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CONSTRUCTION CPA CONFERENCE

1. z Prepaid r Trx No Vendor Vendor Name Invoice Amount Invoice Due Status Retainage Cash Acct Check No PO Sub Invoice No Invoice Description Tax No Job Sort Trx Disc Type Discount Check Amt Check Date Disc Taken 200 00 03 170 04 16 10 90055 03H70 Phase CostCode Class Quantity SalesTaxAmt 4769 00 03 2210 04 2110 Quick Reversal If you need to reverse the invoice one option is to use the Quick Reversal feature On the Quick Reversal window you can select the invoice you want to reverse and choose to complete a full reversal or reverse the invoice and the copy invoice to create a new one General Tab Mode 7 Cancel Close General Trx No Hil Reverse Full Reversal C Reverse Copy Reverse and Copy to Create New Invoice Vendor No Name Amount Description Invoice Date Trx Date Mastering the Base 6 Modules 60 On the Easy A P Check window you can quickly print a payable check and record the payment at the same time When you print a check on this window and confirm it printed correctly FOUNDATION will automatically post the transaction to A P history and the General Ledger Easy A P Check Check View View Style Check View Invoice View Validate Cancel Close No Pay to the Order of hd Date 00 Use dropdown to search by Vendor No Dollars Take Funds From Address 1010 CASH CHECKING ST Account Name 116 813 21 Memo
2. 01 05 2007 05 30 2004 09 01 2009 PEJ 10 02 2009 E 03 17 2010 t 03 22 2010 Vendor Total 137 713 00 418 Mastering the Base 6 Modules E 0418 2001 01 30 2003 03 25 2003 Eliwan As Of Date 03 3114 41 60 Days 90 Days Cu rrent 2 250 00 550 00 700 00 125 000 00 4 000 00 200 00 4 769 00 0 00 137 469 00 indicates Invoice on Hold Due Retainage Days Date 250 00 4057 03 22 2003 2542 02 04 2007 48588 06 29 2001 1672 10 01 2009 1641 11 01 2009 1475 04 16 2010 1470 04 21 2010 4745 05 03 2001 4729 05 19 2001 4078 03 01 2003 Full Invoice Report The Full Invoice Report is a detailed invoice report 03 30 2014 09 27 25 PM Foundation Contracting AJP Full Invoice Report AS OF 3 31 2014 Indicates Invoice on Hold Trx No Description Invoice No Invoice Date Trx Date Due Date Trx Amount Paid To Date Last Paid Balance Due Retainage 101 Lewis Construction BEBREREI C2 e lub Ica ho d BER BE A P Invoice History Report 01 20 01 01 20 01 02 19 01 18 648 00 18 648 00 2 28 2001 0 00 01 31 01 01 31 01 03 02 01 3 996 00 3 996 00 3 20 2001 0 00 02 28 01 X 02 28 01 03 30 01 6 804 00 6 804 00 4 26 2001 0 00 03 15 01 03 15 01 04 14 01 118 103 00 118 103 00 4 26 2001 0 00 03 18 01 03 18 01 04 17 01 30 000 00 30 000 00 4 26 2001 0 00 03 26 01 03 26 01 04 25 01 11 336 00 11 336 00 2 15 2001 0 00 04 24 01 04 24 01 05 24 01 35 5
3. GIL Expense Amount Trx Type Regular ti Copy From Cancel Close Posted Lien Waiver Description Trx Date Inv Total Dic DicAmt Re Ret mii 0 Sales Tax Amount Cost Code Cost Class Units Description Tax Tax Base The information in the A P history section is primarily used to update the history for the invoice and vendor The distribution section is used to distribute information to the General Ledger and Job Costing Modules General Tab With Data General Additional Tax Transaction 350 Vendor 111 Dresher Industrial Supply ti Job 96020 Chester Avenue Bridge Invoice No 12349 Inv Date 02 28 14 ti Terms 30 30 Day Due Date 03 30 14 Disc Date Disc Base Use Retainage IV PO Sub No co No Trx Type Regular Copy From Link Inventory Receipts G L Expense 4070 MATERIALS m Amount 1 000 00 Mastering the Base 6 Modules Job 1 000 00196020 Chester Avenue Bridge UDF Posted Lien VVaiver i Description Trx Date Inv Total 1 000 00 Disc sl DicAmt 0 Ret DT 0 Ret Amt Sales Tax Amount Cost Code 112020 Demolition Cost Class vii2 Mate v Units 000 58 When you are ready to post the invoice the first step is list it To do this click on the post button that is circled in the image above A P Invoice List Butt
4. Print Summary Yes B The G L Register will display Mastering the Base 6 Modules 71 To run the General Ledger Register from the Main Menu go to Payroll gt Daily gt Pre Check Registers gt General Ledger Register Below are the key things to look for to determine if all settings are in place and flowing correctly 1 The 1 Temporary Account If you see this account anywhere on the register it is a sign that something was forgotten in the setup 2 On the G L Summary Check to make sure your Liability accounts are accruing correctly If not look at the Misc Deduction Register 3 If you use divisions make sure that nothing is hitting your error divisions In the example below there are General Ledger issues for both employees that would need to be fixed Employee 1 has a debit amount going to the 1 Temp Account Employee 3 is an Admin Employee and has a debit amount going to account 5150 a job cost account 2nd Chances GIL Register 06102114 to 06 08 44 36 08 Accured Federal 2 80 Accured State 4 60 Accured Local 33 05 UNION BENEFITS PAYABLE 1 38 Accured Futa 4 60 Accured Suta 460 Accured W C 35 20 Accured Misc Dedct 78 90 UNION DEDUCTIONS LIABILITY Field Labor Field Fica Field Suta Field Suta Field Union Benefits 291 23 lt e d d d i a d ad ad Md Md M IM lt e S s s s s s s s sdo IMa IMa ot 576 00 CASH IN BANK REGACCT 75 32 CHecking
5. gt FOUNDATION COLLEGE FOUNDATION for Beginners Mastering the ise Heise FOUNDATION DELIVERY METHOD Group Live PROGRAM LEVEL Beginner CPE CREDIT up to 18 PRESENTER Melissa Wood FOUNDATION ALL STAR FOUNDATION for Beginners Mastering the Base 6 Modules Top 10 Tips for Success with FOUNDATION 1 Learning what not to use set up in FOUNDATION is as equally and sometimes more important than what to use Understand and document your system defaults and sequences Avoid making a mess in FOUNDATION Don t junk up your database FOUNDATION is like pouring concrete if not done correctly at the beginning jack hammering it out takes 3 times as long If you are not sure of something in your setup test it If you are not sure how to test it ask Keep in mind that there are 5 elements to systems Software Hardware People Procedures and Data If any of these 5 elements are off you can have issues There are some elements that are critical to set up correctly and test before going live such as G L financials payroll sales and use tax workers comp T amp M billing and inventory It is very important for these items to be set up and tested initially which is why your trainer will sometimes try and focus on these items first We must start with the G L accounts There are many elements of FOUNDATION that can be set up after you go live such as additional modules burden and equipment allocations WIP
6. 1099 Info Inquiry Lien Waiver Direct Payments UDF Total Due 147 463 79 Trx Running pred Use Tax Type Trx No Date Trx Amount Ref Number Trx Balance Date Amount Job No Trx 1536 05 31 14 400 00 INV 321235666 400 00 05 31 14 Trx 1535 05 31 14 800 00 INV 3213215 800 00 05 31 14 Trx 1530 06 15 14 250 00 INV 654654 250 00 06 15 14 Trx 1529 05 30 14 3 250 00 INV 865654 05 30 14 Trx 1457 06 27 13 500 00 INV 321354321 06127 Trx 1434 12 08 11 100 00 INV 8788787 12 08 11 Pre Paid Chk 1434 12 08 11 100 00 CHK 8887 12 08 11 Trx 1427 09 03 11 949 50 INV 213123 09 03 11 You can click on the headers column headings here at Trx 1425 09 03 11 474 75 INV 12233 09 03 11 Trx 1423 09 03 11 474 75 INV 09 03 11 the top to sort this information different Ways In the A P2 tab of the A P Control File you can set up an nvoice Lookup Start Date so that the Inquiry tab only lists invoices on or after that date This is a good feature if you have been using FOUNDATION for many years Note On the A P1 tab you can set it so that most recent transactions show up first on the Inquiry tab A P Control AJP AYR GQ KA G L VYN JC PAC PAR P s S D T M USP Loga Cal Alerts amp Upg es FSI Connect Window Help Bald 4 5 nnixjajelan epee m v Mode MODIFY Cancel Close General API AIP2 AIP3 Integrations Default Transaction Date Entry Invoice Date gj osting Ka Terms 30 Met 30 Days ti Auto Post No
7. 83 AXPR QU aeWihhddng C N 685 MtPR 7 ZU JETA Whang EG R 060 SUTAWihhd ng Nace L B qu 85 R ce 000 6 Direct Job Exp B o p PF Ew e GF Y X11 NMIMENP uu l aA 8 4 Indirect Job Exp cuyo Ede SS SEEENER E D TREE 085 UEa EB d c F e OOOO JM eeg O O o Y 85 e Mise norExp H Mise norExp H Mastering the Base 6 Modules FOUNDATION ALL STAR 2015 g FR CONFER General Ledger Vocabulary Force Job Costing A filter on an account The general rules for using these filters are as follovvs Require Job Costing This option should be used on direct job costing accounts and payroll accounts When transactions are posted to accounts with this job cost setting job cost detail is required Require Job This option should be used on income accounts When transactions are posted to accounts with this job cost setting a job number is required Do Not Allow Job This option should be used on accounts on your balance sheet and overhead indirect expense accounts When transactions are posted to accounts with this job cost setting you cannot enter a job or job cost detail Note We do not recommend that you use any of the job cost settings that include the word option Pa A method of divid
8. Cancel Baci Next gt gt Finish Help Mastering the Base 6 Modules 79 Column Selection Window Continued J C ActivityGenie Columns Available Columns Selected Columns Add gt Add All gt lt Remove z Remove All Finish 3 On the Report window you can modify the report title the column headings and the column sizes Report Window J C ActivityGenie Dollar Sign Commas h Total Cos No Cost Code Description fos Cost Class Description EET Budgeted Current Costs Variance cost code nor ORDER 123 45 123 45 Cancel x Back Einish Help Mastering the Base 6 Modules 80 4 On the Drilldown window you can create drilldown options for your custom J C Activity report Drilldown Window MC ActivityGenie Drilldown When the column is clicked in this report open the following Predefined Report Job History Detal i The job cost and date information from this report will automatically be provided to the opened report as appropriate In addition you can specify the following additional criteria for the opened repart Optional Title To Vendor Range To Employee Dept Range Comment Default Sequence Employee Vendor Item Then Header Description Then None AIP Invoice Drill Down Sequence Detail Clear settings for this column dea lla lla lla Cancel z Back Finish 5 On the Options window enter the name of the repo
9. Last Job Foundation House Total Hours 39 50 Payment Group R Regul __ Employee No Cost Code Hours Earn Code Pay Rate Trade HellUnion Mo Tax Tables Dept No 106 Columbu 505 i Sls ES see im RET jlar A ve Sais T 107 Wire Li 505 i 6 00 o REG l 25 240 0 PTJMI jjar _ MAR FIELD 9 Redbone L 505 t 800 REG il 15 000 PTJM ADS FIELD 111 Longanbe sos t amp oo REG 215901PTJM 47 iMARIOr FIELD i 118 Jackson 505 t 7 50 REG II 21 590 IPT PTJM 47 5H SRELE T liFiELD Bonus orSalary Timecard In this timecard the Job No is in the header and the Employee No and Amount fields are in the detail This is a non hourly timecard and you can only enter dollar amounts ode ADD Al Tix Mo 4267 1 Cancel Close General Copy From Impor Protected Trx No 4267 Ll Pay Period W 02 27 15 to 03 05 15 Job No 1 OFFICE OVERHEAD Ur Date 2 27 2015 Dri Payment Group B2 Boni Employee No Cost Code Amount Earn Code Trade Nol Tax Tables Dept No 9 Redbone Leon tit General I 100 00 BON PTJM ADAMS FIELD ti 100 Garcia Jerry General I 100 00 IBON PTJM OHGREE FIELD ti 101 Special Terry L General 100 00 IBON PTJM DEKALB FIELD 106 Columbus Christopher 1 General 100 00 BON PTJMI MARION FIELD 113 Kern Scott D f General 10
10. IStd Job No 97091 Midwest Turnpike si Description ssi _sss i isOSOSOS S S S S CS Printable Invoice Design General Invoice sl Include in Complete Invoice Date 01 03 2005 Trx Date 01703 2005 Invoice Amount 3 000 00 Tax Authority i Tax Base 00 Tax Amount 00 Tax Type Sales gt Use Tax Base 00 Terms 30 30 Day ti Due Date 02 02 2005 E T nc si x 106 Discount Amount 00 um perse Balance Due 3 000 00 Estimate No Bill Ship To No Paid to Date xml Retainage IV GIL Percent 10 00 Amount 300 00 AIR 1040 z Retainage 11050 k pose M T pi Percent 00 Amount 00 The Printable tab is available to you if you enable the Printable Invoice checkbox on the General tab If you do not have the Inventory Module use this tab to enter information that you want to appear on the body of a printed invoice If you have the Inventory Module use this tab to control what will display on the header and footer of the invoice Printable Tab Foundation Contracting A R Invoice Entry m i File Edit Record A P A R E Q F A G L VN XC P C P R P S S D T M U P Loga Call Alerts amp Updates FSI Connect Window Help zg amp 5 zi mixu x 2z m 2wusjsssp e v s E Mode MODIFY O 202 2009 Cancel Close General G L ea Payment Pri
11. Iv Apply Subdivision Account Type Other hi Account Ho W Include in Standard Financial Reports Statement C ategory Direct Job Expenses CI GIL Overhead Allocation Report Formula Income Expense Not Applicable hi Overhead Weight Factor I Allow for G L History Report Rollup Mastering the Base 6 Modules Cancel Close Note G L accounts that are set up to require job costing will force you to enter a job cost code and cost class FOUNDATION ALL STAR 2015 Qu e CONF ER KA Force Job Costing Note VVe do not recommend that you use any of the job cost settings that include the vvord option 1 J v IT S TETOOT A BIG DEAL There are two correct ways to force job costing Pick one way and stick to it Both are correct and both are specific to FOUNDATION logic 1 Method A Set up only Direct Job Cost accounts and P R related accounts to Require Job Costing with the exception of your Burden Payable CR Accounts a Testing Run the G L History Detail Report General Ledger gt Reports gt History using your live date In the Group By Job field on the Criteria 2 tab select Yes IN the Select Journal field select your P R journal Any G L accounts that say No Job are the ones that need to be fixed 2 Method B Set up all Income Statement Expense accounts to Require Job Costing Note Regardless of the method you use never select
12. Vendors General Tab On the General tab of the Vendor Record you will enter basic information like the vendor s name address and phone number ord A P A R E Q FA G L VN XC P C P R P S S D TIM UJP Loga Call Alerts amp Updates FSI Connect Window Help esaj 0 ri Xleismiowuspmpit vi sno Mode MODIFY AA Vendor No 100 Mack s Lumber Gypsum Cancel Close General Defaults Divisions 1099 Info Inquiry Lien Waiver Direct Payments UDF Vendor No ho si Vendor Since 8 3 2012 Name Mack s Lumber Gypsum Credit Limiti 00 Minority I Sort Name Macks lumberGypsum 0 Hold T Payment Address 6760 School Street IP O Box 460 City Valley City StatelProvince OH Zip Code 44280 Contact Big Mack Phone K330 483 3121 0 0 Fax EMai Mail Defaults Tab On the Defaults tab you can set certain items to default when you use this vendor General Defaults 1099 Info Inquiry Lien Waiver Direct Payments G L Account 5400 Expense Account v Tax Authority Cost Code Cost Class Terms N30 Net 30 Days Require PO Default Fuel PO Certificates Expiration Dates Insurance ow e Check Desc Print Option Miscellaneous Area Code Supply Code Mastering the Base 6 Modules 30 KA QM tne vrer g j Vendor Defaulting rd AP AR E Q WA G L VN VE P C PR PS SD VM U P Logatal
13. i Retainage Comp Rounding Normal Cents i Auto Post Options Regular m 2015 Invoice Detail G L Expense Sequence Vendor Cost Code Cost Class M Allow Zero Invoice Force Non blank Pay Class Vendor Select for Payment Force Non blank Pay Class Invoice Entry Ignore Due Date M Show Vendor Sort Name on Invoice Entry M Check Dup Invoice Entry I Check Duplicate Invoice Posted Force Job On Invoice U Use Employee Misc Deduction Desc for A P Invoice Desc American Express I Show Only Inventory Rows of Items Not Fully Invoiced I Consultants Allow Negative Checks Prepaid Against Cash Acct Credit Card mn Sort Inventory Receipts by Receipt Mo Item No E q E r I Transaction No Mastering the Base 6 Modules 33 FOUNDATION ALL STAR Accounts Receivable Maintenance Accounts Receivable Vocabulary Bill Ship To Address An alternate address for a customers that can be used to indicated additional shipping information Customers The people who pay you for work you have completed Sales Tax Authorities State and local authorities that determine the taxable rate While they are called sales tax authorities these records can be used to track both sales and use tax Sales Tax Reporting i Categories you can use to sort and gr
14. o Aleppe e 0711 2014 11 35 57 AM Kari s Company Direct Deposit Export List Exported On 04 14 14 to 04 4444 Batch No Account Distribution Distribution Employee No Account Description Bank Routing No Bank Account No 104 Reid Jake Checking Remaining Direct Deposit No 1 e Inthe Export Direct Deposits dialog box that opens in the Export Template field select your template e Inthe Export Filename field enter the location the file will be saved to or click the button to browse to the location e Click Export PJ Export Direct Deposits e Locate the file and upload it to your bank 3 RunSelect Reports e Foundation Software Inc recommends running the 941 Deposit and Certified Payroll Reports if applicable Experiment and explore what reports are best for you Mastering the Base 6 Modules 78 L FOUNDATION J ALL STAR So OP Customizing J C Activity Reports 1 On the DataGenies New tab select the type of custom report you want to create New Tab Fal DataGenies Lancel Help JC Activity J G L Financial Vendor list Customer List Transaction vy mn ow Employee List Job List Equipment Item List Asset List 2 Onthe Column Selection window select columns you want to appear Column Selection Window J C ActivityGenie Columns Available Columns Selected Columns a Add gt Add All gt gt lt Remove lt lt Remove All Import
15. 202 B e Raworen Full Reversal C Reverse Copy Reverse and Copy to Create New Invoice Customer No 2009 Name Danders Corporation Amount 3 000 00 Description Invoice Date 01 03 2005 Trx Date 1 3 2005 The Print E mail Invoices Proposals Window On the Print E mail Invoices Proposals Window Criteria tab enter criteria to determine which invoices will be available on the Invoice tab for printing and e mailing Criteria Tab a Foundation Contracting Print E mail Invoices Proposals Lo x File Edit View Report A P A R E Q F A G L VN XC P C P R P S S D TIM U P LogaCall Alerts amp Updates FSIConnect Window Help e x FH 5 amp 45 90 5mgs nB g ce v Close Criteria Invoice PoF Invoice Design General Invoice v Type Unposted Posted All InviceNo MlTo O M M Customer No IT el To FO User From fe To Sort Order Invoice Float Summary Re Print E mail Mastering the Base 6 Modules 52 The Cash Receipts Window When you receive payments from customers you will enter the payments as cash receipts into FOUNDATION On the General tab you will enter information like the customer and job for which the payment will be applied General Tab Foundation Contracting Cash Receipts l File Edit Record A P A R E Q F A G L VN XC P C P R P S S D TIM U P IlzmBj t uisul x mum Loga Call Alerts amp Updates FSI C
16. Add Emp Fringe Tot Taxable Federal Local Misc Pay Method Payment Group 1 Rambo John E 10 00 0 00 230 00 0 00 0 00 230 00 17 60 2 8 78 90 90 02 0 00 0 00 0 00 0 00 0 00 230 00 36 08 b 0 00 Deposit 3 Payment Group 1 Kent Clark S 40 00 0 00 480 00 0 00 0 00 480 00 36 72 315 60 75 32 0 00 0 00 0 00 0 00 0 00 480 00 31 75 i 0 00 Check Note FICA is the employee portion of the combined Social Security and Medicare rate and may vary by 1 3 cents from your current payroll Other Registers There are 12 other registers in the Pre Check Register section of the Payroll Daily menu You should run and review any pre check registers that apply to you For example if you are a union contractor you should run the Union Fringe and Deductions Register If you have a lot of miscellaneous deductions you should run the Misc Deductions Register Finding Something Wrong If you find anything that is wrong when you are testing payroll such as a tax amount union fringe etc you should look at the respective maintenance record to try and figure out the problem For example if your tax amount is incorrect look at the maintenance record for that tax table If you cannot solve the issue on your own ask your trainer for help Please note that the more careful you are when setting up the Payroll Module and when double checking your numbers the more likely it is that the first payroll you put into FOUNDATION will be correct It is highly recomme
17. Additional tab of the J C Activity Report iditiona Renoart Additional Cost Class Subtotals Cost Code Group Totals Yes Job Totals Yes i Grand Totals Yes Include Sales Tax in Billed No Include Time Card Labor No Te i Second Sort sl Second Sort Range To ej Show Cost Code Each Line No Department Range Include Burden Costs in Labor No Burden Cost Class Most reports have additional criteria tabs and sorting options that vary by report as each report provides you with specific types of information Running a Report To run a report 1 Click on the Report tab Once you click on this tab the report is generated 2 Review the report 3 If necessary change settings from the Criteria or additional tabs by clicking on the tabs and making the changes 4 Click on the Report tab again Printing a Report You can print a report three ways You can click on the print icon on the FOUNDATION toolbar hit Ctrl p on your keyboard or select File Print on the top toolbar Reports will either have a landscape horizontal or portrait vertical orientation based on the level of detail in the report When you print portrait reports you can choose to print them in a landscape orientation However we do not recommend that you print landscape reports in a portrait orientation as information on the right side of the r
18. B Customer No 2009 Danders Corporation gt Terms Owner Default IBy Job v Income Type Arch Project No i432 Status Active I Owner Name fim Kuran lv Owner Address 2997 Washington Blvd G702 G732 Header Type Detail i m GT02 G732 Heading City Cleveland ContactFor ohnJacobs sti i SC State Zip OH 44133 Contract Date 1 1 2003 OTI Via Architect fim Kety State OFJOK Via Address Ji45 Contractor Ave County Of ICuyohoga t Name Mike Janes City North Olmstead Title VE 7 State Zip OH 44133 Construction Manager Julie Callahan 0 On the Billing tab you will enter your schedule of values Each time you modify an AIA Billing Record FOUNDATION will automatically update the billing and increment your application numbers Billing Tab a Foundation Contracting AIA Entry E File Edit Record A P A R E Q F A G L VN J C P C P R P S S D TIM U P Loga Call Alerts amp Updates FSI Connect Window Help zZmBj 5 iluiu xj o m 2wuesigESD G Mode MODIFY Aj Job No 97091 1 Cancel Close General Billing Address Application No i Billing Date Range To Default Retainage Application Date Previous Certificate 202 320 00 Import Add Title Clear Retainage Due Date v Previous Retainage 22 480 00 Copy Budget Add Total Rollback Item Changed Schedule Pre
19. Default Price Level Payroll Local Tax Primary Category No Price Level No Certified License No Billing Cycle Invoice Design Force Job Bill Ship To No AIA Dollar Rounding On the Defaults tab you can set certain items to default when you use this customer For example you can set terms a tax authority and a tax type to default when this customer is selected on an accounts receivable invoice Mastering the Base 6 Modules 35 FOUNDATION ALL STAR Setting up the Job Costing Module is a key part of your setup because it determines the detail level of your job costing This information can help you improve your business and aids in the tracking of your real costs vs your budgeted costs Job Costing Maintenance Job Costing Maintenance Vocabulary Cost Codes Cost Classes Cost classes represent the basic cost performed on a job For example labor material etc Phases Cost codes allow you categorize total job expense by activity or by important aspects of the job Phases are a method for tracking jobs that are divided into several sub jobs or portions of the project This allows you to classify job cost by the portion of the project in which it was used For example if a building is four stories tall phase 1 can represent the first floor phase 2 can represent the second floor and so on Sort The manner in which a list or report is organized For example you can
20. First i Sort Order Employee Name il Employee From oo To P rl Department From i To o e User Range el To el Check Comment Dates Print Options Check Date 4 14 2014 Void Leading No i PIR Post Date 4 14 2014 Form Size 8 1 2x 1 v JIC 8 GIL Post Date 04 14 14 Print Check Stub Only No ri Week Ending 1041114 sa m Direct Deposit Print Type Stub Ony z Print Distribution No v Print SSN on Summary Yes Note By default direct deposits print separately from checks If you would like to change this make the appropriate selection in the Print Sequence field 2 Print the checks and direct deposits e After you click on the Report tab the checks will display e Print the checks and direct deposit by clicking on the print button on the toolbar 5 96Q0 mmims nBl5U p e v te Report Kari s Company 175335 Foltz Industrial Parkway Strongsville OH 44143 330 220 8383 EMPLOYEE 104 Jake Reid 273 538 5471 Check 3 e Onthe Print window select the correct printer and click Print A Print Deposits mm Printer Dell Color Laser 3110cn PCL6 on Neb Gelect Printer Range Deposit Range 3 Cancel Options Help Note Once checks and direct deposits are posted they cannot be reprinted so Foundation Software Inc recommends you print your checks and direct deposits before posting Mastering th
21. G L Expense Total On the A P Invoice Payment Select window you can choose which invoices you would like to view and possibly pay Enter your criteria and when you click OK all invoices matching that criteria will display A P Invoice Payment Select Window Main Menu Base Modules Accounts Payable Daily Mi General PJ A P Invoice Payment Select Invoices Due As Of 03 25 14 wi Based On Due Date Payment Type i Printed Check Credit Card Other EFT ACH Take Discount if PN Discount Date On or After 03 25 14 Cash Accou nt zi Vendor Range To Job Type Di stribution Job Range To Transaction Range Mi To a atus Print Post User Range 7 To Pay Retainage IN Percent of Retainage to Pay 4100 Pay Class Type Jan Pay Class No KO a l il Ka Sort Order Vendor Number Transaction Number I Include Held Invoice M Show Retainage Iv Show Discount I Enable Distribution Cancel Mastering the Base 6 Modules 61 On this window a list of invoices matching the criteria on the A P Invoice Payment Select window displays You can choose to pay invoices by enabling the Pay checkbox A P Invoice Payment by Date Window Payment 101 Lewis Construction 262 04 24 01 107 35 513 00 101 Lewis Construction 264 04 22 01 112 5 797 00 101 Lewis Construction 296 02 20 03 skdmms 20 5 000 00 Lewis Construction 01
22. History Report Contract Receivables Report AJR Full Invoice Report Customer List Jobs Job List Customers Ener JC Change Orders JC Change Order List Import JE Estimates J0b Budget List WIP Report Job Profitability Labor Unit Cost Report Cash Flow By Contract CPA TIT Gross Prof CPA Audit Billing Backlog CPA Audit Cash Flow Contract Recenables Report Vendors Enter WP invoices Select for Payment Pre Payment Register Pnnt Post Payments A P Quick Reversal Void Payments Prini mad A P Warners of Lien AJP Aging Re post Reprint Payment Register AJP Invoice History Report AJP Full Ineoce Report Manage Recurring AFP lImnice Templates Vendor List 23 FOUNDATION ALL STAR m LAM 6 OP NGJAN C R CONFER P Customizing Forms in FOUNDATION Three Areas of FouNDATION Where You Can Customize Forms 1 DataGenie e AR Invoices Lump Sum Itemized Unit Price and Quantity Progress Service Dispatch Work Order A R Proposals e PO Subcontracts Short Form 1 2 pages e AJR Statements e A P Lien Waiver Progress Final e Service Dispatch Proposals e J C Change Orders 2 PO Sub Template Long Form PO or Subcontract e Long Form Subcontract and or Master Subcontract e PO longer than 2 pages These can be imported from a RTF file using Microsoft Word 3 P M Daily Template Editors e RFC s e RFPs e RFP s
23. Project Class Customer Number Project Manager Sana ae Current Activity Only User Defined Sort 15 Mastering the Base 6 Modules 83 On job costing reports sorting can be a great way to compare information For example you can run reports by Project Manager or Geographic Area as long as a these fields are indicated on the Job Record Below is an example of an Over Under Billing Report sorted by Project Manager znd Chances Ovar Under Billing Report 01011 Ta 12 2112 Billings amp ssazes Revised meu CURM amp O CURL S snanas Profit onum Cur Bill in Job Ho Description Contract EstCost Profit PRVMAO PRVLAS i Curent Total Pry Bill Cast Project Manager BIG TIM Tim Larg rson 880 Complicated Job Project Manager Tatal Project Manager LIL JOHM John 100 Al amp examele l Praject Manager Total 1643 2nd Chances Over Under Billing Report 01 0111 To 12 31 12 CUR M amp O CUR L amp S a PRV M amp O PRV L amp S Tot Cost Cmp Current Total Prv Bill Cost Complicated Job Geographic Area Total Mastering the Base 6 Modules Over Under Billing Billings Profit gt Cur Bill Over 84 Some reports include additional tabs that contain more specific report settings These tabs are optional and often skipped but contain a variety of fields that allow you to combine and separate information on the report Below you will see the additional options on the
24. Updates FSI Connect 2w s lEESSE G 9 Cancel Close Window Help Discount 5 mj oof 19 582200 001 22000 sooo soo Ss 82200001 1 980 00 o amp oxo I mi of 20 5s300000 s30000 sooo soo 1 s3000 2 700 00 02020 P mi oof 2 5s642676 se4268 sooo soo 642676 s578408 128104 fl 00 M X oof 204 S17 504 27 175043 ss soo soo st50427 15 753 84 1200 50000000 Mf oof 238 84286441 8428644 so 00 s50000000 s0 00 342 864 41 258 57797 03 30 14 Estimate2 m km m m m m m m m m i m Modified DBA 3 07 14 03 06 00 pm Ready Record Status Active Tickler Record fi of1 Mastering the Base 6 Modules 53 AIR Reports Menu To access the Accounts Receivable Reports menu from the Main Menu choose Accounts Receivable Reports A R Reports Menu a Foundation Contracting Main Menu a File Edit A P A R E Q F A G L VN JC P C P R P S S D TIM UP Loga Call Alerts amp Updates FSI Connect Window Help Fo Gl BDR S v B Main Menu Base Modules Accounts Receivable Reports Mi General Aging Report Cash Receipt By Account Full Invoice Report Applied History Contract Receivables Invoice Trx Analysis Mi Recurring Invoice Reports Recurring Invoice History Recurring Template List Mi Lists Customer List Invoicing Report Worksheet Sales Tax ProposaliVVork Order Report Mas
25. a tax amount A method of grouping paychecks You can set the beginning and end of the pay period as well as the check transaction date For example weekly or biweekly 40 Payroll Vocabulary Payment Groups Minority Groups VVorkers Comp Exposure Groups Miscellaneous Deductions Pre Post Copy P Mastering the Base 6 Modules FOUNDATION ALL STAR A tool that allows you to issue multiple paychecks to an employee in the same payroll week For example if you issue overtime or reimbursement checks separately you would set up two payment groups so the amounts are not combined on one check A labeling system that allows you track the different types of work a minority may perform for your business A way of combining several taxes often local into one place A tool that helps accrue and report on exposure and premiums in workers compensation Deductions other than taxes or union dues that are taken from the employee s payroll check These deductions can specify employer matching for example a 401K or health insurance A method of creating an entire database backup as of the moment you perform the copy When you perform a pre post copy the previous copy is overwritten Sending a transaction to the general ledger Once a transaction is posted it becomes an official account transaction in FOUNDATION The order in which the system looks for information For example the system might find
26. s Receiving DFI Name Immediate Destination Name Federal Reseve Financial Institution Information Immediate Origin 5745454545 6 Routing No Other Y Use This For Balanced File s Receiving DFI Name Immediate Origin Name National Bank Reference Code optional mCompany Information Name of Payer Company Name Foundation Softw Company ID 4523424323 0 Originating DFI ID 7454545 0 0 m Deposit Information Payment Information Reason For File Entry Description Reason For File Entry Description PAYROLL PAY Special Instr Company Discretionary Data Special Instr Company Discretionary Data 2 Export Direct Deposits e From the Main Menu go to Payroll gt Daily gt Export Direct Deposits e Fill out the Criteria tab as needed and click the Report tab Criteria Pay Period No VV 04 07 14 to 04 11 14 Check Date Range 1 14 2014 7 To 4 14 2014 Employee No Range To M For Multiple Deposits Per Employee Apply Distribution Separately I Voids Positive Adjustments v Revised Stubs Negative Adjustments ACH File Information Estimated Deposit Date Descriptive and Effective Date i Batch Number Sequence Trace No SEES optional Mastering the Base 6 Modules if pau M uu oHm _ on FOUNDATION ALL STAR E OP e Review the Direct Deposit Export List and post it SO unmmkgs
27. saved Distributed row This row will display the totals of amounts entered in each column and cannot be modified The totals must match the amounts entered on the General tab or in the Total row below Total row This row will display the amounts entered on the General tab for each column The amounts entered on the rows above must equal the amounts in this row For example if three rows of income are entered the total of the three ncome fields must equal the Income field in this row Mastering the Base 6 Modules 89 The J C Change Order Printable Tab nee ALL STAR 1 STAN This tab is only available if the Printable checkbox on the General tab is enabled Itis used to enter information that should appear on the printed change order The fields of the J C Change Order Printable tab include Change Order Text For each item that should appear on the printed change order you can add descriptive text in this field The contents will word wrap automatically so just keep typing as you reach the end of a line UM Quantity Unit Price These columns will only be available if the Enable Unit Price Detail checkbox is enabled on the General tab If so you may use these fields to enter unit price detail for the printable change order Ext Price For each item that should appear on the printed change order you may enter an extended price amount The amounts entered in this column will be totaled automatically i
28. with a 8 Ask Your Accountant Start with a 9 I love this idea and it works well O O O O O O Note The benefit to using the above format is that you will know what statement the account goes on Balance Sheet or Income Statement by looking at the account number You will also know if the account needs a job number cost code and or cost class as well as if especially if you break out your indirect accounts with a 6 if it is going to burdened or allocated to jobs as a Different Accounting Methods 1 Percent Complete Method Ninety eight percent of commercial contractors use this method Job costs and billing hit the Income Statement as costs for billings are incurred Over under billing adjustments are posted periodically to adjust profits based on Job to Date Complete and Earned Revenue 2 Completed Contract Method Mainly used with residential contractors Job costs and billings hit the Balance Sheet assets and liabilities until the job is complete This method is very rarely used method for commercial contractors so we will not cover this process in today s class If you think this applies to your company talk to a trainer or consultant one on one to determine the best way to set this up 3 Income Statement with Cash Basis Some companies run Income Statements on a cash basis This is usually a QuickBooks feature To do this in FOUNDATION you need to add the A P and A R accounts to the Income Statement using the G L D
29. 0 00 IBON PTJM MARION FIELD ti 511201 Bolton Michael ili General 10000 BON 200 oHGREE FiELD ri 600 00 Full Week Timecard In this timecard the Employee No is in the header and days of the week are in the detail This option allows you to reduce line entry because time entered against that job earn code etc can be entered for the entire week Mode ADD J Trx No 4269 171 OK Cance Close General Copy Fron Import Unprotected Trx No 4269 i Pay Period VV 02 27 15 to 03 05 15 Employee No 171 Baldwin Alex A Payment Group R Regul I Job No Cost Code Fri 2 27 Mon X Tue VVed 314 Thu 3 5 Dept No Union No m No Tax Tables 111 Carolina First University i G REMOVE JIREG z D001025 Applebees v 0465 CONC lREG x 4 col 33 ol 8 TT o l 1 OFFICE OVERHEAD vit General C vAc v 00 ooj coj ooj 8 S oj 8 3 8 00 oj 8 3 oj 8 00 Mastering the Base 6 Modules 68 Entering Payroll The steps below detail the process of entering payroll Enter Timecards 1 From the Main Menu go to Payroll Daily Enter Timecards 2 Inthe Timecardfield select the appropriate timecards and click OK PJ Timecard Selection x Pay Period W 04 07 14 to 04 11 14 Edit Pay Periods Cancel Help 3 Enter the timecard information and click OK twice once to default information into the timecard and verify it is correct and once to s
30. 05 07 3434fff 550 00 Lewis Construction 326 5105130101 89374 700 00 Lewis Construction 329 09 01 09 9234ed1234e 125 000 00 Lewis Construction 334 10 02 09 234234 4 000 00 E J Kenney 115 04 03 01 153 9 000 00 E J Kenney 04 19 01 156 2 800 00 Vendor Name Trx ID Trx Date Invoice Amount Pd to date Pa 35 513 00 5 797 001 2 500 001 LI LI LI E 8 100 001 2 520 00 Pay Amt On the Pre Payment Register you can review the invoices you selected for payment and verify all of the information is correct and that you selected the correct invoices Pre Payment Register Pre Payment Register Report Vendor No Pay to the Order of Invoice Trx Invoice Date Invoice No Invoice Description Printed Checks 101 Lewis Construction Brian 262 04 24 01 107 96040 Rehab of Erie Hospital 264 04 22 01 112 87021 Lake County Truss Rebuil Check Amount 1 Total Checks to Print Grand Totals NUMBER OF VENDORS 1 Mastering the Base 6 Modules Payment Trx Chk Ref No 100 35 513 00 5 797 00 41 310 00 41 310 00 41 310 00 Discount Orig Disc Disc Disc Amt Ret IN m m m m m m m m 35 513 00 5 797 00 41 310 00 41 310 00 41 310 00 FOUNDATION ALL STAR EJ Sep 5 4 Once you have verified the information on the Pre Payment Register you can post the payments using the Print Post Payments window Enter the necessary criteria and a Check Date and click on the Rep
31. 13 00 35 513 00 2 21 2014 0 00 04 12 01 04 12 01 X 05 12 01 5 551 00 5 551 00 2 15 2001 0 00 04 22 01 04 22 01 05 22 01 5 797 00 5 797 00 2 21 2014 0 00 02 15 01 02 15 01 03 17 01 8 000 00 8 000 00 3 20 2001 0 00 02 01 01 02 01 01 03 03 01 44 000 00 44 000 00 1 31 2001 0 00 02 20 03 X 02 20 03 03 22 03 5 000 00 2 500 00 5 15 2003 2 500 00 03 20 03 03 20 03 04 19 03 16 000 00 16 000 00 11612005 0 00 01 05 07 01 05 07 8 02 04 07 550 00 550 00 05 30 01 X 05 30 01 06 29 01 700 00 700 00 09 01 09 09 01 09 10 01 09 125 000 00 125 000 00 10 02 08 10 02 09 11 01 09 4 000 00 4 000 00 03 17 10 3 034770 8 04 16 10 200 00 200 00 03 22 10 03 22 00 04 21 10 4 769 00 4 769 00 TOTAL 443 967 00 306 248 00 137 719 00 250 00 The A P Invoice History Report provides a quick history of the invoices for a vendor or a job Sort by Vendor No Vendor No Vendor Name Type TrxNo Trx Date 02 21 14 CHK 02 21 14 Dresher Industrial Supply INV 03 28 14 INV 03 31 14 AJP Invoice History Report 01 01 13 To 03 31 14 Invoice No Inv Date ipti Trx Amount Job No 4 24 2001 Chk Run 5 513 00 96040 4 22 2001 Chk Run 5 797 00 97021 Vendor Totals 41 310 00 100 00 2 100 00 Vendor Totals 200 00 Grand Total Invoice 200 00 Total Cash 41 310 00 Total Disc 0 00 Total Net 41 110 00 Exercise Create a Committed Cost Report Mastering the Base 6 Modules FOUNDATION ALL STAR Sample Timecards FOUNDATION comes with a preset
32. 31 75 Accured Federal 11 01 Accured State 9 60 Accured Local 41 80 UNION BENEFITS PAYABLE 9 60 Accured Suta 9 60 Accured W C 185 44 Accured Misc Dedct 315 60 UNION DEDUCTIONS LIABILITY ent Clark 5100 1 283 9 50 00 Office Labor eo vw CO CO CO CO www CO w ee ee For employee 1 the 4 60 is what needs to be fixed For employee 3 you would have to check the timecard and the Department Record to begin the process of determining what is wrong Mastering the Base 6 Modules 12 FOUNDATION ALL STAR 4 Run other necessary pre check registers ae e From the Main Menu go to Payroll gt Daily gt Pre Check Registers e Determine which of the other pre check registers are important to you and your company For example if you use unions you should run the Union Deductions Fringes Register If you have a lot of miscellaneous deductions you should run the Miscellaneous Deductions Register Talk with your trainer to determine the pre check registers you should run With the Pre Check Register you can check most calculations in one place including hours gross pay federal state local taxes union deducts and miscellaneous deductions 08 06 2014 04 29 48 PM 2nd Chances Page 1 of 1 Pre Check Register 06 02 14 to 06 08 14 lt Paid Hours gt lt Earnings s Deductions oj em REG Wages Taxable Add Tx Uni Frng Gross Pay FICA State Union Net Pay Employee OVT OVT Wages Non Tax
33. 49 BURDEN 1 300 1 874 3 662 1 074 3 662 1 873 a 382 5 1 005 550 3 772 64 163 3 772 64 163 3 763 941 387 Client Mame 104 Urban Contractors Original Contract Amount 100 000 Change Orders to Date Total Rewised Contract Amount 100 000 Biled To Date Left To Bill On Contract 100 000 Mastering the Base 6 Modules 38 ALL STAR 2015 P Ep OW ER d p Below is an example of the detail you can get by using more cost codes This report is more detailed as it is broken down by more aspects of the job DG20342045 04 36 05 PM Foundation Software Page 1 of 1 Job CostEstimate Summary by Cost Code 1000 Strongsville Schools to 9 2 2015 Ccsts Current Period Job tc Date Job to Date Cost Code No Cost Code Description it Units 1 GENERAL COSTS 1 9 1 005 550 3 802 44 289 3 802 44289 3 793 961 261 100 Foundation 1 265 000 10 803 10 803 10 264 197 200 Framing 20 11 268 20 11 268 80 11 268 300 Roofing 1 100 1 100 1 100 400 Exterior 9 599 9 559 9 599 500 Rough Interior no oo 92 Client Name 104 Urban Contractors Original Contract Amount 100 000 Change Orders to Date Total Revised Contract Amount 100 000 Billed To Date 1 500 Left To Bill On Contract Sa 500 The above reports are just two examples of the different reports in FOUNDATION You can even create a variety of custom reports that include the cost class breakdown for each cost code Mastering the Base 6 Modules Payroll Maint
34. AIA List Post R File Edit View Report A P A R E Q F A G L VN J C P C P R P S S D TIM U P Loga Call Alerts amp Updates FSI Connect Window Help zsH 5 amp n OeQ nmms n ulgsg e v Criteria List Job No Range 97091 Midwest Turnpike To 97091 Midwest Turnpike Section No Range To ti Application No Range To Reprint Application Date Range i Tof Preprinted i Use Subcontractor Wording I C C p Form 6702 G703 z LI Posted Date Form Adjustment Left Right Up Down HINT To make adjustments begin by using increments of 100 Form G703 eee NR Use smaller increments as the alignment becomes more accurate Use negative numbers to move left or up positive numbers to move down or right Mastering the Base 6 Modules 49 AIR Invoices On the A R Invoice General tab you will enter a majority of the invoice information If your Job Records and Customer Records include default information some information will default in for you General Tab eo PF S File Edit Record A P A R E Q F A G L VN J C P C P R P S S D T M U P LogaCall Alerts amp Updates FSIConnect Window Help ygBj 5 z umiu xj o si2wtusiE mEmg e vi s Mode MODIFY Al O 202 2009 Cancel Close General G L 6 E Q Payment Printable Line Detail ur Invoice No 202 si IncomeType Hold Posted IV Customer No 2009 Danders Corporation si Source
35. Costs Lu irr N si L TN i FSI fore bmp m Invoice Date Purge Data Border None Original Size Layer Band Invertimage Bill To Customer Name Customer Address Line 1 Customer Address Line 2 Customer City State Zip Our Job No CustomerJobNo Customer Job Number Subtotal iete Close Mastering the Base 6 Modules 25 Sample Lesson Create a Custom Employee List with UDFs 1 From the Main Menu go to Tools Data Employee List A DataGenies New Open Export JC Activity J GL Financial Vendor List Customer List Transaction wo 2 v Employee List Jab List Equipment ltem List Asset List 2 Using the Employee ListGenie wizard create your Employee List Employee ListGenie EEEN Columns Selected Columns Add gt Add All gt gt EN lt Remove lt lt Remove All Employee No Defined Fields Emergency Contact Y Import Cancel Bact Next gt gt Finish gt Document Imaging Daily Maintenance Reports Mastering the Base 6 Modules Help 26 FOUNDATION M ALL STAR J Ep S ER d Open the Employee List 1 From the Main Menu go to Payroll Reports Lists Employee List 2 Inthe List Type field select Custom 3 Inthe Custom Design field select the list you created in the Employee ListGenie KO Criteria List PDF Employee Ran
36. ETR ONG m FIELD il 1000 St ili GENERAL C 06 4 11 2014 REG em 18 500 Jo JOUR 00 STRONG FIELD AQ 00 00 Mastering the Base 6 Modules 69 FOUNDATION ALL STAR i CONF ER S 4 Compute Payroll 1 Preprocess your timecards If you have employees that have their salary prorated or you have FOUNDATION set to automatically generate overtime this step is necessary Otherwise you can skip this step e From the Main Menu go to Payroll gt Daily gt Preprocess Timecaras e Fill out the Criteria tab as needed and click the Report tab Criteria Repon Pay Period W 04 07 14 to 04 11 14 Employee From To ti Date From ti To Iv Overtime Earn Code OVER ea Redundant Earn Code ti Calculate Weighted Average Overtime Rate 1 Weighted Average Earn Code zj Include Computed Cash Fringes Include Corrections No 2 Compute payroll e Fromthe Main Menu go to Payroll Daily Compute Payroll e Fill out the tab as needed and click the Report tab Criteria Pay Period W 04 07 14 to 04 11 14 Employee Range To Miscellaneous Deduction Cycles M gt fw II II ti Union Deduction Cycles M ci fw II j Payroll Adjustments NIA Positive Employee Selection Compute Direct Deposits as Checks Note If you leave the
37. Employee Range and Tofields blank FOUNDATION will compute payroll for all employees Mastering the Base 6 Modules 70 FOUNDATION ALL STAR Pry 2015 hy ji CoNrER Inspect 1 Run your Pre Check Register e Fromthe Main Menu go to Payroll Daily Pre Check Registers Pre Check Registers e Fill out the Criteria tab as needed and click the Report tab Criteria Pay Period W 04 07 14 to 04 11 14 Employee No Range P To PO Employee Last Name Range User Range P To Po Sort Option N Employee Name Totals Only 1 Select Job e The Pre Check Register will open 0741 2014 08 57 37 AM Kari s Company Pre Check Register 04 07 44 to 04 11 44 BEG ages robe Agri ena cross py CAT site umen tetor ovr Jona ovr wages ton Tur Aadtro Fringe Tot Trane Feaeral Local use Pay wemod 104 Reid Jake 40 00 0 zs 740 00 p E 0 00 740 00 52 T3 17 34 0 00 0 00 0 0 0 00 VU 0 00 690 00 IT 0 00 50 00 Employees 1 Total Checks 1 Total Direct Deposits 0 Total Adjustments 0 2 Run your General Ledger Register e From the Main Menu go to Payroll gt Daily gt Pre Check Registers gt General Ledger Register e Fill out the Criteria tab as needed and click the Report tab to run all records Criteria Report Pay Period W 04 07 14 to 04 11 14 Employee No Range Employee Last Name Range User Range Sort Option Employee Name
38. Information B Department C Trade D Union Workers Comp Pay Information Mastering the Base 6 Modules Equip No Gender Male Security Access Certified Payroll Employment Status Full Time Pay Type Hourly gt Pay Period Wwe Iz Periods Year I 54 Pay Rate per Hour Hours Required for Salary o u Ed Attach No 18 500 The top half of window contains fields for all of the employee s personal information Select the department this employee usually works under Select the employee s normal work activity Select the employee s home union if applicable Select the default workers comp information In the various pay related fields enter the appropriate pay settings If the employee is in a union you do not have to enter a pay rate 46 On the Deduction tab you will configure the employee s tax and miscellaneous deductions settings Deductions Tab Authority State Locality Status Exemptions Amount Percen Override AddOn Res StLoc Makeup Red MBI ON 0m Ge pw piede Q State JOH je Mie One None No e Yes f iss Bot kcal I i nies iiv he D PayollTxGrup Residence A Tax Withholding The top half of window is where you enter the employee s federal oection state and local tax withholding information B Miscellaneo
39. M Payroll Bonding Por Adai Addl 2 Cost Code 100 Foundation Bid Amount 100 000 00 55 000 00 Quantity 30 000 00 Unit of Measure Job Totals Contract 00 Bid 100 000 00 Estimate 00 Estimate 85 000 00 m Denotes items used in history change orders which cannot be deleted Cost Codes Copy Rows On the Budgets tab you can provide more information if you are entering detailed job budgets into FOUNDATION Cost Codes In FOUNDATION cost codes are used to classify the type of work being performed on a job Your system comes with one predefined cost code that will serve as the default if you do not add other cost codes but you might want to consider defining more By defining more cost codes you will expand your reporting capabilities For example with more cost codes you can break down the costs of your jobs even more when you are running reports Below is an example of the detail you would get from running a report without cost codes 08 03 2015 04 27 17 PM Foundation Software Page 1 of 1 Job CostEstimate Summary by Class 1000 Strongsville Schools to 8 5 2015 E stim ated gt sS s z Actual Costs m foo Variance Ccsts Current Period Job to Date Job to Date LABOR a 1 000 100 1 884 32 9052 1 884 32 052 1 881 967 148 MATERIALS 4 5 000 T 17 351 T 17 351 3 12 351 SUBCONTRACTORS 1 150 8 10 199 e 10 128 r 10 0
40. Required General Date Hired in Employee Assign Next Employee Number Department in Employee M Prevent Entry to Terminated Employee Tax Group in Employee I Verify Union Trade in Timecards WIC State in Employee v Allow Multiple Checks Per Employee County in Tax Group V Enable FUTA Rate Override Iv SUTA Override in Employee Compute Purge Payroll by User Default SUTA State Override OH Optimize Unions in Compute Payroll PIR and GIL IM Show Gender amp SSN in Timecard Dropdown Show Voids on Next PIR Default Tax Agency NONE H Summary Account And dobi Date of Birth Less Than he Years Flag Warn GIL Summary Accounts Only Accrued Time Off Iv Warn if Accrued Time Off Balance is Less Than Zero M Warn if Accrual Code has Expired Open Accrual Log in Add Mode Compute Accrual Using Pay Period Trx Date Mastering the Base 6 Modules 43 Sequences Tab ode MODIFY Cancel Close eneral Sequences Checks Reporting Minority Deductions Pay Periods Payment Groups Timecard Recurring Misc Default Seq Local Employee v Job i Department I Default Seq Div None None rllhone v Default Seq WIC State Job v Employee Department vi Default Seq WIC Class Cost Code vllEmployee Trade vlldepartment vllloo Default Seq Union Job Employee v Default Seq Rate Job Rate Table Employee ti Default Seq Dept Job v Em
41. STAR i 2015 C ER CONFER d To add a Custom link follow these steps 1 From the Main Menu go to Custom Manage Click on Documents tab In the Name field enter a name In the Document Group field select General In the Document Type field select a document type Your options are a File b Website c Email 6 Inthe Path field enter the path location of the document type using Browse button 7 f necessary enable the Available in All Companies in this Database or the Available to All Users in this Company checkbox 8 Click Save Changes 9 From the Main Menu go to Custom Documents and move the custom link to your Quick Links menu of een A e Exercise Create a Custom Document Customizing Menus Quick Links Learning what notto use set up in FOUNDATION is as equally and sometimes more important than what to use Creating custom menus that only have programs that you use or need on a regular bas Accounts Payable F 1 Click on the silver wrench The Manage Quick Links Categories window opens E 2 Click Add 3 Inthe Name field enter a name for the category Enter AJP Invoices 4 f you want to create a wizard that will automatically move you to the next step in a Select for process enable the Create Wizard checkbox UM 5 Click OK Pre Payment Register Print Post Payments Sample Custom Quick Link Menus GOTCHA PROGRAM Rg l i e You can add custom documents to Quick Link
42. an do something in FOUNDATION doesn t mean you should Learning what not to use set up in FOUNDATION Is as equally and sometimes more important than what to use Understand and document your system defaults and sequences Example Worker s Compensation Default Seq W C State Job Employee Department Default Seq W C Class Job Cost Code Employee Trade Department In this setup the job takes precedence If the job W C class is blank FOUNDATION will look to the cost code If the cost code is blank FOUNDATION will get the W C code from the Employee Record This is where critical thinking skills come in handy Example If you have OCIP or CCIP jobs you can exempt those jobs from accruing any W C costs because the owner or contractor is paying for the policy This is where you would only fill out the Workers Comp Class on the Job Record if the job was OCIP or CCIP otherwise you want it to be blank For all of your other jobs the W C class will default from the cost code If the cost code is blank then the Employee Record and so on It would be a big program if whoever set up your jobs was trying to be thorough and filled out the W C field on the job Right Especially if it was a high W C rate Mastering the Base 6 Modules 18 What You Need to Understand About Sequencing is the Power of Leaving Certain Fields Blank GIL Account Defaulting Sequencing in Control Files A P Vendor Cost Code Co
43. andard Financial Reports Statement Category Direct Job Expenses SE Oven Aeon Description Balance Sheet Income Statement Stmt of Cash Flow Income Expense Other Current Liabilities urrent Liability N A Operating Line of Credit Loans Long Term Liability N A Financing Overhead Weight Factor Shareholders Distribution i N A Financing ITreasury Stock Activity i N A Financing Retained Earnings i N A Not yet set Income Net Income Direct Job Expenses NJ Direct Job Expense Indirect Expenses Indirect Expense Net Income G amp A Expenses G amp A Expense Net Income Other Income Expenses Other Income Expense Net Income M Sort Items By Description M Ascending H JI Ei Note The Statement Category determines where the G L account will appear on the Financial Statement It also drives the setting of Debit or Credit Click on the dropdown arrow to see if an account should be a debit or credit Mastering the Base 6 Modules 12 e FOUNDATION ALL STAR Understanding G L Defaulting Let FoUNDATION manage data entry to minimize mistakes and increase efficiency e Journals o Importance of Journals The G L account setting and the journal setting determine if something hits your job cost or not e G L Only e G L with Job Costing e Recurring Accounts e Recurring Amounts e General Ledger Budgets e Control Files e Consolidating Financials o If you are going to do this you can set u
44. ataGenie custom report writer Note FOUNDATION has nice Cash Flow Reports by Job in the Executive Dashboard Look at these reports before jumping into a Custom Financial Statement It is likely to be better than this option because it breaks cash flow down by job Mastering the Base 6 Modules FOUNDATION SOFTIVARE S Sample Chart of Accounts Method A pant subdi einn Descnpbon Force Job n ae ee IAS RD m Seng i gt RAN Trae ea o oa oO CURASSET T prs 8 N 5 NS wm osaa oa gt MINE 1100 Accounts Recewtie B NS JR 3 TIS AceunsRec Reamxge D N 5 MR 1 2 j ney amp D M X 55 w 9 biri gji c OH eo ME JA W be 18 8 R JUST p mie Sean Ty 7 L 5 AP C NAI N 2015 pes Ga o J 8 1 ISRE 209 pese i y n SET weak rr 22 Gansmeus JE M 5 VASSPR n 203 AcmedHeihimuaxe C N 5 AGCER ai Onion Dues Withhokding L W 5 WOR 4 Liabilities QUU FededWihhddng C N
45. ave the timecard MEANS PAYCHECK TURNJTHEM IN PEOPLE SHE E um rima meris Timecard Entry Window Before You Click OK General Trx No 398 E Pay Period VV 04 07 14 to 04 11 14 Employee No 101 Realit Starting Date 4 7 2014 Last Employee 104 Reid Jz Total Hours Payment Group Job No Cost Code Hours Date Earn Code Trade No Amount Tax Tables Dept No Union No 1000 St 1 GENERAL C 8 00 4 7 2014 REG ri 1000 St 1 GENERAL i 8 00 4 8 2014 REG 1000 St vit GENERAL 800 u920144 pe 1000 St 1 GENERAL C 8 00 4 10 2014 REG 1000 St ji GENERAL 8 00 4 11 2014 REG 40 00 Timecard Entry Window After You Click OK Mode ADD Trx No 387 104 Cancei Close General Copy From Import Protected Trx No 387 T Pay Period 04 07 14 to 04 11 14 Employee No 104 Rei SERMO Date gx Last Employee hos Wiley Payment Group d Job No Cost Code Hours Date Earn Code Pay Rate Trade No Amount Tax Tables Dept Mo Union Mo 1000 St T E GENERAL II x A 7T 2014 REG 77 18 500 JO JOUR ll 00 0 STRONG FIELD il i 1000 S rT E GENERAL i 00 4 8 2014 REG Y 18 500 0 JOUR m II 00 0 STRONG FIELD il 1000 St vY 1 GENERAL C 5 00 4 9 2014 REG be 18 500 o jo JOUR II 00 STR FiELD il 1000 St 1 GENERAL C 00 4 10 2014 REG 18 500 NOUR z II 00 0
46. cent Worksheets Enter Cost Code Quantity Worksheets Enter Job Percent Worksheets Journals Enter Percent Complete Enter Period Percent Enter Period Quantity Quantity Sync Mastering the Base 6 Modules 15 Correcting Mistakes The best way to fix something is to fix it from the same module and or program in which the mistake was made Please note that journal entries will not update A P A R or P R Reports If you want make the correction the right Way use the respective module to fix mistakes e P R Corrections Unless the employee owes you money e P R Voids e A P Quick Reversal e A R Quick Reversal e G L Reverse Journal Entry PLOVE ACCOUNTING Key Things to Verify Before Sending your Financials to your CPA or Bonding Company e Your A P and A R Aging Reports tie to your Balance Sheet to the penny e Your job billings income to date ties out to J C billings to date in job cost e Your job cost to date in G L ties out to your job cost to date in J C e Your bank statements are reconciled e The inventory on the Balance Sheet matches the Inventory Summary Report e Your Balance Sheet balances e All your entries are posted Mastering the Base 6 Modules 16 Control Files Sequencing and System Tools Control files are system wide settings that affect all users It a good idea to secure this area of FOUNDATION and you should not change any setting in any of the control files without checking with a FOUNDATION Suppor
47. checks are correct and ready to be posted Select Yes to post the checks Verifying Checks are Correct Ho Invoice No Inv Date Job Description Discount Check Amount 04 24 01 96040 Rehab of Erie Hospital 35 513 00 04 22 01 97021 Lake County Truss Rebuild 2 191 00 41 310 00 FOUNDATION Checks 517 517 Are all checks correct and ready to be posted Hep 02 21 14 Mastering the Base 6 Modules 64 Once the checks are posted the AJP Gheck Register displays AIP Check Register 03 25 2014 10 31 18 PM Check Vendor Date Number Chk Pymt Ref No S17 02 214 101 Standard Check A P Reports Vendor Mame Lewis Construction Foundation Contracting AIP Check Register 1010 CASH CHECKING STAR BANK Audit 2117 Joint Hame 282 86040 Rehab of Erie Hospit 264 87021 Lake County Truss R Check Amount 35 513 00 5 797 00 41 310 00 Account Totals 41 310 00 Discount Humber To access the A P Reports Menu from the Main Menu choose Accounts Payable gt Reports A P Aging Report The Aging Report shows the progression of unpaid invoices and is commonly used to determine which invoices will be selected for payment 03 30 2014 09 26 00 PM Age Based On Invoice Date Sort by Vendor No _Trx No 104 Lewis Construction fJ skdmms 20 HHT 89374 29234ed1234ee 234234 123123 Description Foundation Contracting Accounts Payable Aging Report Invoice Fa 02 20 2003
48. custom reports etc These are the bells and whistles of the program Don t fret about the high level items until you are ready especially if you are not doing these things now It will save you time make things easier and keep your implementation moving along Don t purge anything without our help Purge z Gone Forever whereas Delete z Hidden You can undelete You cannot undo purges The only exception is timecards FOUNDATION gives you a lot of options Before changing control files check with the Training Department or the Support Department first Changing settings in your control file may impact your system in a way that you don t intend Just because you can do something in FOUNDATION doesn t mean you should Every decision you make has an impact on how easy or hard you will make using the system It is much better to make it easy The features am referring to are things like income types phases divisions and other complexities that are wonderful features if you need them but total overkill if you do not Mastering the Base 6 Modules FOUNDATION ALL STAR General Ledger Recommended Setup for G L Accounts e Balance Sheet Accounts o Assets Start with a 1 o Liabilities Start with a 2 o Equities Start with a 3 e Income Statement Accounts Revenue Start with a 4 Direct Job Expenses Start with a 5 Indirect Job Expenses Start witha 6 G amp A Expenses Start with a 7 Misc Income Expenses Start
49. e Base 6 Modules 75 3 Postthe checks and direct deposits Once posted your payroll is committed to your payroll history and it updates your job costing and the General Ledger e After you print and review the checks and direct deposits a dialog box opens asking if everything is correct and ready to be posted Verify everything printed correctly and select Yes and click OK roumono a Checks 1960 1960 Are all checks and deposits correct and ready to be posted J e f A P Integration is set up the A P Invoice Pre Post Summary window opens Click Continue Post AJP Integration Log T 21 2014 12 10 19 Trx Date 4 14 2014 Vendor Invoice Description MISC MISCELLANEOUS VENDOR Reid Jake Chid Supp MISC MISCELLANEOUS VENDOR Reid Jake Garnishmen 4 14 2014 Note Foundation Software Inc recommends that you purge your timecaras Mastering the Base 6 Modules 76 Evaluate Export dicun 1 Create an ACH file for your bank e Onthe Account Record of your checking account click on the Direct Deposit tab e Inthe Formatfield select ACH e Fill out the necessary fields e Click OK to save the record General Direct Deposit Addl Format Generic Export Template I Condense on Cash Acct Rec f ACH Export Filename B Create Balanced File Yes ti Federal Reserve Information Routing No Immediate Destination 6467612457 Use This For Balanced File
50. e Transmittals e Submittals e Misc Documents Sample 24 Hour Notice to Proceed Sample 48 Hour Notice to Proceed Best Practices for Forms Use a template from FOUNDATION Add fields that don t currently exist to the form Import your logo For DataGenie forms make sure the logo is in a omp format ry and keep forms consistent for marketing purposes Save often when making changes Test prior to going live Mastering the Base 6 Modules 24 Exercise Create a Custom Form in the DataGenie 1 From the Main Menu go to Tools Genies Form InvoiceGenie 2 Click the Import button On the Select File dialog box select your FGF file n p Hare Address Line 1 Hurribes I Terms Hur E Paqe Number 5 m E Phone Fax Aides Line 2 Description Text Box Pd City S Dae i o ip Code Due Dame TDierountt Qa invoice Layout Reset Save helei Close 3 Right click on the logo to view the image properties 4 n the nvoice field at the top of the window enter a name for the invoice design 5 Click Save ja File Design Log a Call g g i IF Em 1 ps C IZ A 5 X5 CA 22 GOTCHA PROGRAM v Wad MENU RE ee i SE etna Enter Cash History Ta Properties for Image General Journals Name Pi NT D 2 4h Create is Journal peg S de os Image i fa File Name Invoice Date Transfer Job
51. ear feet total you would need to enter 75 here You would then need to access the Distribution tab to distribute the increased quantity to a particular cost code o Cost If the change order should affect the budgeted cost enter the amount by which cost should be changed here For example if the cost of three cost classes should be decreased by a total of 5 000 enter 5000 here You would then need to access the Distribution tab to distribute the decreased cost to the correct cost codes and cost classes o Units If the change order should affect the number of units budgeted enter the number by which the units should be changed here For example if one cost code was originally budgeted to include 15 units but should now only include ten you would enter 5 here You would then need to access the Distribution tab to distribute the decreased units to the correct cost code e Comments This field is informational only and allows you to enter any comments pertaining to the change order e Printable If you want to be able to produce a printed version of the change order enable this checkbox Doing so will enable the Printable tab where you may type the information that will appear in the body of the printed change order e Enable Unit Price Detail This checkbox is only available when the Printable checkbox is enabled Enable this checkbox if you want to enter print unit price detail for this change order Doing
52. enance Payroll Vocabulary Departments Benefit Types Compute Payroll Purge Computed Payroll Pre Check Registers Current Adjustments History Adjustments Pay Period Mastering the Base 6 Modules A way to group employees by where their wages and burden are sent in the general ledger A way of labeling employees by how a union prevailing wage might define them or by the tasks they perform For example a journeyman apprentice or administrative employee The type of earnings given to an employee Earn codes determine how the system calculates earnings For example overtime regular wages or salary Labels that allow you to divide and classify union prevailing wage benefits for certified payroll reporting The process in which FOUNDATION combines your predetermined settings taxes union deductions etc with the hours and or amounts from the timecard and verifies payroll can post correctly Clears the system of the previously computed timecards that have been posted In many cases purged payroll can be recomputed Fourteen different reports that reflect the current computed payroll before itis posted This is where you can review payroll before posting it A type of timecard that allows you to change the calculated figure on an employee s pre check register before it becomes official A type of timecard that allows you to change an aspect of an employee s payroll history For example you can correct
53. eport may print on a second page Mastering the Base 6 Modules 85 FOUNDATION ALL STAR Exporting Reports lt You can also export reports as a PDF Word Excel or CSV file using the icons on the FOUNDATION toolbar pictured below When you click on these icons you will be asked to enter a file name and select the location to which you want to save the document Once you save the file the exported document will open Customized Reports You can run customized reports in the Job Costing and General Ledger Modules J C DAILY ADDING J C CHANGE ORDERS amp BUDGET ADJUSTMENTS If you ve decided to budget your jobs in order to provide more material for job management and analysis you ll need to establish the initial budget for each job Once the initial budget has been established however there will frequently be changes either positive or negative to those numbers To record those changes you will use the change orders function Change orders do not need to be posted to take effect They will be included on reports and in job totals as long as the Status is either Approved or Estimate and the report is run for a date after or including the Date of the change order After entering change orders you may choose to print them Keep in mind that you can also use a Pending Internal or Rejected status but those may need to be added to your reports in order to have the data print out To enter a change ord
54. er 1 From the Main Menu go to Job Costing gt Daily gt Enter Change Orders 2 Complete the appropriate fields on each tab 3 Verify and save the record The J C Change Order General Tab The information on this tab is used to attach the change order to a particular job give it a number and establish total amounts of the change The amount fields are totals that can be further broken down on the Distribution tab The fields of the J C Change Order General tab include e Job No Indicate for which job this change order is being entered The dropdown menu will show all jobs and it will indicate which jobs are budgeted and which are not e Change Order No Each change order that is entered for a particular job must have a unique change order number You may enter one here or leave this field blank and allow FOUNDATION to determine the number If you leave it blank FOUNDATION will increment the number by one each time Mastering the Base 6 Modules 86 FOUNDATION ALL STAR e Seq This field is not typically used but it can work in conjunction with the Change Order No field to determine a unique number for a change order It is useful when you need to enter an adjustment to an existing change order Use the same number as the original change order and enter up to three digits as the Seq number e Owner Co No This field is optional but can be used to indicate the job owner s change order number if it is different t
55. eria tab of the report On the Criteria tab you can use the fields to narrow down what displays on the report The Criteria tab of each report varies by report Below is the J C Activity Report Criteria tab For this report you can choose to run the report for a specific date range job project manager etc Report Sort Order J Job Number Job Status V Active Job Type V Other Site M Dispatch ClosedDateRange Tol Cost Class Format Detail M Subtotal Phase No M I Report Based on Cost Class Activity I Include Bonding Prior From J C Apply Qty to All Cost Class Calculations Report Jobs With Current Activity Only I Calculate Remaining on Over nvoiced Include Unposted A P Invoices Below are some fields to look for and tips to help you navigate through many of the reports in FOUNDATION 1 FOUNDATION transactions are always recorded with a date so on almost all reports you can enter a date range If you can t find the information you are looking for on a report try widening the date range you enter on the Criteria tab 2 he Totals Only field gives you the option to generate a simplified version of the report Select Option Checks Only vi Totals Only Vendor Totals Only ti 3 The Sort Order field determines the order in which the data in the report is grouped and organized For example it determines if a job costing report is organized by job name or job number Criteria Report
56. for departments workers comp unions prevailing wage and tax tables we can set up your Employee Records Payroll gt Maintenance gt Employees We had to set up the other maintenance items first because that inform ation is necessary to set your employees up in FOUNDATION On the General tab you will enter the employee s personal information as well as some default information that will be pulled into timecards for the employee Employee Record General Tab 10 e 302 58 1850 First Middle Last John General Employee 5 5 Number I De Se ee ee Date Of Birth Date Hired Date Rehired Address 1 10149 Prospect ot Date Last Worked Address 2 Date Terminated City State Zip Seville loH 44273 Minority AP5120 State OH Phone 216 769 3160 Cell Phone E Mail Defaults O Department Grade Union Driver License FIELD Field ILABOR Laborer 102 Laborers WIC State OH Ohio WIC Class 5190 Crew A Personal
57. ge jrvme ej EmployeeLastNameRange xlTe el Sort Option Empayee No xl List Type Custom 7 Custom Design Emery Print SSN Yes T Display Employee Count Print Terminated M Select Employees Notice On the Criteria tab there a variety of options Practice filtering and sorting the list using these options Exercise Using the same logic create simple custom job list and find it and open it from your menu Below is an example of a custom job list with Job Number Job Name Customer Name PM Id Original Contract Amount and Original Estimate columns Custom Job List CC _ n r Job No Job Description Customer Hame Project Manager Original Contract Original Estimate xlob No Job Description abcde abcde 123 45 123 45 Mastering the Base 6 Modules 27 System Maintenance The Maintenance Menus are where you add modify records such as Job Records Vendor Records Customer Records Employee Records Terms Cost Code Records Project Classes etc DON T ALWAYS PLAY CANDY CRUSH s al wir BUT WHENII DO ITS b USUALLY DURING SOMETHING IMPORTANT Mastering the Base 6 Modules 28 I ALL STAR 2015 f LY ER UO S 7 Accounts Payable Maintenance The accounts payable maintenance we need to complete focuses mainly on setting up your Vendor Records However to fully set up your Vend
58. group of timecards for you to use You can edit those timecards or even create your own You can do this using FOUNDATION s Timecard Genie In the Timecard Genie you can create timecards that work for you To access the genie from the Main Menu go to Tools Genies Timecard The Timecard Genie is separated into two sections the Timecard Header and Timecard Detail The fields you select for the Timecard Header section display at the top of your timecard while the fields in the Timecard Detail section display on the bottom of the timecard and serve as row entry fields The fields in the header section apply to all of the fields in the detail section For example if the Job field is in the header section all of the detail entered in the fields in the detail section would apply to that one job While you edit and create timecards please keep in mind that the following fields are required on each timecard e Job e Cost Code e Employee No e Dates e Tax Table Once the required fields are added you can customize timecards for you specific needs Some fields you can add include e Equipment e Start Time e County e Shifts e Union PW e E QWork e End Time e Crews e Payment e Pay Rates Orders Groups Here are some samples of the types of timecards that can be created and used Weekly by Employee Timecard In this timecard the Employee No field is in the header Since the Employee No field is in the header FOUNDATION knows that all of the informati
59. han the Change Order No above If entered this number can be used as selection criteria in some reports e Date Enter the date the change order should be placed in job costing history The change order will take effect as of the date entered here only if it s Status has been set to Approved or Estimate e Status This field is used to indicate the current status of a change order This field may be modified later so you can initially enter a change order as Pending and then change it to Approved later Your options include o Approved Use this option to indicate that the change order has been accepted and should be included in reports as of the date in the Date field o Pending This option is useful if you want to enter a change order for tracking purposes before it has actually been approved Pending change orders will not actually affect reports until the Status has been changed o Rejected You may need to change the Status of a change order to Rejected if it has not been accepted and youre sure it won t be You could also simply delete the change order but choosing Rejected allows you to continue tracking the change order without actually allowing it to affect reports o Estimate This choice is used to make changes to the original estimate information as opposed to the contract information Estimate change orders are considered approved as of the date in the Date field This are
60. heck Amount um Check Font Courier New ti Location Stu Company Logo Mastering the Base 6 Modules Misc Tab ode MODIFY Cancel Close General Sequences Checks Reportin Minority Deductions Pay Periods Payment Groups Timecard Recurrin Misc q p g Y y y p g Fringe Cost Code ER Contribution Deduction 401 Fringe Cost Class 17 ER Contribution Cost Code FICA Cost Code ER Contribution Cost Class E FICA Cost Class 5 ER Contribution Multi State Proration Exclude Add On State Default Earn Code REG G L State Account 2220 Default Shift No 1 GIL Local Account 2240 I Use Highest Pay Rate Employee Residence Local Tax Validation lgnore I Enable Union Limit Period Time By Date Increment Salary Proration Timecard Cost Code Defaulting Prior Row else Employee ti V Enable Proration Void Method Computed Adj Earn Code ADJ r Generate Overtime Payroll Correction Daily Hours gjin Adj Misc Deduction No PRADJ Weekly Hour Limit 40 Overtime Earn Code oT Prevailing Wage Default Benefit Type For etic unpaid Hourly Fringe Reduction Weighted Avg Earn Code Per Pay Fringe Reduction M Prorate Overtime Mastering the Base 6 Modules Employee Maintenance Now that we have completed the setup
61. his is a fantastic feature that you should consider turning on Mastering the Base 6 Modules 17 FOUNDATION ALL STAR amp Se C a h C a NS r conrers gji Burdens Actual vs Extra e Actual o FUTA o SUTA o Workers Comp e Extra o Indirect Costs such as shop supplies field phones general liability insurance for subs auto expenses fuel etc These will be discussed in more detail later Note Maintenance for the Payroll Module can also be set up to direct job cost for FICA union fringes and the employer contributions for health insurance 401k etc Sequencing When FOUNDATION Is told to find information when computing payroll clicking OK on atransaction etc it has a set order in which it looks for information The order in which it searches in is called sequencing Sequencing is similar to a routine you go through in your daily life For example before leaving the house you need to make sure you have your keys First you look on the key hook If you find your keys there you are ready to go If you dont find them you will look on the counter If you find them on the counter you are ready to go If you don t find them you continue looking until you do Because We as users are able to set most sequences in FOUNDATION we can have the system take care of all of the ifs and unusual situations that occur when running a construction business Sequencing Lessons Just because you c
62. ied Payroll Exemption Certificate Job Type Tax Authority E No Budget Budget gies Other 1 Site Job t Dispatch Job Verify PO Sub Distribution vs Job Budget Use PIS Control A On the General tab of the Job Record you can set up fields that you can use to sort reports The Project Manager Geographical Area and Project Class fields can all be used to sort job costing reports Additionally you can fill out the Original Contract and Original Estimated Cost fields on the General tab A R Tab Attention Jane Doe Customer Information For Job Job Address Line 1 620 E Smith Rd Job Order Job Address Line 4 Contact City Cleveland PNE State Prov Zip OH 4TH yr Internal Information i Job Country United States Order Order Date Ship Via Contact Default Income Phase Tax Authorit 100 Cuyah ga County 7 6500 ym oga oumy ESI Default Income Cost Code L Tax Type Not Specified AIA Stored Material Retainage 00 Default Income Type Bill Ship To No Alt AIA Co Name Site Name Technician On the AJR tab of the Job Record you can enter the job address information as you want it to print on a purchase order or invoice Mastering the Base 6 Modules of Job Record Budgets Tab General AR T
63. ield Labor 357 000 357 000 5150 Field Union Benefits 15 15 5200 Material Expenses 445 190 445 190 5210 Discounts Earned 5 5 9300 Subcontracts 169 078 i 169 078 5303 Hauling 196 800 196 800 5305 Owned Equipment 450 900 450 900 5310 Rental Equipment 95 613 95 613 Mastering the Base 6 Modules 7 FOUNDATION ALL STAR 2015 Qu CONFER 4 d Sample P amp L with One Division ABC Contractors Income Statement 01 01 15 To 12 31 15 Current Year Current Period YTD h Income 4000001 Income 256 200 100 0 256 200 100 0 Total Income J A 256200 1000 256200 1000 Direct Job Expenses 5000001 DIRECT LABOR EXPENSI 5100001 Field Labor 9200001 Material Expenses 9300001 Subcontracts 9303001 Hauling 9305001 Ovvned Equipment 9310001 Rental Equipment Total Direct Job Expenses Gross Profit Mastering the Base 6 Modules 10 900 95 000 92 000 32 225 22 900 92 900 17 522 322 241 66 047 10 900 99 000 92 000 32 225 22 900 92 900 17 522 322 247 66 047 Setting Up G L Accounts Below is an example of the Force Job Costing setting on the General tab of the Account Record General Ledger Maintenance Accounts lode MODIFY Account 5000 DIRECT LABOR EXPENSES General Jirect Deposit Ic UDF Account 5000 Description DIRECT LABOR EXPENSES Force Job Costing Bonding Class 9 285 Debit or Credit Debit Credit
64. ing your general ledger accounts into smaller sections that you can compare For example you can create divisions for your income account to compare government income and residential income We recommend that you set up your divisions with the help of your trainer or a support representative Account Type A setting that determines if the account will have a reconciliation option Checking savings and credit card accounts will have a reconciliation option Accounts that do not fit into these categories should be set to Other Statement Categories that allow you to organize your general ledger accounts on your Categories balance sheets and income statements You can do this by selecting the group in which an account will appear Accounts Payable Income Job Expense History Detail A report that tracks all transactions made in the General Ledger Mastering the Base 6 Modules 4 FOUNDATION ALL STAR amp Se C a SETIT Using Divisions in FOUNDATION Theoretical use Income Statement by state city type of work or department Keep in mind you can get profit by job city state and type of work in Job Costing reports Divisions are only for breakdowns needed in the General Ledger on the G amp A Direct Cost and Indirect Cost accounts Do not use divisions if you do not need them It can make the setup of your system unnecessarily more complex If you are using divisions make them long enough digit wi
65. is where you can set up what the next job number employee number PO number A R invoice number etc will be if left blank e Note Some control file settings will allow you override or protect these fields e You cannot change the next A P or P R check number This is hard coded in the system Green Button Feature Allows the user to save a PDF Copy of any Report to a Pre Assigned Folder determined in the setup below auto named or not that is time date stamped and can later be found from that same Report Screen that it was saved from Green Button File User Locations Setup located in Main Menu Tools Other User Specific Green Button File User Locations Setup located in Main Menu Tools Control Files Company Specific Click this button when you are looking a report you want to save Then this screen will pop up FQ File Name Default Name S STK JC Job History Detail lob History Detail 20750073 110152 Override Report Name I Date I Time ob History Detail 8 13 2015 11 01 52 Save As i Cancel POF ward Excel CoV Custom Adding Custom Spreadsheets Word Documents and other Links Files to your Menus Common Uses for Custom Documents e Custom Excel Queries Reports e User Manual Instructions e Quick Access to Contract Forms e Quick Access to Websites for Ordering Materials e Quick Access to Employee Applications Timecards Blank I9 Forms etc Mastering the Base 6 Modules 21 FOUNDATION ALL
66. ist Post Window On the A R Invoice List Post window Criteria tab you can enter criteria to determine what invoices will display on the Accounts Receivable Invoice List Criteria Tab Foundation Contracting A R Invoice List Post mmt Sm R File Edit View Report A P A R E Q F A G L VN J C P C P R P S S D TIM U P Loga Call Alerts amp Updates FSI Connect Window Help FI amp x x rejrlojselovolsmagju trnjajepojejvie Criteria List Close Invoice No O MI To Customer No o xlvi vj User From sxlvli US Sort Order lmiceNo sl Types amp Regular Unposted C Adjusting C Proposals C Posted TAII E Include Held Invoice 1 Only Include Invoices Generated by Recurring m Detail Summaries IV Print Invoice Detail f Standard Condensed IV Print G L Summary IV Print Job Summary M Print EQ Summary The A R Quick Reversal Window Mastering the Base 6 Modules 51 On the A R Quick Reversal window you can choose to fully reverse an A R invoice or reverse the invoice and copy it to create a new invoice General Tab la Foundation Contracting A R Quick Reversal Lo G ac l File Edit Record lim A R E Q F A G L VN XC P C P R P S S D TIM U P LogaCall Alerts amp Updates FSIConnect Window Help Ie x x LEITET amp l x z s 2wwsigESPE S ADD 202 Cancel Close General Invoice No
67. l Alers amp Updates FS Connect Window Help Cancel Close GIL Account J Tax Authority BE lt E see Cost Claes Term Ret 00 Require PO IM Pay Class Y Miscellaneous Certificates Expiration aes IM insurance 8 14 2015 M We lg 8 14 2015 Check Desc Acct 2303882 Print Option Both Check and Stub ti Miscellaneous m Area Code a iply Code Defaulting cost codes and cost classes is valuable because it can help your accounts payable team be faster and more accurate Certificates If you subcontract work you can enter Expiration Dates for general liability insurance or W C and set FOUNDATION to prevent or warn the A P clerk if the certificates have expired or are close to expiring You can also add dates for things like auto insurance contractor license expiration umbrella insurance etc You can turn on warnings for the following in the A P Control File e A P Invoice Entry e Select for Payment e Print Post Checks Pay Classes Can be uses as filters for Selecting Invoices for Payment A P Aging or Printing Posting Invoices NOTE If you pay when paid typically you can use this feature to select all AP Invoices for Payment on a Certain Job for just your Subcontractors due through a certain date Check Desc Fill this out of you want your Account number with a vendor to print on a check stub or both Misc Never enable this checkbox This is only used for the designated miscel
68. laneous vendor Mastering the Base 6 Modules 31 Divisions Tab Only fill out this tab if this vendor should default to a specific division if 10096 of the time IN 2 Mr ord A P A R E Q F A G L VN J C P C P R P S S D TIM U P Loga Call Alerts amp Updates FSI Connect Window Help E B mI KIA Mode MODIFY A Vendor No 100 Mack s Lumber Gypsum Cancel Close B General Defaults Divisions 1099 Info Inquiry Lien Waiver Direct Payments UDF Division A P AR EQ F A Gji YN JC P C P R P s S D T M UP L ga Call Alerts amp Updates FSI Connect Window Help Wald 4 i Xx ez ss o sw 8g t n gg 8 4 Mode MODIFY AJ Vendor Mo 100 Mack s Lumber Gypsum Cancel Close P General Defaults Divisions 1099 Info Inquiry Lien Waiver Direct Payments Type Miscellaneous E The Type and Reporting Class Reporting Class SUB SUBCONTRACTORS s fields must be filled out for 1099 s Name Control PJ Federal ID 1235456123 Type Unknown to work ecipien ame ig CT To create 1099 Types go to Accounts Payable gt I Use 1099 Address Override f Maintenance 1099 Reporting Classes Mastering the Base 6 Modules 32 Inquiry Tab nd A P A R E Q F A G L VN XC P C P R P S S D TIM U P LogaCall Alerts amp Updates FSI Connect Window Help iM xjeimiowusppgie 7 Mode MODIFY AA Vendor No 100 Mack s Lumber Gypsum Cancel Close Be General Defaults Divisions
69. menus as well MENU e Drag and drop J C Activity Reports Click on dropdown list click on the desired report and drag and drop it on the Quick Links menu e Create a custom Quick Links menu for Gotcha Programs Enter Cash History Journals Create Job Journal Entry Transfer Job Costs Purge Data Mastering the Base 6 Modules 22 FOUNDATION SOFTIVARE S Sample Custom Menus T S ACCOUNTS PAYABLI GENERAL LEDGER vj PAYROLL PROCESS PE ACCOUNTS RECEIVE E JOB COSTING Accounts Create G L Joumal Entnes Balance Sheet income Statement Thal Balance Simement of Cash Flows GIL History Detail Report Reconcile Cash Accounts Cash Account Heconciiation Report G L Check Register Generate Year End Close Employees Pay Period Control Enter Timecards Preprocess Timecards Timecard List Prooling Report Compute Payroll Adjustment Genie Prnt Paychecks and Direct Deposits Export Fnnges Deductions Export Direct Deposits Print 341 CA State Tax Report Pant State Unemployment 407K IRA Report Certi amp ed Payroll Report Certi amp ed Payroll Electronic Workers Compensation Report Linon Deductions F nnges Report Exercise Create a Custom Menu Mastering the Base 6 Modules Customers Add Edit ALA Billings Creale Estimate Add Edit T M Billings Enter A R Invoices Pant AJR VVaners of Lien Record Cash Receipts AJR Quick Reversal AJR Aging Report Applied
70. n the Total field The total of all Ext Price amounts must equal the total Income indicated on the General tab Total This field may not be modified FOUNDATION will total all amounts entered in the Ext Price fields and display the results here The total will also appear on the printed change order This total must match the total Income indicated on the General tab Exercise Create a J C Activity Report with change orders Mastering the Base 6 Modules 90 THANKS FOR ATTENDINGI 17999 Foltz Industrial Parkway Strongsville OH 44149 www foundationsoft com 800 246 0800 info foundationsoft com A FOUNDATION 2015 Foundation Software Inc FOUNDATION is a registered trademark of Foundation Software Inc software Windows is a registered trademark of Microsoft Corporation in the United States and other countries
71. nded that you test your payroll more than once Mastering the Base 6 Modules 73 5 Complete a pre post copy e Enable the Pre Post Copy function by going to the Copy tab on the Server Console Select the database on the left side of the window and click the Enable Pre Post Copy from Client button amp Server Console ei X Log On Schedule Restore Pre Post Restore Maintenance Misc Utilities Access Key Updates Tax Tables Security Database cas eee Destination Folder ctProgrem Files Microsoft SQL Server MSSQL11 FOUNDATIONZ2012 ME 63 CAS_142 Cas Auto l IV Compress file By Copy Cas Foundation Special Database Copy Processes i View Database Copy History si Enable Pre Post Copy From Client 3 Enable Payroll Service Automatic Database Transfer amp Send Database Copy to Foundation Payroll Service Copy to CD select CD Drive p 5 Copy Database to CD NOW Q Eject CD IV Compress file Warming Rewritable CD DVD s will be erased before copying cD Burning Progress E SQL web Browser i FSI Connect Help JJ Exit VA e From the Main Menu go to Tools System Other Pre Post Copy e Read the warning message e f you understand and want to continue enter a description in the Description field e Click Copy PJ Pre Post Copy Use this window to create a snapshot of the current database before you po
72. normally used for Updating the Budget It will give the company an audit trail plus update your WIP Over Under Billing Reports o Internal This choice allows another sorting option when listing change orders However it will not affect reports or job totals e Income Quantity Cost and Units Summary A change order can affect any combination of income quantity cost and units that were originally budgeted for the job In other words you could enter a change in income and cost a change in income cost and units or a change in just cost The numbers entered in these fields should reflect totals for all job cost detail for each change order If the totals need to be broken down by phase cost code or cost class you will do so on the Distribution tab Items broken down on the Distribution tab must equal the number entered on the General tab o Income If the change order should affect the budgeted income enter the amount by which income should be changed here For example if income budgeted should be increased by 20 000 enter 20000 here If the income should be decreased by 5 000 enter 5000 here Mastering the Base 6 Modules 87 FOUNDATION ALL STAR o Quantity If the change order should affect a budgeted quantity enter the amount by which the quantity should be changed here For example if one cost code was originally budgeted to include 925 linear feet of water lines but should now include 1000 lin
73. ntable Line Detail Customer Job ERA Comment Order No S SIT gg Order Number dE No Address 1 12997 VVashinqton Blvd Order Dae Fi Address 2 Bones Main Contact ohn Randolph City State Zip Cleveland OH 133 Terms 30 Days Job Contact Country Ship Via Date Item No Description Unit of Measure Quantity Unit Price Extended Price Comment E Invoice Amount 3 000 00 Tax Amount 00 Retainage Amount 300 00 Mastering the Base 6 Modules 50 The Line Detail tab is available if you have the Inventory Module and the Printable Invoice checkbox on the General tab enabled On this tab you can enter inventory items you want to display on the invoice Line Detail Tab a Foundation Contracting A R Invoice Entry f File Edit Record A P A R E Q F A G L VN XC P C P R P S S D TIM U P Loga Call Alerts amp Updates FSI Connect Window Help lzmBi h ziuiu xj z sowuwesBiEx p e s Mode MODIFY Al 202 2009 Cancel Close General d ES E Q Payment Printable Line Detail Item No Description Quantity Unit Cost Price Level Unit Price Extended Price 1j Il Al This i is billing for work completed in December x 1 0000 o 000000 3 000 000000 oj 3 000 00 o 4 Cost Class Modified DBA 1106105 01 13 37 pm Record Status lactive Tickler Record 1 of 1 Ready The A R Invoice L
74. ntrol File P R Job Employee Dept S D Description of Repair TIM Job Control Files OQ 0 Q Be careful when setting up P R miscellaneous deductions The deductions will not recognize divisions if the G L accounts are set up to hit an income statement account You may want to set up an overhead job for each division and level Mastering the Base 6 Modules 5 FOUNDATION ALL STAR Sample P amp L with Divisions Detailed ABC Contractors Income Statement 01 01 15 To 12 31 15 Current Year Current Period YTD Income 4000001 Income 256200 133 256 200 4000002 Income 420 000 21 8 420 000 4000003 Income 1 250 000 649 1 250 000 4599000 Discounts Given 3 0 0 3 Total Income 1 926 203 1000 1 926203 1000 Direct Job Expenses 5000001 DIRECT LABOR EXPENSI 10 500 10 500 5000002 DIRECT LABOR EXPENSI 9 465 9 465 5000003 DIRECT LABOR EXPENSI 2 250 2 250 5100001 Field Labor 55 000 55 000 5100002 Field Labor 67 000 i 67 000 5100003 Field Labor 235 000 235 000 9190002 Field Union Benefits 15 15 Mastering the Base 6 Modules 6 FOUNDATION ALL STAR Sample P amp L with Divisions Combined ABC Contractors Income Statement 01 01 15 To 12 31 15 Current Year Current Period VA YTD Income 4000 Income 1 926 200 100 0 1 926 200 4599 Discounts Given 3 0 0 3 Total Income 1 926 203 100 0 1 926 203 Direct Job Expenses 5000 DIRECT LABOR EXPENSES 22 215 22 215 5100 F
75. o enter phases selected as part of the job s budget Cost Code To distribute a total from the General tab to a specific cost code or cost class you need to indicate the cost code here You will only be allowed to enter cost codes selected as part of the job s budget Cost Class To distribute a total from the General tab to a specific cost class you need to first indicate the cost code then indicate the cost class here You will only be allowed to enter cost classes selected as part of the job s budget If you are distributing income on this row you should not enter a cost class Cost Units Quantity and Income Enter the portion of either cost units quantity or income that should be distributed to the corresponding cost code or cost class You should only complete one of these fields per row For instance if you need to change cost and income for the same cost code you ll need to enter two rows with the same cost code Complete the Costfield on one and the ncome field on another Note The total for each item must equal the corresponding total from the General tab which is displayed in the Total row In other words the total of all rows of cost must equal the total cost from the General tab Vendor When a cost class has been selected for a distribution row a vendor can also be attached to the row If cost is also entered for the distribution row FOUNDATION will prompt you to auto create a PO Sub when the change order is
76. on EI tr nx 2wtSsiEIGmIEB S Mode ADD gt Cancel Close General aS n Lie E Transaction Trx Type Regular Copy From Posted Lien Waiver Disc Disc Amt Use Retainage M Ret Ret Amt PO Sub No Co No Link Inventory Receipt Inventory Other Sales Tax Amount Amount o Cost Code After you click the list button the A P Invoice List Criteria tab opens On this tab you can use the different criteria to filter what will display on the A P Invoice List When you are done setting the criteria click on the List tab A P Invoice List Criteria tab FE Transaction No From Vendor From Job From User From Sort Order TransactionNn Transaction Types Detail Summaries V Original V Regular V Print Account Detail t Standard C Condensed M Print Account Summary M Credit I Print Job Summary Iv Prepaid v Adjustment Show Full Invoice No Include Held Invoices M Only Include Invoices Generated by Recurring Invoices Invoices In Routing Mode s C Mastering the Base 6 Modules 59 On the List tab you will see the A P Invoice List Review the information If it is correct post the invoice by clicking the post button circled in the image above The A P Invoice Post Button aloo aian M n amEEge e 9 Criteria List 2044 10 10 33 PM Foundation Contracting AJP Invoice List Dates r c
77. on in the detail is for the specified employee Mode ADD Trx No 4264 118 Cancel Close General Copy From Import Unprotected Trx No 4264 T Pay Period W 02 27 15 to 03 05 15 Employee No 118 Jackson Michael D Starting Date 2 27 2015 Last Employee 106 Columbus Christopher Job No Cost Code Hours Date Earn Code Pay Rate Trade Moj County Mo Union Nol Tax Tables Dept Mo 202 Monet Schoc 1 o28B8 0 8 00 2 27 201 REG 1 21 59o0 PTJM il l r l sHEvt amp j FIELD 202 Monet Schoc o028B 0 ri 8 00 322015 REG 21590 PTIm ll 47 sHELE FIELD 1321 Chardon Hic vjjosa8 0 800 3 32015 REG 21 590 PTJM il jjar sHELE FIELD 202 Monet Schoc vjjoz so 8 00 3 42015 REG 21 59o0 PTJM il a7 sHELE jleeco 202 Monet Schoc 1 0288 0 8 00 3 5 2015 REG 21 590 PTJM il a7 sHELE FIELD 202 Monet Schoc tjjozes 0 i 250 3 5 2015 ovr 21 590 PTImM il a7 SHELS FIELD 42 50 Mastering the Base 6 Modules 67 FOUNDATION ALL STAR Daily by Job Timecard In this timecard the Job No in the header Since the Job No field is in the header FOUNDATION knows that all of the information in the detail is for the specified job ode ADD Trx No 4266 511100 General Trx No 4266 Pay Period VV 02 27 15 to 03 05 15 Job No 511100 Embassy Suites R 7 Date 3 2 2015 I
78. onnect 2wusgEmmg e v Window Help Mode ADD General Transaction I il Customer Ed Job Rane ri To ej Description MEET Posted Retainage Amount 50 00 Discount Amount 0 00 AIR Amount 0 00 Date Received I i Check Number sti is sS Type Invoice Detail v Amount 8000 Bad Debt Account No GIL Cash al On the Detail tab you will select the invoices to which the payment will be applied Detail Tab la Foundation Contracting Cash Receipts a i File Edit Record A P A R GQ F A G L VN XC P C P R P S S D TIM U P zBj t miui xj s Mode MODIFY Al Transaction 135 2009 General Detail Customer Name Danders Corporation Cash Full Invoice Remaining Allowed Paid Discount Total Current Due id Amount Use Discount Invoice Amount Retainage Discount To Date To Date Due Due Date Date p pour CERT C EDUC WEPCCCCT GREC n en ern mj oof tel stw325 sooo soo soo Ge A st325 sma omoi oenas mi of 156 sero soo soo soo sersoo sez9oo orz1so1 oenas mj o 19 s7980000 7 980 00 soo soo s7980000 71 820 00 05 3003 Application mi oo 18 180 000 00 18 000 00 sooo soo s180 000 00 16200000 041950 mj of 190 39299741 39 299 74 X soo soo 39299741 353 697 67 05 3003 Estimate Mi of 17 s3545 s355 soo soo Ss3545 s32080 ovora D Loga Call Alerts amp
79. or Records you may first need to set up items like sales use tax payment terms and other records you can include as defaults on your Vendor Records Accounts Payable Maintenance Vocabulary Categories you can use to sort and group vendors Pay Classes Allows you to decide in which box the vendor will populate on the 1099 Example Box 7 Non employee compensation You may need to add one for attorney fees Vendors are people from whom you buy materials or contract services Vendors They may provide materials or services you need to complete a job or to run your office and may include companies such as a lumber yard contractors or even the phone company 1099 Reporting Class otate and local authorities that determine the taxable rate While they are called sales tax authorities these records can be used to track both sales Sales Tax Authorities and use tax Categories you can use to sort and group sales tax authorities for reporting oales Tax Reporting purposes Classes Payment terms that calculate the due dates of invoices and any applicable discounts By defaulting terms to a vendor it will save the user a ton of time not having to enter Dues Dates Discount Dates amounts etc Mastering the Base 6 Modules 29 Vendors Vendors are the people from whom you buy materials or contract services Below are screen shots and brief explanations of some of the important Vendor Record tabs Accounts Payable Maintenance
80. ort tab Print Post Payments Window Criteria Report Payment Type Printed Handwritten Credit Card Other EFT ACH Print Alignment No ri Cash Account 1010 CASH CHECKING STAR _ Next Check 517 Sort Order Vendor Number v Stub Sort Order Transaction No i Check Date 2 21 14 VendoFrom j rTe User From Po To i Void Leading No Print Check Stub Only No s Check Format Format 1 Ti Form Size 8 1 2 x 11 Pay Class Type Al Pay Classes ql Form Adjustment E mm 8 NES RES Left Right Up Down HINT To make adjustments begin by using increments of 100 Use smaller increments as the alignment becomes more Adjust Address accurate Use negative numbers to move left or u p positive numbers to move down or right Print Separate Check for each Job within Vendor Show Full Invoice No Mastering the Base 6 Modules 63 Once you click on the Report tab you vvill be able to vievv the checks You can print the checks out or you can post them Printing Checks poi jvrnlalevpojelvisi Check 517 02 21 14 04 24 01 96040 Rehab of Erie Hospital 35 513 00 04 22 01 97021 Lake County Truss Rebuild 5 797 00 02 21 14 kk RRR mmi 41 310 DOLLARS AND 00 CENTS eee RRR RH xe eee HEAT 310 00 LEWIS CONSTRUCTION BRIAN 18056 LEDGEPOINT PLACE BALDWIN NY 73568 When you post the checks you will be asked if all
81. osition is blank it will look to next position Mastering the Base 6 Modules 19 S FOUNDATION ALL STAR System Tools Programs that Can Customize FOUNDATION Specifically to your Needs UDFs Creating User Defined Fields Main Menu Tools System Other e Unlimited of Fields you can Add to Mostly Any Table o Employees Great for Human Resource Dept Vendor Customer Job PO AP Invoice And Many Many more e Pick the correct Table to Set them up in think one to many many to one e Make sure the Field Doesn t already Exist e Pick the Correct Type of Field Character Numeric Dropdown List Use these whenever possible File Location Folder Location Integer Email Address Web Address o Date e Make sure you setup the Field Correctly before you start adding data O O O O O O O O O O O O O Avoid making a mess in FOUNDATION Don t junk up your database FOUNDATION is much like pouring concrete If not done correctly at the beginning jack hammering it out takes 3 times as long Exercise Set Up Emergency Contact Name Phone Number amp Relation UDFs 1 Emergency Contact 1 Character Field 30 Characters 2 Emergency Contact 1 Phone Character Field 30 Characters 3 Emergency Contact Relation Dropdown List Spouse Parent Child Sibling Friend Significant Other Other Mastering the Base 6 Modules 20 ALL STAR Next Number Main Menu Tools System Other Next Number
82. oup sales tax authorities for reporting Classes purposes Payment terms that calculate the due dates of invoices and any applicable discounts Units Of Measure l l i Records used to describe a quantity of items or the size of a task Mastering the Base 6 Modules 34 AIR Customer Record Customers are the people who will be paying you for work you have completed Below are screen shots and brief explanations of the some of the important Customer Record tabs Accounts Receivable gt Maintenance gt Customers Someone from you training team will discuss Customer Records in more depth Customer General Tab Customer No 125 led Client Since A Name Foundation Customer Credit Limit il 00 Sort Name Foundation Customer Hold United States Foreign Billing Address Customer Type Jab e Income Type No m iv City State Province ZipCode Contact b Phone Fax C EMail On the General tab of the Customer Record you will enter basic information like the customer s name address and phone number Customer Defaults Tab Terms N30 Net 30 Days Iz Generate Service Charges Tax Authority 100 Cuyahoga County 7 6500 Je Use Control Filly 00 NJA Not Applical Tax Type Sales of Days Past Due Date Project Manager Geographical Area Project Class Price Levels
83. p either e he same accounts with same names e Different accounts with any name e No same accounts with different name because it will consolidation using only one of the names o Typically this is only used for companies that have a separate Tax ID or EIN You will need to set up a database for each company o You need to be careful when setting up G L accounts You need to understand how the logic works and the data flows from one company to another o Intercompany transactions will need to be done by booking payables and billings to from each company There is no intercompany feature that does this for you e Custom Financial Statements o A little time consuming to set up o Worth the time because you can drill down into the detail on any account e Basic Pitfalls in FOUNDATION o Notsetting up G L accounts or payroll departments correctly Not understanding your sequencing and defaulting Using GOTHCHA programs outside of their intended purpose without understanding what they do Not checking your G L Registers to make sure that postings are correct Not making sure that G L and J C tie out Not properly correcting mistakes O O O O O Mastering the Base 6 Modules 13 ALL STAR OQ CONE ERE d Tying Out Job Cost to the General Ledger WHEN EVERYTHING BALANCES IN ALL YOUR FINANCIAL STATEMENTS AEF Setting Up Your System So That General Ledger amp Job Cost Always Tie Out To the Penny Testing Already Posted Entrie
84. ployee vllCost Code ti Default Seq County Job Tax Group i Default Seq ER Contribution G L Employee Department vlIDeduction Direct Deposit Default Check Stub Ony v Level 1 Division 1 HVAC i Level 3 Division Level 2 Division vi Level 4 Division Use PIR Divison for E Q Expense Use PIR Division for E Q Credit Checks Tab General Sequences Checks Reporting Minority Deductions Pay Periods Payment Groups Timecard Recurring Misc m Payroll Check I Show on Stub Um Extended Stub Display Amount As M Employee No Employee SSN Last 4 digits I Tr is With Amounts If loo Long ae M Employee Fringes Union Fringes Yes Low Check Wam v M Pay Rate Pay Dates Pay Period i Column Options Number Leading Voids M YTD Wages I Last Job Pay Rate Hours Left v Check Format fme B I YTD Union Fringes 1 Summarize Local Tax Fringes amp Benefits Left Redundant Prem Hrs I Gross Taxsblo Accruals Left Stub Format One v E M Accrual Balances Taxable Wording FIT vi Ba Check Print Type L SN ES pae cnini 401K Adjustment DE ENS aser IV Salary Prorated Hrs V ER Contribution If Laser Reprint Stub M l Trade No Sort Checks Employee Name Union No Print Tax Deposit Summary M Company Name and Address i i Sr Print Check in Bold Show On Me B rint With C
85. rom the Main Menu choose PO Subcontract Reports The reports available on the PO Sub Reports menu provide you with the necessary tools to analyze your committed costs Mastering the Base 6 Modules Delivery Date ci Job Address 96020 Chester Avenue Br Contact sst si i Buyer zl Terms I zl Address 1 TD O Purchasing Address I E Address 2 Invoice Change City State Zip When Invoicing Format Standard m Standard Header Detailed 5 I Standard Body lieto eie qas Exceed PO Sub by 00 espe Du C ml IV Print Purchase Order as Title R S Comes Header On First Page Only IM Float Summary Template 57 FOUNDATION ALL STAR 2015 di qoe wu CONF ERE d Accounts Payable To access the A P Daily Menu from the Main Menu choose Accounts Payable Daily AIP Invoice Entry To access the A P Invoice Entry window select Enter Invoices The General tab is used to enter a majority of the invoice information There are two main sections of this tab the A P history section at the top of the tab and the distribution section at the bottom General Tab Blank Mode ADD Al General Transaction i Vendor Job Invoice No Inv Date Terms Due Date DiscDate v ODiscBase Use Retainage IV PO Sub No CO No Y I Link Inventory Receipts Othe Inventory
86. rt and set criteria defaults Options Window WC ActivityGenie Options Name Drill Down Budget jc activity ico B I For Reports with the Job in the Header Reset the Page Count for Each Job Cost Class Format Condensed Print Contract Summary Change Orders to Date rc iv N E rc iv Cancel Back Mastering the Base 6 Modules 81 FOUNDATION ALL STAR CEDE FR conrer Running J C Activity Reports Reporting is one of the most powerful features of FOUNDATION Reports detail the transactions posted to a single module or a combination of modules For example timecard data is pulled into payroll reports while timecard invoice and change order data can be pulled into job costing reports while other information can be pulled into general ledger reports Since the data comes from posted transactions throughout the system data cannot be changed in a report it can only be viewed This means you cannot fix mistakes on a report The menu for each module include a Reports section The Reports section has a variety of reports you can choose from The reports are specific to each module You can access report menus two ways 1 Main Menu Ledger gt Job Costing ance Reports Daily Maintenance Repos Daily Transactions Maintenance Mastering the Base 6 Modules 82 The Criteria Tab When you open a report the first window that opens is the Crit
87. s e Run the G L History Detail Report for your Direct Job Cost accounts In the Select Journal field select your payroll journal In the Group by Job field select Yes All G L accounts that have No Job are the ones you need to change to Require Job Costing e Run a Job History Detail Report Job Costing gt Reports gt Job History Detail tor all jobs for the current year On the Criteria 3 tab disable all of the transaction checkboxes except for the Job Journal checkbox None of the other these transactions hit your G L Job If they are Direct Job Cost jobs you should fix it by reversing it out and completing a G J Journal on the Create Journal Entries window General Ledger gt Daily gt Create Journal Entries This will hit both the Job and G L e Run a G L History Detail Report for your Direct Job Expense Account In the Select Journal field select your G L journal In the Group by Job field select Yes If you have entries that went to jobs and the G L Journal is set to No Job Distribution there is a chance that those entries did not go to jobs e Job Cost General Ledger Query Mastering the Base 6 Modules 14 FOUNDATION ALL STAR i 2015 wr e LET DEP GOTCHA Programs Things that can cause the G L and J C to be out of balance e G L Journals that are set up or used incorrectly Only use G L Journal to entries that hit the Balance Sheet Never enter journal entries to the Accounts Pa
88. se to expand Never divisonalize your Balance Sheet If you need to do this you may need to set up a separate company Divisions are usually best when sequenced from a job meaning a job only has one division It can work when used other ways but it needs to be thoroughly sequenced in each module and all setups Divisions are not heading accounts They are not a way for you to subtotal a group of accounts together If you want to roll up or subtotal a group of accounts into one category you can do this with a custom financial statement Divisions are used so that you don t need a lot of redundant G L accounts like Job Labor You can have one account for Job Labor but if you work in 5 states you would have a division for each state It would look something like this o G L Account 5000 Job Labor Division 10 Ohio Division 20 California Division 30 Texas Division 99 Error This should be your default in your control file In example above the 5000 Job Labor G L accounts is broken into 6 different amounts which can be totaled by all divisions or reported on just a few selected divisions Divisions can have up 4 different sub levels Defaulting Sequencing Divisions Default all control files to error division A P Job Vendor Control File A R Hardcoded Job Control File E Q Job Category E Q Category Attachment Control File P R Division LN Job Warehouse Primary Category Co
89. so will make the UM Quantity and Unit Price columns available on the Printable tab To cause this checkbox to be enabled by default for all printable change orders enable the On Printable J C COs Enable Unit Price Detail checkbox on the General tab of the Job Costing Control File e Profit This field is informational only and cannot be modified FOUNDATION will calculate the change in profit from this change order only Income Cost and display the results here e Include in Complete This field is only relevant if the job against which you are entering the change order will be billed through the percent complete method If so this checkbox can be used to indicate if the change order s amounts should be used when determining the job s percentage of completion If so enable the checkbox Mastering the Base 6 Modules 88 The J C Change Order Distribution Tab This tab only needs to be accessed if you need to distribute the total changed income quantity cost or units to one or more phases cost codes or cost classes It will only be enabled if the job selected on the General tab is marked as budgeted The fields of the J C Change Order Distribution tab include Phase This field will only be visible if you have elected to use phases as part of your Job Cost Detail If SO you may distribute a total from the General tab to a specific phase cost code and cost class by indicating a phase here You will only be allowed t
90. sort by employee name or job number Project Classes A project class is a label you can put on a job to organize and sort job cost reports For example commercial residential etc Cost Code Groups A cost code group is a label you can put on a cost code You can then sort and organize your job cost reports by cost code groups Cost code group examples include installation demolition etc Please note that using cost code groups is optional Geographic Areas A geographic area is a label you can put on a job to organize and sort job cost reports For example states counties etc Project Manager A person that is in charge of a job User Defined Sorts Custom sorting options you can define in the Job Costing Module Mastering the Base 6 Modules 36 Job Records Job Records are an important part of FOUNDATION as they serve as a central point around which accounts payable accounts receivable and job costing information is entered Below we will discuss some of the important aspects of the Job Record General Tab Job Number 1000 AA Description Strongsville Schools Customer 104 Urban Contractors Original Contract 100 000 00 Project Manager JOHN DOE JD PM Original Estimated Cost 85 000 00 Geographical Area AREA1 Area 1 Retainage 00 Project Class SCHOOL School Payroll Tax Group STRONGSVIL Strongsville Job Status Active m AIP Tax Authority Cost Basis Units Jua L Tax Exempt l Certif
91. ssary mistakes e Setup an overhead job for each department and default the department to the job only if multiple departments will not hit the job The question is will more than one department hit a job If yes then you want to default departments to the employee or cost code Mastering the Base 6 Modules 42 Testing prior to posting to make sure defaults are vvorking properly e Payroll G L Register Look at the G L Summary e A P Posting Register Look at the G L Summary e AJR Posting Register Look at the G L Summary e E Q Posting Registers Look at the G L Summary e Inventory Posting Registers Look at the G L Summary o Make sure all accounts are getting properly hit o If using Divisions make sure no Error Divisions are getting hit o It is 300 easier to fix prior to posting than after Payroll Control File Try not to change anything in the Payroll Control File without checking with your trainer or a support representative Because these settings control how FOUNDATION operates we need to be aware your control file settings to properly train and guide you General Tab ode MODI Cancel Close enera eguences Checks eportin Vlinarit eductions Pa enods ayment laroups Imecard ecurrin Isc l Seq Check Reporting Minority Deducti Pay Period Pay Group TI d R ing Mi Control Date Range pis lo 12 31 2015 Flag Prevent i heck Duplicate SSN Pre Verify Union Expiration Date INo
92. st Class Ex Leave the Vendor G L field blank if costs hit multiple G L Accounts A R Control Files or Income Types E Q Usage Job EQ Category Equipment Job or None E Q Expense Service Control File Service Expense Code Primary Category UN Job Warehouse Primary Category Control File P R Hard Coded Dept Dept Earn Codes 1 Earn Code Tax Setup 2 P R Employer Contributions Employee Department Deduction P R Extra Burden FUTA SUTA Department Control File Burden P R Extra Burden Department Employee Company Trade Union Cost Code Job PO Sub Vendor Cost Code Cost Class Sales Tax Hard Coded Sales Tax Authority 1 Sales Tax Control Files 2 Service Dispatch Income Description of Repair Income Types Service Dispatch Cost A P P R Depts PO Sub I N TIM Control Files or Income Types U P Control Files Division Defaulting Sequencing Note Default All Control Files to Error Division Note A P Job Vendor Control File A R Hardcoded Job Control File E Q Job Category E Q Category Attachment Control File or P R Division I N Job Warehouse Primary Category Control File P R Job Employee Dept SID Description of Repair TIM Job Control Files Unless a sequence hardcoded you can change the sequence to fit your needs VVhatever is the in first position takes precedence If FOUNDATION finds that the first p
93. st transactions This will allow you to restore your data to its status before the post should you discover an error later The copy will be stored on the server in c Program Files Microsoft SQL Warning This copy will replace any existing copies of the current database that were created using the Pre Post Copy tool on any workstation It will not affect copies created in the Foundation Server Console Pre post copies are standard BAK files and are stored on the server They must be restored using the Server Console IF Document Imaging is installed this database will also be copied There is no current copy for this database Description Pre Post Copy To restore the database to a previous pre post copy use the Server Console Pre Post Restore Tab e After a moment a message will appear indicating that the pre post database copy was Successfully created Click OK Mastering the Base 6 Modules 74 LS MAN FOUNDATION ALL STAR Ep C o N F ER FP Post c 1 Print Paychecks and Direct Deposits e From the Main Menu go to Payroll gt Daily gt Print Paychecks and Direct Deposits e Fill out the Criteria tab as needed e Make sure the number in the Next Check field corresponds with your check stock e Click the Report tab Criteria Pay Period VV 04 07 14 to 04 11 14 Print Alignment No Next Check 1960 Next Direct Deposit 1 Print Sequence Deposits
94. t Representative or a Trainer Changing control files may impact our system in ways that you don t intend Control File Dates Control the posting periods for each module e oample of a hard close in 2014 The Control Date Range would be 1 1 2015 through 12 31 2015 and the F ag would be set to Prevent e Sample of a soft close in July 2015 The Control Date Range would be 8 1 2015 through 12 31 2015 and the flag would be set to Warn o A P Control File A R Control File P R Control File UN Control File E Q Control File F A Control File O O O O O Required Fields On some control files you can require that certain fields be filled out on certain records before they can be saved Below are some our favorite fields to require a user to fill out before saving a record e J C Control File o Customer Job Record o Payroll Tax Group Job Record if multi state o Project Manager Job Record o Default End Date when a job is closed Job Record e P R Controls o Payroll Dept Employee Record Auto Posting Gives you the option to have your invoices posted automatically You can choose to always auto post to be prompted to auto post to not auto post but to receive a reminder about unposted invoices or to never auto post e A P Controls e A R Controls Dropdown Fields e Job filtering for closed jobs e PO filtering for closed POs e Equipment usage filtering for unposted entries e Name number search T
95. tering the Base 6 Modules 54 Purchase Orders Subcontracts To access the PO Sub Daily menu from the Main Menu choose PO Subcontract gt Daily PO Sub Entry To access the PO Sub Entry window from the Daily menu choose Enter PO Subs On the P O Sub General tab you will enter information about the PO Sub distribute the total amount of the PO Sub to G L accounts and if applicable enter job cost detail General Tab OK Cancel Close General UDF Print E mail PO Sub Copy Rows m Type SE ue E Purchase Order to Basic Detail Date l Description Default Job TaxExemptCert G L Expense I Lien Waiver Tax Authority Retainage 98 00 Tax Base 00 0 status Open Amoun i 00 Closed Date E Tax SCO Invoiced Remaining JIC CO No Seq lo Default Dispatch i Total 00 00 00 GL Expen Job No Cost Code Cost Class Amount Tax Tax Base Tax Amt Invoiced lf on the General tab you selected Basic in the Type groupbox the Basic tab will be available On this tab you will enter basic item information you want to print on the PO Sub Basic tab Mode ADD 304 102 Cancel Close General Basic em Detail Additional Lien Waiver Correspondence UDF PrintE mail PO Sub Text Ext Amount Oak Plank Fooring 2 500 00 1 000 00 1 500 00 5 000 00 Mastering the Base 6 Mod
96. the Option Job Costing or Option Job in the Force Job Costing field Do not fall into the trap of setting this up a different way because your old system was that way or you are new to the company and think it is wrong We set up the accounts this way to keep your general ledger and job costing in balance because the Payroll Module requires job costing Mastering the Base 6 Modules 10 ALL STAR Ep Cane OP G L Account Record General Tab Dg X Account 1100 O Description Checking o Force Job Costing Do Not Allow Job e Bonding Class Debit or Credit 9 Debit Credit 1 Apply Subdivision E Account Type Checking vl Account No Include in Standard Financial Reports Si statement Category Bank Accounts G L Overhead Allocation Report Formula Income Expense Not Applicable e Overhead VVeight Factor 1 Allow for G L History Report Rollup A Account Number B Account Description C Debit or Credit Indicator D Job Cost Setting to Control JC amp GL Reporting E Account Type Note Drives Bank Rec Program F Statement Category Note Drives Financial Statements Mastering the Base 6 Modules 11 Statement Categories UDF Account 5000 Description DIRECT LABOR EXPENSES Force Job Costing Require Job Costing I Bonding Class IL LABOR Debit or Credit Debit Credit V Apply Subdivision Account Type Other Y Account No IV Include in St
97. the W C state on the Employee Job or Cost Code Records Sequencing determines the order in which it looks at those records 41 FOUNDATION ALL STAR Properly Setting up P R Departments for Today and Future e P R Departments Defaulted sequenced from job employee or cost code e The department is usually the best place to default from o All P R defaults can be set up the Department Record Wages Taxes Workers Comp Divisions Employer Benefits amp Contributions Burdens Extra Burdens e Typical P R Departments o Office o Officer o Field o Shop e Best Practice Set up a department for each wage G L account you have on your P amp L o If you use divisions you might need departments for each division and wage account if a job needs to hit more than one division Office OH Office CA Officer OH Field OH Field CA Shop OH Shop CA e Add every earn code to each department and set them up to default to the proper G L account o Practical Example You may not commission your field today or have salaried field employees However someday you might Unless you have it set up correctly you won t remember to add this to your setup and FOUNDATION will not stop you from using an earn code that doesn t exist on a department It will just use the secondary default which could be incorrect Setting up every earn code on each department will at least protect you from an unnece
98. ules 55 If on the General tab you selected Detail in the Type group box the Item Detail tab will be available On this tab you will enter detailed item information you want to include on the PO Sub including item descriptions quantities units of measure and price Item Detail tab Left Side General ic Item Detail Additional Correspondence UDF Print E mail Line Item No Description Quanti UM Unit Cost Extended Cost DistributeTo No Pa 200 d 1 8 Copper Pipe 1 000 0000 OL LF LI 3 250000 oj 3 250 00 o J Job 96020 Chest v Total 3 250 00 Item Detail tab Right Side 305 102 General Item Detail Additional Correspondence UDF Print E mail Import al Sales Tax Total 56020 Chest vll ooj 3 250 00 E 00 3 250 00 Mastering the Base 6 Modules 56 On the Additional tab you can enter additional information regarding the PO Sub Many of the fields pertain to printing and emailing the PO Sub or are informational only Additional Tab Mode ADD 304 102 General Basic tem Deta Additional 5n Waiver Correspondence UDF Print E mail Shipping Information Ship To Address Ship Via l C Company Address F O B C Other Address Instructions Orders Against Purchase Order Subcontract v Dri hl Ins Certificate Exp Date Printable PO Sub Reports To access the PO Sub Reports menu f
99. us The bottom half of the window is where you enter miscellaneous Deduction Section deductions On the Direct Deposit tab you can add direct deposit information for the employee s paycheck Direct Deposit General Deductions Addi 1 00 History Con cc m8 Burde Direct Deposit Pay by Direct Deposit This employee s next mmm will generate a snack Description Bank Account No AcctType or Amount Prenote John Doe Checking 123456789 BD M Remaining 00 Yes Based on the account information above the following distribution will occur _ Direct Deposit Summary Employee John Doe 7 15 2015 1 Apply all of the check amount to checking account 965874512354 at bank 123456789 Mastering the Base 6 Modules 47 Accounts Receivable Now we will discuss A R invoices and the different invoice format options that can be created in the genies as well as how to import the AIA Schedule of Values AIAs The information you enter on the General tab of the AIA Entry window will be printed on the header of your AIA billing General Tab mon D n pu F am 03 Em aM E File Edit Record A P A R E Q FIA G L VN J C P C P R P S S D T M U P Loga Call Alerts amp Updates FSI Connect Window Help FBj j5jZ u xjz g owuwsigEmDmEg IS v e Mode MODIFY Al Job No 97091 1 Cancel Close General Billing Address Job No 97091 Midwest Turnpike v
100. vious Percent Stored Percent Retainage Value Application This Period Complete Material Billed Use Total Completed Stored Material Demolition 90 000 00 69 300 00 00 00 00 77 00 M 6 930 00 6 930 00 10 00 oof Site Prep 100 000 00 50 500 00 00 ooj ooj 50 50 M 5 050 00 5 050 00 10 00 00 Water Lines 125 000 00 56 250 00 oj 00 ooj o0 45 00 M 5 625 00 oj 5 625 00 oj 10 00 oj oof DR TT TT no oot 2 re noj re ca i ar 380 000 00 22480000 00 o 00 2248000 22480 00 00 Mastering the Base 6 Modules 48 On the Address tab you can enter an AlA specific project address to display on the header If you leave this tab blank the job or customer address will be used Address Tab Foundation Contracting AIA Entry R File Edit Record A P A R E Q F A G L VN J C P C P R P S S D TIM U P Loga Call Alerts amp Updates FSI Connect Window Help FB 5 Z B H x z B amp owwslEBE S 9 Mode MODIFY AJ Job No 97091 1 Cancel Close General Billing Address Project Address AIA List Post Window When you are ready to post an AIA billing you will click the list button which will take you to the AIA List Post window Enter your criteria and click on the List tab Please note that to post the AIA billing you must enter a date in the Posted Date field Criteria Tab la Foundation Contracting
101. yable Accounts Receivable Equipment or Inventory Modules If you need to make entries to these modules they need to be done within the modules to keep them in balance FOUNDATION will warn you but it will allow it because that is how we enter beginning balances e Entering Cash History This program should only be used for your first bank reconciliation to load your beginning bank balance from your live date and un cleared checks that are not in FOUNDATION because they were already paid out of your old software e J C Daily gt Create Job Journal Entry Never use this program because it does not hit the G L It is only used for entering beginning job cost detail from your old system when going live Hide it from your users Instead use a G L Job Cost Journal Entry to ensure the entry hits the J C job and the G L job e J C Daily gt Transfer Job Costs This does not update you G L It will fix your job cost reports but it doesn t look good to your CPA and bonding company if one job has 5 000 more in costs in Job Cost and another job has 5 000 less in the G L The totals of all jobs may still be correct but this could drive any Type A accountant completely insane Instead use a G L Job Cost Journal Entry to ensure that the entry hits the J C job and the G L job General Generate Overhead Import Estimates Enter Change Orders Import Change Orders Print Pre Liens Worksheets Enter Cost Code Per

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