Home Builder Accounts Payable
Contents
1. General User Info Keyboard Movements How the System Works ns Payables Enter Payables 2m ne nes sonnoanes sons nsenenecsnnnnes AddSUDBNGE ieimesimesbdconestsesesamestossosans NON eer aan aaa aa aaa ANNA Ban eet ener ee EM ED aa BEG EEN KAE A EE EE E KE ER E II IEEE Delete ESCape i tc 1 eee ee ieee Post Unpost 99 cents a REL P IURE I EE CIOSE cM N ue Maintain Suppliers centes atm List UnPosted Payables 5 snsnnrennmennse Reports Job Cost Report Selection WOO SUMMA nee s Cost Code Summary for Period eeeeeereeeeer Current Costs DY Cost Code 4 trioia t rina mens imm messss s Transaction Summary List aana nana nana anana nana nana nana nane Work in Progress Cost Summary nana nana nananennannnnnaee Penod Totals sakesuk akan aaa kaa aaa kaa adan ini ini ies Detailed Cost Breakdown iino cocto sk yk pira c eua mentit Tables Maintain Tables e eere nnn In Maintain List Transaction Type esee UCHICUAESILSerttm c E Maintain List Unit of Measure rennes Maintain List Cost Codes2. cce eceeeeeeeee eene nene nnns Maintain List Phase ecce ee creer eee nnne nnn Maintain JOBS A A Accounting Export to QUICKBOOKS inercia needs Chart of Accounts ae aa eececeee se cceacens 2002 Slofstra Software Inc Home Builder Accounts Payable Part VI Miscellany 34 1 Ent r Purchase Order an ae ea na Ge nn da ne a E NK D a a a a aa 34 Index 0 2002 Slofstra Software Inc Home Builder Accounts Payable User Manual 2002 Slofstra Software Inc Home Builder Accounts Payable 1 1 HomeBuilder Accounts Payable General Overview amp Menu Options The HomeBuilder Accounts Payable system allows the user to keep track of Bills Payments to suppliers Cheque writing and Reporting El HomeBuilder 4 P HomeBullder AP Main Menu gt Daily Activity C Enter Payables ae rn v Pay Suppliers adim Maintain Suppliers Reports Enter Job Cost Adjustments Maintain CE Amounts veles List Unposted Payables Accounting Miscellany Exit 200 Goitia Soffware Me Main Menu Options of the A P System Daily Activity Enter Payables Pay Suppliers Maintain Suppliers Enter Job Cost Adjustments Maintain VVCB Amounts List Unposted Payables Reports Print Job Cost Report Job Summary Cost Code Summary for Period Current Costs by Cost Code Transaction S
3. AP Acct 200 hi Accounts Payable Trade Yendor type sue Co Supplier C Other AN Supplier Cost Code Amount 42 ra TE oo Date Purchased A MISCELLANEOUS Invoice B MISCELLANOUS C MISCELLANEOLIS Amount D MISCELLANEOUS Terms l E MISCELLAMELIOLIS F MISC Due Date ma wscELLANEOLIS W Paid Payments J gt SAS Totals Price Control No prices He Save Delete Escape Find Print LIniPast Close Record 14 4 17391 PF r elj of 17405 2002 Slofstra Software Inc 10 Home Builder Accounts Payable 2 1 1 AddSupplier Clicking the Add Supplier button will open a popup window to allow the user to enter add new suppliers to the system aixi Supp lier Data E ntry Supplier Number DER Type of Vendor Account Number Company Contact Mr Ms First Name MI Last Name Street P Suite P City Country 1 1 1 State Province Zip Postal Code Phone 1 ii a Fax Sumber Comments Payment Terms Credit Limit 0 00 Outstanding Fed Tax ID Credit Balance 0 00 Discount Pct Price Control 9 No Control C Check Price C Must Match Mew Save Delete Escape Find Print Close Record 14 4 1 i plej oF 1 Enter the information in every field and then click the Save button to add a new supplier 2 1 2 New Clicking the New button w
4. Home Builder Accounts Payable Home Builder Accounts Payable 2002 Slofstra Software Inc All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems vvithout the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed August 2004 in St Jacobs Ontario Special thanks to Publisher Slofstra Soft We want to thank EC Software who wrote this great help tool M a ose called HELP amp MANUAL which printed this document Contents Table of Contents Part 1 2 3 Part Il i Part Ill 1 Part IV Part V Foreword HomeBuilder Accounts Payable General Overview amp Menu Options
5. The system also connects to an exterior system QuickBooks When users do one of three main actions anywhere from one to all of these databases are updated 1 Post Bill Fill in a bill on the Enter Payables screen and press Post This action updates the Payables Job Costing and G L Holdings databases 2 Post Cheque 2002 Slofstra Software Inc Home Builder Accounts Payable Once cheques have been generated and printed from the menu option Pay Suppliers the user selects Post Cheques This action updates the payment information section of the Payables records well as the G L Holdings database 3 Post to QuickBooks From the Accounting menu option select Export to QuickBooks This action updates the QuickBooks database Enter Payables updates Job Costing ii Payables G L Holdings updates updates select 2 T 5 Post to N a QuickBooks Generate updates Print Cheques QuickBooks 2002 Slofstra Software Inc Home Builder Accounts Payable User Manual 2002 Slofstra Software Inc 8 Home Builder Accounts Payable 2 Payables 2 1 Enter Payables Selecting Enter Payables vvill open a VVindovv that allovvs the user to enter the detalls for a Dill The bill entry screen is a two step process screen The first portion of the entry is the Bill Information including the supplier info This info must be saved before further entries can be
6. 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Current Costs by Cost Code Amount 15 722 29 5 722 29 T4 02 4 02 3 007 00 12 378 45 43 507 00 25 192 45 165 685 00 40 00 165 685 00 10 00 248 80 13 263 76 35 00 1 168 43 407 77 9 545 51 8599 52 123 41 3 510 33 475 00 5 168 22 40 00 4 003 80 150 00 2 835 00 ER O xi All Jobs All Cost Codes Last Budgeted Transaction Amount Time r3 3733 PM FA 04 3 28 37 PM 7H 04 3 28 28 PM 7M 04 3 27 27 PM Feud 11 5235 2M 40 00 B 18 03 2 26 13 PM 0 00 40 00 911413 212426 PM 40 00 911103 2 1229 PM 40 00 2 18 00 120008 2M 40 00 11601 120036 Ab 40 00 6900120030 AM 0 00 4 5000 12 0024 24M 40 00 329001 12 00 12 td 40 00 2 23 00 12 01 32 2M 0 00 22900 120012 24 40 00 4 25 00 40 00 aao 12 0005 2M 0 00 52 00 120005 Ah 40 00 0 00 S401 120001 Ai 40 00 1150 00 40 00 4 18 00 120015 AM 5 WA The transaction summary lists prints a record of every transaction that has occurred for any given lot The report lists each lot included in the report Under each lot heading the cost codes that have been applied to the lot are listed in blue Finally the report lists every transaction that has taken place for each cost code The expense and the supplier for each transaction are shown as well as whether each transaction has been generated ie posted or co
7. be available for further changes if so required by the user If a cheque has been printed to pay the bill see Pay Suppliers the bill cannot be unposted If the cheque has been voided and the supplier was not paid the payment must be deleted from the database see Payment Information before the transaction can be unposted Close Clicking the Close button will terminate this session of bill entry and return to the main menu Pay Suppliers Selecting this option will open a second window for generating writing cheques for Suppliers Cheques can be generated for all or for one selected Supplier Creating cheques is a multi step process The first step requires the creation of a cheque file Click Generate Cheque File to create the file If required uncheck All Vendors From the dropdown list select the appropriate supplier to generate cheques for the desired supplier Enter the To 2002 Slofstra Software Inc Payables 15 Due Date for example you might choose to print all cheques that are due up until the day before the next cheque run and click Run to generate the file The Progress Box will indicate when the system is done Once a cheque file has been generated the system will always revert to this file when the user reenters this program or clicks any other buttons from the screen If the user changes any options like Vendor Date etc the system will ignore those changes unless a cheque file is generated
8. d ew 001 199 The Street raised Bungalow Den 0 00 0 00 1 000 00 4427 2002 Post Bill 35030 Emsts Concrete 4 000 00 Total FOUHDATIOH COHCRE TE 0 00 1 000 00 ew007 The newest home mam 40 00 2 500 00 11 2002 Post Hill 35825 Emsts company 2 500 00 Total E HGIHE ERING 2 500 00 001 0 00 2 500 00 11 1 2002 Post Bill 25925 Emsts company 3250000 Total FOUHDATIOH COHCRE TE 2 500 00 Page TEE i gt mi 3 2002 Slofstra Software Inc Home Builder Accounts Payable User Manual 2002 Slofstra Software Inc 26 Home Builder Accounts Payable 4 Tables 4 1 Maintain Tables Allows the user to change data in the tables such as cost codes and jobs Any changes done here are done directly to the database so please be careful of changes to these tables El HomeBuilder A P HomeBullder A P Main Menu i Ta bles TU Maintain Transaction Type Daily Activit j D List Transaction Type Selan Maintain Class Reports List Class Maintain Unit af Measure Tables List Unit of Measure Maintain Cost Codes M List Cost Codes Maintain Phase List Phase Miscellany Maintain Jobs Exit iE 2002 Goitia Soffware Ic See also Maintain or List Transaction Type Maintain or List Class Maintain or List Unit of Measure Maintain or List Cost Codes Maintain or List Phase Maintain Jobs 4 1 1 Maintain List Transaction Type EA cjeTransa ee Table een Descript
9. view or produce a hardcopy of the report See Reports Job Summary Cost Code Summary for Period Current Costs by Cost Code Transaction Summary List Work in Progress Cost Summary Period Totals Detailed Cost Breakdown 2002 Slofstra Software Inc Reports 21 3 1 1 Job Summary This option will print a report of all jobs in the system and total the expenses per job for Material Labour and Other i cjcJobsummary Report Job Summary From Job eve001 to Job ewe002 Closing Balance Job Opening Balance 799 The Street raised Bungalow Total Material Expense 0 00 1 000 00 1 000 00 The newast home Total Material Expense 0 00 2 500 00 2 500 00 Total Other Expense 0 00 2 500 00 2 500 00 Page AIT 1 der xd s 3 1 2 Cost Code Summary for Period This option produces a report of all cost codes and the amount spent on each i cjcPeriodCostCodeSummary Report Period Costs by Cost Code From 01 Apr 2002 to 31 Dec 2002 From Job evweO01 to Job evweQ02 Job Lot Description Cost Code Description Opening Balance Period Closing Balance Last Date ew 002 The newest home 0010 PLANS 0100 BUILDING PERMIT 0200 O N H W P 0300 SURVEY 0301 ENGINEERING 2 500 00 1151 2002 0400 EARTHWORK 0401 DRIVEVW ANTA GRAVEL 0501 FOUNDATION CONCRETE 32 500 00 1141 2002 0502 FOUND MAT 2REBAR 0503 FOUNDATION LABOUR 0601 FLOOR CONCRETE rinm hd T SAT MI IR Page jf v
10. 00 4 000 00 4 800 00 PS ee OS RS Payee company Apply To Cheque Delete Record Close Record 14 4 1 r elj of 1 Make any changes to the Cheque as required The user can make changes in the Payee Discount Amt or Payment Ovd fields Click Apply to Cheque to make the changes permanent for this payment Click Delete Record if you wish not to make this payment Apply MICR Numbers Applies each cheque with a MICR number an actual bank cheque number The MICR number will then be in the database so that later any cheque can be easily matched with its bill View MICR Numbers After applying the MICR numbers select this option to check the numbers for errors and correct if needed Post Cheques Posts all cheques to the general ledger holding file and the payables file see How the System Works So when the Cheque Run has been completed the Payment section in each of the affected Payable records will be updated Maintain Suppliers Allows the user to add a new supplier modify an existing supplier or to delete a supplier To add a new supplier click the New button To modify or delete a supplier click the Find button to search for suppliers 2002 Slofstra Software Inc Payables 17 Type of Search CIF By Supplier Mame c E Bv Contact Name n By Supplier Number Cancel Select Ehe Supplier Number to Search For SupplierNumbel SupplierName E
11. 283 14 Post Bill 12984 CAMBRIDGE COL L ID T pm 1 204 60 D TT Troubleshooting Because the Transaction Summary List reports every transaction that has occurred in the database it can take a long time to compile the record For faster results limit the record so that it shows only the desired jobs by changing the date job or cost code range see Job Cost Report Selection 3 1 5 cjcWIPSummary Report Work in Progress Cost Summary Job Z Desciption en 01 e002 199 The Street raised Bungaow The newest home Stage total for in Progress Page af T dod if Work in Progress Cost Summary Cass Closing Date 30 Apr 03 30 Mar 03 Expense Expense From 01 Apr 2002 to 31 Dec 2002 From Job ew 001 to Job eve002 Stage In Progress Period Total 1 000 00 5 000 00 6 000 00 Opening Closing 0 00 0 00 0 00 1 000 00 5 000 00 6 000 00 ee 2002 Slofstra Software Inc 24 Home Builder Accounts Payable 3 1 6 Period Totals cjcPeriodTotals Report From zD hN 2200210 30 Now 2002 Period Totals Class Amount Material Expense 14 000 00 Other Expense dz 000 00 Page TEE 1 gt foil 3 3 1 7 Detailed Cost Breakdown i hapTransactionSummaryList Report Transactio n Summary List From 01 NHov 2002 ta 30 Hov 2002 From Job eye001 to Job eve nop Job No Cost Code Quantiy Ui Price Aunount Date Thne Comments Job to Date Gen
12. DEN DEREK BRANTFORD Erle Aaron Alma Elmira Farm Service Elmira Euraaroup Construction Kitchener Exteriors By J R B Cambridge E MISCELLANEOUS Pew LOO Ernsts company In Town Check the Type of Search to be performed The system will refresh the data in the drop down window Select the desired supplier from the drop down list and click the OK button to retrieve this supplier The system will return to the modify screen El Suppliers E Bl x Supplier Data Entry s pplier Number Type of Vendor Supplier testing Account Number ew123 Company Ernsts company Contact IMs Ernst wuethrich Mr Ms First Name MI Last Name Street The Street Suite P City fin Ton Province Ed Country country State Province Zip Postal Code Phone po 1 DECRE Fax Mumber Comments Payment Terms net 30 days No comments Credit Limit 15 000 00 Outstanding Fed Tax ID Credit Balance 0 00 Discount Pct 5 00 Price Contro ni s No Control C Check Price ta Must Match Mew Save Delete Escape Find Print Close Record 14 4 n2 b i rx e rh of 795 2002 Slofstra Software Inc 18 Home Builder Accounts Payable Change or retype any information that requires change and click the Save button To delete the supplier click the Delete button 2 4 List UnPosted Payables This selection will produce a list on the screen of all unpos
13. Framing BUILDING COSTS 400 Masonry BUILDING COSTS Tom nu B d 1 DL Ill ak ee se Tr Tables 29 EB cjcPhase Table E n x cjcPhase 12 11 2002 100 Preparation BUILDING CO 200 Foundation BUILDING CO 300 Framing BUILDING CO 400 Masonry BUILDING CO 500 Mechanical BUILDING CO BOO Insulation amp Or BUILDING CO 00 Shelving T rim amp BUILDING CO B Cupboards BUILDING CO 900 Painting BUILDING CO 950 Balances Forw BUILDING CU 1000 Carpet Hard amp BUILDING CO 1100 Cleaning amp Ca BUILDING CO 4 1 6 Maintain Jobs Job Data Entry Jeh M Active Description The newest home Plan Mo 123456 Closing Date 3130 2003 Customer Data Ernst wuethrich First Name s Last Name Street xvz Street Suite City Kitchener Ontario NIH 3M3 Country Canada State Province Zip Postal Code Phone 519 987 3344 Lomments Mane so Far Mew Save Delete Escape Record 14 4 q03 r e j of 903 2002 Slofstra Software Inc Home Builder Accounts Payable User Manual 2002 Slofstra Software Inc Accounting 31 5 Accounting 5 1 Export to QuickBooks The user can export the data to QuickBooks Accounting Select Accounting then Export to QuickBooks ES HomeBuilder A P HomeBuilder AP Main Menu 3 Utilities Dailv Activit Edit Bank Accounts d d Export to QuickBooks Select Chart af A
14. ccounts Reports Tables Accounting Miscellany Exit i CCS Do rira Software Me This vvill open a nevv vvindovv 2002 Slofstra Software Inc 32 Home Builder Accounts Payable 5 2 mu nix Export to QuickBooks Steps File Mame fn homebuilder i Max Trans 250 verify Import Export Accounts Export Suppliers Progress File Name Enter the path and name of the file for the export Max Trans Enter the maximum number of transactions to be exported Export Accounts Click the checkbox to export accounts Export Suppliers Click the checkbox to export suppliers After all options are entered click the Run button to export and create the file Chart of Accounts Maintain and change G L account information This is a direct update to the table in the database Great care should be taken when changing data in this table a CjCGLCodesWiew View OI x m GL Code GL CodeDesc Accountlype BDB Unemployment Insurance Expense Expense Employees Health Tax Expense Expense Group Insurance Expense Expense Advertising Expense Expense Meals Expense Expense Insurance Expense Expense Rent Expense Expense Telephone Expense Expense Legal amp Profession Expense Expense Record 14 4 1E r pele of 119 2002 Slofstra Software Inc Home Builder Accounts Payable User Manual 2002 Slofstra Software Inc 34 Home Builder Accou
15. ct the appropriate Supplier Cost Code etc EE Find Bills XI Type of Search 2 Bv Expense Type 2 Bv Date Purchased e By vendor C Bv Purchase Order Ma Unpaid E Due Date Erle Aaron 5 5 2001 CRH LABOUR Ernst Concrete ai 19 2002 Concrete Ernst Concrete concrete Ernst Concrete ai 19 2002 Concrete Ernst Concrete ai 19 2002 Concrete Ernsts Bricks arnsrz002 Bricks Ernsts Bricks ai 19 2002 Brick Highlight select the desired supplier from the drop down list Clicking the OK button will select the chosen bill and return to the entry screen with the appropriate information Clicking the Cancel button will exit from the Search Find window 2 1 6 Print Clicking Print will display a popup window 2002 Slofstra Software Inc 14 Home Builder Accounts Payable 2 1 7 2 1 8 2 2 x Print Choices Print Destination Print Preview Print Due Date Range Print Print One vendor he Print Payments Print Cancel Click the appropriate selection configuration to print the bill Post Unpost Clicking the Post button will post the entered bill information to the system see How the System Works Post Bill i x d 9 Posting will prevent Further changes bo this bill Continue eT When a bill is posted no changes can be made to any of its data Clicking the UnPost button will reverse a posted transaction After unposting the transaction will
16. hases Direct Costs M C DRIVEWAY GRAVEL 22 Labour Expe 200 Foundati 502 Purchases Direct Costs O FOUNDATION CONCRETE 21 Material Exp elu Foundati 502 Purchases Direct Costs La FOUND MAT amp REBAR 21 Material Exp 200 Foundati 502 Purchases Direct Costs O FOUNDATION LABOUR 22 Labour Expebe 200 Foundati 502 Purchases Direct Costs Q FLOOR CONCRETE 21 Material Exp 200 Foundati JI ens 7 7 Add Delete Save Escape Record 14 4 14 Fk rs ern of 152 gel cjcCostCodeList View cj c osik odeList 12 11 2002 CostCode CostCodeDescj GLCode JGL CodeDesc BAL FWD LA 506 Purchases La 22 Labour Expens BAL FWD SU 506 Purchases La 21 Material Expen BAL FWD DI 506 Furchases La 21 Material Expen FLANS 631 Plans Expense 22 Labour Expens BUILDING PE 502 Purchases Dir 23 Other Expense G M H VV P 502 Purchases Dir 23 Other Expense SURVEY 502 Purchases Dir 23 Other Expense ENGINEERIN 502 Purchases Dir 23 Other Expense EARTHWORK 502 Purchases Dir 22 Labour Expens DRIVEVVAN UA S502 Purchases Dir 22 Labour Expens FOUNDATION 502 Purchases Dir 21 Material Expen Crah RAAT coD Due Td h data wet E Lo Page lal OO don fal 4 1 5 Maintain List Phase cjcPhase Table Gg ioj x Phase Description ReportDesc al TIH Preparation BUILDING COSTS 2002 Slof Sof Inc 200 Foundation BUILDING COSTS OO 300
17. i0 x Generate Print Cheques Steps v all vendors Vendor To Due Date 25 Sep 2002 Pre print Cheque Audit Check Date 25 Sep 2002 Modify Cheques Bank Account 104 458 5 Print Cheques Progress Gop MIER Mumbers Wie MIGR Numbers Post Gheques Run Hess In the next step the system will automatically select Pre Print Cheque Audit Press the Run button again The system will display all cheques in a pre print format on the screen so the user can check for correctness before printing i hapthequePrePrintAudit Report Pre Print Audit Payee Ernsts company Date 12 Dec 2002 The Street In Tarn Province zip Cde 4 750 00 Payment A mont InvaceDate Invoce Ho Expense Type Payment Am Discount Am Url M ov 20012 ever 5 000 00 TA 750 00 250 00 5 000 00 4 750 00 250 00 Page TEE i gt nl al Close the window by clicking Close in the top menu 2002 Slofstra Software Inc 16 Home Builder Accounts Payable 2 3 If any changes need to be made select Modify Cheques and press Run to make the changes The system will open a second window that will allow the user to make changes This window includes an option to delete cheques from the list The system always reverts to the last generated cheque file ES Modify Cheques E i E mi xi Modify Cheques Discount Payment Payee Address Memo Gross Amt Amit Ovd Payment Mes O O 4500000 200
18. iate options and then click the Print Button on the Popup Window Click Post to post the bill to the General Ledger The same button will show UnPost if the bill has already been posted so the user can reverse the entry After reversing the user can post the transaction again if desired Click the Close Button to exit from the bill entry program and to return to the menu Job Cost Ledger Drop Down Boxes The bill amount and the total for the Job Cost Ledger must be equal before a bill can be posted Under the Job Cost Ledger the user can enter as many Lot Cost Codes as needed Clicking the dropdown for the Lot will show a list of all Lots in the system for user selection Clicking the dropdown for the Cost will show a list of all Cost Codes in the system for user selection Supplier List Drop Down Box Clicking the Supplier drop down arrow will open a selection list with all suppliers in the system From the list select the desired supplier with a mouse click If the desired Supplier is not in the drop down list the Supplier has not yet been added to the database Select Add Supplier from the Bills screen or Maintain Suppliers from the main menu in order to add a new supplier aixi 5 Purchase Order Comments Bills M Tax Deductible Expense Type Reason for Expense Bill Information rueneral Ledger Items
19. ill display as follows 2002 Slofstra Software Inc Payables 11 ES Bills a B x Purchase Order Comments Bilis Tar Deductible Expense Type Reason for Expense Bill Information General Ledger Items A P Acct 200 Accounts Payable Trade Yendor type Supplier C Other Supplier z Date Purchased Add Check once Supplier Prices Amount Terms WCE Amount Due Date EE NENNEN Paid Payments PAT FROM ACCOUNT CHE AMI PAID AMT APPL Price Control Save Delete Escape Find Print Past Close Record 14 4 17406 F r elj of 17406 An empty screen will display where the user can enter the new information for a new bill to be added to the system Header Information Purchase Order Check if this is a purchase order Purchase Order Enter the appropriate purchase number or select from the list Only visible when Purchase Order is clicked Tax Deductible Check if this is a tax deductible expense type Expense Type Descriptive Field Reason for Expense Enter a short description for the reason of the expense Comments Enter any user comments for this bill Bill Information Vendor Type Click Supplier for suppliers in the system or Other for any other type of bill Supplier Select the desired supplier from the list in the drop down box or select Add Supplier to add a new supplier Date Purchased En
20. in 3 1 3 Current Costs by Cost Code The selection can be for all or selected jobs and all or selected cost codes The report organizes all transactions by lot and within a given lot by cost code For any given lot the report displays the total expenses for each used cost code To view the individual transactions that occurred within each cost code print the Transaction Summary List 2002 Slofstra Software Inc 22 Home Builder Accounts Payable 3 1 4 cjcCurrentCostsByCostCode Report Cost Code Q 102 222 in Kingston 2700 PANTING Total Materia Expense 3050 CRH LABOUR Total Lafour Expense 0300 SUR VE NY 0301 ENGINEERING 9620 ADVERTISING EXPENSE Taa Other Expense 00 001 Lot 31229 Guelph 2000 SALE PRICE 9225 CUSTOMER DEPOSIT Total Revenue Duns BAL FWYD SUB CONTRACT 0005 BAL PND DIRECT MATER 0501 FOUNDATION CONCRETE 0502 FOUND MAT amp REBAR 0601 FLOOR CONCRETE D602 FLE MAT 3MPIT RUM 0801 FRAMING MATERIAL 0901 ROOFING MATERIAL 1000 BEAMS 1100 WINDOWS 1200 GAR AGE DOORS 1300 SIDING amp ALUM RF 1401 MASONRY MATERIAL 1500 PLUMBING 1501 PLUMELFTEA SPORE MAGIC 1600 HEATING Page mi xl i n al Quantity 0 0 D D 0 0 0 0 0 0 0 0 0 0 D D 0 0 D 0 0 D D D D D 0 0 0 0 0 0 D 0 0 Transaction Summary List Unit Price 0 00 0 00 40 00 0 00 0 00
21. ion ___Claes___ SoureeSyoiem UpdateGL EE Accounts Payal Payroll Labour Revenue Record 14 4 1 IC ee e ri of 4 2002 Slofstra Software Inc Tables 27 EH cjcTransactionType Table cjcT ransactianT ype 12 1 1 2002 Transaction Ty Description Class SauresSys tom UpdateGL Adjustment Accounts Paya Payrall Labour Rey enue ES cjcClass Table Class Description IH I Revenue 21 Material Expense 22 Labour Expense 21 Other Expense 30 Adjustment Record 14 4 1 ri ee eh EH cicClass Table cjcClass 10 Rev enue 21 Material Expen 22 Labour Expens 23 Other Expense SU Adjustment 4 1 3 Maintain List Unit of Measure EB cjcUnitOfMeasure Table UM Description StandardUM b mi Cubic Yards 1 EA Each D FT Foot T 2002 S __ GA Gallan D m HR Hours 0 m L5 Lump sum m TN Tonnes 0 28 Home Builder Accounts Payable ES cjcUnitOfMeasure Table l B x cjcUnitUfMea sure 12 11 2002 UM Description StandardUM Cubic Yards Each F oot Gallon Hours Lump Sum Tonnes 4 1 4 Maintain List Cost Codes Maintain Cost Codes Cost Code Class Phase G L Account Debit Acc 7 SURVEY 23 Other Exp O0 Prepara O Purchases Direct Cost Ll ENGINEERING 23 Other Expe 00 Foundati 02 Purchases Direct Costs FJ C EARTHWORK 22 Labour Expe 200 Foundati 502 Purc
22. made for the second portion the Job Cost Ledger The system will prompt you to save automatically if you enter ledger info before saving the supplier information Most fields are self explanatory The Invoice Entry Window D x Bills Purchase Order Comments M Tax Deductible Expense Type Reason for Expense Bill Information rLeneral Ledger Items A P Acct 200 Accounts Payable Trade vendor type Supplier C Other Cost Code Amount 4 2 149 4705 7 Supplier city of Guelph Treasury Dept Date Purchased 6 200 Add Check Invoice Lea Pe1M 54 Supplier Prices Amnunt 1 158 00 Terms Cash WCE Amount Due Date EET 5208 070 056 0C W Paid Payments su Totals 1 155 00 1 158 00 Price Control No prices He Save Delete Escape Find Print LnPast Close Record 14 4 17391 M IC ee el of 17405 Expense Type This is a descriptive field only Buttons Click the New Button to enter a new Dill Click the Save Button to save the entered information to the system Click the Delete Button to delete a bill from the system Click the Escape Button to back out from a partial entered bill without saving Click the Find Button to find a bill 2002 Slofstra Software Inc Payables 9 Click Print to print a Dill A Popup Window will display to give the user several options for printing Check the appropr
23. nts Payable Miscellany Enter Purchase Order Purchase Order entry screen aixi Purchase Order SUPPLIER SAUNDERS WILLIAM The folowing number must appear on all correspondence acknomfedgement s bills of h SAUNDERS WILLIAM fading and invoices relating fo His PU Purchase Order ESS in cmEM Add Location lt lt Copy PO DATE INY DATE DUE DATE FOB PAYMENT TERMS ORDERED BY SHIP YIA men ET i E Oty Ord Qty Rec Item Description Price Amount E Recd Date Exp DateRec 1 Comments Color Style sl v o 5 0 om 500 T Beg J CC 08 0 B Add Supplier 95 Davison Place Fergus Ontario MIM 3R3 Subtotal 320 00 FF Record 14 4 1 kiki r RFE of 1 ew Save Delete Escape Find Print Close d Record 14 4 1 m elj of 1 2002 Slofstra Software Inc
24. rrected ie unposted 2002 Slofstra Software Inc Reports 23 cicTransaction ummaryLIist Report Transaction Summary List UTH Trans Type Date Job 00 002 Lot 115 262 Cambridge 5000 SALE PRICE SD Adjustment 29 Jun 2000 SALE PRICE Total SALE PRICE Total Total Revenue 0501 FOUNDATION CONCRETE SD Adjustment 15 Feb 2000 FOUNDATION CONCRETE Total Sau 3478 AP Accounts Pay 31 Jan 2000 95020067 AP Accounts Pay 16 Feb 2000 FOUNDATION CONCRETE Total FOUNDATION CONCRETE Total 0502 FOUND MAT amp REBAR Se020096 AP Accounts Pay 29 Feb 2000 Se020096 AP Accounts Pay 29 Feb 2000 FOUND MAT amp REB AP Total FOUND MAT SREB AR Total 0601 FLOOR CONCRETE 92021550 AP Accounts Pay 31 Mar 2000 Page ujal 19 gt mi al From Job 2 102 ta Job 00 011 All Cost Codes Burden Unit Amount Portion Oty UM 0 00 216 375 00 246 375 00 200 216 375 00 S000 216 375 00 2 825 50 42 825 50 13 535 52 32 825 50 36 361 02 3 535 52 45 00 238 14 283 14 233 14 31 204 50 0 00 And Balance Oty Balance pajeauan pa13a4n7 Comments 5000 216 575 00 OOO002 Lat 115 262 Cambridge 353552 Ll L sm5o 3 M Fost Bill 2666 50 C AMBRIDGE Ci LTD W El Post Bil 1121 1120 5 TAE FORM 3 535 52 6 361 02 Pest Bill 24 ROCKW AY BUILDIN Pest Bill 24 ROCKW AY BUILDIN 45 00
25. ted supplier bills in the system gel hapUnpaidPayables View M D olx hapUnpaidPayables Posted SupplierNumbiSupplierName nvoiceNumbet InvoiceDate False F 130 FAIRLAWN SO 20379 6 202 False R 510 Rockett Lumbe 1009959 b 29 2002 False C 888 L MISCELLA ew100 11 27 2002 11 28 2002 2002 Slofstra Software Inc Home Builder Accounts Payable User Manual 2002 Slofstra Software Inc 20 Home Builder Accounts Payable Reports Job Cost Report Selection Job Cost Reports BS Job Cost Reports al xi Job Summary Cost Code Summary for Period Current Costs By Cost Code Print Report Transaction Summary List Work in Progress Cost Summary Period Totals El Iv al From Date Ta Date Pa ema E du Ta Job he Al Cast Cades Costcade P Al Select the report then select the desired criteria choosing whether the report should show all dates jobs and cost codes or specific ranges Unchecking the All checkbox gives the user the option of entering a date range for the report Date entry format is MM DD YY Unchecking the All Jobs checkbox gives the user the option of entering a range of Jobs to be printed Select the starting job and ending job from the drop down list boxes Unchecking the AIT Cost Codes checkbox gives the user the option of selecting one specific cost code When all selection is complete click the Preview Report or Print Report button to
26. ter the Purchasing date in the format of MM DD YY Month Day Year Invoice Number Enter the bill number which can be a combination of text and numeric Amount Enter the bill amount Terms Select the terms from the drop down list Due Date Enter the bill s due date ie when it must be paid by in the format of MM DD YY Month Day Year WCB Amount Enter the Workers Compensation Board amount General Ledger Items A P Account Select the account from the drop down list Lot No Select the appropriate lot number from the drop down list If the desired lot is 2002 Slofstra Software Inc 12 Home Builder Accounts Payable 2 1 3 2 1 4 not in the list it can be added to the database by selecting Maintain Jobs from the Tables menu Cost Code The cost code summarizes what type of expense the Dill covers Select the appropriate cost code from the drop dovvn list If the desired cost code is not in the list it can be added to the database by selecting Maintain Cost Codes from the Tables menu Amount Enter the bill amount When one row in the job cost ledger has been filled a new row will appear below it to allow multiple jobs to be covered in one bill payment If no other jobs need to be added simply leave the row empty Total Automatically calculates and displays the total for all entered lot cost code combinations Payment Information Paid Click if the bill has already been paid The pa
27. ummary List Work in Progress Cost Summary Period Totals Detailed Cost Breakdown Tables 2002 Slofstra Software Inc HomeBuilder Accounts Payable 5 The user can modify all tables in the A P system with this menu option Just select the appropriate table for modification Accounting Export to QuickBooks Chart of Accounts Miscellany Enter Purchase Orders 1 2 General User Info Keyboard Movements Description of functions that apply uniformly to the whole system Field movement Press Tab to move to the next field on the screen Press Shift Tab to move to the previous field on the screen Drop Down Lists Use the following commands or buttons to move around in the drop down list Press CTRL End to go to the end of the list Press CTRL Home to go to the top of the list Press Page Up Page Down to move a page at the time Press the Up Down arrow to move up or down in the list Press Alt DownArrow to open a drop down list from the keyboard Record movement in the database Move to the first record in the database Move to the last record in the database Move to the previous record in the database Move to the next record in the database Create a new record in the database Ii ie EEE Delete a record in the database 1 3 How the System Works The HomeBuilder Accounts Payable program has three databases within the system Payables Job Costing and General Ledger Holdings G L Holdings
28. yment details will display If the bill has not been paid this option cannot be selected Payments All payments made to the supplier for this bill will display If a cheque was voided and the supplier did not receive a payment the payment can be deleted from the database Select the voided payment by clicking in one of the boxes describing the particular payment under any of Pay from account Date Paid Chk Amt Paid or Amt Appl then press Delete Totals Total amount of the payment Price Control Not sure here Save Click the Save button to save information on the screen You may see some messages that prompt you to save before entering more information SS x Changes have been made to this record Please use the Save or Escape buttons Delete Escape Click the Delete button to delete an invoice The system might display some error messages or processes that need to be done before a record can be deleted 2002 Slofstra Software Inc Payables 13 Delete Error xi e mn 1 You must unpost before deleting Click the Escape button to undo what has been entered without saving ie Re entering the bill information 2 1 5 Find Clicking the selection Arrow on the Supplier field will list all Suppliers in the system Click on the supplier of choice to enter a bill A Popup Window will be displayed to give the user several search options From the dropdown list sele
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