them If the adjustment is a write UP place a minus sign before the amount when you are entering it Write offs and detailed project invoices An credit line is added to the invoice And the balance to pay decreased accordingly Write offs and summary invoices The write off first decreases the timesheet ledger chargeable balance If the write off value exceeds the total balance of the timesheet ledger the materials ledger balance is then decreased by the amount left over Non Project write offs Non project write offs must also be against a specific billed invoice Create them from the Client Operations form Note this form links to clients rather than their projects Project write offs display on the list They may not be modified as this form has no links to projects It is designed to work when Project Management has not been installed The form is as follows 47 Write offs maintenance for James and ae Curent Write off Client Code EY Invoice 201100003 ae 42569 Dae 712202 B Refuses to pay got the items back 3 5 7 imputation has no
48. Professional Systems Project Management Version 6 0 User Manual Copyright Professional Systems Ltd 1986 2013 A A 3 AS A on AEE I AE I ne en I E E E S E ne eee ae 3 GTO TINS 9S LAR LCC cae hee actu etal tii ile a a a 4 Setting up Professionals Project Management ooocccnccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonoss 4 Runtiis thestar UP WIZ A E E eas ETER 4 Projects QO CPAlOMS diia 4 Financial SUMMA Ys ies sa yscp tects iaa 5 Company SOLU ieee Asi tactte o do a e OO 6 EA E 0 A tins alae E o II wees 6 Chen oiling SC UD E E A 7 Rae cala ds PHOJE CUI O pete E e do 7 DEPARA 8 A ticna ad atten tate O tne tanta sa etic setae aegis ener te 8 UE il AA eS Oe nN rr aU re E E Ne A E E 9 Employs Maintemane sesia a aia E eae 9 Charec and Cost Rai A A EO Li 10 SOC Korene aa aa a a ce 12 SUIS AGS eanna a ds e eae 13 PRC TANI OS A cu 14 Work Type Odessa A tai 15 Exporting to IMS Payroll paras sa iia rigind 16 STOCK ake Sasa ahha aaa sy sha Saas E a aaas 17 LOCK COMMS UE AMOM ta ai 17 STOCK INS and SOUS si ada 18 DUPDHCr SOCK USES ii cda 20 Creatine Supplier A Gate eeee wader naare oceeenaepvasentaartecees 22 VEMO Seere ele neon tarasne E E E 23 PGP PMN EE E E E E A E E T E E E 24 Loading Pree VSS eenn a N T T ee ase 2 Up ATS Pico MIG i Seriei TA ETE N 28 SOCK LAKO dt a e 28 OCE A he laste de ae este ara cake sting Rasen date 30 Ver GIVI tenacidad dean 30 Sedrohine FOF CHCM S iia 31 Delhi E E E ii 32 Chen rO AC A ciara a E
49. This tells you what projects an employee worked on during the selected period You can select a specific project for the employee The report is grouped by project and work type within that project 81 Report Preview Elx o A W gt Y UEF 46 ce q EJ dose Printed on 30 11 2009 James Electrical Ltd Timesheet ledger Report selected Employee Vehicle all Jobs Entries to 30 November 2009 Entry Date Units Cost Charge Description Maxw ell K Smart HEB 1 Work on new house ONS On site 1 Sep 2006 280 0 385 00 Not billed On site 2 Sep 2006 310 0 426 25 Not billed On site 3 Sep 2006 290 0 398 75 Not billed On site 4 Sep 2006 263 0 347 88 Not billed On site 6 Sep 2006 240 0 330 00 Not billed On site Total this activity 1373 0 1887 88 PREP Preparation 31 Aug 2006 240 00 330 00 Not billed Preparation Total this activity 240 00 330 00 Total this job 1613 00 2217 88 Hours HEB 2 Under grounding electricity along driveway PREP Preparation 10 Apr 2007 1 83 91 67 Not billed Preparation Total this activity 91 67 Total this job 91 67 Hours 0 18 HMV 3 Replacing electrical wiring in computer room ON On site 17 Apr 2008 20 00 400 00 Billed Measured cable run drilled and prepared new lines and removed old ones Replaced flush boxes and rand new cables Connected cables to fuse board Total this activity 400 00 Total thisjob 400 00 JML 1 New wiring in garage including submain CLEAN Clean up 18 Oct 2006 2 0
50. about using Professionals Project Management The same information is available by pressing the F1 key while running the software The information in this manual explains how to carry Project Management using the ledgers If the projects you carry out at this date are relatively simple there is no point in using this manual unless you intend to generate payroll information In that case all the information you need is in the Business Accounts manual However if you intend to enter labour and plant usage into project invoices you need to read the section on setting up the Key Codes Installation 1 Place the CD in the CD drive Installation should start immediately 2 If installation does not start automatically using Explorer right click the Start button at the bottom left of the screen go to the CD double click Setup exe and accept everything that is make no changes to the set up and finally click Install 3 When the installation is finished double click the Professionals Project Management button to start the software 1 Getting Started Setting up Professionals Project Management Project Management has to be set up in a particular order as follows 1 2 Set up at least one company This will generally be the only one you need If you intend to use more set them all up at once Departments are optional If you wish to set up any complete them all and for each company previously created If you want to report on
51. al billed fl Ledgers maintenance 126773 Paid UL Project writeofts 114 13 Outstanding p 786 70 Project settings Cy Company Control S Project reports Key operations such as company department s and projects maintenance can be carried out from this form Activate other forms that relate to client operations such as client billing credits debits and write offs invoices only from here If you click Ledgers maintenance the form appears as follows Name James and Judes Description The restaurant at the end of the universe Date Range Charges and Recoveries Calculation Transactions between 1 04 2011 By ag 1 12 2012 Br F1 Help Transactions summary between 1 April 2011 and 3 December 2012 m Professionals Projects Control Centre James an gt Maintain client receipts Labour charges 5980 00 Client Totals an 4007 50 Total billed e E neue z 786 70 Fron saas o i y Note the seven buttons above Maintain Client receipts To reactivate the non ledger buttons click Back to control The ledgers maintenance buttons disappear and the normal buttons are reactivated Click the relevant buttons to carry out ledger maintenance You don t need to enter transactions into the ledgers if you don t need that level of details Instead you can add project transactions directly to invoices Financial
52. automatically create numeric client codes in Company Control the number is allocated e Last or company name does not have to be unique Compulsory Long customer names can be accommodated by entering them across all three name fields The entire name is printed on invoices etc e Postal Address can be different from the physical address Some businesses need both addresses as the work may be carried out at a different place You must enter a postal address because it is used on invoices quotes statements etc When setting up projects the physical address is used as the address of the project e Leave last project card as the default or increase it to the number that matches the actual number for the client s projects This may be letters eg A aa AA e If you intend to email invoices quotes or statements to the client include their email address If running Retail Workshop you can set up customer specific purchase facilities These include discounts including special discounts for stock groups whether the client is a cash only or invoice customer and whether they have a loyalty card To do so click Sales Once the client has been created you can add contacts Contacts once set up can be included on invoices and project cards In addition you may set up reminders for specific contacts Searching for clients If you enter a 5 in the code search field the form displays the first client whose code begins with 5 Use the scroll ar
53. can be used to generate employee timesheet audit reports for all employees It operates in the same manner as the Time sheet ledger form You may enter entries for projects cards and overheads You may not create materials ledger entries from this form Nor copy entries 60 Maintaining labour unit timesheets for James and Judes as ee r Rewiring of garage and installation of security a j i des lak a stem Erre my Project aid St Code ELIFF Clifford D Henry Activity PREF Preparation Date cda Not billed Rate Normal time Units 2 zz gt Lob Activity description Preparation Add project F2 E Overhead F7 Save F4 Charge amount 125 00 Cost mt E aaa sem 2 Repeat F8 Cancel F5 There are 10 minutes in each charge unit And 6 charge units in each hour Project Overhead Description Activity Code Description Overhead Description Date Units Charge Amount Cost Amount Pp JAMESH1 Rewiring of garage a PREP Preparation 16 11 2010 2 50 125 00 87 50 TIK Maintenance on hall STR Structural stuff 16 11 2010 2 90 145 00 101 50 TIKI Maintenance on hall PREP Preparation 16 11 2010 3 00 150 00 105 00 JAMESH 1 Rewiring of garage a PREP Preparation 16 11 2010 400 200 00 140 00 TIKS Maintenance on hall PREP Preparation 16 11 2010 2 50 125 00 87 50 JAMESH 1 Rewiring of garage ONS On site 6 08 2011 12 50 625 00 437 50 e Project Overhead is compulsory e Activity code is compulsory When a valid activity code is sele
54. codes you use comply with the EAN13 standard For them to do so first create your own user company number 2 digits that you use all the time as the first two digits in the codes and then unique numbers of 7 characters and then three digit numbers as the suffix Then go to here to generate the check digit http www gs1nz org check_digit php To help find the site again place it into your bookmarks in your browser Using bar codes and the labels allows you and your staff to find the relevant project by using a scanner To help do this either put a label onto each project s key documentation or job sheet Project searches are carried out using either the unique project code or bar code Client projects Billing Ledgers Projects can be billed in two ways 1 From invoice billing Materials plant and labour can be added to invoice details when an invoice is linked to a project In that case adding or editing details displays three tabs General labour plant Other wise the invoice is identical to non project invoices 2 From the ledger billing process Use this process if you need to keep detailed information about employee time sheets and wish to track the actual margins on projects 36 The following describes running the ledgers billing process Projects Billing This form provides the information required to decide whether there are sufficient transactions in the ledgers to bill the client s project This assumes you are using t
55. cted the full description of that activity appears in the Description of Work this can be changed Activity codes can be used to further describe what the employee was doing on the project including project stages e Enter the Date This defaults to the current date e Select the rate e Units must be non zero In all other respects this form operates in the same manner as the other employee time sheet form With the exception that you may not enter materials ledger entries for the selected project 61 Employee Time sheet reports The single employee time sheet audit report includes entries between the selected dates for the employee currently active on the time sheet maintenance form Start this from either of the employee time sheet maintenance forms The following form activates Generate Employee Timesheet Clifford D Henry ae 30 11 2012 14 12 2012 This report includes the number of hours the employee has worked between the selected dates e e gt Y 1 SB SBe Close Printed on 14 12 2012 James and Judes Page No 1 Timesheet running for Alan C Jeffery The period 30 10 2010 to 14 12 2012 Job Card Overhead Activity Code Entry Date Units Description HOL Holiday s 13 Dec 2012 48 00 Holidays HOL Holiday s 14 Dec 2012 48 00 Holiday s JONES WIR 16 Nov 2010 10 00 Wiring related work JONES 1 WIR 16 Nov 2010 9 00 Wiring related work Total units this employ ee 115 00 94 Pagel of 1
56. d to calculate the hours worked on employee time sheet reports For example if you charge by the Y hour then enter 30 Once a company has been set up it may not be deleted if the system is being used You can create more than one company If you wish to complete the set up for each one in turn before going onto the next Once a company is set up you can access its related data when you activate it on start up If you intend to generate detailed invoice statements from Project Management fill in the company details Description is not necessary If it is filled in it prints as part of the banner on invoices The company name is also printed at the top of reports e Email web site is optional and prints on invoices quotes and statements If you enter your email address here it is used when emailing documents to clients and suppliers G S T Setup e G S T Set up needs to be completed because it is used to calculate the total value of each invoice The G S T number is printed on the tax invoice e f your company is registered for G S T check the Registered box e Select the G S T accounting basis you are using This switch has practical effect if you are using Business Accounts e The G S T Percent field must be filled in This is necessary if you use Business Accounts to calculate your GST imputation and for calculating G S T on invoices and payments e f GST is inclusive on invoices uncheck the Exclusive box pr Pro
57. d transaction enter it into miscellaneous cash transactions Client Quotes Estimates To create a quote create a client and project If you prefer to enter one off quotes without a project use the Quick quotes option from the Operations form Project quotes allow you to set up standard quotes copy them to other projects and convert them into ledger entries for billing Create the quote and edit the description from the summary tab The quote code is created automatically and cannot be changed You may create multiple quotes for each project Completing a client s project quote consists of four sections 1 Labour 2 Materials 3 Plant 4 Printing You may update the time sheet plant and materials ledgers and projects budget the total value of the quote from this form lf you have created a library of standard quotes using a dummy client and projects you may update existing client s projects with any one of those quotes Click the Copy to Client button 70 The Post to Ledgers button allows the creation of time sheet materials and plant ledger entries that match the quote All ledger entries created this way have the same date as the date the quote was created This may not match the date the work was carried out To modify the date you need to open the ledgers for the job the quote is for Use Quick entries and modify the dates lf you are using Project Management to help calculate your payroll this may not be a good i
58. dea because the quote was probably put together based on total hours worked Not when that work was carried out If you have linked the selected stock items to suppliers you can create stock orders for the quote The items may be sourced from multiple suppliers In that case an order is created for each supplier s stock items included in the quote The description of orders created in this way begins Order for Quote Then the quote code and client s project code To create quotes for projects you must have set up the required employees and plant items The materials tab only uses stock items You may not include non stock items as you can with invoices and non project quotes En Maintain quotes estimates for James and Judes O Tn Active Client and project Estimates Quote s for OHNS A JOHNS ES Update Estimate Copy to Client gt Transfer to Client Plant charges Total Estimate Quote Eo Build stock order Quote for maintainence PEL To enter quote details click on the relevant tab and then either New or Edit The above is a new quote and therefore the charges amounts are zero These total are updated as you add or later details in the tabs To change the quote description click Edit The following form activates 71 Adding quote estimate for JO INS Description Quote for maintainence Eam Er e Enter a description for the quote This is printed on the
59. described above If you don t complete the current stage the wizard does not allow you to proceed further If you exit the wizard before completing the set up you can complete it from Project Settings Activate from the Project Operations form Projects Operations This form enables you to carry out project operations and obtain an overview of the active company s situation Access it from the Company operations form click Project Management If the company has any departments a list displays All clients and their associated projects are listed A panel displays an up to date summary of the financial situation based on the details entered into the timesheet materials and plant ledgers You can change the beginning and end period dates for the summary Whatever dates are there when you close the form display the next time it is opened If you don t use the ledgers there no point using this form as you can carry out all non ledger projects related maintenance from the Company Operations form James and Judes En Client maintenance Description The restaurant at the end of the universe 28 Maintain projects Date Range Charges and Recoveries Calculation Transactions between 1 04 2011 Br ang 3 12 2012 Dv F1 Help Bill clients from ledgers Transactions summary between 1 April 2011 and 3 December 2012 Maintain client receipts Labour charges 5980 00 Client Totals UU 7 4007 50 Tot
60. ds by employee 0 Employees by overhead Enter From date 1712 22 fr 89 The report with overheads grouped by employee is as follows PSU Report Preview dori e gt Search Results Close Printed on 30 11 2009 Entry Date Units JEF Alan C Jeffery Overhead HOL Holidays 5 08 2006 8 50 11 10 2006 25 00 Total this Overhead 33 50 Overhead OFF Office operations 1 07 2006 0 24 Total this Overhead 0 24 Overhead SICK Sick leave taken 23 07 2006 8 50 23 07 2006 8 50 23 07 2006 8 50 23 07 2006 8 50 8 10 2006 25 00 Total this Overhead 59 00 Overhead TRAIN Training 19 07 2006 8 50 19 07 2006 8 50 19 07 2006 8 50 19 07 2006 8 50 8 08 2006 8 50 10 10 2006 26 00 Total this Overhead 68 50 Total this Employee 161 24 JT John L Tait Overhead HOL Holidays 24 07 2006 8 50 24 07 2006 8 50 24 07 2006 8 50 24 07 2006 8 50 Total this Overhead 34 00 Overhead OFF Office operations 8 08 2006 5 00 James Electrical Ltd Overhead Ledger Report Overheads by Employee To 30 11 2009 Cost 255 00 800 00 1055 00 7 20 7 20 255 00 255 00 255 00 255 00 800 00 1820 00 255 00 255 00 255 00 255 00 255 00 832 00 2107 00 4989 20 127 50 127 50 127 50 127 50 510 00 75 00 AllOvhRpt Description Training Time off in lieu Time off in lieu Time off in lieu Time off in lieu paper work Page No 1 ES Page 1 of 2 Selected
61. e clear e If the item is stock you must enter the No of units e Charge and Tax are calculated automatically If the item isn t in stock you can enter a unit price If you enter the No of units Otherwise you can leave No of units blank and only need to enter an amount into the Charge field When adding details you may enter data in one tab only You may not enter details in all three Only the data in the active tab is saved The General and Stock tab behaves the same as for the non project details To enter anything into the Labour and plant tabs you must have created employees and plant items If you haven t those two tabs are disabled You can enter labour and plant as non stock items in the General and stock tab If the detail line is for a labour item clicking Edit results in the Labour tab being active Or switch to the Labour tab is adding a labour entry As below e Select an existing employee e Select the rate The default is normal time You can include overtime and double time if they have been included as part of the employee s settings Labour charges entered here 43 cannot be included as part of the employee timesheet Because the date the work is carried out is not captured e Enter the number of hours worked This must in whole hours and fractions in decimals of an hour For example 15 minutes is 25 10 minutes is 16 e Enter a description of the work e Enter a discount percent if required e Charge amount
62. e default type is credit The credit debit note must link to an existing invoice e Enter the date of the credit debit If using the Invoice accounting basis this date is used to work out when the credit debit is included in the G S T imputation run e Enter the amount It must include G S T as it decreases the total value of the invoice Enter a description This can be used to identify the reason for the credit debit Project Transaction Ledgers Project Management does not require that you enter anything in the ledgers to bill projects However if you wish to track what work has been done on projects for example if comparing a quote with actuals and if using a payroll system you will probably find using them beneficial Other wise use the invoices to charge client projects Once a ledger entry has been billed it cannot be removed or edited Activate ledger maintenance by clicking Ledgers Maintenance on the Project Operations form The form will then appear as follows fe Professionals Projects Control Centre James and Jud Maintain Employee timesheets Name Name James and Judes i George Harison Employee timesheets simple Description The restaurant at the end of the universe mabel h henry Alan Cotter Client charge sheets switch Arthur McMahan Date Range Charges and Recoveries Calculation George M Clout Materials Ledger all projects Bob Wayne Transactionsbetween 1 04 2011 Ev lang
63. e number entered must be 10 That means that 6 5 units are converted into 1 hour and 5 minutes This value is also used to convert timesheet ledger entries into hours so they can be exported to IMS Payroll Partners Project Budgeting e Project Budgeting enables a warning to be generated if charges reach a set percentage of any estimates or quotes The warning displays on the client s work in progress inquiry screen if charges exceed or equal the percentage of the budget that is defined here e For the warning to display check the Enable box e Enter a minimum and maximum amount The minimum can be 0 if you wish to have the warning apply to any client project with a budget e Enter the percentage This amount sets the point at which the warning displays on the client work in progress form when the balance in the time sheet and materials ledgers equal or exceed that figure Departments Departments are optional If you want to report profit and loss by divisions for example workshop projects outside contracts then set up a department for each Employees vehicle s and materials charges can be allocated across departments Profit and loss is based on income and expense transactions Code and Name 15M James Electrical Enable G 5 7 for this department Managers Name Postal Address Postal Code Signatury Phone e A department code is required If you enter a department name it displays at the top of departmental r
64. ed Supplier Stock Orders Use stock orders to place orders with suppliers using the existing stock inventory and to update the inventory You can e mail stock orders to suppliers Before using stock orders enter your customer number code against the relevant supplier s in Stock Configuration The number is included on any stock orders you create To create stock orders select the supplier Include a description of the order if you wish to For example if the order is for a particular project If a new item is ordered that item is also automatically created in the inventory when the line is saved Stock orders can be generated from the project quote form for all stock items in the quote To do that make sure all the inventory items are linked to the relevant supplier and that you have included your customer number code for each supplier in the stock configuration Orders can be converted into invoices To do so click Invoice Such invoices need to be paid using Cheques payments 20 Br Maintaining stock orders for James and Judes Electrical goods 1 replacements 8 12 2012 ie Invoice Inventory Adding stock order details hi e Number is obtained from stock configuration e Ifthe order is for a client check the Client Order box Then select the client Most of the time you will produce client orders using client orders as they can be for items from multiple suppliers Such items can be allocated to
65. eports e Check the Enable G S T if you are registered for G S T box to calculate G S T in invoices for projects linked to the relevant department Other wise you don t need to check it System Settings This form defines how the total system works and what data is valid Use it to set up employees stock items plant items project codes work types Note you do not need to create any stock items when initially setting up Project Management They can be imported from a supplier s price list Run the import process from the inventory form These codes form part of the Time sheet Materials and plant ledgers For example Time sheet entry requires that valid employees and activities are created Employees stock items and plant can be used when setting up quotes estimates Although you don t need to use them if quotes are created using Quick Quotes Codes are linked to the currently active company If you wish to change company codes return to the Company Control form and change company there Settings General e Clicking on a tab brings up the relevant page and displays the first record e To exit you must be in browse mode cancel or save if you were editing or adding a record e Codes can only be deleted if they are not in use e When in edit mode the panel at the bottom left displays Editing Adding Data when adding and Browsing at all other times e The buttons are enabled based on what activity is being ca
66. er Inte 6082011 JOHNS 2 k on works FLATBED Flatbed truck to tra 12 06 2011 JJM 1 Rewiring of workshop DIGGER Bobcat digger Inte 13 12 4017 JJM 1 CONCUTTER 1340142012 Adding data 15 December 2012 DisiPerm pas Repeat is on JOHNS 2 DIGGER 8 08 2011 The contents being repeated are shown at the bottom of the form When you click Add that information is placed into the relevant fields Client Receipts This form is used to maintain all client receipts Entries or changes in this form automatically up date the Client s project Ledger YTD payments if they are for projects You can also enter non project payments All payments must be matched to a billed invoice Payments that have been deposited may not be altered If you do need to alter a deposited payment go to the bank transaction it is part of it will be a detailed entry click the Details button and make the alterations there by clicking Edit If the payment is the only entry to a deposit you can also remove it that will delete the deposit and then deposit it once the alterations have been made Receipts must be linked to existing invoice s if you are using the invoice or hybrid accounting method If using the payments accounting basis receipts can be included as details of bank deposits You may enter multiple receipts against any one invoice Each receipt entry must match a single invoice This enables the system to calculate possible write offs and also overdue debt
67. es from more recent price a lists If you want to generate stock orders from quotes you need to include the supplier s code 0 sc mage je de Ss ine Stock control StockLines Suppliers Process orders Clientorders Supplierorders Requisitions Stocktake Replenishstock Stock card Maintain Stock eee 1200001000433 Code PLU 1000438 Supplier s stock code Line Save F4 Group ES F1 Help Description 150 X 50 RAD NO1 H1 2 PG 6 3M SL Supplier PLACE Placemakers 2077 Buy Price 24 75 Trade 27 87 Retail 32 98 Distributor price 26 40 Unit MTR On Order 0 FP Has been discontinued ls a package Altemate search code By altemate code 000439 150 X 50 RAD NO1 H1 2 PG 6 3M SL 32 98 2077 5 Set up price labels A4 1000447 150X 50 RAD NO1 H1 2 PG 6 6M SL 1000448 150X 50 RAD NO1 H1 2 PG 7 2M SL j A4 sheet Sales restocking 1000449 150 X 50 RAD NO1 H1 2 PG 6 9M SL ura 1000540 200 X 50 RAD NO1 H1 2 PG 6 3M SL Bar codes prices a 1000553 200 X 50 RAD NO1 H1 2 PG 6 6M SL 1000554 200 X 50 RAD NO1 H1 2 PG 6 9M SL Bar codes no prices 1000556 200X 50 RAD NO1 H1 2 PG 7 2M SL 1002005 50 X 50 RAD NO1H1 2 PG lt a No bar code 4 December 2012 No in stock is optional This number is updated if you use cash sales or stock orders The inventory will allow you to go to negative numbers in stock Trade price is optional lt must include G S T Enterin
68. et us know if there is a report you need that is not included Many reports can be accessed by clicking Reports on the Company Operations form These are mostly general and financial reports To produce project reports click Reports on the Project Operations form Others can be started from the relevant forms All reports can be saved as Adobe Acrobat files so they may be emailed to your accountant if required All tabular reports can also be saved as Excel format so you can use Excel for further analysis For example producing graphs 71 All timesheet entries Ledger Balances Selected timesheet entries Work in progress Timesheet entries by activity Aged Debtors Selected Material Items Debtor s Balances Materials Ledger Timesheet Entries All plant ledger entries Project schedule Ex Project Management Reports for James and Judes Plant ledger selected items Project management Selected Plant item by activity Project by work type All overheads Selected overheads The two reports that can be run from the main report form are statistical and require that you enter a manager and work type code when setting up the project General Two standard dialog boxes are used for report selection The option from the relevant menu selections is for All and Selected The All dialog reports on all entries for all projects that are between the selected dates or up to a date Note You may need to enter a valid code in a
69. fessionals Project Management company control maintenance A e Code YE Jan Sales tax settings U Description y Registered Y Exclusive on invoices Basis cjec ncal services and sales i 15 Percent O Payments L Edt XX Delete Postal Address 138 Bank Street Maren 23 256 249 O Hyori Ce Period Invoice Project Budgetting Enable Minimum Budgetted Amount 0 Maximum Budgetted Amount 0 Enable Warnings Warn when charges reach percent of budget 0 Rate calculation 0 Minutes in each charge unit 10 201100079 Client billing set up e Day of Month bill is due sets the default day the invoice will print Payment required by If zero the date is set as the 20 of the month following the current month e Use Last Invoice Number to produce tailored invoice numbers It must be a number It can be reset each year For example 20120000 results in the first invoice being 20120001 and allows for 9 999 invoices in a year At the beginning of the next year it can be changed to 20120000 This number is incremented each time an invoice is generated If you do not enter anything here invoice numbers start at 1 Rate calculation e Enter a value for Rate calculation to produce employee time sheets by hours worked The figure entered is used to convert the minutes accumulated into chargeable units e For example if you use ten minute units as the minimum charging unit th
70. for them This enables the creation of anew employee before they start and controls the use of casual employees e When creating a new employee the rates form activates when you click Save Es Maintain project management settings Tools Code First Name Alan Initials C Last Name Jeffery Active Start Date Ord Cost Ord Charge Ord Alan C Jeffery 1 0 25 00 35 00 NT E qe Macowell K Smart John L Tait Cancel F5 Mabel L Smith Ho DH Henry B Crunn James McDavish _ 3 December 2012 Charge and Cost Rates To create new rates for an existing employee click the New Rates button after you have clicked the Edit button e To change existing rate entries make sure the page is in edit mode this enables the Change Rates button e To change existing rate entries make sure the page is in edit mode this enables the Change Rates button e Both Charge Rate and Cost Rate must be non zero figures The date can be selected from a drop down calendar or entered manually Once the new rates are entered click the Ok F4 button Clicking the Cancel button returns you to the main form with no new rates If you charge in fractions of an hour eg for every ten minutes then rates are for those units If the hourly rate is 60 00 and the charge unit is 10 minutes the charge rate is 10 00 Excluding G S T The number of minutes in each charging unit are defined when you set up the company The new rates form is as fo
71. g something here provides an option to bill items on trade rather than retail price Retail is optional lt must include G S T As this is the default price for retail sales materials ledger entries and invoices it is a good idea to place something here Buy Price is the default price for stock order items It must include G S T Buy price is required if you wish to calculate stock value If the item is a non stock one then leave this as zero Unit is optional When used it is included in invoices Enter something like EA mtr Litres etc Author publisher and search field are optional and apply if you are running a book shop Other wise they do not show Label Printing There are four label printing options 1 2 3 4 On an A4 sheet in multiples of three Check the Generate price label box Carry out the required actions then click Labels A4 The label format is Avery code L 7157 Labels single or multiple with bar codes Labels single or multiple without bar codes Labels with no price these are for delivery dockets Price tickets and display labels There are two options for producing single price labels 24 e With bar codes e Without bar codes Bar codes must be EAN13 UPC or ISBN if books Most price labels already have these codes on them If creating your own you must be aware that there are conventions to follow In particular the creation of the check digit You therefore need to use a ba
72. he Activity Code field disappears and project Card becomes Overhead 51 e When entering overheads it is a good idea to turn repeat off it was enabled for a project entry If entering a large number of overheads enter the most used code and date and save the entry Then turn repeat on so the new values are used e To print the selected employee s time sheet click Print Time sheet Print Employee Time sheet This prints the time sheet of the currently active employee It defaults to entries made within two weeks of the present date or you can select your own date range To print the current day s time sheet the From and To fields should have the same date in them Click Print The printing dialog allows the user to select all time sheet entries Generate Employee Timesheet Clifford D Henry Erom 3711202 El To 14 12 2012 The report calculates the number of hours the employee has worked during the period selected It uses the setting from the unit rates calculation entry in the Company control form Copy Time sheet Entry This function allows you to copy the same values as the currently selected project entry to another employee This is useful if two employees were working on the same project at the same time 2 Copy Client entries Employee JEF Employee Name Alan C Jeffery JUN UT PUC UA Details to copy Job Card JAMESHA 1 Rewiring of garage and installation of se Work Type ONS On site Rate No
73. he ledgers to enter project transactions Select the correct project in the Projects list under the Active client panel To change clients click the navigator buttons or enter the correct client code Look in the Ledgers panel If there is anything other than zero in the C Fwd fields for labour plant or materials it may be a good idea to bill them ad Billing client jobs for James and Judes y 1 gt Active Client oe L S Client Code JAMESH A James Henry a eaen Timesheet Ledger Timesheet ledger alts cs eal a sie Cost 0 00 Charge Project Description 0 00 Plant ledger Cost Charge 117 25 W L P Summary Employee Code Full Name Work Type Date PREP JAMESH 2 Replace wiring in workshop 4 Materials ledger is gt i i Cost 533 66 Plant ledger Charge 0 00 Plant Plant description Activity Date i invoi Client t Eee yee sla tt CONCUTTER 250mm Hitachi concre ONS 8 Invoice No Billing Date Billed Payment Date Paid Narative Ledgers gt DIGGER Bobcat digger Inte ONS g gt Labour Materials Billed Billed C Fwd 750 00 C Fwd Plant Billed 0 00 Biling C FWD 14 naan C Fwd 117 25 E Materials Ledger Code Write Offs 14 VW 12345 Invoice Entry Date Written Off Narati d If the ledger balance carried forward is not zero you can bill the client s project If a client has zeroes in the previous year balances panel the New Balances button is visible and
74. he media and start again Select the back up and restore form from the main form EE Professionals Business Accounts Backing up complete system Select a drive to save to select a folder to save to c Archiving to C Proddb Source Database is C PSL Database tua Proddb Space on drive is 488282 108Kbytes BackUp Ext For the software to recognise the destination double click the folder of the selected drive If the selected drive does not appear after Archiving to you need to exit and restart the form You need to put the media into the required port before starting the back form To restore the system place the required source media in the drive or USB port When ready to restore the form will have a description after Recovering from and appear 101 something like the following Professionals Business Accounts Restorin Select a drive to restore from Select folder to restore from e Recovering from C Proddb Restoring to CAPS5L Database Proddb 102
75. ield mhte T y Search Last Name Bar code Maintenance on hall air conditioning Maintenance on hall air conditioning Repair switchbox in boilerhouse Replace hot water cylinder in tuck shop Servicing caretakers house Hall maintenance The following list appears when J has been entered in the Last Name field Note there are projects for two different clients Search Client Code Search Last Name J Bar code JOHNS Quote for maintainence Work on workshop air conditioning and wiring 9511993346613 Rewiring of garage and sleepout Foe blown fuses 35 Project labels Project labels that include bar codes can be printed Print them from either the Projects maintenance or Operations forms When on the Operations form make sure there are projects in the projects list The label selection form then activates e Select the printer to use check the current printer name Press the Select F2 button if you have changed from the default printer e The select the brand of printer to use e Then the label size Select printer to print project label s select printer EPSON TM T88V Receipt Current printer is EPSON TM 188V Receipt Printer Brother QL series Zebra LP series 2 Dymo 400 series Label size 11354 32 57mm 99012 36 89mm Select F2 Print F7 Preview F8 sE To use bar codes enter a unique bar code into the client s project record You need to make sure the bar
76. il Workshop group items if they are likely to share sales discounts if you ever have them 18 Edit Save Cancel x Delete EAr Entes Shots Sales tax enabled Shots E Sale on Stock Groups Description Group Code Description SstkCntrl pas 3 e Line code must be unique e Description helps to identify the line on the inventory form and when running stock take Groups Code must be unique for this stock line e Description helps to identify the group on the inventory form If using Retail Workshop If you wish to set up sale prices click Edit and check the Sale on box The form changes to appear as follows 19 Stock line maintenance for Jame Current Stock Line Configuration Line Code Lighting Stock line Lighting O ee A Code Lighting 4 Sales tax enabled Description Stock Groups Stock group Lighting 4 Sale on Description Percent 10 00 Sale between 122012 Er and 14 12 2012 Group Code Description La Lighting Stock group Lighting StkCntrl pas The sale begins on 7th December and finishes on the 14th of December The sale price is retail minus 10 percent Setting up sales this way means you can define the sale prices ahead of time and carry out the required store organisation prior to the sale starting With the Sale on box checked the sale will start when the first sale is made of an item in the selected group within the date period defin
77. ill not read the bars correctly That is you will get a response of 0000000000000 rather than the number you think you should get Loading price lists Before loading a supplier s price list create a record for the relevant supplier The drop down list displays those suppliers Professional Systems know provide price lists If you have a different supplier who is also prepared to do so contact Professional Systems professionalsystems professionalsystems co nz with the supplier s contact details We will obtain the information about the price list s format so it can be included To load a supplier price list follow the following sequence 1 Make sure the supplier s price list is saved into a folder on your computer It is a good idea to create a folder that you always save the files into This makes it easier to find them again 2 Select the supplier from the drop down list 3 Get the list by clicking the Get List button and browsing to find it 4 Make sure you have the correct supplier s code showing in the Suppliers Code is field 5 Make sure the correct invoice line is selected Not relevant if you are using the book list option 6 If ready to go click Load If you are loading from Carters Mico or MasterTrade it is possible to create stock lines and groups as the load proceeds To do so check the relevant box in the panel at the bottom of the form 21 Import stock ia for James and Judes LE X _ Motock ist is
78. illed out of 1000 00 carried forward The amount carried forward will become 400 00 I Important Generating the invoice does not update the debtors and project Y T D totals Click the Update button to do this e Clicking Calculate displays the amount to be billed If a current write off was entered in the Client s write off form this displays and is subtracted from the total This allows you to confirm that the expected amount will be billed Any billing amount carried forward displays and is added to or subtracted from the amount to be billed If the update button is not clicked the process is not complete If you have generated the invoice go to the invoice and bill it That will update the ledgers e f everything is correct click Update This returns you to the main form and updates the client s project balances and debtors ledger Carried forward amounts should be zeroes or less than previously Work in progress report e Can be for entries between specified dates or up to a certain date e Can be printed or previewed e To print all entries up to date click Print or Preview otherwise uncheck the To date only check box A From date field appears e Printing Work in Progress from date to date allows you to check all entries since the last invoice e Both fields are drop down calendars Use the scroll arrows at the top to change months and click on a day to select it 39 Enter dates for Client s W LP Report Clie
79. include the following toolbar a m de my gt H 2 4 e E gloss Use the three buttons to the left to change the size of the report This has no effect on printed size Use the four blue arrow buttons to navigate between pages The right and left most buttons go to the last and first pages respectively To change the printer queue click the printer with the tool on top The two buttons to the right of the printer carry out file oriented functions The Load button allows you to display a previously saved report The Save button allows the report to be saved in various file formats eg PDF e mail it CSV or Excel if you want to import to Excel If you save the report as a text file all the formatting is removed other than tabs spaces and line feeds and the result is not very pretty You can search and change pages by clicking the relevant thumbnail in the left most column of the preview Time sheet Ledger Reports There are five time sheet ledger reports 80 All employee and client projects All employee entries for a selected project Selected employee all client s projects oa NS All Employee and client projects Start this report from the employee time sheet maintenance forms Report Preview J tl 1 e mm my ThumbNails Search Results Printed on 30 11 2009 Job Card Overhead Employee Vehicle CLIFF DEV 2 MAIN JOHNS 1 STR SMTH1 1 STR TIKI 2 PREP TIKI 2 PREP TIKI 2
80. intend to generate bar codes Be warned you may duplicate bar codes on items you purchase If you intent to use this field make sure it is EAN13 ISBN format Last stock order is used every time you generate a new stock order To identify orders by year create an order number that looks something like the following 201100001 The same applies to the sales slip number Sales slip number is required to if you are using Retail Workshop If not ignore it Stock lines and groups Using stock lines and groups helps to simplify inventory management Because some price lists can be very long up to 30000 plus items consider whether there is benefit in making use of lines and groups Some lines and groups are created automatically if you select that option when loading the price lists Carters Mico and Placemakers If you simply use the inventory as a means of making sure invoiced items have the correct prices for projects you can ignore the rest of the stock section Except inventory management Using stock lines and groups allows you to set an automatic discount for items within the group that has a current sale This is useful if you are using Front Counter Stock Lines these are the highest level of division possible For example timber pipes wiring etc Stock groups these are the divisions that allow you to group stock items into categories such as framing beams piles etc under a stock line such as timber If you are using Reta
81. iple pages In that case it may be a better idea to generate a summary invoice and include the ledger schedules as it ensures the amount due is on the first page Rather than at the end of the invoice Calculate Click this to confirm the amount that is to be invoiced based on the Bill Entries to date selected and any current write offs or amount to be carried forward Update click this to bill ledger entries made up to the Bill Entries to date The invoice may be generated without updating the ledgers When you bill the invoice the ledgers are updated Cancel click this to either exit after all changes have been made or to exit without making any changes You may print the invoice and time sheet schedule without updating the ledgers Details click this to print the ledger schedules to support charges on the summary invoice or for audit purposes Not required if you always produce detailed invoices Generate you may print or preview the invoice Totals calculated are based on the date in the Bill Entries to field If you have carried a billing amount forward it is included as an additional line on the invoice When you generate the invoice a message dialog lets you know what the invoice number is If you adjusted the amount to bill in a previous billing run any amount that billing run was decreased by displays in the Withheld T D Field and is added to the current billing run by default Unless you adjust the amount again The default stat
82. it if you need to make it more descriptive When using the detailed invoice option on billing the description is what is placed in the detail s description e Enter the number of units 66 1JM 1 CONCUTTER Q 25m Hitachi concrete F a F5 Charge rate 24 00 Costrate 12 50 Save FA hdi Not billed ee eee eee ons PO 67 50 110 22 TIKI eines on n hal CONCUTTER 13 12 2012 112 50 CONCUTTER If you are entering a large number of entries that are virtually identical for the same project plant item and activity you can set Repeats on by clicking Set Repeats The form then appears as follows 67 Plant Ledger Maintenance for James and Judes o ss _ c g E A U a Work on workshop air conditioning and wiring WOHNS 2 a Plant Code DIGGER 2 Bobcat digger Intemational Harvester with trench digger Charge rate 65 00 Cost rate 45 00 kH Save F4 Fray e 8 08 2011 al Search by entry date Activity j p 7 a a i hast No of units 00 00 y 00 00 iS m A cr et omRorooo F mm arte Ly adit um crt E e Ga Y ET Ar rl eat Oiled Poa i e Description Plant Code Description JOHNS Work on workshop a CONCUTTER 250mm Hitachi concre JOHNS Work on workshop a DIGGER Bobcat digger Inte TIKIN10 Rewiring science blo DIGGER Bobcat digger Inte TIKI ance on hall CONCUTTER 250mm Hitachi concre JAMESH 1 Rewiring CONCUTTER 250mm Hitachi concre Pa JOHNS Work on workshop a DIGGER Bobcat digg
83. ivi To 25 08 2011 Entry Date Units Cost Charge Activity CLEAN Clean up Plant itern FLATBED Flatbed truck to transport diggers JOHNS 2 12 August 15 50 85 25 100 75 Not billed Take digger to and from site Total plant item FLATBED 15 50 85 25 100 75 Total for activity CLEAN 15 50 85 25 100 75 Activity ONS On site Plant itern CONCUTTER 250mm Hitachi concrete cutter JOHNS 2 04 August 2 50 27 17 67 83 Not billed On site cutting cable trench TIKI 2 08 August 2 50 31 25 60 00 Not billed On site cutting trench for cable JAMESH 1 08 August 1 50 18 75 36 00 Not billed On site cutting cable trench Total plant itern CONCUTTER 22 00 77 17 163 83 Plant item DIGGER Bobcat digger International Harvester with trench digger JOHNS 2 04 August 1 50 58 70 110 22 Not billed On site reinstate driveway TKO 05 August 4 50 176 09 330 65 Not billed On site digging trench JAMESH 1 08 August 1 25 56 25 81 25 Not billed On site reinstate driveway surface Total plant itern DIGGER 29 25 291 03 522 12 Total for activity ONS 368 21 685 95 Total Plant entries this period Page 1 of 1 Overheads Overheads can be grouped in employee then overhead or overhead then employee order Check the button for the grouping you want All Overheads This report provides the option to group the report in overhead order by employee or in employee order by overhead All overheads for James and Judes gt Report Grouping Overhea
84. l Payments by Client PSL Report Preview J 1 om gt Y 138 qu E Close Search Results A 7 James Electrical Ltd Printed on 30 11 2009 Page No 1 Payments Report for TIKI Tikipunga High School To 30 11 2009 Job Card Invoice No Payment Date Amount TIKI Tikipunga High School 20060274 12 09 2008 497 82 20060270 19 09 2008 1125 00 2008000018 6 04 2009 951 00 20090044 8 04 2009 697 44 2008000022 8 04 2009 3605 00 Total for Client TIKI 6876 26 Total Payments 6876 26 ES Page 1 of 1 a AA 92 Write Offs Reports There are two write off reports Write offs are by client because of integration between Project Management and Business Accounts Write offs may be for invoices only if you are running Business Accounts and also projects If the write off is project related the project card code appears on the report All Write offs Report Preview Disbursement Ledger Audit J gt Y 11 S S Close v Printed on 30 11 2009 Page No 1 Write Offs Ledger all Clients Report To 30 11 2009 Job Card Narrative Entry Date Amount TIKI Tikipunga High School Writing off 20090045 26 Nov 499 74 2009 TIKIM Chargeable amount excessive 26 Nov 1000 00 2009 Total this client 1488 74 Total Write Offs 1488 74 Page 1 of 1 Disbursement Ledger Audit Write offs for a selected client 93 Report Preview Disbursement Ledge
85. lance 1 502 32 Total billed 00 Total paid by client D Client Balance 00 Client TIKK2 Maintenance on hall air conditioning Project Balances Work in Progress unbilled 5 128 53 Margin Charge Cost 1 138 55 Total Balance 5 188 53 Total billed 00 Total paid by client D Client Balance 00 Total Balances Work in Progress unbilled 6 630 95 Margin Charge Cost 1 437 33 Total Balance 6 690 95 Client Balance 0 00 Total billed 0 00 Total paid 0 00 Mi Page 1 of 1 Client Managers Report Work Type Reports To run this report include the work type code when setting up projects 99 Report Preview fei Iaol ees A f 4 amp 6e a8 Close PEA __ThumbNails Search Results James Electrical Ltd Printed on 30 08 2011 Page 1 Enabled jobs of OO One off jobs Summary Report For the period to 30 08 2011 Job Card HAM Rewire cool shed and install refrigeration unit Client Balances Work in Progress 00 Charge minus Cost 00 Total Balance 00 Total Due 00 Client Balance 00 Job Card HEB 2 Under grounding electricity along driveway Client Balances Work in Progress 00 Charge minus Cost 00 Total Balance 00 Total Due 00 Client Balance 00 Job Card HMW2 Replacing internal ari conditioning units Client Balances Work in Progress 0 Charge minus Cost 200 0 Total Balance 950 0 Total Due 0 Client Balance 9
86. lient ans Work on workshop air conditioning and nuwe Project ciales d wiring Client Code JOHNS lt a ar Full Name Malcolm Johns Labour unit MAX Maxwell K Smart Date 9 08 2011 Not billed Switch Client job Normal time Units 51 00 Save F4 Activity description Chargeable amount 1402 50 Cost amount 1070 00 View Matenals e Timesheet There are 10 minutes in each charge unit And 6 charge units in each hour Project Labour unit Name Activity Code Activity Description Date Units Charge Amount Cost Amount P JOHNS MAX Maxwell K Smart ONS On site 9 08 2011 51 00 1402 50 1020 00 JOHNS HEN Henry B Crunn ONS On site 9 08 2011 51 00 1275 00 765 00 JOHNS MAX Maxwell K Smart ONS On site 10 08 2011 51 00 1402 50 1020 00 JOHNS HEN Henry B Crunn ONS On site 10 08 2011 51 00 1275 00 ja joe Total Units 204 Total Charged 5355 e Enter or select a project e Enter or select a labour unit e Enter or select an activity code This defines what task the employee was carrying out The description of the activity is placed into the Activity description field e Enter the date of the activity This defaults to the current day s date e Selecta rate The default is normal time If you are not using the payroll interface that is probably all you need to use e Enter the number of units e f you wish change the activity description This prints on the employee s timesheets and c
87. lient work in progress reports So it helps to have the description as accurate as possible e To save the entry click Save The Activity description contents defaults to the description of the entered Activity Code This may be edited To print the current Client s time sheet entries click the Time sheet button This report is identical to the time sheet schedule that can be produced as part of the billing process To view materials ledger entries for the client s projects click View Materials The following form activates 58 Job Card JOHNS 1 JOHNS Entry Date WW12345 Security lighting sy WR009995 240 watt ugd cabl 9 08 2011 114 13 This form displays the materials ledger entries for the selected project It defaults to displaying the client already displayed in the time sheet form You can change clients Switch Client project This dialog allows an existing client s entry unbilled to be transferred to another client s project The option is only available on the client Time Sheet form This option allows you to quickly transfer a time sheet entry that has been incorrectly allocated 59 Change Timesheet entry to another Client y oe Existing Entry Current client code is JOHNS Job Card JOHNS JOHNS Malcolm Johns HEN Henry B Crunn 10 08 2071 yh 51 00 Client JONES The existing entry is switched to the project highlighted in the project list Employee Time sheet entry simplified This form
88. llows 10 New Employee Rates New rates for Henry James Normal time Cost Rate 7 excl G 5 T Charge Rate excl G 5 T Start Date 25 75 37 50 1112 2012 B Overtime Cost rate excl 3 5 7 Charge rate excl 6 5 1 34 75 46 25 Double time Cost rate excl G 5 T Charge rate excl 6 5 1 51 50 75 00 j Save F4 E Cancel F5 e Cost and Charge rates must be exclusive of G S T When a project is billed G S T is added to the invoice e Start date is the date the rates are to apply from This allows you to set up rates before they become effective e To calculate your rates minus G S T divide your current rates including G S T by 7 67 and subtract the result from the rate Enter those results into the cost and charge rates e If using IMS Payroll partners enter rates for overtime and double time These rates are optional if you are not However in that case normal time cost and charge rates need to be an effective average of the employee s combined rates e Overtime and Double time are required if you are using the IMS Payroll interface They are optional other wise However if you do use them your quotes estimates and actual cost recovery will be more accurate The change rate form appears as follows Change Employee Rates e Po m Employee Alan C Jeffery Normal time Cost excl G S T Charge excl G S T Stat Date 25 00 35 00 1 01 2006 El Overtime Cost xc G 5 T Change excl G S
89. n a project If the project is complicated activities allow reporting on the stage a project has reached They enable you to develop a breakdown of what has been done on a project Enter activities as part of time sheet and plant ledger entry You can also use activities to report on stages for projects For example Planning Site works Flooring Framing Roofing etc 14 EX PA P Maintain project manage ment settings James a Labour Materials Overheads Work Types Stages Maintenance Code WIA Description Wiring related work Code Description WIR Wiring related work AIR Air conditioning related MAIN Maintenance related STRA Structural stuff CLEAR Clean up ONS On site 3 December 2012 e Code and description are compulsory The activity code has to be unique and is forced to upper case The activity code is required when entering time sheets Work Type Codes Work type codes enable you to track what types of projects you carry out If you set up large projects in discreet stages eg XXX 1 XXX 2 XXX 3 work types can help you to define the reason for those stages You can include the work type when creating a new project Doing so allows you to produce work type management reports you can use to assess where your resources are being used and income is coming from There is a Work types statistical report that provides an idea of where most of your business is concentrated For example if your business
90. n ledgers menu This allows you to enter multiple entries for as many projects as you wish This is useful when making a small number of entries for multiple projects 3 From the Quick Entry form You can make multiple entries for the currently selected project This should be the main entry for materials as well as time sheet Materials Ledger This form allows maintenance of all unbilled entries in the materials ledger The form is as follows with the repeat facility off 63 Materials Ledger Maintenance for James and Judes Project Stock Code 0 00 Buy price Entry Date 1512 2012 E Retail price Change calculation Retail Buy Trade Markup 00 00 Mo oF unis Project JJM 1 JOHNS JAMESH 1 JOHNS JJM 1 JONES 2 JJM 1 JJM 1 JJM 1 Desciintion Work on workshop a Rewiring of garage a Work on workshop a Rewiring of workshop Installation of air Rewiring of works nop Rewiring of workshop 0 00 5 Manual Trade price 0 00 Discount 00 00 Unit price incl tas m mlr FU Stock Code YUT MI2 WW12345 WW12345 WR005995 WR005995 WR005995 WW12345 00 00 Charge excl tax Description Fujistu F450 air co Secunty lighting sy 240 watt ugd cabl Fujistu F450 air co 240 watt ugd cabl Fujistu F450 air co 240 watt ugd cabl Search by entry date 112 212 E la j Earc Entry Date 16 11 2010 8 08 2011 8 06 2011 9 06 2011 15 12 2012
91. n re eM NEE E RT mene Mee SN ee an NET eee eee rs Se err nee ere T1 General cal el ste a ad lle he hse 78 REDOC PIOVI coda 80 Time sheet LAR o io 80 AM Employee and chent projects rita 81 Selected timesheet ENTES orania T 81 All Employees and selected Clients projects ala 82 Materials Jedeer REPOS ua 83 Materials Leder AU 83 All Materials Codes Selected Client projects ccccccccccnnnonononononnnonnnnnnnnnnnoncnnnononocnnnnos 83 Selected Materials Items by Code and Client project occcccccccccnnncncnononononcnnnnnnncncnnnnnos 84 Plant Ieder repone dido 85 Plantiledeses ar nte bra 85 Plant ledeer entries selected by activity bc 88 VTC AS etic nate scachinwoiciens seisstcianic ob iene EIE E O E T duets Ax tnd 89 AMO ii e 89 Selected A115 0 6 Lor 1 6 ON O Pon A 90 Selected Overhead Dy Employee ias 9 PAM iii io 91 AMP MENS DA da dd 92 WS OS oc 618 0 nana 93 PUNY TAUG O ES aaa 93 Wile OLtS TOT ASCICCIC Cueca arre 93 CHENE REPOtS eter te N a E 94 LB e ila 94 0 old y 0 ea e yoo Renee OE E Nee tent ar penne Pan Fre meee RT Perea ner ae eee 95 POCO ADOT MANS A al eee eee 96 IDE DIOLS Balacera eee eee 97 Statistical REPOSO ind 98 Manador ST COOLS lata rin 98 WV EI Tye ROIS a a alae a 99 A A angen T cera ieniataaipactinsaan 100 BAC ke USAIN IN CSUN eee coh ROME O e o E OO E ot ana ncen tees aaa 101 Introduction Thank you for purchasing Professionals Project Management This manual provides you with in depth information
92. nds Amount Date 0 Refund of invoice 201100020 2100 00 18 April 2012 Total refunds 2100 00 Client s Balance 2369 45 JJM JJ Macromax Invaices Rilled Due date 71 Pagel of 2 Clientdebt Statistical Reports These reports are intended to provide an overview of the the financial situation with respect to clients for Work Types and Client Managers There is a summary and detailed version of each report The reports are Manager s reports These reports are divided into detailed and summary For each detailed and summary report you can exclude disabled client projects To be able to run these reports you must include an employee as project manager when setting up projects From date behaves in the same way as all report dialogs The detailed report is as follows 98 Report Preview EEx Jl la e gt W 13808 a E dose ils Search Results A James Electrical Ltd RespClitR Printed on 30 08 2011 Page 1 Clientjobs of JEF Alan C Jeffery Detailed Report The period to 30 08 2011 Client JONES Rewiring of garage and sleepout Timesheet D etails Employee Entry Date Cost Charge JEF 16 11 2010 500 00 600 00 JEF 16 11 2010 450 00 540 00 JT 16 11 2010 135 00 202 50 Total timesheet charges 1 342 50 Materials details Entry Date Charge AA0440 WIRING KIT AUDIO HIGH PWR SWIRES TIE CON 15 08 2009 95 82 PPGARCB311 RONDO DIRECT FIX CLIP FOR 310 35MM 15 08 2009 64 00 Materials Total Client Balances
93. ng invoice from the selection list Click on the Magnifying glass at the right of the field or enter the invoice number if you know it If the invoice is for a project that project is displayed in the Payment is for project panel The balance owing displays to the right e Enter the ledger account e Enter the payment date e Enter the Amount if it differs from the balance owing e Select the pay method e Change Notes if you wish to The default is to add Payment for to the description of the selected invoice e Save the payment e If the payment has not been deposited click Deposit The following form displays 69 Banking payment Deposit Account Bank Acct 0466 178343230 Cheque account SC Payment for invoice 201100080 Narrative w Depost F2 Cancel F5 e Select the correct bank account and click Deposit e You may change the Narrative to match what is on your bank statement e A detailed bank deposit is created You can make deposits for any bank account set up It is a good idea to make the narrative as close to the bank s as possible Recognising that sometimes the bank s narrative is not really descriptive enough to easily identify the transaction if you have a large number Editing Receipts You cannot edit receipts that have been deposited Zero rated receipts These are payments by foreign customers and are assumed to be one off receipts rather than for projects If you have a zero rate
94. nt Malcolm Johns Job JOHNS Work on workshop air conditioning and wiring 4 To date only 212 2012 E Preview Exit Adjust Amount to Bill These buttons allow you specify the final amount to bill The default is no change That is the billed amount is calculated based on all non billed ledger entries up the date you are billing to You can make one off adjustments prior to creating an invoice The adjustment can be an increase or decrease to the total amount to be billed Adjustments are an additional line at the bottom of the invoice If you make an adjustment do not update the ledgers until you have modified the invoice so the adjustment line reads as you want it to Once modified bill the invoice to update the ledgers You can delete the adjustment line when editing an unbilled invoice but it is not recommended as the projects ledger retains a record of such adjustments The adjustments balance is not changed if you delete the line Just the total billed balance Things could get confusing If you don t wish to proceed delete the entire invoice and generate another one without the adjustment Invoices Invoices have two statuses 1 Billed no further operations possible on the invoice although you can reprint it and send out as a reminder 2 Non billed the invoice can be modified or deleted There are two types of invoice one off and project related e One off invoices do not have to be for a
95. onth or for the period Debtors Balance This report provides a detailed analysis of the client s invoices payments and write offs Selected as well as all projects can be reported on These reports can be by project or by client depending on the level of analysis required Client s balances reports for James and Judes Enter From date a Transactions up to 14122012 Select Client 97 The by project report is as follows y ee gt ow gt 1 SF Be Hl Close Printed on 17 12 2012 Professionals Business Accounts James and Judes Page 1 Client Balances The period to 17 12 2012 5 Forgot to give usual discount 5 00 23 November 2010 Total credits 5 00 POLY Northland Polytechnic Invoices Billed Due date 201100061 For library books 201 20 20 August 2012 Total billed 201 20 Credits Amount Date 201100061 Unable to supply goods billed 25 00 7 December 2012 Total credits 30 00 Client s Balance 176 20 CV Raymond McCarthy Invoices Billed Due date 201100003 Home security kit 425 69 20 May 2011 Total billed 425 69 Client s Balance 425 69 MB Marketers Books Invoices Billed Due date 201100017 Sales invoice Sale 2324 269 45 20 July 2011 201100020 For installation of new wiring and air conditioning unit 2100 00 20 September 2011 201100022 For installation of new wiring and air conditioning unit 2100 00 2 August 2011 Total billed 4469 45 Refu
96. ou intend to update prices using a supplier price list enter the relevant supplier s code Overheads Overheads allows tracking of non chargeable employee time such as holidays training etc Overheads are entered into the employee time sheet entry where they replace the project Using overheads allows you to make sure charge out rates cover actual costs Employee charge out rates should include actual cost hourly rate or fraction plus overhead non chargeable cost and a margin If you include employee overheads Project Management can generate employee time sheets that support your payroll function because all employee time is captured If you use the IMS Payroll interface overheads can be used if the pay rates are the same as for chargeable time 13 SS SS FEE Maintain project management settings James a Materials Overheads Work Types Stages Maintain Overhead Codes Code POL Description Holidays its Department Companyldevel overhead Code Description AHOL Holidays SICK Sick leave taken OFF OR 3 December 2012 e All fields are compulsory e Overhead Code must be unique and is forced to upper case e Allocate the overhead to an existing department if not at company level Leave Department blank if it is This allows for reporting of overhead loading by department if you have more than one Activity Codes Activities track the type of activity employees carry out and plant is used for while operating o
97. ption Instock Search by code 141000439 150 50 RAD NO1 H1 2 PG 6 3M SL LY 1000447 150 50 RAD NO1 H1 2 PG 6 6M SL 1000448 150X 50 RAD NO1H1 2 PG 7 2M SL 1000449 150 50 RAD NO1 H1 2 PG 6 9M SL 1000540 200 X 50 RAD NO1 H1 2 PG 6 3M SL 1000553 200 X 50 RAD NO1 H1 2 PG 6 6M SL 1000554 200 X 50 RAD NO1 H1 2 PG 6 9M SL 1000556 200 50 RAD NO1 H1 2 PG 7 2M SL 1002005 50 50 RAD NO1H12PG Fa e Description Compulsory Used in reports and selection lists e Trade is optional The buy and trade fields are not always populated during a supplier price list import Check with your supplier as to which are available e Buy price is the default cost rate It must therefore be filled in But not for non stock items In that case leave it as zero so those items aren t included in the stock valuation e Trade price optional Useful if you intend offering items with a trade discount e Retail price is compulsory The retail price is the default charge rate used in materials ledger entries invoices and quotes e No in stock is not compulsory Stock items may be drawn down to negative amounts because Project Management is designed to facilitate project billing If you need to provide an accurate stock valuation use Stock Take e Unit of measure optional Useful as it is included on invoices and quotes and helps describe what the units the client is paying for are in As in litre meters Each etc e Supplier is not compulsory If y
98. quote when you send it to the client e Enter the date This field defaults to the current date e Click Save To print quotes click the Print button A quote can be reviewed before being printed and can be a quote or estimate Labour entry Use the following tab to maintain quote labour entries Pe EA Estimates Quote s for JOHNS Makom Johns Project Code Hame Activity Description Units Cost Charge AMAK Maxwell K Smart PREP Preparation 4 50 390 00 123 71 JT John L Tait PREP Preparation 450 67 50 101 2 12 To edit an existing entry click Edit The edit form activate with the selected entry details displayed To delete the selected entry click Delete To create a new entry click New The following form displays Adding labour to quote Quote JJOHNS 1 1 1 1 JOHNS 4 Employee Code ra Maxwell K Smart Activity Code Description Normal NT You can create as detailed entries as you wish e Each entry must have an activity and therefore you can create entries based on project stages if required e The default rate is Normal time e Enter the number of units Cost and Charge are calculated automatically Once one entry has been added you may cancel or keep adding entries by clicking Another Materials Use the following page to maintain the materials components of the quote The materials information must e
99. r Audit J 1 gt gt y UE R Close Ht Printed on 30 11 2009 Page No 1 Write Offs Ledger Selected Client To 30 11 2009 Job Card Description Entry Date Amount TIKI Tikipunga High School Writing off 20090045 26 11 2009 408 74 TIKIM Chargeable arnount excessive 26 11 2009 1000 00 Total 1488 74 Page 1 of 1 Disbursement Ledger Audit Client Reports Client reports are based on date to date ranges This enables a complete history of a project to be reported as many projects cross financial years Ledger Balances This report totals all amounts chargeable both billed and non billed subtracts the amounts billed to the date of the report and write offs to obtain a balance chargeable It provides a total chargeable value of the current work in progress Credits and debits are not included in this report 94 Report Preview Joris gt y 13838 ThumbNails Search Results Client Job Card _Ledgers Balance Timesheet V ehicle Use Materials Billed Write offs Chargeable John Densem JGRANT Jacquie Grant J amp J Macro John M Liberty New wiring in garage including submain 1713 2746 66 5130 60 JOHNS Malcolm Johns JOHNS Quote for maintainence 2255 00 6942 23 10346 88 JOHNS Work on workshop air conditioning and wiring 1687 50 508 85 2470 89 JONES MRS J JONES JONES Rewiring of garage and sleepout 2901 25 2830 49 JONES Fix blown fuses 1744 00
100. r code generator to create your bar codes if not copying from an existing price label Without that check digit there is a very good chance the bar code will not be valid The easiest way to find out if a bar code is valid is to preview the label If the bar code has 0000000000000 underneath it the code isn t valid The following link is to a web page that allows you to generate the required check digit http www gs1nz org check_digit php To create the required code make sure you have a unique 12 digit code And follow the instructions on the web page for creating EAN13 bar codes You can produce price labels for three label printers Brother QL series Dymo LabelWriter series 400 and the Zebra Peacock Bros LP series For the Brother the following labels are available e 29mm by 30 5mm DK 22210 62mm by 30 5mm DK 22205 These fit all QL series P Touch printers For the Dymo the following labels can be printed e 32mm by 57mm 11354 e 36mm by 89mm 99012 For the Zebra the following labels are available e 40mm by 28mm L11384 e 61mm by 36mm L10005 The codes in brackets are what to look for when purchasing The Zebra printer labels are only available online Search for Peacock Bros To print price labels make sure you have the correct stock item displaying in the inventory maintenance form Select the printer from the drop down list This list always displays the default printer on the first line Click the
101. red you may run a report on the types of work that are being carried out These reports are based on the ledgers e Budget is optional It displays if project budgeting was turned on when setting up the company In the example below budgeting has been left off in Company Control The figure appears as part of the work in progress report and in the client balances and billing forms Budget amount can be updated from the Budgets Estimates form e Location is optional When adding it is initially filled with the clients physical address information If that is not there then their postal address 34 e Planned start and Planned finish Planned start defaults to the current date Planned finish to the current date plus 30 days Entering these dates allows you to obtain a project Schedule report which can be used to indicate the current work load Project codes must be unique By default a client s first project is created by adding 1 to the active client s code preceded by From then on each new project is incremented by one so 1234 1 is automatically followed by 123412 You can use letters so 1234 A is automatically followed by 1234 B Project List Use the project list to select projects belonging to clients To display the relevant projects enter the letters of the client s code in the Search Client Code field As you key in the letters the projects displayed change The list appears as follows when T is entered in the Client Code f
102. rials entries All materials for a selected client s project Selected material items for all projects Selected material and client s project leek Materials Ledger Audit The Audit ledger report prints all entries currently in the ledger Within the date range selected It groups entries by stock item and prints them in client s project order Report Preview acia IOn ees 08646648 Close ThumbNails Search Results 2 E Printed on 30 11 2009 James Electrical Ltd Page No 1 EE Materials Ledger Audit Report T Entries from 23 11 2006 to 30 11 2009 Entry Date Units Cost Charge Discount me DEW 2 Test job E 19045RSGH1P 190 X45 RAD MSG8 STRESS GRADED LOSP H1 2 9 04 2008 100 1100 44 1100 44 0 00 a Total this item 1100 44 1100 44 F E Total thisjob card 1100 44 1100 44 JML 1 New wiring in garage including submain E a 10003245 100 X125 NO 1 H1 2 PG 3 5M SL 18 05 2009 150 1380 00 1913 33 0 00 zx Total this item 1380 00 1913 33 OE 9035RSGH1P 90 X35 RAD MSG8 STRESS GRADED LOSP H1 2 18 05 2009 150 673 33 673 33 0 00 n Total this item 673 33 673 33 PPGARCB311 RONDO DIRECT FIX CLIP FOR 310 35MM CEILING BATTEN E 18 05 2009 250 160 00 160 00 0 00 Total this item 160 00 160 00 Total this job card 2213 33 2746 66 JOHNS 1 Quote for maintainence 9035RSGH1P 90 X35 RAD MSG8 STRESS GRADED LOSP H1 2 Page 1 of 4 All Materials Codes Selected Client projects This report groups all entries for
103. rmal time rate being used Qca Make sure the employee displayed is not the same as the active employee in the time sheet form Use this when multiple employees charge identical amounts of time and work code to the same project For example when all have been on site for the same reason at the same time The original s charge rate normal over time or double time must be able to be matched to the equivalent of the employee the entry is being copied to If the original entry is for double time and the copied to employee does not have a double time rate the copy cannot be completed Click Save to update the employee s time sheet The copied entry can be edited by changing to the relevant employee in the Employee Time sheet Entry Materials Use this option to enter materials charges for the project attached to the current time sheet entry To activate click Add materials charges When you open the form the fields are empty or zeroed This form can only be used to add entries to the materials ledger If you need to edit any entries go to the materials ledger maintenance form 53 Adding Materials Retail price 00 00 Buy price 00 00 Trade price 00 00 Entry Date 14 12 2012 E Discount 5 00 00 Charge calculation Retail Buy Trade Manual 00 00 Unit price Markup 6 en No of units 00 00 Charge 00 00 Select the correct materials code from the selection list and enter the date and No of Uni
104. rows to go to the one you are interested in Or you can enter the full number and click Client Code to carry out the search This method is much faster than continuously using the scroll arrows The Client Last Name search field works the same way Click the Last Name button to carry out the search 31 Search by last or company name Search by postal address Code Full Name Last or Company name Postal Address George M Clout Clout 23 High Street E mabel h henry nr F O Box 24 Developers Active P O Box 56371 Marketers Books 7 Cameron St Doug Brown own 65 Hill Road lan Cardigan 44 Helvetia Drive Grace Churchill 65B Great South Ri i j Click Client List to bring up a list of clients You can narrow down the number displayed by entering the last name or postal address Deleting a Client Deleting a client removes the client record all projects invoices payments and ledger entries for that client from the database Before you delete a client make sure the data is so old it has no further use and no bearing on current work in progress It is a good idea to be sure the client is not likely to repeat as keeping their details helps speed things up when creating other projects NOTE there must be no other users on the system when a client is deleted or fatal corruption of data can occur The Delete button is enabled on the Client Maintenance form if all invoices have been billed and payments
105. rried out The Save and Cancel buttons are active while editing or adding data They are greyed otherwise e The scrollable grid on each page displays the existing records When a record is being edited or added the scroll controls are disabled To change the record being displayed use the navigator buttons highlight the record or scroll down using the scroll bar e All codes are forced to upper case This is so the software can consistently search for the codes Employee Maintenance Use this page to maintain employees and to change or add charge and cost rates Deletion of rates is not allowed as client projects can span several changes of rates An employee code can be deleted if the code is not in use in any ledger To prevent the use of an employee in time sheet entry un check the Active box New Employees can be set up with an inactive status prior to starting work This allows the creation of quotes estimates that include work to be done by those employees Reports include the name and code of any inactivated employee for existing ledger entries e Employee Code Compulsory and unique Forced to upper case e First Name and Initials Not compulsory e Last Name is Compulsory This is the minimum for a description of the employee Using the last name alone makes sense if the employee is a consultant company e Active To enter an employee on the time sheet this must be checked Other wise no time sheet entries can be made
106. shop and store Manager JT 2 John L Tait Contact Work Type 2 One off jobs Location i WHANGAREI Planned start 11707203 El Plannedfinish 13 0 E e The project code is created automatically as the Client Code plus plus a number based on the number or letter you entered as the first project Number when creating the client You can change the sequence by entering another number If you enter a letter it is automatically incremented each time a new project is created for the client Eg A becomes B AA becomes AB e Bar code is optional Please read the section below that describes how to create and use the bar codes Using bar codes can decrease the chances of charges being allocated to the wrong project Your staff will need ready access to a scanner e Department is optional If left blank the project is company wide e Description is not compulsory but it is a very good idea to enter one The description is used to identify projects if a client has more than one It is included in all project reports e Manager is optional If it is filled in manager s reports are available to provide details of who is responsible for projects and how much those projects have cost were charged and paid and what the employee s allocated WIP is This requires that you use the ledgers e Contact is optional it is the name of the person to contact at the client e Work Type is optional When ente
107. sold 6 00 Total Invoiced 1 00 Total ordered 51 00 Cash sales value 103 25 Invoiced value 22 99 Orders value 517 49 Last sale date 01 October 2012 Last invoice date 10 November 2010 Last order date 17 June 2009 Sales Invoices Orders Slip No Date tems Invoice No i 3484 13 07 2012 3651 14 09 2012 3672 20 09 2012 3674 20 09 2012 COS CE a a The summary covers cash sales invoices and stock orders Client Maintenance To create a project first create the client Client s maintenance can be accessed from the Customer operations Project Operations Contacts or Invoicing forms To create a new client click the Add button 30 SSS es Customer maintenance for James and Judes 7 Add F Pas Client Code First Name Initials Last or company name WES PISA JJM JJ Macromax Search Clients Save Fa Code pa s Go Lastcompany Name Last project card Physical Address Postal ddress Last Name 5 B Herekino Street 5B Herekino Street Description of work WHANGAREI WHANGAREI Notes A70 0670 Phone 438 9628 Post Code ME Number E Mail macromaxiEhdra co nz Contacts Sales Add F10 Edit F11 Delete F12 Kg Photo First Name Last Name Direct dial Email address _4 December 2012 _CBClientl pas e Client Code must be unique It can be alphanumeric Compulsory If you have activated the option to
108. summary The summary provides an overview of the financial situation between the dates in the Date range panel A record is kept of the most recently used date range and the form displays that unless it is changed All these figures come from the relevant ledgers If you aren t using them the balances will be zero Company setup Company set up controls how certain key processes run Along with the Key Codes form this is the most important one Take some time reviewing it before you decide what to enter You can make changes when using the system but need to be careful about when you time those changes Most particularly do not make changes in the middle of a billing cycle To complete this form consider the following issues 1 ls G S T to be inclusive or exclusive in invoices 2 G S T is not included in the employee and materials ledgers It is added when an invoice is generated Enable in the G S T Set up panel to enable G S T calculation when generating invoices 3 Enter the current G S T percent in the G S T Percent field in the form NN NN All four figures including the decimal point must be entered in the field 4 Do you provide estimates or quotes to clients If you do then you may find it useful to use the budget facility Once set up you will be warned in the client operations form when charges look like they are going to exceed the budget quote 5 How many minutes are there in each charge unit This is use
109. t a report based on one day s entries then you must use that date as both the From and To dates The incorrect details are showing in the employee time sheet or the client display is out of synch lt is possible that the client deletion process was run while other users were on the system It will not have succeeded in completing the clean up Create a dummy client and run it again This time make sure everyone is off the network Doing this will up date the index tables because it clears out all records that have been marked for deletion not just the client being deleted Updating the index tables will bring everything back into order and link the client records together properly Reports are in wrong or no order and data is not printing out It is possible that the index files have become corrupted Run Rebuild Database from the Tools Menu Make sure no one is on the system when you do this f this fails there is something else wrong It is a good idea to restore a backup from the most recent day before the problem was recognised Cannot print anything Make sure there is a printer connected to your PC or a printer on the network and that it is turned on Also make sure the correct drivers are installed and that the printer is set up as your default printer If you are using a shared printer make sure the PC it is 100 connected to is turned on is logged on and is your default printer check Start gt Control Panel gt Printers
110. t been run Written off so far 425 69 Invoice Narrative Amount Entry Date 201100046 Over charged 45 97 28 August 2012 201100003 Refuses to pay got the items back Writing off 201100067 ee ee es ee Today ts 14 December 2012 e Select the client the write off is for e Select from the list of invoices If you select a non billed or project invoice you will be warned and will not be able to save the write off e The Amount defaults to the total value of the invoice How much has already been written of if anything displays at the bottom in red e Enter the date of the write off e Enter a narrative that helps to explain the reason for the write off In this form invoice 201100003 is selected The writes off above and below are for projects and may only be edited from the Project Operations form Credits Debits Credits and debits make adjustments to existing invoices and alter the aged debtors analysis and client s statements Open the form from Client Operations Credits debits link to projects through the project the invoice is for The credit and debit form is as follows 48 Credit and Debit notes of Invoice 201100061 to Northland Polytechnic meni ne Credit Debit Tea Exit Credit 7122012 E Debit New F2 Edit F3 Description oods could not be provided A Save F4 amp Cancel F5 F1 Help Es 4 gt eS Delete F6 e Th
111. tages Enter the rate this can be Normal Time Overtime or Double time The default is normal time Every employee must have at least a normal time rate If you select one of the other two and no cost or charge rates have been set you will be warned Enter the Date This defaults to the current date Units must be non zero Employee charge and cost rates must be exclusive of G S T G S T is added to the relevant entries when invoices are generated Leaving cost and charge rate exclusive of G S T in the ledger allows you to calculate real margins on projects see the work type and manager s reports and also if you wish to calculate total hours worked for payroll requirements Use the Copy Entries button to copy an existing entry to another Employee Click Add Material to add material charges for the project of the currently displayed time sheet entry If you have a large number of entries for the same project and employee click the Repeat button to use the Repeat Facility When repeat is on clicking Add project or Add Overhead places date project activity codes and rate in the correct edit fields The entries can be edited lf repeat was turned on with a project displayed and the user clicks Add Overhead that code appears in the overhead edit field This can be over typed and repeat turned off then back on to change the repeat value to the overhead This also clears the activity code If adding or editing an overhead t
112. te To review existing entries for any client project card click Client Materials To obtain an audit report of entries between selected dates click Audit 64 If entering a large number of identical items click Repeat when the entry you wish to repeat is displayed The form will include the selected project stock item entry date and will use the retail price by default Note the Repeat button now has Turn off on it instead Click it to switch repeat mode off Materials Ledger Maintenance for James and Judes ey p Pra eos o Qe Ga Project IM Stock Code FLUSHEOX 2 Fush boxes am Cancel F5 Retail price 300 Buypice 200 Tradeprice 2 50 save F4 Save F 13 12 2012 1 0 00 Entry Date Discount Not billed Charge calculation Retail Buy Trade Manual Unit price incl tax 3 00 Search by entry date 15 12 2012 El Markup 2 0 00 No of units 10 00 Charge excl tax 2809 Chane TWINPLUGFP FLUSHBOX gt 13 12 2012 15 December 2012 DislPerm pas Repeat is on JJM 1 FLUSHBOX Retail 13 12 2012 Materials Quick Entry Quick entry allows the user to enter time sheet plant and materials against a single project from within the same form Start this form by clicking the Quick Entry button on the main form Quick entry allows you to carry out most operations on an existing project To maintain materials data make sure the tab labelled Materials Ledger is on top
113. this item DIGGER Bobcat digger International Harvester with trench digger On site reinstate driveway 4 08 2011 15 Total this item FLATBED Flatbed truck to transport diggers Take digger to and from site 12 08 2011 Total this item Total this project TIKI 10 Rewiring science block DIGGER Bobcat digger International Harvester with trench digger On site digging trench 5 08 2011 45 Total this itern Total this project TIKI 2 Maintenance on hall air conditioning CONCUTTER 250mm Hitachi concrete cutter On site cutting trench for cable 8 08 2011 Total this item Total this project Total Items lt Page 1 of 1 Plant ledger all entries The dialog form for setting up this report is as follows 85 Enter From date to 17 12 2012 B Selected project Henry Jones Client Code ONES en cali oc lio abia Project Description P JONESI Rewiring of garage and sleepout JONES 2 Fix blown fuses JONES 2 Installation of air conditioning unit in works You can select a from date by checking the Enter From date box The above example will select plant items entered for project JAMES 1 The report is as follows Report Preview eho W e gt gt _ThumbNalls Search Results EEk ua b a Y 1 6 amp e B EJ dose l l Page
114. this to email reminders when required To maintain contacts click the Add or Edit buttons on the Contacts panel of the client maintenance form Ez Arangenents i NS a Fe Di D k 2 2 8 Registrations Invoices Clients Email Contact addresses Reminders Phone list Contact actions Status 3 All E Open only E Closed only Search for serial number Seral No From Expires Due Time 2 Nov 2010 2 Nov 2013 2 Nov 2010 2 Dec 2011 Fujistu F450 air conditioning unit 1234567 20 Apr 2011 20 May 2012 LG four element gas hob 17 Jun 2011 17 Jun 2013 If you sell items or provide services or projects are warranted or provide support you can use Registrations to record and then track clients for which this applies Registrations can also be used to set up contact reminders because you can email them to the contacts You may delete contacts If a contact has been included as part of an invoice you will be warned that it is in use If you still delete it the link is cleared up when you open the invoice 33 Project Cards Clients can have multiple projects Each project s code is built automatically Project maintenance can be started from the main menu the company Control Panel or Client s maintenance EX Maintaining client job cards for James and Judes Code Name JJ Macromax meme Project Code Bar code Department wi James Electrical Description Rewiring of work
115. ts The calculation defaults to using the retail price If you select Manual enter a Unit Price If you wish to include a specific markup percent enter the figure into the Markup field The unit price will be increased by that percentage Click OK to save You can make further entries until you click the Exit button Repeating Entries lf a large amount of data is to be entered for the same project and rapid entry is preferred enable the repeat facility When turned on the contents of the project Card Activity Code Rate and entry date fields repeat If the current entry is an overhead Activity Code does not repeat If Repeat or Turn On is on the repeat button the repeat facility is off Repeat status displays at the bottom of the form When repeat is on the form appears as follows 54 Current entry Active labour unit Rewiring of garage and sleepout JONES 1 WIR Wiring related work 16 11 2010 Not billed Name Description Alan C Jeffery Activity description Wiring related work F Edit F3 Unit code JEF ra Ua Overhead F7 Save F4 Charge amount 540 00 Cost amount 7 7 a off FB Cancel F5 Delete F6 de Materials Copy les ty Add materials charges anec There are 10 minutes in each charge unit And 6 charge units in each hour Project Description ivity code Description Overhead Entry Date Units JONES 1 Rewiring of garage a Wiring related work 16 Nov 2010 10 00 Pb JONES
116. u with a new price list select Update from file Stock items can be created on the fly while you are entering them into the materials ledger To do so click the button at the right of the code field and then the New button on the selection list form e Bar code not compulsory If you wish to use a bar code reader to find stock items enter the number or scan the bar code in if you have a scanner Make sure the cursor is on this field if using a scanner To use the bar code as the stock code click the arrow button to the right of the field If you want to print bar codes make sure there are 13 numbers in this field For example 00001234 should be 1000000001234 The bar code must start with a number other than 0 You can still place the shorter code in the code field e Code Compulsory Forced to upper case Must be unique e Line and group are optional These may be created when loading a supplier s price list Their use makes searching for stock items easier if you don t know the code Using these is a good idea if you are running Retail Workshop Setting up lines and groups allows you to arrange sales and specials more easily 12 a Maintain project management 7 Materials Overheads Activities Work Types Stages Maintain Materials BarCode 1200007000439 tem Code 1000439 line E Conant Supplier PLACE 3 Placemakers No in stock 2077 00 Buy Price 24 19 Trade 27 87 Retail 22 38 Unit of measure Code Descri
117. us is no change Once the invoice has been created you can generate a statement based on an existing invoice and include a reminder notice Preparation You may need to do some housekeeping prior to running the billing process For example is a current write off required This applies if there any overcharging of time plant or materials Make the required adjustments in the write offs ledger form Check the Allocate to next billing run box on that form That billing run will then include a line Amount written off with the amount Is an existing Billing amount carried forward to be added to the amount to be billed 38 Time sheet plant and materials schedules e These reports can accompany a summary invoice They are not required if the invoice is detailed They provide details of the employee plant and materials charges summarised on the invoice They include all non billed entries up to the selected billing date e Print the schedules before updating the ledgers Updating the ledgers e Bill entries to All unbilled ledger entries up to and including the date you enter are selected for billing e Increase Decrease Amount This enables you to adjust the amount the client will be billed for Any non billed amount is carried forward and can be added to the next billing To add a billed amount carried forward select Increase The amount carried forward displays You can decrease that amount So for example 600 00 can be b
118. using character based codes you ll need to create new employee entries using numeric codes And make sure you use those entries only Time sheet entries need to be matched to payroll periods in Payroll Partners So start using the new codes once you are ready to use Payroll Partners To activate the export select File gt Export payroll from the main menu or click the Export button on the Time sheet menu Stock If you intend to maintain a full inventory use the Stock maintenance form to carry out inventory related operations If your inventory is likely to become large divide it into different lines and each line into different groups This makes it easier to find things and manage them If you are using Retail Workshop it also makes it easier to set up sales and specials For details about using lines and groups go to look at Stock Lines and Groups It may be possible to load the inventory table from your supplier s price list Currently the following supplier price lists can be imported Placemakers Carters MasterTrade also Corys and EquipSafety select comma separated Mico select extended comma separated J A Russell Ideal Electrical select NZA Gold Telfers Redpath Radcliffs Jaycars Electus Distribution Silver Core includes price breaks MYOB Retail Basics stock export CSV file 10 Electus Distribution price list includes barcodes 11 From Cashbook Complete inventory file 12 Professionals
119. xist in the inventory 73 En Maintain quotes estimates for James and Judes Active Client and project Estimates Guote s for ANS JOHNS Guote for maintainence Work on workshop air conditioning and wiring mos oe fia Code Description Cost Charge 4005995 240 watt ufgd cable Sheilded 522 98 918 26 AABGbA77A Wiring harness for infrared secur 34 87 110 10 l FLUSHES Flush boxes 8 70 13 04 4 TWINPLUGFP Twin plug face plates 16 30 22 8 To add a new materials line to the quote click the New button The following form activates Adding materials to estimate quote Quote JOHNS 1 1 1 1 for Malcolm Johns Stock code LIGHTME 3 Light mounting bracket Retail price 5 245 Buy 35 Trade price 4 55 Charge calculation incl G 5 T Retail Buy 5 Trade Manual Discount 5 00 00 MU Total minus G S T The item must be in the inventory The default charge rate is the retail price You can apply a discount or additional mark up Note that GST is removed from the charge price It is added back if the quote is posted to the ledgers and then billed GST is removed to obtain actual cost and charge so that margins can be worked out 74 Plant items Enter plant items in the same manner as in plant ledger maintenance To add plant items to the quote click New on the Plant items tab Edit to change an existing plant entry The following form activates Editing quote plant item Quote JONES 1 1 1 1

Professional Systems – Project Management Version 6.0 User Manual

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Professional Systems &ndash; Project Management Version 6.0 User Manual

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Professional Systems – Project Management Version 6.0 User Manual