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					BRICS 2000 User‟s Guide Contents

Section 1 – Accounts Payable                             1-1
   System Overview                                     1-1
   Entering Invoices                                   1-2
     Menu: A/P - Enter Invoices                        1-2
   Entering a Credit Memo:                             1-5
   How to Handle Retention for a Subcontractor         1-5
   Invoices on “hold”                                  1-6
   Due Date Calculation                                1-6
   Sales and Use Tax                                   1-7
   Preparing Vendor Checks                            1-10
     Menu: A/P - Prepare Checks                       1-10
     Menu: A/P - Write Checks                         1-12
     Menu: A/P - Print Overflow Stubs                 1-13
   Maintaining Vendor Files                           1-14
     Menu: A/P - Vendor Maintenance                   1-14
     Menu: A/P - Vendor Verification-Delete           1-15
   Clearing the A/P Files                             1-16
     Menu: A/P - A/P History Purge                    1-16
   Customize your Accounts Payable Module             1-16
     Menu: A/P - Control File Options                 1-16
   Inquire into Vendor Records                        1-17
     Menu: A/P - Vendor Inquiry                       1-17
   Cancel Invoices                                    1-17
     Menu: A/P - Cancel Invoices                      1-17
   Preparing Manual Checks                            1-18
     Menu: A/P - Quick Checks - Offline Checks        1-18
     Menu: A/P - Quick Check Update                   1-20
   Void Checks                                        1-21
     Menu: A/P - Void Checks                          1-21
   Accounts Payable Reports                           1-22
     Cash Requirements Report                         1-22
     Vendor List                                      1-22
     Vendor Labels                                    1-22
     Sales Tax Report                                 1-22
     YTD Purchases                                    1-22
     Print 1099s                                      1-22
     Check History Report                             1-23
     Prior Period Open Invoice List                   1-23
     Bank Reconciliation                              1-24
   Appendix 1A – Setting Vendor or Customer Numbers   1-26

Section 2 - Accounts Receivable                          2-1
   System Overview                                     2-1
   Creating and Printing Invoices                      2-2
     Menu: A/R - Order Entry-Print Invoices            2-2
   Set Product Prices                                      2-6
   Entering Information from Non-Computer Invoices         2-7
     Menu: A/R - Off-line Invoices and Adjustments         2-7
     Menu: A/R - Import Batch Files                        2-9
   How to Handle Retention                                2-10
   Progress Billing (including AIA format)                2-11
     Menu: A/R - Progress Billing- 203                    2-11
     Menu: A/R - Progress Billing-(Based on Production)   2-15
   Posting Cash Received                                  2-18
     Menu: A/R - Process Cash Receipts                    2-18
   Customer Maintenance                                   2-21
     Menu: A/R - Customer Maintenance                     2-21
     Menu: A/R - Customer Verification – Delete           2-22
   Set State or Locality Codes                            2-23
     Menu: A/R - State-Locality Maintenance               2-23
   Invoice File Maintenance                               2-23
     Menu:   A/R   -   Change Invoice Job Number          2-23
     Menu:   A/R   -   Apply Credits                      2-23
     Menu:   A/R   -   Drop Paid Invoices                 2-23
     Menu:   A/R   -   Change Retainage Amounts           2-24
   Adding Finance Charges                                 2-24
     Menu: A/R - Finance Charge Processing                2-24
   Customize your Accounts Receivable Module              2-24
     Menu: A/R - Control File Options                     2-24
     Menu: A/R - End of Month A/R Snapshot                2-24
   Inquire into Customer Records                          2-24
     Menu: A/R - Customer Inquiry                         2-24
   Accounts Receivable Reports                            2-25
     Customer List                                        2-25
     Aged Analysis Report                                 2-25
     Past Due Report                                      2-25
     Statements                                           2-25
     Prior Period Invoice List                            2-26
     Partial Payment Report                               2-26
     A/R Receipts Journal by Period                       2-27
     Open Receivable Report                               2-27
     Sales by Locality                                    2-27
     Labels                                               2-27
     YTD Sales Report                                     2-27
     Detail Order History Extract                         2-27
   Reprint Invoices or Reports                            2-27
     Menu: A/R - Return to Invoice Print                  2-27
     Menu: A/R - Return to Invoice Update                 2-27
     Menu: A/R - Return to Invoice Acct. Distribution     2-27
   Saving Printed Invoices in PDF Format                  2-28
   Paying an A/R Customer Balance thru A/P                2-30

Section 2A- Service                                        2-31
   System Overview                                        2-31
   Getting Started: Setting up Tables                                2-31
     Menu: Service- Work Order Tables                                 2-31
   Entering, Printing, and Billing Service Orders                    2-32
     Menu: Service- Maintain Work Orders                              2-32
   Work Order History Inquiry and Tracking                           2-34
     Menu: Service-Service Order History                              2-34

Section 3 – Equipment                                                   3-1
   System Overview                                                    3-1
     Menu: Equip - Enter Usage Hours                                   3-5
     Menu: Equip - Update Equipment Usage to A/R                       3-6
     Menu: Equip - Depreciation                                        3-6
     Menu: Equip - Fuel Tickets                                        3-8
     Fuel Ticket Management Module:        Error! Bookmark not defined.3-8
     Menu: Equip - Import from Batch File                             3-10
     Menu: Equip - Import from Heavy Job.                             3-10
     Menu: Equip - Equipment Master File                              3-11
     Menu: Equip - Renumber Equipment                                 3-17
     Menu: Equip - Replacement Meter Roll                             3-17
   Customize your Equipment Module                                   3-18
     Menu: Equip - Control File Options                               3-18
     Menu: Equip - Tables                                             3-18
   Review your Equipment Records                                     3-18
     Menu: Equip - Equipment Inquiry                                  3-18
   Equipment Reports                                                 3-19
     Service Maintenance Reports                                      3-19
     Menu: Equip - Service Maintenance Report                         3-19
     Menu: Equip - Service Maintenance by Date Report                 3-20
     Equipment List                                                   3-21
     Equipment Cost Report                                            3-21
     Equipment Job History Report                                     3-21
     Equipment Usage Report                                           3-21
     Equipment History Report                                         3-21
     Equipment Field Forms                                            3-22
     Tag Expiration List                                              3-23
     Inspection Expiration List                                       3-23
     Appraisal List                                                   3-23
     Report Generator for Equipment –                                 3-23
     Equipment Cost Data Extract                                      3-23
     Equipment Cost by Date Range Report:                             3-23
     Equipment Location by Last Job Used Report                       3-23
     Equipment Cost by Year Report                                    3-23
     Meter Readings by Date Range Report                              3-24
   Equipment Shop Work Order System                                  3-25
     Menu:   Equip   - Maintain Work Orders                           3-25
     Menu:   Equip   - Work Order Tables                              3-30
     Menu:   Equip   - Repair History                                 3-32
     Menu:   Equip   - Work Order Parts List                          3-32
     Menu:   Equip   - Work Order List                                3-32
Section 4 - General Ledger                                             4-1
   System Overview                                                   4-1
   Posting Journal Entries                                           4-1
     Menu: G/L - Journal Entries                                     4-1
   Importing Journal Entries                                         4-3
   Recurring Journal Entries                                         4-4
   Add, Delete, or Change G/L Accounts                               4-6
     Menu: G/L - Account Maintenance                                 4-6
     To add a NEW account number:                                    4-6
     To CHANGE an existing account:                                  4-6
     To DELETE an account number:                                    4-7
     To add budgeted figures or to enter balance forward amounts:    4-7
   Customize your General Ledger                                     4-8
     Menu: G/L - Control File Options                                4-8
     Menu: G/L - Set Valid Date Range                                4-8
   Review Accounts                                                   4-8
     Menu:   G/L   -   Account Inquiry                               4-8
     Menu:   G/L   -   Books in Balance?                             4-9
     Menu:   G/L   -   Financial Snapshot                            4-9
     Menu:   G/L   -   Verify Journals for out of proof             4-10
     Menu:   G/L   -   Data Extract of Detail Transactions          4-10
   General Ledger Reports                                           4-10
     Chart of Accounts                                              4-10
     Trial Balance                                                  4-10
     Detail Transaction Report                                      4-11
     Financial Statements                                           4-11

Section 5 – Inventory- Purchase Orders                                 5-1
   System Overview                                                   5-1
   Maintaining the Inventory                                         5-1
     Menu: Inventory - Maintenance                                   5-1
   Establish Relationships in Inventory                              5-4
     Menu:   Inventory    -   Equipment Parts Maintenance            5-4
     Menu:   Inventory    -   Product Class Maintenance              5-5
     Menu:   Inventory    -   Stock Receipts and Adustments-580      5-6
     Menu:   Inventory    -   Stock Withdrawals                      5-6
   Physical Inventory                                                5-7
   Customize Your Inventory Module                                   5-8
     Menu: Inventory - Control File                                  5-8
     Menu: Inventory - End of Month                                  5-8
   Inventory Reports                                                 5-8
     Stock Receipts Audit Report                                     5-8
     Inventory Valuation Report                                      5-8
     Inactive Report                                                 5-8
     Count Sheets                                                    5-8
     Inventory List                                                  5-8
     Stock Status Report                                             5-9
     Parts List                                                      5-9
5-B Purchase Orders                                             5-11
   Overview                                                    5-11
   Entering a Purchase Order                                   5-13
   LINE ITEMS                                                  5-15
   Finalizing the Order                                        5-18
   Printing the Purchase Orders                                5-18
   (Suggested form: NEBS product number: 012182T-1)Receiving and
   Invoicing the Purchase Orders                               5-19
   Receiving and Invoicing the Purchase Orders                 5-20
   Purchase Orders Report                                      5-24

Section 6 - Job Cost                                              6-1
   System Overview                                              6-1
   Setting up a New Job                                         6-3
     Menu: Job Cost - Job Phase Maintenance                     6-3
   Setting Up Job Phases                                        6-4
   Entering Change Orders                                       6-6
   Setting up a Custom Job Library                              6-7
   Entering Units of Work Completed on Jobs                     6-8
     Menu: Job Cost - Enter Job Quantities Completed            6-8
   Allocate Overhead to Jobs                                    6-9
     Menu: Job Cost - Overhead Allocation by Job Revenue        6-9
   Customize your Job Cost Module                               6-9
     Menu: Job Cost - Control File Options                      6-9
   Check on Job Costs                                          6-10
     Menu: Job Cost - Drill Down Job Inquiry                   6-10
     Billed Position Screen:                                   6-13
     Menu: Job Cost - Subcontractor Tracking                   6-15
   Job Cost Reports                                            6-24
     Job Detail Report                                         6-24
     Job Cost Analysis                                         6-24
     Job Supervisor Report                                     6-25
     Job Profit / Loss Summary                                 6-25
     Over / Under Billing Report                               6-26
     Weekly Labor Cost Report                                  6-27
     Job Master List                                           6-27
     PL Summary by Phase                                       6-27
     Non-Pay Item Phase Allocation Report                      6-27
     Job Cost Code List                                        6-27
     Bid Summary Sheet                                         6-27
     Subcontract Material Summary                              6-27
     Report Generator for Job Cost                             6-28
     Job Cost Report by Date Range-695                         6-32

Section 7 - Payroll                                               7-1
   System Overview                                              7-1
   Entering Timecard Information                                7-1
     Menu: Payroll - Process Payroll - Timecard Entry           7-1
  One-time Adjustments:                                                    7-4
Processing the Payroll                                                     7-5
  Menu: Payroll - Process Payroll - Process Payroll - Calculate Payroll    7-5
  1. Calculate Payroll                                                     7-5
  2. Write Checks                                                          7-6
  3. Certified Journals                                                    7-6
  4. Check Register                                                        7-7
  5. Payroll File Update                                                   7-7
  6. GL Job Cost Update                                                    7-8
  7. Clear Weekly Time                                                     7-8
Payroll Quick Reference Sheet                                              7-8
Voiding a Previously Printed Payroll Check                                 7-8
Entering a Manual Payroll Check                                           7-10
Fine-Tuning the Payroll Process                                           7-10
  Menu: Payroll - Process Payroll - Missing Time Report                   7-10
  Menu: Payroll - Process Payroll - Weekly Deductions                     7-10
Changing Employee Data or Adding a New Employee                           7-10
  Menu: Payroll - Employee Maintenance                                    7-10
Payroll File Maintenance                                                  7-23
  Menu: Payroll - Misc P/R File Maintenance . . .                         7-23
  . . . . Absence File                                                    7-23
  . . . . Production File                                                 7-23
  . . . . Change SS#                                                      7-23
  . . . . Pay Rate History                                                7-23
  . . . . Workers Comp Detail File                                        7-23
  . . . . State Earnings                                                  7-23
Customize your Payroll Module                                             7-24
  Menu: Payroll - Control File Options                                    7-24
Setting Up the Payroll Tables                                             7-24
  Menu: Payroll - Tables. . .                                             7-24
  . . . . Deductions                                                      7-24
  . . . . Work Comp Codes                                                 7-24
  . . . . Craft Codes                                                     7-24
  . . . . Pay Scales                                                      7-24
  . . . . Pay Increase Reasons                                            7-25
End-of-Month Payroll Tasks                                                7-25
  Menu: Payroll - Monthly. . .                                            7-25
  . . . . Union Report                                                    7-25
  . . . . Clear Monthly File                                              7-25
  . . . . Bank Check Recon                                                7-25
  . . . . New Hire Report                                                 7-25
End-of-Quarter Payroll Tasks                                              7-25
  Menu: Payroll - Quarterly. . .                                          7-25
  . . . . Quarterly Earnings                                              7-25
End-of-Year Payroll Tasks                                                 7-26
  Menu: Payroll - Year End. . .                                           7-26
  . . . . Year End Closing                                                7-26
  . . . . Print W2s                                                       7-26
  . . . . Clear Vac / Sick hours                                          7-28
Payroll Reports                                                           7-29
     Earnings by Class                                                    7-29
     Employee Lists                                                       7-29
     Employee Earnings                                                    7-29
     Job-Employee History                                                 7-29
     Deduction Register                                                   7-29
     Labor Class List and Workers Comp Code List                          7-29
     Time Card Labels                                                     7-29
     Address Labels                                                       7-29
     Labor Production 1 and Labor Production 2                            7-29
     Telephone Directory                                                  7-29
     ESOP                                                                 7-29
     Detail Earnings                                                      7-30
     Weekly Earnings by Type                                              7-30
     EEO Reporting: Form C28, C57, C64                                    7-30
     Workers Comp                                                         7-30
     VDOT Payroll Roster                                                  7-30
   Appendix 7A – Direct Deposit System                                    7-31
     Implementing the System                                              7-31
     Processing the Payroll                                               7-32
   Appendix 7B – 401K \ IRA \ SEP IRA System. . .                         7-33
     Implementing the System                                              7-33
     Plan Maintenance                                                     7-33
     Employee Maintenance                                                 7-33
     401K Withholding                                                     7-33
     Contribution Report                                                  7-34
     Eligibility Report                                                   7-34
   Appendix 7C – Payroll States                                           7-35
     Setting Up A State                                                   7-35
     Determining the Payroll State                                        7-35
   Appendix 7D – FIELD REPORTING                                           7-2
   Completing the Timecards                                               7-10
   Appendix 7E – RACE / GENDER CODES                                      7-13
   Appendix 7F – SPLIT PERIOD PAYROLL ALLOCATION                          7-14
   Appendix 7G – Importing Payroll from HeavyJob                          7-16

Section 8 – Plant Ticket System                                              8-1
   System Overview                                                         8-1
   Set Up Procedures                                                       8-2
   Data Flow in The Plant Ticket System                                    8-3
   Ticket Processing                                                       8-6
   Plant Ticket Conversion                                                 8-8
     Menu: Plants – Import tickets from Scale Computer – Diskette Entry    8-8
   Editing the Entries                                                     8-8
     Menu: Plants - Ticket Edit List                                       8-8
   Entering New Tickets or Changing Existing Ones                          8-9
     Menu: Plants - Ticket Input/Change                                    8-9
   Setting up or Maintaining Plant files                                  8-11
     Menu: Plants – Maintenance – Price File Changes                      8-11
     Menu: Plants – Maintenance - History File Purge                      8-15
     Menu: Plants – Maintenance - Plant Control File Options   8-15
     Menu: Plants – Maintenance - Formula Maintenance          8-15
     Adding A Formula:                                         8-15
     Product Codes For Formula Ingredients                     8-15
   Updating the Tickets                                        8-16
     Menu: Plants - Update Tickets for Billing                 8-16
   Printing Invoices                                           8-17
     Menu: Plants - Print Invoices / Update to A/R             8-17
     External Transactions                                     8-17
     Internal Transactions                                     8-17
     Menu: Plants - Print Plant Transfers / Update             8-18
     Menu: Plants - Plant History Report                       8-18
   Plant Inventory System                                      8-19
     Set Up Procedures Required                                8-19
     Summary OF Monthly Procedures                             8-19
     Plant Explosion                                           8-20
     Menu: Plants - Monthly Plant Cost Allocation              8-20
     Explanation Of Errors On Formula Explosion Report         8-21
     Menu: Plants - Plant Inventory Report                     8-21
     Menu: Plants - Cost per Ton Report                        8-21
   Appendix 8A – Scale Computer Formats And Instructions       8-23
   Appendix 8B – Material Transfer System and                  8-24
   Luck Stone Web Ticket Data Transfer                         8-24

Section 9 – Utilities                                             9-1
   System Overview                                              9-1
   Final Year End Closing                                       9-1
     Running the Final Year End Closing:                        9-2
   Divisional Processing                                        9-4
     Menu:   Utilities   - Balance Sheet                        9-6
     Menu:   Utilities   - Security Codes                       9-6
     Menu:   Utilities   - View Pictures                        9-6
     Menu:   Utilities   - View Spool Files                     9-6
     Menu:   Utilities   - Run Program                          9-6
     Menu:   Utilities   - Check for Deleted Phases             9-6
     Menu:   Utilities   - Search for Out-Bals                  9-6
     Menu:   Utilities   - Set-up Fonts                         9-6
     Menu:   Utilities   - Set-up Pictures                      9-6
     Menu:   Utilities   - Get Random Number                    9-6
     Menu:   Utilities   - About BRICS                          9-6

Section 10 – Trucker’s Payroll                                  10-1
   System Overview                                             10-1
     Menu: Truck P/R - Transactions                            10-1
     Menu: Truck P/R - Print Vouchers                          10-2
     Menu: Truck P/R - Clear Billing File                      10-2
   Customize your Truck P/R Module                             10-2
     Menu: Truck P/R - Control File Options                    10-2
     Menu: Truck P/R - Trucks                                  10-2
     Menu: Truck P/R - Hauling rates                  10-2

Section 11 – Tutorial Guide                            11-1
     Introduction                                     11-1
   Installing the Demonstration Software:             11-2
   Getting Started:                                   11-2
   Step 1: Setting up a New Customer                  11-4
   Step 2: Setting up a New Job                       11-5
     Job Phases –                                     11-6
     Budgets –                                        11-8
   Step 3: Setting up a Supplier/Subcontractor       11-11
   Step 4: Recording an Invoice                      11-12
     Cost Distributions –                            11-13
     Verify your entries -                           11-14
     To add an employee -                            11-16
     Entering time cards -                           11-17
     Print Payroll Checks -                          11-20
   Step 6: Entering and Processing Equipment Usage   11-21
   Step 7: Paying the Subcontractor                  11-23
   Step 9: Processing Cash Receipts                  11-27
   Step 10: Reviewing Job Cost Information           11-28
   Reviewing Other Inquiries and Reports             11-29
   NOTES:                                            11-30
   Sample Reports:                                   11-31

Section 12 – Appendix                                  12-1
     Installing Crystal Reports Dll‟s                 12-1
     Installing AcuODBC:                              12-1
     Crystal Reports:                                 12-7
     BRICS Data Base Structure                       12-10
     BRICS Document Imaging                          12-12
Getting Started with BRICS 2000

Working in the Windows Environment

    Those already familiar with Windows will feel at home with the BRICS
screens and quickly find their way around the system. For those just now
moving into Windows from a DOS-based system, the following tips may prove
helpful.
   Pressing the ENTER or TAB key on the keyboard will move from field to
    field within the screen. Shift-TAB will move backwards.
   Windows screens use both menus and “buttons” to accept commands
    (rather than Function keys). The drop-down menus are similar to DOS
    versions. Use the mouse to point and “click” on the choice.
   Anytime a particular key on the keyboard is involved, you will be directed to
    Press the key. If a menu or on-screen button is involved, we use the word
    Click. Hopefully, this will eliminate any confusion between keyboard keys
    and on-screen command buttons.
   The underlined letter in menu choices and on command buttons provide an
    alternative way to perform the same action: hold down the ALT key on your
    keyboard while pressing the letter key (Ex: ALT-E performs the same
    action as clicking the End button.)




   The command buttons usually appear along the bottom of the screen and
    will be referred to in this guide just as they appear (Ex:: Click End).
   When you need to type information on to the screen, the actual text you
    should type will be enclosed within quotes (Ex: Enter “XYZ COMPANY”).
   Press CAPS Lock On when entering information, so all typing is done in
    capital letters. While not mandatory, having names, etc. in CAPS provides
    for more accurate alphabetical searches
   In Windows, clicking on the X in the upper right corner will close the
    screen. This is helpful when viewing some of the report screens within the
    BRICS 2000 system.
Installing the Software
The following items should be included when you receive your BRICS
software package.
    AcuCobol-GT Runtime CD
    BRICS 2000 User‟s Guide
    Installation CD
    Workstation Installation diskette (1)
    Tutorial Installation diskette (1)


Step 1: Runtime Set Up
Put in Acucorp Runtime CD
Click Start, Run
Type D:\SETUP OR Substitute your CD drive letter for D
Click Next on the Welcome Screen
If installing on a network, click Browse to change the directory.
  In the path box change the directory drive letter to the letter of your network
  server. (For example if F is your network drive, change C to F)
  Leave ACUCBL.. as the directory name.
  Answer Y when the system asks if you wish to create that directory.
 If not installing on a network, click Next when prompted for the directory
name.
Select None for Web Browser
Enter the codes as provided with your software to finish the installation.


Step 2: Server Installation
Put in BRICS 2000 Installation CD
Click Start, Run
Type D:\SETUP OR Substitute your CD drive letter for D
You should need to change the drive letter only. Accept defaults for the
directories. The drive should be your network drive or local drive letter if
you‟re a single user environment. This procedure will also install on this
computer with a workstation icon.
Step 3: Workstation Disk
This diskette needs to be installed on every other workstation where you wish
to use the system. This sets up a HOME directory for the BRICS software for
each user. A shortcut icon can be created by dragging the icon from the
BRICS software folder at the end of the installation procedures.
Put in Workstation Installation Diskette
Click Start, Run, Type A:\install
Choose the appropriate workstation type:
 Project Manager – This sets up only the Project Managers Menu with limited
 options
 Accounting – This sets up the full accounting menu,
Repeat for all workstations on the system.

Step 4: Tutorial
This diskette needs to be installed on all workstations requiring the accounting
demonstration files. It copies the sample files to the BRICSW directory on the
local drive.
Put in Tutorial Installation Diskette:
Click Start, Run, Type A:\Install


Starting the System
Click on the icon for BRICS 2000
Enter BLUE as the security code.
Select Security Code Maintenance under the Utilities Menu
Set up your own code for the system administrator and give clearance to all
menu items.
Repeat the process for other security codes as needed for your staff.
See the Utilities section in this manual for more information on security code
maintenance


Printer Definitions
Set-up the printer defaults and options for the workstations in the Set-up
Printers option under the Utilities menu. In BRICS 2000, you have the ability to
specify a different default printer for each workstation. If you have a network
with multiple printers, you should contact Technical Support for assistance in
setting up the Printer Definition Table.


Updating your BRICS 2000 System
Visit the BRICS web site (http://www.bricssoftware.com) to read about other
products from Blue Ridge Construction Software or to obtain updates for your
current program. For updates, read the description and directions, noting the
file name to which the update should be copied.
Click on the update name. Select the appropriate drive/directory to receive the
download and click on the Save File button. A window will display the status
of the download – time remaining and speed. When the download is complete,
you may disconnect from the Internet.
The BRICS update is a self-extracting exe. file. It is downloaded in a
compressed format, but will automatically expand (unzip) after opening. Use
your Start menu, Run option or the Windows Explorer to open the downloaded
file. A Win-Zip Self Extractor window will open with a destination folder
already in place (bricsw\progcobw). Click Unzip and you are done!
Confirm which version of BRICS 2000 you are currently running by clicking on
the About BRICS 2000 option of the Utilities menu.
Section 1 – Accounts Payable

System Overview
As your company conducts business, purchases of goods occur for which payment
will be made at a later time. When your company owes other vendors (creditors) for
goods or services, the amounts due are known as the Accounts Payable and
represent liabilities to the business.
As the creditors send invoices to the business, the amounts due and the detail of the
products and jobs are entered into the BRICS 2000 system and are recorded for
immediate or later payment.
Liabilities carry credit balances, thus when an invoice is entered into the system, the appropriate
expense or asset account is debited and Accounts Payable is credited.
When the payment for the invoice is subsequently entered, Accounts Payable is
debited and Cash is credited.
If a discount is offered and taken the system will also credit AP Discounts Earned (see below).
In the case of a subcontractor with retainage, the full expense will be debited and
Accounts Payable and A/P Retainage will each receive part of the credit. When the
retainage is actually paid, AP Retainage will be debited and Cash will be credited


AP Discounts Earned
The system has several options of handling discounts given for early payment.
To enter a discount (either by percent or flat dollar amount), follow the instructions in
the Invoice Entry procedure.
When an invoice is selected for payment, the system will determine if a discount
should be taken by comparing the invoice due date with the date entered during
check preparation. To determine what discounts will be allowed you can run a Cash
Requirements Report using the ageing date as the due date. The dollar amount of
the discounts will be printed on the report along with each invoice due date for
verification.
The system can also be set up to always take the discount regardless of the due
dates. See the section on preparing vendor checks.


Prorate AP Discounts to Jobs:
By entering "YES" for the company parameter PRORATE AP DISCOUNTS, the amount of the
discount is charged back to the original distributions of the invoice being paid. The Discounts
Earned account will be posted with a zero amount unless, due to rounding, a penny or two is left in
the account as sometimes happens when there are multiple distributions on the original invoice.
BRICS 2000 – Accounts Payable                                                       1-2


This option resolves the problem of having job cost overstated on items where large discounts are
allowed.



Entering Invoices
Menu: A/P - Enter Invoices
Before entering a batch of invoices, you may enter a Job Phase , Equipment ID
number or due date as a default. These numbers will then appear on the Invoice
Distribution screens to save you time. (You will always have the ability to overwrite
them).


The A/P Transaction Input Screen appears:

                                                                           View previously
                                                                           entered and updated
                                                                           invoices for this
                                                                           specific vendor.



                                                                           Add notes or
                                                                           reminders for your
                                                                           eyes only.
                                                                            indicates notes
                                                                           exist.


                                                                           Review the invoices
                                                                           entered in this batch;
                                                                           not yet updated.




                                                                            Also use for Sub or
                                                                            Type Code Lookup


Control Account: ENTER will accept the default or you may override as needed.


Vender Number and Vendor Data:
    You may select an existing vendor in any of 3 ways:
   1. Enter the vendor number if you know it.
   2. Enter the first few letters (in CAPS) of the name and press ENTER. The
      system will search alphabetically and bring the closest choice to the screen.
BRICS 2000 – Accounts Payable                                                     1-3


       Use PREV VENDOR or NEXT VENDOR to move to the correct name. Press
       ENTER to accept and move to Invoice Number field.
   3. Click on the VENDOR LOOKUP button to pop up a list of vendors by number
      or name. Double-click on the desired vendor.
NOTE: If this invoice is for a new vendor, or if current information about the vendor
needs changing, use the ADD/CHG VEN button to move to the A/P Vendor
Maintenance Screen. See page 1-14 of this manual.
Invoice Number: Enter the reference number from the vendor‟s invoice. The invoice
number may contain letters or numbers. If you wish to see a list of invoices already
entered for this vendor, click the INVOICES button.
Invoice Date: defaults to the current date; change if you wish. The date cannot
precede the first day of the fiscal year. If a period closing date has been set in the
A/P parameters, the invoice date cannot precede that date.
Due Date: calculated by the system. See paragraph at the end of this section.
Invoice Amount:
    NOTE: if paying a subcontractor, enter the amount to be paid. Do not include the
    retainage amount at this point. (See page 1-5)
Discount Amount: if the Vendor has a Discount Percent set-up in its master record,
this amount will be calculated automatically. You may override if needed.
Description: You may enter any description (up to 40 characters) to identify the
product or job.
Click OK to accept and update the invoice information. The Distributions portion of
the input screen will now appear.


Distributions:
If the vendor has a default distribution number set up in its master record that
account number will be displayed. Press Enter to accept the account or change as
needed. You must enter a full account number with job phase and cost type codes.
The account titles will be displayed in the boxes below the account numbers.
Distribution Amount:
Enter the amount for this account distribution and a description as needed. Click OK
to update.
If you did not enter the full amount of the invoice in the distribution, a second
distribution screen will appear. The Proof field in the lower right displays the amount
still needing distribution.
    Note: if the amount charged to a particular job is over the pre-set budget, a
    warning screen will appear for your information.
BRICS 2000 – Accounts Payable                                                       1-4


The system will continue to prompt for distributions until the entire invoice amount is
distributed. When the full amount has been entered in distributions, click OK to
update the Distributions and return to the Input Screen.
When all invoices in this batch have been entered, click on Edit Report or End.
The Edit Report Screen allows you to designate a printer or to print to the screen to
view the report.
When printing is complete, the Exit Options screen appears:




After reviewing the Edit Report:
   If you are ready to close this batch, click on Update this Batch and Exit.
    A summary screen appears with the Batch totals.
    Click Continue to move to the Distribution to Accounts Update screen.
    Review to verify that credits = debits. (The Distribution to Accounts Journal
    Report may be reprinted if problems occurred in printing.)
   If you wish to add more invoices to this batch later, click Exit without Updating
    from the Exit Options screen.
   If you need to make corrections to invoices, click Return to Entering Invoices.


Correcting Invoices:
Enter the Vendor number and invoice number (or use the Search button to see all
invoices in the current batch and double-click the one you wish to change).
The following message will appear:




                                          :
BRICS 2000 – Accounts Payable                                                    1-5


Click Continue (or press Enter since the button is already highlighted).


You may make corrections to the invoice or delete and re-enter the invoice.
Note: if the vendor number or invoice number is incorrect, you will need to
delete and re-enter.
If you click OK, you can also review distributions, making changes where required.
Click OK again to update these changes.
When you are finished with the changes, click the Complete button.


Reviewing Invoices:
The SEARCH button will allow you to see the invoices entered in the current batch.
To see the invoices that have been previously entered and updated, click the
INVOICE button within the Vendor Data frame.



Entering a Credit Memo:
Entering a credit memo is accomplished by using the exact same process as entering
an invoice, except that a negative sign ( - ) is entered in the amount fields. Be sure to
charge the credit to the same distribution account as the original invoice.



How to Handle Retention for a Subcontractor
When you entered the invoice amount, you should have entered only the amount to
be paid at this time and not the retainage for the subcontractor. The retention
amount is posted now, during the distribution process.
For example: if the full invoice was $1000 and you are retaining 5% ($50), the
invoice just entered would be for $950. Now, when you enter the distribution
account, the subcontractor number will cause a subcontractor detail box to pop up.
You may enter the quantity completed, but the amount of retainage will automatically
drop in ($1000 - $950, the proof amount).
The appropriate Expense account will be debited $1000, Accounts Payable will be
credited $950, and A/P-Retention will be credited $50.
When the job is completed, you will need to create an invoice just for the retainage
amount, entering the A/P-Retention account and vendor sub-account numbers in the
distribution, since the expense has already been posted. Accounts Payable will be
credited and AP-Retention will be debited. The system will prompt the operator for
the job and phase number when charging to retention. Although you can combine the
last subcontract payment with the payment of the retention on the same check, the
retention must be a separate invoice.
BRICS 2000 – Accounts Payable                                                          1-6




Invoices on “hold”

An A/P invoice can be placed on "hold" by checking the hold box during invoice entry
or by changing to hold status using vendor maintenance/invoice inquiry.
The hold can be released through invoice inquiry or 102-invoice selection for
payment-by vendor.
Invoices on hold will not be selected by the due date selection process for payment
until released. If selecting by individual vendor in 102, the held invoice can be
selected.
A held invoice will not even be displayed if accessed through quick checks until
released.
The cash requirements report will flag held invoices and the amount will be printed in
the Net Due future (last column on the right of the report).

Due Date Calculation

The due date is calculated based on the „TERMS‟ field on the vendor master record.
If this field is zero the due date defaults to the default due date on the parameter
screen when you started this batch of invoices. If the terms field is greater than zero
but less than 32 the value in days will be added to the invoice date to arrive at the
due date. If the value in the field = 40 the due date will default to the 10 th of the
following month. If the value in the field = 50 the due date will default to the 20 th of the
following month.
BRICS 2000 – Accounts Payable                                                        1-7


Sales and Use Tax

The Accounts Payable system can optionally collect data during invoice entry for sale
and use tax due to states and localities. During the A/P update of invoices the system
will debit the appropriate expense account and credit the accrued use tax account.
There will also be a report available detailing all invoices with accrued sales and use
tax for a specified time period. The report can be sorted by state and locality if
necessary. The state and locality will be determined by the home state and locality
on the job master record if the A/P distribution is to a job. If the distribution is to other
than a job the locality code will default to the company‟s home state and locality. The
A/P system uses the same locality table maintained under the A/R menu item 251-
“State & Locality Maintenance.”
Control File Parameters:
Under A/P Control File Parameters:
Collect Sales & Use Tax (Y/N).. This turns the system on and off. Y or Yes will tell
the A/P system to prompt for the sales & use tax flag during A/P invoice distribution
entry.
Accrued Sales and Use Tax Account: A liability account number that will be
credited during A/P invoice update. If this parameter is not set up or the account is
not a valid G/L account, no entries will be made for accrued sales tax during A/P
processing.
Detail Processing:
To implement the system make sure the following steps are performed:
1. Set up the two control file parameters discussed earlier in this section.
2. Set up the Accrued Sales & Use Tax account number using G/L account
   maintenance.
3. Set up valid localities and sales tax rates under the A/R menu selection “State-
   Locality Maintenance-251”. At the very minimum you must have your home state
   and locality (01) set up with your state use tax percentage. Any distributions
   made to equipment or general expense accounts will be charged to the home
   state and location 01.
4. Make sure your Job master records have a valid state and locality code.
5. You can optionally flag vendors in the vendor maintenance procedure so that all
   invoices entered for that vendor will default to having sales and use tax accrued.
    This can be overriden while entering each invoice distribution.
Entering A/P invoices (101)
When entering the invoice distribution the sales and use flag will be set to “Y” if the
vendor is flagged as a sales and use vendor or “N” if the vendor was not previously
flagged. The system will stop at the flag and allow the operator to press enter to
BRICS 2000 – Accounts Payable                                                        1-8


accept the default or change it. This means if you do not have the vendor set up as a
use tax vendor, you can still have sales and use tax calculated on an invoice by
invoice basis.
The state and locality codes follow the sales and use flag on the screen. These
codes are taken from the job master record if the distribution is to a job, otherwise it
is the home state and locality 01. The operator cannot override these codes. If
you note the locality is incorrect you can exit without update then return to this
distribution and the correct locality will be displayed.
The edit report (if “full report” is selected) will show the accrued tax calculations and
print a total accrued sales & use tax at the end of the report. Any invalid localities will
be noted.
 When the invoices are updated the system will credit the accrued sales and use tax
account with a single entry per invoice. An offsetting debit will be made to each
original distribution on the invoice. Two detail transaction records will be shown, one
for the original invoice amount and one for the amount of the accrued sales and use
tax. This makes it easier when viewing detail records to reconcile the original invoice
amounts. The reference number will be the invoice number and the vendor name will
be noted in the first description line. The second description line will read “ACCRUED
SALES & USE TAX”.
Invoices which are entered and paid through the Quick Check procedure do
not collect use tax information. Invoices entered as described above can be paid
with quick checks which means the use tax data was collected as described. Void
checks do not make sales and use tax entries at this time.
Reports:
A report listing all invoices with use tax for a specified time period(based on original
invoice date) can be found under the A/P Menu item Sales & Use Tax report-174.
The report can optionally list invoices by state and locality. The report can be printed
in either CRYSTAL or standard formats.
Data Table:
The detail invoice data is collected in the data table AP-USETX when the accounts
payable invoices are updated. The XFD file for Crystal, Excel, Access, etc. is
AP_USETX.XFD
Programming Notes:
The following programs were modified for this option:
AP-ENTER – Allow operator to flag a distribution as sales use, print on the edit
report, and pass along the flag on the APDWORK file for updating.
AP-UPDTE- Update the detail invoice information to the AP-USETX file and make
the journal entries to credit accrued sales use tax and debit the job or account where
the invoice was charged.
SET-PARM – Modified to add the two new control file parameters above.
BRICS 2000 – Accounts Payable                                            1-9


USETXRPT- New program to print Sales and Use Tax invoices and totals for a
specified period
AR-INV.SCR – screen layout for A/P invoice distributions.
BRICS 2000 – Accounts Payable                                                    1-10




Preparing Vendor Checks

Menu: A/P - Prepare Checks
As a start to the payment process, you may wish to print the ―Cash Requirements
Report‖ (page 1-22) or the ―Payables List by Job‖ report (page 1-22). These reports
can be used as worksheets to review all open payables and to mark the ones to
select for payment. The Aging columns can provide a list of invoices due and/or
overdue at a specific date.
The A/P Payment Selection Screen appears.




                                                                      By DUE DATE:
                                                                      The system automatically
                                                                      selects all invoices due
                                                                      on or before the date set
                                                                      here.

                                                                      By VENDOR:
                                                                      You will be able to view
                                                                      all open invoices by
                                                                      vendor and select the
                                                                      specific ones you wish to
                                                                      pay.




You have two options for selecting invoices to be paid: By Due Date or By Vendor.
Selection  By Due Date
Enter the Due Date and Discount Date.
 Note about the Discount Date: If the invoice due date (entered at invoice entry) was
 prior to the date entered here, no discount can be taken. If you want discounts
 taken regardless of the invoice due date, put zeroes in the box. (No dates are prior
 to 0-0-00.)
BRICS 2000 – Accounts Payable                                                    1-11


Click on the Start Selection button. All invoices with due dates on or before the date
entered will be selected and the totals displayed. Use the Edit List to review the
selection.
If you want to remove one or more invoices from this list, or need to pay only a partial
amount on a particular invoice, while the totals are still showing on the screen, click
on By Vendor and Start Selection.
Enter the vendor for the invoice in question. Click OK to view the A/P Invoice
Payment Selection Screen. See the full explanation of this screen below.
When the invoices displayed in the Selected Box are acceptable, click Selections
Complete to return to the Vendor screen. Choose another vendor or click End.
When you return to the A/P Selection Screen you will see that the totals have been
adjusted according to your changes. You are now ready to Proceed to Write
Checks. See below.


Selection  By Vendor
When you choose this method, you will enter a specific vendor and click OK.
The A/P Invoice Payment Selection Screen appears. This screen contains two
windows: Open Invoices and Selected Invoices.

                                                                          The Open
                                                                          Invoices window
                                                                          allows you to
                                                                          review all open
                                                                          invoices for the
                                                                          vendor and
                                                                          select the
                                                                          specific ones you
                                                                          wish to list for
                                                                          payment.
                                                                            Double click an
                                                                          invoice to move it
                                                                          to the Selected
                                                                          Invoices window.

                                                                          Highlight an
                                                                          invoice and click
                                                                          Change
                                                                          Discount if you
                                                                          want to override
                                                                          that amount.

        Highlight an invoice in the   Click here to remove an
        Open Invoices window          invoice highlighted in the
        and click here if you want    Selected window.
        to override the amount.
BRICS 2000 – Accounts Payable                                                                1-12


When the invoices in the Selected Box are acceptable, click Selections Complete to
return to the Vendor screen. Choose another vendor or click End.
When all totals are correct, click Proceed to Write Checks or Exit
If you exit without writing checks at this time, the system holds the selected invoices
until the next time you access the Write Checks menu option.
If you proceed to write check the system automatically moves to the next menu item:



Menu: A/P - Write Checks

The A/P Check Writing Screen appears




                                                                                  These fields are filled
                                                                                  automatically,
                                                                                  Override if needed.


                                                                                  The Check Format
                                                                                  information should
                                                                                  not change once
                                                                                  you have set up the
                                                                                  correct detail for
                                                                                  your forms




                                                                                  After viewing the totals,
                                                                                  click here to move to
                                                                                  the update screen


          Click here to start printing the
          checks. (Verify that checks are           If you experience printing
          mounted in correct printer.)              problems and need to
          Whether you selected invoices for         restart, you can adjust the
          payment immediately preceding             new starting check
          this step, or if they have been           number.
          held, the total fields will reflect the
          selections.


Choose:
BRICS 2000 – Accounts Payable                                                 1-13


   Proceed to Check Update – confirm the printer to accept the A/P Check Register
    Report and the Distribution to Account Journal Report. Click Update.
   Exit without Check Update – use this option only if it is necessary to restart
    checks. Return to the Write Checks menu option, choose Restart Checks and
    input correct check numbers.
.
Menu: A/P - Print Overflow Stubs
This menu option is available for invoices with too much information to fit on the
standard check stub. When check printing is complete, select this menu option to
print the additional information on plain paper.
BRICS 2000 – Accounts Payable                                                        1-14




Maintaining Vendor Files
Menu: A/P - Vendor Maintenance

The A/P Vendor Maintenance screen appears



                                                                        Use a numbering
                                                                        system of your own
                                                                        design or see
                                                                        Appendix 1-A for a
                                                                        suggested system.




                                                                          Access a bitmap
                                                                          (picture) file such
                                                                          as a scanned
                                                                          business card.

                                                                          Existing vendor
                                                                          files can be
                                                                          accessed by
                                                                          clicking here.


This screen is used to add, delete, or change vendor information. It can also be
accessed from the ADD/CHG VEN button on the A/P Transaction Input screen (see
Entering Invoices, page 1-2)
Press ENTER to accept the default A/P Control account.
Vendor Number: Assign each new vendor a 6-digit customer number.
Name: this name will be used on checks and on address labels, etc.
Sort by: the system will automatically use the first 5 characters/spaces of the name;
you may override as needed.
    For instance THE VALLEY PLUMBER would be sorted by THE V; you would
    probably prefer VALLE.) This field is used when alphabetizing the vendor list.
    Note: it is recommended that text be entered in all CAPS in these fields. The
    system will sort lower-case and upper-case separately and all CAPS is the
    preferred style for mail labels.
The following fields are optional, but it is recommended that you enter all information
if available.
BRICS 2000 – Accounts Payable                                                 1-15


Address, City, State, Zip: Two address lines are available if needed. Use the 2-
character state abbreviation and the 5-digit zip with optional 4-digit suffix.
Telephone and Fax numbers: if 10 digits are entered, the system will separate the
first three with a slash as the area code.
1099 Category: Use the down arrow to choose the correct type of 1099. If two types
of payment will be made to the same vendor, set up two separate vendor numbers.
Federal ID No: Enter the Company Federal ID Number or an Individual Social
Security Number.
Distribution Account: if you know that the vendor‟s payments will always be posted
to the same account, enter it here. When invoices are entered for this vendor, the
account will appear as the default and will not have to be re-entered.
Check Stub Reference: any information entered here will be printed on the check
stub. This is a good place to enter your account number for this vendor.
Discount Percent : The percent used to calculate early payment discount.
Terms: The number of days to add to the invoice date to calculate the due date or
40 = 10th of following month, 50 = 20th of the following month.
Contact: Use this field to note the bookkeeper‟s or owner‟s name or other
information desired.
NOTES: This button opens a screen in which you may enter additional information
helpful to your operations.
DELETE: Delete unused/old vendors from your system. You cannot delete a vendor
if there are any open invoices.
INQUIRE: This button will allow 3 types of inquiries into the account:
   1. View Account Detail - 3-year view of the activity for this account.
   2. Open Invoice Inquiry - all open invoices for this account.
   3. Invoice History Inquiry - view paid invoices by Invoice Date, Invoice Number or
      Check Date
Each Inquiry screen allows for further detail on the transactions.
OK: the system will update the file. "UPDATED" will appear briefly above the OK
button to indicate the update was successful.
Click CANCEL to end Vendor Maintenance and return to the main menu.


Menu: A/P - Vendor Verification-Delete
This menu option can be used to print a list of vendors who have had no transactions
posted in the current or prior years and can be deleted from your files. There is also
a option to automatically purge these vendors if they meet the criteria. Before doing
the purge make sure you have an adequate backup and make sure all other users
are off the system before starting the purge. After the purge you should also choose
BRICS 2000 – Accounts Payable                                                      1-16


to purge AP history (161) using the beginning of the previous book year as the purge
date.

Clearing the A/P Files
Menu: A/P - A/P History Purge
This process purges all paid invoices dated prior to and including the date entered. If
disc space is available, it is recommended that you keep at least the last 3 years of
paid invoice history on file.


Customize your Accounts Payable Module
Menu: A/P - Control File Options
This menu selection allows the operator to customize the system parameters which
control the A/P system. A security code is required to access this menu item.
To change or set up a parameter highlight the CHANGE option and press the enter
key. Use the arrow keys to highlight the desired parameter and enter the new value.
Click Enter when the value has been entered.
To print the parameters move the highlight to PRINT and press the enter key.
To exit the program press the Escape key or move the highlight to EXIT and press
the enter key.
Following is a list of the parameters and an explanation of their use by the system.
A/P Control Account - Enter the account number for A/P from the chart of accounts.
Subcontract Retainage Account - Enter the account number from the chart of
accounts. When entering invoices to pay subcontractors the system will automatically
post to this account if retainage is withheld from the payment.
General Bank Account- Enter the account number from the chart of accounts. The
system will automatically credit this account for the amount of the checks written
through A/P.
Prorate A/P Discounts - Enter YES or NO. If "YES", the system will charge any
early payment discounts back to the original distributions. If "NO", the system will
credit a discounts earned account as entered in the next parameter.
P/R Checks On A/P History - Enter YES or NO. If "YES", the system will write check
history records from the payroll system to the check history file. If "NO", the check
history report will contain only AP checks.
Discounts Earned Account - Enter the account number from the chart of accounts.
This should be entered even if you answered "YES" to the previous parameter.
Check Select & Format - This controls the printing and to some extent the format of
the AP checks. You should not change this here. It is more easily done in either
Check Writing or Quick Checks.
BRICS 2000 – Accounts Payable                                                   1-17


Material Cost Type Code - Enter the two digit cost type code for tracking of pay item
material quantities by the subcontract and material tracking subsystem.
Period Closing Date - This date (in month, day, year format) can be changed each
month after all invoices for that month have been entered. This acts as a month
closing date, since the system will not allow any invoices entered with a date prior to
this date. You may continue to make journal entries.
Subcontract Cost Type Code - Enter the two digit cost type code for subcontractors
expense. The system will key on this code when prompting the operator for additional
information during A/P entry of invoices to pay subcontractors.
Enter Sales Tax On A/P - Enter "YES" if you wish for the A/P invoice entry program
to prompt the operator to enter the amount of sales tax on each invoice. The system
will then track and report on the amount of sales tax paid. This is normally used only
for those companies who need such information when qualifying for enterprise zone
credits.
Material Cost Type Code 2 - Enter the second two digit cost type code for tracking
of pay item material quantities by the subcontract and material tracking subsystem.



Inquire into Vendor Records
Menu: A/P - Vendor Inquiry
Data fields changed on the inquiry screen will not be written back to the file. To make
permanent changes, use the Vendor Maintenance option (see page 1-14).



Cancel Invoices
Menu: A/P - Cancel Invoices
Note: Once invoices have been entered and updated, they can not be deleted. (If a
delete function were possible, it would be very difficult to maintain the integrity
between a list of open invoices and the balance in the A/P trial balance control
account.)
In order to delete invoices, you must first enter a credit invoice (see A/P – Entering
Invoices, page 1-2). Then, the Cancel Invoice Procedure described here can be used
to delete both the original invoice and the credit invoice. This insures the integrity of
the accounts payable control account balance.
Select the vendor and click OK.
The Invoice Payment Selection screen is opened. This is the same screen used in
the preparation of checks. Select the two invoices (original and credit) by double-
clicking them, moving them to the Selected Invoices window. Click on Selections
Complete.
BRICS 2000 – Accounts Payable                                                      1-18


Vendor Inquiry
The AP Vendor Inquiry screen appears.
Note that this Inquiry screen looks exactly like the Vendor Maintenance screen (see
Maintaining Vendor Files, page 1-14), but the Inquiry screen will not allow permanent
changes to be made on vendor files. This is a useful screen for shop foremen or
project managers to use.



Preparing Manual Checks
Menu: A/P - Quick Checks - Offline Checks

A/P checks can be printed on demand, bypassing the invoice entry, selection, and
check writing procedures used for large batches of payments. It is suggested that a
small printer be dedicated to payable checks. With the ―quick‖ check procedure, the
operator simply enters the check information on the screen and prints the check at
the press of a button. All update information is captured for later posting to the job
cost and general ledger files.
The Quick Check option should virtually eliminate the need for handwritten checks.
For those who still have a certain number of these (manual) checks, the same
procedure allows for easy entering and posting to the system.


To start the quick check procedure, select Quick Checks-Offline Checks from the AP
menu.
The first screen allows you to verify the bank on which the check will be drawn and
verifies the printer which will be used. You can adjust the alignment if needed. Click
Start Check Entry.
BRICS 2000 – Accounts Payable                                                  1-19


Distribution fields and an image of a check will appear:

                                                                         This field will be completed
                                                                         automatically as you fill in
                                                                         the Charge To: fields




                                                                         This field will be
                                                                         completed automatically
                                                                         as you fill in the check
                                                                         stub or select an existing
                                                                         open invoice for
                                                                         payment.




Enter the vendor number (or letters of the vendor name to start an alphabetic search
of the vendor file). The vendor name and address will appear in the “Pay To The
Order of” fields at the bottom of the screen.
 Note: If you sometimes need to make a one-time payment to a miscellaneous
 vendor, you may want to establish a Misc. Vendor (maybe # 000001) through
 Vendor Maintenance.
Tab or Enter through the address fields and date fields, correcting if necessary.
The check number (based on last used) will be on the screen. Verify that this is the
number of the check on the printer and change it if necessary. (If the check number
has already been used, the system will display an alert message.)
After entering the check number, the cursor moves to the first line of the stub. But a
new option will also appear at the bottom of the screen. The Select Invoices to Pay
from Open Invoice File button allows you to pay existing invoices with a quick or off-
line check. Double-click the desired invoice to select it and click the Selections
Complete button. The check amount field will be updated but no detail will appear on
the check stub.


1. Completing The Check Stub for a Quick Check
Enter the date of the invoice in month day year format. The default is the current
system date, but note that the invoice date can be different than the check date.
BRICS 2000 – Accounts Payable                                                          1-20


Enter the invoice number and a description. If there is no invoice number, it is
recommended that you enter the check number to maintain a unique identifier.
It is rare that a discount would be applicable, but you may enter one if needed.
    Note: A quick check can contain only two invoices, each with up to three
    distributions.


2. Entering the Distribution for the Invoice
As with other invoices, enter a job, equipment, or general ledger account number, a
phase number, and expense code as needed. Use the Lookup button at the bottom
to view appropriate choices.
Enter the amount for this distribution. The description field will default to that entered
at the top and you will see that the amount fields (at top of stub and on check at
bottom of screen) have been updated.
Up to three distributions can be entered for each of two invoices. Amount fields will
continue to update.
    Note: if processing a payment to a subcontractor, the system will prompt the
    operator for a quantity and the amount of retainage. The appropriate general ledger
    entries will be made by the system.


3. Writing The Check
     If this is a manual (handwritten) check, click the Offline button.
     If this is a printer check, click Print this Check to send the check image to the
      printer. The system will remind you to load the check in the printer. Click Print the
      Check and you will return to the entry screen.
With either of the above options, the updates are written to the file, the screen is
cleared and the check number is incremented by 1 to start the next check entry.
After all checks have been entered and printed, click Exit to leave this program and
return to the menu.



Menu: A/P - Quick Check Update
Updates of quick checks or voided checks do not have to be done immediately.
Updates can be done at any time - but keep in mind that updates to Job Cost or to
the General Ledger will not be done until this quick check update is selected. It is
suggested that the Quick Check Update be done at least daily to process that day’s
quick checks and manually written off-line checks.
The check register report will print followed by a Distribution To Accounts Journal
report.
BRICS 2000 – Accounts Payable                                                  1-21



Void Checks
Menu: A/P - Void Checks

The Void Check screen appears:




Enter the Bank Number and Check Number you wish to Void.
You have the option of entering a date to be used when the void routine creates the
journal entry that reverses the check transaction or you can allow the system to use
the original check date and invoice dates. The problem with using the original date is
it may fall outside the current accounting period. The system will warn you if you use
a date outside of the acceptable date range.
After the system generates the entries to void the check, you must proceed to Quick
Check Update to actually post the void check journal entry. The system will also flag
the check as a void check in the check history file.
The system will also give you the option of setting up the original invoices voided by
the check. After choosing this option if the system is able to recreate the invoices it
will display a message indicating it has done that and you should proceed to the A/P
Invoice Entry (menu selection 101) to edit and update the invoices created. The
invoices must be posted from the same workstation where the void check transaction
took place.
When finished, click Exit to return to the main menu.
The void will not take place until the next Quick Check Update is done as described
in the previous section.
BRICS 2000 – Accounts Payable                                                       1-22




Accounts Payable Reports
Cash Requirements Report
This report is designed to aid in selecting the invoices to be paid. It is useful to run
this prior to the Prepare Checks step. You may request a full report or a “short” one
without the distributions. You may also sort the invoices by Vendor, by Job, or by
Dollar Amount.
This report is beneficial for contractors who pay bills by the job depending upon when
they receive payment.
Verify the control account number, accept or correct the date to be used for aging,
and enter a vendor number or a range of numbers.
Note: The date entered in only an aging date; all open invoices are printed. To print
a list of invoices as of a specific date, see the Prior Period Open Invoice list.


Vendor List
This report is available in alphabetical or vendor number order, with a full report on
name/address of vendors only.
Vendor Labels
The system comes pre-formatted for several types of vendor labels (1, 2, or 3-across,
etc.). If you require labels in a size or configuration not listed, contact Technical
support. For best results when printing labels, select the Win Direct printer option in
the Print Selection Box.


Sales Tax Report
This report, primarily used for Enterprise Zone accounting, shows all invoices on
which sales tax was charged. It can be printed for any period of time based on
invoice date. This data is present only if the required parameter was answered YES
and sales tax amounts were entered separately during A/P input.


YTD Purchases
This report can be printed for any date range and be sorted by vendor, dollar amount,
or by state.


Print 1099s
When vendors are entered through Vendor Maintenance, they can be given a 1099
Category. This menu option allows you to view and maintain the 1099 file before
printing the forms.
BRICS 2000 – Accounts Payable                                                   1-23


Set the correct date (year) and click Build File. The system will search for the
appropriate vendors and display the numbers of vendors and checks. Click
Continue.
Print or view the Summary Report (vendor names and totals) or the Detail Report
(lists all checks written). If corrections or adjustments are needed, you may do so by
clicking File Changes. When ready, click on Print 1099’s.
For best results when printing 1099s, select the Win Direct printer option in the Print
Selection Box.


Check History Report
You may enter a beginning and ending check number or a vendor number, in which
case only the checks written to that vendor will be printed.


Prior Period Open Invoice List
This report is an excellent audit tool that insures the general ledger account balance
at the end of an accounting period equals the total of open invoices. The system asks
for the date at which the balance is to be reconciled. The report ages the invoices as
of the reconcilable date.
The report can be run for any period at any time during the year, even though later
invoices have been added or paid.
BRICS 2000 – Accounts Payable                                                        1-24


Bank Reconciliation
BRICS 2000 allows you to reconcile your bank statement with your cash account
balance. This is a very important function since it ensures all transactions involving
cash have been posted. It is also one of the first items an external auditor would
perform in the review of your accounts. You may also access this program from the
Payroll Module.
The Bank Reconciliation Screen appears:

                                                                         Verify or change the Bank
                                                                         Account; enter the account
                                                                         number you wish to reconcile
                                                                         and the bank statement date.




                                                                          This option allows you to
                                                                          view a list of all debits to the
                                                                          general ledger account for
                                                                          the period. This should
                                                                          match the total on your
                                                                          bank statement. It is not
                                                                          necessary to clear these
                                                                          transactions but if there is a
                                                                          difference it will have to be
                                                                          taken into account when
                                                                          reconciling the statement
                                                                          total.

You can clear the check transactions using several methods (or a combination of
those methods).
   Import from File
   Enter a Check Range
   Enter Individual Checks
The method you use depends in part on what you are supplied by the bank.


   Import from File - If the bank supplies you a diskette or allows a modem hookup
    and you can download your canceled check file, copy it to your data directory and
    import it into the bank reconciliation program.
Click the Import from File button and specify the file name you are importing. The
system will match the checks from the bank file to your BRICS 2000 data file. A
screen will appear giving you totals. Any mismatched amounts or check numbers will
be listed on a report.
BRICS 2000 – Accounts Payable                                                 1-25


You can then proceed to the Enter Checks button to view the cleared and
outstanding check windows, or you can click the Reconcile Bank Statement button
to see if the statement‟s ending balance matches the General Ledger account
balance.


   Enter Check Range – If your bank does not supply you with the data in magnetic
    format then you must enter the cleared checks. If your statement lists the checks
    in check number sequence with the gaps clearly indicated, the easiest method is
    to enter the check numbers by range.
After clicking on the range button, enter the first check number and the last check
number for the range of checks you want to clear and select OK. Repeat this
procedure until all ranges from the bank statement are entered. You can then
proceed to the Enter Checks button to view the cleared and outstanding check
windows, or you can click the Reconcile button to see if the statement‟s ending
balance matches the General Ledger account balance.


   Enter Checks: If you wish to clear the checks individually, click the Enter Checks
    button. The outstanding checks are listed in the top box and the cleared checks
    are listed in the lower box. To clear a check, double-click the check number in the
    outstanding box and it will be moved to the cleared box. Totals are updated and
    displayed.
If you make a mistake and wish to move a check back to the outstanding box,
highlight the check in the lower box and click Deselect. The check is moved and the
totals are updated. After the total of cleared checks equals the amount supplied on
your bank statement, you can end selections and press the reconcile button to see if
the statement‟s ending balance matches the General Ledger Account Balance.


The Reconcile check button will display the totals and any difference between the
bank statement ending balance (which you must enter) and the general ledger
account balance. If the difference is not zero, check for items such as bank charges,
deposits in transit, etc. and make any necessary adjusting entries.
A report can be printed from this screen for filing.


Remove Cleared Checks - The final step is to remove the cleared transactions from
the file. Click the remove cleared checks button, then click OK. This should be done
at least prior to starting the next months bank reconciliation process. If you have
reached a difference of zero or an amount which is reconcilable, then go ahead and
remove the cleared checks.
BRICS 2000 – Accounts Payable                                                  1-26


Appendix 1A – Setting Vendor or Customer Numbers
A good system to use when assigning vendor numbers is to divide the 6 digits into 3
groups of 2 digits each: The first three letters of the vendor name are assigned to
each group. For example, BLUe Ridge Construction would be assigned the number
021221 (B=02; L=12; U=21). If 021221 is already in use (by Blumenthal Plumbing),
add 1 and make the number 021222. This method results in vendor names being
roughly alphabetical even when sorted numerically. Use the chart below for quick
reference with this method.


1= A                        10 = J                      19 = S
2= B                        11 = K                      20 = T
3= C                        12 = L                      21 = U
4= D                        13 = M                      22 = V
5= E                        14 = N                      23 = W
6= F                        15 = O                      24 = X
7= G                        16 = P                      25 = Y
8= H                        17 = Q                      26 = Z
9= I                        18 = R
Section 2 - Accounts Receivable

System Overview
As your company conducts business, jobs will be completed for which
payment will be made at a later time. When other companies (debtors) owe
your company for goods or services, the amounts owed to you are known as
the Accounts Receivable and represent assets for the business.
Receivables carry normal debit balances, so when an invoice is entered into
the BRICS 2000 system, the Accounts Receivable Control account is debited
and the appropriate job revenue accounts are credited.
In the case of a subcontractor where there is a retainage, the A/R Retainage
account receives that part of the debit and the revenue account(s) still receive
the full amount.
When the payment for the invoice is subsequently entered, Cash is debited
and the Accounts Receivable accounts are credited.
Bills for your Receivables can be processed several ways:
   Order entry – printing an invoice in a free-form format using the order entry
    system.
   Entering units of work completed and printing the contractor‟s request for
    payment
   Using the AIA invoice format or
   Printing an off-line invoice and posting it to the A/R system.
BRICS 2000 – Accounts Receivable                                     2-2


Creating and Printing Invoices
Menu: A/R - Order Entry-Print Invoices

The Configuration Parameters screen appears.


                                                           Companies with simplified job
                                                           cost situations use these
                                                           parameters. For example, you
                                                           might set up only one phase per
                                                           job or you might record revenue
                                                           to only one phase. (Many
                                                           companies use revenue cost type
                                                           99.) By setting these default
                                                           parameters, you save keystrokes
                                                           during the order-entry step.




Click Continue and the Order Entry Input Screen appears.




                                                                  Use Order Search to review
                                                                  the tickets already entered in
                                                                  this batch.
                                                                  Use Job Search to search
                                                                  all jobs on file and select one
                                                                  by double-clicking.

                                                                  Use Set Prices to access
                                                                  the Price File Maintenance
                                                                  and Inquiry screen, where
                                                                  you may set prices for
       Click OK to accept and update the fields
                                                                  specific items you routinely
       and move to the Detail Order Entry Screen
                                                                  bill. (See page 2-6)
BRICS 2000 – Accounts Receivable                                                     2-3


Control Account: Enter will accept the default account or you may override
as needed.
Customer Number:
    You may select an existing customer in any of 3 ways:
  1. Enter the customer number if you know it.
  2. Enter the first few letters of the name and press ENTER. The system will
     search alphabetically and bring the closest choice to the screen. Use
     PREV CUST or NEXT CUST to move to the correct name. Press
     ENTER to accept and move to the Ticket Number field.
  3. Click on the LOOKUP button to pop up a list of customers by number or
     name. Double-click on the desired customer.
    NOTE: If this ticket is for a new customer or if current information about
    this customer needs changing, use the Add Cust button to move to the
    A/R Customer Maintenance screen. See page 2-21 of this manual.
Ticket Number: defaults to number 1 for the first invoice for this customer in
this batch.
Taxable?: Yes is the default; override if needed.
Job-Phase Number: Any numbers entered on the Parameter screen will
appear. Override these fields with the appropriate job number for which this
invoice will apply. This will allow customers for whom you may be doing
multiple jobs to have separate receivables.
The Phase Number can be zero unless you are in a situation where the
receivables need to be tracked by phase.
Terms: enter as needed for this ticket. Up to five different terms codes can be
set up in the A/R control file options.
Salesman: The default salesman is taken from the customer master file. It
can be changed if this order is being assigned a different salesman.
State, Locality, and Tax %: States have pre-set 2-digit codes. You set
county/city codes (see page 2-23) if needed for sales tax or business license
reporting. The Tax % will be retrieved from the State/Locality Maintenance File
based on the preceding two entries.
Ship To: The contents of this field (26 characters) will print to the right of the
customer address. The data in this field will also be used as an identification
field for later invoice inquiry and can optionally print on the open invoice list
and statements. There are two additional lines that can be used for the ship to
information, which are printed on the invoice, but are not retained as
identification fields.
BRICS 2000 – Accounts Receivable                                       2-4


The Detail Order Entry Screen:
                                                                    This is where the body of the
                                                                    invoice is created.

                                                                    The Line No. identifies the
                                                                    sequence of the invoice detail
                                                                    lines. It defaults in increments
                                                                    of 5 in order to allow later
                                                                    insertion of lines if necessary.

                                                                    Type: Enter the Line Type
                                                                    Code.
                                                                    I = Use Price File to select a
                                                                    previously defined item from
                                                                    the Price File. (see page
                                                                    Error! Bookmark not
                                                                    defined.2-17)
                                                                    N = Non Price File to invoice
                                                                    miscellaneous dollar amounts
                                                                    which do not relate to a
                                                                    previously defined price file.
                                                                    C = Comment to enter your
                                                                    own text into the invoice.
                                                                    R = Retainage
                                                                    T= Subtotal




As soon as the Line Type Code is entered, the screen expands to accept the
detail for the Line Type.



                                                                   For Type I, enter a Product
                                                                   Price Code or use the
                                                                   LOOKUP PRICES button to
                                                                   review the Product Search
                                                                   screen. Description, Unit
                                                                   of Measure and Price will
                                                                   be displayed accordingly.

                                                                   For Type N, enter your own
                                                                   Product Code, Description,
                                                                   Unit of Measure, Quantity,
                                                                   and Price.

                                                                   For Type C, only the
                                                                   Description Line appears.

                                                                   For Type T: enter the
                                                                   description of the subtotal
                                                                   line. All lines above will be
                                                                   totaled
BRICS 2000 – Accounts Receivable                                                         2-5


To Complete the Detail Order Screen:
Quantity: If this is a lump sum item, enter 1. If this is a credit memo, enter a
negative quantity.
Price: Press Enter to accept the price from the product file or override/enter
your own price as needed.
Taxable? This field will display according to the Customer information already
entered. Override as needed.
Account Distribution for Type N or Type R: The system will default to the
Job number entered on the first screen, Phase 000001, and Cost Type 99.
Any of these entries may be overridden at this point. Use the Account Lookup
button to access appropriate accounts.


Click OK to accept the completed line and move to the next line (default
number 10) of the invoice.
OR
Click End to return to the Input screen.


You can now:
  enter additional invoices for this customer (by entering a new ticket
    number),
  enter invoices for other customers, or
  click End to complete this batch.


You have 2 options to exit:




                                                     If you exit at this point, the batch entries are
                                                     held until the next time you access the
                                                     Order Entry/Print Invoices menu option.




To proceed, click Print Invoices on Exit.
BRICS 2000 – Accounts Receivable                                              2-6


You have the option of printing invoices on blank paper, letterhead, or a pre-
printed form. Be sure the appropriate materials are loaded in the printer.
The date and invoice number will be displayed. Override as needed.
Click Start Printing. Confirm printer choice and click Start Report. You may
request a second copy by answering Y to the on-screen question.
Review the printed invoices.
   If you need to make an adjustment, click Exit without Updating and return
    to the Order Entry option.
   If problems occurred during printing, click Return to Invoice Print.
   If all invoices are acceptable, click Update Invoices on Exit.
Click UPDATE; the invoices will be added to the A/R open invoice file and the
Invoice Register report will print.
Click Start Report to print the Distribution to Accounts Journal and post the
journal entry, debiting A/R and crediting the job revenue.



Set Product Prices
Product prices and the account distributions are established through the Price
File Maintenance and Inquiry screen. This screen is accessed from the Order
Entry-Print Invoices option of the A/R menu. (See page 2-2.)




                                                                           You may add,
                                                                           delete, or search the
                                                                           file for specific
                                                                           products and update
                                                                           as needed.
                                                                           Click OK to update
                                                                           the file and return to
                                                                           the Order Entry
                                                                           screen.
BRICS 2000 – Accounts Receivable                                                 2-7




Entering Information from Non-Computer Invoices
If you prepare a hand- or typewritten customer invoice, you will need to enter
the information into the BRICS 2000 system in order to update the customer
and accounting records. This menu item is also used to adjust invoices
already present on the open invoice file.


Menu: A/R - Off-line Invoices and Adjustments
The Configuration Parameters screen appears:




Set each of the 3 fields: Job Number, Billing Phase, and Billing Cost Type
and click Continue.


The A/R Transaction Input screen appears.



                                                                       Click Add Cust if
                                                                       the invoice was for
                                                                       a new customer.
                                                                       This will take you to
                                                                       the A/R Customer
                                                                       Maintenance
                                                                       screen.
                                                                       (See page 2-21)




                                                                       Click to view previously
                                                                       entered invoices in this
                                                                       batch.
You may select an existing customer in any of 3 ways:
1. Enter the customer number if you know it.
BRICS 2000 – Accounts Receivable                                            2-8


2. Enter the first few letters of the name and press Enter. The system will
   search alphabetically and bring the closest choice to the screen. Use
   PREV CUST or NEXT CUST to move to the correct name. Press Enter to
   accept.
3. Click on the LOOKUP button to pop up a list of customers by number or
   name. Double-click on the desired customer.


Job-Phase Number: The job numbers entered on the parameter screen will
appear automatically. Accept these or enter the job number for which this
billing applies.
Invoice Number: Enter your manual invoice number or create a unique
reference number for this invoice.
Invoice Date: will default to today‟s date, change as needed. This date must
fall between the valid date range for all transactions as set in the GL
parameter screen. This date will be used in determining the GL period to
which the transaction will be posted.
State: will default to your home state.
Locality: will default to 01. If you wish to track sales by location, enter a
locality code based on the location of the customer or job. The code must be
set up in the state-locality table (see page 2-23).
Type: defaults to C for a contract billing. Other valid choices are A for
adjustment, N for non-contract billing, R for the billing of Retainage.


Non-Taxable Amount: Enter the amount not subject to sales tax. If you are
withholding retention, do not include the retention in this amount.
Taxable Amount: enter the amount subject to sales tax.
Retention Amount: Enter the amount of retention if applicable.
Tax: Enter the amount of sales tax.
Click OK.


The Screen now expands to include the Distribution fields for this invoice.
BRICS 2000 – Accounts Receivable                                                   2-9




                                                                        The amount of the proof is
                                                                        the total of the four amount
                                                                        fields entered above

                                                                        Use the Account Lookup
                                                                        button to view and select from
                                                                        accounts or phases.


The Job Number will display according to the information entered on the
Configuration Parameter screen. Override as needed.
Click OK to accept the entries. The screen Updates and returns to the entry
screen for the next invoice.
When the batch in complete, click END.


The Edit Report screen appears. You may choose to print or view your edit
report.
The Exit Options screen appears.
You may choose to
   Update this Batch and Exit
   Exit without Updating
If you update the batch, the A/R Invoice Update screen appears, showing the
totals for this batch.
Click Update to print the Distribution to Accounts Journal and post the journal
entry, debiting A/R and crediting the appropriate revenue account.



Menu: A/R - Import Batch Files
This option will be used only if you need to import information from an off-line
source (distant site). Data imported in this way can be edited from the Off-line
BRICS 2000 – Accounts Receivable                                             2-10


Invoices and Adjustment menu option. To implement this feature, contact
Technical Support.



How to Handle Retention
The easiest way to explain how to handle posting an invoice with retention is
to use an example.
We are billing for $1,000 of work completed. Our agreement with the customer
is that he will withhold payment of 5% (retention) until the work is completed.
When entering the invoice:
   Enter $950 as the non-taxable amount – this will debit Accounts
Receivable.
    Enter $ 50 as the retention amount – this will debit AR-Retention.
    In the distribution, $1,000 is charged as revenue to the job – this will credit
    the Revenue account, producing a balanced entry.
    On the Aging Report, $50 will appear in the Unbilled Retention column.


When the job is complete, we will post a second invoice to record the retained
amount now due. Proceed as before, changing the Type field to R for
Retainage billing.
Enter the amount ($50 in our example) in the non-taxable amount field.
The distribution field will default to the AR-Retention account (sub account will
be the customer number). This will produce a debit to AR for $50 and a credit
to AR-Retention for $50, clearing the AR-Retention account.
On the Aging Report the invoice is flagged as a retention invoice by printing an
R in front of the invoice number. The $50 is moved from the Unbilled
Retention column to the Billed Retention column.
BRICS 2000 – Accounts Receivable                                                2-11


Progress Billing (including AIA format)
Menu: A/R - Progress Billing- 203
The progress billing function is used when the billing of contracts is done
progressively based on percentage of completion or on an installment basis.
BRICS allows for the billing items to be set up once with all relevant
information and contract amounts. Additions and deletions can be added and
billed as needed. On each application the current values are moved
automatically so they become the cumulative “previously billed” values on the
next progress billing.
The bill can be printed using the AIA format or a customized format of your
choice. Crystal Report formats can also be used to give your bill a
“presentation” style with company logos, etc.
Progress billing can be a stand-alone module or integrated to automatically
update Accounts Receivable, General Ledger and Job Cost information.


The Progress billing master file maintenance screen:
BRICS 2000 – Accounts Receivable                                               2-12


The „Billing File Lookup‟ button will display a list of bills previously set up from
which the operator can dbl-click to bring to the screen. If this is a new billing
record, enter the Job Number and Customer Number for whom the bill is
being prepared. The TO, FROM, and PROJECT information will be retrieved
from the master files and displayed on the screen.


Any other data such as Architects, etc. can also be entered.
Enter the range of dates for which this billing. Enter the retainage percentages
if they apply. Be sure to enter the application number. If this is the 2nd or
greater application, the system will ask if you want to move the current values
to the previous values before continuing.


Click OK to update. Click Detail to proceed to the line item detail screen:
The detail screen appears:




Enter the Item Number, which may be broken into two sections. Item
numbers are for billing purposes only and do not have to pertain to the job
BRICS 2000 – Accounts Receivable                                                           2-13


phases previously set up in the job cost maintenance program. If the second
part of the item number does match a job phase from the job cost file, the
description will automatically be brought to the screen.
Code the item as base contract, approved change order, or unapproved
change order.
Type a description for the item if not already present or you wish to change for
billing purposes.
Enter the appropriate dollar values. Retainage will be calculated but can be
overridden.
The summary totals on the bottom of the screen will be displayed.
Click OK and continue entering the remaining item numbers until the billing is
complete.
Click Complete when all items have been entered and to return to the main
screen. If you are ready to print the billing document, click Print and choose
the printer, invoice style, invoice date and number.
The information will remain on file and can be modified as subsequent
applications for payment are needed.

Posting the Invoice

If you have configured your system to integrate with A/R and G/L, the system
will ask if you wish to post the invoice after it has been printed. After writing
the updates to a file, the screen will return to allow you to process the next bill.
To make the final posting you must choose Offline Invoice and Adjustments to
verify and update the invoice. This must be done on the same workstation
where the bill was printed.
If not integrated, you should use the Offline Invoice and Adjustment menu
selection to enter and post the current amount due and any new retainage.

Progress Billing Control File Options

To set the default options for the progress billing module, choose A/R, Control File
Options from the menu.

Parameter Description: Progress Bill Type

Column 1-2: This determines the default format. 01 = AIA, 02=Custome 1,
10=Crystal 1, etc. Any format can be selected, this only controls the initial default to
appear on the screen.
Column 3: Y= Yes to integrate system with AR, GL and Job Cost. Otherwise leave
blank or enter “N” for No.
BRICS 2000 – Accounts Receivable                                                2-14


Column 4: Y=Yes to use the last invoice number as retained by the system. Otherwise
the operator must enter the invoice number.
Column 5: Y=Yes to allow for printing of extra description lines on the invoice format
of your choice. N or blank will prevent extra description from printing even if it is
entered on the detail screen.

Parameter: Progress Bill Format:

This parameter controls the lines to skip between printed areas of the invoice.
The first two numbers is the lines to skip from top of page until the company heading.
The second two groups of numbers are the lines to skip between the heading areas and
the detail area.
The final number is the lines in the body of the invoice before a page break would be
necessary.

Suggested default for this parameter: 03 05 02 22
BRICS 2000 – Accounts Receivable                                                    2-15


Menu: A/R - Progress Billing-(Based on Production)
This progress billing function is used when the billing of contracts is done
progressively based on quantities of work completed. This function calculates
the previously billed and current billing amounts from the quantity card file.
The quantity card file is built using the job cost function “Enter Job Quantities
Completed”. The following screen appears after selecting this function from
the main menu.




Enter the job number. The job number is validated and the job description
displayed on the screen. Enter the range of dates for this billing.
When you click „start printing‟, the quantity card file will be read and
accumulated for the date range entered. These amounts will be the current
billing. The current billing amounts are subtracted from the to-date amounts for
the previous billings. The amount retained is calculated based on the retained
percentage set up on the job master record.
(You can also click on the change footer information to set up a footer area on
the printed invoice to describe payment terms, etc.).
BRICS 2000 – Accounts Receivable                                              2-16


The pay items will appear on the detail section of the invoice in cost code
(phase) sequence. If you wish to change the sequence of the pay items, they
can be set up in the AIA program. Use the three digit item number to control
the sequence. Enter the cost code (phase) as the second part of the item
number and the system will automatically pull in the cost code description. You
do not need to set up values or distribution accounts in the AIA file. The AIA
file will be used only to control the sequence of the pay items.
The following screen appears when you click on start printing:




This screen will allow you to select the number of copies to print, confirm the
retention percent and enter the application number.
The invoice number will be the same as the application number. The operator
can change the invoice number but it is suggested you allow it to be the
application number for clarity. The invoice date is the ending date of the date
range given but can be changed on this screen.

Posting the Invoice

If you have configured your system to integrate with A/R and G/L, the system
will ask if you wish to post the invoice after it has been printed. After writing
the updates to a file, the screen will return to allow you to process the next bill.
BRICS 2000 – Accounts Receivable                                                       2-17


To make the final posting you must choose Offline Invoice and Adjustments to
verify and update the invoice. This must be done on the same workstation
where the bill was printed.
The system will debit AR, debit AR retention and credit the estimated earned
revenue account as defined in the control file parameters. This is the account
which is debited when recognizing job revenue in the job cost function, “Enter
Job Quantities Completed”.
If not integrated, you should use the Offline Invoice and Adjustment menu
selection to enter and post the current amount due and any new retainage.

Progress Billing Control File Options

To set the default options for the progress billing module, choose A/R, Control File
Options from the menu.

Parameter Description: Progress Bill Type

Column 1-2: This determines the default format. 01 = AIA, 02=Custom 1, 10=Crystal
1, etc. Use 01 for AIA.
Column 3: Y= Yes to integrate system with AR, GL and Job Cost. Otherwise leave
blank or enter “N” for No.
Column 4: N
Column 5: N
BRICS 2000 – Accounts Receivable                                          2-18




Posting Cash Received
Menu: A/R - Process Cash Receipts

The Cash Receipt Input screen appears:




                                                                     SEARCH will allow you
                                                                     to review payments
                                                                     already entered in this
                                                                     batch. DELETE will
                                                                     delete the receipts and
                                                                     all distributions for the
                                                                     receipt.
Enter a Check number or other reference number according to your system.
Enter a Date – probably the date of the Bank deposit.
Enter the Amount of the payment and a Description to assist you in
identifying the payment source.


Click OK to update the entry and open the Apply To section of the screen:
BRICS 2000 – Accounts Receivable                                                    2-19




                                                                            Use the Account
                                                                            LookUp button to
                                                                            review and select
                                                                            Account Numbers.

                                                                            Use Prev Cust, Next
                                                                            Cust, or Find Cust
                                                                            buttons to locate the
                                                                            correct Customer
                                                                            Number.


                                                                            See the full
                                                                            explanation for this o
                                                                            page 2-20.



                                                    DiSplay will show you the distributions
                                                    that have been entered for the receipt.
You may apply the payment:
   Direct to Account - in the case of a miscellaneous payment not
    associated with an Accounts Receivable
OR
   to a specific Customer Number - in which case a Job Number and Invoice
    Number may be selected.


Applying a Miscellaneous Payment:
Miscellaneous receipts are composed of cash received for non-A/R
transactions, such as insurance refunds, tax refunds, etc. The Cash account in
G/L will be debited and the account number entered in the “Direct to
Account” field will be credited.
After entering the account number, the cursor will jump to the Amount field.
Enter the amount of the receipt and click OK to process the receipt.

Applying a Customer Payment:
If the payment is for an A/R invoice, press Enter to skip the “Direct to Account”
field. Enter the customer number.
Enter the job number, a phase number, and the invoice number being paid.
BRICS 2000 – Accounts Receivable                                              2-20


The unpaid balance for the invoice will display so you will know if the payment
is in full or partial.
Click OK to Update the entry. The Proof field will show you if there is payment
left to apply.
Click Complete to return to the Check or Reference # field.
Continue with the next receipt or click End to exit and Update the Report.
The Distribution to Accounts Journal will print.


The Open Invoice Lookup button:
Use this button if you do not know the job or invoice number or if the payment
is to be applied to multiple jobs or multiple invoices.
The Open Invoice screen contains two windows: Open Invoices and
Selected Invoices. The unpaid invoices for the customer will be displayed in
the top box. To select an invoice for payment, double-click the invoice in the
top box. As these invoices are selected for payment, they move to the bottom
box. TOTALS for both boxes are changed to reflect the selections. Continue
this process until the invoices selected total the amount of the receipt. (The
Proof box will be zero.)
Partial Payments – If partial payment is received on an invoice, single-click the
invoice in the top box and then click the Partial Payment button. Enter the
amount being paid.
Click the Selection Complete button to return to the Cash Receipt screen and
click Complete to end this receipt.
Making Corrections – If you select an invoice by mistake and want to move it
back to the top box, single-click the invoice in the bottom box and click the
DeSelect button. The Totals are adjusted accordingly.
If you wish to cancel the receipt entirely and start over, click Selection
Complete to return to the Apply To screen and click Delete Receipt.
If you wish to only delete the distribution on the screen, click the Delete
button.
Unapplied Credits – If more cash is received than is owed by a customer,
click the Apply Credit button. This will create a credit invoice for the customer.
BRICS 2000 – Accounts Receivable                                                  2-21


Customer Maintenance
Menu: A/R - Customer Maintenance
The Customer Maintenance Screen appears.

                                                                        Use a numbering
                                                                        system of your own
                                                                        design or see
                                                                        Appendix 1-a for a
                                                                        suggestion.




                                                                        Access a bitmap
                                                                        (picture) file such as a
                                                                        scanned business card.

                                                                        Existing customer files
                                                                        can be accessed by
                                                                        clicking here.



This screen is used to add, delete, or change customer information. It can also
be accessed from the Add Customer button on the A/R Order Entry screen
(see Entering Invoices, page 2-2)
Press Enter to accept the default A/P Control account.
Customer Number: Assign each new customer a 6-digit customer number.
Name: this name will be used on address labels, etc.
Sort by: the system will automatically use the first 5 characters/spaces of the
name; you may override as needed.
    For instance THE VALLEY PLUMBER would be sorted by THE V; you
    would probably prefer VALLE.) This field is used when alphabetizing the
    customer list.
    Note: it is recommended that text be entered in all CAPS in these fields.
    The system will sort lower-case and upper-case separately and all CAPS
    is the preferred style for mail labels.


The following fields are optional, but it is recommended that you enter all
information if available.
BRICS 2000 – Accounts Receivable                                              2-22


Address, City, State, Zip: Two address lines are available if needed. Use
the 2-character state abbreviation and the 5-digit zip with optional 4-digit suffix.
Telephone and Fax numbers: if 10 digits are entered, the system will
separate the first three with a slash as the area code.


Federal ID No: Enter the Company Federal ID Number or an Individual Social
Security Number.
Distribution Account: if you know that the customer‟s payments will always
be posted to the same account, enter it here. When invoices are entered for
this customer, the account will appear as the default and will not have to be re-
entered.
Contact: Use this field to note the bookkeeper‟s or owner‟s name or other
information desired.
Credit Hold and Credit Limit: Used on the reports for flags.
DELETE: delete inactive customer names from your system. You cannot
delete a customer if there are any open invoices.
NOTES: This button opens a screen in which you may enter additional
information helpful to your operations.
INQUIRE: This button will allow 3 types of inquiries into the control account:
1. View Account Detail - 3-year view of the activity for this account.
2. Open Invoice Inquiry - all open invoices for this account.
3. Invoice History Inquiry - view paid invoices by Invoice Date, Invoice
   Number or Check Date


OK: the system will update the file. "UPDATED" will appear briefly above the
OK button to indicate the update was successful.
Click CANCEL to end Customer Maintenance and return to the main menu.



Menu: A/R - Customer Verification – Delete
This menu option can be used to print a list of customers who have had no
transactions posted in the current or prior years and can be deleted from your
files. There is also a option to automatically purge these customers if they
meet the criteria. Before doing the purge make sure you have an adequate
backup and make sure all other users are off the system before starting the
purge. After the purge you should also choose the AR History Purge(296)
using the beginning of the previous book year as the purge date.
BRICS 2000 – Accounts Receivable                                                   2-23


Set State or Locality Codes
Menu: A/R - State-Locality Maintenance

Use this screen to establish locality codes for counties or cities in your area.
These codes are useful for tracking and charging sales or other taxes. Each
state is identified by its 2-digit number; you may define locality codes and
insert the appropriate tax rate.




                                                                          Click OK to update
                                                                          and exit.
                                                                          Click EXIT to quit
                                                                          without saving your
                                                                          changes.




Invoice File Maintenance

Menu: A/R - Change Invoice Job Number
Use this menu option to change a job number on an already posted invoice.
Use this only if the general ledger income accounts are correct and you want
to change the Accounts Receivable posting from one job to another.
Menu: A/R - Apply Credits
This option can be used to cancel invoices and credit memos of off-setting
amounts. This will prevent them from appearing on the Open Invoice List.
Menu: A/R - Drop Paid Invoices
This menu selection will drop any customer invoices that have been fully paid.
This procedure should be run either immediately prior to or immediately after
BRICS 2000 – Accounts Receivable                                              2-24


printing statements, depending on whether you wish to show paid invoices on
the statements.
Menu: A/R - Change Retainage Amounts
Choose a customer and job for adjusting the unbilled retainage amounts.



Adding Finance Charges
Menu: A/R - Finance Charge Processing
Finance charges can be created and added to the open invoice file by
selecting this option. Before posting to the file, an edit list can be printed and
charges changed or removed. This procedure should be run monthly prior to
printing statements.



Customize your Accounts Receivable Module
Menu: A/R - Control File Options
The control Files for the Accounts Receivable Module are established at set-
up of the BRICS 2000 system. A security code is required to access this menu
item.


Menu: A/R - End of Month A/R Snapshot

This menu option creates a “snapshot” of the open invoice file as it currently
exists. This file can then be used later to create the Prior Period Invoice list.
See the section in this manual about that report for more detailed information.


Inquire into Customer Records
Menu: A/R - Customer Inquiry
Data fields changed on the inquiry screen will not be written back to the file.
To make changes, use the Customer Maintenance option (see page 2-21).
BRICS 2000 – Accounts Receivable                                                 2-25



Accounts Receivable Reports
Customer List
This report is available in alphabetical or customer number order, with a full
report or name/address of customers only.

Aged Analysis Report

This report provides a list of all open invoices with job/customer totals. The
invoices are aged based on the invoice date into the following categories:
current, 30-60, 60-90, and over 90. To age the invoices the invoice date is
compared to the aging date as set by the operator when requesting the report.


Please note this report lists all open invoices regardless of the aging
date used. If you wish to produce a report of only invoices open as of a
specified date use the PRIOR PERIOD INVOICE LIST.


If you wish to print a single customer or a range of customers, enter the
customer numbers in the starting and thru blocks on the screen. A lookup
button is available is you do not know the customer numbers. If you leave the
blocks blank the report will show all customers with open invoices.


The report can be sorted by customer number, customer name or customer
sort field.


If you have several customers with similar names you may choose to print the
first address line in addition to the customer name on the report to allow for
easier identification.




Past Due Report
This report is a summary (total) of the Aging Report. It shows totals by
customer and provides contact and phone number for each.


Statements
Statements may be printed based on your specified aging date and for your
specified range of customer numbers.
BRICS 2000 – Accounts Receivable                                             2-26




Prior Period Invoice List

This report is an excellent audit tool that insures the general ledger account
balance in the accounts receivable account at the end of an accounting period
equals the total of the open invoices. The system asks for the date at which
the balance is to be reconciled. The report ages the invoices as of the
reconcilable date.
The report can be run for any period at any time during the year, even though
later invoices have been added or paid.
Consider the following example. Invoices and cash receipts are posted during
the month producing the balance in the accounts receivable trial balance
account. However it may be several weeks into the following month before
you “close” the month and print the financial statements. At this point you or
your auditor may require a list of open invoices that corresponds to the
balance of the accounts receivable account on the trial balance or financial
statement. If you run the aged analysis report it will reflect payments and new
invoices dated in the current month. To get a list to match the prior month A/R
balance you must run the Prior Period Invoice List, entering the last day of the
accounting period as the “as of” date.
This report can be based on either the A/R history file or a “snapshot” file. Both
should show the same results, however, if there has been extensive invoice
adjustments or if the history file has not been purged in many years, you may
get the best results by using the “snapshot” file. To use this option, you must
create a file by using menu selection 264-End of Month A/R Snapshot. This
can be done at anytime prior to the end of a month. It must be run prior to any
cash receipts or new invoices being entered in the following month. The
snapshot file copies the open invoice file as it exists at that point in time and
then any adjustments, invoices, payments, etc. are time-stamped from that
point forward. This provides the data necessary to produce an open invoice list
as of a prior date. Once the snapshot file has been created it is not necessary
to create a new one each month but for the best results it should be done on
an occasional basis.
If you will require this report for the auditor at the end of the fiscal year, you
should not create a new snapshot file until you have run the report. For
example the audit may not start until two or three months past the end of your
fiscal year. If you have created a new snapshot file during that time you will
overwrite the end of year data.
Partial Payment Report
This report lists open invoices for which partial payments have been recorded.
BRICS 2000 – Accounts Receivable                                                    2-27


A/R Receipts Journal by Period
This report shows all cash receipts as entered and recorded through the cash
receipts module. The source of this information is either the Invoice History
File or the last snapshot file. It is recommended you use the snapshot file is
available.
Open Receivable Report
This report is similar to the Aged Analysis report as it shows all open invoices.
It does not age the receivables but does show the original amount and
payments made since the last paid invoice drop procedure.
Sales by Locality
This report lists sales by locality either in summary or in detail (each invoice)
for any specified period.
Labels
Print customer labels in several configurations, sorted by customer name or
number. You can also print only from the past due list.
YTD Sales Report
This report provides a list of year-to-date sales by customer for any date
range. It can be sorted by descending dollar amount, state, or customer
number.
Detail Order History Extract
This menu option does not print a report but creates an extract file (INVHISEX)
that can be imported using the ODBC software. The file contains a history of
“price file” items invoiced through the miscellaneous billing procedure. This
provided the basis for analyzing sales history on individual items if not using
the inventory system.

Reprint Invoices or Reports
In the event of printer jams or other errors, there are several opportunities to
reprint reports or return to specific steps in the miscellaneous billing
procedure..
Menu: A/R - Return to Invoice Print
   Returns to Printing of A/R Invoices; see p. 2-5
Menu: A/R - Return to Invoice Update
   Returns to Update Invoices on Exit; see p. 2-6
Menu: A/R - Return to Invoice Acct. Distribution
   Returns to Distribution to Accounts Journal; see p. 2-6
BRICS 2000 – Accounts Receivable                                           2-28


Saving Printed Invoices in PDF Format

BRICS 2000 has available as an add-on module the ability to save printed
invoices in PDF Format. These invoices can then be later retrieved by using
the Customer Inquiry/Inquire/Invoice History screen. Once displayed on the
screen the invoice details can be viewed, the invoice reprinted, faxed or even
emailed to a customer.
What is PDF?
PDF stands for Portable Document Format and is an industry standard for the
distribution of printed documents. Anyone can read a PDF file with a “FREE”
pdf viewer. Most common of these is Adobe Acrobat reader and if not already
on your system can be downloaded free from the Adobe internet site.


Why should you save invoices in PDF format?
The BRICS system maintains a history of all invoice data. This consists of the
customer number, invoice number, date and invoice amount. The invoice line
items making up the amount are not saved however unless you use the PDF
option. If a customer calls to inquire about an invoice you would need to
locate your copy of the actual printed invoice from a manual filing system
before you could discuss or send a copy to the customer. With this system
you are just a click away from having a picture of the actual printed invoice on
your computer screen.



Installing the PDF Option:


Requirements:


BRICS 2000 RELEASE 02.05.23 or later
PDF DLL Control: Purchased from Blue Ridge Software
PDF File Viewer (available form Adobe or many other sources)
BRICS 2000 – Accounts Receivable                                                 2-29


Installation Steps:
1. Copy pdf-box.dll to BRICSW\PROGCOBW directory of your network drive.
2. Create a subdirectory named AR-INV under the BRICSW\FILEAW directory
of your network drive.
3. Under BRICS 2000, click AR, click Control File Options.
   Page down to the third screen. Set up the following parameters:
   INVOICES SAVED AS PDF – YES-DLL
   PDF INVOICE DIRECTORY- N:\BRICSW\FILEAW\AR-INV\
   Note, the N should be your directory drive letter, If you data directory is
   other than FILEAW, that should be changed as well.
   PDF VIEWER COMMAND – Leave this blank unless otherwise directed by
   BRICS Technical Support.
4. For any workstation that will be accessing the pdf files by using A/R
   customer inquiry will need to have loaded the acrobat reader in the
   bricsw\homew directory of that workstation. Download version 5 of the
   reader from www.adobe.com/products/acrobat
When executing the downloaded file, change the default directory to
C:\BRICSW\HOMEW.
5. Use the A/R system (Order Entry-Print Invoices-201) to produce and print
the invoices. After printing the last copy you request of the invoices, the
system will prompt you to automatically save the invoices in pdf format, one
file for each invoice. Click continue on the pdf screen to start the PDF
creation. The name of the file will be the invoice number and placed in the
directory as dictated by the control parameter.
To view the pdf file, click on Customer Inquiry, enter the customer number,
click on inquire, select invoice history. Single Click on the invoice you wish to
see, and click detail. The invoice should be displayed on the screen in PDF
format.
If you reprint the invoice from the PDF viewer screen, you may find that it
varies in size and appearance from your original invoice. You can experiment
with different fonts and point sizes by changing the control parameters in A/R,
control file options, screen 3. Note, however, these options must be in effect
prior to creating a pdf file to make any difference on the reprint.
BRICS 2000 – Accounts Receivable                                          2-30


Paying an A/R Customer Balance thru A/P

It may be necessary at times to pay off a credit balance in the A/R system
using an Accounts payable check. To do this enter an invoice in the A/P
system through A/P-Enter Invoices-101. Do not use the quick check
procedure. When entering the distribution, charge the amount to the A/R
control account and the customer account as the subsidiary account. When
the payable is updated it will create a debit memo in the Open Receivable file
in the A/R system. The invoice can be selected and paid through Quick checks
or through the regular invoice and payment selection method.
After the invoice is entered through A/P, you will have an offsetting debit
memo to cancel out the credit left in A/R. These can be dropped from the
ageing report by using the Apply Credits-253 menu option under the Invoice
Maintenance sub-menu of the A/R module. Processing the payment to the
customer in this way prevents the open invoice file from getting out of balance
with the control account balance.
BRICS 2000 – Accounts Receivable                                                  2-31



Section 2A- Service

System Overview
The Service Module provides those construction companies who operate a
service division to track service orders, service order history, keep detailed
cost and revenue records per service order and automatically transfer billing
data to the A/R Miscellaneous billing module.



Getting Started: Setting up Tables
Menu: Service- Work Order Tables

The Service module requires several data tables be set up both in the service
module and the A/R module.
A/R Module: State-Locality Maintenance-251
The first table required by the service system is the State-Locality code file. If
your company is charging sales tax on service invoices and/or desires to track
sales by locality for business license tracking, this table is required. The key to
the table is the state code, followed by a locality code. The locality code must
be recorded when setting up a service location record as described in the next
step. Consult the A/R manual for more detail in setting up this table.
A/R Module: Customer Maintenance-250
Use this menu selection to set up customers. The address on the man
customer maintenance screen is the billing address. After the customer is set
up you can set up an unlimited number of service locations for that billing
address. See the customer maintenance menu selection instructions for more
detail in setting up customers. The following paragraph details the setting up of
service locations.
After the customer has been set up, click on the “Multiple Location for Service
Orders” button on the customer maintenance screen.
Enter up to a 6 digit numeric code for this location. This often is the same as a
store number, etc. Enter the street address, etc. If you do not know the tax
locality code, click the locality search button at the bottom right of the screen.
When the information on the screen is correct, click OK.
Service Module: Work Order Tables: Service Code Table
This table is key to the charging of labor and material to the service order and
passed on to the A/R billing phase. The service code is up to 6 characters
alpha-numeric and are tied to a specific customer. This allows for charging
BRICS 2000 – Accounts Receivable                                           2-32


different prices for the same service item to different customers. Enter the
customer number or use the customer lookup button to locate the customer.
Enter the code, description and rate. Secondary description lines are optional.
Click the Ok button to save the code.
Rates can be changed at any time by returning to this menu option and
bringing up the code and changing the rate.


Service Module: Work Order Tables: Technician Table
This table contains a list of employees who will be making service calls.
Service calls can be tracked by the lead technician. Labor rates can be taken
from this file or the Service Code table (see technical support to set up the
method you wish to use).


Service Module: Work Order Tables: Reasons Table
This table allows for the addition and maintenance of Service Reasons. These
are user definable and can be used to control divisional and job postings. Call
technical support for details if you wish to make use of this feature. At lease
one reason must be set up.


Service Module: Work Order Tables: Print Tables
This menu selection allows for the printing of the tables in the Service Order
System.




Entering, Printing, and Billing Service Orders
Menu: Service- Maintain Work Orders
This menu option is used to set up a service work order, print that work order
and then later record labor and material costs. This menu selection is then
used to close the work order with the option of sending the billing information
to the A/R system.
To set up a Service Work Order:
Select a customer by entering a few letters of the customer name, the
customer number or using the ? lookup button to the right of the customer
number block. If searching alphabetically the << and >> buttons can be used
to move thru the file alphabetically after a customer name is chosen.
BRICS 2000 – Accounts Receivable                                                     2-33


Once the customer is selected the system looks to see if there are any open
work orders on the system for that customer. If it finds one it will ask the
operator if they want to work on this order or keep looking. After all orders for a
given customer have been displayed, the system will ask if you wish to add a
new work order for that customer.
If adding a new work order the system will automatically assign the next
sequential work order number. If changing an existing work order the system
will display the screen and move to the description line for more information.
After the work order number is established, the system will prompt for the
date. The default is the current date. After that the reason code should be
entered. If you do not know the reason, you can click click on the ? at the right
of the reason description to see a table of choices. The system moves to the
status code which will start out as “A” for active and later will be changed to
“C” when the order is closed.
You can now enter the dollar amount for which the order should not exceed,
the client order number and the lead technician code. Click on the ? button to
see a list of valid technician codes.
Enter the site code of the location where the service is to be performed. This
code must have been previously set up in the system under customer
maintenance. After the code is entered the name and street address is
displayed.
Note, all the information displayed in blue cannot be changed on the screen.
You can now add as many descriptive lines explaining what service has been
requested as you wish. After each line is entered click the ADD button to
update the file and the line will display in the grid below for visual verification. If
you wish to change a line, click on the line number and it will be brought to the
data entry area for changing. After changing, click add to put it back into the
grid. A line can also be deleted if needed.
When the order is complete click the OK button in the lower left of the screen.
While the order is still on the screen, it can also be printed.


Recording actions/results on a Work Order:
When the technician has completed the work, labor hours and material used
can be recorded to this work order. Bring the work order to the screen by
looking up the customer or using the work order number directly. Click the
Action/Result button on the bottom of the screen.
Entering Labor Hours:
Enter the technician‟s code and indicate the type of service performed by
entering the Service Code. You can use search buttons to select both the
technician and service codes. Enter the date the work was completed, default
is the current date. Enter the hours to be charged to the customer for this
BRICS 2000 – Accounts Receivable                                           2-34


service item. The rate set up in the service code table is displayed by default.
This can be overridden with a new rate if needed. Accept the extended
amount by pressing the enter key. You can now enter a brief description of the
work completed. This description will be carried to the A/R invoice. After
pressing the ADD button the labor line is added to the data base and
displayed in the grid below. The line can be changed or deleted by clicking on
the line in the grid which brings it back to the data entry line.
Entering Parts/Material Used:
If a valid technician name is not entered, the system assumes you have
entered a part number either from inventory or a miscellaneous part not in the
inventory file. If a valid inventory part number the description from the
inventory file is displayed on the line below. If a miscellaneous part, “NON
STOCK PART” is displayed. You will be allowed to override that description .
Enter the service code. If this is an inventory item, a service code will be
displayed automatically. Note the labor rate associated with this code will be
displayed, however when entering material you will be overriding the rate with
the cost you are charging the customer for this material. Enter the date and
the number of units being applied. Enter the amount and accept the extended
amount. Enter “Y” or “N” to indicate if sales tax is to be charged on this item
when invoiced.
The next block is the description of this material. This description will appear
on the printed invoice. You can then optionally enter a material ticket number,
the customer PO number or other identifying number for this material.
Completing the Order:
You can continue entering labor and material until you have completed the
order. Click on the previous screen button to return to the Description Screen.
If the order is complete, click on the order closed button. The system will
prompt you to enter a complete date. If you wish to invoice the service order
through the A/R system, click on close and invoice.
Invoicing the Service Order:
The details of the service order have now been transferred to the Misc. Billing
Module of the A/R system. Refer to that section of this manual for instructions
of how to print and update the invoice.

Work Order History Inquiry and Tracking
Menu: Service-Service Order History

This menu selection allows the operator to inquire and track service orders for
customers, technicians, type, etc.
Section 3 – Equipment

System Overview
The Equipment module within BRICS 2000 allows you to maintain extensive
information on each unit in your equipment fleet, track depreciation not only of
equipment but all fixed assets, track equipment usage by posting the related
“rental” costs to the appropriate job/phase expense account and provides an
optional equipment shop work order system.


BRICS – EQUIPMENT MANAGEMENT MODULE

The BRICS Equipment Management module enables equipment to be
charged to jobs and provides profit reporting for each piece of equipment.
When integrated with the Accounts Payable, Payroll and Fixed Assets
modules it can track all costs associated with individual pieces of equipment.
All revenue generated through the internal use or outside rental of equipment
is generated and recorded by each individual piece of equipment.

The hours of use that are entered for each piece of equipment to allocate
costs to jobs can also be used so preventive maintenance for each piece of
equipment can be performed in a timely manner. Preventive maintenance
scheduling can be based on hours of usage or actual meter readings. Meter
readings can be optionally entered at the same time usage is entered into the
system.

The Preventive Maintenance part of the equipment management module
streamlines the process of tracking and scheduling preventive maintenance
and repairs on equipment. Up to 15 separate maintenance schedules can be
set up for each piece of equipment. Each schedule can be flagged by mileage,
hours of usage, the passage of time or a combination of criteria such as 3000
miles or six months, whichever comes first. The maintenance schedule can be
printed as a complete schedule or just list those units where there are tasks
that need to be completed. The schedule can optionally print all repair parts
associated with the PM. With the addition of the Shop Work Order module
you can set up specific tasks to be included in each PM, by family or by
individual piece of equipment. These task lists can be printed with the work
order that is generated through the work order system.

The BRICS – Equipment Shop Work Order Module is integrated with the
Equipment Management Module and provides an additional level of detail in
the tracking of equipment repairs, replacement parts and descriptive detail.
For more information on the Shop Repair Order module see the following
section.
BRICS 2000 – Equipment                                                    3-2



     The net result of having equipment control, fixed asset depreciation,
     preventive maintenance, and shop work orders integrated together and
     with the accounting system is you can improve the comparison of
     equipment hours charged to jobs vs. actual equipment operating hours.
     This can help identify errors in recording hours and could even lead to
     more accurate equipment rates. In addition you are only maintaining
     one data base which brings together all elements of your equipment
     fleet.

     FEATURES:

     No requirement for period closing so equipment costs, usage and
     revenues can be compared year to year for as many years as you wish
     to store the data.

     “Drill Down” capability exists so you can quickly see which pieces of
     equipment were used on which jobs, the hours used, rates charged and
     total cost allocation that resulted. This can be done by the job, job cost
     code (phase of work) and by a range of dates. On the other side you
     can inquire by piece of equipment and see on what jobs it has been
     used during any date range up to the life of the equipment.

     Meter reading history is maintained with the date, meter reading and
     the source of the meter reading. Readings can be entered through
     usage, pm reporting or work order reporting.

     Depreciation can be charged using the Fixed Asset module to each
     piece of equipment as a separate cost code. Both a book and tax
     depreciation calculation is supported.

     Fuel usage can be entered and tracked by unit of equipment, date, type
     of fuel and state where the fuel was purchased.

     Equipment usage and maintenance costs can be entered through the
     equipment module as well as the Accounts Payable and Payroll
     modules. Payroll burden costs associated with equipment repairs
     recorded on the mechanic‟s timecard are automatically charged as part
     of the equipment costs.

     Billing Rates are assigned by individual piece of equipment or in family
     groupings.

     All master file data related to a piece of equipment can be entered and
     maintained in a single place. BRICS contains and extensive and
BRICS 2000 – Equipment                                                                 3-3


       expanding list of data fields for each piece of equipment plus an
       opportunity for user defined fields as well.

       Each piece of equipment is a separate cost center that can track up to
       50 user defined cost codes. Maintenance costs, depreciation costs,
       revenues, profitability, location and internal rental rates are available for
       each piece of equipment.

Equipment profitability can be compared year to year.

Equipment Location Lists can be maintained based on job usage reporting.

PM has a notebook feature where comments can be entered and maintained
for future reference.

Maintenance tasks can be scheduled based on meter readings, hours of
usage, elapsed time since last service or a combination thereof.


(Features continued)

A report notifies users of required maintenance for all equipment.

Service and repair history can be viewed easily and quickly on inquiry screens.
Project Managers and Shop personnel can have access to these screens
while being locked out of other accounting functions.


BRICS- Shop Work Order Module

The Shop Work Order module when combined with the equipment control
module can provide shop personnel with the ability to generate work orders,
track labor time, record repair parts used and enter unlimited verbal
explanations of the work that needs to be done and a summary of the actions
taken.

The work order history is maintained on the system and a quick and easy
screen can be used to summarize repair costs by date range, type of repair,
etc. Mechanic‟s hours and parts used can be entered as part of completing
the work order.

PM Task lists can be maintained and copied from one piece of equipment to a
similar piece of by families of equipment. The task list can be printed as part of
the work order generated when a pm is due.
BRICS 2000 – Equipment                                                    3-4


Notes can be entered as future reminders for the next time a piece of
equipment is brought in for a repair or scheduled PM.

      When a repair order is completed the date and meter reading is entered
      as part of the closing of the work order. This provides another source of
      meter readings and a check for accuracy of reported readings.

      The system allows for the replacement and/or rollover of meters. Both
      the current meter reading and a life to date usage is maintained so
      scheduled service calculations are not interrupted by a replacement
      meter.
BRICS 2000 – Equipment                                                           3-5


Entering Equipment Usage and Meter Readings

Menu: Equip - Enter Usage Hours

The Equipment Usage screen appears




                                                                       If you do not know an
                                                                       Equip ID, click here to
                                                                       access the Equipment
                                                                       List


                                                                       A Comment entered
                                                                       here will appear on
                                                                       the Customer Invoice.


                                                                      Use the Lookup
                                                                      button to review and
                                                                      choose appropriate
                                                                      numbers.




Enter the 6-character Equipment ID Number.
Enter the week ending date for this usage. (If entering usage daily, you may
use the exact day‟s date.)
Enter the Job Number and Phase Number for this usage.
Enter the Hours of use.
Press Enter to accept the rate and extension amounts or override as needed.


Enter the ending meter reading for the equipment if desired.
Click OK to update the system and move to the next equipment usage to be
entered.


Search – this option will allow you to review entries already made in this
batch. If you need to change or delete a transaction, double-click the entry.
The following message appears:
BRICS 2000 – Equipment                                                       3-6




     Click End to end the batch.
     Start Printing will print an Edit Report for review. If the report is
     acceptable, click Update Report and Start Report to Print.
     The update will debit Job Cost for the equipment usage and credit the
     specified Equipment for the internal income. Meter Reading and Last
     Reading Date files will be updated. These files are used to determine if
     equipment requires service.




Menu: Equip - Update Equipment Usage to A/R

     When the equipment usage update is done in the previous step any
     equipment hours that were associated with a customer number were
     saved to an equipment billing work file. When the operator desires to
     create a printed invoice from that data, the menu option, “Upgrade
     Equipment Usage to A/R” should be selected. This will transfer that
     information to the A/R billing module (201) where it can be changed or
     added to before printing an invoice. The billing module must be
     selected on the same workstation as the equipment update occurred.


Menu: Equip - Depreciation
     The Depreciation module will print a tax depreciation schedule or a
     book depreciation schedule for each month of the fiscal year. The book
     schedule will also create a journal entry which will debit depreciation
     expense and credit accumulated depreciation.
     The Fiscal year will appear on the screen. It can be changed if you are
     operating in the next fiscal year and not yet closed the current fiscal
     year.
     Enter the month, day and year for which the depreciation is being
     calculated. This will be the date used for the journal entry.
BRICS 2000 – Equipment                                                             3-7


If you wish a journal entry to be made, enter Y to the UPDATE prompt. Select
B for a book schedule or T for a Tax schedule. Note, when running a Tax
schedule the Update option is set to N.
Select Start Printing to get the report.


End of Fiscal Year:
The equipment master file is not updated on a normal monthly update. After
the last monthly update on the year and before the first monthly update of the
next fiscal year, the schedule should be run again. Select update „N‟, and end
of fiscal year update, “Y”. Another schedule will print (it could be spooled, if
you already have a printed schedule).
The flag FISCAL YEAR UPDATE = Y, will cause the current year‟s
depreciation to be added to the prior year‟s depreciation amount for each
piece of equipment on the equipment master file. The master file will be
updated at this time. This should be done so the new year‟s calculations will
be correct.
BRICS 2000 – Equipment                                                         3-8


Menu: Equip - Fuel Tickets
       Fuel Ticket Import:
       Fuel ticket data can be imported from a third party fuel management
       system. Contact Blue Ridge Construction Software technical support to
       explore this feature. If you are importing data, you will begin by
       selecting Import Fuel Tickets-325 from the fuel ticket sub menu under
       the Equipment Tab. After the tickets have been imported proceed to the
       Fuel Ticket Management Menu-326. If you are not importing fuel tickets
       you can proceed directly to this menu to enter the tickets manually.
       After Selecting Fuel Ticket Management the following screen appears.
       You can use this screen to edit the imported tickets or enter and edit
       manual tickets. After entering the tickets you can check your data by
       printing an edit report. After making any needed corrections you can
       choose to update the tickets.




The fields in red are required fields if you are entering tickets. Other optional
data fields are on the screen and are generally populated by the import from
the third party fuel system.
BRICS 2000 – Equipment                                                                3-9


As each fuel ticket is entered, click the OK button to record the ticket to the
file. After the batch of tickets is complete, click on exit with update to post the
completed batch of tickets.
Updating the Tickets:
The events that take place when you update the tickets are controlled by
several parameters in the Equipment control file options menu. You can
choose to post to the job cost/general ledger system, archive the tickets to a
history file for later reporting and/or update the meter readings on the piece of
equipment‟s master file record.
To implement the type of posting you wish to do, select Equipment, Control
File options, and edit the following parameter:
JRNL FUEL/ARCHIVE FUEL: Y Y Y
Each Y (yes) or N (No) is separated by a space. Each letter represents the
following in order:
Post fuel: A Y in the first position will cause the system to post a debit to the
job cost and the associated direct cost expense account for the dollar amount
of fuel used. The debit for each ticket will be to the job number, cost code and
cost type entered on the data entry screen. The default job type can be set on
the control file option screen. The credit will be made to the fuel inventory
account. This account is also predetermined on the equipment control file
options screen.
Archive Data: A Y in the second position will force the system to archive the
fuel ticket data. This data can then be used to run the history report for any
selected time period. This report will show the gallons of each fuel type used
and the odometer reading and state for each fuel ticket.
Update Meter: The third Y will update the meter reading for each ticket. If the
meter reading is less than a previously entered reading it will not post.
BRICS 2000 – Equipment                                                      3-10


Menu: Equip - Import from Batch File
This menu option allows you to import equipment usage from an external
source. If you feel this applies to your environment please contact BRICS
Technical Support for more information.
Menu: Equip - Import from Heavy Job
      Export from HeavyJob:
      Choose BRICS Accounting when exporting equipment usage.
      The default file name is “HCSSACCT.TXT”.
       Rename the file to “HCSS-EQ.TXT”.
       It should be saved to or moved to the BRICSW\FILEAW folder on the
      network drive.
      Import to BRICS:
      After the file has been copied to the brics network folder as described
      in the above step, Choose „Import from Heavy Job-308‟ from the
      BRICS Accounting –Equipment menu.
      Verify or change the week ending date. This should be the same week
      ending date that is used for payroll. Click Start Import, and choose the
      printer of your choice or send the report to the screen. As the import file
      is read, data will be displayed on the screen.
      The edit report will be printed which will highlight any errors found. The
      most likely errors will be jobs or job phases which were used in
      HeavyJob which have not been set up in BRICS. These should be set
      up using the job maintenance menu selection.
      Even if errors exist, proceed to the „Enter Usage Hours-301‟ menu
      selection.
      The data entry defaults should have been previously set for your
      convenience by your installation representative. Press Continue to
      proceed.
      The imported data now resides in the current batch of equipment
      usage. Please make sure all errors have been corrected, then update
      the equipment usage. Refer to the first section of the equipment module
      instructions for more details concerning this procedure.
BRICS 2000 – Equipment                                                               3-11


Menu: Equip - Equipment Master File Maintenance
The Equipment File Maintenance screen appears:




Button Options:
Rates – displays data fields to be maintained for charging of internal
equipment usage.
Values – displays data fields to be maintained for fixed asset schedules.
PM Set up and PM View -displays service schedules for the piece of
equipment with upcoming and overdue maintenance
Parts List – displays a list of all repair parts, tires, etc. for this particular piece
of equipment. Note that the inventory of these items is maintained through the
Inventory Module (see page 5-1)
Costs – displays prior and current year costs associated with this piece of
equipment.
Job History – displays history of equipment history usage by job.
User Defined– displays data fields that can be defined for a specific purpose
by each user.
BRICS 2000 – Equipment                                                     3-12


    Warranty – displays data fields that can be used to track warranty
    information.
    Specifications- Displays engine specs, etc.
    Permits- Displays permit data
    Picture – displays a picture of the equipment if you have copied a bitmap
    file to the BRICSW\pics directory and entered the file name in the Bitmap
    Filename field on this screen.


    After changing information on any of the menu pages, return to the
    „main‟ page and click Update to save the changes made.


    Adding a new Piece of Equipment:


    Enter the equipment category and id number. If your numbering system
    does not use the 3-3 breakdown, just enter your equipment id number
    starting in the category field and extending into the id number field.
    If this number is already being used that piece of equipment will be
    displayed on the screen and you will need to choose a new number. If
    not you will be given an opportunity to add the equipment or enter a new
    number.
    The amount of data required depends on what functions of the system
    you will be using. At the very least you should enter a description and
    serial number. The description should be something that makes the piece
    of equipment identifiable on the screen and reports.
    If you will be charging equipment to the jobs you should also enter an
    internal operating rate. This is found under the rates tab. If a rate is
    entered you should also enter a unit of measure.
    If you will be doing PM scheduling then additional information should be
    entered. Click on the Pm-View tab.
      BRICS 2000 – Equipment                                                         3-13


      The following screen appears:




You should enter the last reading, date and life-to-date reading. The life to date and
last reading should be the same unless there was a meter roll or replacement meter
installed. The service interval will be based on the last reading but the life to date
reading will give you total meter readings even in the event of replacement or meters
that roll over.
You will need to enter the interval, unit of measure, last service reading and date for
each pm. The „OR UOM/INT‟ columns are optional. This allows for a time period and
can be used for autos. For example, PM 1 should be done every 5000 miles or 6
months. The unit of measure under the „UOM/INT‟ column should always be “MO” for
month.
BRICS 2000 – Equipment                                                     3-14


An example of a screen with three pm‟s scheduled:




Click on the Main tab, then click Ok-Update to save the data you have
entered.


Additional data can be optionally entered. If you wish to make projections of
future maintenance costs you can enter projected usage per day and and the
number of days per week the unit will be used. You can also enter projected
labor and material cost for this pm service. Based on this information the “next
due” will be calculated using the projections. This data is optional and the pm
scheduling can be done without the projection data. If you wish to do this,
enter the equipment ID again, then click on the PM-Set Up tab.
       BRICS 2000 – Equipment                                                             3-15



The following screen will appear




PM 1 will appear on the first screen. You can enter your projected cost if desired.
If you click „next pm‟, PM 2 should appear. The interval for pm 2 is usually a multiple
of PM 1. For example if pm 1 was 250 hours, pm 2 may be 500 hours. If the
assumption being made is that when pm 2 is done, pm 1 will also be done, then you
should enter 1 in the field „Link back to PM‟. Subsequent pm‟s should be handled
accordingly. PM 3 should be linked back to PM 2.
Projected parts and labor cost can be entered for each PM.
BRICS 2000 – Equipment                                                      3-16


To Associate Parts with a PM schedule:


To set up a list of parts to be used with each PM, Click on the Parts tab, then
„add/change parts”. The following screen will appear:




The equipment id and description is displayed. Enter the part number from the
inventory master file. You can click on search inventory for a list of choices.
Enter the PM schedule you wish the part to be used on and the quantity to be
used.
Click OK to save the information. Click Cancel to return to the Equipment
Maintenance screen.
BRICS 2000 – Equipment                                                         3-17



Menu: Equip - Renumber Equipment

If you change the number by which a piece of equipment is identified this
menu option can be used to change that number throughout the system‟s
tables. The number cannot be changed using equipment file maintenance.


Menu: Equip - Replacement Meter Roll
      This menu option allows for replacing the last meter reading on file with
      a reading of zero which would indicate the meter has been replaced or
      reset to zero. When the operator chooses this option the following
      occurs:
      The system moves zero to the Last Meter Reading field and decreases
      the last service readings for any pm items by the amount in the last
      reading field. Note this could cause the service readings to be negative
      which would be necessary to maintain the interval between the last
      service and the next service due.
      Example: The last reading on a backhoe is 90 hours, with service due
      every 50 hours. The last service was at 60 hours so 20 hours remain.
      The meter is replaced setting the last meter reading to zero. The last
      service reading is set to –30. Since the service is due every 50 hours
      the next service will be due when the meter reaches 20 hours, therefore
      after the roll 20 hours still remain until the next service. As the service
      interval is reached the negative last service readings will be replaced by
      the true reading of when the service takes placed (based on the new
      meter).
      Following is a sample screen:
BRICS 2000 – Equipment                                                       3-18


Customize your Equipment Module
Menu: Equip - Control File Options

The Control Files for the Equipment Module are established at set-up of the
BRICS 2000 system. A security code is required to access this menu item.


Menu: Equip - Tables

Tables for the following can be set up and maintained to allow for uniform
categories of data.
Define User Data fields: This menu item can be used to define fields
specifically for your installation. This should be used only if the BRICS module
does not have data field describing a piece of data you wish to use.
Family Codes: This table is used to classify pieces of equipment into families.
Examples might be AUTOS, TRUCKS, DOZERS, BACKHOES, etc.
Family Items: This optional table can be used to break down the family code
into a more detailed level. For example under the family AUTOS, you may
have family items, CARS, PICKUPS, VANS, etc.
Location Codes: You may want a table of valid locations where the
equipment is assigned. For example: MAIN SHOP, GARAGE, etc.



Review your Equipment Records
Menu: Equip - Equipment Inquiry
The Equipment File Inquiry screen appears.
Note that this Inquiry screen looks exactly like the Equipment Maintenance
screen (see Equipment Master File Section, page 3-8), but the Inquiry screen
will not allow changes to be made on any piece of equipment. This is a useful
screen for shop foremen or project managers to use.
BRICS 2000 – Equipment                                                        3-19


Equipment Reports
Service Maintenance Reports

Menu: Equip - Service Maintenance Report
The following screen will appear:




You may request Maintenance Reports sorted by
   Category and ID#
   ID# only
   Last Job Assignment
   Last Crew Assignment.
You may print a schedule showing all equipment. However in most cases you
will select the option to show only those pieces requiring service. You can also
optionally print the location, parts list and notes.
BRICS 2000 – Equipment                                                       3-20


If you are planning to print a work order for the PM‟s required, it is suggested
you do not print the parts list and notes on this report.
Menu: Equip - Service Maintenance by Date Report
This report will give you list of equipment with pm scheduled at a specific date.
This report uses the projected usage data entered for each piece of equipment
to calculate when the PM will occur. If you have not entered projected usage
data this report should not be selected.
This report can also schedule equipment pm‟s based on multiples of the PM 1
counter. To implement this, enter the pm number through which you want the
PM 1 multiple to determine the pm schedules. For example, if pm 1 is 250
hours, pm 2 is 500 hours and pm 3 is 1000 hours, the multiples are 1, 2 and 4.
Enter 3 in the “link forward” field of PM 1. Each time a PM 1 is done, the
counter is incremented by one. When the counter is divisible by two, a PM 2
will be scheduled. When the counter is divisible by four, a PM 3 is scheduled.
Last service readings and intervals are only used when calculating the PM 1.
Subsequent pm‟s are driven by the occurrence of PM 1.
If PM‟s are entered and closed through the work order system, the PM 1
counter is incremented automatically. If not using the work order system you
would have to increase the counter through the equipment maintenance
module.
BRICS 2000 – Equipment                                                         3-21


Equipment List
You may request equipment lists sorted by:
   Category and ID#
   ID# only
   Last Job Assignment
   Last Crew Assignment.
The list can include Appraisal Values or Internal / External Rental Rates. Both
formats contain serial numbers and user-defined descriptive data.
Equipment Cost Report
This report provides summary information by cost type for a single piece of
equipment, all equipment, or a specified range. Summary costs are provided
for each cost type, labor, repair parts, depreciation, etc. The data is arranged
in columns for previous year, current month, year-to-date, and life-to-date. Unit
operating costs are also listed.

Equipment Job History Report
This report will show what equipment has been used on specific jobs. It can be
requested for a range of jobs or dates. Phases, equipment, dates, units, and
rates are shown.


Equipment Usage Report
This report shows the internal equipment use for current and prior year, by
month and year to date.

Equipment History Report
This report shows each piece of equipment and a history of where that unit
was used and the amount of usage during a specific time period.
BRICS 2000 – Equipment                                                     3-22


Equipment Field Forms
These forms can be used by the field to report equipment usage on the jobs,
meter readings, and service performed. The reports can be sorted by
Equipment number, Crew number, or by the Last Job on which the piece of
equipment was used.




If a piece of equipment requires service or has a tag or an inspection due, the
equipment is flagged on the report.
BRICS 2000 – Equipment                                                            3-23


Tag Expiration List
This report lists all on-road equipment with tag expiration dates in the specified
month.

Inspection Expiration List
This report lists all on-road equipment with inspection expiration dates in the
specified month.


Appraisal List
This report will show the appraised value, purchase price, purchase date, etc
for all equipment. The report can be run for all equipment of equipment
purchased during a specific period of time.


Report Generator for Equipment –
This menu option allows you to create your own reports for the equipment cost
data. It works much the same way as the Job Cost Report generator. Please
refer to the section of this document that explains that menu item.


Equipment Cost Data Extract
This menu selection does not produce a report but extracts data for a given
range of dates for the various equipment data tables. The resulting data table
is named EQP_FILE and can be used to build reports and spreadsheets
through the ODBC connection.

Equipment Cost by Date Range Report:
This report shows a profit and loss for each equipment for a given date range,
even if that range crosses a fiscal year.


Equipment Location by Last Job Used Report
The equipment master file updates the last job where a piece of equipment is
used and the date of usage each time the equipment usage data is entered.
This report will list the equipment and the last job of reported usage.


Equipment Cost by Year Report
This report will show annual equipment cost for the three years currently
available in the BRICS data base. It also shows a column for total cost prior to
the third year and a life to date cost column. The purchase price and date are
also reported with a percentage of repair costs over original purchase price.
BRICS 2000 – Equipment                                                             3-24


Meter Readings by Date Range Report
This report allows you to enter a range of dates. The system then determines the first
and last meter readings reported within that range and reports them along with the
difference. This gives you a report of hours used or miles driven during the time
period.
BRICS 2000 – Equipment                                                         3-25




Equipment Shop Work Order System
Menu: Equip - Maintain Work Orders
This menu option allows you to create a work order for either a scheduled
service or a non-scheduled repair. The following screen appears.




To begin the process, enter the equipment id number. The six digit number is
entered here by using both category and id entry fields. You can also search
the file by clicking on the ?. The << and >> buttons allow you to scroll through
the equipment master file to find the piece of equipment you want to process.
After you have selected the piece of equipment the system will locate the first
open work order and it none are present allow you to add a new work order.
You may of course add new work orders even if some are present. A piece of
equipment can have more than one open work order. The system
automatically assigns the next work order number.
BRICS 2000 – Equipment                                                        3-26


You will then be prompted for a reason. Either select a reason code or if this
work order is for a scheduled PM, enter the PM number. The question mark
will allow you to display a list of valid work orders from which to choose. If you
enter a scheduled pm as the reason code, the screen will automatically
populate with the list of pm tasks to be performed for this piece of equipment.
This task list is maintained in the menu selection-work order tables-PM Task
Table. You can add additional instructions if you wish. If this is an unscheduled
repair order you can start typing as many items as you wish to describe the
problem. As you complete each line, press the add button and the line will be
transferred to the grid window. If you later wish to change or delete a line, click
on the line in the grid and it will come back to the display area. Following is an
example of a completed work order screen.




You can now print the work order to give to the mechanic or shop foreman.
When printing the work order you will have an option to also print a list of parts
associated with this piece of equipment for the PM interval specified.

Once the work order is completed it should be returned with all parts and
labor time used to complete the work order.
BRICS 2000 – Equipment                                                            3-27


Recording Actions/Results and Closing the Work Order

When the work order is completed, you can access the work order directly by
entering the order number is the work order field. You can also enter the
equipment number and the system will locate the work order for you. When
the order is displayed on the screen, click the Actions button. The following
screen appears:




On this sample screen we have added 3 hours of labor from mechanic Joe
Johnson and single part, the oil filter. The price of the filter was taken from the
inventory file. If other parts had been purchased you can record the invoice
amount and invoice number. This system is not integrated with A/P or Payroll.
The information entered here is strictly to maintain a history of repair costs
within the equipment module.
Notes: The notes button at the top of this screen is to allow the user to enter
special notes for this piece of equipment which will be shown automatically
when the next work order is opened. For example if the mechanic notes that
the belts are slightly worn and should be checked the next time the equipment
BRICS 2000 – Equipment                                                     3-28


is in for service a note could be typed here. When the next work order is
started, the note pops up and the system will prompt the operator to see if he
would like to transfer those notes to the work order description.
BRICS 2000 – Equipment                                                             3-29


Shop Work Order Integration with Accounts Payable (optional):


If purchased parts are added to the action screen of the work order, the
operator enters the vendor number, invoice number, date and the amount
related to this line item of the work order. You can choose by a flag in your
configuration file to have this information transferred to A/P. If you do not do
this then the invoice information will need to be entered again in Accounts
Payable.
How the integration works:
When an item from an invoice is added to the work order action screen the
system will make an entry into a holding file with all information needed to later
build the A/P open invoice record. When a work order line item is changed or
deleted the corresponding record in the holding file will be changed.
During A/P Enter Invoices, there will be a button on the screen which will
import the invoice line items from the holding file and transfer them to the A/P
batch file being processed. When this is done a report will print which will
show in vendor, invoice sequence all records imported. If a record is rejected
for any reason the report will show this as well. The invoices will then exist in
the batch file and the holding file will be cleared. The A/P operator can review,
run an edit report and make any changes necessary. The invoices can then be
posted to the open invoice file. This provides a way for the A/P operator to
have the final approval of the equipment parts invoices without entering the
invoice data again that was previously recorded in the equipment work order
system.
To install this option, select Equipment, control file options, page to the last
page of parameters and change the following entry:
WO-AP INVOICE ADD-IN?           Y
Then change the next parameter to se the default equipment cost type code
where you want the repair parts expense charged.
BRICS 2000 – Equipment                                                   3-30


Menu: Equip - Work Order Tables
These series of menu options allow you to set up and maintain tables used in
the equipment work order system.
You can maintain PM scheduled tasks for a piece of equipment in one of two
ways, either by individual equipment id number or by families of equipment.
By individual equipment id:
Select the menu option under the work order tables for Equipment ID Task
Table.
The following menu will appear:




Enter the equipment id or use the lookup button to access the equipment table
and choose a piece of equipment.
Enter the task code number you wish to add or change. For a new task list we
suggest you start with task number 5 so insertions can be made later if
desired. Enter the pm number for which this task is to be done. Keep in mind
when a task list is printed for a pm, all tasks for previous pms will also be
BRICS 2000 – Equipment                                                                  3-31


printed. Therefore if you change the oil on PM 1, that task will also be listed
when printing the task list for PM 2.
Enter the step number. We suggest you start this with 1, it will be incremented
sequentially. This is currently not used by the system so the field is optional.
Enter a description of the task to be performed. When finished, click ok, and
the system will automatically increment the numbers and allow you to continue
entering additional tasks.
Printing a Task List:
Click on the print button to print a task list for this piece of equipment. You
have several options to control what data is printed on the report.


Setting up Task by Equipment Familes:
Under Equipment Work Orders, Work Order Tables, select the menu item to
set up Master equipment items. Set up all items here that may be used In your
equipment fleet. Then to set up a specific list of tasks for a family of equipment
select the menu option PM Task Table. Enter the family, then select tasks for
this family from the Master List.


Repair Component Table:
This is a table of repair activities. If this table is used you will be able to track
costs by repair types such as brakes, hydraulics, body work, etc. Each work
order activity will be classified based on the repair component type code.
Mechanics Table:
This is a list of all mechanics which can be assigned to a work order.
Reasons Table:
This is a table of reasons for a piece of equipment to have a work order
issued. If the reason is a scheduled PM there is no need for an entry into the
table. The pm number becomes the reason code.
BRICS 2000 – Equipment                                                   3-32


Menu: Equip - Repair History
This menu option allows you to drill down on equipment repairs using specific
criteria.
Menu: Equip - Work Order Parts List
This menu option allows you to print a report showing which parts have been
assigned using equipment work orders. The part does not have to be a
predefined inventory item.


Menu: Equip - Work Order List
This menu option allows you to print a report showing all existing work orders
that have been entered in the system. You can choose only open, closed or all
work orders.
Section 4 - General Ledger

System Overview
Most of the entries to your general ledger will be made automatically through
the other modules, but occasionally you will need to correct a prior entry, post
prior period adjustments or make other required entries not flowing directly
from another module.



Posting Journal Entries
Menu: G/L - Journal Entries

The JE Transaction Input screen appears:




Reference No. - enter any combination of numbers or letters to identify each
journal entry.
Recurring Number – use this to access a predefined recurring journal entry.
Press Enter to bypass this field if you do not wish to use a recurring entry. See
the section below for more details of posting recurring journal entries.
Book Date – enter the date for this journal entry.
Reverse Entry? – if you wish to reverse this entry in a different period, enter Y
(yes) and the date the reversing entry should be made.
Description – a description for each journal entry is required
Click OK to open the account distribution screen.
BRICS 2000 – General Ledger                                                4-2




                                                                          The Proof field will
                                                                          display the amount
                                                                          needed to balance this
                                                                          entry.


                                                                          Use the Acct Lookup
                                                                          button to scroll through the
                                                                          list of available accounts,
                                                                          phases, or types.
Enter the first Account number to be affected. Depending upon the account,
a sub-account and type may be required. The name of the account(s) will
display at the bottom.
Enter the Amount to be posted. The system automatically posts the first entry
as a Debit, unless you enter the amount with a negative sign.
Enter a Description for this posting.
Click OK to move to the second distribution for this journal entry. You may
enter any number of distributions (debits or credits) for a single journal entry,
until the entry is in balance and the Proof field equals zero.
Click Complete to exit this journal entry.


Click End to exit the journal entries; Start Printing; and Update this Batch
and Exit.
BRICS 2000 – General Ledger                                                       4-3


Importing Journal Entries

BRICS also allows you to create your journal entries using Microsoft Excel and
then import them into your current batch. After importing you still have the
opportunity to run an edit report and make any changes needed.
The spreadsheet containing your journal entries should contain the following
columns in the order given:




After creating your journal entry in Excel, save it in comma separated value
(csv) format. While on the journal entry screen, click on import, which brings
you to the screen above. Click on search to locate the file you wish to import.
Clicking on import then transfers the entry into your current batch.
BRICS 2000 – General Ledger                                                4-4




Recurring Journal Entries

Setting up Recurring Entries:
To set up or change a recurring journal entry, click on the maintain journal
entry button in the Recurring Journal Entry frame on the J/E Transaction Input
Screen.
The following screen will appear:




Enter a recurring number. This will be the identifying number for this entry. It is
not the reference number. The reference number will be entered during the
journal entry posting process. This can be numeric or alphanumeric, for
instance the number could be MTH-01 for the first monthly adjusting entry.
Since a recurring entry will be used repeatedly at different times, entering a
book date is optional. The book date is posted when a recurring entry is
posted into a actual batch of j/e transactions.
BRICS 2000 – General Ledger                                                          4-5


Enter a Y if this is to be an entry accompanied with a reversal entry, again the
date will be added at time of posting. Enter a description for the entry.
Press OK, and then set up the account distributions to be used. Entering the
actual dollar amounts are optional. Some recurring entries may have the same
values each month and these amounts could be entered now. If the values will
be changing each month, the account numbers can be entered and the
amounts added when the posting actually takes place. Press Complete when
all accounts have been entered.
This entry will remain in the recurring master file until deleted. It can be chosen
and posted to a batch of transactions at any time.


Posting a Recurring Entry
A recurring entry can be chosen from the Recurring Master File in one of two
ways. If you know the recurring number it can be entered in the recurring
number field after you have entered the reference number. You can also click
the search button in the Recurring Entry data frame and choose the entry
from the pop-up list provided. After choosing the entry you want click on the
Post to this Batch button.
In either case the entry is copied from the recurring file to the current batch of
journal entry transactions. You may then change the book date, reversal date
or description.
Very Important! At this point press the OK button to complete the
posting of the recurring entry. After pressing the OK button you will have an
opportunity to change the distribution amounts. When this has been done,
press complete to end the transaction.
BRICS 2000 – General Ledger                                             4-6




Add, Delete, or Change G/L Accounts
Menu: G/L - Account Maintenance

The Chart of Accounts Maintenance and Inquiry screen appears:




                                                                       Add helpful notes
                                                                       about this account
                                                                       for your reference.


                                                                      Review the full chart
                                                                      of accounts in order to
                                                                      place a new account
                                                                      appropriately.

                                                    Review the account balances and
                                                    detail for a 3-year period.
To add a NEW account number:
Click the ADD button.
Enter the 4-digit account number and 6-digit sub-account number (if needed).
Enter a description (account title).
Enter the account type: G/L, (General Ledger), CTL (Control), or SUB
(Subsidiary Account)
Click the OK button to update the system.

To CHANGE an existing account:
Enter the 4-digit account number and 6-digit sub-account number (if needed).
The account description and type will appear on the screen. Make changes
needed.
Click the OK button to update the system.
BRICS 2000 – General Ledger                                                        4-7


To DELETE an account number:
Note: Do not delete an account number that has a balance or transactions
associated with it. You must wait until the end of the year to delete the
account.
Enter the 4-digit account number and 6-digit sub-account number (if needed).
Click the DELETE button.
Click the OK button to update the system.


To make an account invalid for posting of payroll:
If you do not wish the payroll operator to be able to enter an account for
distribution of time, enter “N” in the field labeled :
“Can Payroll be Posted to this Account?”
Leaving the field blank or entering “Y”, will make this account valid for payroll.
This can help in preventing data entry errors in payroll. For example, if account
7080 is Administrative salaries and 7070 is Subcontract labor, you could flag
7070 with a “N” in this field to prevent the accidental use of this account for
administrative salaries. If the operator tries to use 7070, an error message will
appear and the system will return to the account field for a valid number.


To add budgeted figures or to enter balance forward amounts:

Click the BUDGET AND BALANCE FORWARD button. This takes you to a
screen where these figures can be entered. Press OK to accept your entries.
Be very careful entering Balance Forward amounts. This should only be
necessary when first starting with the software to transfer balances from your
existing system.
To purge old sub accounts:

There is an item on the menu to purge sub accounts. When you select this the
system will read all sub accounts for the control account specified and purge
accounts if there has been no activity for the last two years. This is useful if
you are tracking employee garnishments, child supports or loans using
subsidiary accounts. As employees move on these sub accounts will remain
unless periodically purged using this menu item.
BRICS 2000 – General Ledger                                                            4-8


Customize your General Ledger
Menu: G/L - Control File Options
The control Files for the Job Cost Module are established at set-up of the
BRICS 2000 system. A security code is required to access this menu item.
The first several selections are obvious. Starting with the WORKERS COMP
accrual account number the rest of the screen deals with accounts needed for
your automatic payroll update. Technical support can assist you with setting
these up when planning your payroll update procedure.


Menu: G/L - Set Valid Date Range
The administrator can “open” and “close” periods by adjusting the dates in this
range. All transaction dates entered in the system must fall within the range.
This prevents transactions from being entered after a period is closed and
reports are run.


Review Accounts
Menu: G/L - Account Inquiry
The 3-Year Balance screen allows you to view the prior, current, and next
year‟s monthly balances.




                                                                                   Use the SEARCH,
                                                                                   Next, or Prev buttons
                                                                                   to locate the account
                                                                                   you wish to view.


                      The Detail button will allow you to view and print
                      transactions for a specific account for a specific time frame.
                      (The default is the current date.)
BRICS 2000 – General Ledger                                                       4-9




Menu: G/L - Books in Balance?
After selecting this menu option, the system will check the current and next
year books to see if the books are in balance. This is also done automatically
each time you exit the system.
If the books are in balance, the system returns you to the master menu.
If not in balance, the screen will alert you and display the amount you are out
of balance. You should take appropriate action as soon as possible.
Menu: G/L - Financial Snapshot
This menu options allows you to specify up to six cash accounts. It is designed
to give you a quick look at your cash position. You can also view the current
month‟s activity in a running balance format. The following is a sample of how
the screen might be set up:
BRICS 2000 – General Ledger                                                 4-10


Menu: G/L - Verify Journals for out of proof
This menu option allows you to search for journals which are out of proof. This
is an excellent way to find what journal entry caused an out of balance should
that condition arise. To say time in the search, you can specify a starting
journal number. These numbers are printed in the upper right hand corner of
the distribution to accounts reports. You can also see the journal numbers on
an account inquiry screen. Try to start with a number with a book date around
the time you think the out of balance might have occurred. If the system finds
a journal with an out of balance you can then locate that journal report and
determine the problem and what adjusting entry needs to be made.

Menu: G/L - Data Extract of Detail Transactions
This menu option allows you to extract data into a data table named
GLDETAIL. After the extract completes you can import the transactions into a
Microsoft Excel spreadsheet. This is a good tool for providing data to outside
sources such as an auditor.



General Ledger Reports

Chart of Accounts
Print the Chart of Accounts as a reference guide to you and others. The Chart
shows the Account Number, Type, and Description. Note: only G/L and CTL
accounts are printed.


Trial Balance
You may choose to print a full Trial Balance or a Sub-account Trial Balance as
of a specific date.
Normally, all accounts will be “in balance”. Occasionally and due to unusual
circumstances, the accounts may be “out of balance”. It is best to not proceed
with further entries until you discover the error and correct the accounts.
 If the books are out of balance, the system will alert you to that fact and to the
amount in question. Run the Trial Balance and review past entries to
determine the cause and corrective action needed.
If you must make a correcting unbalanced entry to bring the books back into
balance, use account 0009- Balancing Account as the offsetting account
number.
You may also select a different format of the trial balance report using the
“Worksheet” trial balance menu item.
BRICS 2000 – General Ledger                                                     4-11



Detail Transaction Report
You may request information within a specific date range for a specific range
of accounts.

Financial Statements
You may set up a new financial statement layout, edit an existing layout, or
print statements.
To print a set of statements, click on the Print Statements button.
Select the Type of Statement:
   Print Selected Year only without comparative balances;
   Print Selected Year with balances compared to budgets;
   Print Comparative Years (Profit and Loss statements and Balance Sheets
    will show current month and year-to-date compared to same month last
    year and last year‟s to-date.)
Enter the date through which the statements will be printed
Click Start Printing
Select the Printer you wish to use and Click START REPORT.
   Select the report you wish to print by selecting and double clicking it.
   The system will return to the STATEMENT FORMAT SEARCH box for
    another selection or click CANCEL to end the printing of reports.
NOTE: The profit and loss statement must be printed before the balance
sheet. Otherwise the balance sheet will be out of balance by the amount of the
profit/loss for the period.


Return to G/L Account Distribution
This menu option allows you to return to the update step of the journal entry
procedure. This can be useful if an update is interrupted by a power failure,
etc.
Section 5 – Inventory- Purchase Orders


System Overview


Maintaining the Inventory

Menu: Inventory - Maintenance
This menu selection is used to add or change an item in the inventory files (as
opposed to recording the receipt or withdrawal of the parts).
The Inventory File Maintenance Screen:




To change existing information, simply overwrite any information and click
OK to update the file.
To add a new part, enter a unique Part Number and Description.
BRICS 2000 – Inventory/Purchase Order                                       5-2


Enter the Vendor Number and Vendor Name or use the Vendor Search
button to view and select from the existing list.
Enter the Unit of Measure for this part.
Enter a Product Class or use the Class Search button to review options.
Product Classes are set up from the Product Class Maintenance menu option
(see page 5-5).
Enter Weight, Bin Location, and Minimum Stock level you wish to maintain.
Establishing Alias Descriptions:
It is helpful at times to be able to search for items by an alternative description.
These alternative descriptions or „alias‟ can be established by pressing the
alias button after an item has been set up. You may then add as many alias
descriptions as needed. For example, the Napa Oil Filter, item number 1206
may be found by typing FILTER, OIL FILTER, or NAPA OIL FILTER.


Unit of Measure Conversions:
When an item is set up it is given a primary unit of measure. Up to three other
uom‟s can be established by pressing the UOM Button after the item has been
established. You must also supply a formula for the conversion of one uom to
another. When using purchase orders or invoicing, the system will only accept
one of the four valid uoms. Price and average cost conversions are done
automatically based on the formulas. A sample screen might look like the
following:
BRICS 2000 – Inventory-Purchase Orders                                            5-3




Selling Prices:
This button allows you to set up selling prices to be used in the A/R order entry
and invoice printing procedure.
Usage:
This will allow you to view usage totals for the inventory item. These values
cannot be changed.
Quantities:
This will allow you to view quantity on-hand and other values. These values
cannot be changed.
New Supplier:
This button will allow you to view or add other suppliers of this item and what
that item costs when purchased from this vendor. These suppliers are set up
automatically by the system when a purchase order is received and invoiced.
BRICS 2000 – Inventory/Purchase Order                                  5-4




Establish Relationships in Inventory
Menu: Inventory - Equipment Parts Maintenance
In this menu option, you can establish associations between parts/items in the
Inventory file and the specific pieces of equipment which use them.
The Equipment Parts Maintenance screen appears:




Enter an Equipment ID number or click the SEARCH EQUIPMENT button to
review the entire list and select the desired one.
Enter an Inventory Part # or click the SEARCH INVENTORY button to review
that list and select the desired one.
Enter the Number Required of that part for this particular piece of equipment.
INQUIRE will display all parts already entered for this piece.
Click OK to Update and CANCEL to exit this menu choice.
BRICS 2000 – Inventory-Purchase Orders                                          5-5




Menu: Inventory - Product Class Maintenance
In this menu option, you establish the product classes into which parts/items
from inventory can be classified. These classes are used when maintaining
the Inventory files.
BRICS 2000 – Inventory/Purchase Order                                      5-6


Increasing and Decreasing of Inventory

Menu: Inventory - Stock Receipts and Adustments-580

Inventory items may be added to stock as they are purchased. This screen
can also be used to record receipts if the purchase order system is not
installed.
This screen can be used to adjust average cost and on-hand quantities. This
affects the inventory file only and not the general ledger.
The sequence number is 1,2, etc. This is used as a key to call items in the
batch back on the screen to be changed or deleted. Enter the inventory item
number followed by the quantity and unit cost. The cost is extended. The cost
amounts are used to determine the average weighted cost of the inventory. At
the completion of entering the receipts, an edit report can be run. If the data
entered is correct, proceed to update.
The update does not make an entry to the general ledger. The following
inventory fields are updated: date last received, qty last received, last cost,
average cost, and quantity on hand. An entry is written to the inventory audit
file.
Note: stock receipts entry is a stand-alone function. Inventory quantities are
not updated from AP entries. When the invoice is entered in AP, a debit will
be made to inventory and a credit to AP.


Menu: Inventory - Stock Withdrawals

Inventory items may be withdrawn from stock for use on a piece of equipment
or on a job. The cost of the item(s) will be debited to the equipment/job cost
account and will be credited to the inventory account.
Enter the inventory item number followed by the quantity withdrawn. The
average cost is displayed and the total cost extended. At the completion of
entering the receipts, an edit report can be run. If the data entered is correct,
proceed to update.
The update makes an entry to the general ledger as well as job and /or
equipment cost. The following inventory fields are updated: date last moved,
current month and year to date usage, and quantity on hand. An entry is
written to the inventory audit file.
BRICS 2000 – Inventory-Purchase Orders                                             5-7


Physical Inventory
To start the physical inventory process, select menu item, „Physical Inventory-
593. This will allow you to print count sheets. When the count sheets print
you also have the option of taking a snapshot of the onhand inventory
quantities and the average unit costs. These will be used later as the basis for
inventory adjustments when the counts are entered.
If you later need to reprint count sheets, be sure to enter “N” for taking a
snapshot of inventory so you don‟t override the previously taken snapshot.
The date of the last snapshot taken can be viewed by looking at the inventory
control file option screen.
After the inventory has been physically counted, use the menu option, „Enter
physical counts-582‟ to enter the new inventory on-hand values. These will be
compared to the snapshot values and an adjustment will be made to the on-
hand inventory. The edit report can be printed to verify your entries before
updating.
The physical count screen will look like the following:
BRICS 2000 – Inventory/Purchase Order                                        5-8


Customize Your Inventory Module
Menu: Inventory - Control File
This menu selection allows the operator to customize the system parameters
that control the Inventory system. A security code is required to access this
menu item.


Menu: Inventory - End of Month
This function should be run at the end of each month to update the monthly
usage figures. It will also clear the current month usage field.
At the end of year, the Clear Year End box should be selected to clear the
year to date usage field.
There also exists an option to clear the audit file entries. This can be done
monthly or at any time based on your needs.


Inventory Reports
Stock Receipts Audit Report
This report contains an audit trail that reports all receipts, adjustments, and
withdrawals. This report should be run and cleared using the function above
on a regular basis.


Inventory Valuation Report
This report gives the value of the inventory using either the last cost or
average cost method. It can be sorted by part number or vendor number.


Inactive Report
This report gives a list of all items that have had activity since a certain date.
The operator keys the date in when the report is requested.


Count Sheets
This report allows the printing of count sheets that can be use when taking a
physical inventory.


Inventory List
This report contains the information on the master file. It can be generated in
part number sequence, alphabetically by description, by product class, or by
vendor.
BRICS 2000 – Inventory-Purchase Orders                                             5-9



Stock Status Report
This report gives the product number, usage, and quantities on hand and on
order in pat number, vendor, or product class sequence.


Parts List
This report shows all the parts associated with a particular piece of equipment.
BRICS 2000 – Inventory/Purchase Order   5-10
BRICS 2000 – Inventory-Purchase Orders                                                  5-11



5-B Purchase Orders
The Purchase Orders System is used to create purchase orders and stock orders. The
orders system is fully integrated with Inventory, Accounts Payable, and Job Cost.


Overview

Creating Purchase and Stock Orders:

The creating of Purchase Orders and Stock Orders are separate but share the same data
entry screen. Purchase Orders are used for ordering material to be expensed to Jobs
while Stock Orders are used to replenish inventory or purchase office supplies.
Project Managers will see the impact to job cost (labeled committed costs) as soon as
the PO is entered on the job inquiry screens and selected job cost reports.

The committed on order quantity on the inventory file is increased when the PO is
updated.

When the stock order is printed and updated, the on order quantity-stock on the
inventory file is increased.

As a customized option the PO can also be exported to a user defined file for
electronic ordering with specified suppliers.

When ordering inventoried items, the last price from that supplier will be retrieved.
The system will maintain a file of suppliers with their prices, item numbers, and usage.
The system will also allow the operator to compare prices on items between vendors.
If a supplier can provide an electronic catalog this can be imported into the
PO/Inventory System.

Receiving Orders:

PO‟s can be received complete or partially. The receiving transaction will update
quantity on hand for Stock Orders and decrease on order quantity –stock. A Stock
Order must be received before an invoice can be generated for posting through
Accounts Payable.

Once an order has been received the a/p invoice entries will be created and placed in
the A/P batch file. The operator can then proceed to 101-A/P Invoices, make
additional changes and then post the invoice.

For purchase orders the committed cost is reduced and the job is charged with the
appropriate cost type code, usually construction material.
BRICS 2000 – Inventory/Purchase Order                                          5-12



When shipping and tax is added to the invoice during A/P entry it will be prorated to
the received items on the purchase order.
BRICS 2000 – Inventory-Purchase Orders                                                 5-13


Entering a Purchase Order

Select Enter PO‟s from the Purchase Order drop down menu. The parameter screen
below appears.




 These parameters can be preset using the Control File Options for Purchase Orderss.
They can be changed during each batch by clicking in the boxes on this screen and
changing the values. When parameters are correct, press continue.
BRICS 2000 – Inventory/Purchase Order                                           5-14



The next screen is the order entry screen for the purchase order header information.




Enter a PO number of your choice or click „Add‟ and the system will assign the next
PO number available. Press enter or Tab to proceed to the Vendor field. The next PO
number value can be changed through Control File Options under the PO menu tab.

A grid of current purchase orders appears on the screen. If you wish to change a
previously entered purchase order, locate and click on the PO number in the grid. The
header information for that PO will be displayed on the screen.

Enter a vendor number, or a few letters of the vendor name to access the vendor. You
must use a valid vendor number from the A/P Master Vendor file. You can however
add a new vendor without leaving the PO system by clicking on the „Add/Chg‟ button
in the vendor data frame. After the vendor data is displayed on the screen you can
select a different address for this vendor by clicking on the next address button until
the address you wish to use appears. The multiple addresses must have been set up
using the Vendor Maintenance procedure.
BRICS 2000 – Inventory-Purchase Orders                                                         5-15


Enter a purchase order date and date of expected delivery. These dates default to the
current date for the purchase order date and the default expected delivery date from
the parameter screen.

If this is a stock order, enter „Y‟. If this purchase order is to be applied to a job, enter
„N‟.

For stock orders the job number block will default to the inventory control account.

If this is not a stock order, enter the job number.

If delivery is to be to the job site, click the indicated box. This will cause the job name
to appear as the first line of the shipping address.

Enter Y if sales tax will be charged and enter the tax locality.

The ordered by field should not be changed

The default terms are displayed and can be changed. This field can optionally be used
for a brief description of the purpose of this PO to make later identification easier.

After entering the shipping information, the system will move to the line-item button.
Clicking here or pressing the enter key will take you to the line item screen to
complete the purchase order.


LINE ITEMS

The screen will now change from the header information to the line item screen where
an unlimited number of line items, comments and additional description lines can be
added.
BRICS 2000 – Inventory/Purchase Order                                             5-16




The screen will display a grid on line items currently on thie PO and will add to that
grid as items are entered. If you are returning to a previously entered PO, the last item
entered appears as the current item. To add more items click the add item button. If
this is a new order the system by default starts at the first line item.

Enter the part number from the inventory file or lookup the inventory item by pressing
the find inventory button. If the item being ordered is not a stock item, you may skip
this field. If this is an item that is ordered frequently and you would like to track
purchase history on this item, you may still enter a part number for that purpose even
if it is not on your inventory file.

If the item is found on the inventory file the information will be transferred to the
screen. If not, enter the description, suppliers part number, quantity ordered, unit price
and unit of measure. The taxable flag will default to what was chosen on the header
screen. It can be changed on an item by item basis if necessary.

If a job number was entered on the header screen, that job number will be displayed as
the default value on the distribution line. If this is a stock item the default inventory
account number will be displayed. Continue with the cost phase and type if this is a
distribution to a job. Default values can be set for both. The account numbers is these
BRICS 2000 – Inventory-Purchase Orders                                                   5-17


fields determine where the expense will be distributed once the PO is received and
transferred to Accounts Payable.

When the screen is correct, press the OK button. The item will be added to the grid on
the screen and will wait for the next item. A purchase order can have unlimited line
items. If you wish to change or correct an item, click on the item in the grid and it will
be brought back to the data entry screen.

Entering Comments and Additional Description:

If you wish to enter a comment line or a blank spacing line, enter a / or a \ as the part
number. The system will allow you to type up to a 30 character line then skip directly
to the OK button. This is called a comment line.

For additional descriptive lines you wish to appear following a line item, click on the
additional description button. Remember to do this before you press the ok button. If
you press the ok button first, you must click on the line item in the grid and return it as
the current line before you press the additional description button. The following
screen appears:




You can enter up to six lines of up to 30 characters each. If you need more than this ,
press continue, press ok, make the next line a / comment line and continue with more
additional description.

After returning to the line item screen, make sure you press the ok button to save the
additional description lines.
BRICS 2000 – Inventory/Purchase Order                                            5-18



Finalizing the Order

When all items are entered, press complete. The final screen appears where shipping,
extra charges and sales tax can be entered. If these are not known at the time of order
they can be entered when the purchase order is invoiced.


Printing the Purchase Orders

Purchase Orders can be printed individually from the PO Header screen or as a group
at the completion of entering a batch.

To print a single PO click on the PO in the grid and bring it to the header screen. Click
on the Print button. The following screen appears:




You can select to double space or single space the line items. By default each line
item creates at least two printed lines. The second line contains the inventory part
number and the supplier‟s part number. The parameter „Printe Part# Line‟ allows you
to suppress printing this line if you wish.
BRICS 2000 – Inventory-Purchase Orders                                                  5-19




A footer and/or header area can be added to the printed purchase orders. These areas
can be up to 10 lines of approximately 100 characters each. They will be printed in
compressed mode. These are standard areas that print on all purchase orders. They
can be set up or modified by clicking on the buttons on the print screen as shown
above.


The purchase orders can be printed on blank paper. If you wish to use a letterhead or
custom form contact Blue Ridge Construction Software for specifications.


(Suggested form: NEBS product number: 012182T-1)
BRICS 2000 – Inventory/Purchase Order                                           5-20


Receiving and Invoicing the Purchase Orders

Click on receive purchase orders on the drop down purchase order menu.




Enter the purchase order number you wish to receive or choose from the list at the
right of the screen.

If the PO is being received complete, press that button. If only part of the order has
been received, press receive partial. The purchase order will automatically be closed if
receive complete is chosen. If receive partial is chosen, the operator has the option of
closing the purchase order.
BRICS 2000 – Inventory-Purchase Orders                                                     5-21


The next screen appears regardless of the option chosen.




 If receive complete was chosen the received quantities are automatically included on
the grid for each item. If partial was chosen the operator needs to enter the quantities
received. The date received defaults to the current date and can be changed by the
operator. Optionally, a receipt document number or description can be entered.

If you wish to generate an invoice for this receipt, press the button labeled „Post
Current Receipt and Invoice‟. If you are recording a receipt only, press „Post current
receipt‟

If you are not entering the invoice information, the system returns to the previous
screen so another purchase order can be retrieved.
BRICS 2000 – Inventory/Purchase Order                                            5-22


Otherwise the system proceeds to the following screen:




The operator is now given the opportunity to enter shipping, tax and extra charges.
The quantities and unit prices can also be changed to match the invoice being
processed.

An invoice number and invoice date must be entered. An optional early payment
discount amount can be entered as well. The first part of the invoice description is the
PO number. Additional description can be added if desired.

When complete, press the post A/P invoice button on the screen.

After all purchase orders in this batch have been received/invoiced the operator should
proceed directly to A/P-101. This must be done on the same workstation from which
the purchase orders were invoiced. Pressing the search button or printing an edit report
will confirm the presence of the invoice. The operator should update these invoices.

It is strongly suggested the invoices be updated in A/P immediately. The committed
cost is decreased when the purchase order is invoiced on the receiving screen. The
corresponding job cost is not increased however until the invoice is updated.
BRICS 2000 – Inventory-Purchase Orders                                       5-23


Summary of Data Base Activity based on Purchase Order
Transactions




ACTIVITY               EFFECT ON INVENTORY              EFFECT ON          EFFECT
                                                        JOB COST           ON
                                                                           GENERAL
                                                                           LEDGER
Enter Purchase Order   Change Date Last Ordered         Increase Committed None
                       Stock Item:                      Cost
                        Increase On-order
                       Stocked Items Charged to Jobs:
                        Increase On-order-Committed
Receive PO             Change Date Last Received        None                None
                       Change Last Qty Received
                       Stock Item:
                        Decrease On-Order
                        Increase On-hand Qty
                       Stock Items Charged to Jobs:
                        Decrease On-order-committed
                        Update Date-Last-Moved,
                         MTD and YTD Usage
Create AP Invoice      Recalculate Average Cost         Decrease            None
from Purchase Order    Replace Last Cost                Committed Cost

                       Update Inventory Supplier
                       Record for items with:
                         Last qty received
                         Last date received
                         Last unit cost
Post A/P Invoice       None                             Increase Job Cost   Credit A/P
                                                        based on PO
                                                        Distributions       Debit
                                                                            Expense
                                                                            Accounts
BRICS 2000 – Inventory/Purchase Order                                5-24


Purchase Orders Report


To Print the Purchase Order Report, Select PO, then click on PO Summary.


Multiple report parameters can be selected using the screen below:
Section 6 - Job Cost

System Overview
The basic data structure of the Job Cost Module consists of the following:
              XXXX - XXXXXX - XX
              JOB    - PHASE - COST TYPE
Job Number: 4 characters letters or numbers
Phase Number: 6 characters letters or numbers
Cost Type: 2 digit numeric
     The Cost Type ties the Job Cost to a General Ledger Control Account.
For instance, any charges made to the general ledger account for Direct
Materials can only be made by charging to a Job and Phase and the Materials
Cost Type code. This ensures all accumulated job costs can be reconciled
directly to the general Ledger. The same is true for Equipment as charges are
made to the Equipment Control Account, Equipment ID Number and a Cost
Type tied to the general ledger. The Equipment cost types are completely
different from the Job cost types.


In many accounting systems, you are only allowed the classic cost types:
    Labor, Material, Subcontractor, Equipment, Other
In our system you can have up to 50 cost type codes; for example, bonds,
supplies, rent, etc. Charges to the “Other” category can then be kept to a
minimum. Therefore you can separate costs by cost type within each phase
with an unlimited number of job phases. Each phase also carries a budget and
to-date quantity amount so unit costs can be calculated for each phase of
work.


The Cost Type Codes are set up in the Job Cost Control File Options menu
selection.
The use of the Job Phase is key to having a good cost system. Every job has
to have at least one phase. In many cases, where jobs are small and with little
variety, this may be all management needs for job cost analysis.
In most cases however we want to track costs by specific phases of work, so
that when we look back at our historical costs for completed jobs, we can
compare unit costs in an effort to better estimate in the future. Therefore it is
critical to use a standard numbering system for your job phases.
BRICS 2000 – Job Cost                                                   6-2


In the BRICS 2000 system, we use a menu of methods to use when setting up
job phases. These methods make it easier to set up your phases and budgets
for each phase:
   From your own Phase Library
   From the VDOT Pay Item List
   By importing from an estimating system such as HCSS or HardDollar
   By importing from BRICS Bid Tab Software (source of data being the
    VDOT Web Site)
   By importing from spreadsheets (customized for each site)
Each Cost type within each phase can be assigned a budgeted value. The
system has a single data entry screen, which greatly simplifies this process. It
also allows for budgeted man-hours and equipment hours for each phase.
The system allows for two budget fields per phase. You can enter your original
estimate, followed by change orders, without losing your original budget
figures. Having multiple budget fields will also come in useful when you need
to make adjustments for the over/under billing schedule.
Change orders can be entered by changing the revised budget fields on the
budget screen. However if you wish to have an audit trail of change orders,
use the menu selection, Change Order Entry, under the Job Cost Menu.
BRICS 2000 – Job Cost                                                              6-3




Setting up a New Job
Menu: Job Cost - Job Phase Maintenance
The Job and Phase Maintenance screen will appear
                                                                         The first Job Number on file
                                                                         will be displayed. Use the
                                                                         Search button at the bottom
                                                                         to see if your job has already
                                                                         been established.
                                                                            Click on ADD if this is a
                                                                         new job. The screen will
                                                                         clear, leaving the cursor
                                                                         blinking in the Job Number
                                                                         field.
                                                                            Use your own method to
                                                                         assign job numbers. They
                                                                         may be alpha- or numeric.

                                                                         Use Customer Search to
                                                                         search by number or name.
                                                                         Highlight the customer who
                                                                         is the owner of this job and
                                                                         double-click or press Enter
                                                                         to accept the Owner‟s A/R
                                                                         Number and Name on your
                                                                         screen.



Enter the Job Description, a name to Sort By, and the Project Number(s).
    Note: it is best to use all CAPS in the Job descriptions and Sort By fields.
State and County: Use your pre-set 2-digit state and locality codes. These
codes will be useful for state and local tax and license reports. (See page 2-
23.)
Project Manager: enter the name of your project manager


Worker Comp Code – if you enter a code here, all work done on this job will
have this code. Or you may choose to leave this field blank and set Worker
Comp codes for the Phases or for individual employees.
Print Certified and Print Over/Under – if you want this job to appear on a
Certified Payroll Report or on the Over/Under Billing Report, mark the
appropriate fields
BRICS 2000 – Job Cost                                                     6-4


Dates: Enter the starting date for this job and an estimated completion date if
desired. Do not enter a completed date at this time.
NOTES – this button opens a screen in which you may enter additional
information helpful to your operations.


Click OK to update the system files. UPDATED will appear briefly above the
OK button to indicate the update was successful.
Note: EXIT will return to the main menu without updating.



Setting Up Job Phases
From the Job and Phase Maintenance Screen, click the PHASES button to
begin setting up the job phases.
All jobs must have at least one phase and a job may have as many phases as
you wish.
Several methods are available to help set up job phases.
-Enter without a library. If you use this option, you will key in all data, phase
number, description, etc. After data is keyed in, click OK to set up the phase.
-Use Custom Library. If you use this option you will have previously created a
library job containing all phase numbers. After you key in the phase number
the system will check your custom library and return descriptions, unit of
measure, and other pre-set fields to the screen. Click OK to set up the phase
on the new job. You can also use the search library button to display a screen
containing the phases in the library job. To choose one, double-click on that
phase.
See the following section about setting up a library of job phases
-Use Previous Job. If you use this option the system will ask you for a
previous job number that already has a set of job phases entered. All of these
phases will be automatically copied to the new job.
-Use VDOT Library. If you use this option you will have access to a library of
VDOT job phases supplied with your software. After you key in the phase
number the system will check the VDOT library and return descriptions, unit of
measure and other pre-set fields to the screen. Click OK to set up the phase
on the new job. You can also use the search library button to display a screen
containing the VDOT phase numbers. To choose one, double-click on that
phase.


Following is an example of a Phase Maintenance Screen.
BRICS 2000 – Job Cost                                                        6-5




                                                                    Use this button to access
                                                                    the Subcontractor
                                                                    Maintenance screen.




After the phase has been set up you can click on the BUDGET button to set
up the budget for this phase.


The Budget screen appears.


                                                                    Enter quantity and
                                                                    manhours. Use the
                                                                    Tab or Enter key to
                                                                    move through the
                                                                    budget lines.

                                                                    Note: if entering
                                                                    whole dollar
                                                                    figures, you do not
                                                                    need to type the
                                                                    decimal or zeroes.
                                                                    Note: if you have
                                                                    more than 15 cost
                                                                    types, you will need
                                                                    to modify the Job
                                                                    Cost Control File.
BRICS 2000 – Job Cost                                                 6-6



Click OK to update the file and return to the Phase Maintenance screen. You
will see that the budget fields have been updated
OR
Click CANCEL to return to the Job screen and Exit to the Main Menu



Entering Change Orders

You can enter change orders by changing the amounts in the revised budget
fields on the previous screen. We suggest however you use the menu
selection, Change Order Entry, under the Job Cost Menu. The end result is
the same but using this method will provide and audit trail that the change
order was entered and provide a history file of all change orders for a job.
After selecting the
BRICS 2000 – Job Cost                                                               6-7


Setting up a Custom Job Library
To set up a customized job library you need to create a job using a job number
outside of the normal range of job numbers. We suggest 0002 as the job
number. After setting up the job, enter the phases using the option “enter
without library”.
Under the control file options of your Job Cost menu tab, set the default library
job number as 0002 or the job number you have chosen.
BRICS 2000 – Job Cost                                                  6-8




Entering Units of Work Completed on Jobs
Menu: Job Cost - Enter Job Quantities Completed

The Production Quantity Input screen appears:




This option allows you to update the jobs and phases with the units of work
completed. Enter a period ending date and specify whether you are entering
current period quantities or to-date quantities.
Click OK to move to the second screen:




                                                                      Use the Job-Phase
                                                                      Lookup button to review
                                                                      the list of numbers for
                                                                      each field.




Enter the Job, Phase, and/or Subcontractor numbers.
Enter the Units Completed and accept or override the unit price and
extended amount.
Click OK to Update the files and End to exit the process.
Update to post the Distribution to Accounts Journal.
BRICS 2000 – Job Cost                                                            6-9


Allocate Overhead to Jobs
Menu: Job Cost - Overhead Allocation by Job Revenue
This procedure allocates overhead using a percent of revenue. For each job
phase with revenue in the requested period, the allocation percent (set in the
Control File Options) is multiplied by the monthly revenue to generate the
amount of allocated overhead.
You can generate a report for information only, or an update to the job cost
and general ledger can be made. The job, phase, cost type will be debited
and a G/L account (allocated overhead) will be credited.
Please contact technical support for additional information before using this
procedure.



Customize your Job Cost Module
Menu: Job Cost - Control File Options
This menu selection allows the operator to customize the system parameters
that control the Job Cost system. A security code is required to access this
menu item.
BRICS 2000 – Job Cost                                                    6-10




Check on Job Costs
Menu: Job Cost - Drill Down Job Inquiry
The BRICS system provides a ―Drill-down‖ approach to Job Cost Inquiry,
which allows for examination of the Job Costs at progressively deeper levels.
The Drill Down Job Inquiry screen appears:




                                                                        The first job on file
                                                                        will be displayed;
                                                                        use the PREV,
                                                                        NEXT, or SEARCH
                                                                        button to locate the
                                                                        desired job.




                                                                        View the notes you
                                                                        have added to this
                                                                        job file at set-up.



Job SuMmary by Cost Type:              View the Quantity Card History
                                       screen for this job
BRICS 2000 – Job Cost                                                      6-11




                                                                   The Job Summary screen
                                                                   shows Budgeted Costs, Costs
                                                                   To-Date, and Remaining
                                                                   Budget figures by cost type.




Job Summary by PHASES:




                                                                   The Phase Inquiry screen
                                                                   shows a cost summary for
                                                                   the first Phase Number of
                                                                   this job.

                                                                   Use the PREV, NEXT, or
                                                                   SEARCH buttons to select
                                                                   the desired Phase.




Further detail can be obtained by clicking the COST by Type or Unit COST
by Type buttons.
BRICS 2000 – Job Cost    6-12


COST by Type:




                        Drill-Down:
                        In either of these
                        screens, double-click
                        on any line item to
                        view more detail
Unit COST by Type:      about the
                        transactions that
                        made up the entry.
                        You can review the
                        transactions that
                        make up a particular
                        entry and see the
                        employees and pay
                        rates involved.
BRICS 2000 – Job Cost                                                                     6-13


Billed Position Screen:
After Clicking on the billed position button, the following screen appears:




Explanation of the billed position screen:

This screen provides the job manager with financial information about the job. The
percentage of completion is calculated using the “cost to cost” method, dividing the
actual cost to date by the budgeted cost. In this case the job is only 13% complete.
This percentage times the contract amount of the job should be the amount that should
have been billed at this point. Comparing this amount with the actual billed amount
lets you know is the job is over or under billed. In this example the job is underbilled.

Billed and unbilled retention is displayed on this screen on the next line.

The other items help in determining the cash position of the job. Even though we have
billed $5,585 we have only been paid $1,000 (Cash Received). Our actual cost is
$7,109.12 but $4,175 of that is still outstanding in Accounts Payable, leaving us a
cash shortage on the job of $1,934.12.

By clicking on the detail of billings and cash button, we can see a history of invoices
sent and cash receipts as they relate to the job. We can even see a picture of the
invoice as it was printed by the system by highlighting the invoice and clicking on
more detail. (This is dependent on the PDF option having been purchased and
installed).
BRICS 2000 – Job Cost   6-14
BRICS 2000 – Job Cost                                                         6-15


Menu: Job Cost - Subcontractor Tracking

This option can be used to set up and track specific job contracts.
Tracking what is owed and processing payments to subcontractors can be
difficult and confusing. The BR ICS system provides a method for unit based
contractors to “pay as paid” when processing subcontractor payments. When
units of production are entered for a subcontracted item, this triggers the
system that payment is due to the subcontractor.
If you are not entering units of production through the 601 menu selection
item, „Enter Job Quantities Completed‟, then the subcontractor system can still
be used for to obtain a detailed tracking of invoices and payments.
Getting Started:
There are several control file parameters that need to be set to guide the
system in processing of subcontracts.
Under the AP System, Control File Options:
Subcontract Ret. Account: Enter the control account to be used for the
Retention portion of Subcontractor Payments.
Check COI Expirations: Enter „YES‟ if you wish the system to alert you when
an invoice is entered for payment to a subcontractor and that subcontractor
does not have an up to date Certificate of Insurance on record. Certificate of
Insurance Expiration Dates can be entered on the A/P Vendor Maintenance
Screen.
Subcont.Cost Type Code: Enter the two digit cost type code for subcontract
expense. This is defined in the Job Cost Control Parameters.
Under the Job Cost System, Control File Options:
Accrue Subcontract Cost: Enter “Yes” here if you wish the units of
production entry to automatically debit the subcontract expense on the job and
credit the accrued subcontract liability cost account. This allows the
subcontract expense to be recognized at the same time as the job revenue
even though the actual payment may not be made until a later date. If you
leave blank or enter “NO”, the subcontract expense will not be debited until the
invoice paying the subcontractor is entered and updated
Accrued Subcont.Account: Enter the account number where the credit will
be posted for the entry described in the previous paragraph. If “NO” is entered
above, then you do not need to have an account number here. Make sure this
account is set up under G/L Maintenance as a CTL account.
Setting up the Subcontractor
If this is a subcontractor you have not previously used set up the subcontractor
in A/P Vendor Maintenance-150. Make sure you click the button,
BRICS 2000 – Job Cost                                                     6-16


Subcontractor, under Vendor Type. Click the subcontractor folder button and
set up COI dates if applicable.
Setting up a Subcontract:
The subcontract should be set up at the time the job is set up. Each
subcontract is tied to a job phase. When the phase is set up (Menu selection
Job and Phase maintenance), click the budget button and enter the quantity,
subcontractor expense and the estimated revenue to be received for the
phase to be subcontracted. These costs are your estimated expenses and
revenue. Return to the phase screen.
Next click on the subcontract button. Enter the subcontractor‟s vendor number.
You may search for the subcontractor‟s number by clicking on the vendor
search button. The contract code is 01 for original contract. (02 can be used
later if there are change orders). Enter the date of the contract. This date
should precede any activity on the contract. Enter the percent to be retained
when payment is made to the subcontractor. For example 5% should be
entered as 5 (not .05). Enter the quantity of work to be subcontracted if this is
a unit based contract. If not enter a quantity of 1. After entering the total
amount of the contract, the unit price will be calculated and displayed. Press
ok to update the data.
The search button at the bottom of the screen can be used to list existing
contracts. They can be brought back to the screen by double clicking the
contract and then changes can be made.


Subcontract Status Report:
This report can be run at anytime to show a chronological listing of activity on
the contract. It can be run by vendor, for a single job or a range of jobs.


Flow of Data as it relates to the Subcontract:
If you wish to use the system to track unit based contracts, then the quantities
of work completed for a specified period must be entered using 601-Job
Quantities Completed. When a quantity of work completed is entered for a
subcontracted item this will alert the subcontract system through the pre billing
report that the subcontractor‟s payment is due. In other words if you have
been paid, then the subcontractor should be paid. After running the pre billing
report, it can be used both as a source document for creating the AP check
and a report to be sent with the check to show the subcontractor what he is
being paid for.
When the invoice is entered in the AP system (do not use quick checks) the
screen will prompt for the quantities of work that the subcontractor is being
paid for as well as the amount to be retained.
BRICS 2000 – Job Cost                                                                6-17


Adjustments to the Subcontract file:
This menu item can be used to correct errors if necessary.

SUBCONTRACTOR PROCESSING EXAMPLE:

Following is a summary of steps to process a subcontract on a units based job such as
a DOT contract. On this job we will be subcontracting three items with a single
vendor.

Set up the job.

Set up a separate phase for each pay item. Press the budget button and enter the
quantity for the total contract, and total amount to be subcontracted . If you are
planning to track your own revenue by units of production, also enter the total amount
of the contract on the „99‟ revenue cost type. Below is the completed screen for the
first of the three items in our example:




After pressing OK on the above screen, you will return to the phase maintenance
screen.
BRICS 2000 – Job Cost                                                           6-18


Click on the subcontract button to setup the contract for this item. The item number
and description will appear on the screen. Enter 01 for contract, enter a contract date,
retainage percentage, the quantity to be subcontracted and the total dollar amount to be
subcontracted. The unit price will be calculated and displayed. Press ok and cancel,
repeat the process for the other two items. Below is an example of the completed
screen for the first item.




After setting up the subcontract items, Select Job Cost, Subcontractor Tracking, and
prebilling report 1 or 2 to check your work. The reports should look like the ones on
the following pages. When printing pre billing report two on a line printer you will nee
wide paper. If printing on a laser, change your windows printer to landscape before
printing.
BRICS 2000 – Job Cost                                                                     6-19


ENTERING UNITS OF PRODUCTION:

Each month the unit of production for which you are being paid should be entered.
Select Job Cost, Enter job quantities-601. Enter the date through which the quantities
are being reported. This can be done on a weekly basis as well with adjustments made
monthly.

You can choose to either enter the to-date quantities and let the system calculate the
current period or you can enter the current period quantities. Click the button of your
choice and press ok.

Enter the job number and phase number. If the item has been subcontracted, the
subcontractors vendor number appears automatically. Enter the units of work for
which you are being paid. If you have the contract price set in the system, the
extended amount will appear along with the unit price you are being paid. Note, this is
not what you are paying the subcontractor. Press Ok and the next item appears. Below
is an example of how the first screen should look after 5 units have been entered.
BRICS 2000 – Job Cost                                                           6-20




After quantities for all items have been entered, press ok and update.
Print the Pre billing Report of your choice. This report serves as a input document for
A/P invoice entry and also can be sent to the subcontractor as an explanation of his
payment. Below is an example of both report types 1 and 2 after the first month‟s
quantities have been entered.
BRICS 2000 – Job Cost                                                               6-21


The information you need to enter the A/P invoice is found on the prebilling report.
Enter the vendor number, invoice number (usually the estimate number), the invoice
date and due date. Enter the net amount to be paid for all items. This is the net due
amount from the report. Enter a description and press ok. You are now ready to enter
the distributions, one for each item for this vendor. If you are not accruing
subcontract expense, enter the job number, the item number and the subcontractor cost
code. If you are accruing subcontract expense, enter the accrued subcontract account
number, with the vendor number as the sub-account. Enter the total amount including
the retainage. Below is how the screen will look at this point if the option to accrue
subcontract payments is NO:
BRICS 2000 – Job Cost                                                            6-22


Note on the above screen if you are not accruing the subcontract expense, the
distribution is to the job, phase code and subcontract expense cost type. If you are
accruing subcontract expense as the quantities are entered the distribution will be to
the accrued subcontract account with the vendor number as the sub account as
displayed on the screen below.
BRICS 2000 – Job Cost                                                                   6-23




When you press the enter key after entering the amount, another window like the one
below will appear, enter the units of work completed and the retainage (both found on
the report printed in the previous step). Press continue and continue with the other
items. At completion, the total of the distributions should balance with the invoice.
When the invoice is updated, the job will be be debited with the full amount, A/P will
be credited with the amount of the invoice and A/P retainage will be credited with the
retainage amount.




If you are accruing the subcontract expense, you will need to enter the job and phase
number as well as the quantity completed. If you are not accruing the subcontract
expense the system takes the job and phase number from the distribution account and
inserts it into this screen automatically.

The check can be generated either through quick checks of by selecting and paying in
a regular check run. NOTE, the invoice has to be entered as described above, using
A/P 101-Invoice Entry. It cannot be entered through Quick Checks.

There are some blank boxes on the pre-billing report which can be filled in manually
with the invoice number, check number and date. This report can then be attached
with the check so the subcontractor has an explanation of his payment amount.

The subcontractor status report can be run at any time during a job to see a complete
history of payments made to a subcontractor.

Paying the Retainage

When paying the retainage, create an A/P invoice with the distribution to the A/P
Retainage control account and the vendor number as the sub account. The system will
prompt you for the job and phase number to which the retainage applies.
BRICS 2000 – Job Cost                                                     6-24




Job Cost Reports

Job Detail Report

This report may be printed for a specific date range and for a specific job or
range of jobs. You can also print a selected range of job phases and/or cost
types.
The report will print across fiscal years based on the date range entered. The
system contains detail for up to three years. The G/L account inquiry screen
will display the dates of detail available.
The report can either be sorted in job, phase, cost type order with totals after
each break or by book date with totals taken after each day.
Printing extended detail will list the employee or equipment information for the
labor or internal equipment cost types.

Job Cost Analysis
The Job Cost Analysis report screen allows the user to design the report to fit
individual needs:
BRICS 2000 – Job Cost                                                            6-25


This report shows budgeted totals, actual previous month, actual month, year-
to-date and to-date totals, as well as budget to date and variance. You select
the level of subtotals you wish the see. The report is sorted by cost code types
within each job phase.


Job Supervisor Report

This report gives total and unit costs for labor and equipment, the two job
costs most directly controlled by the job supervisor. It compares the unit bid
and actual cost-to-date by job phase.



Job Profit / Loss Summary

This report shows the month‟s income and expenses per job and either Year-
to-date or Job-to-date income and expenses.
BRICS 2000 – Job Cost                                                       6-26



Over / Under Billing Report
This program uses the cost-to-cost method of estimating the percentage of
completion by dividing the actual contract costs-to-date (column 4) by the
estimated total costs of the job (column 2) to give the percent complete
(column 5).
This calculation can be modified several different ways to alter the results of
the report.
The first and most obvious method would be to change the estimated total
cost by changing the job budgets using the JOB-PHASE MAINTENANCE
menu selection. If you wish to preserve the original cost estimates, make the
changes to the revised cost estimate column. This will change the budgets for
the jobs for all reports and inquiries in the system. Using this option reflects a
true change in the budgeted costs.
The following two methods are used to change the over/under billing report
without altering any other reports or inquiries in the system:
From the JOB MAINTENANCE screen, you can enter a percent of complete
for any job which will override column 5 on the report. If this is done, the
column is flagged with an *. This will remain in effect on future over/under
billing reports until it is changed or removed. If you wish to return to the actual
calculation, replace the percentage field on the job maintenance screen with
zero.
The second method would be to enter the estimated cost to complete dollar
amount. This is done by using the appropriate button on the over/under billing
report screen. As above, this change will only show up on the over/under
billing report. All other reports and screen inquiries will reflect actual budgets.
The amount entered on the screen as the cost to complete will be added to the
actual costs-to-date and the result will be printed on the report as the
estimated total costs (column 2). This in turn will change the percentage of
completion. If this method is used, column 2 will be flagged with an *.
The percentage of completion is multiplied by the estimated gross profit to
determine the estimated gross profit–to–date. The resulting figure is then
compared to the billings-to-date to determine the amount of over/under
billings.
BRICS 2000 – Job Cost                                                             6-27


Weekly Labor Cost Report
This report gives weekly labor cost compared to quantities of work completed
on a unit cost basis. Comparisons are made to budget for both total and unit
cost to date.
Job Master List
When printing this report, you may specify the variety of detail you want to
see: projects, start and end dates, certified, % complete, location, job owner,
phases, active, completed, etc.

PL Summary by Phase


Non-Pay Item Phase Allocation Report
This report is used to allocate within each job the total cost of the non-pay
items to the pay items. This is done on a report-only basis. No job cost entries
are posted to the system.


Job Cost Code List
This report provides a chart with 3 entries:
   Job Cost Code, Description, General Ledger Account
These three parameters are set up in the control file option. This list can be
very useful when coding invoices, preparing entries, etc.


Bid Summary Sheet


Subcontract Material Summary
This report shows quantities, materials, and subcontractor costs bid,
estimated, and actual
BRICS 2000 – Job Cost                                                    6-28



Report Generator for Job Cost
This report allows you design your own cost report by selecting the
cost/revenue codes whose amounts will be printed in the columns of the
report. You may build a report with only the costs you feel are of primary
interest. You can retrieve weekly, monthly, year-to-date or job-to-date
amounts. You can also retrieve labor hours and insert simple formulas.


To access the generator, click on Job Cost, Job Cost Reports, Report
generator for Job Cost-667. The following screen appears:
BRICS 2000 – Job Cost                                                            6-29



Setting up a report layout:


To set up a new report layout , click on the button, Edit Rpt Layout.
The Report layout maintenance screen appears:




The screen above shows the format for a Job Cost Report which will display
one line per job (or one line per phase for a selected job) the job to date costs
by major cost type in columns 1-6 and totals in column 7-9.
The first step in setting up a report is to give the report a number. Click on the
search button to see what reports have already been set up and choose the
next number. Cancel the search screen and click the add report button. Enter
the number you wish to give the report. Enter a report title. Column 1 of any
report is the job number (or job-phase number), followed by a column with a
description of the job or phase. The remaining 9 columns of the report are set
up on this screen.
BRICS 2000 – Job Cost                                                     6-30


Enter the number of columns (up to 9) you wish to have on the report. This
can be changed later if you decide you need more or fewer columns.
In most cases, Click Yes to reverse sign on income balances.
If you wish a report with unit costs, you can click the appropriate option on the
next line.
Choose one of two print masks. The first will round off amounts to the nearest
dollar. The second shows dollars and cents.
Now you can define each column of the report. Begin by entering up to two
lines of description for the heading of that column.
Next choose the type of numerical data you wish to print in this column: You
have the following choices.




Note, Bid here refers to the budget amounts entered for each cost type on a
job phase.
You can now define up to 10 different cost codes to be combined and printed
as one amount in this column. Clicking on the search button will show you a
list of the cost codes used by your company. If you scroll down you will see a
list of special codes that retrieve other data from your system:
BRICS 2000 – Job Cost                                                          6-31




These special codes allow you to retrieve weekly labor dollars and hours and
equipment dollars and hours charged to a job.


To create a formula:
If you wish to add, subtract, multiply or divide the contents of two prior
columns, enter F for formula as the type. Enter a sign (+,-,*,/) in front of the
column you wish to combine in some way. For example to divide column 1 by
column 2, enter the following in the cost types of Column 3.
+1 /2
Click ok when you are done to save your report.


Running a Report:


Click the exit button on the lower right hand side of the maintenance screen to
return to the screen as shown in the beginning of this section.
Enter the period ending date of the fiscal period for which you are going to run
the report. If you wish to run a weekly report, enter the week ending date as it
was used for the payroll system.


Enter the report number you wish to run. Use the search button if you do not
remember the report number.
BRICS 2000 – Job Cost                                                     6-32


If you wish to print one job, displaying all the phases, enter the same job
number as both the beginning and ending job. Otherwise you can enter a
range of job numbers or the system will default to all jobs in the system.
Choose the rest of the options available to customize your report. The options
on this screen are always available to change at the time you run the report
regardless of how the report format was set up.
The last item on this screen (Print Specific Phase Number) is normally left
blank but is very useful if you wish to print information on a specific cost code
(phase) across a range of job. This assumes you are using a uniform cost
code numbering system. For example you want to see your costs for code
001150, 15” PIPE, for all the jobs where that item is being used. Enter 001150
as the Print Specific parameter and the report will show one line per job and
only the costs for that cost code.


Job Cost Report by Date Range-695
This report allows you to print a summary by cost type code of a single job, all
jobs or a range of jobs. The report uses the job cost data extract-692 module
to read the detail transaction data tables summarizing the data by the range of
dates entered by the operator.
Most of the reports in the BRICS system will give monthly, year to date and job
to date information. This is one of the few reports that will give you the data by
date range. You can use module to get a report for a week, several weeks,
quarter or any time period you select.
Program Name: JC-DET.JCW (calls program CWW-EXT.JCW to extract the
data)
Section 7 - Payroll

System Overview
As timecard data is entered into the Payroll Module, the Job Cost and General
Ledger Modules are updated automatically. The Job Cost accounts are debited
according to the work performed, a range of deduction types (payables and
expenses) is credited; and Cash is credited for the Net Pay amount.


Entering Timecard Information
Menu: Payroll - Process Payroll - Timecard Entry
The Payroll Configuration screen appears:



                                                                                Choose NO only if you are
                                                                                entering data from off-site
                                                                                and do not have job
                                                                                accounts already set up for
                                                                                the system to access.




                                                                                 If you know you will NOT
                                                                                 be entering time for
                                                                                 certain days, click those
                                                                                 days OFF to save data-
                                                                                 entry time.
                                            If all entries in this batch will
           If these entries are the first
                                            be for the same Job Phase or
           for the week, mark YES.
                                            piece of Equipment, enter the
           Do not mark Yes again
                                            codes here to save data-
           during this same payroll run.
                                            entry time.

View Earnings/Deductions:
if Yes is marked, a security code will have to be entered here in order to add new
employees, view employee earnings, or access deduction fields. Set the security
code in the Control File Option of the Utilities Menu.
Marking No will hide those fields but does not prevent the input of the timecard
information.
BRICS 2000 – Payroll                                                               7-2


Enter Secured Employees:
Again, if Yes in marked, a security code must be entered in order to access those
employees designated as “secure” in their master files. All other employee files are
accessible.

Click Continue to proceed to the first Time Card Entry screen:

                                                                            Access the PR Deductions
                                                                            screen for one-time
                                                                            adjustments for this
                                                                            employee.




                                                                            See Absence Screen,
                                                                            page 7-22
                                     You may add a new employee if your security code allows. This
                                     option will take you to the Employee Maintenance section (see 7-10)


You can select an existing employee in one of 3 ways:
1. Enter the Social Security Number
2. Enter a few letters of the last name (in CAPS) and use the Next or Prev buttons
   as needed to find the employee alphabetically, or
3. Click on the Search button to pop up the Employee list to select from.
Click OK to move to the full Time Card Entry screen:
                                                                            An employee‟s time can be
                                                                            distributed to an unlimited
                                                                            number of jobs or phases
                                                                            within jobs.
                                                                            Click OK after each
                                                                            distribution to update the
                                                                            totals.
                                                                            Click Complete when all
                                                                            data for this employee has
                                                                            been entered.




                                                                             If you turned certain days
                                                                             OFF, those days will not
                                                                             display here.
BRICS 2000 – Payroll                                                               7-3


Multiple checks to one employee can be written in the same pay period. The system
defaults to check #1. If you need to write a second check to an employee (perhaps
for a bonus or vacation check), change this field to 2 after entering the first set of data
and proceed.


Enter Job Number or GL Account, Phase Number and Craft Code. The Phase
Number and Craft Code will default to those set up in the master records or to the
last number used. Override as needed. You may use the Lookup button to see
complete listings for these fields.
Workers’ Comp Code:
The code established for the employee‟s Labor Craft or Job will display here.
Type of Earnings:
The earnings type for this Employee will display here. If you enter S for Special
Earnings, a second screen will appear with Special Earnings options.
Pay Rate:
The employees‟ pay rate displays here (if Yes was marked for View Earnings
Parameter). It is accessed from the Employee Master record.
Tax State:
Defaults from the Employee Master record.
Use the Tab or Enter key to move through the grid, entering regular, overtime, or
double-time hours on appropriate days.
Verify the entries for this distribution and click OK (Alt-O). A second distribution
screen will open. Proceed with the second distribution or click Complete (Alt-C) to
close this employee, return to the Entry screen, and continue with the next employee.


When all timecards have been entered, click the Exit button. You can choose to view
or print the Edit Reports. These reports provide the breakdown of time by employee
and totals of all hours worked this period. You may choose to bypass the Edit
Reports if you are confident the timecard entries were correct.
If you find errors on the Edit Reports, return to Time Card Entry (be sure Start New
Week is marked NO), make the needed changes, re-run or view the Edit Reports,
and return to the main menu.
When you are assured that the entries are correct, proceed with Processing the
Payroll (page 7-5).
BRICS 2000 – Payroll                                                        7-4


One-time Adjustments:
Use the Chg Deducts button on the first Time Card Entry screen to access the
Payroll Deductions screen.




                                                                       If a manual check needs
                                                                       to be entered into the
                                                                       system, place the manual
                                                                       check number here to
                                                                       prevent printing. See
                                                                       page 7-10.


                                                                       Click to display the
                                                                       recalculated This Time
                                                                       deductions and Net Pay.

                                                                      If you are satisfied with
                                                                      the result, click here to
                                                                      accept the adjustments
                                                                      and return to the Time
                                                                      Card entry screen.


Use this screen to make one-time overrides or adjustments to an employee’s
deductions. Changes made here are not permanent; use the Employee Maintenance
option for that purpose.


The first column, Standard, displays the current deductions which are in place for
this paycheck. The gross and net amounts show at the far right.
You may turn a deduction type “off” by placing a  in the Zero Out column. (You
may want to turn Uniforms off for a bonus or vacation check.)
You may enter a new amount for a deduction type in the Override column. (You
may want to adjust the Uniform amount for a first paycheck.)
BRICS 2000 – Payroll                                                            7-5


Processing the Payroll
Menu: Payroll - Process Payroll - Process Payroll - Calculate
Payroll




                                                                     Once the timecard
                                                                     information has
                                                                     been entered, the
                                                                     system will lead you
                                                                     through the rest of
                                                                     this processing
                                                                     sequence without
                                                                     returning to the
                                                                     menu.




1. Calculate Payroll
The system will run an automatic merge step and then sort the Time Card File. Click
Sort Complete.
The following screen will appear:


                                                              Set the Period Ending Date
                                                              for this payroll. (You will
                                                              enter the check date on a
                                                              later screen.)




                                                              Choose the desired
                                                              reports and click Start
                                                              Printing.



Select your printer and click Start Report.
BRICS 2000 – Payroll                                                                  7-6


   If you are ready to load the check forms, click on Proceed to Write Checks
   If you want to print at a later time, click Exit without Writing Checks.
    Later, when you are ready to print, choose the Write Checks menu option.


2. Write Checks

The Payroll Check Writing screen appears:


                                                                               Verify or change the bank
                                                                               name.
                                                                               Verify the check date and the
                                                                               first check number.
                                                                               You may enter a message to
                                                                               print on all check stubs.




                                                                               The Check Format information
                                                                               should not change once you
                                                                               have set up the correct detail
                                                                               for your specific forms.




       Click here to start     Use this option if a   Use this option if you
       printing the checks.    printer jam or other   need to test the
       (Are forms mounted in   print problem          spacing, etc. of your
       correct printer?)       requires re-printing   printed checks.
       The Total fields will   of the checks
       update as the checks
       go to the printer.



3. Certified Journals
When the checks have completed printing, click on Proceed to the Certified
Reports.
The Selection and Sort screen appears:
BRICS 2000 – Payroll                                                            7-7




The decision to print certified reports on a job can be made at any time by checking
the Print Certified Box on the Job Master Record (see page 6-3). You can choose to
prevent employees from appearing on the reports by using a combination of the
options shown. For example, you have the option of not showing salaried employees,
employees who work on specified job phases (i.e., maintenance) or suppressing
categories of employees (i.e., foremen).


   If no Certified Reports are required, click Sort to proceed to the next screen and
    then click Cancel Print Request.
   If Reports are required, set the options on the Selection and Sort screen and click
    Sort to proceed to the next screen and then click on Start Printing.
   See Appendix 7E for a list of race / gender codes that appear on the report.


4. Check Register
Click Proceed to Check Register Update and Start Printing to print your Check
Register.


5. Payroll File Update
On the next screen, enter the week of this payroll (needed for some union reports).
BRICS 2000 – Payroll                                                             7-8


6. GL Job Cost Update
This step updates the job costs and the Distribution to Accounts Journal.
Click on Start Report.
Click on Exit

7. Clear Weekly Time
The final step in processing the payroll is to clear the payroll files in preparation for
the next period‟s input. (This step could be done as the first step next time, but
clearing the files now prevents confusion if more than one person is responsible for
entering data.)



Payroll Quick Reference Sheet
See the next page for a review of the steps involved in the payroll process.



Voiding a Previously Printed Payroll Check
To void a payroll check, it is necessary to run the complete payroll procedure.
   For an hourly employee, enter negative hours to the distributions used originally.
   For a salaried employee, change the salary to a negative amount equal to the
    salary of the original check.
Before leaving the distribution screen, check to see that the gross amount is
negative. After clicking OK and Complete, click Change Deductions.
On the Deduction screen, enter the original deduction amounts with a minus sign in
the Override Column. The net pay should be the negative of the original Net Pay.
The next step is very important. You need to enter a check number in the Manual
Check number box. To indicate this is a void, enter “9” followed by the original check
number.
Click Update.
You must now exit the timecard entry screen, Calculate P/R, and then Proceed to
Write Checks. Start the check writing process as you normally would. No check will
print for the voided check since there is a check number already in the manual check
number field. Proceed with the Check Register and Update.
This will completely reverse the original check, updating the employee‟s payroll
records and making the required journal entry to the general ledger.
BRICS 2000 – Payroll                                                                    7-9


                         Payroll Quick Reference Sheet
             We recommend adding or making updates to all employee records through
                        Employee Maintenance prior to any timecard entries.
       In the chart below, Menu Selections are underlined and Button Selections are shaded.

Timecard Entry

Set the configuration screens options. Click Continue
 Is the employee in the system?      NO – Add Employee YES – Enter name or SS # or Search
Click OK
Enter the codes for this employee and the hours for this distribution. Click OK
 Is the total correct?   NO – highlight and change the errors
                         YES – Is there another distribution for this employee?
    YES           NO – Click Complete
     Are there any deduction overrides to make this pay period for this employee?
       YES - Click Chg Deducts       NO - Is there another employee’s time to enter?
              YES – return to Timecard Entry
              NO – EXIT Do you want to review the input?
     NO         YES – Print and review the edit report.
             Is the Edit Report correct? NO – return to Timecard Entry
     YES – Are you concerned that there are missing cards?
YES – Missing Time Report If other cards need to be entered, return to Timecard Entry
       NO – Process Payroll; Calculate PR Click Complete
           Enter the period ending date for this payroll; choose Reports (Summary Report
           must be printed). Start Printing
       Review the reports. Are deductions, etc. correct? NO – return to Timecard Entry
            YES - Are you ready to print the checks? Are the checks in printer, etc.?
               NO - EXIT without printing
               YES – Write checks      Did the checks print OK? NO – Restart Checks
                      YES – Do you require certified reports?     NO – EXIT
                YES – Proceed to Certified PR Reports
                                                            Check Register Update
                    Proceed to Check Register Update
                    Enter the week of this payroll          Payroll File Update


                               Distribution to Account Update
                                     Clear Weekly Time
BRICS 2000 – Payroll                                                                7-10


Entering a Manual Payroll Check
If you write a manual paycheck (or for reimbursement, bonus, etc.), you will still need
to enter the information into the employee‟s pay records.
Enter the time and distribution just as you would for normal timecard entries, but use
the Deductions button to open the employee‟s Payroll Deductions screen (see page
7-4). Correct any deduction amounts as needed and enter the manual check number
in the MANUAL CHK# field. As you proceed with the Payroll Process, the pay
records will be updated as usual, except a check will not print.



Fine-Tuning the Payroll Process
Menu: Payroll - Process Payroll - Missing Time Report
This report will provide a list of all employees on the payroll master list who do not
have termination dates and have had no time entered during the current payroll
period.

Menu: Payroll - Process Payroll - Weekly Deductions
This report will provide a list of employees and the deductions taken for the current week,
year to date and the standard weekly amount that has been set up on the employee master
record.


Changing Employee Data or Adding a New Employee
Menu: Payroll - Employee Maintenance
If you wish to enter or adjust data for secured employees, you will need to input your
security code.
The Find Employee screen appears:




To ADD a new employee:

Click the Add button to go directly to the New Employee Set Up screen:
BRICS 2000 – Payroll                                                           7-11




                                                                       Use to review a list of
                                                                       craft codes




                                                                       This screen contains all
                                                                       the information you need
                                                                       to process a paycheck




Enter the new employee‟s Social Security Number, Name, Address, Rate of Pay, and
Normal Hours.
Click OK to move to the Name and Address screen.


To CHANGE existing employee data:

You can select an employee in one of 3 ways:
1. Enter the Social Security Number
1. Enter a few letters of the last name and use the Next or Prev buttons to find the
   employee alphabetically, or
2. Click on the Search button to pop up the Employee list (or Search Prior for prior
   year listing).


Click OK to move to the Name and Address screen.
BRICS 2000 – Payroll                                          7-12


Name and Address screen:



                                                            Enter any missing or
                                                            changed information
                                                            for this employee.




                                                        Exit will return you
                                                        to the Find
                                                        Employee screen
                                                        without updating
                                                        records.

                                                        Use Update to
                                                        record the changes
                                                        you made.
                 Choose one of the options buttons to
                 move to secondary employee screens.
                 See descriptions below.
BRICS 2000 – Payroll                                                        7-13


Earnings and Hours Screen:
Displays the current and prior year earnings and hours by pay type.




The data on this screen is the result of payroll transactions and should not be
modified unless under the direction of BRICS technical support to correct system
errors should they occur.
BRICS 2000 – Payroll                                                          7-14


Payroll Deductions Screen:
Allows you to set dollar amounts or percentages for a variety of deduction types.




The data in the Ytd Amt, Prior Ytd Amt and FIT by quarter are maintained by the
system and should be changed only under directions of BRICS Technical Support.
Use the column labeled “Amt” to set up a recurring deduction. The system will
deduct the amount in this column if the amount is over or equal to 1.00. If less than 1
and the deduction has been declared as a percentage type deduction (see defining
deductions under the payroll tables section of this manual) then the amount is
considered a percent and the actual deduction amount is calculated by multiplying
the percentage by the gross earnings. An example of this kind of deduction is a 401k
retirement plan.
Accounts Receivable Deductions:
Up to three deductions can be defined as “A/R” type deductions. When the deduction
is set up two numbers must be entered. The amount to be deducted is set up in the
“Amt” column and the balance owed is set up in the appropriate block in the “A/R
Deduction Balances” frame. The system will automatically deduct the set amount
each pay period until the balance becomes zero. The amount will be adjusted on the
final pay period so it brings the balance to zero automatically. Examples of these kind
of deductions are employee loans, garnishments, liens, and 401k Loans.
BRICS 2000 – Payroll                                                              7-15



Child Support Deductions:
Child support orders are given either as a flat dollar amount or as a percentage of
earnings not to exceed a maximum amount. Both the maximum amount and the flat
amount or percentage are entered on this screen.


Multiple Child Support / Garnishment Deduction Option:
Child Support and garnishment deductions can be set up on the screen shown in the
previous section and the system will make the deductions from the employee‟s check
and credit a liability account, using the last six digits of the employee‟s social security
number as the sub account. To pay the agency an invoice must be set up in A/P with
a debit to the same control and sub account. Although simple to implement there are
several shortcomings with this option. If you have multiple child supports they would
have to be combined into a single deduction amount. You also have to either pay the
child support/garnishment through an A/P quick check or set up and pay in a regular
A/P run. If you have a large number of child supports and/or garnishments this can
be a time consuming and error prone task.


BRICS does provide a more efficient way of handling child support and
garnishments. In addition to allowing multiple deductions for a single employee
without combining them, this option also will automatically create the A/P invoice for
easy payment. If you have the direct deposit option installed you can also set up the
child support payment to be processed by direct deposit. (currently accepted by the
VA Child Support Enforcement Agency- check to make sure other states will accept
the code “6” record without addenda records)
The following implementation steps should take place after the completion of the
payroll process and before starting the next payroll.


To implement the multiple child support/garnishment option:
   1. All payables for garnishments and child support deductions should be
      separated into a single A/P control account. Set up a new control account:
      “A/P – Child Supt/Garn/Liens”
   2. Change the following control file parameters under Payroll, control File
      Options:
       MULTIPLE GARNISHMENTS…. Y n1 n2
       N1 = the child support deduction number, n2 = the garnishment deduction
       number. Make sure you have a space between each of the three fields
       CHILD-GARN A/P CONTROL….NNNN
       NNNN= the A/P control account set up in step 1.
BRICS 2000 – Payroll                                                         7-16


      Page down until you find the parameter for the account number for the child
      support and garnishment deductions. This account should be changed to the
      A/P Control account you set up in step 1.
   3. Set up the vendors to whom child support / garnishments are to be paid by
      selecting A/P vendor maintenance. After selecting A/P-Vendor Maintenace-
      150, you will need to change the control account to the account you set up in
      step 1. A unique vendor must be set up for each garnishment or child support.
      The number can be assigned using the same numbering system as used for
      other vendors. For clarity you may want to enter the last name and case
      number on the first line of the address and the last name and social security
      number (without dashes) on the stub line reference. This will provide the
      required information on the check stub when paying by A/P check.
   4. You now to set up the garnishment and child support records. This can be
      done by selecting the menu option under Payroll, Misc. Payroll Files,
      Garn./Child Supports-738. The following screen appears:



                                                                    The starting date is
                                                                    for documentation
                                                                    only




   Select the employee alphabetically, by social security number or employee
   number. The name will be displayed. You can click the search deductions button
   to see if there are any other deductions set up for this employee. Enter a
   deduction number that will be used to identify this deduction. If you do not have a
   meaningful number just use 1,2,3 etc. The number need be unique for this
   employee. It can be used again for other employees. You should enter a short
   description such as “Child Support-VA” and the deduction type which is either
   garnishment or child support. To deactivate a deduction, enter “X” as the type.
   Entering the starting date is for documentation only. The deduction will take effect
BRICS 2000 – Payroll                                                           7-17


   with the next payroll run regardless of the starting date entered here. Enter the
   deduction amount or a percent (25% is entered as 25.00). Do not enter both. If
   both are entered, the flat dollar amount will be used and the percentage ignored.
   Enter a maximum amount only if this is a child support type deduction. If this is a
   garnishment deduction, enter the total amount to be paid by the employee in both
   the current and original balance fields. Enter the vendor number to whom the
   payment is to be made. The stub line field will be printed in the invoice description
   area of the check stub. This can be the last name, case number and social
   security number if required by the reporting agency. If this is a child support and
   you wish to pay by direct deposit, click the direct deposit box so a check mark
   appears and enter the account and transit numbers as provided by the agency.
   This same screen can be accessed through employee maintenance so you can
   set up a child support or garnishment at the same time you are making other
   changes to the employee‟s master record.
   The system has now been set up and we are ready to process a payroll.
BRICS 2000 – Payroll                                                      7-18


   Processing the Child Support / Garnishment:
   The payroll system will calculate each deduction when the employee‟s time is
   entered. If you wish to see the deduction amounts click complete on the screen
   and then click on Chg Deductions. The following screen appears:




   The deductions have been calculated and displayed in the “this time” column. Any
   deduction can be overridden with a new amount by entering that amount in the
   override column. If you do not want anything taken out this check, click on the
   zero out column. Child supports and garnishments cannot be modified on this
   screen. If you wish to see how the deduction was calculated or if you need to
   override you must click on the “Change Deduction” button displayed on the
   deduction line. The following screen will appear and you can make the same type
   of changes you made for the other deductions on the previous screen.
BRICS 2000 – Payroll                                                            7-19




   Direct Deposit:
   If you have set up the deduction to be paid by direct deposit, the system will
   create the appropriate record on the ACH file. You will see entries on the direct
   deposit report for all child support deductions. They will appear at the end of the
   report after all the employee checks. The total of the report will be the sum of the
   net pay plus the child support deductions set up for direct deposit.
   Payroll Update:
   The distribution to accounts will post a credit for each child support deduction
   using the A/P control account specified and the last six digits on the employee
   social security number. Another journal entry will be made during the update
   process using the check date as the book date for all garnishments paid by direct
   deposit. This will debit the A/P account and credit the cash account. In this case
   the sub account will be the vendor number. If not being paid by direct deposit the
   system will generate and A/P invoice under the A/P control account set up in step
   1 above.
BRICS 2000 – Payroll                                                             7-20


Paying the child support and garnishments:
If the deduction was not set up for direct deposit, then an invoices is generated
automatically by the system. All payments can then be processed in a single A/P
check run by Selecting Prepare checks for the A/P Child Support/Garn control
account and paying by due date. Since only the garnishments and child support
deductions are in this account, you will not need to select by vendor. This makes
remitting the child support and garnishment payments a simple process with a few
clicks of the mouse. The check update will credit cash and debit the A/P control
account and the vendor sub account. Although the sub accounts will not clear to
zero(debit is to the employee sub account and the credit is to the vendor sub
account), the total in the control account will always balance to the list of invoices if
you run a cash requirements report for the A/P-child support/garn control account.
BRICS 2000 – Payroll                                                              7-21


Pay Rate Screen:

Allows you to set current pay rates and view pay history for the employee as well.

You may enter a new pay rate with an effective date and reason code (maintained in
P/R Tables). The effective date of the increase will default to the last review date (if
present) or today‟s date. Override as needed. Note that the pay review date and the
date of pay change are two separate dates.
Pay Rate Screen:

                                                                   You have the option of
                                                                   setting up an hourly rate to
                                                                   represent fringe benefits
                                                                   provided by the company.
                                                                   This rate will be multiplied
                                                                   by the hours worked each
                                                                   pay period (not including
                                                                   OT) and optionally print on
                                                                   the check stub and/or the
                                                                   certified payroll reports.

                                                                   To use this option and to
                                                                   print in both the journal and
                                                                   the stub, change the
                                                                   Payroll Control File option:
                                                                   Fringe?/Jrnl?/Stub?: Y Y Y




Payroll Transactions Screen:

Set a date range and view employee hours, gross, net, and rate of pay in check/date
order.
BRICS 2000 – Payroll                7-22


Absence screen:




                       Defaults will be
                       today‟s date and 8
                       hours. Override as
                       needed.



                       View or print a report
                       for a specific
                       employee (if identified
                       above) or all
                       employees (if Find
                       Employee field is left
                       blank) for a specific
                       date range.
BRICS 2000 – Payroll                                                            7-23


Payroll File Maintenance
Menu: Payroll - Misc P/R File Maintenance . . .

. . . . Absence File
This option allows you to enter, view, or print absence information for employees.
You may select a specific employee or obtain a report on all employees for a specific
date range. See page 7-22.
. . . . Production File
This option is used to make changes to the file that is used in generating the Labor
Production Reports. *
. . . . Change SS#
The Social Security number is the key to all employee records. It cannot be changed
through the normal maintenance procedure. This menu option allows the entry of the
old number, then the new number. All required files are updated.
. . . . Pay Rate History
This file is updated whenever the rate of pay is changed during employee
maintenance. This option can be used to add past history or correct pay rate
changes.
. . . . Workers Comp Detail File
This option is use to make changes to the file that is used in generating the worker‟s
compensation report. *
. . . . State Earnings
This option is used to modify quarterly payroll earnings records of either the current
or previous payroll years. *


* These maintenance options are rarely needed since the affected files are updated
automatically by the payroll update process.
BRICS 2000 – Payroll                                                             7-24


Customize your Payroll Module
Menu: Payroll - Control File Options
The control Files for the Payroll Module are established at set-up of the BRICS 2000
system. A security code is required to access this menu item, which is used to
update the Tax Tables. BRICS Technical Support applies these changes at the end
of each calendar year.



Setting Up the Payroll Tables
Menu: Payroll - Tables. . .

. . . . Deductions
This function is used to set up the payroll deduction types during initial installation or
if a new deduction type is added later.
A=Per Week             E=Hours Worked                  I=Maximum 40 Hours
B=Per Month            F=% of Gross                    J=Child Support
C=On Demand            G=OT/DT Pay Only                K=Garnishment
D=Hours Paid           H=Accounts Receivable           L=EIC Payment
401k plans should be set up as F, so either a % or gross or a flat dollar amount can
be used. If the amount set up is < 1.00 then the system will treat it as a percent.
Employee Loans and any other deduction which reduces a pre determined balance
should be set up as H. Garnishments are treated in the same way. You can have
two additional A/R deductions in addition to garnishments.


. . . . Work Comp Codes
This function is used to set up the workers compensation codes and actual rates
being used for your company. You can also set the B.i. and P.D. rates.
. . . . Craft Codes
Set your labor classification codes here. Each employee must be assigned a code.
(Ex: 001=clerical; 123=mechanic, etc.) Each code must then be linked to a Workers‟
Comp code defined above.
BRICS 2000 comes pre-loaded with the VDOT labor classification codes.
. . . . Pay Scales
This option allows you to set up minimum pay scales for those jobs that require them.
During payroll input, the system will compare the minimum rate with the employee‟s
rate and choose the higher for any distribution charged to that combination of job and
lab or classification.
BRICS 2000 – Payroll                                                            7-25


. . . . Pay Increase Reasons
Build your own table of 2 character codes as reasons to be used when giving
employee raises.

End-of-Month Payroll Tasks
Menu: Payroll - Monthly. . .
  . . . . Union Report
This is used to meet reporting requirements of unions. After running this report you
should clear the information with the following menu selection.
   . . . . Clear Monthly File
This selection clears the Union Report data. It should be done monthly (to control the
growth of the file) even if union reporting is not required.
   . . . . Bank Check Recon
The instructions for bank reconciliation are contained in the Accounts Payable
module (see page 1-24).
   . . . . New Hire Report
The Child Support Enforcement Agency requires this report. It prints a list of all new
hires during the month. The information is based on the hire date in the employee
master file.



End-of-Quarter Payroll Tasks
Menu: Payroll - Quarterly. . .

   . . . . Quarterly Earnings
This report provides quarterly payroll data for any quarter of the year. Specify the
quarter (1-4) and state needed.
BRICS 2000 – Payroll                                                           7-26


End-of-Year Payroll Tasks
Menu: Payroll - Year End. . .

   . . . . Year End Closing
Perform a complete backup before proceeding with this option. The backup files
should be stored in a permanent, secure location.
This selection will clear all payroll earnings records and workers compensation totals
for the year. This procedure should be done once and only once prior to
running the first payroll of the new year. If you are unsure if this has been done,
run an Earnings Report. If Year-to-Date totals equal zero, the year end closing has
been done.


Prior to running the first payroll in the new year, be sure to update tax tables
according to the instructions sent to you from BRICS.


   . . . . Print W2s
You may print W2s for the current or prior year, which means you may run a new
year payroll before you print the W2s.
Here are some suggestions for the W2 process:
1. Order an adequate supply of W2s. Allow for some test prints or re-prints. Allow
   plenty of time to receive them in time to print and distribute by Jan 31.
2. If you have additional items that may need to be added to W2s (company paid
   vehicles, for example), enter these into employees‟ records.
3. Run all Payroll reports and review for needed corrections or adjustments.
4. Run a set of W2s on plain paper to verify totals and correct boxes, etc.
5. Verify that the FICA and Medicare limits are correct for the year you are
   processing. See screen on next page.
6. Test print
7. Run W2s and review before distributing.
TIP: If you are only operating with one payroll state, print the copy for that state by
clicking on the box in front of it. Leave the federal copy unchecked. If using a laser
printer, reprint for all 6 copies. If using an impact printer, run 2 copies of 3 parts
each.
If you have multiple payroll states, run the federal copies (will contain no state
information), and then choose each state for the additional state copies needed on
subsequent runs.
BIG TIP: If using a laser printer, select printer 2 win spooler-direct.
BRICS 2000 – Payroll                                                         7-27


When you select Print W2s from the menu the following screen will appear:


                                                                    Your Federal ID
                                                                    Number,
                                                                    Company name
                                                                    and address will
                                                                    appear here.

                                                                    The system will
                                                                    default to the Prior
                                                                    Calendar Year,
                                                                    assuming that the
                                                                    Year End Close has
                                                                    already been
                                                                    performed.




                                                                     You should run a
                                                                     Test Print to verify
                                                                     the alignment of
                                                                     the forms

The W2 options should be pre-set for your company and will not need adjusting.
Select Start Processing; the following screen will appear:


                                                                    Each state for
                                                                    which you will
                                                                    need W2s will be
                                                                    listed below the
                                                                    FD (Federal)
                                                                    option. Choose
                                                                    which sets you
                                                                    want to run by
                                                                    clicking in the
                                                                    box(es) to the far
                                                                    left and click Start
                                                                    Printing
BRICS 2000 – Payroll                                                         7-28




   . . . . Clear Vac / Sick hours
This option will clear the accumulated vacation and sick hours for all employees.
If your vacation and sick plans start over at the end of the calendar year, you should
run this option after the last payroll (based on week ending date) for the year.
If you vacation and sick plans are based on employees‟ anniversary dates, you
cannot use this option.
BRICS 2000 – Payroll                                                             7-29


Payroll Reports
If you are unfamiliar with a particular report, or unsure of what detail you want to
request, consider viewing the report on the screen first.
Earnings by Class

Employee Lists
A variety of report types and sort options are available from this menu item.
Employee Earnings
Choose to print earnings for the current or prior year; for all employees (summary or
detail) or for selected employees. You set the to-from dates and sort by Employee or
Social Security Number.
Job-Employee History
This prints a detail labor cost report by job (for all jobs or a selected job) of each
employee‟s time charged to the job and the associated payroll burdens charged to
the job for taxes and insurance.
Deduction Register
This report should be run prior to clearing the payroll for the week. It will list each
employee and give the totals for each deduction for the current week, year-to-date,
and the amount of the standard deductions set up for each individual employee.
Labor Class List and Workers Comp Code List
The Labor Class report provides a list of the labor classification codes and the related
workers compensation codes as supplied by your insurance company. The Workers
Comp Code List shows only those codes.
Time Card Labels
This option prints employee information on 1 to 3-across labels needed for time
cards.
Address Labels
This option prints employee name and address information on 1 to 3-across mailing
labels.
Labor Production 1 and Labor Production 2
These reports contain the number of hours per job with associated comparisons to
budgets and unit costs.
Telephone Directory
This report lists each non-terminated employee with their telephone number (if it was
entered into the Employee Maintenance screen).
ESOP
This report contains fiscal year earning information to be used for ESOP reporting. It
generally needs to be customized for each site that requires such a report.
BRICS 2000 – Payroll                                                          7-30


Detail Earnings
This selection will provide you total earnings by employee for a specific time period.
This is useful for those companies whose fiscal year does not coincide with the
calendar year, for which most payroll information is maintained.
Weekly Earnings by Type
This report displays the total earnings per employee by regular, overtime, and
double-time, as well as other and non-taxable earnings.
EEO Reporting: Form C28, C57, C64
These selections provide the monthly information required for EEO reporting.
Workers Comp
This report provides the total earnings for each comp code for a specified time
period. It multiplies the earnings by your rates to give the amount of premium owed.
The earnings are comprised of all regular earnings and two-thirds of overtime
earnings.
VDOT Payroll Roster
This report is printed in the format required for the VDOT report.
BRICS 2000 – Payroll                                                              7-31


Appendix 7A – Direct Deposit System
The BRICS 2000 payroll system Direct Deposit Module provides convenient and
reliable direct deposit of payroll checks by automatically transferring funds to virtually
any financial institution.
Each employee is allowed deposits to up to four different accounts. All employees do
not have to participate. The system prints payroll checks to those employees not
enrolled in the system, then it prints remittance forms for those who have chosen
direct deposit. The remittance form will inform the employee of the amount of funds
going to the bank accounts he or she has chosen.
The check writing procedure produces an electronic file that can be transmitted to
your financial institution in the standard ACH format. A report is also printed showing
all employees with direct deposits and their weekly check totals.
When ordering the direct deposit remittance forms, be sure to use a numbering
scheme different from your payroll checks. This will facilitate automatic bank
reconciliation of returned checks.

Implementing the System
1 – From the BRICS Menu, select Payroll, Control File Options and enter your
security code. Page down to the next to last page and find the following option:
    DIRECT DEPOSIT (Y/N) Enter Y to turn on the direct deposit system.
2 – To enroll the employees desiring direct deposit, select Payroll, Direct Deposit
System. Enter employee and bank information.



                                                                            Use the
                                                                            Pre-Note (Pre-
                                                                            notification)
                                                                            Status Codes
                                                                            when first
                                                                            setting up a
                                                                            new file.
BRICS 2000 – Payroll                                                              7-32


3 – After all information is entered, send a pre-note file to your financial institution for
verification.
They may also request a test file with live information. To do this, change the status
codes from pre-note to deposit checking or saving. Enter test payroll data and
proceed to the check writing step. After the check writing step, you can send the file
to the financial institution for verification. Clear the test payroll.
4 – You will need to supply BRICS Technical Support with the bank codes, etc. to be
used on the header record. Testing the system will verify that all the correct data is in
place. Please ask your bank for the following codes:
Code “1” record: Bank code for columns 4-13.
Code “5” record: Bank ID number
Name of the ach file to be created: for example: mcompany.ach
5 – Once the system is fully implemented and a new employee requests to enroll,
you should enter his bank account data and set him up on a “pre-note” status. The
payroll record will process and the employee will receive a check, but this gives the
bank an opportunity to verify the bank accounts. If all is well, you will change his
status from pre-note to checking or saving for the next payroll period.


Processing the Payroll
The Payroll processes exactly as it did without the direct deposit system
implemented. When you get to the check writing screen:
1 – Enter the check date and check number. Put the actual checks in the printer.
2 – After the checks are finished printing, the system will prompt you to remove the
check forms and put in the remittance forms.
3 – After the direct deposit remittance forms have printed, the system will stop and
request the forms be removed and paper put back on the printer. The direct deposit
report will then print.
4 – The payroll process resumes as normal. All checks will appear on the check
register.


The direct deposit file can be sent to the bank via e-mail or by direct transfer with PC
Anywhere or a software program of your choice. The financial institution will advise
on how the file should be sent. The file will reside in the bricsw\homew directory of
the local drive where the checks were printed.
BRICS 2000 – Payroll                                                          7-33


Appendix 7B – 401K \ IRA \ SEP IRA System. . .

Implementing the System
1 – From the BRICS Menu, select Payroll, Control File Options. If your system does
not already have a deduction labeled 401K, select a blank deduction to be used by
your system. See pages 2 and 3 of the Control File parameters to review all
deduction types.
2 – From the Payroll Menu, select Tables, Deductions. Your 401K deduction should
be Type F - % of Gross.


Plan Maintenance
Enter the name of your plan, the deduction number (from your control file), the
starting month (usually January), the matching %, the maximum %, and the
maximum employee contribution per year.




Employee Maintenance
For each employee participating in the 401K plan, use the Employee Maintenance
option to set up the contribution. Select the Deduction button, then enter the amount
of the deduction in the “Amount‟ column (column 1) on the 401K deduction line.
Note: an amount less than 1 ( .25 for example) will be considered a percentage of
gross; any amount greater than 1 will result in a flat dollar amount being deducted (25
= $25.00).


401K Withholding
Each week the calculated percentage of gross pay or the flat dollar amount will be
deducted from the gross earnings. If this calculated deduction plus the total amount
of 401K contributions previously deducted year-to-date exceed the 401K maximum
(entered in Plan Maintenance), this period‟s deduction will be adjusted so the
maximum is not exceeded.
The 401K deduction is subtracted from the taxable gross earnings prior to the federal
and stated income tax calculations. It does not affect the calculation of FICA or
Medicare tax withholdings.
BRICS 2000 – Payroll                                                           7-34


Note: if the 401K amount is overridden on the payroll deduction screen during
timecard entry, the test for the maximum contribution is not done. The override
amount will always be deducted.


Contribution Report
This can be customized for your site. It has the ability to produce a diskette for
transmittal of data to the financial institution managing your 401K plan. It will
calculate and print the employer matching contribution.

Eligibility Report
A list of eligible employees, this report can be customized for your plan.
BRICS 2000 – Payroll                                                            7-35


Appendix 7C – Payroll States

If you wish to withhold state income tax or pay state unemployment to any state, that
state must be set up in the PR-CONTROL FILE OPTIONS.

Setting Up A State
In the Payroll Control File Options screen, page down 5 pages and you will be in a
section where you can set up payroll states. Each state has three entries: the state
number (see list at the end of this section), the SUI percent, and the SUI maximum.

The current release of the software contains income tax tables for the following
states:

VA (44), MD (18), NC (31), SC (38), PA (36), WV (46), DC (51)

TN has no state income tax.

If you plan to start working in a state not listed here, contact Technical Support and
the state income tax tables will be added to the software.

Determining the Payroll State
On each employee‟s deduction screen in the master file record is a field, TAX BY
JOB/EMP. If this field is set to J, the employee will be taxed by the state in which the
job is located. If this field is set to E, the employee will be taxed by the employee‟s
home state. The home state is also on the deduction master screen.

If an employee is being taxed by the job location and his time is charged to a general
ledger account (such as vacation salaries), the payroll state defaults to his home
state.

If a job does not have a state code, then the system defaults to the employee‟s home
state.

If you wish to have income tax withheld in one state and unemployment insurance
paid in a different state, contact technical support for a custom programming change.
BRICS 2000 – Payroll                7-36


Payroll States:

   01   "AL"           27   "NH".
   02   "AZ"           28   "NJ".
   03   "AR"           29   "NM".
   04   "CA"           30   "NY".
   05   "CO"           31   "NC".
   06   "CT"           32   "ND".
   07   "DE"           33   "OH".
   08   "FL"           34   "OK".
   09   "GA".          35   "OR".
   10   "ID".          36   "PA".
   11   "IL".          37   "RI".
   12   "IN".          38   "SC".
   13   "IA".          39   "SD".
   14   "KA".          40   "TN".
   15   "KY".          41   "TX".
   16   "LA".          42   "UT".
   17   "ME".          43   "VT".
   18   "MD".          44   "VA".
   19   "MA".          45   "WA".
   20   "MI".          46   "WV".
   21   "MN".          47   "WI".
   22   "MS".          48   "WY".
   23   "MO".          49   "HI".
   24   "MT".          50   "AK".
   25   "NE".          51   "DC".
   26   "NV".
BRICS 2000 – Payroll                                                                   7-
2

Appendix 7D – FIELD REPORTING

The field reporting module provides for expedient data entry of all information
originating at the project site. This system can be used for direct entry of labor hours,
equipment usage and units of production. If used in the field the data can be sent
electronically to the home office for importing into the accounting software.

The same modules are part of the menu system of the BRICS 2000 accounting system
and can be used by the accounting department to enter the data from daily crew
timecards. Data entered from the timecards into a single screen will accommodate
payroll, equipment hours and units of production. This could replace entering of data
from three separate data entry screens that now exist in BRICS 2000.

OPERATING INSTRUCTIONS:

Assigning Crews:

The system works on the premise that the employees and equipment are assigned to
crews although they can be moved between crews during the payroll week if needed.

The employees can be assigned to a crew using the employee maintenance screen.
The block on the screen is labeled Division/Crew and is found in the Job Information
frame on the first maintenance screen.

The equipment can be assigned to a crew using the Equipment Master File menu
selection. The block on the screen is labeled Crew No and is found just to the left of
the Job History button.

In either case the crew number is from one to four numeric digits.

Helpful Hint: The employees and equipment crew assignments can be made on the fly
as the timecards are entered by using the „Add Employee to Crew‟ and „Add
Equipment to Crew‟ buttons found on the data entry screen. More about this in the
instructions on entering daily crew data.

Setting the Period Ending Date:

To start a new week of payroll, the previous week‟s timecard file should be cleared by
using the „Clear Payroll‟ menu selection. Prior to using the daily crew data entry
screen the period ending date for the new week should be entered into the system.
This is done under the payroll menu selection, „Timecard Entry‟. By entering the last
day of the pay period here, the crew system will be able to verify the dates entered.
They must be one of the seven days prior to and including the period ending date. This
is important due to the fact that if a crew is entered with the wrong date, the crew
would have to be deleted and entered again with the correct date.
BRICS 2000 – Payroll                                                                      7-3



With the crew assignments made and the pay week date set up, we can start entering
timecards.

The system is designed to enter labor, equipment and units of production on the same
screen in a single operation. You can also choose to enter only the labor hours or only
the equipment/production data. This is controlled by the menu selection made when
entering the system.




531- Select this option to enter only labor hours

532-Select his option to enter only equipment hours with the option of entering
production.

533- Use this to enter all data on a single screen.

Click continue to accept the period ending date displayed or enter a new period ending
date.
BRICS 2000 – Payroll                                                                 7-
4
After making any of the three selections the following screen will appear:




The production quantity line and the Add Eqp button do not appear when entering
labor only. Conversely the Add Emp to Crew button does not appear when entering
equipment and production only.

Entering daily data for a Crew:

The system defaults to the first day of the seven day work week. Enter the day of the
timecard you are getting ready to enter. If the day does not fall within the work week
an error will be displayed. Enter a correct date before proceeding. Use a four digit
year. If the month, day or year is correct, pressing the enter key will accept the date
displayed.

Enter the job number. If a valid job number is entered the description of the job will be
displayed below the job number. Clicking on the ? will pop up a window of valid
jobs from which to choose.

Enter the foreman/crew number. If you do not know the number, click on the ? and
employees will be listed by crew number. Click on the foreman (or any of the
employees listed) to access that crew number. The crew number will be displayed as
well as the first employee of that crew. The employees are sorted by labor craft so
BRICS 2000 – Payroll                                                                      7-5


normally the name shown will be the foreman‟s name. The crew is selected by
foreman name even if you‟re only entering equipment time. After the crew number is
entered all employees of that crew and pieces of equipment assigned to that crew will
be displayed in the grid below. If you chose only to enter labor hours, the pieces of
equipment will not be shown and conversely if you chose to enter only equipment, the
employees will not be shown.

At this point you can add employees or equipment to the crew by clicking the „Add‟
buttons at the bottom on the screen.

Adding an employee:

Click on the „Add employee button „. A window opens entitled „Add Employee to
Crew‟. Click on the ? to see a list of employees in alphabetical order. DblClick to
select an employee. The employee name and default craft will be displayed. You may
change the craft code if the employee was doing something other than his normal
craft on this job. If the employee worked doing several different things this day you
can continue to add the employee multiple times changing the craft code as needed.
The final box allows you to make this a permanent crew change by putting a Y for yes
on the line labeled „Keep Crew Assignment‟. This will change the crew number on the
employee‟s master record. When the screen is correct, click Add to place the
employee on the crew. The Add employee screen disappears and the employee should
now be displayed in the grid.

Adding Equipment to the crew:

Click on the „Add Equipment‟ button. A window opens entitled „Add Equipment to
Crew‟. Enter the equipment number or click on the ? and choose the piece of
equipment by dblclicking . Click Add to place the piece of equipment on the crew.
The screen will disappear and the equipment will be displayed in the grid. The class is
meaningless for equipment so 999 is displayed. If entering both labor and equipment,
employees will always be displayed first in the grid. The equipment crew assignment
is always changed on the equipment master record to the last crew for which time was
entered.

Entering hours:

The main premise of the crew entry system is that all employees and units of
equipment on a given crew will work the same (or close to the same) number of hours
on a given set of cost codes. The next data entry then is to choose the cost codes that
have been worked on that day. Up to five different codes per job can be worked on by
a crew in a given day. In the unlikely event that there are hours worked on more than
five codes, see the FAQ section for additional instructions.

Enter the first six digit cost code (also referred to as phase code or pay item) in the
first column or use the ? to choose a valid cost code. Continue across the screen until
BRICS 2000 – Payroll                                                                    7-
6
all codes have been entered. As each code is entered the description is displayed
below. When you press the enter key , leaving a cost code block blank, this indicates
you have entered all the cost codes needed and the cursor moves to the production
quantities block.

If production quantities are not being entered or your are entering labor hours only,
skip to the next paragraph of instructions. Enter the production quantities in the
column under the appropriate cost code. When the quantities have been entered the
cursor moves to the crew hours line on the screen.

Entering hours for the Crew:

Enter the number of hours worked by the crew in the column corresponding to the cost
code above it. Hours will not be accepted for a column if the cost code is blank. Press
the enter key to move to the next column until you reach the copy button. Pressing or
clicking on the copy button will move the crew hours entered to each employee and/or
piece of equipment displayed in the grid below. The cursor will move to the OK
button. If the crew is correct press the enter key to update the crew for that day and
job.

Entering hours on the Crew line is optional. You can skip this and enter individual
hours for each employee for each code. The crew line is intended as a time saver only.
After the copy to the members of the crew has been done the crew hours entered are
not used in the system for any other reason.

You may now vary each member of the crew by clicking into the grid and entering or
changing the hours displayed. If a member of the crew did not work at all that day
enter zeroes for his hours. An employee with no time will not be exported to the
payroll system. He will remain in the grid however as a member of the crew. The
system will automatically calculate the number of overtime hours when the time is
exported to the payroll system thus you do not have to differentiate regular from
overtime as the hours are entered into the grid. If you wish to change how the overtime
is allocated you can do that by calling up the employee in the timecard entry screen on
the payroll menu.

Totals for each crew member will be displayed in the last column and the total hours
for the crew will be displayed below the grid.

Entering data in a grid:

The grid operates in two different modes: navigate mode and entry mode. While it is
in navigate mode, the arrow keys move the cursor around the grid. This is the default
mode. The grid shifts to entry mode when the user starts to modify data. In this
mode, the arrow keys are used to edit the current cell's data. When the user finishes a
cell, the grid returns to navigate mode.
BRICS 2000 – Payroll                                                                      7-7


The following keys are used in navigate mode:

Up/Down Arrow moves cursor to the same column in the previous/next record

Left/Right Arrow moves cursor to the previous/next column in the record

Tab (with USE-TAB) moves cursor right, wrapping to next record when at last cell in
record

Backtab (with USE-TAB) moves cursor left, wrapping to the previous record when at
the first cell in record

Home moves to first column in record

End moves to last column in record

Page Up/Down moves cursor up/down one page

Enter shifts to entry mode for the current cell; highlights contents for editing

Shift-Enter moves cursor to the first column of the next record

Any printable character shifts to entry mode for the current cell; overwrites contents
with character

When in entry mode, the user types into an entry-field control. All of the editing keys
usable by an entry field are usable here. The user leaves entry mode by typing Enter
or Tab/Backtab, or by clicking on another cell with the mouse.

.
BRICS 2000 – Payroll                                                                   7-
8


Following is a sample screen after data has been entered for a crew:




Click OK when you have correctly entered all data on the screen. All data on the
screen will be cleared except the date and you can repeat the process for additional
days and crews.

Entering Special Earnings

To enter travel pay, per diem, or other pay adjustments in flat dollar amounts, position
the cursor on the employee‟s name in the grid. Click on the „Special Earnings‟ button
at the bottom of the screen. A pop up window will appear. Verify the employee‟s
name and then enter the code, cost phase and amount of earnings. Each employee can
have up to two special earning amounts per day. If your cost codes for the special pay
are consistent these can be pre-set in the screen as defaults. When the amounts are
entered click ok to return to the previous screen.

Entering Holiday/Vacation Earnings

Normally holiday and vacation hours are paid based on the regular hourly rate of an
employee. Those hours are not counted toward the 40 hour threshold for the
calculation of overtime pay. For example, Thanksgiving day is a paid holiday. If an
BRICS 2000 – Payroll                                                                    7-9


employee works 10 hours per day the other four days of Thanksgiving week plus 4
hours on Saturday he will receive 48 regular hours plus 4 hours overtime. Had it been
a normal week he would have received 40 regular hours and 12 hours overtime.

In order for the system to exclude the vacation/holiday hours from the overtime
calculation you must set up the parameter in the Crew Control File menu option-534.
For example if account 7025 is vacation pay and 7030 is holiday pay, the screen
would look like the following:
BRICS 2000 – Payroll                                                                7-
10
When entering time, the crew data entry screen may look like the following:




Enter the account number in the job block. If the account number is a G/L account
enter all zeros as the cost code. If the account number is a CTL account enter the
appropriate sub account as the cost code. When the edit report is run, you will see the
hours have been counted as regular hours.



Completing the Timecards

After all the time for the week has been entered you can optionally run an edit report
which will show you the crew members alphabetically and list the hours worked on
each day and cost code. The calculation of overtime will be displayed as well. If you
need to make corrections, enter the date, job and crew number to bring the crew back
on the screen and make the needed changes.

Exporting the file:
BRICS 2000 – Payroll                                                                    7-11


When all time has been entered click on the export button. If you are entering labor
hours the CREW TIME CARD UPDATE screen will appear. Click on start update.
The total hours updated will be displayed. Click on Export complete.

The next screen will be the Importing Payroll screen. Click on the Start Import button.
The employees will be displayed as the are imported. Total hours and total employees
will be displayed and at the end and the importing complete button will appear on the
screen. Click on this button.

If you were entering equipment only the payroll export/import will not appear. If you
were entering equipment/production the screen titled

CREW TIME EQUIPMENT/PRODUCTION UPDATE

 appears. Click on start update. Export complete and totals will appear. Click on the
export complete button.

At this time control is returned to the main menu.

Updating Equipment/Production

The appropriate data has been copied to the work files for equipment and production
on the work station from which the export was done. You can now enter equipment-
Enter usage hours on the menu or Job Cost-Enter job quantities completed menu
items. Clicking the batch search button on these screens will confirm the data has been
transferred. You can then add or change entries, run an edit report and proceed to
update to complete the process.

Running the Payroll:

Select Payroll/Process Payroll/Timecard Entry. The time imported is now available on
the timecard entry screen just as if you had entered it there. You can add office
employees, shop employees, make deduction changes, etc. After this is done calculate
the payroll and run the reports. From this point the payroll procedure is the same has
had all time been entered in the Payroll Menu timecard entry screen. The crew time
card file was deleted when the import was done. If changes need to be made they must
be done through the Timecard entry process by accessing individual employees.
BRICS 2000 – Payroll                                                                   7-
12



Frequently Asked Questions:
Can I add office or shop employees prior to importing the field labor time?

  Yes, it can be done either before or after the field data export.

Can some of an employee’s time be entered in the weekly payroll system and then
the rest imported from the Crew Payroll system?

  Yes, but keep in mind that the crew system automatically calculates overtime and
would not know of any time already in the weekly payroll file. This could cause an
erroneous division of hours between regular and overtime.

What if a crew works on more than five cost codes on a given day?

   At this time there is not a way to handle this situation in the crew entry screen. The
additional time would have to be entered using the Payroll Menu/Timecard Entry
screen after the export is done.

Can equipment and labor be entered at the same time?

 Yes, you may get some status 99 busy messages but by retrying you can continue
your data entry. The exports can be done separately. The only warning here is if the
„copy‟ crew hours option is being used, the crew hours entered for equipment could be
different from the crew hours entered for the labor. The last set of crew hours entered
will be kept by the system. This may be confusing but presents no problems since the
copy button put the hours on each individual record and changing the crew hours does
not affect these records unless another copy is done.

How do I set up the system for field reporting?

 Each week you would create a file which would contain the crew information for
individual crews and email or otherwise send them to the job site. The data would be
entered and sent back to the home office and imported into the system. This will have
to be done for each reporting crew.

Since the exact steps will vary at each location contact BRICS technical support for
detailed instructions and installation procedures if you wish to install field reporting
from job sites.
BRICS 2000 – Payroll                                                                    7-13




Appendix 7E – RACE / GENDER CODES

The following codes will appear on the Certified Payroll Reports to indicate race and
gender.

0 – White Male
1- White Female

2- Black Male
3-Black Female

4-Hispanic Male
5-Hispanic Female

6-Native American Male
7-Native American Female

8-Asian Male
9-Asian Female
BRICS 2000 – Payroll                                                                 7-
14

Appendix 7F – SPLIT PERIOD PAYROLL ALLOCATION

If the payroll period ends prior to the 7th day of the month the system can optionally
prorate the payroll to both the old and new month based on the hours worked. The
system will create two journal entries, one dated the last day of the previous month
and one dated with the payroll period ending date which will be in the current month.
The system will calculate the percentage to be charged to each period and display the
percentage on the screen. The operator can change the percentages prior to the final
calculation. The percentage will affect every account in the payroll posting. A third
entry which affects only two accounts will be made using the check date as the posting
date, crediting cash and debiting the accrued payroll account.

To use this feature the following parameters should be set using the following Payroll
control file options:

Page 1 of options: Split Period J/E……………Y
                   Make Accrued P/R entry…Y
Page 5 of options: P/R Accrual Account……..(enter 4 digit account number)

The first two entries mentioned above will make credits to this account totaling the
amount of net pay. The third entry will debit this account and credit the cash account
using the check date as the book date.

The following page contains a sample screen that would appear if all parameters have
been set and the period ending date falls during the first six days of a month:
BRICS 2000 – Payroll   7-15
BRICS 2000 – Payroll                                                                   7-
16

Appendix 7G – Importing Payroll from HeavyJob

Export form HeavyJob:

Choose BRICS accounting when exporting timecard information.

The default file name in HeavyJob is “HCSSACCT.TXT”.

Rename the file to “HCSS-PR.TXT” and place in in the bricsw/fileaw folder on your
network drive.

Import to BRICS:

To import payroll timecard information from HeavyJob, select the Payroll menu
option,‟Import from HeavyJob-745‟.

Verify or change the week ending date that is displayed on the screen.

Click Start Import. The imported data will be displayed as is it processed. A report
will be printed showing hours for each employee with the distributions. If errors are
found a message will be displayed to the screen. Consult the report for a list of errors.
Correct the errors by setting up jobs, phases, employees, etc. Restart the import
procedure. Only after the file is error free will it be exported to the currrent week‟s
payroll file for processing.

When the file is being exported to the BRICS weekly payroll file, that import screen
appears. When it is complete you are ready to start the weekly payroll process by
selecting Payroll, Process Payroll, TimeCard entry.

Additional time can be entered, then an edit report is printed. See the payroll
instructions for more detailed information.
BRICS 2000 – Payroll   7-17
Section 8 – Plant Ticket System

System Overview
The Plant Ticket System is designed for those construction companies who
operate their own quarries and/or asphalt plants. The system was designed to
interface with automatic scale systems. The system can also work on a stand-
alone basis in which the tickets from the scale house can be entered manually.

Features of the system:
Allows:
  entry of accounts receivable tickets
  internal transfers of material to jobs
  entry of cash transactions
  set up of external or internal price files for individual types of stone or
     asphalt
Prints:
  accounts receivable invoices
  inter-company reports
  plant history reports
Automatic update of:
  accounts receivable files
  job cost accounts
  plant cost accounts
  general ledger accounts

When used in conjunction with the Plant Inventory System the system will
also:
  allow set up and maintenance of formulas for each asphalt mix
  allow monthly allocation of plant costs to the jobs based on the asphalt
     mix used and the formula explosions.
  provide a plant inventory report showing quantities of material on hand at
     each plant
BRICS 2000 – Payroll                                                            8-
2

Set Up Procedures
In order to use the system several control file parameters must be set up.
In addition the plant job cost records must be organized in a certain way.
Menu: Job/Phase Maintenance
Set up plants so they fall within a range of numbers, ex: "P001" - "P090".
Include the state and county (use city) codes if you wish the system to track
sales tax collected in different localities.

Set up phases under each Plant to represent product types, i.e., mix produced
at the plant: 'S10MOD'.

Select the cost codes you wish to use and enter in the Job Cost Control File
parameters. You must also set the codes in the Plant Maintenance Control
File; see page 8-15.

Set codes for:
      Asphalt Sales (Or Stone Sales)
      Truck Hire
      Plant Cost Allocated
      Internal Plant Sales
BRICS 2000 – Plant Ticket System                                                             8-3



Data Flow in The Plant Ticket System

As tickets are printed at the plant, the following information is captured and written to
a file in the plant computer.

Ticket Number
Ticket Date
Customer Number: (= “Adams” if internal ticket)
Job Number (for “Adams” tickets)
Product Code
Quantity
Truck Number
Purchase Order Number

The file is transferred to the home office daily.

The product code is critical and is the controlling feature for most of the calculations.
When the file is imported the product code must match a code in the Price File. If not
the operator will be prompted to select a code from the price file to use. From that
point any other occurrences of that code will be assigned to the proper code. This
eliminates the operator from changing the same codes repeatedly. For example the
code from the plant might be SM2A.5D. The code in the home office computer is
SM2A5D. Once the operator changes the first occurrence of the misspelled product
code, the system will take care of all other occurrences automatically.

The product code is also the key used for the formula explosion and the internal job
cost allocation.

The following information is added to the ticket by the system as the plant data is
imported to the BRICS Plant System.

Plant Number - This is determined by the format of the file being imported.

Unit Price –
       FOB - This is take from the price file and is determined by Plant number,
       Product Code, Customer Number and customer‟s Job number.

       Internal - An internal price per ton is assigned to the record at this time based
       on the previous month‟s formula explosion, but will be overridden at the end
       of the month by the formula explosion based on the cost of the raw products.
       The formula used is based on the product code.

After the unit price is determined, the total dollar amount of the material is calculated.
BRICS 2000 – Payroll                                                                  8-
4
Cost Code (Job Phase Number)-is added for internal tickets. This is determined from a
table which equates the product code with a standardized phase number. As the
tickets are imported from the plant, if a product code is found for which there is no
cost code assigned, the system will prompt the operator to enter a valid code. If the
cost code assigned to this product is not set up on the job, the operator will be able to
either add it or use a different cost code. (On older jobs, the standardized cost codes
may not have been used, so the operator can pick another cost code which had been
assigned to that job).

In certain situations the table may be overridden by system defaults.
(For example: Job L100, the phase is “000001” regardless of product code.)

Cost Type: A cost type number is set up in the control file options for Plant cost
Allocations. This controls the general ledger code where the internal expense is
assigned.

The cost code and cost type above are for the internal allocation of expense. The credit
entry is controlled by the Price File for both the FOB and internal tickets.

The locality code is also added from the price file. This can be used for business
license tax and sales tax reporting purposes.


After the above information is added the ticket resides in the holding file and can be
edited or deleted. Manual tickets can be added. A Daily Report can be run giving
totals for each plant, by mix with totals for FOB sales and internal allocations. At this
point all information has been added to the file so the A/R invoices can be printed and
the internal tonnage posted to the jobs. The dollar allocation to the jobs will not be
made until the monthly closing and the unit prices determined by the formula
explosion.

TABLE MAINTENANCE:

Price File- Select Plants from the Master Menu, then Maintenance, then Price
File Changes-841

Product Code-Cost Code Table- Select Plants from Master Menu, then
Maintenance, then Product Code-Cost Code Table-864

Formulas: Select Plants from Master Menu, then Maintenance, then formula
maintenance-852


Note: In the above documentation, the terms cost code, job phase number,
and phase number refer to the same data item. This is the six character
number set up in Job and Phase maintenance. These standardized phases
BRICS 2000 – Plant Ticket System                                                  8-5


should be set up in library job 0002, and then the numbers and spelling will be
automatically inserted when adding new jobs.
BRICS 2000 – Payroll                                                             8-
6

Ticket Processing
If your company is using an Automatic Scale System and you have the scale
tickets on diskette(s), or they have been automatically transferred to your PC
system by modem, you will use the following steps to get the data to your
BRICS 2000 ticket system:
1. Import Tickets from Scale Computer – Diskette Entry
2. Print Ticket Edit Report

If you are not using a Scale System, your procedure starts here:

3. Ticket Input/Change – enter tickets or make corrections to the Ticket Edit
   Report.

Repeat steps 2 & 3 until all tickets are entered and all errors corrected.
Proceed to the next step when you are ready to print invoices. This can be
done daily, weekly, twice a month or monthly, depending on your preference.

If you are entering daily the edit report allows you to print just that days tickets
for easy verification. When you‟re ready to proceed to the billing step it is
probably a good idea to print a summary edit report for all tickets (all days
entered) for later comparison to the invoices and internal updates.

4. Update Tickets for Billing (menu selection 842)
5. Print the Invoices and Update to Accounts Receivable. (menu selection
   843) This step must be completed even if there are no FOB or cash sales.

If you are using the Plant Inventory System, this concludes the procedure. DO
NOT proceed to step 6 until the final formula explosion has been completed at
the end of the month. (See page 8-19.)

6. Print Plant Transfers – Update (menu selection 845)

On a Monthly basis, you need to:
1. Print the Sales by Locality report from the Accounts Receivable menu.
2. Print the Accounts Receivable statements. Drop paid invoices.

The following steps are optional:
1. Ticket Reconciliation prints a report that will allow the operator to make
   sure there are no missing tickets.
2. The Plant History Report can be printed on demand.
BRICS 2000 – Plant Ticket System                                                    8-7


SPECIAL PROCESSING NOTE:


If you wish to print invoices either monthly or bi-monthly, but would like to have
your internal updates done on a daily basis as the tickets are entered, proceed
as indicated with the following instructions.
Daily:
1-Import the tickets from the plant computer or enter the tickets using menu
selection 841.
2-Print the edit reports to verify the tickets.
3-Select UPDATE TICKETS FOR BILLING, menu selection 842.
  Answer Y to INTERNAL UPDATES FOR JOBS ONLY parameter.
  Click Start Update (there is not a report)
4-Select 843-Print Invoices, update AR tons. This must be done to update the
tonnage at the plants. Follow the instructions as if printing invoices. No
invoices will print since we told the system in the previous step to only process
internal tickets.
5-Select 845-Print plant transfers and update. This will create a report and
journal update, updating the jobs with the tonnage and internal cost allocation.
If you are doing this daily, change the date from the month ending
default date to the date of the tickets being processed.


When you wish to print invoices:


Follow the above instructions, answering N to internal updates for jobs only.
Any internal tickets not previously updated, as well as all FOB sales will be
processed. Invoices and an invoice register and update reports will print.
BRICS 2000 – Payroll                                                          8-
8




Plant Ticket Conversion
Menu: Plants – Import tickets from Scale Computer – Diskette
Entry
This step is required only if ticket data if being transferred to the host system
from a Scale System. Prior to selecting this option, the following steps must be
performed. (These instructions may be different according to your hardware
configuration.)

1. Perform the necessary steps on your scale computer to create the ticket
file.
2. Copy the diskettes containing the ticket data to your PC:
3. Select “Import Tickets from Scale Computer – Diskette Entry” from the
     Plants menu.

If new customers are encountered the system will prompt you to set them up
in the BRICS 2000 system. You will need the name and address of the new
customers.

If a new product code is found, the system will prompt you for a description of
the product. This should match the description on the scale computer.

When the procedure is complete ticket and tonnage totals will be displayed.
These should match your daily totals from your scale computer.



Editing the Entries
Menu: Plants - Ticket Edit List
The report will print any errors found and give you the total tonnage to check
against your scale system reports or manual edit tape. All tickets entered are
edited, regardless of plant numbers.

Any errors should be corrected before proceeding.
BRICS 2000 – Plant Ticket System                                                      8-9


Entering New Tickets or Changing Existing Ones
Menu: Plants - Ticket Input/Change
The Ticket Input Screen appears:

                                                                          Enter the Ticket Number and
                                                                          the Transaction Code.

                                                                              100 - Internal Charge
                                                                              101 - Void internal charge
                                                                              120 - External Charge
                                                                              121 - Void external charge
                                                                              130 - Cash Sale
                                                                              131 - Void cash sale




Complete the necessary information for the transaction type you are
processing:

Plant Number – Enter the plant number at which the ticket originated
Date – of the ticket
Ship To – optional address for External charges
Product Code -- Enter the code as it was set up in the price file. The
description, unit of measure, and internal rate from the price file will be
displayed
Quantity – Enter the quantity of material (ex: 10 tons of S10 mix). The
quantity times the rate (internal or external) will be displayed as the material
charge.


The cursor will move to Internal Exchange or Outside Sale depending on the
Transaction Type entered.
Internal Exchange:
BRICS 2000 – Payroll                                                              8-
10
   Enter the job and phase numbers to which the material is being debited.
The Credited accounts will display automatically.
Outside Sale:
    for External Charges, enter the customer number; the customer name will
be displayed. For Cash Sales, the customer number automatically appears.
    Enter the job and phase numbers to which the material is being credited.
   Ship To and PO#s are optional. If PO# is entered, tickets with the same
PO# will be grouped together on the customer invoice.
      If you charge a FOB ticket to a cash sale ticket, the customer number will
change to the cash sales account number. Any PO# will be overridden and
filled with zeros


Price - the price will display; override as needed.
Haul – Enter the unit cost for hauling. This will be multiplied by the quantity
and the hauling charge will be displayed.
Taxable – tax is not calculated on internal tickets.
    Enter N for Non-Taxable items; T to calculate the tax on the material
charge only. The total amount including materials charge, hauling, and tax is
displayed
BRICS 2000 – Plant Ticket System                                           8-11


Setting up or Maintaining Plant files
Menu: Plants – Maintenance – Price File Changes




Price Reference Code: 01 = internal prices; 50 = external prices
Plant Number: 4 character plant number previously set up as a job in Job
Maintenance
Type of Material: 6 character code to be used when entering tickets
Customer Number: Enter a valid customer number in order to give a special
price to a customer
Customer Job Number: This will allow different prices for a single customer.
Description: description of material to appear on invoices
Unit Of Measure: usually ton or gl (gallons)
Price Per Unit: Enter dollar amount with up to 4 decimal places
State Code: State to which sales tax should be reported.
City Code: Used as a county code to record sales tax.
BRICS 2000 – Payroll                                                          8-
12
Plant Income Phase: The phase number where the revenue should be
posted. This phase is set up in Phase Maintenance.
Plant Expense Code - the 2 digit numeric expense code set up in the
company parameters which will tie the revenue to a general ledger account.
Each product must have both an external and internal price set up.
A price should also be set up for a per ton Overhead charge if desired. Use
product code OH.


Other Pricing Options:


There are two other buttons on the bottom of the screen which are intended to
make changing prices easier when there are multiple plants and special
pricing for a large number of customers.


Grid Pricing- This option displays all prices in a Grid format making it easier
to locate and change prices. You cannot add or delete price records from the
grid. Return to the original screen to add or delete.


Changing Prices by Customer Category- This option allows the setting of a
price for a product for all customers coded by category. After entering the
product code and category code, a new price is entered. When you click OK,
the price file is searched for matches with the product code. If a match is found
and there is a special customer price and that customer has been coded in the
price category specified, then the price on the screen overrides the price in the
price record.
After clicking on the button, „Change Prices by customer category‟, the
following screen appears:
BRICS 2000 – Plant Ticket System                                              8-13




Click on „Create a New Price Category‟. Enter a two digit numeric number as a
category code and enter a description of that category. The description is for
identification use only and is not printed on reports, etc. You can set up to 99
categories. Using the search button will display the categories previously set
up.
Click on Cancel to end this procedure.
Now you must classify the customers within categories. Any customer not
given a category code, will receive the standard product price or the special
price given to that customer if one has been set up. To put a customer in a
specific category for pricing, use the Customer maintenance menu option.
Before doing this however you should use a routine which will set the price
code to zero for all customers. Click on Utilities, run program, enter
„custzero.cob’ as the program name.Click Start Change, then complete. Now
go to customer maintenance and enter category codes for customers as
required. The Price Code field is located just above the delete button at the
bottom of the screen.
After the customers have been coded the customer pricing module is ready for
use.
BRICS 2000 – Payroll   8-
14
BRICS 2000 – Plant Ticket System                                              8-15




Menu: Plants – Maintenance - History File Purge


Menu: Plants – Maintenance - Plant Control File Options


Menu: Plants – Maintenance - Formula Maintenance
This option allows you to add, change or delete asphalt mix formulas. You
can also choose option P to print the formulas on file.

The following screen appears:



Adding A Formula:
Plant Number - Enter the plant number at which the mix will be prepared
Phase Number - Enter the code to be used for the mix. This must be a valid
phase of the plant number job.
Product Number - Enter the two digit code for the component of the formula.
These codes can be selected by the user but should be consistent with the
scale system being used. See the following page for a list of suggested codes
as used in the Dominion Scale System.
Percent Used - This is the percent of the product above used in preparing
this mix.
Minimum Price - This is used as a validity check in the system. This should
be the lowest reasonable price expected when purchasing this type of
material.
Maximum Price - This is used as a validity check in the system. This should
be the maximum reasonable price expected when purchasing this type of
material.

Product Codes For Formula Ingredients
   PRODUCT CODE DESCRIPTION
     01   #26 STONE CRUSHER RUN
     02   #57 STONE
     03   #357 STONE
     04   #78 STONE
     05   #68 STONE
     06   #8 STONE
     07   #10 STONE
BRICS 2000 – Payroll                                                              8-
16
      08      #57 NON POLISHING
      09      #68 NON POLISHING
      10      # 8 NON POLISHING
      11      #10 NON POLISHING
      12      LIME
      13      #4 STONE
      14      RAP
      15      B-3 STONE
      16      SAND
      17      #25 STONE
      18      #56 STONE
      19      SCREENINGS
      20      #50 STONE
      21      #67 STONE
      22      #68 Q
      23      # 78 Q
      24      8Q
      25      MICROFIL
      26      ACRA 2000

      45      AC-20
      46      AC-30
      50      FUEL OIL

These codes should also be used as the last two digits of the phases set up
under the "yard" (inventory cost center). The first four digits are the plant
number.
Example: the inventory for 26 crusher run at plant p001 would be coded:
    Yard-P00126



Updating the Tickets
Menu: Plants - Update Tickets for Billing
This menu selection starts the billing cycle. Tickets are moved from the
holding file to the billing file. You can update (and consequently invoice) all
customers or a single customer.

If you wish to update only a single customer, enter the customer number.
Leave the Job Number field blank or inter a specific job to be billed.

Ticket numbers will be displayed as the update proceeds
BRICS 2000 – Plant Ticket System                                                8-17


Printing Invoices
Menu: Plants - Print Invoices / Update to A/R
Enter the date to be printed on invoices in month/day/year format without any
slashes, dashes, etc.

Enter invoice number: use year, month, day and 00 (example: if invoice date in
03-31-94, enter 94033101 as the invoice number)

Place the invoice forms on printer and align.

When the invoices have completed, the system will ask if you wish another
copy. All invoices will be reprinted.

After the invoices have printed, proceed to update and print the invoice
register and distribution to accounts journal.

This completes the normal billing procedure. The following updates were
made to the system as a result of entering the tickets, updating and printing
the invoices.

Note: This step updates internal ticket tonnage, therefore this step must be
done even if there are no charge or cash tickets.

External Transactions
General Ledger:
   Debits Accounts Receivable
       Credits Asphalt Sales (for material sold)
        Credits Truck Hire (for hauling)
        Credits Sales tax collected

Job Cost:
    Posts the revenue received and tonnage sold to each plant and product
type within the plant. The material revenue and truck hire is posted
separately using two different cost codes.

Internal Transactions
The tonnage transferred will be posted to the plant records, just like the
external tonnage sold. This is done so the formula explosion procedure will
know the total tonnage of each mix produced at each plant.

The other updates are not made until the end of the month when the formula
explosions are processed and the update is performed. See the
documentation concerning the intercompany update (selection 845) and
formula explosion (selection 853).
BRICS 2000 – Payroll                                                              8-
18


Menu: Plants - Print Plant Transfers / Update
This report prints each ticket with date and internal charge. The unit price for
the internal charge is calculated by the formula explosion. If the formula
explosion is not used the price on the internal price file is used.

The per ton overhead price for each plant is taken from the price file. If an
overhead calculation is not required, enter a zero price on the overhead price
item.

The report will list all internal transactions and the jobs to which they were
charge.

The system will ask the following question:

'DO YOU WISH TO UPDATE THIS RUN?' Answer 'Y' if report is OK

Transaction journal update report will print.
Updates:
  Internal transactions:
     Debit to job expense
     Credit to internal plant income amount of transaction is the total cost of
material and overhead.
  Overhead update: (for total tons, both internal and external)
     Debit to the plant - mix phase for the overhead amount for each type of
mix by tons
    Credit to the plant - overhead phase for the total amount

After these updates, if a plant analysis report is run , the profit on each
particular mix phase, should be the profit from the fob sales. The internal
sales and the material and overhead entries cancel each other out, leaving the
fob sales and cost of sales to determine the profit.



Menu: Plants - Plant History Report
This report provides a record of all tickets for the time period. Usually the
tickets are purged after the report is run each month. The report can provide
detail and summary data on all tickets, (type of material, unit price, customer
name, etc.). Totals are provided by material type for each plant.

This report is normally run on a monthly basis.

Select individual plants for which a report is desired
BRICS 2000 – Plant Ticket System                                            8-19


Plant Inventory System
The Plant Inventory system provides a method of tracking raw material
inventory (aggregate, fuel oil and liquid asphalt) at each asphalt plant.
Formulas are entered into the system for each mix produced at each asphalt
plant. At the end of the month, the amount of raw materials used in producing
each asphalt mix is determined by "exploding" the formulas. The amount of
each material decreases (credits) the inventory at the plant and debits the
material expense at each plant. Using this method the internal cost of each
ton of mix is calculated each month providing more accurate job cost
accounting.

In order for this system to work correctly, the cost of all stone and other
material must be recorded into the system. When an invoice is charged to the
plant inventory "job", Yard, the system will prompt for the tonnage to be
entered as well as the dollar amount. If all costs are not recorded into the
system, the formula explosion could produce unexpected results.

Set Up Procedures Required
Expense codes must be set up for the following:
  Inventoried Items:
     - Stone
     - Hauling Cost For Stone
     - Fuel Oil
     - Liquid Asphalt
   The above should be tied to asset inventory accounts.
  Plant Material Expense Codes:
     - Stone
     - Liquid Asphalt
     - Fuel Oil

The plant inventory cost center is created by setting up a job, "YARD".

This cost center should be divided into phases based on the following:
  first 4 characters = the plant number
  last 2 characters = product type code
example:
       41 = the code for #10 stone

The quantity of #10 stone onhand for plant P001 could be found
in the following job - phase.
     YARD-P00141

Summary OF Monthly Procedures
Before proceeding to the formula explosion, the following steps must be
completed.
BRICS 2000 – Payroll                                                              8-
20
1. All purchases and transfers of inventoried plant material must be recorded
through the Accounts Payable invoice entry procedure or by a general ledger
adjusting entry. Both dollars and tons must be entered. Run a copy of the
Plant Inventory Report to verify these entries. Correct any amounts in the
Error column by using journal entries. An amount in the error column indicates
that a posting was made to an expense code other than those set up as valid
"inventory" expense codes.

Also check the unit prices on the PLANT INVENTORY REPORT. If these
prices do not seem reasonable it could be due to the omission of tonnage or
invoices being entered into the system.

2. Plant production must be recorded on the system by the scale ticket
system.
   (see instructions starting in section 850.1)

3. After all tickets have been entered for the month, a job cost report can be
run for the plants to verify the production and sales amounts.

Plant Explosion
All mixes at all plants must have external and internal prices set in the price
file. This can be done through selection 841.

Plant explosion will set new internal prices for mixes with production this
month.

A price list can be printed using selection 845.

4. Select 853 or 857 (if fiscal year has not been closed)

5. Review report and make sure all errors have been corrected before
proceeding to update step.




Menu: Plants - Monthly Plant Cost Allocation
This program allocates the cost of the asphalt mix to the plant and decreases
the inventory of material used by "exploding" the formulas.

The update transaction is a credit to the "YARD" by plant and material type
and a debit to the material expense accounts at the plant (by mix).

Enter the company number

Enter month ending date to process
BRICS 2000 – Plant Ticket System                                                 8-21



At the completion of printing the report, you have the option of continuing with
the update. If there are errors, they should be corrected prior to selecting the
update option.



Explanation Of Errors On Formula Explosion Report
No Prod Mstr - The type of stone called for in the formula being exploded
has not been set up with the plant and product code as the phase number
under the "Yard" job.

< Min Price/> Max Price - These errors are displayed when the calculated
price is out of the acceptable range. This is usually caused by missing stone
invoices or failing to enter the tonnage when entering the stone invoice.

No Inv Qty - The quantity called for in the formula is not found in inventory.

Inv Qty Zero - The material called for in the formula has zero quantity in
inventory.

No Prod Dol - The inventory file has no $ amount of inventory to be relieved.

Bad Exp Code - Only those expense codes which have been designated for
use with inventory can be posted to the "yard" job. Any others used are in
error and a JE should be made to correct.



Menu: Plants - Plant Inventory Report
This report shows the following for each inventoried item at each plant:
 QUANTITY ON HAND
 UNIT PRICE

Each item is classified as asphalt, fuel oil, or stone.

Totals are provided for all three categories for each plant and a grand total for
all plants.

Menu: Plants - Cost per Ton Report
This report will show tonnage, expenses and cost per ton for each plant for the
last three fiscal years if the plants are set up as jobs. If plant expenses are
being tracked in general ledger accounts, the last 12 months of expenses are
displayed and printed.
BRICS 2000 – Payroll   8-
22
BRICS 2000 – Plant Ticket System                                             8-23


Appendix 8A – Scale Computer Formats And
Instructions
SELTEC DB500 TT

To capture the transaction records (delivery tickets) from the Seltec computer
at the end of day before clearing the batch:

Select WF from the menu
Enter the batch ID or press enter to select the batch id shown.

To transfer by diskette:
Put a diskette in the drive of the Seltec computer. Return to the system
prompt:
C> copy trans.asc A:

Copy the diskette to the accounting computer.

Insert the diskette

Select option from system menu to copy the file to the hard disk of the
accounting computer

Select 838 to convert the data.
BRICS 2000 – Payroll                                                                   8-
24

Appendix 8B – Material Transfer System and
                        Luck Stone Web Ticket Data Transfer

Luck Stone Web Ticket Data Transfer:

The invoice file should be downloaded after the 1st and the 16th of each month when
Luck Stone posts the information.

1. Download the invoice Data.

    After connecting to the Luck Stone home page(www.luckcorp.com), you will
need to supply the following information:

Signin:
Pin:

The above will be supplied to you by Luck Stone.
Click Extract File
Enter start and end dates.
The dates should be the 1st thru the 16th or the 17th thru the 31st .
Click on Crushed Stone and Billed as download options
Click Extract, note the number of records for later comparison to the BRICS system
Right Click on link, select save target as and change the file name to

F:\BRICSW\FILEAW\SL_DATA

.TXT will be added as the suffix.

Click Save, and Yes to replace the existing file. When download is complete, click on
close and exit the internet.

The file has now been downloaded to your network drive.

2. Import the file to the BRICS system.
   Click Plants, Material Transfer System, Material Ticket Import
    Click Import, Check ticket total with the total from Step 1 above, Click Continue

If you find it necessary to download or import the file again prior to updating the
tickets, you must delete the following file first: F:\bricsw\fileaw\stonetic. This could
be done using Windows Explorer.

3. Edit the Tickets:
   Click Plants, Material Transfer System, Material Ticket Edit
BRICS 2000 – Plant Ticket System                                                           8-25


   The first group of tickets will be displayed on the screen. Using the Next button
   browse through the tickets and using the Change job button replace any invalid job
   numbers with valid job numbers.

   You may find even if the job number is invalid the error code 8 (invalid account)
   is still coming up. In this case it is probably the job phase for a type of stone not
   yet used on that job. To add a stone phase to a job do the following:

   Click on Job Cost, Job and Phase Maintenance
   Enter the Job number
   Click on Phases
   Click on Use Custom Library
   Click on Search Library
   Find the type of stone and double click
   Click Add the phase and Ok

   Print the Edit Report and then return to the edit screen to make corrections as
   needed.

   Tickets in error cannot be approved for invoicing. After all errors have been
   corrected, click Ok All button and print a final edit report. Proceed to Update.

4. Update the tickets to the A/P Invoice Entry batch file.

   Click Plants, Material Transfer System, Material Ticket Update

   From this point you must remain on the same workstation until the A/P invoices
   have been updated.

5. On the same workstation proceed to 101-A/P invoice entry . Bring up each
   invoice and enter the discount information if you have it. If not the discounts must
   be entered prior to selecting for payment. You can also change due dates. If the
   invoices look correct end the program and update. The invoices are now on the
   open invoice file waiting to be paid. All job cost and tonnage information has been
   updated on the system along with the credit to A/P in the general ledger and a
   debit to the appropriate expense accounts.

6. To change or add the discounts after the invoices have been updated Click on
A/P, Vendor Inquiry or Vendor Maintenance, Enter the vendor number, Click on
Inquire, then Open Invoice Inquiry, Single Click the invoice, then Click on Change
Due Date, etc. You can then enter a new due date and change or add the discount.
Click on Ok.
BRICS 2000 – Payroll   8-
26
Section 9 – Utilities

System Overview
The Utility module contains the general ledger closing procedure and other
programs that are needed in special situations or to solve specific problems.


Final Year End Closing
The BRICS 2000 system is designed to allow for the maximum flexibility in
moving from one fiscal year to another.
It is not necessary to close a year prior to posting transactions in the new fiscal
year. The system maintains up to three years on the computer but you‟re only
allowed to post to the “current” and “next year” files.
Current year to the BRICS 2000 software is the year which has not been
closed using this procedure. If you choose GL-Account Inquiry, this is the year
in the middle of the screen. This year can be closed anytime after all postings
have been made (including auditors‟ entries) . It does not have to be closed
until the end of the Next Year. On the account inquiry screen , this is the year
on the right of the screen.
BRICS 2000 – Payroll                                                                 9-
2


In the sample screen, the current year ends 12-31-1999. The final year end
closing procedure for „99 does not have to performed until the end of 2000. By
waiting, you will have the maximum amount of detail information available
online for detail inquiry and reporting.

The final year end closing procedure does the following:
   Transfers current year files to prior year files.
   Transfers next year file to current year files.
   Initializes balances for next year files for all assets and liability accounts
      and closes P and L accounts into the opening balance for Retained
      Earnings.
   Drops terminated jobs that have not had activity in the year being closed
      or the “next” year.
   Automatically change the Fiscal Year Ending Date in the System
     Parameters.


Running the Final Year End Closing:
1. Make sure you have a backup of the system. Label and keep until the next
   fiscal year end closing.
2. Run a trial balance for the current and next year. We will use these to
   make sure the closing procedure ran successfully.
3. Make sure all users are off the system and stay off while the procedure is
   being run.
4. Choose Final Year End from the Utilities menu
5. Choose the parameters you want concerning the dropping of jobs and
   phases. The defaults are usually the normal way of running the procedure.
   Answer the Question Update or Report only by selecting the “Deleted Job
   Report Only” option.
6. Click the Start Year End Closing button. This will give you a list of jobs
   which will be dropped, but not perform the actual closing procedure. If you
   want to make changes, you can add or take off termination dates using the
   job maintenance procedure. You can run the final year end with the report
   only option as many times as you wish.
7. After the list of dropped jobs is satisfactory, run the procedure by
   answering the Update or Report Only question by clicking on the Final
   Year End Procedure button. Then click Start Year End Closing. Record
   counts will be displayed. During the renaming of the files, the screen will
BRICS 2000 – Plant Ticket System                                               9-3


   flash black momentarily several times. When the procedure is complete,
   the new fiscal year end date is displayed on the screen.
8. Run a trial balance and compare with the trial balance reports run above.
   They should be the same for the corresponding years. If not, contact
   technical support for assistance.
BRICS 2000 – Payroll                                                               9-
4

Divisional Processing

Division Set-Up:

The Division numbers are assigned to jobs, pieces of equipment and employees.

When any charge is made to a job or piece of equipment, the system retrieves the
division number from the job or equipment master record and charges to the
appropriate control and sub account as set up in the division table.

To Implement:

1- Contact technical support to purchase the module and make sure all programs
   using divisional processing are updated.
2- Set up the division table under utilities. Make sure only the systems administrator
   has access to this menu item. It would be very dangerous to have unauthorized
   personnel have the ability to make division table changes.
3- Convert the job master and equipment files to insert division numbers
4- Run the job list by division (JobsDiv.rpt) to verify the conversion.
5- New divisions can be added to the table at any time. Make sure all system
   processing is stopped while a new division is being added to the table.

Reports:

All reports are in Crystal Format:

DivReport: This shows a list of divisions, description, Overhead allocation percent,
sub account for G/L posting, and a count of jobs, equipment and employees currrently
assigned to the division.

JobsDiv: A listing of jobs sorted by division

EqpDiv: A listing of equipment sorted by division

EmpDiv: A list of employees sorted by division

Programming Notes:

The following programs use the division table:

pr-maint.cob; jc-maint.cob, find-div.cob, pr-list.cob,get-div.cob

divmaint.cob, div-emp.cob

Program calling get-div.cob: jrnl.cob, trialbal.cob, ar-updte.cob,prchkupd.cob
BRICS 2000 – Plant Ticket System             9-5


Programs calling find-div.cob Jc-maint.cob
Programs calling Div-emp.cob Prchkupd.cob
BRICS 2000 – Payroll                                                         9-
6

Menu: Utilities - Transaction Search

Menu: Utilities - Balance Sheet

Menu: Utilities - Security Codes
Use this utility to establish security codes for your employees. You can define
exactly which modules and tasks each employee can access.
First, enter the code to be used for that employee. Then enter the name and
click OK. The first Security Screen will appear (A/P Menu).
Place a checkmark (by clicking in the box) beside those menu items that
should be accessible to the employee. Use the Allow All or Prohibit All
buttons to quickly select an entire module or to move forward to the next menu
(A/R, Equipment, etc.).


Menu: Utilities - View Pictures

Menu: Utilities - View Spool Files

Menu: Utilities - Run Program

Menu: Utilities - Check for Deleted Phases

Menu: Utilities - Search for Out-Bals

Menu: Utilities - Set-up Fonts

Menu: Utilities - Set-up Pictures

Menu: Utilities - Get Random Number

Menu: Utilities - About BRICS
Use this menu option to verify which version of BRICS 2000 you are currently
running. You should know which version is in use before contacting Technical
Support.
Section 10 – Trucker’s Payroll

System Overview

The Trucker‟s Payroll System is designed to assist those companies who pay
a large number of third party haulers. The trucker or plant supplies delivery
tickets that can be entered into the system. The system extends and
summarizes the tickets. The end result is a printed payment voucher which
serves the dual purpose of providing the AP department with an input
document to generate the trucker‟s checks (probably thru the Quick Check
Procedure) and a document which can be given to the hauler with his check
as payment detail.

Menu: Truck P/R - Transactions
This screen is used to enter the tickets.
The ticket number must be unique.
The truck number must be a valid truck number previously set up in the truck
maintenance screen. After entering the truck number the trucker‟s AP account
number and name will be displayed.
Enter the Date of the ticket.
The plant number must be a valid Plant or Quarry number set up in Job
maintenance. This is the location from which the material was hauled.
The Job number is the location to where the material was delivered. The
phase usually signifies the type of material hauled.
Enter the tons hauled.
The combination of plant, job and phase number is used to see if a per-unit
rate has been set up using the rate file maintenance routine of the Truckers
Payroll Menu. If so, the rate is displayed and the operator has the opportunity
to change it. If not, a rate can be entered. The rate is multiplied by the quantity
and the extended amount is displayed.
The search button can be used to lookup trucks, rates, and vendors. Jobs and
phases can be found using the job-phase lookup button.
When the batch is complete, press the end button and verify the entries made
by printing the edit report. When all entries are correct you may proceed to
update.
The update procedure transfers the data entered to the voucher file and the
work file is cleared. Other batches may be added and updated until the
operator is ready to print the payment vouchers.
BRICS 2000 – Payroll
10-2




Menu: Truck P/R - Print Vouchers
When all tickets have been entered, this procedure is used to print the
payment vouchers. After printing the payment vouchers, the voucher file
should be cleared using the CLEAR BILLING FILE menu option.
The vouchers can be used to generate the checks using the AP module and
attached as an explanation to the hauler for what he is being paid.


Menu: Truck P/R - Clear Billing File

After the vouchers have been printed, the voucher file should be cleared using
this menu selection.


Customize your Truck P/R Module
Menu: Truck P/R - Control File Options
The control Files for the Truck P/R Module are established at set-up of the
BRICS 2000 system. A security code is required to access this menu item.
The only required entry is the truckers accounts payable control account
number. This is usually the AP control account.

Menu: Truck P/R - Trucks
This menu option is used to set up truck numbers and associate them with the
hauler. The hauler must have been previously set up using the AP Vendor
Maintenance procedure.

Menu: Truck P/R - Hauling rates
This menu option can be used to set up hauling rates by plant, job and type of
material being hauled. Having rates set up saves the operator time and
reduces errors while keying in the hauling tickets.
Section 11 – Tutorial Guide
This tutorial will introduce you to the basic functions of the BRICS 2000
system. It is only a brief overview and cannot address the entire range of
capabilities, but it should give you a good indication of the scope of this
integrated program.
You can use the short instructions presented here to begin exploring other
options. As long as you remain in the Demonstration Company for your
practice sessions, you are free to create all types of situations.


Introduction
The Blue Ridge Demonstration Co. has just been awarded a job to install 100
linear feet of pipe for the XYZ Company. The estimator has sent the following
budget for the job to the accounting department.
Labor: 2 unskilled laborers - 40 hours each              $ 800.00
        1 equipment operator - 20 hours                     400.00
        1 truck driver – 10 hours                           100.00
        Labor Burden                                        120.00
Backhoe: 20 hours at $40 per hour                           800.00
Dump Truck 12 hours at $10 per hour                         120.00
Pipe: 100 lf at $10 per foot                              1,000.00
Stone: 20 ton at $5 per ton                                 100.00
Seeding (subcontracted to Blue Ridge Seeding)               500.00
Overhead Allocation at 20% of labor                         260.00

Total estimated cost                                      4,200.00

Contract Price                                          $5,000.00


For simplicity in this example, there will be one lump sum billing at the end of
the job, with no retainage.
The owner of the job requires a certified Davis-Bacon Payroll report and EEO
reporting. Federal Wage requirements dictate backhoe operators must
receive a miminum of $20.00 per hour and truck drivers $10 per hour on this
job.


The XYZ job will be used to illustrate the following tasks:
1: Setting up a New Customer
BRICS 2000 – Payroll
11-2
2: Setting up a New Job including budgets and minimum wage rates
3: Setting up a Supplier/Subcontractor
4: Recording an Invoice and Writing AP checks
5: Entering Time and Processing Payroll
6: Entering and Processing Equipment Usage
7: Paying the Subcontractor
8: Billing the Job
9. Processing Cash Receipts
10. Reviewing Job Cost and Miscellaneous Reports


Please follow the step by step instructions in this section to complete the
example.

Installing the Demonstration Software:
If you are an existing registered user of the software the tutorial has been
installed for you and you can skip directly to the “Getting Started” Section
below.
To install the Demonstration Software, insert the CD into your CD drive and
click start, run and type the following:
D:INSTALL (where D = the drive letter of your CD drive)
The system will prompt you for your network drive. It is suggested you use
your C drive for the demonstration software. If you must use a drive other
than C contact technical support for some brief and simple instructions to
complete your installation. Even if you use a drive other than C, the system
will still reserve a small amount of space for a work directory on your C drive.
The demo requires about 4MB of disk space.



Getting Started:
From your Windows Desktop, Click on the BRICS 2000 icon or select BRICS
2000 from the Start / Program menu.
If you are operating with the Demonstration Version of the software:
  Enter “DEMO” as your security code. The Demonstration Company should
appear as your default company.
If you are a registered user, enter your normal security code,
BRICS 2000 – Tutorial                                                     11-3


  Select the Demonstration Company from the drop-down company selector
box. Enter “DEMO” as the security code. You may be given a different code by
your supervisor.
BRICS 2000 – Payroll
11-4



Step 1: Setting up a New Customer
This is the first job you have done for the XYZ Company so you must first set
up a customer record:
From the Main Menu, click on A/R (or use Alt-R) to access the drop down
menu for Accounts Receivable. Select Customer Maintenance.
  Note: some menu options display the DOS Menu references from the
  previous BRICS system. These numbers can not be used in the Windows
  environment; they are for your reference only.


The A/R Customer Maintenance Screen appears:




Press ENTER to accept the default A/R Control account-1040.
Assign XYZ Company a customer number of “242526”.
After entering the number, the cursor will continue automatically to the next
field. TAB or ENTER will also move the cursor through the screen fields.
Press SHIFT-TAB to move back a field at a time or use your mouse to position
the cursor in the desired field.
Enter "XYZ COMPANY" in the Name field and "XYZ" in the Sort By field. The
address and other information is optional for this example. Since we may want
BRICS 2000 – Tutorial                                                              11-5


to charge late charges and send this customer a statement, click on the
charge interest and send statement blocks.


When the information is complete, click OK (or press Enter when the OK
button is highlighted), to update the file in the system. "UPDATED" will appear
briefly above the OK button to indicate the update was successful.
Click CANCEL to end Customer Maintenance and return to the main menu.
Note: Clicking Cancel before OK/Update will erase your current entries and
return to the start screen.



Step 2: Setting up a New Job
From the Main Menu, click on JobCost (Alt-J) to access the drop-down menu.
Select Job-Phase Maintenance.
The Job and Phase Maintenance screen appears. You may first want to click
the search button to make sure this job has not already been set up. You will
see a list of jobs appear. Click cancel to return to the job master screen. If a
job is displayed on the screen, Click on ADD (Alt-A) to add a new job. The
screen will clear leaving the cursor blinking in the job number entry box.
    Enter the following:
        Job Number: “9801”
        Description: “PIPELINE at Mt. Sidney Plaza”
        Sort: “PLAZA”
You do not have a project number so press TAB or ENTER to bypass the two
project number fields. Normally, you would decide the system by which these
numbers would be entered.
Enter “44” (for VA) as the state number and “01” (Augusta County) as the
locality.
  These codes are already set for you in the BRICS system (you may add
  others) and are especially useful for Business License report requirements.
  Clicking on the Search button will give you a list of valid localities.


Enter “Joe Jones” as the Project Manager
The Customer Search button is now highlighted. Press ENTER to go to the
Customer Search screen; ENTER again to search by number (or you may
choose to search by name)
BRICS 2000 – Payroll
11-6
Highlight XYZ Company and double-click or press ENTER to select this
company as the owner of the job. Press ENTER again to accept the company
name on your screen.
Worker Comp Code: if an entry is made in this field, all work done on this job
will have this code. Preferably you should leave this field empty and the
system will use the Worker Comp code associated with each labor craft of the
individuals working on the job.
Press ENTER to accept the defaults in the next several fields.
Dates: Enter the starting date. Remember to include the 20-- in the year. Enter
an estimated completion date if desired. Do not enter a Completed Date at
this time.
Since this job requires a certified labor report, click the print certified flag.
We are using the system wide overhead allocation percentage of 20 percent
which is set in the payroll control file parameters for all jobs. Entering a
percentage on individual jobs would override the 20 percent. This is a rarely
used parameter.
Plugging a percent completion will override the calculated percent complete
on the over/under billing report. Again, a rarely used parameter.
Click OK to update the system files. "UPDATED" will appear briefly above the
OK button to indicate the update was successful. (EXIT will return you to the
Main menu. Do not exit without updating first.)


Job Phases –

You now need to set up some job phases. All jobs must have at least one
phase, and the job can have an infinite number of phases depending on the
amount of detail you wish to collect. In many systems the term cost code is
used. Cost Codes, Job Phases, and pay items are basically interchangeable
terms in the BRICS 2000 system.
You will set up phases for Mobilization, 15" Pipe, and Seeding.


Bring Job #9801 to the screen if not already there. (Menu choices: JobCost -
Job Phase Maintenance, click Search to arrive at the desired Job)
Click on the PHASES button (or press Alt-H)
The Building Job Phases Library screen appears with a list of available “Phase
Libraries” from which to choose. (For this demonstration, use the VDOT
Library, even though this is not a VDOT job.)
BRICS 2000 – Tutorial                                                        11-7


The Phase Maintenance screen appears:




Enter 000100 as the first phase to set up.
“Mobilization” and “LS” (the unit of measure) will now display on the screen;
this is a standard item code from the VDOT library. Enter any other information
as needed.
Press OK to update.
BRICS 2000 – Payroll
11-8


Budgets –
Enter the phase number 000100 to bring the mobilization phase record onto
the screen.
Click on the BUDGETS button to prepare the budget for the Mobilization
Phase.
The budget screen for the phase appears:




Enter a Quantity of “1” since this is lump sum. TAB or ENTER past the
Revised Qty field. Enter the following amounts:
    Manhours: 10
    Labor, Regular: 100
    P/R taxes: 10
    Workers‟ Comp: 5
    Equipment Allocated: 120
    Overhead: 20


Click OK to update the file and return to the Phase Maintenance Screen. You
will see that the screen has been updated with your entries. Click Add button
to clear the screen so you can add the next phase record.
BRICS 2000 – Tutorial                                                            11-9


Repeat the above procedure for code 001150-LF-15" Pipe
    Budget information:
    Quantity: 100 lf
    Manhours: 60
    Labor regular: 1200
    P/R taxes: 80
    Workers‟ Comp: 25
    Equipment: 800
    Materials (pipe): 1,000
    Materialsl (stone) 100
    Overhead 240
    Construction revenue to be received: 4,500
Click OK to update. Note that when you return to the Phase screen, you will
see totals displayed and also converted to a unit price per linear foot.
You will be subcontracting the Seeding, but still need to set up a phase. Use
code number 027102-LB-Regular Seed:
    Quantity: 50 lb
    Subcontract: 500
    Construction revenue to be received: 500
  Note: To find a code quickly within a library, use the up/down arrows along
  the side of the box OR begin entering the number to move to that area of
  the screen.
Click OK to update.


Setting up the Subcontract:
The seeding phase has been assigned to a subcontractor, so we should now
set up the details of the contract. With the regular seed phase on the screen,
click subcontracts.
Enter Fast Growing Seeds as the subcontractor. Use the vendor search to
select the subcontractor from the vendor file list.
01 for contract is the default type. Enter a date and 5 as the retainage
percent. Enter 50 as the quantity and 500 as the dollar amount. Click Ok and
Exit.


You now have all phases and budgets set up for the job.
Click CANCEL to return to the Job screen and exit to the main menu.
To see how your job cost records have been affected so far, select Job Cost,
Job Inquiry. Enter “9801” or search for this job number. Click on Job
Summary by Cost Type.
BRICS 2000 – Payroll
11-10
The Job Summary screen will appear. As you can see, your budget is now set
up with an estimated profit of $800 on the $5,000 contract.
You can also select Job Summary by Phases, to check budgets on individual
phases. This screen also give you the option of viewing the data in unit prices.
Click CANCEL and EXIT to return to the main menu.


Setting Up Minimum Wage Rates:


This job requires the backhoe operator be paid $20 per hour. To set this up
select Payroll, Tables, Pay Scales
Enter 9801 as the job
       182, the craft code for backhoe operators
       $20 for the minimum rate.
Click Ok to update and exit.


Printing a Job Cost Report to check your entries:


To verify our budget entries, Select Job Cost, Job Cost Reports, Job Cost
Analysis. Select job range 9801-9801. Click print report. The two page report
should show the budgets entered for each job phase and summary totals at
the end. A sample report is shown at the end of the tutorial instructions.
BRICS 2000 – Tutorial                                                         11-11




Step 3: Setting up a Supplier/Subcontractor
Your subcontractor, Fast Growing Seed, Inc., has done work for you before so
they already have a vendor master record set up.
You have not bought from your material supplier, Virginia Pipe, before, so you
now need to set them up in your vendor file: From the Main Menu, select A/P,
then Vendor Maintenance and Inquiry.


The A/P Vendor Maintenance screen appears:




Press ENTER to accept the default A/P Control account-2010.
Assign Virginia Pipe Company a customer number of “230921”.
Enter "VIRGINIA PIPE COMPANY" in the Name and accept "VIRGI" in the
Sort By field. You may enter any address, etc. All other information is optional.
Distribution Account – if payments to this vendor will always be posted to
the same account, enter that account number here to save keystrokes later.
Enter “2” as the Discount Percent and a number of days for early payment, if
appropriate.
BRICS 2000 – Payroll
11-12
Bitmap Filename – you may enter a filename here to view a scanned
business card .
Click OK - "UPDATED" will appear briefly above the OK button to indicate the
update was successful.
Use the search button to locate Blue Ridge Construction Software. DblClick in
the vendor search box to bring the record to the screen. Click view business
card to see an example of a scanned bit map file. Note also the default
distribution account, 7065, Professional Fees, associated with this vendor.
Click CANCEL to end Vendor Maintenance and return to the main menu.

Step 4: Recording an Invoice
You have ordered and received the pipe and now have an invoice to enter for
payment. Entering and posting the invoice will update the job cost and general
ledger. The invoice will then reside in the open invoice file waiting to be paid.
From the Main Menu, click A/P and Enter Invoice.
Click Continue to bypass the default parameter screen.
The A/P Transaction Input Screen appears:




Press ENTER to accept the AP control account
Select the Vendor -
You can select a vendor in one of three ways:
    1- Enter the vendor number “230921”
    2- If you don't remember the number, enter a few letters of the name and
    the system will search alphabetically to locate the vendor, OR
    3- Click on the VENDOR LOOKUP button to pop up a list of vendors to
    choose from, then dbl-click on Virginia Pipe Co.
BRICS 2000 – Tutorial                                                          11-13


Enter “A123” as the invoice number.
Accept the current date as the invoice date (or change if you wish) and enter
the 10th of next month as the due date.
Enter “$1,500” as the invoice amount. Since this is more pipe than you need
for the XYZ job, you can charge the extra to inventory for later use or charge it
to another job.
Accept the $30 discount amount calculated using the vendor's discount
percent. This can be changed or overridden if necessary. Enter as the
description: "PIPE & SILT FENCE".
Click OK to accept the invoice information.
The Distributions portion of the screen now appears:




Cost Distributions –
Enter “9801-001150-07” as the account code. 07 is the code for materials
expense.
Clicking on the Acct Lookup button (or Alt-L) at each step of the distribution
will give you a pop-up screen of the valid account choices.
Since only $1100 of the total will be charged to the XYZ job, change the $1500
to $1100 on your screen. For Description, enter “PIPE”.
Press OK to update this invoice. Since you did not charge the entire $1500
out, another distribution screen appears for the remaining $400.
BRICS 2000 – Payroll
11-14
  Note: a warning will appear if the amount charged is over your budget
  amount. This is for informational purposes only.
Change the remaining $400 to Job 9602-001150-07; Change the Description
to “SILT FENCE FOR RT 29 JOB”
The equipment we used on this job required some repair parts. Enter CART to
access the Carter Machinery vendor record. Enter an invoice number, accept
todays date, enter a default date, enter $200 for the invoice amount. Enter
“REPAIR PARTS” for a description. Press ok and continue to the distribution
screen. For distribution 1, enter 8888-BAC001-05 (repair parts), $125. Enter a
second distribution to 8888-DMP001-05 for an amount of $75. This illustrates
how costs can be directly charged to individual pieces of equipment.
To charge a non-job or equipment invoice directly to a g/l account , enter
BLUE RIDGE CONSTRUCTION as the vendor and an amount of $500. Note
the account automatically defaults to 7065, professional fees, since it was
entered as the default on the vendor master record. Press ok to accept..
Click on END to close vendor invoices.
Verify your entries -
You can now click on Edit Report to verify your entries so far. You may
choose a printer (the default is the Windows printer) or choose Spool to Disc in
order to view the report on the screen.
Click on Start Printing.
If you need to make corrections, click Return to Invoice Input.
After reviewing, if you do not need to make corrections, click Update this
Batch and Exit. A summary screen appears with the Batch totals.
Press Continue to move to Distribution to Accounts Update. Review the
update screen to verify that the debits = credits.
Click Exit to return to the menu.


Paying by Purchase Order:


In the previous step we illustrated how costs were recorded by entering an A/P
invoice. If your company uses purchase orders then the procedure would be a
little different. First the purchase orders for any materials needed on a job
would be entered. These costs would be labeled “committed costs” by the
system until they were received and invoiced through the PO system. They
would then be an actual job cost just as they were above after being entered
through A/P.
BRICS 2000 – Tutorial                                                             11-15


To enter a Purchase Order, click on PO, enter PO. Click on Continue to accept
the parameter screen. Click on Add and the system will automatically generate
the next purchase order number. Press enter to move to the vendor field.
Enter 122003 as the vendor number. Enter 9801 as the job number. Continue
to press the enter key until the „line item‟ button is highlighted. Click on the line
item button or press enter. The header record for the PO has now been
updated and you are ready to enter line items. You can enter items from
inventory but in this case we are going to order for a specific job. Enter
STONE as the description, enter a quantity of 5 and a unit price of $20. The
extended price will be $100. We now have to distribute the costs to a job. 9801
appears as default since we entered that job number on the header screen.
The cost phase should be 001150, pipe. Accept cost code 07, materials, as
the distribution cost code. Press OK. The item will appear in the grid at the top
of the screen. You could continue to enter line items, but in our example this is
the only item on this PO. Click complete and you could add extra charges, tax,
shipping, etc if required. Enter complete to accept the final cost and then click
exit to leave the PO screen.
If you look on the job inquiry screen, you will see that the cost has now been
recorded as a “committed” cost to job 9801.


Receiving the Purchase Order:


When the material arrives, the invoice is matched with the PO and received
into the PO system. Click on PO, receiving PO‟s. Click on the Purchase Order
number to bring the header record to the screen. Click on receive complete.
The order and receipt information is displayed. Click on post receipt and
invoice. Enter an invoice number and invoice date, then click on Post A/P
invoice.


The invoice data has been transferred to the A/P input batch on this
workstation. Click on A/P, and enter invoices(101). Click on continue, then
click on „end‟. Click on cancel print request, and then update this batch and
exit. Click continue and then start report. When the exit button appears, click
on exit to return to the main menu. The invoice has now been added to the
open invoice file and the costs distributed to job 9801. Committed Costs have
been reduced by the amount of the invoice.
BRICS 2000 – Payroll
11-16

Step 5: Entering Time and Processing Payroll
You have an equipment operator and one of the two laborers already on your
payroll file. You have hired one additional laborer and must now add him to
your system:
To add an employee -
From the Main Menu, select Payroll, and Employee Maintenance
Click Continue.
The Find Employee screen appears. Click Add to set up the new employee
file.
The New Employee Set Up Screen appears:




Enter the following information:
    Social Sec Number: 555-55-5555 (enter without dashes)
    Name: PETE PETERSON
    Enter any address, city, zip
    State: VA
    Pay Rate: 8.00
    Accept “40” as the normal hourly week

Job Craft Code: 091 (unskilled laborer) or click LookUp to search for
appropriate codes.
BRICS 2000 – Tutorial                                                           11-17


Press ENTER to accept the defaults until the OK button is highlighted or click
on OK to move on.




You now have the full Employee Maintenance screen in front of you. At this
time you can change or add additional information on this employee. You can
set fixed deductions, look at earnings history and pay rate history.
 Note that the first screen contained all the required data to enter time and
 generate a check for the new employee.
Click Update, then Exit to leave the new employee screen.


Entering time cards -
For job 9801, these are the hours reported:
    Joe Johnson, Equipment Operator: 20 hours + 4 hours overtime
    Pete Peterson, Laborer: 20 hours + 4 hours overtime
    Joe Jones, Laborer: 20 hours + 4 hours overtime
This crew worked on job 9602 for the rest of the week: 20 hours regular time
for each of them.


From the Payroll menu, select Process Payroll-Timecard Entry.
The Configuration screen appears.
BRICS 2000 – Payroll
11-18




The first screen allows parameters to be set for entering the timecards.
You are starting a new week, so change the Start New Week? button to
“Yes”.
You do not have any employees working on Saturday or Sunday this week so
click off those two days to save data entry strokes.
Click Yes to view earnings. Enter or change the period ending date.
Click Continue to proceed.
The Time Card Entry screen appears:




You can access an employee record by one of three methods:
    1- Enter the social security number;
    2- Enter a few letters of the last name, and use Next or Prev buttons to
    find the employee alphabetically; OR
    3- Click on Search to pop up a window of employees to choose from.
BRICS 2000 – Tutorial                                                         11-19


Using method #2, type “JOHNS” and press ENTER: Joe Johnson‟s name
appears on the screen. Since this is the employee you want to start with, click
OK.
An employee‟s time can be distributed to an unlimited number of jobs or
phases within a job. The system is now prompting you for multiple check # 1
for Joe Johnson.




Enter “9801” as the Job/Acct number, “001150” as the phase/sub number (for
pipe), and press Enter to accept the craft code of an equipment operator.
Press ENTER to accept R (regular earnings) as the type of earnings. The
system will inform you it is choosing the greater of the employee‟s rate of pay
and the federal minimum we set up earlier.
Now enter the time for each day:
        Mon: 8 hours; Tues: 8 hours;
        Wed: 4 hours, regular time; 4 hours for overtime.
You should now have a total of 24 hours for this distribution.
To update this distribution to the file, click OK (Alt-O).


The system is now ready for the second distribution for Joe Johnson.
Remember, Joe worked 20 hours on Job 9602-001150:
        4 on Wed, 8 each on Thr and Fri.
BRICS 2000 – Payroll
11-20
The pay rate reverts to Joe‟s normal rate of pay.
After entering the hours and accepting (OK or Alt-O), the totals boxes should
show 44 hours: 40 regular and 4 overtime.


The system is now asking for a third distribution for Joe Johnson. Since you
have completed this employee‟s time, click on Complete or press Alt-C.
By clicking on ChgDeducts button, you can view and change the employee‟s
deductions.


Repeat the above process for the two laborers, Peter Peterson and Joe Jones.
Access Mike Skeen who is a mechanic working in the shop. Charge 4 hours
each to 8888-BAC001 and 8888-DMP001. Charge the rest of the week to
8888-000001. This is shop time not allocated to specific pieces of equipment.
To complete the payroll, enter 40 hours to our clerical person, Lois Jones.
Her time will be charged directly to the general ledger account 7080, clerical
salaries.
When all the timecards have been entered, click the Exit button to print the
Edit Reports. These reports provide the breakdown of time by employee and
totals of all hours worked for the company. If these reports are correct you can
proceed with running the payroll checks. If not, return to TimeCard Entry and
make the changes needed.
Assuming the time has been entered correctly, select Proceed to Payroll
Calculate. The records processed are displayed; click OK.
Press ENTER when the employee sort is complete. Enter or change the
Period Ending date for the payroll if the date displayed is not correct. This is
the ending date for when the work was done; you will have an opportunity later
to enter the check date. Choose the reports you wish to print.
Click the Start Printing button. After the report is complete, click on the
Report Complete button.


Print Payroll Checks -

Click on the Proceed to Write Checks button.
At this point, place the checks in the printer. Select the bank, enter the check
date and the first check number. You may optionally enter a message which
will appear on all check stubs. When the screen has been filled in, click on the
Write Checks button to start the print job. Check totals are displayed. Click
Continue.
See the last section for a sample check. Note two pay rates for Johnson.
BRICS 2000 – Tutorial                                                             11-21


After the checks are printed, click on Proceed to the Certified Reports.
The system will print a certified job for job 9801 since we set it up to require a
Davis Bacon Certified Report. A report will not print for 9602.
A sample of the report is included in the sample reports section.
The system then proceeds to the Check Register.
Click on Start the Report, then Report Complete when the printing is done.
The system then proceeds to the Payroll Update step, which updates
employee records and prints a report showing the payroll distributions to the
accounts and jobs. Enter the week of the payroll (enter “1” for this tutorial.)
The next step in payroll processing prints the journal entry. This completes the
payroll including all job cost and general ledger postings.


You should examine the journal entry closely to see how the system charges
payroll burden and overhead allocation.




Step 6: Entering and Processing Equipment Usage
The equipment operator reported using the backhoe for 20 hours this week on
Job 9801.
Before we enter the transaction for the equipment usage let‟s look at the
master record for this piece of equipment. Select Equipment Master File, Use
the search button and bring the backhoe on the screen. Click on the service
button. You will see that we have three different preventive maintenance
schedules set up for this piece of equipment. Note the meter reading and
service interval for PM 1. After posting usage for this week , we will return here
and see if this week‟s usage is enough to place this piece of equipment on
the “requires attention” list.


To charge this equipment usage to the job, start by selecting the Equipment
menu, and Enter Usage Hours.
BRICS 2000 – Payroll
11-22
The Equipment Usage Input screen appears:




Enter the 6-character Equipment ID Number, or click on Eq-ID LOOKUP (Alt-
L) in the equipment information frame.
Enter “BAC001” to designate Backhoe #1. Enter the week ending date for the
equipment usage (or daily date if entering daily).
Enter the following information:
    Job Number: 9801
    Phase Number: 001150
    Hours: 20
    Press Enter to accept the rate and extension amounts
    Meter Reading: 120
OK is now highlighted, press ENTER to update the record.
Enter DMP001 for the dump truck. Enter job 9801, 000100 for the phase
(mobilization) and 10 hours. Enter 30 as the meter reading.
At this time you would normally enter the equipment used on other jobs. For
this demonstration, this is the only equipment time being entered in this batch.
Click End to end this batch. Click Start Printing to print an Edit Report to
check your data entry. Then select Update This Batch and Exit.
Click Continue to receive the Update Report and Start Report to Print.
This update has allocated the equipment usage to the job cost (debit) and the
internal income to the piece of equipment (credit). It will also update the Meter
Reading and Last Reading Date used to determine if the equipment requires
service.
BRICS 2000 – Tutorial                                                       11-23


Return to the master File screen and bring up BAC001. You will note the last
job and last date used has been updated and the piece of equipment now
requires service. Look at DMP001, click on view picture. This is an example of
how you can attach bit map files to each equipment id.

Step 7: Paying the Subcontractor
Follow the directions for Step 4 for entering an AP invoice, using FAST
GROWING SEED as the Vendor. Create an invoice for $500 with 5 percent
retainage.
For the invoice amount enter the total amount less the retainage, in this case
$475. Press Ok. Enter the distribution to Job 9801-027102-09(Subcontractor
Cost Type Code). Enter the full amount of $500 to charge to the job. The
system will prompt you for the quantity. Enter Quantity as “50”. The retainage
will be calculated and displayed automatically. Press continue and ok to
accept the distribution.
The system will debit the job expense for $500, Credit AP for $475 and credit
AP Retainage for $25. The invoice is now on the Open Invoice File waiting to
be paid with the next check run.
BRICS 2000 – Payroll
11-24


Paying the Bills:

Let‟s now proceed and actually pay some invoices through the payment
selection process. Our first step in this process would usually be to print a
Cash Requirements report showing what invoices were due and how much we
owed. To do this Select AP, Cash Requirements Reports . We can make our
payment decisions based on this report. A sample report is included.
To start the payment process, select AP, Prepare Checks. Press start
selection. The system will select for payment all invoices that are due. For
purposes of this demonstration lets only select and print a couple of checks.
Press clear selections to remove the checks selected. Then click payment
selection by vendor. Click Start selection.
You may now enter the vendor number (or use the name) of those vendors
you wish to pay. Enter Fast as the vendor number, click ok. The system will
now display the invoices which are entered for payment. Double click on the
invoice and it will move from the upper frame to the lower frame. Then click
selections complete.
To demonstrate a few points lets select another vendor, LUCK, then click ok.
As you can see we owe Luck Stone for three invoices. We can leave the first
invoice on the list and double click the second to pay fully. On the third invoice,
single click and the click pay partial. Enter 1000. Click Ok. Click Selections
Complete.
Click End. The system will tell us it plans on printing two checks , paying or
partially paying three invoices. Click proceed to write checks.
Enter the bank , check date and verify the next check number. Click Write
Checks. The checks will print with running totals displayed on the screen.
Remove the checks from the printer and continue with the update.
BRICS 2000 – Tutorial                                                          11-25


Step 8: Billing the Job

Billings for a job can be processed by entering state quantities (if the job is a
DOT job), by creating and printing an invoice, by using the AIA invoice format,
or by printing an offline invoice and posting it to the accounting system.
For this demonstration, create and print an invoice using the BRICS system to
bill the XYZ Company for job 9801.
From the Main Menu, select A/R and Order Entry-Print Invoices.
The Order Entry Input screen appears:




Click on Continue to accept the billing default parameters
Press ENTER to accept the A/R control account - 1040.
Select the customer -
You could do this by entering the customer number “242526”, or if you don't
remember the number, enter a few letters of the name and the system will
search alphabetically to locate the customer. You could also click on the
LOOKUP button to pop up a list of customers to choose from, then dbl-click on
XYZ Company.
Press Enter to accept 1 as the ticket number. This is an identifier for this
invoice, in the event you wish to generate multiple invoices for a single
customer in the same batch.
BRICS 2000 – Payroll
11-26
This customer is taxable by default, but you are not charging sales tax on this
invoice, so change it to N.
Enter "9801" as the Job Number and press ENTER to accept 000000 as the
Phase Number. (This is used only in special phase billing situations.) Press
Enter to accept the defaults; click on OK.


The Detail Order Entry screen now appears.
This is where you will build the body of the invoice. The line number is a
sequential number controlling the sequence of the invoice detail lines. It will
automatically be incremented by 5 in order to allow insertion of lines later if
necessary. Press Enter to accept line #5. Enter “N” as a Non Price File type.
You do not need a product code for this billing, so press Enter to bypass this
field.
For the description, enter "PIPELINE AT MT SIDNEY PLAZA"
For unit of measure (UOM), enter "LS", since you have agreed on a lump sum
billing.
Enter “1” as the quantity and “5000” as the unit price. Press ENTER to accept
the contract price of $5,000.
Press Enter to accept the Nontaxable status and the Job Number.
Change the Phase Number to 001150. Press OK to accept.
The screen is now ready to accept details for line 10. You will add a comment
line to this invoice. Accept 10 as the line number and change the type to C for
comment.
Enter the following description: "PER CONTRACT AGREEMENT".
Press OK to accept. Other comments could be added as needed.
Click End to finish and return to the Input screen. You could now enter
additional invoices for other customers. When complete, click End to complete
the batch.
Click Print Invoices on Exit to proceed.
You have the option of printing an invoice on blank paper, letterhead, or a
preprinted form. Select the blank paper option.
The last invoice number used is displayed. It can be changed if needed. Click
Start Printing to print the invoice.
After the invoices have printed, click Continue to proceed to the update
screen.
Click UPDATE; the invoices will be added to the A/R open invoice file and the
invoice register report will print.
BRICS 2000 – Tutorial                                                                 11-27


Click Start Report to print the DISTRIBUTION TO ACCOUNTS JOURNAL
which posts the Journal Entry, debiting A/R and crediting job revenue.

Step 9: Processing Cash Receipts

Select AR, Process Cash Receipts, click ok.

Enter 1 as the reference number.
Enter today‟s date.
Enter 5000 as the amount of cash received.
A description here is not required, you may enter the customers name if you wish.

Cash receipts fall into two categories. Payments against Accounts Receivable or
miscellaneous cash receipts not related to AR.

If cash received is not related to AR, enter the account number to which the credit is to
be posted in the direct to account field. The system will go directly to the amount field
and the amount is entered.

In this case the amount is a payment of the invoice we sent so we will skip the direct
to account field by pressing the enter key. Enter the customer number or XYZ to
lookup by customer name. Enter 9801 as the job number and accept 000000 in the
next field. Click open invoice lookup and dbl click the invoice or invoices being paid.
Partial payments can be processed here as well. Click Selections Complete and then
Complete on the previous screen.

Click End, print the reports and update.

This procedure debits cash, credits AR and marks the invoices as paid. To verify your
entry, click on customer inquiry, enter the customer number or search, and click on
inquire and history inquiry to see the history of the invoices and payments.
BRICS 2000 – Payroll
11-28


Step 10: Reviewing Job Cost Information

The previous steps were performed to pay your employees, pay your bills, and
to bill your customers for the work completed. Along the way, job cost was
automatically updated at the same time as your general ledger accounts. You
also collected valuable data about the use of your equipment, a critical
component of job cost.
As a project manager or company owner, you can now review the status of the
job comparing final costs to the original estimate. Keep in mind of course, on a
large job you would be analyzing your job cost as the work proceeded in order
to identify problem areas.
Although there are many job cost reports available, we will use the Job Inquiry
Screen. This screen uses the ―Drill Down‖ approach — starting with job
summary information and proceeding (screen by screen) down to the lowest
level of detail needed.
Select Job Cost, then Job Inquiry.
Type in “9801” as the job number. The job information is displayed. Select Job
Summary by Cost Type. As you can see, in this example as in the real world,
your actual costs vary from your original estimate. Double-click on any entry to
view more detail about the transaction.
Click Cancel.
Now click Job Summary by Phases to see the costs on each phase.
Mobilization is the first phase listed; click Next to proceed to the second
phase, Pipe. This screen shows both total and unit cost (if units of work have
been entered).
Click Cost by Type. This gives the breakdown by cost type code. To get
additional detail, click on Labor Regular time. This shows the transactions
making up the total.
In this example, you only have one week of payroll. Double-Click for additional
data on the detail transaction. By clicking one more level deep, you can see
the number of employees sorted by craft with the hours worked. As an option,
you could even see which employees and their rate of pay make up the craft
classifications. Similar detail is available for AP and equipment costs.
To review the status of subcontracts, click Job Cost, Subcontract Report.
Enter 9801 as the starting job and ending job. Click Start report. This report
shows the status and history of all subcontracts.
Print other job cost reports at your convenience and compare results.
BRICS 2000 – Tutorial                                                                11-29


Reviewing Other Inquiries and Reports

Some other reports you may find interesting are the EEO reports found under
the payroll , reports, menu selections.
These reports are required by the DOT for most jobs. There are several
different formats. You may have to experiment for the best font and type since
the reports do has special printing characteristics.


The Job Detail Report will list all detail activity for a job. This is useful for time
and material billing applications.


The Job Cost Report generator allows you to build your own job cost reports
within a certain set of parameters.


The Over/Under Billing report provides a tool for work in process calculations.


The Job Employee History report will lists all employees working on a job
within a specified time period (or for the entire duration of the job). The
equipment history by job report does the same for the equipment used.


As a final step of your review you may want to run financial statements. To do
this select G/L, reports, financial statements. Click Print Statements. Leave
the defaults and click “start printing”. Select report 100-P & L Statement by
dbl-clicking. After it prints, click 200, Balance Sheet. Then Click Cancel and
printing complete. These reports can be customized with the report generator
included in the financial statement module.
BRICS 2000 – Payroll
11-30

NOTES:
BRICS 2000 – Tutorial                                                                 11-31




Sample Reports:

The following pages contain a few sample reports based on the data entered through
the tutorial:

1.Job Cost Analysis Report after budgets are entered and prior to any transactions.

2.Sample Payroll Check

3.Certified Davis Bacon Payroll Report and Compliance Sheet

4.Automatic Journal Entry produced by Payroll Update

5.Detail Labor by Job Report

7. Cash Requirements Report (Accounts Payable)

8. Sample A/R invoice printed on blank paper

9. Subcontractors Status Report

10. Job Cost Analysis Report after Transactions

11. Job Cost Summary by Cost Types Report

12. Percentage of Completion Report (Over/Under Billing)

13. Equipment Service Maintenance Report

14. Depreciation Schedule

15. Profit and Loss Statement
Section 12 – Appendix

Installing Crystal Reports Dll’s
In order to use Crystal Report formats designed and included with BRICS you must
either purchase and install the Developer Version of Crystal Reports or install the DLL
Crystal package supplied by BRICS. This package of software modules allows you to
run Crystal reports without purchasing the Crystal software.

To install the network portion:

To install the workstation portion:

1. Install the AcuOdbc software on the workstation. This will be a self-installing CD
   supplied by AcuCorp.

2. A CD or set of Diskettes will be supplied by BRICS which contain the DLL
   package needed by Crystal to run reports. Enter the diskette or CD, and run
   A:\INSTALL from the specified media.

3.




Installing AcuODBC:

The AcuODBC software will be included in your installation of the other
ACUCorp products if you ordered it with your original installation.
If you are adding it on follow the instructions that are included with your disk
and CD.
Create the following subdirectory (XFD) in your BRICSW directory or your
network drive
     C:\BRICSW\XFD
Copy the disc labeled BRICS 2000 file definitions to this subdirectory.


After the software is installed, choose your program folder for ACUCOBOL
4.0, and ACUODBC and print the user‟s guide.
Follow the instructions to install a data source.
BRICS 2000 – Payroll
12-2
The data source name should be BRICS
The directory is BRICSW\XFD
Select the Advanced option and change your directory name where the data
files are located to:
    C:\BRICSW\FILEAW
Change C to your Network Drive if applicable.
BRICS 2000 – Appendix                                                            12-3


BRICS DATA TABLES


The following is a list of the most commonly used data tables available through
ODBC:
Emp_Mast This table contains all demographic and current year payroll
totals for each employee.
Pr_trans     This table contains a list of all checks for all employees in the
current year
Job_file: This table is created by the Job Cost Extract Program. Before using
this table the file must be created by selecting Menu Item Job Cost Data
Extract -692. You can select a range of dates and or a range of job numbers.
All transactions will be exported to the job-file along with job names, cost code
descriptions, etc. The minimum data fields you should select when using this
table to look at job cost information are:
JF-JOB-NUMBER
JF-PHASE-NUMBER
JF-COST-CODE
JF-AMOUNT
You may choose any of the other data fields. Their titles are self explanatory
The data should be sorted by job, phase, cost code for most uses. Each row of
the spreadsheet will contain data for the job, phase, cost code combination for
each date a transaction was booked. If the cost code is a labor code (01 or 02)
the data field for hours worked will also be available in addition to the dollar
amount.


Equipmnt This is the equipment table and you will see data fields for all data
blocks found on the equipment maintenance screen, including pm data. The
pm data is labeled pm-1, pm-2, etc through pm-15. You will have to add
descriptions for these pm items to your spreadsheet.


Vendors: This table contains the master information for vendors.
Customer: This table contains the master information for customers


Please call Blue Ridge Software Technical Support for additional information
for other data tables or fields within data tables.
BRICS 2000 – Payroll
12-4


The following is a list of the data fields from the employee master file in the
BRICS 2000 data base with explanations for codes, dates, etc. This may be
useful when importing data into other applications using the ACU-ODBC
software.


EMPLOYEE MASTER FILE

Table Name: emp_mast

Logical File Name: EMP-MASTER

File Name on the Disk:
     EMP-MAST (CURRENT YEAR)
    EMP-PY (PRIOR YEAR)

Data Fields:
   EMP-COMPANY (ALWAYS = 01)
   EMP-SSN
   EMP-LAST-NAME
   EMP-FIRST-NAME
   EMP-ADDRESS
   EMP-CITY
   EMP-STATE
   EMP-ZIP1
   EMP-ZIP2
   EMP-PHONE-NO 10 characters no slashes
   EMP-NUMBER for those companies who use employee numbers
   EMP-DRIVERS-LICENSE
   EMP-DIVISION-NO
   EMP-AR-ACCT

* TAX FIELDS
    EMP-MARITAL-STATUS
       M=MARRIED S=SINGLE
    EMP-FEDERAL-DEPENDENTS
    EMP-STATE-DEPENDENTS
    EMP-TAX-BY-HOME-OR-JOB .
       1 = INCOME TAX DETERMINED BY HOME STATE
       2 = INCOME TAX DETERMINED BY JOB LOCATION
    EMP-HOME-STATE
       SEE STATE LIST FOR EXAMPLE VA = 44
    EMP-MISC-EXMP
    EMP-HOME-CITY
BRICS 2000 – Appendix                                   12-5


 EMP-SALARY-OR-HOURLY
  1 = WEEKLY HOURLY
  2 = WEEKLY SALARY

 EMP-RATE-OF-PAY

 EMP-LABOR-CLASS
  SEE LABOR CLASS FILE FOR DESCRIPTION OF CODES

 EMP-RACE-GENDER-CODE
  0 = WHITE MALE 1 = WHITE FEMALE
  2 = BLACK MALE 3 = BLACK FEMALE
  4 = HISP MALE 5 = HISP FEMALE
  5 = INDIAN MALE 6 = INDIAN FEMALE

  ALL DATE FIELDS ARE IN CE-YR-MO-DA FORMAT,
   EX. 19981131 FOR 11/31/98

 EMP-DATE-OF-BIRTH
 EMP-DATE-OF-HIRE
 EMP-DATE-TERMINATED
 EMP-DATE-LAST-PAID
 EMP-DATE-LAST-REVIEW
 EMP-LAST-JOB-WORKED

FOLLOWING ARE BALANCES FOR AR TYPE DEDUCTIONS SUCH AS
 EMPLOYEE LOANS, GARNISHMENTS, ETC.

 EMP-ADV-BAL1
 EMP-ADV-BAL2
 EMP-ADV-BAL3

FOLLOWING TWO FIELDS NOT CURRENTLY BEING USED
EMP-DED-RATE
EMP-DED-TAKEN

FOLLOWING FLAGS ARE Y FOR YES , N FOR NO

 EMP-AUTO-PAY
 EMP-EIC
 EMP-LOW-INCOME
 EMP-STATUS
 EMP-SECURE
 EMP-CHECK-PENSION

FOLLOWING IS 1 FOR NON UNION EMPLOYEES.
BRICS 2000 – Payroll
12-6


 EMP-UNION-CODE

 EMP-FRINGE-RATE
 EMP-FRINGE-YTD

 EMP-VAC-USED
 EMP-SICK-USED
 EMP-VAC-MAX
 EMP-SICK-MAX

 EMP-CHILD-MAX

 EMP-NORMAL-HOURS
 EMP-NORMAL-ACCT
 EMP-NORMAL-SUB

 EMP-QTR-FED-TAX(N)
  WHERE N QUARTER NUMBER 1, 2, 3 OR 4

 FOLLOWING ARE YEAR TO DATE TOTALS FOR HOURS WORKED

 EMP-REG-HRS
 EMP-OT-HRS
 EMP-DT-HRS

 FOLLOWING ARE YTD EARNINGS FIELDS FOR THE CATEGORIES SET
UP IN YOUR SYSTEM

 EMP-YTD-EARNINGS CCURS 10 TIMES.

 FOLLOWING ARE YTD DEDUCTION AMOUNTS FOR UP TO 19
DEDUCTIONS AS SET UP IN YOUR SYSTEM

 EMP-YTD-DEDUCTS

 20TH FIELD IS YTD NET PAY

 FOLLOWING ARE STANDARD DEDUCTION FIELDS (AMOUNTS TO BE
TAKEN OUT EACH PAY PERIOD

 EMP-FIXED-DEDUCTS
BRICS 2000 – Appendix                                                             12-7



Crystal Reports:
Following is a step by step procedure for creating a report using data from
your BRICS data base using CRYSTAL Reports. By creating this report we
will illustrate several advantages of Crystal including the use of different fonts,
color and placing your company logo on a report. Also included following the
three pages of directions is a copy of the actual report.

The report we will create will allow you to select an employee by name and
print all the jobs on which that employee has worked during a specified time
period.

Getting Started:

Select Crystal Reports from the Programs menu or by double clicking on the
Crystal Icon.

Create a new report using the blank report option

Select data source, ODBC, then double click your BRICS data source.

Getting the Data you need:

Select the tables you will need to produce the report. We will need two
tables. The first is the JEH-FILE, which the job employee history file. This file
contains records for each job an employee has worked on since the system
was installed or the last time the file was purged. The other file we need is the
EMP-MAST, the employee master, which contains all static employee data.

If you have trouble determining which tables to choose to create a report,
contact BRICS technical support.

The link between the two tables is the employee‟s social security number and
is set up automatically by Crystal. Click OK.

We start our report by selecting the data we want to appear on each detail line
we print. Open data base fields, then open the JEH-FILE. Drag and drop each
of the following data fields and place them in the detail section:

Jeh-date: payroll week ending date
Jeh-job: Job on which the hours on this record were posted
Jeh-phase: Job Phase where the work was done
Jeh-class: The labor class (craft code) of the work being done
Jeh-reg-hrs: The number of regular hours
Jeh-ot-hrs: The number of overtime hours
BRICS 2000 – Payroll
12-8


Creating an new Data field using existing data:

We need a column on our report showing total hours. Total hours however is
not a field in our data base. We must create this field so we can use it on our
report. Click formula fields, click new and give the formula a name: JEH-
TOTAL-HRS. Create the formula by adding jeh-reg-hrs and jeh-ot-hrs. Drag
and drop this field to the last column on the report.

Changing the headings of the columns on the detail line:

The default headings for each column is the data field name. Right click on
each heading and click edit text object. Type in the name. For example instead
of JEH-Job,, enter Job.

Setting up Totals for Each Column:

Right click on each of the hour fields in the detail section. Select Insert,
subtotal. Change to group by employee name.

Put the employee’s name on the report:

Insert a text object on the line above the detail lines. Insert the data base field
last name by dragging and dropping it on the text object. Type a comma after
the last name field. Drag and drop the first name behind the comma.

Set up parameter fields:

Select parameter field, new, Enter last-name as the parameter name. Click to
set default values. Enter emp-mast as the table name and emp-last as the
field name. Click on >> to move all names to the default values. Set up a
second parameter for the first name in the same way. We need two more
parameters for the starting and ending dates. They are set up the same way
but we do not need default values.

Sort the data:

Click on the sort button on the tool bar. Sort by last name, first name, by date.

Set up selection criteria:

Click on the select expert on the tool bar. Set up the emp-last = to the ?last
name parameter. Do the same for the first name. Select the jeh-date field to
be between the start and ending date parameter fields.
BRICS 2000 – Appendix                                                              12-9


Set up Summary Information:

Click on file, then select summary information. Enter the report title, author and
comments explaining what the report will provide.



Give the Report a Title:

Select field object, insert special fields. Drag the title control object and drop it
in the page header section. Put the date and time to the left of the title and the
page number to the right of the title.

Change fonts, add color:

Right click on the title, column headings, etc and change font size, style, and
color to give the report a more presentation quality appearance.

Put a Logo on the report

Make room on the report header for a log. Click on picture, select your logo jpg
or bmp file and click on it . The logo will be inserted on the report header area.
Drag and place it where you want.

Preview your work, save the file:

Click on the print preview to see how the report looks. Enter the parameters as
you are prompted by Crystal software. Click back and forth between design
and preview until the report looks like the way you want it. Click File, Save-as
and give the report name. Click File, Save without data.
BRICS 2000 – Payroll
12-10

BRICS Data Base Structure
The BRICS data tables are based on a 12 character key structure.

General Ledger Account Structure:

The General Ledger accounts are four characters in length. A 6 character
subsidiary account is also available. For example, each vendor number is
automatically set up as a subsidiary account to the Accounts Payable general
ledger account.

Subsidiary accounts can also be used to accomplish divisional accounting.

 For example: account 7010 is telephone expense. 7010-0000001, could be
telephone expense for division 1, 7010-000002, telephone expense for
division 2, etc. In this way a divisional P&L could be run for each division and
a consolidated statement run using the primary accounts.

The last two digits are not used in the general ledger chart of accounts.

Job Cost Structure:

Job numbers are four characters in length and can be letters or numbers.

Each job is broken down into job phases (cost codes). The job phase is 6
characters in length and can be letters or numbers. This results in a virtually
unlimited number of phases for each job. A job must have at least one phase.

Each phase can be further broken down into cost types. The last two digits
represent the cost type. The cost type must be numeric. Cost types 01-03 are
reserved for labor and are posted to automatically by the payroll system. The
other 96 cost types are user definable.

The cost types are tied to general ledger accounts. The following is an
example of a cost type table:
Cost Type Description                  Account
01           Labor regular time          5010 - Direct Cost Labor
02           Labor overtime              5010 - Direct Cost Labor
03           Labor burden                5020 - Direct Cost Labor Burden
04           Materials                   5030 - Direct Cost Materials
05           Subcontract                 5040 - Direct Cost Subcontract
06           Equipment                   5050 - Direct Cost Equipment
07           Overhead Allocated          5060 - Direct Cost Overhead
99           Contract Revenue             5100 – Revenue from Contracts
BRICS 2000 – Appendix                                                           12-11


If divisional accounting is being used the direct accounts can also be broken
down by division based on the assignment of a job to a division.

Job Phase Library

All jobs should be set up using a standard library of job phases. The 6
character phase number can be broken down for reporting purposes in to any
combination of numbers. For example, if the first two characters of the phase
number represent a logical grouping, report totals can be taken on the break of
the first two characters. The same phase number should represent the same
type of work across jobs. For example phase number 001150 could be
assigned to the installation of 15 inch pipe. The system gives you the ability to
look at 001150 across all jobs where that phase was used. This is useful in
developing unit cost histories.
BRICS 2000 – Payroll
12-12

BRICS Document Imaging
The BRICS Document Imaging software allows the user to scan documents
and organize those documents in a series of system defined cabinets, drawers
and folders. When the documents are scanned they are attached to master file
records making them available for easy retrieval.

In addition to scanned documents the software can be used to browse your
system‟s data folders and select any type of file to be attached to master file
records in the same way. A single master record could have attached photos,
scanned reports, spreadsheets, word processing documents, autocad files,
pdf files and virtually any other file that can be accessed using a scanner or
selected using the Windows XP browse button.

Documents relating to a job, employee, customer, vendor or piece of
equipment become a permanent part of your accounting software data base.
All documents are stored in a folder hierarchy by job number, employee id,
vendor number, customer number or equipment id number for instant retrieval.
The maintenance screens in each functional area allow for adding and viewing
documents. All documents for a given master record can be viewed as
thumbnails or a specific document can be selected individually. All documents
are cataloged by functional area and master record. In addition you can enter
key words for easy search across system cabinets.

After retrieving a stored document and viewing it on the screen the operator
will have the ability to print, fax or e-mail directly from BRICS. BRICS takes
advantage of built-in Windows XP file viewers to deliver screens with which
most Windows users are familiar. You will not have to learn to operate a new
or non-standard file viewer. In addition you can easily transfer all documents
for a given job, employee, etc to a CD for distribution or offline storage.

Any TWAIN compliant scanner should work with BRICS document imaging. If
for any reason your scanner should not work correctly with the software we will
return your license fee or help you find a scanner that does work successfully.

Document Imaging is integrated with Accounts Payable, Accounts Receivable,
Equipment, Job Cost and Human Resources.

At this point we do not support having A/P invoices scanned and routed for
approval, then keyed into AP while being viewed on the screen. Invoices can
be scanned and attached to a Vendor record but if you wish the routing and
approval capability we suggest you purchase a more extensive system such
as the Construction Imaging Inc.‟s Chameleon package. We can work with you
and CIS to help integrate that software with the BRICS package.

				
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