Contract Jobs in GlasPacLX - Intro and Walkthrough Follow

The purpose of this article is to provide a walk-through of the Glazier (aka Contract Job Management) module in GlasPacLX:

Setup

Decide which of your employees will be contract job managers. Set them up as such in their employee profile. Go to Company>Employees edit or create an employee record as need. Checking the box labeled Contract Job Manager will make this employee available to be selected as a project manager in the Contract Job window.

Because you can post costs of contracts based on linked purchase orders you will want to set any vendors that you may order from to be contract job vendors. Go to Purchasing>Vendor Maintenance and edit the relevant vendors. On the Options tab check the box labeled Contract Job Vendor.

Contract Cost Categories. Now go and set up your cost categories. These codes will determine how the job’s cost information flows into your accounting system for the purposes of cost to goods sold.

Contract Cost Categories. Now go and set up your cost categories. These codes will determine how the job’s cost information flows into your accounting system for the purposes of cost to goods sold.

Go to Lists>Contract Cost Categories. Insert categories as needed and for each one select a Classification, GL Code, and Tax Product Type

  

 Contract Job Types. Lists>Contract Job Types. For GL purposes, or reporting purposes, you may want to categorize the types of jobs.

Contract Job Configuration. Set the numbering sequence and name conventions for Jobs and for Contracts. The Default Job ID is an initial number for the overall Job. The Contract Job ID is for the finalized contract document.

 

Creating Contract Jobs

Contracts>New Contract Job

At a minimum you will need a Job ID (if not already defaulted), a Job Name (make it descriptive), a customer ID (needs to be a customer account existing in GlasPacLX), and zip code. These fields are required. Additionally, fill in as much information as you have on hand for the Project, note the tabs for Billing, Architect, Owner, Tax Exempt. Also note the fields for Start Date, Est. Completion Date, Job Type.

Once the Project address is filled in the [Tax…] button will be activated.

Select either Use or Sales and the click the [Tax…] button. This will prompt you to select which tax code(s) should be applied.

Creating an Estimate

Click [Create New Estimate]

 

Enter your desired billing categories for this job. Click [Save]. Note. You can add billing categories later by clicking the [Billing Categories] button at the bottom of the contract window.

The estimate has 3 tabs: Materials, Labor, Other. Fill in the fields as appropriate. Note that Part Number, Billing Category, and Cost Category are required fields.

Once the information for all three tabs is complete, click [Summarize To Estimate].

The Estimate Summary window is where you will apply your markup. It is also a chance to add detail descriptions of the work being done for each Billing category.

When an Estimate is approved it can be converted to a contract with the [Make Contract]

You will be asked to type the word ‘CONTRACT’ to confirm. Once a contract is locked it can only be changed with a Change Order.

Enter the name of the representative who signed off on the estimate, the approval date, and what the Retainage (holdback) percentage is, if any.

A fixed contract will have a Job Summary window.

If you make a change to an Estimated Cost it will generate a pop-up note window. The comments saved here can be viewed again by double-clicking the cost field.

Progress Billing

To create progress billing click the Billings tab and [Create Progress Billing]

 

 In the Create Progress Billing window, enter the percentage completed for the billing cycle.

If your Billing Category is linked to multiple Cost Categories, you can use the expand icon to see specific dollar values allotted to each Cost Category. You can also adjust these specific numbers.

Once your amounts are correct click [Create Progress Billing]

 

You will be presented with the Contract Job Invoice Notes window. This allows you to add detailed description of the billable work. The [Insert Note] button allows you to add lines to this. Click [Continue] to print the invoice.

To print a 702/703 Request For Payment form, use the tab named for the purpose. Click [View/Reprint]

Click the [AIA Print Options] button.

 

In order to see a preview of the document, check the Print Preview box.

And check the box for Suppress Notary Public Lines in order to keep the notary public section off of the document. The click [Close]

 

Click [Re-Print].

The invoice can also be found in the invoice finder and when open will display the following indicators that it was created from within a contract.

Adjust Previous Billing

To adjust the previous billing, click the so named button on the Billings tab.

Use the Adjusted Work Completed column (and the Adjusted Stored Materials column, if applicable) to change the billing amounts. Then click [Adjust Billing].

You will be presented with the Invoice Notes where you can explain the adjustment. Click [Continue] to print the adjusted Request For Payment and invoice. A Refund for the difference will be found in the Invoice and Refund finder as well as the adjusted invoice.

Sourcing Materials and posting costs

To apply costs of materials, click the [Source Materials] button.

This will open the Source Job Materials window.

You can use the line items that pull from the contract or you can add other lines and use those. You can also import a csv (comma delimited) file using the [Import] button. 

Reminder: items that appear in purple are simply items that are not set up to be recognized as inventory items.

To create a PO, check the Select checkbox for the line of the item, or items (you can put more than one on the same PO) and click [Create PO].

Select a Vendor and then click [Create a New PO for this Order]. Remember, for a vendor to show up in this list it needs to be configured be a contract vendor. See Setup above.

In the Purchase Order Entry screen select the Ship To Location. Note that if you select {Custom} you can enter an address. Click [Place Order].

Click Yes on the warning, realizing that you will lock the PO.

The PO will now have a [Receive Stock from this PO]. Clicking this will open the Receiving window for the PO.

Enter amount received (# of units). Accept or adjust the Unit Cost. Select a Job Cost Posting Option. Enter a Shipper #. If not all of units are received the PO will stay open for the backorder. You can receive all at once with one click [Auto Receive All Items]. Then click [Save Receipt].

Received materials will show as posted in the Source Job Materials window.

Post Labor Costs

Click the [Apply Labor Costs]

In the Actual Labor Costs window use the checkbox to select which labor code to post against. You can add lines if desired. Click [Post Cost].

Click [Yes] to confirm.

The labor will show a status of ‘Posted.’

Similarly, if there are Other costs to post, use the [Apply Other Costs] button.

The posted costs will be reflected in the contract Job Summary.

The [Purchase Orders] button will allow you to view any purchase orders created from the contract.

Click the Cost Detail button to display what has been posted.

 

If you are integrating GlasPacLX with Quickbooks, costs and use tax will not transfer over until they have been recognized via the [Recognize Costs/Taxes] button.

Select the items and confirm the tax amounts. Click [Save].

 

 

Have more questions? Submit a request

Comments

Powered by Zendesk