welcome to computerease 9 - mis construction · welcome to computerease 9.0 ... chapter iii job...

Welcome to ComputerEase 9.0This manual will outline the changes made in the 9.0 Release

by ComputerEase Software, Inc.

9.0 is the newest and most comprehensive release ofComputerEase yet.

This manual will outline the changes from the 8.0 release,point by point.

The text of this publication, or any part thereof, may not be reproduced or transmitted in any form or by any means,electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise,without the prior written permission of ComputerEase Software, Inc.

Willful violation of this Copyright law of the United States can result in civil damages up to $50,000 (US) perinfringement (17 USC 506; reasonable attorney fees may be awarded (17 USC 505); and copyright infringements canbe a criminal offense. (17 USC506).

All names, products and services mentioned are the trademarks or registered trademarks of the respective vendors ororganizations.

ComputerEase Version 9.0

Copyright 2011ComputerEase Software, Inc.All rights reserved.3/16/2011

ComputerEase Software, Inc.6460 Harrison Ave., Suite 200Cincinnati, OH 45247

4

ComputerEase Software, Inc.

Table of Contents

Chapter I Summary List 6

Chapter II Accounts Payable 12

Chapter III Job Costing 21

Chapter IV General Ledger 27

Chapter V Payroll 29

Chapter VI Accounts Receivable 37

Chapter VII Inventory 51

Chapter VIII Equipment Costing 56

Chapter IX Project Management 59

Chapter X Subcontract 66

Chapter XI Service Management 69

Chapter XII Tool & Equipment Rental 82

Chapter XIII QTool 84

Chapter XIV General System Changes 88

Chapter XV FieldEase 90

Part

I

Summary List

6


1 Summary List

Accounts Payable:

¿ Added color setting for Invoice Entry Notes

¿ Voiding a check now prompts for a void as of date

¿ Open/paid invoice reports now reflect voided payments by date

¿ Added attachment indicator in Invoice Entry screen

¿ New Batch Pay Option allows you to enter a batch of invoices to pay together upon leaving Invoice Entry Screen

¿ Added ability to make invoice description a required field

¿ Added job name option to invoice payment selection screen

¿ Added item info fields from AP invoice entry to Word Lien Release templates

¿ Added Payables Routing to Vendor Maintenance

¿ Added option to use company address or remit to address for 1099's

¿ Added Comdata payment processing ability

¿ Added discount date to open invoice reports

¿ Added time/date stamp for invoice routing notes to Invoice Inquiry Report (based on system date/time)

Job Costing:

¿ Committed costs from subcontracts and purchase orders are committed for a specific cost type

¿ Overhead is now accrued on committed costs (shows up as committed burden/overhead)

¿ Added cost type summary by phase/category to job detail reports

¿ Added ability to verify committed costs against budgets

¿ Price code for inventory can now be set by job

¿ Added RFC flat-rate/combination markups

¿ Added ability to enter and store notes in Enter Units Complete and Enter Revised Estimates entry screens

General Ledger:

¿ Added "Consolidated" verbiage to printed consolidated financials

¿ Added company names to printed consolidated financials

Payroll:

¿ Increased password control options for employee maintenance

¿ Added email address field to employee maintenance

¿ Direct deposit stubs can now be emailed

¿ Added employee option to exclude from auto OT

¿ Split 40 hour Entries feature will now ask to split 25, 30, or 35 hour entries if enabled

¿ Added automatic overtime rate options: Average rate or rate in use at time OT is earned

¿ Added option to require date and/or time entry for non-salaried employees

Summary List 7

What's New in 9.0

¿ Enhanced workers comp/general liability code usage rules

¿ Reissue a payroll check now allows for date change

¿ Labor distribution is now deleted when checks are posted (instead of zeroing hours out)

¿ Added option to require department for non-job entries in Time Collection module

¿ Added option to require equipment selection for equipment operators in Time Collection module

Accounts Receivable:

¿ Added Cash Summary Report by Sales Rep

¿ Added Aged Trial Balance by Sales Rep

¿ Added Separate Invoice Address to Customer Maintenance

¿ Added prompts for "Select All" and "Select None" in Cyclical Billing Select Items to Bill Later

¿ Added billing groups to allow for multiple users to use/close billing cycles at once

¿ Added cyclical billing settings to allow users to remember and/or lock cyclical billing settings per group

¿ Added job name option to Apply Payments Screen

¿ Added invoice PO number option to Apply Payments Screen

¿ Enhanced payment entry/application

¿ Added new Payment Entry Screen

¿ Added ability to edit payments from Apply Payments

¿ Added payment types to Payment Entry screen

¿ Made Account Number field more visible in Payment Entry screen

¿ Enter/Apply Payments will check for duplicate entries

¿ Added holding/deposit account option for unapplied payments

¿ Added ability to create and print a deposit ticket

¿ Added ability to include unapplied cash in deposits

¿ Deposits can be edited/reprinted after entry

¿ Added total to schedule of values setup screen in AIA and Unit Billing

¿ Added new AIA G732 CMA form

¿ Updated customer import interface

¿ Added password option to control whether user can change unit cost in Freeform Invoicing

¿ Added running total of selected invoices to Post Multiple Freeform Invoices screen

¿ Added Print Multiple Freeform Invoices menu option (replaces former "Print All" option)

¿ Added item serial number field to Freeform Invoice template

¿ Added freeform invoice markups (for labor vs non-labor items)

Inventory Control:

¿ Added PO attachments

¿ Added inventory item attachments

¿ Added Notes to Inventory Items

¿ Added ability to create user defined labels for Lookup fields

¿ Added ability to set default quantity for PO items to 0 or 1

¿ Added approval process for purchase orders

8


¿ Allow for Watermark on unapproved purchase orders when printed

¿ Added ability to duplicate an item

¿ Added commas to quantity and price formats for items

¿ Added update-only option to item import

Equipment Costing:

¿ Added ability to copy scheduled services from one piece of equipment to another

¿ Added ability to edit equipment number on detail records

¿ Added billing classes & rate codes for T&M billing

Project Management:

¿ Added user defined fields for Contacts

¿ Added user defined fields for messages

¿ Added ability to edit list of Sent Via choices for documents

¿ Added ability to copy punch lists from one job to another

¿ Expanded Spec # field to 25 characters

¿ Added daily log program

¿ Added item groups to meeting minutes

Subcontract:

¿ Moved Bid Day to its own Menu

¿ Added ability to enter bid for inactive vendor

¿ Gave "Print Subcontract Change Order" its own password setting

¿ Added a message instructing users how to delete a subcontract from an itemized RFC

¿ Added subcontract summary and detail reports by job

Service Management:

¿ Added ability to search Service Instructions

¿ Added last service date field to site maintenance

¿ Added "Map Codes" to sites

¿ Added separate service invoice number sequencing

¿ Added AR departments to contract setup

¿ Added work order number sequencing options

¿ Work order numbers can now be manually assigned

¿ Added dispatch board time slots

¿ Added "off days" by dispatch board, by tech or for everyone

¿ Added ability to view dispatch board for all techs for one week

¿ Dispatch board will now remember previous dispatch board settings for user upon opening

Summary List 9

What's New in 9.0

¿ Enhanced Configure Layout screen in Schedule Board

¿ Added customer PO to display options

¿ Added "hover" layout that allows for a different layout when hovering the mouse over an order

¿ Added work order notes, which can be accessed from schedule board

¿ Added ability to attach files to Work Tickets

¿ Can now reschedule all orders scheduled but not completed to new date

¿ Added ticket completion date field to invoice template

¿ Added item serial number field to invoice template

¿ Price codes, Bill Type and Discount can now be changed from "Enter Work from a Work Ticket"

¿ Added ticket and order totals to "Enter Work from a Work Ticket"

¿ Added new status options: Invoicing on Hold and Show on Board

¿ Added ability to drill down to Change a Work Order's Status from Work Order List

¿ Added quantities to the Site History Report

Tool & Equipment Rental:

¿ Added restricted ability to edit a rental ticket that has been billed

¿ Added new format of rental return ticket printout that shows quantities, dates

Qtool:

¿ Added prompts to AR reports, including "As of" date and period

¿ Added General Inventory Report by Location

¿ Added Payroll Sick/Vacation History Report

¿ Added Payroll Sick/Vacation Summary Report

¿ Added columns for work order user defined fields to Service Management Profitability Report

¿ Added quantities to Service Management Profitability Report

¿ Added quantities to Service Management Site History Report

¿ Exporting to Excel is now much faster

¿ Added site email address & last service date to Site List

General System Changes:

¿ Added user settings to display notes/attachments on reports

¿ Added menu options to display notes/attachments per report

¿ Added multiple monitor support; menu windows will now open in same monitor as main menu

FieldEase:

¿ Time promised and time wanted now import with work order

¿ In work orders, additional details may now be entered for labor and material line items

¿ Labor hours from work orders may now be cross-posted to payroll in FieldEase

10


¿ New options to toggle new, completed or transmitted work orders from view in work order management window

¿ Work orders may now be purged by work completed date range

¿ Add tablet preferences to FieldEase main menu

¿ Added ability to create pull lists in FieldEase

¿ Enabled entry of start and end times in payroll

¿ Phase and/or category can be defaulted in payroll

¿ Payroll hours on work orders can be required

¿ Work order field in Purchase Order screen can look up Work Orders on tablet

¿ When closing work order using "Cancel" or "X" you will be prompted to save changes

¿ Site attachments can be exported with work orders

¿ Site history report is exported with work orders

¿ Both lines of inventory item description are exported to FieldEase

¿ Added a daily log, which can be created in the field and emailed for import into ComputerEase

Part

II

Accounts Payable

12


2 Accounts Payable

- Added color setting for Invoice Entry Notes

- Voiding a check now prompts for a void as of date

- Open/paid invoice reports now reflect voided payments by date. A check issued in December and voided in May willshow up on Paid reports December-April and on Open reports beginning in May.

Accounts Payable 13

What's New in 9.0

- Added attachment indicator in Invoice Entry screen

- New Batch Pay Option allows you to enter a batch of invoices to pay together upon leaving Invoice Entry Screen

14


- Added ability to make invoice description a required field

- Added job name option to invoice payment selection screen

Accounts Payable 15

What's New in 9.0

- Added item info fields from AP invoice entry to Word Lien Release templates

- Added Payables Routing to Vendor Maintenance

16


- Added option to use company address or remit to address for 1099's

- Added Comdata payment processing ability (additional licensing option required)

Enable the option to process Comdata Payments in your AP Parameters:

Accounts Payable 17

What's New in 9.0

Create a Comdata-type checking account with your Comdata login information:

Enter the vendor's Comdata ID (email) in the vendor Maintenance:

And choose to allow Comdata payments when printing checks:

18


You will receive notification if you have Comdata payments to process (upload):

When ready, begin automatic payment processing:

- Added discount date to open invoice reports

Accounts Payable 19

What's New in 9.0

- Added time/date stamp for invoice routing notes to Invoice Inquiry Report (based on system date/time)

Part

III

Job Costing

Job Costing 21

What's New in 9.0

3 Job Costing

- Committed costs from subcontracts and purchase orders are committed for a specific cost type

- Overhead is now accrued on committed costs (shows up as committed burden/overhead)

22


- Added cost type summary by phase/category to job detail reports

- Added ability to verify committed costs against budgets

Job Costing 23

What's New in 9.0

- Price code for inventory items can now be set by job

- Added RFC flat-rate markups that may be used alone or in combination

24


- Can now add and store notes in revised estimates/units complete entry screens

Job Costing 25

What's New in 9.0

Notes are stored by date, with the ability to see the last notes entered along with current

Part

IV

General Ledger

General Ledger 27

What's New in 9.0

4 General Ledger

- Added "Consolidated" verbiage to printed consolidated financials

- Added company names to printed consolidated financials

Part

V

Payroll

Payroll 29

What's New in 9.0

5 Payroll

- Increased password control options for employee maintenance

- Added email address field to employee maintenance

30


- Direct deposit stubs can now be emailed

Enable option in parameters

For every employee that wants an emailed stub, check box, enter password (stub will be emailed inpassword-protected file) and enter email address.

Payroll 31

What's New in 9.0

- Added employee option to exclude from auto OT

- Split 40 hour Entries feature will now ask to split 25, 30, or 35 hour entries if enabled

32


- Added automatic overtime rate options: Average rate or rate in use at time OT is earned

- Added option to require date and/or time entry for non-salaried employees

Payroll 33

What's New in 9.0

- Enhanced workers comp/general liability code usage rules; WC and GL codes can come from different sources andcan enter a GL code in the second workers comp field even if no WC code is entered

34


- Reissue a payroll check now allows for date change

- Labor distribution is now deleted when checks are posted (instead of zeroing hours out)

- Added option to parameters to require department for non-job entries in Time Collection module (requires "AllowDept" option)

Payroll 35

What's New in 9.0

- Added option to parameters to require equipment selection for equipment operators in Time Collection module

Part

VI

Accounts Receivable

Accounts Receivable 37

What's New in 9.0

6 Accounts Receivable

- Added cash summary report by sales rep

38


- Added Aged Trial Balance by Sales Rep


What's New in 9.0

- Added Separate Invoice Address to Customer Maintenance

- Added prompts for "Select All" and "Select None" in Cyclical Billing Select Items to Bill Later

40


- Added cyclical billing groups to allow multiple users to use/close out billing cycles at once

Billing Group is set at job level, replacing the option to check "Cyclical Billing" checkbox


What's New in 9.0

- Added cyclical billing settings to allow users to remember and/or lock cyclical billing settings per group

- Added job name option to Apply Payments Screen

- Added option to show customer PO number from invoice in Apply Payments Screen

42


- Enhanced payment entry/application to allow payments to be entered but not applied until later without losing track ofcheck number or other info

- Added new Payment Entry Screen

- Added ability to edit payments from Apply Payments


What's New in 9.0

- Added payment types to Payment Entry/Payment Edit screens

- Made Account Number field more visible in Payment Entry/Apply Payments Screens

44


- Enter/Apply Payments will check for duplicate entries

- Added holding account/deposit account option for unapplied payments; holding account is where payment will remainuntil it is applied (payment will move to default account once applied) and deposit account is where payment willremain even after being applied to an invoice

- Added ability to create and print a deposit ticket


What's New in 9.0

- Added ability to include unapplied cash in deposits

- Deposits can be edited/reprinted after entry

- Added total to schedule of values setup screen in AIA and Unit Billing

46


- Added new AIA G732 CMA formats (regular and workbilled)

- Updated customer import interface: Added invoice address fields and all address fields are now capable of importingcity, state and zip as one field (they may still be imported separately into city, state and address fields)

- Added password option to control whether user can change unit cost in Freeform Invoicing


What's New in 9.0

- Added running total of selected invoices to Post Multiple Freeform Invoices screen

- Added ability to print multiple freeform invoices at once (replaces menu item to "Print All Freeform Invoices" andallows you to choose only unprinted or all invoices in range)

- Added item serial number field to Freeform Invoice template; will produce serial number used if item is serialized

48


- Added markups to Freeform invoices; enter the markup rate for labor and non-labor items and ComputerEase willcalculate the customer's price

Prices are entered as usual:


What's New in 9.0

And the markup is calculated based on item billing class (labor or non-labor):

With markups broken out on the invoice:

Part

VII

Inventory

Inventory 51

What's New in 9.0

7 Inventory

- Added PO attachments

- Added inventory item attachments

52


- Added Notes to Inventory Items

- Added ability to create user defined labels for Lookup fields

- Added ability to set default quantity for PO items to 0 or 1

Inventory 53

What's New in 9.0

- Added approval process for purchase orders

- Allow for Watermark on unapproved purchase orders when printed

54


- Added ability to duplicate an item

- Added commas to quantity and price formats for items

- Added "update only" option to item import; when set to "1" this will only update items that already exist and any itemsin the import file that do not exist in ComputerEase will not be added

Part

VIII

Equipment Costing

56


8 Equipment Costing

- Added ability to copy scheduled services from one piece of equipment to another

- Added ability to edit equipment number on detail records

- Added billing classes & billing rates for T&M billing

Equipment Costing 57

What's New in 9.0

Part

IX

Project Management

Project Management 59

What's New in 9.0

9 Project Management

- Added user defined fields for Contacts

- Added user fields to messages (user fields will be available for all message types)

60


- Added ability to edit list of Sent Via choices for documents

- Added ability to copy punch lists from one job to another


What's New in 9.0

- Expanded Submittal Item Spec # field to 25 characters

- Added daily log program (with user-defined weather codes)

Each day's log has a "Main" tab to enter information about the weather for the day:

62


An "Employees" tab to enter info about employees present at the job site:

A "Subcontractors" tab to enter info about subs present at the job:

A "Material" tab to enter info about material used on the job:


What's New in 9.0

An "Equipment" tab to enter info about equipment used on the job:

A "Visitors" tab to enter info about visitors present at the job:

A "Notes" tab to enter any misc notes about the job, followed by "User Fields" and "Attachments" if activated:

64


- Added item groups for meeting minutes

Part

X

Subcontract

66


10 Subcontract

- Moved Bid Day to its own Menu

- Gave "Print a Subcontract Change Order" its own password setting

Subcontract 67

What's New in 9.0

- Added a message instructing users how to delete a subcontract from an itemized RFC

- Added subcontract summary and detail reports by job

Part

XI

Service Management

Service Management 69

What's New in 9.0

11 Service Management

- Added ability to search Service Instructions

- Added last service date to site maintenance (automatically populates)

- Added "map codes" for sites (used for display purposes in dispatch board to schedule by service area)

70



What's New in 9.0

- Added separate service invoice number sequencing

- Added AR departments to contract setup

72


- Added work order number sequencing options

- Work order numbers can now be manually assigned


What's New in 9.0

- Added dispatch board time slots

74


- Added "off days" by dispatch board, by tech or for everyone

- Added ability to view dispatch board for all techs for one week

- Dispatch board will now remember previous dispatch board settings for user upon opening


What's New in 9.0

- Enhanced Configure Layout screen in Schedule Board

- Added PO number to dispatch board layout display options

- Added "hover" layout that allows for a different layout when hovering the mouse over an order

76


- Added work order notes

- Work order notes can be accessed from schedule board by right-clicking on order


What's New in 9.0

- Added ability to attach files to work tickets

- Can now reschedule all orders not completed to new date

- Added ticket completion date and time fields to Word invoice template (requires bookmark "ticketsection")

78


- Added item serial number field to invoice Word template

- Price codes, Bill Type and Discount can now be changed from "Enter Work from a Work Ticket" screen


What's New in 9.0

- Added ticket and order totals to "Enter Work from a Work Ticket" screen

- Added new status options: "Invoicing on Hold" will prevent a work order from being invoiced without re-opening it

80


"Show on Board" will allow you to control whether service orders kept open re-appear on the dispatch board

- Can now drill down to Change a Work Order's Status from the Work Order List

- Added quantities to the Site History Report

Part

XII

Tool & Equipment Rental

82


12 Tool & Equipment Rental

- Restricted ability to edit a rental ticket after it has been billed

- Added new format for rental return ticket that shows quantities returned/lost, date/time and initials

Part

XIII

QTool

84


13 QTool

- Added prompts to AR reports, including "As of" date and period

- Added General Inventory Report by Location

- Added Payroll Sick/Vacation History Report

QTool 85

What's New in 9.0

- Added Payroll Sick/Vacation Summary Report

- Added columns for work order user defined fields to Service Management Profitability Report

86


- Added quantities to Service Management Profitability Report

- Added quantities to Service Management Site History Report

- Improved speed when exporting reports to Excel

- Added site email address and last service date to Site List

Part

XIV

General System Changes

88


14 General System Changes

- Added user settings to display notes/attachments on reports

- Added menu options to display notes/attachments per report

- Added multiple monitor support; new windows will open in the same monitor in which the main menu is currently openand CE will remember the monitor/size settings last used when opening

Part

XV

FieldEase

90


15 FieldEase

- Time promised and time wanted now import with work order

FieldEase 91

What's New in 9.0

- In work orders, additional details may now be entered for labor and material

Select a line and click on "Detail"

And simply add any detail, such as date of service, notes, etc.

92


- Labor hours from work orders may now be cross-posted to payroll in FieldEase

First, enable option in Work Order settings, either by FieldEase user in ComputerEase

Or in Work Order Settings in FieldEase if the user has editing privileges

FieldEase 93

What's New in 9.0

Then enter payroll hours in addition to billable hours to the work order

Once work is completed, use the "To PR" option to post labor to the payroll module in FieldEase

94


The "PR" column will identify which work orders have been posted to payroll

Labor will be posted in payroll ready to edit or transmit

- Work order management screen now has three new view toggle options: Show New, Show Complete, ShowTransmitted

- New option to purge transmitted work orders by completed date range

FieldEase 95

What's New in 9.0

- Added New Preferences option to FieldEase main menu to control tablet preferences

96


- Added ability to create pull list in FieldEase

FieldEase 97

What's New in 9.0

98


- Start and end time can now be entered in FieldEase payroll (daily entry choices only)

FieldEase 99

What's New in 9.0

- Payroll phase and/or category can now be defaulted

100


- New option to require payroll hours on work orders if labor items are entered (requires "Enter Payroll Hours")

- Can look up work order in Purchase Order entry (looks up only work orders in FieldEase)

- Closing work order after changes using Cancel or "X" now prompts you to save changes

FieldEase 101

What's New in 9.0

- Site attachments can now be exported to FieldEase with work orders

Only items in "ToFieldEase" folder in Site attachments will be sent

Attachments are viewed in "Attachments" button in work order screen

- Site history report is now sent to FieldEase with work orders (also viewed in "Attachments" button in work orderscreen)

- Both lines of inventory item description are included in export to FieldEase (not for use in lookup, but will print on pdfcopies of Purchase Order, Pull List and Work Order)

102


- Added a daily log, which can be created in the field and emailed for import into ComputerEase

Daily log is entered by job; for each job, enter the date of the report, temperature, weather codes and generalnotes, along with attachments (emailed with report into ComputerEase).

FieldEase 103

What's New in 9.0

Tabs allow user to list employees present along with details of the day for each employee:

Subcontractors present at job site along with number of men present and details:

Material used on job along with details and comments:

104


Equipment used along with details:

And information on any visitors:

welcome to computerease 9 - mis construction · welcome to computerease 9.0 ... chapter iii job...

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