Sage Master Builder User Guide
Below you will find brief information for Sage Master Builder. Sage Master Builder is an integrated software solution tailored for the construction industry, combining estimating, accounting, and project management features into a single system.
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User's Guide
NOTICE
This document and the Sage Master Builder software may be used only in accordance with the accompanying Sage Master Builder End User License
Agreement. You may not use, copy, modify, or transfer the Sage Master Builder software or this documentation except as expressly provided in the license agreement.
© 2010 Sage Software, Inc. All rights reserved. Sage, the Sage logos and the
Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.
12/2010
Table of Contents
Preface: Welcome to Sage Master Builder
Sage Master Builder Printed and Printable Documentation
Printing Sage Master Builder Documentation
Customer Support and Resources
Sage Master Builder Add-on Modules
Chapter 1: 1-General Ledger
1-4 Recurring Journal Transactions
Preparation for combined fiscal year-end and calendar year-end close
Payroll Close for calendar year-end close
New Accounting Year Preparation and After Closing Tasks for Fiscal Year-End
Chapter 2: 2-Accounting Reports
Working with Accounting Reports
2-9 Statement of Cash Flows Reports
Chapter 3: 3-Accounts Receivable
Working with Accounts Receivable
3-2 Receivable Invoices & Credits
1
ix
79
83
iii
Sage Master Builder iv
Contents
3-5 Jobs (Accounts Receivable)
Chapter 4: 4-Accounts Payable
4-2 Payable Invoices & Credits
4-4 Vendors (Accounts Payable)
Chapter 5: 5-Payroll
5-4 Federal and State Tax Filing
Chapter 6: 6-Project Management
Working with Project Management
Chapter 7: 7-Utilities
302
212
374
162
7-6 Scheduled Report Event Viewer
Chapter 8: 8-Equipment Management
Working with Equipment Management
Chapter 9: 9-Estimating
Working with estimating, assemblies, and parts
Chapter 10: 10-Scheduling
Chapter 11: 11-Service Receivables
Working with Service Receivables
11-2 Work Orders, Invoices, & Credits
Chapter 12: 12-Inventory
Contents
v
498
516
542
424
406
Sage Master Builder vi
Contents
Chapter 13: 13-Review and Reporting
Working with Review and Reporting
Selecting and Creating Reports
Working with Mailing Labels and Label Form Designs
Using MICR to Print Your Own Checks
Exporting Data to Microsoft Excel
Appendix A: Sage Master Builder Features
About Sage Master Builder Features
Appendix B: Sage Master Builder Reports
About Sage Master Builder Reports
8-Equipment Management Reports
11-Service Receivables Reports
13-Review and Reporting Reports
682
640
558
Appendix C: Timetable of Office Procedures
Appendix D: Tax Setup Information
District of Columbia Income Tax
Federal-City-State Tax Setup Information
Maryland residents working in Delaware
New York City and Yonkers City Tax
New York Workers' Compensation
Contents
vii
760
754
Sage Master Builder viii
Contents
Oregon State Workers' Compensation
Washington State Workers' Compensation
Appendix E-Transaction Sources
Appendix F-Sage Master Builder API
About the Sage Master Builder API
About the Sage Master Builder API Administration window
API installation and company access
Configuring the API security settings
Launching the API and starting the API service
Appendix G-System Requirements and Configuration
About system requirements and configuration
About system requirements and configuration
Operating Systems Requirements
Supported Microsoft Office versions
Network Configuration Requirements
Microsoft .NET Framework 3.5 Service Pack 1 Requirements
Special Configurations - Operating Systems and Services
Windows 7 Professional and Server 2008 R2 Standard Operating Systems
Windows Vista, Windows 7, and Server 2008 Operating Systems
Index
814
808
830
804
Preface: Welcome to Sage Master Builder
Sage Master Builder - A better way to run your business
Welcome to Sage Master Builder. Sage Master Builder is an integrated, construction-specific, estimating, accounting, and project management software solution. Whether you are a general contractor, a subcontractor, or service contractor, Sage Master Builder manages your business using one system.
Sage Master Builder provides many features that are beneficial for customers with complex environments that may include remote connections, many simultaneous users, and/or multiple companies.
What is new in the latest release?
For detailed information about program enhancements, fixes, known issues, and comments for this release, refer to the Release Notes. To open the Release Notes, on the Main Sage Master Builder window, click Help > Printable Documentation > Release Notes.
Sage Master Builder Printed and Printable
Documentation
About this Guide - Sage Master Builder User Guide
The Sage Master Builder User Guide provides extensive explanation of Sage Master Builder functions and tools as well as hundreds of procedures for completing tasks.
After the introductory chapter, the Sage Master Builder User Guide provides a chapter of information for each section of the program, from “1-General Ledger” through “13-Review &
Reporting.”
Following those 13 sections are a series of appendices, “A. Sage Master Builder Features” through
“G. System Requirements and Configuration.” These appendices provide support information, including a suggested timetable of office procedures, information about federal, state, and local tax setup. A Glossary of Sage Master Builder terms follows the appendices.
The Sage Master Builder User Guide is a printable book version of the In-product Help.
Sage Master Builder and Your Business
Sage Master Builder and Your Business provides basic information about key relationships in your business and how they interact with Sage Master Builder. This book also explores Sage Master
Builder’s underlying concepts for working with general ledger, accounts payable, accounts ix
Sage Master Builder Release Notes x Chapter iii receivable, and more. In addition, you will find detailed information about Sage Master Builder general operational features, accounting, analysis, payroll, accounts receivable, accounts payable, and more.
Sage Master Builder Installation and License Administration Guide
The Sage Master Builder Installation and License Administration Guide provides explicit information about how to install Sage Master Builder and set up the software in your specific environment. It also provides information on how to set up and administer licensing and manage license reservations.
This guide is a “must read” for all systems administrators and business owners.
Sage Master Builder Product Overview
Sage Master Builder Product Overview provides background information to help you understand the core functionality of Sage Master Builder and how to use it to manage your business. If you are new to Sage Master Builder, then we highly recommend that you read the specific background information about the tasks that you will perform. If you are a company owner or administrator, we recommend that you read all the information in this guide.
Sage Master Builder User Guide
The Sage Master Builder User Guide is a printable-PDF version of the Sage Master Builder Help.
You will find that the Sage Master Builder User Guide is the most comprehensive yet. It provides extensive explanation of Sage Master Builder functions and tools as well as hundreds of procedures for completing tasks.
Click Help > Printable Documentation on the main Sage Master Builder window to see a list of printable documentation. Then click a document to open it with your PDF viewer.
Sage Master Builder Release Notes
The Release Notes document provides information about enhancements and previously reported issues in the software that have been resolved for the current release.
It also provides, where applicable, information and comments about recently discovered issues that have not yet been resolved before the latest software release. Release Notes are available in PDF format by clicking Help > Printable Documentation > Release Notes on the main Sage Master
Builder window.
Printing Sage Master Builder Documentation
Links to the printable documentation are located under the Help > Printable Documentation menu on the Sage Master Builder main window.
IMPORTANT:
You must have the Adobe®Reader® installed on your
Customer Support and Resources
Chapter iii xi computer to view and print Sage Master Builder guides. To download this free software for viewing and printing documents in PDF format, visit http://get.adobe.com/reader/
To print a Sage Master Builder printable document:
6. On the main window, click Help > Printable Documentation.
7. From the menu list, select the printable document you want to open. Adobe Reader opens and loads the guide.
8. From the File menu, click Print.
9. To print a section of pages, from the Adobe Reader Print window, select Print Range > Pages from, and type a range of pages.
Customer Support and Resources
Before you contact Customer Support
Before you decide to contact the customer support call center, there are many resources available to you. Our in-product Help system offers a comprehensive library of easy to find topics. Depending on your Sage service plan, we also offer a web-based Sage Knowledgebase and online user community forums. These services are available 24 hours a day, seven days a week. Please see below for detailed information about all the resources available to you.
Sage Master Builder Help
You can access help about specific procedures, topics, fields, or buttons from anywhere in the software.
Sage Knowledgebase
Our staff maintains an extensive knowledge database of questions and answers covering everything from frequently asked questions to more complex problems and solutions. In addition, we keep all product reference documentation available in the Knowledgebase. This online tool is the same tool we use in our customer support call center to help answer your call. Depending on your Sage service plan, you can access this Knowledgebase at www.sagecre.com
or through the in-product
Help menu.
To access the Technical Support Knowledgebase:
1
Click https://customers.sagenorthamerica.com/irj/portal/anonymous/login .
2
On the Welcome page, in the left column, click Knowledgebase Search to open a list of products.
3
Complete Step 1 by selecting Sage Master Builder from the list of products.
4
Complete Step 2 by entering a search term in the box.
5
Click Search.
Sage Master Builder Release Notes xii Chapter iii
The search results appear below the box.
Technical Documentation Available on the Software CDs
A number of user guides are included on the software CDs we ship to you. Important release information such as system requirements, software enhancements, and more can be accessed quickly and easily.
Sage Summit Customer Conference
Interact with and learn from Sage Construction and Real Estate senior leadership, product experts, and fellow customers in one location. Get the latest information on product updates as well as network and share experiences with your peers. Check our website for current conference information.
Prepare to contact Customer Support
Depending on your Sage service plan, you may be able to contact the Sage Customer Support Call
Center to work with one of our highly trained, customer support professionals. Before you call, here is a quick reference list of questions we will often ask to help resolve your question. Prepare your answers to these questions before calling Sage Customer Support to save you time when calling us.
Question How to Find the Answer
What is your Sage client ID number?
Your client ID number can be found on correspondence you receive from Sage. If you do not know your Sage client ID, please contact the person at your company who maintains your relationship with
Sage.
What CD version are you using?
To find the version, open
Sage Master Builder; click
Help > About Sage
Master Builder and note the number listed.
What application or area in the software are you calling about?
On the menu list, identify the application and number where are you are work (i.e. Selecting
Invoices to Pay in 4-3-1,
Accounts Payable Vendor
Payments).
Question
How can we help you?
How to Find the Answer
Walk through the exact steps you completed with as much detail and accuracy as possible.
Is there an error message?
Write down the exact wording of the message.
Can you reproduce the issue?
Were you able to walk through the same steps that led to the problem and see whether it happened again?
Is this the first time the problem has happened? Does the problem occur on one workstation or several?
Ask other users if they have experienced the same problem. Have them test at their workstation to see if they experience the same problem. Also, have the original user try other workstations to see whether the problem is specific to that user.
Has anything changed with your software, hardware, or workflow?
Ask your network administrator for technical information regarding anything that may have changed behind the scenes: upgrades to Sage Master
Builder, new third-party software installations, moving of data from one server to another, new printers or print driver installation, or anything else that might affect the network.
Does the problem happen in the sample data sets?
What kind of network are you using?
Select [File> Open Com-
pany], then change the drive letter on the dropdown to C:, select Sample
Company.
If you do not know, please contact your network
Customer Support and Resources
Chapter iii xiii
Sage Master Builder Release Notes xiv Chapter iii
Question
What operating system is on your computer?
How to Find the Answer
administrator.
For XP: Click [Start], click
[Run], type winver and click [OK].
For Vista: Click [Start], type winver in the ‘start search’ window and click
[OK].
What printers and print drivers are installed?
If you do not know, please contact your network administrator.
When was your last backup?
If you do not know, please contact your network administrator.
Customer Support Call Responses
Our goal is to answer all calls within the first three minutes, but more often than not we answer your call on the first ring! Once calls are answered, our support analysts resolve over 90% of questions during the first contact. They work with you to identify call urgency and respond accordingly. Call urgencies range from a simple explanation of software settings to critical situations in which work is stopped or data integrity is compromised. If a call is unable to be resolved immediately, the support analyst will work with you based on the urgency to take the appropriate action. Some calls may warrant further research and follow up, in which case our support analyst will place your call in his/her in-progress work list. At every step of the way, we work with you to until a resolution or agreement can be reached!
Depending on your Sage Service plan, if you have an open support ticket, you may check the status or update, or even create a new support ticket online? Just visit www.sagecre.com and click Sage customer website under the Support Logon. Next, select the Support tab and choose the Self
Service button.
You may check the status of an open support ticket, update new information you’ve discovered on an open issue, or create a non-urgent request for help online. Just visit www.sagecre.com
and click
Logon. Next, select the Support tab and choose the Self Service button.
Contact Customer Support
Contact Customer Support in the United States and Canada at: www.sagecre.com
Sage Master Builder toll free: 800-866-8049
International: 503-690-6775
Training Resources
Chapter iii xv
Customer Support Hours
Telephone support is available Monday through Friday from 6 a.m. to 5 p.m. Pacific Time with the exceptions listed below. Online support incidents can be submitted 24 hours a day, seven days a week by logging on to https://customers.sagenorthamerica.com/irj/portal/anonymous/login . Our customer support team will reply to your questions during normal support hours.
o o o
Every Thursday from 2 p.m. to 3 p.m. Pacific Time, closed for staff meetings.
Standard United States holidays.
Quarterly company meetings.
Any additional closures will be communicated via our regular customer email newsletters.
Training Resources
About training options
Learning to use Sage Master Builder software has never been easier! Whether you choose to take online classes from Sage, participate in classroom training, or work directly with your business partner, you will learn how to use Sage Master Builder to support your business. Contact your business partner to find out about training options or visit www.sageu.com/masterbuilder .
Overview of customer classes
Online classes help make learning Sage Master Builder convenient. Each instructor has years of experience using Sage Master Builder and will lead you step-by-step through the class material.
Online classes allow you to view the instructor’s computer screen as he or she demonstrates Sage
Master Builder software. Once you register for your class via Sage University, you will receive email communications that tell you how to access the training. Because the classes are live, you can ask questions and benefit from hearing other students’ questions. Classes cover all aspects of Sage
Master Builder, including project management, estimating, scheduling, and payroll. For more information, visit www.sageu.com/masterbuilder .
Getting started with training
All customers should begin with our New Customer Training (NCT) series, which is included in our
Essentials Training Package in recorded format for 24/7 access. These classes include an overview of the Sage Master Builder system and its features. Customers that prefer live online training can register for the Realtime Learning version of these NCT courses. For more information, visit: www.sageu.com/masterbuilder
Business Partners
About Business Partners
To serve you better, Sage Master Builder products and services are available to you through an authorized network of business partners.
Sage Master Builder Release Notes xvi Chapter iii
Your business partner is available to serve you, from simple how-to questions and hands-on demonstrations, to installation, implementation, and training. They're fully equipped to help you get where you want to be. For more information, please contact your Sage Master Builder business partner.
Business Forms
Sage Construction and Real Estate Forms
Sage Master Builder is designed to work with generic checks and forms that are available from many sources. There is no single vendor that customers must use; however, you can get a complete portfolio of forms, tax forms, and checks through Sage Construction and Real Estate Forms by calling 800-760-7929 or by visiting www.sagecreforms.biz
.
Sage Master Builder Add-on Modules
There are currently two add-on modules for use with Sage Master Builder: “Estimating,” and the combined “Service Receivables/Inventory.”
Estimating
The Estimating module accurate, and fully integrated into scheduling, project management, and accounting. By combining the best features of databases and spreadsheets, we have developed the easiest assembly estimating system on the market.
Global variables, formulas, and templates make your estimating process easier and more accurate.
You can selectively factor in cost increases, lock prices to prevent accidental edits, and add notes for clarity. Windows functionality (such as cut, copy, and paste) allows you to import blocks of information from other estimates with just a few clicks of the mouse. All grids are Microsoft® Excel® compatible —you will not have to learn a new interface if you have been using spreadsheets. After the takeoff is complete, you can generate the budget, the proposal, requests for proposals, purchase orders, and subcontracts. You can even fax them directly to your subs and suppliers without printing them out.
With the data import feature, you can import a parts list, update prices directly from your suppliers, or use one of our free parts lists to build your database immediately. Databases are available that will provide an extensive up-to-date foundation for your personalized assembly estimating system. The simple assembly tools help you build new assemblies without leaving your takeoff (available in 9-5
Takeoffs). With just a few mouse clicks, you can copy, adjust, or create assemblies from scratch.
For more information on the Estimating add-on module, visit http://www.sagecre.com//products/master_builder/Estimating .
Service Receivables and Inventory
Service Receivables include service contracts, service routes, service dispatch, on-call work orders, quotes, point-of-sale and billing-of-service work and materials. This option is integrated with the
Sage Master Builder Add-on Modules
Chapter iii xvii
Inventory module for automatic decrementing of inventory from work orders. You can maintain your service truck inventory with parts assigned to truck or warehouse inventory.
Service dispatch is displayed in 15-minute, hourly or daily increments. Work orders are displayed with user-definable color codes showing client, priority, and ZIP Code. You can review information about equipment installed at the client’s site. Items can be billed individually or as part of an assembly. The flat-rate billing option allows you to create and print your own price book for technicians to use. The same parts and assemblies databases are used for estimating and for service, making it easy to keep your entire system updated.
The service client file supports multiple locations for every client and installed equipment at every location so that you can track what was done on any piece of your client’s equipment. The system integrates with payroll so you can directly import hours from your service work orders.
Inventory
Keeping track of inventory items is easy with integrated estimating, purchase orders, accounts payable, job-costing, and service work orders. Whether you need to track inventory for a central warehouse or for a number of locations and service trucks, Sage Master Builder Inventory can handle it.
Inventory also can manage both basic stock and serialized items for all locations, bin numbers,
Materials Safety Data Numbers (MSDN), manufacturer identification, and multiple vendors with different order numbers for the same part.
Truck restocking can be run from the work orders completed each day so that your warehouse staff can restock trucks at night after your service technicians bring them in.
You can move inventory in Sage Master Builder from one location to another, apply inventory to a job, re-price inventory, post shrinkage, or create finished goods inventory from stock items and labor.
A template feature can save repetitive transactions for future use.
Resource reports from service work orders let you see which items will be needed in the future, making the ordering easy. And since Estimating integrates into Inventory, your estimators will always know if items are in stock and what your latest price is for any item.
For more information on the Service Receivables and Inventory add-on module, visit http://www.sagecre.com//products/master_builder/service_and_inventory/service_receivables .
Chapter 1: 1-General Ledger
As the backbone of the accounting system, General Ledger pulls together information from
Payroll, Accounts Receivable, Accounts Payable, Inventory, Service Receivables,
Equipment Management, and other features. You can also make direct entries for cash, checks, deposits, journal transactions, and recurring transactions.
A tight audit trail creates a well-protected system from accounting to job costs and automatically audits all stored balances back to their original entries.
General Ledger maintains true subsidiary ledgers with lookup windows for each controlling account to simplify data entry to all 12 accounting periods for the current fiscal year, and you can control posting to any period. Entries made to the prior year automatically update the prior year’s ending balances as well as the current year’s beginning balances.
TIP:
Sage Master Builder devotes an entire program section to major accounting reports in 2-Account
Reports.
General Ledger Reports
1-1 Checks and Bank Charges
About checks and bank charges
Using 1-1 Checks/Bank Charges, you can produce general ledger checks, transfer funds between cash accounts, enter bank charges, and cancel check numbers. When entering a check, you can break down costs by creating separate line items, and you can even post each item to a different ledger account. To pay a vendor, however, you create the check through 4-3 Vendor Payments.
Suppose you want to issue a check to a telephone company for last month’s bill. To indicate to Sage
Master Builder that a check will be printed for the transaction, you type a placeholder consisting of four zeros (0000) in the Check# box. Then when selecting check records for printing, you indicate the check number at which you want to begin printing. As Sage Master Builder prints checks, it substitutes the placeholder in the posted record with the appropriate check number.
You can also enter transactions that do not require printed checks. For example, you might issue a hand written check and will not need to print a check. In this case, you enter the check number you issued in the Check# box.
In the grid, you can itemize the expenses and post them to different expense accounts. When you indicate a direct expense account, equipment expense account, or WIP account Sage Master
Builder requires you to create a cost record.
1
Sage Master Builder Release Notes
2 Chapter 1
Entering general ledger checks
For reference, you can enter the purchase order number in the Order# box.
When you enter a vendor number in the Vendor box, Sage Master Builder increases the Vendor
1099 balance by the total amount of the check.
When entering a bank charge, use the bank’s transaction number as the check number. You can also use a dummy number that is outside the check number range, such as 99999, for all bank charges.
To enter a general ledger check:
1
Open 1-1 Checks/Bank Charges.
2
In the Account# box, enter the ledger account number for the checking account
3
In the Check# box, type 0000.
a
When you print the check, Sage Master Builder assigns the check number to the record.
b
If you have already issued the check, enter the check number in the Check# box.
4
In the Date box, enter the date of the check.
5
In the Description box, enter a brief statement about the transaction.
6
In the Status list, click the status of the entry.
7
In the grid, do the following:
a
In the Description cell, enter a brief statement about the item.
b
In the Account cell, enter the ledger account number.
c
In the Subaccount cell, enter the subsidiary account number.
d
In the Debit Amount cell, enter the amount.
8
Repeat step 7 for each item that you want to include in the check.
9
On the File menu, click Save.
Cancelling check numbers
When you cancel a check number, Sage Master Builder creates a record for the check number.
Suppose that you accidentally print an invoice on a few check forms. Because you cannot use the forms now, you have to cancel the check numbers.
IMPORTANT:
To cancel a series of check numbers, you must cancel each number through a separate transaction.
To cancel a check number:
1
Open 1-1 Checks/Bank Charges.
1-1 Checks and Bank Charges
Chapter 1 3
2
In the Account# box, enter the ledger account number for the checking account.
3
In the Check# box, enter the check number you want to cancel.
4
In the Date box, enter the date.
5
In the Description box, enter a brief statement about the transaction.
6
In the Status list, click 3-Void.
7
On the File menu, click Save.
Entering outstanding checks or bank charges
When working with a bank charge, you can type Bank Charge in the Check # box on the 1-1
Checks/Bank Charges window. You can also type it as BCmm/dd/yyyy (where mm/dd/yyyy is the actual date of the bank charge). Sage Master Builder saves the information and displays the resulting transaction the 1-5 Bank Reconciliation window with Bank Charge in the transaction number (Trans#) column in the checks area.
Caution!
Do not enter a vendor number. It would otherwise affect the vendor 1099 balances. The vendor 1099 balances are set up later.
To enter outstanding checks or bank charges:
1
Open 1-1 Checks/Bank Charges.
2
In the Account# box, enter the ledger account number for the bank account.
3
In the Check# box, enter the check number.
4
In the Date box, enter the date of the check.
5
In the Description box, enter a brief statement about the transaction.
6
In the Status list, click 1-Open.
7
In the grid, do the following:
a
In the Description cell, enter a brief statement about the item.
b
In the Account cell, enter the clearing account number.
c
In the Debit Amount cell, enter the amount.
8
Repeat step 7 for each item that you want to include in the check.
9
On the File menu, click Save.
10
Repeat steps 3–9 until you have entered all outstanding checks for the account.
Sage Master Builder Release Notes
4 Chapter 1
Setting the default ledger checking account to a new account
To set the default ledger checking account to a new account:
1
Open 1-1 Checks/Bank Charges.
2
In the Account# box, type the number of the checking account that you want to set as the default.
3
Press the Enter key.
4
Click in the Account # box, and then press the F7 key.
5
On the Field Properties Account# window, verify that the account you want to be the default is in the Default Entry to box, and click OK.
6
Close 1-1 Check/Bank Charges, and then open it again.
7
When the window opens, note that the Account# box defaults to the new account.
Working with Checks
Printing general ledger checks
You can print general ledger checks from the Checks/Bank Charges window; however, you must first complete the check entry process.
To print general ledger checks:
1
Open 1-1 Checks/Bank Charges.
2
Click the Print Records button. 1-1 Report Printing opens.
3
In the Account box, enter the account number, and click the Print Records button.
4
In the Check Printing window, enter a valid check number and a date.
5
In the confirmation box, click OK.
6
In the Assign/Post Checks window, select Assign Check Numbers, and click Continue.
The check prints.
About reprinting checks
Occasionally a check is misprinted or lost. Sage Master Builder provides an easy way to reprint checks without having to enter a new record. You can recall a check record and reassign it a placeholder consisting of four zeros (0000) in the check number box or transaction number box.
When you reprint the check, Sage Master Builder assigns the record the new check number.
Reprinting general ledger checks
You can reprint a general ledger check using a two-step process. First you locate the check you want to reprint in 1-3 Journal Transactions and change its number. Then you print it from the
Report Printing window.
1-1 Checks and Bank Charges
Chapter 1 5
Sage Master Builder automatically updates the existing ledger record and associated job cost/equipment records with the new check number when it assigns the new check number to the existing ledger record.
IMPORTANT:
When you reprint a general ledger check, the transaction record remains unchanged, but no record of the original check exists. To maintain an accurate check register, cancel the original check number.
To reprint a general ledger check:
1
Open 1-3 Journal Transactions, and select the check record that you want to reprint.
2
In the Trans# box, delete the original check number, and type 0000.
3
On the File menu, click Save.
4
Open 1-1 Checks/Bank Charges.
5
Click the Print Records button. 1-1 Report Printing opens.
6
In the Account box, enter the account number, and click the Print Records button.
7
In the Check Printing window, enter a valid check number and a date.
8
In the confirmation box, click OK.
9
On the Assign/Post Checks window, select Assign Check Numbers, and click Continue.
The check prints.
About voiding checks
IMPORTANT:
You cannot void a transaction in a different period than that in which it was originally posted.
When you create an accounts payable, general ledger, or equipment check and save it, Sage
Master Builder posts the check to the general ledger. You cannot void these checks in the 1-3
Journal Transactions window unless the status is 1-Open. When you do void a check, Sage
Master Builder assigns the check status 3-Void and adjusts the invoice and vendor balances accordingly. If the check was applied to an invoice and the invoice was closed, Sage Master Builder reopens the invoice and adjusts the balance to what is due. Best practices in accounting procedures require that you do not void transactions that have been processed by the bank. Therefore, it is not possible to void transactions with a status of 2-Cleared.
Payroll checks are processed by Sage Master Builder differently from other types of checks.
Therefore, you need to void payroll checks through the 5-2-2 Payroll Records window. To void a payroll check, void the timecard record that Sage Master Builder used to create the check. This
Sage Master Builder Release Notes
6 Chapter 1 reverses the amounts applied to the employee quarterly totals and year-to-date totals, and voids the job costs.
Voiding checks
After voiding all payments made to an invoice, you can void the invoice itself. Best practices in accounting procedures require that you do not void transactions that have been processed by the bank. Therefore, it is not possible to void transactions with a status of 2-Cleared.
IMPORTANT:
You cannot void a transaction in a different period than that in which it was originally posted.
To void a check:
1
Open 1-3 Journal Transactions.
2
Using the data control, select the record of the check (Trans#) you wish to void.
3
Verify that the Status is 1-Open.
4
If necessary, in the Status drop-down list, change the status to 1-Open.
5
On the Edit menu, click Void Transaction.
Voiding general ledger checks from a prior year
The Void Transaction command on the Edit menu is unavailable for all cash transactions posted to prior years. To maintain an audit trail, transactions posted to prior years cannot be voided, but must be reversed.
To reverse the general ledger check, you will enter a reversing transaction, and then clear both the original check and the reversing transaction. This task is in two parts.
NOTE:
Checks and deposits from a prior year can also be cleared in the 1-5 Bank Reconciliation window. For each item you want to clear, select the item, and click the Clear button.
Part 1 - Enter the reversing transaction:
1
Open 1-2 Deposits and Interest, and from the Edit menu, choose Period.
2
Double-click 00-Prior Year.
3
To the message to verify that you want this period, click Yes.
4
In the Account# box, enter the account from which the original check was drawn.
5
In the Deposit# box, enter the original check number.
6
In the Date box, enter the date of the original check.
1-1 Checks and Bank Charges
Chapter 1 7
7
In the Description box, enter a brief statement about the transaction.
8
In the grid, enter the following information:
a
In the Account column, enter the general ledger account that was debited in the original transaction.
b
In the Credit Amount column, enter the original amount of the check.
9
From the File menu, select Save.
10
To the message, Post to archive? click Yes.
Part 2 - Clear the original check and reversing transaction:
1
Open 1-5 Bank Reconciliation.
2
In the Account# box, enter the bank account number.
3
In the Statement Cutoff Date box, enter the date of the transactions.
NOTE:
The date of the reversing transaction should match the original check date.
4
Click the Display button.
5
In the grid, select the original check and the reversing transaction and then click the Clear button.
6
From the File menu, select Save.
Finding and resolving unprinted checks when closing the books
When there is a credit to an account in the cash range with a transaction number of 0000 when you are closing the books, Sage Master Builder displays a message stating that unprinted checks were found.
TIP:
This message is informational only. It does not stop you from closing your books; however, you should resolve the unprinted checks issue.
To find and resolve unprinted checks:
1
Open 2-5 General Journals.
2
Print the 2-5-21 General Journal report with the following settings:
a
In the Account box, use the range for all cash accounts listed in 1-8 General Ledger Setup.
b
In the Trans# box, select Equal, and type 0000.
c
In the Credit box, select Greater or =, and type $0.01.
3
If the transaction is an unprinted check, open 1-1 Checks/Bank Charges and click the Print
Records button to print the check if desired. If you don’t need to print a check, open 1-3 Ledger
Transactions, and change the Trans# to anything other than 0000.
Sage Master Builder Release Notes
8 Chapter 1
NOTE:
If it is a Source 16-Payroll, click on the Go
To Source button to change the Check#. It's highly unusual that the check number would have been changed to 0000 unless the paycheck had to be reprinted immediately.
1-2 Deposits & Interest
About deposits and interest
You can enter deposits and accrued interest for checking or savings accounts in the 1-2
Deposits/Interest window. When you enter a deposit, enter individual checks or accrued interest as separate line items. If you have cash receipts for receivable or service invoices, enter these transactions using the 3-3 Cash Receipts window.
Entering deposits
To enter a deposit:
1
Open 1-2 Deposits/Interest.
2
In the Account# box, enter the cash account number.
3
In the Deposit# box, enter the deposit transaction number.
4
In the Date box, enter the date of the deposit.
5
In the Description box, enter a brief statement about the transaction.
6
In the Status list, click the status of the entry.
7
In the grid, do the following:
a
In the Description cell, enter a brief statement about the transaction.
b
In the Account cell, enter the general ledger account number.
c
In the Subaccount cell, enter the subsidiary account number.
d
In the Credit Amount cell, enter the amount.
8
Repeat step 7 for each item that you want to include in the deposit.
9
On the File menu, click Save.
About deposits on jobs
Some contracts require a client to supply a deposit before work can begin. When you receive the deposit, you need to decide how to enter the deposit, as well as when and how to apply the deposit when invoicing the client. This often depends on the terms agreed upon in the contract. The following outlines the most common methods for handling job deposits:
You can enter the check for the job deposit in the 1-2 Deposits/Interest window. If you only receive a few deposits each fiscal year, deposit the check to the checking account and credit the Deposits
on Jobs account. If you receive numerous deposits, create a subsidiary account for each deposit
1-2 Deposits & Interest
Chapter 1 9 using the job number as the subsidiary account number. This enables you to track deposits independently.
You can enter the job deposit as a receivable credit in the 3-2 Receivable Invoices/Credits window, debiting the Deposits on Jobs account and crediting the accounts receivable account.
You can enter the deposit as an open credit, assigning it invoice status 1-Open, and invoice type 2-
Memo.
Later, you can apply the credit as you enter receivable invoices or you can apply the credit as you enter receipts in the 3-3 Cash Receipts window. The credit affects the statement balance, but does not affect the contract balance.
TIP:
By entering the job deposit as a credit, you can supply the client with a copy of the credit. This allows the client to see how you applied the job deposit to invoices. Another way to inform the client about the job deposit is to send the client a statement detailing the activity for the job.
Voiding deposits
IMPORTANT:
Best practices in accounting procedures require that you do not void transactions that have been processed by the bank. Therefore, it is not possible to void transactions with a status of 2-
Cleared.
To void a deposit:
1
Open 1-3 Journal Transactions.
2
Using the data control, select the record of the deposit (Trans#) you wish to void.
3
Verify that the Status is 1-Open.
4
If necessary, in the Status drop-down list, change the status to 1-Open.
5
On the Edit menu, click Void Transaction.
TIP:
After voiding all payments made to an invoice, you can void the invoice itself.
Transferring Funds Among Accounts
About transferring funds
You can transfer funds between accounts in the 1-1 Checks/Bank Charges or the 1-2
Deposits/Interest window. When you transfer funds directly from one account to another, Sage
Master Builder creates a single record for the transfer. The record of the transfer appears in the check reconciliation of both accounts until you clear it from one account or the other. After clearing
Sage Master Builder Release Notes
10 Chapter 1 the transaction for one account, it does not appear in the reconciliation for the other account. As this might prove confusing, it is a good idea to use a clearing account when transferring funds.
While using a clearing account requires a few extra steps, this type of transfer has a distinct advantage over the direct method. To transfer the funds using a clearing account requires you to enter two transactions. When reconciling bank statements, each account then has a transaction to clear. If you decide to use a clearing account for this purpose, create a clearing account in the Cash
Accounts range in the general ledger.
About clearing accounts
Some transactions can become quite complex. With clearing accounts, you can create transactions that prove you have posted the amounts correctly. In addition, clearing accounts provide a means of posting transactions or balances to accounts that normally do not allow direct posting. Clearing accounts do not carry a balance for any length of time. If you want to hold a transaction in an account, use a suspense account.
Before posting a transaction, make sure the clearing account does not contain a balance. Posting a transaction to a clearing account moves a balance into the account. To move the balance from the clearing account, post a transaction or series of transactions against the clearing account. When the account balance reaches zero, you have completely posted the balance.
Suppose that you have transferred money from a general checking account to a payroll checking account. Using a clearing account, you would create a transaction in each account.
Window of entry Debit
Checks/Bank Charges Clearing
Deposits/Interest
Credit
General Checking
Payroll Checking Clearing
Creating clearing accounts
A clearing account is a temporary account containing costs or amounts that are to be transferred to another account. Clearing accounts are usually set up in the cash accounts section of the general ledger accounts.
To create a clearing account:
1
Open 1-7 General Ledger Accounts.
2
In the data control box, enter the ledger account number in the cash accounts range of 1000 to
1999.
3
In the Short Name box, enter a brief description of the clearing account.
IMPORTANT:
If an account uses departments or subsidiary accounts, the departments or subsidiary accounts must be set up before posting transactions.
In the Subsidiary list, click 1-Subaccounts or 2-
Departments.
1-2 Deposits & Interest
Chapter 1 11
4
As required, in the Subsidiary list, click 1-Subaccounts or 2-Departments.
You can assign a cost type to ledger accounts, providing an additional way to verify transactions are posted to the proper accounts. When you post a transaction that has cost types, Sage Master Builder compares the transaction’s cost type with the ledger account cost type. If the cost types do not match, Sage Master Builder provides a warning, but does not prevent posting the transaction.
5
In the Cost Type list, click the cost type you want to assign the ledger account.
6
On the File menu, click Save.
Entering clearing account transfers
To enter clearing account transfers:
1
Open 1-1 Checks/Bank Charges. In the Account# box, enter the source account.
2
In the Check# box, enter the bank transaction number or a dummy transaction number.
3
In the Date box, enter the date of transfer.
4
In the Description box, enter a brief statement about the transfer.
5
In the Vendor box, enter the vendor number.
6
In the Status list, click 1-Open.
7
In the grid, do the following:
a
In the Account cell, enter the clearing account to which you are transferring funds.
b
If the account selected has subsidiary accounts, enter the number in the Subaccount cell.
c
In the Debit Amount cell, enter the amount of the transfer.
8
On the File menu, click Save.
9
Open 1-2 Deposits/Interest. In the Account# box, enter the destination account number.
10
In the Deposit# box, enter the bank transaction number or a dummy transaction number.
11
In the Date box, enter the date of the transfer.
12
In the Description box, enter a brief statement about the transfer.
13
In the Status list, click 1-Open.
14
In the grid, do the following:
a
In the Account cell, enter the clearing account from which funds originate.
b
If the account selected has subsidiary accounts, enter the number in the Subaccount cell.
c
In the Credit Amount cell, enter the amount of the transfer.
15
On the File menu, click Save.
Sage Master Builder Release Notes
12 Chapter 1
TIP:
You can verify the complete transfer of funds by viewing the clearing account balance in 1-7 General
Ledger Accounts.
Entering direct transfers
To enter direct transfers:
1
Open 1-1 Checks/Bank Charges.
2
In the Account# box, enter the source account.
3
In the Check# box, enter the bank transaction number or a dummy transaction number.
4
In the Date box, enter the date of transfer.
5
In the Description box, enter a brief statement about the transfer.
6
In the Vendor box, enter the vendor number.
7
In the Status list, click 1-Open.
8
In the grid, do the following:
a
In the Account cell, enter the account to which you are transferring funds.
b
In the Debit Amount cell, enter the amount of the transfer.
9
On the File menu, click Save.
NOTE:
You can also use 1-2 Deposits/Interest to transfer funds. Because you are making a deposit, enter the destination account in the Account# box.
Then in the Account column, enter the account number from which the funds originate.
About suspense accounts
Suppose your company receives a corporate tax refund, and you want to deposit the check, but you do not know how to correctly post the transaction. The correct approach is to deposit the check and credit it to a suspense account in the Cash Accounts range. The amount remains in the suspense account until you determine where to post the credit.
Suspense accounts provide a temporary location where you can post a transaction until you determine the proper accounts. Similar in function to a clearing account, suspense accounts allow transactions to pass through the account. When you post transactions to a suspense account, however, the transactions can remain for an extended time until you determine the proper accounts.
It is a good idea to use a suspense account in the account range to which you will eventually post the transactions. For example, you are not sure how to post a transaction related to equipment. You can use a suspense account in the Equipment range of ledger accounts.
1-3 Journal Transactions
Chapter 1 13
1-3 Journal Transactions
About journal transactions
Use the 1-3 Journal Transactions window to review most accounting records. You can also enter adjusting journal entries and change the status of bank account records. You cannot, however, enter transactions or adjusting journal entries for the Accounts Payable, Accounts Receivable,
Service Receivables, Inventory.
Best practices in accounting procedures require that you do not void transactions that have been processed by the bank. Therefore, it is not possible to void transactions with a status of 2-Cleared.
NOTE:
You can create a template for journal transactions from the File menu from an existing record or from scratch.
Entering journal transactions
Instead of creating the transaction from scratch, you can begin with an existing Journal Transaction template. From File, select Load/Delete Template.
To enter a journal transaction:
1
Open 1-3 Journal Transactions.
2
In the Trans# box, enter the transaction number.
3
In the Date box, enter the transaction date.
4
In the Description box, enter a brief statement about the line item.
5
In the Status list, click the record status.
6
In the grid, do the following:
a
In the Description cell, enter a brief statement about the line item.
b
In the Account cell, enter the ledger account you want.
c
In the Subaccount cell, enter the subsidiary account you want.
d
In the appropriate Debit Amount or Credit Amount cell, enter the amount.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
TIP:
If the transaction references a purchase order number, enter it in the Order# box.
TIP:
When using over/under billing, you can reverse the entry in the next period.
Sage Master Builder Release Notes
14 Chapter 1
Editing records in 1-3 Journal Transactions
IMPORTANT:
To prevent data corruption, the ability to edit records in 1-3 Journal Transactions is limited.
You cannot edit the grid, change the record number, or change the status of a record to 3-Void.
To edit records in journal transactions:
1
Open 1-3 Journal Transactions.
2
Using the data control, select the record.
3
Edit the record.
4
On the File menu, click Save.
Reversing a transaction in the next period
When entering a WIP adjustment in the 1-3 Journal Transactions window, you can reverse the transaction in the following period. Doing so allows you to calculate the over or under billing without having to compensate for previous WIP adjustments.
When you select the Reverse in Next Period check box and post the transaction, Sage Master
Builder simultaneously posts the transaction you entered and a reversing entry the next period.
To reverse a transaction in the next period, select the Reverse in Next Period check box.
NOTE:
If posting a transaction to period 12, you cannot select the Reverse in Next Period check box.
Post the transaction, and then after closing the books for the fiscal year manually post the reversing entry to period 1.
Changing the journal transaction record status
IMPORTANT:
You cannot change the status of a record to 3-Void. Instead, you must void the record.
To change the record status:
1
Open 1-3 Journal Transactions.
2
Using the data control, select the record.
3
In the Status list, click 1-Open or 2-Cleared.
4
On the File menu, click Save.
1-3 Journal Transactions
Chapter 1 15
TIP:
If you accidentally clear a check or deposit in 1-5
Bank Reconciliation, you can change the status of the record from 2-Cleared back to 1-Open. After changing the status, the record appears in the 1-5
Bank Reconciliation window.
Voiding records in 1-3 Journal Transactions
Records in 1-3 Journal Transactions can have a status of 1-Open or 2-Cleared.
IMPORTANT:
Best practices in accounting procedures require that you do not void transactions that have been processed by the bank. Therefore, it is not possible to void transactions with a status of 2-
Cleared.
It is possible to void records with a status of 1-Open; however, the program only allows you to void records from within their original posting period.
Entering journal balances
To enter journal balances:
1
Open 1-3 Journal Transactions.
2
On the Edit menu, click Period. Select the appropriate period.
3
In the Trans# box, enter the transaction number.
4
In the Date box, enter the transaction date.
5
In the Description box, type Period Balances.
6
In the Status list, click 1-Open.
7
In the grid, do the following:
a
In the Description cell, enter a brief statement about the line item.
b
In the Account cell, enter the ledger account you want.
c
In the Subaccount cell, enter the subsidiary account you want.
d
Enter the amount in the appropriate Debit Amount or Credit Amount cell.
8
Repeat step 7 for each account.
9
On the File menu, click Save.
About zeroing out the clearing account
Previously you entered the ledger account balances for the bank accounts, and those balances already reflect the impact of the outstanding transactions. Entering the outstanding bank transactions, however, affects the ledger balance. To clear the effect of the outstanding transactions, post a journal transaction for the net balance of the clearing account.
Sage Master Builder Release Notes
16 Chapter 1
For example, suppose you are entering the outstanding transactions for a checking account. You enter $500 in checks and $750 in deposits. This is posted to the bank account and the cash clearing account. Because of the entries, the bank account has a net debit of $250 and the clearing account has a net credit balance of $250. Therefore, you post a journal transaction crediting the bank account and debiting the clearing account for $250.
Once you have zeroed out the clearing account, the items have no impact on the ledger account balances. You can then clear the open items when you next reconcile the account.
IMPORTANT:
We strongly recommend that you work on one account at a time from start to finish before moving on to the next account.
Zeroing out the clearing account
To zero out the clearing account:
1
Open 1-3 Journal Transactions.
2
In the Trans# box, enter the transaction number.
3
In the Date box, enter the transaction date.
4
In the Description box, enter a brief statement.
5
In the Status list, click 2-Cleared.
6
On a grid line, do the following for the bank account:
a
In the Description cell, enter a brief statement about the line item.
b
In the Account cell, enter the ledger account you want.
c
In the appropriate Debit Amount or Credit Amount cell, enter the amount.
7
Repeat step 7 for the clearing account.
8
On the File menu, click Save.
9
To verify that the clearing account has a zero balance, double-click an Account box to display a
Lookup window. You can then locate the account and review its balance.
1-4 Recurring Journal Transactions
About recurring journal transactions
Every business has transactions that occur on a regular calendar basis. You can set up any transaction as a recurring transaction if it consistently posts the same amount on a regular basis.
However, Sage Master Builder does not automatically post the recurring transactions to the general ledger. You retain complete control over posting the transactions. You can even set a reminder to prompt users in a specific security group when it is time to post recurring transactions.
Look at the posting date of a transaction to determine when to post the transaction. After posting the transaction, Sage Master Builder advances the posting date based on the transaction cycle. The
1-4 Recurring Journal Transactions
Chapter 1 17 transaction date does not control or affect the period to which you are posting the transaction. If you need to post a recurring transaction to a different period, change the posting period.
Examples of recurring transactions
The best transactions to set up on a recurring basis are those with amounts that do not vary and post on a regular cycle. Recurring transactions cannot be set up for direct expenses, equipment expenses, inventory, or service receivables.
Transaction Description
Recurring
Payments
Regular payments such as rents, vehicle insurance, janitorial services, and subscriptions or dues.
Pre-paid
Expenses
Payments made for a time longer than a single period, such as a quarterly vehicle insurance payment that you need to expense monthly. Create a recurring transaction to post the monthly expense rate, rather than the quarterly rate.
Depreciation
You can depreciate items such as office equipment on a monthly basis. After obtaining the annual depreciated amount from your company accountant, calculate the monthly depreciation. Then set up a transaction to post the monthly depreciation. You can depreciate the value of equipment used on a job in the 8-6 Equipment Depreciation window.
Setting up recurring journal transactions
You can set up a recurring transaction for printing a check. In the Trans# box, type four zeros
(0000). In the Vendor# box enter the vendor number for whom you are printing the check. Sage
Master Builder increases the vendor 1099 balance by the total amount of the check. Then, in the
Account column, indicate the checking account number.
After posting the transaction, you can print the check from the 1-1 Checks/Bank Charges window with other checks. As you have posted the transaction, do not enter it in 1-1 Checks/Bank
Charges.
To set up a recurring journal transaction:
1
Open 1-4 Recurring Journal Transactions.
2
In the Trans# box, enter the transaction number.
3
In the Next Date box, enter the next date when the transaction needs to post.
4
In the Cycle box, enter the transaction cycle.
5
In the Description box, enter a brief statement about the line item.
6
In the grid, do the following:
a
In the Description cell, enter a brief statement about the line item.
Sage Master Builder Release Notes
18 Chapter 1
b
In the Account cell, enter the ledger account.
c
In the Subaccount cell, enter the subsidiary account.
d
Enter the amount in the appropriate Debit Amount or Credit Amount cell.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
Setting up automatic reminders to post recurring transactions
When a user logs on to a company, Sage Master Builder checks the posting dates of recurring transactions. If there are transactions to post and the user is part of the Recur. Trans. Group, Sage
Master Builder prompts you with a reminder. You can set up reminders for recurring transactions by following this procedure.
To set up reminders for recurring transactions:
1
Open 7-2 Company Information.
2
In the Company Name box, enter the company name.
3
In the Recur. Trans. Group (Recurring Transactions Group) box, select the security group responsible for posting recurring transactions.
Posting single recurring transactions in 1-4 Recurring Journal
Transactions
IMPORTANT:
If you want to post to a different period, you must change the posting period.
To post a single recurring transaction:
1
Open 1-4 Recurring Journal Transactions.
2
Select the transaction.
3
On the Post menu, click This Transaction Only.
Posting groups of recurring transactions in 1-4 Recurring Journal
Transactions
To post a group of transactions, use a cutoff date. Sage Master Builder posts all transactions through the indicated date.
IMPORTANT:
If you want to post to a different period, you must change the posting period.
1-5 Bank Reconciliation
Chapter 1 19
To post a group of recurring transactions:
1
Open 1-4 Recurring Journal Transactions.
2
On the Post menu, click Multiple Transactions.
3
The Posting Cutoff window appears.
4
In the Cutoff Date box, enter the cutoff date, and click OK.
1-5 Bank Reconciliation
About bank reconciliation
IMPORTANT:
When your cursor is in the grid area of the 1-5 Bank Reconciliation window, no function keys except F1 are available. You may launch the calculator (F3) after displaying the 1-5 Bank
Reconciliation window by clicking in the Statement
Cutoff Date text box and then pressing F3.
The 1-5 Bank Reconciliation window, similar to a check register, displays transactions that have not cleared. As you compare the bank statement to the transactions in 1-5 Bank Reconciliation, clear the transactions listed on the bank statement.
You can display transactions using a specific date. In the Statement Cutoff Date box, enter the statement ending date to display all transactions through the specified date. Sage Master Builder does not display transactions entered after the indicated date.
Sage Master Builder displays transactions in transaction number order. If a check number falls out of numbered sequence, Sage Master Builder displays an asterisk (*) next to the transaction number.
After clearing transactions, save the changes. Cleared items do not appear in the 1-5 Bank
Reconciliation window.
The Statement Beginning Balance box displays the balance as of the last reconciliation. The amount in the Statement Beginning Balance box does not change until you have cleared transactions and saved the changes.
When you display records for a checking account, the Statement Ending Balance box displays the balance as of the last reconciliation. As you change the status of transactions, the amount in the
Statement Ending Balance box changes. A P displayed with a transaction in the Record# column indicates that the transaction is from a prior year.
After clearing the transactions, the ending balance in 1-5 Bank Reconciliation should match the ending balance of your bank statement. After reconciling the account with the statement and you save the changes, Sage Master Builder rolls the amount in the Statement Ending Balance box to the Statement Beginning Balance box.
Sage Master Builder lets you save a trial reconciliation that is only partially completed. You can then return later to finish the reconciliation.
Sage Master Builder Release Notes
20 Chapter 1
TIP:
The default location when saving the Bank
Reconciliation Report as a .pdf file is
\MB\your company\Reports
. You can, however, save it to a different location.
Reconciling bank accounts with bank statements
IMPORTANT:
When your cursor is in the grid area of the 1-5 Bank
Reconciliation window, no function keys except F1 are available. You may launch the calculator (F3) after displaying the 1-5 Bank Reconciliation window by clicking in the Statement Cutoff Date text box and then pressing F3.
Before you reconcile a bank account with a bank statement, enter any extra charges or income in 1-
3 Journal Transactions that appear on your bank statement that you have not already entered in
Sage Master Builder. These include automatic transfers, interest, or check charges. To maintain accurate records, it is a good idea to reconcile accounts each month when you receive the bank statements.
If you need to clear a majority of the transactions, it might be easier to clear all transactions and reopen only the items that do not appear on your bank statement. Select all items, and then click the
Clear button. Then you can reopen individual items by selecting the item and clicking the Open button.
To reconcile a bank account with a bank statement:
1
Open 1-5 Bank Reconciliation.
2
In the Account# box, enter the bank account number.
3
In the Statement Cutoff Date box, enter the statement ending date.
4
Click the Display button.
5
For each item you want to clear, select the item and click the Clear button.
6
Compare the amount displayed in the Statement Ending Balance box to the ending balance on the statement.
7
If the amount in the Statement Ending Balance box does not match the ending balance on the bank statement, you need to determine the cause of the discrepancy and correct the problem.
8
On the File menu, click Save.
1-5 Bank Reconciliation
Chapter 1 21
IMPORTANT:
To save a copy of the Reconciliation report for future reference, select the Create PDF of
the report file check box before you click final. If you have not selected the check box before you click Final, a report is not created. You cannot go back and perform the reconciliation again to create the same report.
9
On the Save Check Reconciliation window, do one of the following:
a
If you are not finished reconciling the account, click the Trial button.
b
If you are finished reconciling the account, click the Final button.
NOTE:
A P displayed with a transaction in the
Record# column indicates that the transaction is from a prior year.
Saving trial reconciliations
To save a trial reconciliation:
1
Open 1-5 Bank Reconciliation.
2
In the Account# box, enter the bank account number.
3
On the File menu, click Save.
4
On the Save Check Reconciliation window, click the Trial button.
Recalling trial reconciliations
To recall a trial reconciliation:
1
Open 1-5 Bank Reconciliation.
2
In the Account# box, enter the bank account number.
3
Click the Display button.
When you save a trial reconciliation, the next time you recall the reconciliation, the checks and deposits that were cleared still display with a Clear status. However, any new transactions appear with an Open status. The computed balance will be the same. To start the reconciliation over again, clear out the trial reconciliation.
Reconciliation-in-process check box
In the 1-3 Journal Transactions window, Sage Master Builder selects the Active in Check
Reconciliation check box on all transactions that are included in trial bank reconciliation. After the reconciliation is completed, Sage Master Builder clears the check box.
Sage Master Builder Release Notes
22 Chapter 1
Reconciling beginning and ending balances
There are several reasons a statement ending balance may not match the next month’s beginning balance.
Causes
l l l l
A transaction with a future date that falls beyond the Statement Cutoff Date was entered. See
clearing the Statement Cutoff date.
For customers on Version 14.2 or earlier, outstanding transactions are only retained for one fiscal year. After that, they are removed from the 1-5 Bank Reconciliation. You may be missing transactions that are more than one fiscal year old. See
is this the first bank reconciliation of the new fiscal year?
A transfer was made from one cash account to another cash account without using a clearing account. When the first cash account is reconciled, it balances correctly. When the second account is reconciled, the transaction is already cleared so the beginning balance is off by the amount of cleared transaction. See
transferring cash without using a clearing account .
The status of a transaction was changed outside of the 1-5 Bank Reconciliation. For example, the status of a transaction was changed in 1-3 Journal Transactions to 2-Cleared. See
have you changed the status of any transaction that posts to your cash account through 1-3 Journal
IMPORTANT:
This step-by-step reconciliation process will help you locate the out-of-balance cause and provide a solution. More than one cause may apply, however, and if you resolve a problem in one of the steps below, fix it, and then look at the 1-5 Bank
Reconciliation balances again. If they are still out or balance, continue to the next step.
In the 1-5 Bank Reconciliation window, do you type a Statement Cutoff Date? If you do, clear the Statement Cutoff Date. Are the balances still wrong?
Consider the following: o o o
If the balances are correct, you have a transaction with a future date (a date beyond the State-
ment Cutoff Date you entered) which has been cleared.
If the balances are still incorrect, but you see the transaction on the bank reconciliation grid, that transaction has a future date. If the date of the transaction is incorrect, go to 1-3 Journal Trans-
actions and change the date to the correct date.
If the balances are still incorrect, proceed to step 2.
Is this the first bank reconciliation of the new fiscal year?
l l
If yes, you may have prior year outstanding transactions that were removed during the close fiscal year process. See the topic,
Processing prior year reconciliation items in to the next fiscal year
.
If no, continue with step 3.
1-5 Bank Reconciliation
Chapter 1 23
Did you transfer cash from one cash account to another cash account without using a clearing account?
If yes, follow these steps to correct the problem: o o o o o o
Find the cleared items from the first cash account.
Open 1-3 Journal Transactions, and change the Status on the transaction to 1-Open.
Void the transaction.
Re-enter the transfer in two transactions using a clearing account. See the topic
Entering clearing account transfers .
Display the transaction that represents the cash account that was previously cleared, and change the Status to 2-Cleared.
Open 1-5 Bank Reconciliation to verify the balances are correct.
Have you changed the status of any transaction that posts to your cash account through
1-3 Journal Transactions?
If yes, the beginning balance will be incorrect. To correct the beginning balance, open 1-3 Journal
Transactions and display the transaction.
If the status is Open change it to Cleared
If the status is Cleared, change it to Open.
If you do not know whether or not the status of any transactions has been changed, refer to the topic
Creating a query for transaction status changes made in 1-3 Journal Transactions .
Creating a query for finding transaction status changes made in 1-3
Journal Transactions
This query’s output shows you entries that were cleared on previous bank reconciliations and helps you find entries that do not appear on the 1-5 Bank Reconciliation.
Creating the query for finding transaction status changes:
1
Open 1-3 Journal Transactions.
2
Select File > Find to display the list of available queries.
3
In the Query List window, select Open Ledger Transactions - by Period, and then click Edit.
4
In the upper left area of the Display Fields window, click Ledger Transaction Lines.
5
That action selects the table from which you can pick fields for the query.
6
Under Fields, double-click the following fields to select them for display: l l l
lgtnln.lgract Account lgtnln.dbtamt Debit Amount lgtnln.crdamt Credit Amount
The new fields appear with the original fields under Fields to Display. If you select an incorrect field, click the field under Fields to Display, and press the Delete key. Then
Sage Master Builder Release Notes
24 Chapter 1 click Next to accept your changes in the Display Fields window.
7
Click Next through the Group Fields and Sort Fields windows.
8
In the Selection Fields window, double-click the lgtnln.lgract Account field. It will be added to the list of fields under Fields to Select By.
9
Click Next to display the Selection Criteria window, and then click Next again to return to the
Query List window.
To run the query:
This query can be used to reconcile previous bank statements again and to look for journal transactions on the results of the query that are not on the bank statements. If you discover a transaction on the bank statement that is not on the results of the query, then the status on a transaction has been changed from 2-Cleared to 1-Open or 3-Void.
1
In the Query List, click the Open Ledger Transactions - by Period query, and then click Run.
2
In the Selection Criteria window:
a
Leave the Period, Record#, and Source fields blank.
b
In the Status field, type 2 to display Cleared transactions.
c
In the Account field, enter the cash account you want to reconcile.
3
Click Run to display the transactions within the selection criteria. These results can be printed or exported.
4
Select File > Print to print the information, or select File > Save As to export the information.
Clearing trial reconciliations
IMPORTANT:
To save a copy of the Reconciliation report for future reference, select the Create PDF of
the report file check box before you click final. If you have not selected the check box before you click Final, a report is not created. You cannot go back and perform the reconciliation again to create the same report.
To clear a trial reconciliation:
1
Open 1-5 Bank Reconciliation.
2
In the Account# box, enter the bank account number.
3
Click the Display button.
4
Select the Status column.
5
Click the Open button.
6
On the File menu, click Save.
1-5 Bank Reconciliation
Chapter 1 25
7
On the Save Check Reconciliation window, click the Final button.
About clearing outstanding bank transactions
Before entering outstanding transactions, you may need to clear existing transactions. Such transactions are usually the result of entering the beginning and period balances.
If you posted individual transactions to enter the ledger account balances using Method 4 as described in the topic “
Methods for entering financial activity for the current year ,” clear the items that
have been cleared by the bank.
For the first time reconciliation for a new company, work on only one account at a time. For each bank account, enter the open bank transactions that are part of the startup ledger balances. If you have written checks or made deposits that are not included in the startup ledger balances, do not enter them at this time. Wait until you have finished entering all start up data.
Because the effect of the outstanding bank transactions are already encompassed by the ledger account balances set up earlier, post the transactions to a clearing account in the period prior to the current period. Suppose you are setting up during period 7. Post each open transaction to period 6.
Then post the journal transaction to the end of period 6.
Working on the outstanding items for one bank account at a time helps prevent startup errors. After entering the checks and deposits, enter the journal transaction to zero out the clearing account.
Compare your results to the last reconciliation. Then proceed to the next bank account. You can use the same clearing account to enter the balances for each bank account.
Clearing outstanding bank transactions
To clear an outstanding bank transaction:
1
Open 1-5 Bank Reconciliation.
2
In the Account# box, enter the ledger account number for the bank account.
3
Click the Display button.
4
For each item you want to clear, select the item and click the Clear button.
5
On the File menu, click Save.
6
Repeat steps 2–5 for each bank account.
Comparing open transactions with bank statements
It is often easier to discover errors with a printed copy of the bank reconciliation. You can then compare the records assigned 1-Open status with the bank statement for discrepancies.
To compare open transactions with the bank statement:
1
Open 1-5 Bank Reconciliation.
2
On the menu bar, click Print Records.
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About incorrect statement beginning balances
When the amount in the Statement Beginning Balance box does not agree with the ending balance from the previous reconciliation and your account reconciled last period, examine the transactions since the last reconciliation.
Determine the difference between the statement beginning balance in Sage Master Builder and the statement ending balance from the last statement you reconciled. Then try searching for a transaction with that amount. It might prove helpful to print a copy of the check register from 2-6
Check Register.
It is possible that you accidentally cleared a transaction before it cleared the bank. If this is the cause of the error, change the transaction status back to 1-Open.
Look for a transaction that you cleared in a prior reconciliation that has status 1-Open. If you find such a transaction, clear the transaction in 1-5 Bank Reconciliation.
A voided transaction can also create an incorrect beginning balance. If a transaction was accidentally voided, you need to re-enter the transaction.
Locating specific amounts in 2-5 General Journals
When the bank reconciliation does not agree with the bank statement, search the journals for a specific amount.
To locate a specific amount:
1
Open 2-5 General Journals.
2
Select the Short Journal report.
3
If you are searching for a deposit, enter the amount in the Debit box.
4
If you are searching for a credit, enter the amount in the Credit box.
5
On the File menu, click Print Preview.
About reconciliation errors
When you cannot reconcile an account with the bank statement, you need to determine the cause of the error. You can display all open records when you eliminate the statement cutoff date. This allows you to immediately search for transactions assigned to an incorrect date or period.
Common reconciliation errors
The following table lists some common reconciliation errors.
Type of
Error
Correction
Incorrect posting
If you posted a transaction with an incorrect amount, the transaction amount between the reconciliation report and bank statement differs.
1-5 Bank Reconciliation
Chapter 1 27
Type of
Error
Correction
Incorrect bank posting
Checks occasionally clear the bank for a different amount. Look at the magnetic coding at the base of the check to determine the amount paid by the bank.
Compare this amount to the amount appearing on the bank statement and to the actual amount for which the check was written.
Incorrect dates
If a transaction appears on the bank statement but does not appear in the 1-5 Bank Reconciliation window, you might have posted the transaction with incorrect dates. To locate the transaction, use 1-3
Journal Transactions and search for the missing transaction.
Missing entries
Returned items
Forged items
When charges or credits appear on the bank statement but do not appear in your records, post the charges and reopen 1-5 Bank Reconciliation.
If the bank returns a check due to insufficient funds, reverse the check and post the charge for insufficient funds.
While rare, it is possible that someone has altered a check amount. Another possibility is that someone has stolen check forms and forged checks.
It is important to identify forgery and alert the bank, thereby eliminating additional problems and preserving your ability to recover lost funds.
Processing prior year reconciliation items into the next fiscal year
If you notice that checks, deposits, or adjustments are missing from your bank reconciliation after closing the fiscal year, then you can find information in this topic about resolving those issues.
If you have closed your fiscal year-end and your 1-5 Bank Reconciliation beginning balance does not match the ending balance from your prior year archive, transactions from more than one fiscal year ago are no longer displayed in the 1-5 Bank Reconciliation window.
The first step in resolving these issues is to determining if this situation applies to you.
o In the archive company, open 1-5 Bank Reconciliation. Are there any items that appear here with a P?
o
If yes, make a note of these items and correct them as described below.
o
If no, but your beginning balance does not match the ending balance from your prior year archive, then this issue does not apply to you. See the topic,
Reconciling beginning and ending balances
.
Sage Master Builder Release Notes
28 Chapter 1
Explanation
The file that stores prior year transactions for your bank reconciliation is overwritten when you close the fiscal year. The transactions still exist in the company folder they were created in, but each company folder holds only one year of transactions.
Outstanding transactions are retained in your bank reconciliation for two fiscal years. If prior year transactions were not cleared before you closed your fiscal year, the file is moved to the archive when you closed your fiscal year. This caused the statement beginning balance to adjust by the net amount of those transactions.
Example
Outstanding transactions from 2009 will appear with a P next to them in your current company after closing the fiscal year and advancing to 2010. If these transactions are still outstanding when the
2010 year is closed, they will be overwritten with the 2011 outstanding transactions in the new 2011 data set. Your 2011 company will not contain the 2009 outstanding transactions.
Solutions
You might be missing checks, deposits, adjustments, or a combination of these. Choose the solution according to your scenarios: l l l
Solution A: You are missing checks or negative adjustments.
Solution B: You are missing deposits or positive adjustments.
Solution C: You are missing a combination of checks, deposits, and adjustments.
Solution A
1
Open 1-1 Checks/Bank Charges, and enter each missing check.
2
Then for each one do the following:
a
In the Account# box, enter the account from which original check was written.
b
In the Check# box, enter the original check number.
c
In the Date box, enter the date of the original check.
d
In the Description box, type a description.
It could be the description from the original entry. You may want to make a note that this was reentered after the entry was removed during the close books process at year-end.
e
Type information in other boxes in the header section, as required.
f
Leave the Status set to 1-Open.
3
In the grid, do the following:
a
In the Account cell, enter a clearing account in the cash range. If you do not have a clearing account set up, go to 1-7 General Ledger Accounts and create one. Be sure the number is in the Cash Accounts range defined in 1-8 General Ledger Setup.
b
In the Debit cell, type the amount of the original check.
1-5 Bank Reconciliation
Chapter 1 29
4
From the Edit menu, select Period and then select Period 00 – Prior Year. Any entries posted to Period 00 cannot be voided after they have been entered. Verify all of your entry information is correct before you save the entry.
5
Save the entry, but select No when you are prompted to Post to Archive because it already exists in the archive.
6
Repeat steps 1 through 3 for each missing check.
7
Enter a deposit in 1-2 Deposits/Interest for the total amount of checks from step 1,
8
Then do the following:
a
In the Account# box, enter the original cash account from the original check.
b
In the Deposit# box, type an entry, as required.
c
In the Date box, enter the date of original check.
If there are multiple checks, you may use the last day of your last fiscal year.
d
In the Description box, type a description, as required.
e
Type information in other boxes in the header section, as required.
f
Leave the Status set to 1-Open.
9
In the grid, do the following:
a
In the Account cell, use the same cash clearing account used in step 1.
b
In the Credit Amount cell, type the total of all checks entered in step 1.
10
From the Edit menu, select Period and double-click Period 00 – Prior Year. Any entries posted to Period 00 cannot be voided after they have been entered. Verify all of your entry information is correct before you save the entry.
11
Save the entry, but select No when prompted to Post to Archive because it already exists in the archive.
12
Open 1-3 Journal Transactions, and find the deposit transaction created in steps 5 through 7; then change the Status to 2-Cleared, and finally save the transaction.
Solution B
1
Open 1-2 Deposits/Interest, and enter each missing deposit.
2
Then for each one do the following:
a
In the Account# box, enter the account to which the original check was entered.
b
In the Deposit# box, enter the original deposit number.
c
In the Date box, enter the date of the original deposit.
d
In the Description box, type a description.
e
Leave the Status set to 1-Open.
3
In the grid, do the following:
Sage Master Builder Release Notes
30 Chapter 1
a
In the Account cell, enter a clearing account in the cash range. If you do not have a clearing account set up, go to 1-7 General Ledger Accounts and create one. Be sure the number is in the Cash Accounts range defined in 1-8 General Ledger Setup.
b
In the Credit Amount cell, type the amount of original deposit.
4
From the Edit menu, select PEriod and then select Period 00 – Prior Year. Any entries posted to Period 00 cannot be voided after they have been entered. Verify all of your entry information is correct before you save the entry.
5
Save the entry, but select No when prompted to Post to Archive because it already exists in the archive.
6
Repeat steps 1 through 3 for each missing deposit.
7
Open 1-1 Checks/Bank Charges, and enter the total amount of the deposit from step 1.
8
Then do the follow for each item:
a
In the Account# box, type the cash account from which original deposit was entered.
b
In the Check# box, type a number, as required.
c
In the Date box, type the date of original deposit.
d
In the Description box, type a description.
e
Type information in other boxes in the header section, as required.
f
Leave the Status set to 1-Open.
9
In the grid, do the following:
a
In the Account cell, enter the same clearing account used in step 1.
b
In the Debit cell, type the total of all deposits entered in step 1.
10
From the Edit menu, select PEriod and then select Period 00 – Prior Year.
11
Save the entry, but select No when prompted to Post to Archive because it already exists in the archive.
12
Open 1-3 Journal Transactions, and find the check transaction created in steps 5 through 7; then change the Status to 2-Cleared, and finally save the transaction.
Solution C
1
Create the checks as stated in Solution A steps 1, 2, 3, and 4, but skip all other steps.
2
Create the deposits as stated in Solution B steps 1, 2, 3, and 4, but skip all other steps.
3
Open 2-4-21 General Ledger report.
4
In the Account selection box, enter the cash clearing account used in steps 1 and 2.
5
From the File menu, select Print Preview.
6
Note the Totals in the Balance column, and write this amount down. You will need it later.
1-6 Change Period-Close Year
Chapter 1 31
7
Open 1-3 Journal Transactions, create an adjusting entry to zero out the amount in your cash clearing account.
8
Do the following:
a
In the Trans# box, type any transaction number; for example ADJ2007.
b
In the Date box, type the date of your fiscal year-end.
c
In the Description box, type a description.
9
In the grid, do the following:
a
Row 1 - Account box: Enter the same cash account used for your checks and deposits.
b
If the noted amount from step 3 was positive, debit that amount.
c
If the noted amount from step 3 was negative, credit that amount.
d
Row 2 - Account box: Enter the same cash clearing account used for your checks and deposits.
e
If the noted amount from step 3 was positive, credit that amount.
f
If the noted amount from step 3 was negative, debit that amount.
10
From the Edit menu, select PEriod and then select Period 00 – Prior Year. Any entries posted to Period 00 cannot be voided after they have been entered. Verify all of your entry information is correct before you save the entry.
11
Save the entry, but select No when prompted to Post to Archive because it already exists in the archive.
12
From the File menu, select Recall the transaction.
13
Change the Status to 2-Cleared.
1-6 Change Period-Close Year
About 1-6 Change Period-Close Year
The 1-6 Change Period/Close Year window provides options to several important accounting tasks. It also provides a link to allow you to view the audit history.
o o o
Change Period - Opens the Change Period window. You can set the posting period to any period from 0 to 12. When you advance the posting period, the program performs an audit automatically, and the audit results are logged. For more details about this functionality, see the topics in the section,
Audit Books - Opens the Audit Books window. Click at any time to perform an audit, and the audit results are logged. For more details about this functionality, see the topics in the section,
.
Recalculate Balances - Opens the Recalculate Balances window. Click to recalculate account, job, vendor, client, and equipment balances. Recalculating the balances repairs certain period audit errors, and the remaining audit errors are logged. For more details about this functionality, see the topics in the section,
Sage Master Builder Release Notes
32 Chapter 1 o Close Books for Fiscal Year - Click to open the Close Books for Fiscal Year window. Closing at fiscal year-end is a multi-stepped process during which the program performs an audit. For more details about this functionality, see the topics in the section,
. When you close the books at fiscal year-end, the audit history log file is deleted. You start the new accounting year with no audit history.
NOTE:
Close Books for Fiscal Year is only available if your posting period is set to 12.
o Audit History - Every time you initiate an audit, the program logs audit history in the window’s grid. The Audit History window displays three columns, Date, User Name, and Audit Result.
The results displayed can be: o Audit successful - No errors were found.
o o
Repair successful - Errors were found and repaired when the balances were recalculated.
[n] errors detected - A number of errors that couldn’t be repaired and were logged.
For more details about this functionality, see the topics in the section,
Change Posting Periods
About the Change Period window
Use the Change Period window to change the default current posting period for the entire program. The window allows you to change to any posting period within the current fiscal year. You can also choose to set the posting period to period 0 (00-Prior Year).
When you advance to the next posting period or a future posting period, for example from period 1 to period 2 or 2 to 9, the program performs an audit automatically. The audit results are logged in the
Audit History window. After the audit has been completed, you click the button to change the period.
To change the posting period, under Period Selection, type a period number or click the arrow button to open the Posting Period window from which you can select a posting period.
TIP:
No audit is performed when you go backward, for example, from period 2 to period 1.
Standard posting procedures and reporting
If you do not have standard posting procedures, it is a good idea to establish them for your company.
For example, post any corrections to the current fiscal period unless there are other reasons not to do so. Set a date when you change the period each month. You can post to prior accounting periods after changing the period, but it is essential to change prior periods so that reports are accurate.
Suppose you have issued financial reports to a lender based on information from period 3. Now in period 5, you find that you need to make a correction related to data in period 3. Posting the corrections to period 3 changes the data in that period, which impacts the financial reports you have already produced and sent to the lender. To avoid any problems this might cause, it is better to post the corrections to the current fiscal period.
1-6 Change Period-Close Year
Chapter 1 33
TIP:
This window also provides a menu option, Verify
Job Removal.
Changing posting periods
You use the Change Period window to change from one posting period to another, either forward or backward.
IMPORTANT:
Changing posting periods requires that you have opened the company with exclusive access.
To change a period:
1
Open 1-6 Change Period/Close Year, and click Change Period.
2
On the Change Period window, under Period Selection, click the arrow next to the box.
3
On the Posting Period window, double-click a posting period.
Alternatively, you can type a number in the box.
4
Click Change Period.
5
Do one of the following:
a
The program performed an audit, and you accept the posting period. Click Yes to change the period.
b
The program changed the posting period you selected. Click Yes to change the period.
Locking access to posting periods
Caution!
Do not confuse changing periods with locking access to a fiscal period. Locking access to a posting period only prevents posting.
You can control which fiscal periods accept posting by locking access to any posting periods except the current period. When you lock access to a fiscal period, users cannot post to that period.
For example, suppose it is the end of period 6, and access to all other periods is locked. When you close the books, Sage Master Builder opens period 7, which becomes the current period. You then have to manually lock period 6.
You can restrict access to posting periods on any window that deals with posting periods. These windows appear throughout Sage Master Builder. For example, you can lock access in these windows: 1-1 Checks/Bank Charges, 1-2 Deposits/Interest, 1-3 Journal Transactions, 1-4
Recurring Journal Transactions, 3-2 Receivable Invoices/Credits, 4-2 Payable
Invoices/Credits, 11-2 Work Orders/ Invoices/Credits, 12-2 Inventory Allocation, and more.
Sage Master Builder Release Notes
34 Chapter 1
IMPORTANT:
To lock access to posting periods, you first must log on to Sage Master Builder as supervisor.
To lock access to posting periods:
1
On the Edit menu, click Period.
2
In the Posting Period window, select the period to which you want to restrict access.
3
Click Lock Access.
NOTE:
To open access to a posting period if it is locked, click Open Access.
About posting to the period 0 archive
When you want to enter the startup balances and invoices for a new company or when you want to adjust the beginning balances for a company, post to period 0. Period 0 is not part of the fiscal year.
Therefore, Sage Master Builder does not include transactions posted to period 0 in any year-to-date reports.
TIP:
Sage Master Builder posts the transactions to the selected fiscal period until you change the period again or close the window.
When you post to the asset or liability accounts in period 0, Sage Master Builder adjusts the beginning balances. If you post to income or expense accounts in period 0, Sage Master Builder adjusts the beginning balance of the Retained Earnings ledger account because income and expense accounts do not have beginning balances.
You can also post to an archive. With an archive company on the same drive as the active company, you can simultaneously post to period 0 of the active company and period 12 of the archive. This allows you to post transactions such as your accountant’s year-end adjusting entries to both the archive and active company with a single entry.
TIP:
You can select the archive to which you post in the 7-2 Company Information window.
Before posting a transaction to both period 0 of the active company and period 12 of an archive,
Sage Master Builder determines whether the transaction will post to matching ledger accounts, subsidiary accounts, departments, and cost codes. If there are matching accounts, departments, and cost codes in the active company and the archive, Sage Master Builder posts the transaction to the appropriate accounts in both companies, adjusts the ending balances in the archive company, and adjusts the beginning balances in the active company. The accounts, departments, and/or cost codes will vary from company to company. If Sage Master Builder does not find the matching accounts, departments, or cost codes in the active company and the archive, then it will not post the transaction.
1-6 Change Period-Close Year
Chapter 1 35
NOTE:
When you change data in an archive, make new backups of the archived data. The archived records are your permanent records.
Audit the Books
About the Audit Books window and auditing the books
When you audit the books of a company, Sage Master Builder verifies that the accounts are balanced and that valid transactions support the balances.
You can audit the books at any time by opening 1-6 Change Period/Close Year > Audit Books and clicking the Audit Books button. When you audit the books, the program does not make any changes, but it does log any errors using the Audit History function.
When you advance to a new period in the future, the program audits the books automatically as part of the process to change the default posting period.
When you start a new company or suspect data corruption, it is a good idea to audit the books and recalculate balances. If unbalanced data exists, the program alerts you so that you can correct the errors as early as possible.
TIP:
Additional entries cannot fix imbalances and errors. If recalculating balances does not fix the errors, you may have accounting errors that can only be fixed with the help of Customer Support.
About audit errors
When you advance to the next posting period, click the Audit Books button, or close the accounting at fiscal year-end, Sage Master Builder audits the books to verify that valid, balanced transactions support each account balance. If the books are out of balance, then the program notifies you that there are audit discrepancies.
Sage Master Builder tracks audit errors in a log. You can access the log from the View Audit
History link on the 1-6 Change Period/Close Books window.
Period Audit Errors
Some audit errors refer specifically to periods. If period audit errors exist, the Audit report displays them prominently. For example, a period audit error will contain the word Period in the row.
You can resolve most period audit errors by recalculating the ledger balances. To recalculate the ledger balances, open 1-6 Change Period/Close Year > Recalculate Balances, and then click
Recalculate Balances.
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36 Chapter 1
Audit Errors Requiring Customer Support Assistance to Repair
Any remaining audit errors cannot be repaired by clicking Recalculate Balances on 1-6 Change
Period/Close Year > Recalculate Balances. These audit errors might originate in accounts receivable, jobs, vendors, service clients, equipment, or other areas of the program where transactions originate.
Caution!
Resolving remaining audit errors after a repair requires assistance from Customer Support. You can contact them at 800-866-8049. Be prepared to provide your company name, telephone number, and the company contact person. At that time, a Customer Support technician may request additional reports to help determine the cause of the error.
Additional audit error reports are now included with Sage Master Builder to assist Customer Support technicians in identifying the transaction sources of audit errors.
Recalculate Balances
About the Recalculate Balances window and repairing the balances
Clicking Recalculate Balances recalculates and repairs the ledger balances, audits, and may resolve period audit errors. For example, if you notice “Period” errors on the error report, clicking
Recalculate Balances often resolves them.
Resolving remaining audit errors after a repair requires assistance from Customer Support. You can contact them at 800-866-8049. Be prepared to provide your company name, telephone number, and the company contact person. At that time, a Customer Support technician may request additional reports to help determine the cause of the error.
During the repair, Sage Master Builder recalculates account and subsidiary account balances. In addition, Sage Master Builder recalculates balances for jobs, vendors, service clients, and equipment.
To repair the ledger balances:
1
Open 1-6 Change Period/Close Year.
2
Click the Recalculate Balances button.
1-6 Change Period-Close Year
Chapter 1 37
IMPORTANT:
After completing the ledger balance repair, Sage Master Builder audits the books.
Resolving remaining audit errors after a repair requires assistance from Customer Support. You can contact them at 800-866-8049. Be prepared to provide your company name, telephone number, and the company contact person. At that time, a Customer Support technician may request additional reports to help determine the cause of the error. There are specific audit error reports to help Customer Support technicians identify the transactions related to some audit errors.
Audit History
About the Audit History window
You access this window from 1-6 Change Period/Close Year via the View Audit History link located at the bottom-left of the window. Every time you initiate an audit, the program logs audit history in the window’s grid.
The Audit History window displays three columns, Date, User Name, and Audit Results. The results displayed can be:
Audit successful - No errors were found.
Repair successful - Errors were found and repaired when the balances were recalculated.
[n] errors detected - A number of errors that couldn’t be repaired and were logged.
The Audit History window also provides menu commands for saving your audit history in several file formats and for printing the audit history file.
Viewing audit history
Each time you change the default posting to the next or future period or close the accounting at fiscal year-end, the program performs a full audit of the accounting. If the audit finds discrepancies in the accounting, they are logged. You can view the log using the link on 1-6 Change Period/Close
Year.
To view the audit history:
1
Open 1-6 Change Period/Close Year, and click the View Audit History link.
2
The Audit History window opens providing a list of your audit history.
3
Use the menu commands to open or print the audit history file.
Sage Master Builder Release Notes
38 Chapter 1
Close Books for Fiscal Year
About closing the books
Sage Master Builder includes separate processes for closing the books: n n n
A process for closing the general ledger only ( fiscal year-end close
)
A process for closing payroll and 1099s only ( calendar year close )
For many companies, the fiscal year-end is the same as the calendar year-end on 12/31, while other companies have a fiscal year-end other than 12/31. Throughout this document we provide steps for both your fiscal year-end and your calendar year-end.
Closing your fiscal and calendar years can be a hectic time. Planning and preparation can help to make the close process much easier. Remember to plan enough time for learning about or refreshing your knowledge about the closing process before you begin.
To keep your ledgers current, accurate, and ready for year-end close, audit and close your books monthly. Several weeks before you plan to close the year, run an audit. This is important for both your fiscal and calendar years as it provides you time to resolve any errors that exist. After you resolve any audit errors and before closing the year, make at least two backups of your data for your permanent records.
The time required to close your year depends on many factors, such as the size of your company, any audit errors, and any accounting adjustments. If all of the following conditions are true, you may be able to close your year in a few hours: n n n you have already prepared backups you have been keeping up with accounting period audits you only have repairable period audit errors
How do fiscal years and calendar years differ?
The end of your fiscal year is determined by your company. Year-end processes vary depending on whether or not your fiscal year-end matches the calendar year-end.
If your fiscal year-end is 12/31, you close the fiscal year in 1-6 Audit/Close Books and the payroll year in 5-3-8 Close Payroll Year. When your fiscal and calendar years are the same, you can create one set of year-end backups and a single archive. To create a single archive, you must be prepared to close in 1-6 Audit/Close Books and 5-3-8 Close Payroll Year at the same time. If you enter transactions after you close in 1-6 Audit/Close Books, but before you close in 5-3-8
Close Payroll Year, you must create separate backups and archives.
If your fiscal year-end is any date other than 12/31, then you close the year in 1-6 Audit/Close
Books at your fiscal year-end and then close the payroll year in 5-3-8 Close Payroll Year on
12/31. Create backups and archives during each close year process. Your fiscal year archive contains all accounting data and payroll records to that point in time. Your calendar year archive contains the complete payroll data and all accounting data to that point in time. To print a report with prior year data, select the appropriate archive.
1-6 Change Period-Close Year
Chapter 1 39
IMPORTANT:
If you enter transactions in between closing in 1-6 Audit/Close Booksand 5-3-8
Close Payroll Year, you must create separate sets of year-end backups and archives. Only you can determine how many sets of year-end backups and archives are necessary.
Three checklists for closing
There are three possible ways to close the books. Sage Master Builder provides checklists for each closing method: o o o
Close the fiscal year and the calendar year at the same time (both close on 12/31)
Close the payroll at calendar year-end (closes on 12/31)
Close the general ledger accounting at fiscal year-end (closes as required by your fiscal year-end)
What is a company archive?
Over the course of a year, the accounting and payroll databases grow as you enter records. Like a manual accounting system where you might move the previous year’s records to storage boxes or a storage facility, you can move Sage Master Builder records to an archive file.
When you close your books, it is important that you create a mirror image of your data for tax reporting purposes. This is referred to as your company archive or archive directory. It is a duplicate copy of your existing company data up to the point when you create it.
IMPORTANT:
In order for Sage Master Builder to create an archive automatically, we strongly recommend that you always select the option Create Archive Directory when closing the books.
The company archive resides on the same drive as the active company. With an archive of the previous accounting year on the same drive as the active company, you can simultaneously post to period 0 in the active company and period 12 in the company archive.
When closing and I don't have enough hard disk drive space to create an archive company, what can I do?
To create an archive when closing, you must have enough space on your hard disk drive for the archive to reside on the same drive as the active company. If you do not have the necessary space on that hard disk drive but need to close, you can manually copy the data to another hard disk drive,
CD, or DVD. Then you can close the books without creating an archive company.
When do I create the company archive?
You can only make a company archive during the process of closing the books at the year-end.
When you archive records for a company, Sage Master Builder copies all the data from the active company to a separate file. Sage Master Builder then removes the records you have selected from the active company to prepare it for the new fiscal or payroll year.
Where in the program do I create a company archive?
Company archives can be created from two menu options: 1-6 Change Period/Close Year or 5-3-
8 Close Payroll Year. Deciding which of the options you should use to create your archive directory depends on whether you base your company’s tax reporting schedule on the calendar year or fiscal year.
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What about data backup?
To prevent loss of data, we highly recommend that you make two backups of the company data before creating the company archive and closing the books. Remember that the backups are your permanent records, and therefore we recommend that you always store one copy offsite for added security. After creating the company archive, review it to make certain that all records were copied correctly. If you find that the archive is incomplete, restore a backup, close the year, and create a new archive.
How does Sage Master Builder handle audit errors?
Every time you close a period, and when you close the fiscal year, Sage Master Builder audits all transactions to verify that complete and balanced transactions support each account balance. If any transactions are out of balance, you are prompted to print an audit report. The audit report provides information you can use to resolve the errors.
Audit errors that refer specifically to periods contain the word “Period” in the row. You can resolve most period audit errors by recalculating the ledger balances: open 1-6 Change Period/Close
Year > Recalculate Balances, then Recalculate Balances again.
Any remaining audit errors require assistance from Sage Customer Support. You can contact us at
800-866-8049. Be prepared to provide your company name, telephone number, and the company contact person. A Sage Customer Support analyst may request additional reports to help determine the cause and resolution of the error.
What about entering transactions?
Until you close the fiscal year, you cannot enter any transactions for the new fiscal year. Your accounting should be as complete as possible before closing, but do not delay closing the books for a few adjustments. You can enter adjustments for the prior year after closing the year by posting to period 00-Prior Year. Unnecessary delays can place you behind in beginning your accounting work in the new fiscal year.
After creating the archive, Sage Master Builder removes all ledger transactions and rolls over the ending balances for jobs, vendors, service clients, and equipment into the beginning balances for the new fiscal year. For ledger accounts, Sage Master Builder rolls over the ending balances for permanent accounts (also known as Balance Sheet accounts) to become the beginning balances for the new fiscal year. All period balances roll over becoming balances in the Last Year column. Income and expense balances roll into the Retained Earnings account beginning balance. Income and expense accounts are temporary accounts and start the year with zero balances.
IMPORTANT:
The Owner’s Draw account is the only temporary account whose balance Sage
Master Builder does not reset to zero. To clear the Owner’s Draw account, post an adjusting journal entry to period 00-Prior Year in the new fiscal year, debiting the Owner’s Equity account and crediting the Owner’s Draw account.
The archive contains all the company data you have entered up to the point when you create the archive. With an archive on your hard drive, you can post adjustments to the beginning balances in the active company and to the ending balances in the archive. You can also run all preliminary and final financial reports from the archive.
1-6 Change Period-Close Year
Chapter 1 41
You do not need to have every transaction entered in Sage Master Builder in order to close the year successfully. All cash transactions (checks and deposits) and payroll transactions should be completed and posted prior to closing your year-end accounting books. Sage Master Builder, however, is designed to handle income or expenses (AR invoices and AP invoices) that you receive after you close your accounting year, so that you only have to enter these transactions once.
What happens when you click Close Fiscal Year?
During fiscal year-end closing, Sage Master Builder audits your accounting records to verify that valid, balanced transactions support the account balances. If no errors are present, Sage Master
Builder removes transactions for the closing year and prepares the balances for the new fiscal year.
It then copies the data in the active company to an archive directory on the same hard drive.
The archive contains all the company data you have entered up to the point when you create the archive. With an archive on your local workstation or server, you can post adjustments to the beginning balances in the active company and to the ending balances in the archive. You can also process all preliminary and final financial reports from the archive.
After creating the archive, Sage Master Builder closes the fiscal year, which removes all ledger transactions. Ending balances for jobs, vendors, service clients, and equipment are rolled forward into the beginning balances for the new fiscal year.
n n n n
For ledger accounts, Sage Master Builder rolls over the ending balances for permanent accounts to become the beginning balances for the new fiscal year.
All period balances roll over becoming balances in the Last Year column.
Income and expense balances roll into the Retained Earnings account beginning balance.
Income and expense accounts are temporary accounts and start the year with zero balances.
Closing the fiscal year-end provides you with the opportunity to remove old job files. You can choose to remove job records assigned status 6-Closed or 2-Refused. Jobs must be fully invoiced and completely paid before Sage Master Builder will remove them.
Closing the accounting at the fiscal year-end provides you with the opportunity to remove old job files. You can elect to remove job records assigned status 6-Closed or 2-Refused. Unless all invoices and credit memos are in paid or void status, Sage Master Builder does not remove them.
TIP:
Consider leaving jobs at status 5-Complete for an additional year. The jobs will not be removed. If you get more work on the same job, you can set the status to 3-Contract without having to set up the job again.
About the Close Books for Fiscal Year window
When you are working in period 12, the Close Books for Fiscal Year button is enabled on 1-6
Change Period/Close Year. Clicking the button opens the Close Books for Fiscal Year window.
The informational text box at the top of the window provides important information about closing the books at fiscal year-end.
IMPORTANT:
Only a supervisor user who has the company opened with exclusive access can close the fiscal year.
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The window in this view displays Fiscal Year End Options for creating an archive directory (or not) and for removing completed jobs and other related records. This is your best opportunity to remove completed jobs and related job records from the database to maximize future performance.
Archive directory options o o
Create Archive Directory option and Include Image files check box
Don’t Copy to Archive option
Removing closed or refused jobs and related records check boxes o o o o
Remove ‘Closed’ and ‘Refused’ jobs (and related records)
Remove ‘Paid’ and ‘Void’ payable invoices with no Job#
Remove ‘Paid’ and ‘Void’ service invoices dated prior to...(type a date)
Remove ‘Closed’ purchase orders with no Job# dated prior to...(type a date)
We recommend that you only remove jobs that will not have any additional activity. You might consider leaving jobs open for an additional year in the event that you do more work on them. The jobs and associated information selected for removal will still exist in the archive directory.
About removing jobs at fiscal year-end
Caution!
If you need to review any deleted records, refer to the company’s archive or restore a backup made prior to the fiscal year close.
When closing the accounting at the fiscal year-end, you can remove job records from the company database. When a job is completed, fully invoiced, completely paid, and you do not want to carry its data into the next fiscal year, change the job record status to 6-Closed.
IMPORTANT:
All jobs with a job record status of 2-Refused will also be removed when closing the fiscal year-end.
When Sage Master Builder removes a job record, it also removes job-related records, including schedules, takeoffs, progress billing, time and materials setup, closed purchase orders, subcontracts, change orders, budgets, proposals, and accounts payable and receivable invoices assigned status 4-Paid or 5-Void.
Sage Master Builder does not remove a closed job unless the job has a $0 balance and all invoices and credits have been assigned status 4-Paid or 5-Void. You can confirm that the jobs meet the criteria for removal.
1-6 Change Period-Close Year
Chapter 1 43
Verifying job removal
Before closing the books at the fiscal year-end, you can make sure jobs assigned status 2-Refused or 6-Closed meet the criteria for removal—$0 balance and all invoices and credits are status 4-Paid or 5-Void. Only a supervisor user who has the company opened with exclusive access can verify jobs for removal at fiscal year close.
NOTE:
If specific jobs do not meet the removal requirements, the program creates a log file. The log file is located in the
C:\MB7\Tempfile
folder. It is labeled
RemoveJobs_[date].log.
At the end of the verification, print the report detailing the jobs that do not meet the removal criteria.
You can examine the jobs and resolve any problems. After you have resolved the problems, verify the jobs for removal again.
To verify jobs for removal:
1
Open 1-6 Change Period/Close Year, and click Close Books for Fiscal Year.
2
On the Options menu, click Verify Job Removal.
Processing vendor 1099s at calendar year-end
At the end of the calendar year, you can finish entering all vendor payments for the calendar year, back up the company data, and close the accounting or payroll. From the archive, you can verify the vendor 1099 balances and print the 1099s.
To process vendor 1099s at calendar year-end:
1
Back up the company data, close the calendar year, and create the necessary accounting or payroll archives during the close.
2
Open the archive company created during the year-end close.
3
From the archive company, do the following steps:
a
Open 4-1-1 Vendor List and do the following:
i
In the Report list, click 61-Vendor 1099 Report.
ii
In the 1099 Type boxes, enter 1099 type 1-3.
b
Then print the report.
c
Open 4-1-5 Vendor Payment Journal and do the following:
i
Select the 21-Vendor Payments report.
ii
Check the 1099 Only box.
iii
Print the 4-1-5-21 Vendor Payments report.
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iv
Compare the 4-1-1-61 Vendor 1099 report to the 4-1-5-21 Vendor Payments report to verify the accuracy of the totals.
v
If you discover errors, enter the corrections.
d
Open 4-4 Vendors (Accounts Payable) and do the following:
i
Select the vendor.
ii
In the 1099 Balance box, enter the correct amount.
iii
On the File menu, click Save.
iv
Reprint the Vendor List to verify the corrections.
e
Open 4-5 Vendor 1099 to process your 1099s.
TIP:
Print an individual vendor payment journal for each vendor, and mail it to the vendor for additional verification.
Checklists for Closing the Books
Combined fiscal year-end and calendar year-end close checklist
Introduction
Using this checklist will close the fiscal year and the payroll year at the same time. Sage Master
Builder creates only one archive containing both payroll and general ledger data.
Please allow time to proceed through this checklist in its entirety for each company you keep on
Sage Master Builder. The length of time it takes to complete each company will vary. If you have multiple company files that need to be closed, perform these steps from start to finish in each company separately before beginning the next one.
After closing your company at fiscal year-end, Sage Master Builder creates a new company file for the next fiscal year automatically. Do not create a new company manually. Complete the 1-5 Bank
Reconciliation for Period 12 in your current company after you close your books at fiscal year-end.
If you have not finished posting items to the current year but need to make entries in the new year, you must close the fiscal year first. You can enter prior year items in the current year by posting to
Period-00 and selecting Yes to the message about posting to the archive.
If you do not process payroll within Sage Master Builder, you must close the general ledger, but you do not need to close payroll.
WARNING:
You must follow this process in the order items are listed. Not following the process in order can result in an improper close or a damaged archive file.
Preparation for combined fiscal year-end and calendar year-end close
The following instructions assume that these steps are performed at the Sage Master Builder server location. Sage Master Builder strongly recommends this method because it avoids network irregularities that can disrupt the closing process.
Preparation for combined fiscal year-end and calendar year-end close
Chapter 1 45
IMPORTANT:
You must have exclusive access to your company file to perform these steps.
Each task listed below should be completed in preparation for a combined fiscal year-end and calendar year-end close. Resolve audit errors as found during each step.
n n n n n n n n n n n
Print reports for after-close verification
Set posting period
12.
In 1-6 Change Period/Close Year > Change Period, the posting period must be set to Period
Backup and verification
Back up and validate your company file by following your regular backup and verification procedures.
Rebuild Indexes
Open 7-4 Rebuild Indexes, select Options > Rebuild All Tables, and then click Start.
Inventory Audit (optional)
If you use inventory, open 12-5 Inventory Audit, click Audit.
Verify checks
Verify that there are no unprinted checks.
Open 1-6 Change Period/Close Year > Recalculate Balances, and then click the
Recalculate Balances button.
Job status and removal
Verify that the status on each job in 3-5 Jobs (Accounts Receivable) is correct. Any job that should be removed at year-end must have a status of 6-Closed or 2-Refused.
NOTE:
If you need to change several jobs' statuses to 6-Closed, you can use a Picklist window to close multiple jobs at once. To access this command, open 3-5 Jobs (Accounts
Receivable) and select Update > Closed Status.
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Open 1-6 Change Period/Close Year > Close Books for Fiscal Year, and from the Options menu, select Verify Job Removal.
NOTE:
This verifies that jobs with a status of 2-Refused or 6-Closed meet the removal requirements. If specific jobs do not meet the removal requirements, the program creates a log file. The log file is located at C:\MB7\Tempfile and is labeled
RemoveJobs[CompanyName].log.
If there are any jobs that are not ready for removal, resolve the items listed on the
RemoveJobs[CompanyName].log
file.
Re-run the Verify Job Removal from 1-6 Change Period/Close Year > Close Books for
Fiscal Year > Options and review the
RemoveJobs[CompanyName].log
file to verify any items have been addressed.
Open 1-6 Change Period/Close Year > Recalculate Balances, and then click the
Recalculate Balances button.
Payroll Audit
Open 5-3-7 Payroll Audit, and click Repair.
NOTE:
If Payroll is outsourced, it is okay to close with payroll audit errors.
Reconcile quarterlies
Reconcile quarterlies.
Employee status and removal
Review employee statuses in 5-2-1 Employees, and remove employees as needed.
If you want to remove employees, they must have a status of Quit, Laid Off, Terminated, or
Deceased. Look in your archive company file for information regarding employees who have been removed.
Open 1-6 Change Period/Close Year > Recalculate Balances, and then click the
Recalculate Balances button.
Verify vendor information
Verify Vendor Tax ID and Vendor 1099 Types by printing the 4-1-1-61 Vendor 1099 report.
IMPORTANT:
Be sure to verify that the tax ID for each vendor is correct. For more information, see the Help topic, About 1099 types.
Verify 1099 balances using the 4-1-5-21 Vendor Payment report by date.
Print reports for after-close verification
Print the following reports that will be used for verification purposes after the books have been closed:
Preparation for combined fiscal year-end and calendar year-end close
Chapter 1 47 l l l l l l l
2-2-21 Balance Sheet report for period 12
2-3-21 Income Statement report for periods 1 through 12
3-1-3-26 AR Invoice Aging report for period 12
4-1-3-26 AP Invoice Aging report for period 12
5-1-2-41 Payroll Check Register report with totals for status equal to 3-Posted
6-1-6-21 Job Cost Totals report for periods 1 through 12
11-1-3-26 Service Invoice Aging report for period 12, if you use Service Receivables
The following record counts will be used for verification purposes after the books have been closed. On the following windows, select File > Count and write down the record number counts: l l l l l l
1-3 Journal Transactions
3-2 Receivable Invoices/Credits
4-2 Payable Invoices/Credits
5-2-2 Payroll Records
6-3 Job Costs
11-2 Work Orders/Invoices/Credits, if you use Service Receivables
General Ledger close for combined fiscal year-end and calendar year-end close
Back up your Sage Master Builder data
Back up and verify two copies of your Sage Master Builder data. Put one copy in a safe storage area. Save at least one of your backups to a separate removable storage device.
NOTE:
A backup created at this point can be used to verify whether or not the program has data problems during the year-end close. You can use this backup to verify data integrity if you have to close again.
Fiscal Year-End Closing Options
Open 1-6 Change Period/Close Year > Close Books for Fiscal Year; and under Fiscal
Year End Options, type a name for your archive directory.
NOTE:
There are different ways to name your archive company file. We suggest it include the following information. For example, you could name it “2010 GL [Your Company
Name]” or “2010 PR [Your Company Name].”
- The year of the archive file.
- The type of archive file you are making.
- The name of the company.
Select closing options.
l l
To include a copy of the image files in the archive company, select the Include Image files check box.
Locations where image files are assigned include 3-5 Jobs (Accounts Receivable), 5-2-1
Employees, 8-3 Equipment, 9-2 Parts, 9-3 Assemblies, and 11-2 Work Orders/In-
voices/Credits.
To remove all job-related records with a paid or void status, Select Remove ‘Closed’ and
‘Refused’ jobs (and related records).
These job-related records include job costs, document history, schedules, takeoffs, progress billing,
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Close the Fiscal Year
Click Close Fiscal Year. Do not interrupt the closing process. This process may take some time.
The length of time it takes to complete will vary for each company.
You are now in the current fiscal year in your company file. Payroll will be closed from the current fiscal year company file.
IMPORTANT:
Do not rebuild indexes for your company database at this time, even if prompted.
Rebuilding indexes for the company database will be performed later in the process.
Verify record counts and reports
Before proceeding to payroll close, verify that you have achieved a valid fiscal year-end close by comparing the record count and reports in the company archive to the number of records you recorded before closing.
Payroll Close for combined fiscal year-end and calendar year-end close
IMPORTANT:
Before you begin to close your calendar year in payroll, make sure that you are in your current company and not in your archive company.
Select employee removal options and close payroll
During close, the program removes the employee records from 5-2-2 Payroll Records and resets all employee Year to Date totals.
Open 5-3-8 Close Payroll Year, and select employee removal options.
Select Don't Copy to Archive, and click Close Payroll.
Rebuild Indexes
Open 7-4 Rebuild Indexes, and select Options > Rebuild All Tables > Start.
NOTE:
You are now in the new year for your payroll and fiscal years.
Verification tasks for combined fiscal year-end and calendar year-end close
Verification Tasks
Open 1-3 Journal Transactions, select File > Count, and verify that you find zero records.
Open 3-5 Jobs (Accounts Receivable), and verify that the jobs you selected to be removed have been removed.
Open 5-2-2 Payroll Records, select File > Count and verify that you find zero records.
Preparation for combined fiscal year-end and calendar year-end close
Chapter 1 49
In the company archive, compare the record count and reports in the company archive to verify a valid close.
If the record count and job removal do not match what was expected, there was a problem during the close process. Restore the most recent backup made before closing the general ledger and reclose by starting with the
steps.
IMPORTANT:
If a backup needs to be restored, and the file re-closed, delete the archive file that was created and the current company file as they are not valid or correct files.
Change security in the archive company (optional)
If required, change security in the archive company by changing the rights of all user groups in 7-
3-1 Security Groups to No for Save, Delete, Void, Change Period, and Print Checks. This prevents users from accidentally saving records or printing checks in the archive.
By setting Groups to No, reports can still be printed, but checks cannot be printed. Then each user will have access to everything they had access to before closing. They will be able to print reports but only view checks.
For additional security, in 7-3-2 User List, change the password for the supervisor.
Verify record counts and reports after a restore
If you have had to restore and re-close, compare the record count and reports again in the company archive to verify a valid close.
Then back up your current company and company archive files.
New Accounting Year Preparation and After Closing Tasks
Install year-end tax update
Install the year-end tax update included in the software notice.
Rebuild indexes
When you open your current company for the first time, you will be prompted to rebuild indexes.
Go to 7-4 Rebuild Indexes, and click Start to rebuild all tables.
Update payroll calculations
Update any state or local payroll calculations, as needed, in 5-3-1 Payroll Calculations. Delete calculations that will no longer be used or update rates if required.
Adjust the Default Max to the correct maximums for the selected Max Type. Save the calculations, recall the calculations, and select Options > Update Employees > ALL Employees.
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IMPORTANT:
Updating employee calculations using 5-3-1 Payroll Calculations > Options >
Update Employees for calculations that involve different rates per employee can cause values to be reset to zero. For example, updating the employee 401 (k) maximum will cause this to happen because the setting varies per employee.
NOTES:
Maximums for the new year can be found by searching on the topic at http://www.irs.gov/ .
The Default Max may need to be updated manually with employees who are having wages garnished.
Reset 1099 balances in current company
Open 4-4 Vendors (Accounts Payable), and then click Options > Reset 1099 Balances in the current company, when closing the fiscal year. Do not reset 1099 balances in the company archive.
Make changes to existing general ledger accounts
At this point, you can make changes to existing general ledger accounts and make entries for the new fiscal year.
We recommend that you add the year to the name of the archive company using 7-2 Company
Information. This makes it easier to identify reports printed from archive company and you won't mistake them for reports printed from your working company.
You can make prior year adjustments by posting transactions to period 00 - Prior Year and selecting Yes to the message about posting to the archive.
Transactions posted to period 00 - Prior Year update the ending balance in your archive company and the beginning balance in your current company.
Prior year adjustments posted to income and expense accounts update (1) the income and expense accounts in the archive to period 12, and (2) the Retained Earnings account in the current year in period zero(0).
The Owner Draw account is the only temporary account whose balance Sage Master Builder does not reset to zero. To clear the Owner Draw account, post an adjusting journal entry to period 0 in the new fiscal year, debiting the Owner Equity account and crediting the Owner Draw account.
Change security in the archive company
If required, change security in the archive company by changing the rights of all user groups in 7-
3-1 Security Groups to No for Save, Delete, Void, Change Period, and Print Checks. This prevents users from accidentally saving or printing records in the archive.
By setting Groups to No, reports can still be printed, but checks cannot be printed. Then each user will have access to everything they had access to before closing. They will be able to print reports but only view checks.
For additional security, in 7-3-2 User List, change the password for the supervisor.
Preparation for combined fiscal year-end and calendar year-end close
Chapter 1 51
Print year-end reports
Print required year-end reports from the archive: o o o
W-2
1099
941
Introduction
IMPORTANT:
Only use this checklist when your fiscal year-end is not 12/31. You close the fiscal year at the appropriate time, and you close the payroll at the end of the payroll year (12/31).
Please allow time to proceed through this checklist in its entirety for each company. The length of time it takes to complete each company will vary. If you have multiple companies, perform these steps from start to finish for each company separately.
The following are important items to take into consideration: l l l l
If you do not process payroll in Sage Master Builder, you must still close payroll to create a 1099 archive file used for reviewing 1099s.
Payroll must be closed before new year payroll or vendor payments are processed. If new payroll is entered or vendor payments are made, year-end reports will show incorrect data.
When closing the payroll calendar year separately from your fiscal year, you must create a separate archive file for Payroll and 1099 information.
If you enter transactions in between closing the accounting and payroll, you must create separate year-end backups and archives for both the accounting and the payroll. Only you can determine how many sets of year-end backups and archives are necessary.
WARNING:
You must follow this process in the order items are listed. Not following the process in order can result in an improper close or a damaged archive file, in addition to incorrect balances on
1099s, 941s, and W-2s. If payroll is closed in the wrong company, there could inadvertently be two years of payroll records in the same company instead of just one year.
Preparation for calendar year-end close
IMPORTANT:
The following instructions assume that these steps are performed at the Sage
Master Builder server location. Sage Master Builder strongly recommends this method because it avoids network irregularities that can disrupt the closing process.
Each task listed below should be completed in preparation for a calendar year-end close. Resolve audit errors as found during each step.
n n n n n n
Print reports for after-close verification
IMPORTANT:
You must have exclusive access to your company file to perform these steps.
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52 Chapter 1
Back up and verification
Back up and validate your company file by following your regular backup and verification procedures.
Rebuild indexes
Open 7-4 Rebuild Indexes, select Options > Rebuild All Tables, and then click Start.
Open 1-6 Change Period/Close Year > Recalculate Balances, and then click the
Recalculate Balances button.
Payroll audit
Open 5-3-7 Payroll Audit, click Repair.
NOTE:
If payroll is outsourced, it is okay to close with payroll audit errors.
Employee status and removal
Open 5-2-1 Employees, and review employee statuses.
If you want to remove employees, they must have a status of Quit, Laid Off, Terminated, or
Deceased. Look in your archive company file for information regarding employees who have been removed.
Print reports for after-close verification
Open 5-2-2 Payroll Records, and select File > Count, and write down the number of files.
The number of files will be used for verification purposes after the books have been closed.
Print the 5-1-2-41 Payroll Check Register ~Totals Page report.
This report will be used for verification purposes after the books have been closed.
Verify vendor information
Verify Vendor Tax ID and Vendor 1099 Types by printing the 4-1-1-61 Vendor 1099 report.
Be sure to verify that the tax ID for each vendor is correct.
Verify 1099 balances using the 4-1-5-21 Vendor Payment report by date.
Payroll Close for calendar year-end close
WARNING:
Before you begin to close your payroll, make sure that you are in your current company and not in your archive company.
Back up and verification
Back up and verify two copies of your Sage Master Builder data.
Payroll Close for calendar year-end close
Chapter 1 53
Put one copy in a safe storage area. Make at least one of your backups on a separate removable storage device.
NOTE:
You can use this back-up to verify data integrity if you have to close again.
Select employee removal options and close year
Open 5-3-8 Close Payroll Year, and select employee removal options.
NOTE:
There are different ways to name your archive company file. We suggest including the following information. For example: 2010 Payroll [Your Company Name].
- The year of the archive file.
- The type of archive file you are making.
- The name of the company.
Verify that you have selected the Create Archive Directory check box.
Type an Archive company name, and click Close Payroll.
NOTE:
During close, the program removes all 5-2-2 Payroll Records and resets all employee year-to-date totals.
Rebuild indexes and tables
Open 7-4 Rebuild Indexes, select Options > Rebuild All Tables, and then click Start.
NOTE:
The program is now in the new payroll year.
Verification tasks for calendar year-end close
Verification tasks
In the current file, open 5-2-2 Payroll Records, select File > Count, and verify that you find zero records.
In the archive company, open 5-2-2 Payroll Records, select File > Count, and compare this record count to the record count done in the preparation steps above.
In the archive company, print the 5-1-2-41 Payroll Check Register~Totals Page report and compare it to the one printed during preparation. If the verification of the record count and Payroll
Check Register report do not match what was expected, there was a problem during the close process. Restore the most recent backup made before closing payroll and re-close by starting with the
steps.
NOTE:
If a backup needs to be restored, and the file re-closed, delete the archive file that was created and the current company file as they are not valid or correct files.
Backup and validate files
Back up and validate your current and archive company files.
Sage Master Builder Release Notes
54 Chapter 1
New Accounting Year Preparation and After Closing Tasks
Install year-end tax update
Install the year-end tax update included in the software notice.
Rebuild indexes
When you open your current company for the first time, you will be prompted to rebuild indexes.
Go to 7-4 Rebuild Indexes, and click Start to rebuild all tables.
Update payroll calculations
Update any state or local payroll calculations, as needed, in 5-3-1 Payroll Calculations. Delete calculations that will no longer be used or update rates if required.
Adjust the Default Max to the correct maximums for the selected Max Type. Save the calculations, recall the calculations, and select Options > Update Employees > ALL Employees.
IMPORTANT:
Updating employee calculations using 5-3-1 Payroll Calculations > Options >
Update Employees for calculations that involve different rates per employee can cause values to be reset to zero. For example, updating the employee 401 (k) maximum will cause this to happen because the setting varies per employee.
NOTES:
Maximums for the new year can be found by searching on the topic at http://www.irs.gov/ .
The Default Max may need to be updated manually with employees who are having wages garnished.
Reset 1099 balances in current company
Open 4-4 Vendors (Accounts Payable), and then click Options > Reset 1099 Balances in the current company, when closing the fiscal year. Do not reset 1099 balances in the company archive.
Make changes to existing general ledger accounts
At this point, you can make changes to existing general ledger accounts and make entries for the new fiscal year.
We recommend that you add the year to the name of the archive company using 7-2 Company
Information. This makes it easier to identify reports printed from archive company and you won't mistake them for reports printed from your working company.
You can make prior year adjustments by posting transactions to period 00 - Prior Year and selecting Yes to the message about posting to the archive.
Transactions posted to period 00 - Prior Year update the ending balance in your archive company and the beginning balance in your current company.
Payroll Close for calendar year-end close
Chapter 1 55
Prior year adjustments posted to income and expense accounts update (1) the income and expense accounts in the archive to period 12, and (2) the Retained Earnings account in the current year in period zero(0).
The Owner Draw account is the only temporary account whose balance Sage Master Builder does not reset to zero. To clear the Owner Draw account, post an adjusting journal entry to period 0 in the new fiscal year, debiting the Owner Equity account and crediting the Owner Draw account.
Change security in the archive company
If required, change security in the archive company by changing the rights of all user groups in 7-
3-1 Security Groups to No for Save, Delete, Void, Change Period, and Print Checks. This prevents users from accidentally saving or printing records in the archive.
By setting Groups to No, reports can still be printed, but checks cannot be printed. Then each user will have access to everything they had access to before closing. They will be able to print reports but only view checks.
For additional security, in 7-3-2 User List, change the password for the supervisor.
Print year-end reports
Print required year-end reports from the archive: o o o
W-2
1099
941
Introduction
Use this checklist only when the fiscal year-end is not 12/31.
WARNING:
You must follow this process in the order items are listed. Not following the process in order can result in an improper close or a damaged archive file.
After closing your company at fiscal year-end, Sage Master Builder creates a new company file for the next fiscal year automatically. Do not create a new company manually. Complete the 1-5 Bank
Reconciliation for Period 12 in your current company after you close your books at fiscal year-end.
If you have not finished posting items to the current year but need to make entries in the new year, you must close the fiscal year first. You can enter prior year items in the current year by posting to
Period-00 and selecting Yes to the message about posting to the archive.
Prior-year adjustments posted to income and expense accounts update:
1
The income and expense accounts in the archive to period 12.
2
The Retained Earnings account in the current year to period zero.
IMPORTANT:
If you enter transactions in between closing the accounting and payroll, you must create separate sets of year-end backups and archives for both the accounting and the payroll. Only you can determine how many sets of year-end backups and archives are necessary.
Sage Master Builder Release Notes
56 Chapter 1
Preparation for fiscal year-end close
The following instructions assume that these steps are performed at the Sage Master Builder server location. Sage Master Builder strongly recommends this method because it avoids network irregularities that can disrupt the closing process.
IMPORTANT:
You must have exclusive access to your company file to perform these steps.
Each task listed below should be completed in preparation for a fiscal year-end close. Resolve audit errors as found during each step.
n n n n n n n n
(optional)
Print reports and record counts for after-close verification
IMPORTANT:
You must complete these preparation steps immediately prior to closing the general ledger.
Set posting period
12.
In 1-6 Change Period/Close Year > Change Period, the posting period must be set to Period
Backup and verification
Back up and validate your company file by following your regular backup and verification procedures.
Rebuild indexes
Open 7-4 Rebuild Indexes, select Options > Rebuild All Tables, and then click Start.
Inventory audit (optional)
If you use inventory, open 12-5 Inventory Audit, click Audit.
Verify checks
Verify that there are no unprinted checks.
Open 1-6 Change Period/Close Year > Recalculate Balances, and then click the
Recalculate Balances button.
Payroll audit
Open 5-3-7 Payroll Audit, click Repair.
Payroll Close for calendar year-end close
Chapter 1 57
Job status and removal
Verify that the status on each job in 3-5 Jobs (Accounts Receivable) is correct. Any job that should be removed at year-end must have a status of 6-Closed or 2-Refused.
NOTE:
If you need to change several jobs' statuses to 6-Closed, you can use a Picklist window to close multiple jobs at once. To access this command, open 3-5 Jobs (Accounts
Receivable) and select Update > Closed Status.
Open 1-6 Change Period/Close Year > Close Books for Fiscal year, and from the Options menu, select Verify Job Removal.
NOTE:
This verifies that jobs with a status of 2-Refused or 6-Closed meet the removal requirements. If specific jobs do not meet the removal requirements, the program creates a log file. The log file is located at
C:\MB7\Tempfile and is labeled
RemoveJobs[CompanyName].log
.
If there are any jobs that are not ready for removal, resolve the items listed on the
RemoveJobs[CompanyName].log
file.
Re-run the Verify Job Removal from 1-6 Change Period/Close Year > Close Books for
Fiscal Year > Options and review the
RemoveJobs[CompanyName].log
file to verify that the items have been addressed.
Open 1-6 Change Period/Close Year > Recalculate Balances, and then click the
Recalculate Balances button.
IMPORTANT:
If there are audit errors, resolve them before continuing.
Print reports and record counts for after-close verification
Print the following reports that will be used for verification purposes after the books have been closed: n n n n n n n
2-2-21 Balance Sheet report for period 12
2-3-21 Income Statement report for periods 1 through 12
3-1-3-26 AR Invoice Aging report for period 12
4-1-3-26 AP Invoice Aging report for period 12
5-1-2-41 Payroll Check Register report with “totals for status” equal to 3-Posted
6-1-6-21 Job Cost Totals report for periods 1 through 12
11-1-3-26 Service Invoice Aging report for period 12, if you use Service Receivables
The following record counts will be used for verification purposes after the books have been closed.
On the following windows, select File > Count and write down the record number counts: n n n n n n
1-3 Journal Transactions
3-2 Receivable Invoices/Credits
4-2 Payable Invoices/Credits
5-2-2 Payroll Records
6-3 Job Costs
11-2 Work Orders/Invoices/Credits, if you use Service Receivables
Sage Master Builder Release Notes
58 Chapter 1
General Ledger Close for fiscal year-end close
Back up your Sage Master Builder data
Back up and verify two copies of your Sage Master Builder data. Put one copy in a safe storage area. Save at least one of your backups to a separate removable storage device.
NOTE:
A backup created at this point in the process reveals whether or not the program has discovered data problems during the year-end close. You can use this backup to verify data integrity if you have to close again.
Fiscal year-end closing options
Open 1-6 Change Period/Close Year > Close Books for Fiscal year; and under Fiscal
Year End Options, type a name for your archive directory.
NOTE:
There are different ways to name your archive company file. We suggest it include the following information. For example, you could name it “2010 GL [Your Company
Name]” or “2010 PR [Your Company Name].”
- The year of the archive file.
- The type of archive file you are making.
- The name of the company.
Select closing options: n n
To include a copy of the image files in the archive company, select Include Image files check box.
Locations where image files are assigned include 3-5 Jobs (Accounts Receivable), 5-2-1
Employees, 8-3 Equipment, 9-2 Parts, 9-3 Assemblies, and 11-2 Work Orders/In-
voices/Credits.
To remove all job-related records with a paid or void status, select Remove ‘Closed’ and
‘Refused’ jobs (and related records). These job-related records include job costs, document history, schedules, takeoffs, progress billing, time and materials setup, purchase orders, subcontracts, change orders, budgets, proposals, accounts payable, and receivable invoices.
Close the Fiscal Year
Click Close Fiscal Year. Do not interrupt the closing process. This process may take some time.
The length of time it takes to complete will vary for each company.
TIP:
What actions does Sage Master Builder take when you click the Close Fiscal Year button at fiscal year-end? ]
You are now in the current fiscal year in your company file.
Rebuild indexes and tables
Open 7-4 Rebuild Indexes, select Options > Rebuild All Tables, and then click Start.
New Accounting Year Preparation and After Closing Tasks for Fiscal Year-End
Chapter 1 59
Verification tasks for fiscal year-end close
Verification tasks
Open 1-3 Journal Transactions, select File > Count, and verify that you find zero records.
Open 3-5 Jobs (Accounts Receivable), and verify that the jobs you selected to be removed have been removed.
Open your archive, and verify that the reports and record counts match your counts from before closing. If the verification of the record count and job removal reveals that there was a problem during close, restore the most recent backup made before closing the general ledger and re-close by starting with the
steps.
IMPORTANT:
If a backup needs to be restored, and the file re-closed, delete the archive file that was created and the current company file as they are not valid or correct files.
Print reports for the prior year
Print Fiscal Year End reports that need to be printed for the prior year from the archive file.
Change security in the archive company (optional)
If required, change security in the archive company by changing the rights of all user groups in 7-
3-1 Security Groups to No for Save, Delete, Void, Change Period, and Print Checks. This prevents users from accidentally saving or printing records in the archive.
By setting Groups to No, reports can still be printed, but checks cannot be printed. Then each user will have access to everything they had access to before closing. They will be able to print reports but only view checks.
For additional security, in the 7-3-2 User List, change the password for the supervisor.
Backup and verification
Back up and verify the current company and the archive files.
New Accounting Year Preparation and After Closing
Tasks for Fiscal Year-End
Install year-end tax update
Install the year-end tax update included in the software notice.
Rebuild indexes
When you open your current company for the first time, you will be prompted to rebuild indexes.
Go to 7-4 Rebuild Indexes, and click Start to rebuild all tables.
Sage Master Builder Release Notes
60 Chapter 1
Update payroll calculations
Update any state or local payroll calculations, as needed, in 5-3-1 Payroll Calculations. Delete calculations that will no longer be used or update rates if required.
Adjust the Default Max to the correct maximums for the selected Max Type. Save the calculations, recall the calculations, and select Options > Update Employees > ALL Employees.
IMPORTANT:
Updating employee calculations using 5-3-1 Payroll Calculations > Options >
Update Employees for calculations that involve different rates per employee can cause values to be reset to zero. For example, updating the employee 401 (k) maximum will cause this to happen because the setting varies per employee.
NOTES:
Maximums for the new year can be found by searching on the topic at http://www.irs.gov/ .
The Default Max may need to be updated manually with employees who are having wages garnished.
Make changes to existing general ledger accounts
At this point, you can make changes to existing general ledger accounts and make entries for the new fiscal year.
We recommend that you add the year to the name of the archive company using 7-2 Company
Information. This makes it easier to identify reports printed from archive company and you won't mistake them for reports printed from your working company.
You can make prior year adjustments by posting transactions to period 00 - Prior Year and selecting Yes to the message about posting to the archive.
Transactions posted to period 00 - Prior Year update the ending balance in your archive company and the beginning balance in your current company.
Prior year adjustments posted to income and expense accounts update (1) the income and expense accounts in the archive to period 12, and (2) the Retained Earnings account in the current year in period zero(0).
The Owner Draw account is the only temporary account whose balance Sage Master Builder does not reset to zero. To clear the Owner Draw account, post an adjusting journal entry to period 0 in the new fiscal year, debiting the Owner Equity account and crediting the Owner Draw account.
Change security in the archive company
If required, change security in the archive company by changing the rights of all user groups in 7-
3-1 Security Groups to No for Save, Delete, Void, Change Period, and Print Checks. This prevents users from accidentally saving or printing records in the archive.
By setting Groups to No, reports can still be printed, but checks cannot be printed. Then each user will have access to everything they had access to before closing. They will be able to print reports but only view checks.
For additional security, in 7-3-2 User List, change the password for the supervisor.
1-7 General Ledger Accounts
Chapter 1 61
Print year-end reports
Print required year-end reports from the archive: o o o
W-2
1099
941
1-7 General Ledger Accounts
Learning about Ledger and Subsidiary Accounts
About general ledger accounts
In the 1-7 General Ledger Accounts window, you can view a summary of activity for an account broken down by fiscal period. As an aid to organizing the financial data, you can use subsidiary accounts or departments.
You can manually enter a budget for each ledger account that takes into consideration the activity of each period within the fiscal year. Over the course of the fiscal year, you can generate reports detailing the budget versus actual account activity. Sage Master Builder also stores period balances for the previous fiscal year. When you close the books at the fiscal year-end, Sage Master Builder transfers the period balances from the This Year column to the Last Year column.
Comparisons between the account activity of the current year and the budget or account activity for the prior year provide a valuable way for you to analyze the company finances. The comparisons enable you to create budgets with greater accuracy, determine areas in the company that are over or under budgeted, and compare projections to the actual activity.
Because the 1-7 General Ledger Accounts window only displays account activity, you cannot enter adjusting entries in this window. If you need to correct a period balance, you can enter the transaction using the 1-3 Journal Transactions window.
In ledger accounts, you can organize data using departments or subsidiary accounts. Departments allow you to group data across the income and expense accounts, whereas subsidiary accounts allow you to divide data under a single, controlling ledger account. Sage Master Builder also allows you to set up summary accounts, which allow you to combine ledger accounts for financial reports.
Learning more about ledger accounts
Ledger accounts are divided into two categories: permanent accounts (also called balance sheet accounts) and temporary accounts (also called profit and loss or income statements). Assets, liabilities, and equity accounts are referred to as permanent accounts. With permanent accounts, a period’s ending balance carries forward to become the beginning balance for the following period.
Therefore, the period balances provide you with a running total over the course of a fiscal year.
The income and expense accounts are referred to as temporary accounts. With temporary accounts, the balance for each period is recorded separately. When a period closes, the following
Sage Master Builder Release Notes
62 Chapter 1 period starts with a zero balance. Temporary accounts only provide the activity for each individual period and not the year to date.
When you choose a pre-built chart of accounts, Sage Master Builder creates the ledger accounts.
You can then edit the ledgers to create the type of accounts needed. When you post the first transaction to a company’s books, Sage Master Builder locks the system of ledger account ranges.
To change the account number for a ledger account after having posted a transaction to it, create a new ledger account manually and transfer the balance through an adjusting journal entry.
You can rename a ledger account at any time. Sage Master Builder uses the short name for
Picklists and most accounting reports, and uses the long name for the Balance Sheet, Financial
Report, and Income Statement reports.
Subsidiary: If an account uses departments or subsidiary accounts, the departments or subsidiary accounts must be set up before posting transactions. In the Subsidiary list, click departments or subsidiary accounts.
Summary Account: Using summary accounts, you can combine multiple ledgers into a single ledger for generating a financial report in 2-8 Financial Reports. When you generate a financial report, Sage Master Builder looks to the Summary Account box in each ledger. If Sage Master
Builder finds an account number, it combines the balance of that account into the indicated summary account.
Account Type: Displays the account range to which an account belongs and whether the account maintains a debit or credit balance. Ledger accounts that fall within specific account ranges are assigned certain properties: o o o
Ledgers in the Cash Accounts range cannot use subsidiary accounts.
When posting to WIP Assets or Direct Expense ranges, Sage Master Builder requires you to create job costs before posting transactions.
When posting to equipment accounts, Sage Master Builder requires you to create equipment costs.
Starting Balance: Displays the account balance at the beginning of the fiscal year, and that balance does not change by posting transactions to period zero.
Beginning Balance: Displays the account balance at the beginning of the fiscal year. The beginning balance is adjusted to reflect any postings made to period zero. Temporary accounts start with a $0 balance, and permanent accounts carry forward the ending balance from the prior fiscal year.
Ending Balance: Displays the ending balance as it appears in period 12 for permanent accounts. It is important to note that with temporary accounts, Sage Master Builder displays the total of all period balances. Posting to period 0 changes the beginning balances of the active company, and changes the ending balances in the archived company.
Caution!
Once set up and saved, you cannot delete a chart of accounts, and you cannot edit it after you have entered a transaction. Call Customer Support or your business partner if you need more information.
1-7 General Ledger Accounts
Chapter 1 63
About account ranges
You can set up the ranges for the ledger accounts. The Account Range boxes determine the overall range of accounts for the entire chart of accounts. If you are creating a chart of accounts manually, indicate the lowest and highest account numbers in the range. Then set the individual accounts ranges within the chart of accounts. The range for a chart of accounts usually begins with one (100, 1000, or 10,000) and ends with eight (800, 8000, or 80,000). You can create ledger accounts that use up to ten digits. The range of the largest chart of accounts that you can create is
1,000,000,000 to 9,999,999,999.
When an account is set up, its account number cannot exceed the range limit. Suppose the Current
Liabilities range of accounts is from 200 to 249. You cannot create a current liability using an account number below 200 or above 249.
NOTE:
You cannot use decimals in the account numbers.
Designating ledger accounts to accept departments
After you determine that your company is going to use departments to track income and expenses, you must designate which ledger accounts will accept departments.
IMPORTANT:
Before you create departments, you must designate ledger accounts to accept departments.
To designate ledger accounts to accept departments:
1
Open 1-7 General Ledger Accounts.
2
Open the account that you want to designate to accept departments.
3
In the Subsidiary box drop-down menu, select 2-Departments and then click Save.
4
Repeat steps 1 through 3 to designate other accounts.
About controlling accounts
A controlling account is a ledger account in the general ledger that summarizes the balances for a group of similar subsidiary accounts. With specific, dedicated controlling accounts, the program uses the accounts you designate to automatically post certain transactions to the correct ledger accounts.
When you select a pre-built chart of accounts, Sage Master Builder assigns the account numbers to the ledger accounts. You can change the account numbers during setup; each account number must fall within the correct range.
Under Controlling Accounts, Sage Master Builder uses the accounts you designate to automatically post certain transactions to the correct ledger accounts. For example, when you post a receivable invoice, you do not need to supply the accounts receivable ledger account. After posting a
Sage Master Builder Release Notes
64 Chapter 1 transaction to the general ledger, Sage Master Builder locks the account numbers for the accounts under Controlling Accounts. The account numbers will appear shaded.
You can change the account numbers on the Receivables, Payables, Equipment, and Inventory tabs whether or not you have posted transactions. If you change the account number on the
Receivables, Payables or Equipment tabs, you will have to move the balances to the new account through a journal transaction.
Verifying the date and period
When you save a transaction, Sage Master Builder can compare the transaction date to the period to ensure you post to the correct period. If the transaction date does not fall under the correct posting period, Sage Master Builder provides a warning, but does not prevent posting the transaction.
To verify the date and period, in the 1-8 General Ledger Setup window, select the Verify
Date/Period check box.
Creating summary accounts
Using summary accounts, you can combine multiple ledgers into a single ledger for generating a financial report in 2-8 Financial Reports. When you generate a financial report, Sage Master
Builder looks to the Summary Account box in each ledger. If Sage Master Builder finds an account number, it combines the balance of that account into the indicated summary account.
Suppose that you have four cash accounts: 1000-General Checking, 1002-Payroll Checking,
1011-Petty Cash, and 1020-Savings. To combine all the cash account balances into the General
Checking ledger account, enter [1000] in the Summary Account box of the Payroll Checking,
Petty Cash, and Savings ledger accounts.
You must always use the lowest account number of the ledgers you want to combine. In the above example, the cash accounts used 1000-General Checking for the summary account because it had the lowest account number.
To combine ledger accounts into a summary account:
1
Open 1-7 Ledger Accounts, and select the account.
2
In the Summary Account box, enter the ledger account number to which you want to add the current account balance.
3
On the File menu, click Save.
The Financial Report uses the long name of each account. Before printing the report, you can change the long name of each summary account to accurately represent the data.
The Financial Report gives you the ability to produce a single report that combines two or more companies.
If you produce summarized reports frequently, create
1-7 General Ledger Accounts
Chapter 1 65 accounts dedicated to this purpose. Dedicated summary accounts eliminate the need to rename summary accounts each time you produce a report.
Adding ledger accounts to an existing account structure
When you first set up your account structure, you would typically use the pre-build chart of accounts.
The pre-build chart of accounts may not have all the accounts that you need for your business needs; however, you can add ledger accounts to the your existing account structure.
To add a ledger account to an existing account structure:
1
Open 1-7 General Ledger Accounts, and click the data control drop-down arrow.
2
On the Ledger Accounts window, review the account numbers that are available in the Current
Liabilities range. If you have three business credit cards by three different issuers, determine three account numbers to use.
3
Close the Ledger Accounts window, and in the data control box, enter a ledger account number.
4
In the Short Name and Long Name boxes, type names.
For example, for a bank issued credit card, you could type, “Bank name - VISA.”
5
Press Ctrl+S or File > Save.
Deleting ledger accounts
You cannot delete an account if it has a balance or any activity during the fiscal year.
To delete a ledger account:
1
Open 1-7 General Ledger Accounts.
2
Using the data control, select the ledger account number.
3
On the Edit menu, click Delete Account.
Working with Subsidiary Accounts
About subsidiary accounts
Using subsidiary accounts, you can arrange financial information into related categories under a single ledger account, providing quick access to specific information. A ledger account that uses subsidiary accounts is known as the controlling account. Asset and liability accounts primarily use subsidiary accounts, though you can also use subsidiary accounts with income and expense accounts.
Suppose that you want to track telephone expenses. You can split the telephone account into subsidiary accounts such as Basic Service, Long Distance, Cellular, and Paging. The
Telephone ledger account then provides you with the overall expenses as well as a breakdown of the expenses by the subsidiary accounts.
Sage Master Builder Release Notes
66 Chapter 1
Sage Master Builder automatically sets up subsidiary accounts for accounts receivable, accounts payable, and service receivables using the job, vendor, and client numbers as the subsidiary account numbers. However, Sage Master Builder does not provide access to these subsidiary accounts through the Ledger Accounts window because you can view the subsidiary account balances in the Job, Vendor, and Client windows. Sage Master Builder also sets up subsidiary accounts for
Equipment Assets, Equipment Depreciation, and Equipment Loans using the equipment numbers as the subsidiary account numbers. Similarly, you view the subsidiary account balances for equipment in the Equipment window.
Setting up subsidiary accounts takes careful planning. Like ledger accounts, you cannot change the subsidiary account number after posting a transaction to a subsidiary account. It is important to note that you can always add subsidiary accounts to an existing controlling account.
You cannot make a ledger account into a controlling account if that ledger account that has had any activity or carried a balance. You can, however, create a new controlling account, set up subsidiary accounts, and transfer the balance from the ledger account into the subsidiary accounts of the new controlling account.
Creating subaccounts automatically
Subaccounts can be created automatically when you create and save a job in the 3-5 Jobs
(Accounts Receivable) window, when the job is specified for WIP posting. This will create the subaccounts with the same job number and name as the job.
To allow for the generation of subaccounts from 3-5 Jobs for any given general ledger account, you must specify for each general ledger account that you want to activate this feature.
To set up automatic subaccount generation:
1
Open 1-7 General Ledger Accounts.
2
Using the data control, select or specify the ledger account.
3
In the Subsidiary list, click 1-Subaccounts.
4
Select Job# as Subaccount#.
5
Repeat steps 2–3 for all general ledger accounts that you want to activate this feature for.
6
Open 3-5 Jobs (Accounts Receivable).
7
Using the data control, select or create the job.
8
Complete any necessary data.
9
Select Post to WIP.
On the File menu, click Save.
A prompt appears listing all the general ledger accounts that you designated as controlling accounts.
You have the option of automatically creating subaccounts under each of the displayed accounts.
Select OK.
1-7 General Ledger Accounts
Chapter 1 67
TIP:
When creating subaccounts, either manually or automatically, it is critical to plan wisely before you make your designations.
Viewing subsidiary accounts
To view subsidiary accounts:
1
Open 1-7 General Ledger Accounts.
2
Select the ledger account.
3
Click the Subaccount button.
Transferring balances from ledger accounts to subsidiary accounts
IMPORTANT:
Before you can transfer the balance from a ledger account to a subsidiary account, you must create the new controlling account and subsidiary accounts or departments.
To transfer balances from a ledger account to a subsidiary account:
1
Open 1-3 Journal Transactions.
2
In the Trans# box, enter the transaction number.
3
In the Date box, enter the transaction date.
4
In the Description box, enter a brief statement about the transaction.
5
In the grid, create a line that clears the old ledger account’s balance:
a
In the Description cell, enter a brief statement about the line item.
b
In the Account cell, enter the ledger account you want to clear.
c
Enter the amount in the appropriate Debit Amount cell or Credit Amount cell.
6
In the grid, create as many lines as necessary to move the balance into the appropriate subsidiary accounts under the new controlling account:
a
In the Description cell, enter a brief statement about the line item.
b
In the Account cell, enter the controlling account.
c
In the Subaccount cell, enter the subsidiary account you want.
d
Enter the amount in the appropriate Debit Amount cell or Credit Amount cell.
7
On the File menu, click Save.
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1-8 General Ledger Setup
Accounting setup considerations
Before you begin to set up your general ledger and other parts of accounting, there are several things that you should consider. For example, what is your startup date? It is going to take days and perhaps a couple of weeks to set up your company, so you need to have a startup date for your company in Sage Master Builder. You also must know your company’s fiscal year-end. In addition, you’ll need to consider the amount of information that you plan to bring into Sage Master Builder and its level of detail.
Here is a list of suggested information: o o o o
Balance sheet and income statement as of now: If it’s currently mid-year, you have to merge the income statement from Sage Master Builder with the prior system for year-to-date reporting.
Balance sheet as of beginning of fiscal year and year-to-date activity as of Sage Master
Builder start date: You do not need month-by-month income statements, and you do not need prior year history.
Balance sheet as of the beginning of the fiscal year and activity for each month: You do not need details. All detailed information must come from your prior system.
Balance sheet as of beginning of fiscal year and all transactions: Starting up your accounting this way requires a lot of work unless only a few hundred entries need to be made.
In addition, you need the following information: o o o o o o
A chart of accounts
Listing of open accounts payable invoices
Listing of accounts receivable invoices (including fully paid) for jobs that are in progress
Job information: names, clients, and addresses
Contract amounts
Payroll information regarding employee balances, unions, company deductions, local taxes, and so forth.
Caution!
Once set up and saved, you cannot delete a chart of accounts, and you cannot edit it after you have entered a transaction. Call Customer Support or your business partner if you need more information.
About general ledger setup
One of the first tasks when creating a new company in Sage Master Builder is to set up the general ledger structure. When you select a pre-built ledger, Sage Master Builder creates the ledger accounts for you.
You can also set up the general ledger manually. If you choose to enter the account ranges, controlling accounts, and posting accounts manually, Sage Master Builder will not create the ledger accounts. You will then need to create each ledger account in the 1-7 General Ledger Accounts window.
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Caution!
Once set up and saved, you cannot delete a chart of accounts, and you cannot edit it after you have entered a transaction. Call Customer Support or your business partner if you need more information.
NOTE:
Unless you have prior experience setting up general ledgers, it is a good idea to choose a pre-built chart of accounts.
Pre-built chart of accounts
When you select the pre-built chart of accounts, Sage Master Builder automatically sets up the account ranges, controlling account numbers, posting account numbers, and then creates the ledger accounts. You can then modify the ledger setup to meet your particular needs. However, you will then need to edit the ledger accounts to match any changes made in the 1-8 General Ledger
Setup window.
You can select from four different pre-built charts of accounts: o o o o
General Contractor Accounts (Four-Digit or Five-Digit)
Subcontractor Accounts (Four-Digit or Five-Digit)
Home Builder Accounts
Remodeler Accounts
After setting up the chart of accounts, you can edit account numbers, delete unnecessary accounts, and set up controlling accounts for subsidiary accounts or departments in the 1-7 Ledger Accounts window. If you change a controlling or posting account number in 1-8 General Ledger Setup, you must also change the ledger account number.
Caution!
Once set up and saved, you cannot delete a chart of accounts, and you cannot edit it after you have entered a transaction. Call Customer Support or your business partner if you need more information.
About posting periods
Based on the fiscal year-end date in the 1-8 General Ledger Setup window, Sage Master Builder determines the current default posting period, which is used program-wide. The Current Period in
1-8 General Ledger Setup corresponds to the Change Period in 1-6 Change Period/Close
Year > Change Period.
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NOTE:
When you create a new company, you must set the program default Current Period. After the initial setup, you can only change the Current Period using 1-6 Change Period/Close Year > Change
Period. When you create a new company from existing company data, the new company's default posting period is set to the same posting period as the existing company. If you want to change the default posting period, you can only change it using 1-6
Change Period/Close Year > Change Period.
In any accounting transactions window, such as 4-2 Payable Invoice/Credits, you can, if necessary, post individual transaction records to a different posting period. The following bullet points describe some of the features related to posting periods:
Accounting transaction windows contain a Change the posting period button that displays the posting period to which you are posting transactions. By changing the posting period, you can post transactions to the specified period until you change the period again or close the window. When the window opens again, the posting period is set to the current default posting period.
Users at different workstations can work in the same window and post to different periods. For example, while Andy and Melissa are entering invoices in the Accounts Payable Invoices window, Andy finds a few invoices that need posting to a previous period. While Melissa continues entering invoices in the current fiscal period, Andy can change the fiscal period and enter those invoices.
When you change the posting period to something other than the default current posting period,
Sage Master Builder changes the color of the Posting Period button to yellow.
At the end of the period, open 1-6 Change Period/Close Year > Change Period and advance the current default posting period to the next one.
When advancing to the next posting period, the program performs a complete audit of the books. If you discover audit errors, you can view them and possibly repair the ledger balances at that time rather than at the end of the fiscal year.
IMPORTANT:
We strongly recommend that you recalculate balances to repair discrepancies if they are discovered during audits at the end of each posting period. Repairing audit errors as you advance to the next posting period is much more efficient than waiting until the year-end close to repair a year’s worth of audit errors.
You can restrict users from posting transactions to previous or future periods.
If you have an archive from the previous year, you can simultaneously post transactions to period 0 of the current year and period 12 in the archive.
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When using Sage Master Builder across a network, changing the current period using 1-6 Change
Period/Close Year > Change Period affects all workstations that access Sage Master Builder.
Selecting pre-built general ledger structure
When you create a new company in Sage Master Builder, you must set up a minimum number of items in addition to selecting a chart of accounts. You must also set program defaults for the following: o o o
Date for the Fiscal Year End.
Set the Current Period, which is the program default posting period.
Select an inventory Valuation Method (if you have the Inventory add-on module).
IMPORTANT:
When you create a new company and set up accounting, you must set the program default
Current Period. After that initial setup, you can only change the Current Period using 1-6 Change
Period/Close Year > Change Period.
To select a pre-built general ledger structure:
1
Open 1-8 General Ledger Setup.
2
On the Options menu, select one of the four pre-built chart of accounts.
3
Modify the account ranges.
IMPORTANT:
You must make any changes to the account structure or to ledger accounts before posting transactions to the general ledger.
4
In the Fiscal Year End box, enter the date of the fiscal year-end.
5
Do one of the following:
a
To begin entering transactions for the current fiscal year, enter the number of the current period in the Current Period box.
b
To enter a few startup transactions, set the current period in the Current Period box. You can change the period in the window of entry for individual transaction records without changing the programs default for the current posting period.
c
To enter a large number of startup transactions, type 0 in the Current Period box. Then after entering the startup transactions, enter the current accounting period in the Current Period box using 1-6 Change Period/Close Year.
6
On the File menu, click Save.
TIP:
After selecting an account structure, print the entire chart of accounts from 2-7 Chart of Accounts.
Review the accounts and determine which accounts you want to edit or delete before you enter any transactions.
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About starting balances
You can enter the starting balances for asset and liability accounts by posting a journal transaction— usually to period zero. As journal transactions can contain up to 999 lines, it is possible to enter most starting balances in a single journal transaction. Enter each account balance on a separate line.
Larger companies may not be able to enter the balances in one transaction. If you need to enter two journal transactions, use a clearing account to create a balanced entry.
At the end of the first transaction, enter the clearing account number and the amount necessary to balance the transaction. In the second journal transaction, finish entering the starting balances. Then at the end of the second transaction, enter the clearing account number and the amount necessary to balance the transaction. After you complete the entry of the starting balances, the clearing account returns to a zero balance.
About dedicated accounts
Sage Master Builder does not let you post journal transactions directly to the Accounts
Receivable, Accounts Payable, Service Receivables, or Inventory ledger accounts; you can only post to those accounts through invoices. Therefore, entering the starting balances is a two-part process.
During the first part of the process, the Accounts Receivable, Accounts Payable, Service
Receivables, and Inventory balances are posted to clearing accounts. Later, the individual open invoices are posted against the clearing accounts, thereby moving the balances into the proper accounts.
Similarly, you cannot directly post to the Inventory ledger account. Normally, you move inventory into the accounting system through payable invoices. For startup purposes, however, it is necessary to post a journal transaction to an Inventory clearing account. Later, the inventory is posted against the clearing account and allocated to specific inventory locations and parts, thereby moving the balances into the Inventory ledger account.
In this portion of the setup process, post the starting balances to the clearing accounts. If you are using a pre-built general ledger structure, Sage Master Builder already has the necessary clearing accounts established. At the fiscal year-end, you can delete the setup clearing accounts, as they are no longer needed.
IMPORTANT:
After posting the invoice and allocations for inventory, your clearing accounts should have a zero balance. If not, review your data to find out why.
Entering starting balances
To enter starting balances:
1
Open 1-3 Journal Transactions.
2
On the Edit menu, click PEriod. Select period 0.
3
In the Trans# box, enter the transaction number.
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Chapter 1 73
4
In the Date box, enter the transaction date.
5
In the Description box, type Starting balances.
6
In the Status list, click 1-Open.
7
In the grid, do the following:
a
In the Description cell, enter a brief statement about the line item.
b
In the Account cell, enter the ledger account you want.
c
In the Subaccount cell, enter the subsidiary account you want.
d
Enter the amount in the appropriate Debit Amount cell or Credit Amount cell.
8
Repeat step 7 for each account.
9
On the File menu, click Save.
Methods for entering financial activity for the current year
After you have entered the starting balances, enter the net activity of the ledger accounts for the current year. It is important to note that you cannot directly enter the startup balances for the dedicated ledger accounts: Accounts Receivable, Accounts Payable, Service Receivables, and Inventory.
You can choose from four methods for entering the net activity. Entering the current activity for ledger accounts is nearly identical to entering the starting balances. Remember to adjust the posting period as necessary, and provide a description of what is reflected in the period balances.
Each successive method provides more detail for reports than the previous method and requires more time to enter data. Read each of the methods thoroughly before deciding which to use. Except where noted, you must first enter the starting balances of all the ledger accounts.
Method 1
When you post the starting balances, include all the period activity in the beginning balance. Post a single journal transaction to the period before the current posting period. Suppose you are setting up a new company during period 2. The net activity for period 1 is added to the starting balances. In the journal transaction, enter the total for each ledger account (beginning balance + period one net activity) and post the transaction to the end of period 1.
Method 1 is best suited for use near the start of a fiscal year. The method does not include the entry of historical information. It is not recommended for use during the middle of the fiscal year.
Method 2
Post the starting balances to period 0; then post a journal transaction that contains the net activity for each ledger account during the current fiscal year. Post the transaction to the period before the current posting period. Suppose you are setting up during period 7. Create a journal transaction that contains the net activity for each account through the end of period 6. Then post the journal transaction to the end of period 6.
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Method 2 provides data for a Year-to-Date Income Statement, and lets you view the entire activity for the year, but does not provide data for reports in periods before the setup.
When you close the books at the fiscal year-end, the balances roll over to the Last Year column in the Ledger Accounts window. This method does not set up individual period balances, so the period balances do not represent the true period activity.
Method 3
Post the starting balances to period 0; then in each of the prior periods, post a journal transaction that contains the net activity of each ledger account for that period. Suppose you are setting up during period 7. Create and post a journal transaction that contains the net activity for each account during period 1. Then repeat the process for periods 2 through 6.
Method 3 provides accurate period balances. Each account contains its correct period balances for the current fiscal year. When you close books at the fiscal year-end, the balances roll over to the
Last Year column in the Ledger Accounts window. The ledger accounts therefore reflect the true activity in each period. This method lets you generate reports that compare data from the previous year to data in the current year.
Method 4
Post the starting balances to period 0; then enter each transaction for the current year. Method 4 requires a great deal of work. This method is only practical when no accounting has been posted for the current year, or it is only a few weeks into the new fiscal year.
Creating ledger accounts
To create a ledger account:
1
Open 1-7 General Ledger Accounts.
2
In the data control box, enter the ledger account number.
3
In the Short Name box, enter a brief description of the ledger account.
4
If an account uses departments or subsidiary accounts, the departments or subsidiary accounts must be set up before posting transactions. In the Subsidiary list, click 1-Subaccounts or 2-
Departments.
5
In the Cost Type list, click the cost type you want to assign the ledger account.
6
You can assign a cost type to ledger accounts, providing an additional way to verify transactions are posted to the proper accounts. When you post a transaction that has cost types, Sage Master
Builder compares the transaction’s cost type with the ledger account cost type. If the cost types do not match, Sage Master Builder provides a warning, but does not prevent posting the transaction.
7
On the File menu, click Save.
Summary accounts let you combine ledger accounts for reports.
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Chapter 1 75
About setting up accounts for posting equipment
Direct Equipment: Enter the ledger account to which you are posting equipment expenses attributable to a job.
When you enter a direct equipment expense in the 5-5 Daily Payroll or 8-4 Equipment Allocation windows, Sage Master Builder posts a debit to the account in the Direct Equipment box, and a credit to the account in the Equipment Revenue box.
Equipment Repair: Enter the ledger account to which you are posting equipment expenses attributable to equipment repair or maintenance.
When you enter an equipment expense for repairs or maintenance in the 5-5 Daily Payroll or 8-4
Equipment Allocation window, Sage Master Builder posts a debit to the account in the
Equipment Repair box, and a credit to the account in the Equipment Revenue box.
Equipment Revenue: Enter the ledger account to which you are posting equipment expenses.
When you enter an equipment expense, Sage Master Builder always posts the credit to the account in the Equipment Revenue box.
About setting up accounts for posting payable invoices
Sage Master Builder uses the accounts indicated on the Payables tab in the 1-8 General Ledger
Setup window to post payable invoice transactions.
Workers’ Compensation: Enter the ledger account to which you are posting the charge to subcontractors for Workers’ Compensation insurance.
Discounts Earned: Enter the ledger account to which you are posting discounts taken on payable invoices.
PO Sales Tax Expense: When using the 12-4 Purchase Order Receipts window to enter materials received, Sage Master Builder posts sales taxes to the account indicated in the PO Sales
Tax Exp. box.
Freight
WIP Cost Account: Enter the WIP cost account to which you are posting freight costs.
When posting the invoiced costs against a job, Sage Master Builder looks at the WIP Posting check box in the job file. If you selected the WIP Posting check box, Sage Master Builder posts freight costs to the account in the WIP Cost Account box.
Direct Cost Account: Enter the direct cost account to which you are posting freight costs.
When posting the invoiced costs against a job, Sage Master Builder looks at the WIP Posting check box in the job file. If the WIP Posting check box is clear, Sage Master Builder posts freight costs to the account in the Direct Cost Account box.
Overhead Costs Account: Enter the overhead cost account to which you are posting freight costs.
When posting the invoiced costs to overhead (posting the invoice without a job number), Sage
Master Builder posts costs to the account in the Overhead Cost Account box.
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NOTE:
When posting the invoiced costs against a job, Sage Master Builder assigns the total of the freight costs to the first job cost record.
Variance
Variances in materials costs are posted to the Overhead Costs Account.
NOTE:
Freight costs and the variance in materials costs each appear as separate lines in the journal transaction.
About setting up accounts for posting receivable invoices
Sales Tax Payable: Enter the ledger account to which you are posting sales tax.
Finance Charges: Enter the ledger account to which you are posting the finance charges.
When printing client statements, you can create the finance charges for overdue invoices. Select the
Calculate Finance Charges check box, and generate the statements. Sage Master Builder uses the finance rate set up in the job record to compute the finance charge and create a separate invoice for the amount.
Discounts Given: Enter the ledger account to which you are posting discounts given to cash receipts.
WIP Payroll: Enter the ledger account to which you are posting WIP payroll.
When posting the invoiced costs against a job, Sage Master Builder looks at the WIP Posting check box in the job file. If you selected the WIP Posting check box, Sage Master Builder posts payroll costs to the account in the WIP Payroll box.
Retained Earnings: Enter the ledger account to which you are posting the net profit when closing the books at the fiscal year-end.
You can change the account numbers on the Receivables tab regardless of whether you have posted transactions. If you change the account number, you have to move the balances to the new account through a journal transaction.
About 2-8 Financial Reports
A Financial Report gives you the ability to summarize ledger accounts and consolidate company books into a single cohesive report (combined financial) that combines an income statement with a balance sheet for presentation to financial institutions.
You can combine ledger account balances together under a summary account. The summary account provides you with a means of combining many similar accounts under a single heading.
IMPORTANT:
You can only consolidate company books into a single financial report if all the data is on the same network drive.
1-9 Company Departments
Chapter 1 77
NOTE:
To consolidate the company books, Sage
Master Builder combines the general ledgers based on the account numbering structures. It is important that the different companies use the same ledger structures; otherwise, the combined financial data is meaningless.
Printing Financial Reports
To print a financial report:
1
Open 2-8 Financial Reports.
2
In the Period box, enter the fiscal period.
3
Click the Print Records button.
4
In the Combine Companies dialog box, select the companies you wish to combine by clicking on the check boxes, and click OK.
5
Sage Master Builder prints your report automatically.
1-9 Company Departments
About Company Departments
Company departments help organize income and expense data and provide a means to evaluate the profit and loss for a company. Departments and subsidiary accounts both arrange data in meaningful ways, but with a significant difference in how the data is used. While a single controlling account uses a set of subsidiary accounts tailored to the controlling account, income and expense controlling accounts share departments.
With departments in place, you can analyze your income and expenses. For example, to determine which departments are profitable, you can generate a departmental income statement. You can also view a department balance for either all ledger accounts or for a specific ledger account.
After you set up the controlling accounts and create your list of departments, you can add the departments to the controlling accounts. Because Sage Master Builder simultaneously updates departments to all controlling accounts, you can add departments, or change the department names or numbering structure at any time.
IMPORTANT:
Before you create departments, you must designate ledger accounts to accept departments.
You cannot transform a ledger account into a controlling account if that ledger account has had any activity or carries a balance. The ideal time to create departments is at the start of a new fiscal year after all account balances have been cleared. If necessary, however, you can create departments for a ledger account in the middle of the fiscal year. To do this, create a new controlling account to
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Departments and subsidiary accounts both provide tools to evaluate the profit and loss for companies. Both arrange data in meaningful ways; however, there are significant differences in how the data is used. A single controlling account uses a set of subsidiary accounts tailored to the controlling account. In contrast, income and expense controlling accounts share the same set of departments, and each controlling account that uses departments has the same set of subsidiary accounts.
Creating departments
IMPORTANT:
Before you create departments, you must designate ledger accounts to accept departments.
To create a department:
1
Open 1-9 Company Departments.
2
In the Department# box, enter the department number.
3
In the Department Name box, enter a description of the department.
4
Repeat steps 2–3 for each department.
5
On the File menu, click Save.
Assigning departments
To assign departments:
1
Open 1-9 Company Departments.
2
On the menu bar, click Update Accounts.
TIP:
If a ledger account is not set up to use departments, Sage Master Builder does not create any departments for that ledger account.
79
Chapter 2: 2-Accounting Reports
Working with Accounting Reports
Sage Master Builder provides the 2-Accounting Reports module for important reports that are more general in scope for the purpose of reporting on your company as a whole. There are other reports in other Sage Master Builder modules, but they tend to be more focused on certain areas.
For example, in 2-Accounting Reports, you’ll find 2-2 Balance Sheet and 2-3 Income
Statement. If you need more detail, in 6-Project Management, you’ll find such reports as 6-1-1
Job Status Report and 6-1-8 Bonding Report.
For a listing of all the other reports available in Sage Master Builder, see Appendix B,
2-1 Trial Balance Reports
Report Name
21 - Trial Balance
31 - Trial Balance~Working
Locked
Yes
Yes
2-2 Balance Sheet Reports
Report Name
21 - Balance Sheet
31 - Balance Sheet~This Year/Last Year Comparison
Locked
Yes
Yes
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2-3 Income Statement Reports
Report Name
21 - Income Statement
31 - Income Statement~Period and YTD
32 - Income Statement~This Year/Last Year
Comparison
33 - Income Statement~Actual/Budget Comparison
34 - Income Statement~All Periods
For details about printing this report on legal-sized paper, see the note in the Help topic, About report printing.
41 - Dept. Income Statement
51 - Dept. Income Statement~Period/Year
53 - Dept. Income Statement~Actual/Budget
Comparison
61 - General Ledger Cost Comparison
71 - Income Summary~with Subaccount Detail Period and YTD
2-4 General Ledger Reports
Report Name
21 - General Ledger
31 - General Ledger~Land
41 - General Ledger~Summary
51 - Subsidiary Ledger
53 - Subsidiary Ledger~Land
61 - Subsidiary Summary
2-5 General Journal Reports
Report Name
21 - General Journal
31 - Journal Summary
Locked
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Locked
Yes
Yes
Yes
Yes
Yes
Yes
Locked
Yes
Yes
2-6 Check Register Reports
Chapter 2 81
2-6 Check Register Reports
Report Name
21 - Check Register~Checks Only
31 - Check Register
41 - Check Register~Deposits Only
2-7 Chart of Accounts Reports
Report Name
21 - Chart of Accounts
22 - Chart of Accounts~with Notes
31 - Chart of Subsidiary Accounts
41 - Subsidiary Account Balances
2-8 Financial Reports
Report Name
21 - Financial Report
2-9 Statement of Cash Flows Reports
Report Name
21 - Statement of Cash Flows
Locked
Yes
Yes
Yes
Locked
No
No
No
No
Locked
Yes
Locked
Yes
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Chapter 3: 3-Accounts Receivable
Working with Accounts Receivable
Using Sage Master Builder’s robust accounts receivable system, you can receive payments, customize invoices, statements, overdue reminders, and more to present your clients with professional and personalized documents. You can also use the sales information in the client database to track customers from initial contact to job completion.
Sage Master Builder provides call sheets and aging reports to improve collection efficiency. For example, you can produce aging reports at any time, which can reflect the end of any prior fiscal period to match financial reports for the same period.
The billing options available are contract, progress (American Institute of Architects, or AIA, format; custom and generic) unitary, and time and materials billing, plus loan draws.
Each billing option offers records of prior and current billing application; prior ones are maintained in full detail so that you can examine earlier transactions for amounts carried forward.
3-1 Receivable Reports
3-2 Receivable Invoices & Credits
Receivable Invoices
About receivable invoices
The 3-2 Receivable Invoices/Credits window lets you enter transactions that affect receivable accounts. You can create invoices or credit invoices, track retention, or view a history of payments for a specific invoice.
You can also create a simple invoice based on the percentage of work completed for the contract.
This type of billing is suitable for subcontractors or small projects.
The Receivable Invoices window also provides the ability to enter taxable and non-taxable items on an invoice at the same time. When you enter a tax district number in the Tax Dist text box, you can select the items to tax in the Taxable column. If you leave the Tax Dist text box blank, Sage
Master Builder assumes each item is non-taxable.
Entering receivable invoices
You can review the record totals before saving the invoice or credit. On the Options menu, click
Calculate.
You can provide part numbers on an invoice. Sage Master Builder only includes the parts on the invoice, and does not use the part information elsewhere.
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When you enter a tax district number in the Tax Dist text box, you can select which items to tax. In the Taxable column, type Yes if the item is taxable, or No if the item is non-taxable.
To enter a receivable invoice:
1
Open 3-2 Receivable Invoices/Credits.
2
Do the following:
a
In the Invoice# text box, enter the invoice number.
b
In the Date text box, enter the date of the invoice.
c
In the Job text box, enter the job number.
d
If the job uses phases, enter the phase number in the Phase text box.
e
In the Description text box, enter a brief statement about the invoice.
f
In the Due Date text box, enter the invoice due date.
g
In the Discount Date text box, enter the due date by which you must receive payment for the client to receive the discount.
h
In the Status list, click the invoice status.
i
In the Type list, click the invoice type. The contract affects the invoiced balance when Type 1-
Contract is selected. Type 2-Memo does not affect the invoiced balance.
3
In the grid, do the following:
a
In the Description cell, enter a brief statement about the item.
b
In the Quantity cell, enter the quantity of items.
c
In the Price cell, enter the price for a single item.
d
In the Account cell, enter the ledger account number.
4
Repeat step 3 for each item.
5
In the Discount text box, enter the discount for early payment.
6
On the File menu, click Save.
7
In the Retain text box, enter the amount of retention.
About receivable invoice status
The status of a receivable record indicates its location in the process.
IMPORTANT:
You can change the status of records assigned status 1-Open, 2-Review, or 3-Dispute to another of the first three status settings. However, you cannot assign status 4-Paid or 5-Void.
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Status Description
1-Open Indicates a record posted to the general ledger.
2-Review
Indicates the management or bookkeeping staff should review the record.
3-Dispute Indicates a record disputed by the client.
4-Paid
5-Void
Indicates a record paid in full.
Indicates a void record.
NOTE:
When an invoice or credit is fully paid, Sage
Master Builder automatically assigns status 4-Paid. If you void the record, Sage Master Builder automatically assigns status 5-Void.
About receivable invoice types
Type
1-Contract
Description
Use type 1-Contract when the invoice affects the billing for the contract.
A receivable invoice assigned type 1-Contract increases the job balance, and a credit invoice with this type reduces the job balance.
2-Memo
Use type 2-Memo when the invoice does not affect the job billing for the contract.
For example, when you enter a job deposit as a credit invoice, assign it 2-Memo so that the credit does not affect the invoiced to date amount.
You can also use this type with bad debts. Entering a credit invoice assigned 2-Memo does not reduce the invoiced to date amount, but clears the debt.
Recalculating invoices or credits
After making changes, you can recalculate the new totals.
To recalculate an invoice or credit:
To calculate the invoice balances, on the Options menu, click Calculate.
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About voiding receivable invoices
If you discover an invoice was entered incorrectly, determine the best method to correct the error.
For example, if the error is in the header information, you can edit the information contained in any of the text boxes, except in the Job and Tax Dist text boxes, and re-save the record.
When the invoice contains an incorrect job number, tax district, ledger account, or amount, void the invoice and then re-enter it with the correct information. By voiding and re-entering the invoice, you create a clear audit trail.
There are also circumstances when you cannot void the original record. For example, you cannot void a credit invoice that has been applied in full, or an invoice posted to period 0. Because you cannot void these types of transactions, it is necessary to enter an adjusting invoice.
Before voiding an invoice, reverse all the payments posted to it. You can then enter the invoice correctly and reapply the payments.
Voiding receivable invoices
You can void a receivable invoice with an assigned status of 1-Open, 2-Review, or 3-Dispute.
When voiding an invoice that contains discretionary taxes, Sage Master Builder also voids the tax amount. If the voided invoice reduces the discretionary taxes below the billing maximum, Sage
Master Builder continues to calculate the discretionary taxes until the tax maximum is met.
To void a receivable invoice:
1
Open 3-2 Receivable Invoices/Credits.
2
Using the data control, select the record.
3
If an amount appears in the Paid text box, reverse the payments.
4
On the Edit menu, click Void Invoice.
Managing old debts in accounts receivable
Sometimes there are situations where you have completely billed a contract, but you never receive full payment. You can post a credit invoice to the job, crediting the Bad Debt Expense account, for the uncollected amount. By not applying the credit to the open invoice, the credit invoice creates a $0 job balance but the invoice remains open. If you eventually collect the remaining contract balance, you can still post the payment to the invoice and void the credit.
At the fiscal year-end, you can close the job and remove it from the job database as long as it meets all the closing criteria.
About accounts receivable payment history
Each time you post a payment to an invoice, Sage Master Builder creates a separate record of the payment. To review the individual payments made to a particular invoice, you can select the invoice
3-2 Receivable Invoices & Credits
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When you void an accounts receivable payment, Sage Master Builder deletes the historical record of the payment and increases the invoice balance by the amount of the voided check.
Suppose you void a payment that applies to five invoices. Sage Master Builder deletes the record for payment in each of the related invoice histories and increases each invoice’s balance appropriately.
When you reverse a cash receipt, Sage Master Builder creates an additional record in the payment history for a negative amount.
You can use the payment history to reconstruct account balances for aging reports. To do this, first determine the fiscal period for which you want to recreate the aging. Then subtract the payments made after that fiscal period from the ending balance.
To view accounts receivable payment history for an invoice:
1
Open 3-2 Receivable Invoices/Credits.
2
Select the invoice for which you want to view a payment history.
3
On the Options menu, click Payment History.
Receivable Credits
About receivable credits
IMPORTANT:
You cannot reverse a credit invoice after applying it to an invoice. If you apply a credit invoice to the wrong invoice, make adjusting invoice entries to correct the error.
Many situations could cause you to enter a credit invoice. Suppose a client provides a prepayment on a job, or overpays an invoice. In either case, it is necessary to reduce the accounts receivable.
When you save a credit invoice, Sage Master Builder reduces the job balance. However, the credit invoice retains status 1-Open until you apply it against other invoices in the 3-3 Cash Receipts window. After you have applied the credit balance to other invoices, Sage Master Builder assigns the credit invoice status 4-Paid.
You can also apply a credit invoice to an invoice at the time you save the record. If the invoice is fully paid by means of the credit invoice, Sage Master Builder changes the status of the invoice to 4-Paid.
If the invoice still has a balance after applying the credit, the invoice status is not changed. Likewise, if the entire amount of the credit is applied, the status of the credit invoice changes to 4-Paid. If a credit invoice still has a balance after applying it to an invoice, the status of the credit invoice remains unchanged. You can then apply the remaining credit invoice balance to other invoices in the 3-3
Cash Receipts window.
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Entering credit invoices from 3-2 Receivable Invoices-Credits
When you apply a credit, Sage Master Builder adjusts the invoice and job balance. If the credit has a balance after applying it to an invoice, Sage Master Builder assigns the credit status 1-Open, but if the entire amount of the credit is applied, Sage Master Builder assigns it status 4-Paid.
Here are some other points to consider: o o o o
When entering cash receipts, you can apply the credit invoice.
You can review the record totals before saving the invoice or credit. On the Options menu, click Cal-
culate.
You can provide part numbers on an invoice. Sage Master Builder only includes the parts on the invoice, and does not use the part information elsewhere.
When you enter a tax district number in the Tax Dist text box, you can select which items to tax.
In the Taxable column, type Yes if the item is taxable, or No if the item is non-taxable.
To enter a credit invoice:
1
Open 3-2 Receivable Invoices/Credits.
2
Do the following:
a
In the Invoice# text box, enter the credit invoice number.
b
In the Date text box, enter the date of the invoice.
c
In the Job text box, enter the job number.
d
If the job uses phases, enter the phase number in the Phase text box.
e
In the Description text box, enter a brief statement about the invoice.
f
In the Due Date text box, enter the invoice due date.
g
In the Discount Date text box, enter the due date by which payment must be received for the discount to apply.
h
In the Status list, click the invoice status.
i
In the Type list, click the invoice type.
3
In the grid, do the following:
a
In the Description cell, enter a brief statement about the item.
b
In the Quantity cell, enter the quantity of items as a negative amount.
c
In the Price cell, enter the price for a single item.
d
In the Account cell, enter the ledger account number.
4
Repeat step 3 for each item.
5
On the File menu, click Save.
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Entering credit invoices and applying them to invoices in 3-2 Receivable Invoices-
Credits
When you apply a credit, Sage Master Builder adjusts the invoice and job balance. If the credit has a balance after applying it to an invoice, Sage Master Builder assigns the credit status 1-Open, but if the entire amount of the credit is applied, Sage Master Builder assigns it status 4-Paid.
Here are some additional points to consider: o o o
You can review the record totals before saving the invoice or credit. On the Options menu, click Cal-
culate.
You can provide part numbers on an invoice. Sage Master Builder only includes the parts on the invoice, and does not use the part information elsewhere.
When you enter a tax district number in the Tax Dist text box, you can select which items to tax.
In the Taxable column, type Yes if the item is taxable, or No if the item is non-taxable.
To enter a credit invoice and apply it to an invoice:
1
Open 3-2 Receivable Invoices/Credits.
2
Do the following:
a
In the Invoice# text box, enter the credit invoice number.
b
In the Date text box, enter the date of the invoice.
c
In the Job text box, enter the job number.
d
If the job uses phases, enter the phase number in the Phase text box.
e
In the Description text box, enter a brief statement about the invoice.
f
In the Reference# text box, enter the receivable invoice number to which you want to apply the credit.
g
In the Due Date text box, enter the invoice due date.
h
In the Discount Date text box, enter the due date by which must be received for the discount to apply.
i
In the Status list, enter the invoice status.
j
In the Type list, enter the invoice type.
3
In the grid, do the following:
a
In the Description cell, enter a brief statement about the item.
b
In the Quantity cell, enter the quantity of items as a negative amount.
c
In the Price cell, enter the price for a single item.
d
In the Account cell, enter the ledger account number.
4
Repeat step 3 for each item.
5
On the File menu, click Save.
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3-3 Cash Receipts
About cash receipts
In the 3-3 Cash Receipts window, you can enter cash payments for invoices, discounts for early payment of invoices, and overpayments. You can also apply credit invoices to invoices, or reverse payments.
When the invoices are displayed, select an invoice and enter the amount of the cash payment and any applicable discount or credit. During entry, you can reverse a payment applied to the wrong invoice and apply it to the correct invoice.
If a client pays more than the net amount of an invoice but less than the invoice balance, Sage
Master Builder applies the payment to the retention. Suppose you created an invoice for $1000 minus 10% retention, resulting in a net total of $900. The client, however, sends a $950 payment.
After entering the payment in cash receipts, the total balance due is $50 and the Retention column shows a balance of $50. It is important to note that this is not a substitute for releasing retention.
Sometimes clients will receive a discount for early payment. Sage Master Builder automatically determines whether a discount is available based on the due date you indicated on the invoice.
When a discount is available, it is shown in the Discount Available text box. If a discount is not available, you can still apply a discount to an invoice.
When a client pays more than the total balance of an invoice, you can enter the additional money as an overpayment. The total amount of the Paid (Cash), Discount, and Credit cells must equal the amount in the Balance cell before Sage Master Builder will allow you to enter the overpayment.
When you save the cash receipts, Sage Master Builder reduces the job balance by the amount of the overpayment. In addition, the invoice now carries a negative balance and acts as a credit invoice.
Suppose a client informs you that he is going on vacation for a few weeks. The client wants to make sure you have enough money to continue building while he is gone, so instead of paying the $5,000 he was billed, he sends a check for $10,000. For the invoice, enter $5,000 in the Paid (Cash) cell and $5,000 in the Overpayment cell. After saving transactions, the invoice now carries a –$5,000 balance. The next time you invoice the client, you can apply the credit.
The Cash Receipts window also allows you to reverse cash payments and discounts. However, after you apply a credit invoice to an invoice and save the transaction, you cannot reverse the credit.
If you have applied a credit invoice to the wrong invoice, enter an invoice to correct the error.
Entering payments and applying credits to invoices simultaneously
You can simultaneously enter a payment and apply a credit invoice. Suppose a job has a $500.00
credit invoice, a $1,000 invoice, and a $3,000 invoice. The client sends a payment of $3,500, the total amount due. You can apply the credit to either invoice, then apply the payment to the remaining balance.
To enter a payment and apply a credit to an invoice:
1
Open 3-3 Cash Receipts.
2
Do the following:
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a
In the Account text box, enter the ledger account number for the cash account.
b
In the Deposit# text box, enter the deposit transaction number.
c
In the Date text box, enter the deposit date.
d
In the Description text box, enter a brief statement about the transaction.
3
Do one of the following:
a
In the Client text box, enter the client number.
b
In the Job text box, enter the job number.
4
Do one of the following:
a
Click the Contract Invoices tab.
b
Click the Service Invoices tab.
5
Click the Display button.
6
In the grid, do the following:
a
In the Paid (Cash) cell, enter the total amount received. Do not include any discount or credit in this amount.
b
In the Discount Available cell, enter the amount of the discount.
c
In the Credit cell of the receivable invoice, enter the credit as a positive amount.
d
In the Credit cell of the credit invoice, enter the credit as a negative amount. The total of the
Credit column must contain a $0 balance before saving the records.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
Applying credit invoices to receivable invoices
You can apply the balance of a credit invoice to one or more receivable invoices. It is also possible to apply only a portion of the credit invoice balance to an invoice and apply the remaining balance later.
To apply a credit invoice to a receivable invoice:
1
Open 3-3 Cash Receipts.
2
Do the following:
a
In the Account text box, enter the ledger account number for the cash account.
b
In the Deposit# text box, enter the deposit transaction number.
c
In the Date text box, enter the deposit date.
d
In the Description text box, enter a brief statement about the transaction.
3
Do one of the following:
a
In the Client text box, enter the client number.
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b
In the Job text box, enter the job number.
4
Do one of the following:
a
Click the Service Invoices tab.
b
Click the Contract Invoices tab.
5
Click the Display button.
6
In the grid, do the following:
a
In the Credit cell of the receivable invoice, enter the credit as a positive amount.
b
In the Credit cell of the credit invoice, enter the credit as a negative amount. The total of the
Credit column must contain a $0 balance before saving the records.
7
Repeat step 6 for each invoice to which you want to apply a credit.
8
On the File menu, click Save.
Reversing cash receipts
IMPORTANT:
After you apply a credit invoice to an invoice and save the transaction, you cannot reverse the credit. If you have applied a credit invoice to the wrong invoice, enter an invoice to correct the error.
To reverse a cash receipt:
1
Open 3-3 Cash Receipts.
2
Do the following:
a
In the Account text box, enter the ledger account number for the cash account.
b
In the Deposit# text box, enter the deposit transaction number.
c
In the Date text box, enter the deposit date.
d
In the Description text box, enter a brief statement about the transaction.
3
Do one of the following:
a
In the Client text box, enter the client number.
b
In the Job text box, enter the job number.
4
Do one of the following:
a
Click the Contract Invoices tab.
b
Click the Service Invoices tab.
5
Consider the following:
a
If the invoices are partially paid, the Open only option should be selected.
b
If the invoices are completely paid, select the Paid only option.
c
If you have a combination of paid and partially paid invoices, select the All option.
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6
Click the Display button.
7
In the grid, do the following:
a
In the Paid (Cash) cell, enter the amount as a negative amount.
b
In the Discount cell, enter the discount amount, if any, as a negative amount.
8
Repeat step 7 for each payment you want to reverse.
9
On the File menu, click Save.
NOTE:
When you reverse a payment made to an invoice with status 4-Paid, Sage Master Builder changes the status to 1-Open.
NOTE:
After reversing all payments made to an invoice, you can void the invoice.
3-4 Statements
About Statements
If you have purchased the Service Receivables Addon Module, invoices from Service Receivables are also included on the Client Contract Statement.
A statement summarizes the activity of invoices, payments, credit invoices, and retention for a job.
Statements help keep clients informed of the financial activity for a job. It is a good idea to print the statements at the end of each month and send them to your clients.
When printing a statement, Sage Master Builder automatically generates a receivable invoice using the finance rate from the job record. The statement only includes the finance amount in the statement if the Calculate Finance Charges check box has been selected. Service receivable finance charge invoices, however, are based on the finance rate defined for client in 3-6 Receivable
Clients.
You can create the finance charges by printing the statements, or you can click the Print preview
and Drilldown (when available) button to review it before printing it. You can also print a single statement for a client with whom you have multiple job contracts. The Client Contract Statement lists the invoices by job and provides the total amount and remaining balance of each invoice.
In some states, it is illegal to charge finance charges on top of finance charges. To exclude finance charges from a statement, in the 3-4 Report Printing window, clear the Calculate Finance Charges check box.
You can create a separate finance charge statement manually in 3-2 Receivable Invoices/Credits.
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3-5 Jobs (Accounts Receivable)
About 3-5 Jobs (Accounts Receivable)
When you create a job in the 3-5 Jobs (Accounts Receivable) window, Sage Master Builder creates a record containing job-related information such as important contract dates, job financial information, and job-related contacts. In addition, the 3-5 Jobs (Accounts Receivable) window provides a variety of tools to help you manage contracts, such as pre-liens and lien releases. You may also create phases or bid items to divide work into more manageable sections.
Billing information such as the client, job architect, engineer, or project lender, may also be included as part of the job record. For example, when you supply the client number, Sage Master Builder includes the client information on invoices printed for that job. If you include the architect or engineer’s name in the job record when using progress or unitary billing, Sage Master Builder uses that information when creating a progress or unitary bill. If you include the lender, Sage Master
Builder uses the lender information when creating a loan draw document.
You may manage all your jobs directly from your Project Work Center. You may also create a desktop shortcut to Project Work Center and place it on the Sage Master Builder Desktop. This gives you the power to access all your job-related data from one place.
Entering jobs
If you select the Post to WIP check box, and you have selected Job# as Subaccount# on a general ledger account(s), upon job save, you will be prompted to create subaccounts under those ledger accounts.
Upon saving the job, Sage Master Builder checks the client’s balance for any past due invoices and displays a message indicating the amount past due, if any. To turn this option off, in the Options menu, click Check Client Balance.
To enter a job:
1
Open 3-5 Jobs (Accounts Receivable).
2
Do the following:
a
In the data control text box, enter the job number.
b
In the Short Name text box, enter an abbreviated name for the job.
c
In the Job Name text box, enter the full job name.
d
In the Client text box, enter the client number.
e
In the Address 1, Address 2, City, State, and Zip text boxes, enter the client's address.
f
In the Architect text box, enter the vendor number of the architect or engineer.
g
In the Lender text box, enter the vendor number of the lending institution.
h
In the Supervisor text box, enter the employee number of the job supervisor.
i
In the Salesperson text box, enter the employee number of the salesperson.
In the Estimator text box, enter the employee number of the estimator.
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In the Job Status list, click the job status.
In the Job Type list, click the type of job.
3
Under Posting Information, do the following:
a
If the job requires posting payroll to WIP asset accounts, select the Post to WIP check box.
b
If the job requires certified payroll, click the Certified check box.
c
If the job is in a local payroll-tax district, enter the district in the Payroll Locale text box.
d
If the job is in a sales tax district, enter the district in the Sales Tax District text box.
e
In the Income Account text box, enter the default income account.
f
If you departmentalize income, enter the default department number in the Department text box.
4
Under Terms, do the following:
a
In the Finance Percent text box, enter the annual finance rate.
b
In the Retain Rate text box, enter the rate of retention.
c
In the Discount Rate text box, enter the discount rate.
d
In the Due Terms text box, enter the cycle for the date when the invoice is due.
e
In the Discount Terms text box, enter the cycle by which payment must be received for the discount to apply.
f
In the Contract text box, enter the amount of the original contract.
5
If the customer provides a purchase order for the job, enter the purchase order number in the
Client PO# text box.
6
If the customer provides a contract number for the job, enter the contract number in the Contract# text box.
7
Click the Contact grid, do the following:
a
In the Contact Name text box, enter the contact's name.
IMPORTANT:
The first contact in the list is considered to be the primary contact in reports.
b
In the Job Title text box, enter the contact's job title.
c
In the Phone# text box, enter the contact’s telephone number.
d
In the Extension text box, enter the contact's telephone extension, as necessary.
e
In the Email text box, enter the contact's email address.
f
In the Cell# text box, enter the contact’s cellular number.
g
In the Fax# text box, enter the contact’s fax number.
h
In the Other# text box, enter the contact’s other telephone number.
i
In the Other Description text box, enter the contact’s other telephone number description.
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In the Notes text box, enter any applicable notes about the contact.
8
Under the Contract Dates tab, enter the job dates in the appropriate text boxes.
9
Under Project/Sales Details tab, enter the project and sales details in the appropriate text boxes.
10
If you are using phases, enter the phases.
11
If you are using bid items, enter the bid items.
12
On the File menu, click Save.
Though a job falls under a specific tax district, the taxability of cost types for the specific job might differ depending on the type of work you are performing.
Instead of creating a new tax district for the duration of the job, set up the cost types in the job record.
The Post to WIP check box does not affect whether the job appears in the WIP report.
The contract dates allow you to track important aspects of the project, but Sage Master Builder does not use these dates for any reports or documents.
Setting up the default taxability of cost types for jobs
In some regions, work that is normally not taxable becomes taxable when performing certain services on a job. Sage Master Builder provides you the ability to manage the taxability of cost types for a specific job. Sage Master Builder uses the tax rate from the sales tax district indicated in the job record, but uses the cost type taxability you set up in the Taxable Cost Types dialog box.
To set up the default cost type taxability:
1
Open 3-5 Jobs (Accounts Receivable), and then select the job.
2
On the Options menu, click Taxable Cost Types.
3
Do the following:
a
In the Materials text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.
b
In the Labor text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.
c
In the Equipment text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.
d
In the Subcontract text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.
e
In the Other text box, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.
f
For each customized user-defined cost type, type [Y] if the cost type is taxable or [N] if the cost type is not taxable.
4
Click [OK].
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NOTE:
If you leave a Cost Type text box blank, Sage Master Builder uses the default indicated in the Tax District window.
About contract terms
IMPORTANT:
When entering the discount date and due date for a job, you must also indicate the billing cycle.
Term
Finance
Percent
Description
Enter the finance rate to apply when payments are late.
Retain
Rate
Enter the percent of the entire contract withheld as retention. When you enter an invoice, Sage Master
Builder automatically calculates retention for the invoice.
Discount
Rate
Enter the discount rate.
Due Date Indicates the date payment is due.
Discount
Contract
Indicates the date by which payment is due for the client to receive a discount.
Indicates the total amount of the contract, excluding sales tax.
If you have indicated a client number in the job record,
Sage Master Builder uses the term rates from the client record.
About beginning and ending balances for jobs
The 3-5 Jobs (Accounts Receivable) window displays the contract balance for the current fiscal year.
Box
Beginning
Balance
Ending
Balance
Description
Displays the balance of outstanding invoices at the beginning of the fiscal year.
The Beginning Balance box only displays an amount when the ending balance carries over to a new fiscal year.
Displays the total balance to-date for outstanding invoices posted to the job for the current fiscal year.
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About job status
The job status lets you follow the condition of a job, and does not affect your ability to post to a job.
You can change the status of a job record at any time and still post invoices or credits to it.
NOTE:
The Job Status list is not editable. The six existing job statuses are defaults for the program.
Status
1-Bid
Description
You are currently bidding for the job.
2-Refused
You submitted a bid for the job, but it was awarded to another contractor.
At the fiscal year-end, you can remove job files assigned status 2-Refused.
3-Contract You won the contract but have not begun work.
4-Current Work is in progress on the contracted job.
5-
Complete
You have completed work on the contracted job.
At the fiscal year-end, Sage Master Builder does not remove job files assigned this status.
6-Closed
You have completely invoiced the job and received full payment and have approved the deletion of the job file.
At the fiscal year-end, you can remove job files assigned status 6-Closed.
Setting up job types
You can classify jobs that your company performs by contract, work performed, or any other means.
The following table shows a list for a general contractor based on the method of invoicing:
Job Type # Type Name
1 Time and Materials Projects
2 Progress Billing Projects
3 Government Projects
The following table shows a list based on the type of work performed:
Job Type # Type Name
1 Remodeling
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3
4
Job Type # Type Name
2 New Residential
5
New Commercial
Schools
Tenant Improvements
To set up job types:
1
Open 3-5 Jobs (Accounts Receivable).
2
Next to the Job Types list, click the detail button.
3
In the Job Type# text box, enter the number of the job type.
4
In the Type Name text box, enter a description of the job type.
5
Repeat steps 3–4 for each job type.
6
On the File menu, click Save.
Assigning status 5-Complete to groups of jobs
To assign status 5-Complete to a group of jobs:
1
Open 3-5 Jobs (Accounts Receivable).
2
On the Update menu, click Complete Status.
3
In the Picklist window, select the jobs to which you want to assign status 5-Complete.
4
Click the check mark button.
Closing jobs
To close a job:
1
Open 3-5 Jobs (Accounts Receivable), and select the job that you want to close.
2
In the End Balance text box, verify that the job-ending balance is $0.00.
3
On the Options menu, click Invoices.
4
Verify that the status of each invoice/credit is 4-Paid and close the Receivable Invoices window.
5
In the Status list, click 6-Closed.
6
On the File menu, click Save and close the Jobs window.
7
Open 4-1-2-23 AP Invoice List~with Payments, and print the report for job that you are closing.
8
Verify that all the invoices are paid or void.
TIP:
Add a copy of the Payable Invoice List report to the physical job file.
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TIP:
You can always post invoices or credits to a job assigned status 6-Closed. Posting an invoice or credit invoice does not affect the job’s status.
TIP:
When you close the books at the fiscal year-end, you can remove all closed jobs and their related records.
Closing groups of jobs
To close a group of jobs:
1
Open 3-5 Jobs (Accounts Receivable).
2
On the Update menu, click Closed Status.
3
In the Picklist window, double-click the jobs to which you want to assign status 6-Closed.
4
Alternatively, you can select a job, press the Ctrl key, and then drag the cursor over several jobs.
Red text indicates the jobs are selected.
5
Click the check mark button.
6
Open 4-1-2-23 AP Invoice List~with Payments, and print the report for jobs that you are closing.
7
Verify that all the invoices are paid or void.
8
Open 3-1-2-23 AR Invoice List~with Payments, and print the report for jobs that you are closing.
9
Verify that all the invoices are paid or void.
TIP:
Add a copy of the Payable Invoice List report to the physical job file.
TIP:
You can always post invoices or credits to a job assigned status 6-Closed. Posting an invoice or credit invoice does not affect the job’s status.
TIP:
When you close the books at the fiscal year-end, you can remove all closed jobs and their related records.
Deleting jobs
Deleting a job in the 3-5 Jobs (Accounts Receivable) window requires that the job have a status of Closed or Refused. In addition, the job cost records existing in the current year must have a status of Open.
You may not delete a job in 3-5 Jobs (Accounts Receivable) if: o o o
There is a balance in a WIP Asset subaccount that matches the job number, and;
The job is marked as Post To WIP in 3-5 Jobs (Accounts Receivable), and;
The WIP Asset account is marked to use the Job# as Subaccount in 1-7 Ledger Accounts.
These restrictions help maintain the balance between job costs and the general ledger and the consistency between deleting jobs in 3-5 Jobs (Accounts Receivable) and removing jobs in 1-6
Change Period/Close Year.
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To delete a job:
1
Open 3-5 Jobs (Accounts Receivable).
2
Using the data control, select the record.
3
On the Edit menu, click Delete Job.
NOTE:
If a WIP job with a balance does not have any current year job costs, you may delete it, but first you have to clear the Post to WIP check box.
Accounts Receivable Retention
About accounts receivable retention
Many job contracts include retention. When you create a receivable invoice, Sage Master Builder withholds retention at the rate specified in the job file. If you do not set up a default rate in the job file, you can withhold a flat amount on each individual invoice.
Posting an invoice declares the gross amount of the invoice as income. However, a percentage of the gross amount is withheld as retention, so the client is actually billed for the net amount (gross invoice amount –retention = net invoice amount). Therefore, retention is already declared as income but is not yet due. Consequently, Sage Master Builder does not include retention in the invoice aging, and does not apply finance charges to it.
When you are ready to bill the client for retention, it is not necessary to create a new invoice. The retention has already been declared income, so you only need to release the retention that has been withheld. You can release retention on each invoice individually, or you can release the retention for the entire job at one time. Having released the retention, you can then send the client a statement reflecting the amount that is due your company.
Changing retention rates for jobs
In the 3-5 Jobs (Accounts Receivable) window, you can change the retention rate for a job contract simply by entering the new rate in the Retain Rate text box. Sage Master Builder will calculate retention for all new invoices using the new rate, while existing invoices maintain the previously calculated retention.
You can also apply the new retention rate to all existing job invoices. When you increase the retention rate, Sage Master Builder calculates the new amount of retention based on the gross invoice amount. If the invoice balance is smaller than the calculated retention, Sage Master Builder adjusts the retention accordingly. For example, the retention is increased from 5% to 10% for a job and the change is applied to all job invoices. A $1,000 invoice is 95% paid and the remaining $50 balance is for retention. Because the invoice is already 95% paid, Sage Master Builder cannot recalculate retention at the 10% rate on this invoice. Consequently, Sage Master Builder does not change the retention for the invoice.
Applying a decreased retention rate can also affect previous invoices. While retention is decreased, the net balance due on invoices can increase. Suppose you decrease the retention from 10% to 5% for a job and apply the decrease to all job invoices. The net amount due for a $1,000 invoice was
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102 Chapter 3 originally $900, but is changed to $950. If client had paid $900, the client now owes an additional
$50, and the last $50 is withheld as retention.
To change the retention rate for a job:
1
Open 3-5 Jobs (Accounts Receivable), and then select the job.
2
In the Retain Rate text box, enter the new rate.
3
If the new retention rate only applies to new invoices, go to step 5.
4
On the Update menu, click Recalculate Retention.
5
In the New Due Date for Invoices text box, enter the due date you want to assign the invoices.
6
Under Select Recalculation Option, do one of the following:
a
Select to update Only invoices with Retention, or
b
Select to update All invoices.
7
Click OK.
8
On the File menu, click Save.
Entering retention as a flat rate for accounts receivable invoices
You can add a retention rate to the entire job which applies a single retention rate to all the job invoices. You can also enter retention to individual invoices as a flat rate.
To enter retention as a flat rate for accounts receivable retention:
5. Open 3-2 Receivable Invoices/Credits.
6. Locate the invoice to which you want to add retention.
7. Under the grid, locate the Retain box, type an amount, and the press Enter key.
8. Select File > Save.
Releasing retention for jobs
If you need to release retention, print a progress billing report, and then print a job statement to request final payment, see the topic Releasing retention for jobs and printing statements .
To release retention for a job:
1
Open 3-5 Jobs (Accounts Receivable), and then select the job.
2
Under the Terms area, select the Retain Rate value, and then click the Delete key.
3
On the Update menu, click Recalculate Retention.
4
On the Recalculate Retention window in the New Due Date for Invoices box, type a new due date.
5
Under the Recalculation Option area, do one of the following:
a
Select to update Only invoices with Retention, or
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b
Select to update All invoices.
6
Click OK.
7
On the File menu, click Save.
TIP:
You can verify that retention has been released by clicking the Invoices button (bottom of the window) and reviewing the Net Due amount.
Releasing retention on receivable invoices
To release retention on a receivable invoice:
1
Open 3-2 Accounts Receivable Invoices, and then select the invoice.
2
In the Retain text box, delete the amount.
3
On the File menu, click Save.
Creating final retention invoices
The preferred method to request final payment for retention is to print a progress bill report.
IMPORTANT:
Because retention has been included in the previous progress billing applications, you must credit the retention amount before you can create a separate retention invoice. Follow the six parts of this procedure to release retention, create a retention credit, apply the credit, and create your retention invoice.
Part 1 - To close your current bill, release retention, and print a progress billing report
1.
Open 3-7 Progress Billing.
2.
Open the last application with a Status 3-Posted for the job, and click Next.
3.
To the message, Reminder: A new record will be created and this one will become Closed.
Do you want to continue? click Yes.
4.
Note the amount in the Total Retain box.
5.
From the Update menu, select Release Retention.
6.
To the message, This will reset all retention rates to zero and recalculate the application.
Do you want to continue? click Yes.
7.
On the Calculate grid, choose a method to calculate the Progress Billing and click OK.
The Total Retain amount becomes the Current Due amount.
8.
From the File menu, select Save.
9.
From the File menu, select Recall.
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10. From the Options menu, select Submit Application.
11. From the File menu, select Print.
12. Print the appropriate Progress Billing report, reports 21 - 42 and send this report to your customer to show the retention amount is now due.
13. Close the 3-7 Report Printing window.
NOTE:
The final application remains in Submitted status because there is not an invoice amount to post.
Part 2 - To recalculate the retention and due dates
1.
Open 3-5 Jobs (Accounts Receivable), and display the job.
2.
In the Terms section of the window, clear the Retain Rate.
3.
From the Update menu, select Recalculate Retention.
4.
On the Recalculate Retention window, enter the New Due Date for Invoices and select the appropriate Recalculation option.
5.
Click OK.
6.
To the message to confirm the number of open invoices found, click OK.
7.
From the File menu, select Save.
8.
On 3-5 Jobs (Accounts Receivable), click Invoices and review the Net Due amount to verify that the retention has been released.
Part 3 - To create a retention credit invoice for the amount of the retention due
In this part, you are going to create a retention credit invoice and use the amount of retention due as the Price of the credit.
1.
Open 3-2 Receivable Invoices/Credits.
2.
Do the following: a.
In the Invoice# text box, enter the credit invoice number.
b.
In the Date text box, enter the date of the invoice.
c.
In the Job text box, enter the job number.
d.
If the job uses phases, enter the phase number in the Phase text box.
e.
In the Description text box, enter a brief statement about the invoice.
f.
In the Due Date text box, enter the invoice due date.
g.
In the Discount Date text box, enter the due date by which payment must be received for the discount to apply.
h.
In the Status list, select the invoice status.
i.
In the Type list, select the invoice type.
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3.
In the grid, do the following: a.
In the Description cell, enter a brief statement about the item.
b.
In the Quantity cell, enter the quantity of items as a negative amount.
c.
In the Price cell, enter the amount of the retention due.
d.
In the Account cell, enter the ledger account number.
4.
Repeat step 3 for each item.
5.
On the File menu, click Save.
Part 4 - To apply the credit to retention
1. In 3-3 Cash Receipts apply the credit to all open retention.
2. Apply the retention credit invoice created to all open retention invoices.
For detailed instructions on applying a credit to open invoices see the link below.
1.
Open 3-3 Cash Receipts.
2.
Do the following: a.
In the Account box, type the ledger account number for the cash account.
b.
In the Deposit# box, type the deposit number.
c.
In the Date box, type the deposit date.
d.
In the Description box, type a brief statement about the transaction.
3.
Do one of the following:
• In the Client box, type the client number.
• In the Job box, type the job number.
4.
Do one of the following:
• Click the Contract Invoices tab.
• Click the Service Invoices tab.
5.
Click the Display button.
6.
In the grid, do the following: a.
In the Credit cell of the original invoice, type the amount as a positive number.
b.
In the Credit cell of the credit invoice, type the amount as a negative number.
IMPORTANT:
the amounts in the Credit column must balance to zero.
7.
Repeat step 6 for each credit you want to apply.
8.
On the File menu, click Save.
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Part 5 - To create an invoice for the retention due amount
In Part 5, you are going to create an invoice using the amount of retention due as the Price of the invoice.
1.
Open 3-2 Receivable Invoices/Credits.
2.
Do the following: a.
In the Invoice# box, type the invoice number.
b.
In the Date box, enter the date of the invoice.
c.
In the Job box, type the job number.
d.
If the job uses phases, type the phase number in the Phase box.
e.
In the Description box, type a brief statement about the invoice.
f.
In the Due Date box, enter the invoice due date.
g.
In the Discount Date text box, type the due date by which you must receive payment for the client to receive the discount.
h.
From the Status list, select the invoice status.
i.
In the Type list, click the invoice type.
NOTE:
Select an Invoice type Memo if you do not want the transaction to effect the job balances
3.
In the grid, do the following: a.
In the Description cell, type a brief statement about the item.
b.
In the Quantity cell, type the quantity of items.
c.
In the Price cell, type the amount of retention due as the Price of the invoice.
d.
In the Account cell, enter the ledger account number.
4.
Repeat step 3 for each item.
5.
From the File menu, click Save.
Part 6 - To print a 3-4 Statement for detailed billing information
1.
Open 3-4 Statements.
2.
Select the 21-Job Statements report.
3.
In the Job# box, type the job number.
4.
Select the Include Paid Invoices check box.
5.
Select the Include Payment History check box.
6.
From the File menu, select Print.
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7.
7. On the Statement Variables window, type the Statement Date, and click OK.
Your statement details all outstanding amounts due, including the retention invoice.
8.
Close the 3-4 Report Printing window.
Updating retention for jobs
To update retention for a job:
1
Open 3-5 Jobs (Accounts Receivable), and then select the job.
2
In the Retain Rate text box, type a new rate.
3
On the Update menu, click Recalculate Retention.
4
The Recalculate Retention window opens.
5
In the New Due Date for Invoices text box, type the due date you want to assign the invoices.
6
Under Select Recalculation Option, do one of the following:
a
Select to update Only invoices with Retention, or
b
Select to update All invoices.
7
Click OK.
8
On the File menu, click Save.
Releasing retention on receivable invoices
To release retention on a receivable invoice:
1
Open 3-2 Accounts Receivable Invoices, and then select the invoice.
2
In the Retain text box, delete the amount.
3
On the File menu, click Save.
About billing retention
After releasing the retention for a job contract or invoice, you can print a statement reflecting the release of retention. If your client requires an invoice for the released retention, you can modify the
Statement form design to resemble an invoice.
Editing statements to bill for retention
To edit a statement to create an invoice for retention:
1
Open 3-4 Statements.
2
The Report Window opens.
3
On the menu bar, click Edit, then click Form Design.
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4
Consider maximizing the Form Design window to bring everything into view.
5
Delete the form title, Statement, and enter a new title.
6
Delete the gray detail box.
7
In its place, type a sentence such as the following: This invoice requests payment for all previously withheld retention.
8
Do any of the following:
a
Delete the Aging text boxes and the boxes.
b
Delete the Contract Summary boxes.
9
On the File menu, click Save.
About job documents
The 3-1-8 Job Document window opens to a Report Printer window that prints documents designed in the 13-5 Form/Report Page Design menu for jobs. The types of job documents created can include transmittal forms, form letters, contracts, and proposal forms. When designing a job document, you can merge information from the job, client, employee, and vendor files. Save the job documents using the
*.docs_job
file name extension.
Job Phases
About job phases
*** REMOVE THIS p.table_anchor PARAGRAPH ***
NOTE:
Job phases, in contrast to bid items, affect estimates and some billing items and follow through the entire job.
IMPORTANT:
Phase 0-None is merely a place holder representing the fact that you are not using phases. To use phases, you must begin with phase 1 or higher.
Using phases in a job affects all its aspects, for example: o o o o o o o o o
Job schedules
The job budget
All document control
Purchase orders
Subcontracts
Change orders
Proposals
Project management reports and analysis
Job costs
3-5 Jobs (Accounts Receivable)
Chapter 3 109 o o o
Change orders
Payables
Billing
Phases organize jobs and can represent different sections of a job, such as different buildings or lots.
You can also use phases to distinguish different types of work, such as change orders or site work.
Because phases flow through the entire job, they do not restrict which billing methods you can use.
Suppose a contract is for the construction of five houses. To track costs that benefit the entire project, create a phase for the project costs. Then create a phase for each lot. The list of phases might look like following:
Phase # Description
100 Project costs
200 116 Maple Street
300
400
500
600
124 Maple Street
130 Maple Street
140 Maple Street
160 Maple Street
Phases can include the billing amount and model number. The billing amount represents the total amount you are billing for the phase. When working on subdivisions, you can track which model home to build on each lot by assigning the appropriate model number to each phase.
You can also include a unit of measure and quantity measured in each phase. To continue the example above, the plans provide the total square footage for each house; therefore, enter square feet as the units and the total square footage of the house as the quantity.
Entering job phases
NOTE:
Job phases, in contrast to bid items, affect estimates and some billing items and follow through the entire job.
To use Phases, you must begin with Phase 1 or higher. Phase 0-None is a place holder if you are not using Phases.
To enter job phases:
1
Open 3-5 Jobs (Accounts Receivable), and then select the job.
2
From the Options menu, select Job Phases.
3
On the Job Phases window, in the Phase# column, enter the phase number.
4
In the Description column, enter a brief statement about the phase.
5
Do any of the following, as required:
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a
In the Billing Amount column, enter the amount that you want to bill per phase when creating invoices by phase.
b
In the Retention column, enter the retention rate for the phase.
c
In the Model column, enter the model.
d
In the Unit column, enter the unit of measurement.
e
In the Quantity column, enter the measurement.
6
Repeat steps 3–4 for each phase.
7
Repeat step 5 for each phase only as required.
8
On the File menu, click Save.
TIP:
Instead of setting a retention rate for the entire job, you can set a separate retention rate for each phase.
Bid Items
About bid items
IMPORTANT:
Bid items, in contrast to job phases, only affect estimates and some billing items and do not follow through the entire job.
Bid items provide a way to divide estimates into smaller parts. You use bid items to segment estimates into smaller units and/or to satisfy external requirements for bidding and billing a job. Bid items affect these line items: Daily Field Reports, Proposal, and Unitary Billing.
Bid items can be entered in either 9-5 Takeoffs or in 3-5 Jobs (Accounts Receivable). There are four bid item types: 1-Base Bid, 2-Allowance, 3-Alternate, and 4-Change Order. Bid items may follow the general schema of the Construction Specifications Institute (CSI), such as 1-General
Conditions, 2-Site Work, 3-Concrete, etc., or they may be specific to your business needs.
Bid items can provide a solution when a client or lender requires you to submit a proposal based on bid items. Some contractors even use bid items internally as another way to track project data. The bid item categories can differ from job to job and are not necessarily determined by types of work performed. After the list of bid items is set up for a job, you can use the bid items when creating an estimate budget and proposal. In addition, you can create unitary bills by bid item. You can also use the Item Code column to reference alphanumeric codes, which are required by many projects.
You can provide overhead and profit rates for each bid item. When you calculate a takeoff the first time, Sage Master Builder applies the appropriate overhead and profit rates to the extended costs of the assemblies and parts listed under each bid item. You can update or change the overhead and profit rates from the Bid Items window at any time.
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Examples of bid items
Some jobs require contractors to use bid items as a means of breaking apart costs into different categories. Bid items can vary greatly from job to job. Some jobs might only use a few bid items, while others might use well over 100 bid items.
The following example illustrates a short list of bid items for the repair of a water system:
5
6
3
4
Row Item# Item Code Description
1 0 None 1 - Base Bid
2 1000 Tie in to 8” water main
2000
3000
5000
6000
6” water line
4” water line
Fire hydrant
Water service with meter
Some jobs require a more extensive list of bid items. The following example illustrates a more comprehensive list for the construction of an elementary school:
7
8
9
5
6
3
4
Row Item# Item Code Description
1 0 None 1 - Base Bid
2 1000 General requirements
2000
3000
5000
6000
Rough grading/utilities
Site concrete
Paving
Landscaping
7000
8000
9000
Foundation slabs
Wood framing
Insulation
About bid item types
As you enter bid items, you can assign each item a type.
Item Type Description
1-Base Bid Indicates standard items on the proposal.
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Item Type
2-Allowance
3-Alternate
4-Change
Order
Description
Indicates that the item provides for an allowance in the costs.
Suppose you are building a residential home but the client has yet to decide on carpets. A carpet allowance sets the costs for carpets at a specified amount, which is included in the contract.
Indicates the cost for the work performed based on additions or alternate plans.
Suppose that plans for a commercial building call for an asphalt roof and an alternate cost for a ceramic tile roof. On the proposal, you can list the cost for the asphalt roof. Then you can list the additional cost for the ceramic tile roof as the alternate.
Indicates the bid item contains only change work. In a takeoff, you can create a bid item for each change order. When you export change orders from a takeoff, Sage Master Builder only exports information contained in bid items with this type.
About using phases and bid items together
There are significant differences and some similarities to understand when using phases and bid items in jobs. For example, both phases and bid items can be used in the 9-5 Takeoffs window to develop an estimate for a job. However, phases affect all aspects of a job while bid items only affect job estimates.
Phases, for example, affect and follow through the entire job, including: o o o o o o o o o o o o
Schedules
Budgets
All document control
Purchase orders
Subcontracts
Change orders
Proposals
Project management reports and analysis
Job costs
Change orders
Payables
Billing
Phases organize jobs and can represent different sections of a job, such as different buildings or lots.
You can also use phases to distinguish different types of work, such as change orders or site work.
Because phases flow through the entire job, they do not restrict which billing methods you can use.
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Bid items, by contrast, only affect estimates and some billing items and do not follow through the entire job. You use bid items to segment an estimate into smaller units and/or to satisfy external requirements for bidding and billing a job. Bid items affect these items: Units in Daily Field
Reports, Proposals based on Bid Items and Unitary Proposals, and Unitary Billing.
In an estimate, phases and bid items can work together like a spreadsheet. You can enter data in a takeoff grid for a specific combination of bid item and phase through the Bid Items and Job Phases windows accessible on the Takeoff Details tab on 9-5 Takeoffs.
*** REMOVE THIS p.table_anchor PARAGRAPH ***
IMPORTANT:
Bid item 0-None and Phase 0-None are place holders if you are not using bid items or phases. To use bid items and/or phases, you must begin numbering them with 1 or higher.
Entering bid items
To enter bid items:
1
Open 3-5 Jobs (Accounts Receivable), and select the job.
2
Do one of the following:
a
On the Options menu, click Bid Items.
b
Click the detail button next to Bid Item in 9-5 Takeoffs.
3
In the Item# text box, enter your bid item number.
4
In the Item Code text box, enter the bid item code required by the client.
5
In the Description text box, enter a brief statement about the bid item.
6
In the Unit text box, enter the unit of measurement.
7
In the Quantity text box, enter the number of units.
8
In the Item Type text box, enter the bid item type: 1-Base Bid, 2-Allowances, 3-Alternate, or 4-
Changes.
9
In the Overhead text box, enter the default overhead rate.
10
In the Profit text box, enter the default profit rate.
11
Repeat steps 3–10 for each bid item.
12
On the File menu, click Save.
Pre-liens
About pre-lien notices
In the Pre-Lien Information window, provide the appropriate names and addresses for pre-lien notices. Your particular circumstances will determine what information to supply. Suppose that
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Jones Electrical was subcontracted to do the electrical work in a commercial building. Because
Jones Electrical has to supply a pre-lien notice to the contractor, it is therefore necessary to complete the text boxes under Contractor.
Sage Master Builder comes with a system report form design for a pre-lien and a public lien. To include different information in the printed pre-liens, change the fields in the pre-lien or public lien form designs.
To print an example of a pre-lien notice, open 3-1-10
Pre-Lien Notices, print one of the examples, 21-Pre-
Lien Notice and 31-Pre-Lien Notice~CA Public
Works.
Entering pre-lien notices
Caution!
In the Sage Master Builder application, functionality regarding pre-liens and public liens is based on requirements in California. Check with an attorney or the local builder’s exchange to determine your rights under the laws of your state, and then customize the form design to meet the state requirements.
To enter a pre-lien notice:
1
Open 3-5 Jobs (Accounts Receivable), and then select the job.
2
On the Options menu, click Pre-Lien Information.
3
In the Description of Work text box, enter a brief statement about the work you are performing.
4
Do any of the following:
a
Under Lender, enter the lender’s name and address.
b
Under Contractor, enter the contractor’s name and address.
c
Under Owner, enter the owner’s name and address.
d
Under Contracted By, enter the name and address of the person or company who contracted your company.
e
Under Subcontractor, enter the subcontractor’s name and address.
5
On the File menu, click Save.
Printing pre-lien notices
To print pre-lien notices:
1
Open 3-1-10 Pre-Lien Notices.
2
The 3-1-10 Report Printing window opens for printing pre-lien notices.
3
On the Report Criteria tab, select a report style.
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4
In the Job# drop-down box, select the operator, and then the job number.
5
For example, you may enter Equal for the operator.
6
Click the Print preview and Drilldown (when available) to preview your pre-lien notice.
7
If everything looks correct, click the Print records button.
Paygroups for Jobs
About job-specific paygroups
Companies that work different prevailing-wage jobs at the same time can use paygroups to manage the wage and benefit requirements for each job. For each prevailing-wage job, you can set up a table of paygroups and employee positions.
When you enter a job number on a timecard, Sage Master Builder looks at the job record to determine if it contains a table of paygroups. Sage Master Builder then compares the employee’s position number from the employee record with the position number assigned to each paygroup in the job record. When Sage Master Builder matches the employee’s position with a position assigned to a paygroup, it inserts the paygroup in the timecard line.
Because Sage Master Builder uses employee positions to determine the correct paygroup, it is important to assign a different employee position to each paygroup in the table. Otherwise, Sage
Master Builder uses the first paygroup it finds with the correct position, ignoring other paygroups that contain the same employee position.
In some companies, employees perform different types of work over the course of a job, and a single paygroup cannot cover the different wages and benefits paid based on the type of work performed.
Therefore, it is necessary to set up the list of job-specific paygroups differently.
Entering job-specific paygroups
You can set up the job-specific paygroups to handle employees who work a variety of positions on a single job.
To enter job-specific paygroups:
1
Open 3-5 Jobs (Accounts Receivable).
2
Select the job.
3
On the Options menu, click Job Paygroups.
4
In the Position cell, enter the employee position.
5
In the Paygroup cell, enter the paygroup number.
6
If the job involves piecework, enter the rate in the Piece Rate cell. Otherwise, Sage Master
Builder uses the rates specified in the Paygroups window.
7
Repeat steps 3–6 for each paygroup.
8
On the File menu, click Save.
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TIP:
You can set up the job-specific paygroups to handle employees who work a variety of positions on a single job.
Setting up job-specific paygroups for employees working multiple positions
When an employee works a variety of positions on a job, you can use paygroups to control the payment of wages and benefits according to the position worked. To do this, you set up a “dummy” paygroup that does not contain any rates. Then you set up the job paygroup positions in the 3-5
Jobs (Accounts Receivable) window to refer only to the dummy paygroup.
When you enter a timecard, Sage Master Builder selects a paygroup by comparing an employee’s position to the list of job-specific paygroups and the associated positions. Regardless which position you enter in the timecard, Sage Master Builder selects the dummy paygroup. You can then use a
Lookup window to select the correct paygroup based on the position worked by the employee.
Suppose you are setting up paygroups for job number 200, a prevailing-wage contract for a housing development. Each member of the crew performs several different tasks, so you set up the following paygroups in 5-3-4 Paygroups. Paygroup number 200-Sonoma Job is a dummy paygroup and does not use any wage rates. Paygroups 210-Project Manager, 220-Superintendent, and 230-
Foreman are assigned wage rates.
Then the list of job-specific paygroups is set up using only paygroup 200-Sonoma Job. Because each employee is working several different positions, enter the dummy paygroup on a separate line for each employee position required by job 200.
When entering a timecard information for job 200, Sage Master Builder selects paygroup 200-
Sonoma Job when the employee’s file contains position 5, 6, or 7. You can then enter the appropriate paygroup, or select a paygroup by displaying a Picklist.
IMPORTANT:
As you press the Enter key to move through the grid, notice that as you move from cell to cell, Sage Master Builder autopopulates the cell with information in bold text. You have to press Enter again for Sage Master Builder to accept that information and write it to the database. As long as there is bold text in a cell, that information is not yet recognized. Pressing the drop-down arrow in a cell with bold text does not open the “dummy” paygroup.
To set up job-specific paygroups:
10. Open 5-3-4 Paygroups.
11. Create a dummy paygroup for the job that uses the job name and job number as the paygroup description.
Do not include any rates in this paygroup.
12. Enter the actual paygroups you want to use for the job, and include the wage and benefit rates.
13. When creating the paygroups, organize the paygroups by job. When numbering the paygroups, skip a few numbers between groups in case you need to add other paygroups later.
14. Open 3-5 Jobs (Accounts Payable).
15. From the Options menu, select Job Paygroups.
16. Set up job paygroups using a “dummy” paygroup for each of the positions.
17. For each position that requires you to use a separate paygroup, enter the dummy paygroup on a separate line and assign an employee position to it.
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18. When you are finished, the job-specific paygroups table should contain a list of the same dummy paygroup assigned different employee positions.
19. Open 5-2-2 Job Payroll Records.
20. Create a timecard.
21. Press the Enter key to move through the grid to the paygroups.
22. Go back to the paygroup cell, and click the drop-down arrow.
23. The correct job paygroup appears.
In order to display only the job paygroups from the grid, use the
ENTER key to move through the “dummy” paygroup that defaults into the grid cell of the timecard lines. Then go back to the timecard line. The dummy paygroup is no longer bold. Click the drop-down arrow to display the Lookup window. Now only the correct
Job Paygroups appear. Alternatively, you can enter the correct Job Paygroup number in the timecard line cell, and then click the drop-down arrow to display the dummy Job Paygroups.
3-6 Receivable Clients
About receivable clients
Use the 3-6 Receivable Clients window to store information about past, current, and future clients as well as manage the sales process and track client related issues. To help manage sales, you can keep track of referrals, appointments, and call back dates. You can even keep track of when you last mailed a brochure to a client. In addition, you can set up customized lists to provide information about the lead source, region, company size, and to which mailing list they have been assigned.
Using information from the client database, you can create all kinds of client-related documents and reports. For example, the Greeting text box, in which you can enter a personalized greeting such as the owner’s nickname, provides a way to personalize documents. When creating the form design, you can insert a field representing the information in the Greeting text box. Then when you print the document, Sage Master Builder replaces the field with the information from the Greeting text box.
Setting up receivable client status
Use the client status to provide information about your clients such as sales cycles, credit limits, or other client characteristics. You can even design the status settings to separate client prospects, current clients, and past clients.
Example 1: Using client status settings for credit limits
2
3
Client Status # Status Name
1 No Credit
4
Credit Limit $1000
Credit Limit $2000
No Credit Limit
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Example 2: Using client status settings for current and past clients
5
6
3
4
Client Status # Status Name
1 Contact
2 Prospect
Current Customer
Customer 2–5 Years Ago
Customer 6–10 Years Ago
Do Not Accept Contract Again
To set up client status:
1
Open 3-6 Receivable Clients.
2
Click the Client Information tab.
3
The Client Status window opens.
4
Next to the Status list, click the detail button.
5
In the Client Status# text box, enter the status number.
6
In the Status Name text box, enter a description of the client status.
7
Repeat steps 4–5 for each status.
8
On the File menu, click Save.
Setting up receivable client sizes
In the Client Size window, you can set up a list of the different sizes of your clients’ projects. For example, a developer might use the following list to classify the size of house built for a client:
2
3
Client Size # Size Description
1 < 1500 sq. ft.
4
1501–2000 sq. ft.
2001–2500 sq. ft.
> 2501 sq. ft.
Or, an electrical contractor might use the following list to classify service panels by ampere:
Client Size # Size Description
1 < 1000 amp
2 1001–2000 amp
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Client Size # Size Description
3 > 2001 amp
To set up client sizes:
1
Open 3-6 Receivable Clients.
2
Click the Billing/Shipping Information tab.
3
On the right side of the window, next to the Size text box, click the detail button.
4
The Client Size List opens.
5
In the Client Size# text box, enter the client size number.
6
In the Size Description text box, enter a brief statement about the client size.
7
Repeat steps 4–6 for each size.
8
On the File menu, click Save.
Setting up receivable client product lines
In the Client Product Line window, you can set up a list of the different products you supply.
To set up client product lines:
1
Open 3-6 Receivable Clients.
2
Click the Billing/Shipping Information tab.
3
Next to the Product list, click the detail button.
4
In the Product text box, enter the product number.
5
In the Description text box, enter a brief statement about the product.
6
Repeat steps 4–5 for each product.
7
On the File menu, click Save.
Tax Districts and Tax Entities
About tax districts and tax entities
Most states and many cities impose taxes on sales. The seller must add the tax to the selling price and then pay the taxes to the government. In the construction trades, contractors are usually not responsible for collecting taxes. However, certain types of work require contractors to collect and remit sales taxes to the appropriate government agency. The Tax Districts window provides the flexibility necessary to manage, compute, and report the individual sales taxes levied by state, county, and municipal governments.
When you create an invoice, Sage Master Builder determines the sales taxes from the indicated tax district. A tax district is comprised of a group of tax entities to which you report the taxes collected within that particular region. Before you can create a tax district, you must create the tax entities.
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After you have set up the various tax entities, you can build different tax districts from them. For a given tax district you can include five tax entities, indicate which cost types are taxable, and indicate whether profit is taxable. To calculate taxes, Sage Master Builder separately computes the tax for each entity contained in the tax district, but on the invoice provides a total of the taxes.
Suppose a contractor works in a given state. In the state the sales tax rate is 7.25 percent, and in addition, a given county has a 0.25 percent sales tax rate. Before creating a tax district, the tax entities, titled (State) and (Name) County, are set up, each with its specified rate. The contractor then creates tax district 1-(Name) County, CA, which contains the tax entities (State) and (Name)
County. When setting up job records for projects in the county, the contractor can include the tax district. Later when entering invoices, Sage Master Builder automatically uses tax district 1-(Name)
County, CA and computes the appropriate state and county taxes.
You can also set up tax entities to compute discretionary surtaxes. When calculating the taxes for a job, both the sales tax and the discretionary surtax apply until the total of the taxable items on the billing invoice(s) equal or exceed the maximum. At that time, the discretionary surtax no longer applies, and only the sales tax continues to apply.
Sales tax requirements differ from region to region. In one region you might not have to report any sales tax, while in another region you might need to report taxes on everything but subcontract work.
Before setting up the tax districts, consult the local tax agencies to determine the correct tax rates.
Setting up tax districts
To set up tax districts:
1
Open 3-6 Receivable Clients.
2
Next to the Tax District list, click the detail button.
3
In the District# text box, enter the number you want to assign the tax district.
4
Do the following:
a
In the District Name text box, enter a description of the tax district.
b
In the Tax Entity 1 text box, enter the tax entity number.
c
In the Material text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
d
In the Labor text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
e
In the Equipment text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
f
In the Subcontract text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
g
In the Other text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
h
In the User Defined Type 6 text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
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i
In the User Defined Type 7 text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
In the User Defined Type 8 text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
In the User Defined Type 9 text box, type [Yes] to tax this cost type. Type [No] if the cost type is not taxable.
In the Profit text box, type [Yes] to tax the profit. Type [No] if the profit is not taxable.
5
Repeat step 4 for each item.
6
On the File menu, click Save.
TIP:
You can assign up to five tax entities to a single tax district.
Setting up tax entities
To set up tax entities:
1
Open 3-6 Receivable Clients.
2
Next to the Tax District list, click the detail button.
3
Right-click in a blank Tax Entity cell to display the grid menu. Click Display Detail/Add Record to display the editable Tax Entities window.
4
In the Tax Entity# text box, enter the number you want to assign the tax entity.
5
In the Entity Name text box, enter a brief description of the tax entity.
6
In the Remit To text box, enter the name to which you remit payments.
7
In the Address 1, Address 2, City, State, and Zip cells, enter the address.
8
In the Tax Rate text box, enter the tax rate.
9
In the Billing Limit text box, enter the maximum dollar amount.
Sage Master Builder stops calculating the tax when the total of the taxable items on the billing invoice(s) equal or exceeds the maximum.
10
In the Limit Type text box, enter the number representing the calculation limit.
The limit type establishes how Sage Master Builder determines when the amount in the Billing
Limit text box is met.
11
Repeat steps 4–10 for each tax entity.
12
On the File menu, click Save.
About tax entity limit types
Some states assign limits to the amount of taxes you collect. Check with your state tax agency.
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Type Number
1-Invoice
2-Job
3-Service
Contract
4-Service
Location
Description
Applies the billing maximum to a single invoice.
Applies the billing maximum to a job.
Applies the billing maximum to a service record assigned status 10-Contract.
Applies the billing maximum to a single service location. A client might have multiple locations and the limit applies to each location.
Opening tax entities
The Tax District window can also be accessed from 3-5 Jobs (Accounts Receivable). Next to the Sales Tax District list, click the detail button, then follow step 3.
To open a tax entity:
1
Open 3-6 Receivable Clients.
2
Next to the Tax District list, click the detail button.
3
The Tax District window appears.
4
Select a Tax Entity text box. Do one of the following to display or select the tax entity.
5
Click the drop-down arrow to open the Tax Entities Lookup window. Double-click the selection that you want to copy into the Tax District window.
6
If you know the Tax Entity you want to select, type it directly in the text box.
7
If you want to enter a new Tax Entity, type it in the text box. You will be prompted with a message to create a new one and the Tax Entity window will display.
Changing the sales tax rate
To change the sales tax rate:
4. Open 3-5 Jobs (Accounts Receivable).
5. At the right end of the Sales Tax District box, click the View/Add Records button.
6. On the Tax Districts window in the Tax Entity 1 column, click in the first blank cell.
7. On your keyboard, press F6.
8. On the Tax Entity window, make the necessary changes and then select File > Save.
9. On the Tax Districts window select File > Save.
About receivable client documents
In the 3-1-7 Client Document window, you can print documents designed in 13-5 Form/Report
Page Design for clients. The types of client documents created can include transmittal forms, form letters, contracts, and proposal forms. When designing a client document, you can merge
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*.docs_client
file name extension.
Service Contracts
Entering service contracts for clients
In the Service Contracts window, you can track the locations or equipment covered by a contract you have with the client. For each client, you can enter multiple contracts.
To enter service contracts for a client:
1
Open 3-6 Receivable Clients.
2
Select the client.
3
On the Options menu, click Service Contracts.
4
In the Contract# text box, enter the contract number.
5
In the Description text box, enter a brief statement about the contract.
6
In the Expiration text box, enter the date when the contract expires.
7
In the Type text box, enter the number of the service contract type.
8
In the Contract Coverage list, select the coverage.
a
If you click All Locations/All Equipment, go to step 9.
b
If you click Specified Locations Only, then enter the locations in the Locations Grid.
c
If you click Specified Equipment Only, then enter the client’s equipment in the Equipment
Grid.
9
On the File menu, click Save.
Setting up service contract types
If you perform service work, you can categorize the types of service contracts you fulfill.
Example: Service contract types using projects
Contract # Description
1 Time and Materials Projects
2 Progress Billing Projects
3 Government Projects
To set up service contract types:
1
Open 3-6 Receivable Clients.
2
Select the client.
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3
On the Options menu, click Service Contracts.
4
Next to the Type list, click the detail button.
5
In the Contract# text box, enter the number.
6
In the Description text box, enter a brief statement about the type of contract.
7
Repeat steps 5–6 for each type.
8
On the File menu, click Save.
Entering the service locations for clients
For service work, you can set up a table of the different locations that you must service.
To enter service locations for a client:
1
Open 3-6 Receivable Clients.
2
On the Options menu, click Locations.
3
In the Client Locations window, do the following:
a
In the Location# text box, enter the number you want to assign the client location.
b
In the Name text box, enter a brief description of the location.
c
In the Address 1, Address 2, City, State, and Zip text boxes, enter the address.
d
In the Map Locate text box, enter the map coordinates.
e
In the Phone# text box, enter the telephone number for the location.
f
In the Contact text box, enter the name of the person to contact at the location.
g
In the Tax District text box, enter the number of the tax district within which the location falls.
4
Repeat step 3 for each location.
5
On the File menu, click Save.
Entering appointments
In the Appointments window, you can track appointments made with clients.
To enter appointments:
1
Open 3-6 Receivable Clients.
2
On the Options menu, click Appointments. The Appointments window opens.
3
In the Date text box, enter the date when the appointment is to occur.
4
In the Start text box, enter the time when the appointment begins.
5
In the End text box, enter the time when the appointment ends.
6
In the Appt. Type text box, enter the type number for the kind of appointment.
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7
In the Employee text box, enter the employee number of the person who has the appointment.
8
In the Notes text box, you can enter a note about the appointment.
9
Repeat steps 3–8 for each appointment.
10
On the File menu, click Save.
TIP:
You can also access the Calendar by pressing F2, and then you can enter appointments by clicking Appointment on the Edit menu to open the Calendar Appointments window.
Entering the equipment owned by a client
For service work, you can maintain records of the client’s equipment you install, service, or repair.
To enter equipment owned by a client:
1
Open 3-6 Receivable Clients.
2
On the Options menu, click Equipment.
3
In the Equipment window, do the following:
a
In the Equipment# text box, enter the equipment number.
b
In the Description text box, enter a brief statement about the equipment.
c
In the Manufacturer text box, enter the name of the equipment manufacturer.
d
In the Man Part# text box, enter the part number assigned by the manufacturer.
e
In the Serial# text box, enter the serial number of the equipment.
f
In the Client Location text box, enter the location number for the location of the equipment.
g
In the Site Location text box, enter the location of the site.
h
In the Installed Date text box, enter the date when you installed the equipment.
i
In the In Service Date text box, enter the date when the item will start being used.
In the OEM Warranty text box, enter the original equipment manufacturer’s warranty expiration date.
In the Start Date text box, enter the starting date.
In the Expiration Date text box, enter the expiration date of the warranty.
In the Last Service text box, enter the date when the equipment was last serviced.
In the Service Cycle text box, enter the cycle when the next service is due.
In the Next Service text box, enter the date when the equipment is scheduled for its next service.
4
Repeat step 3 for each piece of equipment.
5
On the File menu, click Save.
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Lead Management
About client lead management
Use the Billing/Shipping Information tab in the 3-6 Receivable Clients window to manage clients and sales leads. You can provide information such as the date when you received the sales lead, indicate the source of the lead, and determine which mail list to use for that particular client.
Using the client information, you can create custom reports to examine your customer base, create targeted customer newsletters or marketing campaigns, or even create a mailing list for holiday cards.
Setting up client lead sources
Lead sources let you track how the company gets job leads. With this information, you can make informed decisions about how to effectively market your business. Suppose that AAA Contracting places an advertisement in the telephone book and adds it to the list of lead sources. As new leads come in the office staff notes when a new client selected the company based on that particular advertisement. To determine how many new leads resulted from the advertisement, the owner prints a list of clients using the lead source as a selection criterion.
You can also include referrals from industry professionals such as architects, as well as from materials suppliers and subcontractors. If you want to track referrals from companies, leave plenty of room in the numbering system to add new referrals as they come in.
To set up a lead source list:
1
Open 3-6 Receivable Clients.
2
Click the Billing/Shipping Information tab.
3
Next to the Source list, click the detail button.
4
In the Lead Source# text box, enter the lead source number.
5
In the Source Name text box, enter a description of the lead source.
6
Repeat steps 4–5 for each source.
7
On the File menu, click Save.
Setting up client mail lists
You can create a mailing list to group clients together for targeted mailings. Assigning a client to a specific mailing list allows you to print client lists or documents using the mailing list as a selection criterion.
Following are two examples of how you can set up mail list categories:
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Example 1
Mail List # List Name
1 Direct Mail Pieces
5 Newsletters
9 Greeting Cards
Example 2
3
4
Mail List # List Name
1 Bathroom Remodels
2 Kitchen Remodels
Home Owners
Commercial Customers
To set up client mail lists:
1
Open 3-6 Receivable Clients.
2
Click the Billing/Shipping Information tab.
3
Next to the Mail List drop-down list, click the View/Add records button.
4
On the Client Mail List window, in the Mail List# column, enter the mail list number.
5
In the List Name column, enter a description of the mail list.
6
Repeat steps 4–5 for each mail list.
7
On the File menu, click Save.
Entering by whom the client was referred
In the Referred By window, you can note who referred the client to your company.
To enter by whom the client was referred:
1
Open 3-6 Receivable Clients.
2
On the Options menu, point to Referrals, then click Referred By.
3
In the Client cell, enter the client number of the client who provided a referral to the current customer.
4
In the Date cell, enter the date of the referral.
5
In the Sale (Y/N) cell, type Y if the referral resulted in a sale, or N if the referral did not result in a sale.
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6
Repeat steps 3–5 for each referral.
7
In the File menu, click Save.
Entering whom the client has referred
In the Referred window, you can note who the client has referred to your company.
To enter whom the client has referred:
1
Open 3-6 Receivable Clients.
2
On the Options menu, point to Referrals, then click Referred.
3
In the Referred cell, enter the client number of the client who was referred to your company.
4
In the Date cell, enter the date of the referral.
5
In the Sale (Y/N) cell, type Y if the referral resulted in a sale, or N if the referral did not result in a sale.
6
Repeat steps 3–5 for each referral.
7
On the File menu, click Save.
3-7 Progress Billing
About progress billing for jobs
The 3-7 Progress Billing window provides a system for creating progress billings, with each new application building on the previous submitted application for a job. Then under each job, Sage
Master Builder assigns each application its own application number. Most progress bills are printed on AIA certificates.
Creating a progress bill requires that you provide some basic information in the Progress Billing
Setup window. You can provide the name of the architect and the architect’s job number for the project, as well as the income posting account, tax district number, retention rates, and a maximum for retention.
To create an application, import the cost codes or divisions from the job’s budget or proposal. You can then select several ways to automatically update the cost information from the job cost records.
When you select the Percent from Costs option, Sage Master Builder displays the actual job costs and calculates the percent of work completed by comparing the job costs against the budget. You can instead select either the From Cost Amounts or From Billing Amounts option to display only the amounts for each cost code.
When you create an application, Sage Master Builder assigns it status 1-Open. After you have submitted the application, submit the record in Sage Master Builder by clicking the Submit button.
Sage Master Builder then changes the application’s status to 2-Submitted. When the billing is approved, post the billing by clicking the Post button. Sage Master Builder creates an invoice, posts it to the general ledger, and then changes the application’s status to 3-Posted. When you want to create the next application, click the Next button. Sage Master Builder assigns the posted
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Chapter 3 129 application status 4-Closed, moves the costs from the Current Quantity column to the Previous
Quantity column, and advances the number in the Application# text box.
You can also update the costs of the change work to the progress bill. You can either incorporate the changes to the costs in the cost codes or divisions, or include the total amount of the change order as a separate line item.
AIA Certificates
You can print billing information on the American Institute of Architects (AIA) forms with single sheet printers, such as inkjet or laser printers. Sage Master Builder prints most information for you; however, Sage Master Builder does not complete the change order summary table. You can complete the table yourself, or print a Change Order List and submit the report with the AIA certificate.
When printing an AIA Certificate, use the AIA Fill design in conjunction with the G702 and G703 forms. Architects routinely require contractors to use these forms when billing for work based on the percentage of completion. You can only purchase the certificate forms from the AIA, which holds the copyrights to the certificates.
Sage Master Builder also provides a second AIA style design. The design, titled AIA Form Fill (and
AIA Form Fill~Rounded), prints the billing information on a blank page. While this form fill is similar to the AIA Certificate, most architects require the actual AIA Certificate. Check with the job architect before using the AIA Form Fill.
Place the AIA pages in the correct order before printing; Sage Master Builder prints the contract summary first, followed by the continuation sheets.
Entering setup data for progress bills
In order to create a progress bill, you have to provide some basic information in the Progress
Billing Setup window, such as the name of the architect, the architect’s job number for the project, the income posting account, the tax district number, the retention rates, and a maximum for retention.
To enter setup data for a progress bill:
1
Open 3-7 Progress Billing and click the Setup button at the bottom left.
2
In the Progress Billing Setup window, in the Architect text box, enter the vendor number of the architect or engineer.
3
In the Architect’s Job# text box, enter the number the architect uses to refer to the job.
4
In the Income Account text box, enter the income account.
5
If you are using subsidiary accounts, enter the account number in the Subaccount text box.
6
In the Tax District text box, enter the number of the sales tax district.
7
In the Primary Rate text box, enter the rate of retention.
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8
In the Primary Maximum text box, enter the maximum amount to withhold based on the primary rate of retention.
9
In the Material Stored Rate text box, enter the rate of retention for stored materials.
10
In the Secondary Rate text box, enter the rate of retention to apply when the billings exceed the primary maximum.
11
On the menu bar, click Save.
Creating new progress bills for jobs
When you create a new progress bill for a job, you can enter the scheduled costs for each cost code or division in the Scheduled column. After saving the first application, Sage Master Builder does not allow any changes to the scheduled costs unless the Allow Editing Scheduled $ option is selected. On subsequent applications, enter changes to costs in the Changes column.
In the Current Stored column, you can enter the amount of material currently being stored. When you create the next application, Sage Master Builder moves the costs from the Current Stored column to the Previous Stored column. As you complete work, remove the costs for items no longer being stored. To remove costs, enter the costs as a negative amount.
To create a new progress bill for a job:
1
Open 3-7 Progress Billing.
2
In the Job text box, enter the job number.
3
If the job uses phases, enter the phase number in the Phase text box.
4
In the Description text box, enter a brief statement about the work completed.
5
In the Application# text box, enter the number of the application you are submitting.
6
In the Billing Date text box, enter the date ending the period for which you are submitting the request.
7
In the Billing Cycle text box, enter the billing cycle.
8
Under Billing Basis, select the Cost Codes or Divisions option.
9
On the Options menu, click Setup and complete the Progress Billing Setup window.
10
Do one of the following:
a
On the Options menu, point to Import, then click Import Budget.
b
On the Options menu, point to Import, then click Import Proposal.
11
In the Current Complete text box, you can enter the costs incurred. If you provide the costs incurred, do not provide the percent of work completed in the Percent Complete text box.
12
In the Retention Rate text box, you can accept the default primary rate from the Progress
Billing Setup window, or you can enter a different rate for the item.
13
In the Current Stored text box, enter the current cost of materials stored for the job.
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14
In the Percent Complete text box, you can enter the percent of work completed. If you provide the percent of work completed, do not provide the current costs incurred in the Current
Complete text box.
15
In the Taxable text box, type Yes if the item is taxable or No if the item is non-taxable.
16
Repeat steps 10-15 for each item.
17
On the menu bar, click Calculate.
NOTE:
Sage Master Builder creates a separate series of applications for each phase.
Creating new progress bills manually
Here is some additional information. In the Current Stored column, you can enter the amount of material currently being stored. When you create the next application, Sage Master Builder moves the costs from the Current Stored column to the Previous Stored column. As you complete work, remove the costs for items no longer being stored. To remove costs, enter the costs as a negative amount.
IMPORTANT:
The Options menu command Allow
Editing Scheduled $ can only be turned on and off by a supervisor. This command allows anyone to edit the
Scheduled column on any application that has a status of 1-Open or 2-Submitted.
To create a new progress bill manually:
1
Open 3-7 Progress Billing.
2
In the header, do the following:
a
In the Job text box, enter the job number.
b
If the job uses phases, enter the phase number in the Phase text box.
c
In the Description text box, enter a brief statement about the work completed.
d
In the Application# text box, enter the number of the application you are submitting.
e
In the Billing Date text box, enter the date ending the period for which you are submitting the request.
f
In the Billing Cycle text box, enter the billing cycle.
g
Under Billing Basis, select the Cost Codes or Divisions option.
3
On the Options menu, click Setup, and then enter the appropriate information in the Progress
Billing Setup window.
4
After entering the information, from the File menu, click Save.
5
Depending on the billing basis, right-click the Cost Code or Divisions text box, and select
Display Picklist Window.
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6
Create a Picklist of cost codes or divisions, and then click the check mark button to insert the list into the grid.
7
If a vendor is associated with the item, enter the vendor number in the Vendor text box.
8
In the Scheduled text box, enter the scheduled amount.
9
In the Current Complete text box, you can enter the costs incurred. If you provide the costs incurred, do not provide the percent of work completed in the Percent Complete text box.
10
In the Retention Rate text box, you can accept the default primary rate from the Progress
Billing Setup window, or you can enter a different rate for the item.
11
In the Current Stored text box, enter the current cost of materials stored for the job.
12
In the Percent Complete text box, you can enter the percent of work completed. If you provide the percent of work completed, do not provide the current costs incurred in the Current
Complete text box.
13
In the Taxable text box, type Yes if the item is taxable or No if the item is non-taxable.
14
Repeat steps 7–11 for each item.
15
On the menu bar, click Calculate.
NOTE:
Sage Master Builder creates a separate series of applications for each phase.
About updating costs in progress bills from change orders
You can automatically or manually update costs in the progress bill from change orders. Choose from two methods to automatically update the costs from change orders. You can either incorporate the changes to costs in the individual cost codes, or include the total amount of the change order as a separate line item.
When you select the Add to Existing Lines option, Sage Master Builder only updates cost codes or divisions present in both the change order and the progress bill. If the change order contains cost codes that do not correspond to cost codes or divisions in the progress bill, Sage Master Builder will notify you. Review the new cost codes in the change orders, and if necessary, manually add the new cost codes or divisions and update the progress bill again. Sage Master Builder displays the amount of change to each cost code in the Changes column and the new contract amount in the Contract column.
Instead of updating the individual cost codes, you can append each change order as a separate line item at the end of the progress bill. Suppose the client approves change order number 1, and you only want to show the total amount of the changes on the progress bill. When you select the Append
as New Lines option, Sage Master Builder creates a separate line for each change order. Sage
Master Builder inserts the statement Change Order #1 in the Description column, and displays the total amount of the change order in the Changes column and the new contract amount in the
Contract column.
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IMPORTANT:
If you are using the Append as New
Lines option, do not change the Description values as you have entered them into the grid. Sage Master
Builder uses an exact match of the text in the
Description column to match the items from the
Change Order grid to the Progress Billing grid.
Updating costs in progress bills from change orders automatically
Updating costs in progress bills from change orders manually
Appending costs from change orders to progress bills
About cost codes and divisions
Updating costs in progress bills from change orders automatically
You can update the data from change orders as often as necessary.
To automatically update costs from change orders:
5. Open 3-7 Progress Billing.
6. Using the data control, select the last application for the job and phase you want to update.
7.
On the Update menu, point to Change Orders, and click Add to Existing Lines.
If Sage Master Builder finds cost codes or divisions that are not present in the progress bill, review the change orders and manually enter the cost codes or divisions that you want to include in the progress bill.
8. Repeat step 3 until you have resolved all cost codes.
9. On the Options menu, click Calculate.
Updating costs in progress bills from change orders manually
When you recalculate the progress bill, the contract balances reflect the effect of the change orders.
To manually update costs from change orders:
1
Open 3-7 Progress Billing.
2
Using the data control, select the last application of the job and phase you want to update.
3
Select a cost code.
4
In the Changes text box, enter the amount of change.
5
Repeat steps 3–4 for each cost code you want to update.
6
On the menu bar, click Calculate.
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Appending costs from change orders to progress bills
IMPORTANT:
If you are using this update option, do not change the Description values as you have entered them into the grid. Sage Master Builder uses an exact match of the text in the
Description column to match the items from the Change Order grid to the Progress Billing grid.
To append costs from change orders to progress bills:
1
Open 3-7 Progress Billing.
2
Using the data control, select the last application of the job and phase you want to update.
3
On the Update menu, point to Change Orders, and click Append as New Lines.
4
On the menu bar, click Calculate.
TIP:
You can update the data from change orders as often as necessary.
About progress billing retention
Many job contracts include retention. In the Progress Billing Setup window, you can set up rates and a rate maximum.
When you calculate a progress bill for the first time, Sage Master Builder inserts the primary retention rate for completed work in the Retention Rate column for all line items. If certain line items require different rates of retention, type the rates in the appropriate Retention Rate cells. If you leave a Retention Rate cell blank, Sage Master Builder will not compute retention for that particular line item. You can then recalculate the retention for the application.
Some contracts stipulate that retention should stop accruing after a certain amount of the contract has been billed. To restrict the amount of retention withheld, type the maximum amount of retention to withhold in the Primary Maximum box. When the total retention withheld, calculated from the rates for each line item, equals or exceeds the maximum, Sage Master Builder stops withholding retention on the printed progress billings and the posted receivable invoices. However, within the
Progress Billing window, Sage Master Builder continues to calculate the total retention.
You can also set up a secondary retention rate. When the total retention withheld exceeds the amount in the Primary Maximum box, Sage Master Builder applies the rate in the Secondary
Rate box. Sage Master Builder does not replace the original rates in the Retention Rate column of the progress bill with the secondary rate because it uses the original rates to compute the total retention for comparison against the maximum. The secondary rate applies to each line item that has a retention rate; you cannot change the secondary rate on a line by line basis.
If you want to withhold retention for stored materials, type the rate in the Material Stored Rate box.
When you enter costs for stored materials in the Current Stored column, Sage Master Builder calculates the retention using the rate in the Material Stored Rate box from the Progress Billing
Setup window.
While you include retention on billings, payment is not due until you complete the project. Posting an invoice declares the gross amount of the invoice as income. However, a percentage of the gross amount is withheld as retention, so the client is actually billed for the net amount (gross invoice amount – retention = net invoice amount). Therefore, retention is already declared income but is not
3-7 Progress Billing
Chapter 3 135 yet due. Consequently, Sage Master Builder does not include retention in the invoice aging, and does not apply finance charges to it.
When you are ready to bill the client for retention, it is not necessary to create a new invoice. The retention has already been declared income, so you simply release the retention in both progress billing and accounts receivable. You can release retention on each invoice individually, or you can release the retention for the entire job at one time. You can then send the client a statement reflecting the amount that is due your company.
Releasing retention for progress bills
You can bill for work and release retention on the same billing. After you create or update the progress bill, remove the retention rates and post an invoice. Then release the retention in accounts receivable.
To only release retention for specific line items, delete the rate in the Ret. Rate text box of each line item for which you want to release retention. Then calculate the application.
If you need to release retention and print a statement, see the topic
Releasing retention for progress bills and printing statements .
To release retention for a progress bill:
7. Open 3-7 Progress Billing.
8. Select the last Application (with status 3-Posted) for which you want to release retention, and click the
Next button located at the center bottom of the window.
9. To the message, Reminder: A new record will be created and this one will become Closed. Do
you want to continue? click Yes.
10. Note the amount in the Total Retain field.
11. On the Update menu, click Release Retention.
12. To the message, This will reset all retention rates to zero and recalculate the application. Do
you want to continue? click Yes.
13. On the Calculate Grid window, choose a method to calculate the Progress Billing and click OK.
14. Note that the Total Retain amount becomes the Current Due amount.
15. On the File menu, click Save.
Then, release the retention in accounts receivable.
Releasing retention for progress bills and printing statements
When you bill a customer for retention for a job that is 100 percent complete, it is not necessary to create a new invoice. The retention is included on the invoices created from 3-7 Progress Billing applications.
Part 1 - To close your current bill, release retention, and print a progress billing report
1.
Open 3-7 Progress Billing.
2.
Open the last application with a Status 3-Posted for the job, and click Next.
3.
To the message, Reminder: A new record will be created and this one will become Closed.
Do you want to continue? click Yes.
Be sure to note the amount in the Total Retain field.
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4.
From the Update menu, select Release Retention.
5.
To the message, This will reset all retention rates to zero and recalculate the application.
Do you want to continue? click Yes.
6.
On the Calculate grid, choose a method to calculate the progress billing, and click OK.
NOTE:
The Total Retain amount becomes the
Current Due amount.
7.
From the File menu, select Save.
8.
From the File menu, select Recall.
9.
From the Options menu, select Submit Application.
10. From the File menu, select Print.
11. Print the appropriate progress billing report, reports 21 - 42, and send this report to your customer to show the retention amount is now due.
12. If the job is continuing and you need to create a new application, post the application.
13. Close the 3-7 Report Printing window.
Part 2 - Recalculate the retention and due dates
If you complete this step and have not received payments for amounts outside of retention, the current balance due will reflect retention and any outstanding amounts.
1.
Open 3-5 Jobs (Accounts Receivable), and display the job.
2.
In the Terms section of the window, clear the Retain Rate.
3.
From the Update menu, select Recalculate Retention.
4.
On the Recalculate Retention window, enter the New Due Date for Invoices, and select the appropriate Recalculation Option.
5.
Click OK, and to the message to confirm the number of open invoices found, click OK.
6.
From the File menu, select Save.
TIP:
On the 3-5 Jobs (Accounts Receivable) window, click Invoices and review the Net Due amount to verify the retention has been released.
Part 3 - Print statement for detailed billing information
1.
Go to 3-4 Statements.
2.
Select the 21-Job Statements report.
3.
In the Job# box, type the job number.
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4.
Select the Include Paid Invoices check box.
5.
Select the Include Payment History check box.
6.
From the File menu, select Print.
7.
On the Statement Variables window, type the Statement Date.
8.
Click OK.
Your statement prints showing all outstanding amounts due, including the released retention.
9.
Close the 3-4 Report Printing window.
Processing progress bills
The following bullet points provide some important insights about processing progress bills: o o o
You can calculate retention using a rate for completed work and another rate for stored materials.
Sage Master Builder computes and posts sales tax only when you create an invoice from the progress bill. Because AIA certificates do not include sales taxes, you can print a separate Sales Tax
Report in the 3-1-11 Sales Tax Report window to notify the client of the applicable sales taxes.
The calculation of sales tax is based on the tax district you have entered in the Progress Billing
Setup window.
You can include sales tax as a line item in the progress bill. If you enter a grid line for sales tax manually, Sage
Master Builder includes the amount as part of the total on the 3-2 Accounts Receivable invoice.The sales tax amount is not broken out separately in the sales tax field of the accounts receivable invoice.
o o
In the Current Stored column, you can enter the amount of material currently being stored.
When you create the next application, Sage Master Builder moves the costs to the Prev. Stored column. As you complete work, remove the costs for items no longer being stored. To remove costs, enter the costs as a negative amount in the Current Stored column, then enter the costs as a positive amount in the Current Comp. column. (Otherwise, the negative amount in the Current
Stored column subtracts from the actual Current Complete and reduces the invoice amount.)
You can bill for work and release retention on the same application. After updating the application, remove the retention rates.
To process a progress bill:
1
Open 3-7 Progress Billing.
2
Do one of the following:
a
Create the progress bill automatically.
b
Create the progress bill manually.
3
If you have issued change orders for the job, update the progress bill application to reflect the affects of the change orders.
4
Update the costs.
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5
You can then adjust the amounts in the Current Completed cells, or the percent of work completed in the Percent Completed cells.
6
Calculate the project costs.
7
Print the progress bill application.
8
When you submit the progress bill application, do the following:
a
In the Submitted text box, enter the date you submitted the request. If you leave the
Submitted text box blank, Sage Master Builder enters the current date for you.
b
On the Options menu, click Submit Application.
9
After submitting the application, you can create an invoice by posting the application. On the
Options menu, click Post Application.
10
Prepare the next progress bill application.
Preparing the next progress bill
After submitting an application, you can prepare the next application. Sage Master Builder will assign the current application status 4-Closed, move the costs from the Current Completed column to the Previous Completed column, and advance the number in the Application# text box.
To prepare the next progress bill:
1
Open 3-7 Progress Billing.
2
Using the data control, select the last application for the job and phase.
3
On the Options menu, click Create Next Application.
Voiding progress bills
You can void an application assigned status 4-Closed. If the application precedes a series of applications, Sage Master Builder reopens the application, assigning it status 2-Submitted, and voids the subsequent applications. If you have posted an application, and payments have been made to the invoice, you must reverse the payments before voiding the application.
Suppose you have just created application 3. However, application 3 contains an error caused in application 2. To remove the error, it is necessary to correct application 2 and recreate application 3.
When you void application 2, Sage Master Builder changes its status from 4-Closed to 2-
Submitted. In addition, Sage Master Builder changes the status of application 3 to 5-Void. You can then make the necessary adjustment to application 2, and from it create application 3.
To void a progress bill:
1
Open 3-7 Progress Billing.
2
Using the data control, select the record.
3
On the Edit menu, click Void Application.
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3-8 Loan Draw Requests
About loan draw requests
The 3-8 Loan Draw Requests window provides a system for creating loan draw applications. For each job, you create a series of applications with each new application building on the previous application submitted to the lender. Under each job, Sage Master Builder assigns each application its own application number.
To create the first loan draw application, import the cost codes from the job’s budget or proposal.
You can then select from several ways to automatically update the cost information from the job cost records. When you select the Percent from Costs option, Sage Master Builder displays the actual job costs and calculates the percent of work completed by comparing the job costs against the budget. You can instead select the From Cost Amounts or From Billing Amounts option to display only the amounts for each cost code.
If the lender requires specific classes that differ from your cost codes, you can manually enter the lender’s classes. However, there is no relationship between the lender’s classes and your cost codes. Therefore, you will have to update the loan draw applications manually.
When you create an application, Sage Master Builder assigns it status 1-Open. After you have submitted the application to the lender, submit the record in Sage Master Builder by clicking the
Submit button. Sage Master Builder then changes the application’s status to 2-Submitted. When you want to create the next application, click the Next button. Sage Master Builder assigns the submitted application status 4-Closed, and then creates the next application in the series.
In the 6-4-1 Change Orders window, you can also automatically update the costs of the change work to the loan draw application. You can either incorporate the changes to costs in the individual cost codes, or include the total amount of the change order as a separate line item.
Creating new loan draw applications manually
If the lender requires a classification system other than cost codes, enter the classification system in the Description column.
Loan draws do not post to the general ledger and do not affect accounts receivable. After the lender transfers funds to your account, enter a deposit that credits the loan-payable subsidiary account for the loan.
To manually create a new loan draw application:
1
Open 3-8 Loan Draw Requests.
2
In the header, do the following:
a
In the Job text box, enter the job number.
b
If the job uses phases, enter the phase number in the Phase text box.
c
In the Description text box, enter a brief statement about the work completed.
d
In the Billing Date text box, enter the date ending the period for which you are submitting the request.
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e
In the Application# text box, enter the number of the application you are submitting.
f
In the Loan# text box, enter your loan number.
g
In the Lender text box, enter the vendor number of the lender.
3
In a Cost Code text box, right-click, and select Display Picklist Window.
4
Create a Picklist of cost codes, and then click the check mark button to insert them in the Cost
Code column.
5
In the grid, in the Scheduled cell, enter the scheduled amount.
6
Then do one of the following:
a
In the Current cell, you can enter the costs incurred. If you provide the costs incurred, do not provide the percent of work completed in the % Comp cell.
b
In the % Comp cell, you can enter the percent of work completed. If you provide the percent of work completed, do not provide the current costs incurred in the Current cell.
7
Repeat steps 5 and 6 for each item.
8
On the menu bar, click Calculate.
9
On the File menu, click Save.
NOTE:
Sage Master Builder creates a separate series of applications for each phase.
About updating costs in loan draw applications from change orders
You can automatically or manually update costs in the loan draw application from change orders.
Choose from two methods to automatically update the costs from change orders. You can either incorporate the changes to costs in the individual cost codes, or include the total amount of the change order as a separate line item.
When you select the Add to Existing Lines option, Sage Master Builder only updates cost codes present in both the change order and the loan draw application. If the change order contains cost codes that do not appear in the loan draw application, Sage Master Builder will notify you. Review the new cost codes in the change orders, and if necessary, manually add the new cost codes to the loan draw application and update the loan draw application again. Sage Master Builder displays the amount of change to each cost code in the Changes column and the new contract amount in the
Contract column.
Instead of updating the individual cost codes, you can append each change order as a separate line item at the end of the loan draw application. Suppose the client approves change order number 1, and you only want to show the total amount of the changes on the loan draw application. When you select the Append as New Lines option, Sage Master Builder creates a separate line for each change order. Sage Master Builder inserts the statement Change Order# 1 in the Description column, and displays the total amount of the change order in the Changes column and the new contract amount in the Contract column.
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IMPORTANT:
If you are using the Append as New
Lines option, do not change the Description values as you have entered them into the grid. Sage Master
Builder uses an exact match of the text in the
Description column to match the items from the
Change Order grid to the Loan Draw grid.
When the lender requires a classification system that differs from your cost codes, manually enter the costs of the change work.
Updating costs from change orders for loan draws automatically
Consider these points: o o o
If Sage Master Builder finds cost codes that are not present in the loan draw application, review the change orders, and then manually enter the cost codes that you want to include in the loan draw.
You can update the data from change orders as often as necessary.
Loan draws do not post to the general ledger and do not affect accounts receivable. After the lender transfers funds to your account, enter a deposit that credits the loan-payable subsidiary account for the loan.
To update costs from change orders for loan draws:
1
Open 3-8 Loan Draw Requests.
2
Using the data control, select the last application of the job and phase you want to update.
3
On the Update menu, point to Change Orders, and click Add to Existing Lines.
4
Repeat step 3 until you have resolved all cost codes.
5
On the menu bar, click Calculate.
Updating costs from change orders for loan draws manually
Loan draws do not post to the general ledger and do not affect accounts receivable. After the lender transfers funds to your account, enter a deposit that credits the loan-payable subsidiary account for the loan.
To manually update costs from change orders:
5. Open 3-8 Loan Draw Requests.
6. Using the data control, select the last application of the job and phase you want to update.
7. Select a cost code.
8. In the Changes text box, enter the amount of change.
9. Repeat steps 3–4 for each cost code you want to update.
10. On the Options menu, click Calculate.
When you recalculate the loan draw, the contract balances reflect the effect of the change orders.
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About updating project costs automatically
You can choose from three methods to automatically update the costs from the job cost records.
Because the costs only represent an estimate of the work actually completed, you can edit the amounts in the Current or Percent Complete columns.
Option
Percent from
Costs
What it does
Updates the current costs from the job costs, and computes the percent of work completed by comparing the budgeted costs to the total job costs.
From Cost
Amounts
Updates the current costs from the job costs. Use this when a project has no budget entered in Sage Master
Builder.
From
Billing
Totals
Updates the current costs using the Billing Amounts from the job costs. Use this in conjunction with Time and Materials Billing.
When the lender requires a classification system that differs from your cost codes, manually enter the costs incurred since the last application in the Current text box for each cost code.
Processing loan draw applications
To process a loan draw application:
1
Open 3-8 Loan Draw Request.
2
Do one of the following:
a
Automatically create the loan draw application.
b
Manually create the loan draw application.
3
If you have issued change orders for the job, update the loan draw application to reflect the effects of the change orders.
4
Update the costs.
5
You can then adjust the amounts in the Current cells, or the percent of work completed in
Percent Completed cells.
6
Calculate the project costs.
7
When you submit the loan draw application to the lender, do the following:
a
In the Submitted text box, enter the date you submitted the request. If you leave the
Submitted text box blank, Sage Master Builder enters the current date for you.
b
On the Options menu, click Submit Application.
8
Prepare the next loan draw application.
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Voiding loan draw applications
You can void an application assigned status 4-Closed. If the application precedes a series of applications, Sage Master Builder reopens the application, assigning it status 2-Submitted, and voids the subsequent applications.
Suppose you have just created application 3. However, application 3 contains an error caused in application 2. To remove the error, you must correct application 2 and recreate application 3. When you void application 2, Sage Master Builder changes its status from 4-Closed to 2-Submitted and changes the status of application 3 to 5-Void. You can then make the necessary adjustment to application 2, and from it create application 3.
To void a loan draw application:
1
Open 3-8 Loan Draw Requests.
2
Using the data control, select the record.
3
On the Edit menu, click Void Application.
3-9 Unitary Billing
In this section:
“About unitary billing for jobs”
“Entering setup data for unitary bills”
“Creating new unitary bills using Unitary Proposal”
“Creating new unitary bills manually”
“Importing unitary proposals into Unitary Billing”
“Updating the total quantity from field reports”
“About unitary billing retention”
Releasing retention for unitary bills
“About changing unitary bills”
Processing unitary bills
“Preparing the next unitary bill”
About unitary billing for jobs
With certain types of work, it is more difficult to estimate the amount of work necessary to complete the job. For example, with grading or excavation work it proves easier for a contractor to bill for the number of units of earth moved. The Unitary Billing window provides a system for creating a series of unit-based applications, with each new application building on the previous application for a job.
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Creating a unitary bill requires that you provide some basic information in the Unitary Billing Setup window. You can provide the name of the architect and the architect’s job number for the project, as well as the income posting account, tax district number, and the retention rate.
To create an application, import the bid items from the job’s unitary proposal. You can then enter the number of units of work completed. If change orders are issued, you can also enter the units of change. When you calculate the application, Sage Master Builder determines the billing amount based on the units of change and the units of work completed.
When you create an application, Sage Master Builder assigns it status 1-Open. After you have submitted the application, submit the record in Sage Master Builder by clicking the Submit button.
Sage Master Builder then changes the application’s status to 2-Submitted. When the billing is approved, post the billing by clicking the Post button. Sage Master Builder creates an invoice, posts it to the general ledger, and then changes the application’s status to 3-Posted. When you want to create the next application, click the Next button. Sage Master Builder assigns the posted application status 4-Closed, moves the costs from the Current Quantity column to the Previous
Quantity column, and advances the number in the Application# text box.
Entering setup data for unitary bills
In order to create a unitary bill, you have to provide some basic information in the Unitary Billing
Setup window, such as the name of the architect, the architect’s job number for the project, the income posting account, the tax district number, and the retention rate.
To enter setup data for a unitary bill:
1
Open 3-9 Unitary Billing and click the Setup button at the bottom left.
2
In the Unitary Billing Setup window, in the Architect text box, enter the vendor number of the architect or engineer.
3
In the Architect’s Job# text box, enter the number the architect uses to refer to the job.
4
In the Income Account text box, enter the income account.
5
If you are using subsidiary accounts, enter the account number in the Subaccount text box.
6
In the Tax District text box, enter the number of the sales tax district.
7
In the Retention Rate text box, enter the rate of retention.
8
On the menu bar, click Save.
Creating new unitary bills using Unitary Proposal
When you create a new unitary bill for a job, you can enter the unit price and quantity of units scheduled for each bid item in the Unit Price and Scheduled Quantity columns. After saving the first application, Sage Master Builder does not allow any changes to the scheduled quantities. On subsequent applications, enter any changes to the quantity of units in the Change Quantity column.
IMPORTANT:
After posting the first application, the unit price cannot be edited.
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To create a new unitary bill using Unitary Proposal:
1
Open 3-9 Unitary Billing.
2
In the Job text box, enter the job number.
3
If the job uses phases, enter the phase number in the Phase text box.
4
In the Description text box, enter a brief statement about the job.
5
In the Application# text box, enter the number of the application you are submitting.
6
In the Billing Date text box, enter the date ending the period for which you are submitting the request.
7
In the Billing Cycle text box, enter the billing cycle.
8
On the Options menu, click Import Unitary Proposal.
9
On the Options menu, click Setup and complete the Unitary Billing Setup window.
10
In the grid, do the following:
a
In the Item Code cell, enter the client’s item code.
b
In the Current Quantity cell, enter the current number of units for which you want to bill.
c
In the Retention Rate cell, you can accept the default retention rate from the Unitary Billing
Setup window, or you can enter a different rate for the item.
d
In the Taxable cell, type Yes if the item is taxable or No if the item is non-taxable.
11
Repeat step 10 for each item.
12
On the menu bar, click Calculate.
13
On the File menu, click Save.
Creating new unitary bills manually
When you create a new unitary bill for a job, you can enter the unit price and quantity of units scheduled for each bid item in the Unit Price and Scheduled Quantity columns. After saving the first application, Sage Master Builder does not allow any changes to the scheduled quantities. On subsequent applications, enter any changes to the quantity of units in the Change Quantity column.
IMPORTANT:
After posting the first application, the unit price cannot be edited.
To manually create a new unitary bill:
1
Open 3-9 Unitary Billing.
2
In the header, do the following:
a
In the Job text box, enter the job number.
b
If the job uses phases, enter the phase number in the Phase text box.
c
In the Description text box, enter a brief statement about the job.
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d
In the Application# text box, enter the number of the application you are submitting.
e
In the Billing Date text box, enter the date ending the period for which you are submitting the request.
f
In the Billing Cycle text box, enter the billing cycle.
3
On the Options menu, click Setup, and then complete the Unitary Billing Setup window.
4
In a Bid Items text box, right-click, and then select Display Picklist Window.
5
Create a Picklist of bid items, and then click the check mark button to insert the list into the grid.
6
In the grid, do the following:
a
In the Item Code cell, enter the client’s item code.
b
In the Description cell, enter a brief statement about the bid item.
c
In the Unit cell, enter the unit of measurement.
d
In the Unit Price cell, enter the price per unit.
e
In the Scheduled Quantity cell, enter the quantity of units.
f
In the Current Quantity cell, enter the current number of units for which you want to bill.
g
In the Retention Rate cell, you can accept the default retention rate from the Unitary Billing
Setup window, or you can enter a different rate for the item.
h
In the Taxable cell, type Yes if the item is taxable or No if the item is non-taxable.
7
Repeat step 6 for each item.
8
On the menu bar, click Calculate.
9
On the File menu, click Save.
Importing unitary proposals into Unitary Billing
To import a unitary proposal into Unitary Billing:
1
Open 3-9 Unitary Billing.
2
In the Job text box, enter the job number.
3
If the job uses phases, enter the phase number in the Phase text box.
4
In the Description text box, enter a brief statement about the job.
5
In the Application# text box, enter the number of the application you are submitting.
6
In the Billing Date text box, enter the date ending the period for which you are submitting the request.
7
In the Billing Cycle text box, enter the billing cycle.
8
On the Options menu, click Import Unitary Proposal.
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Updating the total quantity from field reports
When you update, Sage Master Builder fills in the total number of units completed based on the daily field reports.
To update the total quantity from field reports:
1
Open 3-9 Unitary Billing.
2
Using the data control, select the last application for the job and phase.
3
On the Update menu, click Total Quantity from Daily Field Report.
About unitary billing retention
Many job contracts include retention. While you include the retention on the billings, payment is not due until you complete the project. In the Unitary Billing Setup window, you can set the retention rate.
When you calculate a unitary bill the first time, Sage Master Builder inserts the retention rate for completed work in the Ret. Rate column for all line items, then it calculates the retention. If the retention rate differs between line items, you can enter the individual rates in the appropriate
Retention Rate cells. If you leave a Ret. Rate cell blank, Sage Master Builder does not compute the retention for that particular line item.
To change the retention rate for the entire project, first change the rate in the Retention Rate box in the Unitary Billing Setup window. Then change the rates in the Ret. Rate column and recalculate the unitary bill. If you lower the rate of retention, you effectively release a portion of the retention previously withheld.
Posting an invoice declares the gross amount of the invoice as income. However, a percentage of the gross amount is withheld as retention, so the client is actually billed for the net amount (gross invoice amount – retention = net invoice amount). Therefore, retention is already declared income but is not yet due. Consequently, Sage Master Builder does not include retention in the invoice aging, and does not apply finance charges to it.
When you are ready to bill the client for retention, it is not necessary to create a new invoice. The retention has already been declared income, so you simply release the retention in both unitary billing and accounts receivable. You can release retention on each invoice individually, or you can release the retention for the entire job at one time. You can then send the client a statement reflecting the amount that is due your company.
About changing unitary bills
You cannot use the 6-4-1 Change Orders window to update unitary billing. Change orders must be entered in 3-9 Unitary Billing on an entry by entry basis.
To change the unit price, you need to create two additional lines to the billing; one that backs out the units you need to back out and one that brings them back in at the correct price.
To change the quantity, you need only make the adjustments in the Quantity column.
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Preparing the next unitary bill
After submitting an application, you can prepare the next application. Sage Master Builder will assign the current application status 4-Closed, move the costs from the Current Qty column to the
Previous Qty column, and advance the number in the Application# text box.
To prepare the next unitary bill:
1
Open 3-9 Unitary Billing.
2
Using the data control, select the last application for the job and phase.
3
On the Options menu, click Create Next Application.
Voiding unitary bills
You can void an application assigned status 4-Closed. If the application precedes a series of applications, Sage Master Builder reopens the application, assigning it status 2-Submitted, and voids the subsequent applications.
Suppose you have just created application 3. However, application 3 contains an error caused in application 2. To remove the error, you must correct application 2 and recreate application 3. When you void application 2, Sage Master Builder changes its status from 4-Closed to 2-Submitted. In addition, Sage Master Builder changes the status of application 3 to 5-Void. You can then make the necessary adjustment to application 2, and from it then create application 3.
IMPORTANT:
If you have posted an application, and payments have been made to the invoice, you must reverse the payments before voiding the application.
To void a unitary bill:
1
Open 3-9 Unitary Billing.
2
Using data control, select the record.
3
On the Edit menu, click Void Application.
3-10 Time and Materials
You can bill clients on a cost-plus basis, which is the cost for time and materials plus overhead and profit. Sage Master Builder uses the job cost records as the basis for the billing amounts on the time and materials (T&M) invoices.
When setting up a job for T&M billing, you can: o o o o
Assign separate overhead and profit markup rates to each cost type.
Assign a shown markup rate to each cost type.
Assign a hidden markup rate to each cost type. When you calculate T&M invoices, Sage Master
Builder adds the hidden markup to the job cost. The other markups shown, overhead and profit, are computed on top of the new billing amount. The hidden markup does not appear on the T&M invoice.
Assign wage rate and equipment rate tables to the job. You can use the tables in place of using labor and equipment costs plus hidden markup. In addition, you can set a minimum daily charge, which is
3-10 Time and Materials
Chapter 3 149 the minimum number of hours per laborer, or you can set the minimum units per piece of equipment to charge.
Suppose you own a backhoe and determine it is necessary to charge a minimum of three hours to recover the costs of ownership, maintenance, and mobilization. At a job site, you only use the backhoe for one hour. When you allocate the equipment use, Sage Master Builder bills the client for three hours instead of one.
Consider the following additional points: o o o
If equipment records contain rental billing rates, Sage Master Builder creates the job cost with the rental billing rate in the Billing Amount text box and with the Override check box selected. The program uses this amount when calculating the T&M Invoices even if an Equipment Rate table is selected for the T & M job.
If you want to use the T & M Equipment Rate table you must either: (1) clear the Override check box on the job cost record and exclude billing rates from the equipment record before the job cost records are created; or (2) enter the job cost record directly into 6-3 Job Cost record.
If equipment records do not contain billing rates when you calculate the T & M invoices, Sage Master
Builder replaces the billing amount with the rate from the Equipment Rate table. If an Equip-
ment Rate table is not assigned to the T&M job, Sage Master Builder replaces the billing amount with the cost plus hidden markup.
3-10-1 T&M Billing Setup
“Setting up time and materials jobs”
“Creating time and materials invoices by phase”
“Voiding time and materials invoices”
Setting up time and materials jobs
The following are additional points to consider when setting up T&M jobs: o o o o o
When you indicate the tax district in 3-5 Jobs, Sage Master Builder includes the sales tax on the time and materials bill.
Sage Master Builder does not create job costs for payroll until you compute timecards.
If the client requires you to provide source documents and invoices, do not use the hidden markup.
Otherwise, the amounts displayed on your time and materials invoices will not match the amounts on the source documents and invoices.
When using a wage rate table, the hidden markup does not apply to labor.
When using an equipment rate table, the hidden markup does not apply to equipment.
To set up a job for time and materials billing:
1
Open 3-10-1 T&M Billing Setup.
2
In the data control text box, enter the job number of the job you want to set up.
3
In the Wage Rate text box, enter the wage rate table you want to use.
4
In the Equipment Rate text box, enter the equipment rate table you want to use.
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5
In the Hidden column, enter the markup rate that the customer does not see.
6
In the Shown column, enter the markup rate.
7
In the Overhead column, enter the markup rate for overhead.
8
In the Profit column, enter the markup rate for profit.
9
In the Income Account text box, enter the ledger account number.
10
In the Subaccount text box, enter the subaccount number, as needed.
11
On the File menu, click Save.
Creating time and materials invoices by phase
IMPORTANT:
It is necessary to follow these steps in this exact order. Each phase must be computed separately.
To create time and materials invoices by phase:
1
Compute the invoice by job and phase using the 3-10-2 Compute T&M Invoices window.
2
Print the invoice using the 3-10-3 Print T&M Invoices window.
3
Post the invoice using the 3-10-4 Post T&M Invoices window.
4
Repeat steps 1–3 for each phase.
Voiding time and materials invoices
When voiding a time and materials invoice, you can reset the billing status of the job cost records.
To void time and materials invoices:
1
Open 3-2 Receivable Invoices/Credits.
2
Using data control, select the record.
3
If an amount appears in the Paid text box, reverse the payments.
4
On the Edit menu, click Void Invoice.
NOTE:
To reset the billing status of the job cost records to 1-Open, click Yes. Resetting the billing status lets you re-invoice those job costs.
NOTE:
To retain billing status 3-Billed on the job cost records, click No. Sage Master Builder leaves the job cost billing status as Billed and the job cost record as 1-Open.
3-10-2 Compute T&M Invoices
In this section:
“About computing time and materials invoices”
“Computing time and materials invoices”
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About computing time and materials invoices
Sage Master Builder computes billing amounts from job cost records assigned billing status 1-Open.
When you compute a single job and phase, you can include the phase on the invoice. If you compute more than one job and phase at a time, invoices are posted by job, not by job and phase.
In the Job Costs window, the In Process check box indicates the cost record has been computed.
If you do not want to invoice the cost at all, change the billing status.
In the Time and Materials Billing window, the Calculated check box indicates that invoices have been calculated in the Time and Materials Billing window for the jobs computed. When you post invoices, Sage Master Builder clears the Calculated check box.
During the compute, the window's status bar displays
“Skipping job XXX without a billing setup” when it is computing records across a range of jobs and some of the jobs do not have T&M billing setup.
Computing time and materials invoices
During the compute, the window's status bar displays “Skipping job XXX without a billing setup” when it is computing records across a range of jobs and some of the jobs do not have T&M billing setup.
To compute a time and materials invoice:
1
Open 3-10-2 Compute T&M Invoices.
2
In the Invoice Date text box, enter the date you want to assign the invoices.
3
Select the criteria to choose the invoices you want to calculate.
4
Click Compute.
3-10-3 Print T&M Invoices
In this section:
“About the 3-10-3 Print T and M Invoices window”
“About the time and materials parts details addendum”
“Processing time and materials invoices”
About the 3-10-3 Print T and M Invoices window
Clicking 3-10-3 Print T&M Invoices launches the 3-10-3 Report Printing window to be used to for printing T&M invoice reports and viewing sample reports.
Related topics...
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About report printing
About the time and materials parts details addendum
Caution!
The addendum must be printed after the T&M invoice is computed, but before it is posted. You will not be able to create the addendum before the T&M invoice has been computed or after the invoice has been posted, as no records will exist.
The 3-10-3 Print T&M Invoices, 61-Parts Details Addendum Report can be printed and attached to a regular invoice. The addendum will obtain the parts data from Accounts Payable,
Recurring Payables, PO Receipts, and Inventory.
The addendum lists the following: o o o
Part #
Part name
Quantity
Processing time and materials invoices
Consider these points when processing time and materials invoices: o o o
When you post time and materials invoices, Sage Master Builder assigns billing status 3-Billed to the cost records.
You can select which invoices to print or post in 3-10-4 Post T&M Invoices. All computed invoices are printed or posted.
You can create an addendum to the invoice to list the parts’ details associated with the invoice.
To process a time and materials invoice:
1
Enter all the payables and receivables to date for the job.
2
Compute the invoices.
3
Open 3-10-3 Print T&M Invoices.
4
Print and review the invoices.
5
Edit the job cost records, if necessary.
6
Repeat steps 4 and 5 until you create the final invoice you want to send the client.
7
On 3-10-4 Post Invoices, post the invoices.
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3-10-4 Post T&M Invoices
In this section:
“Posting time and materials invoices”
About posting T&M invoices
After you have printed your T&M invoices using the 3-10-3 Print T&M Invoices window, you can then post them to the general ledger using the 3-10-4 Post T&M Invoices window.
Posting time and materials invoices
To post time and materials invoices:
1
Open 3-10-4 Post T&M Invoices.
2
Select the invoices you want to post.
3
Click Post.
3-10-5 T&M Wage Rates
In this section:
“About wage rates for time and materials billing”
“Entering time and materials wage rates”
About wage rates for time and materials billing
You can assign a table of wage rates to a time and materials (T&M) job in the 3-10-1 T&M Billing
Setup window. Sage Master Builder determines the billing amounts using the wage rate table instead of the labor costs.
You can set up wage rates for: o o o
Employees assigned specific cost codes. For example, you create two lines in the table for
Michael. On the first line, you assign Michael a cost code for rough carpentry and the associated wage rates. On the second line, you assign him a cost code for supervision and the associated wage rates. When Michael supervises, Sage Master Builder knows to bill out his time differently from when he works as a carpenter.
Employees. For example, you list Michael, Robert, Steve, and Gerald in the table with the appropriate wage rates. Because there are no cost codes assigned to the employees, Sage Master Builder bills for employee time based on the billing rates assigned to each employee.
Cost codes. For example, you list cost codes for rough carpentry and finish carpentry and the associated wage rates. No matter who performs rough or finish carpentry, that employee is billed out at the appropriate rate based on the cost code.
Sage Master Builder Release Notes
154 Chapter 3 o No employee or cost code. You can only enter one set of default wage rates—rates that do not have employees and cost codes attached to the wage rates.
For example, you set up a line that does not reference an employee or cost code and has the following wage rates at $15, $22.50, and $30. Sage Master Builder bills out the work using the indicated rates for any employee or cost code that does not appear in the list.
Sage Master Builder first computes billing amounts for employees appearing in the wage rate table that have been assigned cost codes.
Next, Sage Master Builder computes billing amounts for employees appearing in the table that have not been assigned cost codes.
Then Sage Master Builder computes billing amounts for cost codes appearing in the table that have not been assigned to specific employees.
Finally, Sage Master Builder computes billing amounts for all remaining employees and cost codes that do not appear in the wage rate table.
Entering time and materials wage rates
Consider these the following points when entering time and materials wage rates: o o
If the employee works under multiple cost codes, enter the employee on a separate line for each cost code.
When using a wage rate table, hidden markups do not apply to labor.
To enter T&M wage rates:
1
Open 3-10-5 T&M Wage Rates.
2
In the Description text box, enter a brief statement about the wage rates table.
3
In the Employee cell, enter the employee number.
4
If you want to assign a cost code to an employee, enter the cost code in the Cost Code cell.
5
In the Rate 1 cell, enter the regular billing rate.
6
In the Rate 2 cell, enter the overtime billing rate.
7
In the Rate 3 cell, enter the premium billing rate.
8
If you want to charge for a minimum number of hours, enter the minimum in the Minimum Hours cell.
9
If an employee works less than the minimum number of hours, Sage Master Builder bills for the minimum number of hours.
10
Repeat steps 3–8 for each employee you want to include.
11
On the File menu, click Save.
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3-10-6 T&M Equipment Rates
In this section:
“About equipment rates for time and materials billing”
“Entering time and materials equipment rates”
About equipment rates for time and materials billing
You can assign a table of equipment rates to a time and materials (T&M) job in the T&M Billing
Setup window. Sage Master Builder determines the billing amounts using the equipment rate table instead of the equipment costs.
You can set up equipment rates for: o o
Equipment types. For example, you list large excavators and medium excavators in the table with the appropriate billing rates. No matter which specific piece of equipment within the type performs work, it is billed out at the appropriate rate assigned to its type.
Equipment. For example, you list individual backhoes in the table each with its own billing rate.
Sage Master Builder bills for each piece of equipment according to the rates assigned to each piece of equipment.
Entering time and materials equipment rates
You can set up the table of equipment rates to charge a flat rate instead of equipment costs plus markup.
To enter T&M equipment rates:
1
Open 3-10-6 T&M Equipment Rates.
2
In the Description box, enter a brief statement about the equipment rates table.
3
In the grid in the Equipment Type cell, enter the equipment number.
4
In the grid in the Equipment cell, enter the equipment number.
5
In the grid in the Operated cell, enter the rate for equipment operation.
6
In the grid in the Idle cell, enter the rate for idle equipment.
7
In the grid in the Standby cell, enter the rate for equipment at standby.
8
If you want to charge for a minimum number of hours, enter the minimum in the Minimum Hours cell.
9
If equipment is used less than the minimum number of hours, Sage Master Builder bills for the minimum number of hours.
10
On the File menu, click Save.
NOTE:
When using an equipment rate table, hidden markups do not apply to equipment.
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3-10-7 T&M Journal
In this section:
“About 3-10-7 T and M Journal”
About 3-10-7 T and M Journal
Clicking 3-10-7 T&M Journal launches the 3-10-7 Report Printing window to be used to for printing T&M journal reports and viewing sample reports.
3-10-8 T&M Summary
In this section:
“About 3-10-8 T and M Summary”
About 3-10-8 T and M Summary
Clicking 3-10-8 T&M Summary launches the 3-10-7 Report Printing window to be used to for printing T&M Summary reports and viewing sample reports.
Job Costs and Time and Materials
In this section:
“About editing job costs for time and materials invoices”
“Editing the billing amount of job cost records”
“About billing status for job costs”
“Changing the billing status of job cost records”
About editing job costs for time and materials invoices
Job cost records display the time and materials billing information. In the job cost records, you can change the billing status of a record, control whether a specific job cost record is taxable, or override the billing amount.
The billing amount is comprised of the job cost plus the hidden markup. You can change the billing amount, but Sage Master Builder does not apply the hidden markup to the new billing amount.
By overriding the billing amount, you can: o
Increase the billing amounts. Suppose that halfway through a job contract you negotiate a volume discount with the lumber vendor. Because the contract stipulates that you do not have to pass contractor discounts to the client, you need to increase the billing amounts.
3-10 Time and Materials
Chapter 3 157 o o o o
Reduce the billing amounts. For example, the contract stipulates that the cost for site work is not to exceed $15,000 but the subcontractor billed you for $16,500. To reflect the cap placed on the cost for site work in the invoice, reduce the billing amount.
Create job costs for work that does not cost you anything to produce. Suppose a potential client requests design plans for some home remodeling work, but will only pay a $1,000 design fee to the contractor who wins the job contract. When the client awards the contract to you, enter a job cost for the design fee in the Job Costs window.
Include a job cost on an invoice, but not bill for the work. On a remodeling job, suppose your crew applies the wrong texture to the walls of a room. The crew re-textures the room correctly but you must bear the costs of the mistake and cannot charge the client for it. On the invoice, you can show the work was performed twice, but you are only charging for the correct work. In each job cost record that you want to show but not charge for, you can delete the billing amount.
Exclude a job cost from an invoice and not bill for the work. For example, assume that you posted a payable invoice to the wrong job. A reversing entry corrects the error, but the original error and the reversing entry show on the time and materials invoice. To remove both transactions from the invoice, change the bill status to 2-Not Billable in each of the two job cost records.
Editing the billing amount of job cost records
When you compute invoices, Sage Master Builder calculates the billing amount from the job cost plus hidden markup. If the cost is for labor or equipment and you have assigned a wage or equipment table to the job, Sage Master Builder calculates the billing amount from the table. You can also manually replace the calculated billing amount.
To edit the billing amount of a job cost record:
1
Open 6-3 Job Costs.
2
Using the data control, select the record.
3
In the Billing Amount text box, enter the billing amount.
4
Select the Override Calculation check box.
5
On the File menu, click Save.
About billing status for job costs
Sage Master Builder uses the billing status for time and materials invoices.
Status
1-Open
Description
The job cost has not been calculated or posted.
2-Not Billable
The job cost is not billable and will not appear on an invoice.
3-Billed
The job cost has been calculated and posted to the general ledger.
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Changing the billing status of job cost records
To change the billing status of a job cost record:
1
Open 6-3 Job Costs, and using the data control, select a job cost record.
2
From the Time and Materials Billing section of the window, in the Billing Status list, click the new billing status.
3
On the File menu, click Save.
3-11 Recurring Receivables
In this section:
“Setting up recurring receivable transactions in 3-11 Recurring Receivables”
“Posting single recurring transactions in 3-11 Recurring Receivables”
“Posting groups of recurring transactions in 3-11 Recurring Receivables”
About recurring receivables
In the 3-11 Recurring Receivables window, you can set up recurring receivable transactions. Only transactions that have a consistent amount from invoice to invoice and post on a regular basis make good candidates for being set up as recurring receivables.
Sage Master Builder does not automatically post recurring receivable transactions; you retain complete control of when to post transactions. You can even set a reminder to prompt users in a specific security group when it is time to post the recurring transactions.
Look at the posting date of a transaction to determine when to post the transaction. After posting a transaction, Sage Master Builder advances the posting date based on the transaction cycle. The transaction date does not control or affect the period to which you are posting the transaction. If you need to post a recurring transaction to a different period, change the posting period.
To prevent the possible duplication of invoice numbers, Sage Master Builder assigns a unique invoice number to each recurring receivable transaction. The invoice number is actually the combination of a record number and an invoice sequence number.
Setting up recurring receivable transactions in 3-11 Recurring
Receivables
To set up a recurring receivable transaction:
1
Open 3-11 Recurring Receivables.
2
Do the following:
a
In the Job text box, enter the job number.
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b
If the job uses phases, enter the phase number in the Phase text box.
c
In the Description text box, enter a brief statement about the transaction.
d
In the Next Date text box, enter the next date when the transaction needs to post.
e
In the Cycle text box, enter the transaction cycle.
f
In the Due Terms text box, enter the cycle for the date when the invoice is due.
g
In the Discount Terms text box, enter the cycle for the date by which the vendor must receive payment for the discount to apply.
h
In the Status list, click the invoice status.
i
In the Type list, click the invoice type.
3
In the grid, do the following:
a
In the Description cell, enter a brief statement about the line item.
b
In the Quantity cell, enter the quantity purchased.
c
In the Price cell, enter the price per unit.
d
In the Account cell, enter the ledger account.
4
Repeat step 3 for each item.
5
On the File menu, click Save.
Posting single recurring transactions in 3-11 Recurring Receivables
IMPORTANT:
If you want to post to a different period, you must change the posting period.
To post a single recurring receivable transaction:
1
Open 3-11 Recurring Receivables.
2
Select the transaction.
3
On the Post menu, click This Invoice Only.
Posting groups of recurring transactions in 3-11 Recurring Receivables
To post a group of transactions, use a cutoff date. Sage Master Builder posts all transactions through the indicated date.
IMPORTANT:
If you want to post to a different period, you must change the posting period.
To post a group of recurring transactions:
1
Open 3-11 Recurring Receivables.
2
On the Post menu, click Multiple Invoices.
3
The Posting Cutoff window appears.
4
In the Cutoff Date box, enter the cutoff date, and click OK.
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Accounts Receivable Startup Information
“Methods for entering historical accounts receivable records”
“About entering partially paid items on receivable invoices”
“About entering accounts receivable invoices and credits”
Methods for entering historical accounts receivable records
IMPORTANT:
We strongly recommend that you work with your business partner and accounting professionals before you begin with accounts receivable startup.
You can choose from three methods of entry. Each successive method provides more detail for reports than the previous method, and requires more time to enter data. No matter which method you select, post the transaction to the period before the current posting period. For example, if you are setting up during period 7, post the records to period 6.
Method 1
For each job, enter a single and separate record for the total outstanding balance. While this method is the quickest, it has numerous limitations: o o o
The statements do not list the invoices.
The agings do not reflect the invoices entered during startup because the balance is entered as a single amount.
The detail for prime contract audits is limited.
Method 2
For each job, enter a record for the outstanding balance of each unpaid or partially paid item. When entering a partially paid invoice, make two separate entries.
Using Method 2, you enter a significant amount of information with each item.
Method 3
For each job, enter a record for each receivable invoice or credit. Not only are you entering the outstanding balances for unpaid and partially paid items, but also fully paid invoices and credits.
When entering a partially paid invoice, make two separate entries.
Assign paid record status 4-Paid.
Assign open records status 1-Open.
Enter all items in chronological order so that Statements and Contract Audits display the invoices in sequence.
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It is not necessary to enter the individual parts as line items in the grid. A single line containing a quantity, price, and ledger account number is all that is necessary.
About entering partially paid items on receivable invoices
IMPORTANT:
We strongly recommend that you work with your business partner and accounting professionals before you begin with accounts receivable startup.
If you have partially paid items, you must enter them as two separate transactions. For example, an invoice is fully paid but the retention has not been fully released. The first transaction contains the paid amount, which is entered in the Paid box, and is assigned status 4-Paid. The second transaction contains the grid entry for the retention. The entire amount is entered in the Retention box, and is assigned status 1-Open.
Use the same invoice or credit number for both transactions. But for the paid invoice, type PD at the end of the invoice or credit number. The open record retains the original invoice or credit number.
Some invoices may have discounts or retention. You can include the discount or retention by entering the amount in the Discount Available or Retention box.
About entering accounts receivable invoices and credits
IMPORTANT:
We strongly recommend that you work with your business partner and accounting professionals before you begin with accounts receivable startup.
Post the accounts receivable items against the same clearing account used earlier to enter the accounts receivable balances. The process transfers the balances into the Accounts Receivable ledger account.
When entering the receivable items, post the records to the appropriate posting periods. Post any open items from the prior year to period 0.
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Chapter 4: 4-Accounts Payable
Working With Accounts Payable
This section of Sage Master Builder, 4-Accounts Payable, contains the following subsections: o o o o o o o
4-1 Payable Reports - You can run reports to gather and analyze data about your payables. For more information, see
4-2 Payable Invoice/Credits - You can enter transactions, create invoices or credit invoices that affect vendors, track and release retention, view a history of payments for specific invoices, and print and post two-party checks. For more information, see
4-3 Vendor Payments - You can print (single-party or two-party) checks, vouchers, and lien waivers for payable invoices and apply credit invoices to invoices. For more information, see
4-4 Vendors (Accounts Payable) - You can access to vendor information for payable invoices,
1099 balances, ordering materials, and subcontract management. Create a vendor record for each business that sends you invoices and each business to which you owe money or make regular payments. For more information, see
4-5 Vendor 1099 - The program tracks and maintains balances for the 1099 reports. Including the vendor number on a vendor check or general ledger check, increases the 1099 balance for that vendor. Voiding the check, decreases the 1099 balance by the check amount for that vendor.
4-6 Recurring Payables - You can set up recurring payable transactions that have a consistent amount from invoice to invoice and post them on a regular basis. This feature allows you to retain complete control of when to post transactions.
4-7 Credit Card Management - You can set up the accounting to manage your business credit cards as part of your regular accounting. Features include setting up accounts, entering receipts, reconciling statements, and paying your credit card bill.
Using the Accounts Payable tools in Sage Master Builder, you can manage payable invoices with an accounts payable system that is fully integrated with purchase orders, subcontracts, change orders, job costing, and inventory functions. For example, you can enter a purchase order number to complete your invoice entry in one step. The payable invoice window automatically fills in and performs job costing to ensure that you’re not overcharged or receiving items that you have not approved.
The system automatically posts recurring invoices for expenses such as rent, loan payments, and vehicle purchases. You can track Workers’ Compensation, liability insurance, and license expiration dates of subcontractors. You can even track individual subcontracts, enabling you to manage retention and prevent payment in case there is a dispute.
You can select from a wide variety of check and voucher formats or create your own. Choose multiple check stubs or special check reports to list all invoices paid and automatically generate lien releases with checks or vouchers. You can make partial payments and designate multiple payees on any invoice, and then you can decide which credits to apply to a payment prior to running checks.
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You can run aging reports “as of” the end of any prior period to match financials even after the period has been closed. The extensive reporting options include compliance reports and 1099 forms.
Most businesses use credit cards for purchases and payments and Sage Master Builder help you manage your credit card accounts. You can create and edit card issuer accounts and then and manage your receipts and charges. Then you can follow those tasks with reconciling your statements and monitoring your payments.
4-1 Payable Reports
Appendix B - List of accounts payable reports
“4-1-4 Payable Journal-Ledger”
“4-1-5 Vendor Payment Journal”
“4-2 Payable Invoices-Credits”
“4-4 Vendors (Accounts Payable)”
“4-7-4 Enter Recurring Charges”
“4-7-5 Reconcile Credit Card Statements”
Accounts Payable Startup
Methods for entering historical accounts payable records
You can choose from three methods of entry when entering the open invoices and credits for
Accounts Payable. Each successive method provides more detail for reports than the previous method, and requires more time to enter data.
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No matter which method you select, post the transaction to the period before the current posting period. For example, if you are setting up during period 7, post the records to period 6.
Method 1
For each vendor, enter a single and separate record for the total outstanding balance. While this method is the quickest, it has numerous limitations: o o o o
You cannot print a Set to Pay report, which details the invoices that are being paid when printing
A/P checks.
The list of invoices paid by a check is not included on the check stub.
The agings do not reflect the invoices entered during startup because the balance is entered as a single amount.
The detail for subcontract audits is inaccurate.
Method 2
For each vendor, enter a record for the outstanding balance of each unpaid or partially paid item.
When entering a partially paid invoice, make two separate entries.
Using Method 2, you enter a significant amount of information with each item. There is one limitation—the detail for subcontract audits is inaccurate.
Method 3
For each vendor, enter a record for each payable invoice or credit for current projects. Not only are you entering the outstanding balances for unpaid and partially paid items, but also fully paid invoices and credits. When entering a partially paid invoice, make two separate entries.
o o
Assign paid records status 4-Paid.
Assign open records status 1-Open.
Enter all items in chronological order so that Statements and Contract Audits display the invoices in sequence.
It is not necessary to enter the individual parts as line items in the grid. A single line containing a quantity, price, and ledger account number is all that is necessary.
NOTE:
A paid invoice will not be included in the 6-1-
12 Committed Cost Report.
About partially paid items on payable invoices
If you have partially paid items, you must enter them as two separate transactions. For example, you have an invoice that is fully paid, but the retention has not been fully released. The first transaction contains the paid amount, which is entered in the Paid box, and is assigned status 4-Paid. The second transaction contains the grid entry for the retention. The entire amount is entered in the
Retention box, and is assigned status 1-Open.
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Use the same invoice or credit number for both transactions. But for the paid invoice, type PD at the end of the invoice or credit number. The open record retains the original invoice or credit number.
About job numbers on payable invoices
Sage Master Builder uses the job numbers for job cost records, selecting invoices for payment, and a variety of reports. The job number is not required. However, if you want to include the job number, you must include it at the time of entry.
Entering accounts payable invoices and credits
Earlier you entered the beginning balance for the Accounts Payable ledger account, posting it to a clearing account. Next you post the payable items against the same clearing account. Doing so transfers the balances into the Accounts Payable ledger account.
When entering the payable items, post the records to the appropriate posting periods. Post any open items from the prior year to period 0.
4-2 Payable Invoices & Credits
About payable invoices
In the 4-2 Payable Invoices/Credits window, you can enter transactions that affect vendor accounts. You can create payable invoices or credit invoices, track and release retention, or view a history of payments for a specific invoice.
Another critical tool for managing vendors is the ability to print and post two-party checks. From the
4-2 Payable Invoices/Credits window, you can access the Secondary Payee window to manage such invoices. Secondary payees are most often involved with subcontractor invoices because they have sub-vendor suppliers who have lien rights to the project. It is critical to ensure that these suppliers get paid. The use of two-party checks provides this assurance.
A number of other features enhance record entry. When you select the Manufacturer Details option, Sage Master Builder includes the manufacturer’s name and part number in the description of each part. To help manage inventory, select the Allow Freight/Variance option to post variances in material or freight costs. When you have finished entering records, use the batch list to verify the invoice totals against the actual invoice totals. The Use PO Sales Tax option is enabled automatically. If you enter an invoice using information from a purchase order, the sales tax is calculated automatically.
In some states, subcontractors are not required to carry Workers’ Compensation insurance. In these states, the subcontractors may use the general contractor’s insurance policy for the duration of the job, and the general contractor deducts the cost of coverage from payments to the subcontractor.
When entering a payable invoice for a subcontractor, you can calculate the cost of coverage and add it to the invoice as a credit.
About the 4-2 Payable Invoices/Credits Budget Verification option
When you enable the Budget Verification option, Sage Master Builder checks the cost codes used in the budget against the cost codes used to post an invoice. If there is any discrepancy, the program
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When viewing the Budget Recap by cost codes, you may notice that division cost codes are in all capital letters and have no assigned amount. These division cost codes have been used as place holder cost codes. When the 4-2 Payable Invoices/Credits Budget Verification option is activated and when using place holder cost codes, be sure to avoid posting to the place holder cost codes instead of the budgeted cost codes.
NOTE:
You can be notified when your costs exceed the budget when you activate the Over Budget
Warning.
NOTE:
Budget verification can also be used for pay roll records at 5-2-2 Payroll Records > Options >
Budget Verification.
Entering accounts payable invoices for subcontract lines
There are situations where you may need to invoice a portion of a subcontract. For example, you may want to invoice only the amount of one or more subcontract lines.
To enter a invoice for a portion of a subcontract:
5. Open 4-2 Payable Invoices/Credits.
6. In the Invoice# box, enter the invoice number.
7. In the Contract# text box, enter the contract number, and press the Enter key.
Information from the subcontract autofills the grid.
8. In the grid, locate the Quantity column, and do one of the following:
1. Delete the quantity or quantities of the line or lines you do not want to invoice.
2. Enter a quantity between 1 and –1. For example, .5 for 50 percent.
9. Click the Automatically job cost while saving the current record button.
10. Recall the record, and note the amounts displayed in the Total, Balance, and Net Due boxes located near the bottom-right of the window.
11. Open 6-7-1 Subcontracts, and recall the subcontract record that you partially invoiced.
12. Note the amounts in the Invoiced and Remaining boxes.
About payable invoice status
The status of a payable invoice record indicates its location in the process.
Status
1-Open
2-Review
Description
Indicates a record posted to the general ledger.
Indicates the management or bookkeeping staff should review the record.
3-Dispute Indicates a record disputed by the vendor.
4-Paid Indicates a record paid in full.
5-Void Indicates a void record.
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You can change the status of records assigned status
1-Open, 2-Review, or 3-Dispute to any of the first three status settings, but you cannot assign status 4-
Paid or 5-Void.
When an invoice or credit is fully paid, Sage Master
Builder automatically assigns status 4-Paid. If you void the record, Sage Master Builder automatically assigns status 5-Void.
About payable invoice types
Type Description
Use 1-Contract when the invoice affects the billing for the referenced subcontract.
1-Contract
A payable invoice with this type increases the vendor balance, but a credit invoice assigned this type reduces the vendor balance.
2-Memo
Use 2-Memo when the invoice does not affect the billing for the referenced subcontract.
Options for saving payable invoices
From the File menu, you can select from three ways to save an invoice.
Menu
Command
What it does
Save
Saves the invoice or credit.
If you indicated an account in the direct expense or
WIP range of accounts, Sage Master Builder prompts you to create a job cost record.
If you indicated an account in the equipment expense range of accounts, Sage Master Builder prompts you to create an equipment cost record.
Inserts the invoice total in the Set to Pay box, and saves the invoice or credit.
Set/Set to Pay
If you indicated an account in the direct expense or
WIP range of accounts, Sage Master Builder prompts you to create a job cost record.
If you indicated an account in the equipment expense range of accounts, Sage Master Builder prompts you to create an equipment cost record.
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Menu
Command
What it does
Saves the invoice or credit and creates the cost records for you.
Save/Autocost
If you indicated an account in the direct expense or
WIP range of accounts, Sage Master Builder automatically creates a job cost record.
If you indicated an account in the equipment expense range of accounts, Sage Master Builder automatically creates an equipment cost record.
Entering retention as a flat rate for accounts payable invoices
You can add a retention rate to the entire job which applies a single retention rate to all the job invoices. You can also enter retention to individual invoices as a flat rate.
To enter retention as a flat rate for accounts payable invoices:
5. Open 4-2 Payable Invoices/Credits.
6. Locate the invoice to which you want to add retention.
7. Under the grid, locate the Retain box, type an amount, and press the Enter key.
8. Select File > Save.
Verifying contract balances
When saving a payable invoice for a vendor, Sage Master Builder refers to the Verify Contract
Balance option to determine if the invoice amount exceeds the contract balance. If the payable invoice does exceed the balance, Sage Master Builder provides you with a warning.
IMPORTANT:
After activation, the warning feature stays on until it is manually de-selected. In addition, you must be logged in as supervisor to turn this feature on and off.
To verify contract balances:
6. Open 4-2 Payable Invoices/Credits.
7. Select Options, then Verify Contract Balance.
8. Complete all necessary information for the invoice.
Reprinting accounts payable checks
To reprint an accounts payable check:
4. Void the check.
5. Open 4-3 Vendor Payments.
6. Select the invoices for payment.
7. Set the invoice you want to pay.
8. Print the check.
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About managing old debts in accounts payable
Sometimes there are situations where a subcontract or invoice will never be fully paid. To clear the debt from the books, you can post a credit invoice against a specific invoice to the Bad Debt
Expense account. Sage Master Builder then changes the status of both invoices to 4-Paid.
If you enter a credit invoice but do not reference it against a specific invoice, apply the credit in the 4-
3 Vendor Payments window. Then print a $0 check to blank paper using a check number outside the normal range of check numbers.
Charging for Workers Compensation insurance on invoices
Insurance charges appear as credits on the subcontractor’s invoice, but are not included on the
Workers’ Compensation report. Sage Master Builder creates the report from payroll records.
To charge for insurance on an invoice:
5. Open 4-2 Payable Invoices/Credits.
6. Create the payable invoice.
7. Click the Comp button.
8. On the File menu, click Save.
About payable credits
There are many circumstances when you might have to enter a credit invoice. Suppose you return materials to a vendor. With the return of the materials, it is necessary to reduce the accounts payable.
When you save a credit invoice, Sage Master Builder reduces the vendor balance. However, the credit invoice retains status 1-Open until you apply it against other invoices in the Vendor
Payments window. After you have applied the credit balance to other invoices, Sage Master Builder assigns the credit invoice status 4-Paid.
You can also apply a credit invoice to an invoice at the time you save the record. If the invoice is fully paid by means of the credit invoice, Sage Master Builder changes the status of the invoice to 4-Paid.
If the invoice still has a balance after applying the credit, the invoice status is not changed. Likewise, if the entire amount of the credit is applied, the status of the credit invoice changes to 4-Paid. If a credit invoice still has a balance after applying it to an invoice, the status of the credit invoice remains unchanged. You can then apply the remaining credit invoice balance to other invoices in the Vendor
Payments window.
IMPORTANT:
You cannot reverse a credit invoice after applying it to an invoice. If you have applied a credit invoice to the wrong invoice, make reversing entries to correct the error.
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Credit invoices and applying them to invoices in 4-2 Payable Invoices-
Credits
When you apply a credit, Sage Master Builder adjusts the invoice and vendor balance. If the credit has a balance after applying it to an invoice, Sage Master Builder assigns the credit status 1-Open, but if the entire amount of the credit is applied, Sage Master Builder assigns it status 4-Paid.
To enter a credit invoice and apply it to an invoice:
5. Open 4-2 Payable Invoices/Credits.
6. Do the following:
1. In the Invoice# text box, enter the credit invoice number.
2. In the Date text box, enter the invoice due date.
3. If the credit invoice is for a purchase order, in the Order# text box enter the purchase order number.
4. If the credit invoice is for a subcontract, in the Contract# text box enter the subcontract number.
5. In the Vendor text box, enter the vendor number.
6. In the Job text box, enter the job number.
7. If the job uses phases, enter the phase number in the Phase text box.
8. In the Description text box, enter a brief statement about the credit.
9. In the Reference# text box, enter the payable invoice number to which you want to apply the credit.
10. In the Due Date text box, enter the invoice due date.
11. In the Discount Date text box, enter the due date. This is the last day by which the vendor can receive payment for you to receive a discount.
12. In the Status list, click the invoice status.
13. In the Type list, click the invoice type.
7. In the grid, do the following:
1. In the Description cell, enter a brief statement about the credit.
2. In the Quantity cell, enter the quantity of items as a negative amount.
3. In the Price cell, enter the price for a single item.
4. In the Account cell, enter the ledger account number.
8. Repeat step 3 for each item.
9. Save the credit invoice.
Applying a vendor check to an outstanding accounts payable credit invoice
If you already have a credit invoice in 4-2 Payable Invoices/Credits, and you have received a check from a vendor, use this procedure to apply the check to your account.
This procedure assumes that you do not have any outstanding invoices to apply the credit against and that you do not plan to do business with this customer in the future. The vendor check is a final pay-off check.
To apply a vendor check to an outstanding accounts payable credit invoice:
6. Open 4-2 Accounts Payable Invoices/Credits.
7. Locate the outstanding credit invoice.
8. From the menu, select Edit > Copy Invoice.
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9. From the menu, select File > New.
10. From the menu, select Edit > Paste Invoice.
11. Type the original Invoice# in the Reference# box.
12. Change the original Invoice# to the check number sent by the vendor.
13. In the grid, change the original Quantity to a positive value.
14. For example, if the number is -1, change it to 1.
15. Press the Enter key, and verify that the Total is now a positive value.
16. In the grid, change the original Account to the checking account that will receive the deposit.
17. Save the invoice, and on the message stating that the reference invoice was found, select Yes to apply this invoice to the original payable credit invoice.
Entering open credit invoices
When you apply a credit, Sage Master Builder adjusts the invoice and vendor balance. If the credit has a balance after applying it to an invoice, Sage Master Builder assigns the credit status 1-Open, but if the entire amount of the credit is applied, Sage Master Builder assigns it status 4-Paid.
To enter an open credit invoice:
5. Open 4-2 Payable Invoices/Credits.
6. Do the following:
1. In the Invoice# text box, enter the credit invoice number.
2. In the Date text box, enter the invoice due date.
3. If the credit invoice is for a purchase order, in the Order# text box, enter the purchase order number.
4. If the credit invoice is for a subcontract, in the Contract# text box, enter the subcontract number.
5. In the Vendor text box, enter the vendor number.
6. In the Job text box, enter the job number.
7. If the job uses phases, enter the phase number in the Phase text box.
8. In the Description text box, enter a brief statement about the credit.
9. In the Reference# text box, enter the payable invoice number to which you want to apply the credit.
10. In the Due Date text box, enter the invoice due date.
11. In the Discount Date text box, enter the due date. This is the last day by which the vendor can receive payment for you to receive a discount.
12. In the Status list, click the invoice status.
13. In the Type list, click the invoice type.
7. In the grid, do the following:
1. In the Description cell, enter a brief statement about the credit.
2. In the Quantity cell, enter the quantity of items as a negative amount.
3. In the Price cell, enter the price for a single item.
4. In the Account cell, enter the ledger account number.
8. Repeat step 3 for each item.
9. Save the credit invoice.
TIP:
When making vendor payments, you can apply the credit invoice.
Reversing accounts payable checks from a prior year
In your current company, create a 4-2 Payable Invoice that debits your checking account. When you use your checking account in the grid of the invoice, and post the invoice to period 00-Prior
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Year, your checking account is increased by the amount of the check, and your beginning balances are adjusted.
IMPORTANT:
When you reverse a check from the prior year, it’s usually necessary to reverse the resulting prior year invoice.
To reverse an accounts payable check from a prior year:
6. Open the 4-2 Payable Invoices/Credits window in the current directory.
7. From the Edit menu, choose PEriod, and from the Posting Period list, double-click 00-Prior Year.
8. In the confirmation message, click Yes to verify that you want this period.
9. In the Invoice# box, type the check number for the check you are reversing.
10. In the Date box, type the date of the original check.
11. In the Description box, type an appropriate description.
12. In the Vendor box, type the vendor number.
13. In the Due Date box, type the original invoice due date.
14. In the Disc Date box, type the original discount date.
15. From the Type drop-down list, select 2-Memo.
16. In the grid:
1. In the description box, type a description.
2. In the Quantity box, type 1.
3. In the Price box, type the amount of the check you are reversing.
4. In the Account box, enter the checking account from which the original check was posted.
17. From the File menu, Save to record the transaction.
18.
When the message, Post to archive? appears, choose whether or not to affect the archive. The archive is selected in the 7-2 Company Information window. The correct archive selection should represent the prior year. When you choose to affect the archive, a duplicate transaction is posted in your archive file.
The prior year accounts payable check is now reversed.
The reversing entry created using the steps above appears as a deposit to checking in the general ledger and creates a new zero difference between the original
AP check and the AP invoiced created to reverse it.
If you need to repay the invoice that the reversed check originally paid, pay this invoice.
If you need to reverse the AP invoice from prior year, see the topic, Reversing accounts payable invoices from a prior year .
Reversing accounts payable invoices from a prior year
Applying accounts payable credits to an accounts payable invoices
About posting to the period 0 archive
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About voiding payable invoices
If you discover an invoice was entered incorrectly, you need to determine the best method to correct the error. For example, if the error is in the header information, you can often correct the error by editing that information.
When the invoice contains an incorrect job number, tax district, ledger account, or amount, you can void the invoice and then re-enter it with the correct information. By voiding and re-entering the invoice, you create a clear audit trail.
There are also circumstances when you cannot void the original record. For example, you cannot void a credit invoice that has been applied in full or an invoice posted to period 0. Because you cannot void these types of transactions, it is necessary to enter an adjusting invoice.
Before voiding an invoice, however, you need to reverse all the payments posted to it. Then you can enter the invoice correctly and reapply the payments.
Voiding payable invoices
Consider these points before voiding payable invoices: o o o
Before you void an invoice, consider displaying the payment history to determine which checks to void.
Display the payment history to determine which checks to void. Before voiding each check, note its record status.
If you void payments, you may need to re-enter the payments through the 4-3 Vendor Pay-
ments window. Print the checks to blank paper because you do not need to reissue the checks. If a payment covers more than one invoice, re-enter the check for all affected invoices.
After reentering payments, assign the correct record status to each payment through the 1-3
Journal Transactions window.
To void a payable invoice:
7. Open 4-2 Payable Invoices/Credits.
8. Using the data control, select the record.
9. If an amount appears in the Paid box, click the Payments button to obtain the Trans# (the same as the check number), and then void the payments.
10. On the Edit menu, click Void Invoice.
Freight Costs
Entering freight costs and variances in materials costs
Sage Master Builder creates a payable invoice from a record saved in the 12-4 Purchase Order
Receipts window. You have the option of selecting the invoice’s status (2-Review or 3-Dispute) when entering purchase order receipts. When you receive the invoice, enter the freight costs or variances in materials costs in the 4-2 Payable Invoices/Credits window.
Consider these points before entering the costs and variances: o You can only post freight costs or variances in materials costs to an invoice assigned status 1-Open,
2-Review, or 3-Dispute.
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Sage Master Builder allows one entry per text box. You can enter a freight amount, save the invoice, then go back later to the same invoice and add a variance amount. After an amount is entered in a text box, that box is unavailable and is no longer available.
Freight costs and the variance in materials costs each appear as separate lines in the journal transaction.
When posting the invoiced costs against a job, Sage Master Builder assigns the freight costs to the first job cost record.
To enter freight costs or variances in materials costs:
7. Open 4-2 Payable Invoices/Credits.
8. Using the data control, select the invoice.
9. In the Variance text box, enter the total variance in the cost of materials.
10. In the Freight text box, enter the shipping costs.
11. On the File menu, click Save.
Sales and Use Taxes
Using the purchase order sales tax
When you enter a new invoice using information from a specific purchase order, the sales tax defaults from the selected purchase order to the new invoice in the 4-2 Payable Invoices/Credits window. The sales tax appears in the grid and calculates into the total. If changes are made to the
Quantity or Price columns in the grid, the Sales Tax and Total amounts are recalculated automatically.
If necessary, you can overwrite the imported sales tax amount in the grid manually. If you do that, however, Sage Master Builder no longer computes the sales tax for the record automatically if you make any subsequent changes to the Quantity or Price.
Each line item on a purchase order is not independently designated as taxable or non-taxable. The entire purchase order is subject to one designation and the sales tax from the purchase order will be imported to the invoice accordingly.
You can choose to clear the Use PO Sales Tax option and then calculate and add the sales tax to the invoice manually.
To deactivate the Use PO Sales Tax option:
8. Open 4-2 Payable Invoices/Credits.
9. On the Options menu, click Use PO Sales Tax.
About use taxes for payable invoices
Some states levy a use tax on out-of-state purchases. Sage Master Builder adds two lines to the invoice. The first line for the use tax debits the same ledger and subsidiary accounts indicated on the first row. For example, if the first row debits the Materials ledger account, the use tax also debits the
Materials ledger account.
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The second line for the use tax debits a negative amount to the Sales Tax Payable account, increasing the balance. The Sales Tax Payable account is set up on the Receivables tab in the 1-8
General Ledger Setup window.
Charging use tax on invoices
Consider these points before charging use tax on invoices: o o
Sage Master Builder adds two lines to the invoice. The first line for the use tax debits the same ledger and subsidiary accounts indicated on the first row. For example, if the first row debits the
Materials ledger account, the use tax also debits the Materials ledger account.
The second line for the use tax debits a negative amount to the Sales Tax Payable account as indicated on the Receivables tab in the 1-8 General Ledger Setup window, thus increasing its balance.
To charge use tax on an invoice:
6. Open 4-2 Payable Invoices/Credits.
7. Create the payable invoice.
8. Click the Use Tax button.
9. On the File menu, click Save.
Work in Progress and Percentage Complete Accounting
About work in progress (WIP)
Many contractors refer to any project in the process of completion as a work-in-progress (WIP). You can print a WIP report for any job to determine the WIP adjustment for percentage complete accounting. Using this adjustment, you can post a transaction that allows you to compare the revenue generated during a given fiscal period to the expenses incurred during the same fiscal period.
WIP also refers to a method of accounting used with speculative projects. Because the contractor owns the project, the contractor must declare improvements to the property as an asset. When the contractor sells the property, he or she then declares the revenue and expense.
Work in progress accounting
Caution!
Consult your accountant for detailed information about
WIP transactions before proceeding to use WIP accounting.
Contractors who own and develop projects sometimes use a different method of accounting than those who develop projects for a client. When a contractor is involved in speculative work, bookkeepers or accountants often use work-in-progress (WIP) accounting. Because the company owning the project is performing the work, the company cannot expense the costs incurred during
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Chapter 4 176 improvement of the property. While improvements do not generate income, they increase the value of the asset.
In WIP accounting, when you improve the property the costs incurred are posted to WIP accounts, located in the asset range of the general ledger. Liabilities, such as loans, post to the standard liability accounts until the sale of the property. Upon completion and sale of the project, the expenses and income are declared.
IMPORTANT:
If you have turned on the WIP
Verification for job costs, and are posting job costs to a job that is marked Post to WIP, you cannot post to a direct expense account. A message appears: WIP
Posting is not = to job costs. You must correct your posting before you can save.
IMPORTANT:
If you have turned on the WIP
Verification for job costs, and are posting job costs to a WIP (Asset) ledger account for a job that is marked for Post to WIP, a message appears: WIP Posting is
not = to job costs. You must correct your posting before you can save.
When you create the asset accounts for a speculative project, designate at least one WIP account in the asset range. It is far more common, however, to establish a ledger account for each cost type such as labor, materials, or equipment. The pre-built ledger account structures supplied with Sage
Master Builder include WIP accounts. If your company is working on several speculative projects, set up subsidiary accounts using the job number as the subsidiary account number.
Setting up WIP verification
WIP verification can be turned on or off for each transaction that has job costs associated with it.
IMPORTANT:
If you have turned on the WIP Verification for job costs, and are posting job costs to a job that is marked
Post to WIP, you cannot post to a direct expense account. A message appears: WIP Posting is not =
to job costs. You must correct your posting before you can save.
If you have turned on the WIP Verification for job costs, and are posting job costs to a WIP (Asset) ledger account for a job that is marked for Post to
WIP, a message appears: WIP Posting is not = to
job costs. You must correct your posting before you can save.
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To set up WIP verification:
6. Open the transaction that has job costs on it.
7. For example, from 4-2 Payable Invoices/Credits, open a transaction.
8. From the main menu, click Costs, then click Job Costs.
9. From the Job Costs window menu, click Options.
10. From the Options menu, click WIP Verification.
11. Click Options again to verify that there is a check mark in front of the WIP verification.
About percentage complete accounting
Using percentage complete accounting, also referred to as over/under billing, you declare income during the period that you earn it, determined by the percentage of work completed. The percentage complete accounting method allows you to compare the expenses and income generated during the same period. Otherwise, reports such as income statements provide a misleading view of the profitability because it contains the expenses for the current period and income for previous periods.
Instead of determining the WIP adjustment manually, you can print the 6-1-7 Over/Under Billing
Report to determine the over or under billing for any job currently in progress. Because the report calculates the WIP adjustment, you only need to post the necessary journal transactions.
Sage Master Builder uses the following process to determine the WIP adjustment. To establish the percentage of work completed, the program divides the accumulated costs by the amount of the current budget. Then to determine the income earned, it multiplies the revised contract (the amount of the original contract plus approved change orders) by the percentage of work completed. Finally, the program subtracts the total amount of the receivable invoices assigned type 1-Contact from the amount of income earned. The resulting amount is the WIP adjustment.
For example, a contractor is working on a home remodel that was budgeted at $100,000 and contracted for $150,000. With $50,000 in costs at the time of billing, the project is 50% complete. The contractor has therefore earned 50% of the contracted amount, which is $75,000. As the contractor has not previously billed anything for the project, there are no billed invoices to deduct from the earnings. The resulting $75,000 WIP adjustment is posted in the 1-3 Journal Transactions window.
Usually an Over Billing account is set up in the Payable range of accounts and an Under Billing account is set up in the Receivable range of accounts. In addition, an Over/Under Billing account is set up in the Income range of accounts. When you have determined the amount of the WIP adjustment, post a journal transaction. If the WIP adjustment is a positive amount, debit the receivable account and credit the income account. If the WIP adjustment is a negative amount, credit the payable account and debit the income account.
Some companies reverse the WIP adjustment in the subsequent fiscal period.
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4-3 Vendor Payments
About 4-3 Vendor Payments
This section of Sage Master Builder includes 4-3-1 Select Invoices to Pay and 4-3-2 Pay
Vendors.
4-3-1 Select Invoices to Pay
When you open 4-3-1 Select Invoices to Pay, the program displays the Invoice Selection window on top of it. The Invoice Selection window provides several ways to select criteria by which you pick the vendors you want to pay. After you set your search criteria and click OK, the vendor data populates the grid on 4-3-1 Select Invoices to Pay. To review a record, select a row and click the Drill Down button. To pay the full amount on the invoice, select a row and click the Pay button.
You can also type an amount in the Set to Pay column. Save your work, and open 4-3-2 Pay
Vendors.
4-3-2 Pay Vendors
In 4-3-2 Pay Vendors, you see the list of vendors in the grid. The invoices are totaled by vendor.Use the Select All button to pay all vendors, or click a check box to pick individual vendor to pay.
You can select several methods of payment using the Pay By drop-down list: Check, Voucher, or
Credit Card. A text link also provides a way to print lien waivers for payable invoices. You can also apply credit invoices to invoices.
You can print several reports directly from text links on the window.
o o o
Print Set to Pay Report
Print Check Transmittal Report
Print Lien Waivers
Using the Pay By box, you can select to pay by:
o o o
Check
Voucher
Credit Card
About the Invoice Selection window
When you click 4-3-1 Set Invoices to Pay on the menu tree, the program displays the Invoice
Selection window overlaying the 4-3-1 Set Invoices to Pay window. You use the Invoice
Selection window to set the criteria by which the invoices will be displayed in the 4-3-1 Set
Invoices to Pay grid area.
The window offers six sets of criteria. The following list describes some examples of what you find: o o o
Under Selection Criteria: Vendor, Job, Due Date, Disc. Date
Under Pay Options: Exclude Vendors with Overdue Certificates, Pay Retentions
Under Sort: Record#, Vendor, Job, Vendor/Job
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Under Status: Open, Review, Dispute
Under Sort By: Number, Name
Under Display: All Invoices, Job Invoices Only
TIP:
Save a specific combination of criteria by clicking
Defaults > Save.
TIP:
If you do not select any criteria, the programs selects all Open invoices.
Selecting invoices
You use the Invoice Selection window to set the criteria by which the invoices will be displayed in the 4-3-1 Set Invoices to Pay grid area.
To select invoices:
5. On the Invoice Selection window, do any of the following as required:
1. Under Selection Criteria, enter selection criteria.
2. Under Pay Options, select from among the check boxes.
3. Under Sort, select the sort criteria.
4. Under Status, accept the default status of Open, or select a different status.
5. Under Sort By, select to either sort the invoices by Number or Name.
6. Under Display, select from among the display options.
6. Click OK.
TIP:
You can save the selection criteria set up by clicking Defaults > Save.
TIP:
If you do not select any criteria, the programs selects all Open invoices.
About 4-3-1 Select Invoices to Pay
When you open 4-3-1 Select Invoices to Pay, the program displays the Invoice Selection window first with the primary window in the background. This allows you to set the criteria by which you will select invoices. After you select the criteria and click OK, the program populates the 4-3-1
Select Invoices to Pay window with invoices.
The window contains five buttons providing tools for working with the selected invoices: When you click: o o o o o
Open - Assigns the status of Open to selected invoices.
Review - Assigns the status Review to selected invoices.
Pay - Sets selected invoices to pay their full default amount.
No Pay - Removes the set to pay amount for the selected invoices.
Past - Sets selected invoices to pay with a discount, even if they are past the discount date.
To pay the full invoice balance, select the invoice and click the Pay button. If you do not want to pay the entire balance of the invoice, enter a different amount. For example, you can make partial
4-3 Vendor Payments
Chapter 4 180 payments to vendors and their second payees by entering a Set To Pay amount for any amount less than the stated invoice.
If an invoice was previously set to pay and you decided not to pay it at this time, then select the invoice, and click the No Pay button.
When the invoices are displayed, select an invoice and enter the amount to pay and any applicable discount. If the invoice has already been set to pay, that amount appears on the Set To Pay column.
When you set an invoice to pay, Sage Master Builder deducts the available discount from the invoice balance and displays the result in the Set To Pay column.
If the payment date to receive a discount has passed, Sage Master Builder displays past in the
Discount column next to the discount amount and does not deduct the discount from the invoice balance. To take the discount, select the invoice, and click the Past button instead of the Pay button.
IMPORTANT:
You must save your changes in order for the program to recognize the Set To Pay amount.
IMPORTANT:
If vendors’ certificates are expired, invoices will not appear unless you clear the Exclude
Vendors with Overdue Certificates check box on the Invoice Selection window.
IMPORTANT:
If you select Exclude Vendors with
Overdue Certificates and have indicated Yes in the
Stop Pay text box in the Certificates window in 4-4
Vendors (Accounts Payable), the program excludes the vendors from the invoice selection in 4-3-1 Select
Invoices to Pay.
About 4-3-2 Pay Vendors
Using the 4-3-2 Pay Vendors window, you can print checks, vouchers, and lien waivers for payable invoices. You can also print zero dollar checks.
In addition to printing regular, single-party checks, you can print two-party checks with a secondary payee. When working with secondary payees, the grid displays the secondary payee name appended to the vendor, along with the word “and.” This is similar to the way the payee appears on the printed check.
When you open the 4-3-2 Pay Vendors window after setting invoices to pay using 4-3-1 Set
Invoices to Pay, the selected vendors appear in the grid area. When you select a vendor using the
Payee check box, the program displays the amount in the Total Selected for Payment box. Then you select a method of payment. You can pay by check, voucher, or credit card. You can click the
Change the posting period button to change the posting period.
Printing Reports and Waivers
The window displays three text links:
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Print Set to Pay Report - Opens the 4-3-1 Report Printing window with the 21-Set to Pay
Report selected.
Print Check Transmittal Report - Opens the 4-3-2 Report Printing window with the 21-
Check Transmittal Report selected.
Print Lien Waivers - Opens the 4-3-3 Report Printing window with the 21-Lien Waiver selected.
Printing vendor payment checks
Before printing vendor payment checks, consider these two points: o o
If applicable and before printing checks, you must print lien waivers. Click the Print Lien Waivers text link in the lower-left corner of the window.
If the amount of payment to a vendor results in a zero amount through the application of a credit, you must print a $0 check. Printing the $0 check is a necessary procedure to complete the invoice payment process. In the Report Printing window, select the Print $0 Checks check box.
Caution!
Only print accounts payable checks from one company and from one computer at a time. Printing accounts payable checks from one company and more than one computer at a time may cause duplicate check numbers and duplicate payments.
To print vendor payment checks:
7.
Open 4-3-2 Pay Vendors.
The total invoices of the vendors you have selected using 4-3-1 Set Invoices to Pay appear in the grid area.
8. Click the Select All button, or alternatively select vendors individually.
9. Click the Pay By drop-down arrow, and select either to pay by check, voucher, or credit card.
10. Click OK.
1. If you are paying by check, on the 4-3-5 Report Printing window, select the Report Form that suits your business. Your choices are 21-Open Stub, 22-Formatted Stub, and 23-No Job
Stub. Then click the Print records icon.
When you print checks, Sage Master Builder creates ledger transactions. You can also specify the sorting of the invoices on your check stub. Select the option to sort the invoices in the 4-3-5
Report Printing window. Sage Master Builder prints the invoice numbers on the check stub; however, sometimes more than one check stub is required to print all the invoices. You can print additional check stubs with void checks to complete the printing of the invoices. In the Report Printing window, select the Multiple Checks check box.
2. If you are paying by voucher, on the 4-3-4 Report Printing window, select the appropriate
Report Form and click the Print records icon.
3. If you are paying by credit card, the program displays the Credit Card Selection window. Specify a
Card Issuer Account, a Credit Card, a Trans#, a Trans Date, and click OK.
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Printing separate checks per invoice by vendor
When you enter a vendor or edit a vendor’s information, you can specify that you want the system to print separate checks per invoice for that vendor when you pay them.
To print separate checks per invoice by vendor:
5. Open 4-4 Vendors (Accounts Payable), and select a vendor.
6. Select the Separate Checks check box.
7. On the file menu, click File > Save.
Applying open credits to payable invoices
When applying an open credit to a payable invoice, consider the following: o o
If the amount of payment to a vendor results in a zero amount through the application of a credit, you must print a $0 check. Printing the $0 check is a necessary procedure to complete the invoice payment process. In the Report Printing window, select the Print $0 Checks check box.
Sage Master Builder prints the invoice numbers on the check stub; however, sometimes more than one check stub is required to print all the invoices. You can print additional check stubs with void checks to complete the printing of the invoices. In the Report Printing window, select the Mul-
tiple Checks check box.
To apply an open credit to a payable invoice:
6. Open 4-3-1 Set Invoices to Pay.
7. On the Invoice Selection window, select the invoices you want to display in the 4-3-1 Set Invoices to
Pay grid area, and click OK.
8. Select an invoice.
9. Under the Set to Pay column for that invoice, enter the amount to which you want to apply a credit. This must be a positive amount.
10. Locate the credit invoice, and enter the credit amount to apply. This must be a negative amount.
11. Repeat steps 3, 4 and 5 for each invoice to which you want to apply a credit.
12. On the File menu, click Save.
Applying accounts payable credits to accounts payable invoices
When you need to apply accounts payable invoices and accounts payable invoice credits, use 4-3-1
Set Invoices to Pay.
Credit invoices (invoices with a negative value) appear in the grid under the Invoice Total column along with other invoices. Setting the invoice selection criteria to display invoices by vendor will group invoices together.
To apply credits to invoices:
6. Open 4-3-1 Set Invoices to Pay.
7. On the Invoice Selection window under Selection Criteria, select a vendor or a job, and click OK.
The grid populates with all open invoices for that vendor or job.
8. In the Set to Pay column, enter the invoice amount to pay, and repeat for all invoices that need to be paid. This must be a positive amount.
9. Locate the credit invoice, and enter the credit amount to apply. This must be a negative amount.
10. Click File > Save.
11. Open 4-3-2 Pay Vendors, and select the check boxes of the vendor payee.
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12. As required, click the Change the posting period icon to select the appropriate posting period, and then click OK.
13. On 4-3-5 Report Printing, on the Report Criteria tab:
14. Select the desired report number.
15. Select the desired Report Form from the list.
16. In the Vendor field, type the vendor number.
17. Select the Print $0 Checks box.
18. From the File menu, click Print.
19. On the Check Printing window, in the Checking Account box, type the appropriate cash account.
20. In the Starting Check Number box, type the appropriate check number.
21. In the Check Date box, type the date of the check.
22. Click OK.
23. To the message, Reminder: [number] check(s) will be printed, verify that the information is correct, and then click OK.
24. Finally, select Assign check numbers for ALL checks on the Assign/Post Checks window if the check has correctly printed.
Changing the status of payable invoices
In the 4-3-1 Set Invoices to Pay window, you can change the status of an invoice between 1-Open and 2-Review. You cannot change the status of invoices that have a status of 3-Dispute, 4-Paid, or
5-Void.
To change the status of payable invoices:
5. Open 4-3-1 Set Invoices to Pay.
6. On the Invoice Selection window under Selection Criteria, select criteria with which to populate the grid area on 4-3-1 Set Invoices to Pay.
7. Review the Status column for invoices whose status you want to change.
8. Select the row of that invoice, and then click Open or Review.
About vendor payment reports
The 4-3-2 Pay Vendors window provides text links to these reports.
Set to Pay
Report
Check
Transmittal
Report
To
Review the invoices for each vendor that you have set to pay. The report provides the invoice balance, invoice retention, discount available, and the amount set to pay for each invoice. The report also summarizes the data for each vendor and provides grand totals.
Lists the invoices that you are paying. When the list of invoices is too long to fit the check stub, you can supply the vendor with a check report.
The in the Minimum Number of Invoices box on the Check Transmittal Minimum Invoice Number window controls the minimum number of invoices that the payment references.
To set a minimum number before writing a check,
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Chapter 4 184
Lien Waiver
Report
To
enter a number in the Minimum Number of
Invoices box.
Leave the box blank if you do not need to set a minimum number of invoice references.
When you print the Check Transmittal Report,
Sage Master Builder determines which checks meet the minimum and prints a report for each.
Displays the lien waiver information for the contractor for invoice or invoices that are set to pay.
The check report uses the set-to-pay information; therefore, you must print the check report before printing the vendor checks.
Lien Waivers and Vouchers
About lien waivers
A lien waiver is a document signed by a contractor, subcontractor, or other supplier of goods or services stating that the supplier has been paid for the work performed or goods supplied and waiving the supplier's right to file a claim against the property.
In the 3-5 Jobs (Accounts Receivable) window, you can track the lien waivers that you receive for each job. You can also print lien waivers for vendors receiving payment through the 4-3 Vendor
Payments window.
IMPORTANT:
You must print lien waivers before printing payable checks or vouchers. You can also save the lien waiver as a PDF file and reprint it later.
Printing lien waivers
You can print lien waivers for subcontractors to sign upon receipt of payment. The waiver details the invoices, invoice balances, and amount paid. The generic text can be modified so that the lien waiver complies with your state requirements.
IMPORTANT:
You must print lien waivers before printing payable checks or vouchers. You can also save the lien waiver as a PDF file and reprint it later.
To print a lien waiver:
6. Open 4-3-1 Set Invoices to Pay.
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7. On the Invoice Selection window under Selection Criteria, select criteria with which to populate the grid area on 4-3-1 Set Invoices to Pay.
8. On 4-3-1 Set Invoices to Pay for each invoice, enter the amount you want to pay in the Set to Pay box.
9. Click File > Save, and then open 4-3-2 Pay Invoices.
10. Select the check boxes of the invoices for which you want print lien waivers, and then click the text link,
Print Lien Waivers.
11. On the 4-3-3 Report Printing window on the Report Criteria tab, select the report number, report form, and set the criteria.
12. On the toolbar, click one of the printing options, such as the Print records icon.
Paying by vouchers
Lending institutions use vouchers to control the job expenditures of a contractor’s speculative work.
When you are ready to pay materials suppliers and subcontractors, print and send the vouchers to the lender. The lender then pays the vendors based on the amounts indicated on the vouchers.
Because the lender is making the payments, vouchers do not affect your cash balance. They do, however, affect the balance of your Loan Payable account.
To pay by voucher:
6. Open 4-3-2 Pay Vendors.
Invoices that you have selected using 4-3-1 Set Invoices to Pay appear in the grid area.
7. Click the Select All button, or alternatively select invoices individually.
8. Click the Pay By drop-down arrow, and select pay by Voucher.
9. Click OK.
10. On the 4-3-4 Report Printing window, select the appropriate Report Form and click the Print records icon.
11. Enter a transaction to record the loan disbursement.
The vouchers work like checks in that you can print vouchers to paper. The program displays these options: Post ALL vouchers, Post vouchers
through voucher#, or Do not post any vouchers.
Posting loan disbursements
After printing the vouchers, you need to enter a transaction showing the lender’s disbursement of funds to the vendors.
For speculative jobs, enter a transaction in the 1-2 Deposits and Interest window that debits the
Voucher Clearing account and credits the Loan Payable account.
For all other jobs, enter a transaction in the 3-3 Cash Receipts window that debits the Voucher
Clearing account and credits the appropriate receivable invoices.
4-4 Vendors (Accounts Payable)
About 4-4 Vendors (Accounts Payable)
Vendor records provide quick access to vendor information for payable invoices, 1099 balances, ordering materials, and subcontract management. Create a vendor record for each business that
4-4 Vendors (Accounts Payable)
Chapter 4 186 sends you invoices and each business to which you owe money or make regular payments. These vendors may include subcontractors, architects, engineers, and lenders.
In the 4-4 Vendors (Accounts Payable) window, you can review vendor-related information such as subcontracts, purchase orders, and invoices. You can also record any additional certificates a vendor is required to supply.
You would select the Internal Vendor check box to keep track someone you need in the vendor database, but not someone from whom you get invoices. Flagging a vendor as “internal” cause the program to display a message if you try to enter a payable invoice for that vendor.
Examples of internal vendors are architects, engineers, or other professionals who are involved with projects that you work on, but you are not the one contracting with them because you are not the general contractor or owner. You might, however, want to keep that information in the job record.
Internal vendors may also be fictitious entities, such as a generic lumber supply or generic tile subcontractor. You might want to use that entity for putting a “type” of vendor on parts for estimating and bid request reasons.
Entering vendor records
Consider these points before entering vendor records: o o o o o
Be sure to enter all the important information regarding vendors. Entries made in the 4-4 Vendors
(Accounts Payable) window are used for other functions, such as fax and email scheduling.
Some states levy a use tax on out-of-state purchases. You can enter the use tax rate in the Use
Tax Rate text box.
In some states, subcontractors are not required to carry Workers’ Compensation insurance. The general contractor often covers the liability of the subcontractor through the general contractor’s policy. You can enter the general contractor’s rate in the Compensation Rate text box.
Select the Internal Vendor check box to mark the vendor as an internal supplier, which only affects vendor reports.
Select the Separate Checks check box to tell the system to print separate checks for each invoice for each vendor.
Important:
Sage Master Builder uses information entered in the 3-
6 Receivable Clients window and 4-4 Vendors
(Accounts Payable) window for other functions such as scheduling and sending faxes and email messages.
If fax numbers and email addresses for vendors are not entered in these windows, then client and vendor contacts do not appear on the fax and email distribution lists.
To enter a vendor:
7. Open 4-4 Vendors (Accounts Payable).
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8. Do the following:
1. In the data control text box, enter the vendor number.
2. In the Short Name text box, enter a brief name for the vendor.
3. In the Vendor Name text box, enter the full vendor name.
4. In the Owner text box, enter the name of the person to contact at the vendor’s office.
5. In the Address 1, Address 2, City, State, and Zip text boxes, enter the address.
6. In the Federal Id# text box, enter the vendor’s Federal Identification Number.
7. In the State Id# text box, enter the vendor’s State Identification Number.
8. In the Resale# text box, enter the vendor’s resale number.
9. In the Account# text box, enter your account number the vendor uses to identify your company.
10. In the License# text box, enter the contractor’s license number.
11. In the Tax District text box, enter the sales tax district number.
9. In the Type list, click the vendor type.
10. As necessary, select the Internal Vendor check box.
11. If you need to send a separate check for each invoice, select the Separate Checks check box.
12. Click the Contact grid, do the following:
1. In the Contact Name text box, enter the contact's name.
IMPORTANT:
The first contact in the list is considered to be the primary contact in reports.
2. In the Job Title text box, enter the contact's job title.
3. In the Phone# text box, enter the contact’s telephone number.
4. In the Extension text box, enter the contact's telephone extension, as necessary.
5. In the Email text box, enter the contact's email address.
6. In the Cell# text box, enter the contact’s cellular number.
7. In the Fax# text box, enter the contact’s fax number.
8. In the Other# text box, enter the contact’s other telephone number.
9. In the Other Description text box, enter the contact’s other telephone number description.
10. In the Notes text box, enter any applicable notes about the contact.
13. Under Financial Information, do the following if it applies to the vendor:
1. In the 1099 list, click the 1099 status.
2. In the Minority list, click the type of minority if applicable.
3. In the 1099 Balance text box, enter the 1099 balance for the calendar year.
4. In the Year to Date Activity text box, enter the vendor balance for the current year.
5. In the Last Year Activity text box, enter the vendor balance for the previous year.
14. Click the Invoice Defaults tab, then do the following:
1. In the Ledger Account text box, enter the ledger account to which you want to post.
2. In the Cost Code text box, enter the default cost code.
3. In the Cost Type list, click the default cost type to assign.
4. In the Invoice Status list, click the status to assign an invoice or credit.
5. In the Purchase Order Warning list, click the warning status you want to assign to the vendor.
6. In the Due Terms text box, enter the cycle for the date when the invoice is due.
7. In the Discount Terms text box, enter the cycle for the date by which the vendor must receive payment for the discount to apply.
8. In the Discount Rate text box, enter the discount rate.
9. In the Use Tax Rate text box, enter the use tax rate.
10. In the Compensation Rate text box, enter the compensation rate.
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Chapter 4 188
15. Click the Other Defaults tab, then do the following:
1. In the RFP Type list, click the type of RFP you often create for the vendor.
2. In the Description text box, enter the default description for RFPs.
3. In the Purchase Order Type list, click the type of order you often create for the vendor.
4. In the Description text box, enter a brief statement about the purchase order.
5. In the Subcontract Type list, click the type of subcontract you often create for the vendor.
6. In the Description text box, enter a brief statement about the subcontract.
16. Enter the vendor licenses and certificates.
17. On the File menu, click Save.
About vendor financial information
Box
1099
Minority
1099
Balance
Year-todate
Activity
Last Year
Activity
What it does
Indicates the type of 1099 status.
Indicates the minority status of the owner. You can only assign one status to each vendor record.
When you post a vendor check, Sage Master Builder increments the 1099 balance.
If you are setting up Sage Master Builder during the calendar year, enter the 1099 balance for payments previously posted to the accounting.
Displays the total invoiced amount minus credits for the current year.
If you are setting up Sage Master Builder during the fiscal year, enter the activity for the current year.
Displays the total invoiced amount minus credits for the previous year.
If you are setting up Sage Master Builder during the fiscal year, enter the activity for the prior year.
Beginning
Balance
Displays the total balance of outstanding invoices at the beginning of the fiscal year. You cannot enter or edit an amount in this box.
Ending
Balance
Displays the total balance for outstanding invoices to date for the current fiscal year. You cannot enter or edit an amount in this box.
About vendor invoice defaults
The information you provide on the Invoice Defaults tab helps Sage Master Builder post an invoice and create the job cost records.
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Default What it does
Ledger
Account
Determines the default ledger account to which invoices are posted. For a materials supplier, for example, enter the materials expense account number.
When you enter a payable invoice, the material expense account defaults to the grid.
Some vendors may not post to one account regularly. If there is not a common account used by a vendor, leave the Ledger Account box blank.
Cost
Code
Determines the cost code to which you post the vendor.
Because cost codes may vary each time you post a record, consider leaving the Cost Code box blank.
Alternately, you can enter the lowest numbered cost code used by the vendor. You can then use the
Lookup window to display cost codes starting in the appropriate area.
Cost
Type
Invoice
Status
Determines the cost type to which you post the vendor.
Usually the cost type corresponds to the ledger account.
If you want to review all invoices or payments for a vendor, assign the vendor record Invoice status 2-
Review. Otherwise, Sage Master Builder assigns status 1-Open.
Purchase
Order
Warning
Restricts the ability to save payable invoices.
Due
Terms
Determines the date by which payment is due.
Determines the date by which payment is due for your business to receive a discount.
Discount
Terms
Discount
Rate
Use Tax
Rate
Comp
Rate
Determines the discount rate for early payment.
Determines the use tax on out-of-state purchases.
Determines the Workers’ Compensation insurance for subcontractors.
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Chapter 4 190
Default What it does
Lets you enter duplicate invoice numbers for a vendor.
Allow
Duplicate
Invoice
Number
The Invoice Number text box in the Payable
Invoices window can be set up to require a unique invoice number. The Allow Duplicate Invoice
Number check box lets you supersede the requirement for a unique invoice number for specific vendors such as the phone company.
About other vendor defaults
The information you provide on the Other Defaults tab helps Sage Master Builder create or export records.
Default
Purchase
Order Type
What it does
Determines the type of purchase order you normally create for the vendor.
Subcontract
Type
Determines the type of subcontract you normally create for the vendor.
About purchase order warnings
When saving a payable invoice for a vendor, Sage Master Builder refers to the selection made in the
Purchase Order Warning list in the vendor’s record. If the payable invoice does not meet the criteria, Sage Master Builder provides you with a warning.
Status
0-None
1-Warn if no PO
2-Require
PO
3-Warn if over PO$
4-Disallow over PO$
Description
Provides no warning.
Provides a warning if the invoice does not contain a purchase order number, but allows you to save the invoice.
Requires a purchase order number to save the invoice.
Provides a warning if the invoice amount exceeds the purchase order amount, but allows you to save the invoice.
Does not allow you to save an invoice when the invoice amount exceeds the purchase order amount.
About vendor certificates and expiration dates
You can track the expiration dates for Workers’ Compensation, liability insurance, contractor’s licenses, and other required certificates and licenses. When you enter a certificate or license, always
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01/01/1980. Later, you can determine which vendors have insurance or licenses that have expired.
IMPORTANT:
The 4-1-5-31 Vendor Worker's
Comp Report requires that the Workers’
Compensation insurance certificate information be in
Row 1 of the Certificates window grid.
You can control whether you receive a warning that a certificate has expired when creating a subcontract. You can also stop payment to a vendor if a certificate has expired.
When selecting vendor invoices for payment, you can exclude vendors with expired licenses. You can also print documents that you can send to vendors with expired licenses, requesting the new expiration dates to update your records. When you do not need dates for vendors such as lending institutions, leave the text boxes blank.
Reports on vendor certificates and expiration dates
You can run insurance reports to view which vendors have current and/or expired certificates.
n n n n n n
4-1-1-41 Insurance Report
4-1-1-42 Insurance Report~by Vendor Type
4-1-1-43 Insurance Report~Alpha
4-1-1-46 Insurance Report~with Notes
4-1-1-47 Insurance Report~by Vendor Type; with Notes
4-1-1-48 Insurance Report~Alpha; with Notes
Entering vendor certificates
In the Certificates window, you can create a list of the certificates a vendor must supply. For example, you might list the Workers’ Compensation insurance certificate, liability insurance certificate, contractor’s license, and hazardous materials certificate.
Because you can generate expired certificate reports based on a specific line number, consider entering the certificates in a specific order for each vendor. For example, Row 1 is the Workers’
Compensation insurance certificate, Row 2 is the liability insurance certificate, and Row 3 is the contractor’s license.
IMPORTANT:
The 4-1-5-31 Vendor Worker's Comp Report requires that the Workers’ Compensation insurance certificate information be in Row 1 of the Certificates window grid. To verify that Workers’ Compensation insurance certificate information is in Row 1, follow this procedure to view the information in the Certificates window.
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To enter vendor certificates:
7. Open 4-4 Vendors, and display the vendor.
8. On the Options menu, click Certificates.
9. In the Description text box, enter a brief statement about the certificate.
1. For example, type Workers’ Compensation.
10. In the Received text box, enter the date you received the certificate.
11. In the Expires text box, enter the date when the certificate has expired.
12.
In the Warning text box, type Y if you want to receive a warning. Type N if you do not want to receive a warning even though the certificate has expired.
The Warning column lets you control whether you receive a warning when creating a subcontract for a vendor with an expired certificate. You must select Exclude Vendors with Overdue
Certificates or Warn on Vendors with Overdue Certificates in the 4-3 Vendor Payments window. To activate these options, click the Selection button in 4-3 Vendor Payments.
13.
In the Stop Pay text box, type Y to stop payments to the vendor when the certificate expires. Type N if you want to pay the vendor even though the certificate has expired.
The Stop Pay column lets you control payments to the vendor by accessing the Invoice Selection window from the 4-3 Vendor Payments window. In the Invoice Selection window, you must also select Exclude Vendors with Overdue Certificates in order to exclude those vendors who meet the expiration criteria from receiving payment. It does not affect payments through the 1-1
Checks/Bank Charges window.
14. Repeat steps 3–7 for each certificate.
15. On the File menu, click Save.
Setting up vendor remittance
On occasion, it is necessary to substitute a different name on a vendor check. In the Vendor Remit window, you can add more lines to the grid by clicking in the last cell in the last row and pressing the
Enter key.
When you print the vendor checks, Sage Master Builder looks to the vendor remit table. If the vendor appears in the table, Sage Master Builder uses the payee information from the table in place of the information from the vendor record.
To set up vendor remittance:
6. Open 4-4 Vendors (Accounts Payable).
7. On the Options menu, click Vendor Remit.
8. The Vendor Remit Information window opens.
9. In the Vendor cell, enter the vendor number.
10. In the Payee Remit cell, enter the payee’s name.
11. In the Address 1 cell, enter the payee’s address.
12. In the Address 2 cell, enter any remainder of the payee’s address, if necessary.
13. In the City/State cell, enter the payee’s city and state.
14. In the Zip Code cell, enter the payee’s ZIP Code.
15. Repeat steps 3–9 for each vendor you want to include.
16. On the File menu, click Save.
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Deleting vendors
If a vendor has current year ledger activity or open invoices from a prior year, you cannot delete that vendor.
Caution!
When you delete a vendor, all prior year, paid, or void invoices related to that vendor are also deleted. This can affect invoices associated with current jobs. In addition, because the vendor has been deleted, only the vendor number will appear in job cost records.
To delete a vendor:
6. Open 4-4 Vendors (Accounts Payable).
7. Using the data control, select the record.
8. On the Edit menu, click Delete Vendor.
About vendor documents
4-1-6 Vendor Documents prints documents designed in 13-5 Form/Report Page Design for vendors. The type of vendor documents created can include transmittal forms, form letters, contracts, and proposal forms. When designing a vendor document, you can merge information from the vendor files. Save the vendor documents using the
*.docs_vendor
file name extension.
Setting up Workers Compensation rates for payable invoices
Some states do not require subcontractors to carry Workers’ Compensation insurance. In these states, the subcontractors use the general contractor’s insurance policy for the duration of the job, and the general contractor deducts the cost of coverage from payments to the subcontractor. Check with your state for compliance requirements as the laws vary in each state.
Sage Master Builder uses the Workers’ Compensation account indicated on the Payables tab in the
General Ledger Setup window to post payable invoice transactions.
To set up a Workers’ Compensation rate for payable invoices:
6. Open 4-4 Vendors (Accounts Payable).
7. Using the data control, select the vendor.
8. Click the Invoice Defaults tab.
9. In the Compensation Rate box, enter the rate at which you are charging the subcontractor.
10. On the File menu, click Save.
11. Open 1-8 General Ledger Setup.
12. On the Payables tab, enter the ledger account to which you are posting the charge to subcontractors in the Workers’ Compensation box.
13. On the File menu, click Save.
The credit does not appear on the Workers’ Compensation report, which only uses data from payroll records. To track and report the costs, create a separate
Workers’ Compensation ledger account.
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Chapter 4 194
Setting up use taxes for payable invoices
Some states levy a use tax on out-of-state purchases.
To set up use tax for a payable invoice:
5. Open 4-4 Vendors (Accounts Payable).
6. Using the data control, select the vendor.
7. Click the Invoice Defaults tab.
8. In the Use Tax Rate text box, enter the use tax rate.
9. On the File menu, click Save.
10. Open 1-8 General Ledger Setup.
11. On the Receivables tab, enter the ledger account to which you are posting sales tax.
12. On the File menu, click Save.
Secondary Payees
About secondary payees
The Secondary Payees window provides a way to add secondary payees to invoices. Secondary payees are most often involved with subcontractor invoices because they have sub-vendor suppliers who have lien rights to the project. It is critical to ensure that these suppliers get paid. The use of twoparty checks provides this assurance.
There are several ways to enter the secondary payees. You can do so when you enter a new subcontractor’s invoice in the 4-2 Payable Invoices/Credits window by entering the name and amount payable to each supplier in the Secondary Payees window. You can also add one or more secondary payees to existing vendor invoices.
You will notice upon looking at the Secondary Payees window that it has three main parts: the grid, the vendor line, and the totals line.
Grid
Columns
Description
Secondary
Payee
The name for the second party that will appear on the two-party check.
Amount
The total amount that should be paid on two-party checks to the payee.
Paid
Balance
To Pay
The total amount of payment made to this payee. This column is not editable.
The Amount minus the Paid as calculated by Sage
Master Builder. This column is not editable.
The amount scheduled for a two-party check. This column allows you to enter or edit the amount.
The vendor line appears under the grid. The information in the vendor line reflects information related to the grid columns for the vendor on the invoice.
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Vendor
Line
Vendor
Name
Amount
Paid
Balance
To Pay
Description
Displays the vendor name and the invoice information that applies directly to the vendor.
The amount is reduced as entry is made in the
Amount column in the grid. In other words, the vendor receives whatever funds remain after the secondary payee(s) are paid.
The total amount of payment that has been made directly to the vendor.
The Amount minus the Paid. It is likewise adjusted whenever the Amount on this line changes.
The amount scheduled for payment directly to the vendor. This text box allows you to enter or edit the amount.
The totals line appears under the double line and reflects the entire invoice. The To Pay total reflects the sum of all To Pay amounts on this window. Upon saving it is sent back to its corresponding field at the bottom of the 4-2 Payable Invoices/Credits window.
Retention values are not reflected on this window. Retention that is entered on 4-2 Payable
Invoices/Credits is held against the vendor’s balance. You cannot hold a portion of the invoice retention against a secondary payee; however, you can pay 90% on one check and the remaining
10% on a later check.
Discounts are not reflected on this screen. They are applied against the vendor’s balance. You cannot apply a portion of the invoice’s discount against the balance of a secondary payee.
After saving the information in the Secondary Payees window and subsequently the 4-2 Payable
Invoices/Credits window, the next logical step could be to print and post the checks using the 4-3
Vendor Payments window. You will notice that the single invoice appears in the grid as multiple lines with the second payee lines directly under the vendor's portion. When you sort the grid, these lines stay together.
Here is an example. Suppose you subcontracted the electrical work on the construction of a home.
Upon completion of the job, the subcontractor sends an $8,500 invoice, the amount of the contract.
The invoice lists three suppliers and the associated costs: a materials supplier—$2,000; a lighting supplier—$1,500; and an equipment supplier for a backhoe to perform ground work—$300. To ensure that each of the subcontractor’s suppliers is paid, you can print a two-party check for each supplier.
When you print checks from the 4-3 Vendor Payments window, Sage Master Builder prints four checks based on the amounts in the Secondary Payees window. A check to the subcontractor and materials supplier for $2,000; a check to the subcontractor and lighting supplier for $1,500; a check
4-4 Vendors (Accounts Payable)
Chapter 4 196 to the subcontractor and equipment supplier for $300; and a check to the subcontractor for $4,700, which is the vendor’s portion that is not attributed to a second payee.
In additional, consider the following points: o o o o o No information on the Secondary Payees window may be edited when the invoice has a status of
4-Paid or 5-Void.
You can add multiple additional secondary payees to an invoice.
You can change amounts to be paid to secondary payees as long as no payment has been made.
You can change the name of the secondary payee as long as no payments have been made.
You can remove secondary payees as long as no payments have been made.
Entering payable invoices that include secondary payees
In your contracting work, you receive a payable invoice from a new vendor for their work. Part of the invoice is to be paid as a two-party check to one of their suppliers. Use the following procedure to handle this situation.
Important:
You must manually click the Wk/Comp button and the
Use Tax button in order for the record to calculate the vendor's workers' compensation rate and use tax rate.
You can set up the use tax rate and the compensation rate on the Invoice Default tab of 4-4 Vendors
(Accounts Payable).
Consider the following points: o o o o
Payable invoice status can be: 1-Open, 2-Review, 3-Dispute, 4-Paid, or 5-Void.
Payable invoices can have two different types: 1-Contract and 2-Memo.
Payable invoices can be saved as: Save, Save/Set To Pay, and Save/Autocost.
If you enter an invoice using information from a purchase order, the sales tax will automatically default into the invoice. You can choose to deactivate the automatic sales tax feature and to enter the sales tax manually.
To enter a payable invoice that includes a secondary payee:
8. Open 4-2 Payable Invoices/Credits.
9. Do the following:
1. In the Invoice# box, enter the invoice number.
2. In the Invoice Date box, enter the date of the invoice.
1. If the invoice is for a purchase order, in the Order# box enter the purchase order number.
2. If the invoice is for a subcontract, in the Contract# box enter the subcontract number. You can turn on an option to verify the contract balance against the invoice.
3. In the Vendor box, enter the vendor number.
4. In the Job box, enter the job number.
1. If the job uses phases, enter the phase number in the Phase box.
5. In the Description box, enter a description.
6. In the Shipping# box, enter the shipping tag or ticket number.
7. In the Reference# box, enter an invoice or credit number to apply this entry to.
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8. In the Due Date box, enter the invoice due date.
9.
In the Disc Date box, enter the discount due date.
This is the last day by which the vendor can receive payment for you to receive a discount.
10. In the Status list, click the invoice status.
11. In the Type list, click the invoice type.
10. In the grid, do the following:
1. In the Description cell, enter a brief statement about the item.
2. In the Price cell, enter the price per unit.
3. In the Account cell, enter the ledger account number.
11. Repeat step 3 for each item.
12.
Below the grid, in the Discount box, enter the discount for early payment.
By default, Sage Master Builder calculates the discount amount using the rate from the vendor record.
13.
In the Retain box, enter the amount of retention.
By default, Sage Master Builder calculates the retention (if applicable) using the rate from the subcontract, which is found on 6-7-1 Subcontracts.
14. Click the Secondary Payee button.
15.
The Secondary Payee window opens.
In the Secondary Payee column, enter the name of the secondary payee.
16. In the Amount column, enter the amount payable to the secondary payee.
17. Click Save, which saves your entries and closes the window.
18. When considering workers' compensation and use tax:
1. If the vendor is set up with workers' compensation rate and you want it to be calculated with this record, click the Wk/Comp button.
2. If the vendor is set up with a use tax rate and you want it to be calculated with this record, click the
Use Tax button.
19. In 4-2 Payable Invoices/Credits, click Save.
Adding secondary payees to existing payable invoices
You can add secondary payees as long as the amount does not cause the vendor’s balance to become negative.
In your contracting work, you receive and enter a payable invoice from a existing vendor for subcontract work. You enter and save the invoice, which exists in your database with a record number. Subsequently the contractor informs you that a portion of that invoice should be paid as a two-party check to one of the vendor’s suppliers. Use the following procedure to handle this situation.
To add a secondary payee to an existing payable invoice:
6. Open 4-2 Payable Invoices/Credits.
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7. Using the data control, locate and open the existing invoice.
8. Click the Second Payee button. The Secondary Payee window opens.
9. In the Secondary Payee column, enter the name of the secondary payee.
10. In the Amount column, enter the amount to be paid to the secondary payee.
11. Click Save, which saves your entries and closes the window.
12. In the 4-2 Payable Invoices/Credits window, click Save.
Increasing amounts payable to second payees
Important:
You can increase the amount payable to secondary payees as long as the amount does not cause the vendor’s balance to become negative.
In your contracting work, you enter and save a payable invoice from a vendor for their work. The invoice is to be paid with one check going to the vendor in addition to a two-party check going to one of their suppliers. The vendor requests that you increase the amount of the two-party check. Use the following procedure to handle this scenario.
To increase the amount payable to a second payee:
6. Open 4-2 Payable Invoices/Credits.
7. Using the data control, locate and open the existing invoice.
8. Click the Secondary Payee button.
9. The Secondary Payee window opens.
10. In the Amount column, increase the payable amount.
11. Click the Save button.
12. Open 4-3 Vendor Payments to print and post the checks.
Decreasing amounts payable to second payees
IMPORTANT:
The amount to be paid to secondary payees cannot be decreased to less than the amount already paid.
In your contracting work, you enter and save a payable invoice from a vendor for their work. The invoice is to be paid with one check going to the vendor in addition to a two-party check going to one of their suppliers. The vendor requests that you decrease the amount of the two-party check. Use the following procedure to handle this situation.
To decrease the amount payable to a second payee:
6. Open 4-2 Payable Invoices/Credits.
7. Using the data control, locate and open the existing invoice.
8. Click the Secondary Payee button.
9. The Secondary Payee window opens.
10. In the Amount column, decrease the payable amount.
11. Click the Save button.
12. Open 4-3 Vendor Payments to print and post the checks.
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Retention
About accounts payable retention
Many job subcontracts include retention. When you create a payable invoice, Sage Master Builder withholds retention at the rate specified in the subcontract record. If you do not indicate a retention rate in the subcontract record, you can withhold a flat amount on each individual invoice.
Posting a payable invoice declares the entire amount of the invoice as an expense. However, a percentage of the gross amount is withheld as retention, so the client is actually billed for the net amount (gross invoice amount – retention = net invoice amount). Therefore, retention is already declared as an expense but is not paid out yet. Consequently, Sage Master Builder does not include retention in the invoice aging.
When you are ready to pay the subcontractor for retention, it is not necessary to create a new invoice. You can release retention on each invoice individually, or you can release the retention for the entire subcontract at one time.
Paying retention on payable invoices
When you select the Pay Retentions check box, Sage Master Builder includes retention in the invoice balances displayed in the Balance column.
To pay retention on a payable invoice:
5. Open 4-3 Vendor Payments.
6. On the Options menu, click Invoice Selection.
7. In the Vendor Payment window, select the criteria for the invoices you want to pay.
8. Under Pay Options, select the Pay Retentions check box.
9. Click OK.
10. In the Set to Pay text box, enter the amount you want to pay.
11. Or, select the invoice. Then on the Options menu, click Pay.
12. Repeat step 6 for each invoice you want to pay.
13. On the File menu, click Save.
14. Print the vendor checks.
Releasing retention on payable invoices
To release retention on a payable invoice:
4. Open 4-2 Payable Invoices/Credits.
5. Using the data control, select the invoice.
6. In the Retain text box, reduce or delete the retention.
7. On the File menu, click Save.
Batches
About batch totals
Batch numbers group together invoices that you enter in the Payable Invoices window during a single session. To verify the accuracy of the invoices entered, you can display a list of the invoices
4-5 Vendor 1099s
Chapter 4 200 and compare the entered amounts against the actual invoice amounts.
Sage Master Builder maintains a separate series of batch numbers for each user name.
When you open a payable invoice window, Sage Master Builder establishes the next batch number in your series by determining the largest batch number last used and incrementing it by 1. Sage
Master Builder assigns the batch number to each new transaction you enter until the window is closed.
When entering a new record, you can change the batch number. For example, you might want to include an invoice in a prior batch. If you assign a previous batch number to a new invoice, that batch number works for one invoice, and then it changes back to the new batch number.
After you save an invoice, you cannot change its batch number.
Changing batch numbers
If you assign a previous batch number to a new invoice, that batch number works for one invoice, and then it changes back to the new batch number.
To change the batch number:
5. Open 4-2 Payable Invoices/Credits.
6. In the Batch text box, enter the batch number you want to assign to the invoice.
Viewing batch lists for invoices being entered
To view the batch list for invoices being entered:
4. Open 4-2 Payable Invoices/Credits.
5. On the Options menu, click Batch List.
Viewing prior batch lists
Consider the following points before viewing a prior batch list: o o
Each user name has its own series of batch numbers. Sage Master Builder shows you the batch list for the user name with which you have logged on to Sage Master Builder.
To view the batch list of another user, select an invoice from the batch you want to view. Then on the Options menu, click Batch List.
To view a prior batch list:
6. Open 4-2 Payable Invoices/Credits.
7. In the Batch text box, enter the number of the batch you want to view.
8. On the Options menu, click Batch List.
4-5 Vendor 1099s
About Federal 1099 forms
According to the IRS and Federal tax law, payments totaling $600 or more made to independent contractors over the course of the calendar year must be reported to the IRS. Sage Master Builder
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When you include the vendor number on a vendor check or general ledger check, Sage Master
Builder increases the 1099 balance for that vendor. If you later void the check, Sage Master Builder decreases the 1099 balance by the check amount.
On the 1099 form, the name appearing at the top of the Payee text box must correspond to the identification number in the Federal Id# text box. For sole proprietors, the federal government uses the owner’s social security number as the Federal Identification Number. Therefore, the owner’s name must appear above the business name on the 1099 form.
For vendors assigned status 3-Sole Proprietor, Sage Master Builder automatically prints the name from the Owner Name text box in the vendor record above the company name on the 1099 form.
About 1099 types
You can locate the list of 1099 types on the 4-4 Vendors (Accounts Payable) window under
Financial Information, in a drop-down list with the title 1099.
NOTE:
The 1099 is tracked by vendor and not by
1099 type.
1099 Type Description
0-Undetermined No choice has been made.
1-Miscellaneous
The vendor provides a service, but the vendor is not incorporated. Sage Master Builder prints the vendor’s 1099 balance in box 7 of the 1099 form.
2-Rent
3-Sole
Proprietor
4-Interest
5-No 1099
The vendor provides a service, but the vendor is not incorporated. Use this type only when the vendor provides a service to your business by renting office space, yard space, equipment, etc.
Sage Master Builder prints the vendor’s 1099 balance in box 1 of the 1099 form.
The vendor provides a service but the vendor is not incorporated. Sage Master Builder prints the vendor’s 1099 balance in box 7 of the 1099 form.
Sage Master Builder can print interest for this vendor.
The vendor does not provide a service, or the vendor is incorporated. Sage Master Builder does not print a 1099 for a vendor with this type.
When the company has no workforce other than the owner, the federal government does not provide a fed-
4-6 Recurring Payables
Chapter 4 202 eral identification number to the company. Instead, use the owner’s social security number. For status 3-Sole
Proprietor, enter the owner’s social security number in the Federal Id# text box. In addition, enter the owner’s name in the Owner text box. When you print the
1099, Sage Master Builder prints the social security number and the owner’s name on the 1099.
Printing 1099 balances
At the calendar year-end, print the vendor 1099 forms. If your fiscal year does not run concurrent with the calendar year, you must print partial reports from the previous year and the current year.
From your company archive, run the report from January 1 to the end of the fiscal year. From your current company data, run the report from the beginning of the fiscal year to December 31. Then add the two report balances together to determine the correct 1099 amount for each vendor.
Print the 1099 Balances report, which consists of the vendor balances stored in the vendor records from 4-1-1 Vendor List, and verify the 1099 type assigned to each vendor. As a precaution, it is a good idea to confirm each vendor’s 1099 balances with the vendor. Print and mail to each vendor an individual journal detailing the payments you have made to that vendor over the calendar year.
Then print a 4-1-5 Vendor Payment Journal, which consists of the total payments to vendors over the course of the year, and compare it to the 1099 Balances report. If a discrepancy exists, enter the correct balance from the Vendor Payment Journal in the appropriate vendor record.
After verifying the vendor types and balances, print the 1099s from 4-5 Vendor 1099. Forms may be purchased from the Sage authorized forms vendor at http://www.sagecreforms.biz/ .
4-6 Recurring Payables
About recurring payables
In the 4-6 Recurring Payables window, you can set up recurring payable transactions. Only transactions that have a consistent amount from invoice to invoice and post on a regular basis make good candidates for being set up as recurring payables.
Sage Master Builder does not automatically post recurring payable transactions; you retain complete control of when to post transactions. You can even set a reminder to prompt users in a specific security group when it is time to post the recurring transactions.
Look at the posting date of a transaction to determine when to post the transaction. After posting a transaction, Sage Master Builder advances the posting date based on the transaction cycle. The transaction date does not control or affect the period to which you are posting the transaction. If you need to post a recurring transaction to a different period, change the posting period.
To prevent the possible duplication of invoice numbers, Sage Master Builder assigns a unique invoice number to each recurring payable transaction. The invoice number is actually the combination of a record number and an invoice sequence number.
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For example, when you enter the first recurring payables record, Sage Master Builder assigns it invoice number RP00010001 (RP—recurring payable, 0001—record number, 0001—invoice sequence number). Each time you post the transaction, Sage Master Builder advances the invoice sequence number within the invoice number. The next invoice number in the sequence becomes
RR00010002.
Setting up recurring payable transactions in 4-6 Recurring Payables
When your cursor is in a text entry box, the status bar
(located at bottom left corner of the window) displays information about what to enter and how to enter it.
To set up a recurring payable transaction:
5. Open 4-6 Recurring Payables.
6. In the upper part of the window, do the following:
1. In the Vendor box, enter the vendor associated with this recurring payable transaction.
2. In the Description box, enter a brief statement about the transaction.
3. In the Next Date text box, enter the next date when the transaction needs to post.
4. In the Cycle text box, enter the transaction cycle.
5. In the Due Terms text box, enter the cycle for the date when the invoice is due.
6. In the Discount Terms text box, enter the cycle for the date by which the vendor must receive payment for the discount to apply.
7. In the Status list, click the invoice status.
8. In the Type list, click the invoice type.
7. In the grid, do the following:
1. In the Description cell, enter a brief statement about the line item.
2. In the Quantity cell, enter the quantity purchased.
3. In the Price cell, enter the price per unit.
4. In the Account cell, enter the ledger account.
8. On the File menu, click Save.
Posting single recurring transactions in 4-6 Recurring Payables
Important:
If you want to post to a different period, you must change the posting period.
To post a single recurring transaction:
5. Open 4-6 Recurring Payables.
6. Select the transaction.
7. On the Post menu, click This Invoice Only.
Posting groups of recurring transactions in 4-6 Recurring Payables
To post a group of transactions, use a cutoff date. Sage Master Builder posts all transactions through the indicated date.
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Chapter 4 204
Important:
If you want to post to a different period, you must change the posting period.
To post a group of recurring transactions:
6. Open 4-6 Recurring Payables.
7. On the Post menu, click Multiple Transactions.
8. The Posting Cutoff window appears.
9. In the Cutoff Date box, enter the cutoff date, and click OK.
4-7 Credit Card Management
About 4-7 Credit Card Management
Accounting for your business credit cards is now tightly integrated into your business accounting.
Features include setting up accounts, entering receipts, reconciling statements, and paying your credit card bills.
o o o o o o
4-7-1 Add/Edit Issuer Accounts - Add credit card issuer accounts in your general ledger in the
Current Liabilities range of accounts. Return to this window to edit issuer account information.
When you set up issuer accounts you are prompted to add credit cards as subaccounts for the issuer accounts.
4-7-2 Add/Edit Credit Cards - Add credit cards as subaccounts of the card issuer account. You can add one card or multiple cards to one issuer account. Return to this window to edit credit card information.
4-7-3 Enter Credit Card Receipts - Enter the data from hardcopy credit card receipts. You have a choice of entering a vendor or not. If you enter a vendor, the program creates a paid accounts-payable invoice and a general ledger transaction. If there is no vendor on the receipt, the program only creates a general ledger transaction.
4-7-4 Enter Recurring Charges - If you have charges with a constant recurring amount, enter them in this window. This amount is charged to your credit card on a regular basis.
4-7-5 Reconcile Credit Card Statements - Verify credit card charges and payments. When you review your statement, the program organizes the information for each credit card by issuer account and by credit card. Payments are listed at the top of the grid. If there is a question about the charge or payment, you can click a link to go to the transaction. The program also provides a way to add transactions “on-the-fly” right from this window.
4-7-6 Pay Credit Cards - Sends credit card payment information through your general ledger accounting. Creates a ledger transaction in 1-3 Journal Transactions. You can then print a check in 1-1 Checks/Bank Charges if you use “0000” for the transaction number.
4-7-1 Add & Edit Issuer Accounts
About 4-7-1 Add/Edit Issuer Accounts
Sage Master Builder credit card management begins by creating an issuer account for each entity that issues cards. For example, banks issue credit cards such as Visa®, MasterCard®, and so forth.
You may also have oil company credit cards or store credit cards for your employees.
At the bottom of the 4-7-1 Add/Edit Issuer Accounts window, there are two buttons, Add Card
Issuer and Edit Card Issuer.
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The Add Card Issuer window provides a link that opens the Ledger Account window in read-only mode so that you can see which account number to enter. After you have chosen an appropriate general ledger account number, enter it in the Issuer GL Account box to create the account.
When you enter the information to add an issuer account, the program creates a credit card issuer account in your general ledger in the Current Liabilities range of accounts.
When you set up issuer account and click Save, you are prompted to add credit cards as subaccounts of the issuer accounts.
Adding a new card issuer account can be done directly in 4-7--1 Add/Edit Issuer Account > Add Card
Issuer. There is no need to use 1-7 General Ledger
Accounts.
Adding card issuer accounts
Before you can add a credit card to your accounting, you need to enter information for a credit card issuer account. Adding a card issuer account creates a general ledger account for this credit card issuer.
Note:
Adding a new card issuer account can be done directly in 4-7-1 Add/Edit Issuer Account > Add Card
Issuer. There is no need to use 1-7 General Ledger
Accounts.
To add a card issuer account:
6. Open 4-7-1 Add/Edit Issuer Accounts, and click Add Card User.
7. In the Issuer GL Account box, enter a general ledger account number in the Current Liabilities range.
8.
For more information about available accounts in the Current Liabilities range, click the View
existing accounts link.
The Ledger Accounts window that opens is for viewing accounts only. If you open the Ledger
Accounts window, you need to close it before you proceed.
9.
In the Issuer Name box, enter a name.
For example, you could use the name of the card issuer, such as “My Bank - Visa.”
10. In the Payee box, type the name of the entity to whom you send the credit card payment check.
11. Enter information in the other boxes, as needed.
12. Select File > Save.
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4-7-2 Add & Edit Credit Cards
About 4-7-2 Add/Edit Credit Cards
When you add a credit card, you are adding a credit card as a subaccount of a card issuer account.
One issuer account can have multiple credit cards as subaccounts. For example, let’s suppose you have an oil company issuer account and 20 employees. You can add 20 cards to that issuer account, one for each employee.
When you need to reconcile your account, all the credit cards appear in the reconciling grid under the names of the credit cards so that you can understand the charges for each employee.
Adding credit cards
Before you can add credit cards, you must have already established card issuer accounts.
Caution!
Do not use the entire credit card number on the card.
You might consider using the last four digits of the card number to assist in card identification.
To add a credit card:
6. Open 4-7-2 Add/Edit Credit Cards.
7. Click the drop-down arrow with Select Card Issuer Account, and select an account.
8. Click Add Card.
9.
In the Credit Card Account box, type a number.
The program increments the credit card numbers by one. If you begin your credit card account numbers with 101, the next credit card for this account is 102.
10.
Type a description.
For example, you could type the name of the employee who has this card, such as, Dave’s
MasterCard.
11. Click Save.
Editing credit cards
You can edit the Description information for a credit card; however, you cannot change the credit card subaccount number.
To edit a credit card:
5. Open 4-7-2 Add/Edit Credit Card.
6. Click the drop-down arrow with Select Card Issuer Account and select an account.
7. Click Edit Card.
8. Edit the description.
9. Click Save.
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4-7-3 Enter Credit Card Receipts
About 4-7-3 Enter Credit Card Receipts
Use this window for entering credit card receipts. The window’s grid functions very much like the grid in 4-2 Payable Invoices/Credits. You have the choice of entering a vendor for this record or not and to job cost automatically if there is an associated job and vendor.
Why should I consider entering a vendor?
If you enter a vendor, the program creates a paid invoice when you save the record. If you look in 1-3
Journal Transactions, you see that two journal transactions have been created. This is a typical journal transaction and a record of the payment (the paid invoice).
NOTE:
If necessary, you can void the payment and the invoice will be re-opened.
If you do not enter a vendor, the program creates a typical journal transaction without creating a paid invoice.
NOTE:
You can job cost automatically when you have entered a vendor on the record. You have to job cost manually if the record has no vendor.
Why should I consider entering a vendor?
If you enter a vendor, the program creates a paid invoice when you save the record. If you look in 1-3
Journal Transactions, you see that two journal transactions have been created. This is a typical journal transaction and a record of the payment (the paid invoice).
NOTE:
If necessary, you can void the payment and the invoice will be re-opened.
If you do not enter a vendor, the program creates a typical journal transaction without creating a paid invoice.
NOTE:
You can job cost automatically when you have entered a vendor on the record. You have to job cost manually if the record has no vendor.
Entering credit card receipts
If you already have card issuer accounts and credit cards set up, the window opens with the first
Card Issuer Account in view.
You can click the drop-down arrow to select a different Card Issuer Account from the list, or you can click the Add/View records icon to enter a new Card Issuer Account or a new Credit Card.
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When working with the Vendor and Job boxes, you can select one from a list, or you can click the
Add/View records icon to enter a new Vendor or Job.
To enter credit card receipts:
7. Open 4-7-3 Enter Credit Card Receipts.
8. In the Card Issuer Account box, select a card issuer account.
9. In the Credit Card box, select a credit card.
10. (Optional) Under Entering a vendor creates a paid invoice when saved, enter a Vendor, if required.
11. In the Payee box, enter the payee/merchant name.
12. In the Description box, enter a description.
13. In the Trans# box, enter the credit card transaction number.
14. In the Date box, accept the default transaction date or enter a different transaction date.
15. In the grid, you are only required to enter information under the column titles with blue text.
16. In the Description column, click a cell and enter a description.
17. Press the Enter key to move through the grid, and accept or type information in each cell, as required.
18. Do one of the following:
1. If a job and vendor have been entered, click the Automatically job cost while saving the cur-
rent record icon.
2. If you are not job costing automatically, click File > Save.
4-7-4 Enter Recurring Charges
About 4-7-4 Enter Recurring Charges
If you have charges with a constant recurring amount such as a monthly bill for storage rental, you can set this up as a recurring credit card charge. As you enter a recurring credit charge record, you can choose to post it to an account such as Overhead Expense or Admin Expense. When you save the record, you can choose to post it then or later use the Post > Post All Pending Charges command.
NOTE:
You cannot post in the Direct Expense,
Equipment Expense, or WIP Posting account ranges.
When Sage Master Builder starts up and you are a member of the Recur. Trans. Group (security group for recurring transactions) in 7-2 Company Information, the program displays a message asking if you would like to post the recurring transactions immediately. You have the option to post recurring transactions from the message window. If you do not choose to post immediately, the program will prompt you to post the recurring transactions every time you launch the program if you are a member of the Recur. Trans. Group.
NOTE:
If you do not have the permission to post recurring transactions, you will not see the message.
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Entering recurring credit card charges
Enter recurring credit card changes that are a fixed amount and will be paid according to a specific billing cycle.
To enter a recurring credit card charge:
5. Open 4-7-4 Enter Recurring Charges.
6.
In the Card issuer Account, click the drop-down arrow and select an account.
Alternatively, you can click the Add/View Records button to make a new selection or view existing selections.
7.
In the Credit Card box, click the drop-down arrow and select a credit card.
Alternatively, you can click the Add/View Records button to make a new selection or view existing selections.
8. In the Payee Name box, enter the payee’s name.
9. In the Description box, enter a description of the transaction.
10.
In the Account box, click the drop-down arrow and select an account.
Alternatively, you can click Add/View Records button to make a new selection or view existing selections.
11. In the Amount box, enter the amount of the transaction.
12. In the Next Date box, type the next date in the billing cycle that you want to post the transaction.
13. In the Cycle box, type the specific billing cycle.
14.
Click Save.
When you are prompted to post the transaction, you can post it immediately or you can post it later.
4-7-5 Reconcile Credit Card Statements
About 4-7-5 Reconcile Credit Card Statements
When you open 4-7-5 Reconcile Credit Card Statements, the program populates the Card
Issuer Account box with the first account in your list. Click the drop-down arrow to select a different card issuer account, if necessary. When you click Display, the program displays the payments and charges for that card issuer account in the grid. The grid displays the payments in the top lines of the grid and the changes below them.
As you review the payments and charges, you can click the Verify button (near the top right of the window) to place a check mark in the Verified column. To remove the verified check mark, click
Open.
With a your cursor in a cell, click Go to Transaction to open the transaction record (near bottom left) if there is a question about the charge or payment.
To add transactions “on-the-fly,” click the Add Transaction button to open 4-7-3 Enter Credit
Card Receipts and add the new transaction.
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When you click Save, you can choose to save a Trial reconciliation or a Final reconciliation.
Selecting the Create a PDF of the report file check box before saving the Final reconciliation saves the reconciliation report file.
Reconciling credit card statements
After you get your bank statement, you reconcile the statement’s payments and charges against what you have entered in Sage Master Builder.
To reconcile a credit card statement:
5. Open 4-7-5 Reconcile Credit Card Statements.
6. Select a Card Issuer Account, and then click Display.
7. Select a row, and then do any of the following:
8. Click Verify.
9. Click Go to Transaction to view a transaction or to open a verified transaction.
10. Click Add Transaction to add a missing transaction. This opens 4-7-3 Enter Credit Card Receipts.
When you save the record, the new transaction is added to the reconciliation.
4-7-6 Pay Credit Cards
About 4-7-6 Pay Credit Cards
You can enter credit card payments using the 4-7-6 Pay Credit Cards window. When you open the window, select the card issuer account that you want to pay. The program populates the window’s grid area with information about the credit card, the current balance, and last reconciled balance.
You then enter the required information and the amount to pay in the To Pay column for each credit card.
Suppose you want to issue a check to a telephone company for last month’s bill. To indicate to Sage
Master Builder that a check will be printed for the transaction, you type a placeholder consisting of four zeros (0000) in the Check# box. You can then print the check directly from 4-7-6 Pay Credit
Cards:
Click the Print icon on 4-7-6 Pay Credit Cards to open 1-1 Checks/Bank Charges.
Then print the check from the 1-1 Checks/Bank Charges window.
You can also enter transactions that do not require printed checks. For example, you might issue a hand-written check and will not need to print a check. In this case, you enter the check number you issued in the Check# box.
Paying credit cards
Use this window to enter the amount to pay on your credit card statement. When you make a payment in 4-7-6 Pay Credit Cards, the program creates a ledger transaction in 1-3 Journal
Transactions.
To pay a credit card:
5. Open 4-7-6 Pay Credit Cards.
6. Select a Card Issuer Account, and press Enter.
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7. Select a Cash Account#, and press Enter.
8. In the Check# box, do one of the following:
9. Type 0000 to print the check in 1-1 Checks/Bank Charges.
10. If the check has been hand-written, type the check number.
11. In the Date box, type the transaction date.
12. In the Description box, type the transaction description.
13. In the Payee box, type a payee or merchant name.
14. In the grid in the To Pay column, click in a cell, and type an amount to pay.
15. Save the payment and print the check, if necessary.
16. Depending on your workflow, the next steps might be to open 1-1 Check/Bank Charges and print a check or open 4-7-5 Reconcile Credit Card Statements and verify the payments on your credit card statement.
212
Chapter 5: 5-Payroll
Working with Payroll
You can automatically calculate all payroll simply by entering the job, cost code, and time worked.
Payroll helps generate accurate labor and job costs by calculating all accruals as well as basic pay items for each line on every timecard. You can even include liability insurance (based on per $1000) and small tool costs, which are automatically posted to job costs in your payroll calculations.
Advanced features enable you to manage prevailing-wage, union benefits, and qualified benefit plans. You can set up a benefit system and assign it to a paygroup. For example, you can set variable-rate payroll to override basic employee calculations as well as calculate rates and benefits only for the assigned localities or specific unions.
Using Payroll, you can take advantage of benefit-cost offsets in addition to separately classified shop and site time. Customizable entry windows speed up your daily operations.
5-5 Daily Payroll, which enables daily batch entry of employee time, is ideal for larger companies.
You can import employee time from 6-11-6 Daily Field Reports or the Service Receivables addon module to verify payroll hours. 5-5 Daily Payroll also integrates with 8-Equipment
Management so that you can allocate equipment repair time and costs to projects.
Here are more features of Sage Master Builder Payroll:
o o o o o o o o o o Supports Workers’ Compensation systems, including split rates, hourly calculations, and employee and employer portions.
Calculates standard 401(k), 408(k), “cafeteria,” and qualified benefit plans.
Includes direct deposit capabilities.
Automatically prints Certified Payroll and minority reports for any timeframe and job.
Calculates union payroll reports.
Supports multi-state and multi-local tax district reporting, including reciprocity.
Supports electronic reporting and filing.
Supports piece work payment.
Applies per diem to any job for accurate job costing of employee reimbursements.
Automatically converts to weekly, biweekly, or semi-monthly timecards.
5-1 Payroll Reports
Appendix B - List of Payroll Reports
Link to all the payroll reports in Appendix B
About certified payroll reports
To verify the payment of the prevailing wages to employees working a Davis-Bacon or prevailingwage project, government agencies require contractors to submit Certified Payroll reports. The
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In 5-5-1 Daily Payroll Entry or 5-2-2 Payroll Records, type Yes in the Certified text box to include the wages benefits of a payroll line in the Certified Payroll report. If you type No or leave the Certified text box blank, Sage Master Builder does not include the wages in the payroll data for the Certified Payroll report.
Certified reports 5-1-6-21 Certified Payroll Report, 5-1-6-31 Department of Labor, and 5-1-6-
51 Alaska Certified Payroll already have the option to exclude or include social security numbers.
A new global calculated field has been added so that you can mask all but the last four digits of a social security number. To mask all but the last four digits, use “employ^mskssn” in place of
“employ.socsec” in employee lists.
You can print a Certified Report or a Minority
Report from 5-1-6 Certified Payroll Report.
Changes to the 5-1-6-41 Minority Report
The 5-1-6-41 Minority Report has been modified to include more information and to more closely match the new Federal EEOC form. The new version of the report has kept the overall appearance and information of the previous report so that it is familiar and backward-compatible.
The modified report also includes categories of White and Two or more races, which were not on the previous report. New columns display Minority Percentage and Female Percentage.
IMPORTANT:
You cannot use this report to file your
Federal EEOC report. Use the report to gather the information you use to fill out the Federal form.
IMPORTANT:
The percentage totals display
Minority Percent and Female Percent. The program does not capture the percentage of Two or more
races.
The changed report prints three pages:
o o o
Number of Hours Worked - Displays a breakdown of Total hours worked, Minority percent, and
Female percent.
Number of hours worked by Journey Workers, Apprentices, and Trainees - Displays a breakdown of Total hours worked, Minority percent, and Female percent.
Number of Employees - Displays a breakdown of Total hours worked, Minority percent, and
Female percent.
Use the information on this page to fill out the Federal form with your employee data.
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5-2 Payroll Processing
5-2-1 Employees
About 5-2-1 Employees
Using the 5-2-1 Employees window, you create an employee record for each employee who works during the calendar year. The record stores personal and work-related information, and acts as the source for each employee’s hourly pay rates, salary rates, or paygroups. In addition, you can accrue sick and vacation time, provide direct deposit for employees, and automatically recover payroll advances.
On the Compensation tab, you can enter information about Paygroups, Standard Regular Rate,
Commission%, Salary, Accrued Sick, Sick Rate, and more. Under Mark on W-2, you can select the check boxes Retirement Plan and Third-Party Sick Pay to include the appropriate values when preparing the W-2 electronic file. The Compensation tab is also where you enter employees’ Direct Deposit Information.
On the Calculations tab, you can select which payroll calculations to use and customize the calculation rates for each employee. Each employee record stores its own calculation rates; you can create one payroll calculation but set up different calculation rates for each employee. When you trial-compute or final-compute payroll, Sage Master Builder uses calculation rates from the employee records to compute the deductions and benefits for each employee.
On the Additional Contacts tab, you can add multiple additional contacts for each employee.
IMPORTANT:
Contacts entered in employee records are not synchronized with Outlook due to security reasons.
You can also create generic employee records for scheduling resources. A single, generic employee can represent an entire crew, such as a framing crew. Use the generic employee to assign employee resources to tasks in a schedule, thereby preventing the over-allocation of labor. For service work, you can use the generic employee as a placeholder for scheduling work orders in the
11-3 Dispatch Board window.
IMPORTANT:
Do not enter more than one employee record for any one employee. For example, if you make a mistake on an employee record, do not correct the mistake by making a second record for that employee.
Entering employee records
Consider the following points before entering employee records: o When you select the No Certified Reporting check box, Sage Master Builder excludes the employee from the Certified Payroll report.
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If an employee is exempt from overtime pay, select the Exempt from Overtime check box. When entering timecards for an employee that works more than 8 hours in a single day, pay type 1-Reg-
ular defaults to the Pay Type box.
If your company works in Alaska, you must provide additional residential information for state certified payroll reports.
To enter an employee record:
6. Open 5-2-1 Employees.
7. In the data control text box, enter the employee identification number.
8. In the First Name text box, enter the employee’s first name.
9. In the Middle Initial text box, enter the employee’s middle initial.
10. In the Last Name text box, enter the employee’s last name.
11. On the General Information tab, do the following:
1. In the Address 1, Address 2, City, State, and Zip text boxes, enter the address.
2. In the Phone# text box, enter the employee’s telephone number.
3. In the Fax# text box, enter the employee’s fax number.
4. In the Home# text box, enter the employee’s home telephone number.
5. In the Pager# text box, enter the employee’s pager number.
6. In the Cell# text box, enter the employee’s cellular number.
7. In the Email text box, enter the employee’s email address.
8.
If the employee usually operates a piece of equipment, enter the equipment number in the
Equipment text box.
IMPORTANT:
If a job or equipment number does not appear on a timecard line, Sage Master Builder posts the payroll based on the employee’s position.
9. In the Birth Date text box, enter the employee’s date of birth.
10. In the Hire Date text box, enter the date when the employee was hired.
11. In the Inactive text box, enter the date when the employee record became inactive.
12. In the Last Raise text box, enter the date when the employee last received a raise.
13. In the Soc Sec# text box, enter the employee’s social security number.
14. In the Tax State text box, enter the abbreviation for the state in which the employee lives.
15. In the Status list, click the work status of the employee.
16. In the Type list, click the category.
17. In the Gender list, click employee’s gender.
18. In the Heritage list, click the employee’s heritage.
19. In the Marital list, click the employee’s marital status.
20.
In the Comp Code list, click the worker’s compensation code.
IMPORTANT:
When you select the Always Use
Emp Comp Code check box, Sage Master Builder inserts the workers’ compensation code from the employee’s record into the timecard. Otherwise, Sage
Master Builder inserts the workers’ compensation code associated with the cost code entered in the timecard.
21. In the Position list, click the employee’s position.
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22. In the Locality list, click the local payroll tax district.
23.
In the Union list, click the union to which the employee belongs.
IMPORTANT:
After verifying an employee’s citizenship, select the I-9 Verification check box.
12. On the Compensation tab, do the following:
1. In the Paygroup text box, enter the paygroup number.
2. In the Regular Pay (rate 1) text box, enter the employee’s regular hourly rate.
3. In the Overtime Pay (rate 2) text box, enter the employee’s overtime hourly rate.
4. In the Premium Pay (rate 3) text box, enter the employee’s premium hourly rate.
5. If the employee receives a commission, enter the percentage rate in the Commission Per-
centage text box.
6.
If the employee is paid a salary, enter the amount in the Salary text box. If the employee is salaried, do not enter a paygroup or hourly rates.
IMPORTANT:
If salaried employees are paid overtime, you must enter a standard regular rate as well as standard overtime rate.
7. In the Sick Rate text box, enter the rate at which sick time accrues.
8. In the Sick Method list, click the method used to accrue the sick time.
9. In the Vacation Rate text box, enter the rate at which vacation time accrues.
10. In the Vacation Method list, click the method used to accrue vacation time.
11. In the Pay Period list, click the cycle of the pay period.
12. In the Advances Due box, enter the total amount of outstanding advances due, or leave it blank.
13. Click the Exempt from Overtime, as necessary for this employee.
14. Under Mark on W-2, select Retirement Plan and Third-Party Sick Pay, select either or both boxes to include that information in the W-2 electronic file.
13. Click the Calculations tab. Review the payroll calculations and rates, and make any adjustments.
14. Review the Direct Deposit Information area of the window, and enter values.
15. On the Additional Contacts tab, enter any additional contacts or emergency contacts for each employee.
16.
On the File menu, click Save.
Viewing employee earnings
Consider the following points when viewing employee earnings: o o o
Gross wages are determined from the salary, hourly pay, piecework pay, and miscellaneous pay.
Because add-on and per diem pay is not included, taxable wages may be higher than the gross wages. All non-taxable deductions are excluded.
Social Security wages are determined from the total compensation subject to the Social Security tax, including add-ons. All deductions subject to Social Security are excluded.
Medicare wages are determined from the total compensation subject to Medicare, including addons. All deductions not subject to Medicare are excluded.
To view employee earnings:
6. Open 5-2-1 Employees.
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7. Using the data control, select an employee record.
8. On the Options menu, click Earnings.
Adding employee license types
If an employee acquires a new license, you can add that license type to your list of license types.
To add an employee license type:
5. Open 5-2-1 Employees.
6. Using the data control, select an employee.
7. At the bottom of the 5-2-1 Employees window, click the Licenses button.
8. The Employee Licenses window appears.
9. In the License Type column, click in a cell, then press the F6 key to open the License Types lookup window.
10. In a cell in the License# column, enter a license type number.
11. In a cell in the License Type column, type the description of the license type.
12. From the File menu, click Save.
Tracking employee licenses
You can track employee licenses with Sage Master Builder.
To track an employee license:
5. Open 5-2-1 Employees.
6. Using the data control, select an employee.
7. At the bottom of the 5-2-1 Employees window, click the Licenses button.
8. The Employee Licenses window appears.
9. Do one of the following:
1. In the License Type column, click in a cell, then press the F6 key to open the License Types lookup window and enter a license type number in the License# column and the license type in the
License Type column.
2. Alternatively, in a cell in the License Type column, click the drop-down arrow, and then doubleclick an existing license type to select it.
10. On the Employee Licenses window, in a cell in the License# column, type the license number of the employee’s license.
11. On the Employee Licenses window, in a cell in the Exp. Date column, type the license expiration.
12. On the Employee Licenses window, in the Notes column, type notes about the employee license as needed.
13. Repeat steps 4–6 for each license.
14. On the menu bar, click File > Save.
15. The Employee Licenses window closes.
Adding employee training types
You can add to the types of training that your employees acquire.
To add an employee training type:
5. Open 5-2-1 Employees.
6. Using the data control, select an employee.
7. At the bottom of the 5-2-1 Employees window, click the Training button.
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8. The Employee Training window appears.
9. In a cell the Training Type column, double-click, and then press the F6 key to open the Training Types lookup window.
10. In a cell in the Training Type# column, type a training type number.
11. In a cell in the Training Type column, type the description of the training type.
12. From the File menu, click Save.
Tracking employee training
You can track employee training with Sage Master Builder.
To track an employee’s training:
5. Using the data control, select the employee.
6. At the bottom of the 5-2-1 Employees window, click the Training button.
7. The Employee Training window appears.
8. Do one of the following:
1. Click in a cell in the Training Type column, and then press the F6 key to open the Training Types lookup window to enter Training Type# and a Type Name.
2. Alternatively, in a cell the Training Type column, click the drop-down arrow, and then double-click an existing training type to select it.
9. In the Last Date text box, enter the date when the employee last received training.
10. In the Training Cycle text box, enter the cycle when the employee next receives training.
11. In the Next Date text box, enter the next date that training will be presented.
12. In the Notes column, enter notes about the employee training as needed.
13. Repeat steps 4–8 for each license; however, only step 4 is required.
14. On the menu bar, click File > Save.
15. The Employee Training window closes.
Entering the Alaska domicile information
Because many workers are from outside the state, the State of Alaska requires residential information on each employee of the contracted company. The information is included on the Alaska
Certified Payroll report supplied to the state government.
To enter Alaska domicile information:
5. Open 5-2-1 Employees.
6. Using the data control, select the employee.
7. On the Options menu, click Alaska Domicile.
8. In the Address 1, Address 2, City, State, and Zip text boxes, enter the employee’s address.
9. In the Certificate# text box, enter the employee’s job certificate number.
10. In the Apprentice Percent text box, enter the percent rate of journeyman pay received by the employee.
11. In the Bargaining text box, enter the name of the collective bargaining agreement.
12. In the Occupation text box, enter the Alaska State occupational code.
13. In the Area text box, enter the regional area code.
14. In the License# text box, enter the employee’s license number.
15. On the tool bar, click the Save button.
Employees assigned occupation code 1210 are excluded from the State Quarterly Report.
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Recovering payroll advances
There are two ways to recover a payroll advance: You can let Sage Master Builder deduct as much as possible each pay period until the advance has been recovered, or you can deduct a flat amount each pay period.
Sage Master Builder automatically deducts the balance due from the employee’s net paycheck. If the balance due exceeds the net amount of the paycheck, Sage Master Builder deducts the net paycheck. When you print checks, Sage Master Builder prints a $0 paycheck for the employee.
When Sage Master Builder recovers a portion of the advance, it adjusts the balance of the payroll advance due your company. Sage Master Builder attempts to deduct the balance due each pay period until it recovers the full amount of the advance.
You can control the amount deducted from an employee’s paycheck. When Sage Master Builder recovers a portion of the advance, it adjusts the balance of the payroll advance due your company.
Sage Master Builder deducts the amount each pay period until it recovers the full amount of the advance.
To recover a payroll advance:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Rate text box of the Payroll Advance row, enter the amount to deduct.
12. On the File menu, click Save.
You can view the balance of the payroll advance due your company.
About employee documents
In the 5-1-10 Employee Documents window, you can print documents designed in 13-5
Form/Report Page Design. The types of employee documents you can create include form letters and timecards. When designing an employee document, you can merge information from the employee records. Save the employee documents using the
*.docs_employee
file name extension.
Employee Payroll Calculations
About calculations in employee records
When setting up a new employee record, Sage Master Builder inserts the package of default payroll calculations, including the calculation rates and maximums, on the Calculations tab. Each employee record has its own set of payroll calculation rates, maximums, and totals. You can edit the calculation rates and maximums in one employee record without affecting others. When you compute payroll, Sage Master Builder reads the calculation rates and maximums from the
Calculations tab.
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Before editing the individual calculation rates and maximums, familiarize yourself with how payroll calculations are set up. Most calculations that refer to tax tables do not allow editing. Sage Master
Builder determines the tax table number, but does not display the data in the Calculations tab.
You can manage the marital status settings, allowances, and withholding amounts for federal and state tax calculations. For example, Steve works in Kansas and Nebraska. In Kansas, Steve claims married-joint status, but in Nebraska, he claims married-separate status. In the Marital column, you can enter the appropriate marital status for the Kansas and Nebraska income tax calculations.
You can also control whether a payroll calculation is active or inactive. When you type No in the
Active cell for a calculation, Sage Master Builder does not include that payroll calculation in the compute for timecards. For example John was given a $500 payroll advance, and the Payroll
Advances calculation in John’s employee record was set up to recover $100 per paycheck. But
John has said that the next few weeks are difficult and that he would like to suspend the repayment for a little while. In John’s employee record, type No in the Active cell of the Payroll Advance calculation. When you are ready to resume recovering the advance, type Yes in the Active cell of the Payroll Advance calculation.
Contractors who work on prevailing-wage jobs are required to match the difference between prevailing wages and benefits, and actual wages and benefits paid to each employee. For each employee who works the prevailing-wage job, you can enter the credit in the $ Offset column. When you compute payroll, Sage Master Builder applies the credit. To manage payroll for prevailing-wage jobs, set up paygroups.
TIP:
Some states use additional tax tables to collect county taxes with the state taxes. To calculate the correct taxes, enter the tax rate or table number in the
Table Number cell of the calculation.
TIP:
You can withhold an additional flat amount for federal taxes or state taxes. To withhold a flat amount for a calculation, enter the amount in the Additional
Withholding cell of the calculation.
About applying the Labor Burden when calculating Payroll
Social Security, Medicare, Workers’ Compensation, federal and state unemployment and union contributions add to the costs of having employees on jobs. These additional labor costs are typically labeled as “burden.” Timecard lines and payroll calculations determine the burden from 5-2-2
Payroll Records.
A 6-3 Job Costs record is created for every line on the grid of the 5-2-2 Payroll Records that has a job entered when the payroll record has been saved and final computed from the 5-2-3 Compute
Payroll window. Payroll calculation methods determine how the burden amounts are computed and applied.
Per Pay Period computes a flat rate that is determined by hours on the time card lines.
Percentage calculations are based on rate of pay multiplied by the percentage of burden to Gross
Wages.
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Workers Comp is based on Tables. The rate for each employee could be different as determined by the Comp Code, Liability, and Experience Mod. Note that Overtime is applied as regular hours.
Percentage of Other Calculations are based on formulas to find the percentage of a percentage of burden to Gross Wages.
Setting up vacation on the 5-2-1 Employees Compensation tab
Keep in mind the following: o o
When processing payroll, the system increases accrued sick and vacation time in the employee record based on the rate you have set up.
When paying an employee for sick or vacation time use Pay Type 4 for sick time and Pay Type 5 for vacation time on the timecard lines. When processing Payroll, the system decreases the sick and vacation time in the employee record.
Accrued Vacation box - If this is a flat amount per year, enter amount available to each employee at beginning of each year and do not use an accrual rate.
Vacation Rate box - Enter the rate at which vacation time accrues according to your company policy.
Vacation Method - Enter the method used to accrue vacation time, per hour or per period.
There is no general ledger accrual created by the entry on the 5-2-1 Employees window. A payroll calculation must be set up if you want an accrual for the general ledger and job cost purposes.
Setting up sick time on the 5-2-1 Employees Compensation tab
Keep in mind the following: o o
When processing payroll, the system increases accrued sick and vacation time in the employee record based on the rate you have set up.
When paying an employee for sick or vacation time use Pay Type 4 for sick time and Pay Type 5 for vacation time on the timecard lines. When processing Payroll, the system decreases the sick and vacation time in the employee record.
There is no general ledger accrual created by the entry on the 5-2-1 Employees window. A payroll calculation must be set up if you want an accrual for the general ledger and job cost purposes.
Accrued Sick box - If this is a flat amount per year, enter amount available to each employee at beginning of each year and do not use an accrual rate.
Sick Rate - Enter the rate at which sick time accrues according to your company policy.
Sick Method - Enter the method used to accrue sick time, per hour or per period.
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Regarding Sick Method: This accrual is on the employee records only. There is no general ledger accrual created by the entry on the 5-2-1 screen. A payroll calculation must be set up if you want an accrual for the general ledger and job cost purposes.
Adding payroll calculations to employee records
When setting up a new employee record on 5-2-1 Employees, Sage Master Builder inserts the package of default payroll calculations, calculation rates, and maximums on the Calculations tab.
You can insert additional payroll calculations at any time.
To add payroll calculations:
5. Open 5-2-1 Employees.
6. Click the Calculations tab.
7. In the Calculation column, in an empty cell, click once, and then click the down arrow button to display the Payroll Calculations Lookup window.
8. Select and insert the calculation(s).
Alternatively, you can right-click in an empty cell of the
Calculation column and select from the menu of Pick-
lists. Press the F5 key to open the Payroll Cal-
culations Lookup, or F8 to open the Payroll
Calculations Lookup window as a Picklist.
About non-union shops and prevailing-wage jobs
When an open-shop contractor receives a contract for a Davis-Bacon job, the contractor is required to provide his employees the wages and benefits package as stipulated by the governing agency, usually union scale for the area.
For example, a union local might provide a health care benefit that the open-shop contractor does not. For work performed on the prevailing-wage job, the contractor is required to pay his employees the money that would otherwise be paid for a health care benefit if it were a union shop.
The governing agency determines the prevailing wage and benefits package requirements for each job. To manage the requirements for each prevailing-wage job, use paygroups to set up a separate wage group for each category of worker. When entering a timecard, you specify the paygroup on each timecard line, and Sage Master Builder uses the wages and benefits package from the paygroup in place of the wages and benefits package in the employee record.
When your company offers a benefit that is also in the prevailing benefits package, your company receives a credit, determined by the job’s governing agency. In some cases, you might be required to pay the employee the difference between the regular benefit and the prevailing benefit. Set up the payroll calculation for the benefit as a cash add-on, and include the offsetting credit for the new calculation in the employee’s record. When you compute payroll, Sage Master Builder uses the
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223 Chapter 5 offset credit to determine the difference between the benefit provided and the prevailing benefit. The employee is paid the difference as cash.
For example, you pay a health benefit of $180 per month on behalf of Joe, and $120 per month on behalf of Bill using Calculation A: Company Health (paid by the employer). The requirements for a prevailing-wage job include a $2 per hour health benefit. To calculate the required health benefit correctly, you set up a new calculation, called Calculation B: Davis/Bacon Health (cash add-on) and add it to the employee records. The new calculation has a calculation type 2-Add to Gross, and a rate of $2 per hour.
The governing agency, after reviewing the health benefit you supply, determines you get a $1 per hour credit for Joe’s health care benefit and a $0.67 per hour credit for Bill’s health care benefit.
After setting up the paygroups and benefits packages, which includes Calculation B, enter the health care credit in the Calculations tab of the employee records. In Joe’s employee record, enter the $1 credit in the Offset cell for Calculation B. Then in Bill’s employee record, enter the $0.67
credit in the Offset cell for Calculation B.
Joe and Bill work 40 hours on the prevailing-wage job. When entering their timecards, you indicate the appropriate paygroups. When you compute payroll, Sage Master Builder determines the amount to add to each check, which is the difference between the health benefit you provide and the prevailing health care benefit [(benefit rate – offsetting credit) * hours worked].
Joe receives an additional $40 [($2 – $1) * 40] on his check; and Bill receives an additional $53.20
[($2 – $0.67) * 40] on his check. For the certified payroll report, Sage Master Builder computes the health benefit at $2 per hour for both Joe and Bill.
For companies that perform considerable amounts of prevailing-wage work, you can create a table of paygroups to use with each job. When you enter the job number on a timecard, Sage Master
Builder determines which paygroup to use based on the employee’s position.
Entering offset credits for prevailing-wage jobs
Note that if the employer is paying benefits in excess of the required prevailing-wage benefit, the offset cannot exceed the benefit amount.
To enter offset credits for a prevailing-wage job:
5. Set up the paygroups for the prevailing-wage job.
6. Open 5-2-1 Employees.
7. Click the Calculations tab.
8. Using the data control, select the employee.
9. In the $ Offset cell of the prevailing-wage benefit calculation, enter the credit amount.
10. On the File menu, click Save.
11. Repeat steps 4–6 for each employee working the prevailing-wage job.
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About calculating state unemployment insurance (SUI) in a multiple state environment
Caution!
The rules for paying SUI for interstate employment are complicated and for definitions and determination of how these rules apply to each employee, you should refer to your accountant or CPA.
The 50 states have agreed on a “uniform definition of employment” to prevent duplicate contributions for the services of a multi-state worker. Under this Uniform Definition of Employment, there are four basic factors that must be considered when determining employment coverage. These factors are as follow in order of importance:
5. The place where work is Localized
6. The site of the Base of Operations
7. The place from which Operations is Directed or Controlled
8. The Employee's Residence
9. The SUI Calculation, rate, and maximum (the first factor) should be entered on the 5-2-1 Employees window for the single state that is determined to apply to that employee.
IMPORTANT:
All SUI calculations that are active on the calculation tab of an employee’s record in 5-2-1
Employees > Payroll > Payroll Processing >
Employees populate on each timecard. Any SUI calculation that does not apply to a timecard must be overridden to zero dollars manually.
Creating payroll records that differentiate among multiple states
Creating payroll records that differentiate among multiple states requires several steps, which are listed below.
To create payroll records that differentiate among multiple states
5. Create a table of states.
6. Create employee timecards in 5-2-2 Payroll Records, and use a locale on each line based on the state in which the employee worked.
7. Process your payroll as usual.
About updating employee calculations
When you change a default rate or maximum for a payroll calculation, you can update the change to the Calculations tab in the employee records. You have two choices, either update the default rate and the maximum or update only the maximum. This is done using 5-3-1 Payroll Calculations.
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Options > Update Employees > Update Default Rate and Maximum:
Command What it does
ALL
Employees
Updates all employee records, regardless of the employee’s status.
‘Current’
Employees
Employees with this
Calculation
Updates employee records assigned status 1-
Current.
Updates employee records that contain the payroll calculations on the Calculations tab in the employee records.
Options > Update Employees > Update Maximum Only:
Command What it does
ALL
Employees
Updates all employee records, regardless of the employee’s status with the maximum only.
‘Current’
Employees
Updates employee records assigned status 1-
Current with the maximum only.
Deleting payroll calculations from employee records
When a payroll calculation no longer applies to an employee, you can delete it from the employee’s record.
To delete a payroll calculation from an employee record:
5. On 5-2-1 Employees, click the Calculation tab.
6. Select the calculation.
7. Press the Delete key.
Changing the pay period from weekly to biweekly
To change the pay period from weekly to bi-weekly:
4. Open 5-2-1 Employees.
5. Display an employee.
6. Click the Compensation tab.
7. From the Pay Period menu, select Bi-Weekly.
8. Select File > Save.
9. Repeat Steps 1 through 5 for each employee.
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5-2-2 Payroll Records
About 5-2-2 Payroll Records
In the 5-2-2 Payroll Records window, you can enter timecards for employees as well as handcomputed records, advances, bonuses, and third-party payments. Payroll records for advances, bonuses, and salaried employees do not require timecard information. For non-salaried employees, you enter timecards with a breakdown of the hours spent working each job or repairing equipment.
When you enter a payroll record, Sage Master Builder inserts default information from the job and employee records. You can accept or change any of the default information. After timecard entry, you can compute the timecards.
You might find this additional functionality beneficial too. The related scope of work recorded in 6-11-
6 Daily Field Report line notes from the employees grid can be imported into 5-2-2 Payroll
Records using the Options > Data Import > Import Daily Field Reports. This provides a way for that information to become part of your payroll and job costing records.
A trial-compute allows you to review the amounts computed for each payroll calculation and make any necessary adjustments. On the Calculations tab, you can review the accuracy of computed amounts or override the calculation results by supplying different amounts. After you final-compute timecards, the computed amounts cannot be changed; Sage Master Builder posts the job and equipment costs, and updates the wage and payroll calculation balances in the employee records.
About payroll record status
The status indicates the condition of the payroll record.
IMPORTANT:
A ledger transaction for a reversed payroll record is not reversed until you re-post it to the general ledger using the Post button on the 5-2-6
Post Payroll to GL window.
Status
1-Open
2-
Computed
3-Posted
Description
Not yet computed.
Indicates a final-compute or hand-compute.
You have posted the record.
4-Reversed You have voided but not posted the record.
5-Void
You have either voided the record or reversed and posted the record.
About payroll record types
The payroll record type indicates what kind of payroll record you are entering.
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Type
1-Regular
2-Bonus
3-Hand
Computed
4-Start Up
5-Advance
6-Third Party
Description
A record timecard entry.
A lump sum paid to an employee.
An adjusting entry made to the payroll calculation balances in an employee record.
An entry that is not journalized.
An entry that advances funds to an employee.
Third-party sick pay.
About pay types
The pay type categorizes the timecard line and determines the rate of pay. A pay type is required for each timecard line. Pay types 1 through 6 use the hourly rates indicated in the employee record or paygroup. For pay type 7, enter the rate in the Piece Rate column.
Pay Type
1-Regular
2-Overtime
3-Premium
4-Sick
5-Vacation
6-Holiday
7-Piece
Computes pay at
Standard pay rate.
Standard overtime pay rate.
Double-time pay rate (often for night shift, holidays, etc.)
Standard pay rate for sick leave.
Decreases the accrued sick hours in the employee record.
Standard pay rate for vacation.
Decreases the accrued vacation hours in the employee record.
Standard pay rate for holidays.
Use type 6-Holiday for employees who do not work on a holiday, but are paid for the day.
Piece rate by the piece completed.
In the Hours cell, enter the number of hours worked.
In the Piece Rate cell, enter the rate for each piece completed.
In the Pieces cell, enter the number of pieces completed.
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Pay Type Computes pay at
8-Per Diem
Lump sum for traveling expenses, etc.
In the Pay Rate cell, enter the amount.
Lump sum for bonuses, etc.
9-Miscellaneous
In the Pay Rate cell, enter the amount of the payment.
Checking for budgeted cost codes and cost types
When you select the Budget Verification command, Sage Master Builder compares the cost codes and cost types in the timecard against the cost codes and cost types in the budgets. When you save the record, Sage Master Builder notifies you if a line item does not appear in the budget of a job.
To check for budgeted cost codes and cost types:
5. Open 5-2-2 Payroll Records.
6. On the Options menu, click Budget Verification.
About payroll record errors
Payroll record errors result from inaccurate timecard entry, employee record setup, or payroll calculation setup. Before attempting to correct the error, determine its cause. In most cases correct the setup problem first, and then correct the payroll record error.
IMPORTANT:
If the wrong payroll posting accounts were set up in the 5-3-3 Employee Positions window, void the erroneous payroll records. Voiding the payroll records first ensures that reversing transactions are posted to the same accounts. Then enter the correct posting accounts in the 5-3-3
Employee Positions window. Finally, enter the correct payroll records.
There are two status settings:
o o
1-Open: Sage Master Builder has not created cost records, printed paychecks, or posted payroll to the general ledger. You can edit most information in the record. If the record is a duplicate, you can delete it. If you have assigned the wrong payroll type, void the record.
2-Computed: If you have not printed a check, void the original record. Then enter a new record with the correct data. You can trial-compute the record to make sure all the data is correct before the final-compute.
If you printed a check but did not issue it to the employee, void the original record. Then enter a new record with the correct data. You can trial-compute the record to make sure all the data is correct before the final-compute. To maintain an accurate audit trail, cancel the check number of the erroneous check.
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If you issued the check to the employee, void the original record. Then enter a payroll advance for the net amount of the check. To maintain an accurate audit trail, enter the original check number in the Check Number box. Then enter a new record with the correct data. You can trial-compute the record to make sure all the data is correct before the final-compute.
Sage Master Builder recovers the payroll advance from the subsequent paychecks. If you overpaid the employee due to error, and the subsequent check results in a net $0 amount, print the check to plain paper and provide a copy to the employee. If you underpaid the employee due to error, print the new paycheck and give it to the employee. Always provide the employee with a copy of the correct payroll information.
About images included with employee records
You can include images with certain types of records. For example, when you assign the image of an employee to the employee’s record, Sage Master Builder displays a thumbnail view in the
Employee window. Sage Master Builder supports the following types of images:
.bmp
,
.jpeg/.jpg
,
.gif
,
.emf
,
.wmf
, and
.ico
files.
Before assigning an image to a record, the image file must follow a specific naming convention: a word or words, followed by a space, followed by a number (see below). This lets you keep a series of pictures with a record—you can use the same name but change only the number.
After you assign an image file to a record, you can include other image files with similar names.
Suppose you have been taking pictures of the progress at a job site. The latest photo, fourth in the series, is named
BL Johnson 04.bmp
and is assigned to the job record. A thumbnail of the photo appears on the job record. In addition, you can view the three previous photos,
BL Johnson
01.bmp
,
BL Johnson 02.bmp
, and
BL Johnson 03.bmp
from the Image window.
Entering Payroll
About entering payroll records
For each non-salaried employee, you enter a separate record with a breakdown of his or her time on the Timecard tab. On each timecard line you can enter the hours worked on a specific job, or the hours worked performing repairs and maintenance on a piece of equipment. Each timecard line also requires a pay type, which indicates the type of wages to compute the wages for the line. When you final-compute the payroll, Sage Master Builder creates the job and equipment costs based on the timecard lines.
There are two ways to enter payroll records for salaried employees. Most salary records only require the salary amount and do not need a breakdown of the employee’s hours. If you need to create job or equipment costs for a salaried employee’s time, you then need to classify his or her time on the
Timecard tab.
Payroll records for hand-computed checks, advances, and third-party payments do not use timecard information. A hand-computed check lets you adjust the payroll calculation balances stored in an employee’s record. You can enter a bonus as a separate record from a timecard, or you can include in on the timecard.
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Entering timecards
Consider the following points before entering timecards: o o o o o o
To determine the default Workers’ Compensation code, Sage Master Builder first checks to see if the
Use Emp Comp Code check box on 5-2-1 Employees is selected for that employee record. If not, then Sage Master Builder looks to the Comp Code1 column on 6-5 Cost Codes to determine the default Workers’ Compensation code. If it does not find a compensation code there, then it looks back to the Comp Code text box on 5-2-1 Employees for the Workers’ Compensation code and uses that one for determining the default.
To determine the department number for posting, Sage Master Builder first looks to the job. If Sage
Master Builder does not find a department, Sage Master Builder then looks at the cost code. If it does not contain a department number, Sage Master Builder then looks to the employee position.
You can enter negative hours. To compute payroll records correctly, enter the timecard line containing the negative hours first. This ensures deductions, benefits, or other calculations that use calculation maximums compute properly.
To make sure all payroll records are final-computed and posted, enter checks for pay advances, bonuses, or layoffs using the same period ending date as regular payroll.
You can display a summary of the local payroll taxes computed for a timecard.
You can compute an employee’s hourly rate per piece by using piece pay.
IMPORTANT:
The Direct Deposit check box appears “selected” only if the Use Direct Deposit check box is selected on the Compensation tab of 5-2-1 Employees.
To enter a timecard:
7. Open 5-2-2 Payroll Records.
8. In the Employee text box, enter the employee number.
9. In the Period Start text box, enter the date when the payroll period begins.
10. In the Period End text box, enter the date when the payroll period ends.
11. In the Check Date text box, enter the date when the check is to be issued.
12.
In the Check# text box, type 0000.
When you print the check, Sage Master Builder assigns the check number to the record.
3. If you have already issued the check, enter the check number in the Check# text box.
13. In the Payroll Type list, click 1-Regular.
14. In the Quarter text box, enter the payroll quarter.
15. In the State text box, enter the tax state.
16. In the Timecard tab, do the following:
1. In the Date cell, enter the date on which the employee worked.
2. If the employee worked on a job, enter the job number in the Job cell. If the employee worked on equipment, enter the equipment number in the Equipment cell.
3. If the job is in a local payroll tax district, enter the local payroll district number in the Locality cell.
4. If the job requires certified payroll, type Yes in the Certified cell.
5. If the job uses phases, enter the phase number in the Phase cell.
6. If the employee worked on a job or repaired equipment, enter the cost code number in the Cost
Code cell.
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7. In the Pay Type cell, enter the pay type.
8. If you are using paygroups, enter the paygroup number in the Paygroup cell.
9. In the Pay Rate cell, enter the employee’s pay rate.
10. In the Hours cell, enter the number of hours the employee worked.
11. In the Comp Code cell, enter the Workers’ Compensation code number.
12. If you are using departments, enter the department number in the Department cell.
13. In the Absences cell, enter the user-defined reason for the employee’s absence.
17. Repeat step 10 for each payroll item.
18. On the File menu, click Save.
About absences
The Absence column on the Timecard tab of 5-2-2 Payroll Records can be used to record userdefined descriptions of employee absences when entering information on employee timecards. This column is optional.
The Absences cell is for informational purposes only and does not affect the employee’s pay. The
Pay Type cell on the Timecard tab of 5-2-2 Payroll Records controls the designation of the type of pay for that employee and is required.
About Autofill Pay Rate
IMPORTANT:
Only a user logged in as supervisor has the access rights to turn this option on and off.
Security needs to be defined for the Pay Rate column for the user(s) that can and cannot access it. For those users that will not be seeing the Pay Rate information, the Autofill Pay Rate will automatically be populated when they have completed entering a timecard.
If you are using security to hide the Pay Rate column in 5-2-2 Payroll Records, Autofill Pay Rate can be turned on to fill in the default Pay Rate automatically for users that do not have access to pay rate information.
To turn on Autofill Pay Rate:
6. Open 5-2-2 Payroll Records.
7. Click Options.
8. Click Autofill Pay Rate.
Importing service records
When service records contain a date of completion and the actual hours worked, you can create a timecard from the service records.
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Chapter 5 232
IMPORTANT:
The service records only contain the dates and hours worked. Review the timecard and enter any additional information.
To import service records:
7. Open 5-2-2 Payroll Records.
8. In the Employee text box, enter the employee number.
9. In the Period Start text box, enter the date when the payroll period begins.
10. In the Period End text box, enter the date when the payroll period ends.
11. On the Options menu, point to Import Data and click Service Orders.
Entering per diem payments
Per diem payments cover expenses incurred by the employee during the course of work. Usually expenses are limited to travel, food, and lodging. The maximum rates are set by the Internal
Revenue Service.
The company incurs the expense of per diem, not the employee. Therefore, the per diem provided to the employee is non-taxable. In the 5-3-1 Payroll Calculations window, set up a payroll calculation that exempts the per diem from taxes.
To enter per diem payments:
6. Open 5-2-2 Payroll Records.
7. In the Type list, click 8-Per Diem.
8. In the Pay Rate text box, enter the amount.
If you enter a job number on the timecard line, Sage
Master Builder will job cost the per diem when you final-compute the timecard.
About piece pay
Piece pay can be used both for the 5-5-1 Daily Payroll Entry payroll method and the 5-5-2 Payroll
Records payroll method.
For either method, enter the Pay Type, Hours (hours worked to complete the pieces), Piece Rate
(rate per piece) and Pieces to calculate the Hourly Rate for Pieces. Entering the hours is optional.
If you do not enter the number of hours worked for that day, the Hourly Rate for Pieces will not calculate.
IMPORTANT:
If you are entering the pay information in the Daily
Payroll, the Hourly Rate for Pieces will not display until a timecard has been created for that employee.
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The pay information must have a Pay Type of 7-Piece to be entered as piece pay.
About payroll advances
When you give a payroll advance to an employee, Sage Master Builder debits the Payroll Advance ledger account and records the amount in the Advances Due text box in the employee’s record.
Payroll advances are considered a type of short-term loan and are not subject to payroll deductions.
You can deduct the advance from the employee’s next paycheck, or a flat amount each pay period until the advance has been recovered. As you recover the advance, Sage Master Builder updates the Advances Due text box to reflect the current amount due. When the amount in the Advances
Due text box reaches $0, Sage Master Builder stops making a deduction from the employee’s pay.
About employee loans
Some companies provide long term loans or interest-bearing loans to employees. Instead of writing a payroll check for the advance, write a general ledger check to the employee. Post the amount to the loans receivable account. If you don't have a subaccount for loans receivable, you can set one up.
If you give several employees long term loans, consider using subsidiary accounts to track each loan separately. Because loans are posted to different ledger accounts than payroll advances, set up a separate payroll calculation to recover the loan.
Entering wages for salaried employees
A salaried employee receives the same pay regardless of how many hours are worked. So it is usually not necessary to provide the number of hours worked.
IMPORTANT:
When a salaried employee is subject to a local payroll tax, enter the hours worked and the local tax district number on the Timecard tab.
To enter wages for a salaried employee:
6. Open 5-2-2 Payroll Records.
7. In the Employee text box, enter the employee number.
8. In the Period Start text box, enter the date when the payroll period begins.
9. In the Period End text box, enter the date when the payroll period ends.
10. In the Check Date text box, enter the date when the check is to be issued.
11.
In the Check# text box, type 0000.
When you print the check, Sage Master Builder assigns the check number to the record.
3. If you have already issued the check, enter the check number in the Check# text box.
12. In the Payroll Type list, click 1-Regular.
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Chapter 5 234
13. In the Quarter text box, enter the payroll quarter.
14. In the State text box, enter the tax state.
15. In the Salary text box, enter the salary.
16. On the File menu, click Save.
TIP:
You can job cost payroll for salaried employees.
Job costing salaried employees
If a salaried employee spends time working on a job or repairing equipment, you can create the appropriate job or equipment cost records. On the Timecard tab, enter the hours the employee has spent working jobs or repairing equipment during the pay period. Also, include the hours spent in an overhead or administrative capacity.
When you compute payroll, Sage Master Builder calculates the gross hourly wage (employee salary
/ total hours = gross hourly wage). If a salaried employee works more than 40 hours in a week, the calculated gross hourly wage is lower. Therefore, to compute a gross hourly wage based on a 40hour week, enter a timecard line for negative hours and attribute them to a dummy job (created strictly for this purpose). The dummy job allows you to enter all hours worked without affecting the costs attributed to the jobs or equipment.
Suppose Robert, a salaried administrator, worked eight hours as a carpenter on a job. He also worked 32 hours as an administrator. The first timecard line contains the job, cost code, payroll line type, hours, and Workers’ Compensation code. The second timecard line contains the payroll line type, non-job or equipment related hours worked, and the Workers’ Compensation code. When you final-compute the payroll record, Sage Master Builder attributes the cost of eight hours labor to the job and 32 hours labor to administration.
To job cost a salaried employee:
7. Open 5-2-2 Payroll Records.
8. In the Employee box, enter the employee number.
9. In the Period Start box, enter the date when the payroll period begins.
10. In the Period End box, enter the date when the payroll period ends.
11. In the Check Date box, enter the date when the check is to be issued.
12.
In the Check# box, type 0000.
When you print the check, Sage Master Builder assigns the check number to the record.
3. If you have already issued the check, enter the check number in the Check# text box.
13. In the Payroll Type list, click 1-Regular.
14. In the Quarter box, enter the payroll quarter.
15. In the State box, enter the tax state.
16. In the Salary box, enter the salary.
17. In the Timecard tab, do the following:
1. In the Date cell, enter the date on which the employee worked.
2. If the employee worked on a job, enter the job number in the Job cell.
3. If the employee repaired equipment, enter the equipment number in the Equipment cell.
4. If the job is in a local payroll tax district, enter the local payroll district number in the Locality cell.
5. If the job requires certified payroll, type Yes in the Certified cell.
6. If the job uses phases, enter the phase number in the Phase cell.
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7. If the employee worked on a job or repaired equipment, enter the cost code number in the Cost
Code cell.
8. In the Pay Type cell, enter the payroll line type.
9. In the Compensation Code cell, enter the Workers’ Compensation code number.
10. If you are using departments, enter the department number in the Department cell.
18. Repeat step 11 for each payroll item.
19. On the File menu, click Save.
To compute payroll records correctly, enter the timecard line containing the negative hours first. This ensures deductions, benefits, or other calculations that use calculation maximums compute properly.
When a salaried employee is subject to a local payroll tax, enter the local payroll tax district on the Timecard tab.
Payroll Bonuses
About bonus checks
IMPORTANT:
Sage Master Builder does not support the higher bonus rate of 35% for supplemental wages which exceed one million dollars in a year.
You can enter bonus checks in two ways.
o o
As a separate paycheck. Sage Master Builder computes the Federal Income Tax (FIT) using the federal bonus table.
Include it in a paycheck. Sage Master Builder computes the FIT using the standard tax tables. The
IRS considers the bonus to be supplemental wages, and it is taxed as regular wages.
Entering bonuses as separate records
IMPORTANT:
Important:
Always trial-compute and review the amounts on the
Calculations tab. Sage Master Builder does not compute the state income tax for all states. You may have to manually compute the amount of state income tax to withhold, and enter it in on the Calculations tab.
Some deductions or benefits might not apply to bonuses. Check with your benefits plan administrator, as well as other state and local agencies to determine which deductions and benefits apply.
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To enter a bonus as a separate record:
5. Open 5-2-2 Payroll Records.
6. In the Employee text box, enter the employee number.
7. In the Period Start text box, enter the date when the payroll period begins.
8. In the Period End text box, enter the date when the payroll period ends.
9. In the Check Date text box, enter the date when the check is to be issued.
10. In the Check# text box, type 0000.
11. When you print the check, Sage Master Builder assigns the check number to the record.
12. If you have already issued the check, enter the check number in the Check# text box.
13. In the Payroll Type list, click 2-Bonus.
14. In the Quarter text box, enter the payroll quarter.
15. In the State text box, enter the tax state.
16.
Important:
If the bonus is to be job costed, enter the bonus amount in the Pay Rate column, and using pay type 9-
Misc, put the bonus in the grid.
If the bonus does not need to be job costed, it can be entered in the Salary text box.
17.
18. On the File menu, click Save.
If necessary, you can override a calculated amount.
Including bonuses in salaried employee payroll records
To include a bonus in a salaried employee’s record:
4. Open 5-2-2 Payroll Records, browse to the payroll record for the salaried employee, and click the Time-
card tab.
5. In the Timecard tab, do the following:
1. In the Description cell, enter a brief statement about the bonus.
2. In the Pay Type cell, enter type 9-Miscellaneous.
3. In the Pay Rate cell, enter the amount of the bonus.
4. In the Compensation Code cell, enter the Workers’ Compensation code number.
5. If you are using departments, enter the department number in the Department cell.
6. On the File menu, click Save.
Including bonuses in employee timecards
To include a bonus in an employee’s timecard:
4. Enter the timecard for the employee.
5. On a separate timecard line, do the following:
1. In the Description cell, enter a brief statement about the bonus.
2. If you want to job cost the bonus, enter the job number in the Job cell.
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3. If the job is in a local payroll tax district, enter the local payroll district number in the Locality cell.
4. If the job requires certified payroll, type Yes in the Certified cell.
5. If the job uses phases, enter the phase number in the Phase cell.
6. If the employee worked on a job, enter the cost code number in the Cost Code cell.
7. In the Pay Type cell, click 9-Miscellaneous.
8. In the Pay Rate cell, enter the amount of the bonus.
9. In the Compensation Code cell, enter the Workers’ Compensation code number.
10. If you are using departments, enter the department number in the Department cell.
6. On the File menu, click Save.
Hand-computed Checks
About hand-computed checks
Caution!
When adjusting any calculation balances, it is important to consider the impact to the employee’s taxable wages. Additional adjustments to the wages may be necessary.
Use hand-computed payroll checks to make small adjustments to the calculation balances stored in an employee record. When you assign pay type 3-Hand Computed to a payroll record, Sage
Master Builder limits entry to the Calculations tab.
To adjust the balance of an employer cost, enter a negative sum to deduct from the balance, or enter a positive sum to add to the balance. The adjustment does not affect the employee’s net wages.
To adjust employee costs, transfer the sum from one calculation balance to another. Depending on which balance you are adjusting, you can offset the net check amount to Federal Income Tax
(FIT), State Income Tax (SIT), or Payroll Advance.
o o o
Use FIT to adjust federal taxes such as Social Security or Medicare.
Use SIT to adjust state taxes such as state disability insurance.
Use Payroll Advance to change the amount of the net paycheck.
Suppose that you have over-deducted $10 for Social Security from Dick’s gross wages. On the
Calculations tab, you enter –$10 in the Amount cell for the Employee Social Security calculation. Then in the Amount cell of FIT, enter $10. Sage Master Builder deducts the $10 from the Employee Social Security balance and adds it to the FIT balance. Rather than moving the balance to FIT, you could enter the amount in Payroll Advance. Sage Master Builder would then add $10 to the employee’s next paycheck.
Entering hand-computed checks to adjust employee deduction balances
Important:
Sage Master Builder does not create job costs for hand-computed checks.
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To enter a hand-computed check to adjust employee deduction balances:
5. Open 5-2-2 Payroll Records.
6. In the Employee text box, enter the employee number.
7. In the Period Start text box, enter the date when the payroll period begins.
8. In the Period End text box, enter the date when the payroll period ends.
9. In the Check Date text box, enter the date when the check is to be issued.
10. In the Check# text box, enter a dummy check number, such as 9999.
11. In the Payroll Type list, click 3-Hand Computed.
12. In the Quarter text box, enter the payroll quarter.
13. In the State text box, enter the tax state.
14. If the Salary box is autofilled, delete the amount.
15. Click the Calculations tab.
16. If the calculation balance is too high, do the following:
1. In the Amount cell, enter the sum you want to deduct from the balance as a negative.
2. In the Amount cell of the payroll calculation to which you are moving the sum, enter the sum as a positive.
3. If the calculation balance is too low, do the following:
4. In the Amount cell, enter the amount you want to add.
5. In the Amount cell of the payroll calculation from which you are taking the sum, enter the sum as a negative.
17. On the File menu, click Save.
Sage Master Builder assigns a hand-computed check status 2-Computed. It is not necessary to perform a final-compute to post the record.
Entering hand-computed checks to adjust employer cost balances
IMPORTANT:
Sage Master Builder does not create job costs for hand-computed checks.
To enter a hand-computed check to adjust employer cost balances:
5. Open 5-2-2 Payroll Records.
6. In the Employee text box, enter the employee number.
7. In the Period Start text box, enter the date when the payroll period begins.
8. In the Period End text box, enter the date when the payroll period ends.
9. In the Check Date text box, enter the date when the check is to be issued.
10. In the Check# text box, enter a dummy check number, such as 9999.
11. In the Payroll Type list, click 3-Hand Computed.
12. In the Quarter text box, enter the payroll quarter.
13. In the State text box, enter the tax state.
14. If the Salary box is autofilled, delete the amount.
15. Click the Calculations tab.
1. If the calculation balance is too high, in the Amount cell, enter the sum you want to deduct from the balance as a negative.
2. If the calculation balance is too low, in the Amount cell, enter the amount you want to add.
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16. On the File menu, click Save.
Sage Master Builder assigns a hand-computed check status 2-Computed. It is not necessary to perform a final-compute to post the record.
About third-party sick pay
In some states, a third party pays for employees receiving sick pay or disability insurance. In most instances, the employer is responsible for reporting the deductions and wages. If your company is responsible for reporting the sick pay wages, you can enter payroll records using pay type 6-Third
Party.
When you post a payroll record with pay type 6-Third Party, Sage Master Builder: o o o
Adds the employee costs to the calculation balances stored in the employee’s record.
Adds the employer costs to the calculation balances stored in the employee’s record.
Posts the employer costs to the general ledger.
For more information about third-party sick pay, see IRS publication 15A, The Employer’s
Supplemental Tax Guide.
Entering third-party sick pay
Consider the following points before entering third-party pay: o o o
For third-party sick pay to be marked on W-2s, you need to select the Third-Party Sick Pay check box on the Compensation tab of the 5-2-1 Employees window.
Before saving the record, compare the calculation balances stored in the employee record with the payroll calculation maximums.
Because you enter the calculation amounts, Sage Master Builder assigns the record status 2-Com-
puted. Therefore, Sage Master Builder does not check to see if the calculation maximums have been exceeded.
To enter third-party sick pay:
6. Open 5-2-2 Payroll Records.
7. In the Employee text box, enter the employee number.
8. In the Period Start text box, enter the date when the payroll period begins.
9. In the Period End text box, enter the date when the payroll period ends.
10. In the Check Date text box, enter the date when the check is to be issued.
11. In the Check# text box, enter a dummy check number.
12. In the Payroll Type list, click 6-Third Party.
13. In the Quarter text box, enter the payroll quarter.
14. In the State text box, enter the tax state.
15. In the Salary text box, enter the amount of the employee’s gross wage.
16. In the Calculations tab, do the following:
1. For each employee cost paid by the third party, enter the amount in the appropriate Amount cell.
2. For each employer cost, enter the amount in the appropriate Amount cell.
17. On the File menu, click Save.
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Chapter 5 240
Employee Record Calculations
About calculations in payroll records
The Calculations tab in the 5-2-2 Payroll Records window lets you view the deduction and benefit amounts for a timecard after the trial or final-compute. After setting up a new employee record or adding a new payroll calculation to an employee record, it is a good idea to review the computed amounts after a trial-compute. The review ensures that the payroll calculation and the calculation rates in the employee record have been set up correctly.
For a single timecard, you can also manually enter an amount for a payroll calculation and override what Sage Master Builder would otherwise compute. During a trial or final-compute, Sage Master
Builder looks at the Override column. When an Override cell contains Yes, Sage Master Builder uses the amount you have entered for that calculation. After you have performed a final-compute for timecards, you cannot change the computed amounts on those timecards.
Suppose that you advance Rob $500, and set up a calculation to recover the advance at a rate of
$50 per paycheck. One week, Rob works far more than usual and suggests that you deduct $200 from this paycheck. If you were to change the calculation rate for the payroll advance in Rob’s employee record, you would then have to change the rate back after the final-compute. Because the
$200 deduction is only for one paycheck, adjust the computed amount on the timecard. On the
Calculations tab, locate the Payroll Advance calculation, enter $200 in the Amount cell, and type
Yes in the Override cell.
You can also use the Calculations tab to adjust the deduction or benefit balances for a specific employee. When you enter a hand-computed check, you can subtract from the balance of one payroll calculation and add it to another.
Overriding payroll record calculations
Before the final-compute for payroll records, you can override the calculated amounts. If you know the amount, enter it while entering the timecard. Otherwise, it is a good idea to trial-compute the payroll records first. Then when reviewing the trial-computed record, enter the amount.
To override a payroll record calculation:
5. Open 5-2-2 Payroll Records.
6. Enter the timecard.
7. On the File menu, click Save.
8. Open 5-2-3 Compute Payroll, and select Trial-compute the payroll record(s).
9.
Important:
After final-computing a payroll record, you cannot change the amounts on the Calculations tab.
10.
11. In the 5-2-2 Payroll Records window, select the record you want to change.
12. Click the Calculations tab.
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13. For each payroll calculation that you want to change, do the following:
14. In the Amount cell, enter the amount that you want to use.
15. In the Override cell, type Yes.
16. On the File menu, click Save.
When a payroll record is assigned status 1-Open or 2-
Bonus, type Yes in an Override cell for Sage Master
Builder to use the amount you enter.
Reprinting Payroll Checks
Reprinting unposted payroll checks
Sage Master Builder automatically updates the existing ledger record and associated job cost/equipment records with the new check number when it assigns the new check number to the existing payroll record.
To reprint an unposted payroll check:
5. Open 5-2-2 Payroll Records.
6. Select the timecard for which you want to reprint the check.
7. In the Check# text box, delete the original check number.
8. In the Check# text box, type 0000.
9. On the File menu, click Save.
10. Print the check again and assign the new check number in 5-2-4 Payroll Checks.
11. Cancel the original check number to maintain an accurate check register.
Reprinting previously posted payroll checks
Sage Master Builder automatically updates the existing ledger record and associated job cost/equipment records with the new check number when it assigns the new check number to the existing payroll record.
To reprint a previously posted payroll check:
5. Open 5-2-2 Payroll Records.
6. Select the timecard for which you want to reprint the check.
7. In the Check# text box, delete the original check number.
8. In the Check# text box, type 0000.
9. On the File menu, click Save.
10. Print the check again.
11. Cancel the original check number to maintain an accurate check register.
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Chapter 5 242
Voiding payroll records
Caution!
Voiding payroll records is not possible from 5-2-2
Payroll Records if the record has a status of 2-
Cleared in the general ledger. To void a posted payroll record, you must change its status in 1-3 Journal
Transactions to 1-Open. Changing general ledger transactions with a status of 2-Cleared is not a recommended best practice in accounting.
When you void a payroll record, it is voided in the period in which it was entered. All parts of the record are voided, such as withholding taxes, social security, and so forth.
To reissue another check, you have to create new payroll record and process it as you normally process your payroll records.
To void a payroll record:
7. Open 5-2-2 Payroll Records.
8. Using the data control, select the record.
9. From the Edit menu, select Void Payroll Record.
10. Re-open the payroll record and note that the status has been changed to 5-Void.
Voiding payroll records and re-entering the correct data for previously issued checks
Caution!
Voiding payroll records is not possible from 5-2-2
Payroll Records if the record has a status of 2-
Cleared in the general ledger. To void a posted payroll record, you must change its status in 1-3 Journal
Transactions to 1-Open. Changing general ledger transactions with a status of 2-Cleared is not a recommended best practice in accounting.
To void a payroll record and re-enter the correct data for a previously issued check:
5. Open 5-2-2 Payroll Records.
6. Using the data control, select the record.
7. Void the record.
8. Enter a payroll advance for the net amount of the erroneous check.
9. In the record for the advance, enter the original check number in the Check Number text box.
10. Enter a payroll record with the correct data.
11. Open 5-2-3 Compute Payroll.
12. Trial-compute and review the record.
13. If the record is correct, you can final-compute the record and print the check.
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Always provide the employee with a copy of the correct payroll information. If you overpaid the employee due to error and the subsequent check results in a net $0 amount, print the check to plain paper.
If you underpaid the employee due to error, print the new paycheck and give it to the employee.
Correcting payroll records associated with paid T and M invoices
Completing this task requires that you complete five procedures: o o o o o
Part A - Reverse the payment
Part B - Void the T&M invoice
Part C - Void and re-create the payroll record
Part D - Recompute and post the T&M invoice
Part E - Repay the T&M invoice in 3-3 Cash Receipts
Part A - To reverse the cash receipt payment.
1.
Open 3-3 Cash Receipts.
2.
Do the following: a.
In the Account box, enter the ledger account number for the cash account.
b.
In the Deposit# box, enter the deposit transaction number.
c.
In the Date box, enter the deposit date.
d.
In the Description box, enter a brief statement about the transaction.
3.
Do one of the following: a.
In the Client box, enter the client number.
b.
In the Job box, enter the job number.
4.
Do one of the following: a.
Click the Contract Invoices tab.
b.
Click the Service Invoices tab.
5.
Consider the following: a.
If the invoices are partially paid, select the Open only option.
b.
If the invoices are completely paid, select the Paid only option.
c.
If you have a combination of paid and partially paid invoices, select the All option.
6.
Click the Display button.
7.
In the grid, do the following: a.
In the Paid (Cash) cell, enter the amount as a negative amount.
b.
In the Discount cell, enter the discount amount, if any, as a negative amount.
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Chapter 5 244
8.
Repeat step 7 for each payment you want to reverse.
9.
On the File menu, click Save.
When you reverse a payment made to an invoice with status 4-Paid, Sage Master Builder changes the status to 1-Open.
10. After reversing all payments made to an invoice, you can void the invoice.
Part B - Void the T&M invoice
1.
Open 3-2 Receivable Invoices/Credits.
2.
Display the invoice that you need to void.
3.
From the Edit menu, select Void Invoice.
4.
To the message, This invoice was created from Time and Materials Billing. Are you sure
you want to continue? click Yes.
For more information, see the topic, Voiding time and materials invoices.
5.
To the message, You are about to void this record. Do you want to continue? click Yes.
6.
To the message, Do you want to reset 'Billing Status' to Open on the job cost records? click
Yes.
Part C - Void and re-create the payroll record.
1.
Open 5-2-2 Payroll Records.
2.
Display the record you need to correct.
3.
From the Edit menu, select Copy Payroll Record.
4.
From the Edit menu, select Void Payroll Record.
5.
To the message, You are about to void this record. Do you want to continue? click Yes.
6.
To the message, Ledger transaction found for this payroll record. Do you want to have the
existing transaction altered to 'Void'? click Yes.
Answer No to post a new, reversing transaction.
7.
To the message, Payroll record, cost records, and ledger transaction have all been voided, click OK.
8.
From the Edit menu, select Paste Payroll Record.
9.
Make the necessary changes to the payroll record.
10. From the File menu, select Save.
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11. Recompute and re-post the payroll as usual.
Part D - Recompute and re-post the T&M invoice
1.
Open 3-10-2 Compute T&M Invoices.
2.
In the Invoice Date box, enter the date you want to assign the invoices.
3.
Select the criteria to choose the invoices you want to calculate.
4.
Click Compute.
Next, you have to post time and materials invoices:
1.
Open 3-10-4 Post T&M Invoices.
2.
Select the invoices you want to post.
3.
Click Post.
Part E - Repay the T&M invoice in 3-3 Cash Receipts
To enter a payment against an invoice:
Open 3-3 Cash Receipts.
Do the following:
In the Account text box, enter the ledger account number for the cash account.
In the Deposit# text box, enter the deposit number.
In the Date text box, enter the deposit date.
In the Description text box, enter a brief statement about the transaction.
Do one of the following:TopOfPage
In the Client text box, enter the client number.
In the Job text box, enter the job number.
Do one of the following:
Click the Contract Invoices tab.
Click the Service Invoices tab.
Click the Display button.
In the grid, do the following:
In the Paid (Cash) cell, enter the total amount received.
Do not include any discount or credit in this amount.
If you are using discounts, in the Disc Available cell, enter the amount of the discount.
If you are not using discounts, skip step b.
*** REMOVE THIS p.table_anchor PARAGRAPH ***
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Chapter 5 246
IMPORTANT:
To enter an overpayment for an invoice, the total of the
Paid (Cash) and Discount cells must equal the amount in the Balance text box. Then in the
Overpayment cell, enter the amount paid in addition to the invoice payment, not the total amount.
Repeat step 6 for each invoice you want to pay.
On the File menu, click Save.
*** REMOVE THIS p.table_anchor PARAGRAPH ***
If you do not enter a job number or client number, Sage
Master Builder displays all invoices.
5-2-3 Compute Payroll
About computing payroll records
You can perform a trial-compute or a final-compute of the payroll records. During a compute, Sage
Master Builder calculates the wages, deductions, benefits, and employer costs for each timecard.
After a trial-compute, you can review the individual payroll records, check the accuracy of the payroll calculations, and make any last-minute adjustments. Before the final-compute, you can override a payroll calculation in a specific record and provide the amount you want Sage Master Builder to use.
When a final-compute is completed, Sage Master Builder changes the status of the records to 2-
Computed and creates the job costs. In the employee records, Sage Master Builder updates the quarterly and year-to-date totals for gross wages, Social Security, and Medicare. Sage Master
Builder also updates the quarterly totals of the payroll calculations.
After you have done the final-computed of the payroll, you can print payroll checks and post the records. If the posting period has changed between the time of the final compute and posting to the general ledger, Sage Master Builder updates the posting period of the job cost records.
Job costs are created as part of the final compute of the payroll. At that time, however, neither the check number nor the accounting period of the check transaction is available. The job cost records are updated later with the check number when the check is printed. Then the accounting period and the ledger transaction link are updated when the check is posted to the general ledger.
Computing payroll records
Consider the following points before computing payroll records: o Job costs are created as part of the final compute of the payroll. At that time, however, neither the check number nor the accounting period of the check transaction is available. The job cost records
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247 Chapter 5 o o are updated later with the check number when the check is printed. Then the accounting period and the ledger transaction link are updated when the check is posted to the general ledger.
You can limit the compute to a specific pay period. In the Period Ending text box, enter the date when the pay period ended.
After the final-compute, verify that the records computed correctly. You can print a Payroll Check report, including the deductions, from 5-1-2 Payroll Checks Register. After posting the payroll, you can print the report again when it includes the check numbers.
To compute payroll records:
6. Open 5-2-3 Compute Payroll.
7. To trial-compute the payroll records, click Trial Compute.
8. To final-compute the payroll records, click Final Compute.
9. Click OK.
5-2-4 Payroll Checks
About 5-2-4 Payroll Checks
Clicking 5-2-4 Payroll Checks launches the 5-2-4 Report Printing window for printing Payroll
Check reports and viewing sample reports.
5-2-5 Direct Deposit File Manager
About direct deposit
Direct deposit allows your employees to have their paychecks deposited directly into their bank account. Banks require electronic delivery of payroll information by companies wishing to provide employees with direct deposit. Sage Master Builder supports the creation of a file in automatic clearing house (ACH) format. You can then send this file to your bank. Your bank will extract records from the file and create files that are routed through ACH providers to the various employee banks.
IMPORTANT:
Contact your bank to determine any delivery requirements, including encryption, additional file format requirements, or other requirements. After establishing and agreeing on a method of delivery with your bank, you can create the file and deliver it in the agreed-upon method.
IMPORTANT:
Whenever any changes are made to your direct deposit file format by changing any of the formatting options, you should contact your bank and request a retest to be sure your bank is ready for the changes.
Two documents can be created during a direct deposit run: the Direct Deposit File and the Direct
Deposit File Report.
o Direct Deposit File - The Direct Deposit file is created in Automated Clearing House (ACH) format and is saved as a
.txt
file used by the bank. By default it is saved in the
5-2 Payroll Processing
Chapter 5 248 o x:\MB7\companyname\Direct Deposit folder (where x: is your network drive). The next time you save your direct deposit file, Sage Master Builder defaults to the directory where the file was last saved. The exact location of your direct file appears on the Direct Deposit File Report.
Direct Deposit File Report - The generated report is saved in the
\MB7\companyname\Reports folder as an .rtf or .pdf.
NOTE:
After creating the Direct Deposit File, Sage
Master Builder prompts you to print a Direct Deposit
File Report that shows your Direct Deposit File information. If you do not print that report at that time and need to reprint the report, use Options > Reprint
Direct Deposit Report.
Printed checks have a unique check number and an electronic deposit number that correspond to the payroll record number. Sage Master Builder users with checks pre-printed with check numbers should run check runs in sequence.
Printing direct deposit payroll checks creates and prints a non-negotiable check and supplies the employee with a record of the payroll. You have three options for printing direct deposit checks in 5-
2-4 Payroll Checks.
Direct deposit is limited to employee payroll only. Sage Master Builder does not support electronic payment or electronic transfer of funds for such things as: o o o
Federal, state, or local taxes
Child care support payments
Wage garnishment
About setting up direct deposit
Before you begin to set up and process direct deposit, consider the following: o o o Obtain the account and routing numbers from each employee for the bank accounts into which they want their paycheck deposited.
Determine if your bank requires a pre-notification.
Contact your bank to determine any delivery requirements, including encryption, additional file format requirements, or other requirements specific to an individual bank.
Setting up direct deposit involves entering information in two windows, 7-2 Company Information and 5-2-1 Employees.
Under Direct Deposit Information in the 7-2 Company Information window, you set up the parameters that control the movement of information between your company and your bank. This is where you enter your company bank account number, routing number, and account type, which is either checking or savings. There are also three check boxes located under Account Type that specify the format of the file type sent to the bank.
Caution!
Whenever any changes are made to your direct
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249 Chapter 5 deposit file format by changing any of the formatting options, you should contact your bank and request a retest to be sure your bank is ready for the changes.
You can set up direct deposit of paychecks using the Compensation tab in 5-2-1 Employees. The employee must provide you with the following information for each account to which he or she wants funds deposited: account type, routing number, account number, rate type, and rate.
Under Direct Deposit information, you can deposit funds in up to four different bank accounts for an employee.
IMPORTANT:
Sage Master Builder does not support an employee receiving a combination of direct deposit and a physical paycheck.
IMPORTANT:
Account status is set by the payroll administrator. It is not provided by the employee.
About Direct Deposit File Manager
When you create a direct deposit file, payroll information is recorded for employees who have authorized direct deposit to their accounts. After the file is created, transfer the file using your bank’s specified procedure.
IMPORTANT:
Before creating a direct deposit file, you must first establish a procedure with your bank for transferring the file.
When you create a new company, a direct deposit folder is created within the company folder.
The default file name is set to the check date and company name. Invalid characters (
/ \:*?"<>|
) in the file name will be stripped out by Sage Master Builder.
Creating a direct deposit file
You can create a direct deposit file that contains a batch of payroll records. This is the file that you send to your company’s bank.
To create a direct deposit file:
5. Open 5-2-5 Direct Deposit File Manager.
6.
Enter the Payroll Check Date.
All computed records with that check date that have the Use Direct Deposit check box selected are included in the direct deposit file.
7. Enter the Deposit Date.
8. Click Start.
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When you are done creating the file, Sage Master Builder prompts you to print a report showing your file information.
Setting up company information for direct deposit
Setting up direct deposit involves entering information in the 7-2 Company Information. Under
Direct Deposit Information in the 7-2 Company Information window, you set up the parameters that control the movement of information between your company and your bank.
This is where you enter your company bank account number, routing number, and account type, which is either checking or savings. There are also three check boxes located under Account Type that specify the format of the file type sent to the bank.
To set up company information for direct deposit:
6. Open 7-2 Company Information.
7. Under Direct Deposit Information, complete the following:
8. In the Account # text box, enter your company’s bank account number.
9. In the Routing # text box, enter your company’s bank routing number.
10. In the Account Type, select your company’s bank account type.
11. Select or clear the check boxes appropriate to the preferences of your financial institution.
12. From the File menu, select Save.
If you have any questions about which check boxes to select—Include Company Debit Line, Include
Optional Hard Return, and Include Optional “9”
Fill—contact your financial institution.
Setting up employee records for direct deposit
An employee can have direct deposit for up to four separate accounts.
The four lines of direct deposit information are read by Sage Master Builder according to Rate Type first. It looks first at 1-Dollar Amount, then 2-Percent of Net, and lastly, 3-Remainder of Check.
If multiple lines are set to 1-Dollar Amount, Sage Master Builder looks at the lines in order from top to bottom.
The direct deposit information text boxes may be edited whether or not the Use Direct Deposit check box is selected. Validation rules do not apply until the check box is selected and the record is saved.
Caution!
Whenever any changes are made to your direct deposit file format by changing any of the formatting options, you should contact your bank and request a retest to be sure your bank is ready for the changes.
To set up an employee record for direct deposit:
8. Open 5-2-1 Employees.
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9. In the data control text box, enter the employee identification number.
10. Click the Compensation tab.
11.
Click the Use Direct Deposit check box to enable direct deposit.
This automatically selects the Direct Deposit check box in 5-2-2 Payroll Records. If checked, all standard payroll checks are included in the direct deposit file. A non-cashable paycheck is issued for history and employee information.
12. In the Status list, click the status of the account.
13. In the Account Type list, click the account type.
14. In the Routing# text box, enter the routing number of the bank.
15. In the Account# text box, enter the employee’s bank account number. Your account number may start with zero(s). Check with your bank.
16. In the Rate Type list, click the type of deposit.
17. In the Rate text box, enter the rate.
18. Repeat steps 5–10 for each account.
Creating and processing direct deposit pre-notes
Before you begin to process direct deposit for your employees, some banks require you to send them a pre-notification (pre-note) so they can verify the account numbers are valid.
IMPORTANT:
Not all banks require a pre-note for every employee.
Contact your bank to determine pre-note requirements.
Creating and processing a direct deposit pre-note is a four part process.
Part 1 - Set up the employee's account:
7. Open 5-2-1 Employees, and display the employee.
8. Click the Compensation tab, and select the Use Direct Deposit box.
9. From the Status menu, select 1-Prenote.
10. In the Routing# box, type the routing number of the employee’s bank.
11. In the Account# box, type the employee’s bank account number.
12. From the Rate Type menu, select the type of deposit.
13. In the Rate box, type the rate.
14. From the File menu, select Save.
15. If required by your bank, repeat Steps 1-8 above for each employee.
Part 2 - Enter and process sample payroll records:
16. Open 5-2-2 Payroll Records.
17. In the Employee box, enter the employee.
18. In the Period Start box, type the period start.
19. In the Period End box, type the period end.
20. In the Check Date box, type today's date.
21. In the Check# box, type a sample check number.
22. From the Payroll Type menu, select 3-Hand Computed.
23. In the Quarter box, enter the quarter.
24. In the State box, type the state.
25. In the Salary box, type .01.
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26. From the File menu, select Save.
27. Open 5-2-5 Direct Deposit File Manager.
28. In the Payroll Check Date box, type the check date.
29. In the Deposit Date box, type the deposit date.
30. Click Start.
31. To the message, [number] records will be processed for direct deposit, click OK.
32. After the direct deposit file is processed, the Select Destination File window appears.
33. Select the location in which to save the file and click Save.
1. The default destination is X:\MB7\[Company Name]\Direct Deposit (where X: is your network drive).
2. The file you save is the direct deposit pre-note you send to your bank.
34. To the message, Direct Deposit Process Complete click OK.
35. To the message, Do you want to print the Direct Deposit file report? click Yes.
36. From the File menu, select Print.
Part 3 - Enter and process regular payroll checks for your employees.
37. When you enter the regular timecards, clear the Direct Deposit box on the 5-2-2 Payroll Records.
Part 4 - After you receive notification from the bank, void the sample payroll records and change the employee's account status to 3-Active
38. Open 5-2-2 Payroll Records.
39. Display each sample payroll record.
40. From the Edit menu, select Void Payroll Record.
41. To the message, You are about to void this record. Do you want to continue? click Yes.
42. Open 5-2-1 Employees, and display each employee who is set up for direct deposit.
43. Click the Compensation tab.
44. Under Direct Deposit Information, click the Status menu and select 3-Active.
45. From the File menu, select Save.
Processing direct deposit
It is important to establish a routine for direct deposit entry. If you are unfamiliar with direct deposit entry or do not have a standard set of procedures, use the following guidelines to help you through the process. You may not need to perform every step outlined.
Caution!
Whenever any changes are made to your direct deposit file format by changing any of the formatting options, you should contact your bank and request a retest to be sure your bank is ready for the changes.
To process direct deposit payroll:
6. Enter your company's direct deposit information in the Direct Deposit Info section of 7-2 Company
Information.
1. Only Account#, Account Type, and Routing# are required entries in this section.
7. Open 5-2-1 Employees and set up the Direct Deposit Information on the Compensation tab.
8. Open 5-2-2 Payroll Records and enter timecards.
9. Open 5-2-3 Compute Payroll and enter record criteria.
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10. To print a check register for reviewing purposes, open 5-1-2 Payroll Check Register and do the following:
1. Select either the print a check register for direct deposit records only or the printed check
records only check box.
2. Enter record criteria.
11. Open 5-2-4 Payroll Checks and do the following:
1. Print check stubs and non-negotiable checks.
2. Specify a check date when prompted.
3. Assign check numbers when prompted.
12. Open 5-2-5 Direct Deposit File Manager and do the following:
1. Enter the batch criteria to create a direct deposit file, or on the Options menu, click Retract a
Direct Deposit Batch to retract a direct deposit batch.
2. Select the destination for the direct deposit data. The default destination is the Direct Deposit folder under the company name. You can accept the default name or create your own.
13. Open 5-1-2 Payroll Check Register, select the register you want to print, and print a file copy.
14. Open 5-2-6 Post Payroll to GL and post payroll.
Retracting a direct deposit file
IMPORTANT:
A direct deposit batch should only be retracted if the payroll records are in a Computed status. If payroll records are in a Posted status when the direct deposit batch is retracted, a new direct deposit batch cannot be created unless the payroll records are voided and recreated.
You can retract a batch of payroll records after you have created a direct deposit file. Retracting a direct deposit batch enables you to clear a direct deposit batch number from employee payroll records. Retracting a direct deposit batch will not affect the General Ledger. Use this function when you need to make an adjustment to the payroll records included with this batch file.
To retract a direct deposit batch file:
6. Open 5-2-5 Direct Deposit File Manager.
7. From the Options menu, select Retract Direct Deposit Batch.
8. Enter the Batch Number.
9. Click Retract.
Reprinting a Direct Deposit Report
You can reprint the direct deposit report by following the instructions below. The report is printed from a direct deposit .txt file.
To reprint a direct deposit report:
5. Open 5-2-5 Direct Deposit File Manager.
6. From the Options menu, select Reprint Direct Deposit Report.
7. On the Select the Direct Deposit File window, select the direct deposit file that you want to reprint as a report, and click Open.
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8. After the program validates the file, it is sent to the printer.
IMPORTANT:
As required by business needs, you can set up security to restrict access to this option.
Use Direct Deposit check box
If checked, all standard payroll checks are posted to a file. A non-cashable paycheck is issued for history and employee information. If unchecked, all standard payroll checks are printed on check forms as physical checks.
Account status
NOTE:
Account status is set by the payroll administrator, not provided by the employee.
Status Definition
0-None The account is assigned no status.
1-Prenote
The account is assigned 1-Prenote (Pre-notification) when your bank prefers to check that the account numbers are valid.
2-10 Day
Wait
3-Active
Important:
Many banks will not process Prenotes. Check with your bank.
Note:
This includes the accounts in the direct deposit file with no dollar amounts.
The account should be changed to 2-10 Day Wait after the account has been processed as 1-Prenote.
Otherwise, the next check could be included again as a
Prenote when the next direct deposit file is processed
(if the check date is the same).
Note:
This account will be included in the direct deposit file when it is created. A physical check must be distributed to the employee.
When active, the payroll information will be included in the direct deposit file with its respective dollar amounts.
4-Inactive The account is inactive.
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Account type
The Account Type is used in the direct deposit file to determine the Trans Code.
Account
Type
Description
1-Checking The direct deposit account is a checking account.
2-Savings The direct deposit account is a savings account.
Routing number
The Routing# is provided by the employee from the employee’s bank.
Account number
The Account# is the employee’s bank account number.
Rate type
Rate Type determines if the rate is a percentage or dollar amount.
Rate Type
0-None
1-Dollar Amount
Description
The rate type is set to none.
The amount is in dollars.
2-Percent of Net The amount is a percentage of the total.
3-Remainder of Check
The amount is whatever is left over from the other designated deposits.
NOTE:
The four lines of Direct Deposit Information are read by Sage Master Builder according to Rate
Type first. It looks first at 1-Dollar Amount, then 2-
Percent of Net, and last, 3-Remainder of Check. If all lines are set to 1-Dollar Amount, Sage Master
Builder looks at the lines in order from top to bottom.
If…
It is a single row entry and the
Rate Type is 2-Percent of
Net…
It is a multiple row entry and the
Rate Type is 2-Percent of
Net…
Then...
…The Rate must equal 100%.
…The Rate must equal 100 or the last row must be set to
Remainder of Check.
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If… Then...
It is a single row entry and the
Rate Type is 1-Dollar
Amount…
It is a single row entry and the
Rate Type is 3-Remainder of
Check…
…A second row must be created and set to Remainder
of Check.
…The system assumes this is the entire check.
Rate
The rate can be assigned a percentage number or a dollar amount, depending on which Rate Type is selected.
IMPORTANT:
When a line is set to 3-Remainder of
Check, the Rate cell is disabled. The remainder of the check will automatically be determined by Sage Master
Builder and put into the designated account.
IMPORTANT:
If the total percent of net equals 100, a
3-Remainder of Check line is not required.
5-2-6 Post Payroll to GL
About posting payroll
You can enter timecards, compute payroll, and even print payroll checks without posting the payroll records. When you are ready, you can post individual payroll records or all payroll records for a specified pay period.
When you post payroll, Sage Master Builder: o
Debits gross payroll:
Job costs post to the direct expense account. If you have selected the Post Payroll to WIP check box in the job record, payroll posts to a WIP account. If the WIP account uses subsidiary accounts, payroll posts to a subsidiary account that uses the job number as the account number.
Equipment repair or maintenance costs post to the equipment/shop account.
o o o
All remaining costs post to the overhead or administrative account, which is determined by the employee position.
Debits payroll expenses to the ledger accounts as indicated in the payroll calculation.
Credits net payroll to the checking account entered in the Payroll Posting window.
Credits the ledger accounts as indicated in the payroll calculation.
If you do not specify which records or pay periods to post, Sage Master Builder posts all payroll records assigned 2-Computed or 4-Reverse. After posting is complete, Sage Master Builder
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Changing the default bank account when posting payroll
To change the default bank account when posting payroll:
4. Log in as Supervisor.
5. Open 5-2-4 Report Printing window, and click Print.
6. On the Check Printing window, click the Payroll Checking Account box once, and then press F7.
7. On the Field Properties window, enter the checking account number in the Default Entry box and then click OK.
Each time you run payroll checks, the system will default to the account you selected.
Posting payroll in detail
When you post payroll records to the general ledger, Sage Master Builder creates a journal transaction for each payroll record. Each payroll calculation in a payroll record becomes a separate line in the associated journal transaction.
To post payroll in detail:
5. Open 5-2-6 Post Payroll to GL.
6. In the Checking Acct text box, enter the ledger account number for the checking account.
7. Do one of the following:
8. To post all previously unposted pay periods, leave the Pay Period text boxes empty.
9. To limit the posting to a range of pay periods, do the following:
10. In the first Pay Period text box, enter the ending date of the first pay period you want to post.
11. In the second Pay Period text box, enter the ending date of the last pay period you want to post.
12. Do one of the following:
13. To post all previously unposted records, leave the Record# text boxes empty.
14. To limit the posting to a range of records, do the following:
15. In the first Record# text box, enter the first payroll record you want to post.
16. In the second Record# text box, enter the last payroll record you want to post.
17. Do one of the following:
18. Leave the Picklist box empty
19. Create a Picklist of payroll records to post.
20. Do not select the Post in Summary check box.
21. Leave the Summary Acct text box empty.
22. Click Post.
Posting payroll in summary
Caution!
The journal transaction containing the summary of the payroll expenses does not tie into the job costs created during the final-compute of the payroll records.
Therefore, the job cost reconciliation report does not include those journal transactions.
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Summary posting provides an advantage over detailed posting for companies with very large payrolls. It reduces the total number of line items posted to the general ledger, and it also reduces the detail posted for each employee check.
The following compares detailed posting to summary posting: o o
In detailed posting, Sage Master Builder creates a journal transaction for the total cost of each paycheck. Each journal transaction contains line items for the labor costs and each payroll calculation.
In summary posting, Sage Master Builder requires you to provide a clearing (summary) account in addition to a checking account, where the clearing account temporarily holds the net pay.
Posting creates a separate journal transaction for the net amount of each paycheck, which posts to the clearing account and the checking account. Then Sage Master Builder creates a journal transaction containing a summary of the payroll expenses. The expenses post to the accounts as directed in the setup for each payroll calculation; the net amount of the payroll records posts against the clearing account. After the summary posting is complete, the clearing account balance returns to its original balance.
The Post Payroll to GL window has six text boxes in which to enter information. Use the Pay
Period and Record# text boxes to select a range of pay periods and records. Alternatively, you can use the Picklist to select a specific pay period and record.
In addition, consider the following points: o o
You can limit the posting to a range of pay periods. In the first Pay Period text box, enter the ending date of the first pay period you want to post. In the second Pay Period text box, enter the ending date of the last pay period you want to post.
You can limit the posting to a range of records. In the first Record# text box, enter the first payroll record you want to post. In the second Record# text box, enter the last payroll record you want to post.
To post payroll in summary:
12. Open 5-2-6 Post Payroll to GL.
13. In the Checking Acct text box, enter the ledger account number for the checking account.
14. In the Pay Period text boxes, enter the pay period ranges.
15. Do one of the following:
1. In the Record# text boxes, enter the record number ranges.
2. Next to the Picklist text box, click the check mark button to select a specific list of record numbers.
16. Select the Post in Summary check box.
17. In the Summary Acct text box, enter the clearing account number.
18. Click Post.
TIP:
You can create a Picklist of payroll records to post.
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Payroll Processing Guidelines
Processing payroll
It is important to establish a routine for payroll entry. If you are unfamiliar with payroll entry or do not have a standard set of procedures, use the following guidelines to help you through the process. You may not need to perform every step outlined.
TIP:
The individual payroll records can also be printed from 5-2-2 Payroll Records.
To process payroll:
6. Open 5-2-1 Employees, and do the following:
1. Enter any new employee records.
2. Enter any changes to existing employee pay rates or payroll calculations.
7. Open 5-3-4 Paygroups and enter any new paygroups.
8. Do one of the following:
1. Open 5-2-2 Payroll Records, and enter the timecards.
2. Open 5-5-1 Daily Payroll Entry, and enter the daily records.
9. Open 5-2-8 Timecard Journal.
10. Select one of the reports from the range of 5-2-8-51 through 5-2-8-72.
11. Then print the report and verify the timecard data.
12. If you enter any corrections, print a new file copy of the report.
13. Open 5-2-3 Compute Payroll and do the following:
1. If you have added or changed employees, paygroups, or payroll calculations, trial-compute the records.
1. Open 5-1-2 Payroll Check Register.
2. Select Report 5-1-2-21 Payroll Check Register with Calculations.
3. Print the report.
4. Carefully review the timecards, employees, paygroups, and calculated amounts.
2. If you have changed the timecard calculations, then trial-compute the payroll, print the report, and review it again.
3. When you have resolved all errors, final-compute the records in 5-2-3 Compute Payroll.
14. Open 5-2-4 Payroll Checks. Then print the payroll checks.
15. Open 5-1-2 Payroll Check Register. Select the register (report) you want to print and print a file copy.
16. Open 5-2-6 Post Payroll to GL. Post payroll.
Historical Payroll Records
Methods for entering historical payroll records
When setting up payroll, it is important to provide the historical payroll information for the current calendar year. The historical information is necessary to correctly calculate taxes such as Social
Security, as well as to provide data for payroll reports summarizing, for example, W-2 forms.
Choose from four methods for entering the payroll history. The first method is the quickest way to enter the historical data, and each successive method is more complex. Before selecting a method,
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Chapter 5 260 consider the importance of your payroll data. The more data you enter now, the greater the level of detail will be later on when you need information.
When the payroll data has posted to the general ledger in your previous system, the ledger account balances already include payroll costs. Assign payroll type 4-Startup to the historical payroll records.
If you have payroll data that is not posted to the general ledger in your previous system, enter separate records for the unposted data. Assign those records payroll type 3-Hand Computed and post them. Later, when entering the ledger account balances, be sure the ledger balances do not include the payroll data assigned payroll type 3-Hand Computed. The ledger account balances must accurately reflect the payroll records that have not been posted.
If you have an Add/Deduct or Add to Gross taxable item, then go to the 5-3-7 Payroll Audit window and run the repair to read taxable wages correctly.
Method 1
Enter a single payroll record for each employee that contains the year-to-date totals. If you are in mid-quarter, you will not be able to print the 941 and other quarterly payroll reports.
Method 2
Enter a record for each payroll quarter for each employee. You can generate more reports than in the first method, including some quarterly reports at the end of the current quarter.
Important:
Some reports require manual correction.
The 941 report for the current quarter shows a liability on a single day, representing the startup data.
You must manually adjust the data in the report from the beginning of the quarter to the point when you began to process payroll in Sage Master Builder.
Method 3
Enter a record for each employee in each of the prior payroll quarters. Then in the current quarter, enter an individual payroll record for each paycheck.
Reports contain the complete payroll data for the current payroll quarter. This is the recommended method.
Method 4
Enter each individual payroll record for every employee. This method is practical only when there are a few employees or you are starting up during the first quarter of the calendar year.
NOTE:
Reports contain the complete payroll data for the payroll year.
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Entering historical payroll records
To enter historical payroll records:
4. Open 5-2-2 Payroll Records.
5. In the Employee text box, enter the employee number.
6. In the Period Start text box, enter the beginning date for the quarter.
7. In the Period End text box, enter the ending date for the quarter.
8. In the Check Date text box, enter the date of the last payroll check for the quarter.
9. In the Check# text box, enter the employee number.
10. In the Payroll Type list, do one of the following:
1. If the startup payroll has been posted to the General Ledger in your old system, you should not post the startup payroll record. Click 4-Startup.
2. If the startup payroll is not posted to the General Ledger in your old system, you need to post the startup record. Click 3-Hand Computed.
11. In the Quarter text box, enter the payroll quarter.
12. In the State text box, enter the tax state.
13. In the Salary text box, enter the amount of the wages. This figure is always the gross wage.
14. Click the Calculations tab.
15. In the Amount cell of each payroll calculation, enter the amount.
16. On the File menu, click Save.
17. Repeat steps 2–13 for each employee.
After entering all of the records, you can verify the data. Open 5-1-2 Payroll Check Register, select the
Deduction and Total Page check boxes, and print the report. If you find incorrect records, void and re-enter them.
If you assigned status 3-Hand Computed to any payroll records, post the payroll.
5-3 Payroll Management
5-3-1 Payroll Calculations
About payroll calculations
Payroll calculations act as the rules for computing deductions, benefits, and employer costs. You can manually set up payroll calculations, or you can create the set of standard calculations supplied by
Sage Master Builder.
Caution!
Setting up payroll calculations can be complex; if you need assistance, consult your business partner.
After you have set up the calculations, you can add them to the employee records. Each employee record maintains its own list of calculation rates, calculation maximums, and quarterly totals for the
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Chapter 5 262 payroll calculations. On the Calculations tab in the 5-2-1 Employees window, you can edit the calculation rates and maximums for one employee record without affecting the others.
When you compute payroll, Sage Master Builder reads the calculation rates and maximums from the employee record, and uses those rates with the payroll calculations. Depending on the type of calculation you want to set up, Sage Master Builder: (1) makes certain calculation selections for you that you cannot change; and (2) makes certain suggestions about what you may change: o o o
Federal and state taxes (Social Security, Medicare and FUTA): Sage Master Builder contains the tax tables necessary for computing federal and state income taxes. For each state that your employees work in, set up a payroll calculation to compute the state income tax. While some states do not levy an income tax, the calculation is still necessary to maintain accurate wage information. To compute taxes correctly, some states require additional setup in the employee records.
For details on setting up tax calculations for specific states and municipalities, see Appendix D - Tax
Setup Information.
Local payroll tax districts: Many counties and municipalities levy income taxes. You can specify the correct local payroll-tax districts and then assign the locales to the appropriate job and employees.
Calculated amounts that add to or deduct from pay for specific reasons: In some cases, it is necessary to create different payroll calculations for the same purpose. For example you may need different methods to calculate wage garnishments, retirement plans or union deductions.
Building Payroll Calculations
o o
Creating standard payroll calculations: To get started, we recommend that you take advantage of the standard calculations that Sage Master Builder can automatically create for you. If you choose to create the set of standard calculations, you will need to review and possibly adjust and/or manually add additional calculations later.
Setting up payroll calculations: You can set up payroll calculations manually by defining each type of calculation that you will need. There are many parameters for each calculation that must be carefully reviewed before setup.
Setting up payroll calculations
The taxes to which calculations are subject vary by state or region. Verify the selections with your accountant, or if it is a benefit, the benefit plan administrator. For details on setting up tax calculations for specific states and municipalities, see
Appendix D-Tax Setup Information.
Caution!
Verify that all your calculations are correct before computing your payroll by running a trial-compute. If you are unsure about the results, contact Customer
Support or your business partner for assistance.
To set up payroll calculations:
6. Open 5-3-1 Payroll Calculations.
7. In the data control box, enter the number you want to assign the new calculation.
8. In the Description box, enter a brief statement about the calculation.
9. In the Tax Type list, click the tax type.
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10. In the Calc Type list, click the calculation type.
11.
In the Calc Method list, click the manner in which the calculation is computed.
IMPORTANT:
When you use calculation method 17-
Tables for federal or state income taxes, Sage Master
Builder sets the rate. The rate does not appear in the payroll calculation or the employee record.
12. When available, do the following:
1. In the Default Rate box, enter the standard calculation rate.
2. In the Default Max box, enter the calculation maximum.
3. In the Max Type list, click the type of maximum for the calculation.
13. In the Job Acct, Shop Acct, Ovh Acct, and Admin Acct boxes, enter the ledger account number that you want to debit.
14. In the Credit Acct box, enter the ledger account number that you want to credit.
15.
In the Credit Subaccount box, enter the ledger subaccount number that you want to credit.
IMPORTANT:
The Credit Acct and Credit
Subaccount are typically liability accounts. You must specify a Credit Acct, but a Credit Subaccount is only necessary dependent upon your general ledger setup.
16. Under Tax Area:
1. If the calculation is for a specific state, enter the state abbreviation in the Tax State box.
2. If the calculation is for a specific local payroll tax district, click the district number in the Tax Locale list.
17. Under Subject to, verify the deductions to which the calculation is subject.
18. Select the following payroll calculation check boxes if applicable:
1. Emp# as Subaccount
2. Use in Paygroup Benefits
3. Display on Check
4. Disposable Earnings
5. Default to New Employees
19. Under Reporting:
1. To include the calculation on a union report, select the union from the Union list.
2. To include the payroll calculation on certified payroll reports, select the type of benefit in the Benefit list.
20. To report the calculation total in box 11, 12, 13, or 14 of the W-2, enter the box number in the W-2 Box field.
21. To include a special code on the W-2, enter the code in the W-2 Code box.
22. On the File menu, click Save.
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About payroll calculation defaults
IMPORTANT:
The Default Rate, Default Max and
Max Type boxes in 5-3-1 Payroll Calculations are defaults. When you create standard payroll calculations, these amounts are automatically created for many of the calculations. This information from 5-3-
1 Payroll Calculations is not used to compute payroll; however, Max Type is used when the records are computed.
Default Rate
When entering the default rate, ask yourself this question: Will a default rate help me when entering new employees?
Some calculations apply to all employees and have fixed rates, such as Social Security and
Medicare taxes. Other calculations apply to all employees but may have varying rates, such as health insurance premiums and other benefits. Some other additional calculations apply to only a subset of employees and may have fixed rates too.
When entering default rates, it is very important to remember that this field is only a default. The actual rate used when payroll records are computed comes from either the individual employee record or the paygroup.
If there is a common rate, you may want to enter it so that it will then default to the employee record when entering a new employee. You may feel, however, that it is “safer” to require yourself to directly enter the rate for each employee to ensure having the correct rate every time rather than having an incorrect default accepted.
Moreover, some default calculations apply to only a subset of employees and may have varying rates, such as child support and other wage garnishments. There is no common rate for this group because this calculation doesn't apply to most employees, and therefore the common rate is actually zero.
Default Max
When considering the default maximum, use the same criteria as you use for the default rate. Ask yourself this question: Will a maximum rate help me when entering new employees?
Max Type
Wage-based maximum types mean that the calculation stops computing when the employee’s wages reach the maximum level.
This kind of maximum is usually used in connection with tax calculations because they are usually published in this style by the government agency. For example, the IRS states something like this:
Social Security tax is 6.2% on all wages up to $87,000.
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265 Chapter 5 l l
Per Quarter and Per Year types are based on wages that are subject to Medicare.
Per Check and Per Month types are based on unadjusted gross wages.
Dollar-based maximum types mean that the calculation stops computing when the amount of the calculation reaches the maximum level.
This kind of maximum is useful when a dollar amount needs to be calculated without regard to the employee’s earnings. For example, you may want to calculate an employer-matching 401(k) at 50% of what the employee contributes, but the matching is not to exceed $1,000 per year.
o o
Per Year types are based on all computed payrolls to date.
Per Quarter types are based on all computed payrolls assigned to the same quarter number that is on the current payroll record.
o
Per Month types are based on all computed payrolls that have a check date in the same month as the current payroll record.
IMPORTANT:
It is important to enter the correct check date on the payroll records prior to computing so that Sage Master Builder is aware of the month to which the current payroll is assigned.
o Per Check types are based solely on the current payroll record.
About pre-built standard payroll calculations
Sage Master Builder comes with a set of standard payroll calculations. We recommend that you use these standard payroll calculations as a starting point.
You can only use the pre-built standard calculations for a new company that does not already have the calculations set up. It is important to review and modify the standard calculations after you set them up to ensure they meet your regional requirements.
Sage Master Builder will create the following calculations: o o o o o o o o o o o o o
Social Security—Employee
Medicare—Employee
Federal Income Tax—Employee
Social Security—Employer
Medicare—Employer
Federal Unemployment—Employer (FUTA)
Per Diem
Advances
Workers’ Compensation
Liability Insurance
State Income Tax—Employee
State Disability Insurance—Employee
State Unemployment Insurance—Employee
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Chapter 5 266
Creating standard payroll calculations
IMPORTANT:
If you choose to create the standard calculations, you must do this before setting up any calculations manually.
IMPORTANT:
Even though some states do not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window so that the Workers’ Compensation report prints correctly. Additionally, the state income tax calculation needs to be set up so that W-2 forms calculate correctly.
IMPORTANT:
For details on setting up tax calculations for specific states and municipalities, see
Appendix D-Tax Setup Information.
To create standard payroll calculations:
5. Open 5-3-1 Payroll Calculations.
6. On the menu bar, click Options, then click Create Standard Calculations.
7.
Carefully review each standard payroll calculation.
2. Some of the account numbers may need to be modified. If you used the Sage Master Builder standard 4digit or 5-digit chart of accounts and have not made modifications, the account numbers will be correct. If you have used or created another chart of accounts or modified one of the standard ones, you will need to carefully review each of the account numbers.
3. For each state tax calculation, you must enter the state abbreviation in the State text box.
4. For the State Disability Insurance and the State Unemployment Insurance calculations, you must enter the Default Rate, Default Maximum, and Max Type.
8. Set up any additional calculations.
Updating the FICA and Medicare rates and the Default rate and the Default Max
After closing your payroll year-end and before entering payroll for the new calendar year, you may need to update the FICA and Medicare rates and maximums. Once the updates are made, you can update all your employees simultaneously by following this procedure.
TIP:
This procedure may also be used to update any payroll calculation.
To update FICA and other rates simultaneously:
6. Open 5-3-1 Payroll Calculations.
7. In the Default Rate box, type the default rate.
8. In the Default Max box, type the default max.
9. From the File menu, select Save.
10. To the message that states, Reminder: Use the 'Options' menu to update Rate/Maximum
change(s) to employee records, click OK.
11. From the File menu, select Recall.
12. From the Options menu, select Update Employees > ALL Employees.
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267 Chapter 5
13. To the message that states, Reminder: ALL employees will be updated with this calculation's
default rate and maximum. (This calculation will be added to employees who do not cur-
rently have it.) Do you want to continue? click Yes.
14. To the message that states, [number] employees have been updated, click OK.
15. All of your employees are now updated with the new FICA and other rates and maximums.
About setting up posting accounts for payroll calculations
Many payroll calculations require you to provide the posting accounts. Sage Master Builder reads and posts each timecard line amount based on the ledger accounts in the payroll calculation setup.
When the timecard line indicates a job number, Sage Master Builder debits the direct labor account.
When the timecard line indicates an equipment number (for repair or maintenance), Sage Master
Builder debits the shop labor account.
When the timecard line does not indicate a job or equipment number, Sage Master Builder looks at the employee’s position to determine whether to post the account to an overhead or administrative labor account.
You can control the job, shop, overhead, and administration labor expense accounts and the credit account for each payroll calculation. The employee positions setup determines to which accounts
Sage Master Builder posts. Sage Master Builder debits employer burden for payroll taxes, Workers’
Compensation, benefits and liability insurance to the accounts indicated in the chart below.
In the example below, Sage Master Builder debits gross wages to accounts 5400, 5600, 6400, or
7400 based on the settings in 5-3-3 Employee Positions.
Job Shop Overhead Administration
5410 5610 6410 7410
Debit
Payroll tax
Workers’
Comp
Benefits
Liability
Gross Wage
5420 5620 6420
5430 5630 6430
5440 5640 6440
5400 5600 6400
7420
7430
7440
7400
NOTE:
A payroll calculation using calculation type 1-
Deduct from Employee does not allow entry of the posting accounts. Instead, Sage Master Builder refers to the posting accounts assigned to the employee position. When you compute timecards, Sage Master
Builder looks at the employee position to determine where to post labor expenses.
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Chapter 5 268
Payroll calculation check boxes
o o o
Emp# as Subaccount: Posts payroll to subsidiary accounts that use the employee numbers as the subsidiary account numbers. The credit account must first be set up as a controlling account.
Sage Master Builder automatically creates the subsidiary accounts for you.
Use in Paygroup Benefits: Allows you to select that particular calculation for a paygroups benefit package.
Display on Check: Includes the result of the calculation on the paycheck stub.
o
Disposable Earnings: Indicates that the deduction is discretionary and that the deduction amount will be calculated as part of the net amount.
o
For example, a 401(k) deduction for an employee is a discretionary deduction. Disposable
Earnings should be checked. Even though the amount of the employee’s paycheck will not include the amount of the 401(k) deduction, the starting net amount will include the 401(k) deduction.
Default to New Employees: Includes the payroll calculation in the group of payroll calculations that default to the Calculations tab when creating a new employee record.
About tax areas
Some payroll calculations are set up for specific state taxes or local payroll taxes.
o o
Tax State: When a payroll calculation is statewide, such as state income tax or state disability, provide the state abbreviation.
Tax Locale: When a payroll calculation is for a local payroll tax district, select the locale from the list.
About tax tables for setting up federal and state tax calculations
IMPORTANT:
Even though some states do not have state income tax:
(1) The state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window so that the reports based on state wages are accurate and print correctly.
(2) State income tax calculations for employees must be set up in the 5-2-1 Employees window so that the payroll calculations compute correctly.
Sage Master Builder contains the tax tables necessary for computing federal and state income taxes. For each state you work in, create a payroll calculation for state income tax. The calculation is necessary to maintain the correct gross wage totals for each employee, and to ensure accurate state quarterly reports, state tax reports, and W-2 forms.
If you work in a state that does not levy an income tax, you still need to create a payroll calculation.
For those states, a tax is not calculated but Sage Master Builder stores the state wage for state
Sage Master Builder Release Notes
269 Chapter 5 reports. In addition, some calculations use the state wage to compute additional deductions such as state unemployment or disability. For those types of calculations, it is important to select the State
Income Tax check box. Otherwise, the payroll calculation may not compute the deduction correctly.
For details on setting up tax calculations for specific states and municipalities, see
.
About reviewing rates in tax tables
When setting up a payroll calculation for federal or state income taxes, Sage Master Builder sets the appropriate rate but does not display it in the payroll calculation or in the employee record.
Other federal or state calculations such as Social Security, Medicare, State Unemployment
Insurance, and State Disability do not use tax tables. When you set up a calculation for social security, for example, Sage Master Builder suggests a default rate and maximum, but the default rate and maximum is not part of the tax tables.
It is recommended that you perform a yearly review and update the calculation rates and maximums in each payroll calculation. Then update the changes to the employee records.
For details on setting up tax calculations for specific states and municipalities, see
.
About Union and Benefit in payroll calculations
Under Reporting in the 5-3-1 Payroll Calculations window, there are four text boxes in which you may have to enter values. Two of them are Union and Benefit: o o
Union: You can assign a calculation to a specific union. When you print a union report, Sage Master
Builder includes the payroll calculation totals assigned to the union.
Benefit: You can select the type of benefit for which the calculation is used. When you print certified payroll reports, Sage Master Builder includes the payroll calculation totals for the benefit.
About W-2 Box and W-2 Code in payroll calculations
Under Reporting in the 5-3-1 Payroll Calculations window, there are four text boxes in which you may have to enter values. Two of them refer to calculations on W-2 forms.
o
W-2 Box: To include the total of a payroll calculation on the W-2, you can provide the W-2 box number. Use this for amounts that you must include in boxes 11 through 14 on the W-2.
Note:
The following list of W-2 codes became effective for the 2007 tax year.
o
W-2 Code: You can provide the special W-2 code, required by certain entries on the W-2.
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Chapter 5 270
Valid W-2 Box 12 codes:
o o o o o o o o o o o o o o o o o o o o o o o o
A: Uncollected Social Security tax on tips
B: Uncollected Medicare tax on tips
C: Taxable cost of group-term life insurance greater than $50,000
D: Elective deferrals under a Section 401(k) cash or deferred arrangement (plan)
E: Elective deferrals under a Section 403(b) salary reduction agreement
F: Elective deferrals under a Section 408(k)(6) salary reduction SEP
G: Elective deferral and employer contributions under a Section 457(b) plan
H: Elective deferrals under a Section 501(c)(18)(D) tax-exempt plan
J: Non-taxable sick pay
K: 20% excise tax on excess golden parachute payments
L: Substantiated employee business expense reimbursements
M: Uncollected Social Security or RRTA tax on taxable cost of group-term life insurance greater than
$50,000 (for former employees)
N: Uncollected Medicare tax on cost of group-term life insurance greater than $50,000 (former employees only)
P: Excludable moving expense reimbursements paid directly to employee
Q: Non-taxable combat pay
R: Employer contributions to your Archer MSA
S: Employee contributions under a 408(p) SIMPLE plan
T: Adoption benefits
V: Income from exercise of non-statutory stock option(s).
W: Employer’s contribution to a Health Savings Account (HSA)
Y: Deferrals under a section Section 409A non-qualified compensation plan (For more information, see Internal Revenue Bulletin: 2005-47, Code Sec. 409A.)
Z: Income under Code Sec. 409A on a non-qualified deferred compensation plan.
AA: Designated Roth contributions under a Section 401(k) plan.
BB: Designated Roth contributions under a Section 403(b) plan
Setting up an advance earned income credit (EIC) calculation
Suggested settings for an advance EIC calculation:
4. Open 5-3-1 Payroll Calculations.
5. In the Description box, type a description, for example, “Advance EIC.”
6. From the Tax Type drop-down list, select 17 - Advance EIC Payments.
7. Press the Tab key.
8. The Calc Type box autofills with 2 - Add to Gross and the Calc Method box autofills with 18- Variable
(manual calc).
9. The Max Type box autofills with 0 - None.
10. From the Job Acct, Shop Acct, Ovh Acct, and Admin Acct box drop-down lists, select a Fica/FIT pay-
able account.
11. From the Credit Acct drop-down list, select a General Checking account.
12. The W-2 Box autofills to “9.”
5-3-2 Workers' Compensation
About Workers Compensation
In the 5-3-2 Workers’ Compensation window, you can set up the table for workers’ compensation codes, rates, and experience modifiers. Sage Master Builder uses the table in conjunction with the
Sage Master Builder Release Notes
271 Chapter 5 workers’ compensation payroll calculation to compute the premium for each code category. How you set up the workers’ compensation codes depends on the requirements for each state.
o o o o o
Some states use two-tiered codes, where two rates apply to a single category of work.
Some states require the employer to pay for general liability insurance. Often the liability rates are based on the risk groups, but are not affected by the experience modification.
Some states use a dollar per hour rate instead of a percent; some use both.
Some states do not require subcontractors to carry workers’ compensation insurance. Often the general contractors carry the liability insurance burden for the subcontractor.
The states of Ohio and New York may include a workers’ compensation value in the Maximum
Wage column.
Use the compensation codes from the insurer's policy or report whenever possible. Companies with multiple policies may find that the policies share compensation codes. If this occurs, you may need to create a separate numbering system for Sage Master Builder to use. Then include each state’s compensation code at the end of the description.
After you have set up the table, you can assign the workers’ compensation codes to the cost codes and employee records. When you enter a timecard, Sage Master Builder first looks to the cost code.
If Sage Master Builder does not find a compensation code, Sage Master Builder then looks to the employee record.
It is a good idea to write the expiration dates of your workers’ compensation policies on your company calendar. Also, write a reminder on the calendar one month prior to the policy expiration so you can get quotes for the next policy term. When you renew the policies, adjust the rates and experience modifications in the 5-3-2 Workers’ Compensation Codes window.
A few states have special requirements for calculating workers’ compensation. For more details, see
Appendix D: Tax Setup Information and help topics about these state’s specific workers’ compensation requirements.
Entering workers’ compensation codes
In 5-3-2 Workers’ Compensation, you set up the table for workers’ compensation codes, rates, and experience modifiers. Sage Master Builder uses the table in conjunction with the workers’ compensation payroll calculation to compute the premium for each code category. How you set up the workers’ compensation codes depends on the requirements for each state.
NOTE:
In some states, subcontractors are not required to carry workers’ compensation liability insurance. The general contractor often charges the subcontractor for the cost of coverage on the general contractor’s policy for the duration of the project.
To enter workers’ compensation codes:
6. Open 5-3-2 Workers’ Compensation.
7. In the Code# cell, enter the compensation code number.
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Chapter 5 272
8. In the Description cell, do the following:
1. Enter a brief description of the code.
2. If you created a numbering system for multiple state compensation codes, enter the insurance company’s compensation code following the description.
9. If you work in multiple states and have multiple policies, do the following:
1. Enter the two-letter state abbreviation in the State cell.
2. Open 5-3-1 Payroll Calculations and set up the corresponding payroll calculation with tax type
11-Workers Compensation, and enter the two-letter state abbreviation in the State cell for each state.
10. If the premium is computed using a percentage, enter the rate in the Employer % cell.
11. If the premium is computed using a dollar per hour rate, do the following:
1. Enter the employee’s rate in the Employee Hrly cell.
2. Enter the employer’s rate in the Employer Hrly cell.
12.
In the Liability cell, enter the rate for your liability insurance.
IMPORTANT:
If your company is required to carry liability insurance, enter the rate in the Liability column.
13. In the Exper Mod cell, enter the modification number.
14. If you have a second experience modification, enter the modification number in the Add Exper Mod cell.
15. If there is a maximum wage limit, in the Maximum Wage cell, enter the maximum wage.
16. Repeat steps 2–10 for each compensation code.
17. On the File menu, click Save.
TIP:
Companies that operate in a single state do not need to assign the state abbreviation to either the compensation codes or the payroll calculation for worker’s compensation.
About split rates for workers' compensation
In a split rate system for Workers’ Compensation, a category of work uses two different rates. Some states, such as California, use a two-tiered system of rates based on employee pay. The wages an employee earns determines the rate at which the insurance company computes Workers’
Compensation.
Each rate uses a different code; enter each rate on a separate line in the 5-3-2 Workers’
Compensation window. It is a good idea to also include the wage cutoff point in the description.
Suppose you are entering the split rates for electrical and concrete work. Enter each cost code as a separate line. In the description, include the wage cutoff.
For example:
Code # Description
5140 > $20 Electrical
State
CA
Employer
%
3.9300
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273 Chapter 5
Code # Description
5190 < $20 Electrical
5201
< $17 Flatwork
Concrete
5205
> $17 Flatwork
Concrete
State
CA
Employer
%
8.8200
CA 9.8600
CA 8.4200
Workers’ compensation for subcontractors
Some states do not require subcontractors to carry workers’ compensation insurance. In these states, the subcontractors use the general contractor’s insurance policy for the duration of the job, and the general contractor deducts the cost of coverage from payments to the subcontractor. Check with your state for compliance requirements, as the laws vary in each state.
You can set up the vendor record of a subcontractor with the employer’s compensation rate. After entering the payable invoice, you can charge the subcontractor for coverage based on the invoiced amount. The charge appears as a credit on the subcontractor’s invoice.
The credit does not appear on the Workers’ Compensation report, which only uses data from payroll records. To track and report these costs, it is a good idea to create a separate Workers’
Compensation ledger account.
5-3-3 Employee Positions
About employee positions
Employee positions determine how you post payroll costs to the general ledger. Create employee positions that represent the type of work performed by employees such as office workers, job supervisors, and laborers. The list does not need to be complex. However, you must create at least one employee position.
After creating the employee positions, assign them to employee records. When you post a payroll record, Sage Master Builder looks at the position in an employee’s record, and the ledger accounts in the employee positions table: o o o
When a timecard line contains a job number, payroll posts to the ledger account in the Job Wages cell.
When a timecard line contains an equipment number (for maintenance or repair), payroll posts to the ledger account in the Equipment Wages cell.
When a payroll record does not contain timecard lines, or a timecard line does not contain a job number or equipment number, Sage Master Builder posts to the ledger account in the Other
Wages cell.
You can also add a department to each position. When you post a payroll record, Sage Master
Builder first looks to the job record for a department number. If Sage Master Builder does not find a department number in the job record, it next looks to the cost code. If the cost code does not contain a department number, Sage Master Builder then looks to the employee position.
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Chapter 5 274
Setting up employee positions
The 5-5-5 Employee Positions window provides a way for you to classify employee positions.
Note that if you have set up departments to represent different offices, create duplicate employee positions for each office. Then assign the positions for each office to the corresponding departments.
To set up employee positions:
6. Open 5-3-3 Employee Positions.
7. In the Position# cell, enter the position number.
8. In the Description cell, enter a brief statement about the position.
9. In the Job Wages cell, enter the direct labor account.
10. In the Equipment Wages cell, enter the equipment/shop labor account.
11. In the Other Wages cell, enter the overhead labor or administrative labor account.
12. If relevant, in the Department cell, enter or select a department.
13. If relevant, in the Notes cell, type a note and then save it.
14. Repeat steps 2–8 for each position.
15. On the File menu, click Save.
5-3-4 Paygroups
About paygroups
Use paygroups to manage wages and the benefit packages for union shops, or open shops working
Davis-Bacon projects. You can include the paygroups in the employee record or in the job record to provide the correct paygroup when entering timecards. The paygroup then becomes the source for wages and benefits on the timecard lines.
o
For union shops, set up a paygroup for each combination of pay scale and benefits package that you need to report. Then assign the appropriate paygroup to each employee record.
During timecard entry, Sage Master Builder assigns the paygroup from the employee record to each timecard line.
o
When working with multiple unions, it is a good idea to provide the union number at the beginning of the paygroup description. Place the important information at the beginning of the description. For example, 80% Apprentice instead of Apprentice - 80%.
In open shops, the requirements between the prevailing-wage projects can vary, and employees can work under a variety of pay categories. For each prevailing-wage project, set up the appropriate paygroups for each combination of pay scale and benefits package that you need to report. Then in the job record, you can list only the paygroups for that job. When you enter a job number on a timecard line, Sage Master Builder looks for a list of paygroups. If the job record contains a list of paygroups, it then uses the employee’s position to determine the appropriate paygroup and inserts it on the timecard line.
When creating the paygroups, organize the paygroups by job or geographic area. When numbering the paygroups, skip a few numbers between groups in case you need to add other paygroups later.
You may also want to include a job or area description in the paygroup name. This allows quick identification of the correct paygroup when entering timecards.
Each union or prevailing-wage project has specific requirements as to how the benefits are calculated. To manage the different benefit packages, you can assign an independent set of payroll
Sage Master Builder Release Notes
275 Chapter 5 calculations to each paygroup. It is important to review each benefit you provide and determine if it meets the requirements set forth by the governing agency. If not, you will need to create a new payroll calculation.
Entering paygroups
To enter paygroups:
4. Open 5-3-4 Paygroups.
5. In the Paygroup# cell, enter the paygroup number.
6. In the Name cell, enter a brief description of the paygroup.
7.
In the Classification cell, enter a description of the type of work performed.
Sage Master Builder includes this information on certified payroll reports.
8. If you want the paygroup to supersede the benefits in the employee record, type Yes in the Override cell.
9. In the Rate 1 cell, enter the rate for regular pay.
10. In the Rate 2 cell, enter the rate for overtime pay.
11. In the Rate 3 cell, enter the rate for premium pay.
12. In the Piece Rate cell, enter the rate of pay per completed piece.
13. In the Union cell, enter the union number.
14. Repeat steps 2–10 for each paygroup.
15. On the File menu, click Save.
16. Set up the benefits package for each paygroup.
Updating employee pay rates
When employee pay rates change in paygroups, you can update the employee records.
IMPORTANT:
When you update pay rates, do not do it in a window with a specific employee in view. It’s best to update employee pay rates in a blank window. This gives Sage Master Builder a chance to refresh the records when you bring them into view after the updating process.
To update employee pay rates:
7. Open 5-2-1 Employees.
8. On the menu bar, click Options.
9. Point to Update Employees from Paygroups, then click Update Payrates
Use higher rate
When you click Use Higher Rate (Emp or Paygrp) from the Options menu in 5-2-2 Payroll
Records, Sage Master Builder compares the hourly wage in the employee record to the hourly wage in the paygroup, then inserts the highest wage.
For example, if an individual carpenter’s regular rate of pay is $40 per hour, but the regular rate in the paygroup for carpenters is $35 per hour, with the Use Higher Rate (Emp or Paygrp) option
5-3 Payroll Management
Chapter 5 276 selected, the overtime differential is based on $40 per hour individual carpenter’s rate rather than
$35 per hour paygroup rate.
About setting up payroll calculations for paygroup benefit packages
Use the 5-3-4 Paygroups window to assign each paygroup its own set of payroll calculations that
Sage Master Builder uses to compute its associated benefits. First you select the payroll calculations, and then you assign each a rate. When you perform the final compute of the payroll, 5-
3-4 Paygroups is the source for the benefit rates.
In some cases, the calculation methods or the taxes to which a calculation is subject differ from union to union or from job to job. When the calculation method or taxes differ for a similar payroll calculation, you have to set up a separate payroll calculation.
For each paygroup benefit, create a separate payroll calculation in 5-3-1 Payroll Calculations in the Calc Method drop-down list, using the following guidelines: o o o o o o
You can use most calculation methods for paygroups with the following exceptions: 2-%Total Tax-
able Wages, 10-Per Day, 11-Per Pay Period, 17-Tables, or 18-Variable (manual calc).
Some payroll calculations are computed after a paygroup benefit has been computed and its result has been added to the gross wages. In the Calc Method list, click 3-%Gross + Paygroup Ben-
efits. For example, you might need to compute union dues after the vacation benefit has been added to the gross wage.
Calculation method 3-%Gross + Paygroup Benefits requires the calculation to have a calculation number larger than that of the calculation that adds the benefit to the gross wage. Sage
Master Builder executes each payroll calculation in the order established by the calculation numbers.
To use the calculation for paygroup benefit packages only, select the Use in Paygroup Benefits check box.
To include the calculation on a union report, under Reporting, select the union from the Union drop-down list. Union reports can only be included with the calculations of their own union number.
If you are using union reports and have more than one union, you must create a set of calculations for each union.
To include the calculation on certified payroll reports, under Reporting, select the type of benefit in the Benefit list.
You can use the same payroll calculation in different paygroups. Suppose that in county A you have performed Davis-Bacon work. Recently, you won a Davis-Bacon contract in county B from the same government agency. The governing agency has not changed the calculation methods, but the wage and benefit rates differ. In setting up the paygroups for the new contract, you can use the same benefit calculations but assign different rates to them.
Updating employee benefits
When you make changes to the benefits in a paygroup, update the employee records. Sage Master
Builder updates all employee records.
To update employee benefits:
5. Open 5-2-1 Employees.
6. On the menu bar, click Options.
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277 Chapter 5
7. Point to Update Employees from Paygroups, then click Update Benefits.
8. In the confirmation message, click Yes or No to continue.
9. In the next confirmation message, click OK.
5-3-5 Payroll Unions
Setting up payroll unions
There are two ways to create the table of unions.
You can create a numbering system for the unions that is independent of the union numbers, using the Local number as the union name or part of the union name.
For example:
2
3
Union # Union Name
1 Local 27
Local 194
Local 689
The other method is to simply use the union numbers. If you have employees who work out of different locals for the same union, enter each local as a separate union. This provides you with the ability to create reports about each local.
For example, a large electrical contractor has employees working out of several National
Brotherhood of Electrical Workers (NBEW) locals:
Union # Union Name
27 NBEW Local 27
194 NBEW Local 194
689 NBEW Local 689
To set up payroll unions:
11. Open 5-3-5 Payroll Unions.
12. In the Union# cell, enter the union number you want to use.
13. In the Union Name cell, enter a brief statement about the union.
14. In the Address 1 cell, enter the street address.
15. In the Address 2 cell, enter any additional address information.
16. In the City cell, enter the city.
17. In the State cell, enter the state abbreviation.
18. In the Zip cell, enter the ZIP Code.
19. In the Phone# cell, enter the telephone number.
20. Repeat steps 2–9 for each union.
21. On the File menu, click Save.
IMPORTANT:
When union benefits change, it is necessary to adjust the system’s calculations in 5-3-1
Payroll Calculations and 5-3-4 Paygroups.
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5-3-6 Local Payroll Tax
About local payroll taxes
Many counties and municipalities levy income taxes. In the Local Payroll Taxes window, set up the table of local payroll tax districts and their rates. You can then assign the locales to the appropriate job and employee records. If an employee lives in a locale, add the locale to the employee’s record. If a job site is located in a locale, add the locale to the job record.
There are a variety of ways to set up the districts:
Some districts base the taxes on whether the employee lives inside or outside the locality. The resident rate applies to employees that work and live in the same locality, while the non-resident rate applies to employees who work in the locality but live elsewhere.
During the payroll compute, Sage Master Builder compares the locale in the job record to the locality in the employee record. If the districts match, Sage Master Builder computes taxes at the resident rate. If the district numbers differ, Sage Master Builder computes taxes at the non-resident rate.
In some regions, employees are subject to several taxes, such as city and county income taxes. As
Sage Master Builder only lets you assign one locality to a job record, employee record, or timecard line, you can combine districts in the Local Payroll Tax window to form a new district. You can then assign the combined district as needed.
When a local payroll tax applies to employees regardless where they work, you can set up the district to work like state income tax.
When employees work multiple states but there are no local payroll tax districts, use the districts to control how Sage Master Builder computes state income tax for each timecard line.
Each locality requires a corresponding payroll calculation. In most circumstances, each payroll calculation uses calculation method 17-Tables, and refers to the table of localities for the rates.
Entering local payroll tax districts
Consider the following points before entering payroll tax districts: o o
Some regions have reciprocal agreements. Using the Differential column, you can indicate that the local payroll tax district for the job site has a reciprocal agreement.
When you have local tax districts in different states, group the tax districts by state using the district numbers.
IMPORTANT:
If employees work in New York City or
Yonkers, you must set up a special tax district in order to calculate taxes correctly.
IMPORTANT:
Do not use local payroll tax districts for
State Unemployment or other non-income tax purposes.
To enter local payroll tax districts:
7. Open 5-3-6 Local Payroll Taxes.
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8. In the District# cell, enter the district number.
9. In the District Name cell, enter a description of the district.
10. In the Resident Rate cell, enter the rate paid by residents.
11.
In the Non-resident Rate cell, enter the rate paid by non-residents.
IMPORTANT:
If the district does not make a distinction between residents and non-residents, enter the same rate in the
Resident Rate and Non-resident Rate cells.
12. In the Tax State cell, enter the state abbreviation.
13. Repeat steps 2–6 for each tax district.
14. On the File menu, click Save.
15. Set up the payroll calculation type for each district created.
Viewing the details for local payroll tax districts
You can display a summary of the local payroll taxes computed for a timecard. The summary displays totals of payroll calculations set up with calculation method 17-Tables.
IMPORTANT:
The effective tax rate only applies to local payroll tax districts set up to compute reciprocal taxes.
To view the details for local payroll tax districts:
6. Open 5-2-2 Payroll Records.
7. Using the data control, select the payroll record.
8. On the Options menu, click Local Tax District.
Combining local payroll tax districts
You can combine individual districts to create a new district. The combined district does not require a payroll calculation, because Sage Master Builder uses the payroll calculations already set up for the individual districts. You can then assign the combined district to the appropriate job or employee records.
A combined local payroll tax district only requires a district number, district name, and the district numbers you want to combine. Suppose you have already set up tax districts 2 and 3, which calculate a city income tax and a county income tax. A recently hired employee lives in an area where both districts apply. Because you can only assign one district to an employee record, create a new district that combines the existing districts. You create district 4 with the following description:
City & County (2,3). You can then assign district 4 to the employee record.
To combine local payroll tax districts:
6. Open 5-3-6 Local Payroll Tax.
7.
In the District# cell, enter the district number of the new combined district.
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Chapter 5 280
IMPORTANT:
The combined district must appear in the list after the districts you are combining. For example, you cannot create a district on line 1 that combines districts on lines 2 and 3.
8. In the District Name cell, enter the name of the district and the district numbers that you want to combine.
9.
For example, enter district named City & County (2, 3) in the district name cell to combine the tax districts.
IMPORTANT:
Be sure to separate the districts using commas and enclose them in parentheses.
10. In the Tax State cell, enter the state for the district.
11. On the File menu, click Save.
TIP:
Combined districts do not require tax rates. The districts you are combining already contain the tax rates.
Creating a table of states
When employees work in different states during a single pay period, use the local payroll tax districts to indicate the state on each timecard line. While some regions may not levy local income taxes, you can still use local payroll tax districts to assign the correct state to timecard lines. You can set up local payroll tax districts that only contain a state (leave the Resident Rate and Non-resident Rate cells blank).
Localities give you line-by-line control over the state for which Sage Master Builder computes income taxes. The state assigned to a locality takes priority over the state assigned to the entire payroll record. When Sage Master Builder finds a locality assigned to a timecard line, Sage Master
Builder computes the income tax for that state specified in the local payroll tax district.
To create a table of states:
6. Open 5-3-6 Local Payroll Taxes.
7. In the District# cell, enter the district number.
8. In the Description cell, enter a brief statement about the district.
9. In the State cell, enter the state abbreviation.
10. Repeat steps 2–6 for each state.
11. On the File menu, click Save.
12. Set up the payroll calculation for each state.
About reciprocal agreements and local payroll tax districts
Suppose cities A and B have a reciprocal agreement. City A has a local tax of 0.75% and City B has a local tax of 0.5%. Rick lives in city A but works in city B. When Rick is paid, City B receives its 0.5%
Sage Master Builder Release Notes
281 Chapter 5 tax and City A, because of the reciprocal agreement, receives 0.25%, which is the difference between the taxes.
When you set up a locale in the 5-3-6 Local Payroll Tax window, you can indicate that a locale is subject to a reciprocal agreement. In the Differential column, you can indicate that the locale where the project is located has a reciprocal agreement by typing Yes. You can then assign the locale to the job record. When you compute payroll, Sage Master Builder compares the non-resident rate of the job’s locale to the resident rate of the employee’s locale. If the rate for the employee’s locale is greater, Sage Master Builder calculates the difference and withholds the amount from the employee’s pay.
Setting up payroll calculations for local payroll tax districts
IMPORTANT:
If you use calculation methods 2-
Percent Total Taxable Wages, or 7-Percent Other
Calculation, local payroll taxes will not be displayed on the Local Tax Reports and the wages will not be displayed on the W-2 forms.
To set up a payroll calculation for a local payroll tax district:
5. Open 5-3-1 Payroll Calculations.
6. In the Tax Type list, click 13-Local Income Tax.
7. In the Calculation Method list, select 17-Tables.
8. The payroll calculation uses the rates from 5-3-6 Local Payroll Taxes.
9. In the Tax Locale drop-down box, select the locale that uses the calculation.
10. You must create a payroll calculation for each locale. Some local payroll tax districts allow employees an annual exemption.
11. In the Std Allow text box, enter the annual dollar amount for standard allowances. This is the amount withheld for single, married, and so forth.
12. In the Add Allow text box, enter the annual dollar amount for additional allowances. This is an additional amount to be withheld.
Setting up a local payroll tax district like a state income tax
Caution!
Do not assign the locality as the default on the General
information tab of the 5-2-1 Employees window.
Also, do not assign the locality to a job record.
Some regional taxes function like a state income tax. The same rate applies regardless of where the employee works. Use the following guidelines to set up the local payroll tax district.
IMPORTANT:
Do not enter rates in the Resident
Rate and Non-resident Rate cells. Sage Master
Builder will use the rate from the payroll calculation.
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Chapter 5 282
To set up a local payroll tax district like a state income tax:
7. Open 5-3-1 Payroll Calculations.
8. In the Tax Type list, click 13-Local Income Tax.
9. In the Calculation Method list, click 2-Percent Total Taxable Wages.
10. In the Default Rate cell, enter the income tax rate.
11. In the Tax Locale list, click the local payroll tax district.
12. Update the new payroll calculation to the Calculations tab in 5-2-1 Employees as needed.
Caution!
After you include the payroll calculation on the
Calculations tab of the employee records, Sage
Master Builder uses the payroll calculation like the state and federal income tax calculations.
5-3-7 Payroll Audit
About auditing payroll
You can repair and audit the stored balances of each employee record before filing the quarterly or yearly payroll reports. The repair recalculates the gross wage, Social Security, and Medicare totals from the payroll records. The audit compares them to the totals stored in the employee records. The repair also recalculates the quarterly totals for each payroll calculation and compares them to the quarterly totals stored in the employee records.
If a recalculated total does not match the stored total, a variance exists. Audit variances can result from several factors: o o o
Incorrectly computed Social Security or Medicare taxes on hand-computed checks.
Changes to payroll calculations after computing payroll records.
Hardware failure or power outage.
The audit also looks for check dates that do not fall within the correct payroll quarter. When the check date is wrong, you can enter the correct check date in the existing record. When the quarter is wrong, void the original record and re-enter the record using the correct quarter.
When the audit is complete, print the Payroll Audit report—it identifies the employee records containing variances, the payroll records referencing an incorrect check date or quarter, and uncomputed and un-posted payroll records. Some variances can be repaired by Sage Master Builder.
Auditing payroll
When the audit is complete, print the Payroll Audit Report. The audit report lists all errors uncovered during the audit, regardless of whether you have already resolved them.
To audit the payroll:
5. Open 5-3-7 Payroll Audit.
6. Click the Audit button.
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Repairing the payroll balances
During the repair for variances, Sage Master Builder recalculates the quarterly and year-to-date totals for Social Security, Medicare, and gross wages from the payroll records assigned status 2-
Computed or status 3-Posted. Additionally, Sage Master Builder recalculates the quarterly totals of each payroll calculation and runs an audit.
To repair the payroll balances:
5. Open 5-3-7 Payroll Audit.
6. Click the Repair button.
NOTE:
The repair only recalculates the balances based on how the payroll calculations have been set up. It cannot repair data resulting from incorrectly set up payroll calculations.
Changing the check date on payroll records
To change the check date on a payroll record:
4. Open 5-2-2 Payroll Records.
5. Using the data control, select the payroll record.
6. In the Check Date text box, enter the correct check date.
7. On the File menu, click Save.
Changing the payroll quarter on payroll records
Changing the payroll quarter on a payroll record involves opening and working within several different windows. The links at the bottom of this topic provide more detailed information about some of the steps of this procedure.
To change the payroll quarter on a payroll record:
5. Open 5-2-2 Payroll Records. Using the data control, select the payroll record.
6. On the menu bar, click Print Records, and then print a copy of the payroll record including the payroll calculations.
7. Close 5-2-2 Report Printing. On the menu bar, click Edit, then click Void Payroll Record.
8. On the toolbar, click the Copy Record button, then click the New Record button to open a new record.
9. On the toolbar, click the Paste Record button. In the Quarter text box, enter the correct quarter.
10. On the File menu, click Save.
11. To verify that the quarter has been corrected, open 5-2-3 Compute Payroll and click the Trial Com-
pute option.
12. In the Period Ending text box, enter the date when the pay period ended.
13. Click Compute, and then close the window.
14. To verify that the payroll calculations are correct, open 5-2-1 Payroll Checks and print a payroll check report including the deductions from 5-2-1 Payroll Checks Register.
15. Open 5-2-3 Compute Payroll and click Final Compute.
16. Open 5-2-6 Post Payroll to GL, and post the record.
IMPORTANT:
Make sure you are posting to the correct period.
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Chapter 5 284
5-3-8 Close Payroll Year
About closing the payroll
At the end of the calendar year, close the payroll to prepare for the new calendar year. During the close, Sage Master Builder removes all payroll records and resets the quarter-to-date and year-todate totals $0. It is important to note that closing payroll does not affect the accrued vacation, sick, and compensation times in the employee records that you choose to retain. You can also delete old or unnecessary employee records.
Before entering timecards for the new calendar year, audit, back up, and then close/archive the payroll. Although you may back up your company data at any time, in the context of closing the payroll, it makes sense to back up your data after you have audited it and corrected any errors.
Closing payroll can be quite hectic and time consuming, and the time necessary to create an archive may be considerable depending on the number of payroll records and employees contained in each company. We recommend creating a schedule of tasks to perform leading up to the close. For example, consider auditing the payroll a month in advance of the scheduled closing date. This should provide enough time to resolve any errors that might exist.
While it is not recommended, Sage Master Builder lets you close payroll with uncomputed records, unposted records, even payroll audit errors. If you close with unfinished work, you must go back to the archive later and compute and post the records, repair the audit errors, and then adjust the payroll records in the active company. From the archive, you can also prepare and print the state and federal reports and the W-2 forms.
It is important to understand the differences between closing the payroll and the accounting. All companies close payroll at the end of the calendar year, but not all companies close the fiscal year at the end of the calendar year. If the close of your fiscal year does not coincide with the close of your payroll year, you need to create separate backups and archives.
Closing the payroll year
If you enter transactions between closing the accounting and closing the payroll, create separate backups and archives of the accounting and payroll. This ensures you have permanent records of all your data.
IMPORTANT:
You cannot enter payroll data that has check dates in the new calendar year until payroll for the previous year is closed.
To close the payroll year:
6. Verify that you have finished entering, computing, and posting payroll for the calendar year.
7.
Open 5-3-7 Payroll Audit, and click OK. If you discover errors, print the payroll audit error report.
It is a good idea to resolve the audit errors before closing. Repairing the errors after closing often requires more time and effort than had you repaired them before closing.
8.
Open 5-1-1 Employee List. Print a list of all employees and statuses, and verify that each employee
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285 Chapter 5 has the correct status.
If you find errors, open 5-2-1 Employees, and then enter the corrections to the employee records.
9. Back up the company data.
10. Determine the number of records contained in the payroll for verification after archiving.
11. Open 5-3-8 Close Payroll Year. Select the status settings for the employee records that you want to delete. Then under Archive Company, select the archive option. Then click Close Payroll.
12. Verify that the archive contains a complete copy of your payroll data.
Archiving the payroll
To archive the payroll:
4. Back up the company data.
5. Determine the number of records contained in the active company for verification after archiving.
6. Open 5-3-8 Close Payroll Year.
7. Do any of the following:
1. To remove employee records assigned status 3-Quit, select the Remove ‘Quit’ Employees check box.
2. To remove employee records assigned status 4-Laid Off, select the Remove ‘Laid Off’ Employ-
ees check box.
3. To remove employee records assigned status 5-Terminated, select the Remove ‘Terminated’
Employees check box.
4. To remove employee records assigned status 7-Deceased, select the Remove ‘Deceased’
Employees check box.
8. To review each file before its deletion, select the Approve Each Employee’s Removal check box.
9. To create a new archive, click Create New Archive Directory. Then in the box, type the new archive name. If you do not want to create a new archive, click Don’t Copy to Archive.
10. Click the Close Payroll button.
11. Verify that the archive is complete.
Verifying the payroll archive
To verify the payroll archive:
4. Open Sage Master Builder, and select the company that you want to archive and close.
5. Open 5-2-2 Payroll Records, click the Count button, and note the total number of records.
6. Open 4-2 Accounts Payable Invoices, click the Count button, and note the total number of records.
7. Open 5-3-8 Close Payroll Year. Archive and close the payroll.
8. Exit Sage Master Builder.
9. Launch Sage Master Builder, and select the archive you have just created.
10. Open 5-2-2 Payroll Records, click the Count button, and note the total number of records.
11. Open 4-2 Accounts Payable Invoices, click the Count button, and note the total number of records.
Compare the record totals taken before archiving from each of the three databases before archiving to those taken from the archive. When the totals agree, the records have been archived correctly. If you find that the archive is incomplete, restore a backup and create new archives.
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5-4 Federal and State Tax Filing
About Sage Master Builder integration with Aatrix
What is Aatrix®?
Aatrix is a leading provider of tax-form filing and compliance services. It is in business to help you complete state and federal payroll reports directly from your software. Now that Aatrix has been integrated into Sage Master Builder, you have the ability to fill out report forms, print, and then send them to federal and state entities.
In addition, if you enroll with Aatrix and set up an account, you can file reports electronically through
Aatrix while working within Sage Master Builder.
Whether you print and send your tax reports or you files the reports electronically, with Aatrix integration there is no longer any need to create these tax reports manually.
What do I get if I register Aatrix through Sage Master Builder?
If you choose to register, you can fill out and print Aatrix report forms, and then send them to federal or state entities.
If you choose not to register, you can still use Aatrix in “Evaluate” mode; however, the forms you print will have a “DEMO” watermark. You cannot file them with federal and state entities.
How do I register?
As soon as you open the Sage Master Builder windows, 5-4-1 Federal Tax Forms by Aatrix® or
5-4-2 State Tax Forms by Aatrix®, you are prompted to register Aatrix through your Sage Master
Builder so that it is associated with your Sage Service Plan.
As a benefit for our customers, registering Aatrix through Sage Master Builder allows you to use
Aatrix forms until September 30, 2011. We recommend that you register immediately to take advantage of this valuable service.
Can I file electronically when I register?
Registering through Sage Master Builder allows you to use all the Aatrix report forms for your tax reports and then print them. Registering the Aatrix software through Sage Master Builder does not enroll you with an Aatrix account for filing electronically. To use electronic filing, you have to register for an Aatrix account.
How do I enroll with Aatrix so that I can file electronically?
For more information about enrolling with Aatrix and set up an account for efiling, visit https://efile.aatrix.com/
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What is the Aatrix fee structure for electronic filing?
For more information about Aatrix fees, visit https://partner.aatrix.com/sagemasterbuilder .
Can I file W-2s electronically?
For more information about filing W-2s electronically, visit http://efile.aatrix.com/SMB029/info.aspx
.
How do I use Aatrix with Sage Master Builder?
Basically, open either 5-4-1 Federal Tax Forms and eFiling by Aatrix or 5-4-2 State Tax
Forms and eFiling by Aatrix. Select a state (state forms only), a report, set criteria, and then click
Run Report or View History.
When you click Run Report, you can review the report and enter any missing information. Then you go to the next step to save and print the form. If you have an account with Aatrix, then you can file electronically by forwarding the completed reports to the Aatrix eFile® center for electronic filing.
When you click View History, you can review and work with reports through the Open Report window.
How can I get acquainted with Aatrix integration before I use it for my company?
You can open the Sample Company and then open either 5-4-1 Federal Tax Forms and eFiling
by Aatrix or 5-4-2 State Tax Forms and eFiling by Aatrix. Select a state (state forms only), a report, set criteria, and then click Run Report or View History. This will also give you a chance to open the Aatrix Help, which provides details information about how the Aatrix processes works.
What technical support options do I have if I run into a problem with Aatrix?
If you have a problem with Aatrix or Sage Master Builder, call 800-849-8049 (Sage Customer
Support for Master Builder).
Common features with Aatrix integration windows
Common features with Aatrix integration windows
The 5-4-1 Federal Tax Forms by Aatrix® and 5-4-2 State Tax Forms by Aatrix® integration windows have common features and behavior. They are both integration portals into Aatrix software. When you run some option commands or click buttons, such as View History or Run
Report, you actually begin working in Aatrix software that has been integrated into Sage Master
Builder.
Does Aatrix software have its own Help system?
When you click the Help button in 5-4-1 Federal Tax Forms by Aatrix® and 5-4-2 State Tax
Forms by Aatrix®, you open Sage Master Builder Help.
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Chapter 5 288
Aatrix software provides its own Help. When you click the Help icon after clicking View History or
Run Report, you open the Aatrix Help.
Where does the list of reports and descriptions come from?
The list of reports in the left pane and the report descriptions in the right pane of the 5-4-1 Federal
Tax Forms by Aatrix® and 5-4-2 State Tax Forms by Aatrix® windows are provided by Aatrix.
As you click various reports in the list on the left, the description changes in the right pane. Reports have different selection criteria. You may have to enter search criteria based on a Year, a Year and a Period, a First Check Date and a Last Check Date, or no criteria.
How do I know the forms are up to date?
Aatrix guarantees to keep all its report forms up to date. Before you can actually work with Aatrix report forms, Aatrix determines whether or not you have the latest forms. If you don’t, you are prompted to update the forms.
The first time you open (with Internet access) either Aatrix integration window and click View
History or Run Report, the program displays a message window that provides four choices:
Automatic Update: Update forms automatically over the Internet.
Download Update: Update forms by manually downloading an update from any computer with an
Internet connection.
Continue Expired: Continue processing without the required update. Forms will be marked as expired and cannot be filed.
Cancel: Cancel without processing forms.
What happens when using the Automatic Update process?
Aatrix displays the Aatrix Update Client - Update List window with a list of the items that are new or out-of-date and will be updated. When you click Next, the updating process begins and runs to completion. Click Close when your program versions and forms have been updated.
IMPORTANT:
Using Automatic Update requires
Internet access.
What happens when using the Download Update process?
Aatrix displays the Download Update window with instructions for manually downloading an update. Follow the instructions in the windows provided by Aatrix.
How does my tax information in Sage Master Builder get into Aatrix forms?
When you select a report such as 2008 940 Report or the 2009 W-2/W-3 and then click Run
Report, Sage Master Builder queries your company data and inserts a selection of values and information into the report form. The report form opens in Aatrix software. Then you provide any required or missing information that the query was unable to provide.
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What is the Company Setup Wizard?
If you have not yet set up your company information, Aatrix prompts you to do so using the
Company Setup Wizard. This wizard guides you through the process of verifying you company data for your federal and state report forms. In additional to basic name and address company information, the Company Setup Wizard prompts for information about State & Local Tax Items.
How do I fill out the report?
After opening 5-4-1 Federal Tax Forms by Aatrix® or 5-4-2 State Tax Forms by Aatrix® and selecting report criteria, click Run Report. Sage Master Builder queries your data and opens the
Aatrix form with as much data filled in as possible. Then you tab through the report and fill in any required and/or missing information. A red box indicates required information. In some cases, you click an ellipsis button to open an additional window to select data to be linked to specific boxes in the form.
In addition, when the Sage Master Builder query discovers duplication in some special state tax payroll calculations, the program displays the Payroll Calculation Assignments window. Use this window to assign Sage Master Builder payroll calculations to special state tax descriptions.
Important:
Completing W-2/W-3 forms requires a slightly different process and will take longer than completing other forms.
Give yourself plenty of time when preparing W-2/W-3 forms. Aatrix requires that W-2/W-3 forms be delivered two days before the deadline when filing electronically.
What happens when I click View History?
If you have saved any reports whether complete or not, clicking View History opens the Open
Report window.
TIP:
The system displays the Open Report window only If you have updated the forms, completed the
Company Information Wizard, and run a report and saved it.
The Open Report window displays any reports that have been saved. You can select individual reports by clicking the check box. The window provides buttons for performing other tasks. For more information, refer to the Aatrix Help provided with the window.
How do I add new state and local tax items after I have set up my company in Aatrix?
When you are setting up you company in Aatrix, the wizard references state and local tax items that have been set up previously in Sage Master Builder. To add state or local tax items, set them up in
Sage Master Builder first, then from an Aatrix report window, click Tools > Company Setup. Click
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Chapter 5 290
Next to get to the State & Local Tax Items page, and click Add. This page also provides tools for editing and removing items.
Refer to these topics for setting up tax items in Sage Master Builder: l l l l
Entering local payroll tax districts
*** REMOVE THIS p.table_anchor PARAGRAPH ***
Need training?
For more in-depth knowledge about this area of the program, sign up for a training class at www.sageu.com/masterbuilder .
Registering Aatrix through Sage Master Builder
As a benefit for our customers, registering Aatrix through Sage Master Builder allows you to use
Aatrix forms until September 30, 2011. We recommend that you register immediately to take advantage of this valuable service.
To register to use Aatrix through Sage Master Builder:
5. Open either 5-4-1 Federal Tax Forms by Aatrix® and 5-4-2 State Tax Forms by Aatrix®.
6. On the Aatrix® Software Registration window, read the information in the yellow box.
7. In the Sage Customer ID# box, type the number you use when you contact Sage Customer Support.
8. In the Registered Company Name box, type the name you used when you purchased you maintenance and support plan. This is your official company name in the Sage system.
9. In the Federal Employer ID# box, type your employer identification number, also know as EIN.
10. Click Register.
11. Sage Master Builder displays a message with your Aatrix software expiration date.
12. Click OK.
5-4-1 Federal Forms
Running reports with 5-4-1 Federal Tax Forms and eFiling by Aatrix®
The 5-4-1 Federal Tax Forms and eFiling by Aatrix window is an integration portal into Aatrix software. When you move beyond this window, for example, by clicking View History or Run
Report, you actually begin working in Aatrix software that has been integrated into Sage Master
Builder.
On the menu bar, you have access to the following Options: o o
Update Forms - Displays a message window that prompts you to update Aatrix forms if updates are available.
View History - Displays the Open Report window, which allows you to open, view, or access existing reports.
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291 Chapter 5 o Register Aatrix Software - Displays the Aatrix Software Registration window. Registering allows you to fill out and print current reports for the duration of your service and maintenance contract.
NOTE:
When you are working in Aatrix software, you have access to Aatrix Help. Sage Master Builder Help does not duplicate Aatrix Help.
To run a report:
8. Open 5-4-1 Federal Tax Forms and eFiling by Aatrix.
9. If you are prompted to register, we strongly recommend that your register Aatrix software through Sage
Master Builder.
10. From the list in the left pane, select a report.
11. In the Year box, select a year.
If there are other selections, such as a Period and a Year, a First Check Date and a Last Check Date, select them as required. There may be no selection options.
12. Click Run Report.
13. Follow the instructions on the window, or refer to Aatrix Help.
Viewing report history with 5-4-1 Federal Tax Forms and eFiling by Aatrix®
The 5-4-1 Federal Tax Forms and eFiling by Aatrix window is an integration portal into Aatrix software. When you move beyond this window, for example, by clicking View History or Run
Report, you actually begin working in Aatrix software that has been integrated into Sage Master
Builder.
NOTE:
When you are working in Aatrix software, you have access to Aatrix Help. Sage Master Builder Help does not duplicate Aatrix Help.
To run view report history:
6. Open 5-4-1 Federal Tax Forms and eFiling by Aatrix.
7. If you are prompted to register, we strongly recommend that your register Aatrix software through Sage
Master Builder.
8. From the list in the left pane, select a report.
9.
In the Year box, select a year.
If there are other selections, such as a Period and a Year, a First Check Date and a Last Check
Date, select them.
10.
Click View History.
Sage Master Builder queries the data. When the Open Report window opens, you are working in the Tax Forms and e-Filing by Aatrix® window, which is Aatrix software that has been integrated with Sage Master Builder.
11. Follow the instructions on the window, or refer to Aatrix Help.
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5-4-2 State Forms
Running reports with 5-4-2 State Tax Forms and eFiling by Aatrix®
The 5-4-2 State Tax Forms and eFiling by Aatrix window is an integration portal into Aatrix software. When you move beyond this window, for example, by clicking View History or Run
Report, you actually begin working in Aatrix software that has been integrated into Sage Master
Builder.
On the menu bar, you have access to the following Options: o o o o
Update Forms - Displays a message window that prompts you to update Aatrix forms if updates are available.
View History - Displays the Open Report window which provides information about saved reports. .
Payroll Calculation Assignments - Displays the Payroll Calculation Assignments window. If you have multiple payroll calculations for state unemployment insurance or state disability insurance, then query process cannot determine to which field on the report they belong. You use the
Payroll Calculation Assignments grid select and link the Aatrix tax description to a the appropriate Sage Master Builder payroll calculation.
Register Aatrix Software - Displays the Aatrix Software Registration window. Registering allows you to fill out and print current reports for the duration of your service and maintenance contract.
When you are working in Aatrix software, you have access to Aatrix Help. Sage Master Builder Help does not duplicate Aatrix Help.
To run a report:
8. Open the 5-4-2 State Tax Forms and eFiling by Aatrix window.
9. If you are prompted to register, we strongly recommend that your register Aatrix software through Sage
Master Builder.
10. From the drop-down State list box, select a state.
11. In the Year box, select a year.
If there are other selections, such as a First Hire Date and Last Hire Date, a Period and a Year, a
First Check Date and a Last Check Date, select them as required.
12. Click Run Report.
Sage Master Builder queries the data. When the Open Report window opens, you are working in the Tax
Forms and e-Filing by Aatrix® window, which is Aatrix software that has been integrated with Sage
Master Builder.
13. Follow the instructions on the window, or refer to Aatrix Help.
Assigning payroll calculations to tax descriptions
When Sage Master Builder queries your company data for filling in the values in an Aatrix report, it looks for a one-to-one relationship between tax descriptions and Sage Master Builder payroll calculations. If you have multiple payroll calculations for state unemployment insurance or state disability insurance, then query process cannot determine to which tax description it belongs. You use the Payroll Calculation Assignments grid to assign a description to a the appropriate Sage
Master Builder payroll calculation.
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The program provides access to the Payroll Calculation Assignments window in two ways: o o
Click Options > Payroll Calculation Assignments. The program displays the Payroll Cal-
culation Assignments window with all states for which you have payroll calculations, and the tax descriptions with no payroll calculations assigned. Make your assignments, then click Close.
With a state selected, click Run Report. The program displays the Payroll Calculation Assign-
ments window with the state for which you have tax descriptions with no payroll calculations assigned. Make your assignments, then click Continue to continue running the report.
The window’s three columns display the following: o o o
State - The state you selected on the 5-4-2-State Forms and eFiling by Aatrix window.
Tax Description - The state tax description used in the Aatrix form that needs an assigned payroll calculation.
Payroll Calculation - When you click the drop-down arrow, the program displays a list with choices of <<unassigned>> and the names of at least two more payroll calculations. You must assign one of them to the tax description.
For example, let’s suppose that you are filling out the DE- 6 Report for California. When you run the report, and the query discovers that two state unemployment calculations. The query cannot determine to which tax description it should be assigned. At that point, the program displays the
Payroll Calculation Assignments window. You need to make the assignment. In the grid, you click the drop-down arrow under the Payroll Calculations column to see this view:
State
CA
Tax Description
Employment
Training Tax
State
<<unassigned>>
1047 - CA State Unemployment
2003 - CA - Employment
Training
The next step here would be to select 2003 - CA - Employment Training, and then click the
Continue button, so that the program can complete the query and fill in the report form with your company data.
NOTE:
If you need to change the assignment, click
Options > Payroll Calculation Assignments.
Locate for the payroll calculation you need to change, click <<unassigned>> to clear the selection, and then click Save to close the window. Then click Options >
Payroll Calculation Assignments again. Locate for the payroll calculation you need to change, assign it to the description, and then click Save to close the window.
To assign payroll calculations to tax descriptions:
13. On the Payroll Calculation Assignments window under the Payroll Calculation column, click the drop-down arrow.
14. From the list of Sage Master Builder payroll calculations, select one.
15. Click Continue to run the report, or click Sage to save your assignments.
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Viewing report history with 5-4-2 Federal Tax Forms and eFiling by Aatrix®
The 5-4-2 State Tax Forms and eFiling by Aatrix window is an integration portal into Aatrix software. When you move beyond this window, for example, by clicking View History or Run
Report, you actually begin working in Aatrix software that has been integrated into Sage Master
Builder.
When you are working in Aatrix software, you have access to Aatrix Help. Sage Master Builder Help does not duplicate Aatrix Help.
To view report history:
6. Open 5-4-2 Federal Tax Forms and eFiling by Aatrix.
You do not need to select a state to view report history.
7. If you are prompted to register, we strongly recommend that your register Aatrix software through Sage
Master Builder.
8.
Click View History.
Sage Master Builder queries the data. When the Open Report window opens, you are working in the Tax Forms and e-Filing by Aatrix® window, which is Aatrix software that has been integrated with Sage Master Builder.
9. Follow the instructions on the window, or refer to Aatrix Help.
5-4-3 Magnetic Media - Quarterlies
About state quarterly reports
The 5-4-3 Magnetic Media - Quarterlies window creates reports through the existing Sage Master
Builder functionality.
IMPORTANT:
Sage Master Builder creates an electronic file that you can submit electronically. The state of California accepts physical media and electronic files; however, mailing the electronic file on physical media (round tapes, cartridge, diskette, CD) is no longer an acceptable filing method for “federal tax forms.” For details, visit http://www.edd.ca.gov/Payroll_Taxes/Electronic_
Filing_Registration_and_Payment_Information.htm
To help complete your quarterly report, print the state quarterly report.
You can also print:
o The State of California Quarterly Employee Tax Report (DE6). With the preprinted DE6 forms in your printer, you can print the DE6 information directly on the form. You can also create an electronic file.
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Sage Master Builder prints the form as well as the information on blank paper.
About the tax file format
IMPORTANT:
Sage Master Builder creates an electronic file that you can submit electronically. The state of California accepts physical media and electronic files; however, mailing the electronic file on physical media (round tapes, cartridge, diskette, CD) is no longer an acceptable filing method for “federal tax forms.” For details, visit http://www.edd.ca.gov/Payroll_Taxes/Electronic_
Filing_Registration_and_Payment_Information.htm
You can also choose to use Sage Master Builder to create the W-2s or California state quarterly electronic files using an electronic file through Sage Master Builder. 5-4-3 Magnetic Media -
Quarterlies and 5-4-4 Magnetic Media -W2s both provide for the creation of electronic files. The
5-4-4 Magnetic Media - W-2s window creates an electronic federal tax file. The 5-4-3 Magnetic
Media - Quarterlies window creates an electronic California state quarterly tax files only.
In addition, under the Options menu command on both windows, you may use a subcommand,
View Tax File Format. Selecting this command allows you to view a character by character representation of the tax file you will send with the government. Viewing the tax file format offers you the chance to verify that your output is in the exact format in which the government needs to receive it.
Viewing the electronic tax file format for quarterlies
Important:
Sage Master Builder creates an electronic file that you can submit electronically. The state of California accepts physical media and electronic files; however, mailing the electronic file on physical media (round tapes, cartridge, diskette, CD) is no longer an acceptable filing method for “federal tax forms.” For details, visit http://www.edd.ca.gov/Payroll_Taxes/Electronic_
Filing_Registration_and_Payment_Information.htm
Viewing the technical data structure of your electronic tax file may be helpful when troubleshooting the file or for reviewing archived data.
The records display in the original defined data format and are not labeled or formatted for readability. To review records in a readable format, you may view the electronic file for W-2 forms or for quarterlies.
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Chapter 5 296
To view the tax file format for quarterlies:
7. Open 5-4-3 Magnetic Media - Quarterlies
8. In the Tax State text box, type the two-letter state abbreviation.
9. In the Quarter Ending text box, type date of the and the ending date of the payroll quarter.
10. From the Options menu, click View Tax File Format.
About creating electronic files for California state quarterly reports
IMPORTANT:
Sage Master Builder creates an electronic file that you can submit electronically. The state of California accepts physical media and electronic files; however, mailing the electronic file on physical media (round tapes, cartridge, diskette, CD) is no longer an acceptable filing method for “federal tax forms.” For details, visit http://www.edd.ca.gov/Payroll_Taxes/Electronic_
Filing_Registration_and_Payment_Information.htm
You may save the State of California Quarterly Employee Tax Report (DE6) to an electronic file using the 5-4-3 Magnetic Media - Quarterlies window.
IMPORTANT:
Sage Master Builder currently only supports creating electronic state quarterly report files for California.
After the electronic file has been created, you may view the Header, Details, and Totals in the file using the Options menu command and the subcommand View Tax File Data.
Viewing the electronic file for quarterlies
To view the magnetic media file for quarterlies:
4. Open 5-4-3 Magnetic Media - Quarterlies.
5. From the Options menu, point to View Tax File Data, then click the type of data you want to view:
Header, Details, or Totals.
6. The Open UIWAGE Magnetic Media File window appears with the default file name, UIWAGE in the
File Name text box.
7. Using the Look in drop-down box, locate the file, and click Open.
5-4-4 Magnetic Media - W-2s
About creating electronic files for W-2 forms
The 5-4-3 Magnetic Media - Quarterlies window creates reports through the existing Sage Master
Builder functionality.
Caution!
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Before you may submit an electronic file for W-2 forms to the Federal government, you must submit and have approved an application of intent to provide an electronic file. You must request and receive a
Personal Identification Number (PIN, which also may be referred to as a User ID) in order to submit an electronic file. For more information, visit http://www.socialsecurity.gov/employer/ .
You may also choose to create and save W-2 forms to file them electronically using the 5-4-4
Magnetic Media - W-2s window.
After the electronic file has been created, you may then view the tax file data by selecting the
Options menu command View Tax File Data and selecting any one of four subcommands: o o o o
Submitter Header
Employer Header
Details
Totals
In addition, after creating the electronic file, you may view the tax file format by selecting the Options menu command View Tax File Format.
IMPORTANT:
For all information and requirements surrounding electronic file submission, refer to this
SSA document, visit http://www.ssa.gov/employer/efw/09efw2.pdf
.
IMPORTANT:
Creating magnetic media in Sage
Master Builder creates an electronic file that you can submit electronically. Mailing physical media (round tapes, cartridge, diskette, CD) is no longer an acceptable filing method for federal tax forms.
IMPORTANT:
We most strongly recommend that you validate your electronic file before you submit it with
AccuWage free software. You can download the
AccuWage for 2007 Tax Year software at this link to validate your electronic file. This will help ensure that your file complies with the EFW2 format. It will not verify that all data is correct. Use this test to help minimize the chances of your data being rejected.
Sage Master Builder does not support a re-submittal of the electronic file in EFW2C format (C for correction).
http://www.socialsecurity.gov/employer/accuwage/
AccuWage will not validate a tax data file if it contains a social security number that: (a) begins with an 8 or 9;
(b) is 1111111111, or 333333333, or 123456789.
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AccuWage will not validate a tax data file if it contains an employee name that ends in a comma; for example,
Jones, Jr.
IMPORTANT:
For third-party sick pay to be marked on W-2s, you need to select the Third-Party Sick Pay check box on the Compensation tab of the 5-2-1
Employees window.
Viewing the electronic tax file data for W-2 forms
You can view the contents of your electronic file in a readable format to check and confirm the records, record amounts, etc.
You may also examine the technical data structure of your information by viewing the tax format.
To view the electronic file for W-2 forms:
6. Open 5-4-4 Magnetic Media - W-2s.
7. From the Options menu, point to View Tax Data File, then depending on what type of data you want to see for your file, select Submitter Header, Employer Header, Details, or Totals.
8. The Open W2 Magnetic Media File window appears with the default file name,
W2REPORT
, in the File
Name text box.
9. Using the Look in box drop-down arrow, locate the file, and click Open.
Viewing the electronic tax file format for W-2 forms
Viewing the technical data structure of your tax file may be helpful when troubleshooting the file or for reviewing archived data.
The records display in the original defined data format and are not labeled or formatted for readability. To review records in a readable format, you may view the electronic file for W-2 forms.
To view the tax file format:
6. Open 5-4-4 Magnetic Media - W-2s.
7. In 5-4-4 Magnetic Media - W-2s, enter the payroll Reporting Year for W-2 forms.
8. From the Options menu, click View Tax File Format.
5-5 Daily Payroll
5-5-1 Daily Payroll Entry
About 5-5-1 Daily Payroll Entry
You enter payroll data on the 5-5-1 Daily Payroll Entry window daily for all the employees as well as for allocating equipment use. From the daily entries, you can generate daily reports to review the daily costs of labor and equipment use.
You can attribute an employee’s time to jobs, operation of equipment on jobs, or the repair and maintenance of equipment. Suppose Dan spends the afternoon repairing the engine of a backhoe.
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To make the repairs, Dan uses a forklift to lift the engine out of the backhoe. On a single line, you can enter Dan’s time spent repairing equipment, what piece of equipment was repaired the backhoe— and, what equipment was operated—the forklift.
You can also enter time for equipment at the job site that does not require an operator. For example, a generator does not require an operator, but you charge for the time it is in use and idle. On a single line, you can enter both the operated and idle time.
You might find this additional functionality beneficial too. The related scope of work recorded in 6-11-
6 Daily Field Report line notes from both employees and equipment grids can be imported into 5-
5-1 Daily Payroll Entry using the Options > Import Daily Field Report. This provides a way for that information to become part of your payroll and job costing records.
The 5-5-1 Daily Payroll Entry window only allows you to enter times for employees who worked jobs or repaired equipment and times for equipment that was used. The 5-5-2 Payroll Records window allows you to enter records for salary, bonuses, adjustments to deduction and benefit balances, startup data, advances, or third-party sick pay.
At the end of a payroll period, you can convert the daily payroll records into timecards. Each timecard contains the hours worked by an individual employee. After conversion, you can only review timecards in the Payroll Records window.
About entering daily payroll records
The 5-5-1 Daily Payroll Entry window combines the 8-4 Equipment Allocation and 5-2-2
Payroll Records windows into one location where you can enter the employee and equipment times for a single day. On a single line, you can enter the time for: o o o o o
An employee who worked on a job.
An employee who operated equipment on a job.
An employee who repaired equipment.
An employee who repaired equipment using other equipment.
Equipment that was operated, sat idle, or sat on standby at a job site.
Some equipment, such as an air compressor or generator, does not require an employee to operate it. If a line only contains the time equipment was operated, sat idle, or sat on standby, Sage Master
Builder creates the equipment costs.
At the end of a pay period, convert the daily payroll records into timecards. At the time of conversion,
Sage Master Builder creates the equipment costs. After conversion, you can view the timecards in the 5-2-2 Payroll Records window.
Entering time for equipment
When entering the equipment time, create a separate line when there is a change to the job or equipment cost data (job, phase, equipment repaired/operated, cost code, pay type, pay rate, etc.).
To enter time for equipment:
5. Open 5-5-1 Daily Payroll.
6. In the Date text box, enter the date.
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7. If the equipment was used on a job, enter the job number in the Job cell.
8. If the job uses phases, enter the phase number in the Phase cell.
9. If you entered a job number, enter the cost code number in the Cost Code cell.
10. In the Operated Equipment cell, enter the equipment number.
11. In the Cost Unit cell, accept the default value, or enter a different value.
12. In the Operated Hours cell, enter the number of hours you ran the piece of equipment that day.
13. In the Standby Hours cell, enter the number of hours the piece of equipment was on standby.
14. In the Idle Hours cell, enter the number of hours the piece of equipment was idle.
15. If you are using time and materials billing, in the Rental Unit cell, enter the rental unit number.
16. In the Operated Rental cell, enter the number of units that the piece of equipment was operated.
17. In the Standby Rental cell, enter the number of units that the piece of equipment was on standby.
18. In the Idle Rental cell, enter the number of units the piece of equipment was idle.
19. Repeat steps 3–14 for each piece of equipment.
20. On the File menu, click Save.
You can compare the budgeted costs to the actual costs.
Importing daily field reports
You can create a timecard from the daily field reports. The daily field reports only contain cost codes, paygroups, pay types, and the hours worked or pieces completed. Review the timecard and enter any additional information.
To import daily field reports:
5. Open 5-2-2 Payroll Records.
6. In the Employee text box, enter the employee number.
7. In the Period Start text box, enter the date when the payroll period begins.
8. In the Period End text box, enter the date when the payroll period ends.
9. On the Options menu, point to Import Data, and click Daily Field Reports.
Creating timecards for daily payroll
To begin processing payroll, convert the daily payroll records into timecards. You can then review the timecards in the 5-2-2 Payroll Records window.
To create timecards:
5. Open 5-5-1 Daily Payroll Entry.
6. On the Options menu, click Timecards.
7. In the Beginning Date box, enter the date of the first daily record you want to convert.
8. In the Ending Date box, enter the date of the last daily record you want to convert.
9. In the Payroll Quarter box, enter the payroll quarter.
10. Click OK.
NOTE:
When you create timecards, Sage Master
Builder posts the costs for equipment time to the
General Ledger and creates the job or equipment cost records.
NOTE:
When you final-compute payroll, Sage Master
Builder posts the costs for labor to the General
Ledger and creates the job cost records.
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Viewing daily payroll totals
After entering the daily payroll, you can view the payroll totals for the day or since the last time timecards were created. You can sort the report by employee, job, equipment repaired, or equipment used.
To view daily payroll totals:
5. Open 5-5-1 Daily Payroll Entry.
6. On the Options menu, point to Totals By, point to Day or Period, and click the report you want to view.
5-5-2 Daily Job Reports
About 5-5-2 Daily Job Reports
Clicking 5-5-2 Daily Job Reports launches the 5-5-2 Report Printing window to be used to for printing Daily Job Reports and viewing sample reports.
5-5-3 Daily Labor Reports
About 5-5-3 Daily Labor Reports
Clicking 5-4-2 State Quarterly launches the 5-4-2 Report Printing window to be used to for printing State Quarterly reports and viewing sample reports.
5-5-4 Daily Equipment Reports
About 5-5-4 Daily Equipment Reports
Clicking 5-4-2 State Quarterly launches the 5-4-2 Report Printing window to be used to for printing State Quarterly reports and viewing sample reports.
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Chapter 6: 6-Project Management
Working with Project Management
Sage Master Builder’s project management tools provide a way for you to manage proposals, budgets, purchase orders, subcontracts, change orders, and job costing.
Budgets
Your budgets are always under your control when you verify and compare job costs as you enter them. You can enter budget information manually or export data from Sage Master Builder estimates. Budget information can be used in Work in Progress, Bonding, and Job Status
Reports as well as in other reports that compare costs by cost code, cost type, and summary totals.
Also, as your project proceeds, Sage Master Builder maintains the initial budget and contract amounts at the same time that it updates the current (working) budget and contract amounts with change order information. In addition, you can create budgets from your estimate, import budget information from other programs, or manually export budget information to Work in Progress,
Bonding, Job Status, and other reports.
Purchase Orders
Your can simplify your purchasing to enhance productivity. Sage Master Builder can generate all purchase orders from your estimates, and then automatically phase your purchasing by scheduled tasks. Alternatively you can use master purchase orders and generate purchase orders for only the parts you need at a particular time. You can also create manual purchase orders with the Part
Lookup feature.
After you issue a purchase order, the costs are included in committed cost reports. To pay your bills, simply enter the purchase order number from supplier invoices and Sage Master Builder fills in the payables due, plus the remaining balances and job cost information automatically. You can set vendor-specific warnings so that you will not pay invoices that are missing a purchase order number or invoices that exceed the purchase order amount. By running purchase order audit reports, you can catch overcharges.
Subcontracts
You can manage all subcontractor interactions from contract creation to the last item on your final punch list. Sage Master Builder helps you avoid subcontractor overpayment by monitoring for retention, approved and open change orders, expired Workers’ Compensation, liability insurance, safety certification, and more throughout the job. Over-billing control, retention tracking, withholds for insurance, charge backs, lien tracking, and lien waivers are all fully integrated with Sage Master
Builder’s accounts payable functionality.
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You can make your own custom subcontract forms (up to 100 pages) using the Subcontract option in Form/Report Page Design, so you do not need to use pre-printed forms. You can even include a billing form to standardize your subcontract billings.
To check a subcontract’s status, you simply click Recap, and then click once more to display a list of changes or invoices against the contract. You can also call up a summary view of the entire subcontract to verify billing accuracy whenever you enter an invoice for payment.
Change Orders
With Sage Master Builder’s change order management tools, you use a single window to modify your prime contract, any number of subcontracts, and your budget. After approval, change orders automatically increment your budget, contract, and subcontracts. You can handle each part of the change independently and continue subcontract negotiations even after the prime contract change has been approved. Your approved and pending change orders are reflected in job cost reports.
You can use internal change orders to manage chargebacks, move work from one subcontractor to another, and manage inter-cost changes. You can view prime and subcontract audits with audit reports.
Using change orders, you can manage all upgrades and options that belong to the sale price of the project. You can archive change orders as they are printed for a complete, permanent history of interactions with your clients and subcontractors.
Job Costing
With Sage Master Builder’s job costing functionality, you can see where your business is earning profits and where you need to improve estimates or other processes to be more profitable. Generate a wide variety of reports comparing costs to budget so that you can obtain precise, up-to-date cost views for every project with as much detail as you choose to include. Sage Master Builder job costing helps you estimate job profits with cost-to-complete and committed-cost reports that compare budgets, job costs, and actual labor for every line item. You can even create your own job cost reports with the built-in Report Writer.
Job cost information, including labor burden costs, stays current and accurate because it integrates with all posting features including General Ledger, Accounts Payable, Accounts Receivable,
Payroll, Equipment, and the Inventory add-on module. Because explicit cost details are preserved indefinitely, you can research job costs at any time.
6-1 Job Reports
6-2 Budgets
About budgets
A budget represents a summary of the hard costs detailed in a takeoff, and provides the basis for all budgeted versus actual cost, hour, or unit comparisons. In addition, you can use the budget as the basis for the proposal you provide to the client.
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The costs for a budget are categorized by cost code, and each cost code is further divided into cost types. Furthermore, you can include the hours necessary to complete the work for each cost code.
For work performed on a unit basis (include the quantity of units to be performed for each cost code),
Sage Master Builder automatically computes the cost per unit.
There are several ways to create a budget: you can export the data from a takeoff, import a file, or create a budget manually. After the budget is completed, you can set the original budget. If at any point the budget is changed, you can compare it to the original.
If it becomes necessary to adjust the costs in a budget, you enter the changes by issuing change orders. Change orders allow you to alter the budgeted costs independent from the budget itself.
Sage Master Builder also provides a way for you to be warned when you are over budget. The program determines the costs to date for the jobs by cost code and cost type. It then compares the data to the original budget plus change orders. When you save the record, Sage Master Builder notifies you if costs exceed the budgeted amount for a job. You can enable the Over Budget Warning option using the 1-3 Journal Transactions or 4-2 payable Invoices/Credits windows.
Creating budgets
Typically, you create a job before creating a budget. You can create new jobs in 3-5 Jobs
(Accounts Receivable).
IMPORTANT:
In order to match historical job costs with a budget, you must enter them both by the same method.
Consider the following points before creating a budget: o o o
If you do not break costs apart into cost types, enter the total cost of each cost code in the Other column.
If you perform unit-based work or issue unit-based change orders, Sage Master Builder automatically calculates the unit costs (based on the units entered in the Cost Code). Enter the quantity of units in the Quantity box.
If you anticipate changes and want to preserve the current budget, set the original budget.
IMPORTANT:
Only four of the buttons in the data control activate areas in 6-2 Budgets: First,
Previous, Next, and Last. The Display Lookup drop-down arrow displays the Accounts Receivable
Lookup window, and the detail button displays the 3-5
Jobs (Accounts Receivable) window.
To create a budget:
9. Open 6-2 Budgets.
10. Using the data control, select a specific job.
11. In the Phase list, click the phase for which you want to create a budget.
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12. To populate the budget grid with cost code values, do one of the following:
1. To import cost codes from a Lookup window, right-click the cell and click Display Lookup Win-
dow, or click the drop-down arrow. Then double-click each item to import it into the budget.
2. To import cost codes from a Picklist window, right-click the cell and click Display Picklist Win-
dow. Then double-click the items that you want to import into the budget. Next, click the check mark button to import all the items in to the budget.
3. To import a
*.budget_grid file
, click Options, point to Import, then click Grid File. Browse to the appropriate file, then double-click it.
13. In the grid, do the following:
1. In the Hours cell, enter the estimated hours if the cost code has associated labor costs.
2. In the Material cell, enter the material costs.
3. In the Labor cell, enter the labor costs.
4. In the Equipment cell, enter the equipment costs.
5. In the Subcontract cell, enter the subcontract costs.
6. In the Other cell, enter the miscellaneous costs.
14. Repeat step 5 for each cost code.
15. On the File menu, click Save.
If you exported the budget from Takeoffs, Sage
Master Builder inserts the data from the takeoff.
Setting the original budget
When you set the original budget, Sage Master Builder copies the budget information to the
Original columns. With the original budget preserved, you can compare it to the current budget. The original budget information is for reference only.
To set the original budget:
5. Create the budget.
6. On the Options menu, click Set Budget.
Enabling the Over Budget Warning
The Over Budget Warning command notifies you if costs exceed the budgeted amount for a job.
When you select the Over Budget Warning command, Sage Master Builder determines the costs to date for the jobs by cost code and cost type. It then compares the data to the original budget plus change orders. When you save the record, Sage Master Builder notifies you if costs exceed the budgeted amount for a job.
To enable the Over Budget Warning:
5. Open 1-3 Journal Transactions or 4-2 payable Invoices/Credits.
6. Display the last record, and from the menu select Costs > Job Costs.
7. On the Job Costs window from the menu select Options > Over Budget Warning.
8. The Over Budget Warning is enabled if it has a check mark next to it. If there is no check mark next to it, it is disabled.
About displaying budget recaps
You can display a cost code or phase summary of the budget for review before printing the final budget.
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The cost code recap summarizes the cost types for each cost code across the job phases.
Additionally, Sage Master Builder provides a summary of the budgeted hours to complete each cost code.
The phase recap summarizes the cost types in each phase and provides a summary of the budgeted hours to complete each phase of the project.
Displaying and printing budget cost code or phases recaps
3. Open 6-2 Budgets.
4. Using the data control, locate a job.
5. From the Options menu, select Recaps and one of the following:
1. Cost Codes
2. Phases
6. On the Budget Recap window, click the Print records button.
7. On the Grid Printing window, click Print Preview and Drilldown (when available) or Print Rec-
ords.
Deleting budgets
To delete a budget:
4. Open 6-2 Budgets.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Budget.
Exporting and Importing Budgets
About exporting files from 6-2 Budgets, 6-9 Proposals, and 6-10 Unitary Proposals
Depending on the type of work that you perform, you might need a few files or a large library. Careful thought should go into the creation of each file that you build. The mark of a good file is one that requires little modification. The more you have to change a file to suit a specific situation, the less time it saves you. Remember that a file can include as much or as little information as you want.
You can either use an existing record as the basis for a file or build a file completely from scratch.
When using an existing record, most of the work is already completed. Simply recall the record, modify it to meet your needs, then export it as a file.
In the 6-2 Budgets, 6-9 Proposals, and 6-10 Unitary Proposals windows, you can create various kinds of files: a budget/proposal/unitary proposal file or a grid file. The former contains the information spanning all phases of a project, whereas the latter contains the information from a single grid.
Window
6-2 Budgets
Exportable file types
Budget, Grid
6-9 Proposals Proposal, Grid
6-10 Unitary Proposals Unitary Proposal, Grid
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Exporting budget files
To export a budget file:
4. Open 6-2 Budgets.
5. On the Options menu, point to Export, then click Budget File.
6. Name the file, then click Save.
Files are specific to the company in which you save them.
Exporting budget grid files
You can create a file from a phase of an existing budget.
Consider the following points before exporting a budget grid file: o o
Sage Master Builder only creates a file for the currently displayed grid.
Files are specific to the company in which you save them.
To export a budget grid file:
7. Open 6-2 Budgets.
8. In the data control box, enter the job number for the budget that you want to use.
9. In the Phase drop-down list, select the phase.
10. Edit the content of the phase as needed.
11. On the Options menu, point to Export, then click Grid File.
12. Name the file, then click Save.
Instead of using a budget from an existing job, you can create a new budget.
Importing budget files
IMPORTANT:
When you import a file, the file writes over any data already contained in the window.
IMPORTANT:
Before you import a file, you must first create and export a budget file to be imported to your project.
To import a budget file:
5. Open 6-2 Budgets.
6. Using the data control, enter the job number of the job for which you want to create a budget.
7. On the Options menu, point to Import, and click Budget File.
8. Select the file that you want to import, then click OK.
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6-3 Job Costs
About job costs
Job costs provide detailed information about costs, giving you the means to track the costs of a project using cost codes and cost types. This functionality provides you with another way to analyze costs and refine the estimating or budgeting process.
When you post a transaction to the Direct Expense or WIP range of accounts, Sage Master Builder prompts you to create a job cost record in the Job Cost Distribution window. Job cost records are maintained in a separate database from the accounting data, and therefore do not impact the general ledger.
Important:
If you have turned on WIP Verification for job costs, and are posting job costs to a job that is marked for
WIP Posting, you will not be allowed to post to a direct expense account. A message will display: WIP
Posting is not = to job costs. You must correct your posting before you will be allowed to save.
If you have turned on WIP Verification for job costs, and are posting job costs to a WIP (Asset) ledger account for a job that is not marked for WIP Posting, a message will display: WIP Posting is not = to job
costs. You must correct your posting before you will be allowed to save.
If a text box is shaded, you cannot directly edit the data; you can only change it through an accounting entry.
Methods for entering historical job cost records
You can enter historical cost records for each job. There are many ways to enter the cost records.
Select a method appropriate for each job. While some methods require additional time and effort, those same methods produce more detailed reports than the faster methods of entry.
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For example, you might only need the total amount of job costs for a project that is nearly complete, whereas you might need the individual job costs for a job that is just beginning.
IMPORTANT:
Sage Master Builder does not automatically create job costs for payroll records assigned payroll record type 3-Hand Computed or 4-
Startup. If you are using the Payroll module and have entered the year-to-date payroll history, determine the job costs associated with payroll and figure those costs into the appropriate historical cost entries.
Method 1
For each job, enter one cost record. Determine the amount from the total costs to date for the job at the time the general ledger was set up. It is recommended that you assign the record cost type 5-
Other. Post each record to the period just prior to the current period.
Because you are entering a single amount that may cover many cost codes, create a special cost code for this purpose. You might name the cost code something like Unassigned or Lump Sum or
Start Up.
This method provides you with Bonding, Over/Under Billing, and Job Cost Totals reports.
Reports based on cost codes, cost types, or accounting periods do not contain any detailed data.
Important:
If your budget is set up to reflect the original budget costs, the Cost to Budget report will show discrepancies.
Method 2
For each job, enter one cost record for each cost code. Determine the amount from the total costs to date for each cost code for each job at the time the general ledger was set up. It is recommended that you assign the record cost type 5-Other. Post each record to the period just prior to the current period.
This method provides reports with an accurate breakdown of costs for each cost code except in
Journal reports or Current Cost Summary reports. Reports based on cost types or accounting periods do not contain any detailed data.
Important:
If your budget is set up to reflect the original budget costs, the Cost to Budget report will show discrepancies.
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Method 3
For each job, enter one cost record for each cost code in the prior fiscal year and another cost record for the current fiscal year. First, determine the accumulated costs for each cost code in the prior fiscal year. Then enter a separate cost record for each cost code. Post each record to period 0. It is recommended that you assign the record cost type 5-Other.
Next, determine the accumulated costs for each cost code in the current fiscal year. Then enter a separate cost record for each cost code. Post each record to the period just prior to the current period.
This method provides reports with an accurate breakdown of costs for each cost code during the previous and current fiscal years, but does not provide accurate Journal reports. Reports based on cost types or accounting periods do not contain any detailed data.
Important:
If your budget is set up to reflect the original budget costs, the Cost to Budget report will show discrepancies.
Method 4
For each job, enter one cost record for each combination of cost code and cost type. Determine the amount from the total costs to date for the job at the time the general ledger was set up. Post each record to the period just prior to the current period.
This method provides reports with an accurate breakdown of costs for each cost code and cost type, but does not provide accurate Journal or Current Cost Summary reports. Reports-based accounting periods do not contain any detailed data.
Method 5
For each job, enter one cost record for each combination of cost code and cost type in the prior fiscal year, and another cost record for each combination of cost code and cost type in the current fiscal year.
First, determine the accumulated costs for each combination of cost code and cost type in the prior fiscal year. Then enter a separate cost record for each combination of cost code and cost type. Post each record to period 0.
Next, determine the accumulated costs for each combination of cost code and cost type in the current fiscal year. For each combination of cost code and cost type, enter a separate cost record.
Post each record to the period just prior to the current period.
This method provides reports with an accurate breakdown of costs for each cost code and cost type during the previous and current fiscal years, but does not provide accurate Journal or Current
Cost Summary reports. Reports based on accounting periods do not contain any detailed data.
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Method 6
For each job, enter one cost record for each combination of cost code and cost type in the prior fiscal year, and enter another cost record for each combination of cost code and cost type in the current fiscal year.
First, determine the accumulated costs for each combination of cost code and cost type in the prior fiscal year. Then enter a separate cost record for each combination of cost code and cost type. Post each to period 0.
Next, determine the accumulated costs for each combination of cost code and cost type in each period during the current fiscal year. For each combination of cost code and cost type, enter a separate cost record. Post each record to the appropriate accounting period.
Suppose you are starting up in period 7. Determine the accumulated costs for each combination of cost code and cost type in each period. Then enter a cost record for each combination of cost code and cost type in periods 1 through 6.
This method provides reports with an accurate breakdown of costs for each cost code and cost type during the previous and current fiscal years. Reports on job cost journals do not provide detailed data.
Method 7
For each job, enter each cost record. First, enter the cost records in the prior fiscal year, posting each to period 0. Then in the current fiscal year, enter each cost record, posting each record to the appropriate period.
This method provides reports with an accurate breakdown of costs for each cost code and cost type during the previous and current fiscal years. Because individual costs for a job have been entered, reports on job cost journals provide fully detailed reports.
Entering historical job cost records
IMPORTANT:
In order to match historical job costs with a budget, you must enter them both by the same method.
IMPORTANT:
6-1-12 Reports do not work with historical job costs.
IMPORTANT:
Be sure to select the correct posting period.
To enter a historical job cost record:
5. Open 6-3 Job Costs.
6. In the Data Control box, enter the job number.
7. If the job uses phases, enter the phase number in the Phase box.
8. In the Trans# box, type Start Up.
9. In the Date box, enter the date. Be sure to enter the same date used in the Ledger Account balance setup.
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10. In the Description box, type Start Up.
11. In the Cost Code box, enter the cost code.
12. In the Cost Type list, click the cost type.
13. In the Cost box, enter the amount.
14. In the Billing Status list, click 1-Open.
15. On the File menu, click Save.
You can void historical job cost records.
Entering job costs
When you post payable transactions to the Expense range of accounts, Sage Master Builder displays the Job Cost Distribution window.
To enter job costs:
5. In the Job box, enter the job number.
6. In the Description box, enter a brief statement about the job cost.
7. In the Phase box, enter the phase number.
8. In the Cost Code box, enter the cost code number.
9. In the Cost Type box, enter the cost type.
10. Repeat steps 1–5 for each item for which you want to create a cost record.
11. On the File menu, click Save.
You can create a Picklist of jobs or phases and then distribute the costs evenly among the selected items.
On the Allocate menu, click Job Allocate or Phase
Allocate.
You can compare the budgeted costs to the actual costs.
You can receive a warning if you exceed the budget.
Voiding job costs
You can only void a historical job cost record that does not originate from another source in Sage
Master Builder. When you void a transaction in the window of original entry, Sage Master Builder also voids the cost record.
To void a job cost item:
5. Open 6-3 Job Costs.
6. Using the data control, select the record.
7. On the Edit menu, click Void Job Cost.
About job cost reconciliation
Because discrepancies can appear over time, it is important to reconcile the job cost records with the ledger transactions. During the reconciliation, Sage Master Builder compares the ledger transactions with the job cost records and reports any discrepancies that exist.
The reconciliation determines if ledger transactions are missing job cost records, or if variances exist between the cost amount of the ledger transaction and the job cost records. After the audit is
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To determine the cause of each error, review the ledger transaction in the 1-3 Journal
Transactions window or in the window of original entry. If a transaction does not have a corresponding job cost record, look for situations where cost records have been deleted. For example, when you delete a job Sage Master Builder deletes all associated records, including the job cost records.
It is also important to search the job cost records thoroughly. Because historical records do not tie to ledger transactions, it is possible to already have a cost record for a ledger transaction. Make sure that a historical record does not already exist before creating a cost record. If you cannot locate a cost record, you can enter a historical cost record.
Resolving audit variances does not eliminate them from the Job Cost Reconcile report, and they will appear on subsequent reports for the fiscal year. It is a good idea to retain a printed copy of the report and any notes you have made to help identify and resolve errors. You can then use the report with future job cost reconciliation reports to identify the job cost errors you have already resolved.
Sage Master Builder does not report duplicate or extra job cost records because they are not associated with a specific ledger transaction. Additionally, Sage Master
Builder cannot audit historical job cost records as they were not created by posting ledger transactions.
About committed cost reports
This report allows you to see what the committed costs are on a job. The committed costs are monies that you’ve committed to spend but have not spent yet. The report looks to new or unfilled purchase orders, subcontracts, and payroll records that have not been final-computed. It allows you to determine the percentage of labor burden applied to all open payroll records. It calculates the remaining budget based on the budget plus changes, less costs to date and committed costs.
Job Cost Distribution
About job cost distribution
When you post payable transactions to the Expense range of accounts, Sage Master Builder displays the Job Cost Distribution window.
In the Job Cost Distribution window, you can break apart costs to create individual line entries that reference jobs, phases, cost codes, and cost types. You can also select jobs or phases using a
Picklist and distribute the cost equally among the selections.
When job costing a transaction from the 1-1 Checks/Bank Charges window or the 4-2 Payable
Invoices/Credits window, Sage Master Builder uses the vendor record to determine which cost code and cost type to use. If the vendor record does not contain a cost code or cost type, you must supply the information.
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The Ledger Total box displays the total debits less credits posted to Direct Expense or WIP accounts. As you enter the costs, Sage Master Builder shows the total amount costed in the Job
Cost Total box. To save the job cost record, the amount in the Job Cost Total box must equal the amount in the Ledger Total box.
6-4 Change Orders
6-4-1 Change Orders
About change orders
The 6-4-1 Change Orders window provides functionality for managing changes to a prime contract or subcontract. Change orders allow you to track changes independent of a project’s budget, providing a clear audit trail for pending, approved, and refused changes.
Depending on the type of change work you need to perform, you can enter change orders that alter the job’s budget, proposal, or subcontracts, or any combination of the three. On the Prime Change
Details tab, you can enter changes to costs that affect the bid amount. In the Budget and Sub
Change Details tab, you can enter cost changes that affect your budgeted costs such as subcontract changes, or work for which you do not want to charge the client.
Change orders are now more closely integrated with subcontracts. When you create a change order using the 6-4-1 Change Orders window for a subcontract, information is displayed on the 6-7-1
Subcontracts window in columns named Changes, New Contract, and Remaining. This tight integration provides more control over your contracts and your invoicing by providing accessible information.
The 6-4-1 Change Orders window has two tabs, Prime Change Details and Budget and Sub
Change Details.
Prime Change Details tab
The Prime Change Details tab allows you to track changes to a project and segregate changes to the contract (proposal) from changes to your budget (costs).
Prime Changes are change orders that alter the job proposal. Prime Changes allow you to track changes independent of a project proposal, providing a clear audit trail for pending, approved, and refused changes.
From approved prime changes, you can create receivable invoices and purchase orders. When you select the Create A/R Invoice or Create Purchase Order command on the Options menu, Sage
Master Builder opens the appropriate window and inserts the relevant information. To complete the invoice or purchase order, you enter the parts and any additional information.
Budget and Sub Change Details tab
Change orders have two components: Prime Change Orders and Budget and Sub Change Orders.
Change Orders allow you to track changes to a project and segregate changes to the contract
(proposal) from changes to your budget (costs). Depending on the type of change work you need to
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Subcontracts work in conjunction with change orders and accounts payable, providing you with better control over change work and billing. You can review billings, approved and open change orders, or a summary of the subcontract information. You can also set up retention for a subcontract.
When you create an invoice for the subcontract, the program uses the rate indicated in the subcontract record.
Because the Sub Change Orders window provides for managing changes to a budget or subcontract, you may enter cost changes that affect your budgeted costs (such as subcontract changes) or cost changes that affect work for which you do not want to charge the client.
When changes are approved, Sage Master Builder reflects the changes to costs in the contract and job cost reports, but the original budget remains unchanged.From approved change orders, you can create receivable invoices and purchase orders. When you select the Create Invoice or Create
Purchase Order command on the Options menu, Sage Master Builder opens the appropriate window and inserts the relevant information. To complete the invoice or purchase order, you enter the parts and any additional information.
You can also record which plans and documents you send as attachments with the change order, as well as to whom you route the change orders.
Attachments and Routing
The 6-4-1 Change Orders window also supports Attachments and Routing. You can drag and drop files onto the window to create an attachment that can be emailed to customers or printed. The
Routing command allows you to keep track of where and to whom you have sent attachments.
TIP:
The Attachments command is located under
Edit > Attachments.
Upgrade check box
Another important feature of the 6-4-1 Change Orders window is Upgrade check box. The
Upgrade check box controls what information is included in important reports. Here are two examples:
For an Upgrade Price to appear on the Homebuilders reports and to be added to the Sales Price
Totals on the reports, Upgrade must be selected, and that specific change order must have an approved Prime Change Order amount.
For the Upgrade Budget to appear on the Homebuilders reports and be added to the Total
Budget, Upgrade must be selected, and that specific change order must have an approved
Budget amount.
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How change orders affect budgets and proposals and subcontracts
You can make changes to the budgeted costs, bid amounts, and subcontracts using the 6-4-1
Change Orders window. When you print contract-related reports, Sage Master Builder computes the new contract amounts based on the amount in the Contract box in the 3-5 Jobs window and approved changes. In cost analysis reports, Sage Master Builder computes the new costs based on the costs from the budget and approved change orders.
Sage Master Builder does not alter the original budget created in the 6-2 Budgets window nor does it alter the original proposal created in the 6-9 Proposals window. It does, however, update subcontract totals while retaining the original subcontract amount when change orders are created using the Budget and Sub Change Details tab. These totals can be viewed in 6-7-1
Subcontracts. You can also use the subcontracts window to invoice the entire subcontract or specific change order lines of the subcontract.
After work begins on a contract, enter any changes to the budget or proposal as a change order. As you create the change order, determine whether the costs affect bid amounts, budgeted costs, or both.
For example, suppose you forgot to estimate the cost of some work required in a project. To include the costs in the budget and charge the client, enter the changes to the bid amount on the Prime
Change Details tab in 6-4-1 Change Orders. Then on the Budget and Sub Change Details tab, enter the changes to costs.
Otherwise, if you merely want to add the costs to the budget without charging the client, enter only the changes to the costs in the Budget and Sub Change Details tab.
Alternatively, you can set the original budget and manually enter the changes to costs in the affected cost codes. Likewise, you can set the original proposal and enter the changes in the affected cost codes. In addition, you can use a separate cost code for each change order.
About entering change orders
The 6-4-1 Change Orders window contains a header area and two tabs, and at the bottom, boxes that report various values that you may be following.
The header area contains boxes for entering information such as: Job, Phase, Description, Date,
Status, and so forth.
IMPORTANT:
The Status box selection sets the status for both tabs, however; you can override the
Status box selection by entering a status in the
Approved column on the Budget and Sub Change
Details tab except for those with a status of Void and
Rejected.
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Tabs
The window has two tabs, Prime Change Details, and Budget and Sub Change Details. To make changes to a job’s contract amount, you enter the change on the Prime Change Details tab.
To change a budget or subcontract, you enter the changes in the Budget and Sub Change
Details tab.
The changes to the contract amount (3-5 Jobs (Accounts Receivable), and the budget amount
(6-2 Budgets) do not appear in the window of origin. They only appear in reports or in sub-menus of the windows of origin. This functionality maintains the separation of the original amounts and the changes.
For example, to see the changes in a contract, you may view the Prime Contract Audit report. To see the changes in the budget, you may view various project management reports, such as the Job
Cost Summary report. To see the changes in a subcontract, you may view the subcontract Audit report.
On the 3-5 Jobs (Accounts Receivable) window, on the menu bar, you may also view changes in the contract amount by clicking Options > Contract Summary.
On the other hand, changes to the subcontract do appear in the 6-7-1 Subcontracts window. After creating a change order against a subcontract, the program updates the changes as well as the original totals. On the 6-7-1 Subcontracts window, on the menu bar, you may also view changes in the budget amount by clicking Options > Summary.
Change order work may require an adjustment to the job contract and the budget. For example, a general contractor has begun work on a kitchen remodel project and the client wants to change the sink called for in the plans. The plumbing subcontractor tells the general contractor to add $75 for the sink upgrade.
In creating the change order, the contractor enters the $75 change to the subcontract in the Budget
and Sub Change Details tab. Because the client requested the change, the contractor charges
$25 for the upgrade in addition to the $75 in added costs. On the Prime Change Details tab, the contractor enters a request for an additional $100. After saving the sub change, the change information appears with the subcontract record in 6-7-1 Subcontracts.
Sometimes you might only want to change the contract amount. Suppose, from the above example, the sink the client wants costs the same amount as the sink from the plans. Because the client requested the change, the contractor charges $25 for the change work. On the Prime Change
Details tab, the contractor enters a request for an additional $25.
Under certain conditions, you might have to adjust only the budget. Suppose the specification for the faucet requires a specific model that costs $100. However, due to some miscommunication, the subcontractor installed a model costing $150 and refuses to take the loss. In the Budget and Sub
Change Details tab, the contractor enters a budget change for $50.
To include a detailed description of the change order work, type a note for the change order “record” rather than typing a note in a grid row or including an attached
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About automatic numbering for change orders
When you create a new change order for a job, Sage Master Builder provides the next change order number in the sequence. You do not have to accept the suggested change order number, and can enter your own number instead.
Use the following guidelines:
o When a change order number uses only a number, Sage Master Builder increments the change order number by one. For example, you create change order 1 for job 220. The subsequent change order numbers would be 2, 3, 4, and so on.
o
If a change order number uses a dash ( – ), Sage Master Builder increments the number to the right of the dash by one. The dash lets you include the job or subcontract number in the change order number sequence this helps identify to which job or subcontract the change order belongs.
Suppose you are creating the first change order for job 220. By including the job number, the first change order number would be 220-1. The subsequent change orders for the job would be 220-2, 220-3, and so on.
o
You can also use the same numbering convention for subcontract change orders. Suppose you are creating a change order for subcontract 850 on job 220. When entering the first change to the subcontract on the Budget and Sub Change Details tab, you enter 850-1 in the Change# box. Later, when you enter another change order for that subcontract, the next change order number would be 850-2.
When a change order number combines letters and numbers, Sage Master Builder cannot increment the change order number. For example, if you created change order AAA5 for job 220, Sage
Master Builder cannot suggest the next change order number.
The change order numbers in each phase of a job are independent from the change order numbers in the other phases of the job. Suppose job 220 has two phases, and you create change order 220-1 in phase
1. In phase 2, you can also create change order 220-1.
This lets you track the number of change orders in each phase.
Entering prime and sub changes for contracts and budgets
On the Prime Change Details tab, Sage Master Builder calculates the amount requested for each line item using the following formula: (estimated cost * overhead rate * profit rate = amount requested). The Subcontract column displays the subcontract number and its record number. If the amount of change is negative, enter a negative amount. If this change order is for an upgrade, select the Upgrade check box. This data will then be used on specific reports.
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On the Prime Change Details tab, enter the amounts approved by the client in the Approved cells.
Sage Master Builder uses the amounts in the Approved cells when you create the accounts receivable invoice.
To include a detailed description of the change order work, type a note for the change order “record” rather than typing a note in a grid row or including an attached document. To open the Notes window, click the Notes icon on the toolbar.
To enter prime and sub changes:
7. Open 6-4-1 Change Orders.
8. In the Job box, enter the job number.
9. If the job uses phases, enter the phase number in the Phase box.
10. In the Description box, enter a brief statement about the change order.
11.
In the Change# box, enter the change order number.
When creating a series of change orders for a job, Sage Master Builder suggests the next number in sequence automatically.
12. In the Date box, enter the date of the change order.
13. In the Status list, click the status.
14. In the Type list, click the type.
15. On the Prime Change Details tab, do the following for each item affecting the job contract:
1. In the Description cell, enter a brief statement about the change work.
2. In the Estimated cell, enter the amount of change to the contracted amount.
3. If you want to include overhead, enter the rate in the Overhead Rate cell.
4. If you want to include profit, enter the rate in the Profit Rate cell.
5. In the Requested cell, enter the amount you are requesting.
6. In the Cost Code cell, enter the cost code.
7. In the Cost Type cell, enter the cost type.
16. In the Budget and Sub Change Details tab, do the following for each item affecting the budget:
1. In the Description cell, enter a brief statement about the change work.
2. If you want to change the budgeted hours, enter the amount of change in the Budget Hours cell.
3. If you want to change the budgeted units, enter the amount of change in the Budget Units cell.
4. If you want to change the budgeted amount, enter the amount of change in the Budget Amount cell.
5. If the change work affects a vendor, enter the vendor number in the Vendor cell.
6. If you want to change a subcontract, enter the record number of the Subcontract cell.
7. In the Change# cell, enter the change order number you want to assign the subcontract.
8. In the Status cell, select the sub change status.
9. In the Cost Code cell, enter the cost code.
10. In the Cost Type cell, enter the cost type.
17. In the Budget and Sub Change Details tab, do the following for each item that does NOT affect a subcontract:
1. In the Description cell, enter a brief statement about the change work.
2. If you want to change the budgeted hours, enter the amount of change in the Budget Hours cell.
3. If you want to change the budgeted units, enter the amount of change in the Budget Units cell.
4. If you want to change the budgeted amount, enter the amount of change in the Budget Amount cell.
5. In the Cost Code cell, enter the cost code.
6. In the Cost Type cell, enter the cost type.
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18. On the File menu, click Save.
Entering prime changes for contracts
On the Prime Change Details tab, enter changes to costs that affect the job contract. For example, the client might request changes that do not incur costs to you, but you want to charge the client for the changes.
Consider the following points before entering prime changes: o o o o
If the amount of change is negative, enter a negative amount.
On the Prime Change Details tab, Sage Master Builder calculates the amount requested for each line item using the following formula: (estimated cost * overhead rate * profit rate = amount requested).
If this change order is for an upgrade, select the Upgrade check box. This data will then be used on specific reports.
On the Prime Change Details tab, enter the amounts approved by the client in the Approved cells. Sage Master Builder uses the amounts in the Approved cells when you create the invoice.
To enter prime changes:
7. Open 6-4-1 Change Orders.
8. In the Job box, enter the job number.
9. If the job uses phases, enter the phase number in the Phase box.
10. In the Description box, enter a brief statement about the change order.
11. In the Change# box, enter the change order number.
12. In the Date box, enter the date of the change order.
13. In the Status list, click the status.
14. In the Type list, click the type.
15. On the Prime Change Details tab, do the following for each item affecting the job contract:
1. In the Description cell, enter a brief statement about the change work.
2. In the Estimated cell, enter the amount of change to the contracted amount.
3. If you want to include overhead, enter the rate in the Overhead Rate cell.
4. If you want to include profit, enter the rate in the Profit Rate cell.
5. In the Requested cell, enter the amount you are requesting.
6. In the Cost Code cell, enter the cost code.
7. In the Cost Type cell, enter the cost type.
16. On the File menu, click Save.
Entering sub changes for budgets
On the Budget and Sub Change Details tab, you can enter changes to subcontracts that have no effect on the job contract.
Consider the following points before entering sub changes for budgets: o o o
If the amount of change is negative, enter a negative amount.
The Subcontract column displays the subcontract number and its record number.
If this change order is for an upgrade, select the Upgrade check box. This data will then be used on specific reports.
To enter a budget sub change:
7. Open 6-4-1 Change Orders.
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8. In the Job box, enter the job number.
9. If the job uses phases, enter the phase number in the Phase box.
10. In the Description box, enter a brief statement about the change order.
11. In the Change# box, enter the change order number.
12. In the Date box, enter the date of the change order.
13. In the Status list, click the status.
14. In the CO Type list, click the type.
15. In the Budget and Sub Change Details tab, do the following for each item that does NOT affect a subcontract:
1. In the Description cell, enter a brief statement about the change work.
2. If you want to change the budgeted hours, enter the amount of change in the Budget Hours cell.
3. If you want to change the budgeted units, enter the amount of change in the Budget Units cell.
4. If you want to change the budgeted amount, enter the amount of change in the Budget Amount cell.
16. On the File menu, click Save.
About adding change orders to subcontracts
It is likely that you will have to add one or more change orders to subcontracts during the course of a project.
NOTE:
6-7-1 Subcontracts control subcontract records and their interaction and integration with 6-4-1
Change Orders and 4-2 Payable Invoices/Credits.
Changes made to records in 6-4-1 Change Orders and in 4-2 Payable Invoices/Credits are displayed in
6-7-1 Subcontracts.
The process of entering a change order for a contract is straight forward. You begin by referencing the job in the header section of the widow. Then after entering the required information, such as
Description, Change#, Date, and Status in the header, you enter information in the tabs, Prime
Change Details and Budget and Sub Change Details.
On the Prime Change Details tab, you only need to enter required information for Description,
Cost Code, and Cost Type. Then you click the Budget and Sub Change Details tab to enter the changes.
There is a new column, Subcontract Line, in the Budget and Sub Change Details grid. Five of the columns of the grid now act as a unit. These columns are: o o o o o
Vendor - Enter a vendor, or accept the default vendor.
Subcontract - Enter a subcontract number, or accept the default subcontract number.
Subcontract Line- Select the line to affect in the subcontract, leave the cell blank to create a new line in the subcontract.
Change# - Enter a Change#, or accept the default Change#.
Status - Enter a Status.
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IMPORTANT:
These five columns act as a unit. In addition to required fields, a value must be entered under each of these columns except Subcontract
Line to be able to save the change order record.
IMPORTANT:
If the Subcontract Line cell is blank, you have to enter a Cost Code and Cost Type.
IMPORTANT:
If you enter data in the Subcontract
Line cell, Cost Code and Cost Type autofill.
Change a line or create a new line in a 6-7-1 Subcontract record
When entering a subcontract change, you can add or subtract the existing value of a subcontract record line or you can add a new line to the subcontract record. When working in the grid with your cursor in the a cell under the Subcontract Line column, you can press F5 to open the Subcontract
Lines lookup window. Then select the line you want to affect by double-clicking it. Alternatively, leaving the Subcontract Line cell blank when creating a new line in the grid, creates a new line in the subcontract record.
After saving the record, you can see the changes to the subcontract record by opening the subcontract in 6-7-1 Subcontracts. In the grid, notice that the Changes column will have an entry in the line you selected when creating the change. The change is also displayed in the details summary boxes at the bottom of the window.
Adding change orders to subcontracts
When you add a change order to a subcontract, you can add a new line to a subcontract or you can change an existing subcontract line.
To add a change order to a subcontract:
5. Open 6-4-1 Change Orders.
6. In the Job box, enter a job, and then in the Description box, type a brief description.
7. In the Change# box, accept the change order number entered by the program, or type a new customizable change order number.
8. In the Date box, accept the date, or type a new one.
9. In the Status box, select 2 - Open or 1- Approved.
10.
On the Prime Change Details tab in the grid under the Description column, enter a description.
You can enter more information on this tab, but it’s not required.
11. On the Budget and Sub Change Details tab in the grid under Description, enter a description, and press the Enter key to move to the Budget Amount column.
12. Under Budget Amount, enter an amount, and then press the Enter key.
13. Under Vendor, enter a vendor, and then press the Enter key.
14. Under Subcontract, accept the autofilled subcontract, and then press the Enter key.
15. Under Subcontract Line, do one of the following:
1. Press F5 or the click the arrow, and from the Subcontract Lines lookup window, double-click the line to which you want to add the change order.
2. Skip the Subcontract Line entry.
16. Press the Enter key to move to Change# and enter a change number.
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17. Under Status, enter a status, and then press the Enter key.
18. The Cost Code and Cost Type autofill from information on the subcontract record if you enter a value for
Subcontract Line.
19. If the Subcontract Line cell is blank, enter a Cost Code and Cost Type.
20. From the menu, select File > Save.
After saving the record, you can see the changes to the subcontract record by opening the subcontract in 6-7-1 Subcontracts. In the grid, notice that the Changes column will have an entry in the line you selected when creating the change. Alternatively, if no subcontract line was selected on the change order, a new subcontract line is entered for the change. The change is also displayed in the details summary boxes at the bottom of the window.
Creating accounts receivable invoices from change orders
You can create accounts receivable invoices from the 6-4-1 Change Orders window.
IMPORTANT:
The change order status must be 1-Approved to use this function.
To create an accounts receivable invoice from a change order:
6. Open 6-4-1 Change Orders.
7. Select the change order.
8. On the Options menu, click Create A/R Invoice.
Creating purchase orders from change orders
Important:
The change order Status must be 1-Approved to use this function.
To create a purchase order from a change order:
5. Open 6-4-1 Change Orders.
6. Select the change order.
7. On the Options menu, click Create Purchase Order.
About change order status
In the header, you can assign a status to the entire change order. On the Budget and Sub Change
Detail tab, you can also assign a status to each line in the grid of a subcontract change order.
For example the status of the change order record in the header can be 2 - Open, and the setting for a line in the grid under Status on the Budget and Sub Change Details tab can be set to 1 -
Approved. With a line in grid set to 1 - Approved, that line can be invoiced while leaving the entire record with a status of 2 - Open.
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Chapter 6 324
Status Description
Approved by the client/responsible party.
1-Approved
The contract and the reports, change order aging, billings, job status, and job cost, reflect the changes.
If the Approved column on the Budget and Sub
Change Details tab under Status is set to 1 -
Approved, this line can be invoiced.
2-Open
The client/responsible party has not approved the changes yet.
Only the change order aging and job status reports reflect the changes.
3-Review
6-Rejected
The changes are under review.
Only the change order aging and job status reports reflect the changes.
4-Disputed The change order is in dispute.
5-Void The change order is void.
Rejected by the client/responsible party.
Does not apply to subcontracts.
Setting up change order types
You can create a list of change order types, allowing you to categorize change orders. A general contractor, for example, might create types to track contract changes, internal changes, and back charges to subcontractors.
The following is an example of change order types:
30
70
80
90
CO Type # Type Name
10 Field Engineering
20 Architect Initiated
Field Request
Sub Backcharge
Cross Charge
Internal Request
To set up change order types:
7. Open 6-4-1 Change Orders.
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8. Next to the Type list, click the detail button.
9. In the CO Type# cell, enter the type number.
10. In the Type Name cell, enter a description of the change order type.
11. Repeat steps 2–4 for each type.
12. On the File menu, click Save.
Viewing lists of change orders for jobs
You can view a list of the prime contract change orders.
To view a list of change orders for a job:
5. Open 3-5 Jobs (Accounts Receivable).
6. On the Options menu, click Change Orders.
About displaying subcontract descriptions
When creating a change order that affects a subcontract, you can display the subcontract description under the Subcontract column in the Budget and Sub Changes Details tab.
When you select the Display Subcontract Description command on the Options menu, Sage
Master Builder displays the subcontract description after the subcontract record number and the subcontract number.
Deleting change orders
To delete a change order:
4. Open 6-4-1 Change Orders.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Change Order.
6-4-2 Print Change Orders
About 6-4-2 Print Change Orders
Clicking 6-4-2 Print Change Orders launches the 6-4-2 Report Printing window for printing change order reports and viewing sample reports.
6-4-3 Print Subcontractor Orders
About 6-4-3 Print Subcontract Orders
Clicking 6-4-3 Print Subcontract Orders launches the 6-4-3 Report Printing window for printing subcontract order reports and viewing sample reports.
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6-4-4 Prime Change List
About 6-4-4 Prime Change List
Clicking 6-4-4 Prime Change List launches the 6-4-4 Report Printing window for printing Prime
Change List reports and viewing sample reports.
6-4-5 Subcontract Change List
About 6-4-5 Subcontract Change List
Clicking 6-4-5 Subcontract Change List launches the 6-4-5 Report Printing window to be used to for printing Subcontract Change List reports and viewing sample reports.
6-4-6 Prime Contract Audit
About 6-4-6 Prime Contract Audit
Clicking 6-4-6 Prime Contract Audit launches the 6-4-6 Report Printing window for printing
Payroll Check reports and viewing sample reports.
6-5 Cost Codes
About cost codes and divisions
Cost codes are an important part of the job costing system. They allow you to separate costs into different categories and compare budgeted costs to actual cost for a job. Each cost code is assigned to a division, which provides a way to group cost codes for subtotaling on reports. Sage Master
Builder organizes job costs in order of detail by job and phases, cost codes, and cost types.
Cost codes are company-specific, not job-specific.
A common mistake when creating a cost code list for general contractors is building a long list that contains too much detail. It is unnecessary to include trades that the contractor does not perform or subcontract. Unless a general contractor performs the work, one cost code is usually sufficient. For example, a general contractor rarely needs separate cost codes for rough electrical, electrical trim, electrical fixtures, and alarm. Including such trades only creates an unwieldy cost code list, which leads to errors in data entry.
The cost code list for most single-trade subcontractors can be very short; a dozen codes are usually sufficient. Some contractors, though, may need more cost codes. Mechanical subcontractors, for example, may need approximately twenty codes to break down both plumbing and HVAC work.
Divisions are used to group cost codes. Because Sage Master Builder uses divisions to subtotal costs for cost-based reports, many contractors create divisions based on the Construction
Specifications Institute (CSI) divisions. However, you do not have to rely on the CSI structure for divisions and can create your own.
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Although there is no report that prints cost codes by division, you can print the cost codes from the 6-5
Cost Codes window. The report lists the costs codes and divisions assigned to them.
About Workers' Compensation codes
Assigning Workers’ Compensation codes to cost codes provides the correct compensation code based on the type of work performed during timecard entry. You may need to create additional cost codes for the combination of cost codes and Workers’ Compensation codes to work correctly.
In a split rate system for Workers’ Compensation, a category of work uses two different rates. Some states, such as California, use a two-tiered system of rates based on employee pay. The wages an employee earns determines the rate at which the insurance company computes Workers’
Compensation.
For split rates, Sage Master Builder uses a wage maximum to determine which code to use. For wages that are less than or equal to the wage maximum, Sage Master Builder assigns the first compensation code to the timecard. When employee wages exceed the wage maximum, Sage
Master Builder assigns the second compensation code.
Entering cost codes
Caution!
Carefully plan your cost code structure before implementing it. After you have entered transactions into the system with a set of cost codes, it is a complex process to change them.
IMPORTANT:
For equipment, be sure to create cost codes for tracking costs of ownership, maintenance, repair, and operation. The equipment cost codes should include but are not limited to interest, insurance, taxes/license, major overhaul, repairs, scheduled service, tires, and fuel.
To enter cost codes:
6. Open 6-5 Cost Codes.
7. In the Cost Code# cell, enter the cost code number.
8. In the Description cell, enter a brief statement about the cost code.
9. In the Unit cell, enter the unit of measure for rough costs.
10. In the Division cell, enter the division to which the cost code belongs.
11. In the Compensation Code 1 cell, enter the compensation code.
12. If your state uses split Workers’ Compensation rates, do the following:
1. In the Wage Maximum cell, enter the wage breakpoint.
2. In the Compensation Code 2 cell, enter the second compensation code.
13. In the Department cell, enter the department number.
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14. Repeat steps 2–8 for each cost code.
15. On the File menu, click Save.
Adding new cost codes to an existing cost code structure
You can add new cost codes to an existing cost code structure in Sage Master Builder by adding a new row to the bottom of the grid. When you save and then re-open 6-5 Cost Codes window, Sage
Master Builder sorts the new cost code into its correct position in the existing structure.
TIP:
Before adding a new cost code, analyze your existing cost code structure to make sure that the new cost code fits into the existing structure correctly.
NOTE:
Sage Master Builder only requires entries in the Cost Code#, Description, and Division columns. You only need to add more information as required for your business.
To add a new cost code to an existing cost code structure:
6. Open 6-5 Cost Codes.
7. Scroll to the bottom of the window, and add a new row by placing your cursor in the last cell of the last row and pressing the Enter key.
8. In the Cost Code# cell, type a number.
9. In the Description cell, type a description.
10. In the Division cell, click the drop-down arrow and select a cost code division.
11. From the File menu, select Save.
Entering divisions
Divisions allow you to group cost codes. Because Sage Master Builder uses divisions to subtotal costs for cost-based reports, many contractors create divisions based on the Construction
Specifications Institute (CSI) structure. You do not have to rely on the CSI structure for divisions, however, you can create your own.
NOTE:
Although there is no report that prints cost codes by division, you can print the cost codes from the
6-5 Cost Codes window. The report lists the costs codes and divisions assigned to them.
To enter divisions:
6. Open 6-5 Cost Codes.
7. In a cell in the Division column, click once, and then press the F6 key to display the Cost Divisions window.
8. Alternatively, you can right-click in a cell and then select the Display Detail/Add Record command to display the Cost Divisions window.
9. In the Division# cell, enter the number you want to assign the division.
10. In the Description cell, enter a brief statement about the division.
11. Repeat steps 3–4 for each division.
12. On the File menu, click Save.
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Setting up cost types
Cost types allow you to arrange costs into categories. Each cost code acts as a controlling account for the nine cost types. Cost types can be selected and defined from several menus, including 4-4
Vendors (Accounts Payable), the Invoice Details tab, and 6-3 Job Costs. Cost types will be displayed on grids throughout the system.
Only nine cost types are available in Sage Master Builder. Cost types 1 through 5 are preset by the system. Cost types 6 through 9 can be defined by the user.
Cost Types
1 - Material
2 - Labor
3 - Equipment
4 - Subcontract
5 - Other
6 - User Def Type 6
7 - User Def Type 7
8 - User Def Type 8
9 - User Def Type 9
To set up cost types 6 - 9:
7. Next to the Cost Type list, click the detail button.
8. In the Type Name box, enter the name you want to assign the cost type.
9. On the File menu, click Save.
Importing cost codes
If you have a cost code list from another source, you can import it. Arrange the data in the following order: Cost Code#, Description, Unit, Division, Comp Code1, Wage Max, Comp Code2, and
Department. Then save the file in comma delimited (
*.cma
), tab delimited (
*.tab
), or commaquote (
*.qte
) file format. You can also copy and paste from a spreadsheet using the clipboard
(Ctrl+C, Ctrl+V).
Because Sage Master Builder uses cost code numbers as the means to access all other cost code information, replacing the existing cost codes can seriously affect the accuracy of many reports. The imported cost codes overwrite existing cost codes. If your active company uses the same cost code numbers as the file you import, the existing cost codes will be overwritten.
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IMPORTANT:
Before importing a file from other software, you must create a compatible commadelimited, tab-delimited, comma-quote file using a spreadsheet program, word processing program, or other software.
IMPORTANT:
You must import the Cost Divisions separately before you import the Cost Codes.
IMPORTANT:
When importing cost codes into a company with existing cost divisions, use a placeholder in your import file to avoid overwriting information in the
Division column. A placeholder in a comma-delimited file would be, for example, a comma, two quotation marks, and another comma (," ",).
To import cost codes:
7. Open 6-5 Cost Codes.
8. On the File menu, point to Open, and select the type of file you want to import.
9. The Open window appears.
10. Browse to and select the file you want to import.
11. Click Open.
12. Sage Master Builder imports the cost codes.
13. Click Save.
Importing cost divisions
If you have a cost division list from another source, you can import it. Arrange the data in the following order: Division# and Description. Then save the file using a comma delimited (
*.cma
), tab delimited (
*.tab
), or comma-quote (
*.qte
) format. You can also copy and paste from a spreadsheet using the clipboard (Ctrl+C, Ctrl+V).
IMPORTANT:
You must import cost codes separately and after you have imported cost divisions.
IMPORTANT:
Cost Division is a required entry.
You cannot save data in the 6-5 Cost Codes window without inserting cost divisions.
To import cost divisions:
6. Open 6-5 Cost Codes.
7. In the Division column, click in a cell.
8. Right-click the cell, then click Display Detail/Add Record.
9. The Cost Divisions window appears.
10. On the File menu, point to Open, and select the type of file you want to import.
11. Select the file you want to import, then click Open.
12. Sage Master Builder imports the cost divisions file into the Cost Divisions window.
13. Save the Cost Divisions window.
14. In 6-5 Cost Codes, click in a cell in the Division column, then click the drop-down arrow.
15. The Cost Divisions window appears.
16. Double-click the cost division you want to insert into the 6-5 Cost Codes window.
17. Click Save.
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Setting Up A Cost Code Numbering System
About cost code numbering systems
When creating cost codes, use a simple numbering system to avoid the introduction of errors and to divide the cost codes into major categories. When starting with a 4-digit number system, for example, make each thousand a division, such as 1000-General Requirements, 2000-Site Work,
3000-Concrete, and 4000-Masonry.
Caution!
Carefully plan your cost code structure before implementing it. After you have entered transactions into the system with a set of cost codes, it is a complex process to change them.
The Construction Specifications Institute (CSI) has designed a set of cost codes intended for cost and specification purposes. General contractors often adopt the system for estimating and cost accounting, and subcontractors often use an extended numbering system defined by the CSI code list.
NOTE:
Cost codes are company-specific, not jobspecific.
About cost code numbering for general contractors
A common mistake when creating cost codes is building a long list that contains too much detail. It is not necessary to include trades that the contractor does not perform or subcontract. Unless a general contractor performs the work, one cost code is usually sufficient. For example, a general contractor rarely needs separate cost codes for Rough Electrical, Electrical Trim, Electrical Fixtures, and Alarm. Including such trades only creates an unwieldy cost code list. While you can use a single cost code in place of many cost codes, how do you track costs? With each payable invoice, the contractor creates job costs that detail the type of work performed. Continuing with the example above, an electrical subcontractor on most jobs submits three to six invoices to the general contractor. By printing a Job Cost Journal for the specific job, the journal details each electrical cost entry made to the job as well as the total electrical costs.
There are circumstances in which having several cost codes are useful. If you have allowances in a contract, you will want to track those costs separately. For example, you might use Electrical and
Electrical Fixtures as separate cost codes, allowing you to separate the electrical costs. Over the course of the project, you can provide the owner with a report detailing the total amount spent on allowance items. You can always enter a change order to adjust the prime contract based on the over/under amount of the allowance.
When building the list of cost codes, it is best to begin with a small list with room for expansion. Over time you can add more cost codes in the appropriate sections.
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For ease of use, many general contractors use the Construction Specifications Institute (CSI) divisions. Be aware that the CSI numbering system classifies materials and workmanship in a construction project and not cost breakdowns. In most cases, the first two levels of the CSI system work for cost codes. If you decide to use the CSI divisions, use the main 16 divisions. To provide room for growth in the cost code list, add two or three zeros after each division number.
While creating the cost codes, keep in mind that you will assign a cost type to each job cost. It is unnecessary, therefore, to create cost codes that break apart costs into materials, labor, equipment, subcontracts, and so forth.
About cost code numbering for subcontractors
The cost code list for most single-trade subcontractors can be very short; a dozen codes are usually sufficient. Some contractors, though, may need more cost codes. Mechanical subcontractors, for example, may need twenty codes or more to breakdown both plumbing and HVAC work.
Some subcontractors use numbers that reflect the related CSI divisions. For example, a drywall subcontractor may use 9250 for Stocking, 9255 for Hanging, 9260 for Taping, 9265 for Spraying,
9270 for Knockdown, and 9275 for Cleanup. General contractors or owners rarely require such detail in a cost code list.
Construction Specifications Institute
The Construction Specifications Institute (CSI) publishes information about the description, categorization, naming, and numbering for construction specifications.
The Associated General Contractors has adapted this numbering system for cost code categorization, which is published jointly with CSI. Ask for the AGC Cost Classification Index.
Construction Specifications Institute
99 Canal Center Plaza
Suite 300
Alexandria, VA 22314 http://www.csinet.org/s_csi/index.asp
6-6-1 Purchase Orders
6-6-1 Purchase Orders
About purchase orders
A purchase order lists the materials needed from a specific vendor for a specific job. You can create purchase orders manually for each vendor, or export data from the takeoff to create purchase orders automatically for each vendor. In addition, you can create purchase orders for the subcontractors on a given project.
With large projects, you can create master purchase orders. A master contains all the parts needed from a vendor, but allows you to create smaller purchase orders to help schedule the flow of
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After creating purchase orders, you can generate job cost reports to determine committed costs. As you receive shipments of materials, employees can enter the quantities of materials received using the 12-4 Purchase Order Receipts window, which creates a payable invoice with status 2-
Review. When you receive the payable invoice from the vendor, you can review the invoice record and make any necessary adjustments.
About manufacturer details
You can include the manufacturer’s name and part number in the Description column. When the
Manufacturer Details option on the Options menu is selected, Sage Master Builder automatically includes the manufacturer’s name and part number in the purchase order. Sage Master Builder only includes the manufacturer’s information at the time that you enter data.
Creating purchase orders for jobs
Consider the following points before creating purchase orders for jobs: o o o o o
You can turn on an option to open a job’s schedule when the purchase order Scheduled date changes.
When you enter a new payable invoice using a purchase order, the purchase order sales tax will automatically default into the new invoice. You can choose to deactivate the automatic purchase order sales tax feature and to enter the sales tax manually into the invoice.
You can assign materials being purchased to an inventory location. In the Inventory Location cell, enter the inventory location number.
As you enter items, Sage Master Builder uses the information on the Invoice Defaults tab in the vendor record. However, you can post to different ledger accounts. In the Account cell, enter the account to which you want to post the cost of the items.
To control purchasing, some companies have an individual who must review and authorize purchase orders. After authorizing the purchase order, enter the approval date in the Approved box.
To create purchase orders for jobs:
6. Open 6-6-1 Purchase Orders.
7. In the Order# box, do one of the following:
1. Enter the purchase order number.
2.
Leave the Order# box blank to automatically assign an order number.
Tip:
In a networked environment, do not assign an order number. Sage Master Builder assigns an order number when you save the record.
8. In the Order Date box, enter the date of the purchase order.
9. In the Vendor box, enter the vendor number.
10. In the Attention box, enter the name of the person to whom you are sending the purchase order.
11. In the Description box, enter a brief statement about the order.
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12. In the Job box, enter the job number.
13. If the job uses phases, enter the phase number in the Phase box.
14.
In the Tax District box, enter the sales tax district number.
The entire purchase order is subject to sales tax.
15. In the Approved box, enter the date the purchase order was approved.
16. In the Scheduled box, enter the scheduled date of delivery.
17. In the Via box, enter the means of delivery.
18. In the Terms box, enter the payment terms.
19. In the Status list, select the status of the purchase order.
20. In the PO Type list, select the type of order.
21. In the grid, do the following:
1. In the Part# cell, enter the part number.
2. In the Description cell, enter a brief statement about the item.
3. In the Unit cell, enter the unit of measurement.
4. In the Quantity cell, enter the number of items you want to purchase.
5. In the Price cell, enter the cost for one item.
6. In the Cost Code cell, enter the cost code you want to use.
7. In the Cost Type cell, enter the cost type.
22. Repeat step 16 for each item you want to purchase.
23. On the File menu, click Save.
When you enter the receipt of materials in the 12-4
Purchase Order Receipts window or create a payable invoice that references a purchase order, Sage
Master Builder updates the To Date cells with the number of items received.
About purchase order status
In the header, you can assign a status to the purchase order.
You can run reports where the selection criteria allows you to view purchase orders with different statuses, for example, report (6-6-2) 21-Purchase Order List.
Status
1-Open
2-Review
Description
Indicates the purchase order has been approved by someone with authority in the company to approve purchase orders.
Indicates the purchase order should be reviewed by someone with authority in the company to review purchase orders.
Important: Before you create an invoice, the purchase order should be reviewed.
You can enter an invoice with a status of 2-
Review, but the program warns you about it.
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Status
3-Dispute
4-Closed
5-Void
6-Master
Description
Indicates a purchase order in dispute with the vendor. The authority reviewing the purchase order is disputing the charges, quantities, etc. of the purchase order.
Indicates all items contained in the purchase order have been purchased or canceled.
Indicates the purchase order is void.
Tracks all materials to be purchased from the vendor for an entire project.
With a master purchase order, you can create individual purchase orders to the vendor. The master allows you to control the ordering and shipping of materials to the job site.
Setting up purchase order types
You can create a list of purchase order types, allowing you to categorize purchase orders. A general contractor, for example, might create types to track jobs, work orders, inventory, vehicles, office, and professionals (attorneys, accountants).
The following is an example of purchase order types:
2
3
PO Type # Type Name
1 Job Materials
4
Temp Utilities
Equipment
Office
To set up purchase order types:
7. Open 6-6-1 Purchase Orders.
8. Next to the Type list, click the detail button.
9. In the PO Type# cell, enter the type number.
10. In the Type Name cell, enter a description of the purchase type.
11. Repeat steps 3–4 for each type.
12. On the File menu, click Save.
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About closing purchase orders automatically
You can automatically close a purchase order. When the Automatic Close command on the
Options menu is selected, Sage Master Builder automatically assigns status 4-Closed to a purchase order when receiving against the purchase order in 4-2 Payable Invoices/Credits or 12-
4 Purchase Order Receipts, and the sum of the To Date and Canceled columns equal the sum of the Quantity column.
NOTE:
The Automatic Close option is only available if you have supervisor user rights.
Closing purchase orders manually
When the sum of the To Date and Cancelled columns equal the sum of the Quantity column, close the purchase order.
To manually close a purchase order:
5. Open 6-6-1 Purchase Orders.
6. Select the purchase order.
7. In the Status list, click 4-Closed.
8. On the File menu, click Save.
Issuing purchase orders
You can issue an individual purchase order. Note that The Batch number will incrementally increase by one (1) each time you issue a purchase order.
To issue a purchase order:
5. Open 6-6-1 Purchase Orders.
6. Select the Purchase Order you want to issue. The purchase order must have a status of 1-Open in order to be issued.
7. On the Options menu, click Issue this Purchase Order.
8. The Issued date and Batch number appear in the lower left-hand corner of the window.
Issuing batches of purchase orders
You can issue a batch of purchase orders. Note that printing from the Purchase Order Issue
Batch window will display the Purchase Order Issue Batch report.
To issue a batch of purchase orders:
5. Open 6-6-1 Purchase Orders.
6. Select and open any purchase order record.
7. On the Options menu, click Issue Purchase Order Batch.
8. The Select Purchase Orders to Issue window appears. Purchase orders must have a status of 1-Open in order to be issued.
9. Select the Selection Criteria, Sort, and Sort By options that you want to use to identify the purchase orders to be issued, and click OK.
10. The Purchase Order Issue Batch window appears.
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11. Review the window to confirm the selected purchase orders should be issued.
12. Double-click in the Issue column to select and clear records.
13. Double-click in any other cell in a row to display a purchase order for review.
14. Select a row and click Go to PO to display the selected purchase order.
15. Click the Selection button to display the Select Purchase Orders to Issue window, where you can make further selection modifications.
16. Confirm that the appropriate purchase orders are selected, and click Save to issue the purchase orders.
The Issued date and Batch number displays in the lower left-hand corner of each purchase order window.
Retracting purchase orders
You can retract an individual purchase order.
To retract a purchase order:
5. Open 6-6-1 Purchase Orders.
6. Select the Purchase Order you want to retract.
7. On the Options menu, click Retract this Purchase Order.
8. The Issued date and Batch number will clear in the lower left-hand corner of the window.
Retracting batches of purchase orders
You can retract a batch of purchase orders. Note that printing from the Purchase Order Retract
Batch window displays the Purchase Order Retract Batch report.
To retract a batch of purchase orders:
5. Open 6-6-1 Purchase Orders.
6. Select and open any purchase order record.
7. On the Options menu, click Retract Purchase Order Batch.
8. The Purchase Orders Retract Batch window appears.
9. In the Batch# box, enter the batch number you want to retract, and click Display.
10. Review the window to confirm the selected purchase orders should be retracted.
11. Double-click in the Retract column to select and clear records.
12. Double-click in any other cell in a row to display a purchase order for review.
13. Select a row and click Go to PO to display the selected purchase order.
14. Confirm that the appropriate purchase orders are selected for retraction.
15. Click Save to retract the purchase orders.
16. The Issued date and Batch number will clear in the lower left-hand corner of each purchase order window.
Printing from the Purchase Order Retract Batch window displays the Purchase Order Retract Batch report.
Voiding purchase orders
Be aware that voiding a purchase order does not impact the accounting records.
To void a purchase order:
5. Open 6-6-1 Purchase Orders.
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6. Using the data control, select the record.
7. In the Status list, click 5-Void.
Canceling ordered items
To cancel an ordered item:
4. Open 6-6-1 Purchase Orders.
5. Select the purchase order.
6. In the Canceled cell, enter the quantity you want to cancel.
7. On the File menu, click Save.
Deleting purchase orders
To delete a purchase order:
4. Open 6-6-1 Purchase Orders.
5. Using the data control, select the record.
6. On the Options menu, click Delete.
Opening job schedules when purchase order dates change
A command in the Purchase Order window can be activated to automatically give you the option of opening and editing a job’s schedule if the Scheduled date for a purchase order for that job changes.
The following criteria must be in place for this command to work: o o o
A job must be specified on the purchase order.
A task must be specified on the purchase order.
A schedule must be entered and saved for the same job and must include the same task as specified on the purchase order.
To open a job’s schedule when purchase order dates change:
7. Open 6-6-1 Purchase Orders.
8. Select the Purchase Order for which you want to activate the option.
9. On the Options menu, click Open Job Schedule When PO Scheduled Date Changes.
10. On the File menu, click Save.
11. If a change is now made to the Scheduled box, a message displays offering you the option of opening and editing the corresponding schedule.
Master Purchase Orders
About master purchase orders
To control the ordering and arrival of materials at a job site, use a master purchase order. Think of the master purchase order as a contract with the vendor, which lists all the materials you intend to purchase over the course of the project. You might even supply each of your vendors with copies of the master orders.
From the master, you create smaller purchase orders for the materials necessary to complete the next series of tasks. The master tracks the total quantity of items ordered and cancelled for a
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Creating master purchase orders
To create a master purchase order:
4. Open 6-6-1 Purchase Orders.
5. Create the purchase order.
6. In the Status list, click 6-Master.
Creating purchase orders from masters
To create a purchase order from a master:
4. Open 6-6-1 Purchase Orders.
5. Select the master purchase order.
6. In the Current column, enter the part quantities you want to order at this time.
7. On the Options menu, click Create New Order.
Sage Master Builder automatically creates the purchase order, assigns a record number, and displays it.
6-6-2 Purchase Order List
About 6-6-2 Purchase Order List
Clicking 6-6-2 Purchase Order List launches the 6-6-2 Report Printing window for printing
Purchase Order List reports and viewing sample reports.
6-6-3 Purchase Order Audit
About 6-6-3 Purchase Order Audit
Clicking 6-6-3 Purchase Order Audit launches the 6-6-3 Report Printing window for printing
Purchase Order Audit reports and viewing sample reports.
6-6-4 Purchase Order Materials
About 6-6-4 Purchase Order Materials
Clicking 6-6-4 Purchase Order Materials launches the 6-6-4 Report Printing window for printing
Purchase Order Materials reports and viewing sample reports.
6-7 Subcontracts
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6-7 Subcontracts
6-7-1 About Subcontracts
About subcontracts
Many general contractors enter into subcontracts with other contractors to perform specific types of work. In the 6-7-1 Subcontracts window, you can create subcontracts, review change work and invoices that affect subcontracts, and gain tighter control of subcontract billings. You can export items from a takeoff to automatically create subcontracts, or you can enter the subcontracts manually.
When using phases to manage larger projects, look at the amount of work a subcontractor is providing and determine whether you want to create a single subcontract for the entire job or a subcontract for each phase within the job. If the amount of work is relatively small or does not vary from phase to phase, it might be easier to create a single subcontract. For large amounts of work, or if the complexity of work varies between phases, consider creating a subcontract for each phase.
From a takeoff, you can export items assigned status 4-Subcontract by job, or by job and phase.
When you export the subcontracts by job, Sage Master Builder creates a subcontract that lists each phase in which the subcontractor performs work. When you export the subcontracts by job and phase, Sage Master Builder creates a separate subcontract for each phase in which the subcontractor performs work.
Subcontracts work in conjunction with change orders and accounts payable invoices, providing you with better control over change work and billing. You can review billings, approved and open change orders, or a summary of the subcontract information, including a line-by-line summary of the invoiced amounts. You can also set up retention for a subcontract. When you create an invoice for the subcontract, Sage Master Builder uses the rate indicated in the subcontract record.
Entering subcontracts
When entering a subcontract, you can save it without entering values or data in all the boxes. Only boxes with blue titles are required. During the active life of the subcontract, you may need to enter values or data in other boxes as its status changes. For example, if you are going to invoice a subcontract or part of a subcontract, you may need to enter data in the Contract Date box,
Retention box, or other boxes.
When working in the 6-7-1 Subcontracts grid, you can enter values or data in several ways. For example, if you click in a cell, you can type in it. Some grid cells are also linked to Quick Lists and lookup windows. Click the drop-down arrow to open the window and select items from the list. When the program is set up with descriptions, cost codes, and cost types, the grid autofills with default values when you press the Enter key to move through the grid cells.
To enter a subcontract:
6. Open 6-7-1 Subcontracts.
7. In the Job box, enter the job number.
8. If the job uses phases, enter the phase number in the Phase box.
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9. In the Vendor box, enter the vendor number of the subcontractor performing the work.
10. In the Subcontract# box, enter the subcontract number.
11. If you leave the Subcontract# box blank, Sage Master Builder enters the next contract number for you.
12. In the Description box, enter a brief statement about the subcontract, for example, Electrical work.
13. In the Contract Date box, enter the date when the contract begins.
14. From the drop-down list of statuses, select a status, or accept the default status.
15. Do any of the following, as needed:
1. In the Approved box, enter the date the subcontract was approved.
2. In the Original Start box, enter the date the subcontract is scheduled to begin.
3. In the Original Finish box, enter the date the subcontract is scheduled to end.
4. In the Subst Complete box, enter the date when most of the work is to be completed.
5. In the Finish Date box, enter the date when the subcontract is to be completed.
6. In the Type drop-down list, select the type of order, for example, Electrical, Plumbing, and so forth.
7. In Pref Bond, Bid Bond, and Retention boxes enter values.
16. In lines in the grid, do the following:
1. In the Description cell, type a description, or enter a description using the Quick List, and then press the Enter key.
2. In the Cost Code cell, type a cost code, or enter a cost code using the lookup window, or accept the default cost code, and then press the Enter key.
3. In the Cost Type cell, type a cost type, or enter a cost type using the lookup window, or accept the default cost type, and then press the Enter key.
4. In the Original Contract cell, enter the dollar amount of the subcontract or part of the subcontract.
17. Repeat steps 10-11 for each item in the subcontract.
18. On the File menu, click Save.
Reviewing subcontracts
You can review a summary of a subcontract.
To review a subcontract:
5. Open 6-7-1 Subcontracts.
6. Select the subcontract.
7. On the Options menu, click Summary.
Reviewing subcontract invoices
You can review a summary of payable invoices for a subcontract.
To review a subcontract invoice:
5. Open 6-7-1 Subcontracts.
6. Select the subcontract.
7. On the Options menu, click Invoices.
Reviewing subcontract change orders
You can review a summary of change orders for subcontracts that are not rejected or void.
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To review a summary of change orders for a contract:
5. Open 6-7-1 Subcontracts.
6. Select the subcontract.
7. On the Options menu, click Changes.
Releasing retention for subcontracts
To release retention for a subcontract:
4. Open 6-7-1 Subcontracts.
5. Select the subcontract.
6. In the Retention box, do one of the following:
7. Enter the new rate of retention.
8. Leave the box blank for zero retention.
9. On the Options menu, click Recalculate Retention.
10. In the New Due Date for Invoices box, enter the due date you want to assign the invoices.
11. Under Recalculation Option, do one of the following:
12. Select to update Only invoices with Retention, or
13. Select to update All invoices.
14. Click OK.
15. On the File menu, click Save.
Setting up subcontract types
You can create a list of subcontract types, allowing you to categorize your subcontracts. A general contractor, for example, might create types to track electrical, plumbing, and roofing subcontractors.
The following is an example of subcontract types:
30
40
50
16
17
20
29
Subcontract Type # Type Name
1 Flooring
10 Fireplace
Electrical
Plumbing
Sitework
Landscape
Concrete
Masonry
Steel
To set up subcontract types:
7. Open 6-7-1 Subcontracts.
8. Next to the Type list, click the detail button.
9. In the Subcontract Type# cell, enter the type number.
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10. In the Type Name cell, enter a description of the purchase type.
11. Repeat steps 3–4 for each type.
12. On the File menu, click Save.
Deleting subcontracts
Important:
You cannot delete a subcontract record if it already has an invoiced or changed amount.
You cannot delete a grid line if it already has an invoiced or changed amount.
To delete a subcontract:
5. Open 6-7-1 Subcontracts.
6. Using the data control, select the record.
7. On the Edit menu, click Delete Subcontract.
6-7-2 Print Subcontracts
About 6-7-2 Print Subcontracts
Clicking 6-7-2 Purchase Order List launches the 6-6-2 Report Printing window for printing Print
Subcontracts reports and viewing sample reports.
6-7-3 Subcontract List
About 6-7-3 Subcontract List
Clicking 6-7-3 Subcontract List launches the 6-7-3 Report Printing window for printing
Subcontract List reports and viewing sample reports.
6-7-4 Subcontract Audit
About 6-7-4 Subcontract Audit
Clicking 6-7-4 Subcontract Audit launches the 6-7-4 Report Printing window to be used to for printing Subcontract Audit reports and viewing sample reports.
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6-8 Cost-to-Complete
6-8-1 About cost to complete
About cost to complete
Caution!
The Cost to Complete report relies on accurate and up-to-date job costs. Be sure to post all job costs and enter any recent change orders before updating the report.
In the 6-8-1 Cost to Complete window, you can generate a report estimating the costs necessary to complete a project currently under construction. When you select the job and phase and update the data, Sage Master Builder retrieves the current budget, job costs, and the gross wages for uncomputed payroll records. Over the course of the project, you can update the current budget and job costs in the Cost to Complete window to create a new report.
Enter the estimated percent of work completed or costs to complete the project, and calculate the report. If you provide the percent of work completed, Sage Master Builder computes an estimate of the remaining costs to complete the project and the amount by which you are over or under budget.
If you provide the estimated costs to complete the project, Sage Master Builder computes the percent of work completed and the amount over or under budget.
While the computed payroll records include the labor burden, the gross wages for uncomputed payroll records do not. To increase the accuracy of the report, you can provide a labor burden rate, which Sage Master Builder uses to calculate and add in the estimated labor burden for uncomputed payroll records.
Entering the costs to complete jobs
To enter the costs to complete a job:
4. Open 6-8-1 Cost to Complete.
5. Using the data control, select the job.
6.
If you have job phases, in the Phase list, click the phase.
You must select and update each phase separately.
7. In the Labor Burden box, enter the rate of labor burden.
8. On the menu bar, click Options, and then Update.
9. Select a cost code.
10.
In the Cost to Complete cell, enter the remaining costs to complete the work.
IMPORTANT:
Do not enter values in both the Cost
to Comp and Actual Percent columns.
11. Repeat steps 6–7 for each cost code.
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12. On the Options menu, click Percentage from Cost to Complete.
13. Edit the record, and recalculate if necessary.
14. On the File menu, click Save.
Entering the percentage of work completed on jobs
To enter the percent of work completed on a job:
4. Open 6-8-1 Cost to Complete.
5. Using the data control, select the job.
6. In the Phase list, click the phase. You must select and update each phase separately.
7. In the Labor Burden box, enter the percentage rate of the labor burden.
8. On the menu bar, click Options, and then click Update.
9. Select a cost code.
10.
In the Actual Percent cell, enter the percent of work actually completed.
Important:
Do not enter values in both the Cost to Comp and
Actual Percent columns.
11. Repeat steps 6–7 for each cost code.
12. On the Options menu, point to Calculate, then click Cost to Complete from Percentage.
13. Edit the record, and recalculate if necessary.
14. On the File menu, click Save.
Updating Cost to Complete reports
To update a Cost to Complete report:
4. Open 6-8-1 Cost to Complete.
5. Using the data control, select the job.
6. In the Phase list, click the phase. You must select and update each phase separately.
7. On the Options menu, click Update.
Applying Labor Burden in 6-8-1 Cost to Complete
To apply the labor burden in Cost to Complete:
4. Open 6-8-1 Cost to Complete, and open a job.
5. In the Labor Burden box, type the percentage that you want to have applied.
6. From the Options menu, select one of the calculation methods, then save the record.
7. From the Options menu, select Update.
8. To the message, click Yes.
Deleting Cost to Complete reports
To delete a Cost to Complete report:
4. Open 6-8-1 Cost to Complete.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Cost/Complete.
6-8-2 Hours to Complete
Entering the hours to complete jobs
To enter the hours to complete a job:
4. Open 6-8-2 Hours to Complete.
5. Using the data control, select the job.
6.
In the Phase list, click the phase.
You must select and update each phase separately.
7. On the menu bar, click Update.
8. Select a cost code.
9. In the Hours to Complete cell, enter the remaining hours to complete the work.
10. Repeat steps 6–7 for each cost code.
11. Edit the record if necessary.
12. On the File menu, click Save.
Entering the percentage of hours completed on jobs
To enter the percentage of hours completed on a job:
4. Open 6-8-2 Hours to Complete.
5. Using the data control, select the job.
6.
In the Phase list, click the phase.
You must select and update each phase separately.
7. On the menu bar, click Update.
8. Select a cost code.
9. In the Actual Percent cell, enter the hours of work actually completed.
10. Repeat steps 5–6 for each cost code.
11. Edit the record if necessary.
12. On the File menu, click Save.
Updating Hours to Complete reports
To update an Hours to Complete report:
4. Open 6-8-2 Hours to Complete.
5. Using the data control, select the job.
6.
In the Phase list, click the phase.
You must select and update each phase separately.
7. On the menu bar, click Update.
Deleting Hours to Complete reports
To delete an Hours to Complete report:
4. Open 6-8-2 Hours to Complete.
5. Using the data control, select the record.
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6. On the Edit menu, click Delete Hours/Complete.
6-8-3 Units to Complete
“Entering the estimated number of units to complete jobs”
“Updating Units to Complete reports”
“Deleting Units to Complete reports”
About units to complete
In the 6-8-3 Units to Complete window, you can generate a report to review the number of units to complete on a project currently under construction. When you select the job and phase and update the data, Sage Master Builder retrieves the current budget. Over the course of the project, you can update the current budget in the Units to Complete window to create a new report.
You can enter the estimated units completed and calculate the report. Sage Master Builder computes the budgeted cost per unit, the actual cost per unit, and the units by which you are over or under budget.
Entering the estimated number of units to complete jobs
To enter the estimated number of units to complete a job:
4. Open 6-8-3 Units to Complete.
5. Using the data control, select the job.
6.
In the Phase list, click the phase.
You must select and update each phase separately.
7. On the menu bar, click Update.
8. Select a cost code.
9. In the Units Complete cell, enter the units of work actually completed.
10. Repeat steps 5–6 for each cost code.
11. Edit the record if necessary.
12. On the File menu, click Save.
Updating Units to Complete reports
To update a Units to Complete report:
4. Open 6-8-3 Units to Complete.
5. Using the data control, select the job.
6.
In the Phase list, click the phase.
You must select and update each phase separately.
7. On the menu bar, click Update.
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Deleting Units to Complete reports
To delete a Units to Complete report:
4. Open 6-8-3 Units to Complete.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Units/Complete.
6-9 Proposals
About proposals
The proposal is a document presented to a client, providing a breakdown of the contracted amount by cost code or bid item. Sage Master Builder provides several ways to create a proposal: you can export the data from a takeoff, import a budget, import a file, or create a proposal manually. After the proposal is completed, you can set the original proposal. After negotiating the price with your client, you can edit the current proposal and compare it with the original.
If it becomes necessary to adjust the selling price in a proposal, enter the changes by issuing change orders. Change orders allow you to alter the selling price independent from the proposal itself.
About creating proposals
There are many ways to create proposals—from entering the cost codes or bid items manually, to selecting a list of cost codes or bid items in a Picklist, to importing a budget or file. Furthermore, you can export a takeoff to create a proposal by bid item or cost code.
While it is faster and easier to import a proposal, you can also build a proposal manually by entering the individual cost codes and amounts for each cost type, including the overhead and profit.
Creating proposals from budgets
To create a proposal from a budget:
4. Open 6-9 Proposals.
5.
Using the data control bar, select a specific job.
Important:
Only four of the buttons in the data control activate areas in 6-9 Proposals: First, Previous, Next, and
Last.
The Display Lookup drop-down arrow displays the
Accounts Receivable Lookup window, and the detail button displays the 3-5 Jobs (Accounts
Receivable) window.
6. In the Phase list, click the phase.
7. Under Proposal Basis, click Cost Codes.
8. On the Options menu, point to Import and click Budget.
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9. In the Overhead/Profit by Cost Type dialog box, enter the overhead and profit rates for each cost type.
Then click OK.
10. Adjust the individual amounts to reflect what you want to charge the client.
11. On the File menu, click Save.
TIP:
To reapply the overhead and profit rates, delete the current proposal and import the budget again.
TIP:
If you anticipate changes and want to preserve the current proposal, set the original proposal.
Creating proposals from bid items
To create a proposal from bid items:
4. Open 6-9 Proposals.
5. Using the data control, select the job.
6. If the job uses phases, in the Phase drop-down list, select the phase.
7. Under Proposal Basis, click Bid Items.
8. In the Bid Items cell, right-click, then click Display Picklist Window.
9. Create a Picklist of bid items, and click the check mark button to insert them into the grid.
10. For each bid item, enter the proposed amounts (including the overhead and profit) for each cost type.
11. Set the original proposal.
12. On the File menu, click Save.
Creating proposals from cost codes
To create a proposal from cost codes:
4. Open 6-9 Proposals.
5. Using the data control, select the job.
6. If the job uses phases, in the Phase drop-down list, select the phase.
7. Under Proposal Basis, select the Cost Codes option.
8. In a Cost Code cell, right-click, then click Display Picklist Window.
9. Create a Picklist of cost codes, and click the check mark button to insert the list of cost codes into the grid.
10. For each cost code, enter the proposed amounts (including the overhead and profit) for each cost type.
11. Set the original proposal.
12. On the File menu, click Save.
Setting the original proposal
When you set the original proposal, Sage Master Builder copies the proposal information to the
Original columns. With the proposal preserved, you can compare it to the current proposal. The original proposal information is for reference only.
To set the original proposal:
5. Create the proposal.
6. On the Options menu, click Set Proposal.
About displaying a proposal recap
You can display a cost code, bid item, or phase summary of the proposal for review before printing the final proposal. The cost code recap summarizes the cost types for each cost code across the job phases. The bid item recap summarizes the bid items across the job phases. The phase recap summarizes the cost types in each phase.
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Rounding up amounts
After creating a proposal, you can round amounts up to the nearest $1, $10, or $100. Sage Master
Builder rounds up all bid amounts across all phases.
To round up amounts, on the Options menu, point to Round Up Amounts, and then click the amount by which you want to round up.
Deleting proposals
To delete a proposal:
4. Open 6-9 Proposals.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Proposal.
Exporting and Importing Proposal Files
About exporting and importing files
Files save you time performing repetitious work by providing the structure for documents such as budgets or proposals. You can create files that provide only a brief outline or contain nearly complete information or anywhere in between.
Suppose that you are building homes in a residential subdivision. Because there is only one model of home, the basic budget for each home does not change. Rather than re-entering the same budget information for each home you intend to build, you can create a file from the first budget. Then for each new home, import the budget file and enter any minor modifications to suit the needs of that particular project.
If the subdivision contains four different models of homes, you can create four budget files. When you begin work on a new home, import its budget file for the particular model and modify it as needed.
Perhaps you do a great deal of home construction, and one budget cannot accurately reflect so many different projects. You can create a budget file that only contains a list of cost codes. When you import the budget file, you can enter the appropriate figures as dictated by the job.
When creating a file, either you can use an existing record as the basis for the file, or you can build the file from scratch.
Exporting proposal files
You can create a file from an existing proposal. Sage Master Builder only creates a file for the currently displayed grid. Files are specific to the company in which you save them.
To export a proposal file:
5. Open 6-9 Proposals.
6. In the data control box, enter the job number for the proposal that you want to use.
7. In the Phase list, click the phase, then edit the content of the phase.
8. On the Options menu, point to Export, and then click Proposal File.
9. Name the file, and click Save.
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TIP:
Instead of using a proposal from an existing job, you can create a new proposal.
Exporting proposal grid files
Be aware that Sage Master Builder only creates a file for the currently displayed grid and that files are specific to the company in which you save them.
To export a proposal grid file:
5. Open 6-9 Proposals.
6. In the data control, click the drop-down arrow to display a Lookup window with a list of jobs.
7. Double-click the job from which you want to make a proposal.
8. Data from the job populates the grid.
9. If you are exporting a proposal for a Phase, select the phase.
10. On the Options menu, point to Export, then click Grid File.
11. The Export template proposal grid file opens.
12. Name the file, and click Save.
Instead of using a proposal from an existing job, you can create a new proposal.
Importing proposal files
To import a proposal file:
4. Open 6-9 Proposals.
5. In the data control box, enter the job number of the job for which you want to create a proposal.
6. On the Options menu, point to Import, then click Proposal File.
7. Select the file that you want to import, and click OK.
IMPORTANT:
When you import a file, the file writes over any data already contained in the grid.
6-10 Unitary Proposals
About unitary proposals
The proposal is a document presented to a client, providing a breakdown of the contracted amount by bid item. There are two ways to create a unitary proposal: you can import a file, or you can create a proposal manually. After the proposal is completed, you can set it as the original. After negotiating the price with your client, you can edit the current proposal while retaining the original.
If it becomes necessary to adjust the selling price in a proposal, you enter the changes by issuing change orders. Change orders allow you to alter the selling price independent from the proposal itself.
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Creating unitary proposals
To create a unitary proposal:
4. Open 6-10 Unitary Proposals.
5. Using the data control, select the job.
6. If relevant, in the Phase list, click the phase.
7. In a bid list cell, right-click, then click Display Picklist Window.
8. Create a Picklist of bid items, and then click the check mark button to insert them into the grid.
9. In the grid, do the following:
1. In the Unit cell, enter the unit of measurement.
2. In the Quantity cell, enter the quantity of units of work to be performed.
3. In the Unit Price cell, enter the cost per unit (including the overhead and profit).
10. Repeat step 6 for each item.
11. On the File menu, click Save.
TIP:
If you anticipate changes and want to preserve the current proposal, set the original proposal.
Deleting unitary proposals
To delete a unitary proposal:
4. Open 6-10 Unit Proposals.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Proposal.
About displaying a unitary proposal recap
You can display a bid item or phase summary of the proposal for review before printing the final unitary proposal. The bid item recap summarizes the bid items across the job phases. The phase recap summarizes the cost types in each phase.
Exporting and Importing Unitary Proposal Files
Exporting unitary proposal files
You can create a file from an existing proposal.
IMPORTANT:
Files are specific to the company in which you save them.
To export a unitary proposal file:
6. Open 6-10 Unitary Proposals.
7. In the data control box, enter the job number for the proposal that you want to use.
8. In the Phase list, click the phase. Edit the content of the phase as needed.
9. On the Options menu, point to Export, and click Proposal File.
10. Name the file, and click Save.
TIP:
Instead of using a proposal from an existing job, you can create a new proposal.
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Exporting unitary proposal grid files
You can create a file from an existing unitary proposal.
IMPORTANT:
Sage Master Builder only creates a file for the currently displayed grid.
IMPORTANT:
Files are specific to the company in which you save them.
To export a unitary proposal grid file:
6. Open 6-10 Unitary Proposals.
7. In the data control box, enter the job number for the proposal that you want to use.
8. If the job uses phases, in the Phase list, select the phase.
9. On the Options menu, point to Export, then click Unitary Proposal File.
10. Name the file, and click Save.
Instead of using a proposal from an existing job, you can create a new proposal.
Importing unitary proposal files
IMPORTANT:
When you import a file, the file writes over any data already contained in the grid.
To import a unitary proposal file:
5. Open 6-10 Unitary Proposals.
6. In the data control box, enter the job number of the job for which you want to create a proposal.
7. On the Options menu, point to Import, then click Unitary Proposal File.
8. Select the file that you want to import, and click OK.
6-11 Document Control
In this section:
“6-11-1 Requests for Proposal”
“6-11-2 Requests for Information”
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About document control
Sage Master Builder’s Document Control module provides complete control of all your project management documents. These include Requests for Information (RFIs), Requests for Proposal
(RFPs), transmittals, submittals, daily field reports, and correspondence.
Document Control tools help you manage correspondence, keep track of project plans, maintain a project hot list, and stay on top of punch list items. A customizable template makes daily field reports accurate and accessible.
When using the functionality of Document Control, all your documents integrate with estimating, change orders, purchase orders, subcontracts, and payroll. This makes the process of project management complete, fast, accurate, and reliable.
6-11-1 Requests for Proposal
About Request for Proposal
A Request for Proposal (RFP) is a document you send to vendors or subcontractors containing a list of parts needed or work to be performed. The vendor or subcontractor uses the RFP to create a proposal for you. Look for menu 6-11-1 Request for Proposal.
TIP:
You can set up RFPs to be numbered sequentially with an association to a job and phase.
About RFP and RFI numbering by job and phase
Sage Master Builder supports RFP and RFI numbering by job, and if the job has phases, by job and phase. This feature makes it easier to keep track of RFIs and RFPs because they are associated with the job in which they were initiated.
Because this is a new feature, when you first open the 6-11-1 Requests for Proposal or 6-11-2
Requests for Information windows after an upgrade installation, the program displays a default setting window with instructions for changing the RFP (Request# box) and RFI (RFI# box) default setting to Next by Job default instead of the previous default setting of Next.
TIP:
With new installations, the default setting is Next
by Job and the program does not display this window.
The following table describes the actions of each button on the default settings window when you click it.
Button
Yes
No
Action
Changes the default setting for Request# or
RFI# to Next by Job.
Retains Next as the default setting.
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Button Action
Ask Me Later
Help
Retains Next as the default setting, but the program prompts you to make a selection by displaying the default settings window each time you open either 6-11-1 Requests for
Proposal or 6-11-2 windows.
Opens this Help topic.
Rules for using RFP/RFI Numbering by Job
The program uses this functionality using specific rules. Following are some ideas to keep in mind.
o o o o
When beginning a new numbering scheme for your RFP/RFIs, type a pattern like this
[number][hyphen][number] (without brackets), for example, 216-1, with 216 representing the job number and 1 representing the first RFP or RFI record. When creating the next new RFP or RFI record, the program looks for the final hyphen ( - ) and increments the number following the it by 1 in the new record, for example, 216-2, 216-3, and so forth.
Numbering for jobs with phases could look like this: 216-1-1, 216 for the job, 1 for phase, and 1 for the first RFP or RFI. This numbering scheme would increment to 216-1-2, 216-1-3 automatically in new records.
If 216-1-3 were the last RFI or RFP for phase 1, then when you create the next RFP or RFI record, the program would insert 216-1-4. You must replace the -1- with -2- to represent phase 2. The result would look like this: 216-2-4. The program then increments the subsequent new records to
216-2-5, 216-2-7, and so forth.
In the numbering scheme described above, the program increments the number that it finds after the final hyphen. If you do not type a hyphen as part of the entry, the program increments the number by 1. For example, the number 216 increments to 217.
IMPORTANT:
To increment the numbering, the program looks for the final number in a series of numbers preceded by a hyphen. The program does not recognize an alpha character preceded by a hyphen in the final position and will not increment it, for example from “a” to “b.” We strongly recommend that you use an “all-number” numbering scheme.
Creating RFPs
When creating an RFP, you must enter information in the boxes with blue titles to be able to save it.
Entering information in the other boxes is optional, but we recommend entering additional information for legal traceability. During the life of this document, you may enter information several times for tracking purposes, such as when you receive information back regarding this RFP.
Note:
To use RFP numbering by job, click once in the
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Request# box and press the F7 key. On the Field
Properties window, verify that the setting is Next by
Job, or change the setting from Next to Next by Job.
To create an RFP:
6. Open 6-11-1 Request for Proposal.
7. In the Job box, enter the job for which you are requesting the proposal.
8. If the job uses phases, enter the phase number in the Phase box.
9. In the Request# box, accept the number auto-filled by the program, or type a numbering scheme that works for your needs, for example “job number” - (phase number, if used) - RFP number, 216-1-1.
10. In the Date box, accept the default date or type a new one.
11. In the Vendor box, enter the vendor from whom you are requesting the proposal.
12. In the Description box, enter a brief statement about the proposal.
13. As needed, do any of the following:
1. In the Request by box, enter the employee who is creating the request (optional but recommended).
2. In the Status list, click the request status.
3. In the Type list, click the request type (optional but recommended).
14. As needed, in the grid, do the following:TopOfPage
1. In the Description cell, enter a brief statement about the item.
2. In the Quantity cell, enter the quantity (optional but recommended).
3. In the Price cell, enter the price of the item (optional but recommended).
15. On the File menu, click Save.
Four date boxes are available for storing pertinent information related to the RFP: o o o o
Prices Rec’d: Enter the date that you receive the proposal pricing.
Prices Expire: Enter the date upon which the proposal pricing will expire.
Approved: Enter the date the proposal was approved.
Delivery: Enter the date the proposal was delivered.
Creating purchase orders from RFPs
To create a purchase order from an RFP:
4. Open 6-11-1 Requests for Proposal.
5. Using the data control, select the record.
6. On the Options menu, click Create Purchase Order.
Setting up RFP types
You can create a list of Request for Proposal types, allowing you to categorize the RFPs. The following is an example of Request for Proposal types:
Request Type # Type Name
1 Materials
2 Equipment
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Request Type # Type Name
3 Subcontract
4 Other
To set up RFP types:
6. Open 6-11-1 Requests for Proposal.
7. Next to the Type list, click the detail button.
8. The RFP Types windows appears.
9. In the Request Type# box, enter the type number.
10. In the Type Name box, enter the type name.
11. On the File menu, click Save.
Deleting RFPs
To delete an RFP:
4. Open 6-11-1 Requests for Proposal.
5. Using the data control, select the record.
6. On the Edit menu, click Delete RFP.
6-11-2 Requests for Information
About Requests for Information
A request for information (RFI) is a document you send to general contractors, architects, or engineers asking for information. When you receive the information, you can include it in the RFI record. There is a business advantage to adding information about clients or vendors. When you enter such information on a request for information, the document is legally traceable.
The entry in the Client box and Vendor box on the 6-11-2 Requests for Information window are mutually exclusive. On a new request for information record when you enter a client, the vendor entry is cleared and the client address and contact name are automatically placed into the Attention box and Address boxes. Also on a new record, when you enter a vendor, the client information is cleared and replaced with the vendor information.
To check spelling, click in the text entry areas and then press the F7 key. On the Field Properties Text window, select the Check Spelling check box and click
OK.
You can set up RFIs to be numbered sequentially with an association to a job and phase.
Creating RFIs
When creating an RFI, you must enter information in the boxes with blue titles to be able to save it.
Entering information in the other boxes is optional, but we recommend entering client or vendor
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Chapter 6 358 information for legal traceability. During the life of this document, you may enter information several times for tracking purposes, such as when you receive information back regarding this RFI.
NOTE:
To use RFI numbering by job, click once in the
RFI# box and press the F7 key. On the Field
Properties window, verify that the setting is Next by
Job, or change the setting from Next to Next by Job.
To create an RFI:
6. Open 6-11-2 Request for Information.
7. In the Job box, enter a job.
8. If the job uses phases, enter the phase number in the Phase box.
9. In the RFI# box, accept the number auto-filled by the program, or type a numbering scheme that works for your needs, for example “job number” - (phase number, if used) - RFP number, 216-1-1.
10. In the Division box, enter the division (optional).
11. In the Description box, enter a brief statement about the request.
12. In the Client or Vendor box, enter a client or vendor (optional but recommended).
13. Do any of the following (optional):
1. In the Attention box, enter the name of the person whom you want to be informed.
2. If no address information has been entered automatically by the program in the Address, City,
State, and Zip boxes, enter address information.
14. Select the Hot List and Lock Edit check boxes.
15. In the Status box, select a status.
16. Do any of the following (optional):
1. In the RFI Type box, select the RFI type.
2. In the Request by box, select or enter the employee number.
3. In the Answered by box, select or enter a name.
4. In the Required, Returned, and Approved boxes, enter dates.
5. In the Date box, enter the date or accept the default date.
17. In the Information Requested box, enter your request for additional information.
18. Select any of the following (optional):
1. Plan Change
2. Change Order
3. Schedule Change
19. In the Information Supplied box, enter information (optional).
20. On the File menu, click Save.
TIP:
When the request is returned, enter the date in the Returned box. Then enter the information provided in the Information Supplied box.
TIP:
When the request is approved, enter the date in the Approved box.
Setting up RFI types
You can create a list of RFI types, allowing you to categorize the RFIs. The following is an example of RFI types:
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2
3
RFI Type # Type Name
1 Initial Request
Second Request
Change Request
To set up RFI types:
6. Open 6-11-2 Requests for Information.
7. Next to the RFI Type list, click the detail button.
8. In the RFI Type# box, enter the type number.
9. In the Type Name box, enter a description of the type.
10. On the File menu, click Save.
Deleting RFIs
To delete an RFI:
4. Open 6-11-2 Requests for Information.
5. Using the data control, select the record.
6. On the Edit menu, click Delete RFI.
6-11-3 Transmittals
About transmittals
A transmittal is a cover sheet that lists all the documents being sent. The individual to whom you sent the documents signs the transmittal as proof that all the items were received.
There is a business advantage to adding information about clients or vendors. When you enter such information on a transmittal, the document is legally traceable.
The entry in the Client box and Vendor box on the 6-11-3 Transmittal window are mutually exclusive. On a new transmittal record when you enter a client, the vendor entry is cleared and the client address and contact name are automatically placed into the Attention box and Address boxes. Also on a new record, when you enter a vendor, the client information is cleared and replaced with the vendor information.
Creating transmittals
Only the boxes with blue title are required. Consider entering client or vendor information for legal traceability. You can always add more information to transmittals later.
NOTE:
You can add set up routing by clicking the
Routing button at the bottom of the window.
To create a transmittal:
6. Open 6-11-3 Transmittals.
7. In the Job box, click the drop-down arrow to select the job.
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8. If the job uses phases, enter the phase number in the Phase box.
9. If the job uses divisions, enter the division number in the Division box.
10. In the Description box, enter a description.
11. Do any of the following, as necessary:
1. In the Sent by box, enter the person who sent the transmittal.
2. In the Client or Vendor box, enter a client or vendor.
3. In the Attention box, enter the name of the person whom you want to be informed.
4. In the Address, City, State, and Zip boxes, enter that information.
12. In the Type list, select the type.
13. In the Sent box, enter the sending date.
14. Do any of the following, as necessary:
1. In the Sent Via box, select a sending method.
2. In the Received box, enter a date.
15. Select Hot List and Lock Edit.
16. In the grid, in the Description cell, enter a brief statement about the item.
17. On the File menu, click Save.
Entering routing slips
From the 6-11-3 Transmittals window, you can track to whom you send documents, as well as the date when you receive the documents back.
To enter a routing slip:
5. On the Options menu, click Routing.
6. In the Routed To box, enter the name of the person to whom you are sending the change orders.
7. In the Description box, enter a brief statement about the document.
8. In the Date Sent box, enter the date you sent the documents.
9. In the Date Needed By box, enter the date by which you must receive the documents.
10. In the Date Returned box, enter the date when the documents were returned.
11. On the File menu, click Save.
Setting up transmittal types
You can create a list of transmittal types, allowing you to categorize the transmittals. The following is an example of transmittal types:
Transmittal Type # Type Name
10 Job Startup
20
30
Mid-Project Update
Job Closeout
To set up transmittal types:
6. Open 6-11-3 Transmittals.
7. Next to the Type list, click the detail button.
8. In the Transmittal Type# box, enter the type number.
9. In the Type Name box, enter a description of the type.
10. On the File menu, click Save.
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Deleting transmittals
To delete a transmittal:
4. Open 6-11-3 Transmittals.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Transmittal.
6-11-4 Submittals
In this section:
About submittals
You can provide submittal documents with all material samples supplied to the general contractor, client, vendor, or architect. The submittal lists each sample you are providing for review. Look for menu command 6-11-4 Submittals.
There is a business advantage to adding information about clients or vendors. When you enter such information on a submittal, the document is legally traceable.
The entry in the Client box and Vendor box on the 6-11-4 Submittals window are mutually exclusive. On a new submittal record, when you enter a client, the vendor entry is cleared and the client address and contact name are automatically placed into the Attention box and Address boxes. Also on a new record, when you enter a vendor, the client information is cleared and replaced with the vendor information.
Creating submittals
Only the boxes with blue title are required. Consider entering client or vendor information for legal traceability.
NOTE:
You can set up routing by clicking the
Routing button at the bottom of the window.
To create a submittal:
6. Open 6-11-4 Submittals.
7. In the Submittal# box, enter the submittal number.
8. In the Job box, click the drop-down arrow to select the job.
9. If the job uses phases, enter the phase number in the Phase box.
10. In the Description box, enter a description.
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11. Do any of the following, as necessary:
1. In the Sent by box, enter the person who sent the submittal.
2. In the Client or Vendor box, enter a client or vendor.
3. In the Attention, box enter to whom you want this information to be alerted.
12. In the Address, City, State, and Zip boxes, enter that information.
13. In the Type list, select a submittal type.
14. In the Date box, accept the date, or enter a different date.
15. In the grid, in the Description cell, enter a brief statement about the item.
16. Do any of the following, as necessary:
1. In the Sent Via box, select a sending method.
2. In the Required and Received boxes, enter dates.
17. Select Hot List and Lock Edit.
18. On the File menu, click Save.
Setting up submittal types
The following is an example of submittal types:
Submittal Type # Type Name
1 Material Supplier
4 Subcontractor
5. Open 6-11-4 Submittals.
6. Next to the Type list, click the detail button.
7. In the Submittal Type# box, enter the type number.
8. In the Type Name box, enter a description of the type.
9. On the File menu, click Save.
Deleting submittals
To delete a submittal:
4. Open 6-11-4 Submittals.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Submittal.
6-11-5 Plan Records
About plan records
In the 6-11-5 Plan Records window, you can enter and track the revisions made to plans. In addition, you can track who has received the plans.
Entering and tracking a set of plans
To enter and track a set of plans:
4. Open 6-11-5 Plan Records.
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5. Do the following:
1. In the Plan# box, enter the revision number.
2. In the Job box, enter the job number.
3. If the job uses phases, enter the phase number in the Phase box.
4. In the Date box, enter the date.
5. In the Description box, enter a brief statement about the set of plans.
6. In the grid, in the Description cell, enter a brief statement about the plan revisions.
6. On the File menu, click Save.
Tracking to whom you have distributed plans
You can enter the date when the plans were returned in the Date Returned column.
To track to whom you have distributed plans:
5. Open 6-11-5 Plan Records.
6. Using the data control, select the record.
7. On the Options menu, click Plan Distribution.
8. In the Subcontractor box, enter the vendor number of the subcontractor to whom you provided a set of plans.
9. In the Contact box, enter the name of the contact person.
10. In the Copies box, enter the number of copies sent.
11. In the Date Sent box, enter the date when you sent the plans.
12. On the File menu, click Save.
Deleting plan records
To delete a plan record:
4. Open 6-11-6 Plan Records.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Plan Record.
6-11-6 Daily Field Reports
About daily field reports
You can track the conditions and events that occur at the job site on a daily basis. You can keep track of the employees and subcontractors working on the job, what equipment was used, and how many units of work were completed. In addition, you can track incidents, meetings, and field orders.
Creating daily field reports
To create a daily field report:
4. Open 6-11-6 Daily Field Reports.
5. Do the following:
1. In the Date box, enter the date.
2. In the Job box, enter the job number.
3. If the job uses phases, enter the phase number in the Phase box.
4. In the Description box, enter a description.
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6. On the Employees tab, do the following:
1. In the Employee cell, enter the employee number.
2. In the Cost Code cell, enter the cost code number.
3. In the Pay Type cell, enter the pay type.
7. On the Subcontractors tab, do the following:
1. In the Vendor cell, enter the vendor number of the subcontractor.
2. In the Description cell, enter a brief statement about the work.
3. On the Equipment tab, do the following:
4. In the Equipment cell, enter the number of the equipment used.
5. In the Description cell, enter a brief statement about the work.
6. On the Units tab, in the Bid Item cell, enter the bid item under which you worked.
8. Enter any incidents.
9. Enter any meetings.
10. Enter any field orders.
11. On the File menu, click Save.
Entering meetings in Daily Field Reports
When entering meetings in Daily Field Reports, it is important to understand that Sage Master
Builder is designed to set up unique meeting types to help you maintain detailed records.
Let’s suppose that you hold a team safety meeting every morning before work. Then at noon, you hold a short safety meeting. When you setup your meeting types, you have to create one meeting type for the safety meetings, another type for team meetings.
NOTE:
Two meeting types cannot be saved with the same number even though the descriptions are different.
To enter a meeting:
7. Open 6-11-6 Daily Field Reports.
8. Using the data control, select the record.
9. On the Options menu, click Meetings.
10. In the Meeting Type cell, enter the type of meeting held.
11. In the Description cell, enter a brief statement about the meeting.
12. In the Present cell, enter who attended the meeting.
13. On the File menu, click Save.
About incidents
Incidents provide a way for you to associate information with a record. The incident itself provides the information that points to a file containing the information, such as *.doc (Word document, a *.jpg
(graphic), a *.pdf (Adobe portable document format), an *.xls (Excel spreadsheet), and so forth. The attachment is not the file itself.
The incident may contain the following information: o o
The Incident Type (required)
Incident Description
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Incident Time
And Notes about the incident.
Here is an example of an incident associated with a job site. Let's suppose a lumber company has delivered some flashing to your job. You go to the job site to verify the delivery, you notice that the flashing has been run over and is ruined. You take a digital photo of the damages and save the graphic file in a folder under your \MB7 folder. Then back at the office, you create an incident on the
Daily Field Report that refers to the graphic file. When the lumber company investigates your claim, you have a record of that incident.
Entering incidents is accessible on 6-11-6 Daily Field Reports from the Options > Incidents and the Incidents button.
Entering incidents in Daily Field Reports
To enter an incident:
4. Open 6-11-6 Daily Field Reports.
5. Using the data control, select the record.
6. On the Options menu, click Incidents.
7. In the Incident Type column, enter the type of incident.
8. In the Time column, enter the time when the event occurred.
9. In the Notes column, double-click in a cell, and type a note, as required.
10. On the File menu, click Save.
Entering field orders in Daily Field Reports
To enter a field order:
4. Open 6-11-6 Daily Field Reports.
5. Using the data control, select the record.
6. On the Options menu, click Orders.
7. In the Order# cell, enter the order number.
8. In the Description cell, enter a brief statement about the order.
9. On the File menu, click Save.
Setting up meeting types
You can create meeting types to classify conferences. The following is an example of meeting types:
Meeting Type Description
1 Field Personnel Meeting
2 On-Site Safety Meeting
11
19
On-Job Owner/Architect
Punch List
To set up meeting types:
6. Open 6-11-6 Daily Field Reports.
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7. Using the data control, select the record.
8. On the Options menu, click Meetings.
9. In a Meeting Type cell, right-click, then click Display Detail/Add Record.
10. The Meeting Type window appears.
11. In the Type# cell, enter the meeting type number.
12. In the Type Name cell, enter a description of the meeting type.
13. Repeat steps 5–6 for each type.
14. On the File menu, click Save.
Setting up incident types
You can create incident types to track events on the work site. The following is an example of incident types:
4
5
2
3
Type # Type Name
1 Altercation
Injury
Project Damage
Property Damage
Earthquake
To set up incident types:
6. Open 6-11-6 Daily Field Reports.
7. Using the data control, select the record.
8. On the Options menu, click Incidents.
9. In an Incident Type cell, right-click, then click Display Detail/Add Record.
10. The Incident Type window appears.
11. In the Type# cell, enter a type number.
12. In the Type Name cell, enter an incident type description.
13. Repeat steps 6–7 for each type.
14. On the File menu, click Save.
Deleting field reports
To delete a field report:
4. Open 6-11-6 Daily Field Reports.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Daily Report.
6-11-7 Punch Lists
In this section:
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About punch lists
You can create a punch list in the 6-11-7 Punch Lists window. This feature helps you with project reviews at the job site with an architect, engineer, or client inspecting the work, and helps you create a list of items to complete.
Creating punch lists
If you need to keep track of the vendor associated with this punch list, you can type the vendor name in the Notes. Then when you print the report with notes, you see the vendor’s name.
To create a punch list:
5. Open 6-11-7 Punch List.
6. Do the following:
1. In the Job box, enter the job number.
2. If the job uses phases, enter the phase number in the Phase box.
3. In the Description box, enter a brief statement about the items.
7. In the grid, do the following:
1. In the Item# cell, enter the item number.
2. In the Description cell, enter a brief statement about the item.
8. Repeat step 3 for each item.
9. On the File menu, click Save.
TIP:
You can hide the completed items, and display only the items yet to be completed.
Hiding items on punch lists
To hide punch list items:
4. Open 6-11-7 Punch List.
5. Using the data control, select the record.
6. On the Options menu, click Hide Completed Items.
Deleting punch lists
To delete a punch list:
4. Open 6-11-7 Punch List.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Punch List.
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6-11-8 Correspondence
In this section:
“Creating client or vendor correspondence”
“Setting up correspondence types”
About correspondence
Documenting correspondence is a very important part of business record keeping. Using the various
6-11-8 Correspondence menu commands, you can write letters and keep records of your correspondence with clients, subcontractors, architects, engineers, and so forth.
For example, if you are having a dispute with vendor about a missed payment or a dispute with a client about a change order, you can use the 6-11-8 Correspondence window features and options to track and record the correspondence with the other party.
There are several useful tools available with the 6-11-8 Correspondence window. You can create
Quick Lists for frequently used descriptions and for creating a list of attachments. There is an Edit menu command for creating correspondence notes. On the Options menu, the Routing command tracks to whom the correspondence was sent, the date sent, the expected return date (if any), the date returned, and any notes.
To check spelling, click in the text entry area and then press the F7 key. On the Field Properties Text window, select the Check Spelling check box and click
OK.
Like many Sage Master Builder windows, the 6-11-8 Correspondence window provides access to the Report Printer window where you can create output such print, print to screen, fax, and email.
You can also export the correspondence to Microsoft Excel. In addition, you can schedule the correspondence to be delivered via fax or email.
Creating client or vendor correspondence
To create client or vendor correspondence:
4. Open 6-11-8 Correspondence.
5. Do the following:
1. In the Job box, enter the job number.
2. If the job uses phases, enter the phase number in the Phase box.
3. In the Description box, enter a description.
6. In the Status list, click the status of the correspondence.
7. In the Type list, click the type you want to assign to the correspondence.
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8. Type the letter that you want to send.
9. On the File menu, click Save.
Setting up correspondence types
To set up correspondence types:
4. Open 6-11-8 Correspondence.
5. Next to the Type drop-down list on the right side of the window, click the Add/View Records button.
6. In the Correspondence Type# cell, enter the type number.
7. In the Type Name cell, enter a description of the type.
8. On the File menu, click Save.
Deleting correspondence
To delete correspondence:
4. Open 6-11-8 Correspondence.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Correspondence.
6-11-9 Project Hot List
In this section:
Displaying a Project Hot List
“Removing records from Project Hot Lists”
About Project Hot List
The Project Hot List is a record of items that require immediate attention. You can display a hot list by job or by supervisor. You can then drill down to review a specific record.
You can access the Project Hot List from the 6-11-9 Project Hot List or the 6-12 Project Work
Center windows.
IMPORTANT:
Selection by supervisor is not available when accessing the Project Hot List from 6-12
Project Work Center.
You can include the following standard information on the Project Hot List:
o o o o o o
Invoices
Change orders
Purchase orders
Subcontracts
Proposals
Progress bills
6-12 Project Work Center
Chapter 6 370 o o o o
Loan draws
Unitary bills
Recurring payables
Recurring receivables
Optional information you can include on the Project Hot List:
You can display more items in your Project Hot List, from both the 6-11-9 Project Hot List and 6-
12 Project Work Center windows, such as: o o o o o o o o
Requests for information
Requests for proposals
Transmittals
Submittals
Plan records
Daily field reports
Punch lists
Correspondence
Removing records from Project Hot Lists
Note that the removed item appears in italic font until you click the Display Records button again or refresh the window.
To remove a record from a Project Hot List:
5. Select the record you want to remove.
6. Click Drill Down.
7. In the original record, clear the Hot List check box.
8. On the File menu, click Save.
6-12 Project Work Center
About Project Work Center
Job information is available directly from the Sage Master Builder Desktop by creating a desktop shortcut icon in the 6-12 Project Work Center window. This feature enables you to view important data and manage all your jobs from one location. Project Work Center is highly customizable for each user’s needs.
IMPORTANT:
You must create the desktop shortcut once. The Project Work Center shortcut will then be accessible from the desktop or in the 6-12 Project
Work Center window.
The first time you open the Project Work Center, the job box displays the last job entered in the current company. However, you can also view any other available jobs in that company. After that, the last accessed job is the default when you open Project Work Center. If you have not created any jobs in your company, you are prompted to create one from the 3-5 Jobs (Accounts
Receivable) window when you open Project Work Center.
Project Work Center displays the following information for a selected job:
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A customizable menu tree displaying accessible menu commands.
The Project Hot List.
Contact and current financial information about the selected job.
IMPORTANT:
All selections and defaults are userspecific and company-specific.
Customizable Menu Tree
The left side of the window displays a menu tree for accessible Sage Master Builder menu commands for the selected job. Selecting a menu command displays the form or record pre-loaded with the job’s information for you to view or update.
In some cases, a list of associated items of that type for the selected job appears and you can then select the appropriate item. The following selections display a list: o o o o o o
3-2 Receivable Invoices/Credits
3-7 Progress Billing
4-2 Payable Invoices/Credits
6-4-1 Change Orders
6-6-1 Purchase Orders
6-7-1 Subcontracts
The menu tree defaults with all possible menu commands available. This is customizable through the Customize Project Work Center Menu window.
Project Hot List
The upper right side of the window displays the Project Hot List. The Project Work Center lets you view and manage information from the standard tables in the Project Hot List. With
Document Control, you also have access to the enhanced functionality available from the 6-11-9
Project Hot List window.
Project Work Center Job Contact and Financial Data
The bottom of the window displays important information at a glance for each selected job. This information is “display only” and cannot be edited. However, as information is changed in Sage
Master Builder for a specific job, this information is updated.
About customizing the Project Work Center menu
The menu tree on the left side of the Project Work Center window is highly customizable.
To customize the Project Work Center menu:
5. Open 6-12 Project Work Center.
6. Select Customize Project Work Center Menu.
7. The Customize Project Work Center Menu window appears.
8. Select or clear the menu commands that you want to display on the menu tree in the Project Work
Center window.
9. Click Save Choices.
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Chapter 6 372
IMPORTANT:
You must select Save Choices to reflect your changes. If you close the window without selecting Save Choices, your modifications will be lost.
IMPORTANT:
The customized selections are userspecific and company-specific.
The following rules apply when making your selections:
o o o
Selecting or clearing an upper-level node selects or clears all its children and grandchildren.
At least one lower-level node must be selected.
When selecting a lower-level node in a family that is not selected, the parents and grandparents of that node are then also selected and are displayed when your choices are saved.
TIP:
You can use your mouse or keyboard arrow keys to navigate the menu tree.
Project Work Center job contact and financial information
The bottom of the Project Work Center window displays contact and financial information for the selected job. This information is “display only.” However, as you make changes in Sage Master
Builder that affect the selected job, this information is refreshed.
The following client information appears:
o o o o o o
Client name
Contact name
Email address
Phone number
Fax number
Cell number
The following financial information about the job appears:
o o o o o o o o
Contract Amount
Approved Changes
Total Contract
Costs to Date
Original Budget
Budget for Changes
Total Budget
Costs as % Budget
374
Chapter 7: 7-Utilities
Working with Utilities
The 7-Utilities windows enable you to setup security, create users, create companies, and to perform maintenance functions. The supervisor user with exclusive access rights must perform many of these tasks.
List of 7-Utilities Windows
o o o o o o o o
7-1 Create New Company - Create a new blank company or copy selected data from an existing open company to create a new company.
7-2 Company Information - Enter company information into the system, such as address, license numbers, tax numbers, direct deposit information, and more.
7-3 Company Security - Contains two sub-menu windows:
7-3-1 Security Groups - Create security groups and set security for Save, Delete, Void, Print
Checks, and more.
7-3-2 User List - Set up a list of users in the current company. To save time, you can also copy user defaults.
7-4 Rebuild Indexes - Rebuilds the database indexes for the company that is currently open.
7-5 Print Database Format - Opens the Report Printing window so that you can print and review two reports: Database Format or Database Security/User Def.
7-6 Scheduled Report Event Viewer - View and delete events recorded when scheduled reports are executed.
o
7-7 Repair Database - Opens the Support Password window. This is only need to repair damaged databases. You need to contact Customer Support for assistance. Database damage can be caused by a power failure or hard disk failure.
IMPORTANT:
The maintenance task carried out in 7-
7 Repair Database requires contact with Customer
Support.
o
7-8 Contact Manager - 7-8 Contact Manager allows you to add and update 3-5 Jobs (Accounts
Receivable), 3-6 Receivables Clients, and 4-4 Vendors (Accounts Payable) contact records in your
Outlook contacts .
Utilities Reports
Appendix B - List of utilities reports
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License Administration Tool
In this section:
About the License Administration Tool for Sage Master Builder
“License Administration Tool Logon”
License Administration Tool Logon
In this section:
About accessing the License Administration Tool
“Logging on with read-only mode”
Logging on with administration mode
Changing the password
Resetting the password
Logging on with read-only mode
3. Double-click the LA desktop icon.
4. On the License Administration Tool Logon window, accept the option, Open the License Admin-
istration Tool in read-only mode. For example, use read-only mode to determine who is using Sage
Master Builder.
5. Click OK, then click OK on the message window.
The License Administration Tool opens in read-only mode.
Setting the password
Important:
We strongly recommend that you write down your administrator user password and save it in a safe place. If you forget your password, you have to call
Sage Customer Support to reset it.
Before the Administrator can log on and manage the license using the License Administration Tool from a client workstation computer, the
\MB7 folder must be shared on the computer is the Sage license server. For information about sharing folders, see the Windows
Help.
Specify Sage License Server
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After the License Administration Tool has been successfully installed, clicking the License
Administration Tool desktop icon opens the License Administration Tool Logon window.
To set the administrator user password:
6. In the Password box, type a password. Your License Administration Tool password is case-sensitive.
7. In the Confirm Password box, re-type the password and click OK.
8. The License Administration Tool window opens. From this window you can manage your product license, license groups, and license use reservations.
Specify Sage License Server
Changing the Sage license server
You can change the specified location of the Sage license server. For example, if there is a hardware failure or you buy a new server, then you have to specify the Sage license server the next time you launch Master Builder.
When you change the Sage license server, the Sage
Master Builder program closes and restarts.
To change the Sage license server:
6. From the Sage Master Builder menu, click File, and then click Change Sage License Server.
7. The Change Sage License Server window opens. The window presents two choices.
8. Click one of the following links, and follow the instructions:
1.
Select the computer from the list of computer on your network .
2.
Enter the IP Address or name of the computer .
What is a server?
There are many kinds of servers. Some servers are denoted by their hardware configuration and a specialized operating system. Other servers consist of specialized software applications running on standard computers.
Some servers are called “file servers” and may be a powerful computer dedicated to storing files and data. For example, Sage Master Builder company data can be stored on a file server computer. Any
Sage Master Builder user on the same network as the file server computer can access and store data there.
A server can also be a software application that provides a specific kind of service to client software running on other computers. The term server can refer to a particular piece of software, such as the
Sage license server.
When we refer to the Sage license server, we are describing a computer that is running the Sage license server software.
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Running Sage Master Builder Connected
Viewing the Sage license server connection state
You can view the current connection state of the Sage license server. This may help you in situations where your Sage license server connection status is not what you expect it to be. Viewing the connection state can help you troubleshoot problems.
To view the Sage license server connection state:
5. From the Sage Master Builder main window, click Help, then click About Sage Master Builder.
6. The About Sage Master Builder window appears.
7. In the lower right of the window just above the Close button, look for Sage License Server Con-
nection State.
8. The text in the box displays the current connection state.
Company List Window
About the Company List window
During installation, you have the option to install Sage Master Builder on a specific local drive, such as C:, D:, etc. When you launch Sage Master Builder, the first window that appears is Company
List. From this window, you select the location of company you want to open, then you select the company itself, and click OK.
For example, if you have installed Sage Master Builder and the Sample Company on local drive C:, and this is the first time you have launched the program, then the program displays the local drive, and the Sample Company appears in the list directly below.
In most business situations, the company that you use to manage your business is not located on your local computer. It is located on a server computer on your local area network. The server computer could be a dedicated server computer in a client/server configuration or it could be a colleague’s computer in the next office using a peer-to-peer configuration.
In a network environment, clicking the drop-down arrow displays all the local drives and all the network drives that you have access to. In the following graphic, you can see a list of network drives that have been mapped to from this computer.
If you can see the shared network drive in the list, then you can access the Sage Master Builder company located on that drive.
If you cannot see the drive where the company is located, then ask yourself these questions or consult with your network administrator to locate your company.
9. Have you lost your network connection? If you have, then you cannot access network drives and the Sage
Master Builder company.
10. Has the server lost its network access or crashed? If that has happened, then you can access the server and the company.
11. Has the company been moved to a different computer and drive? If that’s true, then you have to map to the network drive in its new location.
7-1 Create New Company
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7-1 Create New Company
About creating companies
It’s best to create a separate company for each company for which you keep books. When you create a new company, Sage Master Builder creates a folder for that company on a drive under the
\MB7 folder.
There are two ways to create a new company: o o
Create a new company containing no existing company information
Create a new company based on an existing company’s information
New company containing no existing company information
As a first step, Sage Master Builder creates a database for the new company. In the case of a new company containing no existing company information, Sage Master Builder creates a company database with table headings, but no other information.
After creating a new company with no references to an existing company’s information, the next step is to enter new company information on the 7-2 Company Information window. When you enter company information, you will find it helpful to have the following: o o o o o o o o
Complete company address
License number.
Federal tax identification number.
State tax identification number.
Resale number
Telephone and fax numbers
Email address
Direct deposit information, which is the account number, routing number, and the account type.
New company based on an existing company’s information
Setting up new blank companies is labor-intensive. That is why Sage Master Builder provides a utility that can create a new company from an existing company’s data. Using this utility will save you a lot of time and effort when creating new companies. Before you start, however, it is important to determine that you have an existing company that is a good match for your new company.
In using this method, selected information from the existing company populates the database tables in the new company. The existing information consists of list information (clients, accounts, employees, etc.) and external files (with no existing job information). No transactions are part of the transferred information.
When you choose to create a new company based on an existing company’s information, it contains the following:
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Type
List data
Includes, but not limited to
Clients
Accounts
Employees
Cost Codes
Parts
Vendors
Takeoff template files
External files with no job reference
Takeoff grid files
Bitmap images for clients, employees, etc.
Attachments
If a field within a table contains transactional data, it is not copied.
Type
Transactional data directly related to jobs
Transactional data contained in a field within a table
Includes, but not limited to
Accounts receivable
Field reports
Inventory allocations
Payroll records
Accounts payable - beginning balance and ending balance
Employees - Qtr1 gross, Qtr2 gross, etc.
Ledger accounts - beginning balance and ending balance
Keep in mind that each new company requires a minimum of 50 megabytes of hard disk space, and as you enter information for each company, it requires more space. The number of company folders you can retain on your hard disk is only limited by the amount of available hard disk space. A company database can be created on any local or network drive; however, you must have been given the rights to write to that selected drive by your network administrator.
TIP:
Before creating a company on a network drive, consult your network administrator.
TIP:
By storing each company’s information in a separate folder, you can back up and restore company information.
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Chapter 7 380
Creating a new company containing no existing company information
IMPORTANT:
Before creating a company on a network drive, consult your system or network administrator.
To create a new company containing no existing company information:
5. Open 7-1 Create New Company.
6. Under Options, select Create a new company.
7. Click the Drive drop-down arrow, and select a drive from the list.
8. The Drive choice is preset to create a new company on C:\MB7.
9. In the Company Name text box, type the name of the new company.
10.
Click Start.
A message window displays the company information, and requests that you verify it to continue creating the new company.
11. To continue, click Yes.
12. The Create New Company Progress window opens and displays the progress. When the company has been created, the window displays Progress complete.
13. On the Create New Company Progress window, click Exit.
14. Then on the 7-1 Create New Company window, click Exit.
After creating the new company, you may proceed to 1-8 General Ledger Setup to set up your accounting structure, fiscal year date, current period, and inventory valuation method (if you have the Inventory Add-on Module).
TIP:
You can also access the Create New Company function by selecting File, then New Company from the menu bar.
Creating a new company based on existing company information
Before you start to create a new company from an existing company, please review the following information:
You cannot copy a company: (1) If you do not have the correct level of administrative rights; (2) If the company is in use and exclusive access is denied.
When creating a new company based on an existing company’s information and regardless of the drive location, Master Builder companies must be created under the \MB7\ folder.
Do not create a new company based on an existing company for a backup. For more information about backing up company data, see the Sage Master Builder Help topic,
Creating a new company from an existing company can only performed by a supervisor user with exclusive access.
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When you create a new company from existing company data, the new company's default posting period is set to the same posting period as the existing company. If you want to change the default posting period, you can only change it using 1-6 Change Period/Close Year > Change Period.
When you choose to create a new company based on an existing company’s information, it contains the following:
Type
List Data
External Files with no job reference
Includes, but not limited to
Clients
Accounts
Employees
Cost Codes
Parts
Vendors
Takeoff template files
Takeoff grid files
Bitmap images for clients, employees, etc.
If a field within a table contains transactional data, it is not copied.
Type
Transactional data directly related to jobs
Transactional data contained in a field within a table
Includes, but not limited to
Accounts receivable
Field reports
Inventory allocations
Payroll records
Accounts payable - beginning balance and ending balance
Employees - Qtr1 gross, Qtr2 gross, etc.
Ledger accounts - beginning balance and ending balance
To create a new company based on an existing company’s information:
14. As the supervisor user, open the company that you are going to use to base your new company with Exclu-
sive Access.
15. Open 7-1 Create New Company.
16. Under Options, select Create a new company based on (The existing company name appears here.).
17. Click the Drive drop-down arrow, and select a drive from the list.
7-2 Company Information
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18. In the Company Name text box, type the name of the new company.
19.
Click Start.
A message window displays the company information, and requests that you verify it to continue creating the new company.
20. To continue, click Yes.
21. The Create New Company Progress window opens and displays the progress. When the company has been created, the window displays Progress complete.
22. On the Create New Company Progress window, click Exit.
23. Then on the 7-1 Create New Company window, click Exit.
After creating the new company, you may proceed to 1-8 General Ledger Setup to set up your accounting structure, fiscal year date, current period, and inventory valuation method (if you have the Inventory Add-on Module).
7-2 Company Information
Setting up state tax identification numbers
Many companies work in several different states, and have a different tax identification number for each. You can create a table containing all the different tax identification numbers.
To set up a state tax identification number:
5. Open 7-2 Company Information.
6. Click the State Tax Id# button.
7. In the State cell, enter the state abbreviation.
8. In the State Tax Id# cell, enter the taxpayer identification number.
7-3 Company Security
Security features of Sage Master Builder
Sage Master Builder provides a variety of security features that allow you to restrict access to data in each company. You can do the following: o o o o
Create a list of users and passwords for each company. This list provides the means to restrict access to individual companies. Restricting access to a company also restricts access to its archive.
Create groups of users. Security groups provide a way to collect users together in meaningful sets such as project managers, payables clerks, or payroll clerks. With groups established, you can then assign each user to up to five security groups.
Control the admission of users to windows through security groups and assign access rights to each security group.
Control items within windows such as text boxes, lists, check boxes, and grid columns. By limiting what information a security group can enter or view in a window, you also restrict access to that same information in queries and reports. For example, you might not want to allow the payroll clerks security group access to salaries and wage rates in the employee files. The payroll clerks will not be able to view salaries and wage rates in the employee files, or while entering timecards, or by running any payroll reports.
Each company in Sage Master Builder can use different user names, passwords, security groups, and access rights. You only have to set up security groups and access rights one time for each
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*** REMOVE THIS p.table_anchor PARAGRAPH ***
IMPORTANT:
Many actions in Sage Master Builder can only be performed when logged on as supervisor. When setting up security, it is critical that you add a password for the user name supervisor.
7-3-1 Security Groups
About security groups
Use the 7-3-1 Security Groups window to set up security groups for your company’s employees.
Security groups let you control users’ ability to open windows as well as perform specific actions within a window. The 7-3-1 Security Groups window contains a grid with numbered rows on the left and eight columns:
o o o o o o o o
Group# (User input is required to save the record.)
Group Name (User input is required to save the record.)
Save
Delete
Void
Chg Period
Print Checks
Notes
When you set up user groups, you type a group number and group name. Then you determine whether or not that group will have rights to Save, Delete, and Void records, as well as to change the accounting period and print checks. You may use the Notes column to add any pertinent information about each group.
While you might create security groups for specific employees, it is a good idea to build each security group for the tasks performed by the employee. This allows you to add or remove employees from security groups rather than having to build new security groups for each new employee.
As the company size increases, the need for additional security groups increases. For example, a large company has an office staff that includes several accounts payable clerks, an accounts receivables clerk, a payroll clerk, a controller, project managers, and estimators. In this company, six different security groups are set up to accommodate the specific needs of the employees engaged in six different task areas.
In addition to creating task-oriented security groups, it is a good idea to create one security group with full access to the entire program. This allows owners or managers to log in with full access, but prevents unauthorized access to program features that only a user logged in as supervisor can use.
It is important to consider the scope of tasks performed by users as well as the number of users that access Sage Master Builder. Before designing security groups, examine which users need access
7-3 Company Security
Chapter 7 384 to specific windows in Sage Master Builder. After you set up the security groups, you can then set up window and menu-level security.
For example, a small company has three clerks: a general accounting clerk, an accounts payable and accounts receivable clerk, and a payroll clerk. For this company, it is only necessary to create three security groups. The first group, titled Payroll Clerk, only provides access to payroll operations. The second group, titled A/P A/R Clerk, provides access to accounts payable and accounts receivable operations. The third group, titled General Ledger Clerk, provides access to general ledger operations not covered by accounts payable and accounts receivable.
Consider the following before setting up security groups: o o o o o
Do you need to create separate security groups for employees who perform specific tasks? For example, does your company have a payables clerk who only enters payables data?
Do you need to create separate security groups for accounts payable, accounts receivable, and payroll supervisors, or can you just create one group for the supervisors?
Do estimators perform different tasks than project managers?
Do you need to provide differing levels of access to owners, controllers, or managers?
Are you going to use the Sage Master Builder API to integrate with other programs? If so, create a security group named API with a group number such as 51.
IMPORTANT:
To use the Sage Master Builder API program, you must create an API security group that is named exactly API. At least one user must be added to the API security group. You have to set rights to save, void, etc.
Setting up security groups
To set up a security group:
4.
Open 7-3-1 Security Groups.
5. In the Group# cell, type a group number.
6. In the Group Name cell, type group name.
7. In the Save cell, if you want to allow the group to save records, type Yes. If not, type No.
8. In the Delete cell, if you want to allow the group to delete records, type Yes. If not, type No.
9. In the Void cell, if you want to allow the group to void records, type Yes. If not, type No.
10. In the Change Period cell, if you want to allow the group to change the posting period, type Yes. If not, type No.
11. In the Print Checks cell, if you want to allow the group to print checks, type Yes. If not, type No.
12. To store information that may be relevant or important to that specific group, type a note in the Notes cell.
13. Repeat steps 2–9 for each security group.
14. On the File menu, click Save.
TIP:
Security is set up for each individual company, not for the entire program. Each company can use different user names and passwords. If you have more than one company, you have to set up passwords for multiple companies.
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TIP:
You can control the ability of security groups to access specific windows.
Setting up a security group for using the API
The Sage Master Builder application program interface (API) allows you to use third-party programs to perform the same tasks that you would perform when using different Sage Master Builder windows. The API allows the third-party program to insert, as well as delete, modify, or retrieve data from one or more existing Sage Master Builder company databases.
Using the Sage Master Builder API to access Sage Master Builder company data requires a license use. That is why you have to set up an API security group using 7-3-1 Security Groups. Then you have to assign a user to the API security group using 7-3-2 User List.
NOTE:
In the case that there are no more license uses available, the API program responds with an alert message.
To set up a security group for using the API:
7. Open 7-3-1 Security Groups.
8. In the Group# cell, type a group number, such as 51.
9.
In the Group Name cell, type API.
IMPORTANT:
The API security group must be named exactly API.
10. In the Save cell, type Yes.
11. In the Delete cell, if you want to allow the users of the API group to delete records, type Yes. If not, type
No.
12. In the Void cell, type Yes. If not, type No.
13. In the Chg Period cell, type Yes. If not, type No.
14. In the Print Checks cell, type Yes. If not, type No.
15. To store information that may be relevant or important to that specific group, type a note in the Notes cell.
16. On the File menu, click Save.
Before you can use the API security group to access
Sage Master Builder company data, you have to assign a user to the API security group.
Security is set up for each individual company, not for the entire program. Each company can use different user names and passwords. If you have more than one company, you have to set up passwords for multiple companies.
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Chapter 7 386
About setting field properties
You launch the Field Properties window by pressing the F7 key when in another data entry window, for example, 4-2 Payable Invoices/Credits. In the Field Properties window, you can set up the default properties for almost any text box, check box, grid cell, or column within a window.
You can set the following options: o o o o o o o o o o o o o o o o
Default Entry to: Provides a list of entries from which you can select the default. Enter the default data, or click the item in the list you want to appear as the default entry.
Permit Access to: Lets you select which user groups have access to a window, text box, list, or grid column. If no user groups are selected, then all user groups have access. If the user groups appear shaded, then you cannot restrict access.
o
When a user group is not granted access to a window, that user group cannot open the window. In addition, the user group cannot access the information by printing documents or o reports.
When a user group is not granted access to a text box or list, that user group cannot enter or access information in that text box or list, or access the information using a query, quick list, or Lookup window. In addition, the user group cannot access the information by printing doco uments or reports.
When a user group is not granted access to a grid column, that grid column is hidden from view and is not accessible by the user group. In addition, the user group cannot access the information by printing documents or reports.
Skip During Entry: During data entry, Sage Master Builder skips over the field or list. You can still enter data when you select it.
Require Entry: Requires an entry, or Sage Master Builder will not save the record.
Require List Match: Requires that the entry match an item on the Quick List.
Require Unique: Prevents users from entering duplicate information. This is available for indexed text boxes that let you enter character-based information.
o When you select this property for the Invoice# box in 3-2 Receivable Invoices, 6-6-1 o o
Purchase Orders, or 6-7-1 Subcontracts, Sage Master Builder ignores records that have status 5-Void.
When you select this property for the Work Order and Invoice# boxes in 11-2 Work
Orders/Invoices/Credits, Sage Master Builder ignores records that have status 5-Void.
When you select this property for the Invoice# box in 4-2 Payable Invoices, Sage Master
Builder ignores records that have status 5-Void for a given vendor. You can set up a vendor to use duplicate invoice numbers.
Lock After Save: Prevents users from editing the information after saving the record. Only users logged in as supervisor can edit the information.
Lock Quick List: Prevents users from editing a Quick List. Only users logged in as supervisor can edit the information.
Check Spelling: Checks the spelling when you move to another text box or cell. If Sage Master
Builder finds a misspelled word, it displays the Spelling dialog box.
Mixed Case: Allows text entry in upper and lower case.
Upper Case: Displays text only in upper case.
Lower Case: Converts entry to lower case text.
User Defined Field Type: Lets you select the type of information the field accepts.
System Description: Displays the default description of the field.
User Description: Lets you change the description of the field. To display the system description again, delete the user description.
System Prompt: Displays the default prompt that appears in the status bar at the bottom of the window.
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387 Chapter 7 o User Prompt: Allows you to change the default prompt in the status bar at the bottom of the window. When the user prompt is deleted, the system prompt is restored.
7-3-2 User List
About the 7-3-2 User List window
The 7-3-2 User List window controls major features dealing with users, program security, and license groups.
Reserved license uses are set up in the License Administration Tool by naming groups and reserving a number of license uses for that group.
The information entered in the License Administration Tool is read by the License Groups column
Sage Master Builder 7-3-2 User List window. When you click the drop-down arrow in a cell in the
License Group column, you see the list of groups and reservations that have been set up using the
License Administration Tool.
IMPORTANT:
You must have Administrator rights in the License Administration Tool to reserve license uses.
To reserve license uses:
8. Launch the License Administration Tool.
9. Click the row with the License Type “Floating Use” to reveal the Manage Reservations tools located at the bottom left of the window.
For more details, see the License Administration Tool Help.
For example, let’s say you launch the License Administration Tool, click the Manage Reservations button, name a group “Estimators,” and reserve two license uses. When you open the 7-3-2 User
List window and click the down-arrow in a cell in the License Groups column, you see the license group, Estimators, in the Quick List window.
If you are a supervisor user, you can use the grid in this window to set up a list of user names for each company folder to help control access to Sage Master Builder.
By setting up security groups and assigning the groups to user names, you can further limit access to certain modules or windows, and text boxes, lists, and columns within windows.
Because Sage Master Builder determines access through the user names, a user can log on to
Sage Master Builder from any workstation in a network environment.
By selecting the Display Passwords check box, a supervisor user can view, set and/or change users’ passwords.
NOTE:
Any user can be a member of the API security group; however, we recommend that you create a specific user to use the API, for example, “APIUser.”
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Setting up user names and passwords
Use the 7-3-2 User List window to set up new users and user passwords in your company. You can also copy existing user defaults to create new users.
Here is a list of suggestion of things to do when setting up user names and passwords: o o
Print a list of the user names and security groups—but do not include the passwords—to include in your files. When employees have questions about access, you can refer to the printed list.
Consider using the employee’s job title as their user name. That way, if the employee leaves the position, their security and report defaults can be used by the next person in that job. For example, instead of entering Leslie in the User Name cell, use Accountant instead.
The User List contains a permanent name, supervisor.
Security is set up for each individual company, not for the entire program. Each company can use a different list of users and passwords.
Within a company, security groups control access. After assigning users to security groups, grant the access rights to the security groups.
Caution!
Security does not prevent access to databases by highly skilled computer users. Security only manages data access through Sage Master Builder.
IMPORTANT:
o o o
To maintain security, we strongly recommend that you set up a password for the supervisor user. Be sure to write it down and keep it in a safe place.
Only the supervisor user has rights to set up user names and passwords.
You may receive a Runtime Error 75 error message upon exiting Sage Master Builder if the system has been set up without giving users sufficient rights to update registries.
To set up user names and passwords:
12. Open 7-3-2 User List.
13. Select the Display Passwords check box.
14. In the User Name cell, enter the user’s name.
15. In the Password cell, enter a password.
16. In the License Group cell, enter the license group, as required.
17. In the Group 1 cell, click once in the cell, and from the drop-down list, select a security group.
For example, owners/comptrollers could be in Group 1.
18. In the Group 2 cell, click once in the cell, and from the drop-down list, select a security group.
For example, employees with access to general ledger accounts could be in Group 2.
19. In the Group 3 cell, click once in the cell, and from the drop-down list, select a security group.
For example, employees with access to payroll could be in Group 3.
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20. In the Group 4 cell, click once in the cell, and from the drop-down list, select a security group.
For example, employees with access to accounts receivable could be in Group 4.
21. In the Group 5 cell, click once in the cell, and from the drop-down list, select a security group.
For example, employees with access to accounts payable could be in Group 5.
22. Repeat steps 3–10 for each user.
23. Click File > Save.
License uses can be reserved for groups. To reserve license uses for groups, launch the License Administration Tool. Click the Floating Use cell under column heading License Type to display the Manage
Reservations tools located at the bottom left of the window. For more details, see the License Administration Tool Help.
Setting up an API user and password
Before you can use the API to access company data, you have to set up an API security group, and then assign a specific user or users to that group.
Any user can be a member of the API security group except supervisor; however, we recommend that you create a specific user or set of users to use the API, for example, “APIUser1, APIUser2.”
IMPORTANT:
Only the supervisor user has rights to set up user names and passwords.
IMPORTANT:
The API will not accept “supervisor” as a user name.
To set up an API user and password:
7. Open 7-3-2 User List.
8. Select the Display Passwords check box.
9. In the User Name cell, enter a user name, such as APIUser.
10. In the Password cell, enter a password.
11. In the License Group cell, enter the license group, as required.
12. In the Group 1 cell, click once in the cell, and from the drop-down list, select the API group.
13. Repeat steps 3–6 for each API user.
14. Click File > Save.
About passwords for multiple companies
Passwords help prevent users from opening the wrong company and entering data in it. Security allows you to set up a different list of user names and passwords in each company. However, providing users altogether different passwords for each company can prove confusing.
Suppose you have three companies: Northern Contractors, Western Contractors, and Southern
Contractors. Instead of creating three different passwords for each user, assign each user one password that he or she uses to access all the companies.
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To prevent users from accidentally opening and entering data in the wrong company, add an abbreviation of the company name to the password. The example below illustrates the passwords for a single user to access three different companies.
Company
Northern Contractors
Western Contractors
Southern Contractors
Password
Bear Northern
Bear Western
Bear Southern
Displaying passwords
You can hide or display the passwords for users.
To display the passwords for users, select the Display Passwords check box.
About the supervisor user
When you log on to Sage Master Builder as supervisor, you have access rights to the entire Sage
Master Builder application.
IMPORTANT:
To maintain security, we strongly recommend that you set up a password for the supervisor user. Be sure to write it down and keep it in a safe place.
Following is a list of actions you can only perform when logged on to Sage Master Builder as supervisor: o o o o o o o o o
Create security groups in 7-3-1 Security Groups.
Grant access rights to security groups for windows and items within windows such as text boxes, lists, and grid columns in 7-3-1 Security Groups.
Use the F7 key to display the Field Properties dialog box to set the individual security properties for a text box, list, check box, or grid column, as well as set security for certain menu commands from the main menus. You can also customize the window, set defaults in specific fields, and set system user prompts.
Create user names and passwords, and assign user names to security groups in 7-3-1 User List.
Create new companies in 7-1 Create New Company.
Make and save changes to the General Ledger in 1-8 General Ledger Setup.
Close the accounting at the fiscal year-end in 1-6 Change Period/Close Year.
Close payroll at the calendar year-end, which starts on 5-4-5 Close Payroll Year.
Restrict posting to specific accounting posting periods, for example, 4-2 Payable Invoices/Cred-
its and other windows.
About copying user defaults
IMPORTANT:
Copying existing user defaults to a new user does not copy the existing user’s security settings.
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Copying user defaults speeds up the process of setting up a new user or users who are going to be working in Sage Master Builder in a way similar to an existing user.
Copying user defaults from one user to another copies all defaults associated with that existing user.
For example, it copies grid views and reporting defaults that have been saved throughout Sage
Master Builder.
Copying user defaults does not copy security settings to the new user because security is based on groups, not individual users. In addition, desktop settings are not copied to the new user because desktop settings are computer-specific.
To copy user defaults, you must log in as the supervisor user. You access the Copy User Defaults window through the Options menu on the 7-3-2 User List window.
Copying user defaults from one user to another
Rather than create or edit user defaults one at a time, use this procedure to copy user defaults from one user to another user or multiple users.
If you need to clear user defaults in the event of a mistake, for example, you can copy the existing user defaults. To clear defaults, create a new user (who has no defaults), and then copy that user's defaults to one with defaults. The result is that the Copy To user has no defaults.
IMPORTANT:
To perform this task, you must open and log into a company as supervisor.
You must have set up at least two users for this functionality to be active.
To copy user defaults from one user to another:
7. Open 7-3-2 User List.
8. Click the Copy User Default button.
9. The Copy User Default window opens.
10. Under Copy From, select a user.
11. Then do one of the following:
12. Under Copy To, select a user.
13. Under Copy To, select several users.
14. Click OK.
About window and menu-level security
Window-level security lets you limit a security group’s ability to open specific windows within Sage
Master Builder. You can set up window-level security on a menu command that opens a window or sub-level window.
Suppose a small company has three security groups: General Ledger Clerk, A/P A/R Clerk, and
Payroll Clerk. Using the window and menu-level security, you can allow only members of the
General Ledger Clerk group access to windows related to general ledger operations; the A/P A/R
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Clerk group to accounts payable and accounts receivable operations; and the Payroll Clerk group to payroll operations.
For menu commands that open a window, Sage Master Builder only allows access by users in the selected security groups and applies the access rights.
For menu commands that open a different menu item, Sage Master Builder only allows access by users in the selected security groups. For example, you can provide the General Ledger Clerk group access through menu 1-General Ledger. However, this does not apply the access rights to the items under menu 1-General Ledger.
Setting up window and menu-level security
Caution!
Without window and menu-level security set up, Sage
Master Builder gives all access rights to the user opening the window.
To set up window and menu-level security:
5. Log on to the company as supervisor.
6. Select the menu command, and then press F7.
7. Select the groups to which you want to provide access.
8. Click OK.
About access rights regarding window and menu-level security
Caution!
Without window and menu-level security set up, Sage
Master Builder gives all access rights to the user opening the window.
When you assign a user to a security group, that user gains the access rights associated with its security group. Sage Master Builder applies the access rights only when you have set up windowlevel and menu-level security on a menu command that opens a window.
Suppose a security group titled General Ledger Clerk has been assigned only the right to save and delete records. Each window under the general ledger—1-1 Checks/Bank Charges, 1-2
Deposits/Interest, 1-3 Journal Transactions, 1-4 Recurring Journal Transactions, 1-5 Bank
Reconciliation, 1-6 Change Period/Close Year, 1-7 Ledger Accounts, 1-8 General Ledger
Setup, and 1-9 Company Departments—is then set up with window and menu-level security.
Only the General Ledger Clerk group has the ability to open those windows.
See three examples below: o Example 1: When Gerald (in the General Ledger Clerk group) opens the 1-1 Checks/Bank
Charges window, the access rights only permit him to save and delete records.
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Example 2: A security group titled Payroll Clerk has been assigned the rights to save records, change posting periods, print checks, and void or delete records. Each window under payroll is set up with window and menu-level security. Only the Payroll security group has the ability to open those windows.
Example 3: When Dianna (in both the General Ledger Clerk and Payroll Clerk groups) opens any of the payroll windows, she has the access rights assigned to the Payroll Clerk group. And when Dianna opens any of the general ledger windows, she has the access rights assigned to the
General Ledger Clerk group.
Access rights definitions
If you are using window and menu-level security, you can assign access rights to each security group.
Right What it does
Save/Delete Lets the security group save and delete records.
Void Lets the security group void records.
Change Period Lets the security group change posting periods.
Print Checks Lets the security group print checks.
Exclusive Access
About exclusive access
While users in a network environment can simultaneously work in the same company’s data, some operations require access to a company be restricted to a single user.
For example, exclusive access is required when rebuilding indexes, copying a company to create a new one, or closing the accounting at the fiscal year-end. To protect the data, limit the access of a company to a single workstation during rebuilding indexes and closing the fiscal year.
Processes that run on the server
Menu 7-Utilities contains some specific processes must be done on the server computer (where the company data is located); however, others can be run on either the server or client computers.
IMPORTANT:
Any Sage Master Builder task that requires the user to have exclusive access to complete must be done on the server computer (where the company data is located).
*** REMOVE THIS p.table_anchor PARAGRAPH ***
Server Only Client or Server Menu Option
7-1 Create New
Company
X
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Menu Option Server Only Client or Server
7-2 Company Information X
7-3 Company Security
7-3-1 Security Groups
X
X
X 7-3-2 User List
7-4 Rebuild Indexes
7-5 Print Database
Format
7-6 Scheduled Report
Event Viewer
7-7 Repair Database
X
X
X
X
Setting exclusive access
To set exclusive access:
4. From the Sage Master Builder main window, on the File menu, click Open Company.
5. In the Company List window, select the company you want.
6. Type your user name and password in the appropriate text boxes.
7. Select the Exclusive Access check box.
8. Click OK.
TIP:
If the company is already open, you can change the access by selecting Change Username/Access from the File menu. The User Name and Password will display and you can select the Exclusive Access check box.
Clearing exclusive access
If the company is already open, you can change the access by selecting Change
Username/Access from the File menu. The User Name and Password will display and you can clear the Exclusive Access check box.
To clear exclusive access:
5. From the Sage Master Builder main window, on the File menu, click Open Company.
6. In the Company List window, select the company you want.
7. Type your user name and password in the appropriate text boxes.
8. Clear the Exclusive Access check box.
9. Click OK.
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7-4 Rebuild Indexes
7-5 Print Database Format
About 7-5 Print Database Format
Clicking 7-5 Print Database Format launches the 7-5 Report Printing window to be used to for printing Database Format reports and viewing sample reports.
7-6 Scheduled Report Event Viewer
About Scheduled Report Event Viewer
In 7-6 Scheduled Report Event Viewer, you can view and delete events recorded when scheduled reports are executed.
We recommend that you regularly view the event viewer and delete event records that you no longer need in order to keep the viewer manageable.
IMPORTANT:
If you do not enter a password or you enter one that is not valid when you schedule the report, the scheduled report will not run no event will be recorded in the event viewer.
For each event, the following information will display:
o o o o
Schedule ID (corresponds to the Schedule ID in My Scheduled Reports)
Company
Date/Time of Event
Event Description
NOTE:
The event viewer displays events related to scheduled reports for all companies to which you have access.
NOTE:
If you need to call Customer Support for help on a scheduled report issue, have the Schedule ID, the
Company, the Date/Time of Event, and the Event
Description information available.
Deleting scheduled events
We recommend that you regularly view the event viewer and delete event records that you no longer need in order to keep the viewer manageable.
To delete a scheduled event:
5. Open 7-6 Scheduled Report Event Viewer.
6. Select the row for the event you want to delete.
7. Select Delete Selected Event(s).
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The selected rows will be deleted.
7-7 Repair Database
Support password for repairing a database
Sage Master Builder does not support data entry that would cause your system to be out of balance.
In most cases, you can correct entries entered by mistake by posting adjusting entries, journal transactions, or voiding and re-entering transactions.
While you can correct some audit errors, for example, by running the repair option in the 1-6
Change Period/Close Year window, most database errors require help from Customer Support.
We recommend that you always run the repair option in the 1-6 Change Period/Close Year window before calling Customer Support. The repair option rebuilds the balances from the ledger transactions.
Additionally, if a hardware or software failure occurs, you may find it necessary to repair the database because of incorrect or missing data. The following are possible causes for missing data: o o o o o
Power failure during the reading or writing of data.
Turning off the computer’s power supply before exiting Sage Master Builder.
Hard disk failure.
Other programs causing Microsoft Windows® to fail while a database is open.
Using a disk cache utility. Disk caching does not immediately write data to the hard disk.
To ensure data integrity, you can only initiate repairs with the assistance of Customer Support. If you have a current support contract, Customer Support can help you to repair the database in most cases. There are circumstances, however, when repair to the database is not possible. If this occurs, you must restore the most recent backup.
To get a support password for database repair:
10. Open 7-7 Support Password (Repair Database).
11. Contact Customer Support.
12. Follow the instructions given to you by Customer Support.
7-8 Contact Manager
About 7-8 Contact Manager
Contact Manager allows you to add and update 3-5 Jobs (Accounts Receivable), 3-6
Receivables Clients, and 4-4 Vendors (Accounts Payable) contact records in your Outlook contacts.
The contacts are added in a Sage Master Builder folder in Outlook. Updates made in Outlook to those Sage Master Builder contacts can be synchronized and saved back to the contact records in
Sage Master Builder.
NOTE:
Any contacts added to the Sage Master Builder folder that were originated in Outlook cannot be added back into Master Builder. Contacts must originate in Sage Master Builder.
From this window, you can:
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Manage contacts from multiple companies
Sync with Outlook
Sort contacts by contact type, contact record, short name, contact name
Drill down into single contact record
Syncing contacts with Outlook
You can sync your Sage Master Builder contact records with Outlook.
Adding Sage Master Builder contacts to Outlook:
1
Double click in the Link with Outlook column of the contact you want to add to the sync.
2
The word Add appears, indicating this contact record will be synced.
3
Repeat until you've selected all the contacts that you want to send to Outlook.
4
Click the Sync With Outlook button.
NOTE:
If a contact is listed multiple times in Sage Master Builder, it may contain different values for the same field. In these cases, you're presented with a conflict resolution window where you can decide which value should be used in the Outlook record. See
"Resolving conflicts with contact records"
for more information.
Syncing Sage Master Builder contacts with Outlook:
1
Click the Sync With Outlook button.
n n
All contacts that show Sync in the Link with Outlook column are updated in Outlook.
All contacts that show Add in the Link with Outlook column are added to Outlook.
2
Any conflicts are presented to you on the conflict resolution window.
IMPORTANT:
If presented the following message, “Unable to continue: Master Builder
unable to connect to Outlook,” then close Sage Master Builder and make sure you are not running Sage Master Builder with administrator privileges.
Sorting contacts in 7-8 Contact Manager
You can sort the contact records using the following methods: o o
Sorting by column
Sorting by company
Sorting by column
5. Click on column header to select entire column.
6. Right-click anywhere in column and select Sort by Column Name Column.
Sorting by company
7. Click Manage contacts from multiple companies.
8. Select companies to view.
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9. Companies are displayed (unless sorted by column) by contact type first, in the following order:
1. Client
2. Job
3. Vendor
Manage contacts from multiple companies
Manage contacts from multiple companies by clicking Manage contacts from multiple
companies and selecting the appropriate companies in the navigation window.
IMPORTANT:
You must have the appropriate security rights to display the contacts from a company.
Displaying a single contact record using Drill Down
To drill down a contact record:
3. Click a single row or click any column within that row.
4. Click the Drill Down on the bottom left of the window.
The source contact record data entry screen for the currently selected row is opened in the appropriate window. For example, clicking on a row with a job contact type drills down to the contact record in the 3-5 Jobs (Accounts Receivable) window.
Resolving conflicts with contact records
Conflicts are displayed with a bold red label, and show that there are multiple values existing for at least one field in this contact record.
To resolve conflicts:
4. Select the list for the field with a conflict.
5. Select the correct value for this field.
6. (Optional) Click the adjacent Update Master Builder contact records to also update Sage Master
Builder contact records when updating the Outlook contact record.
7. Click Finish.
NOTE:
If you do not click the Update Master Builder contact records checkbox when correcting contact record conflicts, the conflict may be presented again the next time you synchronize records with Outlook.
Update Master Builder contact records
If Sage Master Builder detects conflicts when attempting to sync with Outlook, you can update just the Outlook contact information, or update both the Outlook contact information and the Sage
Master Builder contact records.
To update Master Builder contact records:
4. Click the Update Master Builder contact records button next to the Full Name field.
NOTE:
If you do not click the Update Master Builder contact records checkbox when correcting contact record conflicts, the conflict may be presented again the next time you synchronize records with Outlook.
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Data Backup
In this section:
“Which files to back up in Sage Master Builder”
“An example of one backup method”
“Backing up your data to a CD or DVD”
About backing up data
Backing up your accounting data is critical to ensuring its safety and integrity. Having backups of your data can solve many problems and can also help Customer Support to isolate and identify errors. While you can replace program files or computer hardware, you will not be able to replace accounting data without a backup.
Caution!
When backing up your data, be sure to make a full backup and not an incremental or differential backup.
An incremental or differential backup only records alterations to the data since the last backup.
There are many causes for data file corruption, ranging from faulty hardware to power fluctuations. If you do not have a backup routine established before losing data, you will have to re-enter all your accounting data. With a recent backup, however, you can restore your data.
Problems with your data are not always immediately apparent, and data entry can continue for some time without discovering any errors. In a strong backup routine, you create a series of backups over time that would allow you to restore a backup made prior to the introduction of the errors.
When backing up data as part of the year-end close process, it is important to count the number of files and folders in your company.
To see the number of files and folder in a company folder:
9. In Windows Explorer, right-click the company folder and select Properties.
10.
On the Properties window, the General tab, look in the list for the Contains line for the number of files and folders.
Write this number down so that you can refer to it after you have made the two copies. The number of files and folders has to be exactly the same in both the company and the backup copy.
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IMPORTANT:
Sage Master Builder software itself does not provide a means to back up your data because the backup process is dependent on your hardware and operating system. You need to set up a backup procedure using a tape drive, DVD, or thirdparty backup software before entering data in Sage
Master Builder.
Which files to back up in Sage Master Builder
When you back up your company data, we recommend that you back up your company financial data as well as all your custom reports and forms. If you are running multiple Sage Master Builder companies, back all of them up.
When backing up data as part of the year-end close process, it is important to count the number of files and folders in your company.
To see the number of files and folder in a company folder:
6. In Windows Explorer, right-click the company folder and select Properties.
7.
On the Properties window, the General tab, look in the list for the Contains line for the number of files and folders.
Write this number down so that you can refer to it after you have made the two copies. The number of files and folders have to be exactly the same in both the company and the backup copy.
Caution!
If you are working across a network, you must remember to back up company folders, report folders, and form folders that reside at the server.
We strongly recommend that you back up: o o o o
Each company folder that contains financial data (\MB7\your company\
The Custom Reports folder (MB7\Custom Reports)
The Report Forms folder (MB7\Report Forms)
The System Reports folder (MB7\System Reports)
Caution!
When backing up your data, be sure to make a full backup and not an incremental or differential backup.
An incremental or differential backup only records alterations to the data since the last backup.
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An example of one backup method
There are various methods for backing up your data. Depending on the amount of data entry you routinely perform, you might consider making full daily backups. It is also a good idea to regularly take one backup off the business premises or store them in a fireproof safe. If a burglary or fire occurs, a copy of your data is safe from harm.
One reliable procedure, requiring a tape drive and multiple sets of tapes, requires you to make daily and monthly backups.
The daily backup process:
6. For the daily backup process, you need 10 tapes.
7. Label five of the tapes as Week A, with a tape designated for each weekday.
8. Label the other five tapes as Week B, with a tape designated for each weekday.
9.
Start with the set of tapes labeled Week A.
Monday night when you make the backup use the tape labeled Monday, on Tuesday use the tape labeled Tuesday, and so forth.
10.
At the start of the next week, use the set of tapes labeled Week B to make your backups.
At the end of two weeks, you will have a data backup for each day.
11.
Then at the start of the third week, use the set of tapes labeled Week A again.
Over the course of a year, you will cycle through the two sets of tapes. Be sure to store the most recent Friday backup off site.
The monthly backup process:
12. For the monthly backups, you need a separate set of three tapes labeled Month A, Month B, and Month C respectively.
13. Like the weekly backups, use each tape to back up the data for a different month, cycling through each of the tapes over the course of the year.
14. After making a monthly backup, write the month and year on the label to help you track which tape to use next.
15. Be sure to remove the most recent monthly backup off site.
Caution!
When backing up your data, be sure to make a full backup and not an incremental or differential backup.
An incremental or differential backup only records alterations to the data since the last backup.
Backing up your data to a CD or DVD
This topic suggests a generic way to back up your data to a CD or DVD.
Caution!
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If you are working across a network, you must remember to back up company folders, report folders, and form folders that reside at the server.01-28-
2010HelpUpdatedDate
Important:
Backing up to a CD or DVD successfully depends on your computer system, including hardware and software. To back up to a CD or DVD, you must have access to a CD or DVD (Read/Write capability), and the appropriate CD or DVD media.
When backing up data as part of the year-end close process, it is important to count the number of files and folders in your company. To see the number of files and folder in a company folder, in
Windows Explorer, right-click the company folder and select Properties. On the Properties window, the General tab, look in the list for the Contains line for the number of files and folders.
Write this number down so that you can refer to it after you have made the two copies. The number of files and folders have to be exactly the same in both the company and the backup copy.
Important:
If the number of files and folders in the original version do not match the numbers in the copy, you must repeat the process. It is imperative that the copy is an exact duplicate of the original company.
To back up your data to a CD or DVD:
9. Place the CD or DVD media in the CD or DVD.
10. On your Windows desktop, right-click Start and select Explore.
11. In Windows Explorer, locate the \MB7\ folder again, right-click the Custom Reports folder and from the menu select Copy.
12. Locate the CD or DVD drive, and click it.
13. Then in the right-pane, right-click and select Paste.
14. In Windows Explorer, locate the \MB7\ folder again, right-click the Report Forms folder and from the menu select Copy.
15. Locate the CD or DVD drive, and click it.
16. Then in the right-pane, right-click and select Paste.
17. In Windows Explorer, locate the \MB7\ folder again, right-click the System Reports folder and from the menu select Copy.
18. Locate the CD or DVD drive, and click it.
19. Then in the right-pane, right-click and select Paste.
20. In Windows Explorer, locate the \MB7 folder.
21. Right-click a company folder that contains current financial data, and from the menu, select Copy.
22. Locate the CD or DVD drive, and click it.
23. Then in the right-pane, right-click and select Paste.
24. Repeat 12 through 15 for every active company with current financial data.
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25. Depending on your hardware and software, the folder will be copied to the CD or DVD media. For further information or support, contact your CD or DVD manufacturer.
Data Maintenance
In this section:
“Performing general Sage Master Builder maintenance”
Performing general Sage Master Builder maintenance
Performing regular maintenance is critical to maintaining data integrity. It is highly recommended that you perform regular maintenance on your system to avoid the possibility of system failure or data loss. For a much more detailed list of tasks that can help you maintain your Sage Master Builder system, see, “
Timetable of Office Procedures
.”
To perform general Sage Master Builder maintenance:
5. Back up all your Sage Master Builder companies and data.
6. Perform a general ledger repair and audit using 1-6 Change Period/Close Year.
7. If there is an error, find and repair it, and run 1-6 Change Period/Close Year again.
8. If there is still an error, call Customer Support.
9. After all errors have been repaired, rebuild indexes with 7-4 Rebuild Indexes.
Printers
Installing printers
Operating system manufactures and printer manufacturers provide printer drivers, not Sage Master
Builder. To print more than simple text requires printer drivers specific to your brand and model of printer. Generic text-only printer drivers work with all printers, though they cannot print graphics.
We recommend using laser or ink jet printers with Sage Master Builder because they are able to print graphics. You can also use dot matrix printers for producing accounting reports and checks.
To install printers:
6. On the Start menu, point to Settings, and click Printers.
7. Double-click the Add Printers icon.
8. Follow the instructions in the Add Printer Wizard.
Refer to your operating system’s documentation for more information about installing printers.
Installing the Generic-Text Only printer driver
To install the Generic/Text Only printer driver:
4. Click the Start button, point to Settings, then click Printers.
5. Double-click the Add Printer icon.
6. Follow the directions in the Add Printer Wizard. Be sure to do the following:
7. Under Manufacturers, select Generic.
8. Under Printers, select Generic/Text Only.
9. Then under Available Ports, select File.
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Printing to file using the Generic-Text Only driver
To print to file using the Generic/Text only driver:
4. On the menu bar, click Print Records.
5. In the Report Type list, click the report that you want to print.
6. In the Printers list, click Generic/Text Only.
7. In the Form Design list, click the form design that you want.
8. On the Selection Criteria tab, enter the criteria that you want to use for selecting data.
9. To preview the document, click the Preview button.
10. On the menu bar, click Print Records.
11. Name the file and navigate to the folder where you want to save it, then click OK.
Printer driver errors
Depending on your hardware and software configurations, some printer drivers may not work.
Following are some possible solutions to errors caused by printer drivers: o o o
Install the manufacturer’s printer drivers supplied with the printer. Some printers require the manufacturer’s drivers and not the drivers supplied with the operating system.
For your brand of printer, select a printer driver of an earlier model. For example, an HP4 LaserJet can use HP Series ll drivers; an Epson LQ 580 can use Epson LQ 500 drivers.
Select a printer driver that your printer emulates. Consult the printer manual to determine the type of printer your printer can emulate, as well as for instructions on setting up the emulation. When emulating a different printer some features may be lost.
Please refer to your printer manual or contact the printer manufacturer regarding printer or printer driver related problems.
Changing the default printer driver
You can assign a different printer driver as the default for each report.
To change the default printer driver:
5. Open the Report Printing window.
6. In the Report Type list, click the report to which you want to assign a printer.
7. In the Printers list, click the printer you want as the default.
8. On the Default menu, click Save Defaults.
NOTE:
For further information about printer drivers, please refer to your printer manual.
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Chapter 8: 8-Equipment Management
Working with Equipment Management
Working with Equipment Management provides many benefits. You can allocate equipment costs to jobs so that you’ll always know the project’s true costs. You can track your equipment maintenance, repair costs, and earned income. You can calculate cost recovery rates simply by entering your ownership and operating costs into the Cost Recovery calculation tool and letting
Sage Master Builder determine the appropriate operate, idle, and standby rates.
If you rent a truck or hire a piece of equipment, you can enter the information in the 5-5-1 Daily
Payroll Entry window or the 8-4 Equipment Allocation window to ensure that the equipment supplier bills you properly. Equipment time entered into payroll can include repairs performed by your employees as well as equipment used to service other equipment.
You can categorize equipment by type. For time and materials billing, you can get hourly, daily, weekly, or monthly rates. You can create checks for lease or equipment payments and automatically keep track of remaining loan balances. In addition you can use the locator function to discover where the equipment was last used.
Here are more benefits of working with Equipment Management: o o o o
Manage equipment maintenance.
Create equipment loan payments and post depreciation automatically.
Determine cost recovery rates based on ownership and maintenance.
Use cost records to review the profitability of equipment ownership.
8-1 Equipment Reports
Appendix B - List of equipment management reports
Link to a list of equipment management reports.
About equipment documents
8-1-6 Equipment Documents prints documents designed in 13-5 Form/Report Page Design for equipment.
The types of equipment documents created can include rate cards and mileage reports. When designing an equipment document, you can merge information from the job, client, employee, and vendor files. Save the equipment documents using the
*.docs_equipment
file name extension.
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8-2 Equipment Costs
About equipment costs
Equipment costs provide detailed information about ownership and maintenance costs for equipment, provide another way to analyze costs, and refine the estimating or budgeting process.
When you post a transaction to the Equipment/Shop Expense range of accounts, Sage Master
Builder creates equipment cost records in the 8-2 Equipment Costs window. Equipment cost records do not impact the general ledger.
IMPORTANT:
If a text box is shaded, you cannot directly edit the data. You can only change it through an accounting entry.
IMPORTANT:
Sage Master Builder does not create equipment cost or revenue records from time and materials invoices.
About equipment cost distribution
When you post transactions to the Equipment/Shop Expense range of accounts, Sage Master
Builder displays Equipment Costs window regarding cost distribution. InEquipment Costs, you can break apart costs to create individual line entries that reference equipment, cost codes, and cost types.
The Ledger Total box displays the total debits less credits posted to Equipment Expense accounts. As you enter cost records, Sage Master Builder shows the total amount in the Equipment
Total box. To save the equipment cost record, the amount in the Equipment Total box must equal the amount in the Ledger Total box.
Entering equipment costs
When you post transactions to the Equipment/Shop Expense range of accounts, Sage Master
Builder displays the 8-2 Equipment Costs window regarding cost distribution.
To enter equipment costs:
5. Open 8-2 Equipment Costs.
6. In the Equipment text box, enter the equipment number.
7. In the Description text box, enter a brief statement about the equipment cost.
8. In the Cost Code text box, enter the cost code.
9. In the Cost Type text box, enter the cost type.
10. In the Cost text box, enter the cost of the item.
11. Repeat steps 2–6 for each item that you want to create a cost record.
12. On the File menu, click Save.
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Voiding equipment costs
To void an equipment cost:
4. Open 8-2 Equipment Costs.
5. Using the data control, select the record.
6. On the Edit menu, click Void Cost Record.
IMPORTANT:
The Void Cost Record command is only available if the equipment record that you want to void originated in 8-2 Equipment Costs.
You can only void a historical equipment cost if it does not originate from another source in Sage Master
Builder.
When you void a transaction in the window of original entry, Sage Master Builder also voids the cost record.
Working with Historical Equipment Costs and Records
Methods for entering historical equipment cost records
You can enter historical cost records for each piece of equipment. There are many ways to enter the cost records. Select a method appropriate for the piece of equipment. While some methods require additional time and effort, those methods produce more detailed reports than the faster methods of entry.
For example, you might only need the total costs for an older piece of equipment, whereas you might want the individual costs for a new piece of equipment.
IMPORTANT:
Sage Master Builder does not automatically create equipment costs for payroll records assigned payroll record type 3-Hand
Computed or 4-Startup. If you are using the Payroll module and have entered the year-to-date payroll history, determine the equipment costs associated with payroll and figure those costs into the appropriate historical cost entries.
Method 1
For each piece of equipment, enter one equipment cost record. Determine the amount from the total cost to date for the equipment at the time when the general ledger was set up. It is recommended that you assign the record cost type 5-Other. Post each record to the period just prior to the current period.
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Because you are entering a single amount that may cover many cost codes, create a special cost code for this purpose. You might name the cost code something like Unassigned or Lump Sum
Start Up.
This method provides reports based on cost codes, cost types, or accounting periods that do not contain any detailed data.
Method 2
For each piece of equipment, enter one equipment cost record for each cost code. Determine the amount from the total costs to date for each cost code for each piece of equipment at the time when the general ledger was set up. It is recommended that you assign the record cost type 5-Other. Post each record to the period just prior to the current period.
This method provides reports with an accurate breakdown of costs for each cost code except in
Journal reports or Current Cost Summary reports. Reports based on cost types or accounting periods do not contain any detailed data.
Method 3
For each piece of equipment, enter one cost record for each cost code in the prior fiscal year and another cost record for the current fiscal year. First, determine the accumulated costs for each cost code in the prior fiscal year. Then enter a separate cost record for each cost code, posting each to period 0.
Next, determine the accumulated costs for each cost code in the current fiscal year. For each cost type, enter a separate cost record. Post each record to the period just prior to the current period.
This method provides reports with an accurate breakdown of costs for each cost code, but does not provide accurate Journal or Current Cost Summary reports. Reports based on cost types or accounting periods do not contain any detailed data.
Method 4
For each piece of equipment, enter one cost record for each combination of cost code and cost type in the prior fiscal year. Then enter another cost record for each combination of cost code and cost type in the current fiscal year.
First, determine the accumulated costs for each combination of cost code and cost type in the prior fiscal year. Then enter a separate cost record for each combination of cost code and cost type, posting each to period 0.
Next, determine the accumulated costs for each combination of cost code and cost type in the current fiscal year. For each combination of cost code and cost type, enter a separate cost record.
Post each record to the appropriate accounting period.
Suppose you are starting up in period 7. Determine the accumulated costs for each combination of cost code and cost type in each period. Then enter a cost record for each combination of cost code and cost type in periods 1 through 6.
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This method provides reports with an accurate breakdown of costs for each cost code and cost type during the previous and current fiscal years.
Entering historical equipment cost records
To enter a historical equipment cost record:
4. Open 8-2 Equipment Costs.
5. In the Equipment text box, enter the equipment number.
6. In the Trans# text box, type Start Up.
7. In the Date text box, enter the date. Be sure to enter the same date used in the Ledger Account balance setup.
8. In the Description text box, type Start Up.
9. In the Cost Code text box, enter the cost code.
10. In the Cost Type list, click the cost type.
11. In the Cost text box, enter the amount.
12. On the File menu, click Save.
Be sure to select the correct posting period.
You can void historical job cost records.
Methods for entering historical equipment revenue records
Equipment revenue records provide information about the income generated by equipment. You can analyze revenue generated by a piece of equipment and adjust cost recovery rates to maintain profitability. Equipment revenue records do not impact the general ledger.
Look over each of the methods outlined below. Method 1 is by far the simplest, but it is also the most limited for reports. Method 2 is the most commonly used method. Method 3 provides the most detail, but requires more time and effort.
Method 1
For each piece of equipment, enter one equipment revenue record. Determine the amount from the total revenue to date for the equipment at the time when the general ledger was set up.
Because you are entering a single amount that may cover many cost codes, create a special cost code for this purpose. You might name the cost code something like Unassigned or Lump Sum or
Start Up.
Reports based on cost codes or accounting periods do not contain any detailed data.
Method 2
For each piece of equipment, enter one equipment revenue record for each cost code. Determine the amount from the total revenue from the total revenue to date for each cost code for each piece of equipment at the time when the general ledger was set up.
Provides reports with an accurate breakdown of costs for each cost code. Reports based on accounting periods do not contain any detailed data.
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Method 3
For each piece of equipment, enter an equipment revenue record for each cost code in the prior fiscal year and another revenue record for the current fiscal year. First, determine the accumulated costs for each cost code in the prior fiscal year. Then enter a separate revenue record for each cost code. Post each record to period 0.
Next, determine the accumulated revenue for each cost code in the current fiscal year. Then enter a separate revenue record. Post each record to the appropriate accounting period.
Suppose you are starting up in period 7. Determine the accumulated revenue of each cost code in each period. Then enter a revenue record for each cost code in periods one through six.
Reports will contain an accurate breakdown of costs for each cost code except in Journal reports or
Current Cost Summary reports.
8-3 Equipment Records
About equipment
In the 8-3 Equipment window, you can create an equipment record to help manage billing and maintenance. By supplying the loan information, you can create loan payments and post depreciation.
For each piece of equipment, determine its cost recovery rate based on the ownership and maintenance costs. When you enter payroll or equipment allocation records, Sage Master Builder uses the cost recovery rate to create the appropriate job or equipment cost records. Using the cost records, you can review the profitability of equipment.
Entering equipment records
To enter an equipment record:
4. Open 8-3 Equipment.
5. In the data control text box, enter the equipment number.
6. In the Short Name text box, enter the short name of the equipment.
7. In the Description text box, enter the description of the equipment.
8. On the Equipment Information tab, do the following:
9. In the Serial# text box, enter the equipment’s serial number.
10. In the License# text box, enter the license number.
11. In the PUC# text box, enter the Public Utility Commission number for the equipment.
12. In the Interest Acct text box, enter the ledger account number for equipment loan interest.
13. In the Deprec Acct text box, enter the ledger account number for equipment depreciation.
14. In the Department text box, enter the department number.
15. In the Status list, click the status of the equipment.
16. In the Equip. Type list, click the type of equipment.
17. In the Last Location text box, enter the location where the equipment was last used.
18. In the Purchased text box, enter the date when you purchased the equipment.
19. In the Original Hours text box, enter the number of hours of use when you purchased the equipment.
20. In the Original Miles text box, enter the number of miles of use when you purchased the equipment.
21. In the Hours text box, enter the current hours of equipment use.
22. In the Miles text box, enter the current miles of use.
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23. In the Loan Type list, click the type of loan you have for the equipment.
24. In the Lender text box, enter the vendor number of the lender.
25. In the Loan# text box, enter the loan number.
26. In the Interest Rate text box, enter the loan’s interest rate.
27. In the Payment text box, enter the monthly payment amount for the loan.
28. In the Pay Date text box, enter the next due date for payment.
29. In the Depreciation text box, enter the flat amount to depreciate.
30. Calculate the cost recovery rate.
31. On the File menu, click Save.
TIP:
You can store an image of the equipment with an equipment record.
Setting up equipment types
You can set up a list of equipment types, allowing you to categorize equipment. The following is an example of equipment types.
2
3
Equip Type # Type Name
1 Forklift
4
Boom truck
Loader
Platform lift
To set up equipment types:
6. Open 8-3 Equipment.
7. Next to the Equip. Type text box, click the detail button.
8. In the Equipment Type# text box, enter the number.
9. In the Type Name text box, enter a description of the type.
10. Repeat steps 3–4 for each type.
11. On the File menu, click Save.
Deleting equipment records
To delete an equipment record:
4. Open 8-3 Equipment.
5. Using the data control, select the record.
6. On the Edit menu, click Delete Equipment.
Costs of Operation
About costs of operation
In 8-3 Equipment on the Cost Recovery/Rental Rates tab, under Cost of Operation, enter the costs to operate the equipment per unit of use. Include the labor costs for the fueling and maintenance work, but do not include the labor costs for equipment operation. The labor costs associated with equipment operation are handled through payroll.
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When you calculate the rates, Sage Master Builder computes the total operating costs per unit and displays that rate in the Operating Total text box.
About equipment cost recovery
You can remove the guesswork associated with recovering equipment costs. On the Cost
Recovery/Rental Rates tab of 8-3 Equipment, you can provide the cost to own and operate the equipment for a resource consumption period as well as the estimated use for the resource consumption period. You can then compute an estimated per-unit rate to recover costs.
Through the cost recovery rate, you post the costs for owning and operating equipment to the job.
The accounting transaction posts a debit to the Job Expenses account in the Direct Expense range, and a credit to the Equipment Revenue controlling account in the Equipment/Shop
Expense range. The transaction increases direct expenses and reduces overhead expenses, resulting in a more realistic view of job profits. At the same time, Sage Master Builder creates a job cost record and an equipment revenue record.
To determine the cost recovery rate, project the use and costs that you can expect based on records from previous years. Do not include the cost of labor in the operational costs because job costs created in Sage Master Builder include the equipment operator’s time. It is a good idea to review the cost recovery rate every year and make adjustments. If you discover that the equipment use is considerably higher or lower than expected, evaluate the cost recovery rates sooner.
About rental units
Some contractors rent out their equipment to other contractors. You can charge the client a flat fee using billing rate while tracking job costs using the cost recovery rate. Sage Master Builder uses the billing rates from the Cost Recovery/Rental Rates tab in the 8-3 Equipment window.
Billing Unit Description
1-Hours Creates a charge using the hourly rate.
2-Days
3-Weeks
Creates a charge using the day rate.
Creates a charge using the weekly rate.
4-Months
5-Miles
Creates a charge using the monthly rate.
Creates a charge using the per-mile rate.
Creates a charge using the mobilization rate.
6-Mobilization
Do not make an entry to the Operated Rental,
Standby Rental, or Idle Rental cells.
7-Not Billable
The cost does not appear on time and materials invoices.
Do not make an entry to the Operated Rental,
Standby Rental, or Idle Rental cells.
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Entering costs to determine recovery rates
To enter costs to determine a recovery rate:
4. Open 8-3 Equipment.
5. Using the data control, select the equipment.
6. Click the Cost Recovery/Rental Rates tab.
7. Under Resource Consumption, do the following:
8. In the Start Date box, enter the beginning date of the resource consumption period.
9. In the End Date box, enter the ending date of the resource consumption period.
10. In the Start Value box, enter the worth of the equipment at the beginning of the resource consumption period.
11. In the Ending Value box, enter the estimated worth of the equipment at the end of the resource consumption period.
12. Under Estimated Use, do the following:
13. In the Unit list, click the unit of measurement by which you track usage.
14. In the Estimated Use box, enter the projected number of units of use during the resource consumption period.
15. Under Costs of Ownership, do the following:
16. In the Insurance box, enter the amount you pay for insurance during the resource consumption period.
17. In the Tax/License box, enter the amount of total fees for taxes and licenses during the resource consumption period.
18. In the Inspection box, enter the amount for inspections during the resource consumption period.
19. In the Storage box, enter the amount for storing the equipment during the resource consumption period.
20. In the Overhaul box, enter the estimated amount for major repair work during the resource consumption period.
21. In the Financing box, enter the amount you pay in loan interest during the resource consumption period.
22.
In the Cost of Capital box, enter the amount of potential interest lost to investment in equipment during the resource consumption period.
By investing in equipment, you have given up the ability to earn money through other investments. To calculate the potential interest lost for the Cost of Capital box, multiply the average equity in the equipment for the resource consumption period by the average yield you cold get on a certificate of deposit.
23. In the Other Cost box, enter any additional costs per unit not otherwise covered.
24. Under Cost of Operation, do the following:
25. In the Fuel and Oil box, enter the cost per unit for fuel and oil.
26. In the Oil Change box, enter the cost per unit to change the oil.
27. In the Fluid Change box, enter the cost per unit to change the fluids.
28. In the Maintenance box, enter the cost per unit for maintenance.
29. In the Tires box, enter the cost per unit for tires.
30. In the Minor Repair box, enter the cost per unit for minor repairs.
31. In the Other Cost box, enter any additional costs per unit not otherwise covered.
32. In the Mobilization Rental Rate box, enter the flat rate to charge for equipment mobilization.
33. On the menu bar, click Calculate.
34. Enter the cost recovery and rental rates.
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Entering cost recovery and rental rates
Cost recovery is the cost of owning and operating a piece of equipment on a per-unit basis and changing that cost to on-going projects. As equipment is changed to projects, you are recovering its costs.
To enter cost recovery and rental rates:
5. Open 8-3 Equipment.
6. Using the data control, select the equipment.
7. Click the Cost Recovery/Rental Rates tab.
8. Under Cost Recovery, enter the rates at which you recover costs. These rates can differ from the rates displayed under Actual Cost.
9. Under Hourly/Mileage Rental Rate, enter the hourly or per mile billing rates.
10. Under Daily Rental, enter the billing rates per day.
11. Under Weekly Rental, enter the billing rates per week.
12. Under Monthly Rental, enter the billing rates per month.
13. On the File menu, click Save.
About estimated use
In 8-3 Equipment on the Cost Recovery/Rental Rates tab, under Estimated Use, select the unit of measurement, and enter the amount of use expected over the resource consumption period.
When selecting the unit of measurement, consider how you track and report the actual use.
Contractors often charge by the hour for large equipment such as backhoes and dump trucks, but charge by the day for pickups or large compressors.
To estimate the use, examine previous equipment records spanning the same amount of time as the indicated resource consumption period. In the estimate, include only equipment use. Ownership costs already include idle time, you do not need to include these costs in the estimated use. Likewise, do not include transport time as the job estimate usually covers these costs separately.
About resource consumption
In 8-3 Equipment on the Cost Recovery/Rental Rates tab, under Resource Consumption, enter the starting and ending date of the resource consumption period, and the value of the equipment at the start and end of the resource consumption period.
The starting value represents the current street value and the ending value represents an estimate of the equipment’s worth at the end of the resource consumption period. In the Value Consumed box, Sage Master Builder displays the amount of change in real market value at the end of the resource consumption period.
Suppose you own a D4 bulldozer worth $40,000 at the start of the year that will be worth $37,500 at the year-end. The consumed value is $2,500 for the year.
NOTE:
The consumed value, the difference between the starting and ending values, does not represent the depreciated value of the equipment.
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About costs of ownership
In 8-3 Equipment on the Cost Recovery/Rental Rates tab, under Cost of Ownership, enter all the costs that you incur over the resource consumption period resulting from ownership.
o o
In the Overhaul box, you can enter the cost of major repair work. It can be difficult to estimate the cost of major repairs; use an average cost if the data is available.
In the Cost of Capital box, you can enter the cost of having the money invested in equipment. By investing the money in equipment, you lose the ability to earn additional money through other types of investments. To determine the cost of capital for equipment, multiply the average equity in the equipment for the resource consumption period by the average yield you could expect from a certificate of deposit.
If you own a backhoe, for example, you might have an average equity of $25,000 for the year. If you had placed that money in a safe investment with a 10% return, your cost of capital would be $2500
(25,000 x 10%).
When you calculate the rates, Sage Master Builder computes the actual cost of owning the equipment per unit of use, (total cost of ownership + value consumed) / estimated use = ownership rate, and displays the rate in the Ownership Rate text box.
Entering equipment maintenance
You can schedule and track the maintenance of each piece of equipment.
To enter equipment maintenance:
5. Open 8-3 Equipment.
6. Using the data control, select the equipment.
7. On the Options menu, click Maintenance.
8. In the Description text box, enter a brief statement about the maintenance.
9.
In the Cost Code text box, enter the cost code for the work performed.
IMPORTANT:
Sage Master Builder updates the equipment maintenance schedule when you final-compute the payroll records. The cost code in the payroll records must also be found in the equipment maintenance table.
10. If you base the performance of maintenance on a cycle of days, do the following:
1. In the Complete Date text box, enter the date when maintenance is completed.
2. In the Cycle Days text box, enter the number of days in the service cycle.
3. In the Schedule Date text box, enter the date when to perform the maintenance.
11. If you base the performance of maintenance on a cycle of units, do the following:
1. In the Comp Units (completed units) text box, enter the number of units when the service is actually performed.
2. In the Cycle Units text box, enter the number of units in the service cycle.
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3. In the Schedule Units text box, enter the next number of units when to perform the maintenance.
12. In the Employee text box, enter the employee number who performed the maintenance.
13. On the File menu, click Save.
Expensing Small Tools and Small Equipment
Using expense pools to recover costs for small tools or equipment
Small tools such as brooms, saws, nail guns, and shovels are always used on projects. Attempting to recover individual costs for small items proves cumbersome. By grouping small tools together into expense pools, you can track the cost for the group of items and post the costs as a direct expense.
In payroll, you can set up a payroll calculation to allocate small tool costs. First, determine the total cost for small tools, including costs for maintenance, during a resource consumption period.
Separately, establish the total number of man-hours spent working jobs during the same resource consumption period. Then divide the total of the small tool costs by the total man-hours to determine the hourly cost recovery rate.
IMPORTANT:
To ensure its accuracy, you should evaluate the cost recovery rate routinely.
To set up an expense pool:
7. Open 5-3-1 Payroll Calculations.
8. Set up a payroll calculation with the following criteria:
1. In the Calculation Method list, click 8-Per Hour (all hours).
2. In the Default Rate cell, enter the cost recovery rate.
3. In the Credit Account cell, enter the Overhead ledger account number to which tool purchases are posted.
9.
Update the calculation to all employees:
When you enter a timecard, Sage Master Builder uses the employee’s hours to compute and allocate job costs for the expense pool. The calculation does not affect employee paychecks.
TIP:
By including the per man-hour costs for small tools in estimates, you increase the accuracy of takeoffs.
8-4 Equipment Allocation
About equipment allocation
Use the 8-4 Equipment Allocation window in conjunction with the 5-2-2 Payroll Records window to enter job and equipment cost records. You can enter the operated, standby, and idle time for equipment used at the job site, and you can enter equipment used to repair other equipment.
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In the 5-2-2 Payroll Records window, you can only enter the time an employee spends working at the job site or repairing equipment. When an employee operates equipment at the job site, enter the employee’s time in the 5-2-2 Payroll Records window. Then in the 8-4 Equipment Allocation window, enter the time spent operating the equipment.
When the employee uses a piece of equipment to repair another piece of equipment, enter the equipment repaired and employee’s time in the Payroll Records window. Then in the 8-4
Equipment Allocation window, enter the equipment that was repaired and time spent operating the equipment used in the repair.
The 5-5-1 Daily Payroll Entry window lets you enter all the costs in a single window. Therefore it is not necessary to use the 8-4 Equipment Allocation window.
Entering job costs for equipment time and materials billing
To enter job costs for time and materials billing:
4. Open 8-4 Equipment Allocation.
5. In the Date cell, enter the date of equipment use.
6. In the Description cell, enter a brief statement about the work.
7. In the Job cell, enter the job number.
8. In the Phase cell, enter the phase number.
9. In the Cost Code cell, enter the cost code number.
10. In the Operated Equipment cell, enter the equipment number.
11. In the Operated cell, enter the number of units that the equipment was operated.
12. In the Standby cell, enter the number of units that the equipment was on standby.
13. In the Idle cell, enter the number of units that the equipment was idle.
14. In the Rental Unit cell, enter the number for the type of unit by which you bill the equipment.
15. In the Operated Rental cell, enter the number of units for which you are billing.
16. In the Standby Rental cell, enter the number of units for which you are billing.
17. In the Idle Rental cell, enter the number of units for which you are billing.
18. Repeat steps 2–14 for each piece of equipment for which you want to create a cost record.
19. On the File menu, click Save.
TIP:
In the 6-3 Job Cost window, you can edit the equipment details that Sage Master Builder uses to create time and materials invoices.
Entering equipment costs for repair work
To enter equipment costs for repair work:
4. Open 8-4 Equipment Allocation.
5. In the Date cell, enter the date of equipment use.
6. In the Description cell, enter a brief statement about the work.
7. In the Equipment Repaired cell, enter the equipment number for the repaired equipment.
8. In the Cost Code cell, enter the cost code number.
9. In the Operated Equipment cell, enter the equipment number used to make repairs.
10. In the Operated cell, enter the number of units that the equipment was operated to make repairs.
11. Repeat steps 2–7 for each piece of equipment for which you want to create a cost record.
12. On the File menu, click Save.
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TIP:
When a cost record is incorrect, make an adjusting entry in 8-4 Equipment Allocation.
TIP:
If you attribute too few hours to equipment, create a new cost entry for the difference in the appropriate Operated, Standby, or Idle column.
TIP:
If you attribute too many units to a piece of equipment, create a new cost entry for a negative amount in the appropriate Operated, Standby, or Idle column.
Entering job costs for equipment
To enter job costs for equipment:
4. Open 8-4 Equipment Allocation.
5. In the Date cell, enter the date of equipment use.
6. In the Description cell, enter a brief statement about the work.
7. In the Job cell, enter the job number.
8. In the Phase cell, enter the phase number.
9. In the Cost Code cell, enter the cost code number.
10. In the Operated Equipment cell, enter the equipment number.
11. In the Operated cell, enter the number of units that the equipment was operated.
12. In the Standby cell, enter the number of units that the equipment was on standby.
13. In the Idle cell, enter the number of units that the equipment was idle.
14. Repeat steps 2–10 for each piece of equipment for which you want to create a cost record.
15. On the File menu, click Save.
When a cost record is incorrect, make an adjusting entry in the 8-4 Equipment Allocation window.
If you attribute too few hours to equipment, create a new cost entry for the difference in the appropriate
Operated, Standby, or Idle column.
If you attribute too many units to a piece of equipment, create a new cost entry for a negative amount in the appropriate Operated, Standby, or Idle column.
8-5 Equipment Payments
About equipment payments
In the 8-5 Equipment Payments window, you can print checks for equipment payments. When an equipment payment is due, Sage Master Builder automatically sets the amount to pay using the financial information established in the equipment record.
To set Sage Master Builder to print a check for a piece of equipment, select the equipment, and then click the Pay button. If you decide not to make the equipment payment at this time, select the equipment, and then click the No Pay button.
8-6 Equipment Depreciation
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When you print a check for an equipment payment, Sage Master Builder decreases the loan balance by the check amount and advances the due date. When the loan balance reaches 0, the equipment record no longer appears in the Equipment Payments window.
Selecting equipment for payment
To select equipment for payment:
4. Open 8-5 Equipment Payments.
5. Select the equipment, and click the Pay button.
6. On the File menu, click Print Checks.
NOTE:
When you print an equipment check, Sage
Master Builder decreases the loan balance by the check amount and advances the due date.
8-6 Equipment Depreciation
About equipment depreciation
In the 8-6 Equipment Depreciation window, you can post the depreciation for equipment. You can change or delete the amount to depreciate, and you can post depreciation to specific pieces of equipment.
When you save a record in 8-6 Equipment Depreciation, Sage Master Builder posts the depreciation for each piece of equipment with the amount in the Depreciation cell.
Posting equipment depreciation
To post equipment depreciation:
4. Open 8-6 Equipment Depreciation.
5. On the Options menu, click Post Depreciation.
When the depreciation posts, a message window appears confirming that the depreciation has been posted.
TIP:
You can change the amount of depreciation for a piece of equipment. Select the equipment, and enter the new amount in the Depreciation cell.
Posting depreciation for specific pieces of equipment
You may have to post depreciation on specific pieces of equipment from time to time.
To complete this task, you may have to remove the depreciation values for equipment. Consider writing those values down so that they can be put back after posting the specific pieces of equipment.
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To post depreciation on specific pieces of equipment:
6. Open 8-6 Equipment Depreciation.
7. In the Depreciation column, remove the values for equipment that you do not want to post
8. In the Depreciation column, keep or change the values for the equipment that you do want to post.
9. As needed, click the Change the posting period button to change the Period.
10. Click the Post button.
When the depreciation posts, a message window appears confirming that the depreciation has been posted.
8-7 Equipment Revenue
About equipment revenue
In the 8-7 Equipment Revenue window, you can review the revenue generated by a piece of equipment. When you allocate equipment to a job, Sage Master Builder creates two records: a job cost record and an equipment revenue record. The job cost record reflects the cost of using the equipment on a particular job; the revenue record reflects the value earned by the equipment.
By tracking the revenue produced by a piece of equipment, you can review its profitability and refine the cost recovery rates. In 8-7 Equipment Revenue, you can review and edit existing revenue records. If a text box is shaded, you cannot directly edit the data. Enter an adjusting entry through 8-
4 Equipment Allocation.
IMPORTANT:
Sage Master Builder does not create equipment cost or revenue records from time and materials invoices.
Entering historical equipment revenue records
When billing for time and materials, Sage Master Builder uses the billing rates in place of the cost recovery rates and does not create cost and revenue records.
To enter a historical equipment revenue record:
5. Open 8-7 Equipment Revenue.
6. In the Equipment text box, enter the equipment number.
7. In the Trans# text box, type Start Up.
8. In the Date text box, enter the date.
9. In the Description text box, type Start Up.
10. In the Cost Code text box, enter the cost code.
11. In the Revenue text box, enter the revenue generated by the equipment.
12. On the File menu, click Save.
Voiding equipment revenue records
IMPORTANT:
You can only void an equipment revenue record that originates in 8-7 Equipment
Revenue. If you need to void an equipment revenue record that originated elsewhere, you must void it in the window where you created it.
To void an equipment revenue record:
5. Open 8-7 Equipment Revenue.
6. Using the data control, select the record.
7. On the Edit menu, click Void Equipment Revenue.
8-7 Equipment Revenue
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Chapter 9: 9-Estimating
Working with estimating, assemblies, and parts
Full functionality is only available if you have purchased the Estimating Add-On Module .
You can boost your profitability by creating more accurate plan takeoffs and estimates. These estimates can be used to generate proposals, budgets, purchase orders, subcontracts automatically because Sage Master Builder is completely integrated. You can update your parts prices using spreadsheets supplied by vendors, distributors or parts services.
You can save job estimates as templates for future use and take advantage of simple formulas to further streamline the estimating process and improve accuracy. The Sage Master Builder
Estimating module provides tools for you to selectively factor in cost increases, lock prices to prevent accidental edits, and add notes for clarity.
There are special tools for homebuilders and remodelers. The Estimating module comes with a start-up database with thousands of parts and assemblies. Assemblies are collections of parts and materials that can be quantified with a single entry.
Sage Master Builder’s Estimating module also includes the following features: o o o
Update parts information from your vendors.
Organize your estimates by custom bid items and phases into workflow or billing requirements.
You can fully integrate your estimating data, including full material, labor, equipment, and subcontract details with scheduling, project management, and accounting functions.
What is assembly estimating?
This functionality is only available if you have purchased the Estimating Add-On Module .
Assembly estimating is a simple, accurate way to create takeoffs. It also streamlines the management of material costs, quotes, and ordering because each assembly includes all the necessary parts and labor to complete a unit of work.
For example, an interior door assembly might include the door, frame, hinges, trim, doorknob, shims, and nails, and the quantity of each part necessary to complete the work. When creating a takeoff, you can insert the interior door assembly instead of each of the individual parts needed. You only need to then enter the quantity of interior door assemblies needed in the project. When you compute the takeoff, Sage Master Builder determines the total number of parts needed to complete the door assemblies.
Assembly estimating is more precise and useful than unit price estimating, which only provides a flat rate per unit of measurement. Suppose you are estimating costs to frame a house, and the cost of nails has increased recently. Unit price estimating makes it difficult to calculate the new cost per unit
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Assembly estimating makes it easier to keep costs up to date. When you update the parts database or a portion thereof, Sage Master Builder also updates the part costs in the assemblies, ensuring that you will use the most current costs when you create a takeoff.
To increase the accuracy of your takeoffs, you can create part records for labor costs. As you build the assemblies, include the appropriate labor parts. In some instances, you might need to add several different part records for labor to account for the different types of work required. An assembly for installing a sink, for example, might include labor for setting the cabinet, roughing in the plumbing, installing wiring for a disposer unit, and setting the sink and finishing the plumbing.
Assembly estimating has many benefits: o o o o o o
Each assembly contains all the necessary parts. It becomes impossible to forget parts that are used infrequently.
You can generate complete parts lists from the takeoff, which lets you obtain materials quotes before submitting the final bid.
You can adjust prices according to difficulty factors or site-specific conditions.
Creation of purchase orders directly from the takeoff, eliminating errors often encountered in unit price takeoffs or separate materials billing processes.
The accuracy of takeoffs increases as you refine the assemblies.
You can build a library of modified assemblies.
Pre-Built Data Sets
Home Builder Data
About Home Builder estimating data
This functionality is only available if you have purchased the Estimating Add-On Module .
When you create a new company and build a chart of accounts in the 1-8 General Ledger Setup window, you can automatically install the Home Builders’ set of data. Estimating data can be used as a starting point for your takeoffs, saving you time when creating estimates. This includes a specialized chart of accounts, cost codes, tasks and the following estimating data: o o o o
Parts
Assemblies
Part/Assembly Classes
Takeoff Grid files
When you install the estimating data, you will be prompted with a message to select the lumber species to be used to create the installed assemblies and grids.
You should choose the species that you most commonly work with.
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Setting up Home Builder Accounts
This functionality is only available if you have purchased the Estimating Add-On Module .
When you select the Home Builder Accounts from 1-8 General Ledger Setup, Sage Master
Builder automatically sets up the account ranges, controlling account numbers, posting account numbers, and then creates the ledger accounts. You can then modify the ledger setup to meet your particular needs. However, you will then need to edit the ledger accounts to match any changes made in the 1-8 General Ledger Setup window.
After setting up the chart of accounts, you can edit account numbers, delete unnecessary accounts, and set up controlling accounts for subsidiary accounts or departments in the Ledger Accounts window. If you changed a controlling or posting account number in 1-8 General Ledger Setup, you must also change the ledger account number.
IMPORTANT:
The option to install the Home Builders
Accounts is only available when you set up a new company. After ledger accounts have been set up and utilized in any given company, you cannot install a new system of accounts, and you will not see the Options menu anymore.
To set up Home Builder Accounts in the General Ledger:
8. Open 1-8 General Ledger Setup.
9. On the menu bar, click Options, then click Home Builders Accounts.
10. A prompt appears and asks whether you want to install the Home Builder estimating data, tasks, and cost codes. If you select Yes, the Estimating Data Setup window appears.
11. Under Cost Codes, select CSI or Home Builder as your base cost code list. You can modify this later if necessary
12. Under Framing Species, select the wood species to base your estimating data on.
NOTE:
The sample Cost Code list and Task List contain starter sets aimed at meeting the needs of home builders. You may need to modify these lists to better meet your company’s needs.
Remodeler Data
About Remodeler estimating data
This functionality is only available if you have purchased the Estimating Add-On Module .
When you create a new company and build a chart of accounts in the 1-8 General Ledger Setup window, you can automatically install the Remodelers set of data. Estimating data can be used as a starting point for your takeoffs, saving you time when creating estimates. This includes a specialized chart of accounts, cost codes, tasks and the following estimating data:
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Parts
Assemblies
Part/Assembly Classes
Takeoff Grid files
NOTE:
When you install the estimating data, you will be prompted with a message to select the lumber species to be used to create the installed assemblies and grids. You should choose the species that you most commonly work with.
Setting up Remodeler Accounts
This functionality is only available if you have purchased the Estimating Add-On Module .
When you select the Remodeler Accounts from the 1-8 General Ledger Setup, Sage Master
Builder automatically sets up the account ranges, controlling account numbers, posting account numbers, and then creates the ledger accounts. You can then modify the ledger setup to meet your particular needs. However, you will then need to edit the ledger accounts to match any changes made in the 1-8 General Ledger Setup window.
After setting up the chart of accounts, you can edit account numbers, delete unnecessary accounts, and set up controlling accounts for subsidiary accounts or departments in the Ledger Accounts window. If you changed a controlling or posting account number in General Ledger Setup, you must also change the ledger account number.
IMPORTANT:
The option to install the Remodeler
Accounts is only available when you set up a new company. After ledger accounts have been set up and utilized in any given company, you cannot install a new system of accounts.
To set up Remodeler Accounts in the General Ledger:
8. Open 1-8 General Ledger Setup.
9. On the menu bar, click Options, then click Remodeler Accounts.
10. A prompt appears asking you whether you want to install the Remodeler estimating data, tasks and cost codes.
11. Click Yes.
12. The Estimating Data Setup window appears.
13. Do the following:
14. Under Cost Codes, select CSI or Remodeler as your base cost code list. You can modify this later if necessary.
15. Under Framing Species, select the wood species upon which to base your estimating data.
NOTE:
The sample Cost Code list and Task List contain starter sets aimed at meeting the needs of remodelers. You may need to modify these lists to better meet your company’s needs.
9-1 Takeoff Reports
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9-1 Takeoff Reports
Appendix B - List of estimating reports
Link to a list of all the estimating and takeoff reports.
9-2 Parts
About 9-2 Parts
The complete parts and assembly functionality is only available if you have purchased the Estimating
Add-On Module .
The Inventory functionality is only available if you have the Inventory Add-On Module .
The Service Receivables functionality is only available if you have purchased the Service
Receivables Add-On Module .
In the parts database you can manage costs, track part inventories, and even assign an image to individual part records. You do not have to limit part records to building materials; you can even create part records for labor costs. To set up a parts database, enter the parts manually or import an existing database. If you subscribe to a part pricing service, you can update the prices in the parts database as you receive the latest service updates.
For each part record, you can set up a list of parts vendors that indicates the vendor with whom you prefer to do business. When creating a takeoff, Sage Master Builder can select the preferred vendors for parts.
With inventory locations, Sage Master Builder tracks the total inventory that you currently have.
When using the Inventory module, Sage Master Builder reduces the quantity on hand when you assign parts status 4-Shipped. If you are using Service Receivables, Sage Master Builder reduces the part quantity on hand based on invoices with status 1-Open, 2-Review, 3-Dispute, or
4-Paid.
With service work, parts use a billing price. When you indicate a part in the Service Receivables module, Sage Master Builder uses the billing price instead of the cost price.
Entering parts
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have purchased the Estimating Add-On Module , or the
Inventory Add-On Module or the Service Receivables Add-On Module .
Consider the following points before entering parts: o o o o o
If you are entering dimensional lumber, enter the lumber dimensions following a specific format.
Parts that inventory activity or quantity remaining cannot be deleted from the system until yearend.
You can create part records for labor parts.
You can include an image of the part.
You can include the location of a specifications document.
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To enter a part:
8. Open 9-2 Parts.
9. Do the following:
1. In the data control text box, enter the part number.
2. In the Description text box, enter the part name.
3. In the Alpha Part# text box, enter the vendor’s part number.
4. In the Manufacturer text box, enter the manufacturer’s name.
5. In the Man Part# text box (manufacturer’s part number), enter the part number assigned by the manufacturer.
6. In the Unit text box, enter the unit of measurement.
7. In the Part Class text box, enter the part class number.
8. In the Cost Code text box, enter the default cost code to use with takeoffs.
10. In the Cost Type list, click the cost type.
11. In the Task text box, enter the task number for scheduling and critical path management.
12. In the MSDS# text box (Material Safety Data Sheet number), enter the MSDS number for the part.
13. Under Labor Part, do the following:
1. In the Labor Part# text box, enter the associated labor part.
2. In the Quantity text box, enter the quantity.
14. Under Cost/Billing, do the following:
1. In the Default Cost text box, enter the cost of the part.
2. In the Last Updated text box, enter the date when you last updated the part price. When you import or update a part, Sage Master Builder automatically changes the date.
3. In the Markup % text box, enter the markup rate.
4. In the Billing Amount text box, enter the default billing amount.
15. Under Inventory/Ordering, do the following:
1. If the part is normally kept in stock by your company, select the Stock Item check box. The inventory valuation method must be designated in order to select this option. After the check box is selected and activity has occurred for that part in the system, the check box will be unavailable and cannot be cleared.
2. If the part uses serial numbers, click the Serialized Item check box.
3. If it is mandatory that the part come from inventory, click the Required from Inventory check box.
16. In the Default Location text box, enter the inventory location.
17. In the Reorder Quantity text box, enter the level of inventory at which you need to reorder the part.
18. In the Bin# text box, enter the number of the bin where the part is located.
19. In the Minimum Order Qty (quantity) text box, enter the minimum number of parts to order.
20. In the Package Quantity text box, enter the number of parts contained in a package. When using this part in a takeoff, Sage Master Builder rounds up the quantity to the next package of parts.
21. In the Unit Weight text box, enter the shipping weight.
22. Under Service Equipment, do the following if the part is used in service work:
23. If you want to add the part to a client’s equipment list, select the Service Equipment Item check box.
24. In the OEM Warranty Duration text box, enter the number of months of the OEM warranty.
25. On the File menu, click Save.
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About the check boxes in the 9-2 Parts window
The complete parts and assembly functionality is only available if you have purchased the Estimating
Add-On Module .
The Inventory functionality is only available if you have the Inventory Add-On Module .
The Service Receivables functionality is only available if you have purchased the Service
Receivables Add-On Module .
Inventory/Ordering section
o o o
Stock Item: Indicates the part is normally carried in your inventory.
Serialized Item: Indicates the part uses a serial number. When you receive parts, Sage Master
Builder requires you to provide the serial number for each part.
Required from Inventory: Requires you to enter a service location on the work order or invoice.
Service Equipment section
o Service Equipment: Adds the part to a client’s list of service equipment in the client record.
Including part notes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
When you include part notes, the notes appear in the Notes column.
To include part notes, on the Options menu, click Include Parts Notes.
Assigning specifications files to part records
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Parts may need to have specifications files associated with them. You may assign specifications files to parts using the 9-2 Parts window.
To assign a specifications file to a part record:
6. Open 9-2 Parts.
7. In the left pane, above the Labor Part area, locate the Spec File box.
8. Click the drop-down arrow.
9. The Assign File window opens.
10. Click the drop-down arrow by the Look in text box, and select the specification file.
11. Click Open.
12. The path to the specifications file appears in the Spec File box. When accessing this part subsequently, you can use the Spec File drop-down arrow to access the specification file.
About creating part records for items other than materials
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or the
Service Receivables Add-On Module .
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You can create part records for subcontractors, equipment, labor, general requirements, or other miscellaneous items. You can then include those items in assemblies or as individual items in the takeoffs to increase their accuracy.
o o o o
Subcontracts: For each type of subcontractor, create a part record that does not include a cost.
When you add the subcontract part to the takeoff, you can then supply an estimated price based on the scope of the project, or enter the subcontractor’s bid.
Equipment: For each piece of equipment, create a part record. Use the part’s cost recovery rate as the cost in the part record.
Labor: For each employee position, create a part record.
General Requirements: For each requirement such as permits or temporary facilities, create a part record. If the item has a fixed amount, you can enter the amount in part record as its cost. If the amount changes on a job to job basis, you can supply the price in the takeoff when you add the part.
Parts Inventory
About taking inventory of parts
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
For a selected part, you can view a breakdown of its quantities by inventory location. The breakdown also provides the quantity available for use, when stock was last added or removed, and the date when inventory was last taken. For serialized parts, you can also view a list of the serial numbered parts assigned to a specific inventory location.
Viewing the inventory for parts
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
To view the inventory for a part:
6. Open 9-2 Parts.
7. Using the data control, select the part.
8. Click the Inventory button.
To view the inventory for a different part, use the data control.
About parts inventory status
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
Description Column
Quantity On
Hand
Displays the total quantity of stock in the location.
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Column Description
Quantity
Available
Last Stocked
Date
Last Picked
Date
Last Count
Date
Must Count
Beginning
Quantity
Minimum
Restock Level
Maximum
Restock Level
Displays the quantity of stock available. If you place a hold on stock, Sage Master Builder does not include it in the quantity available.
Displays the date when you last added inventory to the location.
Displays the date when you last removed inventory from the location.
Enter the date when inventory was taken last.
This is for reference only.
Enter Yes if you are to count the part during inventory.
Enter No if you do not include the part when taking inventory.
Displays the quantity on hand at the start of the fiscal year.
When you close the accounting books at the fiscal year-end, Sage Master Builder assigns the quantity on hand to the Beginning Quantity column.
Enter the minimum quantity to keep in stock.
This is for reference only.
This is for reference only.
Viewing serial numbers of parts in an inventory location
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
To view serial numbers of parts in an inventory location:
6. Open 9-2 Parts.
7. Using the data control, select the part.
8. Click the Serial# button.
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Barcodes
About barcodes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
Sage Master Builder uses the part record number for the barcode. You can also use barcodes to track inventory if you have the Inventory add-on module.
Selecting the barcode format
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
To select the barcode format:
6. Open 9-2 Parts.
7. On the Options menu, select Default Barcode Format.
8. At the bottom of the Default Barcode Format window, click the drop-down arrow to display the list of choices.
9. Make a selection, then click OK.
NOTE:
Sage Master Builder uses the part record number for the bar coding.
Viewing the barcode format
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
To view the barcode format:
6. Open 9-2 Parts.
7. Using the data control, select the part.
8. On the Options menu, click View Barcode.
Changing part numbers into barcodes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have the Inventory Add-On Module .
Sage Master Builder can interpret part numbers to appear as barcodes using special barcode fonts.
There are two barcode fonts that install with Sage Master Builder. They are BC C39 3 to 1 HD
Wide and BC UPC HD Wide. When you edit the font for tkfprt.recnum to one of the barcode fonts, then it appears as a barcode in a report and can be printed as a label.
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To change part numbers into barcodes on a report:
7. Open 9-2 Parts.
8. Click the Print Records button.
9.
The 9-2 Report Printing window opens.
Create a report using the part description.
For example, you can use report 21-Part Record as a starting point, and then save it with a different name.
10. In the Report Printing window, click the Modify Report button.
11. The Report Writer window opens.
12. Select the tkfprt.recnum field, then click Edit the font for the text area.
13. Select one of the barcode fonts, for example, BC C39 3 to 1 HD Wide, then click OK.
14. Save the report, then close the Report Printing window.
15. From the 9-2 Report Printing window, click the Print Record to Screen button to preview the report.
16. The part number now appears as a barcode.
Vendor Pricing
About vendor pricing
This functionality is only available if you have purchased the Estimating Add-On Module .
In each part record, you can set up a table of vendors, their material part numbers, and prices. Each vendor can be assigned a preference number. When creating a takeoff, you can have Sage Master
Builder determine which vendor is preferred or which vendor has the lowest price, and insert the appropriate vendor and cost in the takeoff.
In the 9-7 Maintain Parts Database window, you can assign whole lists of vendors to part records, part classes, or the entire parts database. Then in each part record, you can assign the material part numbers and prices.
Entering vendor prices for part records
This functionality is only available if you have purchased the Estimating Add-On Module .
To enter vendor prices for a part record:
5. Open 9-2 Parts. Using the data control, select the part.
6. On the Options menu, click Vendors.
7. In the Preference# text box, enter the vendor preference number.
8. In the Vendor text box, click the drop-down arrow to open a Lookup window, and select a vendor.
9. In the Order# text box, enter the material part number for the vendor.
10. In the Disc. Rate text box, enter the vendor’s discount rate for the part.
11. In the Price text box, enter the part cost from that vendor.
12. Click in the Last Update text box to automatically insert the date that the part was last updated.
13. Repeat steps 4–5 for each vendor.
14. In the File menu, click Save.
15. Repeat steps 2–10 for each part.
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TIP:
You can change the preference numbers or even delete a vendor. Such changes, however, are specific to the part record and do not affect the list of vendors in other part records.
9-3 Assemblies
About assemblies
Complete functionality is only available if you have purchased the Estimating Add-On Module .and
the Service Receivables Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
An assembly represents a collection of parts necessary to complete a single unit of work. For example, an interior door assembly can include the door, frame, hinges, trim, doorknob, shims, and nails. Some other examples of assemblies are kitchen cabinets, linear feet of wall, door installation, window installation, roof framing, roofing installation, bathtubs, showers, pipe runs per foot, and conduit runs per foot.
For each part in an assembly, provide the quantity of the part needed to complete the work.
Otherwise, Sage Master Builder sets the part’s quantity to 0. If labor, equipment, or subcontractors are set up as parts, you can include them in assemblies as well.
When you insert the assembly in a takeoff, all the parts in the assembly also display. You can then enter the number of assemblies required and have Sage Master Builder calculate the extended quantity of parts.
Suppose the project plans show five interior doors. In the takeoff, insert the interior door assembly and enter 5 as the assembly quantity. When you compute the takeoff, Sage Master Builder computes the extended quantity of parts needed to build five interior door assemblies.
You can also set labor and markup rates for assemblies used in service work. Then for each assembly you can set its flat rates. When you insert an assembly in a work order or invoice in the
Service Receivable Invoices window, Sage Master Builder uses the flat rate.
More information about assemblies
This functionality is only available if you have purchased the Estimating Add-On Module .
Before setting up any assemblies, think about your methods for creating takeoffs, and consider how to build, organize, and use the assemblies. You can include formulas, waste factors, and parts for items other than building materials—such as labor, equipment, and subcontracts.
Some assemblies might not require certain parts to complete the work. As a rule, include a part in an assembly if you need it at least 5% of the time. It is easier to delete unnecessary parts than it is to remember to add those seldom-used parts.
You can also include part records for labor. Because an assembly contains the parts for an entire unit of work, include the labor parts for the different types of work performed. An assembly for
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Chapter 9 436 installing a sink, for example, might include labor parts for setting the cabinet, roughing in the plumbing, installing wiring for a disposer unit, and setting the sink and finishing the plumbing. For each labor part, set the quantity equal to the time required to complete the work for that portion of the task.
Assemblies must be practical. Assemblies that encompass too large a portion of a project are unwieldy, and assemblies that contain only one or two parts often provide little help. For example, an assembly for an 1800 square foot, 2 bedroom 2 bath home is too large. Not every 1800 square foot,
2 bedroom 2 bath home is the same. Likewise, a kitchen sink assembly containing a single part, a sink, is too small and is not useful.
There are certain circumstances where one or two items in an assembly are appropriate. For example, when running pipe you might want to use a separate assembly for each type of part (such as ells, unions, and tees) that includes the part and the labor part.
For some types of work, it might be easier to create two assemblies instead of one. Suppose that you perform a great number of water heater installations. You create an assembly that contains the basic parts and labor necessary for the water heater installation except for the water heater itself.
Then you create an assembly for each type of water heater and its associated labor and tankspecific parts. When creating a takeoff for the water heater installation, select the basic installation assembly and then select the specific tank assembly.
Some parts rely on additional information such as a linear or cubic dimension to determine the quantity needed. You can use formulas to compute dimensions, quantities, or prices. You can also use formulas for tasks that produce large amounts of waste materials. Waste materials add to the job costs, and by compensating for waste, takeoffs become more accurate.
You can control whether a part is connected to or disconnected from an assembly, which determines whether Sage Master Builder computes the part’s extended quantity in a takeoff based on the assembly quantity. You can also connect labor parts to an assembly or to a part in the assembly, allowing you to control how Sage Master Builder computes the quantity of labor.
Entering assemblies
Complete functionality is only available if you have purchased the Estimating Add-On Module . and the Service Receivables Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Consider the following points before entering assemblies: l l l l
Include all the items that you might need in the assembly. It is easier to delete unnecessary parts in a takeoff than it is to remember to add seldom-used parts.
You can include an image of the assembly.
You can use the Formula text box to declare the value of variables. In the Formula text box, enter a variable followed by an equal sign (=) and separate each variable using a comma. For example:
SqFt=, LnFt=,.
Do not declare the value of the variables in the assembly. When you enter the assembly in a takeoff, you can enter the values for the variables.
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To enter an assembly:
8. Open 9-3 Assemblies.
9. In the data control text box, enter the assembly number.
10. In the Description text box, enter a brief statement about the assembly.
11. In the Unit text box, enter the unit of measurement.
12. In the Formula text box, enter the assembly formula.
13. In the Assembly Class list, click an assembly class number.
14. Click the Parts Details grid. Then do the following for each part that you need in the assembly:
15. In the Part cell, enter the part number.
16. In the Quantity cell, enter the quantity of parts that you need in the assembly.
17. On the menu bar, click Calculate.
18. Review the assembly.
19. On the File menu, click Save.
Entering markups for assemblies
Complete functionality for the Mark Up tab is only available if you have purchased the Service
Receivables Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Note that you can save the markup information without applying it to any assembly classes by clicking the Save button.
To enter markups for assemblies:
7. Open 9-3 Assemblies.
8. Enter the travel, technician, and assistant time.
9. Click the Markups tab.
10. In the Apply to Class boxes, enter the range of assembly classes to which you want the markup rates to apply.
11. Under Calculation Options, do any of the following:
1. Select the Use New Part Prices check box to use the last cost from the part records.
2. Select the Apply Labor Rates check box to assign the labor rates indicated under Hourly Labor
Rates to all assemblies using flat rate billing.
3. Select the Apply Markups check box to assign the markup rates indicated under Markups to all assemblies using flat rate billing.
12. Under Hourly Labor Rates, do the following:
1. In the Travel box, enter the hourly labor rate for travel time.
2. In the Technician box, enter the hourly labor rate for a technician.
3. In the Assistant box, enter the hourly labor rate for an assistant.
13. Under Markups, do the following:
1. In the Material box, enter the markup rate for materials.
2. In the Labor box, enter the markup rate for labor.
3. In the Equipment box, enter the markup rate for equipment.
4. In the Subcontract box, enter the markup rate for subcontracts.
5. In the Other box, enter the markup rate for additional items.
6. In the Travel box, enter the markup rate for travel.
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7. In the Technician box, enter the markup rate for the technician’s labor.
8. In the Assistant box, enter the markup rate for the assistant’s labor.
9. In the Miscellaneous box, enter the markup rate for miscellaneous items.
10. In the Overhead box, enter the markup for overhead.
11. In the Service Contract Discount box, enter the discount rate for clients with service contracts.
14. Click Apply.
Entering flat rate details
The functionality of the Flat Rate tab is only available if you have purchased the Service Receivables
Add-On Module .
Complete functionality is only available if you have purchased the Estimating Add-On Module . and the Service Receivables Add-On Module .
Companies that perform service work often bill customers using a flat rate based on materials, labor, and travel costs. Sage Master Builder computes both standard and contract rates for primary and add-on tasks.
Consider the following points before entering flat rate details: o o o o o
You can manually change the markup rates or selling prices. If you change the selling price, Sage
Master Builder ignores markup rate. If you delete a markup rate, Sage Master Builder does not change the amount in the Sell column.
You can change the time and cost for travel, technicians, and assistants as well as the rate in the
Service Contract Discount box.
Select the Print in Book check box to add the assembly flat rate to your flat rate book.
Select the Print Parts check box to include the parts in your flat rate book. When printing the price book, select the Part Details check box.
Select the Taxable check box to include tax on the assembly.
To enter flat rate details:
9. Open 9-3 Assemblies.
10. Click the Flat Rate tab.
11. In the Time column, do the following:
12. In the Travel cell, enter the minutes of travel time.
13. In the Technician cell, enter the minutes of repair time allotted to a technician.
14. In the Assistant cell, enter the minutes of repair time allotted to an assistant.
15. On the menu bar, click Calculate.
About connecting parts to assemblies
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
In an assembly, you can determine whether the part is connected to or disconnected from the assembly. When a part is connected, Sage Master Builder computes the part’s extended quantity in a takeoff based on the assembly quantity. When you insert a part in an assembly, the part automatically connects to the assembly and displays a red assembly arrow icon next to the part.
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You can also include a part but not connect it to the assembly, which lets you control the quantity independent from the assembly. Suppose you have an assembly for installing light fixtures, and the assembly includes a ladder. You do not need to purchase a new ladder with each job; including the ladder in the assembly serves as a reminder to bring it when installing the light fixtures. So the quantity for the ladder is zero, and the part is disconnected from the rest of the assembly. When a part is disconnected, the assembly icon cell is blank.
If the part is for labor, you have the additional choice of connecting it to a building material part in the assembly instead of the assembly itself. When connected to a building material part, Sage Master
Builder computes the extended quantity for the labor part based on the extended quantity of the material part. If that material part is connected to the assembly, the part’s extended quantity is determined from the assembly quantity. Next to the labor part, Sage Master Builder displays a green assembly icon arrow.
Changing the connections of parts
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Icon
Red arrow pointing left
Green arrow pointing right
Blank
What it does
Connects the part to the assembly.
Connects the labor part to the part above it.
Unconnected. The assembly quantity does not affect the part quantity.
To change the connection of a part to an assembly, double-click the assembly icon cell next to the part.
Including assembly notes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
When you include assembly notes, the notes appear in the Notes column.
To include assembly notes:
7. Open 9-5 Takeoffs.
8. On the Options menu, click Include Assembly Notes.
Hiding the parts in assemblies
Complete functionality is only available if you have purchased the Estimating Add-On Module .
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Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
To hide the parts in assemblies:
6. Open 9-5 Takeoffs.
7. On the Options menu, click Hide Assembly Parts.
9-4 Part-Assembly Classes
About assembly and part classes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Classes let you organize parts and assemblies so you can locate what you need when creating a takeoff, purchase order, or other document. In the 9-4 Part/Assembly Classes window, you can set up separate hierarchies for parts and assemblies. In each hierarchy, sort the parts and assemblies into meaningful groups.
When you open the 9-4 Part/Assembly Classes window for the first time, it contains a single class titled 0-All Classes. This permanent class contains all the parts and assemblies in the databases. If you cannot locate a part or assembly because it was assigned to an incorrect class or a class was deleted without moving the contents elsewhere, look in 0-All Classes.
Assign a class number to each class you create. The class number can contain up to six digits and does not need to relate to the part or assembly numbers. Under each class, you can create additional classes referred to as subclasses.
Subclasses provide a means of creating smaller and smaller groups of assemblies or parts. The subclass should not be so broad that you have to look through a huge number of items or so small as to contain only a few items. Generally, a subclass should contain no more than 40 or 50 items. If the number of items in a subclass becomes too large, create more subclasses to better group the items.
Suppose that you are setting up classes for doors, and determine that you need to create classes for metal doors, wood doors, glass doors, special doors, and door installation. With so many different types of metal and wood doors, you decide to further subdivide the categories. Under the metal door class, you create classes for pre-hung metal doors, field-hung metal doors, overhead-rigid metal doors, coiling metal doors, entrance metal doors, and security and gate metal doors. Under the class for wood doors, you create classes for pre-hung wood doors, field-hung wood doors, garage wood doors, and entrance wood doors.
About the Part-Assembly Classes menu
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
The Part/Assembly Classes menu is accessible by right-clicking in the Part Class menu tree or
Assembly Class menu tree in the 9-4 Part/Assembly Classes window.
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The following provides more information regarding its functionality: o o o o
The name and number of the part/assembly are displayed in the class tree.
You cannot create as many unassigned classes as you want without saving. You must save each one as it is created by pressing the Enter key.
The Fully Expand command expands just one class instead of the entire tree.
Click the part class you want to add to or change, and then use the Edit menu or right-click menu to create a new class.
Important:
The Fully Expand command will not appear unless
Collapse All has been selected from the Options menu.
The Part/Assembly Classes menu includes the following commands: o o o o o o
Fully Expand: Click this command to open every sub-class below the selected class.
Insert: Click this command to insert a new part/assembly class above the position of your cursor.
Indent: Click this command to move the selected class to the right (build sub-classes). If the class has “children” or sub-classes, you will be asked whether you want to include them in the move.
Outdent: Click this command to move the selected class to the left. If the class has “children” or sub-classes, they are automatically included in the move.
Rename: Click this command to renumber and/or rename the selected class.
Delete: Click this command to delete the selected class.
Creating a class structure
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Consider the following points before creating a class structure: o o
Take the time to carefully plan the class structure. The benefits of a detailed class structure are lost if it is too complex. Your goal is to be able to locate parts or assemblies without having to navigate through too many subclasses.
After setting up the classes, you can assign classes to part records by editing the record in 9-2
Parts or by updating the parts database through the 9-7 Maintain Parts Database window.
To create a class structure:
8. Open 9-4 Part/Assembly Classes.
9. Do one of the following:
1. Click the Part Classes tab.
2. Click the Assembly Classes tab.
10. Create a new class using one of the following methods:
1. Click Insert on the Edit menu.
2. Right-click in the tree, and click Insert.
11. Click the Append New button (at the bottom) to add a class at the bottom of the tree.
12. In the outlined text box to the left (class number box), enter the class number.
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13. In the outlined text box to the right (class description box), enter a brief statement about the class.
14. Press the Enter key. You can then use the arrow buttons to move the classes.
15. On the File menu, click Save.
Fully expanding the part-assembly class tree
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Fully Expand is a command available both on the Part/Assembly Edit menu and from the rightclick menu. This feature opens every sub-class below it.
To fully expand the part/assembly class tree:
7. In the 9-4 Part/Assembly Classes window, click a part class to select it.
8. Do one of the following:
9. On the Edit menu, click Fully Expand.
10. On the right-click menu, click Fully Expand.
Deleting part-assembly classes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Delete is a command available both on the Part/Assembly Edit menu and from the right-click menu. This feature allows you to delete the selected class.
Note that all items under a class are also deleted. Before you delete a class, move its contents to another class using 9-7 Maintain Parts Database
.
To delete a part/assembly class:
8. Open 9-4 Part/Assembly Classes.
9. Click a part class to highlight it.
10. On the Edit menu or the right-click menu, click Delete.
Indenting part-assembly classes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Indent is a command available both on the Part/Assembly Edit menu and from the right-click menu. This feature builds sub-classes by moving the selected class to the right. If the class has
“children” or sub-classes, you will be asked whether you want to include them in the move.
To indent a part/assembly class:
7. Open 9-4 Part/Assembly Classes.
8. Click a part class to highlight it.
9. Select Indent from the Edit menu or the right-click menu.
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NOTE:
The right arrow button also indents the class.
Inserting part-assembly classes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Insert is a command available both on the Part/Assembly Edit menu and from the right-click menu. This feature inserts a new part/assembly class above the position of your cursor.
To insert a part/assembly class:
7. Open 9-4 Part/Assembly Classes.
8. Click a part class to highlight it.
9. Select Insert from the Edit menu or the right-click menu.
Outdenting part-assembly classes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Outdent is a command available both on the Part-Assembly Edit menu and from the right-click menu. This feature moves the selected class to the left. If the class has “children” or sub-classes, they are automatically included in the move.
To outdent a part/assembly class:
7. Open 9-4 Part/Assembly Classes.
8. Click a part class to highlight it.
9. Select Outdent from the Edit menu or the right-click menu.
NOTE:
The left arrow button also outdents the class.
Renaming part-assembly classes
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
Rename is a command available both on the Part/Assembly Edit menu and from the right-click menu. This feature allows you to renumber and/or rename the selected class.
To rename a part/assembly class:
7. Open 9-4 Part/Assembly Classes.
8. Click a part class to highlight it.
9. Select Rename from the Edit menu or the right-click menu.
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Positioning classes using the arrow buttons
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Assembly functionality is only available if you have purchased the Estimating Add-On Module or
Service Receivables Add-On Module .
You can use the arrow buttons to move the classes to different positions in the class hierarchy.
Button What it does
Left arrow Moves an item back one level in the hierarchy.
Right arrow Moves an item forward one level in the hierarchy.
Locating a part or assembly
Complete functionality is only available if you have purchased the Estimating Add-On Module .
The Lookup window is split. The left half displays the classes, and the right half displays the contents of the class that you select.
To locate a part or assembly:
6. In the Lookup window, click the triangle next to the class you want to open or close.
7. The color of the triangle indicates whether you can display more subclasses.
Color Description
Red
The class cannot be expanded any further (end of the branch).
Blue Currently selected class showing all subclasses.
Green
Contains subclasses and can be opened by clicking on the plus sign (always displays a plus sign).
TIP:
You can select a number of items and insert them in the window using a Picklist.
About setting up parts and part classes for lumber
This functionality is only available if you have purchased the Estimating Add-On Module .
You can set up cut materials as separate part records and then use the part classes to manage the pricing blocks. For each length of dimensional lumber, create a separate part record. When entering a part record for lumber, enter the dimensions in the Description box before any other description.
When you update prices using the Board Footage window, Sage Master Builder uses the dimensions to compute the new cost or billing rates.
Sage Master Builder assumes that you enter the first two dimensions in inches and the third dimension in feet. If you want to indicate different dimensions, use a quotation mark (") to indicate
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You can also enter fractions or decimals. For example, you can enter 2´4´92-1/4" Doug Fir #2 or
2´4´92.25" Doug Fir #2. Note that a hyphen separates the fraction from the dimension. The hyphen is necessary for Sage Master Builder to recognize the fraction.
When designing part classes for lumber, base the classes on the lumber species, then grade, then dimensions, and finally length. Within each species and grade, prices per board foot sometimes depend on the lengths you want to purchase. Some vendors discount the prices for lengths under 10 feet. Others charge higher prices for lengths over 16 feet. For lengths over 20 feet, most vendors charge premium prices at each cut length.
Therefore, you should create a part class for each of these price blocks within a species and grade.
This will allow you to locate the dimensional lumber you need when creating a takeoff. This also allows you to update the lumber costs and billing rates by part class.
For example, a vendor charges $0.38 per linear foot for lengths up to 20 feet and $0.87 per linear foot for lengths 20 feet and above for Douglas Fir #2 2x4s. You would then set up two part classes for Douglas fir 2x4s based on where the price breaks exist.
9-5 Takeoffs
About takeoffs and estimating
This functionality is only available if you have purchased the Estimating Add-On Module .
Using Sage Master Builder 9-5 Takeoffs, estimating is fast, accurate, and fully integrated into scheduling, project management and accounting. By combining the best features of databases and spreadsheets, we have developed one of the strongest assembly estimating systems available.
Global variables, formulas, and templates make your estimating process easier and more accurate.
You can selectively factor in cost increases and lock in prices to prevent accidental edits and add notes for clarity. Microsoft Windows functionality, such as cut, copy, and paste, allows you to import blocks of information from other estimates with just a few mouse clicks. You can even copy and paste an estimating grid into a Microsoft Excel worksheet if that suits your business needs. In addition, you can export assembly estimating notes to change orders, purchase orders, RFPs, subcontracts, and work orders.
The phases and bid items features provide a way to divide jobs and estimates into smaller segments for greater efficiency in project management. Phases, for example, affect and follow through the entire job, including schedules, budgets, all document control, purchase orders, subcontracts, change orders, proposals, project management reports and analysis, job costs, change orders, payables, and billing. Phases can represent different sections of a job and can help you distinguish among different types of work such as change orders or site work. Because phases flow through the entire job, they do not restrict which billing methods you can use.
Bid items, in contrast, only affect estimates and some billing items and do not follow through the entire job. You use bid items to segment an estimate into smaller units and/or to satisfy external requirements for bidding and billing a job. Bid items affect these line items: Daily Field Reports,
Proposal, and Unitary Billing.
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At the time you create a takeoff, Sage Master Builder uses the prices for materials from the parts database. When you receive quotes from vendors, you can update the takeoff. In the Vendor Price
Update window, you can select the vendor and Sage Master Builder displays all the parts contained in a takeoff for that vendor. You can then enter the quoted prices without searching the takeoff for each instance of a particular part. Some contractors receive pricing updates from vendors or part pricing services, which provide updated prices for parts through the parts database. After updating the parts database, you can update prices in a takeoff.
After the takeoff is complete, you can export information to generate budgets, proposals, requests for proposals, purchase orders, service work orders, and more. You can examine and analyze the anticipated project costs through a variety of takeoff reports. In addition, you can even fax them directly to your subcontractors and suppliers without printing them out.
You can control the bid amount on takeoffs by entering a value in the Overridden Bid Totals line.
This value overrides all other calculated amounts in the takeoff and locks the estimated amount.
While it is locked, the overridden amount remains the same regardless of changes to amounts on the
Takeoff Details grid.
Export notes can be created in a takeoff in the Export Notes column, and then you can export them to change orders, purchase orders, requests for proposals, subcontracts, and work orders. These notes can be created for each line item in your takeoff and can communicate important job information to vendors, subcontractors, suppliers, and clients.
About the tabs in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
There are five tabs in the 9-5 Takeoffs window: o o o o o
Project Values
Takeoff Details
Takeoff Details - Recaps
Insurance/Tax/Bonding
Bid Summary
Each tab provides tools for working with and viewing different aspects of the project’s estimates.
Project Values tab:
The 9-5 Takeoffs window opens with t in view. You use the Project Values tab to declare the value for project variables, which Sage Master Builder then uses throughout the entire takeoff. For example, you might use certain measurements, such as a building’s total square footage or exterior perimeter, in formulas throughout a takeoff.
Takeoff Details tab:
Use the Takeoff Details tab to set up bid items and phases, followed by enter parts and assemblies into the grid. The columns define the parts and assemblies with Part#, Description, Unit,
Quantity, Cost, and more.
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Takeoff Details - Recaps tab:
Use the buttons at the bottom of the window to break down your takeoff by Bid Items, Phases,
Assemblies, Cost Codes, Cost Types, Tasks, Vendors, and Cost Code by Bid Item.
Insurance/Tax/Bonding tab:
Use this tab to calculate and include costs related to liability, use tax, and bonding.
Bid Summary tab:
Use this tab to adjust the bid summary to your business requirements.
o o o o o
Takeoff Summary shows the calculated totals for the estimate.
Apply Margin Override provides a way for you to apply a gross margin override of a specified percentage.
Apply Markup to Ext Price applies the markup to the extended price.
This proceeding amount is calculated into the following Calculated Bid Totals line.
The Bid Amount can further be adjusted up or down and locked to meet business requirements.
Apply Margin Override and Apply Markup to Ext
Price are mutually exclusive. You can use one or the other, but not both.
You can set the default properties in many of the text boxes, check boxes, and grid cells to provide security control.
The insurance, sales tax, and bonding amounts are not reflected in the takeoff totals, grid, or any recaps.
These amounts are displayed individually on the Bid
Summary tab.
Viewing takeoff recaps
This functionality is only available if you have purchased the Estimating Add-On Module .
On the Takeoff Details - Recaps tab in 9-5 Takeoffs, you can display a summary of cost data for a takeoff. This allows you to review costs before exporting the data to create budgets, purchase orders, or subcontracts.
Type
Assembly
Bid Item
What it displays
Sage Master Builder breaks down the financial data for each assembly by cost, extended price, combined overhead and profit, and gross margin.
Sage Master Builder breaks down the financial data for each bid item by cost, extended price, combined overhead and profit, and gross margin.
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Type
Cost Code
What it displays
Sage Master Builder breaks down the financial data for each cost code by cost, extended price, combined overhead and profit, and gross margin.
Cost Type
Phase
Sage Master Builder breaks down the financial data for each cost type by budget, overhead, percentage of overhead, profit, percentage of profit, extended price, gross margin, and profit margin.
Sage Master Builder breaks down the financial data for each phase by cost, extended price, combined overhead and profit, and gross margin.
Task
Vendor
Sage Master Builder breaks down the financial data for each task by cost, extended price, combined overhead and profit, and gross margin.
Sage Master Builder breaks down the financial data for each vendor by cost, extended price, combined overhead and profit, and gross margin.
Cost Code by Bid Item
Sage Master Builder breaks down the financial data for each cost code by bid item by cost, extended price, combined overhead and profit, and gross margin.
About the Takeoff Launch
This functionality is only available if you have purchased the Estimating Add-On Module .
When you click the 9-5 Takeoffs menu, you first see the Takeoff Launch window. The window has two sections:
Open an existing takeoff -
Double-click a takeoff in the list to launch it in the 9-5 Takeoffs window. You can use the Sort menu to sort the list by: o o o
Last Edited Date
Job Number
Job Name
Create a new takeoff -
This combo box has several entry points: o o
Enter a unique number in the Job# text box, and you are prompted to create a new takeoff in 3-5
Jobs (Accounts Receivable).
Click the drop-down arrow to view the job list in the Accounts Receivable lookup window. Click a status to located existing takeoffs. Double-click a takeoff to open it.
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449 Chapter 9 o Click the Detail button to open the 3-5 Jobs (Accounts Receivable) window to create a new job from which to build a takeoff.
Creating takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
The 9-5 Takeoffs window offers many possibilities for creating takeoffs for your construction projects. You can create a new takeoff or import an existing
*.takeoff
file to create a new takeoff from an existing takeoff.
To create a takeoff:
6.
Open 9-5 Takeoffs.
This opens the Takeoff Launch window.
7. Using Takeoff Launch, open an existing takeoff or create a new takeoff using a new or existing job.
8. In 9-5 Takeoffs, do one of the following:
1. To import an existing takeoff file, on the Import menu, click Takeoff File.
2. In the Bid Item list, select the bid item you want to work on.
3. To edit the bid items, click the detail button next to Bid Item.
9. Enter the project values.
10. If you want to use a grid file, select the bid item and phase. Then on the Import menu, click Grid File.
11. In the Part Cost Default list, click the part pricing that you want to use.
12. On the Update menu, click Takeoff from Database to update prices in the takeoff.
13. In each grid, do the following:
1. Select and insert assemblies. Review each assembly to add missing parts, delete unnecessary parts, and edit part quantities as needed.
2. Select and insert individual parts.
3. Declare the values for local variables in assembly and part formulas.
4. Verify that you have entered quantities for assemblies and parts where needed.
5. Verify the cost codes, cost types, tasks, and vendors.
6. Enter rough estimate values if you don't have exact values.
7. Enter the overhead and profit rates.
14. On the menu bar, click Options, then Calculate, or click the calculate button.
15. On the File menu, click Save.
When you receive a quote for materials, you can update part prices in a takeoff by the vendor.
Setting automatic reminders to save takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
You can help safeguard takeoffs from data loss using the Remind to Save command, which provides a reminder for you to save work. You can even set the interval when Sage Master Builder provides the reminder.
To set an automatic reminder to save takeoffs:
6. Open 9-5 Takeoffs.
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7. On the Options menu, click Remind to Save.
8. Select the interval for the reminder.
9. Click OK.
Deleting takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
To delete a takeoff:
5. Open a takeoff in 9-5 Takeoffs.
6. On the Edit menu, click Delete Takeoff.
Locking takeoff rows
This functionality is only available if you have purchased the Estimating Add-On Module .
You can use the lock feature to prevent changes to specific rows in a takeoff while updating part costs.
To lock a takeoff row:
6. Open 9-5 Takeoffs.
7. On the Takeoff Details tab, locate the row you want to lock.
8. Double-click the lock cell.
Sorting takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
You can sort existing takeoffs by last edited date, job number, or job name.
To sort a takeoff:
6. Click 9-5 Takeoffs to open the Takeoff Launch dialog box.
7. On the menu bar, click Sort.
8. Click Last Edited Date, Job Number, or Job Name to select how the list is sorted.
Your selection will be saved as the default sort order.
Pricing and Quantities
Selecting the part pricing for takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
Before creating a takeoff, select the part or vendor pricing that you want to use.
To select the part pricing for a takeoff:
6. In the Takeoff Launch window, create a new takeoff or select an existing takeoff.
7. In 9-5 Takeoffs, from the Part Cost Default drop-down list, select your preferred pricing.
8. The choices are Default Cost, Billing Amount, Average Cost, Lowest Vendor, or Preferred
Vendor.
Selecting part cost defaults
This functionality is only available if you have purchased the Estimating Add-On Module .
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The Part Cost Default list allows you to select the part pricing you want to use.
To select default part cost pricing:
6. Click the drop-down arrow next to the Part Cost Default text box to see the list of part cost defaults.
7. Click the default you want to use. It will be automatically saved with your takeoff.
Displaying the manufacturer details
This functionality is only available if you have purchased the Estimating Add-On Module .
You can include the manufacturer’s name and part number in the Description column. Sage
Master Builder only includes the manufacturer’s information at the time that you create a takeoff.
To display the manufacturer details:
6. Open 9-5 Takeoffs.
7. On the Options menu, click Manufacturers Details.
Using minimum part quantities in takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
With the Minimum Quantities by Takeoff command selected, Sage Master Builder determines the total extended quantity for each part for the entire takeoff when you calculate it.
If the quantity from the takeoff is less than the minimum order quantity, Sage Master Builder determines the difference and adds the amount to the extended part quantity where the part first appears in the takeoff.
If the quantity from the takeoff is greater than the minimum order quantity, Sage Master Builder determines the quantity necessary to order the next complete package. Sage Master Builder then adds the amount to the extended part quantity where the part first appears in the takeoff.
To use minimum part quantities in a takeoff:
8. On the Update menu, point to Takeoff and click Minimum Quantities by Takeoff.
Using minimum part quantities in phases
This functionality is only available if you have purchased the Estimating Add-On Module .
With the Minimum Quantities by Phase command selected, Sage Master Builder determines the total extended quantity for each part by phase when you calculate it.
If the quantity from the phase is less than the minimum order quantity, Sage Master Builder determines the difference and adds the amount to the extended part quantity where the part first appears in the phase.
If the quantity from the phase is greater than the minimum order quantity, Sage Master Builder determines the quantity necessary to order the next complete package. Sage Master Builder then adds the amount to the extended part quantity where the part first appears in the phase.
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To use minimum part quantities in a phase:
8. On the Update menu, point to Takeoff and click Minimum Quantities by Phase.
Updating Parts Information
Updating part information in a takeoff or grid
This functionality is only available if you have purchased the Estimating Add-On Module .
Important:
You must type and between two numbers in the Value text box when using the between operator.
Before saving, review the changes. After you save, you cannot reverse the update.
To update part information in a takeoff or grid:
6. Open a takeoff in 9-5 Takeoffs.
7. Do one of the following:
1. On the Update menu, point to Grid, and click Grid Parts.
2. On the Update menu, point to Takeoff, and click Takeoff Parts.
8. Under Search Fields, do the following:
1. In the Field list, click the type of information for which you are searching.
2. In the Operator list, click the math operator.
3. In the Value text box, enter the value for which you are searching.
9. Under Change Fields, do the following:
1. In the Field list, click the type of information that you want to update.
2. In the Type list, click how you want to update the data.
3. In the Value text box, enter the value that you want to apply.
10. Click Update.
Updating part costs
This functionality is only available if you have purchased the Estimating Add-On Module .
You can update part costs in a takeoff grid or an entire takeoff. When you update by part cost, Sage
Master Builder updates the costs using the last cost amount from the parts database.
IMPORTANT:
Before saving, review the changes.
After you save, you cannot reverse the update.
To update part costs:
7. Open a takeoff in 9-5 Takeoffs.
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8. To update a specific grid, do the following.
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
9. Do one of the following:
1. On the Update menu, point to Grid, point to Prices from Parts Database, and click Use
Default Cost.
2. On the Update menu, point to Takeoff, point to Prices from Parts Database, and click Use
Default Cost.
Updating part costs by average cost
This functionality is only available if you have purchased the Estimating Add-On Module .
You can update part costs in a takeoff grid or an entire takeoff. When you update, Sage Master
Builder updates the cost using the average inventory cost from the parts database.
Caution!
Always make a backup of your data before you update prices or add parts.
IMPORTANT:
Before saving, review the changes. After you save, you cannot reverse the update.
To update the part cost by average cost:
8. Open a takeoff in 9-5 Takeoffs.
9. To update a specific grid, do the following.
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
10. Do one of the following:
1. On the Update menu, point to Grid, point to Prices from Parts Database, and click Average
(Inventory) Cost.
2. On the Update menu, point to Takeoff, point to Prices from Parts Database, and click Aver-
age (Inventory) Cost.
Updating part costs using the preferred vendor
This functionality is only available if you have purchased the Estimating Add-On Module .
You can update part costs in a takeoff grid or an entire takeoff. Sage Master Builder updates the costs using the preferred vendor.
Important:
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Before saving, review the changes. After you save, you cannot reverse the update.
To update part costs using the preferred vendor:
7. Open a takeoff in 9-5 Takeoffs.
8. To update a specific grid, do the following.
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
9. Do one of the following:
1. On the Update menu, point to Grid, point to Prices from Parts Database, and click Use Pre-
ferred Vendor and Cost.
2. On the Update menu, point to Takeoff, point to Prices from Parts Database, and click Use Pre-
ferred Vendor and Cost.
Updating part costs using the vendor with the lowest price
This functionality is only available if you have purchased the Estimating Add-On Module .
You can update part costs in a takeoff grid or an entire takeoff. Sage Master Builder updates the costs and vendors from the vendor preference list.
Important:
Before saving, review the changes. After you save, you cannot reverse the update.
To update the part cost using the vendor with the lowest price:
7. Open a takeoff in 9-5 Takeoffs.
8. To update a specific grid, do the following.
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
9. Do one of the following:
1. On the Update menu, point to Grid, point to Prices from Parts Database, and click Use Low-
est Cost Vendor.
2. On the Update menu, point to Takeoff, point to Prices from Parts Database, and click Use
Lowest Cost Vendor.
Updating vendor prices in takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
To update vendor prices in a takeoff:
5. Open a takeoff in 9-5 Takeoffs.
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6. To update a specific grid, do the following.
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
7. Do one of the following:
1. On the Update menu, point to Grid and click Prices from Vendor (manual).
2. On the Update menu, point to Takeoff and click Prices from Vendor (manual).
8. The Vendor Price Update window appears.
9. In the Vendor drop-down list, select the vendor that you want to update.
10. Do one of the following:
1. In the Price column, enter the per part price for each part that you want to update.
2. In the Extended column, enter the total price for each part that you want to update.
11. Click Update.
NOTE:
Parts for the selected vendor display in part number order.
Updating part costs using the takeoff vendor
This functionality is only available if you have purchased the Estimating Add-On Module .
You can update part costs in a takeoff grid or an entire takeoff. Sage Master Builder updates the costs in the takeoff from the parts database for the vendor assigned to a particular part for that takeoff.
Important:
Before saving, review the changes. After you save, you cannot reverse the update.
To update the part cost using the takeoff vendor:
7. Open a takeoff in 9-5 Takeoffs.
8. To update a specific grid, do the following:
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
3. In the Update menu, point to Grid, then point to Prices from Parts Database, then click Based
on Takeoff Vendors.
9.
To update the entire takeoff, on the Update menu, point to Takeoff, then point to Prices from
Parts Database, then click Based on Takeoff Vendors.
A message appears with the following details about the update, prompting you to continue: o o o o
Part prices for the grid are updated based on the assigned vendor’s price for the part.
If the part is not found in the database, then no changes are made to that part.
If the assigned vendor’s price is zero and the part cost default exists for the part, then that cost is used.
For all other instances, no changes are made to that part’s price.
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Updating part costs by billing amount
This functionality is only available if you have purchased the Estimating Add-On Module .
Caution!
Always make a backup of your data before you update prices or add parts.
Important:
Before saving, review the changes. After you save, you cannot reverse the update.
To update the part cost by billing amount:
7. Open a takeoff in 9-5 Takeoffs.
8. To update a specific grid, do the following.
1. In the Bid Item list, select the bid item.
2. In the Phase list, select the phase.
9. Do one of the following:
1. On the Update menu, point to Grid, then point to Prices from Parts Database, then click Use
Part Billing Amount.
2. On the Update menu, point to Takeoff, point to Prices from Parts Database, then click Use
Part Billing Amount.
Change Orders
About takeoffs and change orders
This functionality is only available if you have purchased the Estimating Add-On Module .
You can estimate change order work without modifying the original takeoff. For each change order, create a new bid item and assign it bid item type 4-Change Order. In the takeoff, select the new bid item and enter the changes. To reduce a quantity or remove an assembly or part entirely, back out the cost by entering the item with a negative quantity. To add assemblies or parts, enter the necessary items in the change order bid item. After you are finished entering change work, you can export the change orders.
Suppose that you are building a residential home, and the client decides to upgrade the bathtub to a whirlpool bathtub. In the takeoff, you create bid item 3-CO 1 whirlpool tub. In the takeoff grid for bid item 3-CO 1 whirlpool tub, you enter the part for the tub and assign it a negative quantity to back out the original cost. You then enter the part for the whirlpool bathtub using a positive quantity.
Entering change orders in takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
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To enter change orders in a takeoff:
5. Open a takeoff in 9-5 Takeoffs.
6. Next to the Bid Item list, click the drop-down arrow and select a change order, or create a new change order if necessary.
7. If you are using phases, select the phase from the phase list or click to add a new phase item.
8. Do the following for each assembly or part that you want to reverse from the takeoff:
1. In the Assembly column, enter the assembly that you want to remove.
2. In the Part column, enter the individual parts that you want to remove.
3. In the Quantity column, enter a negative number.
9. Do the following for each assembly or part that you want to add to the takeoff:
1. In the Assembly column, enter the assembly number.
2. In the Part column, enter the part number for each individual part.
3. In the Quantity column, enter the quantity.
10. On the menu bar, click Calculate.
11. On the File menu, click Save.
Overhead and Profits
About overhead and profit rates
This functionality is only available if you have purchased the Estimating Add-On Module .
You can choose from three different methods to set up the overhead and profit rates: o o o
Assign different overhead and profit rates by bid item.
Assign overhead and profit rates by cost types.
Assign overhead and profit rates by typing the overhead and profit rate values in the appropriate grid cells.
NOTE:
Sage Master Builder only calculates overhead and profit for each item that has an overhead or profit rate in the grid.
Entering overhead and profit rates for bid items
This functionality is only available if you have purchased the Estimating Add-On Module .
Note that Sage Master Builder updates all bid items in the takeoff with the indicated rates.
To enter overhead and profit rates for bid items:
6. Open a takeoff in 9-5 Takeoffs.
7. Next to the Bid Item list, click the detail button.
8. In the Overhead column, enter the overhead rate for each cost type.
9. In the Profit column, enter the profit rate for each cost type.
10. Click Save.
Entering overhead and profit rates for cost types
This functionality is only available if you have purchased the Estimating Add-On Module .
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To enter overhead and profit rates for cost types:
5. Open a takeoff in 9-5 Takeoffs.
6. Do one of the following:
1. On the Update menu, point to Grid and click Overhead/Profit by Cost Type.
2. On the Update menu, point to Takeoff and click Overhead/Profit by Cost Type.
7. In the Overhead text box for each cost type, enter the overhead rate for each cost type.
8. In the Profit text box for each cost type, enter the profit rate for each cost type.
9. Click Update.
Including bonding costs in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
In the 9-5 Takeoffs window, you can use the Insurance/Tax/Bonding tab to include the charge for bonding in the final bid amount where the charge is based on the sales price while also being a component of the sales price. You only have to supply the bonding limits and rates. Sage Master
Builder computes the bonding amounts and adds them to the bid total for you.
Suppose you won a $100,000 contract, which requires 2 percent bonding. That would be an additional $2,000 for a bid amount of $102,000. Because the bonding is considered part of the contract, however, you need to include an additional 2 percent on the $2,000 for an additional $40, resulting in a bonding of $2040.82. The bid total, including the bonding, becomes $102,040.82.
Bonding is usually considered to be overhead; however, you can include the bonding amount in the budget. Select the Include in budget check box.
If you have entries in text boxes that are consistent, you can set up defaults to make the entry more automatic.
To include bonding costs in the final bid amount:
9. In 9-5 Takeoffs, click the Insurance/Tax/Bonding tab.
10. Under Bonding, do the following:
1. In the Limit Amount text box for Limit 1, enter the limit as a dollar amount of the contract that is subject to bonding.
2.
In the Rate text box for Limit 1, enter the percentage rate at which you calculate the bonding.
Using this rate, Sage Master Builder computes the bonding amount up to the limit entered for
Limit 1.
3. In the Limit Amount text box for Limit 2, enter the limit as a dollar amount of the contract that is subject to bonding.
4.
In the Rate text box for Limit 2, enter the percentage rate at which you calculate the bonding.
Using this rate, Sage Master Builder computes the bonding amount from Limit 1 through
Limit 2.
5.
In the Rate text box for Limit 3, enter the percentage rate at which you calculate the bonding.
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Using this rate, Sage Master Builder computes the bonding amount from Limit 2 up.
6. In the Cost Code text box, enter the cost code number to which you want to assign the bonding costs.
7. In the Cost Type list, click the cost type to which you want to assign the bonding costs.
8. In the Bid Item list, click the bid item to which you want to assign the bonding costs.
9. In the Phase list, click the phase to which you want to assign the bonding costs.
Including liability insurance costs in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
In the 9-5 Takeoffs window, you can use the Insurance/Tax/Bonding tab to specify what percentage of the project (contract, labor costs, subcontract costs) is subject to liability insurance and the rate at which it is computed. When you supply the percentage of the contract subject to liability insurance and the rate, Sage Master Builder automatically computes the amounts and adds them to the bid total.
Caution!
Are the overall liability costs already built into the overhead rate? If so, do not use the
Insurance/Tax/Bonding tab.
Caution!
Are liability costs for payroll built into the labor burden?
If so, do not use the Payroll text boxes on the
Insurance/Tax/Bonding tab.
IMPORTANT:
There are several ways to compensate for liability insurance costs, and it is important to understand how your company does this.
Also consider the following points: o o
Liability insurance is usually considered to be overhead; however, you can include it in the budget.
Select the Include in budget check box.
If you have entries in text boxes that are consistent, you can set up defaults to make the entry more automatic.
To include liability insurance costs in the final bid amount:
11. In 9-5 Takeoffs, click the Insurance/Tax/Bonding tab.
12. Under Liability Insurance, do the following:
1. In the Subject text box for payroll, enter the percentage of the payroll that is subject to liability insurance.
2.
In the Rate text box for payroll, enter the percentage rate at which you calculate the liability insurance.
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Using this rate, Sage Master Builder only computes insurance costs for all items assigned cost type 2-Labor.
3. In the Subject text box for subcontracts, enter the percentage of the subcontracts that is subject to liability insurance.
4.
In the Rate text box for subcontracts, enter the percentage rate at which you calculate the liability insurance.
Using this rate, Sage Master Builder only computes insurance costs for all items assigned cost type 2-Labor.
5. In the Subject text box for the bid, enter the percentage of the contract that is subject to liability insurance.
6.
In the Rate text box for the bid, enter the percentage rate at which you calculate the liability insurance.
Using this rate, Sage Master Builder computes the insurance costs for the entire estimate.
7. In the Cost Code text box, enter the cost code number to which you want to assign the liability costs.
8. In the Cost Type list, click the cost type to which you want to assign the liability costs.
9. In the Bid Item list, click the bid item to which you want to assign the liability costs.
10. In the Phase list, click the phase to which you want to assign the liability costs.
Including tax costs in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
In the 9-5 Takeoffs window, you can use the Insurance/Tax/Bonding tab when you need to include a charge in the final bid amount where the charge is based on the sales price while also being a component of the sales price. When you supply the percentage of the contract subject to taxation and the tax rate, Sage Master Builder computes the taxes and automatically adds them to the bid total.
Suppose your state charges a 10% use tax. On a $100,000 contract, the tax is $10,000. Because the use tax is part of the bid amount and not an addition to the bid amount, you need to also charge an additional 10% on the $10,000 tax resulting in a tax of $11,111.11. So the total bid amount becomes
$111,111.11.
Caution!
Do not use the Insurance/Tax/Bonding tab if your state requires you to add a tax on top of the contract price. Refer to your state tax code for more information.
Also consider the following points: o o
Liability insurance is usually considered to be overhead; however, you can include it in the budget.
Select the Include in budget check box.
If you have entries in text boxes that are consistent, you can set up defaults to make the entry more automatic.
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To include tax costs in the final bid amount:
10. In 9-5 Takeoffs, click the Insurance/Tax/Bonding tab.
11. Under Use Tax, do the following:
1. In the Subject text box, enter the percentage of the contract that is subject to tax.
2.
In the Rate text box, enter the percentage rate at which you calculate the tax.
Using this rate, Sage Master Builder computes the total tax for the takeoff.
3. In the Cost Code text box, enter the cost code number to which you want to assign the tax.
4. In the Cost Type list, click the cost type to which you want to assign the tax.
5. In the Bid Item list, click the bid item to which you want to assign the tax.
6. In the Phase list, click the phase to which you want to assign the tax.
Bid Totals
About 9-5 Takeoffs and controlling the bid total on estimates
This functionality is only available if you have purchased the Estimating Add-On Module .
Sage Master Builder provides a way for you to override or control the bid total regardless of the changes to the takeoff details, insurance, tax, bonding, or margin/markups.
To reduce errors and speed up the workflow, both the calculated and manual totals appear at the same time on the Bid Summary tab. This total is always in view regardless of which tab you are using. Any changes that occur to the 9-5 Takeoffs tabs, such as Takeoff Details,
Insurance/Tax/Bonding, are reflected in the Calculated Bid Totals. This allows you to see what the Bid Amount would be if it were not locked.
In the following table representing the window section, the calculated bid amount is 67,828.16. This amount has been overridden and rounded up to 70,000.00. Because the calculated bid amount has been overridden, the Lock Bid Amount check box has been automatically selected and the lock icon appears on the Bid Amount line.
Profit
Gross
Margin
Bid Amount
Calculated Bid total
2843.80
18.16% 67.828.16
Overridden
Bid Total
4787.51
20.38%
Bid Amount
70,000.00
(locked)
$70,000.00
NOTE:
This functionality does not support overriding the totals of individual bid items or phases. It only controls or overrides the final estimate total.
Adjusting bid totals with a bid amount override
This functionality is only available if you have purchased the Estimating Add-On Module .
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You can adjust the bid total with a bid amount override using the Bid Summary tab of the 9-5
Takeoffs window. Using the Bid Amount text box on the Overridden Bid Totals line, you can enter an amount that overrides the values of the entire bid.
Be aware of the following points: o o o o
Changing the bid amount supersedes additional profit or margin override from the previous section.
If the Lock Bid Amount check box is selected and there are amounts for insurance, use tax, or bonding, the Calculated Bid Totals line will not be the total from the preceding numbers because the currently displayed amounts for insurance, use tax, and bonding are based on the “overridden” bid amount, whereas the Calculated Bid Totals line is based on the amounts for insurance, use tax, and bonding that would result if the Bid Amount was not locked.
When you modify the Takeoff Details grid quantities, the changes do not impact the “overridden” total if locked; however, these changes are reflected in the “calculated” bid total.
You can clear the Lock Bid Amount check box, which resets the Bid Amount to the calculated amount.
To adjust bid totals with a Bid Amount override:
8. Open 9-5 Takeoffs.
9. Using Takeoff Launch, launch the takeoff that you want to adjust.
10. Click the Bid Summary tab.
11. At the end of the Overridden Bid Totals line in the text box, enter a value.
12. When you have entered a value, Sage Master Builder automatically selects the Lock Bid Amount check box.
Formulas and Variables
About formulas
This functionality is only available if you have purchased the Estimating Add-On Module .
Formulas let you shorten the steps necessary to complete a takeoff. Suppose you have a concrete assembly that was designed for pouring slabs. The assembly contains the necessary parts including the forming stakes, rebar, forming ties, and concrete. Because the part quantities depend on the size of the slab, figuring out the part quantities each time you use the assembly can create a great deal of work.
Instead of performing all the necessary mathematical calculations by hand, you can enter a formula and have Sage Master Builder calculate dimensions, quantities, or prices for individual parts or assemblies, and even account for waste material costs. In the above example, you could include a formula to compute the cubic yards of concrete that you might need to pour.
With each assembly record, you can enter the formula using variables, which replace actual dimensions. A variable acts as a placeholder for the actual information. Each time that you insert an assembly, declare the values of the variables contained in the formula above the assembly. When you calculate the takeoff, Sage Master Builder replaces the variables with the declared values and determines the result.
Some assemblies or parts use values that do not change through a takeoff such as the enclosed square footage or exterior building perimeter. In this case, a takeoff uses one value for the variable
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You can assign a formula to individual items in an assembly or to the assembly itself. By assigning a formula to the assembly, Sage Master Builder calculates the results for the entire assembly. For example, you have an assembly for roofing that uses a formula to calculate the entire square footage, including overhangs and the roof pitch. Individual items in an assembly can also use formulas. In the same roofing assembly, a line item for roofing paper uses a formula to calculate the quantity of paper necessary to complete the work plus waste.
In a takeoff, you can use formulas with individual parts. Unlike assemblies, part records do not allow you to include formulas. As you enter each part in a takeoff, enter the formula that you want to use with it.
About variables
This functionality is only available if you have purchased the Estimating Add-On Module .
Each time you create a takeoff, the dimensions and prices and quantities of materials change relative to the project specifications, but the formulas generally remain the same. You could rebuild each formula in a takeoff using the information from the plans, but a much quicker way is to build the formulas using variables.
Variables act as placeholders for actual numeric values. The variables allow you to build formulas and save them in the assemblies without having to enter actual figures until you create a takeoff. As you build a takeoff, you assign a numeric value to each variable that you are using. Sage Master
Builder substitutes the declared values for the variables and computes the results.
IMPORTANT:
Using undeclared variables in takeoffs may result in inconsistent or incorrect calculations in
Version 14 and all previous versions. We recommend that you declare all variables in takeoffs in order for the calculations to be correct.
Suppose that you are creating a takeoff for a job to build a shed. As part of the job, you need to pour a cement slab. You can use a formula to calculate the cubic yards of cement necessary for the pour.
In the takeoff, enter the variables for the length, width, and depth of the slab and declare the value for each. The plans require a 15 by 20 by 1 foot slab, so you enter L=15, W=20, and D=1 in the takeoff grid.
The cement assembly already contains the formula Q = L * W * D / 27, which defaults to the
Formula column when you enter the assembly in the takeoff. When you calculate the takeoff, Sage
Master Builder uses the declared values in place of the variables in the cement assembly and inserts the result in the Quantity column of the cement assembly.
The declared values for variables are limited to the grid in which they are declared. After you declare a value for a variable, Sage Master Builder uses the value with subsequent formulas in that takeoff grid. Suppose that you use phases with the takeoff for the shed, and enter the exterior framing and siding assemblies in a different phase from the concrete slab. Though the exterior framing and siding
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Chapter 9 464 assemblies use the same dimensions for length and width as the cement assembly, Sage Master
Builder does not refer to the grid containing the cement assembly to determine values. Rather, you must declare the values for the variables in the phase containing the exterior framing and siding assemblies.
If the declared values for variables are constant across multiple takeoff grids, set them up as project values. Project values allow you to declare the value once for a variable and Sage Master Builder uses it throughout the takeoff. Continuing with the example, you could declare the values length, width, and depth in the Project Values tab. Sage Master Builder would use the declared values in the respective phases for concrete, and framing and siding.
You can always declare new values for variables. In some instances, formulas share variables but require different values. Simply declare the new values in the lines preceding the formula requiring them. Sage Master Builder uses those values for the variables through the remainder of the takeoff grid.
About Total Labor Units (TLU)
This functionality is only available if you have purchased the Estimating Add-On Module .
The formula Q = TLU is used to accumulate the total labor units (TLU) for specific groupings within a takeoff or for the entire takeoff. Placement of the variable will dictate where the accumulated results are displayed in the grid.
The reserved variable for Total Labor Units (TLU) totals the labor units by looking at each line of the takeoff. On each line, Sage Master Builder finds parts with Cost Type = 2-Labor (based on the
Part# column) and multiplies the Labor Unit (as defined in 9-2 Parts) by the extended quantity of the takeoff line in the grid. The accumulation of these results is assigned to the TLU variable and displayed in the grid where the formula Q = TLU is next placed. TLU is then reset to 0 and the next accumulation will begin; results will then display at the next occurrence of the variable.
If a part has been assigned a labor part number in addition to labor units, then that particular line of the takeoff does not affect the TLU. When the part was initially added to the takeoff, the labor part was included so the total labor for that part will be accounted for in the takeoff.
Entering project values
This functionality is only available if you have purchased the Estimating Add-On Module .
You might use certain measurements such as a building’s total square footage or exterior perimeter in formulas throughout a takeoff. You do not necessarily have to declare the value for a variable in every takeoff grid. When you declare the value for variables, Sage Master Builder uses these values throughout the entire takeoff.
Consider these points before entering project values:
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Project values affect only the takeoff in which they are set up.
Include project values with takeoff files. When you import the file, declare the value of the project values.
You can declare a new value for a global variable in a grid. Simply declare the new values on the lines preceding the formula that will use them. Sage Master Builder will use those values in the takeoff grid until you declare new values again.
To enter project values:
8. Open 9-5 Takeoffs.
9. In the Takeoff Launch window, open a job.
10. Click the Project Values tab.
11. In the Description cell, enter a brief statement about the variable.
12. In the Variable Name cell, enter the variable you want to use.
13. In the Units cell, enter the unit of measurement.
14. In the Quantity cell, enter the value of the variable.
Declaring the values for variables
This functionality is only available if you have purchased the Estimating Add-On Module .
IMPORTANT:
The math evaluator requires that you declare all variables. If the math evaluator finds undeclared variables in takeoff formulas, the program proceeds through the calculations using zero for each undeclared variable. Then it displays a message telling you that you have undeclared variables and lists the lines where they are located in the takeoff so that you can declare them.
To solve a formula, assign a value to each variable in each takeoff grid. Suppose that you entered an assembly for cement in the takeoff grid, and it contains a formula to calculate the cubic yards of cement needed for the project. For each variable, enter a description and the units of measurement.
In the Quantity column, enter the value. Then in the Formula column, set the variable equal to the
Quantity column. The values must precede the formulas; otherwise, Sage Master Builder will not use the values.
2
3
Row Assmb# Dscrpt Unit Qty
1 Length feet 15
4 3001
Width
Depth feet feet
20
1
Cement CuYd 11.11
Formula
L=Q
W=Q
D=Q
Q=L*W*D/27
You can declare new values for variables in the same takeoff grid. Some formulas might use the same variables but will require different values. Simply declare the new values on the lines preceding the formula that will use them. In a takeoff grid, Sage Master Builder uses the assigned values until you declare new values for those same variables.
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Chapter 9 466
IMPORTANT:
Using undeclared variables in takeoffs may result in inconsistent or incorrect calculations. We recommend that you declare all variables in takeoffs in order for the calculations to be correct.
About reserved variables
This functionality is only available if you have purchased the Estimating Add-On Module .
Sage Master Builder reserves three variables for specific operations. You can use any of these variables in your part or assembly formulas to determine the total quantity, price, or labor units.
Variable What it is for
Q
When solving an equation for a quantity, Sage Master
Builder enters the result in the Quantity cell.
P
TLU
When solving an equation for a price, Sage Master
Builder enters the result in the Cost cell.
To solve an equation obtaining totals for labor units.
About solving formulas
This functionality is only available if you have purchased the Estimating Add-On Module .
Formulas provide the ability to enter mathematical equations that can be used to determine quantities or prices. In a takeoff, you must declare the values of the variables in a line preceding the line that contains the formula.
IMPORTANT:
When using bid items or phases, you have to declare the value of each variable in each grid.
IMPORTANT:
Sage Master Builder uses the value that you assign to a variable until you declare a new value.
IMPORTANT:
If you do not declare a value for a variable, Sage Master Builder ignores the variable and does not assign any value to it.
In any equation, first indicate what you are solving, such as a price, quantity, or storage of a value that you will use in a later formula. Suppose that you want to solve for the cubic feet in a cement slab.
Q represents the quantity, with L representing the length in feet, W representing the width in feet, and T representing the thickness in feet. The formula should be: Q = L * W * T.
In the above formula, Sage Master Builder solves the equation and inserts the result in the Quantity cell. Sage Master Builder reserves several variables for specific purposes: Q for quantity, P for price, and TLU for total labor units. When solving for a price, Sage Master Builder inserts the result in the
Price cell.
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The variable Q = TLU is used to accumulate the total labor units (TLU) for specific groupings within a takeoff, or for the entire takeoff. Placement of the variable will dictate where the accumulated results will be displayed in the grid.
The reserved variable for Total Labor Units (TLU) totals the labor units by looking at each line of the takeoff. On each line, Sage Master Builder finds parts with Cost Type = 2-Labor (based on the
Part# column) and multiplies the Labor Unit (as defined in 9-2 Parts) by the extended quantity of the takeoff line in the grid. The accumulation of these results is assigned to the TLU variable and displayed in the grid where the formula Q = TLU is next placed. TLU is then reset to 0 and the next accumulation will begin; results will then display at the next occurrence of the variable.
Always begin an equation with the variable for the solution. In the equation W = Q, the solution W equals the value of quantity Q, which is the value in the Quantity cell. Whereas in Q = W, the solution for quantity Q equals the value of W. In this case, Sage Master Builder takes the declared value for W and inserts it in the Quantity cell.
Types of calculations you can perform in formulas
This functionality is only available if you have purchased the Estimating Add-On Module .
You can perform the following basic mathematical operations: addition, subtraction, multiplication, division, calculating powers, and calculating square roots. When Sage Master Builder calculates a formula, it performs operations in parentheses first. Then Sage Master Builder calculates absolute values and square roots and powers, multiplication and division, and finally addition and subtraction.
/
*
Use Function
+ Add
– Subtract
Multiply
Divide
Expression Result
21+53
45–18
5*8
72/9
5^2 ^
( )
Calculate powers
Calculate expressions in the parentheses prior to other expressions.
SQR
Calculates the square root of the number enclosed in parentheses.
4*(2+3)
SQR(64)
ABS
Determines the absolute value of the number enclosed in parentheses.
ABS(–4)
ABS(2)
74
27
40
8
25
20
8
4
2
Compensating for materials waste in your takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
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Chapter 9 468
Waste materials add to the job costs and impact profitability. By compensating for the costs of waste materials generated during certain job tasks, the accuracy of takeoffs improves. As the estimates become more accurate, jobs become more profitable.
Suppose that in creating a takeoff for the construction of a new home you calculate the number of pounds of nails necessary to complete the job and no more. During the construction, the crew falls short on nails. Consequently, you incur an unforeseen job cost for the purchase of additional nails, which cuts into profits. A single instance such as this might not seriously impact the profitability of a single job. However, consider the effect on profitability when dealing with a variety of materials that generate large amounts of waste.
The following are examples of materials that produce large amounts of waste: o o o o o o o o o
Concrete and grout
Concrete reinforcing materials
Brick and masonry block
Screws, nails, and other fasteners
Rough lumber and plywood
Electrical conduit and wire
Building wrap and visquene
Finish lumber
Roofing materials
Keep your takeoffs simple. Waste factors are not necessary for all materials. To compensate for waste, select from two methods to adjust materials quantities. In the first method, adjust the part quantities in assemblies to include possible waste. This method is faster in its initial setup; however, as you use the assemblies, it is not as easy to go back and refine the part quantities.
With the second method, you can create project values for waste factors. As you build formulas that calculate part quantities, whether for individual parts or parts in assemblies, you can include a variable for waste. Setting up the waste factors as project values allows you to refine waste factors as you use them.
Suppose that 5 percent of the cement you pour always becomes wasted material. To calculate the quantity plus waste, you need to increase the quantity by 5 percent. To do this, multiply the quantity formula by 105 percent (expressed as 1.05). The examples below illustrate how to use project values for waste factors.
Item
Visquene
Formula
Q = “quantity formula” *
WCF
Description
WCF (Waste Concrete
Film): Declare the value equal to 1.2 to allow for overlapping of adjacent rolls and loss at the edges of the slab due to partial roll width.
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Item
Rebar
Formula
Q = “quantity formula” *
WCR
Concrete
Q = “quantity formula” *
WCR
Description
WCR (Waste Concrete
Reinforcing): Declare the value equal to 1.25 to allow 2 foot overlap when bars are spliced together and loss due to unused short pieces of bar.
WCR (Waste Concrete):
Declare the value equal to 1.2 to allow for spillage.
Security
Hiding bid total amounts in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
In business situations where certain amounts and totals must be hidden from view, Sage Master
Builder provides the functionality to make sure that your company bid information is kept private.
Pressing the F7 key when your cursor is in almost any cell, list, check box, grid cell, or column opens the Field Properties window. In the Field Properties window, a supervisor can set up the security on the 9-5 Takeoffs window to hide or reveal bid total amounts.
IMPORTANT:
The supervisor user may want to hide some of these items and reveal others, but to be able to view 9-5 Takeoffs from a cost-only perspective, all the items should be hidden.
IMPORTANT:
If a report contains a field that is restricted for a user, then that report is unavailable to that user.
To hide bid total amounts:
7. In the 9-5 Takeoffs window, click the Takeoff Details tab and do the following:
8. In the grid, select the O/H Rate column, press F7, and set the security.
9. Select the Overhead column and press F7.
10. Select the Profit Rate column and press F7.
11. Select the Profit column and press F7.
12. Select the Ext Price column and press F7.
13. Click the Insurance/Tax/Bonding tab and do the following:.
1. Under Liability Insurance, in the Bid line, place your cursor in the Amount cell, press F7, and set the security.
2. Under Use Tax, in the Bid line, place your cursor in the Amount cell, press F7, and set the security.
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Chapter 9 470
3. Under Bonding, in the Limit 1 line, place your cursor in the Amount cell and press F7.
4. Under Bonding, in the Limit 2 line, place your cursor in the Amount cell and press F7.
5. Under Bonding, in the Limit 3 line, place your cursor in the Amount cell and press F7.
14. Click the Bid Summary tab and do the following:
1. Place your cursor in the Gross Margin Override text box, press F7, and set the security.
2. Place your cursor in the Bid Amount text box and press F7.
3. Place your cursor in the Markup % text box and press F7.
15. On the menu bar, point to Update, then Grid (or Takeoff), then Overhead/Profit by Cost Type.
16. In the Overhead/Profit by Cost Type window, click in each cell in the Overhead % and Profit % columns, press F7, and set the security.
17. Close the Overhead/Profit by Cost Type window. Do not update.
18. In the Bid Items window grid, do the following:
19. Click the Takeoff Details tab.
20. Next to the Bid Items cell, click the detail button.
21. Select the Overhead and Profit columns, press F7, and set the security.
Hiding cost total amounts in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
In business situations where certain amounts and totals must be hidden from view, Sage Master
Builder provides the functionality to make sure that your company profit and margin information is kept private. Pressing the F7 key when your cursor is in almost any text box, list, check box, grid cell, or column opens the Field Properties window. Using the Field Properties window, a supervisor can set up the security in the 9-5 Takeoffs window to hide or reveal cost total amounts.
IMPORTANT:
The supervisor user may want to hide some of these items and reveal others, but to be able to view 9-5 Takeoffs from a cost-only perspective, all the items should be hidden.
IMPORTANT:
If a report contains a field that is restricted for a user, then that report is unavailable to that user.
To hide cost total amounts:
7. In the 9-5 Takeoffs window, click the Takeoff Details tab and do the following:
1. In the grid, select the Ext Cost column, press F7, and set the security.
2. Select the Cost column and press F7.
3. Select the Formula column and press F7.
4. Select the Sales Tax column and press F7.
5. Select the O/H Rate column and press F7.
6. Select the Overhead column and press F7.
7. Select the Profit Rate column and press F7.
8. Select the Profit column and press F7.
8. Click the Insurance/Tax/Bonding tab and do the following:.
1. Under Liability Insurance, click in the Subcontract Amount cell, press F7, and set the security.
2. Under Liability Insurance, click in the Payroll Amount cell, press F7, and set the security.
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9. Click the Bid Summary tab, click in the Gross Margin Override cell, press F7, and set the security.
10. On the menu bar, point to Update, then Grid (or Takeoff), then Overhead/Profit by Cost Type.
11. In the Overhead/Profit by Cost Type window, click in each cell in the Overhead % and Profit % columns, press F7, and set the security.
12. Close the Overhead/Profit by Cost Type window. Do not update.
13. In the Bid Items window grid, do the following:
1. Click the Takeoff Details tab.
2. Next to the Bid Items cell, click the detail button.
3. Select the Overhead and Profit columns, press F7, and set the security.
Hiding the labor parts
This functionality is only available if you have purchased the Estimating Add-On Module .
You can hide labor parts that have been attached to material parts.
To hide the labor parts:
6. Open 9-5 Takeoffs.
7. On the Options menu, click Hide Labor Parts.
Takeoff Details Tab Grid Views and View Menus
About the Takeoff Details tab grid menus
This functionality is only available if you have purchased the Estimating Add-On Module .
The 9-5 Takeoffs window provides five tabs for working with estimates. Three of the tabs have grids. The Takeoff Details tab can be constructed from definitions and descriptions of what is needed to complete the work in addition to parts and assemblies. This grid can be built and customized to provide information on specific parts of an estimate by displaying specific views of an estimate.
Four menus interact on the Takeoff Details tab grid to provide functionality for customizing the grid into different views and for working with values within the grid.
o o o o
The Grid Views menu located on the menu bar.
The Views drop-down menu located on the window tabs to the right of the Bid Items and Phases drop-down menus.
The grid cell right-click menu opens when you right-click in any grid cell.
The column right-click menu opens when you select a column heading and right-click it.
NOTE:
The Takeoff Details tab grid provides more menu options and therefore more functionality than the grids on other windows and tabs and is unique among
Sage Master Builder grids.
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Chapter 9 472
NOTE:
There are two different ways to work with columns on the Takeoff Details tab grid using the mouse right-click. The program displays various commands depending on which column you have selected and right-clicked or which column cell you have right-clicked.
NOTE:
To create permanent grid views, see the topic
Right-click grid cell menu (Takeoff Details tab)
.
NOTE:
The Takeoff Details - Recaps tab does not offer any grid menu functionality.
About the Grid Views menu (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
The Grid Views menu is located on the menu bar and provides the following the functionality: o o o o
Add New View - Create a new view of the columns you want to see in your estimate.
Edit Current View - Change an existing grid view.
Delete Current View - When you do not need a view, you can delete it from the Views list.
Restore Default View - Restore the default views that are built in to the Takeoff Details tab.
About the Views menu for displaying grid column views (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
The Views menu is available on the Takeoff Details tab. You can select one of nine default column views from the Views drop-down menu.
The column views are: o o o o o o o o o
All (displays every column available)
Material Survey Entry
Material Survey Full
Parts
Assemblies
Formulas
Markups
Cost Code/Type/Task
Vendors
Right-click grid cell menu (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
When you place your cursor in a Takeoff Details tab grid cell and right-click, you open a menu of multiple commands. Many of the commands are self-explanatory and are typical Windows commands such as cut, copy, paste, insert:
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o o o o
o Display Quick List and/or Display Detail/Add Record and/or Display Picklist Window or none of them.
Cut, Copy, Paste
Insert Row, Cut Row, Clear All Rows
Show/Hide Columns... - Opens the Grid View window with which you can select or clear check boxes to show or hide all the existing columns.
Save Current Grid View (temporarily saves the Show/Hide Columns... command)
Autofit All Columns
Find... - Opens the Grid Find window with which you can search for terms in the grid.
Enter Key Moves Right
Enter Key Moves Down
IMPORTANT:
There are two different ways to work with columns on the Takeoff Details tab grid using the mouse right-click. The program displays various commands depending on which column you have selected and right-clicked or which column cell you have right-clicked.
IMPORTANT:
To save selected columns permanently, from the menu bar, select Grid Views >
Add New View or Edit Current View.
Right-click grid columns menu (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
When you place your cursor in a column heading and right-click, you open a menu of several commands. These commands vary depending on the column you select. For example, some columns provide commands for displaying a Lookup Window, others for displaying a Quick List, and yet others do display either command.
o
o
o Display Lookup Window (or) Display Quick List (not displayed in every column when selecting a column and right-clicking)
Cut, Copy, Paste
Hide Selected Column
IMPORTANT:
There are two different ways to work with columns on the Takeoff Details tab grid and both are done using the mouse right-click. The program displays various commands depending on which column you have selected and right-clicked or which column cell you have right-clicked.
Adding new grid views (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can create and name your own customized grid views and then add them to the View list on the
Takeoff Details tab.
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Chapter 9 474
To add a new grid view:
6. Open 9-5 Takeoffs, and click the Takeoff Details tab.
7. On the Grid Views menu, click Add New View.
8. On the Add Grid Views dialog box, select a check box to add columns, or clear a check boxes to remove columns.
9. In the text box at the top, type a view name, and then click Save this View.
Editing the columns displayed in a grid view (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can temporarily change which columns display in a specific grid view on the Takeoff Details tab.
To edit the columns displayed in a grid view:
6. Open 9-5 Takeoffs, and click the Takeoff Details tab.
7. Right-click in a grid cell.
8. Do the following:
9. Select the check boxes by columns you want to display.
10. Clear the check box by the columns you want to hide.
11. Click OK.
Deleting the current grid view (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can delete custom and default column views in the View list on the Takeoff Details tab.
Caution!
A custom view that has been deleted cannot be restored. You may restore default views by clicking
Restore Default Views. Remember, restoring defaults will remove all additions and modifications to the grid views that are currently listed.
To delete the current grid view:
7. Open 9-5 Takeoffs, and click the Takeoff Details tab.
8. From the Grid Views menu, click Delete Current View.
9. When prompted to confirm, click Yes.
Restoring default grid views (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can restore the default grid views to the View list in 9-5 Takeoffs.
Caution!
Restoring defaults will remove all additions and modifications to the grid views that are currently listed.
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To restore default grid views:
7. Open 9-5 Takeoffs, and click the Takeoff Details tab.
8. From the Grid Views menu, click Restore Default Views.
9. When prompted to confirm, click Yes.
Showing and hiding grid columns (Takeoff Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can temporarily show or hide columns in the grid using the right-click menu to display the Grid
View window.
To show or hide columns:
6. Open 9-5 Takeoffs, and click the Takeoff Details tab.
7. In the grid, right-click in a cell to display the grid menu and select Show/Hide Columns.
8. In the Grid View window, select or clear the check boxes beside the column names to select the columns you want to display or hide.
9. Click OK.
Saving column widths using the Save Current Grid View command (Takeoff
Details tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can resize a column width by clicking and dragging the boundary on the right side of the column heading until the column is the width you want. Then you can save the column width with the Save
Current Grid View command.
NOTE:
There are two different ways to customize columns on the 9-5 Takeoffs window grid. Both are done using the right-click grid menu, but it is important to remember that the commands displayed on the grid menu vary depending in which column you click and where in the column you click.
To save column widths:
7. Open 9-5 Takeoffs, and click the Takeoff Details tab.
8. Click the right side of a column heading, and drag it to the desired width.
9. Right-click a grid column heading to display the menu, and click Save Current Grid View.
Project Values Tab Grid Menus
About the Project Values tab grid menus
This functionality is only available if you have purchased the Estimating Add-On Module .
The 9-5 Takeoffs window provides five tabs for working with estimates. Three of the tabs have grids. You use Project Values tab to declare the values for project variables. Sage Master Builder then uses these values throughout the entire takeoff. Because it has a different purpose than the
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Chapter 9 476
Takeoff Details tab, the Project Values tab grid has slightly different menu commands. For example, you can sort the grid by a specific column.
The grid cell right-click menu opens when you right-click in any grid cell.
The column right-click menu opens when you select a column heading and right-click it.
NOTE:
The Takeoff Details - Recaps tab does not offer any grid menu functionality.
Right-click grid cell menu (Project Values tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
When you place your cursor in a
Project Values
tab grid cell and right-click, you open a menu of multiple commands. Many of the commands are self-explanatory and are typical Windows commands such as cut, copy, paste, insert: o
o o o o
o o o o
Display Quick List (or no option)
Cut, Copy, Paste
Insert Row, Cut Row, Clear All Rows
Show/Hide Columns... - Opens the Grid View window with which you can select or clear check boxes to show or hide all the existing columns.
Save Current Grid View
Autofit All Columns
Find... - Opens the Grid Find window with which you can search for terms in the grid.
Enter Key Moves Right
Enter Key Moves Down
IMPORTANT:
There are two different ways to work with columns on the Project Values tab grid and both are done using the mouse right-click. The program displays various commands depending on which column you have selected and right-clicked or which column cell you have right-clicked.
Right-click grid column heading menu (Project Values tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
When you place your cursor in a column heading and right-click, you open a menu of several commands. These commands vary depending on the column you select. For example, some columns provide commands for displaying a Lookup Window, others for displaying a Quick List, and yet others do display either command.
o o o o
Display Quick List (not displayed in every column when selecting a column and right-clicking)
Cut, Copy, Paste
Hide Selected Column
Sort by (column name) Column
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IMPORTANT:
There are two different ways to work with columns on the Project Values tab grid and both are done using the mouse right-click. The program displays various commands depending on which column you have selected and right-clicked or which column cell you have right-clicked.
Showing and hiding columns (Project Values tab)
This functionality is only available if you have purchased the Estimating Add-On Module .
You can temporarily show or hide columns in the grid using the right-click menu to display the Grid
View window.
To show or hide columns:
6. Open 9-5 Takeoffs, and click the Project Values tab.
7. In the grid, right-click in a cell to display the grid menu and select Show/Hide Columns.
8. In the Grid View window, select or clear the check boxes beside the column names to select the columns you want to display or hide.
9. Click OK.
Exporting Files from 9-5 Takeoffs
About exporting files from 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
Depending on the type of work that you perform, you might need a few files or a large library. Careful thought should go into the creation of each file that you build. The mark of a good file is one that requires little modification. The more you have to change a file to suit a specific situation, the less time it saves you. Remember that a file can include as much or as little information as you want.
You can either use an existing record as the basis for a file or build a file completely from scratch.
When using an existing record, most of the work is already completed. Simply recall the record, modify it to meet your needs, then export it as a file.
Various commands are available on the Export menu. Many of the menu commands, such as
Change Orders, Proposals, Purchase Orders, Request For Proposal, Subcontracts,
Service Work Order, and Takeoff Prices to Part Prices have submenus with more commands.
Exporting takeoffs to files
This functionality is only available if you have purchased the Estimating Add-On Module .
Consider the following points before exporting takeoffs to files: o o
You can make a file containing most all the assemblies and parts necessary, or you can make one containing a simple outline.
Instead of using an existing takeoff, you can create a new takeoff for the file.
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To export a takeoff to a file:
7. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
8. In the Takeoff Launch window, double-click a job to launch a takeoff.
9. Do the following for each grid:
1. Delete any unwanted assemblies or parts.
2. Delete any unnecessary values for variables.
3. Delete any unnecessary quantities.
10. On the Export menu, click Takeoff File. The Save File window opens.
11. Name the file, and click Save.
Exporting takeoff prices to part prices
This functionality is only available if you have purchased the Estimating Add-On Module .
To export takeoff prices to part prices:
5. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
6. On the Takeoff Launch window, double-click a job to launch a takeoff.
7. On the Export menu, click on Takeoff Prices to Part Prices.
8. Select one of the following:
1. Use Grid
2. Use Takeoff
9. A message appears: Do you want to include subcontractors?
10. If you want to include subcontractors, click Yes.
11. The Update Takeoff Prices to Parts Databases window appears.
12. Individually select the vendors whose prices you want to update, or click Select All Vendors.
13. Under Update Option, make your selections:
1. Select Update Default Cost to update the Default Cost in Parts in 9-2 Parts.
2. Select Update Billing Amount to update the Billing Amount in 9-2 Parts. This will be calculated by using the newly updated Default Cost and the Markup %. This option is only available if you have selected Update Default Cost.
14. Select Update vendor prices to update a vendor’s price for any given part.
15. Select Add vendor to part if not already assigned. Sage Master Builder determines if the vendor for the part from the takeoff exists for the given part in the database and adds the vendor and its prices, if necessary.
16. Click the Update button.
Exporting takeoff grids to files
This functionality is only available if you have purchased the Estimating Add-On Module .
Note that Sage Master Builder does not export bid items and job phases with a grid.
To export a takeoff grid to a file:
6. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
7. In the Takeoff Launch window, double-click a job to launch a takeoff.
8. In the Bid Item list, click the bid item.
9. In the Phase list, click the phase.
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10. Do the following in the grid:
1. Delete any unwanted assemblies or parts.
2. Delete any unnecessary values for variables.
3. Delete any unnecessary quantities.
11. On the Export menu, click Grid File.
12. Name the file. and click OK.
TIP:
Instead of using an existing takeoff, you can create a new takeoff for the file.
Exporting budgets from 9-5 Takeoffs to 6-2 Budgets
This functionality is only available if you have purchased the Estimating Add-On Module .
To export budgets:
5. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
6. In the Takeoff Launch window, double-click a job to launch a takeoff.
7. On the Export menu, click Budget.
8. Close 9-5 Takeoffs.
9. Open 6-2 Budgets.
10. In the data control box, enter the record number for the budget that you want to view.
NOTE:
Because the budget represents your costs, it does not contain markups.
Exporting proposals from 9-5 Takeoffs to 6-9 Proposals
This functionality is only available if you have purchased the Estimating Add-On Module .
You can export takeoffs from 9-5 Takeoffs to a proposal in 6-9 Proposals either By Cost Code or
By Bid Item. If there is an override, markups, or a locked Bid Amount, then the difference between the Bid Amount and the Ext. Price Total is proportionally spread among all the proposal lines that are being created in the export.
To export a proposal from 9-5 Takeoffs to 6-9 Proposals:
6. Open 9-5 Takeoffs.
7. In the Takeoff Launch window, double-click a job to launch a takeoff.
8. Do one of the following:
9. On the Export menu, point to Proposal, then click By Cost Code.
10. On the Export menu, select Proposal, and then select By Bid Item.
11. Close 9-5 Takeoffs.
12. Open 6-9 Proposals.
13. In the data control box, enter the job number for the proposal that you want to view.
Exporting purchase orders from 9-5 Takeoffs to 6-6-1 Purchase Orders
This functionality is only available if you have purchased the Estimating Add-On Module .
Sage Master Builder creates purchase orders for lines assigned to a Vendor.
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If a price and/or quantity adjustment is made after purchase orders have been exported, the adjustment must also be made to the purchase order in 6-6-1 Purchase Orders.
In addition, if the purchase order has previously been exported, the export amount that is displayed will change to the new amount even though the full amount has not been exported. An alternate method for making the adjustment in 6-6-1 Purchase Orders is to re-export the purchase order with the new amount, and then delete the previously exported purchase order in 6-6-1 Purchase
Orders.
Things to remember when exporting purchase orders from 9-5 Takeoffs to 6-6-1 Purchase
Orders: o o o o
Exporting by Job exports the combined Vendor total for all bid items.
Exporting by Job/Phase exports the combined Vendor total for all bid items.
Exporting by Change Order exports the combined Vendor total for all Type-4 items.
Exporting by Task exports the items with a Vendor and Task. To use this option, a Vendor and Task must be assigned to the item on the takeoff line.
To export a purchase order:
10. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
11. In the Takeoff Launch window, double-click a job to launch a takeoff.
12. Do one of the following:
1. On the Export menu, point to Purchase Orders and click Job.
2. On the Export menu, point to Purchase Orders and click Job/Phase.
3. On the Export menu, point to Purchase Orders and click Change Order.
4. On the Export menu, point to Purchase Orders and click Task.
13. Select the purchase orders you want to export, then click Export.
14. Close 9-5 Takeoffs.
15. Open 6-6-1 Purchase Orders.
16. In the data control text box, enter the record number for the purchase order that you want to view.
Exporting subcontracts from 9-5 Takeoffs to 6-7-1 Subcontracts
This functionality is only available if you have purchased the Estimating Add-On Module .
To export subcontracts:
5. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
6. In the Takeoff Launch window, double-click a job to launch a takeoff.
7. Do one of the following:
8. On the Export menu, point to Subcontracts and select Job.
9. On the Export menu, point to Subcontracts and select Job/Phase.
10. Select the subcontracts you want to export, then select Export.
11. Close 9-5 Takeoffs.
12. Open 6-7-1 Subcontracts.
13. In the data control box, enter the record number for the subcontract that you want to view.
IMPORTANT:
Sage Master Builder only uses cost type 4-Subcontracts to create subcontracts.
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Exporting grids from 9-5 Takeoffs to 11-2 Work Orders
This functionality is only available if you have purchased the Estimating Add-On Module .
You can export individual grids from a takeoff to the 11-2 Work Orders/Invoices/Credits window.
When you export, job and client information are included on the work order record.
To export a grid to a work order:
6. Open 9-5 Takeoffs, and launch a takeoff.
7. Click the Takeoff Details tab.
8. In the Bid Item drop-down list, select a bid item.
9. In the Phase list, select a phase.
10. If there are no phases in your job, it can remain 0-None.
11. On the Export menu, point to Service Work Order, then click Current Grid Only.
12. Sage Master Builder launches 11-2 Work Orders/Invoices/Credits with the exported grid in view.
13. In 11-2 Work Orders/Invoices/Credits, in the Type drop-down list, select an invoice type.
14. On the file menu, click Save.
IMPORTANT:
Users must have security access to
11-2 Work Orders/Invoices/Credits in order to export work orders. Without rights, the export is blocked.
NOTE:
When exporting Current Grid Only, Sage
Master Builder only exports the grid that you have displayed.
NOTE:
There may be a small variance between the grid total for the Ext Price in 9-5 Takeoffs and the work order total in 11-2 Work Orders. This is due to rounding.
Exporting service work orders from 9-5 Takeoffs to 11-2 Work Orders-Invoices-
Credits
This functionality is only available if you have purchased the Estimating Add-On Module .
You can export individual grids from a takeoff to the 11-2 Work Orders/Invoices/Credits window.
When you export, job and client information are included on the work order record.
You can also export an entire takeoff to the 11-2 Work Orders/Invoices/Credits window. When you choose this option, Sage Master Builder copies all the lines from all the bid items and phases from the Takeoff Details grids and inserts them into the Invoice Details grid of the 11-2 Work
Orders/Invoices/Credits window with a blank line separating each bid item or phase section.
IMPORTANT:
Insurance, use tax, and bonding amounts are required to be zero before you can export a takeoff to 11-2 Work Orders.
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If you have a Gross Margin Override, Sage Master Builder exports the same as if the Bid
Amount is locked. Markup information is inserted directly into the work order in the following ways:
Markup % goes to either the Taxable or Non-Tax Markup % text boxes in the 11-2 Work
Orders/Invoices/Credits window, and Dollar Markup goes to either the Taxable or Non-Tax
Markup $ text boxes in 11-2 Work Orders/Invoices/Credits. Job and client information are included in the work order record. Tax District and address and contact information are included from the job record or the client record.
During the export process, if there is a Tax District in either the job or client record, then you declare whether or not the work order is subject to sales tax. Based on your response, the Bid Amount from 9-5 Takeoffs is then inserted into the appropriate Billing Amount cell, and the taxable status of all grid lines is set. If the takeoff is subject to sales tax, but tax is not included, then any sales tax that is computed on 11-2 Work Orders is added to the Billing Amount resulting in an increased
Invoice Total.
To export a takeoff as a work order:
10. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
11. In the Takeoff Launch window, double-click a job to launch a takeoff.
12.
In the Bid Item drop-down list, select a bid item.
IMPORTANT:
If you are exporting the entire takeoff, selecting a single bid item does not apply. Go to step 5.
13. In the Phase list, select a phase.
14. Do one of the following:
1. On the Export menu, point to Service Work Order, and select Current Grid Only.
2. On the Export menu, point to Service Work Order, and select Entire Takeoff.
15. Sage Master Builder launches 11-2 Work Orders/Invoices/Credits.
16. Continue working with the service work order in the 11-2 Work Orders/Invoices/Credits window.
17. In the Type drop-down list, click the drop-down arrow, and select an invoice type.
18. On the File menu, click Save.
IMPORTANT:
Users must have security access to
11-2 Work Orders/Invoices/Credits in order to export to a takeoff as a work order. Without rights, the export is blocked.
NOTE:
If you have locked the Bid Amount on 9-5
Takeoffs, have a Gross Margin Override, or have selected Sales Tax to be included in the Bid Amount before you export, then Sage Master Builder locks the
Billing Amount in 11-2 Work Orders.
NOTE:
The 11-2 Work Orders window calculates sales tax according to the rate applicable to the assigned tax district.
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NOTE:
There may be a small variance between the bid amount in 9-5 Takeoffs and the work order total in
11-2 Work Orders. This is due to rounding.
NOTE:
When exporting Current Grid Only, Sage
Master Builder only exports the grid that you have displayed.
Exporting change orders from 9-5 Takeoffs to 6-4-1 Change Orders
This functionality is only available if you have purchased the Estimating Add-On Module .
To export change orders:
5. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
6. In the Takeoff Launch window, double-click a job to launch a takeoff.
7. Do one of the following:
1. On the Export menu, point to Change Orders and click Job.
2. On the Export menu, point to Change Orders and click Job/Phase.
8. Select the change orders you want to export, then click Export. Sage Master Builder automatically selects change orders you have not yet exported.
9. In the 6-4-1 Change Orders window, review and save each change order.
Exporting RFPs from 9-5 Takeoffs to 6-11-1 Requests for Proposal
This functionality is only available if you have purchased the Estimating Add-On Module .
To export an RFP:
5. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
6. In the Takeoff Launch window, double-click a job to launch a takeoff.
7. Do one of the following:
1. On the Export menu, point to Request for Proposal, and click By Job.
2. On the Export menu, point to Request for Proposal and click By Job/Phase.
8. Accept or decline the question about continuing to export an RFP only with parts that have a vendor.
9. Accept or decline the question about including subcontractors in your RFP.
10. The Export RFP window appears with a list of vendors and vendor amounts.
11. If necessary, you can clear any check boxes of vendors that you want to exclude from the RFP.
12. To add the requesting employee to the RFP, you can click the Employee# drop-down arrow, and choose an employee from the list of employees.
13. Click Export.
14. Open the 6-11-1 Requests for Proposal window. In the data control, click the Last Record button.
15. The last RFP that you just exported appears.
About Export Notes
This functionality is only available if you have purchased the Estimating Add-On Module .
Export notes can be created in a takeoff in the Export Notes column, located on the far right of the
9-5 Takeoffs window grid. You can export them to change orders, purchase orders, requests for
9-5 Takeoffs
Chapter 9 484 proposals, subcontracts, and work orders. These notes can be created for each line item in your takeoff and can communicate important job information to vendors, subcontractors, suppliers, and clients.
When you select one of the export commands (except Work Orders), from the ExPort menu, an export list window opens with the option to export the Export Notes selected. To not export the
Export Notes, you simply clear the option. For Service Work Orders exports, you are provided with a yes/no choice to export the notes or not to export.
The following table describes the range of Export Notes available in Sage Master Builder.
Sage Master
Builder
Exporting
Change Orders
By Job
By Job/Phase
Purchase Orders
By Job
By Job/Phase
By Change Order
By Task
By Job
Request for
Proposal
By Job/Phase
By Job
Subcontracts
By Job/Phase
Service Work Orders
Current Grid Only
Entire Takeoff
There are no options to use Export Notes when exporting a budget, a proposal by cost code or a proposal by bid item.
You create export notes in the Export Notes column of 9-5 Takeoffs; however, the export notes do not appear in an Export Notes column in other windows. For example, when exporting a purchase order that includes some export notes, those note appear in the Purchase Order grid in the Notes column.
In the case of change orders where there are two grids, the export notes appear in the Change
Order Notes column of the grid on the Budget and Sub Change Details tab.
In the case of work orders, which have two Notes columns in the grid, the export notes appear in the
Shop Notes column in the grid on the Invoice Details tab.
Master Builder provides other “note” tools which you should not confuse with Export Notes. There is a Note button in the 9-5 Takeoff window toolbar with the descriptive text Enter notes for the
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company. There is also a Note column with the takeoff grid where you can enter a note for each line item in the takeoff. You cannot export these notes.
The Export Notes column is available to all users depending on their security clearance.
Importing Files to 9-5 Takeoffs
About importing takeoff files
This functionality is only available if you have purchased the Estimating Add-On Module .
Always import the file that you want to use before entering any other information because an imported file writes over information that you have already entered in the heading and grid cells. A grid file will only write over information in the displayed grid.
Importing takeoffs in 9-5 Takeoffs
This functionality is only available if you have purchased the Estimating Add-On Module .
IMPORTANT:
Before importing a file from other software you must create a compatible commadelimited or comma-quote-delimited file using a spreadsheet program, word processing program, or other software.
IMPORTANT:
When you import a file, the file writes over any data already contained in the window.
To import a takeoff:
6. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
7. In the Takeoff Launch window, double-click a job to launch a takeoff.
8. Select a job.
9. On the Import menu, click Takeoff File.
10. Select the file you want to import, and click OK.
Importing takeoffs using Takeoff Launch
This functionality is only available if you have purchased the Estimating Add-On Module .
IMPORTANT:
Before importing a file from other software you must create a compatible commadelimited or comma-quote-delimited file using a spreadsheet program, word processing program, or other software.
IMPORTANT:
When you import a file, the file writes over any data already contained in the window.
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To import a takeoff using Takeoff Launch:
6. Open 9-5 Takeoffs.
7. The Takeoff Launch dialog box opens.
8. In the Job# text box, enter the job number for which you want to create a takeoff.
9. Click Open.
Importing takeoff grid files
This functionality is only available if you have purchased the Estimating Add-On Module .
IMPORTANT:
Before importing a file from other software you must create a compatible comma delimited or comma-quote file using a spreadsheet program, word processing program, or other software.
To import a takeoff grid file:
6. In the Sage Master Builder main menu tree, double-click 9-5 Takeoffs.
7. In the Takeoff Launch window, double-click a job to launch a takeoff.
8. In the Bid Item list, click the bid item.
9. In the Phase list, click the phase.
10. On the Import menu, click Grid File.
11. Select the grid file that you want to import, and click OK.
NOTE:
When you import a grid file, the new content inserts at the cursor and does not overwrite the existing content.
9-6 Add Parts-Update Prices
About adding parts-updating prices
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Some functionality is only available if you have purchased the Estimating Add-On Module or the
Inventory Add-on Module or the Service Receivables Add-on Module .
The 9-6 Add Parts/Update Prices window provides a way for you to manage your parts file and to build and maintain your parts database. Some materials vendors supply pricing data on disks or make downloads available from the Internet, which you can use to update prices in the parts database. Some companies supply pricing information for a subscription fee.
You can perform the following actions in 9-6 Add Parts/Update Prices: o o o
Add parts
Update prices
Update prices and add new parts simultaneously
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You can create templates to save your selections for the different part/price source files that you use.
By opening a specific template, you can perform the desired action without having to reconfigure the window.
More about adding parts-updating prices
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Some functionality is only available if you have purchased the Estimating Add-On Module or the
Inventory Add-on Module or the Service Receivables Add-on Module .
You can add parts and update prices, as needed or on a regular basis, from many different vendors or pricing services’ databases. Suppose that you receive a disk from a local vendor that contains an electronic file with information on all the parts they can provide to you. Before adding parts or updating prices from this parts database into your company, determine the organization of information within the file. Carefully examine what information it contains and the order and format in which it appears. Usually, each line in the file represents a different part. You can then map the incoming information to existing fields in Sage Master Builder.
IMPORTANT:
You should always back up your database before beginning these procedures.
o o o o o o o
When adding parts or updating prices, you must complete a number of selections.
You have the option to assign part numbers to the records that you add.
When updating prices, you can also specify whether you want to update the default cost and billing amount or the vendor price.
You can choose to add new parts to your database while updating your part prices from a source file.
It is important to understand your existing Sage Master Builder parts structure before performing this procedure.
You must select the appropriate source file.
Source file fields must be the same alpha/numeric type as required in Sage Master Builder. For example, Part Number, Cost Codes, and Cost Types must be numeric.
Some electronic files contain a heading as the first line (instead of actual parts data) and this information should be ignored as it is imported. Select the option to ignore the first line.
Field Mapping and Destination Fields
Adding parts and updating prices involves field mapping. Suppose that a local vendor has supplied you with their database of parts. In the 9-6 Add Parts/Update Prices window, you can browse to and select the vendor file you want to import. The minimum amount of information that you must enter is Part#, Description, and Unit.
The example contains the following information in the Source File Fields from the source file that you have selected: part number, description, default price, selling price, and unit. Before you can add parts or update the prices, you use the Destination Fields to determine what fields in Sage Master
Builder are to be populated with the information from the vendor’s database and where to place it in the Sage Master Builder parts database.
By selecting Source File Fields and using the arrows to specify the Destination Fields, you will create the desired mapping. In some cases, the outside database might contain information that
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Chapter 9 488 does not directly relate to any of the Destination Fields. If you want to include the information, use the User Def1 and User Def2 (user-defined fields) as available fields for storing related information.
NOTE:
You can import several different types of files.
Be sure to review the vendor’s file type before importing.
About file types for adding parts-updating prices
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Some functionality is only available if you have purchased the Estimating Add-On Module or the
Inventory Add-on Module or the Service Receivables Add-on Module .
Caution!
Attempting to import files of an unsupported type may produce unpredictable results.
Several file types are supported for adding parts and updating prices on the 9-6 Add Parts/Update
Prices window.
o o o o o
Comma delimited
Comma/quote delimited
Tab delimited
Excel (using one of the following methods) o Excel files must be exported as a
*.csv
file before import into Sage Master Builder.
o Excel files can be imported automatically if they contain column headers and the First Line
is Header option is selected when importing the file with an
*.xls
extension.
DBF (Xbase)
Saving templates for adding parts-updating prices
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have purchased the Estimating Add-On Module , or the
Inventory Add-On Module or the Service Receivables Add-On Module .
Rather than having to configure the Import/Update Parts window each time you receive price updates from vendors or pricing services, you can save different import formats and recall them for later use.
To save an import format as a template:
7. Open 9-6 Add Parts/Update Prices.
8. Set up the template of the database that you want to import by making all your desired selections for that particular source file.
9. On the File menu, click Save As Template.
10. Enter the template name, and then click OK.
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Recalling templates for adding parts-updating prices
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have purchased the Estimating Add-On Module , or the
Inventory Add-On Module or the Service Receivables Add-On Module .
To recall a template for adding parts/updating prices:
6. Open 9-6 Add Parts/Update Prices.
7. On the File menu, select Open Template.
8. Enter the template name, and then click Save.
Adding parts
Complete functionality is only available if you have purchased the Estimating Add-On Module .
This functionality is only available if you have purchased the Estimating Add-On Module , or the
Inventory Add-On Module or the Service Receivables Add-On Module .
Caution!
Always make a backup of your data before you add parts.
To add new parts:
7. Open 9-6 Add Parts/Update Prices.
8. Select Add New Parts.
9. If you want to automatically assign part numbers to the imported parts, select Assign Part#.
10. In the Start# text box, enter the starting number to assign to the new parts. This must be in numeric form only.
11. Choose Select Source File, then browse to and select the database file you want to use for adding parts.
12. The path name for the source file appears.
13. The Source File Fields under Field Mapping appears.
14.
If the source file contains descriptive headers or labels as its first line, select First Line is Header.
This line is ignored during the import function.
15.
Map which Destination Fields from the Sage Master Builder database correspond to the imported
Source File Fields.
Important:
At minimum, you must select Part#, Description and
Unit as Destination Fields to be mapped.
16. On the left side of the window, under Field Mapping, select the Source File Fields row and the Des-
tination Fields cell that you want to map.
17. Under Destination Fields on the right side of the window, select the corresponding Sage Master Builder field by double-clicking the field. Alternately, select the Sage Master Builder field, and then select ENTER or the arrow key to map the field.
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18. Repeat step 5 until you have mapped all Source File Fields with corresponding Destination Fields for the parts you want to add to your Sage Master Builder parts database.
19. Click Add/Update.
20. If any failures occur during the process, an error log appears for your review.
NOTE:
You can remove field mapping for a specific row by selecting the Destination Field and using the arrow key to move it back to the Destination Fields list.
TIP:
You can use your selections to save as a template for future use.
Updating Parts and Prices
Updating part prices
This functionality is only available if you have purchased the Estimating Add-On Module .
Caution!
Always make a backup of your data before you add parts or update prices.
Consider the following points before updating part prices: o o o
Updating only requires a Part#.
You can remove field mapping for a specific row by selecting the Destination Field and using the right arrow key to move it back to the Destination Fields list.
The part numbers from the vendor's source file must match the Part# in Sage Master Builder in order for the update to properly occur.
To update part prices:
8. Open 9-6 Add Parts/Update Prices.
9. Select Update Part Prices and complete the following as necessary:
1. If you want Sage Master Builder to match parts based on the Alpha Part#, select Match Alpha
Part#.
2.
Default Cost/Billing Amount is selected by default. Sage Master Builder updates the default cost/billing amount for parts in the database.
Vendor-specific prices will not be applied to new parts but will be applied to Default Cost/Billing Amount.
3. If you want Sage Master Builder to update the Vendor Price instead of the Default Cost/Billing
Amount of the 9-2 Parts window, select Vendor Price.
4. If you have selected Vendor Price as your update method, in the drop-down list, select the vendor whose source file you are using.
5.
The path name for the source file appears in the window.
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10. Choose Select Source File, browse, and then select the database file to use for adding parts.
1. The Source File Fields under Field Mapping appears.
2.
If the source file contains descriptive headers or labels as its first line, select First Line is
Header.
This line is ignored during the import function.
11. Map the Destination Fields from the Sage Master Builder database that correspond to the imported
Source File Fields.
1. On the left side of the window, under Field Mapping, select the Source File Fields row and the
Destination Fields cell that you want to map.
2. Under Destination Fields on the right side of the window, select the corresponding Sage Master
Builder field by double-clicking the field. Alternately, select the Sage Master Builder field and then select ENTER or the arrow key to map the field.
12. Repeat step 5 until you have mapped all fields you want to import to Sage Master Builder from the external database.
13. Click Add/Update.
14. If any failures occur during the process, an error log appears for your review.
You can use your selections to save as a template for future use.
Important information about updating prices and adding new parts simultaneously
This functionality is only available if you have purchased the Estimating Add-On Module .
In the 9-6 Add Parts/Update Prices window, you can choose to add new parts to your database from a source file while updating your part prices. Because you may be doing this on a regular basis and your vendor may change their file configuration or numbering scheme, it is important to understand your existing Sage Master Builder parts structure before performing this procedure.
When performing this procedure, there are several things to be aware of: o o
Any parts in the source file that are not currently in your parts database will be added to your parts database. You cannot select specific parts or ranges of parts to add.
When updating prices and adding parts, all Destination Fields are available for mapping, but only
Description, Unit, Default Cost and Billing Amount (if mapped) are updated. Any new parts are added.
If you have selected Vendor Price from the Update Part Prices menu, there are additional considerations: o o
If you choose to update your part’s Vendor Price and to add parts at the same time, the prices on the Vendor window are updated. However, the update process is not going to attach your selected vendor to any new parts.
In order for a new added part to have a price entered in the 9-2 Parts window, you must map an additional field(s) from the Source File Fields to the Default Cost and/or Billing Amount Des-
tination Fields because the Vendor Price can only be updated on existing Vendor windows.
If this is the first time you are performing this combined
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Updating prices and adding new parts simultaneously
This functionality is only available if you have purchased the Estimating Add-On Module .
Caution!
Always make a backup of your data before you update prices or add parts.
To update prices and add new parts simultaneously:
6. Open 9-6 Add Parts/Update Prices.
7. Select Add New Parts.
1. If you want to automatically assign part numbers to the imported parts, select Assign Part#.
2. In the Start# text box, enter the starting number to assign to the new parts. This must be in numeric form only.
8. Select Update Part Prices and complete the following as necessary:
1. If you want Sage Master Builder to match parts based on the Alpha Part#, select Match Alpha
Part#.
2.
Default Cost/Billing Amount is selected by default.
Note:
Vendor-specific prices will not be applied to new parts but will be applied to Default Cost/Billing Amount.
3. Sage Master Builder updates the default cost/billing amount for parts in the database.
4. If you want Sage Master Builder to update the Vendor Price instead of the Default Cost/Billing
Amount in the 9-2 Parts window, select Vendor Price.
5. If you have selected Vendor Price as your update method, select from the drop-down list the vendor whose source file you are using.
9. Choose Select Source File, browse, and then select the database file to use for adding parts. The path name for the source file appears in the window.
1. The Source File Fields under Field Mapping appears.
2.
If the source file contains descriptive headers or labels as its first line, select First Line is
Header.
This line is ignored during the add/update function.
10. Map which Destination Fields from the Sage Master Builder database correspond to the imported
Source File Fields.
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1. On the left side of the window, under Field Mapping, select the Source File Fields row and the
Destination Fields cell that you want to map.
2.
Under Destination Fields on the right side of the window, select the corresponding Sage
Master Builder field and click the left arrow key. Alternately, select the Sage Master Builder field, and then select ENTER. Alternatively, you can double-click the field.
Important:
At minimum, you must select Part#, Description, and
Unit as Destination Fields to be mapped.
The part numbers from the vendor's source file must match the Part# in Sage Master Builder in order for the update to properly occur.
11. Repeat step 5 until you have mapped all fields you want to import to Sage Master Builder from the external database.
12. Click Add/Update.
13. If any failures occur during the process, an error log appears for your review.
NOTE:
You can remove field mapping for a specific row by selecting the Destination Field and use the right arrow key to move it back to the Destination
Fields list.
TIP:
You can use your selections to save as a template for future use.
9-7 Maintain Parts Database
About 9-7 Maintain Parts Database
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Some functionality is only available if you have purchased the Estimating Add-On Module or the
Inventory Add-on Module or the Service Receivables Add-on Module .
In the 9-7 Maintain Parts Database window, you can make changes to the parts database or set up the vendor preference list for part records.
To determine the scope of an update, under Selection Criteria, select specific part numbers, part classes, a range of parts, or the entire database. In the Field list, click the field on which you want to base the update. Then in the Operator list, click the mathematical operator such as equal to or greater than. Then in the Value text box, enter the value for which you are searching.
Under Fields to Change, specify the information you want to change. Suppose that you add parts from a database that uses cost codes that differ from your own. In the Maintain Parts Database window, you set up the selection criteria to choose only those cost codes that you want to change.
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Then in the Fields list you select Cost Code, in the Operator list you select Replace With, and in the new Value text box you enter the cost code that you want to use. When you update the database, Sage Master Builder automatically replaces the data in the cost code box from the selected part records with the information you entered in the new Value text box.
Instead of replacing information, you can factor it. Factoring allows you to increase or decrease values. For example, your lumber supplier has increased prices by 15 percent. You set up the selection criteria to choose only the lumber parts. Then in the Fields list you select Default Cost, in the Operator list you select Factor by, and in the new Value text box you enter 1.15, which multiplies the existing amounts by 15 percent.
You can also use the Maintain Parts Database window under Assign Vendor Preferences to set up vendor preference lists in part records, which allows you to rank the vendors in order of preferred use. Before creating a takeoff, you can elect to use only preferred vendors for parts. Then each time you enter an assembly or part in the takeoff, Sage Master Builder uses the price for the preferred vendor.
Setting up a vendor pricing list
This functionality is only available if you have purchased the Estimating Add-On Module .
Use the selection criteria to select the range of parts to which you want to assign the vendor list.
Enter the vendors and assign each vendor a preference number. The vendor you assign number 1 is the preferred vendor.
To set up a vendor pricing list:
6. Open 9-7 Maintain Parts Database.
7. Under Selection Criteria, do the following:
8. In the Field list, click the field.
9. In the Operator list, click the operator.
10. In the Value field, enter the value.
11. Repeat step 2 until you have selected all the criteria you want to use.
12. Under Assign Vendor Preferences, do the following:
13. In the Preference# text box, enter the preference number.
14. In the Vendor text box, enter the vendor number.
15. If there is a discount rate, in the Disc. Rate text box, enter the discount rate.
16. Repeat step 4 for each vendor you want to include.
17. Click the Add Vendors button.
TIP:
You can add to a list of existing vendors using the steps above.
Replacing an existing list of vendors for vendor pricing
This functionality is only available if you have purchased the Estimating Add-On Module .
To replace an existing list of vendors for vendor pricing:
5. Open 9-7 Maintain Parts Database.
6. Under Selection Criteria, do the following:
7. In the Field list, click the field.
8. In the Operator list, click the operator.
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9. In the Value field, enter the value.
10. Repeat step 2 until you have selected all the criteria you want to use.
11. Under Assign Vendor Preferences, do the following:
12. In the Preference# text box, enter the preference number.
13. In the Vendor text box, enter the vendor number.
14. If there is a discount rate, in the Disc. Rate text box, enter the discount rate.
15. Repeat step 4 for each vendor you want to include.
16. Click the Replace Vendor Prices button.
Updating vendor pricing
This functionality is only available if you have purchased the Estimating Add-On Module .
IMPORTANT:
In order to update vendor pricing, you must verify information in the 9-2 Parts window. There must be a value in Default Cost under Cost/Billing.
In addition, you must verify values in the Vendors window (via 9-2 Parts) in these columns:
Preference#, Vendor, Order#, Disc. Rate, and
Price.
To update vendor pricing:
6. Open 9-7 Maintain Parts Database.
7. Under Selection Criteria, do the following:
8. In the Field list, select the field.
9. In the Operator list, select the operator.
10. In the Value field, enter the value.
11. Click the Update Vendor Prices button.
Maintaining the parts database
Complete functionality is only available if you have purchased the Estimating Add-On Module .
Some functionality is only available if you have purchased the Estimating Add-On Module or the
Inventory Add-On Module or the Service Receivables Add-On Module .
To maintain the parts database:
6. Open 9-7 Maintain Parts Database.
7. Under Selection Criteria, do the following:
8. In the Field list, click the field that you want to update.
9. In the Operator list, click the operator.
10. In the Value text box, enter the value for which you are searching.
11. Repeat step 2 until you have selected all the criteria you want to use.
12. Under Fields to Change, do the following:
13. In the Field list, click the field that you want to update.
14. In the Type list, click how you want to update the data.
15. In the Value text box, enter the value that you want to apply.
16. Repeat step 4 for each field you want to change.
17. Click the Update button.
Deleting ranges of parts
Complete functionality is only available if you have purchased the Estimating Add-On Module .
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Some functionality is only available if you have purchased the Estimating Add-On Module or the
Service Receivables and Inventory Add-On Module .
Caution!
To avoid a possible loss of data, always make a backup file before using the 9-7 Maintain Parts
Database window.
To delete a range of parts:
7. Open 9-7 Maintain Parts Database.
8. Under Selection Criteria, do the following:
9. In the Field list, select the field.
10. In the Operator list, select the operator.
11. In the Value text box, enter the value for which you are searching.
12. Repeat step 2 until you have selected all the criteria you want to use.
13. Click the Delete button.
9-8 Board Footage
About board footage
This functionality is only available if you have purchased the Estimating Add-On Module .
You can update lumber costs for selected part classes in the 9-8 Board Footage window. To create manageable pricing blocks for lumber, use the part classes to segregate lumber by species, grade, and length. This provides the ability to select part classes for lumber and update the new costs or billing rates per 1000 board feet. Sage Master Builder computes the new prices for the cut materials and updates the part records accordingly.
Entering new cost and billing amounts for lumber classes
This functionality is only available if you have purchased the Estimating Add-On Module .
Consider the following points: o o o
Sage Master Builder updates the new costs in the Last Cost box, and the new billing prices in the
Billing Amount box in the part records.
When you leave the Cost or Billing cells blank, Sage Master Builder does not change the current prices. This allows you to make changes only to costs or billing amounts for different lumber classes.
Use the 9-7 Maintain Parts Database window to make changes to lumber parts based on selection criteria other than part classes.
To enter new cost and billing amounts for lumber classes:
7. Open 9-8 Board Footage.
8. In the Part Class column, right-click a cell, then click Display Picklist Window.
9. Alternatively, you can click the drop-down arrow to display the Lookup window.
10. Create a Picklist of part classes, and insert the list in the Board Footage window.
11. In the Cost/1000Bf column, enter the new cost per 1000 board feet.
12. In the Billing/1000Bf column, enter the new billing amount per 1000 board feet.
13. Click the Update button.
14. On the File menu, click Save.
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15. Sage Master Builder saves the part classes for use in the next update session.
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Chapter 10: 10-Scheduling
Working with Scheduling
You can run your schedules and allocate production resources as efficiently as you’d like. The easyto-use critical path management (CPM) feature integrates with the Estimating Add-on Module and other data, enabling you to assign equipment, employees, vendors, and subcontractor to various tasks. You can then generate essential notices and reports.
Sage Master Builder has the ability to automatically generate subcontractor and supplier notices that inform them when to perform work and make deliveries, as well as call sheets with phone numbers, dates, schedules, and work descriptions to help you manage every job.
Sage Master Builder can automatically email or fax schedules and project documents to your subcontractors and customers at set dates and times that you select.
You can move tasks or extend them as necessary with a few mouse clicks, set task-specific exception days, and create predecessor relationships. You can control float and avoid liquidated damages by comparing the original timetable to actual production. Sage Master Builder’s scheduling system can document every change as well as indicate when tasks are running too long. You can even produce cash requirement reports that pull from the estimate the dollar amounts for each task, merge it with the schedule, and tell you how much cash you will need for the project by the day, week, or month.
Here are more features found in Sage Master Builder Scheduling: n n n n n n
View a graphic display (Gantt chart) of every task.
Manage tasks across multiple projects by viewing a schedule of all jobs.
Set milestones, billing, and materials orders for any task.
Produce call lists and subcontractor notices.
Adjust the schedule and Gantt chart to reflect change orders.
Keep project information handy in a central location with the Project Work Center.
10-1 Scheduling Reports
In this section:
“Appendix B - List of scheduling reports”
Appendix B - List of scheduling reports
Link to a list of all the scheduling reports.
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10-2 Tasks
In this section:
Setting up task types
“About dependencies in scheduling”
“About lead and lag time in scheduling”
“Entering dependencies for tasks”
“Drawing dependencies between tasks”
About Tasks
In the 10-2 Tasks window, you can create a master list of tasks. When creating a task list, it is important to tailor the tasks to the type of work your company performs and the level of detail necessary to effectively schedule projects.
In general, create tasks for every event that requires at least one day of work. To help create the task list, review the previous schedules of typical projects completed by your company. As you enter tasks, arrange the tasks in the order they are performed. For example, the tasks Rough Plumbing and Rough Electrical come before the task Pour Concrete Slab.
As you enter tasks, assign each task a task number. The sequence of task numbers should reflect the order in which tasks are performed. To allow for expansion of the task list, provide breaks in the sequence of task numbers as you create the list.
Task lists can vary in length and complexity. A general contractor, for example, might require more than 100 tasks whereas a subcontractor might require only 15 tasks. When creating the task list, consider the following:
Create tasks based on the type of work, not the person performing the work. You can assign resources to specific tasks after the client has approved the schedule.
Separate tasks. Some work is performed in stages and should be scheduled as different tasks. With separate tasks, you can also gain better control over resource allocation.
For example, a drywall subcontractor creates the tasks Stock Drywall, Hang Drywall, and Tape
and Texture Drywall. Separate tasks allow the subcontractor to schedule resources needed for each task.
Combine tasks. Sometimes you can group a series of related tasks into a single task. Before combining tasks, consider what impact this will have on scheduling dependent tasks and resource allocation.
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Suppose a general contractor is creating a task list for residential home construction. Because the drywall is always contracted out, the contractor creates two tasks: Stock Drywall and
Hang/Tape/Texture Drywall. While the subcontractor has to schedule a variety of resources for the individual tasks, the contractor is only concerned with scheduling the subcontractor as a resource. Therefore, the general contractor can use a single task to schedule the hanging, taping, and texturing for drywall.
Create separate tasks for milestones, inspections, billings, or other important events.
Setting up task lists
You can create your own task types, or modify the existing types.
To set up a task list:
1
Open 10-2 Tasks.
2
In the Task# cell, enter the number you want to assign to the task. You can enter up to 10 digits to the left of the decimal place and three digits to the right.
3
In the Description cell, enter a brief statement about the task.
4
In the Task Type cell, enter the task number you want to assign to the task.
5
Repeat steps 2–4 for each task.
6
On the File menu, click Save.
About dependencies in scheduling
A dependency links one task to another task. You can set up predecessors between tasks in a single job, or between different jobs
Relationship Description
1-Start/Finish
The start of task B relies on the completion of predecessor task A.
Most tasks use the start/finish dependency.
2-Start/Start
The start of task B relies on the start of predecessor task A.
3-Finish/Start
The finish of task B relies on the start of predecessor task A.
4-
Finish/Finish
The finish of task B relies on the finish of predecessor task A.
About lead and lag time in scheduling
With each dependency, you can assign lead time or lag time. Lead or lag allows you to further adjust the starting date of a task in relation to its predecessor.
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Lag time
Lag provides a delay between tasks. For example, in the Predecessor window for the task
Stripping Forms, you assign the task Pouring the Foundation as its predecessor. Because you cannot strip the forms until the concrete is poured, click 1-Start/Finish in the Relation list. However, the forms cannot be removed until the concrete has cured, so enter 3 in the Lead/Lag text box.
When looking at the schedule, the Stripping Forms task cannot start until three days after the completion of Pouring the Foundation. Therefore, you enter lag as a positive value.
Lead time
Lead provides an overlap between tasks. For example, in the Predecessor window for the task
Electrical, you assign the task Roofing as its predecessor and enter 1-Start/Finish in the
Relation column. An electrician can begin wiring the building a couple of days before the roofing task is completed since the structure is now partially covered by roofing. In the Lag/Lead column, enter -2. When looking at the schedule, the Electrical task can begin two days before the finish of the Roofing task. Therefore, you enter lead as a negative value.
Entering dependencies for tasks
If a task has a predecessor in another job, Sage Master Builder displays the names of the predecessor job and task when you select the Predecessor check box while in Gantt view. Click the detail button next to that information to display the predecessor job.
To enter a dependency for a task:
1
Open 10-3 Schedules.
2
Select the task for which you want to set up predecessors.
3
On the Options menu, click Predecessors.
4
In the Job cell, enter the job number.
5
In the Phase cell, enter the phase number.
6
In the Predecessors cell, enter the task number of the task you want to set as the predecessor.
7
In the Relation cell, enter the type number for the relationship the task has with its predecessor.
8
In the Lead/Lag cell, do one of the following:
a
For lead, enter the number of days you want the task to overlap its preceding task as a negative number.
b
For lag, enter the number of days you want to delay the task as a positive number.
9
On the File menu, click Save.
Drawing dependencies between tasks
To draw dependencies between tasks:
1
Open 10-3 Schedules.
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2
Using the data control, select an existing schedule and click the Grid/Gantt button.
3
On the Mode menu, click Draw Predecessors.
4
Click the start or finish of a task and drag to the start or finish of another task.
Connect a task to a predecessor, moving from the bottom to the top of the Gantt chart.
You can assign task dependencies between jobs.
About date constraints
In addition to using dependencies, durations, and lag or lead times, you can further constrain when a task begins or ends. In the schedule grid, you can enter dates for a task that restrict when it may begin or end.
Column Description
Fixed Date
Establishes a permanent date when a task must begin. A fixed date does not move when a schedule is delayed or accelerated.
Most tasks do not use a fixed date, and begin or end in relation to the predecessors tasks.
Not Before
Establishes the earliest date when a task can begin.
Though a task cannot begin before the indicated date, the task can begin after the date.
If you provide a date in the Not Before column for a critical task, Sage Master Builder adjusts the start and finish dates for subsequent tasks.
Not After
Establishes the latest date when a task can begin.
If you provide a date in the Not After column for a critical task, Sage Master Builder adjusts the start and finish dates for subsequent tasks.
Late Start
Displays the last day a non-critical task can begin and remain on schedule. Only for tasks with float.
Late Finish
Displays the last day a non-critical task can end and remain on schedule. Only for tasks with float.
10-3 Schedules
In this section:
“Tips for managing a project schedule”
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“Creating starter schedules from takeoffs”
“Displaying takeoff hours by job or job phase”
“About scheduling resources to avoid conflicts”
“Assigning employee resources”
“Assigning equipment resources”
“Assigning subcontractor resources”
About 10-3 Schedules
With 10-3 Schedules, you can create a schedule to plan and manage a project, regardless of its size. A schedule allows you to budget time, plan when some tasks begin in relation to other tasks, set milestones, set up tasks for billings or inspections, and identify scheduling conflicts between resources. Moreover, you can analyze the accuracy of time estimates, track the progress of jobs, and adjust tasks or resources to keep projects on schedule.
Each schedule is composed of tasks to accomplish over the course of a project. For each task, you can indicate its duration, predecessor dependency, and any constraints. Sage Master Builder then uses the task information and the project start date to determine the start and finish dates for each task and the project’s finish date.
In Gantt view, you can use the mouse to move tasks, draw predecessor dependencies, or change the duration of tasks. Changing the duration of a single task in the critical path directly affects the starting times of other tasks and can increase or decrease the overall length of the project.
Resource allocation to individual tasks provides you with another tool for planning and managing a project. After the client approves the schedule, you can allocate the equipment, subcontractors, and employee resources. For example, after scheduling resources for a project, you can compare the resource reports between different projects to determine if any scheduling conflicts exist.
Over the course of the project, you can enter the progress of work by changing the duration of tasks.
In Gantt view, you can review the project, see the effects of gains or delays, and determine the best course of action to keep your project on schedule.
Tips for managing a project schedule
It is a good idea to review the schedule each day. The duration of a task can change due to a variety of circumstances such as weather, materials supplier delays, subcontractor delays, or manpower shortages. As delays occur, extend the duration of the affected tasks. Likewise, for tasks completed ahead of scheduled, shorten the duration for affected tasks.
When you change the duration for a task, enter a note explaining why the change was necessary.
The notes can provide vital information later if questions or disputes about the schedule arise.
Twice a week, determine which tasks will be performed over the next two weeks. Call the subcontractors and materials suppliers associated with the tasks that are two weeks out to remind
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Each week, print and mail update notices to the subcontractors and materials suppliers who are expected on the job site in two weeks.
It is good idea to meet with the clients twice a month to discuss the project’s actual progress and how it compares to the schedule. At the meetings, supply the clients with a copy of the revised schedule.
The schedule will help clients to see their responsibilities (such as when client decisions need to be made), avoid potential conflicts, and prevent last-minute problems.
Creating starter schedules from takeoffs
If you have a detailed takeoff created for a job, you can create a starter schedule from the takeoff.
The following data populates the starter: o o o o o o
Task
Task description
Task type (Each task is assigned 1-Work.)
Duration (Each task has a beginning duration of 1.)
Vendor
Start and finish relationship
Also, consider the following important points before creating a start schedule from a takeoff: o o o
You must have detail lines in your takeoff for the selected job in order for the starter schedule to populate.
Not all scheduled tasks exist in a takeoff. Some tasks that are not associated with parts need to be manually added to the schedule (for example, inspections). After the starter schedule has been created, review the schedule to make any necessary adjustments.
Before you create the schedule, be sure that the takeoff contains tasks associated with each part.
To check, from 9-5 Takeoffs, click the Takeoff Details - Recaps tab, and then at the bottom of the window, click the Task button. Review each task.
To create a starter schedule from a takeoff:
1
Open 10-3 Schedules.
2
In the data control box, enter the job number for the job you want to schedule.
3
In the Phase list, click the phase you want to schedule.
4
In the Options menu, point to Import, then click Takeoff Tasks.
5
The data populates the schedule. For each task, the duration can be adjusted from the default duration of 1 to reflect the estimated duration of the task.
Displaying takeoff hours by job or job phase
This functionality is only available if you have purchased the Estimating Add-On Module .
You can view a summary of the labor hours for each task in a job or in different phases of a job. The estimated hours to complete each task with cost type 2-Labor are summed up in the Display
Takeoff Hours grid or the Display Takeoff Hours by Phase grid. From the estimates, you can
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For example, for a project in which it is estimated to take 100 worker hours to complete the foundation forming and reinforcement, a crew of five would complete the task in 20 hours; however, a crew of 10 could complete the work in 10 hours.
To display takeoff hours by job or job phase:
1
Open 10-3 Schedules.
2
On the Options menu, click Takeoff Hours, then click either Display Takeoff Hours or Display
Takeoff Hours by Phase.
Creating schedules
To create a schedule:
1
Open 10-3 Schedules.
2
In the data control text box, enter the job number for the job you want to schedule.
3
In the Phase list, click the phase.
4
Do one of the following:
a
Import a file.
b
Import a list of tasks.
5
In the Fixed Date cell of the first task, enter the starting date of the project.
6
For each task, do the following:
1
In the Duration cell, enter the duration of the task.
c
In the Task Type list, click the task type.
d
Enter the constraints, if any, in the Not Before, Not After, or Fixed Date cells.
e
Assign the dependencies.
2
Repeat steps 3–5 for each phase.
3
On the File menu, click Save.
4
Print the schedule.
5
Review and refine the schedule.
6
Print the schedule and submit it as part of the proposal package.
7
When you receive a signed contract, do the following for each task:
a
Assign employee resources.
b
Assign equipment resources.
c
Assign subcontractor resources.
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8
Set the original schedule.
9
On the File menu, click Save.
Display-only text boxes
Four display-only text boxes provide scheduling information after you have completed creating a schedule and will automatically be updated as you make changes to the schedule: o o o o
First Date: Reflects the Fixed Date in the schedule.
Last Date: Reflects the Finish Date, which is the last date of the last phase in the schedule.
Calendar Days: The number of calendar days between the First Date and the Last Date.
Work Days: The number of Work Days between the First Date and the Last Date.
You can turn on an option to open a job’s schedule when the purchase order scheduled date changes.
About scheduling resources to avoid conflicts
By scheduling resources, you can locate scheduling conflicts between resource assignments. You can assign employees, equipment, and subcontractors to the tasks in each phase of a project.
Resource scheduling does not automatically warn you of potential conflicts. With the resource information, you can produce schedules of the resources from 10-1-5 Resource Reports. From the resource reports, you can compare resources between jobs and determine if any conflicts exist.
You can also produce call sheets and reminder notices for subcontractors using the subcontract resource information. Select 10-1-4 Subcontractor Call Sheet and 10-1-1 Subcontract Notice.
Assigning employee resources
To assign employee resources:
1
Open 10-3 Schedules. In the data control box, enter the job number.
2
In the Phase list, click the phase.
3
In the Task# column, select the task(s) to which you want to assign employees.
4
On the Options menu, click Employees.
5
In the Employee cell, do one of the following:
a
Enter the employee number.
b
Right-click the cell to open the Lookup window, then select the employee.
6
In the Start Time cell, enter the time you expect the employee to begin.
7
In the End Time cell, enter the time you expect the employee to finish.
8
Repeat steps 5–7 for each employee you wish to assign to the task.
9
On the File menu, click Save.
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Assigning equipment resources
To assign equipment resources:
1
Open 10-3 Schedules. In the data control box, enter the job number.
2
In the Phase list, click the phase.
3
In the Task# column, select the task(s) to which you want to assign equipment.
4
On the Options menu, click Equipment.
5
In the Equipment cell, do one of the following:
a
Enter the equipment number.
b
Right-click the cell to open the Lookup window, then select the equipment.
6
In the Start Time cell, enter the time you expect the equipment to begin.
7
In the End Time cell, enter the time you expect the equipment to finish.
8
Repeat steps 5–7 for each piece of equipment you wish to assign to the task.
9
On the File menu, click Save.
Assigning subcontractor resources
To assign subcontractor resources:
1
Open 10-3 Schedules. In the data control box, enter the job number.
2
In the Phase list, click the phase.
3
In the Task# column, select the task(s) to which you want to assign equipment.
4
On the Options menu, click Subcontractors.
5
For each subcontractor, do the following:
a
Click a cell in the Subcontractor column, or press F5 or F8 to open a Lookup or Picklist window.
b
Select a subcontractor.
c
In the Start Time cell, enter the time you expect the subcontractor to begin.
d
In the End Time cell, enter the time you expect the subcontractor to finish.
6
On the File menu, click Save.
Schedule Views
“Resizing tasks in scheduling”
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“Viewing the critical path in schedules”
“Automatically assigning the start-finish dependency”
“Setting the original schedule”
“Scheduling and the company calendar”
“Changing workdays and non-workdays”
“Recalculating the schedule with the company calendar”
“About displaying schedule recaps”
“Exporting scheduling grid files”
About Gantt view
The Gantt view provides a visual representation of tasks, such as bar graphics, and shows each task’s duration (including non-workdays), start and finish dates, and dependencies. The taskbars show the flow of a project across its timeline. You can resize the Gantt view to display as much or as little of the grid as you want.
After you have created the list of tasks and task durations, you can build a schedule. In the Gantt view, you can move or resize tasks and create dependencies between tasks. After adjusting a taskbar, Sage Master Builder automatically enters the changes for you in the grid columns, although you can also edit the grid while in Gantt view. In Gantt view, you can also display a brief summary of task dates and predecessors for a selected task.
Printing Gantt views
Printing Gantt charts works differently than other report printing. For example, you must select a form design with either portrait or landscape orientation. Paper size and the size of the detail section do not matter because the program takes the selected form design elements and resizes them to fit the selected printer page size.
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IMPORTANT:
If you are going to use any paper size other than Letter, you must use the Print records button on the toolbar. If you are exporting to PDF or sending the report to Word, you cannot use the toolbar buttons. You have to manually select the PDF or RTF printer. not use the Create a PDF file of this report button.
To print a Gantt view:
1
Open 10-3 Schedules.
2
Using the data control, select an existing schedule and click the Grid/Gantt button.
3
When the grid pane appears with half of it displayed as a Gantt chart, it verifies the job and schedule.
4
Open 10-1-5 Report Printing.
5
The window opens with 21-Gantt Chart selected on the Report Criteria tab.
6
On the Job# line, in the cell to the right of the Criteria drop-down list, enter the job number.
7
For example, the line could look like this: Job#, Equal, 3-Parking Garage Job.
8
For a quick test, click the Print preview and Drilldown (when available) button.
9
Beneath the Drive drop-down box, select the printer from the drop-down list.
10
Select the paper size, tray, and quality (dpi) settings.
11
The range of these options depends on your printer’s capabilities.
12
To print specific pages, enter their numbers in the text boxes next to Pages.
13
Select how many copies you want by clicking on the up and down arrows next to Copies.
14
To preview the document, click the preview button.
15
On the far-right of the toolbar, click the Print records button.
Moving tasks
To move a task:
1
Open 10-3 Schedules.
2
Using the data control, select an existing schedule and click the Grid/Gantt button.
3
On the Mode menu, click Move Tasks.
4
Drag the task to the desired position.
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Resizing tasks in scheduling
To resize a task:
1
Open 10-3 Schedules.
2
Using the data control, select an existing schedule and click the Grid/Gantt button.
3
On the Mode menu, click Resize Tasks.
4
Drag the right end task to the desired position.
Viewing task summaries
In Gantt view, you can display a summary of information related to a particular task.
To view a task summary:
1
Open 10-3 Schedules.
2
Using the data control, select an existing schedule and click the Grid/Gantt button.
3
Position the pointer over a task, then right-click.
Viewing the critical path in schedules
You can view the path of all the critical tasks in your schedule.
To view the critical path in a schedule:
1
Open 10-3 Schedules.
2
Using the data control, select an existing schedule.
3
On the Options menu, select Grid/Gantt Chart.
4
The window appears with a Gantt chart in the right-hand pane.
5
From the check boxes above the chart, select Critical Path.
6
The non-critical tasks appear shaded light gray in the chart.
Importing tasks
You can import tasks into your schedules from the 10-2 Tasks window.
To import tasks into a schedule:
1
Open 10-3 Schedules.
2
In the Task# column, right-click a cell, and then select the importation method.
3
Alternatively, you can click the drop-down arrow to display the Lookup window.
4
Double-click the tasks you want to import into the schedule.
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5
If you are in a Picklist window, double-click all the items you want to import, and then click the check mark button.
Automatically assigning the start-finish dependency
When the Start/Finish command is selected, you can automatically assign the start/finish dependency to tasks as you import them.
To automatically assign the start/finish dependency:
1
Open 10-3 Schedules.
2
On the Options menu, click Start/Finish.
3
Import tasks into your schedule.
If you do not want to automatically assign the start/finish dependency, click Start/Finish on the Defaults menu to clear the check mark.
Importing scheduling files
When you import a file, the file writes over any data already contained in the grid.
To import a scheduling file:
1
Open 10-3 Schedules.
2
In the data control box, enter the job number.
3
In the Phase list, select the phase.
4
On the Options menu, point to Import, then click Schedule File.
5
Select the file that you want to import.
6
Click OK.
Setting the original schedule
During the life of projects, schedules will change. Maybe bad weather and unshipped materials have delayed one project. Another project is ahead of schedule because certain tasks were completed faster than expected. In both projects, changes to the duration of critical tasks could seriously impact other scheduled tasks or the completion date.
When you set the original schedule, Sage Master Builder copies the original duration, start date, finish date, and float data to the Original Duration, Original Start, Original Finish, and Original
Float columns. By comparing the original schedule with the current schedule, you can determine what impact the changes are having on the project and make any necessary adjustments.
To set the original schedule:
1
Create the project schedule.
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2
On the Options menu, click Original Schedule.
If you made an error in the original schedule, you can modify the current schedule and reset the original.
Examining schedules
After creating a schedule, carefully re-examine the task list, task durations, and task dependencies.
It is best to discover and resolve any omissions, errors, or conflicts before you submit the schedule to a client or begin work. On a daily basis, review the schedule and adjust it to reflect the actual progress of the project.
In general, review how time is budgeted for tasks. If the client has approved the schedule and you have assigned resources, review the resource assignments as well.
o o o o o o o
Identify the critical path.
Determine the project finish date. To meet a specific finish date, you might need to accelerate the schedule.
Determine if any tasks are missing.
Determine if any tasks are out of order.
Make sure that tasks are assigned dependencies. Check the dependency of tasks that start on the first day or continue to the end of the project.
Remove fixed dates. For most tasks, the start date is determined by the dependency assigned to its predecessor task, not a fixed date.
Examine the resource allocation for each task. Have you assigned resources to each task? Are adequate resources allocated to complete the task on time?
Accelerating schedules
Occasionally it is necessary to accelerate schedules. Depending on the project, one method to accelerate a schedule might prove more effective than another. It is up to you to determine the most appropriate method.
Consider the following methods: o o o o o
Shorten the duration of tasks on the critical path. You could add employees and equipment. You could also create additional workdays.
Overlap tasks. Overlapping tasks allows for simultaneous work between various tasks.
Break apart tasks. Dividing large tasks into smaller tasks might allow for simultaneous work between tasks.
Change the dependency between predecessor tasks. Changing the dependency can allow tasks to begin sooner.
Add lead to predecessor tasks.
Scheduling and the company calendar
Sage Master Builder uses the company calendar as the basis for the project schedule. When you first calculate a schedule, Sage Master Builder retrieves the holidays and non-workdays from the company calendar, adds them to the schedule, and adjusts the duration of affected tasks.
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After the first calculation of the schedule, subsequent changes to the company calendar do not affect the start or finish dates of tasks in a schedule. Enter any changes such as additional work or nonworkdays in the project schedule manually.
Changing workdays and non-workdays
While in Gantt view, you can switch workdays to non-workdays (or vice versa) for a single task or all tasks across a specific date. When you select a day within a task, Sage Master Builder switches that day within the task to the opposite status. When you select an entire day, Sage Master Builder switches the status of all tasks within that date.
Suppose that you are building the foundation forms for a home and the forms will not be completed until Monday. However, rain is forecast next Tuesday. To avoid penalties for any potential delays further along in the project, you decide to accelerate the schedule to finish building the forms and pour the concrete by Saturday. When the rain comes Tuesday, carpenters can begin the rough framing.
In the schedule, you click the Saturday between the two tasks to change the Saturday status for the tasks Form & Reinforcing and Pour Foundation from non-workday to workday. Alternately, you can change the status of an entire day by clicking it. In the example, if you change the Saturday from a non-workday to a workday, the status of each task is changed.
To change workday status:
1
Open 10-3 Schedules.
2
Using the data control, select an existing schedule and click the Grid/Gantt button.
3
On the Mode menu, click Workday/Non-Workday.
4
To change the status of a day within a task, click the day on the taskbar.
5
To change an entire day, click the day at the top of the Gantt view.
When you change the status of a workday or non-workday within a task, that status remains fixed to the day.
As you adjust a schedule to reflect the daily changes, tasks may completely move away from an exception day, and the exception will no longer affect the task.
However, the colored exception day continues to display in the Gantt view so that if the task moves back, the exception day still applies.
Recalculating the schedule with the company calendar
When you select the Use Company Calendar during Calculation check box, Sage Master
Builder reviews the company calendar and updates the schedule when you recalculate.
To recalculate the schedule with the company calendar:
1
Open 10-3 Schedules.
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2
Select a schedule.
3
Select the Use Company Calendar during Calculation check box.
About displaying schedule recaps
You can display a summary of scheduled jobs by job status 1-Bid, 3-Contract, or 4-Current. The summary provides a Gantt view, allowing you to view the start and finish of jobs in relation to each other.
Displaying schedule recaps
To display a recap:
1
Open 10-3 Schedules.
2
On the Options menu, select Recap.
3
Under View jobs with the following status, select or clear any of following check boxes: n
1-Bid n
3-Contract n
4-Current
4
From the options Week, Month, Quarter, or Year, select the period you want to view.
Related topics...
About job status
Exporting scheduling grid files
IMPORTANT:
Scheduling files cannot contain job numbers or phases.
IMPORTANT:
Files are specific to the company in which you save them.
To export a scheduling grid file:
1
Open 10-3 Schedules.
2
To create a file from a phase in an existing schedule, do the following:
a
In the data control box, enter the job number.
b
In the Phase list, click the phase.
c
Edit the content of the phase.
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Instead of using a schedule from an existing job, you can create a new schedule.
3
On the Options menu, point to Export 10-3, then click Grid File.
4
Name the file, then click OK.
Deleting schedules
The notes in a schedule about project delays can prove useful if disputes arise. It is a good idea to retain a job’s schedule with the other job records. When the books are closed for the fiscal year, job records assigned status 6-Closed, and the associated records, including the schedule, are deleted.
To delete a schedule:
1
Open 10-3 Schedules.
2
Using the data control, select the record.
3
On the Edit menu, click Delete Schedule.
4
Under Removal Method, select what you want to delete.
5
Click OK.
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Chapter 11: 11-Service Receivables
Working with Service Receivables
This functionality is only available if you have purchased the Service Receivables Add-On Module .
The Sage Master Builder Service Receivables add-on module handles service contracts, service routes, service dispatch, on-call work orders, quotes, and point-of-sale and billing-of-service work materials. Because Service Receivables fully integrates with the Inventory add-on module, you can keep inventory up-to-date based on service work completed.
Using Service Receivables, you can review information about equipment installed at multiple client sites and track how the equipment is used. You can use service truck inventory to assign parts to trucks or warehouses. In addition, you can turn your estimates into service work orders.
Here are more features found in Sage Master Builder Service Receivables: o o o o o
Estimates can be turned into single or multiple work orders.
Billing can be done during or at the end of a job.
Payroll hours can be exported from service work orders to payroll.
Service dispatch can be displayed in 15-minute, hourly, or daily increments.
Work orders can be displayed with user-defined color codes showing client, priority, and ZIP code.
11-1 Service Reports
Appendix B - List of service receivables reports
Link to all the service receivables reports.
11-2 Work Orders, Invoices, & Credits
About 11-2 Work Orders-Invoices-Credits
This functionality is only available if you have purchased the Service Receivables Add-On Module .
The 11-2 Work Orders/Invoices/Credits window lets you enter transactions that affect service receivable accounts. You can create quotes, work orders, invoices, credits, and service routes and contracts. You can also view many different summaries such as service contracts for clients, client equipment, equipment by location, quotes, work orders, and open invoices.
As you create records, you can schedule the service call and provide the location of the work and the parts and assemblies necessary to complete the work. When performing service work for insurance recovery, you can also supply the necessary policy details.
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You can enter taxable and non-taxable items at the same time. When you enter a tax district number in the Tax District text box, you can select the items to tax in the Sales Tax column. If you leave the
Tax District text box blank, Sage Master Builder assumes each item is non-taxable.
In addition, on the Invoice Details tab, you can control the billing amount using the text boxes under
Markups and Overrides.
About setting up service jobs
This functionality is only available if you have purchased the Service Receivables Add-On Module .
For service jobs, you need to include a job number on each record. When you post a direct expense,
Sage Master Builder creates a cost record using the job number.
It is not necessary to create a job for each quote, work order, or invoice. Instead, create a dummy job that is assigned to all service records.
For companies with up to 2,000 completed work orders a year, create a single dummy job. After several years, remove the dummy job when closing the books for the fiscal year. Then create a new dummy job.
To make the dummy job identifiable, give it a name such as Service Work.
For companies with up to 10,000 completed work orders a year, create a new dummy job each fiscal year. After keeping a dummy job for two years, remove the dummy job when closing the books for the fiscal year.
To make the dummy job identifiable, give it a name that includes the year. For example, Service
2001,Service 2002,Service 2003, and so on.
For companies with over 10,000 completed, work orders a year, create a new dummy job each fiscal quarter.
To make the dummy job identifiable, give it a name that includes the year and fiscal quarter. For example, Service 2002 Q1,Service 2002 Q2,Service 2002 Q3, etc.
There is no correlation between the job number and work order number. You can run job cost reports for a specific work order.
Service Receivables Startup
Methods for entering historical service receivable records
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When entering service receivable invoices and credits, you can choose from three methods of entry.
Each successive method provides more detail for reports than the previous method, and requires more time to enter data.
Regardless of which method you select, you must post the transaction to the period before the current posting period. For example, if you are setting up during period 7, post the records to period
6.
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Method 1
For each client, enter a single and separate record for the total outstanding balance. While this method is the quickest, it has numerous limitations:
The statements do not list the invoices.
The agings do not reflect the invoices entered during startup because the balance is entered as a single amount.
The detail for prime contract audits is limited.
Method 2
For each client, enter a record for the outstanding balance of each unpaid or partially paid item.
When entering a partially paid invoice, make two separate entries. When using method 2, you will be entering a significant amount of information with each item.
Method 3
For each client, enter a record for each receivable invoice or credit. Not only are you entering the outstanding balances for unpaid and partially paid items, but you are also entering fully paid invoices and credits. When entering a partially paid invoice, make two separate entries. Then assign paid records status 4-Paid, and assign open records status 1-Open.
Enter all items in chronological order so that statement and contract audits display the invoices in sequence.
About entering service receivable items at initial setup
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Post the service receivable items against the same clearing account used earlier to enter the service receivable balances. The process transfers the balances into the Service Receivables ledger account.
When entering the receivable items, post the records to the appropriate posting periods. Post any open items from the prior year to period 0.
It is not necessary to enter the individual parts as line items in the grid. A single line containing a description, quantity, price, and ledger account number is all that is necessary.
Service Quotes, Work Orders, and Invoices
Entering quotes or work orders or invoices
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Consider the following points before entering quotes, work order, or invoices:
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To create a quote or work order, you only need to provide the information required in the header.
To create an invoice, you must include a price and quantity on the Invoice Details tab; otherwise,
Sage Master Builder cannot calculate the invoice amount.
When you save a record assigned status 1-Open, 2-Review, or 3-Dispute, Sage Master Builder posts an invoice to the general ledger.
The work order shows up on the Dispatch Board when the Scheduled and Priority text boxes on the
Location and Dispatch tab are filled in.
You can use markups and overrides when entering a new quote, work order, or invoice. (See links)(See related topics)
To locate an existing client's records, you can make an entry in the Phone#, or Address 1, on the
Location and Dispatch tab when F9 is used. Sage Master Builder searches the client and client locations and displays the record when it finds an exact match. When you enter client records, be consistent in how the information is formatted.
Suppose a client's address appears in the client record as 555 Main St. When entering a work order for the client, you enter 555 Main Street in the Address 1 text box on the Location and Dispatch tab.
Because the address does not precisely match what is given in the client record, Sage Master
Builder is unable to find the client record.
Some companies provide technicians with preprinted numbered invoices, which you can track on the service record. After a technician has provided the customer with an invoice, select the service record and enter the invoice number in the Invoice# text box. If you leave the Invoice# box blank,
Sage Master Builder inserts the work order number.
To enter a quote, work order, or invoice:
1
Open 11-2 Work Orders/Invoices/Credits.
2
In the Order# text box, enter the work order number.
3
In the Date text box, enter the work order date.
4
In the Client# text box, enter a client number.
5
In the Invoice# text box, enter the invoice number.
TIP:
With the cursor in the Order# text box, you can have Sage Master Builder auto-populate the
Order# and the Invoice# text boxes by setting the Default Entry to Next in the Field Properties (F7).
Alternatively, on saving a record, if no Invoice# is assigned, Sage Master Builder copies the order number to the invoice number.
6
In the Description text box, enter a brief statement about the transaction.
7
In the Job text box, enter the job number.
8
In the Status list, click the invoice status. (See links)(See related topics)
9
In the Type list, click the invoice type. (See links)(See related topics)
10
If you want to enter the customer or client location, or schedule the service call, enter the data on the Location and Dispatch tab. (See links)(See related topics)
11
If you want to enter the parts or assemblies necessary to complete the work, enter the data on the
Invoice Details tab. (See links)(See related topics)
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12
If you want to enter the insurance information, enter the data on the Insurance Information tab.
(See links)(See related topics)
13
On the File menu, click Save.
About insurance information
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When performing service work for insurance recovery, you can supply the necessary policy details on the Insurance Information tab of 11-2 Work Orders/Invoices/Credits.
Entering insurance information
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To enter insurance information:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Click the Insurance Information tab.
3
Do the following:
a
In the Policy# text box, enter the customer's policy number.
b
In the Policyholder text box, enter the name of the policy holder.
c
In the Policy Address 1, Policy Address 2, City, State, and Zip text boxes, enter the address of the policyholder.
d
In the Policy Phone text box, enter the telephone number of the policyholder.
e
In the Policy Type text box, enter the kind of policy.
f
In the Deductible text box, enter the deductible amount.
g
In the Company text box, enter the name of the insurance company.
h
In the Adjuster Name text box, enter the name of the insurance adjuster.
i
In the Adjuster Address 1, Adjuster Address 2, City, State, and Zip text boxes, enter the address of the adjuster.
In the Adjuster Phone text box, enter the telephone number of the insurance adjuster.
Creating multiple work orders and invoices
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When you repeat a record, Sage Master Builder creates additional copies of the work order or invoice and schedules them for you. Suppose you want to schedule a maintenance call for a client once a month for the next year. After entering the initial work order, you can have Sage Master
Builder repeat the record once a month for an additional 11 times. Sage Master Builder then schedules them at the same time each month for the next 11 months.
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To create multiple work orders and invoices:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Using the data control, select the record.
3
On the Options menu, click Repeat this Record.
4
In the Repeat Every text box, enter the number of times to repeat the work order.
5
Then in the Cycle list, click how often you want to repeat the record.
6
In the Number of Times text box, enter the number of invoices you want to create.
7
Click OK.
Creating purchase orders from work orders or invoices
This functionality is only available if you have purchased the Service Receivables Add-On Module .
In the 11-2 Work Orders/Invoices/Credits window, you can create a purchase order for the material contained in a work order or invoice.
To create a purchase order from a work order or invoice, on the Options menu, click Create
Purchase Order.
Managing bad debts in service receivables
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Sometimes there are situations where you have billed for work, but might never receive full payment.
You can post a credit invoice to the job, crediting the Bad Debt Expense account, for the uncollected amount. By not applying the credit to the open invoice, the credit invoice creates a $0 job balance but the invoice remains open. If you eventually collect the remaining contract balance, you can still post the payment to the invoice and void the credit.
For service receivables, create a service invoice type for posting bad debts. When setting up the type, enter the usual cash, discounts given, and cost of goods accounts. In place of the taxable and non-taxable income accounts, enter the account number for bad debt expense.
With a type for bad debt, you can generate reports detailing your bad debts for only the service work, and even create reports on a client by client basis.
More about Work Orders
About work order deposits
This functionality is only available if you have purchased the Service Receivables Add-On Module .
In working with your clients, you might have to enter a deposit on a work order. Suppose a client provides a prepayment of $30 on a work order for $160. This amount has to be reflected in the client's invoice or statement and deducted from the total.
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When you save a work order with a deposit, Sage Master Builder enters the deposit amount in the general ledger as a credit to the client. In other words, you have been paid for work that you have not performed. When you print an invoice or statement, however, the deposit is deducted from the invoice or statement total.
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TIP:
You can set your invoice and statement forms to recognize deposits on work orders and deduct them from the total.
TIP:
Refunding a service receivables credit uses the same procedure as refunding an accounts receivable check. How?
Posting single work orders
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To post a single work order:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Using the data control, select the work order.
3
On the Post menu, click This Record Only.
Posting multiple work orders
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Sage Master Builder provides a list of work orders you can post using the following criteria: Sage
Master Builder looks at each work order for a date in the Finish text box. If a date is not found, Sage
Master Builder then looks for a date in the Scheduled text box, and finally the Dispatch text box. The date found must be the same as today's date or earlier. Otherwise, Sage Master Builder does not include the work order in the list of work orders you can post.
To post multiple work orders:
1
Open 11-2 Work Orders/Invoices/Credits.
2
On the Post menu, click Multiple Records.
3
Select the work orders you want to post.
4
Click Post.
Deleting work orders
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When you delete an appointment from the Dispatch Board, Sage Master Builder deletes the work order.
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To delete a work order:
1
Open 11-3 View Dispatch Board.
2
Right-click the appointment, and then click Delete.
Invoice Service Calls
About the Discount Available box
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Some service invoices may have discounts. You can include the discount by entering the amount in the Discount Available box.
About service invoice types
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Service invoice types let you categorize transactions and control to which ledger accounts you post.
For each type, indicate the cash, taxable income, non-taxable income, discounts given, and cost of goods accounts as well as the cost code and cost type. In addition, you can include a department.
On the Invoice Details tab, Sage Master Builder inserts the appropriate income account based on the service invoice type selected. For taxable items, Sage Master Builder suggests the taxable income account. For non-taxable items, Sage Master Builder suggests the non-taxable income account. You can change the suggested account if needed.
When you post the work order or invoice, Sage Master Builder creates the journal transaction, debiting the service receivables account and crediting the appropriate taxable or non-taxable accounts for each item. Under certain circumstances, Sage Master Builder also posts to the cash, discounts given, or cost of goods accounts indicated in the service invoice type.
o o
Cash Account: When a client or customer pays cash for an over-the-counter sale, enter the invoice and assign it status 4-Paid. When you post the transaction, Sage Master Builder creates additional lines in the journal transaction-debiting the cash account and crediting the service receivables account.
Cost of Goods: When the items come from inventory, Sage Master Builder creates additional lines in the journal transaction-debiting the cost of goods account and crediting the inventory account.
You can set up service invoice types to classify the types of work you perform, and provide suggested ledger accounts for posting transactions. If there are a large number of startup invoices, create a service invoice type designed to post to the service receivables clearing account.
The following is an example of types for a plumbing company:
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Invoice Type # Type Name
1 Over-the-counter
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5
6
7
3
4
Invoice Type # Type Name
2 Faucet repair
Grease/drain clean out
Leak detection
Back flow test
Plumbing repair
Old debt
*** REMOVE THIS p.table_anchor PARAGRAPH ***
You can set up service invoice types to classify the types of work you perform and provide suggested ledger accounts for posting transactions.
The following is an example of types for an electrical company:
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6
7
4
5
2
3
Invoice Type # Type Name
1 New fixture
Fixture replacement
Rewire
New meter/service
Upgrade meter/service
Troubleshooting
Old debt
Setting up service invoice types
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Note that the cost code and cost type enable Sage Master Builder to create job cost records for service work. When you include parts from inventory on the service record, Sage Master Builder creates the cost record for the cost of the parts from inventory only. Sage Master Builder gets the average cost amount from the part(s) and uses that amount times the number of parts to post to the
Cost of Goods account and create a job cost to match.
To set up service invoice types:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Next to the Type list, click the detail button.
3
In the Invoice Type# cell, enter the invoice type number.
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4
In the Type Name cell, enter the name of the service invoice type.
5
If you departmentalize transactions, enter the department number in the Department cell.
6
In the Cash Acct cell, enter the account number to which you want to post cash transactions.
7
In the Taxable Income Acct cell, enter the account number to which you want to post taxable income.
8
In the Non-Tax Income Acct cell, enter the account number to which you want to post non-taxable income.
9
In the Disc Given Acct cell, enter the account number to which you want to post discounts.
10
In the Cost of Goods Acct cell, enter the account number to which you want to post the cost of goods.
11
In the Cost Code cell, enter a cost code.
12
In the Cost Type cell, enter 1-Material.
13
Repeat steps 3-12 for each invoice type.
14
On the File menu, click Save.
TIP:
You can create a service invoice type for old debts for which you do not expect payment.
About service invoice status
This functionality is only available if you have purchased the Service Receivables Add-On Module .
The status of a service record indicates its location in the process.
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IMPORTANT:
You can change the status of records assigned status 1-Open, 2-Review, or 3-Dispute to another of the first three status settings. However, you cannot assign status 4-Paid or 5-Void.
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Status
1-Open
2-Review
3-Dispute
4-Paid
5-Void
Description
Indicates you have invoiced the customer. Sage
Master Builder posts the record to the general ledger.
Indicates the management or bookkeeping staff should review the record.
Indicates a record disputed by the client.
Indicates a record paid in full.
Indicates a void record.
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Status
6-Quote
7-Work
Order
8-Complete
9-Route
10-Contract
Description
Indicates a quote has been provided to a potential customer. A service call has not been scheduled.
You cannot hold stock for a service record assigned this status.
Indicates a service call is scheduled.
You cannot hold stock for a service record assigned this status. When you post a work order, Sage
Master Builder assigns the record status 1-Open.
Indicates the service work is complete, but you will not bill the customer for the work.
Indicates the work order is for a service route.
You cannot use serialized part numbers in the record. However, you can enter parts without serial numbers.
Indicates a service provided on a regular basis.
You cannot use serialized part numbers in the record. However, you can enter parts without serial numbers.
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NOTE:
When an invoice or credit is fully paid, Sage
Master Builder automatically assigns status 4-Paid. If you void the record, Sage Master Builder automatically assigns status 5-Void.
Recalculating invoices
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When you make changes to an invoice, you can view the new totals by recalculating the invoice.
To recalculate an invoice, on the Options menu click Calculate.
About controlling billing amounts with markups and overrides
This functionality is only available if you have purchased the Service Receivables Add-On Module .
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IMPORTANT:
Markups and overridden billing amounts are not included when creating partial invoices.
With the Markups and Overrides functionality, you can override or control the billing amount on work orders. You can round up or down. For example, if the billing amount agreed upon is $837.86, the billed amount may be rounded down to $825. Conversely, if the billing amount is $837.86, you may round up the billed amount to $850.
As you enter values and move through the text boxes, Sage Master Builder calculates the billing amount. When using the Taxable markup, the tax rate is set by the tax district rate.
After you have marked up the total from the grid to meet your business requirements, you can then override the Billing Amount. When you override the billing amount, Sage Master Builder automatically selects the billing amount lock check box, which prevents the Billing Amount from being recalculated. This locking occurs in both the Taxable and Non-Tax lines.
About posting markups
When posting a work order, invoice, or credit that has a value in the Total Markups text box(es), additional lines are added to the ledger transaction for the taxable and non-taxable markup amounts.
These additional lines use the posting accounts set up in the Service Invoice Type table.
About posting overridden billing amounts
When posting a work order, invoice, or credit for which you have overridden the billing amount, the amounts and posting accounts shown in the grid are ignored, and the transaction that is created uses the posting accounts set up in the Service Invoice Type table and the amount from the Billing
Amount text box(es).
If the record being posted has markups and the billing amount has been overridden, the transaction is posted according to the Posting Overridden Billing Amounts rules.
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Adjusting billing amounts with markups
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You may need to adjust the billing amount with the Markups and Overrides functionality on the
Invoice Details tab of the 11-2 Work Orders/Credits/Invoices window. For example, you might need to add a percentage or a dollar amount to the billing amount.
To adjust the billing amount with a markup:
1
Open 11-2 Work Orders/Credits/Invoices.
2
Click the Invoice Details tab.
3
In the data control text box, enter the work order number that you want to adjust with markups.
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4
Do one or both of the following:
a
In the Taxable or Non-Tax lines, in the Markup % cell, enter the markup percentage.
b
In the Taxable or Non-Tax lines, in the Markup $ cell, enter the markup dollar amount.
5
Click Save.
Adjusting billing amounts with overrides
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You may need to adjust the billing amount due with the Markups and Overrides functionality on the
Invoice Details tab of the 11-2 Work Orders/Credits/Invoices window. For example, you might need to round a total up or down for a client or other business requirement.
To adjust the billing amount with an override:
1
Open 11-2 Work Orders/Credits/Invoices.
2
In the data control text box, enter the work order number that you want to adjust.
3
Click the Invoice Details tab.
4
Under Markups and Overrides, enter the billing amount.
5
Click Save.
NOTE:
When you override the billing amount, Sage Master Builder automatically locks the total, which is indicated by the lock icon next to the Billing Amount.
About posting invoices with billing amount markups
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When posting an invoice in 11-2 Work Orders/Invoices/Credits where the Total Markup boxes have an amount greater than 0, additional lines are added to the ledger transaction for the taxable and non-taxable markup amounts.
The Taxable Total Markup ledger line uses the Taxable Income ledger account and the Department to set up in the Service Invoice Type. You can recognize this line in the ledger because it is described as the Taxable Markup Adjustment.
The Non-Taxable Total Markup ledger line uses the Non-Tax Income ledger account and the
Department to set up in the Service Invoice Type. You can recognize this line in the ledger because it is described as the Non-Taxable Markup Adjustment.
About posting invoices with overridden billing amounts
This functionality is only available if you have purchased the Service Receivables Add-On Module .
On 11-2 Work Orders/Invoices/Credits under Markups and Overrides, there are two lock check boxes that you can select. When posting an invoice where either lock check box is selected, a ledger transaction is created without using any amounts or accounts from the invoice grid lines or any
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NOTE:
The functionality remains unchanged for relieving inventory and Job Costing on the inventory transaction.
Voiding service invoices
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can void a service invoice with an assigned status 1-Open, 2-Review, or 3-Dispute.
Note that when voiding an invoice that contains discretionary taxes, Sage Master Builder also voids the tax amount. If the voided invoice reduces the discretionary taxes below the billing maximum,
Sage Master Builder continues to calculate the discretionary taxes until the tax maximum is met.
To void a service invoice:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Using the data control, select the record.
3
If an amount appears in the Paid text box, reverse the payments. How?(See related topics)
4
On the Edit menu, click Void Record.
More about Service Credits
About service credits
This functionality is only available if you have purchased the Service Receivables Add-On Module .
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Caution!
You cannot reverse a credit invoice after applying it to an invoice. If you have applied a credit invoice to the wrong invoice, make adjusting invoice entries to correct the error.
There are reasons why you might have to enter a credit invoice. For example, suppose a client provides a prepayment on a service call or overpays an invoice. In either case, it is necessary to reduce the service receivable account.
When you save a credit invoice, Sage Master Builder reduces the client balance. However, the credit invoice retains status 1-Open until you apply it against other invoices in the 3-3 Cash Receipts window. After you have applied the credit balance to other invoices, Sage Master Builder assigns the credit invoice status 4-Paid.
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You can also apply a credit invoice to an invoice at the time you save the record. If the invoice is fully paid by means of the credit invoice, Sage Master Builder changes the status of the invoice to 4-Paid.
If the invoice still has a balance after applying the credit, the invoice status is not changed. Likewise, if the entire amount of the credit is applied, the status of the credit invoice changes to 4-Paid. If a credit invoice still has a balance after applying it to an invoice, the status of the credit invoice remains unchanged. You can then apply the remaining credit invoice balance to other invoices in the 3-3
Cash Receipts window.
Entering a credit invoice and applying it to an invoice in 11-2 Work Orders
This functionality is only available if you have purchased the Service Receivables Add-On Module .
When you apply a credit, Sage Master Builder adjusts the invoice and job balance. If the credit has a balance after applying it to an invoice, Sage Master Builder assigns the credit status 1-Open, but if the entire amount of the credit is applied, Sage Master Builder assigns it status 4-Paid.
Consider the following when entering credit invoices: o o o o o
When entering cash receipts, you can apply the credit invoice. How?(See related topics)
You can use markups and overrides when entering a new invoice or credit. (See links)(See related topics)
You can review the record totals before saving the credit invoice or credit. On the Options menu, click Calculate.
You can provide part numbers on an credit invoice. Sage Master Builder only includes the parts on the credit invoice, and does not use the part information elsewhere.
When you enter a tax district number in the Tax District text box, you can select which items to tax.
In the Taxable column, type Yes if the item is taxable or No if the item is non-taxable.
To enter a credit invoice and apply it to an invoice:TopOfPage
8. Open 11-2 Work Orders/Invoices/Credits.
9. Do the following:
1. In the Order# text box, enter the order number.
2. In the Date text box, enter the date of the client invoice.
3. In the Client# text box, enter a client number.
4. In the Description text box, enter a brief statement about the transaction.
5. In the Job text box, enter the job number. (See links)(See related topics)
6. In the Status list, click the invoice status. (See links)(See related topics)
7. In the Type list, click the invoice type.
10. Click the Invoice Details tab.
1. In the Reference# text box, enter the receivable invoice number to which you want to apply the credit invoice.
11. In the grid, do the following:
1. In the Description cell, enter a brief statement about the item.
2. In the Quantity cell, enter the quantity of items as a negative amount.
3. In the Price cell, enter the price for a single item.
12. Repeat step 4 for each item.
13. On the File menu, click Save.
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About service receivables and cash receipts
This functionality is only available if you have purchased the Service Receivables Add-On Module .
The 3-3 Cash Receipts window lets you enter cash payments for receivable invoices, service invoices, discounts for early payment of invoices, and over-payments. You can also apply credit invoices to invoices, or reverse payments.
How you enter the cash receipts determines how many ledger transactions Sage Master Builder posts to the general ledger. Some offices enter the payments at the end of the day, while others enter the payments over the course of the workday.
When you enter cash receipts at the end of the day, you enter all the payments and save your work.
Sage Master Builder posts a single transaction to the general ledger. The transaction represents the day's cash deposit made to the bank, and that total is what the bank prints on your statement.
Reconciling the deposit against the statement is easy because Sage Master Builder and your bank show one deposit for that day.
To make reconciliation easier, create a clearing account for cash deposits. In the 3-3 Cash Receipts window, enter the cash clearing account in the Account box in place of the cash account. At the end of the day, enter a single transaction in the 1-2 Deposits and Interest window to transfer the day's balance from the cash clearing account to the bank account. You can verify the clearing account balance returns to 0 each day. When you receive the bank statement, you then only need to clear one transaction instead of many.
About entering cash transactions
This functionality is only available if you have purchased the Service Receivables Add-On Module .
In addition to performing service work, some companies sell parts or supplies to customers. For such point-of-sale transactions, it is not necessary to keep records of the customers making the purchases. Because Sage Master Builder requires a client number on every service record, use a dummy client to track the sales. Create a client record titled Over-the-Counter Sales.
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IMPORTANT:
If a known client makes a purchase for which you will bill later on, do not use the Over-the-counter Sales client.
Be sure to use the correct client number.
When a customer makes an over-the-counter purchase, you can enter an invoice and assign it to the
Over-the-Counter Sales client. At the end of the day, count out the till and determine the deposit.
In the 3-3 Cash Receipts window, you can limit the receipts to the Over-the-Counter Sales client.
Your deposit from the till should match the amount displayed in the Deposit Total text box.
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TIP:
You can use markups and overrides when entering a new cash transaction. (See links)(See related topics)
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Displaying payment history on service work
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Each time you post a payment to an invoice, Sage Master Builder creates a separate record of the payment. To review the individual payments made to a particular invoice, you can select the invoice and display its payment history.
To display payment history on service work:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Using the data control, select the record.
3
On the View menu, click Payments.
NOTE:
When you reverse a cash receipt, Sage Master Builder creates an additional record in the payment history for a negative amount.
TIP:
You can use the payment history to reconstruct account balances for aging reports. To do this, first determine the fiscal period for which you want to recreate the aging. Then subtract the payments made after that fiscal period from the ending balance.
Service Routes and Contracts
Setting up service routes
This functionality is only available if you have purchased the Service Receivables Add-On Module .
Regularly scheduled work, determined in the terms of the contract, is referred to a service route. A route might entail routine inspection, maintenance, or performance of work.
For example, a street sweeping company sweeps the parking lots for local shopping centers every week. On Mondays and Tuesdays, the company sweeps lots on the north side of town. On
Wednesdays and Thursdays, the company sweeps lots on the west side of town. And on Fridays, the company sweeps lots on the south side of town. The lots swept on each day represent a different route.
To set up service routes:
1
Open 11-2 Work Orders/Invoices/Credits.
2
Click the View/Add records button next to the Route field in the Location and Dispatch tab.
a
In the Service Route# cell, enter the route number.
b
In the Route Name cell, enter a brief statement about the route.
3
Repeat step 2 for each route.
4
On the File menu, click Save.
Entering routes
This functionality is only available if you have purchased the Service Receivables Add-On Module .
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To enter a service route:
1
Open 11-2 Work Orders/Invoices/Credits.
2
In the Order# text box, enter the order number.
3
In the Date text box, enter the date of the invoice.
4
In the Client# text box, enter a dummy client number.
5
In the Description text box, enter a brief statement about the transaction.
6
In the Job text box, enter the job number.
7
In the Status list, click 9-Route.
8
In the Type list, click the invoice type. (See links)(See related topics)
9
If you want to enter the customer or client location, or schedule the service call, enter the data on the Location and Dispatch tab. (See links)(See related topics)
10
If you want to enter the parts or assemblies necessary to complete the work, enter the data on the
Invoice Details tab. (See links)(See related topics)
11
On the File menu, click Save.
TIP:
You can use markups and overrides when entering a new route.
Entering contracts
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To enter a service contract:
1
Open 11-2 Work Orders/Invoices/Credits.
2
In the Order# text box, enter the order number.
3
In the Date text box, enter the date of the invoice.
4
In the Client# text box, enter a dummy client number.
5
In the Description text box, enter a brief statement about the transaction.
6
In the Job text box, enter the job number.
7
In the Status list, click 10-Contract.
8
In the Type list, click the invoice type.
9
You may also do the following, if applicable:
a
If you want to enter the customer or client location, or schedule the service call, enter the data on the Location and Dispatch tab. (See links)(See related topics)
b
If you want to enter the parts or assemblies necessary to complete the work, enter the data on the Invoice Details tab. (See links)(See related topics)
10
On the File menu, click Save.
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TIP:
You can use markups and overrides when entering a new contract. (See links)(See related topics)
About shop notes and owner notes
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can compose notes for the technicians. The shop notes let you include specific instructions or other information on the work order you provide the technician.
You can also compose notes for the client. The owner notes let you enter notes that you want to include on the printed invoice.
Like notes elsewhere in Sage Master Builder, you can save notes with individual records, as well as with individual rows in a grid.
Posting service routes
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can post a specific route or a range of routes. To post an invoice, the route record must contain at least one scheduled date for service in the Scheduled Date column on the Location and Dispatch tab. When a scheduled date is posted and invoiced, Sage Master Builder inserts the invoice date in the Billed Date cell.
Note that when posting a route that has overridden billing amounts, Sage Master Builder adjusts the
Billing Amount by multiplying the billing amount from the route by the number of visits in the route posting criteria. If there are no overrides of the billing amount but additional dollar markup amounts are applied, then those amounts are also multiplied by the number of visits in the route posting criteria.
To post a service route:
1
Open 11-2 Work Orders/Invoices/Credits.
2
On the Post menu, click Routes.
3
In the Beginning Date text box, enter the date to start posting.
4
In the Ending Date text box, enter the last date through which you want to post.
5
In the Beginning Route text box, enter the first route.
6
In the Ending Route text box, enter the last route in the range you want to post.
7
Click the Post button.
TIP:
When you select the Verify Completion check box, Sage Master Builder only posts routes that contain a date in the Completed Date column on the Location and Dispatch tab.
Posting service contracts
This functionality is only available if you have purchased the Service Receivables Add-On Module .
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When you post service contracts, Sage Master Builder creates the invoices and assigns each invoice status 1-Open. To post, the service contract must have a date in the Next Bill text box. Sage
Master Builder advances the billing date based on the selection in the Cycle list.
To post a service contract:
1
Open 11-2 Work Orders/Invoices/Credits.
2
On the Post menu, click Service Contracts.
3
In the Beginning Date text box, enter the date from which you want to start posting.
4
In the Ending Date text box, enter the last date through which you want to post.
5
Click Post.
Appointments
Assigning appointments to technicians
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To assign an appointment to a technician:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
In the Unassigned column, find the work order.
5
Drag the work order to the time and employee that you want.
Assigning work orders to multiple employees
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can copy and paste appointments to other technicians.
To assign a work order to multiple employees:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
Right-click the appointment, and then select Copy.
5
In the column of the technician to whom you want to assign the work order, click the time, and then click Paste Dispatch.
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Displaying appointment properties
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can display basic information about the work order.
To display the properties of an appointment:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
Right-click the appointment, then click Properties.
Adjusting appointment duration
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To adjust appointment duration:
1
Open 11-2 Work Orders/Invoices/Credits.
2
On the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
In the column of the technician, drag the bottom of the appointment down to set the duration of the appointment.
Rescheduling appointments
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can move an appointment to a different day.
To reschedule an appointment:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
Right-click the appointment you want to move.
5
Click Move to.
6
In the Calendar, double-click the date to which you want to assign the appointment.
Removing appointments assigned to specific technicians
This functionality is only available if you have purchased the Service Receivables Add-On Module .
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In the Dispatch Board, you can remove an appointment assigned to a technician. If the appointment is the only one for a work order, it moves to the Unassigned column. Otherwise, the appointment is removed from the Dispatch Board.
To remove an appointment assigned to a technician:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
Drag the appointment to the Unassigned column.
Rolling forward unassigned work orders on the Dispatch Board
This functionality is only available if you have purchased the Service Receivables Add-On Module .
At times there may be unassigned work orders from the previous day or days. You can roll them forward on the Dispatch Board with this procedure.
To roll forward unassigned work orders:
1
Open 11-2 Work Orders/Invoices/Credits.
2
In the Options menu, click Dispatch Board.
3
In the Dispatch Board window, click Options, then click Roll Forward Unassigned.
Creating new work orders from the Dispatch Board
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To create a new work order from the Dispatch Board:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
In the column of the technician to whom you want to assign the work order, drag your cursor to select the duration of the appointment.
5
Click New Work Order.
6
Enter the work order.
7
On the File menu, click Save.
Assigning time off in the Dispatch Board
This functionality is only available if you have purchased the Service Receivables Add-On Module .
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The Dispatch Board not only displays work order appointments, but also includes any appointments you have entered in the company calendar for technicians. You can also add in any other time off for the technician.
To assign time off in the Dispatch Board:
1
Open 11-2 Work Orders/Invoices/Credits.
2
From the Options menu, select Dispatch Board.
3
Using the data control, select the day you want to view.
4
In the column of the technician, drag the pointer down to set the duration of the appointment.
5
Click Time off.
11-3 View Dispatch Board
About the Dispatch Board
This functionality is only available if you have purchased the Service Receivables Add-On Module .
From the 11-3 View Dispatch Board window, you can open the Dispatch Board in view-only mode. In this window, you can view appointments in the calendar, and you can view the travel time.
Because this window is view-only, some options are not available. You can, however, view the properties of a work order and add new employees to the employee list. All other Dispatch Board options are available through 11-2 Work Orders/Invoices/Credits by clicking Dispatch Board in the Options menu.
If you enter work orders in the 11-2 Work Orders/Invoices/Credits window without assigning technicians, the Dispatch Board displays those work orders in the Unassigned column. You can then assign the appointments to technicians by moving them to the appropriate times and technicians, and Sage Master Builder adds that information to the records for you.
Records are color-coded, and the status of the record determines which color is shown: o o o
Yellow indicates the appointment is unassigned.
Blue indicates record status 1-Open, 2-Review, 3-Dispute, 4-Paid, or 8-Complete.
Orange indicates record status 6-Quote, 7-Work Order, or 9-Route.
Setting up an employee list for the Dispatch Board
This functionality is only available if you have purchased the Service Receivables Add-On Module .
To display a list of service technicians in the Dispatch tab, you must set up the dispatch list.
To set up a dispatch list:
1
Open 11-3 View Dispatch Board.
2
On the Options menu, click Employee Dispatch List.
3
On the menu bar, click Employee List.
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4
In the Column# cell, enter the column number where you want the employee name to appear in the Dispatch Board.
5
In the Employee cell, right-click to open Display Detail/Add Record, and then enter an employee number.
6
In the Display As cell, enter the name you want to appear.
7
On the File menu, click the Save button.
About prioritizing work orders and employees
This functionality is only available if you have purchased the Service Receivables Add-On Module .
You can assign a priority number to each work order and to each employee assigned to that work order. The priority lets a dispatcher assess how important a work order is, or how important it is for an employee to go out on a particular job.
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IMPORTANT:
If the priority of the employee is different from the priority of the work order, the Dispatch Board displays the employee's priority.
When you look at the appointment on the Dispatch Board, its priority appears as a color in the upper right corner. Following are the priorities and their corresponding colors.
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Priority Color
1-Emergency Red
2-Urgent
3-Prompt
Orange
Yellow
4-Low
5-Hold
Green
Gray
Adjusting travel time
This functionality is only available if you have purchased the Service Receivables Add-On Module .
In 11-3 View Dispatch Board, you can add or edit the travel time for an appointment. Travel time appears as a light green block above the appointment.
To adjust travel time, drag the top of the appointment up to set the travel time.
Refreshing the Dispatch Board
This functionality is only available if you have purchased the Service Receivables Add-On Module .
11-3 View Dispatch Board
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When you click Refresh on the menu bar, Sage Master Builder updates the Dispatch Board to reflect all recent changes made to appointments.
To refresh the Dispatch Board:
1
Open 11-3 View Dispatch Board.
2
On the menu bar, select Refresh.
542
Chapter 12: 12-Inventory
Working with Inventory
This functionality is only available if you have the Inventory Add-On Module .
You can track inventory, whether for a central warehouse or numerous locations and service trucks, with a system fully integrated with the Estimating and Service Receivables add-on modules and the purchase order, accounts payable, and job cost features. You can manage basic stock and serialized items for all locations, bin numbers, Material Safety Data Numbers (MSDN), and manufacturing identifications. Sage Master Builder Inventory also supports Last in-First-out (LIFO),
First in-First out (FIFO), or weighted average cost (WAC) accounting practices for inventory management.
Here are more features found in Sage Master Builder Inventory: o o o o
Restock trucks with automated restocking reports.
Use material order reports to create purchase orders to vendors.
Track inventory by location and serial number.
Plan upcoming purchases using resource reports from service work orders.
12-1 Inventory Reports
In this section:
“Appendix B - List of inventory reports”
Appendix B - List of inventory reports
Link to all the inventory reports
Inventory Startup
In this section:
“About the inventory offset account”
About inventory
This functionality is only available if you have the Inventory Add-On Module .
The Sage Master Builder inventory control system lets you keep track of your inventory flow, from the time of receipt to the time of consumption. Inventory control helps track how much of a particular
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543 Chapter 12 item you have in stock, where it is located, what quantities are committed to jobs, and even how many to reorder when stock is low.
If you have a variety of places where you store inventory, you can create inventory locations. From the moment you receive inventory, you can track where it is and who is responsible for it.
The value of your inventory is calculated using the inventory valuation method that you designate.
Sage Master Builder supports multiple methods including: o o o
Weighted Average Cost
LIFO
FIFO
NOTE:
We recommend that you work with your tax accountant and/or advisor when determining which valuation to use.
The inventory control system is integrated with the rest of Sage Master Builder. When you enter payable invoices, service receivables credits, or purchase order receipts, Sage Master Builder moves the parts into inventory—even individually serialized parts. In the Parts window, you can select a part and view how much stock is on hand, how much is available, and to which locations the stock has been assigned. When you create service invoices, Sage Master Builder automatically removes the parts from inventory.
Additional activity that adds inventory includes: o o o o o o o
Voiding accounts payable credits.
Entering service receivables credits.
Voiding service receivables invoices.
Additional activity that removes inventory includes:
Entering accounts payable credits.
Voiding accounts payable invoices.
Voiding service receivables credits.
The 12-2 Inventory Allocation window provides an additional way to add and record inventory.
You can enter any other inventory-related transactions, record the movement of stock among locations, the consumption of stock by your company, the loss of inventory, and the revaluation of stock.
Entering startup inventory
This functionality is only available if you have the Inventory Add-On Module .
When you enter inventory into the system for the first time, post the balance to the general ledger using the account for startup inventory. Later when you allocate your actual inventory parts, you use this inventory startup account on the grid lines. This process transfers the balance to the regular inventory account in general ledger, leaving a zero balance in the inventory startup account.
To enter startup inventory:
6. Set up the inventory accounts, valuation method, and offset account in 1-8 General Ledger Setup.
7. Set up the parts in 9-2 Parts.
8. Set up 12-3 Inventory Locations.
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9. Post individual part inventory amounts in 12-2 Inventory Allocation by entering the part numbers, quantity of each part, unit cost, serial number, and the startup inventory account number and the destination (location).
10. On the File menu, click Save.
About the inventory offset account
This functionality is only available if you have the Inventory Add-On Module .
There are several unique situations that require posting to a special account in order to keep the inventory account balance in agreement with the actual value of inventory in stock.
IMPORTANT:
You must set up an offset account for your company in order to use the inventory functionality.
IMPORTANT:
The offset account must fall in the overhead account range. At year-end, the account activity rolls up with the other overhead accounts.
The offset account accumulates any differences recorded in the system when the item’s invoice price is compared to the item’s value based on your accounting valuation method during the following actions: o o o o o
Processing an accounts payable credit (negative quantity) in the 4-2 Payable Invoices/Credits window.
Processing a purchase order receipt (negative quantity) in the 12-4 Purchase Order Receipts window.
The inventory offset account accumulates dollar amounts that represent differences between the original cost of an item and the item’s cost at the time of one of the following actions:
Adjusting valuation through an inventory audit in the 12-4 Inventory Audit window.
Adjustment inventory removal from a previous accounting year (period 0).
12-2 Inventory Allocation
In this section:
“About inventory variance reconciliation”
About inventory allocation
This functionality is only available if you have the Inventory Add-On Module .
Inventory moves into the control system through payable invoices, service receivables credits, inventory allocation, or purchase order receipts. After the inventory is entered into the system, you can use the 12-2 Inventory Allocation window to track movement among locations and to place stock on hold. You can also post transactions to the general ledger for the consumption of stock items by your company, the loss or shrinkage of stock items, and the revaluation of stock.
The grid contains Source and Destination columns.
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Source specifies the location inventory was moved from
Destination specifies the location inventory is moved to
The grid also contains an Account column. If the transaction affects the general ledger, you must enter the account number.
On a single grid line, you can provide information in only two of these three columns and the type of transaction determines which columns to use. For example, to move inventory to a different location, enter where the inventory is coming from in the Source cell and where the inventory is moving to in the Destination cell. Or if you want to adjust the quantity for a particular item for shrinkage, enter the quantity lost to shrinkage in the Quantity cell, the location of the quantity that was lost in the Source cell, and then enter the overhead expense account in the Account cell.
About inventory variance reconciliation
This functionality is only available if you have the Inventory Add-On Module .
When inventory is removed, it can be sold or expensed to accounts including the job costs, equipment, and work in progress (WIP) account ranges. When this occurs, the cost of the inventory is calculated using the weighted average cost (WAC) in order to provide the most accuracy when job costing. If you use either the LIFO or FIFO valuation methods, it has accounting implications because your inventory general ledger account is reduced by LIFO or FIFO calculations and not by
WAC. As a result, a variance develops between the job costs, equipment and WIP accounts, and the inventory general ledger account.
Job cost reconciliation is critical in construction accounting. Sage Master Builder audits the job and equipment costs and general ledger values to ensure that they are equal. To do this, you use the
Reconcile command on the Options menu in 6-3 Job Costs.
Because LIFO and FIFO dictate that the values will not be equal, this process must now accommodate for variances between the general ledger and the job and equipment costs that can be explained by the inventory variance. If the difference between the general ledger and the job and equipment cost values is the variance, there is no discrepancy between the accounts and the audit should not report those occurrences.
Additionally, two reports provide a way to track and verify the discrepancy among job costs, equipment, and WIP accounts caused by the LIFO or FIFO inventory variance.
o o
The 12-1-3-61 Inventory Variance report reconciles the job, equipment, and WIP costs with the general ledger costs on individual transactions.
The 2-3-61 General Ledger Cost Comparison report reconciles the total balance of job, equipment, and WIP costs with the general ledger costs in a summary.
About inventory status
This functionality is only available if you have the Inventory Add-On Module .
The status of an inventory record indicates where it is in the process.
Status
1-Open
Description
Indicates the inventory is available.
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Status
2-Review
3-Hold Stock
4-Shipped
Description
Indicates the management or bookkeeping staff should review the record before shipping.
Indicates inventory reserved for a job or work order.
When you assign an inventory record this status,
Sage Master Builder reduces the quantity of stock that is available.
Indicates that the inventory was sent to a job or reserved for a work order.
When you assign an inventory record this status,
Sage Master Builder reduces the quantity of stock that is available and the quantity of stock on hand.
Inventory Valuation
About inventory valuation methods
This functionality is only available if you have the Inventory Add-On Module .
IMPORTANT:
We recommend that you consult with your accountant and tax advisor before selecting an inventory valuation method in Sage Master Builder.
Inventory valuation methods handle the accounting aspects of an inventory account. Your inventory valuation method determines the value of used inventory, which impacts the inventory general ledger account. The actual physical movement of inventory is not dictated by your inventory valuation method selection. In other words, inventory parts can be used in any order regardless of the valuation method used.
Sage Master Builder provides three different inventory valuation methods: o o o
Weighted Average Cost (WAC)
Last-in First-out (LIFO)
First-in First-out (FIFO)
Setting up an inventory valuation method and offset account
This functionality is only available if you have the Inventory Add-On Module .
In order to use the inventory functionality, you must designate the inventory valuation method and set up an offset account for your company.
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Caution!
After this selection has been made, you cannot change the method unless there have been no inventory transactions posted to the system.
You must select your inventory valuation method before you can specify a part to be included in your inventory system in 9-2 Parts.
IMPORTANT:
The inventory valuation designation is made at the company level and can differ between companies depending on your business needs.
IMPORTANT:
We recommend that you consult with your accountant and tax advisor before selecting an inventory valuation method in Sage Master Builder.
To set up an inventory valuation method and offset account:
1
Open 1-8 General Ledger Setup.
2
On the Inventory tab, select the valuation method that you want to designate for the company.
3
In the Offset Account text box, enter the general ledger account that you want to use for the offset account.
4
On the File menu, click Save.
Weighted Average Cost (WAC) valuation method
This functionality is only available if you have the Inventory Add-On Module .
IMPORTANT:
We recommend that you consult with your accountant and tax advisor before selecting an inventory valuation method in Sage Master Builder.
The weighted average cost (WAC) method assumes that when items are removed from inventory, the general ledger inventory account is reduced by the average cost of all items existing in inventory.
This generates an average cost of goods sold, net income, and an average tax liability of the specific part being removed.
Last-in First-out (LIFO) valuation method
This functionality is only available if you have the Inventory Add-On Module .
IMPORTANT:
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We recommend that you consult with your accountant and tax advisor before selecting an inventory valuation method in Sage Master Builder.
The last-in first-out (LIFO) valuation method assumes that when items are removed from inventory, the inventory account is reduced by the cost of the most recently acquired item existing in inventory.
Assuming that the costs to acquire inventory are subject to inflation, a LIFO cost flow assumption results in higher cost of goods sold, lower net income, and thus a lower tax liability.
First-in First-out (FIFO) valuation method
This functionality is only available if you have the Inventory Add-On Module .
IMPORTANT:
We recommend that you consult with your accountant and tax advisor before selecting an inventory valuation method in Sage Master Builder.
The first-in first-out (FIFO) method assumes that when items are removed from inventory, the inventory account is reduced by the cost of the first item acquired in inventory. This method more closely mirrors the actual physical inventory process. Assuming that the costs to acquire inventory are subject to inflation, a FIFO cost flow assumption results in lower cost of goods sold, higher net income, and thus a higher tax liability.
Placing stock on hold
This functionality is only available if you have the Inventory Add-On Module .
After entering a work order, you can reserve the stock for that job. Placing stock on hold reduces the quantity available, but does not reduce the quantity on hand.
You can also reserve stock when none is available. When you enter stock into inventory, Sage
Master Builder adjusts the quantity of stock available.
To place stock on hold:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the tag or ticket numbers and letters.
3
In the Job text box, enter the job number.
4
If the job uses phases, enter the phase number in the Phase text box.
5
In the Order Number text box, enter the order number.
6
In the Date text box, enter the date of the transfer.
7
In the Status list, click 3-Hold Stock.
8
In the Description text box, enter a brief statement about the transaction.
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9
In the grid, do the following:
a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Cost cell, enter the cost of the part.
d
In the Source cell, enter the location where the part is coming from.
e
In the Account cell, enter the location where the part is going.
10
Repeat step 9 for each item you want to place on hold.
11
On the File menu, click Save.
NOTE:
When ready to use the stock you have reserved, change the status of the inventory record from 3-On Hold to 4-Shipped.
Verifying stock availability
This functionality is only available if you have the Inventory Add-On Module .
IMPORTANT:
Selecting this command in the 11-2
Work Orders/Invoices/Credits window does not verify stock for status 7-Work Order.
When you select the Verify Stock on Save command, Sage Master Builder makes certain that you have enough stock in the specified inventory location. If there is not enough stock available, Sage
Master Builder warns you.
To activate the verify stock on save feature, on the Options menu, click Verify Stock on Save.
Inventory Allocation Records
Entering records for internal consumption
This functionality is only available if you have the Inventory Add-On Module .
Suppose you repair a broken toilet handle in your office and to do it you pull the handle from your parts stock. The inventory was consumed by and for the company itself, not for another job or contract. The transaction records the consumption of inventory as an overhead expense.
To enter a record for internal consumption:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the ticket number.
3
In the Date text box, enter the date of the transfer.
4
In the Status list, click the record status.
5
In the Description text box, enter a brief statement about the transaction.
6
In the grid, do the following:
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a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Source cell, enter the location where the part is coming from.
d
In the Account cell, enter the overhead expense account number.
e
In the Subaccount cell, enter the subsidiary account you want.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
TIP:
You can verify the availability of stock when you save an inventory record.
Entering records for inventory shrinkage
This functionality is only available if you have the Inventory Add-On Module .
Over time inventory can be lost, misplaced, or used without any records having been made. After a physical inventory count, determine how much inventory has been lost to shrinkage. To maintain an accurate count in the inventory system, enter an adjustment to the quantity on hand for the affected items.
To enter a record for inventory shrinkage:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the tag or ticket number/letters.
3
In the Date text box, enter the date of the transfer.
4
In the Status list, click the record status.
5
In the Description text box, enter a brief statement about the transaction.
6
In the grid, do the following:
a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Cost cell, enter the cost of the part.
d
In the Source cell, enter the location where the part is coming from.
e
In the Account cell, enter the overhead expense account number.
f
In the Subaccount cell, enter the subsidiary account you want.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
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Entering records for inventory sold to customers
This functionality is only available if you have the Inventory Add-On Module .
Some companies sell stock items directly to clients. The stock does not relate to a service call, route, or contract. Entering the sale in 11-2 Work Orders/Invoices/Credits not only creates an invoice but also records the movement of stock.
If you enter the sale on an accounts receivable invoice, however, Sage Master Builder cannot record the movement in 12-2 Inventory Allocation. A separate transaction is necessary.
To enter a record for inventory sold to a customer:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the tag or ticket number.
3
In the Date text box, enter the date of the transfer.
4
In the Status list, click the record status.
5
In the Description text box, enter a brief statement about the transaction.
6
In the grid, do the following:
a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Source cell, enter the location where the part is coming from.
d
In the Account cell, enter the cost of goods account number.
e
In the Subaccount cell, enter the subsidiary account you want.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
Entering records for inventory used on contracts
This functionality is only available if you have the Inventory Add-On Module .
When you use inventory on a contract, you can enter a transaction to record its consumption.
To enter a record for inventory used on a contract:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the tag or ticket number.
3
In the Job text box, enter the job number.
4
If the job uses phases, enter the phase number in the Phase text box.
5
In the Order# text box, enter the order number.
6
In the Date text box, enter the date of the transfer.
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7
In the Status list, click the record status.
8
In the Description text box, enter a brief statement about the transaction.
9
In the grid, do the following:
a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Source cell, enter the location where the part is coming from.
d
In the Account cell, enter the job expense account number.
e
In the Subaccount cell, enter the subsidiary account you want.
10
Repeat step 9 for each item.
11
On the File menu, click Save.
You can verify the availability of stock when you save an inventory record.
Entering records to re-value existing inventory
This functionality is only available if you have the Inventory Add-On Module .
There are several reasons why you re-value stock. Items lose value over time, are damaged, or need to be re-valued due to an incorrect entry.
You can re-value the entire quantity of a stock item by entering two lines in a single inventory transaction. In the first line, enter the source location of the stock items, the current average cost, and the overhead revaluation account. This removes the items from inventory at the current cost.
Then in the second line, enter the new cost of the stock items, the same overhead revaluation account, and the destination location. This moves the items back into inventory at the re-valued cost.
The balance remaining in the overhead revaluation account is the difference in value.
Re-valuing a damaged item is similar to the steps outlined above. Suppose you find that you have a water heater with cosmetic damage. Because a client will not pay full price for it, you need to revalue it. Create a part for a damaged water heater in the Parts window. Then in the Inventory
Allocation window, make the adjusting entry. In the first line, enter the source location of the water heater, its cost, and the overhead revaluation account. Then in the second line, enter the new part for damaged water heaters, its adjusted cost, the same overhead revaluation account, and the destination location for the re-valued stock items. The transaction leaves the average cost for undamaged items unchanged, and sets the new value for the damaged item.
To enter a record to re-value existing inventory:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the tag or ticket number/letters.
3
In the Date text box, enter the date of the transfer.
4
In the Status list, click the record status.
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5
In the Description text box, enter a brief statement about the transaction.
6
Enter the original item in the grid:
a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Cost cell, enter the cost of the part.
d
In the Source cell, enter the location where the part is coming from.
e
In the Account cell, enter the overhead revaluation account number.
f
In the Subaccount cell, if applicable, enter the appropriate subsidiary account.
7
Repeat step 6 for each item you want to re-value.
8
On the File menu, click Save.
12-3 Inventory Locations
In this section:
“Setting up inventory locations”
“Moving inventory among locations”
Setting up inventory locations
This functionality is only available if you have the Inventory Add-On Module .
If you have a variety of places where you store inventory, you can create inventory locations. From the moment you receive inventory, you can track where it is and who is responsible for it.
To set up inventory locations:
1
Open 12-3 Inventory Locations.
2
In the Inv. Location# cell, enter the location number.
3
In the Location Name, enter the location name.
4
In the Employee cell, enter the employee number of the employee assigned to this location.
5
Repeat steps 2–4 for each location.
6
On the File menu, click Save.
Because many companies assign employees to specific service trucks, you can include the employee number with the inventory location.
You can verify the availability of stock when you save a record.
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Moving inventory among locations
This functionality is only available if you have the Inventory Add-On Module .
Companies that have a number of different locations frequently move inventory among them.
Moving inventory among locations does not affect the accounting.
To record inventory transferred to a new location:
1
Open 12-2 Inventory Allocation.
2
In the Ticket# text box, enter the tag or ticket number.
3
In the Date text box, enter the date of the transfer.
4
In the Status list, click the record status.
5
In the Description text box, enter a brief statement about the transaction.
6
In the grid, do the following:
a
In the Part cell, enter the part number.
b
In the Quantity cell, enter the quantity of parts.
c
In the Cost cell, enter the cost of the part.
d
In the Source cell, enter the location where the part is coming from.
e
In the Destination cell, enter the location where the part is going.
7
Repeat step 6 for each item.
8
On the File menu, click Save.
You can verify the availability of stock when you save a record.
12-4 Purchase Order Receipts
In this section:
“About purchase order receipts”
“Entering the receipt of materials”
About purchase order receipts
This functionality is only available if you have the Inventory Add-On Module .
Vendors often ship materials and send an invoice later. In 12-4 Purchase Order Receipts, you can immediately enter materials and serialized parts, and distribute them to various inventory locations or jobs while waiting for the invoice to arrive.
The 12-4 Purchase Order Receipts window only allows you to enter the quantity of parts, and serial numbers for serialized parts. On saving the record, Sage Master Builder creates a payable
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555 Chapter 12 invoice (with status 2-Review or 3-Dispute) and posts it to the general ledger using the accounts indicated on the purchase order.
If the purchase order references a job number, Sage Master Builder creates job cost records for the materials.
If the materials are for inventory, Sage Master Builder assigns the materials to the inventory location indicated on the purchase order.
Sales taxes post to the ledger account indicated in the Purchase Order Sales Tax Expense text box on the Payables tab of the 1-8 General Ledger Setup window.
After receiving the invoice, you can recall the payable invoice record and enter any changes due to freight charges or cost variances.
Entering the receipt of materials
To enter the receipt of materials:
1
Open 12-4 Purchase Order Receipts.
2
In the Order# text box, enter the purchase order number.
3
In the Shipping# text box, enter the shipping order number provided by the vendor.
4
In the Description text box, enter a brief statement about the order.
5
In the Status list, click the status you want to assign the invoice created from this record.
IMPORTANT:
The status must be either 2-Review or
3-Dispute.
6
In the grid, do the following:
a
In the Quantity cell, enter the quantity of each part received.
b
If you receive serialized parts, enter the individual serial number for each item in the Serial# cell.
IMPORTANT:
You can only enter the quantity of parts and serial numbers for serialized parts. You cannot add or delete parts.
7
Repeat step 6 for each item received.
8
On the File menu, click Save.
12-5 Inventory Audit
In this section:
12-5 Inventory Audit
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About auditing inventory
This functionality is only available if you have the Inventory Add-On Module .
The inventory audit performs several checks to verify the following: o o o
The inventory general ledger account balances with all journal transactions.
All inventory part quantities are correct.
The inventory general ledger account balances with the valuation of all parts in inventory.
This audit can be performed at any time and verifies that all parts in inventory and all ledger transactions are valid, helping you maintain solid accounting practices.
If the audit does not detect any errors, the message Audit Completed! appears. If errors are detected, you can view and print the Inventory Audit Report.
If the audit detects discrepancies between the inventory general ledger account and the total valuation of all parts, a message appears giving you the option of having Sage Master Builder write an automatic journal entry adjustment. The adjustments are made to both the general ledger and inventory offset accounts.
Auditing inventory
This functionality is only available if you have the Inventory Add-On Module .
To audit inventory:
1
Open 12-5 Inventory Audit.
2
Click Audit.
When the audit is complete, print out any applicable Inventory Audit reports. If the audit finds discrepancies between the general ledger account balances and inventory valuation, you can have the system write an automatic journal entry adjustment.
558
Chapter 13: 13-Review and Reporting
Working with Review and Reporting
Sage Master Builder provides over 1200 reports providing you with many ways to understand your business and to communicate with your clients. Standard reports include selection criteria that allow you to save your personal defaults for repeated use. For quick access to reports that you use often, you can drag them to the Sage Master Builder Desktop to create an icon.
You can drill down into special Executive Dashboard reports and from there to the record source.
This feature makes getting to the source of financial data just one mouse-click away.
You can also drill down into the 1200 program-wide reports by running a report in print preview, which is available via Print preview and Drilldown (when available) the Print preview and
Drilldown (when available) button. With your cursor appearing as a magnifying glass with a red lens, double-clicking rows or fields drills down to report details and records.
Many sections of Sage Master Builder have menu links to reports. For example, in 3-Accounts
Receivable you find 3-1 Receivable Reports and 3-1-1 Receivable List reports. On the Report
Criteria tab in the 3-1-1 Report Printing window, you see a list of 17 reports. With a report selected, you can then click the Samples tab to view a sample of that report.
You can use 13-3 Report Writer to create your own reports. As a starting point, you can modify many of the standard reports to fit your own needs.
From any window with report scheduling functionality, you can schedule the automatic delivery of reports to customers, subcontractors, and suppliers via fax and email.
Using the tools in 13-5 Form/Report Page Design, you can customize the reports to your company’s design requirements. You can change the look of any document to fit your needs so that you will not have to purchase expensive, pre-printed forms.
For a list of all the Sage Master Builder reports, see Appendix B, Sage Master Builder Reports, see
Appendix B: Sage Master Builder Reports.
Review and Reporting Reports
Appendix B - List of review and reporting reports
Link to all the review and reporting reports.
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Selecting and Creating Reports
Earlier versions of reports created or saved in Version 14
Due to the technology changes in Version 14: o o
Version 13 and earlier reports that have been edited or saved in Version 14 will no longer work in
Version 13 or earlier releases.
Reports created in Version 14 will not work in Version 13 or earlier releases.
GAAP-standard reports
Sage Master Builder provides several reports to reflect generally accepted accounting principles, or
GAAP. These reports include the following:
o o o o o o o o o o o o
2-2-0-21 Balance Sheet
2-2-0-31 Balance Sheet~This Year/Last Year Comparison
2-3-0-21 Income Statement
2-3-0-31 Income Statement~Period and YTD
2-3-0-32 Income Statement~This Year/Last Year Comparison
2-3-0-33 Income Statement~Actual/Budget Comparison
2-3-0-41 Dept. Income Statement
2-3-0-51 Dept. Income Statement~Period/Year
2-3-0-53 Dept. Income Statement~Actual/Budget Comparison
2-3-0-71 Income Summary~With Subaccount Detail Period and YTD
2-8-0-21 Financial Report
2-9-0-21 Statement of Cash Flows
NOTE:
The existing reports with the same names in previous versions of Sage Master Builder are replaced with these new GAAP-standard reports.
About report selection criteria
You can use the selection criteria to limit the scope of documents; however, many reports do not require you to use selection criteria. If a criterion is left blank, Sage Master Builder does not use the criterion when creating the document.
Specific criteria is required to print checks. You must provide the first check form number, check date, and ledger account number of the checking account.
If a document does not include information that you were expecting, examine the selection criteria. If all the criteria are correct, the scope of the criteria might be too narrow. Try removing some of the criteria.
Viewing sample reports
Sage Master Builder provides representative samples of most reports that the system produces.
These samples are not generated from the sample data but are images for you to view. By viewing sample reports, you can get an idea of the report’s content without having to actually generate the report.
Selecting and Creating Reports
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To view a sample report:
5. Open a Sage Master Builder window, for example 4-2 Payable Invoices/Credits.
6. On the toolbar, click the Print Records button.
7. In the Report Printing window, click the Samples tab.
8. In the reports list, click a report.
9. The sample appears in the right pane.
NOTE:
Not all reports have a sample. If there is no sample, a message appears: There is no example
available for this report.
Viewing a list of available reports
You can view the list of available reports for a particular function or print window from the Report
Printing window. Some reports are editable; if so, a Modify Report button appears.
To view a list of available reports:
1
Open a Sage Master Builder window, for example 3-2 Receivable Invoices/Credits.
2
Select the record you want to view in the data control.
3
In the toolbar, click the Print Records button.
4
In the Report Printing window, click the Report Criteria tab.
5
Double-click the report you want to view or print.
Viewing a list of all Sage Master Builder reports by menu command
NOTE:
You can only edit a calculated field on an existing report containing an existing calculated field.
To view a list of all reports by menu command:
1
Open 13-6 Report/Query Lists.
2
The 13-6 Report/Query Lists window opens.
3
If not already selected, select 21-Report List~by Menu.
4
On the tool bar, click Print preview and Drilldown (when available) to view the report.
5
Alternatively, select other printing and export options.
Viewing a list of all Sage Master Builder reports by menu option
NOTE:
You can only edit a calculated field on an existing report containing an existing calculated field.
To view the list of all reports by menu option:
5. Open 13-6 Report/Query Lists.
6. The 13-6 Report/Query Lists window opens.
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7. If not already selected, select 26-Report List~by Menu Option.
8. On the tool bar, click Print preview and Drilldown (when available) to view the report.
9. Alternatively, select other printing and export options.
Working with Quick Reports
Sage Master Builder’s Quick Reports feature lets you create simple reports for review. When you view a Quick Report, Sage Master Builder displays the report information in a grid.
For example, here are some of the windows in which you can create Quick Reports: o o o o o o o
1-9 Departments
6-5 Cost Codes
7-3-1 Security Groups
7-3-2 User List
9-8 Board Footage
10-2 Task List
12-3 Inventory Locations
You can change the font styles in individual cells or for the entire grid. In addition, you can hide columns of information. When you print the report, any information hidden in the Quick Report window will not appear on the printed report.
Although you can change the formatting of a Quick Report, the changes are not saved. They are only used for printing a Quick Report. For example, open 6-5 Cost Codes, and using the B, I, and U buttons located under the menu bar, apply bold, italic, or underline formatting to the contents of cells.
You can hide the columns by right-clicking the column heading and selecting the Hide Selected
Column command from the drop-down menu. Then click the Print Records button. When the Grid
Printing window opens, click the Print preview and Drilldown (when available) button to view a preview of your changes.
In some cases, a grid may display too many columns for the report to fit on a standard-sized piece of paper even in landscape orientation. In such cases, we recommend that you export the quick report to Microsoft Excel, which has the capability to capture all the data on any grid in Sage Master
Builder.
Setting up a shortcut from a report printing window
To create a shortcut to a specific report:
1
Open any Report Printing window.
2
Click the Report Criteria tab.
3
Select a report.
4
In the lower left of the window, click Create a Shortcut to Selected Report.
13-1 Financial Review
About financial review
At times, financial information is easier to understand when presented in the form of a chart. Sage
Master Builder can generate charts for you from data in the ledger accounts of the active company.
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You can then use the charts to review and analyze trends in your company.
You can generate charts on financial data from the current fiscal year, or as a comparison between the current and last fiscal year, for 12 rolling months, or as a comparison between the budgeted costs and actual costs. In addition, you can create line, area, 2-dimensional bar charts, and 3dimensional bar charts.
After generating a chart, you can print it, save it to file, or copy it to the clipboard so that you can paste the chart in another report or document.
On 13-1 Financial Review, when viewing charts, be aware that Mean, Standard Deviation, and Best Fit do not display with bar charts. The statistical methods display as expected only with line and area charts.
When working with these statistical methods, select
Format > Line or Area, and then select Statistics >
Mean, Standard Deviation, or Best Fit.
Financial review - Ratios
Sage Master Builder uses the ledger account balances to create the ratio for a fiscal period. Use the ratios to identify long term trends or potential problems.
The list uses standard math symbols, plus (+), minus
(–), multiplied by (*), and divided by (/).
The following list provides definitions of menu items under 13-1 Financial Review > Ratio: o o o o o o
Current Ratio - Measures the relationship between the current assets and current liabilities.
Definition of Current Ratio: Current Assets/Current Liabilities by fiscal period.
Quick Ratio - Measures the relationship of liquid assets to current liabilities, indicating the shortterm debt paying ability.
Definition of Quick Ratio: (Current Assets – Inventory)/Current Liabilities by fiscal period.
Gross Profit/Sales - Measures the relationship between gross profit and sales dollars.
Definition of Gross Profit/Sales: (Gross Profit + Other Income)/(Total Operating Income +Other
Income) by fiscal period)
Net Profit/Sales - Measures the relationship between net profit and sales dollars.
Definition of Net Profit/Sales: Net Income Before Tax/ (Total Operating Income + Other Income) by fiscal period.
Net Profit/Equity - Measures the amount of income earned for each dollar invested.
Definition of Net Profit: (Operating Income + Other Income) – (Direct Expense + Equip/Shop
Expense + Overhead Expense + Admin Expense).
Definition of Equity: (Equity + Operating Income + Other Income) – (Direct Expense + Equip/Shop
Expense + Overhead Expense + Admin Expense). Note: The Equity amount excludes Owner’s Draw accounts.
Current Assets/Total Assets - Measures the relationship between the short-term assets and long-term assets.
Definition of Current Assets: Cash + Current Assets + WIP.
Definition of Total Assets: Cash + Current Assets + Wip + Other Assets + Fixed Assets – Accum.Depreciation.
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Return on Assets - Measures the earning power or the profitability of a company’s assets.
Definition of Return on Assets: Total Income - Direct + Shop/Equip + Overhead + Admin Expense
/ Cash + Current Assets + Wip - Accum. Depreciation.
Debt/Worth - Measures the relationship of debt financing to equity financing, or how much a company is leveraged.
Definition of Debt: Total liabilities.
Definition of Worth: Equity + Total Income - (Direct + Shop/Equip + Overhead + Admin Expense).
Debt/Assets - Measures the percentage of total assets represented by liabilities.
Definition of Debt: Total liabilities.
Definition of Assets: Cash + Current Assets + Wip + Other Assets + Fixed Assets - Accum. Depreciation.
Overhead/Direct Expense - Measures the relationship of overhead expenses to job expenses.
Total Indirect Expense/Total Direct Expense.
Definition of Indirect Expense: Overhead + Administrative Expenses.
Definition of Direct Expense: Direct +Equipment + Shop Expenses
Financial Review - Trends
Sage Master Builder uses the ledger account balances to graph financial trends.
The list uses standard math symbols, plus (+), minus
(–), multiplied by (*), and divided by (/).
The following list provides definitions of menu items under 13-1 Financial Review > Trends: o o o o o o o o
Cash - Charts the balances for all accounts in the cash range by fiscal period.
Compares to the 2-4-21 General Ledger report by cash account range and period.
A/R - Charts the Accounts Receivable balance by fiscal period.
Compares to the dedicated Accounts Receivable account in 1-7 General Ledger Accounts.
A/P - Charts the Trade Accounts Payable balance by fiscal period.
Compares to the dedicated Accounts Payable account in 1-7 General Ledger Accounts.
Sales - Charts the total income.
Compare to the Income Statement by period for the Operating Income balance + Other Income balance.
Budget numbers by period: compare to menu 1-7 General Ledger Accounts income accounts budgets.
Gross Profit - Charts the Gross Profit + Other Income by fiscal period.
Compare to the Gross Profit + Other Income from Income Statement by period.
Definition of Gross Profit: Operating Income – (Direct Expense + Equip/Shop Expense).
Net Profit - Charts the Net Income before Tax by fiscal period.
Compare to the Net Income Before Tax on the Income Statement by period.
Definition of Net Income: Operating Income + Other Income – Direct & Indirect Expenses.
Breakeven Point - Charts all Expenses by fiscal period.
Compare to the Total Direct & Equip/Shop Expenses + Total Indirect Expenses on the Income Statement by period.
Working Capital - Charts Current Assets – Current Liabilities by fiscal period. This trend is often used to secure a line of credit.
Compare to the Balance Sheet by fiscal period.
Budget comes from all current assets and liabilities accounts in menu 1-7 General Ledger
Accounts.
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Financial Review - Statistics
When generating charts, you can use one of the statistical methods provided: o o o Mean: Calculation derived from the sum of a list of numbers divided by the total number of numbers in a list.
Standard Deviation: Calculation indicating how spread out numbers are from the mean.
Best Fit: Calculation showing a trend line indicated by the values in a series.
On 13-1 Financial Review, when viewing charts, be aware that Mean, Standard Deviation, and Best Fit do not display with bar charts. The statistical methods display as expected only with line and area charts.
When working with these statistical methods, select
Format > Line or Area, and then select Statistics >
Mean, Standard Deviation, or Best Fit.
13-2 Project Review
About project reviews
At times, project information is easier to understand when presented in the form of a chart. Sage
Master Builder can generate charts for you from several sources. You can then use the charts to review and analyze trends in your company. You can create several different types of graphs, such as line, area, 2-dimensional bar charts, and 3-dimensional bar charts. After generating a chart, you can print it, save it to file, or copy it to the clipboard so that you can paste the chart in another report or document.
Using the Graph option in 13-2 Project Review, you can generate graphs to analyze the following: o o o o o o
Cost/Budget by Type
Budget = Job budget + approved budget change orders by cost type.
Cost = Job costs by cost type. (Note that you use the job cost journal by cost type).
Cost/Budget by Code displays job budget + approved budget change orders by cost code.
Budget = Job budget plus approved budget change orders by cost code.
Cost = Job costs by cost code (Note that you use the job cost journal by cost code).
Over/Under by Code
Over = Over budget amount by code with positive number above zero.
Under = Under budget amount by code with negative number below zero.
Gross Profit % by Job displays (A/R invoices – job costs) / A/R invoices.
Gross Profit $ by Job displays A/R invoices – job costs.
Cash Flow displays A/R invoices – job costs by week. (Note that one week = 7 days).
13-3 Report Writer
About Report Writer
13-3 Report Writer provides tools that allow you to create custom reports to access information stored in the Sage Master Builder databases. With 13-3 Report Writer, you can modify existing reports or create entirely new reports for your company’s needs.
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Before creating a report, it is important to understand how 13-3 Report Writer and 13-5
Form/Report Page Design work together. In 13-5 Form/Report Page Design, you create the page layout for a single page form or a multi-page form that includes text, fields, and calculated fields. Most form designs also have a detail box, which indicates to Sage Master Builder where the details of the report will be placed.
In 13-3 Report Writer, you create the body of the report that appears in the detail box of the form design. In the design of the report details, you can include text, fields, and calculated fields. In addition, you can control when the report prints on a new page or an entirely new form.
13-3 Report Writer allows you to associate a specific form design with a report. When you select the report for printing, Sage Master Builder automatically selects the associated form design. In addition, you can determine the location of the report in Sage Master Builder. You can assign custom reports to 13-4 Report Printing, or to another window that contains reports similar to the custom report.
You can create new reports from scratch, or you can use existing reports as the basis for new reports. When you display a Sage Master Builder report, Sage Master Builder copies the report and displays the copy in the 13-3 Report Writer window. You can then edit, rename, and save the new report.
About modifying reports and form designs
When the Modify Report button appears in the Report Printing window, you can edit the report design and the form design. If the Modify Report button does not appear, you cannot edit the report design, but you can still edit the form design. To open 13-5 Form/Report Page Design from a
Report Printing window, from the Edit menu, click Form Design.
If the form name does not display in the Report Form field in the Report Printing window, click the
Modify Report button. This opens the custom report in 13-3 Report Writer. The custom form name is then displayed in the Form field. Copy the form design to the \Report Forms folder.
IMPORTANT:
Some of the over 1100 system reports are “locked,” and you cannot modify the data portion of the report. In certain cases, some reports allow modification of the design.
Assigning reports to form designs
When you decide to print a report, Sage Master Builder selects the form design you assigned to the report design. You can assign a report design to a specific form or to a group of forms.
Form design uses file name extensions to group similar types of form designs together. To assign a report design to a form design, you need to determine which form design a specific report uses.
When you select a report for preview or printing in the 13-4 Report Printing window, Sage Master
Builder displays the file name and file name extension of the form design below the Report list.
For example, you create a new report for income statements titled My Income Statement and want the new report to use the same form design as the original report for income statements. Having created the report design, assign it a form design to use when Sage Master Builder generates the
13-3 Report Writer
Chapter 13 566 report. In the Form text box, you type report.rpt and save the new report. Later, when you print the
My Income Statement report, Sage Master Builder automatically selects the
Report.rpt
form design.
Suppose, instead of limiting the report to the
Report.rpt
form design, you want to be able to select any form design using the
.rpt
file name extension when printing the My Income Statement report. In this situation, use a wildcard in place of the report name and indicate the file name extension.
In the Form text box, type *.rpt to indicate you want all files using the
.rpt
file name extension, and save the report. When you select the My Income Statement report for printing, you will be able to select from all the form designs using the
.rpt
file name extension.
Saving and naming reports
When you save a report design, Sage Master Builder saves it as a file. The file name determines where you will find the report in Sage Master Builder. Where form designs use different file name extensions to organize the forms into meaningful groups, all report designs use the
.rpf
file name extension.
You can assign a custom report to: o o
13-4 Report Printing. Assign the file any name and save it to the
\MB7\Custom Reports folder. You can save an unlimited number of reports to this location.
A specific location where similar reports are found. For example, if you create a new income statement, you might want to make the report available with the other income statements. Each window location can contain up to 20 custom reports. To access a report in a specific window, save the file in the
\MB7\System Reports folder.
The filename consists of eight numbers. The first six numbers specify the window location, and the last two numbers are user-defined and must fall between 01 and 20.
The following examples explain how to convert the window locations into the correct naming format: o o
You created a new departmental income statement and want to access the report from 2-8-1
Departmental Income Statement. Convert each menu and submenu number used to arrive at the Departmental Income Statement into a 2-digit number, so the file name becomes
020801
.
As this is your first custom report in this location, add
01 to the end. The full name of the file becomes
02080101.rpf
.
Some windows in Sage Master Builder are not located under two submenus. To indicate the correct report path, add two zeros in the report name to represent the last submenu. For example, you create a new income statement and want to access it from 2-3 Income Statement. The numbers representing the location become
0203
. Because you need six numbers to represent the menu location, add two zeros. The file name then becomes
020300
. As this is your first custom report in this location, add
01 to the end. The full name of the file becomes
02030001.rpf
.
Using the New Report Launch window
With the New Report Launch window, you can do the following: o o
Create a new report using the wizard...
Browse for an existing report...
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Start with a blank report
Open a recent report (last 5 saved reports are listed)
Creating a new report using the wizard
5.
Accept the default to Create a new report using the wizard... and click OK.
This launches the Report Wizard.
6.
Enter a report title to be displayed at the top of the report and click Next.
NOTE:
You can include a subtitle by adding a '~' and then the subtitle text.
7.
Choose the report form on which to print the report and click Next.
NOTE:
You can use wildcards in the report form name, such as "*.Report" to be able to select
.Report file when running the report.
8.
Select the table that holds the primary data for the report by navigating to the menu where the records can be found.
You can also list tables by name to view a simple alphabetical list of all data tables. Check List Tables by
Name.
9. Click on the primary table and then click Next.
10. Select fields in the primary table to add to the report.
1. Double click on fields from the Fields list on the top right. These fields can be sorted by name if you select the option to List Fields by Name. You can select fields from related tables by changing the selected table in the list on the top left.
2. In the bottom panel, you can do the following actions:
1. Add grouping to the report by dragging columns to the group area in the dark gray band. A maximum of three fields can be used for grouping.
2. Add sorting by clicking on a column. The number that appears next to the column name is the next consecutive number after the last group. If no groups are defined, the sort column displays a 1. You can have multiple sorts in the main column row by holding the shift key when clicking additional columns.
3. Reorder columns by dragging them to a different location.
4. Remove columns from the report by right-clicking them.
11. Click Next.
12. Select the fields for report selection criteria.
1. Double click on fields from the Fields list.
2. In the bottom panel, you can do the following actions:
1.
Select the comparison option to set as the default.
NOTE:
For example, if you would like the default to be between or equal, you can set that as the default on the report printing window.
2.
Lock criteria values to fix those values permanently in the report.
NOTE:
For example, in an invoice report that should exclude voided invoices , lock the invoice status criteria as 'Less than 5-Void.'
13. Click Finish.
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Chapter 13 568
Browse for an existing report...
14. Select Browse for an existing report... and click OK.
15.
Browse to the reports folder where your report is stored and select the report, then click Open.
Start with a blank report
16. Select Start with a blank report and click OK.
This selection allows you to create a new report without using the Report Wizard.
Open a recent report
The last 5 saved reports are listed and can be selected.
Creating new reports
Note that sometimes it is quicker to create a new report by editing an existing report if you only have to make a few changes or additions.
To create a new report:
1
Open 13-3 Report Writer.
2
On the New Report Launch window, select either Create a new report using the Wizard or
Start with a blank report and click OK.
Working with Text in 13-3 Report Writer
Typing text in reports
To type text:
1
In 13-3 Report Writer, open the report in which you wish to type text.
2
On the Insert menu, click Text.
3
Click where you want to place the text.
4
Type the text you want to enter.
Editing text in reports
To edit text:
1
In 13-3 Report Writer, open the report in which you wish to edit text.
2
Select Edit > Select Objects.
3
Double click on the field you want to Edit and make the necessary changes.
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Changing fonts in reports
To change fonts:
1
In 13-3 Report Writer, open the report in which you wish to change fonts.
2
Select the field or fields that need font changes. Multiple field objects can be selected by pressing the Ctrl key while clicking on field objects.
3
On the Edit menu, click Font.
4
In the Font list, click the font.
5
In the Font Style list, click the format of the font.
6
In the Size list, click the font size.
7
In the Effects section, click Strikeout or Underline as needed.
8
Click OK.
NOTE:
Font features can also be changed by right clicking on a field or text object and selecting
Properties.
Aligning text to the left in reports
To align text to the left:
1
In 13-3 Report Writer, open the report in which you wish to align text.
2
Select Edit > Select Objects.
3
Click the text field that you want to align.
4
On the Edit menu, click Align Left.
The text aligns itself to the left where the text begins, and not the left margin.
Aligning text to the right in reports
To align text to the right:
1
In 13-3 Report Writer, open the report in which you wish to align text.
2
Click the text field that you want to align.
3
On the Edit menu, click Align Right.
NOTE:
The text aligns itself to the furthest right where the text ends, and not the right margin.
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Bands
About bands
A report is made up of horizontal bands. Your report can contain as many or as few bands as necessary, and each band can contain one or more lines. As you create a report, assign each band a type. The order of types assigned to bands determines the order in which text and fields appear in the report.
Property What it does
Heading Appears at the top of the report.
Group 1 Determines the first level of grouping.
Group 2 Determines the second level of grouping.
Group 3 Determines the third level of grouping.
Detail Provides the detail for the body of a report.
Subtotal 1
Select Subtotal 1 when you want to subtotal data from Group 1.
Subtotal 2
Select Subtotal 2 when you want to subtotal data from Group 2.
Subtotal 3
Select Subtotal 3 when you want to subtotal data from Group 3.
Total
Select Total when you want to total data from the entire report.
No Print
Select No Print when you want to include a field in the report so a calculated field calculates correctly, but do not need to include the information in the report.
You can place the field on a separate band and assign the band the No Print type. When you generate the report, the band is not included.
You do not have to use every type of band in a report. For example, you create a new report using the following bands: Heading, Group 1, Group 2, Detail, Detail, and Total. Notice that two detail bands exist. As you build a custom report, you can create multiple detail bands to accommodate text, graphics, and fields you want the report to supply. All bands expand to accommodate the size of a graphic or text you enter in the custom report. Similar bands must be grouped together and you cannot have bands with the Blank type in the body of the report.
About band properties
When you select a band, you can change its properties by clicking the prp button.
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Property You can:
Font Set the font, font style, and size for the entire band.
Color
¼ height
Set the color of text and objects for the entire band.
Set the band to one-quarter of the normal band height.
½ height Set the band to one-half of the normal band height.
Full height Set the band to normal height.
Inserting bands
To insert a band:
1
In 13-3 Report Writer, open the report into which you wish to insert a band.
2
Click the band button immediately below the band where you want to insert the new band.
3
On the toolbar, click the ins button.
Deleting bands
To delete a band:
1
In 13-3 Report Writer, open the report from which you wish to delete a band.
2
Click the band button of the band you want to delete.
3
On the toolbar, click the del button.
Working With Pages in 13-3 Report Writer
About form breaks and page breaks
You can control the point at which Sage Master Builder begins printing information on a new form design or a new page. Initially, when you create a new report design there are no form breaks or page breaks. You can select the form and page breaks for a custom report based on band types in the Form Break and Page Break lists.
Use the form break to determine when Sage Master Builder prints information on a new form.
Suppose you create a Vendor report that lists invoices sorted by job. When printing the report, you want to be able to select a range of vendors and print a separate list for each vendor. The report contains the following bands and fields: o o o
The Group 1 band contains fields for the vendor number and name.
The Group 2 band contains fields for the job number and job name.
The Detail band contains fields for the invoice number and description.
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The form break is set to Group 1, which tells Sage Master Builder to print a new form for each vendor.
Use the page break to determine when Sage Master Builder prints information on the next page of a multi-page form design. To continue the example above, the form design you want to use has two pages. The front page includes your company logo, address, and boilerplate text, and a continuation page includes only your company name. When creating the custom report, the page break is set to
Group 2, which tells Sage Master Builder to print a new continuation page for each job.
You can also let Sage Master Builder automatically determine where to place form or page breaks when generating a report. When you set the form break to automatic and the form design contains a single page, Sage Master Builder prints a new form for each page in the report. However, if the form design contains multiple pages, Sage Master Builder prints a new form when there are no more pages in the form design to use. When you set the page break to automatic, the report advances to a new page when the printed page is full.
Inserting form breaks
To insert a form break:
4. In 13-3 Report Writer, open the report into which you wish to insert a form break.
5. In the New Form list, click the type of band that you want to begin a new form when printing the report.
You can choose from the following options:
1. Automatic
2. On Detail
3. On Group1
4. On Group2
5. On Group3
Inserting page breaks
To insert a page break:
1
In 13-3 Report Writer, open the report into which you wish to insert a page break.
2
In the New Page list, click the type of band that you want to begin a new page when printing the report. You can choose from the following options:
6. Automatic
7. On Detail
8. On Group1
9. On Group2
10. On Group3
Tools for Building Reports
Drawing boxes in reports
To draw a box:
1
In 13-3 Report Writer, open the report in which you wish to draw a box.
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2
Select Insert > Box.
3
Click in the location where you want to place one corner of the box and drag the pointer diagonally to the size you want.
Modifying box properties
1
Select the box object.
2
Right-click on the box and select Properties.
3
Modify the box object properties. You can modify the following properties:
a
Line Width
b
Line Type
c
Solid
d
Dash
e
Dot
f
Dot-Dash
g
Forecolor (controls the color of the border)
h
Backcolor (controls the color of the interior area)
i
Position
Row
Top (set the top position relative to the band line)
Left (set the left position relative to the left side of the page)
Width (set the width of the line)
Height (set the height of the line)
Moving objects in reports
To move a selection:
1
In 13-3 Report Writer, open the report in which you wish to move an object.
2
Select the object you want to move.
3
Drag the selection to the desired location.
Setting the form or line color in reports
To set the form or line color:
1
In 13-3 Report Writer, on the Edit menu, click Color.
2
Click the color you want to use or define a custom color.
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Chapter 13 574
3
Click OK.
To set or change the text object color:
1
In 13-3 Report Writer, select the text object.
2
Select Edit > Color.
3
Click the color you want to use or define a custom color.
4
Click OK.
NOTE:
Changing the color affects both text and graphics that you draw after the change.
Inserting pictures or logos in reports
Consider the following points before inserting pictures or logos in reports: o o o o
If you will be using your own bitmaps (
*.bmp
), place them in the
\MB7\BMP folder on your
C: drive.
Graphic formats other than bitmaps may be used in Form Design but we recommend that you use bitmaps for the highest quality output.
From within an open form, in the File menu, you can also click Form Design.
You can resize a picture or logo larger or smaller and retain its original proportions.
To insert a picture or logo:
1
In 13-5 Form/Report Page Design, open the form into which you wish to insert a graphic.
2
On the Mode menu, click Picture.
3
Click in the location where you want to place one corner of the graphic and drag the pointer diagonally to the size you want.
4
The Assign Picture dialog box will display.
5
Select the bitmap file that you want to insert.
6
Click Open.
7
The picture or logo appears in your form.
Adjusting the proportions of pictures in reports
To adjust the proportions of a picture:
1
In 13-3 Report Writer, open the report in which you wish to re-proportion a graphic.
2
Drag the picture in the direction that you want to stretch or shrink it.
3
On the Mode menu, click Proportion.
4
Click the image to re-proportion it.
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Stretching or shrinking objects in reports
To stretch or shrink an object:
1
In 13-3 Report Writer, open the report in which you wish to resize an object.
2
On the Mode menu, click Resize.
3
Drag the item that you want to stretch or shrink.
IMPORTANT:
You cannot resize text. You can only resize the right and bottom edges of an object.
Erasing objects in reports
To erase an object:
1
In 13-3 Report Writer, open the report in which you wish to erase an object.
2
On the Mode menu, click Delete.
3
Click the object or text block that you want to erase.
Calculated Fields
About calculated fields
Sage Master Builder enables you to create calculated fields and add them to form designs or report designs. A calculated field is a type of field representing an expression. When you generate a report,
Sage Master Builder determines the result of the calculated field based on information stored in the databases. After creating a calculated field, you can add it to the list of calculated fields available for use in the design.
About pre-defined calculated fields
Pre-defined calculated fields are fields that Sage Master Builder recognizes and automatically replaces with the proper data. These are locked fields that cannot be changed. Unlike other fields, standard or calculated, which you insert, create and/or add to the report, pre-defined calculated fields must be typed directly into the form design.
Most, but not all of these pre-defined calculated fields are also global calculated fields. For example,
cmpany^cmpnme is the same as CP^cmpnme. Both fields pull the company name from the database.
IMPORTANT:
There is only one difference between the two types of calculated fields. Pre-defined calculated fields must be typed directly into the form design, whereas global calculated fields must be added from the Calculated Fields window.
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The fields listed in the table below work only in 13-5 Form/Report Page Design, not in 13-3
Report Writer. Many of these pre-defined fields exist in the form designs that come with Sage
Master Builder.
Pre-Defined
Field
CP^cmpnme
CP^cmpad1
CP^cmpad2
CP^ctyste
CP^zipcde
CP^mallbl
CP^licnum
CP^ctynme
CP^state
CP^phnnum
CP^curdte
CP^curtme
CP^curusr
CP^pagnum
CP^pagnxt
CP^stetax
CP^fedtax
CP^memnte
CP^select
CP^subttl
CP^faxnum
CP^rslnum
CP^usrdf1
CP^usrdf2
CP^e_mail
Data
Company Name
Company Address 1
Company Address 2
Company City & State
Company Zip Code
Company Mail Label
Company License Number
Company City Name
Company State Name
Company Phone Number
Current Date
Current Time
Current User
Page Number
Consecutive Page Number (will ignore new page one for new groups, etc.)
Company State Tax ID#
Company Federal Tax ID#
Notes entered on report selection window
Report Selection Criteria
Report Subtitle
Company Fax Number
Company Resale Number
Company User Defined 1
Company User Defined 2
Company Email address
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Pre-Defined
Field
Data
CP^bnkact
CP^rtnmbr
CP^ntetxt
CP^rptttl
CP^rptopt
CP^stmdte
Company Bank Account Number (for Direct
Deposit)
Company Routing Number (for Direct Deposit)
Company Note
Report Title
Report Option
Statement Date (for printing from 3-4
Statements)
Working with global calculated fields
Global calculated fields are a good way to copy a calculation from one report to another. Many predefined calculations are in the Global Calculated Fields list, but not all.
A global calculated field is a type of field representing an expression. When you generate a report,
Sage Master Builder determines the result of the calculated field based on information stored in the databases. After creating a global calculated field, you can add it to the list of calculated fields available for use in the design.
Inserting calculated fields in reports
Consider the following points when inserting calculated fields in reports: o o
For each calculation that you want to insert, create a new text box.
After inserting a field, you can format the text by setting the object properties.
To insert a calculated field in a report:
6. In the 13-3 Report Writer window, open the report into which you wish to insert a calculated field.
7. Select Insert > Text.
8. Click in the text box where you want to place the field.
9. Select Insert > Fields.
10. In the bottom panel, double-click the calculated field you want to insert.
Inserting calculated fields in form designs
Consider the following points when inserting calculated fields in reports: o o
For each calculation that you want to insert, create a new text box.
After inserting a field, you can format the text by setting the object properties.
To insert a calculated field in a form design:
1
In the 13-5 Form/Report Page Design window, open the report into which you wish to insert a calculated field.
2
Click in the text box where you want to place the field.
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3
On the Insert menu, click Fields.
4
Select a table from the list on the left.
5
In the bottom panel, double-click the calculated field you want to insert.
Creating calculated fields
When you add the calculated field, its name displays in the Calculated Fields list. You can then insert the field as you would insert any other field.
To create a calculated field:
1
In either 13-3 Report Writer or 13-5 Form/Report Page Design, on the toolbar, select Edit >
Calculated Fields.
2
In the Calculated Fields window, in the Name text box, enter the name of the calculated field you want to create.
NOTE:
The Name text box has a 15 character limit. You can use spaces and special characters in addition to letters and numbers.
3
In the Description text box, enter a brief description of the field.
4
Select Do Not Total, if the calculated field should not be totalled.
5
Use the Database Fields, Functions, and Operators to build the calculated field expression.
6
To save the calculation, click Save.
NOTE:
The Save button is not available unless all required fields (Name, Description, and
Calculated Field Expression) are filled out.
7
Click Close.
Creating global calculated fields
When you create a global calculated field, it can easily be added to other reports by selecting it from the list of global calculated fields. This allows you to avoid the task of created the calculated field each time you want to use it in a different report.
To create a global calculated field:
1
In either 13-3 Report Writer or 13-5 Form/Report Page Design, select Edit > Calculated
Fields.
2
In the Calculated Fields window, in the Name text box, enter the name of the calculated field you want to create.
NOTE:
The Name text box has a 15 character limit. You can use spaces and special characters in addition to letters and numbers.
3
In the Description text box, enter a brief description of the field.
4
Select Do Not Total, if the calculated field should not be totalled.
5
To build the expression, do any of the following:
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a
In the Tables list, click a table. Then in the Fields list, click the fields you want.
b
In the Functions list, click the functions you want.
c
Under Operators, click the operators you want.
6
To save the global calculation, click Save to Global Calculations.
NOTE:
The Save button is not available unless all required fields (Name, Description, and
Calculated Field Expression) are filled out.
7
To save the global calculation to the current report, click Save.
8
Click Close.
Editing calculated fields
IMPORTANT:
You can only edit a calculated field in an existing report containing a calculated field.
To edit a calculated field:
1
In either 13-3 Report Writer or 13-5 Form/Report Page Design, on the toolbar, select Edit >
Calculated Fields.
2
In the Calculated Fields window, select the calculation from the Nametext box list.
3
Make the changes you want to the expression.
4
Edit the Name and Description if desired.
5
To save the calculation, click Save.
6
Click Close.
Editing global calculated fields
To edit a global calculated field:
1
In either 13-3 Report Writer or 13-5 Form/Report Page Design, select Edit > Calculated
Fields.
2
In the Calculated Fields window, select the calculation from Select Global Calculation.
3
Make the changes you want to the expression.
4
Make changes to the Name and Description if necessary.
5
To save the global calculation, click Save to Global Calculations.
6
To save the global calculation to the current report, click Save.
7
Click Close.
Inserting text boxes for calculated fields
Part of the process in copying calculated fields is to insert a text box in a report. Then you insert the calculated field into the text box.
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To insert a text box for a calculated field:
1
In 13-3 Report Writer, open the report into which you wish to insert a calculated field.
2
Select Insert > Text.
3
Click in the location where you want to insert the form field.
4
Select Insert > Fields.
5
In the bottom panel, double-click the calculated field you want to insert.
Copying calculated fields
Saving calculations to the Global Calculated Fields list is a good way to copy a calculation from one report to another. Many calculations are in the Global Calculated Fields list, but not all. Here’s how to add the ones you want.
To save a calculated field to the Global Calculated Fields list:
1
In 13-3 Report Writer, open a report that contains the calculation you want to copy.
2
Select Edit > Calculated Fields.
3
In the Name field, click the drop-down arrow.
4
Click the desired calculation.
5
To add the calculation to the Global Calculated Fields list, click Save to Global Calculations.
6
This adds the desired calculation to the Global Calculated Fields lookup window.
Now you can insert the global calculated field into other reports without creating a calculated field for each report.
Deleting calculated fields
IMPORTANT:
You can only edit a calculated field on an existing report containing an existing calculated field.
To delete a calculated field:
1
In either 13-3 Report Writer or 13-5 Form/Report Page Design, select Edit > Calculated
Fields.
NOTE:
You cannot delete a calculated field if it is still in use on the report or form you've opened. Remove the object from the report or form first, then delete the calculated field.
2
In the Calculated Fields window, click the Name list and select the calculated field that you would like to delete.
3
Click Delete.
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4
Click OK.
About expressions
An expression is a formula used to compute the value of a calculated field. An expression can contain fields, constants, operators, and functions.
The examples below help illustrate the syntax of expressions: o To calculate the year-to-date activity for a ledger account, the following expression subtracts the beginning balance from the ending balance: o
LGRACT.ENDBAL-LGRACT.BEGBAL
You can create a single field that inserts the employee’s last name, followed by an ampersand, and the first name. When you generate the report, Sage Master Builder adjusts the placement of the first name relative to the length of the last name: o
EMPLOY.LSTNME&EMPLOY.FSTNME
The following expression inserts the ledger account number and the ledger account long name.
When you generate the report, Sage Master Builder adjusts the placement of the long name relative to the length of the ledger account number:
LGRACT.RECNUM LGRACT.LNGNME
About operators
Operators are symbols that represent a type of mathematical or relational process to carry out in an expression. You can select from the following operators:
<
>
<=
>=
&
/
=
< >
( )
–
*
Operator
+
Description
Addition
Subtraction
Multiplication
Division
Equal to
Not equal to
Open/close parenthesis.
Less than
Greater than
Less than or equal to
Greater than or equal to
Ampersand
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Operator Description
If( )Then( )Else( ) Tests for a condition.
{S}
{N}
{D}
SQL Queries
Inserts a find and replace field for an alphanumeric variable.
Inserts a find and replace field for a numeric variable.
Inserts a find and replace field for a date variable.
Tests for a condition.
About parentheses
Using the parentheses, you can group operations in an expression to change the order in which they are performed. Without parentheses, operations are performed in the following order:
Multiplication/division, addition/subtraction, and relational operations (greater than, less than, not equal to, etc.) o
For example, the expression, 4 + 6 / 2, provides the answer 7, and not 5, because division is performed before addition. When a mathematical expression contains operators that have the same rank, operations are performed left to right. For example, in the expression, 2 + 6 / 3 * 5 – 9, division and multiplication are first performed before the addition and subtraction. The first operation divides 6 by 3, which produces 2. The second operation multiplies 2 by 5, which produces 10.
In the third operation, add 2 to 10, which produces 12. In the fourth operation, subtract 9 from 12 to produce 3 as the answer.
By using parentheses, you can change the order of operations in an expression. That is, operations in parentheses are performed first, then operations outside the parentheses are performed.
o For example, the expression, (2 + 6 / 3) * 5 – 9, results in an answer of 11, while the expression, (2
+ 6 / 3) * (5 – 9), results in –16 as the answer.
You can also embed parentheses, where operations in the deepest parentheses are performed first.
o For example, the expression, ( (7 + 3) / 2) * 3, contains embedded parentheses. From the example, the first operation is 7 + 3, the second operation is 10 / 2, and the third operation is 5 * 3, which results in 15 as the answer.
About using If( )Then( )Else( ) in a calculated field
The If( )Then( )Else( ) operator enables you to conditionally return a value. Within the parentheses of the If( )Then( )Else( ) expression, you enter the fields, functions, and constants.
Syntax: If( expression )Then( result1 )Else( result2 )
o o o
Expression is the condition for which you are testing.
Result1 is returned when the condition in the expression is met.
Result2 is returned when the condition in the expression is not met.
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Example:
A Trial Balance report uses calculated fields containing the If( )Then( )Else( ) operator. The expression
If(LGRACT.DBTCRD=1)Then(LGRACT.BEGBAL)Else( )
determines whether a ledger account maintains a debit balance. If the ledger account is a debit account, Sage Master Builder prints the ledger account’s beginning balance on the report in place of the field. Otherwise, the account is not a debit account and Sage Master Builder does not print the balance.
When you set up the ledger account structure, Sage Master Builder assigns a value of 1 to debit accounts and a value of 2 to credit accounts. Sage Master Builder stores the debit/credit value in a table, which you can query using the LGRACT.DBTCRD field.
In the above example, the If( ) portion of the expression queries the debit or credit value of each ledger account. If the LGRACT.DBTCRD field returns a value of 1 for a ledger account, Sage
Master Builder acts on the field indicated in the Then( ) portion of the expression, printing the beginning balance for the ledger account indicated by the LGRACT.BEGBAL field.
However, if the LGRACT.DBTCRD field returns a value not equal to 1, Sage Master Builder acts on the Else( ) portion of the expression. In the example above, Else() does not contain a value; therefore, Sage Master Builder does not return anything.
About variables in calculated fields
Variables act as placeholders for actual numeric values. The variables allow you to build calculated fields and save them without having to enter actual figures until you generate the report. When you preview or print a report containing a variable, you assign a numeric value to each variable that you are using. Sage Master Builder substitutes the declared values for the variables and computes the results. You can insert a variable for a date ({D}), number ({N}), or alphanumeric string ({S}).
{S}
The {S} operator lets you insert a variable for an alphanumeric string in the calculated field.
Syntax: [variable {S}]
o Variable is the variable you want to replace when generating the report.
{N}
The {N} operator lets you insert a variable for a numeric string in the calculated field.
Syntax: [variable{N}]
o Variable is the variable you want to replace when generating the report.
{D}
The {D} operator lets you insert a variable for a date string in the calculated field.
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Syntax: [variable
{D}]
o Variable is the variable you want to replace when generating the report.
About constants
Constants are parameters or values in an expression that do not change.
Example
Suppose you create an expression for a calculated field that determines the retention of a payable invoice by multiplying the invoice total times the retention rate.
The retention rate .05 is the constant in the expression:
ACPINV.INVTTL * .05.
About functions
An expression can contain functions, which perform special operations.
You can use a single function to represent the expression in a calculated field, or you can use functions in a larger expression.
Example:
Suppose you want to include the system date in a report. You create a calculated field called
“Todate,” which uses the DATE$ function as the expression, and insert the field in the report design.
When you generate the report, Sage Master Builder inserts the system date.
You can also embed functions, which lets you nest functions within each other.
Example:
For example, the expression DAY( DATE$ ) returns only the day of the month. The function DATE$ locates the system date, then the DAY( ) function returns only the value for the day. So, if today’s system date is 03/15/2010, the expression DAY( DATE$ ) returns 15 when you generate the report.
Function Description
The ADDINT$ function adds an interval to a date.
Syntax: ADDINT$(interval,number,date)
ADDINT$
Interval is the period of time by which you want to increment a date. Use the following to denote the interval: d = day, w = week, m = month, q = quarter, y = year.
Number specifies number of intervals by which you want to increment a date.
Date is the date or date field to which the intervals are
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Function Description
added.
Example: To create a list of payable invoices whose payments are overdue by two days for the given discount date, use the following expression:
ADDINT$(d,2,acpinv.dscdte)£DATE$
AGED
The expression adds two days to the payable invoice discount date and compares the new value to the system date (today’s date) provided by the DATE$ function.
The AGED function determines if a date falls between two values.
Syntax: AGED (date,number1,number2)
Date is a date or date field.
Number1 and number2 specify the number of days that the date must fall between to return a logical True.
Example: To create a calculation that checks the age of receivable invoices based on their due dates, use the following expression:
Acrinv.duedte£AGED(DATE$,1,30)
The expression determines if the due date is less than or equal to the system date plus 30 days.
Function Description
The CASE function conditionally returns a result based on the value of an item.
Syntax: CASE(item,value-n,result-n,default)
Item is the type of data being checked.
CASE
Value-n is the value for which the CASE function is searching.
Result-n is the result the CASE function returns when the CASE function finds Value-n.
Default is the result if the CASE function does not find
Value-n.
Example: Suppose you want to print or display a description of the payable invoice status. To do this, create the following expression:
CASE(acpinv.status,1,Open,2,Review,3,
Dispute,4,Paid,Void)
The expression includes a value and a result for invoice statuses 1–4. If the data that is returned by the acpinv.status field does not match any of the values, then the expression returns the default found at the end of the expression, Void.
DATE$
The DATE$ function returns the system date.
Syntax: DATE$
No additional information is necessary.
Example: To print or display the system date when the report was created, insert the following function where you want the date to appear in your report:
DATE$
If the system date is 09/05/10, the field returns the value
09/05/2010.
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Function Description
The DAY function returns the number of the day of the month.
Syntax: DAY(date)
Date is the date field.
DAY
Example: To print or display the day of the month for a receivable invoice date, use the following expression:
DAY(acrinv.invdte)
If the date is 09/05/2010, the field returns the value 10.
The DAY$ function returns of day of the month as a character string.
DAY$
LEFT$
Syntax: DAY$(number)
Number is the number of the day, where 1 through 7 represents Sunday through Saturday.
Example: To print or display the day of the week for a fixed date in a schedule, use the following expression:
DAY$(schlin.fxddte)
If the fixed date 09/05/2010 falls on a Wednesday, the field returns Wednesday.
The LEFT$ function returns a specified number of characters beginning at the left-most character.
Syntax: LEFT$(string,number)
String is the field that contains the characters you want to select.
Number specifies the number of characters you want to select.
Example: Suppose you are creating an employee list and you want to include the employee’s first initial and last name. To print or display the first letter of the employee’s first name, use the following expression:
LEFT$(employ.fstnme,1)
If the employee’s first name is Ron, Sage Master
Builder returns R.
Function Description
The MID$ function returns a number of characters from a character string, starting at a position you specify.
Syntax: MID$(string,number1,number2)
String is the field that contains the characters you want to select.
MID$
Number1 specifies the position of the first character.
Number2 specifies the number of characters you want to select.
Example: Suppose you are creating a lumber list, and you only want to include dimensional lumber that is described in six characters, such as 2x4x20. You do not want to print or display other lumber sizes such as 4x8.
MID$(string,1,6)
If the string contains six characters, this function returns six-character strings, such as 2x4x20.
The MONTH function returns the number of the month from a date field.
MONTH
Syntax: MONTH(date)
Date is the date field.
Example: To print or display the month for a fixed date in a schedule, use the following expression:
MONTH(schlin.fxddte)
If the fixed date is 09/05/2010, the field returns the value
9.
The MONTH$ function returns the month as a character string.
Syntax: MONTH$(number)
Number is the number of the month, where 1 through
12 represents January through December.
MONTH$
Example: To print or display the month for a fixed date in a schedule, use the following expression:
MONTH$(schlin.fxddte)
If the fixed date is 09/05/2010, the field returns
September.
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Function Description
The RIGHT$ function returns a specified number of characters beginning at the right-most character.
Syntax: RIGHT$(string,number)
String is the field that contains the characters you want to select.
RIGHT$
Number specifies the number of characters you want to select.
Example: Suppose you want to create a list of equipment that includes the model year, which you include as the last information in the equipment description:
RIGHT$(eqpmnt.eqpnme,4)
If the equipment description is Cat 3054T Diesel Engine
2000, Sage Master Builder returns 2000.
SPELL$
TRIM$
The SPELL$ function spells out the currency value.
Report Writer returns ***VOID*** if the number is zero or a negative.
Syntax: SPELL$(number)
Number is the number or field you want to spell out.
Example: To print or display the payable invoice balance, use the following expression:
SPELL$(acpinv.invbal)
If the payable invoice balance is $535.00, the field returns FIVE HUNDRED THIRTY FIVE DOLLARS.
The TRIM$ function removes the trailing spaces in a character expression.
Syntax: TRIM$(string)
String is the field from which you want to remove the trailing spaces.
Example: The employee first name field can contain up to 20 characters. If an employee’s first name is Gerald, which contains six characters, the employee first name field would return the name plus 14 empty spaces.
TRIM$(employ.fstnme)
Using TRIM$ removes the trailing 16 spaces.
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Function Description
The YEAR function returns the year from a date field.
YEAR
Syntax: YEAR(date)
Date is the date field.
Example: To print or display the year for a report, use the following expression:
YEAR(DATE$)
If the system date is 09/05/10, the field returns the value
2010.
About Structured Query Language
With Structured Query Language (SQL), you design expressions to query databases for data that is not available in standard reports or documents. With SQL, you can apply arithmetic operations to select and obtain new data. This can be as simple as adding two different fields together, or as complex as computing the billings in excess for a project.
Before you create an SQL expression, it is important to understand how Sage Master Builder uses databases to store information. When you enter information in a window, Sage Master Builder stores the information in tables. Depending on the window, Sage Master Builder either stores information in one or two tables.
In windows such as 4-3 Vendor Payments, 3-5 Jobs, or 3-3 Cash Receipts a single database table exists, containing all the information. In other windows such as 4-2 Payable Invoices or 3-2
Receivable Invoices, there are two database tables. When Sage Master Builder uses two tables to store data, the first table stores information from the text boxes and lists and the second table stores data from the grid.
About SQL syntax
The SQL Queries operator enables you to return a value that meets specific conditions. Within the
Select From Where expression, you enter the fields, functions, and constants.
When building an SQL expression, you can use any mathematical or relational operations, as well as language operators. The placement of operators is critical to proper calculation, and some operators are placed before rather than after the fields. The following list describes the language operators you can use in an SQL expression:
Operator Description
Select Locates data for the selected field.
Select Sum
Locates and totals all figures for the selected field.
You can use Select Sum in place of the Select portion of the expression.
From
Indicates the source database. Usually follows the
Select portion of the expression.
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Where
Defines the criteria that data must meet for use in the query. Usually follows the From portion of the expression.
Between
Defines a range of data. The Between operator works similar to >= and <=.
Inner Join Creates a relationship between two tables.
Example Syntax:
Syntax: Select table1 From table2 Where value
o o o
Table1 is the data you want to select.
Table2 is the table from which you want to select the data.
Value is the value for which the SQL function is searching.
IMPORTANT:
The syntax for an SQL expression can vary greatly depending on the complexity. The syntax above only outlines a simple SQL expression.
Example:
If you store information in the user-defined fields in 7-2 Company Information, you can use an
SQL query to extract the information.
Syntax: Select USRDF1 From CMPANY
Queries follow these specific guidelines: o o o
Brackets [ ] let you create separate SQL expressions and perform mathematical operations on them.
In the query expression, you can use the equal to (=), greater than (>), or less than (<) signs to test for a value returned by the field.
Use mathematical operators such as addition (+), subtraction (–), multiplication (*), or division (/) between two or more SQL queries to create a single expression. Use the operators to combine two or more embedded queries.
Between
The Between operator defines a range of numbers similar to using to >= and <=. The range is inclusive of the two numbers you indicate.
Syntax: Between number1 and number2
o o
Number1 is the low number.
Number2 is the high number.
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Chapter 13 592 o Example: When you set the range between 5 and 10, the query searches for the numbers 5, 6, 7,
8, 9, and 10.
Inner join
The inner join operator joins two tables and creates a one-to-one relationship between records in the table.
Syntax: Table1 Inner Join table2 on string1=string2
o o o o
Table1 is a table
Table2 is the table you want to join to table1.
String1 is a field.
String2 is the field that you want to relate to string1.
Example:
Suppose you create a change order report that includes the budgeted costs by job. The job number is found in the Change Order table, and the budgeted amounts and cost codes are found in the
Subcontract Change Order Lines table.
13-4 Report Printing
Printing Reports
About report printing
Clicking the Print Records button on many Sage Master Builder windows opens a Report
Printing window that is pre-loaded with reports specific to the area in which you are working. For example, if you are working in 3-2 Receivable Invoices/Credits, Sage Master Builder opens 3-2
Report Printing.
Report Printing window toolbar
The Report Printing window toolbar buttons provide more versatile tools for working with reports.
From right to left: o o o o o o
Print records - Sends the selected report to the default printer or the printer you select from the printer selection drop-down menu.
Print preview and Drilldown (when available) - Opens the selected report in print preview mode with drill-down functionality.
Send report data to Excel - Opens the report in an Excel worksheet.
Send report to Word - Sends the report to an Export to File window. Click Save to open the report in Word as an RTF file. The default Save in folder is the Reports folder under the company folder.
Send report as an Outlook email attachment - Launches Outlook with the report attached to an email message as a PDF file.
Create a PDF file of this report - Sends the report to an Export to File window. Click Save to open the report in Adobe Reader as a PDF file. The default Save in folder is the Reports folder under the company folder.
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NOTE:
Printing reports on legal-sized paper is a special condition.
NOTE:
Printing Gantt charts works differently than other report printing. For example, you must select a form design with either portrait or landscape orientation. Paper size and the size of the detail section do not matter because the program takes the selected form design elements and resizes them to fit the size of the selected printer page size.
o o o o o o
Email this report - Opens the Email Distribution window which provides the means to send a message through Sage Master Builder email functionality.
Fax this report - Opens the Fax Distribution window which provides the means to send a fax through Sage Master Builder faxing functionality. (Requires an installed fax/modem)
Schedule this report - Opens the Report Scheduling window which provides the means for you to schedule sending the selected report.
Set the print orientation to landscape or portrait - Becomes available when printing graphs or charts.
Insert a note into the report - Opens the Notes window, and if the form design contains the field for inserting a note, the text of the note is inserted in the selected report.
Enter a new record - Clears the selection criteria and resets the form design to the saved default.
Selection criteria and form designs
In the Report Printing window, you can select which report design is printed. Using the selection criteria, you can narrow the scope of a report to provide only the information you need. In addition, you can make changes to a report before printing it.
Report printing allows you to set up printer defaults. Most windows from which you can print have a dedicated Report Printing window. Suppose that you have two printers: a tractor feed printer that is used to only print checks and a laser printer that is used to print all other documents. In the Report
Printing window from which you print general ledger checks, you can set the dot matrix printer as the default.
IMPORTANT:
Scheduling reports to email, fax, or print will not work if the company data is opened exclusively. If you have a question, you may review the file
SARAEventLog.txt
found in
\MB7\Programs\
to see if a scheduled report has been sent or not and if the company was “opened for exclusive access by another user.”
To print a legal-sized PDF or RTF report:
1
From the printers drop-down menu, select either Master Builder RTF Export or Master
Builder PDF Export.
2
From the Size drop-down menu, select Legal.
3
On the right end of the toolbar, click the Print records button.
13-4 Report Printing
Chapter 13 594
NOTE:
The report, 2-3-0-34 Income Statement~All
Periods, must be printed on legal-sized paper to avoid being truncated. One-click printing using the Create a
PDF file of this report button on the toolbar, for example, does not print to legal-sized paper even when selected because one-click buttons use the default printer’s default settings, which are typically set to letter-sized paper.
About setting report printing defaults
You can save time and effort by setting up your preferences for report types, form designs, selection criteria, and options in the Report Printing window. You can also set preferences for printers, page ranges, page orientation, and number of copies to print. When you save the defaults, Sage Master
Builder assigns them to the user name currently logged on to Sage Master Builder.
Entering defaults in Report Printing windows
To enter defaults in a Report Printing window:
1
Open the Report Printing window for which you want to set up defaults.
2
In the Form Design list, click the form design that you want.
3
On the Selection Criteria tab, enter the criteria that you want to use for selecting data.
4
On the Default menu, click Save Defaults.
Printing documents, grids, or reports
You can print reports, records, or grids from most windows in Sage Master Builder.
IMPORTANT:
Edit or delete an existing schedule from My Scheduled Reports. Schedules cannot be edited or deleted from the Report Printing window.
To print a document, grid, or report:
1
From the File menu, select Print.
2
In the Report Printing window, click the Report Criteria tab, then click the report that you want to print.
3
Select the Report Form from the drop-down list.
4
In the selection criteria, enter the conditions that you want to use to select data.
5
Select a printer from the drop-down list.
6
Select the paper size, tray, and quality settings.
The list of these options depends on your printer.
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7
To print specific pages, enter their numbers in the text boxes next to Pages.
8
Select how many copies you want by clicking on the up and down arrows next to Copies.
9
To preview the document, click the Preview button.
10
Do one of the following:
a
From the File menu, select Print.
b
On the toolbar, click the Print Records button.
NOTE:
Reports can be scheduled to be printed, faxed, or emailed at a specific time and frequency.
NOTE:
Reports can be faxed or emailed immediately to a recipient from this window.
NOTE:
Use the Defaults command from the menu to save a default report type and automatically have that report at the top of the list the next time you return to Report Printing.
Saving printer settings
To save printer settings:
1
Select a printer from the drop-down list.
2
Select the paper size in the Size drop-down list.
3
Select the tray settings in the Tray drop-down list.
4
Select the quality in the Quality drop-down list.
5
The list of these options depends on your printer.
6
To print specific pages, enter their numbers in the text boxes next to Pages.
7
Select how many copies you want by clicking on the up and down arrows next to Copies.
8
Select Save Printer Settings.
Printing reports to screen - print preview
You can preview reports before you print them by clicking the Print preview and Drilldown (when
available) button. It is located on each report printing window on the toolbar in the upper right. It is indicated by the button displaying a magnifying glass.
Viewing reports in print preview also provides the platform for drilling down into report information.
When you are viewing a report in print preview and if there is drillable information on that report page, your cursor becomes a magnifying glass. When the lens displays a red circle, you can doubleclick the row or field to drill down to the details of the report information.
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Chapter 13 596
Drilling Down into Report Information
About program-wide drill-down into report information
Sage Master Builder provides over 1200 in-product reports to enable you to analyze the state of your business from many different perspectives. In addition to the information available on reports themselves, you can also “drill down” into the information in most reports’ rows and fields.
To drill down into report information:
1
Open a record window (3-5 Jobs (Accounts Receivable), and select a record (for example,
186).
2
Click the Print records button.
3
Select a report, and click the Print preview and Drilldown (when available) button.
4
The report appears in “print preview” mode.
If there is drillable information on that page of the report, your cursor resembles a magnifying glass; otherwise, it remains an arrow. When you move the cursor over values on the report, the lens may display a red circle. The red circle indicates that you can drill down into that piece of information.
Examples of Drilling Down into Report Information
*** REMOVE THIS p.table_anchor PARAGRAPH ***
In the following examples, Sage Master Builder is running the Sample Company, menu 3-1-3 Receivable
Aging, and the 31-Current Job Aging report. The report was run without selection criteria.
o
Drilling down into rows - A single click on the information reveals whether you are drilling to information contained in a row (notice the arrows at each end of the row) or an individual field.
In this case, the first line contains a drillable row in addition to two drillable fields, Job# and
Current Retention.
Job# Description
186 Williams Post Office
201 Trappen Motel
207 Wood Elementary School
Current + Retention
149,696.25
156,053.48
Double-clicking the row drills down to the job record 186 - Williams Post Office in the 3-5
Jobs (Accounts Receivable) window.
o
Drilling down into fields - Drillable information contained in a single field is depicted differently. In a drillable field, you see arrows at each end of the field.Double-clicking the field
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Aging~Current + Retention window.
Notice that the grid window displays the value in addition to the values that have been added together to create the drillable field value. At the bottom left corner of the grid window is a Drill
Down button. By selecting a grid cell in the A/R Invoices Balance column (9,569.34) and clicking Drill Down, you can drill to the invoice.
From that invoice, you can continue to drill down to information through other reports. In addition, the status bar below the grid displays the selection criteria of the cell when the query selection criteria contains a “Where” clause.
This information can help you understand why certain information is in a grid and (equally as important) why certain information is not in the grid. For example, if you are expecting to see an important invoice on a grid but it’s not showing up, the information in the status bar can show information revealing that the invoice has incorrect status. This allows you to locate the invoice and correct its status.
Basic Rules for Drilling Down into Reports
*** REMOVE THIS p.table_anchor PARAGRAPH ***
We recommend that you try drilling down into your own business’s reports. Hands-on practice with familiar reports is the best way to understand how drilling down into reports actually works.
o o o o
To be drillable, a row or field must have a “non-zero” value.
Only fields that are located within a detail section of a report may be drillable. Fields on the form design portion of the report are not drillable. Headings, totals, and no print fields are not drillable.
Screen review of grid printing is not drillable.
To be drillable, fields must be placed in a “Group,” “Detail,” or “Subtotal” row type.
Notes about reports
o o o o
If there is no Modify Report button on the report, you may be able to drill down into a sub-report, then to a record, and then subsequent reports or records.
When viewing a report, if there is no magnifying glass cursor on that page, then there are no drillable rows or fields on that page. For example, the first page of a report may contain design elements and no data, which are not drillable. The second page may contain drillable data.
If your cursor becomes an hourglass when closing a report, be aware that long reports containing a hundred or more pages may take a few seconds to close.
Running large reports may take several minutes. You can disable drilling down from any Report
Printing window for that instance by choosing Options > Disable print preview drill down to speed up running the report.
Working with Mailing Labels and Label Form Designs
Chapter 13 598
Modifying custom reports for drill-down
IMPORTANT:
If you have modified reports, then please read this information regarding drilling down into report information, custom reports, and Version 13 or later.
In a few cases, some Sage Master Builder reports were modified so that drilling down works correctly. Therefore, any custom reports based on these following reports must be modified.
Modifiable reports with changed calculated fields
6-1-2 Job Cost Journal modifiable reports 6-1-2-21 through 6-1-2-54
The calculated field jobcst^veenum was changed to allow you to drill down to employees, vendors, and equipment correctly. Custom reports based on any of these reports must be modified with the new calculated field jobcst^veenum found in Version 13 or later reports.
9-5 Takeoff Worksheet modifiable reports 9-5-0-21 through 9-5-0-47
The calculated field tkflin^recnum was changed to allow drilling to the job. Custom reports based on any of these reports should be modified with the new calculated field tkflin^recnum found in
Version 13 or later reports.
Modifiable reports adjusted for drill-down:
3-10-3-91 T & M Detail Worksheet~with Total Markup Percentage and supplemental report
3-10-3-19 T & M~Internal Use (Reprint)~ with Total Markup Percentage
The calculated field tmintl^markup was adjusted to the right to allow drilling down on the last column of the report. The tax Yes/No calculated field was hiding the ability to drill down for this column.
5-1-4-46 Local Tax Report~with Differential
The employee field payrec.empnum was moved to the right to separate it from the timecard record number in order to allow drilling down to the payroll record.
Working with Mailing Labels and Label Form Designs
Options for printing mailing labels
Sage Master Builder provides several form designs for mailing labels in the jobs, clients, vendors, and employee document windows. You can print labels from the following windows: o o
Print labels for jobs in the 3-1-8 Job Documents window.
Print labels for clients in the 3-1-7 Client Documents window.
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Print labels for vendors in the 4-1-6 Vendor Documents window.
Print labels for employees in the 5-1-10 Employee Documents window.
Select the appropriate format for your printer type: o o
Report 21 is for the laser printer with labels 3 across and 10 down.
Report 31 is for a dot matrix with tractor feed format.
About label forms
Sage Master Builder provides several form designs for mailing labels in the Jobs, Clients,
Vendors, and Employee Document windows. You can use these designs with Avery #5160 laser labels. For tractor feed labels, use the DMLabel1 design.
o o
In the Vendor Documents window, you can print company return address labels using the Avery
5160 form designs.
Using Form/Report Page Design, you can create form designs to print labels for envelopes, file folders, floppy disks, etc.
Label forms for laser printers
For laser printers, you can design single column or multiple column forms. When you print a report or document, Sage Master Builder compares the form size and paper size. When the size of a form design is smaller than the paper size, Sage Master Builder determines how many forms it can print on a single sheet of paper. For this reason, the size of the forms must evenly divide into the size of the page.
To determine the form width for multiple column forms, divide the page width by the number of desired columns and round down to the nearest hundredth of an inch. When determining the form length however, you must be able to divide the form height evenly into the page length.
Example: 1-inch wide, three column labels on 8.5-by-11-inch paper
o o o
8.5 (paper width) / 3 (number of columns) = 2.8333, or 2.83 inches
11 (paper length) / 1 (label width) = 11
The form size is 2.83 by 1 inches.
After creating the form size, add fields to automatically print information from the database onto the labels. When the design is complete, save the form design with the correct file name extension so that you can access the form design in the correct Report Printing window.
TIP:
It is a good idea to modify an existing mailing label form and save the new form design using a unique name.
Label forms for tractor printers
When you print a report or document, Sage Master Builder compares the form size and paper size.
Forms for dot matrix printers usually contain a single column; therefore, set the form width to equal the page width. When determining the form length however, you must be able to divide the form height evenly into the page length.
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Chapter 13 600
Example: 1-inch wide, single column labels on 3-by-11-inch tractor feed paper
o o
11 (paper length) / 1 (label width) = 11
The form size is 3 by 1 inches.
After creating the form size, add fields to automatically print information from the database onto the labels. When the design is complete, save the form design with the correct file name extension so that you can access the form design in the correct Report Printing window.
TIP:
It is a good idea to modify an existing mailing label form and save the new form design using a unique name.
TIP:
The page length indicated in your printer drivers can be different from the actual page length. When printing 2-inch labels, for example, indicate a 14-inch page length in the printer drivers.
Creating part form designs for Avery labels
You can create a new report from a vendor labels report and use it to print your part numbers as barcode labels.
To create a part form design for an Avery label:
1
In the 13-5 Form/Report Page Design window, from the File menu, select Open.
2
In the Report Forms folder, locate and double-click
Avery5160.Docs_Vendor
.
3
Click the field actpay^mallbl, then on the Mode menu, click Delete.
4
Click actpay^mallbl again.
The field disappears from the form.
5
On the Mode menu, click Text, then click once in the form page to insert a text area.
6
From the File menu, point to Insert, then click Fields.
7
The Insert Fields window opens.
8
In the table list, click Takeoff Parts.
9
In the field list, double-click the field tkfprt.recnum-Part#.
10
Right-click tkfprt.recnum.
11
The Object Properties window opens.
12
Under Font, double-click either BC C39 3 to 1 HD Wide or BC UPC HD Wide.
13
Click OK.
14
From the File menu, select Save.
15
In the Save File dialog box, save the file with the name
Avery5160.Docs_Parts
.
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This form design can now be added to a report to print Avery 5160 labels for parts.
Printing barcodes as labels
You can create a new report from a vendor-labels documents to print your part numbers as barcode labels.
IMPORTANT:
For the label page format to print correctly, the label width must be at least one inch.
IMPORTANT:
For the barcodes to print correctly, you must use the correct label printing paper.
To print a barcode as a label:
1
In the 13-3 Report Writer window, from the File menu, click New.
2
In the Report Title window, enter a report name. For example, you could name the report Parts
Label.
3
Click Next, then select the Primary Table.
4
To print barcode labels, the table to select is Takeoff Parts.
5
Click Next.
6
In the Report Form window, browse to a form design that you previously created.
For example, you may have created a form design and named it
Avery5160.Docs_Parts
.
7
Click Open, then click Next.
8
In the Display Fields window, select the part number field, which is tkfprt.recnum, then click
Next.
9
In the Group Fields and Sort Fields windows, click Next.
10
In the Selection Fields window, select the criteria by which to print the labels, such as Part #, then click Next.
11
In the Selection Criteria window, modify the criteria to fit your business requirements, then click
Next.
12
In the Page Settings window, click Finish.
13
In the 13-3 Report Writer window, in the File menu, click Save.
14
Open 13-4 Report Printing, and select the report for printing barcodes as labels.
15
Click the Print Record to Screen button to view the report before printing it.
Make adjustments to the form, as necessary.
16
Click the Print Records button to print the barcodes as labels.
Using MICR to Print Your Own Checks
Chapter 13 602
Using MICR to Print Your Own Checks
About check forms
You can purchase blank or pre-printed check forms from a variety of vendors for tractor feed and laser printers; however, we recommend Sage Construction and Real Estate Forms. Several check designs come pre-installed, which includes two and three part formats for both laser and tractor feed printers.
Businesses that use multiple checking accounts or operate more than one company may find blank forms more versatile than pre-printed forms. With blank forms, you can switch between companies or accounts without having to change check forms.
o o o o o
When designing a check format, you can incorporate a company logo into the form. Using Form/Re-
port Page Design, you can insert the bitmap file in the form design of the check.
If your printer driver provides the ability to print multiple copies and you use a laser printer, you can make copies of checks by placing a blank page after every check form. Then in the Copies box, select two copies. When you print the checks, Sage Master Builder prints a duplicate of each check on blank paper.
To use a tractor feed printer with your check forms, you need to indicate the form length in your
Printer Setup dialog box.
Most 2-part tractor feed check forms are 7 inches long. If your printer driver does not support the form length, you need to create a custom form length in the printer setup, obtain 11-inch check forms, or use a different printer driver.
If the tractor feed printer is connected to a network, you need to set up the custom form length on each workstation that prints checks.
About checks and Check 21 regulations
The Check Processing for the 21st Century Act (Check 21) requires that banks accept scanned representations of checks sent electronically in place of the original paper checks. This legislation came into effect in October of 2004 with the dual purposes of speeding up check clearing and helping prevent future disruption of the cash flow in the United States if air traffic were to be halted for any reason.
For all banks to accept the electronic representations of checks, there must be very strict requirements for how they look. For example, all fonts must meet certain specifications, and the placement of fields, such as the check dollar amount, must be standardized. At the present time, however, this only affects machine-printed checks.
The American National Standards Institute (ANSI) administers and coordinates the U.S. voluntary standardization and conformity assessment system. ANSI regulations have changed the requirements for printing checks, and Sage Master Builder has made specific changes to check forms to meet these requirements. For example, the fonts for the dollar sign ($) and for text in fields across the check are ANSI-compliant.
Because of the new law, it is important that our customers understand the risks associated with changing the Sage Master Builder supported formatting. These risks are detailed below.
The bank’s scanner may not recognize the text and dollar amount and reject the check if these conditions exist:
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If you move or change the font for the dollar sign ($) or the amount on the check form.
If you fail to properly update your old check form to meet the ANSI requirements, the banks at some point will notify you that your checks are not compliant.
Note that when you install Sage Master Builder, you install the new check forms that meet the Check
21 requirements. You can, however, continue to use the old check forms, which print just as they did before. As you have time, you can transition to the new check forms.
Check 21 formatting requirements
There are some very important facts to know regarding the Check 21 formatting requirements.
l l l
The font and size of the date and printed dollar amount must be Arial 10-Regular.
The font and size of the dollar sign must be OCR B MT 12-Regular. This font is now installed with the
Sage Master Builder product.
The dollar sign must have a be a minimum clearance of 0.10 of an inch from both the date and from the printed dollar amount. We recommend one eighth of an inch.
When the bank scans the area on the check containing the amount of the check (the CAR box), it looks for the dollar sign ($), followed by a blank space to locate the printed dollar amount. The asterisk acts as a security device to protect the dollar amount.
The dollar sign and printed dollar amount must be inside of the CAR box. The date is not part of the
Check 21 requirements, and is not required to be in the CAR box scan area.
A minimum of 0.10" (1/10") is required from the bottom of the pre-printed word “AMOUNT” to the top of the printed dollar amount.
We recommend working in eighths, sixteenths, and thirty-seconds of an inch because most rulers and tape measures are graduated that way.
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Chapter 13 604
About printing your own check forms
Suppose that with each new joint venture project you open a new checking account for that project.
Over the course of the job, you might write about 100 checks to pay vendors. To write a relatively small number of checks on pre-printed forms is not cost efficient, as you will not use most of the checks.
In the 13-5 Form/Report Page Design window, you can create check form designs for individual companies or checking accounts. By creating your own check form designs, you can print the check forms on demand. Many form suppliers carry blank check stock, and often provide a choice between pre-numbered or unnumbered check stock.
When you need to print a check, you can select the appropriate custom form design for the checking account. With blank check forms inserted in your laser printer, Sage Master Builder prints the design on the blank check stock at the same time that it prints the checks for you.
Banks use a variety of scanning systems to read checks. Some use an optical character recognition system that scans for a special font at the bottom of the check. Others use magnetic ink character recognition (MICR) systems that read magnetic ink in the font at the bottom of the check. Because your checks might pass through a variety of banks, each using a different recognition system, we recommend that you design the check forms for recognition by both systems.
Viewing sample MICR checks
To view a sample MICR check:
1
Open 1-1 Checks/Bank Charges, and then click the Print Records button.
2
Click the drop-down arrow by the Report Form box.
3
Scroll to find
SampleMICR.Check_GL
.
4
Enter appropriate selection criteria, and click the Print Record to Screen button.
MICR fonts and toner cartridges
Preprinted check forms use a Magnetic Ink Character Recognition (MICR) font at the base of the check where the routing number, checking account number, and individual check number is printed using a magnetic ink. Printing your own check forms, therefore, requires a specific MICR TrueType font, also referred to as E-13B, which you use to encode the required information on the base line of your check. You will also need a MICR toner cartridge for your laser printer.
MICR toner cartridges can cost 20% to 30% more than standard toner cartridges and are not available for all brands or models of printers. What you can save by printing your own checks usually covers more than the increase in costs for MICR toner cartridges. However, you will need to determine whether MICR toner is available for your make and model of laser printer.
When you replace the standard toner cartridge with the MICR toner cartridge, remnants of toner from the former cartridge can remain in your printer. You might have to print several test pages before the printer begins using the MICR toner. It is a good idea to leave the MICR toner cartridge in your printer as constant swapping between cartridges can reduce their life spans.
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MICR suppliers
There is a variety of MICR font and toner suppliers across the United States and Canada. Some companies sell instructions and calibration routines to position MICR fonts correctly, while a couple of others will verify placement for you at little or no cost. Your local bank might also be willing to check the placement for you.
If you have access to the Internet, you can locate quite a few suppliers. Use any popular search engine to search for the character string MICR fonts.
You can also contact the following companies: o o
Printech, Inc. (305) 592-2838
Advantage Laser Products (800) 722-2804
About typing MICR characters
To create the proper magnetic stripe, the MICR fonts contain numbers, space, and separator symbols. In Sage Master Builder, the separators are created using A, B, C, and D and are compatible with current MICR font standard.
The data printed at the bottom of a check contains two different sets of symbols: (1) separators, which start and end a data zone; and (2) numbers, which contain routing, bank account, and check numbers.
Separator character name
Transit
Amount
On-Us
Dash
MICR symbol
C
D
Letter to type
A
B
Each separator has a special meaning for the magnetic or optical reader just as quotes, brackets, and parentheses have for regular text.
o o o o
Transit: The data between two transit symbols indicate the institution from which the funds are drawn.
Amount: What is between these separators is the amount of the check. This is usually used internally by banks upon processing, and this field should not be used by customers under normal circumstances.
On-Us: This symbol tells the reader that the following digits represent the account number and other important information.
Dash: This is sometimes used to separate items in the account number and routing information.
Some banks replace it by a simple space.
Numbers (digits) have the same meaning as usual, occupy their normal place in the ASCII table, and can be typed directly from the keyboard.
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Chapter 13 606
IMPORTANT:
When using MICR fonts, the font must be set to point size 12.
MICR Example
The following is an example of the data that you might enter in a plain font and how it would appear to you.
012045078A1102 C120D0120450C
What you typed should appear on your check looking very similar to this example.
012045078 1102 120 0120450
13-5 Form/Report Page Design
About 13-5 Form/Report Page Design
Every report, document, or letter that you generate uses a form design. A form design is a template for the layout of a page or pages. With 13-5 Form/Report Page Design, you can edit any of the form designs supplied with Sage Master Builder, or create entirely new forms. You can change the graphic elements and layout of the form, as well as the boilerplate text. This is especially useful when a company has several different businesses, and needs to use different forms for each business.
Before creating a report, it is important to understand how 13-3 Report Writer and Form/Report
Page Design work together.
o o
In 13-5 Form/Report Page Design, you create the page layout for a single page form or a multipage form that includes text, fields, and calculated fields. Form designs also use a detail box, which indicates where the details of the report will be placed.
In 13-3 Report Writer, you create the body of the report that appears in the detail box of the form design. In the design of the report details, you can include text, fields, and calculated fields. In addition, you can control when a report prints on a new page or on an entirely new form.
13-5 Form/Report Page Design provides the ability to create multi-page forms. Suppose that you always send a cover letter with each proposal to potential clients. You can incorporate both the cover letter and the proposal forms in a single design. Then when you print proposals, the cover letter always prints with the proposal. A form can have up to 100 pages, each of which you can format differently.
Creating new reports
Note that sometimes it is quicker to create a new report by editing an existing report if you only have to make a few changes or additions.
To create a new report:
1
Open 13-3 Report Writer.
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2
On the New Report Launch window, select either Create a new report using the Wizard or
Start with a blank report and click OK.
Creating new forms
Be aware that sometimes it is quicker to create a new form from an existing form if you only have to make a few changes or additions.
To create a new form, open 13-5 Form Report/Page Design. The 13-5 Form Report/Page
Design window appears and displays a blank page on which you can begin creating your new form.
Editing existing forms
When you need to make a large number of changes, it might be easier to create a new form from scratch in the 13-5 Form/Report Page Design window.
To edit an existing form design in 13-5 Form/Report Page Design:
1
Open 13-5 Report/Form Page Design.
2
Select File > Open.
3
Select the form design that you want to edit.
4
On the 13-5 Form/Report Page Design window, edit the form.
5
Select File > Save.
To edit an existing form design from a Report Printing window:
1
Open any Report Printing window, for example 3-2 Receivable Invoices/Credits.
2
Click the Print Records button.
3
Select the form design that you want to edit.
4
From the Edit menu, select Form Design.
5
On the 13-5 Form/Report Page Design window, edit the form.
6
Select File > Save.
Editing form designs from the report selection window
You can edit form designs from the Report Printing window by following this procedure.
To edit a form design from the report selection window:
1
From the Report Printing window, click the Print Records button.
2
Select Edit > Form Design.
3
On the 13-5 Form/Report Page Design window, edit the form.
4
Select File > Save.
5
Return to the Report Printing window.
6
You can use the modified design immediately with a document that you want to print.
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Creating new forms using existing forms
It may be easier for you to use an existing form to create a new form. For example, in the 3-2 Report
Printing window, on the Report Criteria tab, you see a list of reports. When you click a report in the
Report Criteria list, the form upon which the report is based is displayed in the Report Form dropdown list.
*** REMOVE THIS p.table_anchor PARAGRAPH ***.
Report
21 - Receivable Invoice
Report Form
System.Invoice_AR
22 - Receivable Invoice~with
Notes
System.Invoice_AR
23 - Receivable Invoice~Retention
System.Invoice_AR_
Retention
24 - Receivable
Invoice~Retention; with Notes
System.Invoice_AR_
Retention
31 - Receivable Credit System.Credit_AR
The system forms follow a specific naming pattern, for example, System.Invoice_AR. For the new report to appear in Sage Master Builder in the area in which you would want it to appear, it must be saved with a similar naming scheme. For example, YourName.Invoice_AR. You do not need to preserve “System” in the name, you must retain the .Invoice_AR in the name. The "System" designation is intended to identify the forms that are included with the program installation. Forms that you create or modify should not include "System" in the name.
NOTE:
Form designs are listed alphabetically in the report form list. To see your new forms listed before the "System" reports, use a name that will appear before the word system.
When you open a system report and save it with a new name, it is saved by default to the
\MB7\Report Forms folder; however, you can choose to save it in a different folder. If you save it to a different folder, it will not appear in the program.
To create a new form using an existing form:
1
Open, for example, the 3-2 Receivable Invoices/Credits window.
2
Click the Print Records button.
3
On the 3-2 Report Printing window, in the Report Form list, click the drop-down arrow and select the form design that you want to edit.
4
From the Edit menu, select Form Design.
5
On 13-5 Form/Report Page Design, edit the form.
6
From the File menu, select Save.
7
On the Save File window, name the new form and then click Save.
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When you need to make a large number of changes, it might be easier to create a new form from scratch in the 13-5 Form/Report Page Design window.
Previewing forms
To preview a form within 13-5 Form/Report Page Design:
1
From the 13-5 Form/Report Page Design window, select Pages > View Page.
To preview a form from within a Report Printing window:
1
Open the report and select the Report Form for preview.
2
Select Edit > Form Design.
3
Select Pages > View Page.
Reducing the document size
When previewing a form, you can reduce the size of a document displayed in the Screen Review window.
4. In the Screen Review window, select View Options, then select the percentage size (100%, 85%,
70%, or 50%) at which you want to view the report.
Setting object properties
When you right-click an object in 13-3 Report Writer or 13-5 Form/Report Page Design, you can set its properties.
The Object Properties dialog box is specialized for each type of object o o o o o
Text Object Properties
Image Object Properties
Lines and Boxes Object Properties
Field Object Properties
Multiple Object Properties
Text Object Properties
Property You can:
Name Select a font to apply to the entire text box.
Size Select a font size.
Bold Format all text in the text box as bold.
Underline Format all text in the text box as underlined.
Italic Format all text in the text box as italic.
Bold Italic Format all text in the text box as bold italic.
Text
Characters
Page
Edit the text or field that appears in the text box.
Set the total number of characters that appear in the text box.
Specify on which page the object appears In 13-5
Form/Report Page Design.
Top
Left
Specify the absolute position for the top of the object.
Specify the absolute position for the left side of the object.
Forecolor Select the color you want to use for the text.
Backcolor
Select the color you want to use behind the text in the text box.
Alignment Align text to the left or right margin of the text box.
Image Properties
Property You can:
Page
Specify on which page the object appears In 13-5
Form/Report Page Design.
Top
Left
Width
Height
Specify the absolute position for the top of the image.
Specify the absolute position for the left side of the image.
Specify the width of the image.
Image
Specify the height of the image.
Specify the path of the image you want to display in the picture box. To select the image, click the detail button.
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Lines and Boxes Properties
Property
Line width
Line type
Forecolor
Backcolor
Page
Top
Left
Width
Height
You can:
Specify the thickness of a drawing line.
Specify the type of drawing line you want (Solid,
Dash, Dot, Dot-Dash).
Select the color you want to use for the drawing line.
Select the color you want to use to fill the interior area of a box.
Specify on which page the line/box appears In 13-5
Form/Report Page Design.
Specify the absolute position for the top of the line/box.
Specify the absolute position for the left side of the line/box.
Specify the width of the line/box. This property does not appear for vertical lines.
Specify the height of the line/box. This property does not appear for horizontal lines.
Field Object Properties
Property You can:
Name Select a font to apply to the entire text box.
Size Select a font size.
Bold Format all text in the text box as bold.
Underline Format all text in the text box as underlined.
Page
Specify on which page the object appears In 13-5
Form/Report Page Design.
Top
Left
Specify the absolute position for the top of the text box.
Specify the absolute position for the left side of the text box.
Specify the width of the text box.
Width
Height Specify the height of the text box.
Forecolor Select the color you want to use for the text.
Backcolor
Format
Select the color you want to use behind the text in the text box.
For special number and date formatting, select the desired format from the list.
Alignment Align text to the left or right margin of the text box.
Characters
Set the total number of characters that appear in the text box.
Do not print line if the returned value for this field is zero/blank
Hide a line if the field is blank or returns a zero.
Suppose you create a detail line in a report to print the account number, account name, and the account balance. However, you do not want to include the account on the report if it does not contain a balance.
For the balance field, you display the object properties and select the Do not print line if the value
returned for this field is zero/blank check box.
Now, when you generate the report, accounts with no balance or a zero balance do not appear on the report.
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Property You can:
Print a zero if the value is zero (otherwise will print a blank space)
Display "0" or "0.00" (depending on the format choice for a zero amount) if the field has no value.
Do not total this field
Place fields on a group band that is not totaled on the report.
For example, for a report that includes a calculated percentage value on each detail line, you don't want the total of all the percentage amounts printed on the subtotal and total lines.
Set Properties for All Selected Objects
Property
Name
Size
Bold
Underline
Italic
Italic
Bold Italic
You can:
Select a font to apply to all the selected text objects.
Select a font size.
Format all the selected text objects as bold.
Format all the selected text objects as underlined.
Format all the selected text objects as italic.
Format all the selected text objects as bold italic.
Forecolor
Backcolor
Line width
Line type
Alignment
Select the color you want to use for all the selected objects.
Select the color you want to use for all the selected objects.
Specify the thickness of a line for all the selected line/box objects.
Specify the type of line you want (Solid, Dash, Dot,
Dot-Dash) fpr all the selected line/box objects.
Align text to the left or right margin of the text boxes for all the selected text objects.
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Working with Text in 13-5 Form-Report Page Design
Typing text in forms
To type text:
1
In 13-5 Report/Form Page Design, open the form in which you wish to type text.
2
Click where you want to place the text.
3
Type the text you want to enter.
Editing text in forms
To edit text:
1
In 13-5 Report/Form Page Design, open the form in which you wish to edit text.
2
Double click on the field you want to edit and make the changes that you want.
Checking the spelling in forms
To check the spelling:
1
In 13-5 Report/Form Page Design, open the form in which you wish to check spelling.
2
From the Edit menu, click Spell Check.
Changing fonts in forms
To change fonts:
1
In 13-5 Report/Form Page Design, open the form in which you wish to change fonts.
2
Highlight the field or fields that need font changes.
3
From the Edit menu, click Font.
4
In the Font list, click the font.
5
In the Font Style list, click the format of the font.
6
In the Size list, click the font size.
7
In the Effects section, click Strikeout or Underline as needed.
8
Click OK.
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Aligning text to the left in forms
To align text to the left:
1
In 13-5 Report/Form Page Design, open the form in which you wish to align text.
2
Click the text that you want to align.
3
From the Edit menu, click Align Left.
NOTE:
The text aligns itself to the left where the text begins, and not the left margin.
Aligning text to the right in forms
To align text to the right:
1
In 13-5 Report/Form Page Design, open the form in which you wish to align text.
2
Click the text that you want to align.
3
From the Edit menu, click Align Right.
NOTE:
The text aligns itself to the furthest right where the text ends, and not the right margin.
Working With Pages in 13-5 Form-Report Page Design
Adding new pages
To add a new page, from the Pages menu, click Add Page.
You can also remove pages from the form.
Inserting new pages
To insert a new page:
1
In 13-5 Form/Report Page Design, display the page above which you want to insert a new page.
2
From the Pages menu, click Insert Page.
TIP:
You can also remove pages from the form.
Copying pages
You can copy an entire page.
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To copy a page:
1
In 13-5 Form/Report Page Design, select the page you wish to copy.
2
From the Pages menu, click Copy Page.
Pasting pages
To paste a page:
1
In 13-5 Form/Report Page Design, select the page to which you want to paste.
2
From the Pages menu, click Paste Page.
Removing pages
To remove a page:
1
In 13-5 Form/Report Page Design, display the page that you want to remove.
2
On the Pages menu, click Remove Page.
Page Layout
About form and report page design
In the Pages > Page Format dialog box, you can set the following options: o o o o
Page Size
Margins
Snap to Position Setting
Disable or enable a 1/4 Inch Grid to align design elements
Setting the page margins
To set the page margins:
1
In 13-5 Form/Report Page Design, on the Pages menu, click Page Format.
2
Under Margins, enter the values for the page margins.
3
Click OK.
Setting the page size
To set the page size:
1
In 13-5 Form/Report Page Design, on the Pages menu, click Page Format.
2
Under Page Size, enter the size of the page on which you want to base your design.
3
Click OK.
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Selecting the placement of lines
To select the placement of lines:
1
In 13-5 Form/Report Page Design, on the Pages menu, click Page Format.
2
Under Line Placement, click the type of line you want to draw.
3
Click OK.
Displaying a quarter-inch grid
To display a quarter-inch grid:
1
In 13-5 Form/Report Page Design, on the Pages menu, click Page Format.
2
Under ¼ Inch Grid, click Grid On.
3
Click OK.
Positioning objects with snap lines
To position objects with snap lines:
1
In 13-5 Form/Report Page Design, on the sPage menu, click Page Format.
2
Next to Snap to Position Setting, click the arrows to select the position, up to 10/16".
3
Click OK.
Tools for Building Form Designs
Drawing lines in forms
To draw a line:
1
In 13-5 Form/Report Page Design, open the form in which you wish to draw a line.
2
On the Mode menu, click Line.
3
To draw a line, drag the pointer.
Drawing boxes in forms
To draw a box:
1
In 13-5 Form/Report Page Design, open the form in which you wish to draw a box.
2
On the Mode menu, click Box.
3
Click in the location where you want to place one corner of the box and drag the pointer diagonally to the size you want.
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Creating a detail box
The detail box determines where the body of the report appears on a form design when you generate the report.
To create a detail box:
1
In 13-5 Form/Report Page Design, open the form in which you wish to create a detail box.
2
On the Mode menu, click Detail.
3
Click in the location where you want to place one corner of the detail box and drag the pointer diagonally to the size you want.
Adding a company logo to all report forms
This procedure adds a company logo to all report forms that share the same logo. The sample logo available in Sage Master Builder calls one specific file from the \
Report Forms folder and inserts it in all reports that display a logo. You can rename your logo file to this name and it will be displayed in those reports automatically.
IMPORTANT:
You may need to stretch or shrink your logo on the reports.
To add a company logo to all report forms:
6. Using Windows Explorer, navigate to the
\MB7\Report Forms folder on the local drive where you installed Sage Master Builder or the drive from which you print.
7. Rename the existing sample logo from logo.bmp
to original logo.bmp
.
8. Copy your own logo file into the folder, and rename it logo.bmp
.
9. Your logo will now automatically display in reports that use a logo.
If you re-install Sage Master Builder, Sage Master
Builder saves the logo.bmp
file with the most recent date. It will not overwrite your file.
Moving selections in forms
When you select an object such as a box, all objects in the box move with it.
To move a selection:
1
In 13-5 Form/Report Page Design, open the form in which you wish to move a selection.
2
Select the item you want to move.
3
On the Mode menu, click Move.
4
Drag the selection to the desired location.
Setting the form or line color in forms
Changing the color affects both text and graphics that you draw after the change.
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To set the form or line color:
1
In 13-5 Form/Report Page Design, on the Edit menu, click Color.
2
Click the color you want to use.
3
Click OK.
About fields
Fields are special codes that instruct Sage Master Builder to replace the field with information from a database. For example, you might want to include the job number on a report for payable invoices.
You can insert the ACPINV.JOBNUM field in the report design. Then, when you generate the report, Sage Master Builder fills in the appropriate information for you.
With fields, you can create form designs and report designs to automatically add or update information in your reports and documents. Fields provide you access to data throughout Sage
Master Builder. Because you can place fields in both report designs and form designs, you need to determine which fields are necessary and then decide where to insert them. It is a good idea to place most all fields in the report design if possible, as this lets you reuse a small number of form designs for a variety of reports.
Like other objects in a form or report design, you can set object properties for fields. When you generate a report or document, Sage Master Builder inserts the information indicated by the field. If the database does not contain information requested by the field, Sage Master Builder leaves the field blank in the resulting report or document. However, you can set the property of a field to print a zero rather than leaving the field blank.
Inserting fields
Consider the following points before inserting fields: o o
For each field you want to insert, create a new text box.
You can format text or graphics by setting the object properties.
To insert fields:
1
In 13-5 Form/Report Page Design, open the form into which you wish to insert fields.
2
On the Mode menu, click Text.
3
Insert the pointer where you want to place the text.
4
On the Insert menu, click Fields.
5
In the Allowable Tables box, click the table that you want to use.
6
In the Fields box, double-click the field that you want to use.
Inserting pictures of logos in forms
You can use file types other than *.bmp, such *.jpg and *.gif, but we recommend that you use *.bmp
for the highest quality output.
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When you click Mode > Picture, and then draw a rectangle area, the Assign Picture dialog box opens by default to the \MB7\BMP folder. If you will be using your own graphic files, place them in the \MB7\BMP folder before you start this procedure so that the graphic will be available to insert immediately without searching for it.
To insert a picture or logo:
1
In 13-5 Form/Report Page Design, open the form into which you wish to insert a graphic.
2
On the Mode menu, click Picture.
3
Click in the location where you want to place one corner of the graphic and drag the pointer diagonally to the size you want.
4
The Assign Picture dialog box appears.
5
Select the bitmap file that you want to insert.
6
Click Open.
7
The picture or logo will display in your form.
TIP:
You can resize a picture or logo larger or smaller and retain its original proportions.
Adjusting the proportions of pictures in forms
To adjust the proportions of a picture:
1
In 13-5 Form/Report Page Design, open the form in which you wish to re-proportion a graphic.
2
Drag the picture in the direction that you want to stretch or shrink it.
3
On the Mode menu, click Proportion.
4
Click the image to change its proportions.
Stretching or shrinking objects in forms
To stretch or shrink an object:
1
In 13-5 Form/Report Page Design, open the form in which you wish to resize an object.
2
On the Mode menu, click Resize.
3
Drag the item that you want to stretch or shrink.
IMPORTANT:
You cannot resize text. You can only resize the right and bottom edges of an object.
Erasing objects in forms
To erase an object:
1
In 13-5 Form/Report Page Design, open the form in which you wish to erase an object.
2
On the Mode menu, click Delete.
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3
Click the object or text block that you want to erase.
Undoing changes in forms
To undo changes to a form, on the Edit menu, click Undo Delete.
IMPORTANT:
You can only undo the last delete.
13-6 Report & Query Lists
Using Report Query Wizard
Using the Query Wizard
The Query Wizard is a series of dialog boxes that you cycle through to create a report query.
To use the Query Wizard:
1
Open 4-2 Payable Invoices/Credits or any window where you can recall existing records.
2
On the toolbar, click the Find Records button.
3
In the Query List window, press the New button.
4
Enter a query title in the Query Title field to be displayed at the top of the report and click Next.
5
To select the fields you want to display, in the Layout the Report window, do the following:
a
In the Tables list, select a database table.
b
In the Fields list, select the fields you want to display.
6
In the bottom panel, you can do the following actions: l l l l
Add grouping to the report by dragging columns to the group area in the dark gray band. A maximum of three fields can be used for grouping.
Add sorting by clicking on a column. The number that appears next to the column name is the next consecutive number after the last group. If no groups are defined, the sort column displays a 1. You can have multiple sorts in the main column row by holding the shift key when clicking additional columns.
Add sorting by clicking on a column. The number that appears next to the column name is the next consecutive number after the last group. If no groups are defined, the sort column displays a 1. You can have multiple sorts in the main column row by holding the shift key when clicking additional columns.
Add sorting by clicking on a column. The number that appears next to the column name is the next consecutive number after the last group. If no groups are defined, the sort column displays a 1. You can have multiple sorts in the main column row by holding the shift key when clicking additional columns.
7
Repeat steps a through c until you have selected all the tables and fields you wish to display in your query, then click Next.
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8
To select the fields by which you want to sort the data, in the Define the Selection Criteria dialog box, do the following:
a
In the Tables list, select a database table.
b
In the Fields list, select the fields by which you want to sort the query results
9
In the bottom panel, you can do the following actions: l
Select the comparison option to set as the default.
NOTE:
For example, if you would like the default to be between or equal, you can set that as the default on the report printing window.
l
Lock criteria values to fix those values permanently in the report.
NOTE:
For example, in an invoice report that should exclude voided invoices, lock the invoice status criteria as 'Less than 5-Void.'
10
Repeat steps a through c until you have selected all the tables and fields by which you wish to sort your query results, then click Finish.
11
In the Query List window, click the report you want to run, and click Run.
12
Enter any values necessary for the selection criteria presented, and click Run.
Report Scheduling
About report scheduling
From any Report Printing window, you can open the Report Scheduling window (File > Scheduling).
You use this window to: o o o
Schedule a report to print at a specific time and at a given frequency
Specify the output options for the report (print, fax, or email)
Determine to whom it should be sent.
This powerful tool provides the ability to control and manage the flow of your messaging and information directly to your vendors, clients, and employees. In addition, other features also provide a way to send reports and messages to people other than those on your distribution lists.
Under Output Options, you find controls for: o o o
Printer / File check box - Specify that the report will be printed or saved as a file. Selecting the check box activates the Edit Printer Settings button. Click the button to edit your printer settings.
Fax check box - Specifies that the report will be faxed. Selecting the check box activates the Edit Fax
Settings button. Click the button to edit your fax settings.
Email check box - Specifies that the report will be attached to an email message. Selecting the check box activates the Edit Email Settings button. Click the button to edit your email settings.
Under Frequency Options, you can specify: o o o
Daily option
Weekly option
Bi-weekly option
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Monthly option
Time of Day - Select a time of day or type a time of day in the box.
Under Recurrence Options, you find controls for: o o o
Print report such amount of times
Repeat printing until such a date
Print report until the schedule is deleted.
Under Windows Authentication, you find boxes where to enter: o o
Windows User ID
Windows Password
Message for Email / Fax - Type a Subject Line and Message when emailing and faxing reports.
You can view or edit your scheduled reports in the My Scheduled Reports window. The 7-6
Scheduled Report Event Viewer window provides information about your scheduled reports each time a scheduled report, fax, or email message is sent.
NOTE:
Enter a valid Windows User ID and Windows
Password as setup in your business for your user profile. If you do not enter a password or if you enter one that is not valid, the scheduled report will not run.
Moreover, under these conditions, you will not receive any notification that the report failed due to an invalid or missing password. If you change your password, any previously scheduled reports must be rescheduled using your Windows User ID and your new Windows
Password.
About My Scheduled Reports
My Scheduled Reports displays a list of all scheduled reports for a specific company and is accessible from your Sage Master Builder Desktop by selecting its shortcut. You can view all scheduled reports as well as edit or delete a scheduled report. The following information appears for each scheduled item in the grid: o o o o o
Schedule ID (sequentially for each scheduled item)
Report Title
Scheduled (time and date)
User Name (of scheduler)
Date Created
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Scheduling reports
IMPORTANT:
Scheduling reports to email, fax or print will not work if the company data is opened exclusively. If you have a question, you may review the file
SARAEventLog.txt
found in
\MB7\Programs\ to see if a scheduled report has been sent or not and if the company was “opened for exclusive access by another user.”
IMPORTANT:
If you try to schedule a report that is non-schedulable–for example, one that prints checks or posts to the general ledger—you will be prompted upon saving that it is not valid to schedule.
To schedule reports:
1
From any Report Printing window, do one of the following:
2
From the File menu, click Scheduling.
3
From the toolbar, click the scheduling button.
4
Under Output Options, select one or more of the following:
a
Printer/File: Select Change Printer Settings to change any of your default printer settings for this report.
b
Fax Distribution: Select Edit Fax Distribution to select or change the fax recipients for this report.
IMPORTANT:
The Fax Distribution List option will only appear if your system successfully recognizes that a fax modem is connected.
c
Email Distribution: Select Edit Email Distribution to select or change the email recipients for this report.
5
Under Frequency Options, in the Time of day drop-down list, select the time of day that you want the report to run.
6
Under Frequency Options, select one of the following:
a
Daily to have the report run every day at the time you have specified.
b
Weekly to have the report run on a weekly schedule.
Under Printing Day(s), select which day(s) of the week that you want the report to run at the specified time.
c
Bi-weekly to have the report run every other week. Indicate which day(s) of the week you want the report to be run at the time you have specified.
7
Under Printing Day(s), select which day(s), every other week, that you want the report to run at the specified time.
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a
Monthly to have the report run on a monthly schedule at the time you have specified. Select one of the following:
b
Print on day(#) of each month. Specify which day each month that you want the report to run. For example, you can specify the report to run the 15th of each month.
c
Print on the (occurrence) (day) of each month. Select which occurrence (first, second,
third, fourth, or last) of the month and which day of the week (Sunday through Saturday) that your report should run. For example, you can specify the report to run on the third Wednesday of each month.
8
Under Recurrence Options, select one of the following:
a
Print report (#) time(s). Enter the total number of times you want the report to print for the schedule you have designated.
b
Repeat until date. Enter the last date that you want the report to run.
c
Print report until the schedule is deleted. The report runs indefinitely until you delete it from
My Scheduled Reports.
9
Under Windows Authentication, complete the following:
Caution!
Enter a valid Windows User ID and Windows Password as setup in your business for your user profile. If you do not enter a password or if you enter one that is not valid, the scheduled report will not run. Moreover, under these conditions, you will not receive any notification that the report failed due to an invalid or missing password.
If you change your password, any previously scheduled reports must be rescheduled using your
Windows User ID and your new Windows Password.
10
Enter your Windows User ID.
11
Enter your Windows Password.
12
Under Message for Email/Fax, complete the following:
a
In the Enter Subject Line text box, enter the information to appear in the email or fax subject line.
b
In the Message text box, enter additional text to be included as the email message or the fax cover page.
c
Alphanumeric text and characters can be entered into the Message text box. You can paste text into the text box from other sources.
13
Click Save Schedule.
14
The report runs as scheduled until it reaches its designated Recurrence Option or you delete it from My Scheduled Reports.
NOTE:
When a scheduled report runs, a message displays on your screen indicating its progress.
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TIP:
You can edit or delete an existing schedule from My Scheduled Reports. Schedules cannot be edited or deleted from this window.
Updating scheduled reports
To update scheduled reports:
4. On the Sage Master Builder desktop, double-click My Scheduled Reports.
5. In the Row column, click the number of the report you want to update, and then click the Drill Down button.
6. When the schedule window opens, enter your Windows password, and click Save Schedule.
7. Repeat steps 2 and 3 for every scheduled report.
Editing report schedules
IMPORTANT:
A report schedule can only be edited through My Scheduled Reports. You cannot edit a report schedule in the Report Scheduling window.
To edit a report schedule:
1
Select My Scheduled Reports from the Sage Master Builder Desktop.
2
Select the scheduled item by double-clicking on its row or selecting Drill Down.
3
Make your edits to the report schedule.
4
Enter your Windows User ID and Windows Password.
5
Select Save Schedule.
Deleting report schedules
IMPORTANT:
A report schedule can only be deleted through My Scheduled Reports. You cannot delete a report schedule in the Report Scheduling window.
To delete a report schedule:
1
Select My Scheduled Reports from the Sage Master Builder Desktop.
2
Select the scheduled item by double-clicking on its row or selecting Drill Down.
3
Select Delete Schedule.
Emailing and Faxing Reports
About setting up emailing and faxing through Sage Master Builder
Using the faxing functionality through the Sage Master Builder program requires:
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627 Chapter 13 o o o
Installation of the Windows operating system Fax Service component
A separate installation and setup of a fax modem in your workstation
Access to an analog phone line.
In addition, you will also have to set up the cover page information and the number of times that the fax re-tries to send.
For more information about installing and setting up your fax modem, refer to the documentation that came with your fax modem. Sage Master Builder does not provide support for installing or setting up a fax modem.
For more information about installing the Window operating system Fax Service component, see
Installing the Window Fax Services component .
Upgrade to Adobe Reader version 8.1.3
Adobe Reader Version 8.1.3 supports faxing from Windows. To fax from Sage Master Builder, you should download and install 8.1.3 or higher.
IMPORTANT:
Customers have reported problems faxing from Sage Master Builder with versions earlier than 8.1.3. This version is available from http://get.adobe.com/reader/otherversions/
Disengage automatic updating for Adobe Reader
If you are using the scheduling capability for sending faxes, we recommend that you disengage the automatic “check for updates” capability of Acrobat Reader as it will prevent scheduled reports from completing.
NOTE:
Instructions disengaging automatic “check for updates” differ from version to version of Adobe
Reader. Refer to the Adobe Reader Help for instructions.
Report Scheduling and Email Functionality
IMPORTANT:
Using the email capability of Sage
Master Builder requires access to a simple mail transfer protocol (SMTP) email server. This server may be located on your workstation PC, on a server on your company’s network, or at your Internet service provider (ISP). If the email server is local, you may need the assistance of an IT professional to properly identify or set up this capability. If the email server is located at your ISP, you may need contact your ISP for assistance.
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Using the ISP’s simple mail transfer protocol (SMTP) server to send email via Sage Master Builder typically requires “user authentication” at the STMP server. An example of an SMTP email server name is smtp.att.sbcglobal.net
.
Different ISPs may use different terms when referring to user authentication. In general, however, user authentication means verifying a user’s identity by means of a “user name” and “password.”
In the context of sending email through Sage Master Builder using an ISP’s SMTP server, user authentication only refers to verifying the user’s identity at the ISP’s SMTP server. It does not refer to your: o o o
Sage Master Builder user name and password
Network domain user name and password
Windows system user name and password.
NOTE:
We do not provide support for setting up or installing an email server. You set up user authentication and your fax line access dial out number on 7-2 Company Information.
Installing the Windows Fax Services component
To fax from Sage Master Builder, you must install the Windows Fax Services component.
To install the Window Fax Services component (XP):
1
Open the Window Control Panel.
2
On the Control Panel window, double-click Add or Remove Programs.
3
On the Add or Remove Programs window in the left column, click the Add/Remove Windows
Components icon.
4
On the Windows Components Wizard window, select the Fax Services check box, and clear all the other check boxes.
5
Click Next, and follow the instructions on the screen.
To install the Window Fax Services component (Vista):
1
Click Start > Control Panel > Programs > Turn Windows features on or off.
2
On the Windows Features window, locate the Windows fax and scan check box, then select it.
3
Click [OK].
To install the Window Fax Services component (Windows 7):
1
Click Start > Control Panel > Programs > Turn Windows features on or off.
2
On the Windows Features window, locate Print and Document Services, then click on the
Windows fax and scan check box.
3
Click [OK].
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About email service-fax line access selection
The Email Server / Fax Line Access Selection window provides a way for you to set up an alternate email and fax line access that you can use instead of the default line access selection. You can change the selections to accommodate different emailing and dialing preferences for a computer in another location.
You can access the Email Server / Fax Line Access Selection window through any Report
Printing window by clicking either the Email or Fax button on the toolbar to open either the Fax
Distribution or Email Distribution windows. Then, under Email Server Setup, click the Change button to open the Email Server / Fax Line Access Selection window.
When Connect using the company default information is selected, line access selections default from the setting on 7-2 Company Information. When you set up and choose Connect
using this alternate information, then Sage Master Builder uses this setup for line selection.
When Connect using the this alternate information is selected, you can enter alternate information under Email Server for the server name and port number. You can also select the check box which requires user authentication by means of a user name and password.
When using the alternate information, you are required to enter a server name. If you are using an
Internet service provider’s (ISP) simple mail transfer protocol (SMTP) server, then you must enter the name of the server.
IMPORTANT:
Using the email capability of Sage
Master Builder requires access to a simple mail transfer protocol (SMTP) email server. This server may be located on your workstation PC, on a server on your company’s network, or at your Internet service provider (ISP). If the email server is local, you may need the assistance of an IT professional to properly identify or set up this capability. If the email server is located at your ISP, you may need to contact your ISP for assistance.
IMPORTANT:
Some Internet-based email providers do not support SMTP protocol. For more details, contact the Internet-based email providers that you use.
IMPORTANT:
Sage Master Builder does not support
SSL (Secure Socket Layer). For more details, contact your email service to determine if they use SSL.
Using the ISP’s SMTP server to send email via Sage Master Builder typically requires “user authentication” at the SMTP server. An example of an SMTP email server name is
“smtp.att.sbcglobal.net.”
Different ISPs may use different terms when referring to user authentication. In general, however, user authentication means verifying a user’s identity by means of a “user name” and “password.”
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In the context of sending email through Sage Master Builder using an ISP’s SMTP server, user authentication only refers to verifying the user’s identity at the ISP’s SMTP server. It does not refer to your: o o o
Sage Master Builder user name and password
Network domain user name and password
Windows system user name and password.
Changing the email server setup when emailing directly
Sage Master Builder provides a way for you to change the email server setup when you are emailing a report directly to a recipient.
IMPORTANT:
Some Internet-based email providers do not support SMTP protocol. For more details, contact the Internet-based email providers that you use.
IMPORTANT:
Sage Master Builder does not support
SSL (Secure Socket Layer). For more details, contact your email service to determine if they use SSL.
To change the email server setup:
1
Open a window that provides the tools for email or faxing, such as 4-1-2 Payable Invoice List
(Sample Company used for examples).
2
Do one of the following:
a
From the File menu, select Email.
b
Click the Email this report button on the toolbar.
3
The Email Distribution window appears.
NOTE:
If you do not have any email addresses set up in the email distribution lists for clients, or vendors, or employees, you see a message box. Click OK to continue.
4
Near the bottom of the window under Email Server Setup, click the Change button.
5
On the Email Server / Fax Line Access Selection window, click the Connect using this
alternate information option.
6
In the Server Name text box, type the email server name.
7
In the Port # box, type the mail server port number.
8
Select the Require Email User Name and Password check box, as required.
9
Click OK.
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Changing the fax line access setup when faxing directly
Sage Master Builder provides a way for you to change the fax line access setup when you are faxing a report directly to a recipient.
To change the fax line access setup:
1
Open a window that provides the tools for faxing, such as 4-1-2 Payable Invoice List (Sample
Company used for examples).
2
Do one of the following:
a
From the File menu, select Fax.
b
Click the Fax this report button.
3
On the Fax Distribution window under Fax Line Access, click the Change button.
4
In the Email Server/Fax Line Access Selection window, click Connect using this alternate
information.
5
Under Fax Line Access, in the Dial text box, enter the numbers or characters necessary to reach an outside line.
6
Click OK.
Changing the email server setup when scheduling delivery
Sage Master Builder provides a way for you to change the email server setup when you are scheduling a report to be emailed to a recipient.
Important
Some Internet-based email providers do not support
SMTP protocol. For more details, contact the Internetbased email providers that you use.
Sage Master Builder does not support SSL (Secure
Socket Layer). For more details, contact your email service to determine if they use SSL.
To change the email server setup when scheduling delivery:
1
Open a window that provides the tools for email, such as 4-1-2 Payable Invoice List.
2
(This example uses the Sample Company.) The 4-1-2 Report Printing window opens with the
Report Criteria tab displaying a list of reports. The first report, 21-AP Invoice List, is selected automatically.
3
Click File > Scheduling.
4
The Report Scheduling 4-2-1-21 - AP Invoice List window appears. The title bar of each report scheduling window reflects the report that you are scheduling.
5
Under Output Options, select the Email check box, and then click Edit Email Settings.
Emailing and Faxing Reports
Chapter 13 632
6
On the Email Distribution window, under Email Server Setup, click Change.
7
On the Email Server/Fax Line Access window, select Connect using this alternate
information.
8
Under Email Server, complete the following:
a
In the Server Name text box, type the server name.
b
In the Port # box, type the port number.
c
Select Requires Email User Name and Password, as required.
9
Click OK.
Changing the fax line access setup when scheduling delivery
Sage Master Builder provides a way for you to change the fax line access setup when you are scheduling a report to be faxed directly to a recipient.
To change the fax line access setup when scheduling delivery:
1
Open a window that provides the tools for email or faxing, such as 4-1-2 Payable Invoice List.
2
From the File menu, select Scheduling.
3
On the Report Scheduling window under Output Options, select the Fax option, and then click
Edit Fax Settings.
4
On the Fax Distribution window under Fax Line Access, click Change.
5
In the Email Server / Fax Line Access Selection window, click Connect using this alternate
information.
6
Under Fax Line Access, in the Dial text box, enter the numbers or characters necessary to reach an outside line.
7
Click OK.
About fax distribution lists
Fax distribution lists allow you to select contacts from your client, vendor, or employee records, which appear in folders in the Fax Distribution window under Contacts. For fax contacts to appear in the folders, each category of contact—client, vendor, or employee—must have a fax number entered in 3-6 Receivable Clients, 4-4 Vendors, or 5-2-1 Employees.
If you have scheduled messages to be sent at a certain time, the messages will be faxed to the contacts for each scheduled occurrence.
You can access the Fax Distribution window through any report printing window by clicking the
Fax this report button on the toolbar.
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633 Chapter 13
NOTE:
If there is no fax contact information entered in
3-6 Receivable Clients, 4-4 Vendors, or 5-2-1
Employees, a message will display indicating that there are no records containing the appropriate information.
Editing fax cover pages
NOTE:
You cannot edit fax cover pages unless you have a fax modem installed and a faxing service set up in Windows to send and receive faxes.
As part of your business requirements, you may want to edit your fax cover page by placing your company’s logo on it.
To edit a fax cover page:
1
If Sage Master Builder is open, close it.
2
Click the My Computer icon on your desktop to open your computer’s file system.
3
Locate the
C:\MB7\Programs folder, and double-click it to view the files.
4
Scroll through the file list, and locate
SMBfax.cov
.
5
Double-click
SMBfax.cov
to open up the Fax Cover Page Editor.
6
Modify the cover page.
7
After you have modified the page, from the File menu, select Save.
8
Exit the Fax Cover Page Editor.
9
Launch Sage Master Builder again to review your edited fax cover page.
TIP:
You can delete the existing graphic from the cover page editor. Then import a graphic into your cover page from a graphics editing program such as
Microsoft Paint. Open the graphic of your choice, then copy and paste it into the cover page editor.
Faxing reports to clients and vendors and employees
IMPORTANT:
If there is no fax contact information entered in 3-6 Receivable Clients, 4-4
Vendors, or 5-2-1 Employees, a message appears indicating that there are no records containing the appropriate information.
To fax a report:
1
In any Report Printing window, do one of the following:
2
Click File > Fax.
Emailing and Faxing Reports
Chapter 13 634
3
From the toolbar, click Fax this report.
4
In the Subject text box, enter the fax subject line.
5
In the Fax Cover Page Message text box, enter additional text to be included as the fax cover page message.
6
Alphanumeric text and characters can be entered into the Fax Cover Page Message text box.
You can also paste text the text box from other sources.
7
Select the contacts to whom to fax the report:
a
Expand the Clients, Vendors, or Employees folders to list each available contact.
b
Expand each contact folder.
c
Select each desired recipient from the contact folder.
d
A red arrow appears when a recipient is selected.
8
In the Fax Sender’s Name text box, enter your name.
9
Under Fax Line Access, confirm that the information is correct or select Change to edit your settings.
10
Select Send Now.
11
A message displaying Report Distribution Progress appears on your screen.
About the Email Distribution window
You can access the Email Distribution window through any Report Printing window by clicking the Email this report button on the toolbar. You use the Email Distribution window to compose email messages, select recipients from the distribution list with the intent to send the message immediately by clicking Send Now.
This window contains all the features that you would expect from an email program. On this window, you can: o o o o o o o o
Type a subject
Type the message
Select clients, vendors, and employees from distribution lists
Type a return email address
Send a copy of the message to yourself
Request a read receipt
Enter email address manually (multiple email addresses must be separated by a semi-colon)
Set the importance level of the message to low, normal, or high.
Setting the importance level and read receipt only work if that functionality is supported by your email provider.
Email Distribution Lists
Email distribution lists allow you to select contacts from your client, vendor, or employee records, which appear in folders in the Email Distribution window under Select contacts for immediate
Sage Master Builder Release Notes
635 Chapter 13
email distribution. For email contacts to appear in the folders, each category of contact—client, vendor, or employee—must have an email address entered in 3-6 Receivable Clients, 4-4
Vendors, or 5-2-1 Employees.
If there is no email contact information entered in 3-6
Receivable Clients, 4-4 Vendors, or 5-2-1 Employ-
ees, a message appears indicating that there are no records containing the appropriate email information.
If you have scheduled messages to be sent at a certain time, the messages will be emailed to the contacts for each scheduled occurrence.
Email Server Setup
The window also provides access to tools for changing the Email Server Setup. This area of the window follows conditions established through several other Sage Master Builder windows.
Under Email Server Setup, text boxes are unavailable:
If you have not selected the Require Email User Name and Password (7-2 Company
Information window)
Clicked the Change button and the recipient is not using Connect using the alternate
connection information option (Email Server / Fax Line Access Selection window.
Why would this condition be in place? For example, if you are emailing through a company email server that does not require user authentication and the recipient is using the company default information, then this information is not required to send an email message.
Under Email Server Setup, the Server Name text box is unavailable (with or without an entry), but the Email User Name and Email Password text boxes are available:
If you have selected the Require Email User Name and Password (7-2 Company Information window)
And the recipient is using Connect using the company default information option (Email
Server / Fax Line Access Selection window.
Why would this condition be in place? For example, if you are emailing through a company email server that requires user authentication, and the recipient is using the company default information, then this information is required to send an email message.
NOTE:
If you have entered User Name and
Password for the recipient in the text boxes on Email
Distribution window, and the conditions are met for number 2, then the recipient’s user name and password autofill the text boxes.
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Chapter 13 636
Emailing reports to clients and vendors and employees
Emailing reports to clients, vendors, and employees is accomplished through the Email
Distribution window.
The Email Distribution window also provides access to email server setup controls. When you click Change, you open the Email Server - Fax Line Access Selection window which provides set up controls for default connections, alternate connections, and fax line access connections.
To email a report to a client, a vendor, or an employee:
1
From any Report Printing window, do one of the following:
a
From the File menu, click Email.
b
From the toolbar, click the email icon.
2
In the Email Distribution window, in the Subject box, type the email subject line.
3
In the Email Message box, type a message.
4
Alphanumeric text and characters can be entered into the Email Message text box. You can paste text into the text box from other sources.
5
Select the contacts to whom you want to email the report:
a
Expand the Clients, Vendors, or Employees folders to list each available contact.
b
Expand each contact folder.
c
Select each desired recipient from the contact folder.
d
A red check mark appears when a recipient is selected.
6
In the Return email address text box, enter an email address, as necessary.
7
Under Other Options, as needed:
a
Select Send a copy to my inbox (includes a list of recipients)
b
Select Request a read receipt for this message
c
In the Send email to these additional contacts box, enter additional email addresses separated by semi-colons. For example, john_doe1234@john_doe.com; jane_ doe5678@john_doe.com
, etc.
8
Select an Importance option.
9
Do one of the following:
a
If you do not need to edit the Email Server Setup, click Send Now.
b
If you need to edit the Email Server Setup, click Change.
10
A message displaying Report Distribution Progress appears.
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Exporting Data to Microsoft Excel
About exporting to Microsoft Excel
You may need to get data out of a Sage Master Builder report, Quick Report, Quick Grid, or Find query and into a Microsoft Excel spreadsheet so that you can add to or reorder the data or combine data from different reports into one document.
In some situations, a grid may be displaying too many columns to be viewed in the Print to screen viewer or to be printed, even in landscape orientation. It is just situations that exporting to Microsoft
Excel provides a solution. Microsoft Excel has the capability to capture all the data on any grid in
Sage Master Builder.
IMPORTANT:
If you do not have access rights to any data included in the export action, you are notified and no export file is created.
IMPORTANT:
If support for Microsoft Excel Object
Library is not present on the machine that initiates the export action, you are notified and no further actions are performed.
The exported data includes the following information: o o o o o o o o o o
Company name
Report title (grid or query name)
Selection criteria
Column headers
Labels
Data
Formulas
User name
Report number (for example, 3-5-0-21)
Date and time
The exported data excludes the following information: o o o
Graphics, lines, double lines, boxes
Pagination
Checks
Exporting report data to Microsoft Excel
To export report data to Excel:
1
From a main window, for example 4-2 Payable Invoices, on the tool bar, click the Print Records button.
2
The Report Printing window opens.
3
Select a report that you want to export to Excel.
4
Click the Send report data to Excel button.
Exporting Data to Microsoft Excel
Chapter 13 638
5
Your computer launches Excel with a new worksheet populated with the report data.
Exporting Quick Grid data to Microsoft Excel
To export Quick Grid data to Excel:
1
Open a Quick Grid window.
2
On the toolbar, click the Print Records button.
3
The Report Printing window opens.
4
Click the Send report data to Excel button.
5
Your computer launches Excel with a new worksheet populated with the quick grid data.
Exporting Find query data to Microsoft Excel
To export Find query data to Excel:
1
Open a window that supports Find queries.
2
The Query List window opens.
3
Select a query, and click Run.
4
The Run Query window opens.
5
Enter criteria, and click Run.
6
Your computer displays a quick grid populated with the query data.
7
On the tool bar, click the Print Records button.
8
The Report Printing window opens.
9
Click the Send report data to Excel button.
10
Your computer launches Excel with a new worksheet populated with the selected data.
640
Appendix A: Sage Master Builder Features
About Sage Master Builder Features
Sage Master Builder is flexible, allowing you to tailor functions and features to meet your business needs. This section explores selected features of Sage Master Builder.
Basic Features
About the Sage Master Builder main window and desktop area
The Sage Master Builder main window
The Sage Master Builder main window consists of the following areas: o o o
Current open company and user display (top left under the banner).
Main menu tree (expandable and collapsible, under the current open company area).
Sage Master Builder Desktop area (right-hand pane containing four default shortcuts).
Desktop Area
The Sage Master Builder desktop is the right-hand pane on the main screen when you launch Sage
Master Builder.
The following functions are accessible from the Sage Master Builder desktop area: o o
Sage Master Builder default shortcuts, Calendar, Calculator, Help, and My Scheduled Reports
(If utilized) User-defined shortcuts
About creating desktop shortcuts from menu items
There are four default desktop shortcuts: o o o o
Calendar
Calculator
Help
My Scheduled Reports
You can launch any of those window by either double-clicking its icon or by selecting the shortcut with your mouse cursor and pressing the Enter key. These four default icons cannot be deleted.
Customizing Your Desktop with User-defined Shortcuts
You can drag and drop a menu item or a report to the Sage Master Builder Desktop to create a shortcut. The menu item has to represent a single window, so to drag and drop a menu item, start by
Sage Master Builder Release Notes
641 Appendix A clicking the + symbol to expand the menu tree. For example, expand 1-General Ledger to display
1-Checks/Bank Charges, 2-Deposits/Interest, 5-2-1 Employees, 5-2-2 Payroll Records, etc.
You cannot drag and drop menu items such as 5-Payroll or 5-2 Payroll Processing to the desktop because represent many sub-items. With your mouse, point to a menu item, click and hold down the button, drag it to the Sage Master Builder desktop, then release the button.
When you exit Sage Master Builder, your desktop configuration is automatically saved. If you try to launch a shortcut for a menu command that you do not have permission to use, a message displays indicating that you need permission for that specific functionality.
To launch a function, you can either double-click its icon or select the shortcut and press the Enter key.
You can delete any shortcut you have created, but you cannot delete a Sage Master Builder default shortcut. Right-click the shortcut icon, and select Delete Shortcut to permanently remove it.
Desktop configurations are specific to each computer.
They are not attached to the user name and are consistent throughout all companies accessed from the computer where they are set up.
Hiding the background graphic
The background graphic appears in the Sage Master Builder desktop area unless you turn it off.
To hide the background graphic:
5. On the Main menu, click View.
6. Click Hide Background Graphic.
The graphic disappears and is replaced by a neutral gray background.
About the status bar
The status bar is located at the bottom left of Sage Master Builder windows. When your cursor is in an entry box, column, or grid cell on a window, the status bar displays valuable information about what to enter in the box, column, or grid cell.
For example, when you open 3-5 Jobs (Accounts Receivable), the status bar displays Enter a
job number. Next place your cursor in the Short Name box. The status bar displays Enter a brief
name for sorting/finding the job.
In many Sage Master Builder windows, there are drop-down text boxes with titles User Def1 and
User Def2, which are user-defined fields. If you need to include information that does not directly relate to any of the existing entry fields, use the User Def1 and User Def2 text boxes for this purpose.
To customize the User Def1 and User Def2 description, box prompt, and status bar text, press the
F7 key with your cursor in one of the boxes to open the Field Properties dialog box.
IMPORTANT:
Access to set up customize field properties is limited to the supervisor user. You cannot restrict access to system-required fields.
Basic Features
Appendix A 642
About user and system prompts
Screen prompts are often overlooked as a great place to get additional information about what data is needed in a specific field. Click once in any available text box on a window, and then look at the bottom left portion of the window to see the prompt.
You can change the prompt that appears in the status bar at the bottom of the window. To return to the system prompt, delete the user prompt.
Data control
Use the data control to select a record from a database. Each button and section has a specific purpose. They are listed in order from left to right.
o o o o o o
First record button: Moves to the first record in the database. You can also press Alt+Up Arrow.
Previous record button: Moves to the previous record in the database. You can also press
Alt+Left Arrow.
Record number text box: Displays the record number. Some windows require you to enter a record number in this box when creating a new record. To display a specific record, enter the record number in this box.
Lookup window button: Displays a Lookup window, allowing you to select a record.
Next record button: Moves to the next record in the database. You can also press Alt+Right
Arrow.
Last record button: Moves to the last record in the database. You can also press Alt+Down Arrow.
Count
Count lets you determine the number of records in a database. You can use Count to verify that the archives contain all the records from the database.
About Quick Lists
With Quick Lists, you can create lists of transaction descriptions, names, states, zip codes, and so on, and retrieve the information for entry. Each list is specific to its associated text box and window.
To
Display a list
Do this
Click the blue drop-down arrow next to the text box.
Alternatively, select a text box and press the F5 or Shift+? keys.
Choose an item Select the item and double-click.
Enter the item, and click Add.
Add an item
Alternatively, enter the item in the text box and press F5.
Delete an item Select the item in the list, and click Delete.
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643 Appendix A
Searching data with indexed text boxes
When looking at a Sage Master Builder window, for example, 4-4 Vendors (Accounts Payable), look for a yellow bar between the text box label and the text box entry area. The yellow bar indicates that the text box has been indexed in a database table. You may search for data with these indexed text boxes.
In Sage Master Builder, the indexed text boxes works like an index in a book. You may use them to search for data about Vendors, Descriptions, Trans#, and so forth. When entering data, such as a name or a number, the search compares data and looks from left to right for an exact match. You may increase or decrease the number of records found in the search, depending on how much information you provide.
You enter data and conduct a search in an indexed text box with data that is consistent for entries in that specific box. For example, if the text box requires an “alpha” entry, such as “M” or “Michael,” then you must enter a letter or a word. If the box requires a “numeric” entry, then you must enter a number. In some cases, a box can accept either an alpha or a numeric entry because it is an alphanumeric box.
For example, let’s suppose that you want to call your vendor, Michael’s Electrical, and need to get the phone number. On the 4-4 Vendors (Accounts Payable) window, in the Vendor Name box, type M and press the F9 key. Sage Master Builder displays the first vendor whose name begins with an M. Using the Page Down key, you can display the subsequent vendors until you find Michael’s
Electrical. Alternatively, you can search for Michael. The search displays the first instance of Michael as a vendor name.
On a different window, such as 4-2 Payable Invoices/Credits window, to search for a vendor in the
Vendor text box, you must type a number and search by vendor number. For example, you may enter “51” for the hypothetical vendor 51-Hughes Concrete. In yet another example, such as the 1-3
Journal Transactions window, when searching the Trans# box, you may enter a letter, a number, or a combination of letters and numbers because it is an alpha-numeric box.
To search for data using an indexed text box:
9. In the indexed text box, enter the information for which you are looking, and then press the F9 key.
10. Sage Master Builder then displays the first match.
11. Use the Page Up and the Page Down keys to display other records found in the search.
12. The data is sorted in ascending order based on the indexed text box you searched.
About user-defined fields
In many Sage Master Builder windows, there are drop-down text boxes with titles User Def1 and
User Def2, which are user-defined fields. If you need to include information that does not directly relate to any of the existing entry fields, use the User Def1 and User Def2 text boxes for this purpose.
To customize the User Def1 and User Def2 description, box prompt, and status bar text, press the
F7 key with your cursor in one of the boxes to open the Field Properties dialog box.
IMPORTANT:
Access to set up customize field properties is limited to the supervisor user. You cannot restrict access to system-required fields.
Basic Features
Appendix A 644
About the About Sage Master Builder window
The About Sage Master Builder window is accessible from the Sage Master Builder Desktop through the Help > About Sage Master Builder menu.
For example, the About Sage Master Builder window displays this typical information:
Information
Product name and version
Payroll tax tables version line
Examples Only
Sage Master Builder version
16.1.131.0
Payroll tax tables version 2010.3
(07/01/2010)
Copyright line
© 2000-2010 Sage. All rights reserved.
This product is registered to:
Product registration
Company Name
Sage Customer ID: xxxxxxxxxx
Installed modules check boxes
Sage License
Server Connection
State
Estimating, Document Control,
Inventory, Service Receivables
Connected: License use acquired
This About Sage Master Builder window provides access to important information that you might need to use if you encounter a problem. For example, if you attempt to log on to a company and find that you cannot do it, it may be that your computer is disconnected from your local network. A quick look at this window lets you know your connection status.
Menu changes made for Aatrix integration
When integrating Aatrix into Sage Master Builder, some windows were moved and/or renamed in the navigation tree.
Version 14.2/
14.3
Version 15.1
Description of Change made for Version 15.1
5-4
Yearly/Quarterly
Reports
5-4 Federal and
State Filing and
5-3 Payroll
Management
Name change for menu 5-4.
Menu items moved from 5-4 to
5-3.
Sage Master Builder Release Notes
645 Appendix A
Version 14.2/
14.3
5-4-1 Federal
Quarterly (941)
5-4-2 State
Quarterly
5-4-3 W-2s
5-4-4 Payroll
Audit
5-4-5 Close
Payroll Year
5-4-6 Magnetic
Media -
Quarterlies
Version 15.1
5-4-1 Federal
Forms
5-4-2 State
Forms
5-3-7 Payroll
Audit
5-3-8 Close
Payroll Year
5-4-3 Magnetic
Media -
Quarterlies
5-4-7 Magnetic 5-4-4 Magnetic
Description of Change made for Version 15.1
5-4-1 Federal Quarterly
(941) has been changed to 5-
4-1 Federal Forms. The 5-4-
1 Federal Quarterly (941)
functionality has been replaced with Aatrix functionality and
Aatrix report forms.
5-4-2 State Quarterly has been changed to 5-4-2 State
Forms. The 5-4-2 State
Quarterly functionality has been replaced with Aatrix functionality and Aatrix report forms.
The functionality of 5-4-3 W-2s has been replaced with Aatrix functionality in 5-4-1 Federal
Forms and eFiling by
Aatrix.
5-4-4 Payroll Audit has been moved and renumbered. It is now 5-3-7 Payroll Audit. The functionality for auditing payroll has not changed.
5-4-5 Close Payroll Year has been moved and renumbered.
It is now 5-3-8 Close Payroll
Year. The functionality for closing the payroll year has not changed.
5-4-6 Magnetic Media -
Quarterlies has been renamed 5-4-3 Magnetic
Media - Quarterlies. The functionality for creating magnetic media quarterlies has not changed.
5-4-7 Magnetic Media - W-2s
is now 5-4-4 Magnetic Media
- W-2s. The functionality for
Basic Features
Appendix A 646
Version 14.2/
14.3
Media - W-2s
Version 15.1
Media - W-2s
Description of Change made for Version 15.1
creating magnetic media for
W-2s has not changed.
The program still supports producing reports from within Sage Master Builder through menus 5-4-3 Mag-
netic Media - Quarterlies and 5-4-4 Magnetic
Media - W-2s. These windows are not integrated with
Aatrix, and their functionality has not changed.
What about my security setup in the windows that were moved and/or renamed?
Security setup has been preserved for windows that have been moved and/or renamed.
What happened to my desktop shortcuts for the windows that were moved and/or renamed?
If you had desktop shortcuts for windows that were moved and/or renamed, they were deleted during installation. They have to be replaced with new desktop shortcuts.
What happened with custom and system reports due to the Aatrix integration?
During installation, custom reports related to the previous 5-4 windows were moved to the
\Custom
Reports folder.
During installation, coded system reports were renamed and moved: o o
5-4-2-21 State Quarterly Wage Report has been renamed 5-1-4-61 State Quarterly
Wage Report.
5-4-2-31 Quarterly Earnings has been renamed 5-1-4-66 Quarterly Earnings.
Sage Master Builder Executive Dashboard
About the Executive Dashboard
The Sage Master Builder Executive Dashboard has been designed for busy construction executives. At a glance, it shows the state of your company’s finances in real time by displaying information under seven major category headings about your company’s financial state.
Until you set up Executive Dashboard security, the
Executive Dashboard is only available to the supervisor user.
Showing the Dashboard after Login
You can show the Executive Dashboard every time you log into the company, if you have the access.
Sage Master Builder Release Notes
647 Appendix A
8. Open the Executive Dashboard display by pressing the F12 key.
9.
Select the Options menu, and click on [Show Dashboard After Login].
NOTE:
If you need to turn off displaying the Executive
Dashboard after you log into the company, use the same steps, then verify that [Show Dashboard After
Login] is not checked.
Executive Dashboard Sections
The dashboard is organized into seven sections as follow from the left column to the right column: o o o o o o o
Cash Accounts - Displays up to five cash accounts. You can drill down into each of the accounts to review details. You can use the Edit feature to choose which accounts are displayed.
Cash Position - Displays Total Cash and Receivables. Your Cash Position is the difference between Total Cash + Receivables and Less Current Liabilities.
Outstanding Change Orders - Displays Change Orders that have not been approved in Less
than 30 Days and those that have not been approved in More than 30 Days.
Receivables - Displays receivable amounts that are Due in 7 Days, Due in 30 Days, Overdue
1-30 days, and Overdue > 30 (more than 30) days.
Payables - Displays payable amounts that are Due in 7 Days, Due in 30 Days, Overdue 1-30
days, and Overdue > 30 (more than 30) days.
Income from Operations - Displays Income from This Month, This Quarter, and This Year broken down into three cost categories: Direct/Equip/Shop, Overhead, and Administrative.
The final display totals Income from Operations by This Month, This Quarter, and This Year.
Under-Billed Jobs - Displays under-billed jobs in two ways, by amount and by percentage of contract. You may also choose not to display any under-billed jobs.
You will notice that the Executive Dashboard displays GAAP-standard financial information. All negative amounts are displayed in parentheses. To increase visibility, amounts under the category
Outstanding Change Orders, Receivables, and Payables may be displayed in red font.
If you have access to the Executive Dashboard, you can display it at any time by pressing the F12 key.
You can click the Help link to the right of each section heading to open a detailed Help topic about this area of the Executive Dashboard.
Drilling Down into the Financial Details through the Executive Dashboard
The Executive Dashboard provides several levels of drilling down to report information. It enables you to drill down into reports and from those reports to other reports or transactions within Sage
Master Builder windows. For example, drilling down into Cash Position can lead you to records in
1-3 Journal Transactions and 1-7 General Ledger Accounts.
One of the first things you notice when you view the Executive Dashboard is that the cursor becomes a magnifying glass when it hovers over certain areas that are defined by a dotted line. The magnifying glass cursor and the dotted line indicate that you can drill down into the details of the account that is contained in a report.
Basic Features
Appendix A 648
Primary drill-down
When you hover over values in Cash Position, your cursor appears as a magnifying glass. To drill down, click once.
Clicking once opens the Executive Dashboard - Cash Position report. You will notice that when you hover over an account, the magnifying glass lens is highlighted with a red circle. One click highlights the account with arrows. A double-click opens the target, which may be a Sage Master
Builder window or another report.
Secondary drill-down
The “red-lens” effect signifies that you can drill down further into the financial details of that report.
This is called secondary drill-down, and the target could be another Sage Master Builder report or a
Sage Master Builder window, such as 1-3 Journal Transactions or 1-7 General Ledger
Accounts. If the secondary drill-down opens another report, you may drill down into that report to display even more financial details.
Subsequent drill-down
For example, when you double-click account 1000 General Checking, you open another report,
General Ledger. On this report you see the line that begins with 1 5/1 Bank/AR/AP. Doubleclicking this line launches the Sage Master Builder 1-3 Journal Transactions window for that record. From this window you can review the individual records that make up the report.
The destination of drilling down differs depending on which account you drill down to. For example, if you drill down into 1120 Contract Receivables, you open the General Ledger Report with information about that account. From there, if you drill down into the heading 1120 Contract
Receivables, the Sage Master Builder 1-7 General Ledger Accounts window opens for account 1120. From there you can review other general ledger accounts.
Refreshing the Executive Dashboard Information
The Executive Dashboard displays the Last refreshed date and time so that you always know if the information is fresh. You can click the Refresh button to refresh the information. In addition, every time you exit and re-launch the Executive Dashboard, Sage Master Builder refreshes the information.
You can print the current view of the Executive Dashboard by pressing the Print button on the right side of the toolbar.
You may need to set up a separate security group with one member if you are the only one who is going to view the Executive Dashboard. You have to be a
Supervisor user to set up security groups.
Sage Master Builder Release Notes
649 Appendix A
About Executive Dashboard security
The Executive Dashboard has been created to display and provide access to a great deal of company financial information. It was designed for the benefit of company owners, company executives, and other selected employees. Such a detailed presentation of financial information is not meant to be accessible to all your employees in your company, although it can be set up that way.
Until you set up security, the Executive Dashboard is only available to the supervisor user. It is best to set up the Executive Dashboard security at the earliest possible opportunity to be able to share your company’s financial information with selected employees.
When a supervisor user launches Sage Master Builder, the Executive Dashboard window opens.
Upon closing the Executive Dashboard window and until a security option has been selected,
Sage Master Builder continues to display the Executive Dashboard Security Options window to the supervisor user.
About the Security Options
The Executive Dashboard Security Options window displays three options. Selecting the first or second option sets Executive Dashboard security. The third option postpones setting security.
The options are: o
Allow only selected security groups to view the Executive Dashboard.
Opens the Form Level Security window. Selecting one or more check boxes from the security groups list allows the members of that security group to view the Executive
Dashboard. Clicking OK sets security for the Executive Dashboard. The Executive
Dashboard Security Options window will not open again.
NOTE:
You may need to set up a new security group just for the Executive Dashboard. For details, see
About Security Groups.
o o
Allow all users to view the Executive Dashboard
Clicking OK after selecting this option allows all users to view the Executive Dashboard. If you are a single-user of Sage Master Builder, and you do not need security, then this may be the best option. The Executive Dashboard Security Options window will not open again.
Choose a security option later.
Select Choose a security option later if you do not know which option to select. You may need to get more information about your user groups or better understand the Sage Master Builder security system. Sage Master Builder continues to display the Executive Dashboard Security Options window to the supervisor user.
Changing the Security Settings
As your business grows, you may need to change your security settings. You can access the Form
Level Security window at any time from the Executive Dashboard by pressing the F7 key.
Selecting check boxes on this window will allow the members of that security group to view the
Executive Dashboard.
Basic Features
Appendix A 650
About Cash Accounts on the Executive Dashboard
Upon opening the Executive Dashboard, the Cash Accounts section displays the first five cash accounts in your list of cash accounts. If these five accounts are not the ones you are interested in monitoring, you can click the Edit button to the right of the title heading and select five accounts from your cash accounts list.
The bottom line in the list of accounts, All Other Cash
Accounts, presents the sum of all other existing cash accounts in that company.
About Cash Position on the Executive Dashboard
The Cash Position section displays numbers representing five distinct areas that merit executive review: o o o o o
Total Cash - Displays the total for all accounts in the Cash Accounts range.
Receivables - Displays the full balance of the invoices. Because it does not display the net due, it includes retention.
Total Cash + Receivables - Displays the sum of Cash Accounts and Receivables.
Less Current Liabilities - Displays the total for all accounts in the Current Liabilities range.
Cash Position - Displays the difference between Total Cash + Receivables and Less Current
Liabilities.
About Outstanding Change Orders on the Executive Dashboard
This section of the Executive Dashboard displays information on change orders that are outstanding Less than 30 days or More than 30 days. Drilling down into either one of these areas displays change orders with statuses of: o o o
2-Open - The client has not approved the changes yet. (Only the Prime Change List~Land with
Aging report and job status reports reflect the changes.)
3-Review - The changes are under review. (Only the Prime Change List~Land with Aging report and job status reports reflect the changes.)
4-Disputed - The change order is in dispute.
About Receivables on the Executive Dashboard
This section provides information about receivable invoices with status of: o o o
1-Open - Indicates a record posted to the general ledger.
2-Review - Indicates the management or bookkeeping staff should review the record.
3-Dispute - Indicates a record disputed by the client.
It also displays information about the invoices in four ways: o Invoices Due in 7 Days - Today is the first of the seven days. If today is Sunday, then this number represents the total amount due from and including today, which is Sunday through and including the following Saturday.
Sage Master Builder Release Notes
651 Appendix A o o o
Invoices Due in 30 Days - Today is the first of the thirty days. If today is the tenth day of the month, this number represents the total amount due, from today through 29 more days (inclusive).
Invoices Overdue 1-30 (overdue one to thirty days) - This is the same as an aging report. The amount that the Executive Dashboard presents is the sum of: o AR Invoice Aging report, 1 - 30 column o Service Invoice Aging report, 1 - 30 column.
Invoices Overdue > 30 (overdue more than thirty days) - This is the same as an aging report. The amount that the Executive Dashboard presents is the sum of: o
AR Invoice Aging report, 31-60, 61-90, and 91 - 120+ columns, and o Service Invoice Aging report, 31-60, 61-90, and 91+ columns.
When reviewing the information contained in this section, it is important to remember that the amounts: o o
Are “net due,” that is, retention, if it exists, is excluded.
Include both Accounts Receivable and Service Receivable invoices.
About Payables on the Executive Dashboard
This section of the Executive Dashboard displays information on invoices with status of: o o o
1-Open - Indicates a record posted to the general ledger.
2-Review - Indicates the management or bookkeeping staff should review the record.
3-Dispute - Indicates a record disputed by the client.
It also displays information about the invoices in four ways: o o o o
Invoices Due in 7 Days - Today is the first of the seven days. If today is Sunday, then this number represents the total amount due from and including today, which is Sunday through and including the following Saturday.
Invoices Due in 30 Days - Today is the first of the thirty days. If today is the tenth day of the month, this number represents the total amount due from and including today through and including 29 more days.
Invoices Overdue 1-30 (overdue one to thirty days) - This is the same as an aging report.
Invoices Overdue > 30 (overdue more than thirty days) - This is the same as an aging report. The amount that the Executive Dashboard presents is the sum of AP Invoice Aging report, 31-60, 61-
90, and 91 - 120+ columns.
When reviewing the information contained in this section, it is important to remember that the amounts are “net due;” that is, if retention exists, then it is excluded.
About Income from Operations on the Executive Dashboard
This section of the Executive Dashboard displays information that summarizes an income statement, excluding the Other Income and After Tax Expense categories.
It displays the information in three ways: o
This Month - Displays information that includes all transactions posted to the current period.
o
This Quarter - Displays information that includes all transactions posted to the current
Basic Features
Appendix A 652 quarter.
There is no cutoff within the quarter. If the current period is 4, then activity posted to periods 5 and 6 are included because they are part of the current quarter.
o
This Year - Displays information that includes all transactions posted to the current fiscal year.
There is no cutoff within the year. Any transaction posted to periods 1 through 12 are included.
About Under-Billed Jobs on the Executive Dashboard
This section of the Executive Dashboard displays the Job Number and Job Name with two ranking criteria: o o
The dollar amount that is under-billed.
The percentage of current contract amount that is under-billed.
To be included in the Under-Billed Jobs display, jobs must have: o o o
A status of 3-Contract or 4-Current.
A positive contract amount.
A budget.
Upon opening the Executive Dashboard window, the Under-billed Jobs section displays the five most under-billed jobs ranked by percentage of contract.
Clicking Edit located to the right of the section heading opens the Under-Billed Jobs window.
Clicking Show all in Report opens a report displaying all under-billed jobs.
This window provides options to display jobs: o o o
Ranked by dollar amount.
Ranked by percentage of contract, or
Don’t show any under-billed jobs.
Over/under billing is another name for percentage complete accounting. For more information, see the topic
About percentage complete accounting.
Sage Master Builder Sample Company
About the Sample Company
The Sample Company provides the means for viewing and working with sample data in Sage
Master Builder windows. There are sample accounts, sample employees, sample takeoffs, and much more. By viewing and working with this sample data, you can gain an understanding of how
Sage Master Builder Release Notes
653 Appendix A different windows interact with the sample data when managing a construction business with Sage
Master Builder.
Sage Master Builder master trainers use the Sample Company extensively during Sage Master
Builder training classes. We highly recommend that you load the Sample Company during your initial installation.
You can log on to the Sample Company using “Supervisor” as the user name. You do not need a password.
The Sample Company: o o o o o o
Allows you a safe way to try out new functions as you learn them.
Is used in many on-line and recorded classes.
Provides samples of many Sage Master Builder forms that are all filled in. This makes it easy to understand many concepts.
Provides starter lists for many values you'll need to set up: cost codes, cost types, tasks, client status, client type, employee positions, paygroups, etc.
Provides you with live data to investigate the content of Sage Master Builder reports.
Takes very little space on your hard disk drive.
Logging in to the Sample Company
You can log in to the Sample Company using “Supervisor” as the User Name. You do not need a password.
To log in to the Sample Company:
5. On the Sage Master Builder main window, from the File menu, select Open Company.
6. On the Company List window, select the Sample Company, and click OK.
7. When the User Name and Password window opens, the user name is automatically set to Supervisor.
You do not need a password.
8. On the User Name and Password window, click OK.
9. The Sample Company opens.
Working With Grids
In this section:
“Setting the direction of movement in grids”
“Selecting cells or rows or columns”
“Deleting cells or rows or columns”
“Copying and moving a section of text”
“Finding information in grids”
About the grid menu
When you right-click in a grid cell or column, the grid menu appears.
IMPORTANT:
The displayed grid menu shows the most common commands for that item and will differ from column to column and grid to grid.
Depending on the conditions, cells may be unavailable for editing.
The grid menus in 9-5 Takeoffs, the Takeoff Details tab offer much more functionality than do the grid menus in the rest of the program.
The grid menu contains the following commands:
Command name Press… For more information, see…
Display Lookup window
F5
Display
Detail/Add
Record
F6
Display Picklist
Window
Cut
F8
Crtl+X
Copy
Paste
Insert Row
Crtl+C
Copying and moving a section of text
Crtl+V
Working With Grids
Appendix A 654
Sage Master Builder Release Notes
655 Appendix A
Command name Press… For more information, see…
Cut Row
Clear All Rows
Grid View…
Displaying columns , Hiding columns
Save Column
Widths
Autofit All
Columns
Find…
Enter Key Moves
Right
Enter Key Moves
Down
Setting the direction of movement in grids
Setting the direction of movement in grids
Setting the direction of movement in grids
To help you enter data quickly, you can control the direction the cursor moves in the grid when you press the Enter key. For example, if you want to fill in one column at a time, you can set the cursor to jump to the same cell in the next column to the right (Enter Key Moves Right) instead of the next cell down in the same column (Enter Key Moves Down).
To set the direction of movement in a grid:
5. Right-click in a grid to display the grid menu.
6. Click Enter Key Moves Right or Enter Key Moves Down.
7. The activated direction has a check mark next to it.
Displaying columns
Under certain circumstances, columns are hidden from view. Use this procedure to display hidden columns.
To display hidden columns:
5. Right-click in a cell, and from the menu select Show/Hide Columns.
6. The Grid View window appears.
7. From the menu, select the check boxes of the columns you want to display.
8. Click OK.
Hiding columns
IMPORTANT:
While you are not restricted from hiding any columns, some require entry to complete a record or transaction.
Working With Grids
Appendix A 656
When you generate a print preview report from data in a grid with hidden columns, all the hidden information appears in the report. If you drill down into data in the hidden columns, it will not be visible in the grid until you unhide the columns.
As part of the defaults for a window, you can hide columns. Hiding does not delete columns, but it does remove the data from printed reports in Quick Grids.
To hide columns:
7. Right-click in a cell, and from the menu select Show/Hide Columns.
8. The Grid View window appears.
9. From the menu, clear the check boxes of the columns you want to hide.
10. Click OK.
Right-click a grid cell and select Save Current Grid
View to save the grid view settings.
Selecting cells or rows or columns
To select
A cell
A column
A row
Adjacent rows or columns
Do this
Click the cell or press the arrow keys to move to the cell.
Click the column heading.
Click the row heading.
Drag across the row or column headings.
Alternatively, select the first row or column, hold down the Shift key and select the last row or column.
A range of cells Click the first cell and drag to the last cell.
All cells Click the top left corner of the grid.
Inserting new rows
To insert a new row, click the cell in the row immediately below where you want the new row to appear; or, right-click to display the grid menu, and then click Insert Row.
To insert multiple rows, select the rows immediately below where you want the new rows to appear.
Cutting rows
To cut a row:
4. In the grid, select the row(s) you want to cut by clicking on the row header(s).
5. Right-click to display the grid menu, then click Cut Row.
Sage Master Builder Release Notes
657 Appendix A
Deleting cells or rows or columns
Caution!
You cannot recover data after deleting it.
To delete cells, rows, or columns:
5. Select the cells, rows, or columns you want to delete.
6. Press the Delete key.
Clear All Rows
The Clear All Rows command clears everything in the grid.
*** REMOVE THIS p.table_anchor PARAGRAPH ***
IMPORTANT:
This function is not available in every grid to protect certain kinds of data.
To clear all rows in a grid:
7. Right-click anywhere in the grid to display the grid menu.
8. Click Clear All Rows.
Autofit All Columns
The Autofit All Columns command resizes all column widths to fit the column contents.
To resize one column at a time, position the pointer over the column divider and drag it to the height or width you want.
Copying and moving a section of text
You can move text with the Cut, Copy, and Paste commands. Using Cut removes the text from its location and stores it on your Clipboard. Using Copy does not remove the text from its location but does store it on your Clipboard.
You can then insert the text elsewhere using the Paste command. After the text is placed on the
Clipboard, you can continue to paste the text until you cut or copy something else.
To copy and move a section of text:
6. Select the text you want to move.
7. Right-click anywhere in the grid to display the grid menu, then do one of the following:
1. Click Cut.
2. Click Copy.
8. Insert the pointer where you want to insert the text.
9. On the grid menu, click Paste.
Working With Records
Appendix A 658
Pasting selections
You can move text with the Cut and Paste commands. Identical text can also be inserted elsewhere using the Copy and Paste commands. After the text is placed on the Clipboard, you can continue to paste the text until the next time you Cut or Copy.
To paste a selection:
5. Select the text you want to move.
6. Right-click anywhere in the grid to display the grid menu, then do one of the following:
1. Click Cut.
2. Click Copy.
7. Insert the pointer where you want to insert the text.
8. On the grid menu, click Paste.
Finding information in grids
To find information in a grid:
4. Right-click in a grid to display the grid menu.
5. Click Find on the grid menu.
6. In the Grid Find dialog box, choose the scope of your search by selecting either Current Column or
Entire Grid.
7. In the Search For cell, type the text string you want to find.
8. Click Find Next to find the next occurrence of the text string.
Displaying details
When you are working in a grid, you can drill down into related records. For example, you can go from 3-2 Receivable Invoices/Credits to 9-2 Parts. If no record exists, you can create a new one with the Add Record command.
To display details:
5. In the grid, right-click to display the grid menu.
6. Click Display Detail/Add Record.
Working With Records
In this section:
Locking records
Locking records
Select the Lock Edit check box to prevent accidental changes to a record after saving it. To make permanent changes, clear the Lock Edit check box and save the record.
Sage Master Builder Release Notes
659 Appendix A
You can find the Lock Edit check box in budgets, proposals, estimates, purchase orders, change orders, and subcontracts. In cases where a calculation is being performed, the calculation will include locked data, even though it cannot be edited.
Use the display properties to allow certain security groups the ability to clear the check box once a record is saved.
Copying records
You can copy existing records to create new records, which saves time and prevents errors that can result from entering complex transactions.
To copy a record:
5. Using the data control, select the record.
6. From the Edit menu, select Copy.
7. From the File menu, select New.
8. From the Edit menu, select Paste.
Sage Master Builder copies all notes attached to the record.
Deleting records
Caution!
Do not delete jobs, vendors, or other records referenced in ledger transactions in the current fiscal year. Deleting such records can cause problems with the audit trail. It is best to wait until you are closing the books at the fiscal year-end to delete such records.
Caution!
Deleting a record permanently removes the record from the database. You cannot recover a record after deletion.
To delete a record:
6. Using the data control, select the record.
7. On the Edit menu, click Delete.
Voiding records
Generally, you can only void a record from its window of original entry. If you have previously posted the transaction to the general ledger, Sage Master Builder reverses the amount from the ledger.
Working With Attachments
Appendix A 660
IMPORTANT:
Void entries to Checks and Bank
Charges, Deposits and Interest, and Recurring
Journal Transactions from the 1-3 Journal
Transactions window.
To void a record:
6. Open the window in which you originally entered the record.
7. Using the data control, select the record.
8. On the Edit menu, click Void.
Working With Attachments
In this section:
“About file and link Attachments on records”
“Attaching files individually using the Add Attachment window”
“Attaching Web links individually using the Add Attachment window”
“Dragging and dropping multiple files onto records”
“Removing attachments from records”
“Emailing files attached to records”
About file and link Attachments on records
What are attachments?
Attachments provide functionality to attach files and/or Web links to selected records in Sage Master
Builder. There are two methods for attaching files and links. You can add them individually using the
Attachments window (Edit > Attachments), or you can simply drag-and-drop files and/or Web links onto a Sage Master Builder window that accepts attachments.
A few examples of Sage Master Builder windows that accept attachments are payable invoices, requests for proposal, progress bills, change orders, purchase orders, jobs.
Attaching files individually using the Add Attachment window
You can attach files to records individually using the Add Attachment window. The file can be a local file or a network file. In the case of a network file, it can be attached as a link to a network file, or a copy of a network file.
To attach a local file using Add Attachment:
5. Open a Sage Master Builder window that accepts attachments, such as 3-5 Jobs (Accounts Receiv-
able) and select a job.
6. Click Edit > Attachments.
7. On the Attachments for Job# window, click Add.
8. On the Add Attachment window, select I want to attach a file.
9. Click Browse, and locate the file you want to attach, select it, and click Open.
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10. Do one of the following:
1. If you have selected a local file to attach, follow these steps:
1. On the Add Attachment window, accept or edit the description of the attachment.
2. Accept or clear Protect this file from being changed.
3. Click OK.
2. If you have selected a network file to attach, follow these steps, if you have selected the option,
Copy file to my company data:
1. On the Add Attachment window, accept or edit the description of the attachment.
2. Accept or clear Protect this file from being changed.
3. Click OK.
3. If you have selected a network file to attach, follow these steps, if you have selected Link to exist-
ing file:
1. On the Add Attachment window, accept or edit the description of the attachment.
2. Click OK.
11. The file is displayed in grid of the Attachments for Job # window.
Attaching Web links individually using the Add Attachment window
You can attach Web links to records individually using the Add Attachment window.
To attach a Web link using Add Attachment:
5. Open a Sage Master Builder window that accepts attachments, such as 3-5 Jobs (Accounts Receiv-
able) and select a job.
6. Click Edit > Attachments.
7. On the Attachments for Job# window, click Add.
8. On the Add Attachment window, select I want to attach a link to a Web page.
9. Launch your browser, and browse to the Web page that you want to link to the record.
10. Copy the Web page address, and then on the Add Attachment window, paste into the Paste... box.
11. In the Description... box, type a description.
12. Click OK.
13. The Web link is displayed in grid of the Attachments for Job # window.
Dragging and dropping multiple files onto records
You can drag and drop multiple records onto individual records to create attachments. When you drag and drop the files onto the window, Windows Explorer is a good source for files.
To drag and drop multiple files onto records:
5. Open Windows Explorer, and browse to files from which you want to create attachments.
6. Open the Sage Master Builder window to a specific record to which you want to attach files.
7. Select any number of files and then drag and drop them on the Sage Master Builder window.
8. Save the record, and then recall it.
9. To verify that the attached files are there, on the toolbar, click the Attachments button.
10. The attached file are displayed in the grid of the Attachments window.
Removing attachments from records
You can remove local and linked files as well as Web page links by clicking Remove on the
Attachments for... window.
If you attempt to open a linked network file that has been moved or deleted, the program displays a message stating that the file cannot be found.
Lookup Windows
Appendix A 662
Emailing files attached to records
Microsoft Outlook is integrated with Sage Master Builder through the Attachments window. You can launch Outlook with a file attached from any window that displays an Attachments button. You can also launch Outlook with an attached file from any Report Printing window.
IMPORTANT:
Emailing attachments only works if Microsoft Outlook is your default email client.
To email a file attached to a record:
6. Open a Sage Master Builder window, a record that contains attachments, and on the menu bar click Edit >
Attachments.
7. On the Attachments for... window in the grid, select the row containing the attached file that you want to email, and click Email.
8. On the Untitled Message email window, proceed with filling in the boxes, and then press Send.
Lookup Windows
In this section:
“Selecting items in Lookup windows”
“About arrow hierarchy in Lookup windows”
“Printing screen captures of Lookup windows”
About Lookup windows
Lookup windows help you locate data. Suppose you are entering a payable invoice, but do not remember the vendor number. You can open a Lookup window, find the vendor, and then insert the vendor number in the appropriate box.
Displaying Lookup windows
To make searching easier in the Lookup window, use the data control to move through records or use Find to query the data. After you locate the data, you can insert it in the appropriate text box or cell.
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To display a Lookup window, do any of the following:
o o o o o o o o
Click the drop-down arrow in the data control.
Click the drop-down arrow next to the text box.
Right-click in a cell of a column, and then select a window from the menu.
Select a cell and press the F5, F6, F8, or SHIFT+? keys.
Select a cell, enter a word or partial word, and then press F5 or Shift+?. The Lookup window displays the first occurrence found in the database.
Select a cell, type a wildcard, then enter a word or partial word and press F4. The Lookup window displays every occurrence found in the database.
Double-click the cell or column title.
Select the cell or column and click the drop-down arrow in the cell.
TIP:
If you delete a column accidentally, or have hidden a column you want to see again, you can rightclick on any column header and click [Show All] to display all columns.
Selecting items in Lookup windows
To select an item in a Lookup window, click it; or, to pull an item into a grid, double-click it.
Sorting Lookup windows
In fields that contain character or alphanumeric data such as descriptions, addresses, and invoice numbers, Sage Master Builder sorts data by the value of the first digit. If a field is strictly numeric, then the numbers appear in numerical order. For example, 1100 would appear before 200.
To sort a column in ascending order, click the arrow in the column title.
Setting the default sort
To set the default sort:
4. Click the column that you want to set as the default.
5. On the Defaults menu, click Save.
About arrow hierarchy in Lookup windows
The Lookup window is split. The left half displays the classes, and the right half displays the contents of the class that you select.
In the Lookup window, click the triangle next to the class you want to open or close.
The color of the triangle indicates whether you can display more subclasses.
Color Description
Red
The class cannot be expanded any further (end of the branch).
Blue Currently selected class showing all subclasses.
Green Contains subclasses and can be opened by clicking on the
Picklist Windows
Appendix A 664
Color Description
plus sign (always displays a plus sign).
Refreshing Lookup windows
The Refresh button is found in the Lookup window. Click the button to return the list in the Lookup window to its original order.
Some Lookup windows have a left and right pane. If the Refresh button is used, the list in the right-hand pane will return to the original list order for the item selected in the left-hand pane.
Printing screen captures of Lookup windows
Sage Master Builder offers many ways to print information from the program. There are hundreds of reports and list that are printable.
Although many Lookup windows have a Print button, some of them do not. For example, open 1-5
Bank Reconciliation, click the drop-down arrow at the end of the Account# box, and the program displays the Ledger Accounts lookup window. It has no Print button, but you can create a screen capture of a portion of the Lookup window’s information, paste it into a Word document, which can then be printed.
To capture and print a Lookup window:
6. Open the Lookup window, and click the Maximize button (center button, upper right of the window).
7. To reduce the amount of information displayed, select a portion of the data. For example, instead of displaying All Account Types, select one account type, perhaps Cash Accounts.
8. Press Ctrl+Print Screen.
9. Launch Microsoft Word, open a blank document, and press Ctrl+V.
10. The screen capture of the lookup window is pasted into the Word document, which can then be printed.
Picklist Windows
In this section:
“Selecting groups of items in Picklist windows”
About Picklist windows
A Picklist is a type of Lookup window. With a Picklist, you can select a group of items and insert them in the active window. For example, in the Payable Invoices window you can select and insert a list of parts in the grid.
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Displaying Picklist windows
To display a Picklist window, do one of the following:
o o o
From the grid cell of a column that supports Picklist functionality, for example Part# or
Assembly#, right-click a cell, and click Display Picklist Window.
A window related to that column opens with Picklist functionality indicated by the check mark button.
From the grid cell of a column that supports Picklist functionality, press F8.
IMPORTANT:
If you press F8 on a criteria item that displays a
Picklist check mark, such as in the 5-2-3 Compute
Payroll window, no Picklist window is displayed. The
F5 key, however, will display the Picklist window.
o From windows with text boxes that support Picklist functionality, such as 5-2-3 Compute Pay-
roll, click the check mark button.
Selecting groups of items in Picklist windows
IMPORTANT:
In Report Printing windows, it is not necessary to create a Picklist. If you know which record numbers to include in the report, enter them in the Picklist box.
Make sure to separate the record numbers with commas.
To select a group of items in a Picklist window:
5. Double-click each item you want to select.
6. To insert the group of items into the grid, click the check mark button.
Sorting Picklist windows
To sort a Picklist window:
o o
In fields that contain character or alphanumeric data such as descriptions, addresses, and invoice numbers, Sage Master Builder sorts data by the value of the first digit. If a field is strictly numeric, then the numbers appear in numerical order. For example, 1100 would appear before 200.
To sort a column in ascending order, click the arrow in the column title.
Function Keys and Shortcuts
In this section:
Function Keys and Shortcuts
Appendix A 666
“Activating keyboard shortcuts with the F10 key”
About function keys
The function keys (F keys) provide quick access to functions or features common throughout Sage
Master Builder.
Key Function
F1
Displays a help topic that is specific to the window in which you are operating.
F2 Displays the calendar.
F3 Displays the Calculator.
F4
F5
F6
F7
Displays data from the selected field (drop-down arrow) in a
Lookup window by entering a search term in the field.
To display the first match found, type the search term (or beginning of term) in the field and press Enter.
Enter wildcards with an asterisk (*) before the search term for exact matches, or with an asterisk and space for all occurrences.
From within the selected field (black, blue down or red arrow) the F5 key will display data in a Lookup window
(black arrow) or bring up the Quick List (blue or red arrows) for the data selected.
If you have a starting point for your search, you can narrow down the search by typing your search in the text box and pressing the F5 key.
To search for the first instance of a number, type your search in the text box and press the F5 key.
Displays the detail window related to a selected record in your text box. An enabled detail button means that the text box has a related window to display. Press F6, or click the detail button.
Displays the Field Properties dialog box, which allows you to set the individual setup and security properties for a text box, list, check box, or grid column, as well as set security for certain menu commands from the main menus. You can also customize the screen, set defaults in specific fields, and set system user prompts.
The F7 key is only available if you are currently logged in as
Supervisor.
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Key Function
F8
Displays a Picklist window from a grid cell of a column that supports Picklist functionality, for example, the Part# and
Assembly# columns.
Important:
If you press F8 on a criteria item that displays a Picklist check mark, such as in the 5-2-3 Compute Payroll window, no Picklist window is displayed. The F5 key, however, will display the Picklist window.
F9
F10
F12
Retrieves the first matching record for a selected search term from an indexed field (with a yellow bar) and allows you to press Page Up and Page Down to move through the records.
Activates keyboard shortcuts for the active window, and the window displays underlined menu commands. For example,
Exit becomes EXit. Pressing the X key, closes the window.
Displays the Executive Dashboard when the program focus is on the main Sage Master Builder window.
Note: Pressing F12 when working in any other Sage Master
Builder window does not display the Executive
Dashboard.
Activating keyboard shortcuts with the F10 key
In Sage Master Builder, you can activate keyboard shortcuts by pressing the F10 key when in a window.
To activate keyboard shortcuts with the F10 key:
5. Open a Sage Master Builder window, for example, 13-3 Report Writer.
6. Press the F10 key.
7. The menu bar items change so that letters are underlined. For example, Exit becomes Exit, Mode becomes Mode, and so forth.
8. To open a menu command, press the key corresponding to its underlined letter. Press M, for example, to open the Mode drop-down menu.
9. The drop-down menu appears with a list of commands. The commands appear with letters underlined. For example, Text, Line, Box, Picture, and so forth.
10. To activate any of the drop-down menu functions in the window, press any of the underlined letters.
Working with the Calendar
In this section:
Working with the Calendar
Appendix A 668
“Selecting dates in the calendar”
“Entering appointments in the calendar”
“Deleting all appointments through a certain date”
About the calendar
Each company uses its own calendar. The calendar lets you schedule employee appointments as well as set the workdays and non-work days. After an appointment is scheduled, the date appears in red and is underlined.
You can display the calendar from most windows by pressing the F2 key or by double-clicking a date box or column.
Setting company days off
You can schedule non-work days in the calendar. For each day that you designate as a non-work day, Sage Master Builder displays Off.
To
Set Saturdays off
Set Sundays off
Do this
On the Options menu, click Saturdays
Off.
On the Options menu, click Sundays
Off.
Set an individual day off
Right-click the selected date.
Selecting dates in the calendar
To select a date in the calendar, in the data control box, type the date (following the MM/DD/YYYY format). Then press the Enter key.
You can use the data control to move day by day or month by month.
Entering appointments in the calendar
To enter appointments in the calendar:
4. On the Sage Master Builder Desktop, do one of the following:
1. Double-click the Calendar icon.
2. Press F2.
5. Click the day on which you wish to schedule an appointment, then on the Edit menu, click Appointment.
6. In the Calendar Appointments window, in the Start and End cells, enter the times when the appointment is to begin and end.
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7. In the Type cell, select the appropriate appointment type.
8. In the Employee cell, select the employee number for the person who has the appointment.
9. In the Client cell, select the client number of the client with whom you are scheduling an appointment.
10. In the Notes cell, enter any information you wish to add regarding the appointment.
11. Click the Save button.
12. Repeat steps 3–8 for each appointment.
Deleting appointments
To delete an appointment:
4. Open the calendar.
5. Select the day of the appointment.
6. On the menu bar, click Edit, then click Appointments.
7. Select the appointment.
8. Press the Delete key.
Deleting all appointments through a certain date
To delete all appointments through a certain date:
4. Open the calendar.
5. Click the last date through which you want to delete appointments.
6. On the Options menu, click Delete Appointments.
Entering appointment types
To enter appointment types:
4. Open the calendar.
5. On the menu bar, click Appointment Types.
6. In the Appointment# cell, enter the appointment number.
7. In the Description cell, enter a description for the type of appointment.
8. Repeat steps 3–4 for each type.
9. From the File menu, select Save.
Working with the Calculator
In this section:
“Selecting the number of decimal places on the calculator”
“Converting measurements on the calculator”
“Using the calculators stored memory”
Displaying the calculator
You can display the calculator from any window, cell or box by pressing F3. The calculator displays the results in a list similar to a calculator tape.
From within some numeric-entry cells in a grid there are several ways to display the calculator.
Working with the Calculator
Appendix A 670
To display the calculator, do one of the following: o o
Enter a number followed by an operator.
Press F3.
Performing calculations
To perform calculations:
4. Select the cell or box in the active window, and open the calculator.
5. Enter the first number in the calculation.
6. Click an operator.
7. Enter the next number in the calculation.
8. Click Enter.
Pasting from the calculator
When you use the calculator, you can paste the results to the selected cell or box in the active window.
To paste from the calculator, do one of the following: o o
Click the check mark button next to the Entry, Memory, or Total boxes.
Use the Copy and Paste commands.
Selecting the number of decimal places on the calculator
To select the number of decimal places, under Places, select the option for the number of decimal places you want.
Converting measurements on the calculator
To convert measurements on the calculator:
4. Open the calculator.
5. Enter the number you want to convert.
6. On the Conversions menu, point to Standard, US to Metric, Metric to US, or Pitch and select the type of conversion you want.
Using the calculators stored memory
You can store a figure in the calculator’s memory for use in future calculations.
To
Place a number in memory
Recall a number in memory
Add a number to memory
Remove a number from memory
Do this
Click the Memory button.
Click the Recall button.
Click the M+ button.
Click the M– button.
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Working With Notes
In this section:
“Pasting text from Word or Excel into Sage Master Builder Notes”
“Entering notes for lines in grids”
“Checking the spelling in notes”
“Inserting client addresses into notes”
“Inserting employee addresses into notes”
“Inserting vendor addresses into notes”
About notes
You can keep notes with each record, which can prove helpful when reviewing data later. You can save notes with individual records, as well as with individual rows in a grid.
Entering notes
IMPORTANT:
When you create a note in a Report Printing window, the note appears on all documents.
To enter a note:
5. On the menu bar, click Notes.
6. Type the note.
7. On the File menu, click Save.
After creating a note, the Create Note button changes to the Notepad button.
Working With Notes
Appendix A 672
Pasting text from Word or Excel into Sage Master Builder Notes
You can paste a selection of text from Word or Excel into any Sage Master Builder Notes window, for example, the notes window on 9-5 Takeoffs.
When you paste into a Notes window, you are pasting unformatted text from your computer’s clipboard.
Because of that, copying the contents of multiple Excel rows and columns and pasting it into a Notes window removes all the row and column structure.
To paste a selection of text from Word or Excel to Sage Master Builder Notes:
6. In Word or Excel, select text, right-click it, and choose Copy.
7. Open a Sage Master Builder Notes window.
8. Right-click once in the window, and choose Paste.
Entering notes for lines in grids
To enter a note for a line in a grid:
4. In the Notes cell, type your note.
5. On the File menu, click Save.
Undoing changes in notes
To undo changes in a note, on the Edit menu click Undo.
IMPORTANT:
You can only undo the last change.
Viewing notes
To view a note, do one of the following:
o o
To view a record note, on the menu bar, click the Notes button.
To view a grid note, from a grid with a Notes column, double-click the Notes cell.
Printing notes
If you want to move the location where notes print on a document, you can modify the form design.
IMPORTANT:
When you create a note in a Report Printing window, the note appears on all documents.
Some notes print with specific reports; other notes function as memos to a specific topic and can only be printed from the notes window itself.
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To print a note, in the Report Printing window, select the Notes or Grid Notes check boxes.
Deleting notes
To delete a note:
4. On the menu bar, do one of the following:
5. For a record note, click the Notes button.
6. For a grid note, double-click the Notes cell.
7. Do one of the following:
1. On the File menu, click New.
2. To erase a portion of a note, select the text and press the Delete key.
8. On the File menu, click Save.
Opening text files
To open a text file:
4. On the File menu, click Open.
5. Select the file, and then click OK.
Checking the spelling in notes
To check the spelling in a note, on the Edit menu click Spell Check.
Inserting dates into notes
To insert a date into a note, on the Insert menu click Date.
Inserting client addresses into notes
To insert a client’s address into a note, on the Insert menu click Client Address.
Inserting employee addresses into notes
To insert an employee address into a note, on the Insert menu click Employee Address.
Inserting vendor addresses into notes
To insert a vendor’s address into a note, on the Insert menu click Vendor Address.
Inserting fields into notes
To insert a field into a note, on the Insert menu, click Fields.
Working with Find and Queries
In this section:
Default Settings
Appendix A 674
About Find queries
Using Find, you can create queries and search for records. When you query a database, Sage
Master Builder locates all the records that match the criteria and displays the results in a Quick
Report window. You can then select a record for display.
Queries are specific to the windows in which you create them. Suppose that in the Accounts
Payable Invoices window you create a query titled Disputed Invoices, which searches for payable invoices assigned status 3-Dispute. You can only find the Disputed Invoices query in the
Accounts Payable Invoices window. It will not appear elsewhere in Sage Master Builder.
After using Find to query a database, Sage Master Builder displays the results in a Quick Report window. You can select a record and click the Drill Down button to display the record. When you are finished examining the record, close the window in which it appeared.
Creating queries
To create a query:
4. On the File menu, click Find.
5. Click New.
6. In the Name box, enter the name of the query.
7. Using the Query Wizard, create the query.
After you create a query, Sage Master Builder automatically saves it.
Running saved queries
To run a saved query:
4. On the File menu, click Find.
5. In the list, click the query you want.
6. Click Run.
Deleting saved queries
To delete a saved query:
4. On the File menu, click Find.
5. In the list, click the query you want.
6. Click Delete.
Default Settings
In this section:
“About customizing Sage Master Builder defaults”
About customizing Sage Master Builder defaults
You can customize many different aspects of Sage Master Builder. For example, by using security groups, you can grant or restrict access to specific windows. Within a window, you can customize
Sage Master Builder Release Notes
675 Appendix A text boxes, lists, check boxes, and columns to increase data entry speed and accuracy. Within each window, you can set up default information, require entries, skip entries, or even limit access to specific security groups.
For example, in the 1-1 Checks/Bank Charges window, you can set the default ledger account number for your checking account in the Account Number box. When you open the window, Sage
Master Builder automatically inserts the account number.
Working with Images
In this section:
“About images included with records”
About images included with records
You can include images with certain types of records. For example, when you assign the image of an employee to the employee’s record, Sage Master Builder displays a thumbnail view in the
Employee window. Sage Master Builder supports the following types of images:
.bmp
,
.jpeg or
.jpg
,
.gif
,
.emf
,
.wmf
, and
.ico
files.
Before assigning an image to a record, the image file must follow a specific naming convention. For example, use a word or words, followed by a space, followed by a number (see below). This lets you keep a series of pictures with a record you can use the same name but change only the number.
After you assign an image file to a record, you can include other image files with similar names.
Suppose you have been taking pictures of the progress at a job site. The latest photo, fourth in the series, is named
BL Johnson 04.bmp
and is assigned to the job record. A thumbnail of the photo appears on the job record. In addition, you can view the three previous photos,
BL Johnson
01.bmp
,
BL Johnson 02.bmp
, and
BL Johnson 03.bmp
from the Image window.
Assigning images to records
You can assign a single image or a series of images to a record. When you include an image in a file,
Sage Master Builder saves a copy to the
Images folder, which is located in the
\MB7\company folder.
For a series of images, the images must use the correct naming convention. Assign each image in the series to the record. Sage Master Builder copies the image files to the appropriate folder for you.
To assign an image to a record:
6. Using the data control, select the record to which you want to assign an image.
7. On the Edit menu, click Image.
8. Click Browse.
9. In the Assign Image dialog box, choose the image you want to assign to the record and click Open.
Working with Templates
Appendix A 676
10. Click OK.
Viewing images
When you display a record that has an image attached to it, a small copy of the image appears in the window. There are several ways to view the image in full.
To view an image, do one of the following:
5. Double-click the small image.
6. On the Edit menu, click Image.
Deleting images
To delete an image:
4. Using the data control, select the record from which you want to delete an image.
5. On the Edit menu, click Image.
6. Click Clear.
7. Click OK.
Working with Templates
In this section:
“Entering file information in Document Tracking”
About templates
Many windows throughout Sage Master Builder let you create templates. A template can include any information you want to provide such as dates, descriptions, or other important information. You can create a template from scratch, or modify an existing record and save it as a template. Unlike a record, you do not have to complete required fields to create a template.
Suppose that you are building homes in a residential subdivision. The budget and proposal for the base design are established and do not vary. Using templates in the 6-4 Change Orders window, you can create a different template for each upgrade. When you are informed which upgrades the home buyer wants, you can load the corresponding templates to create the necessary change orders.
Saving templates
When creating a template, some information is not preserved in the template. For example, Phase information is not saved in the template when creating a template from 3-5 Jobs (Accounts
Receivable); however, you can print a report that shows that information. How?
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To save a template:
5. On the File menu, click Save As Template.
6. On the Save Template window, in the Template Name box, type the name of the template.
7. Click OK.
Loading templates
To load a template:
4. On the File menu, click Load/Delete Template.
5. Select the template you wish to load.
6. Click Load.
Deleting templates
To delete a template:
4. On the File menu, click Load/Delete Template.
5. Select the template you wish to delete.
6. Click Delete.
7. Click Close.
About Document Tracking
IMPORTANT:
The program only displays Document Tracking
(formerly called Attachments) in specific windows and only if you have used Document Tracking with those windows previously.
Document Tracking tracks file information associated with a record. Its functionality is different from that of Attachments, in which you attach files and/or links to records directly. For more information about Attachments, see the topic,
Document Tracking provides a way for you to track file information associated with a record. The
Document Tracking functionality keeps track of many different type of files, such as *.doc (Word document, a *.jpg (graphic), a *.pdf (Adobe portable document format), an *.xls (Excel spreadsheet), and so forth.
A Document Tracking record must contain a Description, and may contain the following: o o o
Number of Copies sent
Return, yes or no?
Any Notes about the file being tracked.
Entering file information in Document Tracking
Document Tracking provide a way for you to track file information associated with a record.
Exporting and Importing Files
Appendix A 678
To enter file information:
5. On the Options menu, click Document Tracking.
6. In the Document column, enter the name of the document.
7. In the Copies column, enter the number of copies sent.
8. In the Return column, you can indicate whether the document has been returned or not. Type Yes if the document has been returned, or No if the document is still out.
9. In the Note column, double-click a cell and type a note as required.
10. On the File menu, click Save.
Exporting and Importing Files
In this section:
“An overview of moving data into and around Sage Master Builder”
“About exporting reports to other programs”
“About Open Database Connectivity (ODBC)”
“Exporting data to PDF format”
“Exporting data in RTF format”
An overview of moving data into and around Sage Master Builder
One of the strengths of Sage Master Builder is that you can move data into and around in Sage
Master Builder in many different ways. Some of the data, such as a template, must be used
“internally,” that is, within a single Sage Master Builder company. Other data can be moved from company to company and transferred to another party, for example, as a budget file. In addition, other data and lists can be imported via special functions and third-party applications.
Sage Master Builder provides standard, Microsoft Windows copy and paste functionality. You can copy and paste data from grid to grid in Sage Master Builder.
In some windows, you can save records as templates that are for use inside a Sage Master Builder company. These are text files, and you cannot email them to an other party to use with a different company. They are for “internal” use within a specific company. A template can be a shell for maintaining a structure for data, or it can be a shell with some data in its structure. Consider that a template is the starting point for working with a set of data.
Other examples of data that can be moved around and into Sage Master Builder are referred to as
“files” and “grid files.” These files and grid files can be considered a different type of template. Sage
Master Builder provides a way for you to import and export these files from one part of Sage Master
Builder to another, for example from 9-5 Takeoffs to 6-2 Budgets. Essentially, files and grid files represent work that is in progress to which you can add data at any time.
A file, such as a takeoff file or a budget file, is an entire unit of data, whereas a grid file is a portion of an entire unit of data. For example, a grid file could be a single phase of a budget or a specific bid item/phase combination of a takeoff. These files and grid files are created in Sage Master Builder for
Sage Master Builder Release Notes
679 Appendix A use in Sage Master Builder only; however, they can be emailed to another party or copied from one
Sage Master Builder company to another.
There are important differences between files and grid files. For example, always import files before entering any other information in the grid because they overwrite any information that you have already entered in the header and grid cells. Grid files, in contrast, insert data at the cursor and do not overwrite the existing content. So you can import a grid file at a certain position in a grid.
You can move data into Sage Master Builder via specialized external imports with such features as adding parts and updating prices using database update services.
Finally, the Sage Master Builder API and third-party applications provide ways to import a variety of specialized data. Finally, the Sage Master Builder API and third-party applications provide ways to import a variety of specialized data. For more information about the Sage Master Builder API, see
Appendix G.
Here is a basic list of ways to move data into and around in Sage Master Builder: o o o o o
Standard copy and paste
Templates
Specialized templates known as files and grid files
External imports, for example price updating service
Third-party applications and the Sage Master Builder API.
About exporting files
Depending on the type of work that you perform, you might need a few files or a large library. Careful thought should go into the creation of each file that you build. The mark of a good file is one that requires little modification. The more you have to change a file to suit a specific situation, the less time it saves you. Remember that a file can include as much or as little information as you want.
You can either use an existing record as the basis for a file or build a file completely from scratch.
When using an existing record, most of the work is already completed. Simply recall the record, modify it to meet your needs, then export it as a file.
About exporting reports to other programs
You can export Sage Master Builder documents for use with other word processing or spreadsheet programs. Using the Generic/Text Only printer driver supplied with your operating system, print the report to a
*.prn
file (a simple ASCII formatted file). You can then open the
*.prn
file in Sage
Master Builder that you want to use. Most programs now use wizards to help you convert the file to the appropriate format.
Before you can create a
*.prn
file, you must install the Generic/Text Only printer driver using the
Windows operating system CD.
About Open Database Connectivity (ODBC)
ODBC allows programs to share database information. The files in Sage Master Builder are ODBCcompliant using the FoxPro version 2.6 database file format. You can access the files using other programs such as Microsoft Excel.
Exporting and Importing Files
Appendix A 680
Sage Master Builder itself is not ODBC-compliant. Sage Master Builder does not let you select an
ODBC format other than FoxPro version 2.6.
Exporting data to PDF format
Adobe® System’s Portable Document Format (
) is a convenient way to control the way your document looks when you send it electronically (such as via email).
There are two ways to export Sage Master Builder Data to PDF format: n n
Click the Adobe PDF button in the toolbar
Export data to the Master Builder PDF driver
To export data using the Adobe PDF button
7. On the toolbar, click the Adobe PDF button.
8. Verify the filename and location in the Export to File dialog box.
9. Click the [Save] button.
To export data in PDF format:
10. On the menu bar, click File, then click Print.
11. Click Master Builder PDF Export in the Printer drop-down list.
Exporting data in RTF format
Rich Text Format (
.rtf
) is a standard file format for word processors and can be sent as an email attachment. Use this option if you want to export a report or document to Microsoft Word or another word processor.
There are two ways to export Sage Master Builder Data to RTF format: n n
Click the Microsoft Word button in the toolbar
Export data to the Master Builder RTF driver
To export data using the Microsoft Word button
7. On the toolbar, click the Microsoft Word button.
8. Verify the filename and location in the Export to File dialog box.
9. Click the [Save] button.
To export data in RTF format:
10. Click Master Builder RTF Export in the Printer drop-down list.
11. On the menu bar, click File, then click Print.
12. Verify the filename and location in the Export to File dialog box.
13. Click the [Save] button.
682
Appendix B: Sage Master Builder Reports
About Sage Master Builder Reports
This section provides a complete list of all Sage Master Builder reports by menu item with their status as locked or unlocked.
General Ledger Reports:
“1-4 Recurring Journal Transactions”
Accounting Reports
“2-3 Income Statement Reports”
“2-7 Chart of Accounts Reports”
“2-9 Statement of Cash Flows Reports”
Receivable Reports
“3-1-2 Receivable Invoice List”
Sage Master Builder Release Notes
683 Appendix B
“3-1-4 Receivable Journal-Ledger”
“3-1-9 Overdue Receivable Reminders”
“3-2 Receivable Invoices-Credits”
Accounts Payable Reports
“4-1-4 Payable Journal-Ledger”
“4-1-5 Vendor Payment Journal”
“4-2 Payable Invoices-Credits”
“4-4 Vendors (Accounts Payable)”
“4-7-4 Enter Recurring Charges”
“4-7-5 Reconcile Credit Card Statements”
Payroll Reports
“5-1-2 Payroll Check Register”
“5-1-6 Certified Payroll Report”
“5-2-5 Direct Deposit File Manager”
“5-5-4 Daily Equipment Reports”
Project Management Reports
“6-1-4-1 Job Profitability Report information”
“6-1-4-71 Job Income Statement Report information”
“6-1-7 Over-Under Billing Report”
About Sage Master Builder Reports
Appendix B 684
Sage Master Builder Release Notes
685 Appendix B
“6-1-12 Committed Cost Report”
“6-4-3 Print Subcontract Orders”
“6-4-5 Subcontract Change List”
“6-6-4 Purchase Order Materials”
“6-11-1 Requests for Proposal”
“6-11-2 Requests for Information”
Utilities Reports
Equipment Management Reports
“8-1-2 Equipment Cost Journal”
“8-1-3 Equipment Journal-Ledger”
“8-1-4 Equipment Management Reports”
“8-1-5 Equipment Maintenance Reports”
“8-1-7 Equipment Revenue Journal”
Estimating Reports
Scheduling Reports
About Sage Master Builder Reports
Appendix B 686
Sage Master Builder Release Notes
687 Appendix B
“10-1-3 Schedule Resource Reports”
“10-1-4 Subcontract Call Sheet”
“10-1-6 Original-Actual Report”
Service Receivables Reports
“11-1-4 Service Journal-Ledger”
“11-1-6 Service Employee Reports”
“11-1-7 Service Advertising Reports”
“11-1-8 Service Resource Reports”
“11-1-11 Overdue Service Reminders”
“11-2 Work Orders-Invoices-Credits”
Inventory Reports
“12-1-3 Inventory Journal-Ledger”
“12-1-4 Inventory Order Report”
“12-4 Purchase Order Receipts”
1-General Ledger Reports
1-1 Checks-Bank Charges
Report Name
21 - Cash Checks
1-2 Deposits-Interest
Locked
Report Name
21 - Deposit
1-3 Journal Transactions
Report Name
21 - Journal Transaction Record
1-4 Recurring Journal Transactions
Locked
Locked
Report Name
21 - Recurring Journal Transaction Record
22 - Recurring Journal Transaction Record~with Notes
31 - Recurring Journal Transactions List
Locked
No
No
No
1-5 Bank Reconciliation
Locked Report Name
21 - Bank Reconciliation
1-7 General Ledger Accounts
Report Name
21 - General Ledger Account Record
Locked
No
1-7 Subsidiary Account
Report Name
21 - General Ledger Subaccount Record
1-8 General Ledger Setup
Report Name
21 - General Ledger Setup
Locked
No
Locked
1-General Ledger Reports
Appendix B 688
Sage Master Builder Release Notes
689 Appendix B
2-Accounting Reports
Accounting Reports
For a complete listing of accounting reports, see Chapter 3,
.
3-Accounts Receivable Reports
3-1-1 Receivable List
Report Name
21 - Job List
22 - Job List~by Client
23 - Job List~with Notes
26 - Job List~Alpha
27 - Job List~by Client; Alpha
28 - Job List~Alpha; with Notes
31 - Job List~Long
32 - Job List~Long; by Client
41 - Contracts
42 - Contracts~by Client
43 - Contracts~Alpha
45 - Contracts~by Client; with Notes
51 - Job Liens
53 - Job Liens~with Notes
61 - Job Balances
62 - Job Balances~by Job Type
63 - Job Balances~by Job Type; with Notes
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
3-1-2 Receivable Invoice List
Report Name
21 - AR Invoice List
22 - AR Invoice List~with Notes
23 - AR Invoice List~with Payments
31 - AR Invoice List~by Job
32 - AR Invoice List~by Job; with Notes
33 - AR Invoice List~by Job; with Payments
36 - AR Invoice List~Alpha; by Job
37 - AR Invoice List~Alpha; by Job; with Notes
38 - AR Invoice List~Alpha; by Job; with Payments
41 - AR Invoice List~by Client/Job
42 - AR Invoice List~by Client/Job; with Notes
43 - AR Invoice List~by Client/Job; with Payments
46 - AR Invoice List~Alpha; by Client/Job
47 - AR Invoice List~Alpha; by Client/Job; with Notes
48 - AR Invoice List~Alpha; by Client/Job; with
Payments
51 - AR Invoice List~Long
52 - AR Invoice List~Long; with Notes
53 - AR Invoice List~Long; with Payments
61 - AR Invoice List~Long; by Job
62 - AR Invoice List~Long; by Job; with Notes
66 - AR Invoice List~Long; Alpha; by Job
67 - AR Invoice List~Long; Alpha; by Job; with Notes
71 - AR Invoice List~Long; by Client/Job
72 - AR Invoice List~Long; by Client/Job; with Notes
73 - AR Invoice List~Long; by Client/Job; with
Payments
76 - AR Invoice List~Long; Alpha; by Client/Job
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
3-Accounts Receivable Reports
Appendix B 690
Sage Master Builder Release Notes
691 Appendix B
Report Name
77 - AR Invoice List~Long; Alpha; by Client/Job; with
Notes
78 - AR Invoice List~Long; Alpha; by Client/Job; with
Payments
3-1-3 Receivable Aging
Report Name
21 - AR Invoice Aging
26 - AR Invoice Aging~Land
31 - Job Current Aging
32 - Job Current Aging~Alpha
36 - Job Current Aging~Land
37 - Job Current Aging~Land; Alpha
41 - Job Period Aging
42 - Job Period Aging~Alpha
46 - Job Period Aging~Land
47 - Job Period Aging~Land; Alpha
3-1-4 Receivable Journal-Ledger
Report Name
21 - Receivable Journal
31 - Receivable Journal~Cash Receipts
41 - Receivable Journal~Income
51 - Receivable Ledger
Locked
No
No
Locked
Yes
Yes
No
No
No
No
No
No
No
No
Locked
Yes
Yes
Yes
Yes
3-1-5 Receivable Call Sheet
Report Name
21 - A/R Call Sheet
22 - A/R Call Sheet~with Client Notes
23 - A/R Call Sheet~with Job Notes
24 - A/R Call Sheet~with Client and Job Notes
26 - A/R Call Sheet~Alpha
27 - A/R Call Sheet~Alpha; with Client Notes
28 - A/R Call Sheet~Alpha; with Job Notes
29 - A/R Call Sheet~Alpha; with Client and Job Notes
31 - A/R Call Sheet~with Invoice Detail
32 - A/R Call Sheet~with Invoice Detail and Client
Notes
33 - A/R Call Sheet~with Invoice Detail and Job Notes
34 - A/R Call Sheet~with Invoice Detail, Client and Job
Notes
36 - A/R Call Sheet~Alpha; with Invoice Detail
37 - A/R Call Sheet~Alpha; with Invoice Detail and
Client Notes
38 - A/R Call Sheet~Alpha; with Invoice Detail and Job
Notes
39 - A/R Call Sheet~Alpha; with Invoice Detail, Client and Job Notes
41 - A/R Aged Call Sheet
42 - A/R Aged Call Sheet~with Client Notes
43 - A/R Aged Call Sheet~with Job Notes
44 - A/R Aged Call Sheet~with Client and Job Notes
46 - A/R Aged Call Sheet~Alpha
47 - A/R Aged Call Sheet~Alpha; with Client Notes
48 - A/R Aged Call Sheet~Alpha; with Job Notes
49 - A/R Aged Call Sheet~Alpha; with Client and Job
Notes
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
3-Accounts Receivable Reports
Appendix B 692
Sage Master Builder Release Notes
693 Appendix B
Report Name
51 - A/R Aged Call Sheet~with Invoice Detail
52 - A/R Aged Call Sheet~with Invoice Detail and
Client Notes
53 - A/R Aged Call Sheet~with Invoice Detail and Job
Notes
54 - A/R Aged Call Sheet~with Invoice Detail, Client and Job Notes
56 - A/R Aged Call Sheet~Alpha; with Invoice Detail
57 - A/R Aged Call Sheet~Alpha; with Invoice Detail and Client Notes
58 - A/R Aged Call Sheet~Alpha; with Invoice Detail and Job Notes
59 - A/R Aged Call Sheet~Alpha; with Invoice Detail,
Client and Job Notes
3-1-6 Client List
Report Name
21 - Client List
22 - Client List~with Notes
31 - Client List~Alpha
32 - Client List~Alpha; with Notes
41 - Client List~Long
42 - Client List~Long; Alpha
3-1-7 Client Documents
Report Name
31 - Client Mail Label~Sheet
41 - Client Mail Label~Tractor Feed
Locked
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
Locked
No
No
3-1-8 Job Documents
Report Name
31 - Job Mail Label~Sheet
41 - Job Mail Label~Tractor Feed
3-1-9 Overdue Receivable Reminders
Report Name
21 - Overdue Receivable Reminders
3-1-10 Pre-Lien Notices
Report Name
21 - Pre-Lien Notice
31 - Pre-Lien Notice~CA Public Works
3-1-11 Sales Tax Report
Report Name
21 - Sales Tax Report
31 - Sales Tax Report~with Invoice Detail
3-2 Receivable Invoices-Credits
Report Name
21 - Receivable Invoice
22 - Receivable Invoice~with Notes
23 - Receivable Invoice~Retention
24 - Receivable Invoice~Retention; with Notes
26 - Receivable Invoice~Paid
27 - Receivable Invoice~Paid with Notes
31 - Receivable Credit
32 - Receivable Credit~with Notes
36 - Receivable Credit~Paid
37 - Receivable Credit~Paid with Notes
Locked
No
No
Locked
No
Locked
No
No
Locked
No
No
Locked
No
No
No
No
No
No
No
No
No
No
3-Accounts Receivable Reports
Appendix B 694
Sage Master Builder Release Notes
695 Appendix B
3-3 Cash Receipts
Report Name
21 - Cash Receipts~Land
31 - Cash Receipts
3-4 Statements
Report Name
21 - Job Statements
22 - Client Service Statements
23 - Client Contract Statements
24 - Combined Statements
3-5 Jobs (Accounts Receivable)
Report Name
21 - Job Record
31 - Job Record~With Notes
3-6 Receivable Clients
Report Name
21 - Client Record
31 - Client Record~With Notes
Locked
Yes
Yes
Locked
Yes
Yes
Yes
Yes
Locked
No
No
Locked
No
No
3-7 Progress Billing
Report Name
21 - Progress Billing~by Cost Code
22 - Progress Billing~by Cost Code; Rounded
23 - Progress Billing~by Cost Code; with Description
24 - Progress Billing~by Cost Code; with Description;
Rounded
31 - Progress Billing~by Division
32 - Progress Billing~by Division; Rounded
33 - Progress Billing~by Division; with Description
34 - Progress Billing~by Division; with Description;
Rounded
41 - Progress Billing~with Description
42 - Progress Billing~with Description; Rounded
51 - AIA Form Fill~by Cost Code
52 - AIA Form Fill~by Cost Code; Rounded
56 - AIA Form Fill~with Description
57 - AIA Form Fill~with Description; Rounded
61 - Progress Sheet~by Cost Code; Rounded
62 - Progress Sheet~by Cost Code; with Description;
Rounded
71 - Progress Sheet~by Division; Rounded
72 - Progress Sheet~by Division; with Description;
Rounded
81 - Progress Sheet~with Description; Rounded
3-8 Loan Draw Requests
Report Name
21 - Loan Draw Request
26 - Loan Draw Request~Description
31 - Loan Draw Request Sheet
36 - Loan Draw Request Sheet~Description
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
3-Accounts Receivable Reports
Appendix B 696
Sage Master Builder Release Notes
697 Appendix B
3-9 Unitary Billing
Report Name
21 - Unitary Billing
31 - Unitary Sheet
3-10-1 T & M Billing Setup
Report Name
21 - T&M Billing Setup
Locked
No
No
Locked
No
3-10-3 Print T&M Invoices
Report Name
21 - T&M Invoice~by Cost Type
22 - T&M Invoice~by Cost Type; with Employee
23 - T&M Invoice~by Cost Type; with Employee and
Hours
26 - T&M Invoice~by Cost Type; with Taxable
27 - T&M Invoice~by Cost Type; with Taxable and
Employee
28 - T&M Invoice~by Cost Type; with Taxable,
Employee and Hours
31 - T&M Invoice~by Cost Code
32 - T&M Invoice~by Cost Code; with Employee
33 - T&M Invoice~by Cost Code; with Employee and
Hours
36 - T&M Invoice~by Cost Code; with Taxable
37 - T&M Invoice~by Cost Code; with Taxable and
Employee
38 - T&M Invoice~by Cost Code; with Taxable,
Employee and Hours
41 - T&M Invoice~Land; by Cost Type; with Taxable
42 - T&M Invoice~Land; by Cost Type; with Taxable and Employee
43 - T&M Invoice~Land; by Cost Type; with Taxable,
Employee and Hours
51 - T&M Invoice~Land; by Cost Code; with Taxable
52 - T&M Invoice~Land; by Cost Code; with Taxable and Employee
53 - T&M Invoice~Land; by Cost Code; with Taxable,
Employee and Hours
61 - T&M Parts Invoice Detail Addendum
91 - T&M~Detail Worksheet~with Total Markup
Percentage
Locked
No
No
No
No
No
No
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
3-Accounts Receivable Reports
Appendix B 698
Sage Master Builder Release Notes
699 Appendix B
Report Name
92 - T&M~Detail Worksheet~with Gross Margin
Percentage
3-10-5 T&M Wage Rates
Report Name
21 - T&M Wage Rates
31 - T&M Wage Rates~with Notes
3-10-6 T&M Equipment Rates
Report Name
21 - T&M Equipment Rates
31 - T&M Equipment Rates~with Notes
Locked
No
Locked
No
No
Locked
No
No
3-10-7 T&M Journal
Report Name
21 - T&M Journal
22 - T&M Journal~Include Open Billing Status
26 - T&M Journal~with Notes
27 - T&M Journal~Include Open Billing Status; with
Notes
31 - T&M Journal~by Job
32 - T&M Journal~by Job; Include Open Billing Status
36 - T&M Journal~by Job; with Notes
37 - T&M Journal~by Job; Include Open Billing Status; with Notes
41 - T&M Journal~by Cost Code
42 - T&M Journal~by Cost Code; Include Open Billing
Status
46 - T&M Journal~by Cost Code; with Notes
47 - T&M Journal~by Cost Code; Include Open Billing
Status; with Notes
51 - T&M Journal~by Cost Type
52 - T&M Journal~by Cost Type; Include Open Billing
Status
56 - T&M Journal~by Cost Type; Include Notes
57 - T&M Journal~by Cost Type; Include Open Billing
Status; with Notes
3-10-8 T&M Summary
Report Name
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
Yes
Yes
Yes
Yes
3-Accounts Receivable Reports
Appendix B 700
Sage Master Builder Release Notes
701 Appendix B
4-Accounts Payable Reports
4-1-1 Vendor List
Report Name
21 - Vendor List
22 - Vendor List~by Vendor Type
23 - Vendor List~Alpha
26 - Vendor List~with Notes
27 - Vendor List~by Vendor Type; with Notes
28 - Vendor List~Alpha; with Notes
31 - Vendor List~Long
32 - Vendor List~Long; by Vendor Type
33 - Vendor List~Long; Alpha
36 - Vendor List~Long; with Notes
37 - Vendor List~Long; by Vendor Type; with Notes
38 - Vendor List~Long; Alpha; with Notes
41 - Insurance Report
42 - Insurance Report~by Vendor Type
43 - Insurance Report~Alpha
46 - Insurance Report~with Notes
47 - Insurance Report~by Vendor Type; with Notes
48 - Insurance Report~Alpha; with Notes
51 - Vendor Balances
52 - Vendor Balances~Alpha
53 - Vendor Balances~by Vendor Type
54 - Vendor Balances~by Vendor Type; with Notes
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
4-1-2 Payable Invoice List
Report Name
21 - AP Invoice List
22 - AP Invoice List~with Notes
23 - AP Invoice List~with Payments
31 - AP Invoice List~by Vendor
32 - AP Invoice List~by Vendor; wth Notes
33 - AP Invoice List~by Vendor; with Payments
36 - AP Invoice List~Alpha; by Vendor
37 - AP Invoice List~Alpha; by Vendor; with Notes
38 - AP Invoice List~Alpha; by Vendor; with Payments
41 - AP Invoice List~by Vendor/Job
42 - AP Invoice List~by Vendor/Job; with Notes
43 - AP Invoice List~by Vendor/Job; with Payments
44 - AP Invoice List~Alpha; by Vendor/Job
45 - AP Invoice List~Alpha; by Vendor/Job; with Notes
46 - AP Invoice List~Alpha; by Vendor/Job; with
Payments
47 - AP Invoice List~Alpha; by Job/Vendor
48 - AP Invoice List~Alpha; by Job/Vendor; with Notes
49 - AP Invoice List~Alpha; by Job/Vendor; with
Payments
51 - AP Invoice List~Land
52 - AP Invoice List~Land; with Notes
53 - AP Invoice List~Land; with Payments
61 - AP Invoice List~Land; by Vendor
62 - AP Invoice List~Land; by Vendor; with Notes
63 - AP Invoice List~Land; by Vendor; with Payments
66 - AP Invoice List~Land; Alpha; by Vendor
67 - AP Invoice List~Land; Alpha; by Vendor; with
Notes
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
4-Accounts Payable Reports
Appendix B 702
Sage Master Builder Release Notes
703 Appendix B
Report Name
68 - AP Invoice List~Land; Alpha; by Vendor; with
Payments
71 - AP Invoice List~Land; by Vendor/Job
72 - AP Invoice List~Land; by Vendor/Job; with Notes
73 - AP Invoice List~Land; by Vendor/Job; with
Payments
74 - AP Invoice List~Land; Alpha; by Vendor/Job
75 - AP Invoice List~Land; Alpha; by Vendor/Job; with
Notes
76 - AP Invoice List~Land; Alpha; by Vendor/Job; with
Payments
77 - AP Invoice List~Land; Alpha; by Job/Vendor
78 - AP Invoice List~Land; Alpha; by Job/Vendor; with
Notes
79 - AP Invoice List~Land; Alpha; by Job/Vendor; with
Payments
81 - AP Invoice List~Long
82 - AP Invoice List~Long; with Notes
83 - AP Invoice List~Long; with Payments
84 - AP Invoice List~Long; by Vendor
85 - AP Invoice List~Long; by Vendor; with Notes
86 - AP Invoice List~Long; by Vendor; with Payments
87 - AP Invoice List~Long; Alpha; by Vendor
88 - AP Invoice List~Long; Alpha; by Vendor; with
Notes
89 - AP Invoice List~Long; Alpha; by Vendor; with
Payments
96 - AP Ledger Distribution
97 - AP Ledger Distribution~with Detail
99 - AP Job Cost Audit
Locked
No
No
No
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
4-1-3 Payable Aging
Report Name
21 - AP Invoice Aging
26 - AP Invoice Aging~Land
31 - Vendor Current Aging
32 - Vendor Current Aging~Alpha
36 - Vendor Current Aging~Land
37 - Vendor Current Aging~Land; Alpha
41 - Vendor Period Aging
42 - Vendor Period Aging~Alpha
46 - Vendor Period Aging~Land
47 - Vendor Period Aging~Land; Alpha
4-1-4 Payable Journal-Ledger
Report Name
21 - Payable Journal
31 - Payable Invoice Journal
41 - Payable Journal~Checks
51 - Payable Ledger
4-1-5 Vendor Payment Journal
IMPORTANT:
The 4-1-5-31 Vendor Worker's Comp Report requires that the Workers’ Compensation insurance certificate information be in Row 1 of the Certificates window grid. To verify that Workers’ Compensation insurance certificate information is in Row 1, see this topic for entering vendor certificate information.
Locked
Yes
Yes
Yes
Yes
Locked
Yes
Yes
No
No
No
No
No
No
No
No
Report Name
21 - Vendor Payments
31 - Vendor Workers Comp Report
41 - Job Payments
Locked
Yes
Yes
No
4-Accounts Payable Reports
Appendix B 704
Sage Master Builder Release Notes
705 Appendix B
Report Name
42 - Job Payments~Alpha
51 - Payable Check Details~Alpha by Vendor
52 - Payable Check Details~Job; by Vendor Alpha
4-1-6 Vendor Documents
Report Name
31 - Vendor Mail Label~Sheet
41 - Vendor Mail Label~Tractor Feed
51 - Expired Certificates Letter
4-2 Payable Invoices-Credits
Report Name
21 - Payable Invoice
22 - Payable Invoice~With Notes
4-3 Check Report
Report Name
21 - Check Transmittal Report
4-3 Checks
Report Name
21 - Open Stub
22 - Formatted Stub
23 - No Job Stub
Locked
No
No
No
Locked
No
No
No
Locked
No
No
Locked
Yes
Locked
Yes
Yes
Yes
4-3 Lien Waivers
Report Name
21 - Lien Waiver
22 - Lien Waiver~Hide Discount
26 - Lien Waiver~By Alpha
27 - Lien Waiver~By Alpha, Hide Discount
31 - Lien Waiver 2
36 - Lien Waiver 2~By Alpha
41 - Lien Waiver 4
46 - Lien Waiver 4~By Alpha
4-3 Set to Pay Report
Report Name
21 - Set to Pay Report
31 - Set to Pay Report~by Vendor/Job
41 - Set to Pay Report~by Job/Vendor
51 - Set to Pay~Vendor Totals
56 - Set to Pay~Vendor Totals; Alpha
61 - Set to Pay~Job Totals
66 - Set to Pay~Job Totals; Alpha
4-3 Voucher
Report Name
21 - Voucher
4-4 Vendors (Accounts Payable)
Report Name
21 - Vendor Record
31 - Vendor Record~with Notes
Locked
No
No
No
No
No
No
No
Locked
Yes
Locked
No
No
Locked
No
No
No
No
No
No
No
No
4-Accounts Payable Reports
Appendix B 706
Sage Master Builder Release Notes
707 Appendix B
4-5 Vendor 1099
Report Name
21 - 1099 Form
31 - Vendor 1099 Report
32 - Vendor 1099 Report~Alpha
4-6 Recurring Payables
Report Name
21 - Recurring Payable Record
22 - Recurring Payable Record~with Notes
31 - Recurring Payable List
32 - Recurring Payable List~with Notes
4-7-3 Credit Card Receipts
Report Name
21 - Credit Card Receipt
4-7-4 Enter Recurring Charges
Report Name
21 - Recurring Charges Record
22 - Recurring Charges Record~with Notes
31 - Recurring Charges List
32 - Recurring Charges List~with Notes
4-7-5 Reconcile Credit Card Statements
Report Name
21 - Credit Card Reconciliation
Locked
No
No
No
Locked
No
No
No
No
Locked
No
Locked
No
No
No
No
Locked
Yes
5-Payroll Reports
5-1-1 Employee List
Report Name
21 - Employee List
22 - Employee List~with Pay Rates
23 - Employee List~by Position
26 - Employee List~with Earnings
27 - Employee List~with Earnings and Pay Rates
31 - Employee List~Alpha
32 - Employee List~Alpha; with Pay Rates
36 - Employee List~Alpha; with Earnings
37 - Employee List~Alpha; with Earnings and Pay
Rates
41 - Employee Licenses
46 - Employee Licenses~Alpha
51 - Employee Training Report
56 - Employee Training Report~Alpha
5-1-2 Payroll Check Register
Report Name
21 - Payroll Check Register~with Calculations
36 - Payroll Check Register~by Employee
37 - Payroll Check Register~by Position/Employee
39 - Payroll Check Register~Alpha
41 - Payroll Check Register~Totals Page
51 - Payroll Check Register~Long
56 - Payroll Check Register~Long; by Employee
57 - Payroll Check Register~Long; by
Position/Employee
59 - Payroll Check Register~Long; Alpha
Locked
Yes
No
No
No
Yes
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
5-Payroll Reports
Appendix B 708
Sage Master Builder Release Notes
709 Appendix B
5-1-3 Federal Tax Report
Report Name
21 - Federal Tax Report
31 - Federal Tax Report~Long
5-1-4 State Tax Report
Report Name
21 - State Tax Report
31 - State Tax Report~Long
41 - Local Tax Report
46 - Local Tax Report~with Differential
51 - Local Tax Report~City Detail; by Site
53 - Local Tax Report~City Detail; by Residence
56 - Local Tax Report~City Totals; by Site
58 - Local Tax Report~City Totals; by Residence
61 - State Quarterly Wage Report
66 - Quarterly Earnings
5-1-5 Workers Comp Report
Report Name
21 - Workers’ Comp Report
57 - Workers’ Comp Report~Delaware
82 - Workers’ Comp Report~Nevada
83 - Workers’ Comp Report~New York
84 - Workers’ Comp Report~Ohio
86 - Workers’ Comp Report~Oregon
87 - Workers’ Comp Report~Pennsylvania
93 - Workers’ Comp Report~Utah
96 - Workers’ Comp Report~Washington
99 - Workers’ Comp Report~Wyoming
Locked
Yes
Yes
Locked
Yes
Yes
No
No
No
No
No
No
Yes
Yes
Locked
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
5-1-6 Certified Payroll Report
Report Name
21 - Certified Payroll Report
26 - Certified Payroll Report~No Work
31 - Department of Labor
36 - Department of Labor~No Work
41 - Minority Report
51 - Alaska Certified Payroll
56 - Alaska Certified Payroll~No Work
5-1-7 Union Reports
Report Name
21 - Union Report
26 - Weekly Union Report
31 - Union Paygroup Report
36 - Paygroup Summary
5-1-8 Hours Report
Report Name
21 - Employee Hours
22 - Employee Hours~by Position
31 - Employee Hours~Alpha
32 - Employee Hours~Alpha; by Position
41 - Job Hours
51 - Job Hours~Alpha
61 - Paygroup Hours
71 - Paygroup Hours~Alpha
Locked
Yes
No
Yes
No
Yes
Yes
No
Locked
Yes
Yes
Yes
Yes
Locked
No
No
No
No
No
No
No
No
5-Payroll Reports
Appendix B 710
Sage Master Builder Release Notes
711 Appendix B
5-1-9 Ytd-Qtd Earnings
Report Name
21 - Quarter One Earnings
22 - Quarter Two Earnings
23 - Quarter Three Earnings
24 - Quarter Four Earnings
26 - Quarter One Earnings~Skip 0 Earnings
27 - Quarter Two Earnings~Skip 0 Earnings
28 - Quarter Three Earnings~Skip 0 Earnings
29 - Quarter Four Earnings~Skip 0 Earnings
31 - YTD Earnings
33 - YTD Earnings~Alpha
41 - YTD/QTD Earnings~Long
43 - YTD/QTD Earnings~Alpha; Long
5-1-10 Employee Documents
Report Name
21 - Employee Label~Sheet
31 - Employee Label~Tractor Feed
5-2-1 Employees
Report Name
21 - Employee Record
22 - Employee Record~with Notes
31 - Employee Record~with Earnings
32 - Employee Record~with Earnings and Notes
41 - Employee Record~Calculations
51 - Employee Direct Deposit Accounts
52 - Employee Direct Deposit Prenotification
Locked
No
No
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
5-2-2 Payroll Records
Report Name
21 - Payroll Record
22 - Payroll Record~with Timecard Details
23 - Payroll Record~with Calculations
26 - Payroll Record~with Timecard Details and
Calculations
31 - Payroll Record~by Employee
32 - Payroll Record~by Employee; with Timecard
Details
33 - Payroll Record~by Employee; with Calculations
36 - Payroll Record~by Employee, with Timecard
Details and Calculations
42 - Payroll Record~Land; with Timecard Details
5-2-4 Payroll Checks
Report Name
21 - Payroll Checks
22 - Payroll Checks~Direct Deposit
31 - Payroll Check~with Paygroup Year to Date
32 - Payroll Check~Direct Deposit with Paygroup Year to Date
36 - Payroll Check~with Paygroup Compensation
37 - Payroll Check~Direct Deposit with Paygroup
Compensation
5-2-5 Direct Deposit File Manager
Report Name
21 - Direct Deposit File Report
Locked
No
No
No
No
No
No
No
No
No
Locked
Yes
Yes
Yes
Yes
Yes
Yes
Locked
Yes
5-Payroll Reports
Appendix B 712
Sage Master Builder Release Notes
713 Appendix B
5-2-7 Compensation Slips
Report Name
21 - Compensation Slip
31 - Compensation Slip~Alpha
5-2-8 Timecard Journal
Report Name
21 - Timecard Journal
22 - Timecard Journal~with Notes
31 - Timecard Journal~by Employee
32 - Timecard Journal~by Employee; with Notes
41 - Timecard Journal~by Alpha
42 - Timecard Journal~by Alpha; with Notes
51 - Timecard Journal~Long
52 - Timecard Journal~Long; with Notes
61 - Timecard Journal~Long; by Employee
62 - Timecard Journal~Long; by Employee; with Notes
71 - Timecard Journal~Long; Alpha
72 - Timecard Journal~Long; Alpha; with Notes
5-3-1 Payroll Calculations
Report Name
21 - Calculation List
31 - Payroll Calculations~Long
41 - Payroll Calculations~with Detail
5-3-4 Paygroups
Report Name
21 - Paygroup List
22 - Paygroup List~with Benefits
31 - Paygroup List~with Notes
32 - Paygroup List~with Benefits and Notes
Locked
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
Locked
No
No
No
Locked
No
No
No
No
5-5-1 Daily Payroll Entry
Report Name
21 - Daily Payroll Report
26 - Daily Payroll Report~with Notes
31 - Daily Payroll Report~by Employee
36 - Daily Payroll Report~by Employee; with Notes
41 - Daily Payroll Report~by Job
46 - Daily Payroll Report~by Job; with Notes
5-5-2 Daily Job Reports
Report Name
21 - Daily Job Report
5-5-3 Daily Labor Reports
Report Name
21 - Daily Labor Report
26 - Daily Labor Report~with Notes
31 - Daily Labor Report~by Employee
36 - Daily Labor Report~by Employee; with Notes
41 - Daily Labor Report~by Job
46 - Daily Labor Report~by Job; with Notes
5-5-4 Daily Equipment Reports
Report Name
21 - Daily Equipment Report
26 - Daily Equipment Report~with Notes
6-Project Management Reports
Locked
Yes
Locked
No
No
No
No
No
No
Locked
No
No
Locked
No
No
No
No
No
No
6-Project Management Reports
Appendix B 714
Sage Master Builder Release Notes
715 Appendix B
6-1-1 Job Status Report
Report Name
21 - Job Status Report
31 - Job Status Report~Land
Locked
Yes
Yes
6-1-2 Job Cost Journal
Report Name
21 - Job Cost Journal
22 - Job Cost Journal~(separate reports)
23 - Job Cost Journal~with Notes
24 - Job Cost Journal~with Notes (separate reports)
31 - Job Cost Journal~by Job
32 - Job Cost Journal~by Job (separate reports)
33 - Job Cost Journal~by Job; with Notes
34 - Job Cost Journal~by Job; with Notes (separate reports)
41 - Job Cost Journal~by Job/Cost Code
42 - Job Cost Journal~by Job/Cost Code (separate reports)
43 - Job Cost Journal~by Job/Cost Code; with Notes
44 - Job Cost Journal~by Job/Cost Code; with Notes
(Separate Reports)
47 - Job Cost Journal~Actual/Budget; by Cost Code
(Separate Reports) 06-01-02-47
Note: This report was formerly entitled Job Cost
Journal~by Cost Code; with Budget (Separate Report)
06-01-02-47
48 - Job Cost Journal~by Job/Cost Code with Hours
49 - Job Cost Journal~by Job/Cost Code with Hours and Notes
51 - Job Cost Journal~by Job/Phase/Cost Code
52 - Job Cost Journal~by Job/Phase/Cost Code
(separate reports)
53 - Job Cost Journal~by Job/Phase/Cost Code; with
Notes
54 - Job Cost Journal~by Job/Phase/Cost Code; with
Notes (separate reports)
61 - Job Cost Journal~by Vendor
Locked
No
No
No
No
No
No
No
No
No
No
No
No
Yes
No
No
No
No
No
No
No
6-Project Management Reports
Appendix B 716
Sage Master Builder Release Notes
717 Appendix B
Report Name
62 - Job Cost Journal~by Vendor (separate reports)
63 - Job Cost Journal~by Vendor; with Notes
64 - Job Cost Journal~by Vendor; with Notes (separate reports)
Locked
No
No
No
6-1-3 Job Labor Journal
Report Name
21 - Job Labor Journal
22 - Job Labor Journal~by Job
23 - Job Labor Journal~by Job/Cost Code
24 - Job Labor Journal~by Job/Phase/Cost Code
26 - Job Labor Journal~with Notes
27 - Job Labor Journal~by Job; with Notes
28 - Job Labor Journal~by Job/Cost Code; with Notes
29 - Job Labor Journal~by Job/Phase/Cost Code; with
Notes
31 - Job Labor Totals~by Job
32 - Job Labor Totals~by Job/Cost Code
33 - Job Labor Totals~by Job/Phase/Cost Code
6-1-4 Job Summary Report
Report Name
21 - Job Cost Summary
31 - Job Cost Summary~Long
41 - Job Cost Summary~by Phase
51 - Job Billing Summary
61 - Job Profitability~Combined Contract and Service
71 - Job Income Statement
Locked
No
No
No
No
No
No
No
No
No
No
No
Locked
Yes
Yes
Yes
Yes
Yes
Yes
6-Project Management Reports
Appendix B 718
6-1-4-1 Job Profitability Report information
IMPORTANT:
A client must be entered in the Client text box on the 3-
5 Jobs (Accounts Receivable) window for the service receivable invoice to be included in the Service
Billing. If you use a specific client in the report selection criteria that is not included on the 3-5 Jobs window, you may get the message “No Matching Records
Found.”
Service billing and contract billing do not include sales tax.
6-1-4-71 Job Income Statement Report information
This report provides a job-by-job profit and loss (gross profit) view of each of your jobs and phases. It lists total accounts receivable and service billing by job, and then subtracts related job costs by cost type. The report foots to gross profit per job and also shows the percentage profit each job and phase contributes to the total for all jobs. The following lists some of its features: o o o o o o
Lists job costs by cost type
Lists gross profit and percentage profit for each job and phase
Lists Accounts Receivable and Service Receivable billing
If a specific period isn't selected, then the report displays periods 0-12
Each job is a separate page
Each phase is a separate page (if phase is a criteria)
6-1-5 Current Cost Summary
Report Name
21 - Current Cost Summary
31 - Buy Out Report~PO’s Only
36 - Buy Out Report~PO’s and Subcontracts
Locked
Yes
Yes
Yes
Sage Master Builder Release Notes
719 Appendix B
6-1-6 Job Cost Totals
Report Name
21 - Job Cost Totals~Land; by Job
26 - Job Cost Totals~Land; Alpha; by Job
31 - Job Cost Totals~Land; by Job/Division
36 - Job Cost Totals~Land; Alpha; by Job/Division
41 - Job Cost Totals~Land; by Job/Phase
46 - Job Cost Totals~Land; Alpha; by Job/Phase
6-1-7 Over-Under Billing Report
Report Name
21 - Over/Under Billings
6-1-8 Bonding Report
Report Name
21 - Bonding Report
6-1-9 Budgets
Report Name
21 - Budget~Land (separate reports)
22 - Budget~Land; by Division (separate reports)
26 - Budget~Land; with Notes (separate reports)
27 - Budget~Land; by Division; with Notes (separate reports)
31 - Budget~(separate reports)
32 - Budget~by Division (separate reports)
36 - Budget~with Notes (separate reports)
37 - Budget~by Division; with Notes (separate reports)
Locked
Yes
Locked
Yes
Locked
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
6-1-10 Budget Totals
Report Name
21 - Budget Totals
31 - Budget Totals~by Division
41 - Labor Budget
46 - Labor Budget~by Division
51 - Hours Budget
56 - Hours Budget~by Division
6-1-11 Proposals
Report Name
21 - Proposal~Land
22 - Proposal~Land; by Division
23 - Proposal~Land; by Phase
24 - Proposal~Land; by Phase/Division
31 - Proposal~Land; with Notes
32 - Proposal~Land; by Division; with Notes
33 - Proposal~Land; by Phase; with Notes
34 - Proposal~Land; by Phase/Division; with Notes
41 - Proposal
42 - Proposal~by Division
43 - Proposal~by Phase
44 - Proposal~by Phase/Division
51 - Proposal~Totals
52 - Proposal~Totals; by Division
53 - Proposal~Totals; by Phase
54 - Proposal~Totals; by Phase/Division
63 - Proposal~Totals; by Phase; with Notes
64 - Proposal~Totals; by Phase/Division; with Notes
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
6-Project Management Reports
Appendix B 720
Sage Master Builder Release Notes
721 Appendix B
6-1-12 Committed Cost Report
Report Name
21 - Committed Costs
31 - Committed Costs~Land
41 - Committed Costs~Totals
51 - Committed Costs~Developer
61 - Committed Costs~With Cost To Complete
6-1-13 Home Builder Reports
Report Name
21 - Committed Budget/Cost Variance~by Cost Code
26 - Committed Budget/Job Cost Variance~ Jobs by
Cost Code
31 - Completed Jobs SqFt Comparison~by Cost Code
41 - Job Settlement~by Cost Code
51 - Gross Profit~by Job
52 - Profit Analysis~by Job
6-3 Job Costs
Report Name
21 - Job Cost Record
31 - Job Cost Record~with Notes
6-4-2 Print Change Orders
Report Name
21 - Prime Change Order~Requested
22 - Prime Change Order~Requested; with Notes
31 - Prime Change Order~Approved
32 - Prime Change Order~Approved; with Notes
Locked
Yes
Yes
Yes
Yes
Yes
Locked
Yes
Yes
Yes
Yes
Yes
No
Locked
No
No
Locked
No
No
No
No
6-4-3 Print Subcontract Orders
Report Name
21 - Subcontract Change Order
31 - Subcontract Change Order~with Notes
6-4-4 Prime Change List
Report Name
21 - Prime Change List
22 - Prime Change List~with Detail
23 - Prime Change List~with Notes
24 - Prime Change List~with Detail and Notes
26 - Prime Change List~Alpha
27 - Prime Change List~Alpha; with Detail
28 - Prime Change List~Alpha; with Notes
29 - Prime Change List~Alpha; with Detail and Notes
31 - Prime Change List~Land
32 - Prime Change List~Land; with Detail
33 - Prime Change List~Land; with Notes
34 - Prime Change List~Land; with Detail and Notes
36 - Prime Change List~Land; Alpha
37 - Prime Change List~Land; Alpha; with Detail
38 - Prime Change List~Land; Alpha; with Notes
39 - Prime Change List~Land; Alpha; with Detail and
Notes
51 - Prime Change List~Land; with Aging
52 - Prime Change List~Land; Alpha; with Aging
Locked
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
6-Project Management Reports
Appendix B 722
Sage Master Builder Release Notes
723 Appendix B
6-4-5 Subcontract Change List
Report Name
21 - Subcontract Change List
23 - Subcontract Change List~with Notes
26 - Subcontract Change List~Alpha
28 - Subcontract Change List~Alpha; with Notes
6-4-6 Prime Contract Audit
Report Name
21 - Prime Contract Audit
6-6-1 Purchase Orders
Report Name
21 - Purchase Order
26 - Purchase Order~Land
31 - Purchase Order~with Notes
36 - Purchase Order~Land; with Notes
Locked
No
No
No
No
Locked
Yes
Locked
No
No
No
No
6-6-2 Purchase Order List
Report Name
21 - Purchase Order List
22 - Purchase Order List~with Detail
23 - Purchase Order List~with Notes
24 - Purchase Order List~with Detail and Notes
31 - Purchase Order List~by Job
32 - Purchase Order List~by Job; with Detail
33 - Purchase Order List~by Job; with Notes
34 - Purchase Order List~by Job; with Detail and Notes
36 - Purchase Order List~Alpha; by Job
37 - Purchase Order List~Alpha; by Job; with Detail
38 - Purchase Order List~Alpha; by Job; with Notes
39 - Purchase Order List~Alpha; by Job; with Detail and
Notes
41 - Purchase Order List~by Job/Vendor
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
42 - Purchase Order List~by Job/Vendor; with Detail
43 - Purchase Order List~by Job/Vendor; with Notes
44 - Purchase Order List~by Job/Vendor; with Detail and Notes
46 - Purchase Order List~Alpha; by Job/Vendor
47 - Purchase Order List~Alpha; by Job/Vendor; with
Detail
No
No
No
48 - Purchase Order List~Alpha; by Job/Vendor; with
Notes
49 - Purchase Order List~Alpha; by Job/Vendor; with
Detail and Notes
51 - Purchase Order List~by Vendor
52 - Purchase Order List~by Vendor; with Detail
53 - Purchase Order List~by Vendor; with Notes
54 - Purchase Order List~by Vendor; with Detail and
Notes
No
No
No
No
No
No
6-Project Management Reports
Appendix B 724
Sage Master Builder Release Notes
725 Appendix B
Report Name
56 - Purchase Order List~Alpha; by Vendor
57 - Purchase Order List~Alpha; by Vendor; with Detail
58 - Purchase Order List~Alpha; by Vendor; with Notes
59 - Purchase Order List~Alpha; by Vendor; with Detail and Notes
61 - Purchase Order List~Land
62 - Purchase Order List~Land; with Details
63 - Purchase Order List~Land; with Notes
64 - Purchase Order List~Land; with Details and Notes
71 - Purchase Order List~Land; by Job
72 - Purchase Order List~Land; by Job; with Details
73 - Purchase Order List~Land; by Job; with Notes
74 - Purchase Order List~Land; by Job; with Details and Notes
76 - Purchase Order List~Land; Alpha; by Job
77 - Purchase Order List~Land; Alpha; by Job; with
Details
78 - Purchase Order List~Land; Alpha; by Job; with
Notes
79 - Purchase Order List~Land; Alpha; by Job; with
Details and Notes
81 - Purchase Order List~Land; by Job/Vendor
82 - Purchase Order List~Land; by Job/Vendor; with
Details
83 - Purchase Order List~Land; by Job/Vendor; with
Notes
84 - Purchase Order List~Land; by Job/Vendor; with
Details and Notes
86 - Purchase Order List~Land; Alpha; by Job/Vendor
87 - Purchase Order List~Land; Alpha; by Job/Vendor; with Details
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Report Name
88 - Purchase Order List~Land; Alpha; by Job/Vendor; with Notes
89 - Purchase Order List~Land; Alpha; by Job/Vendor; with Details and Notes
91 - Purchase Order List~Land; by Vendor
92 - Purchase Order List~Land; by Vendor; with Details
93 - Purchase Order List~Land; by Vendor; with Notes
94 - Purchase Order List~Land; by Vendor; with Details and Notes
Locked
No
No
No
No
No
No
96 - Purchase Order List~Land; Alpha; by Vendor
97 - Purchase Order List~Land; Alpha; by Vendor; with
Details
98 - Purchase Order List~Land; Alpha; by Vendor; with
Notes
99 - Purchase Order List~Land; Alpha; by Vendor; with
Details and Notes
No
No
No
No
6-6-3 Purchase Order Audit
Report Name
21 - Purchase Order Audit
31 - Purchase Order Audit~Land
41 - Purchase Order Audit~Totals
51 - Invoices by Purchase Order
Locked
Yes
Yes
Yes
Yes
6-Project Management Reports
Appendix B 726
Sage Master Builder Release Notes
727 Appendix B
6-6-4 Purchase Order Materials
Report Name
21 - Purchase Order Material List
22 - Purchase Order Material List~by Job
23 - Purchase Order Material List~by Vendor
24 - Purchase Order Material List~by Job/Vendor
31 - Purchase Order Material List~Alpha; by Job
32 - Purchase Order Material List~Alpha; by Vendor
33 - Purchase Order Material List~Alpha; by
Job/Vendor
41 - Purchase Order Material List~Remaining
42 - Purchase Order Material List~Remaining; by Job
43 - Purchase Order Material List~Remaining; by
Vendor
44 - Purchase Order Material List~Remaining; by
Job/Vendor
51 - Purchase Order Material List~Remaining; Alpha; by Job
52 - Purchase Order Material List~Remaining; Alpha; by Vendor
53 - Purchase Order Material List~Remaining; Alpha; by Job/Vendor
81 - Purchase Order Material List~Land
82 - Purchase Order Material List~Land; with Notes
6-7-2 Print Subcontracts
Report Name
21 - Subcontract
22 - Subcontract~with Notes
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
6-7-3 Subcontract List
Report Name
21 - Subcontract List
22 - Subcontract List~with Details
23 - Subcontract List~with Notes
24 - Subcontract List~with Details and Notes
31 - Subcontract List~by Job
32 - Subcontract List~by Job; with Details
33 - Subcontract List~by Job; with Notes
34 - Subcontract List~by Job; with Details and Notes
36 - Subcontract List~Alpha; by Job
37 - Subcontract List~Alpha; by Job; with Details
38 - Subcontract List~Alpha; by Job; with Notes
39 - Subcontract List~Alpha; by Job; with Details and
Notes
41 - Subcontract List~by Vendor
42 - Subcontract List~by Vendor; with Details
43 - Subcontract List~by Vendor; with Notes
44 - Subcontract List~by Vendor; with Details and
Notes
46 - Subcontract List~Alpha; by Vendor
47 - Subcontract List~Alpha; by Vendor; with Details
48 - Subcontract List~Alpha; by Vendor; with Notes
49 - Subcontract List~Alpha; by Vendor; with Details and Notes
51 - Subcontract List~Long
52 - Subcontract List~Long; with Details
53 - Subcontract List~Long; with Notes
61 - Subcontract List~Long; by Job
62 - Subcontract List~Long; by Job; with Details
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
6-Project Management Reports
Appendix B 728
Sage Master Builder Release Notes
729 Appendix B
Report Name
63 - Subcontract List~Long; by Job; with Notes
64 - Subcontract List~Long; by Job; with Details and
Notes
66 - Subcontract List~Long; Alpha; by Job
67 - Subcontract List~Long; Alpha; by Job; with Details
68 - Subcontract List~Long; Alpha; by Job; with Notes
69 - Subcontract List~Long; Alpha; by Job; with Details and Notes
71 - Subcontract List~Long; by Vendor
72 - Subcontract List~Long; by Vendor; with Details
73 - Subcontract List~Long; by Vendor; with Notes
74 - Subcontract List~Long; by Vendor; with Details and Notes
76 - Subcontract List~Long; Alpha; by Vendor
77 - Subcontract List~Long; Alpha; by Vendor; with
Details
78 - Subcontract List~Long; Alpha; by Vendor; with
Notes
79 - Subcontract List~Long; Alpha; by Vendor; with
Details and Notes
6-7-4 Subcontract Audit
Report Name
21 - Subcontract Audit
31 - Subcontract Audit~Land
41 - Subcontract Audit~Summary
6-8-1 Cost to Complete
Report Name
21 - Cost to Complete Report~Land
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
Yes
Yes
Yes
Locked
No
6-8-2 Hours to Complete
Report Name
21 - Hours to Complete Report~Land
6-8-3 Units to Complete
Report Name
21 - Units to Complete Report~Land
6-10 Unitary Proposals
Report Name
21 - Unitary Proposal
31 - Unitary Proposal~with Notes
6-11-1 Requests for Proposal
Report Name
21 - Request for Proposal
22 - Request for Proposal~with Notes
31 - Requests For Proposal List~by Job
41 - Requests For Proposal List~by Vendor
43 - Requests For Proposal List~by Vendor Type
6-11-2 Requests for Information
Report Name
21 - Request for Information
26 - Request for Information~with Notes
31 - Request for Information List~by Job
36 - Request for Information List~by Job; with Notes
41 - Request for Information List~by Vendor
46 - Request for Information List~by Vendor; with
Notes
Locked
No
Locked
No
Locked
No
No
Locked
No
No
No
No
No
Locked
No
No
No
No
No
No
6-Project Management Reports
Appendix B 730
Sage Master Builder Release Notes
731 Appendix B
6-11-3 Transmittals
Report Name
21 - Transmittal
26 - Transmittal~with Notes
31 - Transmittal List~by Job
36 - Transmittal List~by Job; with Notes
41 - Transmittal List~by Vendor
46 - Transmittal List~by Vendor; with Notes
51 - Transmittal List~by Client
56 - Transmittal List~by Client; with Notes
6-11-4 Submittals
Report Name
21 - Submittal
26 - Submittal~with Notes
31 - Submittal List~by Job
36 - Submittal List~by Job; with Notes
41 - Submittal List~by Vendor
46 - Submittal List~by Vendor; with Notes
6-11-5 Plan Records
Report Name
21 - Plan Records
31 - Plan Records List~by Job
41 - Plan Records Distribution
6-11-6 Daily Field Reports
Report Name
21 - Daily Field Report
22 - Daily Field Report~Meetings Only
Locked
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
Locked
No
No
No
Locked
Yes
Yes
6-11-7 Punch Lists
Report Name
21 - Punch List~to Complete; with Notes
31 - Punch List~to Approve; with Notes
41 - Punch List~Final; with Notes
6-11-8 Correspondence
Report Name
21 - Correspondence
31 - Correspondence List~by Job
41 - Correspondence List~by Vendor
51 - Correspondence List~by Client
6-12 Project Work Center
Report Name
21 - Project Work Center
Locked
No
No
No
Locked
No
No
No
No
Locked
Yes
7-Utilities Reports
8-Equipment Management Reports
7-Utilities Reports
Appendix B 732
Sage Master Builder Release Notes
733 Appendix B
8-1-1 Equipment List
Report Name
21 - Equipment List
22 - Equipment List~by Type
26 - Equipment List~Alpha
27 - Equipment List~Alpha; by Type
31 - Equipment Payment List
32 - Equipment Payment List~with Notes
36 - Equipment Payment List~Alpha
37 - Equipment Payment List~Alpha; with notes
41 - Equipment Cost Recovery Data
42 - Equipment Cost Recovery Data~with Notes
46 - Equipment Cost Recovery Data~Alpha
47 - Equipment Cost Recovery Data~Alpha; with
Notes
51 - Equipment Cost/Rental Rates
52 - Equipment Cost/Rental Rates~with Notes
56 - Equipment Cost/Rental Rates~Alpha
57 - Equipment Cost/Rental Rates~Alpha; with Notes
61 - Equipment License List
62 - Equipment License List~with Notes
66 - Equipment License List~Alpha
67 - Equipment License List~Alpha; with Notes
71 - Equipment Depreciation List
72 - Equipment Depreciation List~with Notes
76 - Equipment Depreciation List~Alpha
77 - Equipment Depreciation List~Alpha; with Notes
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
8-1-2 Equipment Cost Journal
Report Name
21 - Equipment Cost Journal
26 - Equipment Cost Journal~by Cost Code
31 - Equipment Cost Journal~by Equipment
36 - Equipment Cost Journal~by Equipment/Cost Code
41 - Equipment Cost Journal~Land
46 - Equipment Cost Journal~Land; by Cost Code
51 - Equipment Cost Journal~Land; by Equipment
56 - Equipment Cost Journal~Land; by
Equipment/Cost Code
Locked
No
No
No
No
No
No
No
No
8-1-3 Equipment Journal-Ledger
Locked
Yes
Yes
Report Name
21 - Equipment Journal
31 - Equipment Ledger
8-1-4 Equipment Management Reports
Report Name
21 - Equipment Management Report
22 - Equipment Management Report~With Period
Select
26 - Equipment Management Report~by Type
27 - Equipment Management Report~by Type; With
Period Select
31 - Equipment Management Report~Operated Only
32 - Equipment Management Report~Operated Only;
With Period Select
36 - Equipment Management Report~Operated Only; by Type
37 - Equipment Management Report~Operated Only; by Type; With Period Select
Locked
No
No
No
No
No
No
No
No
8-Equipment Management Reports
Appendix B 734
Sage Master Builder Release Notes
735 Appendix B
8-1-5 Equipment Maintenance Reports
Report Name
21 - Equipment Maintenance
26 - Equipment Maintenance~with Notes
31 - Equipment Maintenance~Service Past Due
36 - Equipment Maintenance~Service Past Due; with
Notes
8-1-7 Equipment Revenue Journal
Report Name
21 - Equipment Revenue Journal
22 - Equipment Revenue Journal~with Notes
31 - Equipment Revenue Journal~by Equipment
32 - Equipment Revenue Journal~by Equipment; with
Notes
36 - Equipment Revenue Journal~by Equipment/Job
37 - Equipment Revenue Journal~by Equipment/Job; with Notes
46 - Equipment Revenue Journal~by Job/Equipment
47 - Equipment Revenue Journal~by Job/Equipment; with Notes
8-2 Equipment Costs
Report Name
21 - Equipment Cost Record
31 - Equipment Cost Record~with Notes
8-3 Equipment
Report Name
21 - Equipment Record
31 - Equipment Record~with Notes
Locked
No
No
No
No
Locked
No
No
Locked
No
No
Locked
No
No
No
No
No
No
No
No
8-4 Equipment Allocation
Report Name
21 - Equipment Allocation
8-5 Equipment Payments
Report Name
21 - Equipment Checks
8-6 Equipment Depreciation
Report Name
21 - Equipment Depreciation
8-7 Equipment Revenue
Report Name
21 - Equipment Revenue Record
31 - Equipment Revenue Record~with Notes
Locked
Yes
Locked
Yes
Locked
Yes
Locked
No
No
8-Equipment Management Reports
Appendix B 736
Sage Master Builder Release Notes
737 Appendix B
9-Estimating Reports
9-1-1 Parts List
Report Name
21 - Part List
22 - Part List~with Notes
26 - Part List~with Vendors
27 - Part List~with Vendors and Notes
31 - Part List~by Class
32 - Part List~by Class; with Notes
36 - Part List~by Class; with Vendors
37 - Part List~by Class; with Vendors and Notes
41 - Part List~Land
42 - Part List~Land; with Notes
46 - Part List~Land; with Vendors
47 - Part List~Land; with Vendors and Notes
51 - Part List~Land; by Class
52 - Part List~Land; by Class; with Notes
56 - Part List~Land; by Class; with Vendors
57 - Part List~Land; by Class; with Vendors and Notes
9-1-2 Assembly List
Report Name
21 - Assembly List
22 - Assembly List~with Notes
31 - Assembly List~with Details
32 - Assembly List~with Details and Notes
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
Locked
No
No
No
No
9-1-3 Takeoff List
Report Name
21 - Takeoff List
22 - Takeoff List~with Notes
31 - Takeoff List~Long
32 - Takeoff List~Long; with Notes
9-1-4 Takeoff Parts
Report Name
21 - Takeoff Parts
26 - Takeoff Parts~(separate reports)
31 - Takeoff Parts~by Vendor
36 - Takeoff Parts~by Vendor (separate reports)
41 - Takeoff Parts~by Task
46 - Takeoff Parts~by Task (separate reports)
51 - Takeoff Parts~by Phase
56 - Takeoff Parts~by Phase (separate reports)
61 - Takeoff Parts~by Bid Item
66 - Takeoff Parts~by Bid Item (separate reports)
Locked
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
9-Estimating Reports
Appendix B 738
Sage Master Builder Release Notes
739 Appendix B
9-1-5 Takeoff Assemblies
Report Name
21 - Takeoff Assemblies List
23 - Takeoff Assemblies List~with Notes
31 - Takeoff Assemblies List~by Phase
33 - Takeoff Assemblies List~by Phase; with Notes
41 - Takeoff Assemblies List~by Bid Item
43 - Takeoff Assemblies List~by Bid Item; with Notes
51 - Takeoff Assembly Budget Costs~by Job
56 - Takeoff Assembly Budget Costs~by Job (separate reports)
61 - Takeoff Assembly Budget Costs~by Phase
66 - Takeoff Assembly Budget Costs~by Phase
(separate reports)
71 - Takeoff Assembly Budget Costs~by Bid Item
76 - Takeoff Assembly Budget Costs~by Bid Item
(separate reports)
Locked
No
No
No
No
No
No
No
No
No
No
No
No
9-1-6 Takeoff Bid Requests
Report Name
21 - Takeoff Bid Request
Locked
Yes
9-1-7 Takeoff Recaps
Report Name
21 - Takeoff Details Recap~by Cost Code (separate reports)
31 - Takeoff Details Recap~by Task (separate reports)
41 - Takeoff Details Recap~by Vendor (separate reports)
51 - Takeoff Details Recap~by Phase (separate reports)
61 - Takeoff Details Recap~by Bid Item Type
71 - Takeoff Details Recap~by Bid Item/Cost Code
(separate reports)
81 - Takeoff Details Recap for Cost Type~by Bid
Item/Phase
9-1-8 Takeoff Bid
Locked
No
No
No
No
No
No
Yes
Report Name
21 - Takeoff Bid Ext. Price~by Cost Code
31 - Takeoff Bid Ext. Price~by Phase
36 - Takeoff Bid Ext. Price~by Phase/Cost Code
37 - Takeoff Bid Ext. Price~by Phase/Bid Item
41 - Takeoff Bid Ext. Price~by Bid Item
46 - Takeoff Bid Ext. Price~by Bid Item Type/Bid Item
9-1-9 Takeoff Vendor Lists
Report Name
21 - Takeoff Vendor List
31 - Takeoff Vendor List~by Vendor Type
41 - Takeoff Vendor List~Alpha
51 - Minority Vendor List~(separate reports)
Locked
No
No
No
No
No
No
Locked
No
No
No
No
9-Estimating Reports
Appendix B 740
Sage Master Builder Release Notes
741 Appendix B
9-2 Parts
Report Name
21 - Part Record
31 - Part Record~with Notes
9-3 Assemblies
Report Name
21 - Assembly Record
31 - Assembly Record~with Notes
9-4 Part-Assembly Classes
Locked
No
No
Locked
No
No
Report Name
21 - Part Classes
31 - Assembly Classes
9-5 Takeoffs
Locked
No
No
Report Name
21 - Takeoff Worksheet
22 - Takeoff Worksheet~with Notes
24 - Takeoff Worksheet~with Summary Tab Amounts
25 - Takeoff Worksheet~with Summary Tab Amounts and Notes
31 - Takeoff Worksheet~by Phase
32 - Takeoff Worksheet~by Phase; with Notes
41 - Takeoff Worksheet~by Bid Item
42 - Takeoff Worksheet~by Bid Item; with Notes
46 - Takeoff Worksheet~by Phase/Bid Item
47 - Takeoff Worksheet~by Phase/Bid Item; with Notes
71 - Bid Summary
Locked
No
No
No
No
No
No
No
No
No
No
Yes
10-Scheduling Reports
10-1-1 Subcontract Notices
Report Name
21 - Subcontract Notice
10-1-2 Scheduled Tasks
Report Name
21 - Scheduled Tasks
10-1-3 Schedule Resource Reports
Report Name
21 - Resource Report~Subcontractors
31 - Resource Report~Employees
41 - Resource Report~Equipment
10-1-4 Subcontract Call Sheet
Report Name
21 - Call Sheet
10-1-5 Gantt Chart
Report Name
21 - Gantt Chart
10-1-6 Original-Actual Report
Report Name
21 - Original/Actual~by Job
31 - Original/Actual~by Job; with Notes
41 - Schedule Variance~by Job
46 - Schedule Detail~by Phase
Locked
Yes
Locked
Yes
Locked
Yes
Yes
Yes
Locked
Yes
Locked
Yes
Locked
No
No
Yes
Yes
10-Scheduling Reports
Appendix B 742
Sage Master Builder Release Notes
743 Appendix B
10-1-7 Scheduled Cash Flow
Report Name
21 - Cash Flow
10-1-8 Critical Path Report
Report Name
21 - Critical Path Report~(separate reports)
31 - Critical Path Report~with Float (separate reports)
10-3 Schedules
Report Name
21 - Schedule Worksheet~(Separate Reports)
26 - Schedule Worksheet~with Notes (Separate
Reports)
31 - Schedule Worksheet~with Predecessors
(Separate Reports)
36 - Schedule Worksheet~with Predecessors and
Notes (Separate Reports)
41 - Schedule Worksheet~with Resources (Separate
Reports)
42 - Schedule Worksheet~with Resources and Notes
(Separate Reports)
Locked
Yes
Locked
No
No
Locked
No
No
No
No
No
No
11-Service Receivables Reports
11-1-1 Client List
Report Name
21 - Client List
22 - Client List~with Notes
31 - Client List~Alpha
32 - Client List~Alpha; with Notes
41 - Client List~Long
42 - Client List~Long; Alpha
51 - Client Balances
52 - Client Balances~Alpha
53 - Client Balances~by Client Type
54 - Client Balances~by Client Type; with Notes
Locked
No
No
No
No
No
No
No
No
No
No
11-Service Receivables Reports
Appendix B 744
Sage Master Builder Release Notes
745 Appendix B
11-1-2 Service Invoice List
Report Name
21 - Service Invoice List
22 - Service Invoice List~with Notes
23 - Service Invoice List~with Payments
31 - Service Invoice List~by Client
32 - Service Invoice List~by Client; with Notes
33 - Service Invoice List~by Client; with Payments
36 - Service Invoice List~Alpha; by Client
37 - Service Invoice List~Alpha; by Client; with Notes
38 - Service Invoice List~Alpha; by Client; with
Payments
41 - Service Invoice List~by Client/Location
42 - Service Invoice List~by Client/Location; with Notes
43 - Service Invoice List~by Client/Location; with
Payments
46 - Service Invoice List~Alpha; by Client/Location
47 - Service Invoice List~Alpha; by Client/Location; with Notes
48 - Service Invoice List~Alpha; by Client/Location; with Payments
61 - Service Invoice Profitability~by Client
62 - Service Invoice Profitability~by Client/Job
71 - Service Invoice Profitability~by Invoice Type/Job
72 - Service Invoice Profitability~by Salesperson/Job
91 - Estimated Work Order Profitability
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Yes
11-1-3 Service Aging
Report Name
21 - Service Invoice Aging
26 - Service Invoice Aging~Land
31 - Client Current Aging
32 - Client Current Aging~Alpha
36 - Client Current Aging~Land
37 - Client Current Aging~Land; Alpha
41 - Client Period Aging
42 - Client Period Aging~Alpha
46 - Client Period Aging~Land
47 - Client Period Aging~Land; Alpha
11-1-4 Service Journal-Ledger
Report Name
21 - Service Journal
31 - Service Journal~Income
41 - Service Journal~Cash Receipts
51 - Service Ledger
Locked
Yes
Yes
No
No
No
No
No
No
No
No
Locked
Yes
Yes
Yes
Yes
11-Service Receivables Reports
Appendix B 746
Sage Master Builder Release Notes
747 Appendix B
11-1-5 Service Call Sheet
Report Name
21 - Service Call Sheet
22 - Service Call Sheet~with Client Notes
26 - Service Call Sheet~Alpha
27 - Service Call Sheet~Alpha; with Client Notes
31 - Service Call Sheet~with Invoice Detail
32 - Service Call Sheet~with Invoice Detail and Client
Notes
36 - Service Call Sheet~Alpha; with Invoice Detail
37 - Service Call Sheet~Alpha; with Invoice Detail and
Client Notes
41 - Service Aged Call Sheet
42 - Service Aged Call Sheet~with Client Notes
46 - Service Aged Call Sheet~Alpha
47 - Service Aged Call Sheet~Alpha; with Client Notes
51 - Service Aged Call Sheet~with Invoice Detail
52 - Service Aged Call Sheet~with Invoice Detail and
Client Notes
56 - Service Aged Call Sheet~Alpha; with Invoice
Detail
57 - Service Aged Call Sheet~Alpha; with Invoice
Detail and Client Notes
11-1-6 Service Employee Reports
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Locked
No
Report Name
21 - Service Employee Report
11-1-7 Service Advertising Reports
Report Name
21 - Service Advertising Report
Locked
Yes
11-1-8 Service Resource Reports
Report Name
21 - Service Resource Report~by Part
22 - Service Resource Report~by Work Order
26 - Service Resource Report~by Employee/Part
27 - Service Resource Report~by Employee/Work
Order
31 - Service Resource Value Report~by Part
32 - Service Resource Value Report~by Work Order
11-1-9 Client Documents
Report Name
31 - Client Mail Label~Sheet
41 - Client Mail Label~Tractor Feed
11-1-10 Service Tax Report
Report Name
21 - Service Tax Report
31 - Service Tax Report~with Invoice Detail
11-1-11 Overdue Service Reminders
Report Name
21 - Overdue Service Reminders
11-1-12 Service Route Sheet
Report Name
21 - Service Route Sheet
26 - Service Route Sheet~with Notes
31 - Service Route Sheet~with Address
36 - Service Route Sheet~with Address; and Notes
Locked
No
No
Locked
No
No
Locked
No
Locked
No
No
No
No
Locked
No
No
No
No
No
No
11-Service Receivables Reports
Appendix B 748
Sage Master Builder Release Notes
749 Appendix B
11-1-13 Service Price Book
Report Name
21 - Service Price Book
22 - Service Price Book~with Notes
31 - Service Price Book~with Tech Data
32 - Service Price Book~with Tech Data and Notes
41 - Service Price Book~with Add Ons
42 - Service Price Book~with Add Ons and Notes
46 - Service Price Book~with Add Ons and Tech Data
47 - Service Price Book~with Add Ons, Tech Data and
Notes
51 - Service Price Book~Show Parts
52 - Service Price Book~Show Parts; with Notes
61 - Service Price Book~Show Parts; with Tech Data
62 - Service Price Book~Show Parts; with Tech Data and Notes
71 - Service Price Book~Show Parts; with Add Ons
72 - Service Price Book~Show Parts; with Add Ons and Notes
76 - Service Price Book~Show Parts; with Add Ons and Tech Data
77 - Service Price Book~Show Parts; with Add Ons,
Tech Data and Notes
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
11-2 Work Orders-Invoices-Credits
Report Name
21 - Service Invoice
22 - Service Invoice~with Notes
23 - Service Invoice~with Equipment
24 - Service Invoice~with Equipment and Notes
26 - Service Invoice~Hide Assembly Parts
27 - Service Invoice~Hide Assembly Parts; with Notes
31 - Service Invoice~Land
32 - Service Invoice~Land; with Notes
33 - Service Invoice~Land; Hide Assembly Parts
34 - Service Invoice~Land; Hide Assembly Parts; with
Notes
36 - Service Invoice~Land; with Equipment
37 - Service Invoice~Land; with Equipment and Notes
41 - Service Work Order
42 - Service Work Order~with Notes
46 - Service Work Order~with Equipment
47 - Service Work Order~with Equipment and Notes
51 - Service Quote
52 - Service Quote~with Owner Notes
53 - Service Quote~with Work Order Notes
56 - Service Quote~Hide Assembly Parts
57 - Service Quote~Hide Assembly Parts; with Owner
Notes
58 - Service Quote~Hide Assembly Parts; with Work
Order Notes
61 - Service Credit
62 - Service Credit~with Notes
No
No
No
No
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
No
No
No
No
No
11-Service Receivables Reports
Appendix B 750
Sage Master Builder Release Notes
751 Appendix B
12-Inventory Reports
12-1-1 Allocation List
Report Name
21 - Allocation List
22 - Allocation List~with Details
23 - Allocation List~with Notes
24 - Allocation List~with Details and Notes
31 - Allocation List~Land
32 - Allocation List~Land; with Details
33 - Allocation List~Land; with Notes
34 - Allocation List~Land; with Details and Notes
12-1-2 Quantity on Hand
Report Name
21 - Quantity on Hand
22 - Quantity on Hand~with Location
31 - Quantity on Hand~Land
32 - Quantity on Hand~Land; with Location
41 - WAC Value Report~Land
42 - WAC Value Report~Land; with Location
43 - LIFO/FIFO Value Report~by Part
Locked
No
No
No
No
No
No
No
Locked
No
No
No
No
No
No
No
No
12-1-3 Inventory Journal-Ledger
Report Name
21 - Inventory Journal~by Entry
31 - Inventory Journal~by Part
41 - Inventory Ledger
51 - Inventory Ledger~Land Summary
61 - Inventory Variance
71 - LIFO/FIFO Inventory Detail
72 - LIFO/FIFO Inventory Detail~with Remaining
Quantity
12-1-4 Inventory Order Report
Report Name
21 - Material Order Report
31 - Material Order Report~Long
41 - Material Order Report~by Location
12-2 Inventory Allocation
Report Name
21 - Packing Slip
31 - Packing Slip~Land
12-4 Purchase Order Receipts
Report Name
21 - PO Receipt
No
Locked
Yes
Yes
Yes
Locked
No
No
Locked
Yes
13-Review and Reporting Reports
13-6 Report-Query Lists Reports
Report Name
21 - Report List~by Menu
26 - Query List~by Menu Option
Locked
Yes
Yes
Locked
Yes
Yes
Yes
Yes
No
No
13-Review and Reporting Reports
Appendix B 752
754
Appendix C: Timetable of Office Procedures
About office procedures
Establishing routine accounting procedures for a company is extremely important. The management, controller, and bookkeeping staff should agree on the procedures and routines.
If your company has not established a routine for accounting procedures, use the following routines as a guide.
n n n n
Using daily routines in Sage Master Builder
Using weekly routines in Sage Master Builder
Using monthly routines in Sage Master Builder
Using quarterly routines in Sage Master Builder
Daily Routines
Using daily routines in Sage Master Builder
We recommend that you perform the following tasks on a daily basis. Be aware, however, that you may need to customize your list of daily accounting tasks to fit your company’s specific needs.
To perform daily accounting tasks:
5. Sort and open the daily mail. Write the cost codes on receipts and invoices as necessary.
6. Perform the following General Ledger tasks:
1. In the 1-1 Checks/Bank Charges window, post handwritten field checks.
2. In the 1-2 Deposits/Interest window, post non job-related deposits.
3. In the 1-4 Recurring Journal Transactions window, post recurring journal transactions.
7. Perform the following Accounts Receivable tasks:
1. In the 3-2 Receivable Invoices/Credits window, prepare contract invoices and credits.
2. File copies awaiting payment.
3. In the 3-3 Cash Receipts window, deposit and post the cash receipts.
4. Indicate the job and invoice number on the deposit slip.
5. In the 3-11 Recurring Receivables window, post recurring receivables.
8. Perform the following Service Receivables tasks:
1. In the 11-2 Work Orders/Invoices/Credits window, enter work orders and requests for quotes, including new client information.
2. In the 11-2 Work Orders/Invoices/Credits window, schedule the work orders.
3. In the 11-2 Work Orders/Invoices/Credits window, prepare the service invoices and credits.
4. In the 11-2 Work Orders/Invoices/Credits window, post work orders.
5. File the copies awaiting payment.
9. In the 3-3 Cash Receipts window, deposit and post the cash receipts.
10. Indicate the client and invoice number on the deposit slip.
Sage Master Builder Release Notes
755 Appendix C
11. Perform the following Accounts Payable tasks:
1. Stamp and code invoices with vendor, general ledger account, job, and cost code numbers.
2. In the 4-2 Payable Invoices/Credits window, post the invoices and credits.
3. Assign status 2-Review if sending to the owner or project supervisor for approval.
4. In the 4-2 Payable Invoices/Credits window, review the entries with a batch report.
5. Make duplicate invoices required for time and materials projects and fixed-asset tax information.
6. File copies awaiting payment.
7. In the 4-6 Recurring Payables window, post recurring payables.
12. Perform the following Daily Payroll tasks:
1. In the 5-5-1 Daily Payroll Entry window, enter daily payroll timecards for:
1. Labor
2. Equipment use.
2. Print and review the following reports: l l l
5-5-2 Daily Job Report
5-5-3 Labor Report
5-5-4 Equipment Report
13. In the company calendar, enter the sick and vacation days for employees for whom you are not paying for the time off (F2).
14. Make a daily backup of the company data.
Monthly Routines
Using monthly routines in Sage Master Builder
We recommend that you perform the following tasks on a monthly basis. Be aware, however, that you may need to customize your list of monthly accounting tasks to fit your company’s specific needs.
To perform monthly accounting tasks:
6. Perform the following General Ledger tasks:
1. In the 1-1 Checks/Bank Charges window, post service charges from the bank statement.
2. In the 1-2 Deposits/Interest window, post interest earned on bank accounts.
7. Reconcile checks by doing the following:
1. In the 1-5 Bank Reconciliation window, print the preliminary check reconciliation report.
2. In the 1-5 Bank Reconciliation window, print the final check reconciliation report and file it with the bank statement.
8. Manually reconcile petty cash.
9. In the 1-3 Journal Transactions window, post journal transactions to adjust the general ledger.
10. In the 6-1-7 Over/Under Billing Report window, make any applicable billing adjustments.
11. Enter fixed assets depreciation.
12. In the 1-6 Change Period/Close Year > Change Period window, chance the posting period.
13. Make a monthly backup of company data.
14. Try to repair any errors that may exist.
15. If errors persist, call Customer Support.
16. Generate the following accounting reports:
1. In the 2-2 Balance Sheet window, print and review the Balance Sheet.
2. In the 2-3 Income Statement window, print and review the 31-Income statement - Period
and YTD report.
Monthly Routines
Appendix C 756
17. Perform the following Accounts Receivable tasks:
1. In the 3-7 Progress Billing window, prepare and update the progress billing.
2. Submit the invoices for approval.
3. After approval, in the 3-7 Progress Billing window, post the invoices to the general ledger.
4. In the 3-8 Loan Draw Requests window, prepare and update the loan draw requests.
5. In the 3-9 Unitary Billing window, prepare and update the unitary billing.
6. Submit the invoices for approval.
7. After approval, in the 3-9 Unitary Billing window, post the invoices to the general ledger.
18. Prepare statements by doing the following:
1. In the 3-4 Statements window, print statements without finance charges.
2. In the 3-4 Statements window, print statements that include finance charges.
3. In the 3-5 Jobs (Accounts Receivable) window, change the job status for completed jobs.
19. Perform the following collections tasks:
1. In the 3-1-3 Receivable Aging window, print and review aging reports.
2. In the 3-1-5 Receivable Call Sheet window, print the receivable call sheet.
3. Contact any overdue accounts to request payment.
4. In the 3-1-9 Overdue Receivable Reminder window, print overdue receivable reminders.
20. Perform the following Service Receivables tasks:
1. Prepare statements by doing the following:
1. In the 3-4 Statements window, print statements without finance charges.
2. In the 3-4 Statements window, print statements that include finance charges.
2. Perform the following collections tasks:
1. In the 11-1-3 Service Aging window, print and review aging reports.
2. In the 11-1-5 Service Call Sheet window, print the service receivable aged call sheet.
3. Contact any overdue accounts to request payment.
4. In the 11-1-11 Overdue Service Reminder window, print overdue service receivable reminders.
21. Perform the following Accounts Payable tasks:
1. In the 4-1-3 Payable Aging window, print and review aging reports.
2. In the 4-1-1 Vendor List window, print and review the 41-Vendor Insurance report to determine which vendors have expired insurance.
3. If applicable, in the 4-1-6 Vendor Documents window, print and mail notification letters for expired insurance.
22. Perform the following Payroll tasks:
1. If your company makes monthly tax deposits, prepare the 941 and state tax deposit payments by doing the following:
1. In the 5-1-4 State Tax Report window, print the state tax report.
2. In the 5-4-1 Federal Forms window, calculate the 941 tax liability.
2. If applicable, manually update line 14-Total deposits for quarter.
3. In the 1-1 Checks/Bank Charges window,
1. Enter the checks.
2. Print the checks.
4. If applicable, in the 1-3 Journal Transactions window, enter a general ledger transaction for telephone/automatic payments.
5. In the 5-1-5 Workers Comp Report window, print the applicable Workers’ Compensation report.
6. In the 5-1-7 Union Reports window, print union reports.
Sage Master Builder Release Notes
757 Appendix C
23. Perform the following Project Management tasks:
1. In the 6-8-1 Cost to Complete window, prepare the Cost to Complete report.
2. If applicable, in the 6-4-1 Change Orders window, adjust job budgets via change orders.
3. In the 6-1-7 Over/Under Billing Report window, print the over/under billing report for open jobs.
4. In the 6-1-8 Bonding Report window, print the bonding report.
24. In the 8-6 Equipment Depreciation window, post the equipment depreciation.
25. Make a monthly backup of company data.
Quarterly Routines
Using quarterly routines in Sage Master Builder
We recommend that you perform the following tasks on a quarterly basis. Be aware, however, that you may need to customize your list of quarterly accounting tasks to fit your company’s specific needs.
To perform quarterly accounting tasks:
6. Perform the following Payroll tasks:
1. In the 5-4-4 Payroll Audit window, run a payroll audit.
2. If errors exist, do the following:
1. Back up your data.
2. In the 5-4-4 Payroll Audit window, repair the balances.
3. In the 5-4-4 Payroll Audit window, print the audit report.
4. If errors still exist, call Customer Support.
3. In the 5-4-1 Federal Forms window, print and prepare the 941 report.
4. In the 5-4-2 State Quarterly window, print and prepare the State Unemployment report.
5. In the 5-1-3 Federal Tax Report window, print the Federal tax reports.
7. Prepare the 940 Federal Unemployment deposit.
8. In the 5-1-4 State Tax Report window, print the State tax reports.
9. Prepare the required state reports.
1. In the 5-1-8 Hours Report window, print the quarter-to-date earnings report.
2. In the 2-2 Balance Sheet window, review and reconcile payroll tax liability.
3. In the 1-3 Journal Transactions window, post adjusting journal transactions.
10. Make a quarterly backup of company data.
Weekly Routines
Using weekly routines in Sage Master Builder
We recommend that you perform the following tasks on a weekly basis. Be aware, however, that you may need to customize your list of weekly accounting tasks to fit your company’s specific needs.
Weekly Routines
Appendix C 758
To perform weekly accounting tasks:
6. Perform the following Accounts Payable tasks:
1. In the 4-3 Vendor Payments window, select the invoices for payment.
2. In the 4-3 Vendor Payments window, verify the selected invoices by doing the following:
1. Review the vendor totals.
2. Print and review the Set to Pay report.
3. In the 4-3 Vendor Payments window, print the Lien Waivers.
4. In the 4-3 Vendor Payments window, prepare the vendor payments by doing the following:
1. Print payment vouchers.
2. Print the check report.
3. Print vendor checks.
5. File copies of vouchers and checks with the original invoices being paid in vendor files.
7. Perform the following Payroll tasks:
1. In the 5-2-1 Employees window, enter new employees and modify existing employee information as needed.
2. In the 5-5-1 Daily Payroll window, process the daily payroll.
3. In the 5-2-2 Payroll Records window, enter weekly timecards.
4. In the 5-2-3 Compute Payroll window, trial-compute the payroll records.
8. Verify the records by doing the following:
1. In the 5-2-8 Timecard Journal window, print the 21-Timecard Journal report.
9. Submit the report to the owner or project supervisor for approval.
10. In the 5-1-2 Payroll Check Register window, print the payroll check register and review the calculations.
11. In the 5-2-2 Payroll Records window, enter the corrections to timecards or calculations.
12. In the 5-2-3 Compute Payroll window, final-compute the payroll records.
13. In the 5-2-4 Payroll Checks window, print payroll checks.
14. In the 5-2-7 Compensation Slips window, print compensation slips for prevailing-wage projects.
15. In the 5-1-2 Payroll Check Register window, print the payroll check register.
16. In the 5-2-6 Post Payroll to GL window, post the payroll to the general ledger.
17. If your company makes weekly tax deposits, prepare the 941 and state tax deposit payments by doing the following:
1. In the 5-4-1 Federal Forms window, calculate the 941 tax liability.
2. In the 5-4-2 State Forms window, print the state tax report.
18. In the 1-1 Checks/Bank Charges window, enter and print the check.
19. If applicable, in the 1-3 Journal Transactions window, enter a general ledger transaction for telephone/automatic payments.
20. In the 5-1-6 Certified Payroll Report window, print certified payroll reports.
21. Perform the following Accounts Receivable tasks:
1. In the 3-10-2 Compute T&M Invoices window, compute the time and materials billing.
2. In the 3-10-1 T&M Billing Setup window, set up new time and materials jobs.
3. In the 3-10-5 T&M Wage Rates and 3-10-6 T&M Equipment Rates windows, assign the wage and equipment rate tables as applicable.
4. In the 3-10-3 Print T&M Invoices window, print the time and materials invoices.
5. In the 3-10-4 Post T&M Invoices window, post the time and materials invoices to the general ledger.
22. In the 8-5 Equipment Payments window, prepare the equipment payments.
23. Make a weekly backup of company data.
Sage Master Builder Release Notes
759 Appendix C
Year-End Routines
Year-end routines
Calendar year-end close checklist - payroll and 1099s
Fiscal year-end close checklist
Combined fiscal and calendar year-end close checklist
760
Appendix D: Tax Setup Information
About tax setup information
This section provides information about state, federal, and city tax setup information. In addition, you will find information about setting Workers’ Compensation for several specific areas.
Alabama State Tax
IMPORTANT:
For each employee claiming S, M, H, or MS on the
Alabama A-4 Withholding Exemption Certificate, a corresponding table number must be entered for each employee. If the table number is left blank the employee will be taxed as if they are claiming No
Exemptions. Employee's claiming “0” on the Alabama
A-4 Form are not allowed to claim any dependents, and Sage Master Builder will ignore dependents entered in the Std Allow cell.
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
S
M
H
Employees should use the Alabama Form A-4 Employee's Withholding Exemption Certificate.
Enter the appropriate number in the Table# column to identify the employee's W-4 selection.
W-4
Selection
Table # Description
O
MS
2
3
0 (zero or blank)
1
4
No exemptions
Single
Married
Head of Family
Married
Separate
Sage Master Builder Release Notes
761 Appendix D
To set up payroll calculations on an employee for Alabama State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12.
In the Marital column, in the cell of the Alabama Income Tax row, enter the appropriate marital status number.
This is a required field; however, the marital status has no affect on the amount of state withholding.
13. In the Table# column, in the cell of the Alabama Income Tax row, enter the corresponding number from the table above.
14. In the Std Allow column, in the cell of the Alabama Income Tax row, enter the number of dependents claimed on the Alabama A-4 form, if allowed.
15. On the File menu, click Save.
Alaska State Tax
IMPORTANT:
Even though the State of Alaska does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window.
Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding, and no state tax will be computed.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Alaska State Tax:
7. Open 5-2-1 Employees.
8. Using data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Alaska Income Tax row, enter the corresponding marital status number.
Arizona State Tax
Appendix D 762
11. In the Std Allow column, in the cell of the Alaska Income Tax row, enter the number of exemptions/allowances claimed, as required.
12. On the menu bar click File, then click Save.
Arizona State Tax
Arizona is now using a percentage of gross taxable wages for state withholding. Employers should update their rates on the 5-2-1 Employees Calculations tab for the Arizona State Tax Calculation from the revised Form A-4, which is effective for wages paid after June 30, 2010.
For your convenience, if Sage Master Builder finds one of the previously allowed Arizona rates on the 5-2-1 Employees Calculations tab for the Arizona State Tax Calculation in the left column below, it will use the corresponding new rate from the right column below during the payroll compute. If any other rates are found, Sage Master Builder will use these rates to compute taxes using the new Arizona process.
For example, if the old rate as a percentage of federal was 10.7%, the new rate of 1.3% is used to calculate the state taxes. The program calculates with any percentages entered in 5-2-1 Employees.
Old Arizona rates % of
Federal Tax
New Arizona Rates % of
Taxable Wages
0 0
10.7
20.3
24.5
26.7
33.1
39.5
1.3
1.8
2.7
3.6
4.2
5.1
NOTE:
As of January 1, 2011, an additional rate is available on the A-4 form for Arizona.
Sage Master Builder requires a marital status on all state tax calculations in 5-2-1 Employees
Calculations tab, even though Sage Master Builder does not use marital status when calculating
Arizona state withholding taxes. Use the status that applies to each employee below. The marital status has no affect on the amount of state withholding.
Marital Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate
5-Married/Jointly
Married Filing
Separately
Married Joint
Sage Master Builder Release Notes
763 Appendix D
Payroll Calculation
Setting up payroll calculations in Arizona requires some special provisions.
To set up payroll calculations on an employee for Arizona State Tax:
Caution!
Do not include any rates or maximums in the payroll calculation.
1
Open 5-3-1 Payroll Calculations.
2
In the Tax Type list, click State Income Tax.
3
In the State box, type AZ.
4
After setting up the payroll calculation and updating it to the employee records, enter each employee’s rate in the employee records.
To set up employee rates for Arizona State Tax:
1
Open 5-2-1 Employees.
2
Using the data control, select the employee.
3
Click the Calculations tab.
4
In the Marital cell of the Arizona Income Tax row, enter the corresponding marital status number.
5
In the Rate cell of the Arizona State Tax row, enter the employee’s rate declared on Form A-4.
6
On the menu bar click File menu, then select Save.
Arkansas State Tax
For records on 5-2-2 Payroll Records that have the Payroll Type of 2 - Bonus, Sage Master
Builder calculates state income tax using the published flat-rate.
Employees should use the Arkansas Form AR4EC Employee's Withholding Exemption Certificate.
There is no distinction for marital status for employees who work in Arkansas.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
2-Married
Description
Single Person
Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
California State Tax
Appendix D 764
Status
5-Married/Joint
Description
Married Joint
To set up payroll calculations on an employee for Arkansas State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12. In the Marital column, in the cell of the Arkansas Income Tax row, enter the corresponding marital status number.
13. In the Std Allow column, in the cell of the Arkansas Income Tax row, enter the number of exemptions/allowances claimed.
14. On the menu bar, click File, then click Save.
California State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
California recommends the use of California’s Form DE-4 Employee’s Withholding Allowance
Certificate.
IMPORTANT:
The Federal Form W-4 is applicable for California withholding purposes if you wish to claim the same marital status, number of allowances, and/or the same additional dollar amount to be withheld for State and
Federal purposes. However, federal tax brackets and withholding methods do not reflect state personal income tax withholding tables.
The state tax rules governing marital status in California are as follows:
Status
1-Single
Description
Single/Dual Income, Married/Married with Multiple employers
2-Married Married
3-Head Of House Head of Household
4-
Married/Separate
Single/Dual Income, Married/Married with Multiple employers
5-Married/Joint
Single/Dual Income, Married/Married with Multiple employers
Sage Master Builder Release Notes
765 Appendix D
To set up payroll calculations on an employee for California State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12. In the Marital column, in the cell of the California Income Tax row, enter the corresponding marital status number.
13. In the Std Allow column, in the cell of the California Income Tax row, enter the number of exemptions/allowances claimed.
14. On the menu bar click File, then click Save.
Colorado State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Colorado does not have its own W-4 form. The employer should rely on the federal withholding exemption certificates (Federal Form W-4). Colorado payroll taxes are rounded to the nearest dollar.
Employees who work in Colorado can select from the following marital status options.
Status
1-Single
Description
Single
2-Married Married
3-Head of Household Single
4-Married/Separate Single
5-Married/Joint Married
To set up payroll calculations on an employee for Colorado State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Colorado Income Tax row, enter the corresponding marital status number.
12. In the Std Allow column, in the cell of the Colorado Income Tax row, enter the number of exemptions/allowances claimed.
13. On the menu bar click File, then click Save.
Connecticut State Tax
Connecticut uses specific tax tables to help compute state income tax. Connecticut incorporates the filing status in the tax tables. Marital status is still required as a standard field for income tax calculations, but has no bearing since CT uses a separate table for each filing status. The table indicator is entered in the Table# column of the Calculations tab of the 5-2-1 Employee Records window.
Delaware State Tax
Appendix D 766
Refer to line 1 on the CT-W4 form for each employee, then consult the table below.
For table Enter this
A (Married filing separately OR filing jointly, but the combined income is less than the current amount on the CT-W4, Employee’s Withholding
Certificate)
1
B (Head of Household) 2
C (Married filing jointly—spouse not employed) 3
D (Married filing jointly—spouse is employed) 4
F (Single) 5
E (Exempt) 6 (or blank)
To set up payroll calculations on an employee for Connecticut State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10.
In the Table# cell of the Connecticut Income Tax row, enter the tax table number.
IMPORTANT:
If you do not enter a number from the above table,
Sage Master Builder does not compute CT income tax as no entry signifies a filing status of Category E (for
Exempt).
11. On the menu bar, click File, then click Save.
Delaware State Tax
Employees who work in Delaware can select one of three marital status options.
Status
1-Single
2-Married
Description
Single/Head of Household
Married, Married/Joint
4-Married/Separate Married filing separate
To set up payroll calculations on an employee for Delaware State Tax:
6. Open 5-2-1 Employees.
7. Using the data control, select the employee.
8. Click the Calculations tab.
9. In the Marital cell of the Delaware Income Tax row, enter the corresponding marital status number.
Sage Master Builder Release Notes
767 Appendix D
10. In the Std Allow cell enter the number of exemptions/allowances claimed.
11. On the menu bar, click File, then click Save.
District of Columbia Income Tax
Employees should use Form D-4 Employee’s Withholding Allowance for the District of Columbia.
The tax rules governing marital status in the District of Columbia are as follows:
Marital Status
1-Single
2-Married
3-Head of
Household
Tax Table Used
Single or Married Persons Filing Jointly
Single or Married Persons Filing Jointly
Married Persons Filing Separate Returns, or
Separately on the Same Return
4-Married Separate
5-Married Joint
Married Persons Filing Separate Returns, or
Separately on the Same Return
Single or Married Persons Filing Jointly
To set up payroll calculations on an employee for District of Columbia Income Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital cell of the District of Columbia Tax row, enter the marital status.
11. In the Std Allow cell, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Federal Income Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates federal income tax using the published flatrate.
Every employer must obtain a Form W-4, Employee’s Withholding Allowance Certificate, for each employee.
The Federal rules governing marital status are as follows:
Marital Status
1-Single
2-Married
Tax Table Used
Single (Includes Head of Household)
Married
3-Head of
Household
Single (Includes Head of Household)
4-Married Separate Single (Includes Head of Household)
Federal-City-State Tax Setup Information
Appendix D 768
Marital Status
5-Married Joint
Tax Table Used
Married
To set marital status on an employee for Federal Income Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Federal Income Tax row, enter the marital status.
12. On the menu bar, click File, then click Save.
Federal-City-State Tax Setup Information
Sage Master Builder Release Notes
769 Appendix D
Florida State Tax
IMPORTANT:
Even though the State of Florida does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window.
Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
Description
Single Person
Georgia State Tax
Appendix D 770
Status
2-Married
Description
Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Florida State Tax:
6. Open 5-2-1 Employees.
7. Using the data control, select the employee.
8. Click the Calculations tab.
9. In the Marital column, in the cell of the Florida Income Tax row, enter the corresponding marital status number.
10. In the Std Allow column, in the cell of the Florida Income Tax row, enter the number of exemptions/allowances claimed.
11. On the menu bar, click File, then click Save.
Georgia State Tax
Married employees who work in Georgia can select one of three marital status options.
Status
2-Married
4-
Married/Separate
Description
Married and filing a joint return.
Married but filing a separate return.
5-Married/Joint
Married and filing a joint return with dual income.
To set up payroll calculations on an employee for Georgia State Tax:
6. Open 5-2-1 Employees.
7. Using the data control, select the employee.
8. Click the Calculations tab.
9. In the Marital cell of the Georgia Income Tax row, enter the marital status.
10. On the menu bar, click File, then click Save.
Hawaii State Tax
Employees should use Form HW-4 Employee’s Withholding Allowance and Status Certificate.
The state tax rules governing marital status in Hawaii are as follows:
Marital Status Tax Table Used
1-Single Single, Head of Household
2-Married Married
Sage Master Builder Release Notes
771 Appendix D
To set up payroll calculations on an employee for Hawaii State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital cell of the Hawaii Income Tax row, enter the marital status.
11. In the Std Allow cell, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Idaho State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Idaho does not have its own W-4 form. The employer should rely on the federal withholding exemption certificate (Federal Form W-4). Idaho payroll taxes are rounded to the nearest dollar.
Employees who work in Idaho can select from the following marital status options.
Status
1-Single/Head of
Household
2-Married
3-Single/Head of
Household
4-Single/Head of
Household
5-Married
Description
Single/Head of
Household
Married
Single/Head of
Household
Single/Head of
Household
Married
To set up payroll calculations on an employee for Idaho State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Idaho Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Idaho Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Illinois State Tax
Employees should use the Illinois Form IL-W-4 Employee's Withholding Exemption Certificate.
There is no distinction for marital status for employees who work in Illinois.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Indiana State Tax
Appendix D 772
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Illinois State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Illinois Income Tax row, enter the corresponding marital status number.
12. In the Std Allow column, in the cell of the Illinois Income Tax row, enter the number of exemptions/allowances claimed.
13. On the menu bar, click File, then click Save.
Indiana State Tax
The State of Indiana differentiates between the exemptions that an employee claims for him or herself (and spouse), and the exemptions that an employee claims for dependents. To calculate the withholding correctly in Sage Master Builder, enter the exemptions from the WH-4 Employee’s
Withholding Exemption Certificate separately in the employee record.
To set up payroll calculations on an employee for Indiana State Tax:
5. Open 5-2-1 Employees.
6. Using the data control, select the employee.
7. Click the Calculations tab.
8. In the Std Allow cell of the Indiana Income Tax row, enter the number from line 4 of the Indiana Withholding Exemption Certificate.
9. In the Add Allow cell of the Indiana Income Tax row, enter the number from line 5 of the Indiana Withholding Exemption Certificate.
10. On the menu bar, click File, then click Save.
Iowa State Tax
Employees should use the Iowa Form IA-W4 Employee's Withholding Exemption Certificate.
There is no distinction for marital status for employees who work in Iowa. Iowa payroll taxes are rounded to the nearest dollar.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
Description
Single Person
Sage Master Builder Release Notes
773 Appendix D
Status
2-Married
Description
Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Iowa State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Iowa Income Tax row, enter the corresponding marital status number.
12. In the Std Allow column, in the cell of the Iowa Income Tax row, enter the number of exemptions/allowances claimed.
13. On the menu bar, click File, then click Save.
Kansas State Tax
IMPORTANT:
In the past, Kansas has accepted the Federal Form W-
4. Due to differences between State and Federal withholding policies, however, the Kansas Department of Revenue has developed the K-4 state employee withholding allowance certificate form for state withholding tax purposes. This form must be used for employees hired after January 1, 2008. Employees hired before January 1, 2008 are not required to fill out the K-4 unless they wish to adjust their withholding.
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Employees who work in Kansas can select from the following marital status options.
Status
1-Single
2-Married
Description
Single/Head of Household
Married
3-Head of
Household
Single/Head of Household
4-Married/Separate Single/Head of Household
Kentucky State Tax
Appendix D 774
Status
5-Married/Joint
Description
Married
To set up payroll calculations on an employee for Kansas State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Kansas Income Tax row, enter the corresponding marital status number.
12. In the Std Allow column, in the cell of the Kansas Income Tax row, enter the number of exemptions/allowances claimed.
13. On the menu bar, click File, then click Save.
Kentucky State Tax
Employers should use the Kentucky K-4 Employee Withholding Exemption Certificate.
Sage Master Builder does not use marital status when calculating Kentucky state withholding taxes.
Instead, a credit for each exemption claimed on the Kentucky K-4 form is used. Nevertheless, Sage
Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The marital status will have no effect on the amount of state withholding.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing separate
5-Married/Joint Married Two Incomes
To set up payroll calculations on an employee for Kentucky State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital cell of the Kentucky Income Tax row, enter the corresponding marital status number.
11. In the Std Allow cell enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Louisiana State Tax
The State of Louisiana differentiates between the exemptions an employee claims for him or herself
(and spouse) and the exemptions an employee claims for dependents. An employee can use Block
A and Block B of the L-4 worksheet to determine how many exemptions to claim on the L-4 form.
o
Block A: An employee can select from three exemptions (0-No Exemptions, 1-Yourself, 2-
Yourself & Spouse).
Sage Master Builder Release Notes
775 Appendix D o Block B: An employee can enter the total number of dependants, excluding the employee and spouse.
Block A:
Select one of the three exemptions: o o o
Enter “0” if you claim neither yourself nor your spouse. You may enter “0” if you are married and have a working spouse or more than one job to avoid having too little tax withheld.
Enter “1” if you claim yourself, provided you do not claim this exemption in connection with other employment or if your spouse has not claimed your exemption. Enter “1” to claim one personal exemption or if you will file as head of household.
Enter “2” if you claim yourself and your spouse.
Block B:
o Enter the number of dependents, not including yourself and your spouse, whom you will claim on your tax return. If no dependents are claimed, enter “0.”
Sage Master Builder determines the Louisiana table to use for the calculation by the number you enter in the Louisiana row under the Add Allow (additional allowances) column. The following table shows the criteria for entering Louisiana state tax on 5-2-1 Employees, the Calculations tab, in the
Add Allow column:
Add Allow
Column
Table Used
0 or 1
2
Always uses the Single or Married claiming 0 or 1 personal exemptions table.
Always uses the Married with 2 personal exemptions table.
Although Sage Master Builder does not use marital status when calculating Louisiana state withholding taxes, the program still requires that you enter a marital status for each employee’s state tax calculation. Use the following table to determine marital status.
Status
1-Single
2-Married
3-Head of household
Description
4-Married/Separate
5-Married/Joint
Maine State Tax
Appendix D 776
To set up payroll deductions on an employee for Louisiana State Tax:
15. Open 5-2-1 Employees.
16. Using the data control, select the employee.
17. Click the Calculations tab.
18. In the Marital cell of the Louisiana Income Tax row, enter a marital status number from the table above (1 through 5).
19. In the Std Allow cell of the Louisiana Income Tax row, type the number contained on line 7 of the L-4
Employee’s Withholding Exemption Certificate.
20. Refer to the first table in this topic, and in the Add Allow cell of the Louisiana Income Tax row, type the number contained on line 6 of the L-4 Employee’s Withholding Exemption Certificate.
21. On the menu bar, click File, then click Save.
Maine State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Employees who work in Maine can select one of two marital status options. This information is available on the Form W-4ME Employee Withholding Allowance Certificate.
Status
1-Single
Description
Single
2-Married Married
3-Head of household Single
4-Married/Separate Single
5-Married/Joint Married
To set up payroll calculations on an employee for Maine State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Maine Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Maine Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Maryland residents working in Delaware
This topic explains how to set up Sage Master Builder so that Maryland taxes can be computed for employees who live in Maryland and work in Delaware. Maryland residents working in Delaware need to have both Delaware and Maryland taxes calculated on the Delaware earnings. Following are the setup requirements:
Sage Master Builder Release Notes
777 Appendix D o o o o o
State Income Tax calculations must be set up for both MD (Maryland) and DE (Delaware) in 5-3-1
Payroll Calculations.
A locality must be set up for Maryland with the State set to MD, and a second locality for Delaware with the State set to DE in menu 5-3-6 Local Payroll Tax.
Each employee must have the table number representing the county they live in entered in the
Table# cell of the employees Maryland State calculation on the Calculations tab in 5-2-1
Employees. (See related topics)
The State represented on the payroll record should be the employee residence—MD (Maryland).
Employees’ timecard lines must be entered with the appropriate localities depending on where they worked during the pay period. If they are salaried, they must have one line for each locality, and the total hours must be applied to each line.
When a payroll record lists MD as the State, and the timecard line(s) contains localities that have DE as their Tax State, an additional amount of Maryland state tax will be computed along with the normal Delaware state tax. Sage Master Builder calculates Maryland tax using the “Maryland Residents Working in
Delaware” table published by the state of Maryland.
Maryland State Tax
Caution!
If you do not provide the number for the corresponding local area rate, Sage Master Builder does not calculate the county taxes and add them to the state tax.
Employers should use Form MW 507, Employee’s Maryland Withholding Certificate.
Maryland residents are subject to a county tax in addition to the state income taxes. Maryland
County taxes are calculated as a percentage of taxable income. To calculate the county taxes, set up the employee record of each Maryland resident to compute the correct local tax.
For example, if the local area is Allegany, enter 70 in the Calculation tab in the 5-2-1 Employees window.
County
Allegany
Anne Arundel
Baltimore City
Tax Rate Table #
3.05%
2.60%
3.20%
Baltimore County 2.85%
Code 70
Code 50
Code 78
Code 55
County
Calvert
Caroline
Carroll
Cecil
Charles
Dorchester
Frederick
Garrett
Harford
Howard
Kent
2.65%
3.10%
3.20%
2.85%
Montgomery 3.20%
Prince George’s 3.20%
Queen Anne’s
St. Mary’s
2.85%
3.00%
Tax Rate Table #
2.80% Code 51
2.65%
3.05%
Code 53
Code 66
2.80%
2.90%
2.65%
3.00%
Code 64
Code72
Code 52
Code 74
Code 54
Code 76
Code 48
Code 49
Code 56
Code 58
Code 68
Code 80
Somerset
Talbot
Washington
Wicomico
Worchester
Non-resident
3.15%
2.25%
2.80%
3.10%
1.25%
1.25%
Code 60
Code 35
Code 62
Code 82
Code 20
No code
Use the status that applies to each employee.
*** REMOVE THIS p.table_anchor PARAGRAPH ***
Status
1-Single
2-Married
3-Head of
Household
Description
Single including Married Filing
Separately or Dependent
Married Filing Joint or Head of
Household
Married Filing Joint or Head of
Household
Maryland State Tax
Appendix D 778
Sage Master Builder Release Notes
779 Appendix D
Status Description
4-Married/Separate
Single including Married Filing
Separately or Dependent
5-Married/Joint
Married Filing Joint or Head of
Household
To set up payroll calculations on an employee for Maryland State Tax:
12. Open 5-2-1 Employees.
13. Using the data control, select the employee.
14. Click the Calculations tab.
15. In the Marital column, in the cell of the Maryland Income Tax row, enter the corresponding marital status number.
16. In the Table# column, in the cell of the Maryland Income Tax row, enter the corresponding Maryland local tax number from the table above.
17. On the menu bar, click File, then click Save.
Maryland residents working in Delaware
Massachusetts State Tax
Employees should use Form M-4 Massachusetts Employee’s Withholding Exemption
Certificate.
No distinction is made for marital status, except for marital status 3-Head of Household. For employees filing as Head of Household the table calculates an additional tax credit.
To set up payroll calculations on an employee for Massachusetts State Tax:
6. Open 5-2-1 Employees.
7. Using the data control, select the employee.
8. Click the Calculations tab.
9. In the Marital cell of the Massachusetts Income Tax row, enter the marital status.
10. In the Std Allow cell enter the number of exemptions/allowances claimed.
11. On the menu bar, click File, then click Save.
Michigan State Tax
IMPORTANT:
Every employer must obtain an MI-W4 withholding
Exemption Certificate from each employee.
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Minnesota State Tax
Appendix D 780
There is no distinction for marital status for employees who work in Michigan. More information is available on the form MI-W4 Employee Withholding Exemption Certificate.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Two Incomes
To set up payroll calculations on an employee for Michigan State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12. In the Marital column, in the cell of the Michigan Income Tax row, enter the corresponding marital status number.
13. In the Std Allow column, in the cell of the Michigan Income Tax row, enter the number of exemptions/allowances claimed.
14. On the menu bar, click File, then click Save.
Minnesota State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Minnesota does not have its own W-4 form. The employer should rely on the federal withholding exemption certificates (Federal Form W-4).
Status
1-Single
2-Married
Description
Single
Married
3-Head of Household Single
4-Married/Separate Single
5-Married/Joint Married
To set up payroll calculations on an employee for Minnesota State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
Sage Master Builder Release Notes
781 Appendix D
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Minnesota Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Minnesota Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Mississippi State Tax
Caution!
Do not include the standard deduction amount with the exemption amount. Sage Master Builder automatically adds the standard deduction amount for you.
While most states use a fixed amount for exemptions, Mississippi allows variable amounts for exemptions. To claim a variable exemption, Mississippi residents can complete Form 62-420
Employee’s Withholding Exemption Certificate. An employee with a working spouse can check line
2B of Form 62-420 and claim an exemption not to exceed $12,000 between the employee AND spouse. On line 2B, an employee enters the amount he or she wants to claim by increments of $500.
Sage Master Builder cannot automatically enter a fixed exemption amount based on marital status for Mississippi because the employee and spouse determine the amount.
To set up payroll calculations on an employee for Mississippi State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Rate cell of the Mississippi Income Tax row, enter the exemption amount claimed on line 6 of
Form 62-420.
11. On the menu bar, click File, then click Save.
Montana State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Montana does not have its own W-4 form. The employer should rely on the federal withholding exemption certificates (Federal Form W-4). Montana payroll taxes are rounded to the nearest dollar.
There is no distinction for marital status for employees who work in Montana.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
2-Married
Description
Single Person
Married
Nebraska State Tax
Appendix D 782
Status Description
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Montana State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12. In the Marital Column, in the cell of the Montana Income Tax row, enter the corresponding marital status number.
13. In the Std Allow column, in the cell of the Montana Income Tax row, enter the number of exemptions/allowances claimed.
14. On the menu bar, click File, then click Save.
Nebraska State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Nebraska does not have its own W-4 form. The employer should rely on the federal withholding exemption certificates (Federal Form W-4). Employees who work in Nebraska can select from the following marital status options.
Status
1-Single
2-Married
Description
Single/Head of Household
Married
3-Head of
Household
Single/Head of Household
4-Married/Separate Married
5-Married/Joint Married
To set up payroll calculations on an employee for Nebraska State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Nebraska Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Nebraska Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Sage Master Builder Release Notes
783 Appendix D
Nevada State Tax
IMPORTANT:
Even though the State of Nevada does not have state income tax, the state income tax calculation needs to be set up in 5-3-1 Payroll Calculations. Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
2-Married
3-Head of
Household
Description
Single/Head of Household
Married
Single/Head of Household
4-Married/Separate Married
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Nevada State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Nevada Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Nevada Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Nevada Workers' Compensation
IMPORTANT:
Even though the State of Nevada does not have state income tax, the state income tax calculation needs to be set up in 5-3-1 Payroll Calculations so that the
Nevada worker’s compensation report prints correctly.
Additionally, the state income tax calculation needs to be set up so that W2 forms calculate correctly.
New Hampshire State Tax
Appendix D 784
Nevada calculates Workers’ Compensation differently from most states; refer to the guidelines below.
Payroll Calculation
6. In the Payroll Calculations window, the payroll calculation for Nevada workers' compensation must include the following for it to function correctly:
7. In the Default Max box, enter the maximum amount of wages. Sage Master Builder stops computing when the maximum is reached.
8. In the Maximum Type list, select 4-Wages/Year.
9. In the State box, enter NV.
Workers’ Compensation Codes
In the Workers’ Compensation Codes window, include the state abbreviation NV in the State cell for each Nevada Workers’ Compensation Code you enter.
New Hampshire State Tax
IMPORTANT:
Even though the State of New Hampshire does not have state income tax, the state income tax calculation needs to be set up in 5-3-1. Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married Separate Single Filing Separate
5-Married Joint Married Joint
To set up payroll calculations on an employee for New Hampshire State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the New Hampshire Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the New Hampshire Income Tax row, enter the number of exemptions/allowances claimed.
Sage Master Builder Release Notes
785 Appendix D
12. On the menu bar, click File, then click Save.
New Jersey State Tax
New Jersey uses five tax tables to compute the state tax withholding for residents. Tables A and B are standard although employees can choose to use tables C, D, or E, depending on their marital status.
If you receive a New Jersey Form NJ-W4 Employee’s Withholding Allowance Certificate from an employee, you may need to enter a different tax table for withholding in Sage Master Builder.
In Sage Master Builder, marital status options 1-Single and 4-Married/Separate use table A and cannot use a different table. Marital status options 2-Married, 3-Head of Household, and 5-
Married Joint use table B unless a table number is entered on the calculations tab. It is not necessary to enter a table number for employees that use the standard tables.
IMPORTANT:
There is an exception. When an employee indicates a marital status option of 2-Married, 3-Head of
Household, or 5-Married/Joint in Sage Master
Builder, the employee can select a different tax table. If the employee meets the criteria on the NJ-W4 and indicated a table other than table B, enter the appropriate table number in the Calculations tab.
D
E
B
C
For table Enter this
A 1
2
3
4
5
To set up payroll calculations on an employee for New Jersey State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12. In the Table# column, in the cell of the New Jersey Income Tax row, enter the tax table number.
13. On the menu bar, click File, then click Save.
New Mexico State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
New York City and Yonkers City Tax
Appendix D 786
Employees who work in New Mexico can select one of five marital status options. New Mexico uses the Federal W-4 form for determining the Employee Withholding Allowances.
Status
1-Single
2-Married
3-Head of
Household
4-Married Separate
5-Married Joint
Description
Single/Head of
Household
Married
Single/Head of
Household
Single/Head of
Household
Married
To set up payroll calculations on an employee for New Mexico State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the New Mexico Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the New Mexico Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
New York City and Yonkers City Tax
Caution!
After setting up the local tax district and the associated payroll calculation, enter the local district number in the employee files for New York City or Yonkers residents.
Sage Master Builder will apply the non-resident rate to all other employees working in Yonkers.
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
While most cities use a flat tax rate, New York City and Yonkers use tax tables to determine municipal taxes. Companies that operate in New York City or Yonkers can set up local payroll tax districts to compute these taxes. (See related topics)
To calculate the resident and non-resident taxes using the appropriate New York City or Yonkers tax table, do not enter any tax rates in the Rate columns. New York City only taxes residents, Yonkers taxes both residents and non-residents.
Sage Master Builder Release Notes
787 Appendix D
You do need to enter the tax state and a description. In the Description column, indicate which tax table you want to use. Separate from any other descriptive text, enter NYC for the New York City tax or YNK for the Yonkers tax. Be sure to capitalize the description; otherwise, Sage Master Builder will not compute any taxes.
After setting up the local payroll tax, set up a payroll calculation with tax type 13-Local Income Tax and calculation method 17-Tables. (See related topics)
To set up payroll calculations on an employee for New York City/Yonkers City Tax:
10. Open 5-3-6 Local Payroll Tax.
11. In the District# column, in the correct cell, enter the district number.
12. In the District Name column, in the corresponding cell, enter a brief statement about the district, and then type a space.
13. If the district is for Yonkers, type YNK.
14. If the district is for New York City, type NYC.
15. In the Tax State box, type NY.
16. On the File menu, click Save.
17. Open 5-3-1 Payroll Calculations.
18. Set up the associated payroll calculation. (See related topics)
19. Be sure to include the following in the payroll calculation:
1. In the Tax Type list, click 13-Local Income Tax.
2. In the Calculation Method list, click 17-Tables.
3. In the Tax Locale list, click the local payroll tax district for New York City or Yonkers that you just set up.
20. On the menu bar, click File, then click Save.
Related topics...
About local payroll taxes
About payroll calculations
Setting up payroll calculations for local payroll tax districts
New York State Tax
Residents of the State of New York do not have to withhold New York cities local tax. Only residents of New
York City are required to withhold local New York City taxes.
Employers in the State of New York should have employees fill out the form IT_2104 Employee
Withholding Allowance Certificate. Employees can select from one of two marital status options.
Status
1-Single
Description
Single/Head of Household
New York Workers' Compensation
Appendix D 788
Status
2-Married
Description
Married
3-Head of House Single/Head of Household
4-Married/Separate Single/Head of Household
5-Married/Joint Single/Head of Household
To set up payroll calculations on an employee for New York State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the New York State Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the New York State Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Residents of the State of New York do not have to withhold New York City local tax. Only residents of New
York City are required to withhold local NYC taxes.
New York Workers' Compensation
New York calculates workers’ compensation differently from most states. See New York workers’ compensation section below.
Payroll Calculation
5. In the 5-3-1 Payroll Calculations window, the payroll calculation for New York Workers’ Compensation must include the following for it to function correctly:
6. In the Tax Type box, select 11-Workers’ Compensation.
7. In the Calc Method list, select 17-Tables.
8. In the Max Type box, select 1-Wages/Check.
9. In the Tax State box, select NY.
New York workers' compensation
Sage Master Builder looks first to the settings in 5-2-1 Employees. If a maximum is set on the New
York W/C calculation on the Calculations tab, it uses that maximum during the compute.
Otherwise, it uses the maximum setting in 5-3-2 Workers’ Compensation.
Set up the rate and max (if any) in the workers’ compensation table for each classification. Corporate officers (or others to whom a different wage limit for that classification applies) should have the wage limit entered in 5-2-1 Employees on the Calculations tab in the NY Workers Comp Insurance row.
The employees must be paid weekly for the subject wage maximums to work correctly. In 5-2-1
Employees, on the Compensation tab, set the pay period to 1-Weekly.
Sage Master Builder Release Notes
789 Appendix D
Salary only employees’ payroll records need to have a timecard line with at least these three entries:
Pay Type, Hours, and Comp Code.
For the Workers’ Compensation to calculate correctly, employees cannot jump between comp codes during a given week.
Comp codes that have a Maximum must be listed prior to comp codes that do not have a Maximum for Sage Master Builder to compute and report the workers’ compensation correctly.
To ensure accuracy, only one comp code with a Maximum can be used per check unless the other comp codes have an exact matching Maximum.
North Carolina State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Employees who work in North Carolina can select one of three marital status options. This information is available on the form NC-4 Employee Withholding Allowance Certificate.
Status
1-Single
Description
Single
2-Married Married
3-Head of House Head of Household
4-Married/Separate Married
5-Married/Joint Married
To set up payroll calculations on an employee for North Carolina State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital cell of the North Carolina Income Tax row, enter the marital status.
11. In the Std Allow cell, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
North Dakota State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
North Dakota now uses tax tables to figure the state income tax to be withheld. Employers should obtain a Federal Form W-4, Employee’s Withholding Allowance Certificate for each employee.
The state tax rules governing marital status in North Dakota are as follows:
Ohio State Tax
Appendix D 790
Marital Status
1-Single
Tax Table Used
Single (includes Head of
Household)
2-Married Married
3-Head of House Single
4-
Married/Separate
5-Married/Joint
Single
Married
To set up payroll calculations on an employee for North Dakota State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the North Dakota Income Tax row, enter the corresponding marital status number.
12. On the menu bar, click File, then click Save.
Ohio State Tax
Employees should use the Ohio Form IT-4 Employee's Withholding Exemption Certificate.
There is no distinction for marital status for employees who work in Ohio.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
2-Married
Description
Single Person
Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Ohio State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Ohio Income Tax row, enter the corresponding marital status number.
12. In the Std Allow column, in the cell of the Ohio Income Tax row, enter the number of exemptions/allowances claimed.
13. On the menu bar, click File, then click Save.
Sage Master Builder Release Notes
791 Appendix D
Ohio Workers' Compensation
Ohio calculates Workers’ Compensation differently from most states. See Ohio Workers’
Compensation section below.
Payroll calculation
5. In the 5-3-1 Payroll Calculations window, the payroll calculation for Ohio Workers’ Compensation has to include the following for it to function correctly:
6. In the Tax Type box, select 11-Workers’ Compensation.
7. In the Calc Method list, select 17-Tables.
8. In the Max Type box, select 1-Wages/Check.
9. In the Tax State box, select OH.
Ohio Workers’ Compensation
Sage Master Builder looks first to the settings in 5-2-1 Employees. If a maximum is set in the Ohio
W/C calculation on the Calculations tab, it uses that maximum during the compute. Otherwise, it uses the maximum set in 5-3-2 Workers’ Compensation.
Set up the rate and max (if any) in the workers comp table for each classification. Corporate officers
(or others to whom a different wage limit for that classification applies) should have the wage limit entered in 5-2-1 Employees on the Calculations tab in the row you have named OH Workers
Comp Insurance.
The employees must be paid weekly for the subject wage maximums to work correctly. In 5-2-1
Employees, on the Compensation tab, set the pay period to 1-Weekly.
Salary only employees’ payroll records need to have a timecard line with at least these three entries:
Pay Type, Hours, and Comp code.
For the Workers’ Compensation to calculate correctly, employees cannot jump between comp codes during a given week.
There are occasional rounding variances both with the Comp Wage and Comp Gross on the Ohio
W/C report. This should not be a problem, since on the actual report Ohio sends in to its W/C Board, the total Subject Wage is rounded to the nearest dollar anyway.
Oklahoma State Tax
Employees must use the Federal Form W-4 Employee’s Withholding Allowance Certificate. The number of withholding allowances claimed on the Federal W-4 must be used for Oklahoma employees.
If an employee has checked the box “Married, but withhold at higher single rate” on the Federal
Form W-4, use the appropriate Oklahoma Single Withholding Table.
Oklahoma payroll taxes are rounded to the nearest dollar.
Use one of the two tax tables, Single or Married, by selecting the appropriate marital status in Sage
Master Builder as follows:
Oregon State Tax
Appendix D 792
Marital Status
1-Single
2-Married
3-Head of
Household
Tax Table Used
Single
Married
Single
4-Married/Separate Single
5-Married/Joint Married
To set up payroll calculations on an employee for Oklahoma State Tax:
9. Open 5-2-1 Employees.
10. Using the data control, select the employee.
11. Click the Calculations tab.
12. In the Marital cell of the Oklahoma Income Tax row, enter the corresponding marital status number.
13. In the Std Allow cell, enter the number of exemptions/allowances claimed.
14. On the menu bar, click File, then click Save.
Oregon State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
The state tax rules governing marital status in Oregon are as follows:
Marital Status
1-Single
2-Married
Allowances
Single (Less than three allowances)
Married or Single (With three or more allowances)
To set up payroll calculations on an employee for Oregon State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Oregon Income Tax row, enter the marital status.
11. On the menu bar, click File, then click Save.
Oregon State Workers' Compensation
Oregon calculates Workers’ Compensation differently from most states.
IMPORTANT:
Set up 5-3-2 Workers’ Compensation with the
Sage Master Builder Release Notes
793 Appendix D
Employer %, Employee, and Employer Hourly rates.
Time cards must have hours on the grid even for the salaried employees because the calculations are set up on a per hour basis.
To set up payroll calculations for Oregon State Workers’ Compensation:
6. Open 5-3-1 Payroll Calculations.
7. Set up the Employer % Workers’ Compensation calculation as follows:
1. Tax Type: 11-Workers’ Compensation
2. Calc Type: 3-Employer Cost
3. Calc Method: 17-Tables
4. Based On: 0-None
5. Max Type: 0-None
8. Set up the employee hourly Workers’ Compensation payroll calculation as follows:
1. Tax Type: 11-Workers’ Compensation
2. Calc Type: 1-Deduct from Employee
3. Calc Method: 8-Per Hour (all hours)
4. Based On: 0-None
5. Max Type: 0-None
9. Set up the employer hourly Workers’ Compensation payroll calculation as follows:
1. Tax Type: 11-Workers’ Compensation
2. Calc Type: 3-Employer Cost
3. Calc Method: 8-Per Hour (all hours)
4. Based On: 0-None
5. Max Type: 0-None
Pennsylvania State Tax
There is no distinction for marital status for employees who work in Pennsylvania.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
2-Married
Description
Single Person
Married
3-Head of Household Head of Household
4-Married/Separate Married Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Pennsylvania State Tax:
7. Open 5-2-1 Employees.
Rhode Island State Tax
Appendix D 794
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Pennsylvania Income Tax row, enter the corresponding marital status number.
11. 5. On the menu bar, click File, then click Save.
Rhode Island State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
The employer should rely on the federal withholding exemption certificate (Federal Form W-4).
Rhode Island does not require employers to obtain a separate certificate showing the number of dependents or other personal exemptions claimed by an employee.
Marital Status
1-Single
Allowances
Single/Head of Household
2-Married
3-Head of
Household
Married
Single/Head of Household
4-Married/Separate Single/Head of Household
5-Married/Joint Married
To set up payroll calculations on an employee for Rhode Island State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital cell of the Rhode Island Income Tax row, enter the corresponding marital status number.
12. In the Std Allow cell enter the number of exemptions/allowances claimed.
13. On the menu bar, click File, then click Save.
South Carolina State Tax
Use the “W-4 Personal Allowance Worksheet” to record personal exemptions.
Standard deduction amounts will automatically be calculated from the number of personal exemptions claimed.
There is no distinction made for marital status for South Carolina.
The results are rounded to the nearest dollar.
To set up payroll calculations on an employee for South Carolina State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
Sage Master Builder Release Notes
795 Appendix D
10. Click the Calculations tab.
11. Type the Line 5 information from the W-4 into the South Carolina Std Allow box.
12. Type the Line 6 information from the W-4 into the Add W/H box.
13. On the menu bar, click File, then click Save.
South Dakota State Tax
IMPORTANT:
Even though the State of South Dakota does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window. Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
2-Married
Description
Single Person
Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for South Dakota State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the South Dakota Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the South Dakota Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Tennessee State Tax
Appendix D 796
Tennessee State Tax
IMPORTANT:
Even though the State of Tennessee does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window. Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Two Incomes
To set up payroll calculations on an employee Tennessee State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Tennessee Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Tennessee Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Texas State Tax
IMPORTANT:
Even though the State of Texas does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window.
Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder Release Notes
797 Appendix D
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Texas State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Texas Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Texas Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Utah State Tax
The state tax rules governing marital status in Utah are as follows:
Marital Status
1-Single
2-Married
Tax Table Used
Single
Married
Head of House Single
Married/Separated Single
Married/Joint Single
To set up payroll calculations on an employee for Utah State Tax:
6. Open 5-2-1 Employees.
7. Using the data control, select the employee.
8. Click the Calculations tab.
9. In the Marital cell of the Utah Income Tax row, enter the marital status.
10. In the Std Allow cell, enter the number of exemptions/allowances claimed.
11. On the File menu, click Save.
12. On the menu bar, click File, then click Save.
Utah Workers' Compensation
Appendix D 798
Utah Workers' Compensation
Based on changes to Utah Workers’ Compensation rules for all policies written or renewed after
June 1, 2008, overtime pay will be excluded from payroll calculations. To accommodate the changes, a new menu option has been added to the 5-3-2 Workers’ Compensation window.
The program enables the option, Calculation for Utah excludes extra pay for overtime, if these conditions are met: o o
You have logged in to the company as the supervisor user
At least one line in the 5-3-2 Workers' Compensation grid has UT in the State column and the
5-3-2 Workers' Compensation record has been saved.
IMPORTANT:
The option is by default not selected. To start excluding the extra pay subject to workers' compensation, you have to select the option.
Because this option should only need to be changed one time, only the Supervisor user can make this change.
When computing payroll for Utah Workers’ Compensation, the program looks at the value of this option. If it is not selected, the Workers’ Compensation for UT is calculated as it has been calculated previously; all overtime and premium wages are included in the pay that’s subject to Workers’
Compensation. If the option is selected, then the overtime differential is subtracted from pay that is subject to Workers’ Compensation.
Under the old method (the option is not selected), we recommend that you use the Utah-specific
Workers’ Compensation report 5-1-5-93 Worker’s Comp Report~Utah. When you switch over to the new method (the option is selected), Calculations for Utah excludes extra pay for the
overtime differential, you should consider using the 5-1-5-21 Worker’s Comp report because it includes more information.
This link is provided for reference only. Sage Master
Builder is not responsible for the content of external
Web sites.
Vermont State Tax
For records on 5-2-2 Payroll Records that have the
Payroll Type of 2 - Bonus, Sage Master Builder calculates state income tax using the published flat-rate.
Employees who work in Vermont can select one of two marital status options. Employees should use the W-4VT Employee’s Withholding Allowance Certificate if withholding is to be based on W-4 information which is different from the Federal W-4.
Sage Master Builder Release Notes
799 Appendix D
Status
1-Single
Description
Single
2-Married Married
3-Head of House Single
4-Married/Separate Single
5-Married/Joint Married
To set up payroll calculations on an employee for Vermont State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Vermont Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Vermont Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Virginia State Tax
Employees should use the Virginia Form VA-4 Employee's Withholding Exemption Certificate.
There is no distinction for marital status for employees who work in Virginia.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The status has no affect on the amount of state withholding.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Virginia State Tax:
8. Open 5-2-1 Employees.
9. Using the data control, select the employee.
10. Click the Calculations tab.
11. In the Marital column, in the cell of the Virginia Income Tax row, enter the corresponding marital status number.
12. In the Std Allow column, in the cell of the Virginia Income Tax row, enter the number of exemptions/allowances claimed.
13. In the Add Allow column, in the cell of the Virginia Income Tax row, enter the number of Exemptions for Age or Blindness claimed from Virginia Form VA-4.
14. On the menu bar, click File, then click Save.
Washington State Tax
Appendix D 800
Washington State Tax
IMPORTANT:
Even though the State of Washington does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window. Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Washington State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Washington Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Washington Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Washington State Workers' Compensation
Washington calculates Workers’ Compensation differently from most states.
IMPORTANT:
Set up 5-3-2 Workers’ Compensation with
Employee and Employer Hourly rates. You do not need to use the column for Employer %.
Time cards must have hours on the grid even for the salaried employees because the calculations are set up on a per hour basis.
Sage Master Builder Release Notes
801 Appendix D
To set up payroll calculations for Washington State Workers’ Compensation:
6. Open 5-3-1 Payroll Calculations.
7. Set up the employee hourly Workers’ Compensation payroll calculation as follows:
1. Tax Type: 11-Workers’ Compensation
2. Calc Type: 1-Deduct from Employee
3. Calc Method: 8-Per Hour (all hours)
4. Based On: 0-None
5. Max Type: 0-None
8. Set up the employer hourly Workers’ Compensation payroll calculation as follows:
1. Tax Type: 11-Workers’ Compensation
2. Calc Type: 3-Employer Cost
3. Calc Method: 8-Per Hour (all hours)
4. Based On: 0-None
5. Max Type: 0-None
West Virginia State Tax
Employees who work in West Virginia can select from the following marital status options. This information is available on the form WV/IT-104 “Employee’s Withholding Allowance Certificate.”
Single and Married use the same tax table, except when using the new “two earner percentage method,” as follows:
Status
1-Single
2-Married
Description
Single/Married
Married with two incomes
3-Head of
Household
Single/Married
4-Married/Separate
5-Married/Joint
Single/Married (Married with one income)
Married with two incomes
To set up payroll calculations on an employee for West Virginia State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital cell of the West Virginia Income Tax row, enter the employee's marital status.
11. In the Std Allow cell enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Wisconsin State Tax
Employees should use the Wisconsin Form WT-4 Employee's Withholding Exemption Certificate.
Employees who work in Wisconsin can select from the following marital status options.
Wyoming State Tax
Appendix D 802
Status
1-Single
Description
Single
2-Married Married
3-Head of Household Single
4-Married/Separate Single
5-Married/Joint Single
To set up payroll calculations on an employee for Wisconsin State Tax:
7. Open 5-2-1 Employees.
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Wisconsin Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Wisconsin Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
Wyoming State Tax
IMPORTANT:
Even though the State of Wyoming does not have state income tax, the state income tax calculation needs to be set up in the 5-3-1 Payroll Calculations window. Additionally, the state income tax calculation needs to be set up so that state wages can be tracked for other purposes.
Sage Master Builder still requires a marital status on the state tax calculation. Use the status that applies to each employee below. The state marital status has no affect on the amount of state withholding, and no state taxes will be computed.
Status
1-Single
Description
Single Person
2-Married Married
3-Head of Household Head of Household
4-Married/Separate Married Filing Separate
5-Married/Joint Married Joint
To set up payroll calculations on an employee for Wyoming State Tax:
7. Open 5-2-1 Employees.
Sage Master Builder Release Notes
803 Appendix D
8. Using the data control, select the employee.
9. Click the Calculations tab.
10. In the Marital column, in the cell of the Wyoming Income Tax row, enter the corresponding marital status number.
11. In the Std Allow column, in the cell of the Wyoming Income Tax row, enter the number of exemptions/allowances claimed.
12. On the menu bar, click File, then click Save.
804
Appendix E-Transaction Sources
About transaction sources
When you journalize a transaction, its source is recorded. You can use the transaction source to determine where a record was originally entered.
Sage Master Builder Release Notes
805 Appendix E
Journal Transaction Sources
Transaction sources by menu
25
26
27
19
20
21
22
23
15
16
17
18
11
12
13
14
7
8
9
10
5
6
3
4
Number Transaction Source
1 1-1 Checks/Bank Charges
2 1-2 Deposits/Interest
1-3 Journal Transactions
1-4 Recurring Transactions
3-2 Receivable Invoices/Credits
3-11 Recurring Receivables
3-7 Progress Billing
3-9 Unitary Billing
3-10-4 Post T&M Invoices
3-3 Cash Receipts
4-2 Payable Invoices/Credits
4-6 Recurring Payables
12-4 Purchase Order Receipts
4-3 Payable Checks
24
4-3 Payable Vouchers
5-2-6 Post Payroll
5-2-6 Post Payroll - Summary
5-5-1 Daily Payroll
8-4 Equipment Allocation
8-5 Equipment Payments
8-6 Equipment Depreciation
11-2 Service Invoices/Credits
12-2 Inventory Allocation
12-5 Inventory Audit (or possibly 4-2 Payable
Invoices/Credits or 11-2 Work Orders/Invoices/Credits)
4-3-2 Payable Credit Cards
4-7-3 Enter Credit Card Receipts
4-7-4 Enter Recurring Charges
Journal Transaction Sources
Appendix E 806
Sage Master Builder Release Notes
807 Appendix E
Number Transaction Source
28 4-7-6 Pay Credit Cards
31
32
33
6-3 Job Costs
8-2 Equipment Costs
8-7 Equipment Revenue
808
Appendix F-Sage Master Builder API
About the Sage Master Builder API
IMPORTANT:
The following information is provided to give Sage Master Builder users a brief introduction using the API program. For complete instructions on using the Sage Master Builder API, refer to the Sage
Master Builder SDK Developer Guide or visit the
Developer Network Program: http://www.sage-cre.com/products-andsolutions/complementary-solutions
The API (as part of the Software Development Kit, or SDK) has been developed for third-party developers to create applications with features more precisely targeted for highly specific market segments while at the same time leveraging the substantial functionality already provided by Sage
Master Builder. Thus, for example, a project estimation application can integrate with Sage Master
Builder in order to use Sage Master Builder accounting and project management features. Such a program has been developed by Sage Timberline Office.
Third-party developers using the API benefit from faster implementation times because they do not need to reinvent all the Sage Master Builder functionality. Third-party developers also benefit because their application can attract the immediate interest of existing Sage Master Builder customers.
To view the product developed for Sage Master Builder using the API, browse to this link: http://www.sage-cre.com/products-and-solutions/complementary-solutions
Sage Master Builder Release Notes
809 Appendix F
About the Sage Master Builder API Administration window
The Sage Master Builder API Administration window displays several areas, buttons, and menu items.
o o
API Status area - Displays whether the API is Not Accepting Requests or is Accepting
Requests. Before the API can accept requests, it must be initialized. Clicking [Start] initializes the
API.
Configuration area - Three configurations that are controlled by MB Data Drive.
By default, the API is set to your local drive, for example,
C:
(XP). The API accesses company data on that drive.
When you click the drop-down arrow, you see a list of mapped drives. If you select one of these drives, the API accesses a company database on that drive.
Caution!
You can specify only one drive, mapped drive, or network location for the company databases.
o o o o
File > Logging - When this command is selected, (check-mark indicator) the API creates an mbapi.log
file in the \MB7\Programs folder. It logs instances of: o o
Database table locking
Failure to request or check in a license use
File > Exit - Exit the program.
Edit > Security - Opens Sage Master Builder API Security Setting window where you select the objects you want to be available for API applications.
Help > About the API version.
API installation and company access
The Sage Master Builder and the API component are installed on the same computer and drive automatically. During installation, a shortcut for the API is placed in the Windows Start > Programs list under Sage Master Builder > Sage Master Builder API.
The Sage Master Builder application program interface (API) allows you to use third-party programs to perform the same tasks that you would perform when using different Sage Master Builder windows as a typical user. The API allows the third-party program to insert, as well as delete, modify, or retrieve data from one or more existing Sage Master Builder company databases.
IMPORTANT:
Using the Sage Master Builder API to access Sage
Master Builder company data requires a license use.
That is why you must set up an API security group using 7-3-1 Security Groups.
Configuring the API security settings
Appendix F 810
Then you have to assign a user to the API security group using 7-3-2 User List.
When you are using the API to access Sage Master Builder company data, the Sage Master Builder program does not have to be running. The API simply needs some of its files. Similarly, if the target company databases are on another system connected to your system via a network connection,
Sage Master Builder need not be present or running on those remote systems, although it can be.
You have to perform several steps in the other program before you can import and export data between programs using the API. For example, you may have to: o o o o
Specify a job cost interface type for databases and/or estimates files as Sage Master Builder
Identify a specific Sage Master Builder company
Enter a user name
Enter a password
Configuring the API security settings
By default, the API service has all Sage Master Builder object types disabled. You need to launch the API Administration window and select the objects that you want to enable for SDK access. A good general policy is to be as restrictive as possible.
The selections are specific to the machine that you are configuring. The settings will be the same for all company databases that are accessed via the API Administration window.
To configure the API service:
6. Launch the Sage Master Builder API.
7. On the Sage Master Builder API Administration window, from the Edit menu, click Security.
8. On the Sage Master Builder API Security Settings window, select the Sage Master Builder objects to which you want to allow access.
9. Click Save Settings.
IMPORTANT:
While a Sage Master Builder customer is actively configuring the security settings for objects that can be accessed by the API, no requests can be processed by the API program.
Notice that this setting merely enables access at the API service-level. That is, it does not override any security settings in Sage Master Builder itself. Any form-level, field-level, or user-level restrictions set there will still be in effect.
This configuration enables the selected objects at the API service. You must also activate SDK access at Sage Master Builder as described in the next section.
Notice that these instructions are provided to help you configure your system during development and testing. You cannot enforce any particular settings at your customer’s installation, but must inform the customer which settings are required.
Sage Master Builder Release Notes
811 Appendix F
For complete information about configuring the API Service, see the Sage Master Builder SDK
Developer Guide. For more information about joining the Sage Master Builder Developer Network
Program, browse to this link: http://www.sagecre.com/partners/development_partners
Launching the API and starting the API service
Caution!
You can specify only one drive/mapped drive, or network location for the company databases.
The first time you launch the API Administration program, it registers itself in the Windows registry.
You must launch the API Administration program and start the service manually in order for requests from the program to be processed.
To launch API and start the API service:
7. From the Windows Start menu, click Programs, point to Sage Master Builder, then click Sage Master
Builder API.
8.
The Sage Master Builder API Administration window appears.
By default, Sage Master Builder expects the company databases to be on drive
C:
.
9. If the company databases are on another hard drive or mapped network drive, then click the drop-down list button for the MB Data Drive text box, and select the appropriate drive.
10. Click Start to start the API service.
11. If you have not already configured the API security settings, do so now. By default, API access to Sage
Master Builder objects is disabled until you configure the API security settings.
IMPORTANT:
By default, API access to Sage Master Builder objects is disabled until you configure the program.
The meaning of “service” in Sage Master Builder API does not connote “service” as in Windows XP
Professional system service.
States of the API
There are three distinct states of the API: o o o
The API has not been launched.
The API has been launched, but the API service has not started.
The API has been launched and the API service has been started.
States of the API
Appendix F 812
In the first case, if the application tries to access the API, an error message will be returned to the application stating that there has been an automation error.
In the second case, if the application tries to access the API, an error message will be returned to the application stating that it is not accepting requests.
IMPORTANT:
By default, API access to Sage Master Builder objects is disabled until you configure the API.
The meaning of “service” in Sage Master Builder API does NOT connote “service” as in Windows XP
Professional system service.
System requirements for Sage Master Builder API
If you are using the Sage Master Builder API, the minimum and recommended system requirements may vary. These requirements must be considered in addition to the recommended system requirements for running Sage Master Builder.
It may be necessary to increase the processor speed, memory and/or disk space of your system depending upon the requirements of the third-party application using the API. Please consult with your third-party vendor to determine what changes, if any, should be made to your hardware configuration in order to meet your desired performance criteria.
814
Appendix G-System Requirements and
Configuration
About system requirements and configuration
This section provides information about system requirements along with general and specific configuration.
More information about system requirements and configuration is available in the Sage Master
Builder Installation and License Administration Guide.
Hardware Requirements
About system requirements and configuration
This section provides information about system requirements along with general and specific configuration.
More information about system requirements and configuration is available in the Sage Master
Builder Installation and License Administration Guide.
About the Sage System Verifier
The Sage System Verifier utility assists with troubleshooting hardware issues related to the Sage licensing component. To locate the Sage System Verifier: Start > All Programs > Sage > Sage
System Verifier.
Server hardware specifications
We cannot recommend server hardware specifications for your network, as this depends on your specific requirements, such as the number of users on your network, or other programs that might use server resources, such as firewalls, software applications, mail systems, and so forth. We can, however, recommend a set of minimum hardware requirements.
Data backup
With any computer system, there is the possibility for failure and loss of data.
Caution!
Use a backup method and device suitable for your business requirements. We strongly recommend that you maintain a routine backup schedule and store your data in a safe environment that is separate from your server, preferably off site.
Sage Master Builder Release Notes
815 Appendix G
Server hardware requirements
The following table shows the operating systems that are supported for the server computers running Sage Master Builder.
Caution!
The minimum processor requirements for servers listed in the table below are based on the Microsoft®
Windows® Server 2003® operating system family.
When updating or purchasing servers running newer operating systems such as Windows Server 2008®,
Small Business Server® 2008, and Server 2008 R2
Standard, we recommended that you also refer to
Microsoft system requirements.
Hardware
Processor
RAM
Free Disk
Space
CD-ROM
Drive
Printers
Minimum
Intel® Pentium®
4 or comparable
2 GB
3.5 GB
Recommended
Intel® Dual Core/Quad Core™ or comparable, 2 GHz+
4 GB+
3.5 GB+
2X CD-ROM 24X CD-ROM+
For highest quality printing, we recommend laser or inkjet printers.
IMPORTANT:
These minimum recommendations include 370 MB of hard disk drive space required for running Microsoft .NET Framework 3. 5 Service Pack
1 software.
Client and workstation hardware requirements
The following table shows the hardware requirements for client and workstation computers running
Sage Master Builder.
Hardware Minimum
Vista/Windows 1 GHz
Recommended
Processor
(except
Vista/Windows
7)
Pentium 4 or comparable
Intel Dual Core or compar-able
2 GHz+
Operating Systems Requirements
Appendix G 816
Hardware
7 processor
RAM (except
Vista/Windows
7)
1GB
Vista/Windows
7 workstation
RAM
2 GB
Free Disk
Space
CD-ROM
Drive
Minimum
1 GB
2X CD-ROM
Printers
Recommended
2 GB+
4 GB+
3 GB+
2X CD-ROM+
For highest quality printing, we recommend laser or inkjet printers.
NOTE:
These minimum recommendations include the 230 MB required for running Microsoft .NET
Framework 3.5 Service Pack 1 software on client workstations. The recommended free disk space is based on the installation of a single program and the average size of a Sage Master Builder company database. Allow at least 50 MB for each additional company database that you create.
Operating Systems Requirements
Operating systems
We recommend that the following issues be taken into account for a smooth and successful installation experience.
Sage Master Builder Release Notes
817 Appendix G
Supported Operating Systems
Server, 32 and 64-bit
Operating Systems
Microsoft Windows Server
2008® R2 Standard
Microsoft Small Business
Server 2008®
Microsoft Windows Server
2008
Microsoft Windows Server
2003®
Microsoft Windows Small
Business Server 2003® (SP 1 or newer)
Client/Workstation, 32 and
64-bit Operating Systems
Microsoft Windows 7
Professional
Microsoft Windows Vista
Business
Microsoft Windows XP®
Professional (SP 2 or newer)
Unsupported Operating Systems
Caution!
Sage Master Builder and/or its components do not run on or do not support some operating systems. Do not install Sage Master Builder to computers running these
Microsoft Windows operating systems: o o o o o o o o o
Microsoft Windows 95
®
Microsoft Windows 98
®
Microsoft Windows NT
®
Server
Microsoft Windows NT Workstation
Microsoft Windows 2000
®
Microsoft Windows 2000 Server
®
Microsoft Windows XP Home
®
Microsoft Windows Vista Home Basic
Microsoft Windows Vista Home Premium
IMPORTANT:
Microsoft .NET Framework 3.5
Service Pack 1 must be installed to all computers running Sage Master Builder and the License
Administration Tool. During installation, Microsoft
.NET Framework 3.5 Service Pack 1 is installed on your computer automatically if it is not already installed.
Be sure that all server and client computers meet both
.NET Framework requirements and Sage Master
Builder requirements.
Supported Microsoft Office versions
Appendix G 818
NOTE:
When you have a network with three or more users, a dedicated file server increases performance and reliability.
Supported Microsoft Office versions
The following table shows which versions of Microsoft Office are supported in Sage Master Builder.
Supported Microsoft Office Versions
Microsoft Office 2003
Microsoft Office 2007
Microsoft Office 2010
Web browser requirements
Web browser requirements and recommendations are:
Minimum
Microsoft Internet Explorer
®
6.0, Service Pack 1 or later
Network Configuration Requirements
Server network configuration requirements
The following table shows the server network configuration requirements for server computers running Sage Master Builder.
NOTE:
Sage Master Builder typically runs in a local area network (LAN) environment. Sage Master
Builder can run in a wide area network (WAN) using
Citrix or Terminal Services. Contact your business partner for more information.
Process
Network
Protocol
Required
TCP/IP
Minimum
Network Speed -
LAN
10/100/1000 Mbps
Minimum
Network Speed -
WAN
+/- 1.5 Mbps receiving data
(downstream)
+/- 384 Kbps sending data
(upstream)
Sage Master Builder Release Notes
819 Appendix G
Client and workstation network configuration
The following table shows the server network configuration requirements for client and workstation computers running Sage Master Builder.
Process
Network Protocol
Required
TCP/IP
Minimum Network Speed -
LAN
10/100/1000 Mbps
Minimum Network Speed -
WAN
128 Kbps Broadband
NOTE:
For information about running Sage Master
Builder in a wide area network (WAN) using Citrix and
Terminal Services, contact your business partner.
Microsoft .NET Framework 3.5 Service Pack 1
Requirements
About installation and Microsoft .NET Framework
When you install Sage Master Builder software, you will also install the Microsoft .NET Framework
3.5 Service Pack 1, if it is not already installed. It is important that you make sure that both your client and server computers meet the minimum requirements for installing both Sage Master Builder software and Microsoft .NET Framework 3.5 Service Pack 1.
Important:
If the Sage Master Builder installation requires an installation of Microsoft .NET Framework 3.5 Service
Pack 1, the Sage Master Builder installation process may continue automatically after the .NET Framework installation is completed. If you are prompted to restart your computer after the .NET Framework installation, however, you must do it to continue the Sage Master
Builder installation.
About installing .NET Framework 3.5 Service Pack 1 and Operating
Systems
NOTE:
If Microsoft .NET Framework 3.5 Service
Pack 1 is not already installed on your computers, then that installation alone may take up to 20 minutes per computer.
Microsoft .NET Framework 3.5 Service Pack 1 Requirements
Appendix G 820
The following are the supported operating systems for .NET Framework 3.5 Service Pack 1: o o o o o o
Windows 7 Professional
Windows Server 2008 R2 Standard
Windows Vista Business
Windows Server 2008
Windows Server 2003
Windows XP Professional
Viewing and verifying system information
You may use the winmsd.exe to open the System Information window to view a list of your system information. The winmsd.exe program is not available with the Windows Vista Business operating system.
To view and verify system information:
1
Click [Start], the click [Run].
2
The [Run] dialog box opens.
3
In the [Open] text box, type winmsd.exe, and then press the Enter key.
The System Information window opens displaying a list of your system information.
.NET Framework Requirements for Server Computers
Minimum requirements for Microsoft .NET Framework Service Pack 1 on servers
Required Component
Hard disk space at installation
Hard disk space to run
Video card
800 MB
370 MB
800x600, 256 colors
.NET Requirements for Client Computers
Component
Hard disk space at installation
Hard disk space to run
Video card
Required
160 MB
70 MB
800x600, 256 colors
Sage Master Builder Release Notes
821 Appendix G
Minimum requirements for the Microsoft .NET Framework 3.5 Service Pack 1 on clients
Required Component
Hard disk space at installation
Hard disk space to run
Video card
160 MB
70 MB
800x600, 256 colors
Verifying that Microsoft Internet Explorer 6.0 Service Pack 1 is installed
You must have Microsoft Internet Explorer 6.0 Service Pack 1 installed to client computers to meet minimum requirements for running Sage Master Builder software. This is also a requirement for
Microsoft .NET Framework 3.5 Service Pack 1.
To verify that Microsoft Internet Explorer 6.0 Service Pack 1 is installed:
1
Launch Internet Explorer.
2
On the Internet Explorer Help menu, click [About].
3
In the About Internet Explorer dialog box, verify that the version number is 6.0 Service Pack 1 or later, and then click [OK].
To download Service Pack 1 for of Microsoft Internet Explorer 6.0, visit the following Microsoft
Web site:
http://www.microsoft.com/windows/ie/ie6/downloads/critical/ie6sp1/default.mspx
Verifying that Microsoft Windows Installer 3.1 or higher is installed
Sage Master Builder and the License Administration Tool require Microsoft .NET Framework 3.5
Service Pack 1 to run. Microsoft .NET Framework 3.5 Service Pack 1 requires the Windows Installer
3.1 to be installed. When you install Sage Master Builder software, you will also install the Windows
Installer 3.1 automatically, if it is not already installed. Many newer operating systems are integrated with Windows Installer 3.1 already.
To verify that Microsoft Windows Installer 3.1 is installed on earlier operating systems:
5. Click Start, and then click Run.
6. In the Open text box, type msiexec /?, and then press Enter or click OK.
7. In the Windows Installer dialog box, verify that the version number is 3.1, and then click OK.
Special Configurations - Operating Systems and Services
Appendix G 822
Network Configuration and Licensing
About network configuration and TCP Remoting Channel
Sage Master Builder uses the TCP Remoting Channel, a Microsoft .NET Framework component to enable communication among computers on a network. Certain configurations can potentially disable the communication: l l l
File sharing on computers running the Windows 7, Vista, Server 2008, and Server 2008 R2 operating system must be enabled. To enable file sharing, follow the instructions in the Windows
7/Vista/Server 2008 Help.
TCP communication requires the selection of port numbers that are not in use by other processes on the local computer.
Software firewalls running on the local computer can be configured to block processes from opening
TCP ports, which will prevent communication through the TCP Remoting Channel.
Configuring Sage Service Host TCP port numbers
By default, the Sage Serve Host uses the TCP port numbers 8103 and 8104. These numbers can be configured using an XML file,
Sage.SMB.xml
, located under:
\Documents and Settings\All Users\Application
Data\Sage\LS1\ServiceHost\1.1\Configuration
.
WARNING:
If you need to change the default port numbers for the Sage Service Host using the
Sage.SMB.xml
file, you must change it on every computer on the network where Sage Master
Builder is installed. In addition, after making this change, the Sage Service Host on each computer running Sage Master Builder must be restarted.
NOTE:
Consult with your IT administrator for alternative port numbers.
To change the port numbers:
1
In Window Explorer, locate the
Sage.SMB.xml
under this path:
\Documents and Settings\All Users\Application
Data\Sage\LS1\ServiceHost\1.1\Configuration
.
2
Right-click
Sage.SMB.xml
, and open it with a text editor, such as Notepad.
3
Near the end of the file between the <Remoting> </Remoting> tags, locate the port numbers and change them.
4
Save and close the file.
5
Repeat steps 1-4 on every computer running Sage Master Builder.
Configuring third-party firewalls
During installation of the Sage Service Host, the Windows Firewall is configured automatically to allow the Sage Service Host to act as a TCP server. If you use some other firewall, however, you may need to manually adjust some settings in the firewall in order to ensure proper operation.
Sage Master Builder Release Notes
823 Appendix G
You can use the following basic procedure to manually configure the Windows Firewall to allow the
Sage Service Host to communicate with other computers. Use it as the basis for manually configuring other third-party firewall products.
To configure the Windows Firewall:
1
Click Start > Control Panel > Security Center (XP) or Security (Vista/Server 2008) or
System and Security (Windows 7).
2
Open Windows Firewall, and select the Exceptions tab (XP) or Allow a program or feature
through Windows Firewall (Vista, Windows 7, and Server 2008).
3
If Sage Service Host is not on the list, then you can add it by selecting Add Program, then browsing to the following path:
\Program Files\Common
Files\Sage\LS1\ServiceHost\1.1\Sage.LS1.ServiceHost.exe
.
NOTE:
By default, the exception is set to allow access by any computer on the network. If desired, you can refine this setting by selecting the Change Scope button. Be aware that restricting the scope incorrectly can cause the computer to be unable to connect with some or all of the other machines on the network.
Windows 7 Professional and Server 2008 R2 Standard
Operating Systems
Windows 7 Professional and Server 2008 R2 Standard "Sleep Mode" prevents computers from obtaining a license use
If a computer running the Windows 7 Professional or Server 2008 R2 Standard operating system is used as a license server, when it goes into sleep mode other computers on the network can’t obtain a license.
Set Sleep Mode on your license server computer to Never.
To set the Sleep Mode to “Never:”
1
Start > Control Panel > System and Security > Power Options.
2
Select Change when computer sleeps.
3
From the Put computer to sleep list, select Never.
Sage licensing (Sage Service Host) cannot auto-start on Windows 7
Professional and Server 2008 R2 Standard
The Sage licensing service (Sage Service Host) cannot auto-start on computers running the
Windows 7 Professional or Server 2008 R2 Standard operating systems. If the service stops, the program displays a message advising you to take further action to resolve this issue.
Windows Vista, Windows 7, and Server 2008 Operating Systems
Appendix G 824
Solution for Server 2008 R2 error message about mb7.kpr file
If you encounter an error message about opening the mb7.kpr
file when launching Sage Master
Builder on a computer running Windows Server 2008 R2, follow these steps to resolve the issue:
1
On the Window desktop, right-click Start, and then click Open Windows Explorer.
2
On the left side of the window, under Computer > Local Disk, right-click the
\MB7 folder, and then select Properties.
3
On the MB7 Properties window, click the Security tab.
4
From the list under Group or User Names, select USERS, then click the [Edit] button.
5
On the Permissions window, select USERS again, and under Allow, select the Full control check box.
Selecting Full control, selects all the check boxes necessary for this solution.
6
On the Permissions window, click [OK], and then on the MB7 Properties window, click [OK].
Windows 7 Professional and Server 2008 R2 Standard installation and mapped drives
Mapped drives may not be available when installing on a computer running the Windows 7
Professional or Server 2008 R2 Standard operating systems. See the Microsoft knowledgebase article about allowing mapped drives to display elevated users: http://support.microsoft.com/kb/937624/
NOTE:
If you need to install to a mapped drive, install the program to a computer that is running another supported operating system, such as Windows XP
Professional.
Server 2008 R2 network configuration and TCP Remoting Channel
Sage Master Builder uses the TCP Remoting Channel, a Microsoft .NET Framework component to enable communication among computers on a network. File and printer sharing on computers running the Server 2008 R2 operating system must be enabled. To enable file sharing, follow the instructions in the Windows Server 2008 R2 Help.
Windows Vista, Windows 7, and Server 2008
Operating Systems
Vista and Server 2008 “Sleep Mode” prevents computers from obtaining a license use
If you are using a Vista or Server 2008 computer as the Sage license server and it goes into Sleep
Mode, the workstations cannot obtain a license use. Possible resolutions are:
Use a different computer on your network to be the Sage license server. Any supported operating system can be used in place of Vista or Server 2008, for example, Windows XP.
Sage Master Builder Release Notes
825 Appendix G
Set Sleep Mode on your license server computer to Never.
To set the Sleep Mode to Never:
1
Start > Control Panel > System and Maintenance > Power Options.
2
Select Change when computer sleeps.
3
From the Put computer to sleep list, select Never.
Sage licensing (Sage Service Host) cannot auto-start on Vista, Windows
7, or Server 2008
IMPORTANT:
Read this information if you are running Vista or Server 2008 operating systems on your office computers.
The Sage licensing service (Sage Service Host) cannot auto-start on computers running the Vista,
Windows 7, or Server 2008 operating systems. If the service stops, the program displays a message advising you to take further action to resolve this issue.
Solution for Server 2008 error message about mb7.kpr file
If you encounter an error message about opening the mb7.kpr file when launching Sage Master
Builder on a computer running Windows Server 2008, follow these steps to resolve the issue:
1
On the Window desktop, right-click Start, and then click [Explore].
2
On the left side of the window, under Folders, right-click the MB7 folder, and then select
Properties.
3
On the MB7 Properties window, click the [Security] tab.
4
From the list under Group or User Names, select USERS, then click the [Edit] button.
5
On the Permissions window, select USERS again, and under Allow, select the Full control check box.
Selecting Full control, selects all the check boxes necessary for this solution.
6
On the Permissions window, click [OK], and then on the MB7 Properties window, click [OK].
Vista, Windows 7, and Server 2008, or Server 2008 R2 installation and mapped drives
Mapped drives may not be available when installing on a computer running the Vista, Windows 7, or
Server 2008 operating systems. See the Microsoft knowledgebase article about allowing mapped drives to display elevated users: http://support.microsoft.com/kb/937624/
NOTE:
If you need to install to a mapped drive, install the program to a computer that is running another supported operating system, such as Windows XP.
Windows Vista, Windows 7, and Server 2008 Operating Systems
Appendix G 826
Vista, Windows 7, and Server 2008 network configuration and TCP
Remoting Channel
Sage Master Builder uses the TCP Remoting Channel, a Microsoft .NET Framework component to enable communication among computers on a network. File sharing on computers running the
Vista, Windows 7, or Server 2008 operating system must be enabled. To enable file sharing, follow the instructions in the Vista, Windows 7, or Server 2008 Help.
Vista, Windows 7, and Server 2008 and changing the Sage License
Server computer
On a Vista, Windows 7, or Server 2008 workstation, when you select File > Change Sage License
Server > Select the computer from the list of computers on your network, the command may fail to generate a list of network computer names. To resolve this issue, click Enter the IP
address or name of the computer, and then type the IP Address of the server computer in the box.
Windows Server 2008 R2 and Microsoft .NET 3.5.1
The Microsoft .NET 3.5.1 must be available and enabled on a Windows Server 2008 R2 machine.
To enable .NET 3.5.1 on Windows Server 2008 R2:
1
Click [Start] on the Server.
2
Click [Control Panel].
3
Under the Programs section, click on "Turn Windows Features On or Off."
4
Scroll down to the Features Summary section and select "Add Features."
5
Expand ".NET Framework 3.5.1 Features."
6
Check the box for ".NET Framework 3.5.1."
NOTE:
Enabling .NET Framework 3.5.1 may require a reboot.
7
Restart Sage Master Builder.
Windows Server 2003 Operating System
NOTE:
Configuration for Windows Small Business
Server 2003 is the same as configuration for Windows
Server 2003.
Configuring Windows Server 2003 date format
It is necessary when using Windows Server 2003 to configure the date format.
To configure the Windows Server 2003 date format:
1
Click the [Start] button, point to Control Panel, then click Regional and Language Options.
Sage Master Builder Release Notes
827 Appendix G
2
On the Regional and Language Options dialog box, on the Regional Options tab, click the
Customize... button.
3
On the Customize Regional Options dialog box, click the [Date] tab.
4
Under Short date, from the Short date format drop-down list, select MM/dd/yyyy.
5
Click [OK].
6
To close Customize Regional Options, click [OK] again.
Setting up Windows Server 2003 for PDF and RTF printers
In Windows Server 2003 (Standard Edition) and Windows Server 2003 (Enterprise Edition), the installation of kernel-mode drivers is blocked by default. Before you can install Sage Master Builder
PDF and RTF printers with Windows 2003 Server, you have to unblock the installation of the kernelmode drivers and edit the Group Policy.
To unblock the installation and edit the Group Policy:
1
On your Windows Server desktop, click [Start], then Run....
2
The Run dialog box opens.
3
In the Open: text box, type gpedit.msc, and then press Enter.
4
The Group Policy window opens.
5
In the left pane, on the Tree tab, double-click the Administrative Templates folder.
6
Then double-click the Printers folder.
7
In the right pane, in the Setting list, find and set the state of the setting for Disallow installation
of printers using kernel-mode drivers to Disable.
Windows XP Professional (SP2) Operating System
Configuring the Windows XP Professional date format
To configure the date format:
1
Click the [Start] button, point to Settings, and click Control Panel.
2
Double-click the Regional and Language Options icon, and click the Regional Options tab.
3
Click the Customize button and the Date tab.
4
In the Short Date Format list, select MM/dd/yyyy
.
5
Click [OK].
Citrix and Terminal Servers
Using Citrix and Terminal Server with Sage Master Builder
Many people use Citrix and Terminal Server to manage remote access to their local area network
(LAN). If Sage Master Builder is installed on the computer running Citrix or Terminal Server and on
Windows Vista, Windows 7, and Server 2008 Operating Systems
Appendix G 828 your laptop, then you may log on to the computer running Citrix or Terminal Server with your laptop and work in Sage Master Builder on your LAN. This enables you to work from home, from a job site, or from any number of other remote locations.
We recommend that you use DOS commands to change the operating mode from “execute” to
“install” and then back to “execute.” When using the DOS commands to install, you may install the
Sage Master Builder software as you would on any desktop or Windows server operating system that meets Sage Master Builder requirements.
Installing on computers running Citrix and Terminal Server using DOS commands
To install using DOS commands:
1
Click [Start], then Run.
2
On the Run window, in the Open drop-down box, type cmd, and press the Enter key.
3
The \Windows\...\cmd.exe window appears.
4
At the prompt, type change user /install, and press the Enter key.
5
This enables the install mode.
6
Install the Sage Master Builder software as you would on a typical workstation or Windows
Server.
7
At the end of the installation process, choose to launch the License Administration Tool.
8
Using the License Administration Tool window, manage your license and activate it.
9
After activation, click [Start], then [Run].
10
On the Run window, in the Open drop-down box, type cmd, and press the Enter key.
11
The \Windows\...\cmd.exe window appears.
12
At the prompt, type change user /execute.
13
This enables the execute mode, which is the default mode for running Citrix and Terminal Server.
14
Exit the Run window.
15
Restart the server.
IMPORTANT:
If this message appears: “Install mode does not apply to a terminal server configured for remote administration,” then it is not necessary to enable the install mode. You may install the Sage Master Builder software as you would on a typical workstation.
830
Index
.
.NET
about install client workstation requirements server requirements
1
1099 reset balances
1099 forms about printing balances types vendor
A
Aatrix common features federal and state reports integration menu changes for integration registration running federal forms running state reports viewing report history access rights definitions supervisor window and menu-level security account
Owner Draw
accounting procedures reports accounts payable features percentage complete accounting startup procedures entering invoices and credits entering partially paid items historical record entry methods including job numbers accounts receivable managing bad debt payment history startup procedures entering invoices and credits entering partially paid items historical record entry statements
ACH about add-on modules about adding global calculated fields advances about recovering
AIA Certificates
Alabama state tax
Alaska state tax
Alaska domicile information
AP credits apply to AP invoice
API about
Administration window configure service installation
Sage Master Builder Release Notes
831 Index appointments - bank reconciliation launch security group start API service states system requirements appointments deleting all through a certain date from calendar entering in calendar types archive company create archive directory payroll verify verifying archive company naming file security archives payroll
Arizona state tax
Arkansas state tax assemblies about classes locating in entering flat rate details markups hiding parts notes part connections changing creating assembly estimating asset accounts
Attachments about attach files individually attach Web links drag and drop files
email remove audit errors about inventory procedures payroll about changing check dates changing payroll quarter procedures repairing balances audit books about window audit errors contacting Customer Support handling audit history view
Autofill Pay Rate autostart
Windows 7/Server 2008 R2
B
backup about data file selection network bad debt managing in accounts payable managing in accounts receivable balance sheet accounts bands about deleting inserting properties bank charges entering outstanding bank reconciliation about accounts and statements
barcodes - calculated fields errors about common incorrect beginning balance locating specific amounts transactions clearing outstanding comparing with statements trial clearing recalling reconciliation-in-process check box saving barcodes about changing part numbers into creating form designs for printing format selecting viewing printing as labels batches direct deposit creating retracting invoices changing numbers totals viewing entry lists viewing prior lists purchase orders issuing retracting beginning balances incorrect benefits calculations payroll calculations updating bid items about creating proposals from entering examples of overhead and profit rates in takeoffs types using with phases
bid totals adjusting with overrides controlling hiding in takeoffs billing receivable retention bonding including costs in takeoffs bonuses about entering for salaried employees including in timecards budget set setting original budgets about checking for cost overruns creating deleting display a recap display cost code recap display phases recap effect of change orders on exporting from takeoffs grids generating proposals from verification
Business Partner about
C
calculated fields about copying creating deleting editing expressions global
Index 832
Sage Master Builder Release Notes
833 Index calculations - change orders inserting in form designs in reports text boxes for pre-defined variables in calculations about adding available in formulas benefits budget verification check box options creating standard defaults in employee records deleting updating in payroll records about overriding including in W-2 forms local payroll paygroup benefits posting account setup pre-built standard prevailing-wage jobs and non-union shops entering offset credits for setup taxes areas reviewing rates tables unions calculator converting measurements displaying pasting results performing calculations selecting number of decimal places using stored memory calendar about and scheduling
appointments deleting deleting through a certain date entering types changing workdays and non-workdays recalculating schedules selecting dates
setting company days off
California quarterly report view electronic file state quarterly reports about electronic files
state tax cash receipts
receivable about
90 entering payments and applying credits to invoices90
reversing
certificates and licenses vendor entering certified payroll reports
change order prime sub change orders about about subcontract change order add subcontract change order and takeoffs appending costs to progress bills automatic numbering creating invoices from purchase orders from deleting effect on budgets and proposals enter budget sub changes entering about in takeoffs prime and sub changes prime changes exporting from takeoffs status
change period - close Index 834 subcontracts displaying descriptions reviewing types updating costs automatically in loan draw applications automatically in progress bills in loan draw applications in progress bills manually in loan draw applications manually in progress bills upgrade option viewing lists of change period about window chart of accounts pre-built ranges
Check 21 about formatting requirements checks about Check 21 and bank charges cancelling check numbers checking accounts entering direct transfers transferring funds transferring funds among about entering outstanding form designs about printing general ledger entering printing reprinting reversing prior year transactions voiding
MICR viewing sample checks payroll bonus correcting previously issued hand-computed printing vendor reprinting accounts payable
previously posted payroll unposted payroll reverse prior year unprinted verify
Citrix servers
DOS cmd installation classes about creating structure deleting expanding tree indenting inserting locating parts or assemblies in lumber board footage entering new cost and billing amounts setup outdenting
Part-Assembly Classes menu positioning renaming clearing account create clearing accounts about entering transfers zeroing out about procedures client workstation
.NET requirements clients about documents product lines sizes status close jobs multiple single payroll about archive
Sage Master Builder Release Notes
835 Index close accounting - credit card verify archive year close accounting close year close books fiscal and calendar years what happens in the program window year-end routines
Colorado state tax communication ports configure companies create new setting up state tax ID numbers company about creation create new from existing
Connecticut state tax connection state view constants contract balances contract terms controlling accounts about and subsidiary accounts correspondence about creating deleting types cost code numbering systems about cost codes and divisions about cost to complete about apply labor burden entering costs
percentage of work completed reports deleting updating costs
adjusting balances with hand-computed checks238
billing status changing for time and materials invoices
codes creating proposals from
CSI (Construction Specifications Institute)
entering for general contractors for subcontractors importing
editing for time and materials invoices equipment for time and materials billing historical record entry jobs about committed cost reports entering entering historical records historical record entry methods salaried employees voiding
labor entering for time and materials billing parts updating updating by average cost updating by billing amount updating by lowest price updating using preferred vendor updating using takeoff vendor updating vendor prices in takeoffs payroll budget verification
takeoffs bonding hiding totals liability insurance types default taxability for jobs overhead and profit rates in takeoffs credit card about receipt about reconcile about recurring charges add
credit card management - dependencies Index 836 add card add issuer account create account about edit edit account about edit card enter receipt enter recurring charges pay about reconcile credit card management about credits apply check to payable about applying to invoices entering and applying to invoices entering open historical record entry methods receivable about applying to invoices historical record entry methods recalculating critical path viewing custom reports modify for drill down customer support knowledgebase customer training options
D
daily field reports about about incidents creating deleting field orders importing into timecards
incidents entering types meetings daily payroll about creating timecards entering equipment time
importing field reports viewing totals data backup about file selection
backup methods maintenance general repair
moving into and around Sage Master Builder 678
database
counting records repair date constraints
Davis-Bacon Act dedicated accounts
Default Max defaults customize set new account
Delaware state tax department ledger accounts departments about assigning
creating dependencies about drawing between tasks entering lead and lag time start-finish
Sage Master Builder Release Notes
837 Index deposits - employees processing setup direct deposit report reprint
District of Columbia state tax divisions entering importing document control features incidents
Document Tracking about enter information documentation release notes documents client employee equipment deposits and interest general ledger entering voiding on jobs depreciation direct deposit about create pre-note
Direct Deposit File Manager employee setup file files creating retracting information options account number account status account type rate rate type routing number
Use Direct Deposit check box process pre-note
job printing vendor
DOS cmd installation
Citrix servers
Terminal servers drill down cash accounts cash position
Executive Dashboard income from operations outstanding change orders payables program-wide receivables under-billed jobs
E
earnings viewing employee electronic files
California state quarterly report view quarterly report
W-2 forms viewing tax file format email server-fax line access selection employee status and removal employee license add type track employee loans employee positions about
employee training add type track
employees
adjusting deduction balances with hand-computed checks237
assigning to schedules
documents
equipment - exporting Index 838 payroll calculations deleting updating records about
Alaska domicile information direct deposit setup entering images included with salaried bonuses for entering wages job costing viewing earnings equipment assigning to schedules documents entering client-owned time historical record entry costs revenue posting account setup rates for time and materials billing records about deleting entering revenue about voiding records types equipment costs about allocation depreciation about posting distribution entering for jobs for time and materials billing maintenance recovery and rental rates repair work to determine recovery rates estimated use of operation of ownership
payments about selecting for recovery about using expense pools rental units resource consumption voiding equipment depreciation post specific pieces equipment management features equity accounts estimating assembly estimating features
Home Builder’s Data about account setup
Remodeler’s Data about account setup exclusive access about clearing setting
Executive Dashboard about
Cash Accounts
Cash Position
Income from Operations
Outstanding Change Orders
Payables
Receivables security
Under-billed Jobs expense pools exporting about budgets about from takeoffs grids procedures change orders from takeoffs
Sage Master Builder Release Notes
839 Index expressions - financial reports grids proposal scheduling unitary proposal proposals about from takeoffs unitary purchase orders from takeoffs reports
RFPs from takeoffs service work orders from takeoffs subcontracts from takeoffs takeoffs about grids to files grids to work orders prices to part prices to files to Microsoft Excel about from Find queries from Quick Grids from reports to PDF format to RTF format unitary proposals expressions about constants functions operators
{D}
{N}
{S} between
If()Then()Else inner join parentheses
Structured Query Language about syntax variables in calculated fields
F
fax service component
Windows
features
About Sage Master Builder window accounts payable add-on modules estimating inventory count document control equipment management estimating new payroll project management
Quick Lists review and reporting
Sage Master Builder Desktop about hiding background graphic shortcuts
Sample Company scheduling searching with indexed text boxes user-defined fields user and system prompts utilities federal tax income federal taxes view electronic file
W-2 forms electronic files field properties locked fields set new account fields about locked properties about file server hardware financial and project reviews project reviews financial reports about
financial review - GAAP-standard reports Index 840 printing financial review financial reviews ratios
Financial Reviews trends find about queries creating deleting saved exporting to Microsoft Excel running saved firewall configure fiscal year-end and posting periods remove jobs fiscal year and payroll close flat rate details
Florida state tax form designs
13-5 Form-Report Page Design add company logo assigning reports to checks about printing creating new using existing forms drawing boxes detail boxes lines editing existing from report selection window fields about inserting inserting calculated fields logos labels about
for laser printers for tractor printers modifying moving selections objects erasing stretching or shrinking pages about format adding new copying inserting new line placement margins pasting quarter-inch grid removing sizing snap lines pictures adjusting proportions inserting previewing reducing display size setting form or line color setting object properties text aligning left aligning right changing fonts checking spelling editing typing undoing changes forms check tax formulas about solving
Total Labor Units (TLU) types of calculations performed in function keys functions
G
GAAP-standard reports
Sage Master Builder Release Notes
841 Index Gantt views - historical records
Gantt views about printing general ledger deposits on jobs ledger accounts about setup about considerations general ledger and payroll close
Generic-Text Only printer driver installing printing to file using
Georgia state tax global calculated fields creating graphics about including with records assigning to records deleting viewing grid cell menu
Takeoff Details tab grid columns menu
Takeoff Details tab
Grid Views menu
Takeoff Details tab grids adding records cells deleting selecting columns
Autofit All Columns deleting displaying hiding selecting displaying details exporting budget estimating proposal
scheduling finding information in grid menu importing takeoff printing rows
Clear All Rows cutting deleting inserting new selecting setting the direction of movement text copying and moving pasting guides installation license administration printing
Product Overview
Sage Master Builder and Your Business user guide
User Guide
H
hand-computed checks about entering to adjust cost balances to adjust deduction balances handling audit errors hardware file server
Hawaii state tax historical records entering equipment cost equipment revenue job cost payroll initial entry methods accounts payable accounts receivable equipment cost equipment revenue job cost
Home Builder’s estimating data - invoices Index 842 payroll
Home Builder’s estimating data about account setup hours to complete deleting reports entering percentage of hours completed remaining hours updating reports
I
Idaho state tax
Illinois state tax images about including with records adjusting proportions in forms in reports assigning to records deleting included with employee records viewing importing about budgets
ODBC-compliant data proposals unitary schedules takeoffs about grids using Takeoff Launch tasks into schedules income federal tax income accounts income tax federal indexed text boxes
indexes rebuild
Indiana state tax install
.NET
.NET framework insurance costs including in takeoffs
Internet Explorer 6.0 SP1
verify inventory about allocation audit about procedures entering startup features locations moving stock among setup
offset account parts about data viewing viewing serial numbers by location records customer sales internal consumption revaluation shrinkage stock used on contracts status
stock placing on hold verifying availability
variance reconciliation invoices creating from change orders
credits applying
entering and applying to payable invoices
entering open
payable about
Sage Master Builder Release Notes
843 Index Iowa - journal transactions changing status credit historical record entry methods including job numbers managing old debt options for saving partially paid items purchase order sales tax release retention reprinting checks status use taxes verifying contract balances
Workers’ Compensation costs posting payable account setup receivable account setup time and materials receivable about applying credits to entering historical record entry methods partially paid items recalculating releasing retention on status types voiding reviewing subcontract subcontract line time and materials about computing creating by phase editing costs processing voiding void payable
Iowa state tax
J
job status and removal job costs about reconciling jobs about change retention
close multiple single contract balances contract terms cost types costs about billing status committed cost reports editing editing for time and materials invoices entering entering for equipment entering historical records equipment historical record entry methods labor salaried employees voiding creating purchase orders deleting displaying takeoff hours documents
entering
numbering including on payable invoices
opening schedules when PO dates change
paygroups job-specific status assigning complete
types
Journal Transaction status query journal transactions about
entering entering balances records changing status editing voiding recurring reversing in next period
WIP adjustments
Kansas - local payroll taxes Index 844
K
Kansas state tax
Kentucky state tax keyboard shortcuts activating
L
LA Tool Logon log on read-only set password labels about creating form designs for barcodes for laser printers for tractor printers printing barcodes as labor burden cost to complete payroll calculations lead management about client mail lists entering referral leads referral sources setting up lead sources ledger accounts about account ranges add new assets balance sheet clearing combining controlling creating deleting departments equipment expense
equity expense income liabilities numbering permanent posting payable invoices receivable invoices pre-built chart of accounts profit and loss renaming setup financial activity entry methods starting balances subsidiary summary suspense temporary liability accounts license server change server computer licensing
TCP Remoting Channel lien waivers about printing loan draws about applications manually creating new processing voiding updating costs automatically updating costs from change orders about automatically manually local payroll taxes about about multistate SUI
CA state quarterly report electronic files calculations setup
Sage Master Builder Release Notes
845 Index locations - Mississippi creating table of states districts combining entering reciprocal agreements setting up like state tax viewing details multistate SUI locations inventory moving stock among setup locked check box columns fields text boxes logos inserting in forms inserting in reports
Lookup window about arrow hierarchy display print screen capture refresh select items set sort default sort
Louisiana state tax lumber board footage class setup entering new cost and billing amounts
M
mail list about set up mailing list about set up
Maine state tax maintaining database general maintenance repair mapped drives
Server 2008 R2
Vista installation
Windows 7 installation markups for assemblies
Maryland state tax working in Delaware
Massachusetts state tax materials costs freight cost variances menu-level security about access rights
Michigan state tax
MICR checks printing fonts suppliers toner cartridges typing characters viewing sample checks
Microsoft Excel exporting to from Find queries from Quick Grids from reports
Minnesota state tax
Minority report
Mississippi state tax
Montana state tax
My Scheduled Reports
N
Nebraska state tax network backup network configuration licensing server
Nevada state tax
Workers’ Compensation
New Hampshire state tax
New Jersey state tax
New Mexico state tax
New York state tax
Workers’ Compensation non-union shops
North Carolina state tax
North Dakota state tax notes about assembly checking spelling deleting entering for grid lines exporting from takeoffs inserting client addresses dates employee addresses fields vendor addresses opening text files
Montana - overrides Index 846
part printing undoing changes viewing
O
objects erasing in forms in reports setting properties stretching or shrinking in forms in reports
ODBC
Ohio state tax
Workers’ Compensation
Oklahoma state tax operating system fax service component operating systems
system requirements operators
{D}
{N}
{S} about between
If(Then)Else inner join
SQL query syntax
Oregon state tax
Workers’ Compensation overbudget warning enable overrides
billing amount on time and materials invoices156-
in payroll record calculations
Sage Master Builder Release Notes
847 Index Owner Draw - payroll
Owner Draw clearing
Owner Equity
P
partially paid items on payable invoices on receivable invoices parts
9-2 Parts check box options about adding about file types recalling templates for saving templates for assembly connections changing creating database maintenance about deleting ranges of parts procedures
displaying manufacturer details in takeoffs
entering labor hiding notes
prices exporting from takeoffs
simultaneously updating-adding new parts491-
updating
records about creating for non-material items assigning specifications files to updating by average cost by billing amount by lowest price costs costs using takeoff vendor in takeoffs and grids using preferred vendor vendor prices in takeoffs updating prices about file types recalling templates for
saving templates for passwords displaying for multiple companies setup support for database repair pay period change payable invoice about voiding void paygroups entering job-specific about employees working multiple positions entering updating pay rates payments by voucher equipment about selecting for history accounts receivable vendor about applying credits to invoices changing invoice status printing checks reports separate checks payroll advances bonuses calculate labor burden calculations budget verification calendar year-end close checks reprinting previously posted reprinting unposted correct record electronic files for W-2 forms employee loans entering wages
payroll calculation - pictures Index 848 features hand-computed pay types paygroups per diem payments piece pay post posting processing computing records direct deposit procedures records about entering entering historical errors historical entry methods status types voiding taxes certified payroll reports third-party sick pay timecards absences
Autofill Pay Rate entering importing service records unions use higher rate option payroll calculation assign special payroll calculations advance earned income credit change pay period create
EIC calculation update payroll report
Minority payroll reports
5-1-1 Employee List
5-1-10 Employee Documents
5-1-2 Payroll Check Register
5-1-3 Federal Tax Report
5-1-4 State Tax Report
5-1-5 Workers Comp Report
5-1-6 Certified Payroll Report
5-1-8 Hours Report
5-1-9 Ytd-Qtd Earnings
5-2-1 Employees
5-2-2 Payroll Records
5-2-4 Payroll Checks
5-2-5 Direct Deposit File Manager
5-2-7 Compensation Slips
5-2-8 Timecard Journal
5-3-1 Payroll Calculations
5-3-4 Paygroups
5-5-1 Daily Payroll Entry
5-5-2 Daily Jobs Reports
5-5-3 Daily Labor Reports
5-5-4 Daily Equipment Reports
PDF exporting data to
Pennsylvania state tax per diem payments percentage complete accounting periods resolving period audit errors permanent accounts phases about creating time and materials invoices by displaying takeoff hours entering using minimum quantities in takeoffs using with bid items
Picklist windows about displaying selecting groups of items sorting pictures adjusting proportions in forms in reports inserting in forms in reports
Sage Master Builder Release Notes
849 Index piece pay - progress billing pre-lien notices about entering prevailing-wage jobs and non-union shops certified payroll report entering offset credits for prime change order print pre-lien notice print preview reports printers drivers changing default errors installing installing saving settings printing
1099 balances checks general ledger vendor documents errors
Gantt views grids lien waivers notes reports about defaults financial saving settings to file processes running on server product lines profit and loss accounts progress billing about
AIA Certificates appending costs from change orders
Project Hot List - queries Index 850 applications creating new preparing next processing voiding retention releasing setup updating costs from change orders about automatically manually
Project Hot List about removing records project management features
Project Reviews statistics
Project Values tab about grid menus grid cell menu grid column menu show-hide columns
Project Work Center about customizing menu tree job contact and financial information prompts properties setting for objects proposals about creating from bid items from budgets from cost codes deleting displaying a recap effect of change orders on exporting about from takeoffs grids exporting and importing importing rounding up amounts
setting original punch lists about creating deleting hiding items on purchase orders about canceling ordered items closing automatically manually creating for jobs from change orders from RFPs deleting exporting from takeoffs including manufacturer details issuing batches master about creating creating individual POs from opening schedules when dates change over-balance warning receipts about entering retracting batches sales tax on payable invoices status types voiding warnings
Q
quarterlies tax file format view tax file format queries find about creating
Sage Master Builder Release Notes
851 Index Quick Grids - reports deleting saved running saved
Quick Grids exporting to Microsoft Excel
Quick Lists
Quick Reports
R
record counts print records about including graphics with adding assigning images to copying deleting locking voiding recurring journal transactions about examples of posting multiple setting up automatic reminders single setup recurring payables about setup recurring receivables about
Remodeler’s estimating data about account setup report
6-1-4-61
6-1-4-71 direct deposit
Report Query Wizard
Report Writer about reports accounting
assigning to form designs calculated fields in certified payroll committed cost
Cost to Complete deleting updating creating new shortcuts to custom modify drawing boxes drill down
editing form designs from selection window
emailing and faxing email server-fax line access selection emailing reports fax cover pages fax distribution lists faxing reports exporting about to Microsoft Excel
faxing and emailing changing email server for direct delivery changing email server when scheduling
changing fax line access when scheduling 632
changing fax line for direct delivery
email distribution lists setup
form and page breaks about inserting
GAAP-standard
Hours to Complete deleting updating logos in
modify design modify locked modifying about
moving selections objects erasing stretching or shrinking pictures adjusting proportions
requests for information - RTF Index 852 inserting print print preview print to screen print year-end printing about defaults financial
Query Wizard
Quick Reports saving and naming scheduling critical path deleting events from viewer deleting schedules editing schedules
Gantt views
My Scheduled Reports procedures
Scheduled Report Event Viewer task summaries updating schedules selection criteria setting the form or line color text aligning to left aligning to right changing fonts editing typing
Units to Complete deleting updating vendor payments viewing available by menu command by menu option samples requests for information about deleting types requests for proposal about creating purchase orders from deleting exporting from takeoffs
types retention change for jobs create invoice final invoice flat-rate flat rate
payable about paying releasing
receivable about billing editing statements to create invoices for progress billing releasing for progress bills releasing on invoices
release
release for jobs releasing for subcontracts unitary billing about update
revenue equipment about historical record entry historical record entry methods voiding records review and reporting features
RFI create numbering
RFP about create
numbering
Rhode Island state tax routines daily monthly weekly
RTF exporting data to
Sage Master Builder Release Notes
853 Index Sage CRE - security
S
Sage CRE checks forms
Sage license server change connection state
Sage Master Builder
Desktop about hiding background graphic shortcuts
Sage Service Host autostart salaried employees bonuses for entering wages job costing sales and use taxes including in takeoffs
Sample Company features log in
Scheduled Report Event Viewer deleting events schedules accelerating company calendar about recalculating with creating starter schedules from takeoffs date constraints deleting displaying takeoff hours by job or phase examining exporting grids importing tasks management tips recap about displaying
resource assignments avoiding conflicts employees equipment subcontractors setting original start-finish dependency scheduling about changing workdays and non-workdays features
opening schedules when PO dates change
reports
Gantt views screen prompts
secondary payees about invoices adding to existing decreasing payable amounts entering increasing payable amounts security access rights archive company copying user defaults about procedures features field properties about group
API groups about setup menu-level about access rights passwords displaying for multiple companies setup supervisor user takeoffs hiding bid totals hiding cost totals user names about
server - state tax Index 854 setup window-level about access rights window and menu-level setup server definition network configuration processes running on
Terminal
Server 2008 change license server file sharing sleep mode solution mb7.kpr error
TCP Remoting Channel
Server 2008 R2 install to mapped drives sleep mode
TCP Remoting Channel server hardware system requirements server requirements
.NET
service contracts appointments entering entering client-owned equipment service locations types service receivables statements sleep mode
Server 2008
Server 2008 R2
Vista
Windows 7
South Carolina state tax
South Dakota state tax
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York special configuration
Server 2008 R2 mb7 kpr file
Windows 7/Server 2008 R2 autostart
Windows Vista
SQL see Structured Query Language starting balances about dedicated accounts entering state tax
Alabama
Alaska
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
District of Columbia
Florida
Georgia
Hawaii
Idaho
Illinois
Sage Master Builder Release Notes
855 Index statement - Takeoff Details tab
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
West Virginia
Wisconsin
Wyoming statement reconcile balances statements accounts receivable editing to create invoices for retention states
API program statistics
Project Reviews status bar about
Structured Query Language (SQL) about syntax subcontractors assigning to schedules subcontracts about deleting displaying descriptions entering exporting from takeoffs releasing retention reviewing change orders
invoices types
Workers’ Compensation charging for on payable invoices rate setup submittals about creating deleting types subsidiary accounts about automatic generation transferring balances to viewing summary accounts supervisor user suspense accounts system configuration about system information viewing system requirements about
API client hardware operating systems server hardware web browser workstation hardware
System Verification Tool about
T
T and M Invoices print
Takeoff Details tab about grid menus add new views delete grid view grid cell menu grid columns menu
Grid Views menu
takeoffs - taxes Index 856 restore default views save column widths show-hide columns show-hiding columns
Views menu takeoffs
9-5 Takeoffs tab descriptions about and change orders compensating for materials waste costs bonding liability insurance taxes creating deleting displaying hours by job or phase entering change orders exporting about budgets change orders grids to files grids to work orders notes prices to part prices proposals purchase orders
RFPs service work orders subcontracts to files importing about grids using Takeoff Launch locking rows minimum part quantities in phases overhead and profits about for bid items for cost types parts cost defaults displaying manufacturer details selecting pricing security hiding bid totals hiding cost totals setting automatic save reminders
sorting
Takeoff Launch window updating part costs parts vendor prices viewing recaps tasks about dependencies about drawing between entering lead and lag time start-finish importing into schedules lists moving resizing summaries tax desctiption assign special tax file format viewing W-2 forms tax rate change tax entity change rate taxes
Alaska domicile information districts and entities about entity limit types opening entities setting up districts setting up entities including in takeoffs payroll certified payroll reports tax areas sales and use on payable invoices payable invoice setup purchase order sales tax setting up state ID numbers tables reviewing rates setup vendor 1099s
Sage Master Builder Release Notes
857 Index TCP Remoting Channel - unitary billing
TCP Remoting Channel licensing port numbers templates about deleting for adding parts-updating prices recalling saving loading saving temporary accounts
Tennessee state tax
Terminal servers
DOS cmd installation
Texas state tax third-party sick pay about entering time and materials billing billing status about changing costs editing entering for equipment equipment rates about entering invoices about computing creating by phase posting processing voiding parts details addendum report setup wage rates about entering timecards absences
Autofill Pay Rate
creating daily from daily field reports entering daily payroll importing service records including bonuses pay types
TLU see Total Labor Units
Total Labor Units transaction sources about by menu transactions entering transferring funds among checking accounts entering direct transfers transmittals about creating deleting routing slips types trends
Financial Reviews trial reconciliations clearing recalling reconciliation-in-process check box saving procedures
U
unions calculations payroll unitary billing about applications creating new manually creating new using Unitary Proposal preparing next voiding
unitary proposals - vendors Index 858 changing importing proposals retention about setup updating from field reports unitary proposals about creating deleting displaying a recap exporting about grids units to complete about entering estimated units remaining reports deleting updating unprinted checks find upgrade change orders user-defined fields user names about setup users about copying defaults copying defaults procedures supervisor
Utah state tax workers’ compensation utilities features overview
V
valuation methods about
First In-First Out (FIFO)
Last In-First Out (LIFO) setting up with offset account
Weighted Average Cost variables about for waste factors in calculated fields reserved values declaring project variances inventory vendor verify information vendor check apply to credit vendor invoices select vendor pricing about entering lists replacing existing setup updating in takeoffs vendors certificates and licenses about entering documents payments about applying credits to invoices changing invoice status printing checks reports select invoice to pay separate checks records about deleting entering financial information invoice defaults other defaults purchase order warnings remittance setup
Sage Master Builder Release Notes
859 Index verification - Wyoming verification after-close backup record counts & reports tasks
Vermont state tax version 13 modify custom reports version 14 reports created earlier
Views menu
Takeoff Details tab
Virginia state tax
Vista change license server file sharing install to mapped drives sleep mode
TCP Remoting Channel vouchers paying by posting loan disbursements
W
W-2 forms about electronic files codes payroll calculations in view electronic file
Washington state tax
Workers’ Compensation waste compensating for in takeoffs web browser system requirements
West Virginia state tax window-level security about
access rights window and menu-level security access rights setup
Windows fax service component
Windows 7 install to mapped drives sleep mode
Windows Installer 3.1
verify
Windows Vista
Sage Service Host
Sage licensing
Windows Vista special configuration
WIP about accounting adjusting journal transactions verification
Wisconsin state tax work orders exporting grids from takeoffs service exporting from takeoffs
Workers’ Compensation calculations codes about entering
Nevada
New York
Ohio on payable invoices charging for
Oregon rates setup for payable invoices split rates subcontractors
Washington
Wyoming state tax
year-end close - year-end close
Y
year-end close fiscal year and payroll checklist general ledger and payroll preparation remove jobs vendor 1099s verification verify job removal
Index 860
Download
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Key features
Integrated accounting
Project management tools
Estimating module
Payroll processing
Equipment management
Service Receivables
Frequently asked questions
You cannot void a transaction in a different period than that in which it was originally posted. To maintain an audit trail, transactions posted to prior years cannot be voided, but must be reversed. Enter a reversing transaction, and then clear both the original check and the reversing transaction.
Locate the check in 1-3 Journal Transactions, change the check number to 0000, and then print it from the Report Printing window.
Sage Master Builder is used for general ledger, payroll processing, accounts receivable, accounts payable, job costing, contact management, and equipment costing.
