Sessions 2-1 and 2-2 Thursday, October 12 8:30AM 10:00AM Room 616A Thursday, October 12 10:15AM 11:45AM Room 616A

Transcription

1 Sessions 2-1 and 2-2 Thursday, October 12 8:30AM 10:00AM Room 616A Thursday, October 12 10:15AM 11:45AM Room 616A Session 2-1 & 2-2 Sage 300 CRE PJ: Job Financials Lab Presented By: Don Bannister Biltmore Construction Co., Inc. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 1

2 Import the estimate from FISHLODG.JCE Activity 1: Import Estimate 1. Open Import estimates from the Job Cost Tools Menu a. Job Cost > Tools > Import > Estimates 2. Import File: Browse to Construction Sample Data Folder a. Select the File: FISHLODG.JCE 3. Rejected records file: Browse to your desktop. Enter Reject in the File Name Box. Click Open 4. Allow creation of Cost Codes not on standard Cost Code list: Check the box 5. Import as an Approved Estimate Change: Leave unchecked 6. Estimate will be applied to will prefill. Leave Extra field blank 7. [Printer Setup] to Print to file, Select File, change Save in location to Desktop, File name: Import Fishlodge estimate 8. Click Start. 9. Go to desktop and double click on Import Fishlodge estimate.prn Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 2

3 Activity 2: Enter Estimate Enter the estimate for job Open the Enter Estimates window in the PJ Module Task list 2. PJ > Contract Control > Enter Estimates 3. Enter the Following Estimate into the Grid for Job : Leave Extra Blank. Accept the default Transaction Date and Description. Cost Code Cat. Units Unit Cost Amount Coordination L $1, Demolition L $ Framing M $ Drywall Sub S $2, Painting S $1, Electrical Sub S $4, $11, Click on the Totals to check you total. a. Click on Category Totals to see category totals. Click Close 5. Click on Finish. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 3

4 6. In the Print Selection Dialog Box, Select the Printer Setup button, Check Print to File. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 4

5 Enter the estimate for job Activity 3: Enter Estimate Job Central 1. Open Job Central in the JC Module Task list a. JC > Job Central 2. Select Job from the List and Click on Edit Job. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 5

6 3. Job Central will open in the Home Page Section of the Sage Desktop. Click on Accounting Defaults in the Steps Menu. 4. GL Company: Select 10 (Timberline Construction) 5. Click on Job Structure in the Steps Menu. 6. Add the following Cost Codes from the Standard Cost Codes to the Job Cost Codes by selecting the cost code and using the Right Arrow a b c. Click on the Add Extra button to move them to the Job Cost Code list. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 6

7 i. Extra: Enter East ii. Description: Enter East Office Pod d. Click on the Add Extra button again i. Extra: Enter North ii. Description: Enter North Office Pod e. Add Cost Codes to Extras. Click on Extra Row. Then add Cost Codes: i , 9-250, and ii. Check the S Check Box for and Uncheck all other categories so that your grid looks like the one below 8. Click Next Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 7

8 9. Cost Estimate Grid: Should look like this. 10. Enter the Estimate from the Grid Below. Leave Description as the default. Cost Code Cat. Units Unit Cost Amount Base Contract (no Extra) Coordination L $2, Demolition L $1, Extra #1 - East Office Pod Framing M $4, Drywall Sub S $5, Painting S $3, Electrical Sub S $8, Extra #2 - North Office Pod Framing M $4, Drywall Sub S $6, Painting S $4, Electrical Sub S $9, $49, Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 8

9 11. Completed Grid 12. Note: You can also copy and paste into the grid. 13. Click on Cost Type Totals to see results 14. Click Finish. Job Central Window will Close Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 9

10 Activity 4: Enter Contract Schedule of Values 1. Open Job Setup in the JC Module Task list a. Select Job Cost Setup Jobs b. Job: Enter and Click Yes to Create new job? c. Job Name: Enter TUG Demo d. Select Billing Info e. AR Customer: Select Metro by using list button f. Billing Method: Click Radio Button next to Use Contracts g. Select AP and GL h. GL account prefix: Select 10 from drop down list. i. Click Save Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 10

11 2. Open Contracts Module 3. Select File New Contract 4. Type: Leave as Active 5. Contract: Enter Do Not Select one of the Based On Contracts 7. Click OK 8. Contract Window will open 9. General Tab: a. Description: Enter TUG Demo b. Dates Contract: Enter 10/02/ Billing Tab: a. Billing Worksheet View: Click on List Button, Select Progress and Click OK. 11. Invoice Tab: a. Automatic drawing numbering: i. Source: Click on the drop down arrow and Select Contract ii. Text: Enter iii. Last Number: Leave as is. 12. Click on the Add Contract Item button Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 11

12 13. Contract Item Entry: DO NOT PROCEED! WAIT FOR DEMOSTRATION! Contract Item # Desc. Total 01 General Conditions 10, Site Work 23, Concrete 46, Steel 20, Rough Carpentry 15, Roofing 37, Doors & Frames 30, Finishes 25, HVAC & Plumbing 48, Electrical 50, , a. General Tab: i. Description (From Grid) ii. Customer: Use List Icon to Select METRO iii. Link Job: Enter b. Billing Tab: i. Format: Use drop Down List to Select L-PB detail with stored ii. Retainage: Enter 10% c. Contract Tab: Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 12

13 i. Total (From Grid) d. Tax Tab: i. Total Billed Tax Group: Use list icon to Select EXMPT e. Repeat for remainder of items in grid. NOTE: Next Contract Item will be based on the previous item. Many fields will prefill. f. When all items are complete, Click on the X to Close the Window g. In the Print Selection Dialog Box, Select the Printer Setup button, Check Print to File. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 13

14 Activity 5: Subcontract Commitment 1. Open Job Setup in the PJ Module Task List a. Project Management Contract Control Commitments Note: If you have changed the name of the Commitments in Custom Descriptions, then that new name will appear on the menu. 2. Enter Commitment Dialog Box will open Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 14

15 3. Commitment ID: Enter NOTE: This ID is entirely up to you. Each Company has a procedure or policy. 4. Description: Enter Painting 5. Vendor: Enter 202 (Beaverton Painting) a. Compliance Warning Dialog Box will open. b. Click on Details (We will look at Compliance Management later) c. Click Ok, Then Click Ignore 6. In the Type Box leave Subcontract 7. Date: Either accept Prefilled date or change. 8. Release to accounting Check Box: Select the check box to check NOTE: Depending on your companies security setting you may not have access to this check box and it will be grayed out. 9. Retainage Percent: Either accept Prefilled percentage or enter a new one. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 15

16 10. Final Compliance Approval Check Box: Leave the check box unchecked 11. Distribution Entry Grid: a. Job: Enter b. Extra: Note that after you hit enter the Extra field appears since this job has an extra associated with it. Leave Blank c. Cost Code: Note this prefills from AP Vendor Setup. Leave the prefilled cost code. d. Category: Note this prefills from AP Vendor Setup. Leave the prefilled category e. Amount: Enter $24,250 f. Description: Note this prefilled after you click through the cost code field. This can be changed. Leave as is. 12. Add a second distribution to the Grid: a. Job: Will default from the previous line. Leave it as Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 16

17 b. Extra: Use the List Button or the F-4 key to Bring up the Extra List. Click on 2 and hit press Enter. c. A Dialog Box will open asking if you want to add Extra, Click Yes d. Enter Computer Room Addition for the Description and Click OK. e. Cost Code: Will default from the previous line. Use the List Button or the F-4 key to Bring up the Cost Code List. Click on the View Button and select Standard Cost Codes. Start typing 9-9 to jump down the list, Select cost code Interior Painting. f. Category: Will default from the previous line. Keep the S and hit enter. A dialog box will open ask to add category for stand list. Click Yes. g. Amount: Enter 10,000. h. Description: Leave the prefilled text. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 17

18 Activity 5: Subcontract Commitment Action Buttons (Right Side) 1. Schedule Button: a. Startup notification: Enter 10/05/2017 b. Scheduled start: Enter 10/30/2017 Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 18

19 c. Leave the others blank. 2. Insurance Button: Enter the Insurance information from the table below into the Insurance for Commitment Dialog Box. Required Company Policy Effective Date Expiration Date Limit Received Received Date General Liabiliy TUG Insurance Co GL /13/2017 2/13/2018 $ 2,000, /22/2017 Auto TUG Insurance Co CA /13/2017 2/13/2018 $ 1,000, /23/2017 Umbrella TUG Insurance Co UMB /13/2017 2/23/2018 $ 5,000, /22/2017 Workers Comp Sage Workers Comp Ins /13/2017 2/13/2018 $ 10,000, /22/ Checklist: a. Ignore Payment & Performance bond checkboxes b. Contract issued: i. Check the Checkbox ii. Enter Today s Date Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 19

20 c. Signed contract received: Leave Blank. 4. Other Info : Top Portion a. The top portion contains information about the contract between your company and the vendor or subcontractor. b. Verbal: Enter i. Timberline: Jason Stone ii. Beaverton: Sheila Warren c. Issued by: Enter Doug Moffett d. Signed by: Enter i. Timberline: Doug Moffett ii. Beaverton: Randy Wright e. Signed on: Enter i. Timberline: 10/10/2017 ii. Beaverton: 10/09/ Other Info : Bond Information a. Check Required under both Payment & Performance Bond b. Check Received under both Payment & Performance Bond Note: boxes below each become active once Received is checked. c. Enter: i. Amount: 125, for both ii. Surety: Zurich for both iii. Contact: Robert Jones for both iv. Phone: (800) for both Note: You can just use one set i.e. Payment Bond if both are the same. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 20

21 d. Click Ok 6. Custom Fields: Note: Depending on your company s security setting you may not have access to add a Custom Field. a. Open Custom Fields in the Common Tasks List b. Common Tasks File Company Settings Custom Fields c. Scroll Down and Select JC Commitment. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 21

22 d. Select Edit e. Click Yes to the Dialog Box f. The Custom Fields JC Commitment Dialog Box Select Add. g. Description: Enter Bond Authenticated h. Type: Select the Check Box Radio Button Note: Options on right side of dialog box disappear. They are context sensitive. i. Leave the OBDC Options as they are. j. Click OK, Then Click Close Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 22

23 k. Click Yes to the Update JC master File Dialog Box. l. Click Yes to the Current Backup Dialog Box. Print to a file on your desktop. m. Re-open Commitment n. Select the Custom Fields Button o. Select the Check Box next to Bond Authenticated. Then Click OK p. Click on Save Commitment. q. Click Yes to the Commit? Dialog Box r. Click Finish. s. In the Print Selection Dialog Box, Select the Printer Setup button, Check Print to File. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 23

24 t. Print the Commitment Journal & Subcontract Document to the desktop Note: The remainder of the Buttons on the right will not be cover as they are outside the scope of this session, except for Secondary vendors & Record Pre-liens which will be covered under Subcontractor Compliance. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 24

25 Activity 6: Purchase Order Commitment 1. Open Job Setup in the PJ Module Task List a. Project Management Contract Control Commitments 2. Enter Commitment Dialog Box will open 3. Commitment ID: Enter NOTE: This ID is entirely up to you. Each Company has a procedure or policy. 4. Description: Enter Temporary Sanitation 5. Vendor: Enter 1201 (Logan Sanitation) a. Compliance Warning Dialog Box will open. b. Click Ignore 6. In the Type Box select Purchase Order Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 25

26 7. Header Information Dialog Box will Open a. Leave the To: As is. b. Ship to: Enter SE 82nd Avenue, Portland, OR c. Ordered by: Enter Jason Stone d. Ship Via: Enter Your Truck e. Delivery Date: Enter 10/16/2017 f. Leave the rest of the fields blank, Click OK 8. Date: Either accept Prefilled date or change. 9. Release to accounting Check Box: Select the check box to check NOTE: Depending on your companies security setting you may not have access to this check box and it will be grayed out. 10. Retainage Percent: Enter Final Compliance Approval Check Box: Leave the check box unchecked 12. Distribution Entry Grid: a. Job: Enter b. Extra: Note that after you hit enter the Extra field appears since this job has an extra associated with it. Leave Blank c. Cost Code: Note this prefills from AP Vendor Setup. Enter 1-515, Click Yes to Add Cost code Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 26

27 d. Desc.: Enter Temporary Sanitation e. Category: Enter M, Click Yes to Add the category f. Units: Enter 3 g. Unit Cost: Enter h. Amount: Will pre-fill i. Unit Description: Monthly j. Description: Note this prefilled after you click through the cost code field. This can be changed. Leave as is. k. Click on Save Commitment. l. Click Yes to the Commit? Dialog Box Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 27

28 m. Click Finish. n. In the Print Selection Dialog Box, Select the Printer Setup button, Check Print to File. o. Print the Commitment Journal & Subcontract Document to the desktop Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 28

29 Activity 7: Subcontractor Compliance Settings The Subcontract Compliance Management task is used to: Access and manage compliance items Manage secondary vendors. Manually create and delete records of expectation. Enter data used to create reports to manage the overall project compliance, and communicate with project managers and management per your company s best practices. 1. Open AP Settings from the AP Module Task List a. Accounts Payable AP Settings Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 29

30 2. AP Settings window will open. Click on the Compliance Settings Button. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 30

31 3. AP Settings Compliance Settings window will open. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 31

32 Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 32

33 Activity 8: Subcontractor Compliance Make the screen work for you You can set up each of the tabs on the compliance management screen to make data entry smooth for you. Rearrange by dragging columns: Click on the column header, and slide the column to the location you prefer. Turn Columns on and off: Right click on the column headers then click on Show Columns then click on the columns you want to turn on or off. (The check is a column that s on.) Resize columns: Place your mouse on the line between two column headers. You should see a double arrow. Click and slide your mouse left or right to shrink or expand the size of the column. You can change these whenever you want. The system will remember your settings from one session to the next. These settings are user specific. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 33

34 Activity 9: Subcontractor Compliance - Lien Waivers Subcontract Compliance Management is accessible from the: Compliance Warning Window (entering AP invoices or payments) AP Tasks PJ Contract Control 1. Open Subcontractor Compliance from the PJ Module Task List a. Project Management Contract Control Subcontractor Compliance Management 2. In the Subcontractor Compliance Management window, ensure you have the Lien Wavier tab active. 3. In the Job Box select Job (You can type either or NW Food) 4. In the Vendor Box select Jackson Heating & A/C (You can type either Jackson Heating or 1000) 5. Click on the Manage Secondary Vendors link to open the Secondary Vendors window. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 34

35 6. On the first row, click on the list button in the commitment field and select commitment In the Secondary Vendor field, type Prime Sheet Metal and hit enter. 8. The Secondary Vendor Relationship to An Address Book Contact window will open 9. Select the default option, Create a one-time secondary vendor. 10. Click on the list button in the Relationship field and Select Jackson Heating & A/C. 11. Check the box under Create Lien Waivers. 12. Go to the Description field and type Supplying Ductwork. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 35

36 13. Go to the Date field and type 10/04/ Hit Enter until you start row two 15. On the second row, click on the list button in the commitment field and select commitment In the Secondary Vendor field, click on the binoculars. 17. The Secondary Vendor Relationship to An Address Book Contact window will open NOTE: This is showing a different view! 18. Select the default, Select an existing AB Company contact. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 36

37 19. From the Contact Selection List window select Gale Industrial Products and Click OK. NOTE: the Binocular icon changed to a Linked icon showing the Secondary Vendor is linked to Address Book. 20. Click on the list button in the Relationship field and Select Prime Sheet Metal. 21. Check the box under Create Lien Waivers. 22. Go to the Description field and type HVAC Materials. 23. Go to the Date field and type 10/11/ Click the X to close the Secondary Vendors Window. Leave the Subcontractor Compliance Management window open Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 37

38 Activity 10: Subcontractor Compliance Misc. Tab 1. Click on the Misc. tab. Change the Job to and Vendor to Adams Electric (105) NOTE: On the Insurance and Misc. tabs there are two more tabs: Commitments and Vendor. 2. Change the status to All. 3. Click on the Vendor Tab 4. Check the box Required on Job 5. Tab or click across to the Misc. Compl Type field. 6. Then select from the drop down these three items: (One per Row) a. Contractor s License b. Drug Test Results c. W9 7. You have just set up the vendor defaults. BE SURE TO GO BACK TO THE JOBS TAB to enter the information you received. 8. On the Jobs tab, enter the same three Misc Compl Type items and check the Required box. (Same as Steps 4 thru 6 above) 9. Enter the Received Date for the following: a. Contractor s License 10/02/2017 b. Drug Test Results 10/12/2017 c. W9 10/02/2017 Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 38

39 10. Your screen should look like this: Note on Receiving Items: >> You can click to check the received box and enter the date and received by as you are working your way across the grid. >> OR You can enter the information and then select all lines you have entered and use the receive selected button. >> Use the shift key to select items together or the control (Ctrl) key to select items not together. 11. Click Close at the bottom of the window and close the session Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 39

40 Activity 11: Subcontractor Compliance Certified Reports NOTE: Setup considerations for Certified Reports are detailed in Exhibit A. 1. Open AP>Tasks>Subcontractor Compliance Management (OR PJ > Contract Compliance > Subcontractor Compliance Management) 2. Click on the Certified Reports Tab 3. Find the commitment: a. In the Job space, type b. Tab forward or click on the Vendor box. c. Type Ada and as you type notice that the list of vendors shrinks to your vendor. Highlight Adams Electric (105) and hit enter or click the name. 4. Now Click the Commitment box on a blank line. a. The system will fill in information from the Vendor and Vendor Level (default is Primary ). 5. Click the button in the commitment box and you will get a list of the commitments for that subcontractor on that job. 6. Highlight , then click OK to select the commitment. Note: You can filter the view using the status and vendor level. To see all records, change the Status to ALL and Vendor level to All. 7. Record the payrolls received: a. Enter the Week Ending date Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 40

41 b. If there was no work, check the no work box; if this is the final payroll, check the Final Box. (Checking final will also stop any future payroll requirements on that job for that sub.) 8. REMEMBER to receive them a. You can click to check the received box and enter the date and received by as you are working your way across the grid. b. You can enter the payroll information and then select all lines you have entered and use the receive selected button. NOTE: You can track Certified Payroll for Secondary Vendor. We are not going to do that today, but there is instructions attached as Exhibit B Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 41

42 Activity 12: Reports & Inquires Will be covered during Session Activity 13: Notifications: My Assistant Will be covered during Session Activity 14: Office Connector Will be covered during Session Activity 15: Miscellaneous Worksheets Will be covered during Session Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 42

43 About certified reports Exhibit A Contractors who work on certain government construction projects (such as federally-assisted projects over $2,000) must submit weekly certified payroll reports. These reports contain information about the workers on the job and their wages. If you hire a subcontractor for one of these projects, the subcontractor must submit these reports to your company. You can track the receipt of these reports and have the system display warnings if you have not received a report. Compliance checking for certified reports only occurs when the following conditions are met: The certified reports service is set up and running. Accounts Payable is set up to generate warning messages or block payment when certified reports are not received from vendors. Some jobs are set up to track certified reports (in Job Cost). Certified report service Setting up the certified report service One person at your company needs to set up the certified report service. You must have administrative security rights to do this. 1. On your server, in the Windows taskbar, select Start > All Programs > Sage > Sage 300 Construction and Real Estate > Reporting and Other Tools > Certified Report Service Setup. 2. In the Certified Report Service Settings window, select the Enabled check box. 3. If you want to change the time that the system generates the certified report expectations, enter the new time for Daily Run Time. 4. Type your Sage 300 Construction and Real Estate account name and password. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 43

44 5. Click [OK]. Accounts Payable Setting up certified report checking in Accounts Payable for vendors 1. In Accounts Payable, select File > Company Settings > AP Settings. 2. In the AP Settings window, click [Compliance Settings]. 3. In the Compliance Settings window, select the type of date for Certified Reports compliance check. 4. Set the warnings for noncompliance: 1. Click [Compliance Warning Settings]. 2. In the Compliance Warning Settings window, click the Certified Reports tab. 3. Select the desired check boxes. You can have a warning appear when an invoice is posted or is selected for payment. You can also block payments to a vendor for a job if you have not received the certified reports from that vendor. 4. Click [OK] to save these warning settings. 5. Click [OK] to save the compliance settings. 6. Click [OK] to save the Accounts Payable settings. Job Cost To track certified reports for subcontracts on a job, specify the following items in Job Cost: The types of vendors to provide certified reports. The week-ending day for the reports. The actual start date of the commitment; this is used to start the expectation of receiving certified reports from the vendors. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 44

45 Setting up certified report expectations for a job 1. In Job Cost, select Setup > Jobs. 2. In the Job Setup window, select the desired job or enter a new job. 3. Press TAB and click the Job Compliance tab. 4. Select the Require Certified Reports check box for each vendor type from whom you expect to receive certified reports. 5. For Day of week ending for Certified Reports, select the day corresponding to the end of the work week. On this day of the week, the system generates expectations for receiving certified reports for that week. 6. Click [Save] to save the changes. 7. Click [Close] to close the window. Setting up a subcontract (commitment) for the job When your company hires a vendor to perform work on a job, set up a commitment. You can then have the system automatically generate expectations for certified reports for the vendor and, if desired, secondary vendors. 1. In Job Cost, select Tasks > Commitments or, in Project Management, select Contract Control > Commitments. 2. In the Enter Commitment window, type the number for the new commitment and type a description. 3. For Vendor, type the ID of the primary vendor for the commitment; you can click [List], select a vendor from the list, and click [OK]. 4. In the Job column of the grid, type the number of the job to be associated with this commitment; you can click [List], select a job from the list, and click [OK]. 5. Enter the cost code, category, amount, and description for that row. 6. If desired, add additional rows to the grid. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 45

46 7. If desired, change the date and retainage percent. You can also click the buttons on the right side of the window to specify more details about the commitment. 8. If the primary vendor hired a secondary vendor to complete any work that the primary vendor is unable to do, enter information about that secondary vendor: 1. Click [Secondary Vendors]. 2. In the Secondary Vendors window, enter the ID of the secondary vendor. 3. Enter other information about the secondary vendor. 4. If you want to require certified reports from that vendor, select the Require Certified Reports check box. 5. When finished, click [Close]. 9. When you finish entering the commitment, verify the amount displayed for Total in the lower-left corner of the window, and then click [Save Commitment]. 10. If the system prompts you about committing the commitment, click either [Yes] or [No]. 11. Click [Finish]. Entering the actual start date of a subcontract (commitment) The actual start date of the commitment is used to start the generating the expectations of receiving certified reports from the primary and secondary vendors associated with that commitment. 1. In Job Cost, select Tasks > Commitments or, in Project Management, select Contract Control > Commitments. 2. In the Enter Commitment window, type the number of the commitment. You can click [List], select a commitment from the list, and click [OK]. 3. Click [Schedule]. 4. In the Schedule window, enter the correct date for Actual start and then click [OK]. The system will start generating entries for weeks after this date, which you can view in the Subcontractor Compliance Management window. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 46

47 5. When you are done, click [Save Commitment] and then click [Finish]. NOTE: Material from SAGE 300 CRE Help Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 47

48 Exhibit B Enter secondary vendor payrolls: You can Manage Secondary Vendors at the top of the window by clicking on the link. Here you can see all of the (one) secondary vendors listed for the project. Be sure to check the box Require Certified Payrolls for any vendor who will have labor on site and for whom certified payrolls will be required. Also, be sure that the Relationship is filled in. Click the lookup button to find and select the primary vendor for that commitment. If there are several layers of secondary vendors (Sub of a Sub of a Sub), the relationship list will let you select the company that the secondary vendor has a contract with. Notice the Delete Selected button and the bottom of the screen that s how you undo a vendor you didn t mean to list. Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 48

49 Click Close to exit the secondary vendor s window. To record the payrolls of secondary vendors, you must change the Vendor Level to Secondary. As before: click the Commitment box on a blank line. The system will fill in information from the Vendor and Vendor Level (default is Primary ). Click the button in the commitment box and you will get a list of the commitments for that subcontractor on that job. Highlight the one you want then click OK to select the commitment. Tab or click across the grid to Vendor Level and select Secondary from the drop down. Tab again or click on Secondary Vendor and select the vendor you are entering data for from the list of secondary vendors for that commitment (in this case only one: ABC Electrical Supply). Tab again or click on Week Ending to enter the date. Notice that the Relationship filled in automatically based on the information in the Secondary Vendors window from before. Remember to receive the payrolls as before. You can do all of your data entry for this sub and then select multiple lines to receive them all in one click! Sessions 2-1 and 2-2 Sage 300 CRE PJ: Job Financials Lab - 49