Job Cost
General Ledger Account Numbers
To create a new construction job you must have already set up a Property/Building with a valid chart of accounts. New properties and their associated chart of accounts can be created using the Property Setup Wizard from System Tasks - Wizards.
In order to process Job Cost entries, the following two accounts must exist:
1. Work in Progress (an asset account)
2. Retention (a liability account). This account is required even if you do not hold back retention on your accounts payable invoices.
To add these account numbers to the chart of accounts of an existing building, go to System Tasks – Chart of Accounts – Update Chart of Accounts.
Configuration File
System Tasks – Spectra Utilities – Configuration File-Extras
The system requires certain information that it will use as defaults. This information is stored in the Configuration File. For more information on the various fields on this screen, please see the help files.
For Job Cost, you will find the default fields in the bottom-left corner of the screen:
Select this option if you would like the system to provide a warning message for over estimates and/or commitments during AP invoice data entry.
You can choose to format the commitment numbers with a certain number of digits.
Enter a default field or column label for a job, phase, or sub phase.
The value that is typed in these fields will be placed on the button that is used to select the items to print and will also show as field headings on the selection screen once the button is clicked.
The labels will also be used in the Job Cost Navigation Helper:
When printing Job Cost reports and selecting to print selected Jobs/Phases/Sub Phases, you have the option of positioning the job selector box column. The column number can be 1 through 6.
The example shows the result of entering a “1” in this field:
If nothing is entered in this field, the default is that the selector will show in column 6.
Job Cost Set Up Lists
Jobs – Start a Task – Job Cost Set Up Lists
The Job Cost module contains defaults which are used by the program. These are similar to the control codes used throughout the rest of the program. The various items are available for selection when setting up a job and printing reports.
Types are for viewing only; cannot be added, modified or removed.
• To modify an existing description code, click in the field that needs modification and make the required changes.
• To add a new description code, go to the last row in the list and type the information. Specify whether this code should list with jobs, phases, or sub phases.
• To delete a description code, click in the grey box to the left of the code and press the delete key on your keyboard. The program will prompt you to confirm the deletion.
• When a new job is created, these defaults will show in their respective fields on the Job Cost Master, Phase and Sub Phase screens (see Create New Job section).
• To modify an existing type, click in the field that needs modification and make the required changes.
• To add a new type, go to the last row in the list and type the information.
• To delete a type, click in the grey box to the left of the type and press the delete key on your keyboard. The program will prompt you to confirm the deletion.
• These types cannot be modified or deleted.
• To add a new type, go to the last row in the list and type the information.
• To modify an existing unit of measure, click in the field that needs modification and make the required changes.
• To add a new unit of measure, go to the last row in the list and type the information.
• To delete a unit of measure, click in the grey box to the left of the type and press the delete key on your keyboard. The program will prompt you to confirm the deletion.
Set up Cost Account Masters
Jobs – Start a Task – Set Up Cost Account Masters
Job cost accounts are separate from, but defined in a similar fashion to a general ledger chart of accounts.
Account samples have been provided for your use (obtained from the Construction Specifications Institute (CSI)). These samples can be edited, or you may create your own.
For example, you might create a master for Home Building, Land Development, Custom Homes, etc. These sample accounts, along with those for existing jobs, will be available for copying when you create a new job.
From the Select Set drop down list, choose a cost account master.
• To modify an existing cost account, click in the field that needs modification and make the required changes (all fields can be modified).
• To add a new cost account, go to the last row in the list and type the information.
• To delete a cost account, click in the grey box to the left of the account and press the delete key on your keyboard, or click the Delete button on the toolbar. The program will prompt you to confirm the deletion.
Click on the Create New Set button. The name of the set will default to “New Set” and the fields will be cleared for entry. It is important to give the set a meaningful name BEFORE you start adding accounts, as it cannot be changed after you start adding your account numbers. To add a new name, type over the words “New Set”.
Add your new cost account numbers, description, level, and analysis type. The accounts can be edited or deleted if required in the future.
Account numbers can be a mix of alpha or numeric characters. If you choose to use a four or five digit number range and low numbers such as 100, and high numbers such as 9999, leading zeros must be used with the lower numbers to make them consistent with the same number of characters or digits (i.e. 0100). Alpha accounts will sort after all numeric accounts.
Levels are used to group accounts together when printing job cost reports. Select a level for the account number from the following options:
H (1-4) = Header (4 being the highest, 1 the lowest)
T (1-4) = Total
P = Posting account
A matching Header and Total is needed for each level that is used. This flexible formatting allows you the ability to define the display of your job cost reports.
Select an analysis type for the account number from the following: Building, Land, or None. This type is used to determine the calculation of your dollar per unit of measure cost (i.e. sq. ft., acre, etc.).
The Copy to a New Account Master process will allow you create a new Cost Account Master by copying an existing one. You will select the current master that you want to copy and click the Copy to a New Account Master button, enter a name, and click OK.
If you would like to use a cost account master that is not included in Spectra, you can import new Account Masters.
The File that you want to impport will need to be in .CSV Format and will require the following headers:
When keying this into Excel, before converting to .CSV for import, you will need to add a single apostrophe before a number with a leading zero. E.g.; ’010.001
To import a new Job Cost Account Master list; go to Jobs > Start a Task > Update Cost Account Masters and click Import. And select the file that you have created.
Note: The CostAccountSetCode should be a unique name. If you attempt to import an account set with a duplicate name, an error will pop up advising that the import failed because that Cost Account Set Code already exists.
Create New Job
Jobs – Start a Task – Create New Job
Prior to creating a new job, your project or building’s general ledger chart of accounts must have a Work in Progress and Retention account (see section on General Ledger Account Numbers, above.).
Select the property to which you wish to have your job post.
Enter a code to identify this particular job, i.e. High-rise, Apartments, Warehouse, etc. This will be used to separate this job from other jobs.
The Job Name is a longer description of the Job Code. This is a required field and can not be duplicated. Once you tab out of the field, a message will appear that the job has been successfully created, and the bottom-half of the screen will show additional entry fields.
Enter additional information about the job.
Select a Job Cost Master type from the drop down list (see page 5).
This will default to what has been set up in the Job Cost Level Descriptions (see page 5), and can be changed if needed.
as above
as above
These fields are optional and are for onscreen viewing only.
This may be selected to close a job at completion in order to prevent further postings. Once selected, the job will be removed from report selectors.
This must be selected in order to use the Lender Loan Draw feature. A loan cannot cross-over different jobs. Please refer to the Loan section on page 31 for more information.
If either of the above options is to be selected, please refer to the Phases section on page 13 for more information.
If you have allowed loans, select the default lender who will be loaning the money for this job from the drop down list. The lender must already be set up as a supplier in the database. For information on setting up Suppliers, please refer to the Supplier Requirements section on page 39.
Field is currently for onscreen viewing only.
Field is currently for onscreen viewing only.
Enter the building area. This field can be used in the Project Analysis report.
Select a unit of measurement from the drop down list.
Enter the land area. This field can be used in the Project Analysis report.
Select a unit of measurement from the drop down list.
Enter an accounts payable retention account, or select from the drop down list.
Enter the WIP account, or select from the drop down list.
Optional
Select only when the Job Cost Accounts and Original Estimate have been entered. The accounts will show in AP entry only when the estimate has been marked as approved. Once the estimate has been approved, the budgets are locked so that they cannot be modified. A change order is used to adjust.
The above eight fields will be entered at the lowest level of the job.
• If phases have not been enabled, the information is entered at the job level.
• If multiple phases have been enabled, the information is added at the phase level.
• If multiple sub phases have been enabled, the information is added at the sub phase level.
After clicking this button, the comments entered in the comment field will show in the Notes field. Additional notes may be added, and will then be seen in the comments field on the Job Cost Master screen.
We no longer recommend using this feature. OLE objects take up space in the SFWData file.
Phases
When phases have been enabled, the bottom of the screen will change so that information can be added for each phase and/or sub phase.
To enter the phase information for this job, click on the button to the left of the phase code.
These fields will default to the information entered on the previous job screen and can be changed by typing over the information.
Please see the previous pages on creating a job for more information on each field. The fields are similar for Jobs, Phases and Sub Phases.
If multiple sub phases have not been enabled, the following fields will show in the bottom-half of the screen.
Enter the information as needed, click on Save and Close on the toolbar.
• To add a new phase, click on the Add a New Database Record button on the toolbar.
• To view another phase, select the phase code from the Select Phase drop down list.
• To return to the Job Cost Master screen, click the Close button on the toolbar.
If multiple Sub Phases have been enabled, click on the button to the left of the sub phase code to enter the sub phase information for this job.
These fields will default to the information entered on the phase screen and can be changed by typing over the information.
Please see the previous pages on creating a job for more information on each field. The fields are similar for Jobs, Phases and Sub Phases.
• To add a new sub phase, click on the Add a New Database Record button on the toolbar.
• To view another sub phase, select the sub phase code from the Select Sub Phase drop down list.
• To return to the Phases or Job Cost Master Screens, click the Close button on the toolbar.
Job Cost Navigation Helper
Jobs – Start a Task – Job Cost Navigation Helper
The job cost navigation helper is where all jobs are displayed and where all routine Job Cost items will be maintained.
Filters can be used to change the display. Select a specific Building, Job, a Phase and a Sub Phase from the drop down lists.
The default is to display active jobs only. Un-check this option and all open and closed jobs will display.
To access a Job, the Accounts, Commitments, Non-committed Budgets, and Loan information, click on the corresponding button.
Tip: The Job, Accounts, Commitments, Non-Committed Budgets, and Loan buttons can also be accessed on a Building’s Job Screen (go to Find – Building – Jobs).
Job
To view or modify a job’s basic information, click on the Job button to the left of the Building ID. The Building ID is that which was set up when the building was created in the Property Setup Wizard.
The screens that are displayed are similar to those which are shown when a new job is created. If it is determined that phases or sub phases are required for a job after the job has been added without, they can be enabled and added here. See the Create New Job section.
Accounts
The Accounts button is used to setup and modify your Job Cost accounts. If this is a new job the screen will be blank, as shown below.
Accounts can be created manually by typing the information in each field, for each account required; or you may select to copy existing accounts from a sample, or from another job.
Accounts are set up at the lowest level of a job, i.e.:
• if there no phases or sub phases, the accounts are set at the job level
• if there are phases and no sub phases, the accounts are set at the phase level
• if there are sub phases, the accounts are set a sub phase level
• if there are multiple phases or sub phases, accounts must be created for each phase
Once an account has been created, most fields can be modified as long as there have been no transactions. The account number and “P” type level fields cannot be modified. If a change is required for either of these fields, the cost account can be deleted, as long as there have been no transactions, and re-entered as needed.
Estimates, or budgets, will also be entered on this screen. If the original estimate has been marked as approved (from the Job button), it should be unchecked (or “unapproved”) to unlock the screen for changes.
Account numbers can be a mix of alpha or numeric characters. If you choose to use a four or five digit number range and low numbers such as 100, and high numbers such as 9999, leading zeros must be used with the lower numbers to make them consistent with the same number of characters or digits (i.e. 0100). Alpha accounts will sort after all numeric accounts.
Enter a meaningful account description
Levels are used to group accounts together when printing job cost reports. Select a level for the account number from the following options:
H (1-4) = Header (4 being the highest, 1 the lowest)
T (1-4) = Total
P = Posting account
See the section Set up Cost Account Masters – Create a New Set, for more information.
Original estimates can be entered and tracked by entering manually, or copying from another job/phase/sub phase. If accounts were copied from another job/phase/sub phase, and the original estimate budget included, this number would be shown. There are various reports comparing the estimate to commitment amounts or actual expense.
Change orders allow you to keep a history of any changes to the original estimate. This field will keep a total of all change orders processed.
If accounts were copied from another job/phase/sub phase and the revised estimate budget included, this number would be shown. It is the total of the original estimate plus/minus any change orders and will be updated when change orders are processed.
A reference will need to be made for each account that will post to a loan category. If you have already set up your loan information (see the Loan section on page 31), all posting accounts will default to the first category.
Amount entered here will print on the Job Percent Complete Analysis Report.
Select an analysis type for the account number from the following: Building, Land, or None. This type is used to determine the calculation of your dollar per unit of measure cost (i.e. sq. ft., acre, etc.).
This is the default WIP GL account number that is set up when a job is created, and where the job cost total will post to your balance sheet. Multiple WIP accounts provide the option to see separate job cost totals on the balance sheet rather than just one total for all jobs.
Additional comments can be added to each account.
Copy Accounts
To copy accounts, click the Copy Accounts button on the left of the Accounts screen.
There are two options available for copying:
The cost account masters are those which were set up through Set Up Cost Account Masters (see page 9). Select a set from the drop down list.
Select from the drop-down lists a building, and choose to copy from a specific job, phase, and sub phase. The option to include the Original or Revised Estimate Budget, or No Budget information is also available.
Once the selections have been made, click the Copy Accounts button in the top-right corner. A prompt will appear to confirm the copy of accounts. Once complete, a message will appear that the copy was successful.
Click on the close button on the toolbar to return to the account list.
• To modify an existing cost account, click in the field that needs modification and make the required changes (Account Number and Level cannot be modified).
• To add a new cost account, go to the last row in the list and type the information.
• To delete a cost account, click in the grey box to the left of the account and press the delete key on your keyboard, or click the Delete button on the toolbar. The program will prompt you to confirm the deletion.
Manage Change Orders
A change order (CO) is required to update the Revised Estimate amount. To enter or view a change order, click on the Manage Change Orders button on the left of the Accounts screen.
Upon initial entry to the above screen, the fields are blank so that a new change order can be entered. To find an existing change order:
Select an existing CO from the drop down list. The distribution and amount of a CO cannot be changed once it has been approved.
To navigate through the change orders, use the Next Record and Previous Record buttons on the toolbar.
Default is the current date, but can be changed if required.
Enter a reference number in this required field. The number is user-defined and can be a mix of alpha and numeric characters. If pre-numbered change order forms are used, we suggest entering this number here.
This would be the amount of your change order. The amount will be added or subtracted from the original estimate to come up with a revised estimate.
Tip: If you are re-allocating money between two cost accounts, this can be accomplished with one change order. Put zero in the amount field and make a Debit and a Credit distribution to the appropriate cost accounts.
As entries are made to the change order, this field will update with the amount that is required to balance to the Change Order Total. Amount must be zero in order to save.
Select this item when a change order has been approved. Accounts payable items cannot be posted to a change order until it is marked as approved.
Enter an explanation for the change. This will print on the change order history report.
Select the cost account that requires changing. The distribution of the change order may cover more than one account, but must balance to the amount of the change order.
Enter the amount to be allocated to the cost account. The amount can be a negative or positive number.
Comments can be added to a line item, or to the change order itself by using the Notes and Notes/OLE buttons. For example if you had scanned the manual change order form, you could link the document to the OLE field.
Update % Complete
If the value that was entered in the Est. % Complete field requires modification, click the Update % Complete button on the left of the Accounts screen. The screen will show as below. This field is optional and will show on the Job Percent Complete Analysis Report.
Commitments
The Commitments button is used to set up and maintain Supplier contracts, purchase orders, and other miscellaneous commitments. A commitment is a signed contract with a particular supplier/vendor.
Upon initial entry to the above screen, the fields are blank so that a new commitment can be entered. To find an existing commitment:
Select an existing commitment number from the drop down list. The distribution and amount of a commitment cannot be changed once it has been approved.
This filter can be used to navigate through the commitments for a particular supplier.
Select a supplier from the drop down list and use the Next Record and Previous Record buttons on the toolbar to move through the commitments.
Select the supplier with whom you have entered into this commitment from the drop down list. The supplier must already be set up as a supplier in the database. For information on setting up Suppliers, please refer to the Supplier Requirements section.
Enter a number for this commitment. The number is user-defined, and the number of digits allowed can also be formatted. Please see Configuration File on page 5 for more information on this option. If you are using a pre-numbered contract/purchase orders, enter that number here.
To obtain the next number in sequence, click on the question mark button next to the commitment number field. The highest number used for this job and for the entire system will be shown.
Select a Job Cost Commitment Type from the drop down list (see page 7).
Enter a percentage that will be used to automatically calculate retention when entering AP invoices (i.e. 7.5% or .075). This will be the default amount for this contract.
This will be the total amount for this commitment. This amount may be changed anytime during initial entry, but after the record is approved, can only be changed with a change order.
As entries are made to the commitment, this field will update with the amount that is required to balance to the commitment amount. Amount must be zero in order to save.
These fields are optional and are for onscreen viewing only.
Select this item when a commitment has been approved. Accounts payable items cannot be posted to a commitment until it is marked as approved.
Comments can be added to a line item or to the commitment itself by using the Comments box and Notes/OLE buttons. For example if you had scanned the manual contract, you could link the document to the OLE field, however, this will take up space in the SFWData.ACCDB file and is no longer recommended.
Select the cost account to which this commitment applies. The distribution of the commitment may cover more than one account, but must balance to the total commitment amount.
Enter the amount to be allocated to the cost account. The amount can be a negative or positive number.
The default will show as selected above in the Commitment Type field, but can be changed to a different Job Cost type from the drop down list (see page 8 for more information).
The default will show as selected above, but can be changed for this distribution if it is different from the main contract. There may be multiple retention amounts per commitment, or none for a particular distribution.
Enter additional comments for this distribution if required.
Manage Change Orders
Change orders (CO) are required to update an approved commitment. A commitment must be open in order to enter or view a change order. To find an existing commitment:
Select an existing commitment number from the drop down list. The distribution and amount of a commitment cannot be changed once it has been approved.
This filter can be used to navigate through the commitments for a particular supplier.
Select a supplier from the drop down list and use the Next Record and Previous Record buttons on the toolbar to move through the commitments.
Once the supplier and commitment have been selected, click the Manage Change Orders button on the left of the screen to open the change order screen.
Upon initial entry to the above screen, the fields are blank so that a new change order can be entered. To find an existing change order:
Select an existing CO from the drop down list. The distribution and amount of a CO cannot be changed once it has been approved.
To navigate through the change orders, use the Next Record and Previous Record buttons on the toolbar.
Fields will be automatically filled based on the original commitment set up and cannot be modified.
Enter the date of the change order.
Select Builder or Client from the drop down list.
Enter the change order number in this required field. The number is user-defined and can be a mix of alpha and numeric characters. If pre-numbered change order forms are used, we suggest entering this number here.
To obtain the next number in sequence, click on the question mark button next to the change order number field. The highest number used for this job and for the entire system will be shown.
This will be the total amount for this change order and can be a debit or credit. This amount may be changed anytime during initial entry, but after the record is approved, it can only be changed with an additional change order.
Enter an amount that was quoted to the client that may be different from the amount of the CO to your sub-contractor. For example, buyer options for a home buyer where the amount would be higher than what the sub-contractor’s CO amount is to do the work. This quote appears on several reports.
Enter a percentage that will be used to automatically calculate retention when entering AP invoices (i.e. 7.5% or .075).
Optional
Select this item when a change order has been approved. Accounts payable will not be updated with the change until it is marked as approved.
Enter an explanation for the change. This will print on the change order history report.
As entries are made to the change order, this field will update with the amount that is required to balance to the change order total. Amount must be zero in order to save.
Select the cost account that requires changing (only those accounts or original commitment can be changed). The distribution of the change order may cover more than one account, but must balance to the amount of the change order.
Enter the amount to be allocated to the cost account. The amount can be a negative or positive number.
Comments can be added to a line item, or to the change order itself by using the Notes and Notes/OLE buttons. For example if you had scanned the manual change order form, you could link the document to the OLE field.
NC Budgets
The NC (Non-Committed) Budgets button allows you to commit funds to a job cost account without having a contract of some type (i.e. a commitment with a specific supplier). This amount will show in the committed field on your reports with an asterisk next to the amount.
Select a cost account from the drop down list.
This will be the total amount for this commitment. This amount can be changed with a change order.
Enter additional comments for this distribution if required.
Manage Change Orders
A change order is required to update the Original NC Amount. To enter or view a change order, click on the Manage Change Orders button on the left of the NC Budgets screen.
Upon initial entry to the above screen, the fields are blank so that a new change order can be entered. To find an existing change order:
Select an existing CO from the drop down list. The distribution and amount of a CO cannot be changed once it has been approved.
Default is the current date, but can be changed if required.
Enter a number for this change order. The field is not required. The number is user-defined and can be a mix of alpha and numeric characters. If pre-numbered change order forms are used, we suggest entering this number here.
This would be the amount of your change order. The amount will be added or subtracted from the original estimate to come up with a revised estimate.
Tip: If you are re-allocating money between two cost accounts, this can be accomplished with one change order. Put a zero in the amount field and make a Debit and a Credit distribution to the appropriate cost accounts.
As entries are made to the change order, this field will update with the amount that is required to balance to the change order total. Amount must be zero in order to save.
Select this item when a change order has been approved.
Enter an explanation for the change.
Select the cost account that requires changing. The distribution of the change order may cover more than one account, but must balance to the amount of the change order.
Enter the amount to be allocated to the cost account. The amount can be a negative or positive number.
Comments can be added to a line item, or to the change order itself by using the Notes and Notes/OLE buttons. For example if you had scanned the manual change order form, you could link the document to the OLE field.
Loan
The Loan button is used to setup and manage your Lender Loan information. A loan is set up for one job, i.e. does not crossover jobs. However, it can be set up for different phases/sub phases in a job.
Upon initial entry to the above screen, the fields are blank so that a new loan can be entered. Once a loan has been entered and you wish to add another for the job, click on the Add a New Database Record Button on the toolbar.
To find an existing loan:
Select an existing loan from the drop down list. The distribution and amount of a loan cannot be changed once it has been approved.
This filter can be used to navigate through the loans for a particular lender. Select a lender from the drop down list and use the Next Record and Previous Record buttons on the toolbar to move through the loans.
Select the lender from the drop down list. The lender must already be set up as a supplier in the database. For information on setting up Suppliers, please refer to the Supplier Requirements section.
Enter a number to identify the loan, i.e. the loan number provided by the Lender.
Select the phase from the drop down list.
Select the sub phase from the drop down list.
Tip: If you are using phases or sub phases, and want to be able to access all loans at the job level, leave the phase fields blank so as to not associate the loans with a particular level.
This will be the total amount of this loan for this job/phase/sub phase. The amount may be changed anytime during initial entry, but after the record is approved, it can only be changed with a change order.
As entries are made to the loan on the Amount tab, this field will update with the amount that is required to balance to the loan amount. Amount must be zero in order to save.
These fields are optional and are for onscreen viewing only.
Select this item when a loan has been approved.
Comments can be added to a line item or to the loan itself by using the Comments box and Notes/OLE buttons. For example if you had scanned the loan contract, you could link the document to the OLE field.
Categories
Setting up loan categories is the next step when creating a new loan. To add or view existing Categories, click on the Categories tab.
Loan categories are saved by the lender. If loans had been previously set up with this lender, the original categories would appear on the screen. These categories should not be modified. New categories for the new loan should be added at the bottom of the list.
Enter a sequence number to be used for sorting the categories in drop down lists and on reports. The field allows for 10 numeric characters. This is typically the Lender’s category number.
Enter the name for the category. This is typically the Lender’s descriptive name.
If there are to be multiple loans with the same lender, the categories from the first loan cannot be used for the second loan. You must setup additional categories for the second and subsequent loans. In this scenario, there are some decisions that have to be made up front regarding the sequence numbers and descriptions.
It is possible that a lender could use the same category number for different loans, but use a different description (i.e. Loan 1: 10 - Concrete, Loan 2: 10 - Plastics, Loan 3: 10 - Masonry). The sequence number 10 can only be used once, with one description. In this case, we suggest using a unique sequence number, and incorporate the Lender’s number in the Description field.
The example above shows two numbering sequences: 100 to 199, and 200 to 299, with the Lender’s number incorporated in the description. These ranges of categories represent two different loans set up with this particular lender. To set up the categories for a third loan, the sequence number range of 300 to 399 could be used; a fourth could be 400 to 499, etc.
Amount
The Amount tab is used to enter the amounts approved by the lender for each of the loan categories.
Select the category from the drop down list. The categories will display in sequence order. Ensure that the correct category is selected for the applicable loan. In our example, we will select those sequence numbers in the 200 range as these are the categories set up for our second loan.
This is the amount approved for the category by the Lender. This amount may be changed anytime during initial entry, but after the record is approved, it can only be changed with a change order.
As entries are made to the loan, this field will update with the amount that is required to balance to the loan amount. Amount must be zero in order to save.
Reminder: Once the loan categories and amounts have been set up, the loan categories will need to be linked to the cost accounts. This is done from the Accounts button in the Job Cost Navigation Helper. See page 18 for more information.
Draws
A Draw is a request to have funds disbursed from your loan that is intended to cover specific expenses incurred during the existence of the job. Each loan requires at least one draw. All expected draws on the loan contract can be added at the beginning, or can be added as needed. To add or view existing draws, click on the Draws tab.
Enter the draw number. The field allows for five numeric characters.
Select this item when a draw has been closed. A draw can be re-opened and closed again if required. The first available open draw will be displayed in invoice entry.
Enter a brief description for the draw.
Manage Change Orders
Change orders are required to move money from one loan category to another. A loan must be open in order to enter or view a change order. To find an existing loan:
Once the lender and loan have been selected, click the Manage Change Orders button on the left of the Loan screen to open the change order screen.
This filter can be used to navigate through the loans for a particular lender. Select a lender from the drop down list and use the Next Record and Previous Record buttons on the toolbar to move through the loans.
Once the lender and loan have been selected, click the Manage Change Orders button on the left of the Loan screen to open the change order screen.
Upon initial entry to the above screen, the fields are blank so that a new change order can be entered. To find an existing change order:
Select an existing CO from the drop down list. The distribution and amount of a CO cannot be changed once it has been approved.
Fields will be filled automatically by the system.
Default is the current date, but can be changed if required.
Enter a number for this change order. The field is required. The number is user-defined and can be a mix of alpha and numeric characters. If pre-numbered change order forms are used, we suggest entering this number here.
This would be the amount of your change order. The amount will be added or subtracted from the original estimate to come up with a revised estimate.
Tip: If you are re-allocating money between categories, this can be accomplished with one change order. Put a zero in the amount field and make a Debit and a Credit distribution to the appropriate categories as shown in the example.
As entries are made to the change order, this field will update with the amount that is required to balance to the change order total. Amount must be zero in order to save.
Select this item when a change order has been approved.
Enter an explanation for the change.
Select the loan category that requires changing. The distribution of the change order may cover more than one category, but must balance to the amount of the change order.
Enter the amount to be allocated to the category. The amount can be a negative or positive number.
Comments can be added to a line item, or to the change order itself by using the Notes and Notes/OLE buttons.
Supplier Accounting
The information on this screen controls how the program will handle information during invoice entry. The fields highlighted in the box below are those that pertain to Job Cost processing.
Enter the account number or name assigned to you by the supplier.
Enter the supplier’s credit terms
Enter either the number of days or the day of the month that payments are due. Default is 30 days.
The system automatically disallows duplicate invoice numbers, which is good for most of your suppliers. However, utility bills and mortgage payments typically have account numbers, which are normally entered in place of the invoice number. To suspend duplicate invoice number checking, remove the flag from this field.
Enter the credit limit. This information is available for onscreen viewing or as a merge field for export from the Database Listing program.
In the Federal ID number field, enter the supplier Federal tax number and the Provincial or State tax number in the Provincial/State ID field.
Select Yes or No for American suppliers only.
If Yes was selected entered, select the 1099 type. Options are: Miscellaneous, Interest, or Dividend.
If you normally code this supplier’s invoices to the same G/L distribution, set up a Supplier Allocation Code and enter it here. See Supplier Allocation Codes in the Help Files for more information. You also have the option to leave the Default Allocation Code account field blank. Wherever Supplier Allocation Codes are used, you have the option to override this supplier’s allocation code.
If you would like regular invoices for this supplier to be coded to a particular G/L account, enter it here.
The Status field will default to active, but can be changed later to inactive or delete.
If you no longer use a supplier, we do not recommend that you delete the supplier from the Deletions menu item, as this will cause you to lose all history of this supplier. Rather, change the status to "Inactive" and this will cause the supplier’s name to be omitted from the drop down list of suppliers in Invoice Entry and Handwritten Checks.
Select this option if you want each invoice paid on a separate check. An example of this usage might be mortgage checks, so that each mortgage payment will generate a separate check.
The following check stub formats are provided:
Select this option if insurance is required. This option must be flagged if you will be filling out the Insurance screen (see next page for more information).
Select the level to which the insurance applies – company wide, a specific building, job, phase, sub phase, or commitment. An insurance record must also be set up on the Insurance screen.
Preliminary Notice
When a supplier files a preliminary notice against a sub-contractor working on your job, you may record the information on the Preliminary Notice screen in order to print a joint check. It is important to note that the supplier filing the preliminary notice is the supplier on which the notice recorded.
Enter Supplier Invoices for Jobs
Supplier – Start a Task – Invoices – Supplier Invoice Batch Listing
As a reminder, each invoice entered on the system requires a supplier, as Sundry or Miscellaneous vendors or suppliers are not used. Therefore, your vendors or suppliers must already exist on your system before you begin entering invoices. See Supplier Requirements, above for more information.
Here, we will highlight the details specifc to Job Cost Invoices. Click here, for more detail on Invoice Entry
Add Batch Screen
The default is “Regular”. To enter a job cost invoice, select “Job Cost” as the invoice type
Click on the Details button to proceed to the Add Invoice screen.
Select the supplier from the list
This will be automatically filled in from the database information for this supplier. If this supplier has a preliminary notice and the payment address was over-ridden, the supplier who filed the notice would also show here.
Enter the supplier’s invoice number. The system will automatically check for duplicate invoice numbers unless this option has been deselected on the Supplier’s Accounting screen.
The system defaults to today’s date for both these fields, but you can override either date.
The default calculation for the Payment Due Date is 30 days. The Supplier’s Accounting screen allows you to change this to be any number of days or on a particular day of the month. The system will check this supplier’s Accounting screen and automatically enter the Payment Due Date, which can be modified if desired.
Use this field to enter any purchase order related to this invoice.
Any voucher number entered will appear on the check stub under the Identification heading; which means that this field can be used for anything up to 30 characters that you want to print on the check stub, whether it’s a voucher number or not.
Enter the invoice total, including all taxes.
To record the GST or HST separately, the amount must be entered as a separate line item.
• If you wish for the tax to be included in your job cost accounts, an account must be set up on the job and selected from the cost account drop down list.
• If you do not wish for it to be included in the job, select only the building and the tax G/L account.
This field is available for your use to incorporate any other applicable references.
If a default building has been selected on the batch screen, the system will show the Bldg ID here. Otherwise, you can key in the Bldg ID or select it from the drop down list.
Select the job, phase, or sub phase from the drop down lists.
Enter a description of this invoice product or service, which will display on the job cost reports.
Make this selection if this invoice cost is to be charged back to another supplier’s contract. A separate invoice in a credit amount should be entered on the supplier who will be back charged, to reduce the supplier’s check.
Select a commitment from the drop down list. Only those commitments set up for this supplier will show in the drop down list.
Select a cost account from the drop down list. Only those cost accounts set up for the commitment selected in the previous field will show in the drop down list.
Enter the full amount to be distributed to the cost (i.e. invoice total plus retention if applicable).
The retention amount will be automatically filled in by the system based on the retention percentage as set up on the commitment, and can be changed.
Select this item if it is to show as stored material on the Application for Loan Draw - Continuation Sheet (Jobs – Reports – Lender Loan Reports – AIA App for Payment (G702/G703)).
The default job cost type will be automatically filled in by the system based on what was set up on the commitment and its corresponding cost account number. Field can be changed if needed.
The first available loan and draw will be filled in automatically by the system once the job, phase and sub phase have been selected. Field can be changed if needed.
The WIP account will be automatically filled in by the system based on that which was specified as the default when the job was created.
If this line distribution is not being used to post to a job, i.e. a regular building expense, the G/L account can be changed.
Cost Codes are simply a way of tagging transactions. This feature is useful for accumulating costs or gathering specific general ledger transactions within a building. The Cost Code field requires that cost code entry has been enabled (See System Tasks – Spectra Utilities – Configuration File), and a Cost Code has been set up (See System Tasks – Control Codes – Cost Codes).
The default Disbursement bank for this building will display. If the Disbursement bank is enforced for this building, you will not be allowed to change the bank.
The default is None. If you wish to take a discount on this invoice, select Date or Forced. (The discount amount will be calculated when printing checks and posted to the Discount G/L Account shown on the Bank file.)
Select whether this is a dollar or a percentage calculation. Based on this selection, enter either a dollar amount or a percentage. Enter the date by which this discount must be taken.
If this discount is forced, it is not date-sensitive. Select whether this is a dollar or a percentage calculation. Based on this selection, enter either a dollar amount or a percentage.
If payment for an invoice is being withheld for any reason, select the option to Hold Payment and enter the reason. The invoice will display in the Select Invoices to Pay screen, but will show as On Hold. If selected for payment, a screen will display showing the reason for the Hold Payment. You may then select to release the invoice for payment.
If entered, the Invoice Memo field will display in Building – Inquiries – Supplier Invoice Display. It does not appear on any reports.
When you are finished entering the first supplier invoice, click on the Save button on the toolbar, and then click on the Add New Database Record button on the toolbar. A blank screen will appear, with the same supplier as the previous invoice for quick data entry. If necessary, select a new supplier and repeat all of the above steps until you have entered all supplier invoices.
Click on the Close Window button to return to the control screen and to complete the batch. If you entered a control total, you can check for any differences between the control total and the invoices actually entered.
It is recommended that you print the batch listing and review for data entry errors before posting any batches.
If you use the accrual accounting method, once the batch has been posted, be sure to run the Post Invoice Expenses to G/L process (Supplier – Start a Task – Invoices – Post Invoice Expenses to G/L). This should be run after every batch and before month end for all accrual buildings so that the expenses appear on the financial statements and in the general ledger.
Remember to Post Invoice Expenses to G/L before attempting to reconcile the accounts payable sub ledger to the general ledger control account.
Cash accounting does not require invoices to be posted to the general ledger – invoices are expensed to the general ledger at the time that the invoice is paid. No harm will come if you run this process on buildings using the cash accounting method.
Enter Journal Entries
Building – Start a Task – Journal Entries – Regular
This section will focus on Job Cost Specfic journal entries, click here for more information on general Journal Entries.
The system defaults to add a new batch. If you click on the drop down box, you will see any un-posted batches.
Default is “Regular”. To enter a job cost invoice, select “Job Cost” as the journal entry type.
All dates default to the current date. The Posting Date determines the date that this batch will post to your general ledger.
The system will automatically insert the Building ID for a default building in the journal entry, if it is specified here.
If this option is selected, only entries for the Default Building will be accepted in this batch.
If you know the total debits/credits you may enter it here. This field is informational only as the system will not enforce that debits/credits entered match the control total. The batch can only be posted when the debits and credits are equal.
Click on the Details button to proceed to the next screen. You will be asked to confirm the posting date because this date cannot be changed once you have left this screen.
This field is available for your use to incorporate any other applicable references.
If a default building has been selected on the batch screen, the system will show the Bldg ID here. Otherwise, you can key in the Bldg ID or select it from the drop down list.
Select the job, phase, or sub phase from the drop down lists.
Enter a description of this journal entry, which will display on the job cost reports.
Select a commitment from the drop down list.
Select a cost account from the drop down list.
Enter the full amount to be distributed to the cost.
The retention amount will be automatically filled in by the system based on the retention percentage as set up on the commitment, and can be changed.
Select this item if it is to show as stored material on the Application for Loan Draw - Continuation Sheet (Jobs – Reports – Lender Loan Reports – AIA App for Payment (G702/G703)).
The default job cost type will be automatically filled in by the system based on what was set up on the commitment and its corresponding cost account number. Field can be changed if needed.
The first available loan and draw will be filled in automatically by the system once the job, phase and sub phase have been selected. Field can be changed if needed.
The WIP account will be automatically filled in by the system based on that which was specified as the default when the job was created.
If this line distribution is not being used to post to a job, i.e. a regular building expense, the G/L account can be changed.
Cost Codes are simply a way of tagging transactions. This feature is useful for accumulating costs or gathering specific general ledger transactions within a building. The Cost Code field requires that cost code entry has been enabled (See System Tasks – Spectra Utilities – Configuration File), and a Cost Code has been set up (See System Tasks – Control Codes – Cost Codes).
Enter Handwritten Checks
Banking – Start a Task – Checks – Handwritten Checks Batch Entry
Use a Handwritten Check to record the invoice expense distribution at the same time as the check entry from the bank. Do not use this program to issue checks for invoices already recorded in the system.
For more information on Handwritten Checks, please see the help files.
The system defaults to add a new batch. If you click on the drop down box, you will see any un-posted batches.
The default is “Regular”. To enter a job cost invoice, select “Job Cost” as the invoice type.
All date fields default to the current date. The posting date can be changed on each invoice entered within the batch, so this date can be left as-is.
All of these fields are optional. The system will enter the default Building and Bank, but you can override these for the exceptions if the enforcement options are not selected. If the enforcement option is selected for either building or bank, the system will not let any other building or bank be used for this batch, unless you return to this screen and remove the enforcements.
You have the option to enter a control total of all the check amounts to be entered in this batch.
The system tracks the invoice totals and compares these to the totals of the invoice distributions. The batch cannot be posted until the checks, invoice totals and invoice distribution totals match.
Click on the Details button to proceed to the next screen.
If you selected a default bank on the Add Batch screen, the bank name will automatically be selected. Otherwise, click on the dropdown box to select the bank. The Bank G/L # will automatically be displayed.
Tab through or double click in this field to have the system assign the next check number in sequence for this bank.
Enter the Check Amount and Check Date.
Select a supplier. Reminder: SPECTRA does not use Sundry or Miscellaneous vendors. Your vendors or suppliers must already exist on your system before you begin entering invoices or checks.
Enter the supplier’s invoice number. Enter each invoice number that is being paid on this check on a separate line. You may enter the Invoice Details as each invoice is entered, or after all invoices are entered.
The system defaults to today’s date for both these fields, but you can override either date.
Use this field to enter any purchase order related to this invoice.
Enter up to 30 characters. The voucher number will print on the check stub.
Enter the invoice total, including all taxes.
Click on the specific invoice line in the Invoices section to select an invoice and then proceed to enter the Invoice Details.
This field is available for your use to incorporate any other applicable references.
If a default building has been selected on the batch screen, the system will show the Bldg ID here. Otherwise, you can key in the Bldg ID or select it from the drop down button.
Select the job, phase, or sub phase from the drop down lists.
Enter a description of this invoice product or service, which will display on the job cost reports.
Make this selection if this invoice cost is to be charged back to another supplier’s contract. A separate invoice in a credit amount should be entered on the supplier who will be back charged, to reduce the supplier’s check.
Select a commitment from the drop down list. Only those commitments set up for this supplier will show in the drop down list.
Select a cost account from the drop down list. Only those cost accounts set up for the commitment selected in the previous field will show in the drop down list.
Enter the full amount to be distributed to the cost (i.e. invoice total plus retention if applicable).
The retention amount will be automatically filled in by the system based on the retention percentage as set up on the commitment, and can be changed.
Select this item if it is to show as stored material on the Application for Loan Draw - Continuation Sheet (Jobs – Reports – Lender Loan Reports – AIA App for Payment (G702/G703)).
The default job cost type will be automatically filled in by the system based on what was set up on the commitment and its corresponding cost account number. Field can be changed if needed.
The first available loan and draw will be filled in automatically by the system once the job, phase and sub phase have been selected. Field can be changed if needed.
The WIP account will be automatically filled in by the system based on that which was specified as the default when the job was created.
If this line distribution is not being used to post to a job, i.e. a regular building expense, the G/L account can be changed.
Cost Codes are simply a way of tagging transactions. This feature is useful for accumulating costs or gathering specific general ledger transactions within a building. The Cost Code field requires that cost SPECTRA Job Cost Module – revised June 1, 2009 53 code entry has been enabled (See System Tasks – Spectra Utilities – Configuration File), and a Cost Code has been set up (See System Tasks – Control Codes – Cost Codes).
When you are finished entering the first handwritten check, click on the Save button on the toolbar, and then click on the Add New Database Record button on the toolbar. Repeat the above process until you have entered all handwritten checks for this batch.
Click on the Close Window button to return to the control screen and to complete the batch. If you entered the optional control total, you can check for any differences between the control total and the checks, invoices, and invoice distributions actually entered.
It is recommended that you print the batch listing and review it for data entry errors before posting.
Reports
Jobs - Select a Report
