1-1 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 1-2 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 1-3 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 1-4 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. 1-5 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. 1-6 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 1 - 10 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. 1 - 12 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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