Recent Release Features
Enhancements included in update 2.20
When copying purchase orders the user has a choice now to either change project numbers or not. Should the purchase order being copied relates to multi projects then the user will have to change these manually?
Users now have the option of creating ‘Purchase Order’ notes on components within Estimating Model, this function is available by highlighting a component, and right click on the mouse.
This note will be available within the purchase order, this note can be modified when the order is opened, and will print on the purchase order.
This purchase order note will only be seen within estimating model or within the order when the component is selected, and the button called ‘component note’ is pressed.
Cash flow Forecasting
Please refer to the Knowledge based article on the community page.
This report is available under General Ledger Reports – this is also controlled by user’s access rights- you can only access this report if you can run the Profit & Loss report.
This report when ran, will gather data from a number of areas within your database, and produce a 52 week forecast, split into 13 week blocks or quarters, and export it into EXCEL, for further changes if required by you.
The start date of the Cash Flow Forecast will be today’s date – this cannot be changed.
Should you require cash flow information on a historical base, i.e. prior to today, then you will have to run the other historical cash flow reports in the general ledger report listing.
To ensure the Cash Flow Forecast report is correct, a number of areas will have to have correct data.
Should you wish to use this new report, please follow the point items to ensure, this new report will be correct.
Cash Flow Forecasting will use the following in its calculations;
• Outstanding Accounts Receivable Invoices, based upon the due date of the invoice, and account code associated to each line on the invoice, for the outstanding amount,
• All Unclaimed amounts on all “ACTIVE” projects only, both claims and variations that have been authorized by the client,
• Project Budget amounts by Cost Centre that have amounts still to spend, negative amounts will be excluded, only for “ACTIVE” projects,
• Outstanding Accounts Payable invoices, based upon the due date of the supplier invoices and account code associated to each line on the invoice for the outstanding amount. This will also be done for payroll invoices, if they are outstanding,
• If you are using payroll, we will take an average of all payroll components used in the last twelve months, and apply that average, to the next 52 weeks into the future,
• Schedule transactions are also included by their respective amounts and account details.
• The opening Bank account amount will be the total of all bank accounts in your system.
• The date of the claim stage is used for matching future income and expenditure, from within each “Active” project.
Cash flow Forecasting – Projects
Project cash flow forecast is available also, from within project based reports.
Go to Projects select one project or many projects – your choice, and then go to reports.
Likewise, if you have access to the Profit and Loss report you can run it, otherwise you cannot.
The same rules apply to this report as to the financial cash flow forecast report.
Opening cash balance will be receipts to date on the nominated projects.
You must remember that these reports are only a best guess of cash flow over the periods, based upon your information, and they can be changed by you.
Standard Option table for Preliminary Quotes
Standard Options Table Formula category headings within Templates
Should users wish to a have table sorted by some standard options heading, then those standard options may, have to have a new formula category.
Users will have to go to Estimating/administration/ formula category – and create new items or change existing – this is a user choice.
Then go into every standard option formula and change the old category to the new category.
Then go into their document templates and insert this new Table option under Preliminary Estimates, called – Preliminary Estimate – Standard Options Table: Description – Qty – Unit Price – UOM – Total Incl (Header & Categories)
If formulas are to have no price on them – i.e. giveaways, then users will have to set the retail price to zero.
Enhancements included in Update 2.19
Payments & Bank Rec
The ABA file associated to a payment will now be displayed in the payment summary screen, and within a Bank Rec.
Two new columns showing Invoiced and Outstanding against each order.
Within the order wizard, users can now select a supplier, and create an order for all of their items within the BOQ.
To use this function – Select the supplier, then press the “Copy Wizard” button, this will then generate the list of all items for the order.
Users can now change the order quantity for each component downwards, you cannot adjust negative amounts, and you cannot go negative.
From the payroll reports list, you can now run a listing of all components, and this will list all employees associated with a component with rates and appropriate settings.
This report can be selected by employee or grouped by components.
Zero value invoices can now be paid, by using the payment function only; using the “Pay” button within the invoice summary screen will not work.
The payment process CAN only be done through the ‘Payment” button, manually, by selecting the invoices after selecting the creditor.
Users can now enter a date of the transfer.
Email purchase orders
You can now attach a second file to be sent with a purchase order – this file must be a ‘PDF” file of your creation.
This file MUST be in the documents folder, with a sub-folder called ‘StandardOrderAttachent’.
There can only be one PDF file in this folder.