Excel Contractors Invoice Template 1 1 by dzb12606

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                         ComputerEase -- Developed for Contractors by Contractors

                                                                to owners, project managers and other key employees
Executive Summary                                               based on security access. Key trouble shooting reports are
ComputerEase Software has been serving the project              automatically generated through the Management Centers
management and accounting software needs of                     as well as snapshots on Cash Flow, Jobs, Payroll,
contractors since 1983. ComputerEase is known for its           Subcontractors, Equipment, Receivables and an overall
project management, job cost and accounting that is             Financial view.
comprehensive yet easy to use.
                                                                ComputerEase can be customized for each user. Current
Sold through a network of dealerships across the country,       offering of modules include:
ComputerEase is used by more than 6,200 contractors                  • Job Costing with projected job cost
nationwide and is designed to meet the needs of General              • General Ledger
Contractors, Subcontractors and Service Contractors. In              • Accounts Payable
addition, ComputerEase also offers an “Enterprise” or                • Accounts Receivable
web based solution including, FieldEase (a remote time               • Payroll
and production entry system) and a stand-alone project               • Management Centers
management system, ProjX by CE.
                                                                     • Project Management
                                                                     • Subcontract Management
In 1996, ComputerEase became one of the first
construction software packages to adopt Microsoft                    • Equipment Control
Windows, proving itself as an innovator in construction              • Inventory
management software. ComputerEase is written in Visual               • Purchasing / Purchase Orders
C++ and is fully Microsoft and ODBC compliant.                       • Service Management
ComputerEase requires Windows 2000 operating system                  • Bid Day and Bid Invitation Control
or later and makes full use of 32-bit technology.                    • Rental
ComputerEase is compatible with most network                         • FieldEase--remote time & field reporting
environments, including Windows Sever 2000 or later,                 • QTools report writer
peer-to-peer and Linux. Built-in conversion tools allow              • Quick Access and Task Menus
for faster startup when converting from QuickBooks®,
PeachTree® and other software systems.                          ComputerEase has a strong payroll module that includes
                                                                Certified Payroll reports, union reporting, multi-state and
Visit            www.mycomputerease.com       or                municipality payroll. Attendance tracking is also available
www.projxsoftware.com for more information or to                in the payroll module. ComputerEase’s FieldEase
request a free demo CD.                                         application is especially good for labor-intensive
                                                                contractors .
Project Management, Payroll, Accounting and More
ComputerEase is designed for the entire life cycle of a         ComputerEase will integrate with most third party
construction project. The fully integrated system follows a     software systems including, but not limited to: estimating
construction project through crucial areas of a                 systems, project management systems (including MS
contractor’s business.                                          Project, Primavera and SureTrack remote time keeping
                                                                systems, scale systems, , bar code readers, Create-A-
From estimating (including third party and Excel                Check and pricing services.
importing), project management (including scheduling,
resource management and document control), payroll              Support and Maintenance
(including certified payroll reporting) and accounting to       ComputerEase is sold and supported through a national
complete job cost and financial analysis, ComputerEase is       channel of dealerships. Local dealers provide sales,
potentially a total construction software solution.             support and training services directly to their customers,
                                                                enabling each customer to receive support in their local
ComputerEase also provides you with all the crucial             time zone and helping to reduce the cost of onsite training
information and analysis you need for your company to           for customers. Rather than directing all customer support
be profitable, all in a concise and easily accessible format.   through a central corporate office, customers receive more
Its powerful Management Centers provide quick and easy          individualized, personal and cost effective services. In
access to job and company information through a mix of          addition to telephone support, ComputerEase updated its
reports and graphical formats. The ability to drill down        user documentation in 2006.
into detailed information is available on most reports in
the Management Centers. Critical information is available
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ComputerEase’s maintenance program includes all             ComputerEase can run on a single workstation, in a
software enhancements and updates. These updates are        network environment or as a web-based application
available on a monthly basis and include: year-end          through the “Enterprise” solution. The system operates on
updates, tax updates, W-2 changes and tax law changes.      a concurrent user license and can be installed on an
All updates are available through the auto-update feature   unlimited number of computers. Full record locking is
within the ComputerEase system. In addition, the            available in the system.
maintenance program entitles the customer to all upgrades
when a new version is released annually.
                                                            Customizable and Secure
                                                            ComputerEase offers an unlimited number of user-defined
Competitive Pricing                                         fields throughout each module as well as user defined
Product pricing is based upon the configuration of the      system menu, and the end user has the ability to enter date
software that is purchased (modules and number of users     sensitive notes throughout the system. From a vendor or
purchased). The base system starts at $4,995 and includes   customer file to collection notes on an invoice to
Job Cost, General Ledger, Accounts Payable, Accounts        documenting a delay on a job schedule, the ability to add
Receivable, Q Tools and ODBC for a single user.             notes plays an important role in ComputerEase.
Training and support pricing varies by dealer. Each new
purchase includes training, a system manual and tutorial    ComputerEase comes with hundreds of standard reports.
workbook. Training is available on-site, on-line or at      Reports can be run by date range and period. A powerful
ComputerEase’s local dealership offices at the customer’s   report selector, built into each module, allows users to
discretion.                                                 select the desired report parameters. These report
                                                            selections can be set as defaults for each user. Reports
System Features                                             can be exported or pasted into Excel and all reports are
Pros                                                        designed to be displayed, printed and e-mailed (reports
• Management Centers                                        can be attached automatically as PDFs to outgoing e-
• Fully-integrated Project Management                       mails). In addition, the user has the ability to fax directly
• Ability to enter percent complete, units complete,        from the system with the integration of third-party fax
    revised estimates and dollars to complete               software.
• User-defined menus
• Unlimited user-defined fields in all modules              QTools, a built in, user-friendly report writer, allows
• Web enabled ASP service available                         users to customize standard reports and create their own
• Stand-alone project management available                  reports using their user defined fields. These reports can
                                                            then be saved as new report templates and may also be
• Display, print or e-mail all reports
                                                            exported to Excel and other databases.
• User-defined security
• Direct deposit capabilities                               Additional report writing capabilities are available using
• Ability to attach documents, digital photos, scanned      third party report writers such as Crystal Reports, Excel,
    images, etc. in all modules                             Word and Access. Additionally, ComputerEase
• Templates powered by Microsoft Word                       dealerships offer custom report services to create custom
• Offers an equipment rental application                    reports for their customers.
•
Cons                                                        System security can be assigned down to the menu item,
• limited options for formatting financial statements,      giving the end user the power to decide which employees
• no Fasb95 cash flow statements                            have access to which features. ComputerEase security
• No automated links with outside payroll services          includes executive payroll settings.        The system
• No intercompany transactions                              administrator can quickly and easily assign and copy
• Weak fixed assets module                                  security settings from one user to another. There is no
• will write a check without a signed off lien waver        limit to the number of user logins and passwords that can
                                                            be created.

ComputerEase is a menu-based system that provides           An unlimited number of companies can be run using
quick and easy access to each module. Data entry is         ComputerEase. The name of the active company is
consistent from module to module and can be done using      displayed on all screens in the software. All companies
a mouse or keyboard. Keyboard short cuts are standard       have their own data files and consolidated financial
throughout the system. Each module includes the ability     statements can be prepared in the General Ledger.
to quickly add new records. Parameter settings ensure
Job Cost and General Ledger stay in balance and all         ComputerEase’s “practice mode” creates a duplicate of
transactions offer real time posting to Job Cost.           the company data that looks and feels like the real
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company. This allows the user to practice a transaction         file, can be attached to each job. These attachments can
without affecting the “live” data.                              be transactional or merely informational. Job Cost
                                                                interfaces with several tool tracking systems for costing
                                                                and tracking tool usage on jobs.
Accounting Practices
ComputerEase follows Generally Accepted Accounting              Job file
Principles (GAAP) and provides detailed audit trails. Soft      Jobs are identified by a 10 character alphanumeric job
close procedures within each module allow the system            code, a four-character alphanumeric phase code, a six-
administrator to determine, by user, how transactions are       character alphanumeric category code, and up to 16 cost
posted (to prior and future periods). Transaction postings      types. The system comes pre-defined with five cost types,
are date driven, not period driven.                             and up to 11 user-defined cost types may be added, each
                                                                linked with a General Ledger code. For each cost
                                                                combination, users can enter estimated dollars, hours and
Job Cost                                                        quantities. User defined job fields are available in a date,
                                                                text, number, yes/no or phone number format, and are
                                                                available at the job, phase and category level.
                                                                ComputerEase can track quantities, which are used to
                                                                track production, in both units and dollars.

                                                                Third-party estimating packages easily interface with the
                                                                ComputerEase import function. This interface can be used
                                                                to create job budgets, pull list and purchase orders in
                                                                ComputerEase.

                                                                ComputerEase allows you to see the true labor cost by
                                                                posting actual labor burden, in addition to direct wages, to
                                                                Job Cost. The burden is pre-defined to include all payroll
                                                                taxes, workers compensation and general liability
Pros                                                            insurance and union fringes as well as other company
                                                                paid benefits established in Payroll. In addition, the user
•   Strong inquiry and reporting                                also can choose a percent of burden to use, either by itself
•   Job Center                                                  or in conjunction with the actual labor dollars. You may
•   Projected job costing                                       also post direct costs as a percent of one or more of the
•   Separate billing and costing schedules may be linked        cost types - for example, material, equipment, labor,
•   Computation of percentage of completion                     subcontracts, etc.
•   Drill down capability in reports
•   Troubleshooter reports                                      ComputerEase allows copying from one job to another,
•   Unlimited user defined cost codes                           even if the jobs are in different formats. Billing line items
•   Multiple input options for calculating percentage           for a schedule of values is defined at the phase level in the
    complete and projected job cost                             job setup. ComputerEase handles time and material
•   In AIA invoicing and Unit billing, option to update         billings, AIA, Contract, Unit, and user formatted billing
    original values and amounts completed directly from         through the Accounts Receivable module.
    Job Costing Reports
                                                                Jobs can be set as active or inactive, allowing the system
Cons                                                            to sort out the closed jobs, but maintaining the data for
   No job transactions between companies                        reporting purposes.

                                                                Job Cost Transactions
Integration between Job Cost and the other ComputerEase         Job cost estimates can be entered for each cost
modules is strong. Vendor and subcontractor invoices are        distribution or can be duplicated from another job (or
posted to Job Cost from Accounts Payable. Job billings          master job template). Users can duplicate the phases
are posted from Accounts Receivable. Change orders can          and/or categories from this template.
be posted from Job Cost, Document Control or Accounts
Receivable (AIA and contract billings). Purchase orders         Users will normally enter the transactions in a source
update committed cost on job reports. Employee hours            module, but a number of different transactions can be
(regular and overtime), gross pay and labor burden are          entered directly into the Job Cost module.            All
posted to the category level from information posted in         transactions are posted to the General Ledger in either a
payroll. Job notes, including files such as digital pictures,   detail or summary format. The user can either use a job
Excel and Word files, scanned images or any electronic          cost summary or a balance screen to assist in
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reconciliation to the General Ledger. ComputerEase also        Troubleshooter is located on the Job Center and clearly
provides features for tracking construction loan draws and     points to areas that are over or under budget, detailing
associated information.                                        what may be causing the discrepancy.

Projected Job Cost                                             Accounts Payable
A unique feature of ComputerEase is its ability to project
a job’s profitability based upon information that has          Pros
already been entered. This feature allows the end user to      • Warning if invoice distribution exceeds cost estimate
see where your job will end up, providing the job                  or purchase order
manager with the tools he needs to make effective              • Flexibility in selecting invoices to pay
changes. The ComputerEase Troubleshooter highlights            • Workers Compensation expiration date warning
the problem areas on a job so that the manager is made         • General Liability expiration date warning
aware of problems while there is still time to correct         • Subcontractor Center
them, before the job has been completed. There are five
different Troubleshooters in ComputerEase: Job, Field
Manager, Payroll, Subcontractor and Receivables. These         Posted entries of both costs and quantities can
Troubleshooters include budget vs. actual, labor hours or      automatically update Job Cost, Inventory, Equipment,
rates, units complete, cost-to-date as a percentage of         Purchase Orders/Subcontract and General Ledger. The
estimate, billed-to-date as a percentage of contract and       payment process can be done manually or by selection
many other comparative statistics.                             criteria. The module offers standard vendor reports.
Change Orders
An integral part of a contractor’s success, change orders
can be managed from Job Cost or the Document Control
modules. User definable fields and extensive note
capabilities make the change order system flexible.
Change order documents are created and tracked within
ComputerEase. Pending, approved and denied change
orders are tracked for both internal and customer levels.
The current contract on a job is automatically updated
once a change order is approved. Change orders are
easily tracked and edited as the job demands and they can      Vendor Master File
be printed for the approval process. Change orders are         Vendor payments, purchases and workers compensation
tracked as they progress through the approval stages and       deductions are tracked on a yearly basis. Default payment
from delivery to the architect, customer, and                  terms, General Ledger account numbers, discount and
subcontractor.    Reports in ComputerEase show the             1099 information can all be assigned to each vendor. The
pending, approved and denied status of each change             system also tracks whether the vendor is a supplier or
order.                                                         subcontractor and notes can be attached to the vendor and
                                                               accessed in the invoice entry screen. The system prompts
Inquiries and Reports                                          the user for a Worker’s Compensation expiration date and
ComputerEase offers many standard reports, most of             General Liability insurance, and warns you when this date
which can be broken down by either a posting date,             has expired.
posting period, cost type, job number, phase or category
number, or active/inactive. These sorting criteria are         For those companies that have an arrangement with their
available on most standard reports and all summary             state to pay sales and use tax directly, ComputerEase
reports have a drill down feature to the original entry. Job   provides Direct Pay features that will keep track of sales
analysis provides the opportunity to view multiple             and use taxes by taxing authority.
selected reports for a single job rather than having to
specify a job for each report you wish to print.               Invoice Entry
                                                               Invoices can be entered in batches or individually. The
Percentage of completion is calculated at the cost             posting period will default to be the month of the invoice,
distribution level. The software compares the budget for       but can be overridden. Invoices can be posted to multiple
each line item to actual costs, and figures the percent        posting periods in the same batch and each invoice can
complete from there, including costs remaining, although       either be labeled as payable, on hold, or a credit memo.
this can be overridden. One of the strengths of                Each Purchase Order can be accessed in Accounts
ComputerEase is the ability to run reports for prior           Payable. If receiving is not done through the Inventory
periods and have the data reflect just that information.       Control module, it can be done in Accounts Payable.
This enables a user to re-run a report when needed and         When applying a voucher to a Purchase Order, there is an
use it in reconciling to the General Ledger.         The       option to receive and invoice all items.
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                                                                Inquiry and Reporting
Each invoice can be sent to an unlimited number of jobs         A variety of options are available for reporting open
and cost distributions as well as General Ledger accounts.      payables. You can run the reports by job or by vendor
The system will default to the Purchase Order for job           and then select other selection criteria.     History is
information, and the vendor master file for default             maintained on the system until the user decides to delete
General Ledger accounts, and verifies that the codes            it.
match the defaults set up. However, you may always
override the default. In addition, the system will not          The open payable reports can be run with either a cutoff
permit you to enter an invoice if the same invoice number       period or cutoff date to assist the user in reconciliations at
exists in open payables or vendor history. The system           month end. Aging periods are pre-defined in the system
will also warn you if you try to enter line items to be         and reports are available in a detail, summary or totals
posted to a non-“related-to” account (such as posting job       only format.
transactions to the wrong cost type).
                                                                In addition to open payable reporting, Accounts Payable
Vendor information fills in the middle part of the screen       includes a cash flow report, showing open payables by
with the purchase discount, retention percentage, and the       vendor in one-week increments for the next three weeks
workers compensation to be withheld.                            and into the future. Cash flow reporting includes
                                                                projections of inflows from Accounts Receivables and
The system will keep track of the different posting             outflows from Accounts Payable, showing the projected
periods that the invoices are being sent to, and when the       cash balance for the week. You may override the
batch posting report is run, it will update all periods. If a   ComputerEase calculations to reflect other items the
temporary vendor is needed, you may type a one-                 system has not counted (e.g. special one time purchases or
character code to enter the needed information without          disbursements).
setting up a “real” vendor. You can also setup a joint
check in the entry process. Recurring invoices may be set       General Ledger
up and posted on a period-by-period basis to the General
Ledger and Job Cost.                                            Pros
                                                                • T-account for easy entry of journal entries
Payments                                                        • Post in summary or detail by account
ComputerEase provides a lot of flexibility in the selection     • Cash flow reporting
of invoices for payment. Invoices may be selected by all        • Financial Center
vendors, range of vendors, specific vendor, jobs,               • Integrates to job costing
subcontractors vs. suppliers, specific voucher, discount
dates or due dates. You may force the system to take the        Cons
discount even if the discount date has expired. You can         • No inter-company transactions
also choose whether or not to pay retention or how much
retention to pay. In the selection screen, you can choose
to issue joint checks by invoice and still use temporary
vendor information. The system also allows partial
payment to vendors and prints lien waivers (partial and
final) for suppliers and subcontractors. However, you can
print a check with a signed off lien waiver.

Once invoices are selected, the system indicates how
many checks will be needed to pay the selected invoices.
When the checks are printed, the system prompts for a
posting period to be selected, defaulting to the current
General Ledger period. A check register may be printed
after the checks have been posted. You may set up an
unlimited number of checking accounts, and can print            The General Ledger is the backbone of the ComputerEase
from one account at a time. When checks are printed,            accounting system. Transactions from each module
they can be sorted by vendor name or vendor number.             update the General Ledger and Job Costing. One of the
                                                                unique features is the ability to work in multiple periods.
History is maintained for all vendors and invoices until        Payroll can be in one period and the General Ledger in
deleted by date. You can run paid invoice reports by job        another period. Using parameters, you can control the
or vendor, and include unpaid invoices. When a check            number of periods forward or backward which may be
register is displayed, you can drill down to the original       posted. You may also disallow postings to closed General
invoice entry.                                                  Ledger periods. Reports can be sorted by posting date or
                                                                source code.
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Chart of Accounts
Account numbers may be up to nine characters. The size
of the account number as well as the number of characters
for the department codes are completely user definable.
Each account is defined as a financial statement type, for
example, asset, liability, equity, sales, cost of sales and
expenses.     Each account can be set up as either a
summary or detail posting. Reports can be selected based
on Active, Inactive or all accounts.

Budgets can be set up on either a monthly or yearly basis.
If the yearly basis is used, the system will automatically
allocate the budget equally over all of the periods.
                                                              ComputerEase has a full-featured bank reconciliation
Chart of Accounts Inquiry                                     module built into the General Ledger module. In addition
Entries from all of the other modules update the General      to providing an outstanding check list, ComputerEase
Ledger. The posting routines need to be run before            includes the ability to clear deposits and enter bank
financial statements are run for the sake of accuracy.        charges.

The general journal entry screen is presented in a “T-
account” format, showing account number, account              Payroll
description, debit or credit amount and date and entry
description. Each entry is posted to a user specific period   Pros
and may be automatically reversed. In addition, these         • Confidential payroll
entries can be posted to any period or year. If the period    • Ability to enter and post quantities from time card
is outside the defined open periods, a warning message is         entry to Job Cost and Equipment Costing
displayed and the entry is not posted.                        • Ability to track employee absences
                                                              • Direct deposit transmission and reports
Month-end close is a menu option and is the only step         • Ability to run termination checks in middle of cycle
needed after the other modules have been posted. The          • Ability to re-issue a lost payroll check easily
system will automatically open the accounts for a new         • Handles all local and state reciprocities
year with no extra steps needed.                              • Creates Certified Payroll reports
                                                              • Handles all complex union calculations
Inquiry and Reporting
                                                              • Customizable payroll entry screen
For inquiry purposes, there is a report that will show all
activity since the system was started, if desired, for all
                                                              Cons
accounts, or for a specific account. In the General Ledger
                                                                 •      Does not easily handle third-party sick pay
report, only the current year’s activity will be shown if a
date range is selected. The beginning balance for the            •      No links to outside payroll services
period will always print first.
                                                              ComputerEase has a confidential payroll capability
Pre-defined monthly and yearly statements for the             included with this module. The confidential payroll is
Balance Sheet and the Income Statement are included in        password controlled, and if the user does not have
the system; however, users can          format financial      password authority, they cannot access any information
statements without having to use a special report writer.     about those employees.
Users have control over report titles, line items and
subtotals. The standard income statement will print by
department(s), company or consolidated multiple
companies.      The system can consolidate Charts of
Account and you can print the P&L for a single period or
a range of periods. There is also a journal import/export
capability.
                                                                                                      1-7
                                                                 daily overtime hours automatically if this option is
                                                                 desired.

                                                                 Hours may be imported from the Service Management
                                                                 module or remote time entry may be imported using
                                                                 FieldEase. Once time entries are imported into Payroll,
                                                                 they can be edited before posting.

                                                                 Time card entry can include equipment and associated
                                                                 costs for the job, the operator’s gross pay and related
                                                                 burden. All information will update the job file. You can
                                                                 also select an hourly billing rate for a piece of equipment
                                                                 used to update time and material billing information.

                                                                 After the time has been entered, there are several reports
                                                                 available to proof the distribution of costs and hours to the
Employee Master File                                             employees and jobs. Once the proofing is complete, you
The master file allows setup of employee information,            may run the payroll register, which calculates the taxes
pay rates, taxes, unions, and non-union fringes and              for each employee, determines the tax deposit due and
deductions. It supports pay rates based on skills and skill      prints the checks. There are options to have employees’
levels. 401(k) plans can be established to handle both the       social security number, payroll period dates and
employee and employer contributions as a fixed amount,           remaining sick and vacation time printed on the check
percent of gross or hourly rate. The system also handles         stub. Once the checks are printed, the system will prompt
Section 125 plans. User defined fields can be set up to          you to post the checks and the General Ledger is then
track any additional information that the user desires.          automatically updated.

Benefits and Deductions                                          Since each deduction and fringe posts the expense to
ComputerEase provides the ability to compute benefits            different accounts by payroll department, it does not
and deductions for unions and Workers’ Compensation              require additional allocation of payroll taxes and fringes.
insurance based on a variety of different methods, such as       Gross payroll, hours and quantities are posted to job cost
a rate per hour, percent of gross, percent of net or fixed       files along with the labor burden after the payroll checks
amount per pay period. Miscellaneous deduction and               are processed. Earnings and taxes are updated for each
fringe amounts are entered at the employee level.                employee during posting. Payroll checks can be voided in
                                                                 any past period and manual payroll check adjustments can
ComputerEase tracks hours worked by risk category, will          be easily prepared.
calculate and report on Worker’s Compensation insurance
premiums and also calculates General Liability insurance         Employee Absences
premiums. Both Workers’ Compensation and General                 ComputerEase Payroll gives you the ability to enter
Liability risk categories can be tied to either the job or the   absences for employees and track them throughout the
employee.                                                        year. Notes about the absence may be entered and a
                                                                 report may be run by employee or by date.
Customizable Time Entry Screen
You may custom design the entry screen to show which             Inquiries and Reports
fields you want and the order in which to show them,             ComputerEase has a broad selection of reports available.
greatly increasing ease and quickness when entering              Most state and federal reports are available on a quarterly
Payroll. The grid entry is designed to look like a time          basis. Workers’ Compensation reports are available by
sheet and may be tailored to mimic your company’s                date range and code selection, and Certified Payroll
format.                                                          reports are available for any period provided that the job
                                                                 was set up as a Certified Payroll job. The system has the
Payroll Processing                                               ability to report W-2 information both on the W-2 form
Timecards can be entered by the employee or by the job.          and as a magnetic media file.
There is a non-job entry screen available for non-job
employees. Time can be entered as a variety of types             A month-, quarter- or year-to-date report is available for
including regular, overtime, double-time, sick, vacation,        each employee. Complete date sensitivity throughout the
holiday, other and non-taxable. The non-taxable method           Payroll module provides for the ability to recall all prior
allows the employer to reimburse an employee on his              pay periods. History of fringes and deductions are
paycheck without affecting payroll tax computations.             maintained for each employee and Union reports are
Time can be entered either as hours worked or by entering        available with a date selection in either detail or summary
the start and end times. They system will also calculate         format.
1-8
                                                              Unit billing allows the user to bill based on quantities in
Accounts Receivable                                           place. This is especially helpful for the heavy highway
                                                              contractor, whose job costing is based on units. This
Pros                                                          information will also update the percentage complete.
• Flexible billing methods
• Multiple AIA billing formats                                Non-job billing is handled through the Freeform invoice
• T&M billings integrated with Job Cost                       entry, and is very similar to Time & Material billing. In
• Unit billing available                                      addition, non-job invoices can be used to bill for items
• Invoices can be e-mailed                                    sold out of inventory. When billing inventory items, the
• Quoting                                                     system will default to the description and unit price of the
                                                              item and inventory is automatically relieved.
Cons
                                                              Invoices can be printed an unlimited number of times
• Does not support prepaid invoices with zero balance
                                                              prior to and after posting. AIA invoices are printed on
Accounts Receivable integrates with job costing and           preprinted forms and all other invoices can be printed on
                                                              plain paper or pre-printed forms.
general ledger and provides for income recording and
reporting. Six types of invoicing are available: Time &
                                                              Cash payments can be applied to a specific invoice or on
Material, AIA, Contract, Unit, Freeform and batch.
                                                              account but you cannot prepay an invoice, print and
Accounts Receivable also accommodates payments,
                                                              show it with a zero balance. The apply payments screen
adjustments and retention. Sales and use tax files are set
up in the Accounts Receivable module for use by the           shows the customer balance, name, phone number and
                                                              address. Invoices may be adjusted from this screen as
other modules.
                                                              well.
Customer Master File
                                                              Quotes and Change Orders
The system tracks month-to-date, year-to-date, previous
                                                              Included in Accounts Receivable is the ability to create
year’s sales and last payment date in each customer’s
                                                              and print quotes for current and future customers. To
master file. Statements can be printed and finance
                                                              save time, you can copy items from a previously entered
charges generated. The customer master file has two
                                                              quote into a new quote. Once the quote is approved, you
discount types available: trade and finance. A separate
                                                              can quickly turn the quote into an invoice.
table is available to track sales representatives.

Data Entry                                                    Change Orders for AIA and Contract billing is entered
                                                              through Accounts Receivable so that the invoice correctly
ComputerEase provides the option of manual invoice
                                                              reflects the Change Order. You can assign an RFC
numbering or automatic invoice numbering in certain
                                                              (Request for Change) number and once the RFC is
forms of billing.
                                                              approved, a Change Order is issued.
Prior to working on the AIA invoice, you can obtain an
AIA worksheet, listing all of the amounts and percent         Inquiries and Reports
                                                              On-screen inquiry of open receivables and paid customer
complete by phases previously billed. Space is available
                                                              history is available by customer. Aged trial balances are
on the worksheet for the project manager to enter the
                                                              available by customer or by job, in detail, summary or
amount or percent that is to be billed for the current
                                                              totals only. Other reports include a Sales Register, which
period.
                                                              can be run several different ways and statements that can
                                                              be printed by customer.
Contract billing is done exactly like the AIA, but the
schedule of values does not print. Information from the
                                                              History is maintained for all customers, however, you can
worksheet can easily be entered into the system via either
                                                              choose to delete various types of data, invoices or
a percentage complete or dollar amount of work done this
                                                              payments.
period. Retention can easily be computed based upon a
percentage established for each phase in Job Cost.
                                                              Project Management
Time & Material invoices can be used to bill a job for the
                                                              Pros
dollar amount of labor and materials. Multiple line items
can be billed per phase and this billing can be pulled from   • Job organization automatically flows from Job Cost
Job Cost with edit capabilities. Once the billing is          • Instant breakout of two-week sub schedule for project
created, you can use the Freeform invoice screen to finish        meetings
the bill. Markup percentages can be established at the job    • Schedule may be e-mailed or printed
level and standard bill rates can be set up to expedite       • Schedule crews, subs & equipment
billing.                                                      • Access all documents from a single list
                                                              • Special tracking of submittals
                                                                                                   1-9
•   Create and track Change Orders                                 •     Multiple subcontract templates available in
•   Integrates with Project, SureTrack and Primavera                     Microsoft Word format
                                                                   •     Approved Subcontracts interface to Accounts
ComputerEase’s Project Management module offers                          Payable
contractors a fully integrated scheduling, resource
management, document control and meeting minute                Subcontract Control interfaces with Accounts Payable and
solution. It comes with a complete site map to assist in       Bid Day. The user can generate subcontract agreements
creating schedules and managing documents. The site            by subcontractor type with all pertinent information. The
map will offer links to common tasks and some beginner         agreement creates the purchase order for the project and
hints and instructions. Built-in exports to Microsoft          allows the user to track approval status, retention amount,
Project, SureTrack and Primavera make this an                  bond requirements, original start and finish dates, actual
unbeatable project management system.                          start and finish dates, Project Manager and Architect.
                                                               Change orders to subcontract agreements can be created
Job and Resource Scheduling                                    and tracked as well. Worker’s Compensation and General
You begin building your schedule by copying the project        Liability insurance is tracked by vendor. The user is
breakdown from Job Costing. You can build the time line        alerted when a venders’ certificate expires and the system
by stretching and moving time bars or by entering detail.      will generate the renewal letter to forward to the expired
Sequential tasks can be connected with links and they will     vendors.
automatically position themselves on the time line. There
is an option to highlight the critical path as well. As the    Bid Day
job progresses, revised dates may be entered and the
schedule will correct itself for rapid completion or delays.   Pros
                                                                   •     Generate Request for Bid documents
You can schedule an activity for five days and 40 hours,           •     Track invitations to bid, bids received and bids
and the system will automatically calculate and show that                awarded
you need eight man hours each day, allowing you to                 •     Compare bids from different vendors
effectively schedule your resources. Resources scheduled           •     Award bids and change contract amounts
can optionally be moved when the schedule changes, with            •     Bid information is easily pulled into a
a warning if there is a conflict created as a result (a                  subcontract agreement
resource assigned to more than one activity/job on the
same day). The built in CrewBuilder allows for greater
flexibility when creating and scheduling crews. You may        Cons
specify a percentage complete on any activity and the bar         •      Multiple screens      required    for   entering
graph will show the completed section in black and the                   subcontractor bids
uncompleted in green or red.
                                                               The Bid Day module interfaces with the Subcontract
The schedule is available for printing as well as emailing.    module and Job Cost. Bid Day allows the user to create
                                                               and track bid invitations. The system tracks invitations by
Document Control and Meeting Minutes                           bid item, which vendors have responded, the low bid
Document Control allows you track submittals,                  amount, awarded amount and who the bid item is awarded
transmittals, RFIs and RFCs. Documents may be sorted           to. The user has access to reports, can breakdown bids by
by due dates, description, contract amount, budget             item, easily compare bids from different vendors and get
amount, status or change order code. Correspondence            historical bid information. Subcontract agreements are
may easily be sent to multiple contacts at the same time.      automatically generated for awarded bid items that pull
When working on a particular job in Document Control,          pertinent information from the bid into the contract.
you may directly access the schedule for that job.
                                                               Service Management
Job meeting minutes allow you to track open and closed
issues from prior meetings, automatically generating the       Pros
agenda for the next meeting. Meeting minutes may be
                                                                   •     Integrates with payroll
printed to Microsoft Word for editing, e-mailing and
                                                                   •     Schedules warranty type work
printing.
                                                                   •     User-defined Dispatch Boards
Subcontract Control                                                •     Allows for assignment of employee to work
                                                                         orders
Pros                                                               •     Allows for maintenance schedule for customer’s
    •    Create new Subcontracts or add Change Orders                    equipment
         to existing Subcontracts                                  •     Generates scheduled work orders
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Cons                                                         •   Equipment Center
• No automatic dispatch of work orders to the field
                                                             Cons
ComputerEase allows for the scheduling of repairs needed     • Third-party depreciation schedule required
without forcing the user to create a job. The system
enables tracking of scheduled maintenance for customer’s
equipment as well as warranty tracking. Customers, jobs
and sites can all be entered without moving in or out of
the work order program. Addresses in the Service module
are connected to MapQuest on the Internet, allowing for
easy and quick directions to service sites.


Data Entry
Work Orders are created and include pertinent
information such as: customer, date requested, date
required, purchase order number, who promised the work
and a description of the work to be performed. Estimated     Equipment Costing tracks the revenue generated by the
time to complete the service call is requested per work      piece of equipment as well as the costs. This allows the
order and the total time scheduled per tech is shown on      user to decide if the piece of equipment is costing the
the schedule board. The user then assigns the work order     more than the revenue it is generating.
to a service employee and schedules the date to perform
the work.                                                    These costs can be accumulated in the Accounts Payable
                                                             module and posted to each individual piece of equipment.
After the work order is finished, an invoice is created to   In payroll, the hours of usage are calculated and the
update Accounts Receivable. The system allows for a          appropriate revenue and costs for the use of the
variety of invoice types including: contract billing for     equipment is sent to the job. Certain types of inventory
service contracts, work order, and Freeform invoices.        adjustments can also be posted to Equipment Costing.
During billing, warranty information and aging of
customer’s Accounts Receivable is readily available.         Service schedules are tracked by piece of equipment with
Multiple work tickets may be added to a single invoice.      inquiries available on service history and future service
Work tickets are added individually, by customer, by site    scheduling. The service schedule can be established
or by work order. Cash receipts may be recorded when         based on the miles of use, hours of use or date for service.
entering work from a work ticket and time from work
tickets may be imported directly into Payroll.               For each piece of equipment, you can establish equipment
                                                             codes which are the operations that are either done to or
ComputerEase also includes a warranty tracking system.       by the equipment. There are three types of equipment
Warranties are maintained by “type of warranty,” for         codes available: revenue, cost to own, and cost to operate.
example, parts only, labor only, etc. Warranties may have    These codes determine how the equipment transactions
multiple user defined fields and special notes may be        are posted to the General Ledger and Job Cost. Revenue
maintained for each warranty. These notes are accessible     codes are used to post an equipment billing rate to the job
from the warranty report.                                    and to customer invoicing for T&M billing. Cost to own
                                                             codes capture actual equipment cost transactions from
Inquiries and Reports                                        Accounts Payable, Payroll and Inventory.
ComputerEase has a wide selection of reports available
for the user. Reports include unscheduled work orders,
customer histories, equipment histories, site histories,     Inquiries and Reports
contract and equipment master reports, scheduled             Equipment Costing comes with four standard reports to
services, contract expiration report, and a work order       track the costs for each piece of equipment. The
report. Profitability reports are available by technician,   Equipment List shows basic master file information
site, customer and work order.                               relating to the equipment, the Equipment Usage report is
                                                             used to print the detail postings to revenue codes, the
Equipment Costing                                            Equipment Cost Report includes detail transactions to
                                                             cost to own and cost to operate codes and an Equipment
Pros                                                         Cost Summary report is also available.
• Preventive maintenance scheduling
• Updated by time card entry                                 A Scheduled Service Report is available in summary or
• Can set billing and costing rates per piece of             detail and includes the next service, last service and
    equipment                                                current status of hours, miles and date by service code.
                                                                                                 1 - 11
Inventory Control                                              Purchasing/ Purchase Orders
                                                               Pros
Pros                                                           • Entry of receipts not required to process Purchase
• Multiple pricing levels                                          Orders
• Flexibility in tracking to multiple locations and            • Lot prices
    warehouses                                                 • Handles backorders
• Ability to purchase and sell in different units of           • Multiple vendor pricing
    measure                                                    • Multiple purchase orders can be created from a
• Added assemblies for easier billing                              master pull list.
                                                               • Shares database with inventory
Cons
• Average costing is the only inventory valuation
   method available                                            Cons
                                                               • Purchase Orders cannot be made Inactive
Inventory Control is integrated with Job Cost, Accounts
Payable, Accounts Receivable, Equipment Costing and
Purchase Orders. Invoices entered in Accounts Payable
can be posted directly into Inventory. Purchase Orders
can be written to purchase inventory without a job.
Billings entered into Accounts Receivable can also be
posted to Inventory. The inventory database is available
to the work order system.

Item File
Up to 15 alpha-numeric characters are available for
defining item numbers.        Items can be assigned a          The purchase order module enables users to create
secondary item identifier, a class, unit of measure,           Purchase Orders from a material list which can be
minimum reorder point, unit cost, six resale prices and a      shopped between multiple vendors for the lowest pricing.
primary vendor. Inventory can be bought in one unit of         Pull lists can contain non-inventory items as well.
measure, and sold in another, for example, you can
purchase 1 box of bolts but use 1000 bolts. Inventory          Invoice entry transactions entered in the Purchasing
provides the capability of storing items in multiple           module can be automatically transferred to Accounts
locations and multiple areas within locations.                 Payable. Information from Inventory allows the user to
                                                               purchase in one unit of measurement and maintain the
Data Entry                                                     inventory in another unit. Inventory does not have to be
A number of different transactions are possible within the     active to use the Purchase Order module. The Purchasing
Inventory module. You can receive items into inventory,        module allows for lot prices, which enable users to enter a
transfer them to multiple locations, sell or adjust            group of items that is quoted in a lump sum price.
inventory or place inventory on a job site. You can also
transfer material from a job site back to a truck or           Data Entry
warehouse.                                                     Header information, such as Purchase Order description,
                                                               category, shipping terms and address and Purchase Order
Inquiries and Reports                                          number is entered in this module while vendor address
An on-screen inquiry allows you to view current data           and other related information is automatically transferred
regarding each item, such as quantity on hand, average         from the Accounts Payable vendor file. The ship-to
cost and total value. This same information is available       address defaults to the job address for job purchases and
for each location and area for contractors that store          to the company address for all others.
inventory in multiple locations.
                                                               Inquiries and Reports
Standard reports include Inventory History, a listing of all   Reports available include an Under Stock report which
transactions for a single item, range of items and all items   indicates when items need to be ordered based on
within a given class or by job. A Stock Status report          minimum quantities specified. Other reports include an
provides a listing of quantities on hand. Other reports        On Order Report, Status Report, Expediting Report and a
include a physical count worksheet and inventory               Purchase Order Balance Report.
valuation (using the average cost method).
                                                               Outstanding purchase orders are listed as committed
                                                               costs. Outstanding subcontract orders are listed as
                                                               committed subcontracts.
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Rental
The Rental module is designed to provide you with the
ability to invoice, track, and evaluate the performance of
your rental items, from small tools to large equipment.
You can track your rental inventory usage cost and the
associated revenue for any period with history reports and
postings available in the software. This module offers
special customer pricing and grouped quantity discounts.
Multiple location and equipment alert reminders allow
you to track where and what shape your inventory is in at
all times, to allow for more accurate and efficient
scheduling of your assets.

Invoicing for rental equipment is easy. Everything is
driven right from the original order number. Exchanges,
returns, recurring and final invoices generate with just a
few clicks of the mouse. Pull tickets, ticket lock-out
features and purchasing of damaged or lost equipment are
just a few of the built-in features of this module.
                                                             In addition, FieldEase offers three convenient screens for
FieldEase                                                    time entry. You can enter time sheet information on a
                                                             daily or weekly basis, or by using the crew entry screen
Pros                                                         which allows you to enter an entire crew of employees on
                                                             a particular job for different phases and categories. The
• Quick and east time entry from the job site
                                                             software “prompts” each line of entry needed to complete
• Provides for accurate up to the minute job cost
                                                             a time ticket. You can start a new payroll from scratch or
    reports
                                                             use last week’s payroll as a starting point. Each employee
Cons
                                                             who worked last week is displayed and only the hours
• Requires hand held device or laptop in the field           need to be changed. If the employee worked on different
                                                             cost codes for the new week they are also easily edited.
FieldEase helps the user get accurate and up to the minute   By offering “drop down lists” of employees, jobs, and
Job Cost reports and ensure more accurate time entry.        cost codes, FieldEase makes time entry simple and fast.
This remote entry module operates on Pocket PCs
utilizing Windows Mobile software 5.0 or later. FieldEase    Once this information has been entered into the FieldEase
is also integrated with Project Management, allowing for     application, you can transmit it back to the office where,
the ability to view project reports in the field.            after it has been approved, it will be imported into
                                                             ComputerEase and update Job Cost. FieldEase time entry
FieldEase allows field superintendents to be more            capabilities eliminate the need for re-entry of data and
informed by enabling reports such as Percent Complete,       reduces the chance for errors. FieldEase also offers the
Change Order Status, Purchase Order Status, Labor            ability to enter units complete and equipment costing, all
Analysis, and more to be sent from the ComputerEase          of which interface with ComputerEase.
software directly to the Pocket PC. At the same time,
superintendents can remain in constant communication
with the home office using FieldEase’s e-mail
capabilities.

								
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