Hidden Treasures in FOUNDATION
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1. Currently you can edit tab orders for the AIA Entry A P Invoice Entry A R Invoice Entry Employee Job and PO Sub Entry windows The Tab Order Editor icon is available on the FOUNDATION toolbar on each of these windows Click on the icon to open the Tab Order Editor A Foundation AP Invoice Entry itam Mo To Cyeles k ltem Desc From EN General gt Transaction llam Dese To leneral gt Yendor Variance 44 PemoveAl General gt Job reeniory Inegiced General gt Ineoice MHo Selected General gt Ire Date Cy Hew Sequence General gt Die Dalt Unit Cosi General gt Ire Total Taw Flag Additional gt 1089 Regaring Clase Tax Base 1 Tax gt Tax Type Tax No Tax gt Tax Aulhonty Sales Tax Amount Tax gt Use Tax Amauri Lise Taki Amoun wWiOoe a Tab Order For User C Curen F All M CTRL OVCTRL iumps forwardbackward oud of detail rows Reset Tab Order Help a Cancel Apply The list pane on the left side of the window displays a list of all fields on the current window You can drag and drop these fields into the Tab Order pane to create a custom tab order The user can also use the Ada gt lt Remove and lt lt Remove All buttons to customize the fields included in the tab order If you enable the Cycle checkbox at the top of the Tab Order pane when you press the lt Tab gt key in the last selected field the cursor will return to the first selected field You can enter additional2. Enter the value against which you want to compare the selected field For example if searching for Job Records with the geographical area of West select Geographical Area in the first Field Equals in the Operator field and West the Value column And Or fourth field If you want to add multiple criteria select either And or Or in this field and click the Add button to add an additional row If both criteria need to be true select And If only one criterion needs to be true choose Or Case Sensitive Enable this checkbox if you want FOUNDATION to consider capitalization 9 User Defined Fields Custom fields that you can add to maintenance ane trana TOM Tiles Creating User Defined Fields Main Menu gt Tools gt System gt Other gt User Defined Fields Create an unlimited number of fields that you can add to mostly any table O O O O O 0 Pick the correct table to which you want to add the field Think one to many or many to one Employees Great for Human Resources Vendors Customers Jobs Purchase Orders A P Invoices And many more 7J Make sure the field doesn t already exist Pick the correct Type of field O O O O O O O O Character Numeric Dropdown List Use these whenever possible File Location Folder Location Integer Email Address Web Address Date Make sure you set up the field correctly before you start adding d
3. cycles by clicking the New Sequence button The Tab Order for User field allows you to determine if the tab order for the window is applied only to the current user or all users Note Only administrators are able to save a tab order for All users FOUNDATION ALL STAR 3 Edit Window Layout The Edit Layout function allows you to customize the column layout in the distribution area of the A P Invoice Entry window In addition to being able to change the order in which columns are shown you can also lock certain columns to the left or right of the window As you scrolls through the distribution area locked columns will stay in place so they always remain visible This feature is designed for users whose distribution area has more columns than can be displayed on windows This feature is only available when adding or modifying an A P invoice and can be accessed by clicking the Edit Layout icon on the FOUNDATION toolbar Note Custom layouts are user specific Enabling the Edit Layout Function To use the Edit Layout function the feature must first be enabled for on the Security window Please note that this a user specific setting To enable the Edit Layout feature 1 From the Main Menu select Tools gt System gt and Security 2 Click the Companies folder to expand it and select the correct company 3 Click on the Users tab and enable the User Defined Window Layouts checkbox for each user that should ha
4. values that can be attached to your Jobs You ll also need to tell FOUNDATION the correct Sort Order Please note that you can only enter numbers in the Sort Order field 5 When you ve finished entering values click OK to save the record Attaching UDF Sorts to Jobs 1 From the Main Menu choose Job Costing gt Maintenance gt Jobs 2 Open the Job Record in Modify Mode and click on the the Addl 2 tab 3 Inthe User Defined Sort area in the bottom left corner of the tab add a new row by right clicking in this area and selecting Add 4 Select the category Sort Name under which you want to sort this job Next select the Sort Value you want to attach to this job You can only attach one value to each job Repeat Step 4 for each UDS category you wish to attach to this job and run the J C Activity Report 11 12 Best Ways to Export Report Data to Excel e Exporting to a CSV file This sends the raw data from a report into a comma delimited file that you can open in Excel comma ald gt eps e v s a Criteria Additional Additional2 Report PDF 08 21 2015 10 13 47 AM ABC Contractors WIP Report Job Profitability to 8 21 2015 A B C D E F G H l J K L M Job Revised vis Comp Earned Billings Overbilled Underbilled Costs CosttoComp ProjCost Profitto Date Proj Profit Prof Number Contract idg HJ A C to Date E D D E to Date B H H D H A J LA CostJob 2 101 600 45
5. 40 95 385 125 325 29 940 1 434 634 1 403 034 31 600 1 339 249 29 499 14 04 454 000 000 0 03 13 923 13 366 408 378 000 2 331 76 000 0 17 11 000 800 4 434 2 000 2 5 850 9 800 434 1 200 0 11 3 246 737 246 737 23 124 23 124 38 000 520 i 39 843 1 007 650 967 807 67 63 283 1 304 520 1 327 960 1 266 520 33 33 89 000 00 M Proj Cost Job Perc 95385 01 j 14 0405 13923 18 13923 2 11592 43 2330 753 76000 0 167401 246736 8 246736 8 23124 29 23124 3 23124 3 39843 41 1007650 967806 6 1367803 63283 4 1327960 1266520 33 3295 189000 0 126646 9118 534 2640 6478 53 6344 98 43755 02 2773 554 21900 0 304167 6409 07 If you increase the length of the header row it will show the full description if you right click on the row and select Format Cells click on the Alignment tab then enable the dhe Text checkbox Text alignment ce Gene f mo Mertical E Bottom C turstity distributed Text control m wrap text Shrink to fit Right to left Text direction E Context COO BA A a o a S A E Me e Using a MS Query This is the best way to send reports to Excel because the query can be refreshed 12 13 View Sort Reports On any report you can select View gt Sort from the toolbar then choose from a number of options that might not be available on the Criteria tab In the example below chose Vendor No and I
6. OUNDATION ALL STAR Hidden Treasures In FOUNDATION Melissa Wood Consultant What We ll Cover s Dropdown Control File Tab Order Edit Windows Layout Copying Budgets Custom Documents Green Button J C Activity Reports SQL Button User Defined Fields Notes amp Reminders oe FT p oe Sf a Cee 4 O User Defined Sorts DO Exporting Report Data Se Viewing and Sorting Reports Next Record Quick Query h IN Hidden Treasures In FOUNDATION 1 Drop Down Fields Control File Main Menu gt Tools gt System gt Controls gt AIP gt AJR gt D C gt E Q gt FIA gt GIL gt UN gt JIC gt P M gt PIR gt P S gt Sales Use Tax gt Service Dispatch gt T M gt UIP gt Bonding Report Classes gt Burdens gt Green Button File Locations gt Green Button Report Names gt Routing Rules gt Notes Reminders gt Document Imaging gt Consolidated G L gt Scheduler gt System gt Mobile Device gt Dropdown Fields Job filtering for closed jobs PO filtering for closed POs Equipment usage filtering for unposted entries Name Number Search This is a fantastic feature that you must turn on you will be taken when you hit the lt Tab gt key on certain windows in FOUNDATION For users who regularly use the same fields setting a custom tab order will make the process of entering a record more efficient
7. ata Sample Employee UDFs ie MODIFY A Employee 103 John President Cancel Close neral Deductions Addi 1 Addl 2 History ER Contribution Extra Burden Direct Deposit Divisions Accruals Recurring UDF Employment Status Drivers License C Documents and Settings stk FOUNDATIONSOFT My Docun Open Spouse Name Emergency Contact Nextel Direct Connect OFFICE EXT Driver License Exp 00 00 0000 Electrical License Ve Open Employee File me Open Date Field 00 00 0000 Thing Here FBG Y 10 Notes Reminders e Task Related Notes Based on things that you want to remember to do like make a phone call follow up with someone to do list items pay bills pay taxes send in union reports etc o Turn reminders on in the Notes Reminders Control File Main Menu gt Tools gt System gt Controls gt Notes Reminders o User Settings o Add Categories o Priorities ode MODIFY eneral Categories Priorities Company Wide Settings Enable Reminders By default 9 the To Do List when a user logs in By default show reminders to users By default dont allow users to delete other users notes User Level Overrides UserNo Show To Do List Delete Any User s Notes Reminders To Do List 02 04 2015 McMaster Visit Start Due McMaster Visit 27 Weeks t Day Past Start Uni start Snooze View Di
8. by Cost Cc JC Est by Ph CC Labor Hrs Job Cost Estimate by Cost Cr i 4 mm l fior From J C Sort Items By ae E jurrent Activity Onl Report Name Ascending ad w iis Joe s Report CNN News Cost Code Range AR lien Waiver Closed Date Range Cost Class Format Subtotal Phase VP Invoices Note You must click on the report name from the dropdown menu pictured above When a white box appears drag that box over to your Quick Links menu Also note that the report defaults will only save one way per user so there is currently no way to save different defaults for different reports within the J C Activity Reports FOUNDATION ALL STAR 8 SQL Button SQL is used to specify the criteria you want to search as well as the order in which the results should be returned The fields of the SQL Query Builder dialog box include Field first field This dropdown menu lists the fields you can search For example if you were performing an SQL search for Job Records in addition to Job Number and Description other fields from the Job Record such as Cost Basis Job Type and Geographical Area will be available for selection Select the field for which you want to search If there is more than one field select one of the fields and then add additional rows for each field To add a new row click the Add button Operator second field From t
9. de Report Name Time l Date ob History Detail 8 13 2015 11 01 62 Save As if il Cancel POF Word Excel CSW Note If you don t change the name or allow the user to change the name files will be stored in a consistent and uniform fashion automatically Please see the highlighted sample on the following page if i _ F FI i Computer Local Disk C Users melissawood My Documents E E S m E E az Organize Include in library Share with Burn New folder a or Favorites Name Rl Desktop Pi Downloads S Recent Places 7 Drag and drop the J C Activity Reports to the Quick Links menu le Edit View 2em AP AR E Q FA G L YN FC PC PR PA S D T M U P Loga Call Alerts amp Updates FSI Connect Winda a b 8al 00 daade ajeje Criteria Additional2 Report Pp Report CPA Audit Committed Costs Sort Order Sort Range ReportName Title i CPA Audit Billing Backlog Billing Backlog MENU Excel Date Range i CPA Audit Cash Flow Cash Flow by Contract YTD Start Date Manz Y mE E EEE Phase Range CPA Audit Contract Status Contract Status CPA Audit Gross Profit Gross Profit JC Est by CClass Job Cost Estimate Job Status Jc Est by Class Labor Hrs Job Cost Estimate By Class PUNEA Job Type JC Est by CCode Job Cost Estimate JC Est by CCode Labor Hrs Job Cost Estimate
10. his dropdown you will specify how the system should search the selected field Choose from the following options o Equals The Value field must match the contents of the selected field exactly o Greater Than The contents of the selected field must be either greater than numerically or later than alphabetically the contents of the Value field o Less Than The contents of the selected field must be less than numerically or earlier than alphabetically the contents of the Value field o Greater Than or Equal The contents of the selected field must be greater than numerically later than alphabetically or equal to the contents of the Value field o Less Than or Equal The contents of the selected field must be less than numerically earlier than alphabetically or equal to the contents of the Value field o Doesn t equal The contents of the field must not match the Value field exactly o Like This option compares the contents of the Value field and the contents of the selected field to find matching records but allows the use of wildcards Use as a wildcard to indicate one or more unknown characters o Not Like This option compares the contents of the Value field and the contents of the selected field to find records that do not match but allows the use of wildcards Use as a wildcard to indicate one or more unknown characters Value third field
11. neral Excel Documents General AR lien Waiver AR Lien Waivers CNN News Foundation Software Fox News Foundation Software Fox News Common Uses for Custom Documents Custom Excel query reports User manual instructions Quick access to contract forms Quick access to websites for ordering materials Quick access to employee applications timecards blank I9 forms etc To add a Custom link follow these steps 1 From the Main Menu go to Custom gt Manage 2 Click on the Documents tab 3 Enter a name and choose a document group 4 Pick a document type Your options are a File b Website c Email Enter the path location of the document type using Browse button Select Security Option Click Save Changes 8 From the Main Menu go to Custom gt Documents gt Move to Quick Links oe p Green Button Allows you to save a PDF copy of any report to a pre assigned folder determined in the setup below that is time and date stamped and can be found from the report window from which it was saved Setup for user specific green button file user locations Main Menu gt Tools gt Other Setup for company specific green button file user locations Main Menu gt Tools gt Control Files Click this button when you are looking a report you want to save The File Name dialog box will open File Name Default Name S STK JC VJob History Detail Job History Detail 20150613 110152 Overri
12. nvoice No a ABC Conteactery A P Pre Payment Regnier E Fee Dds View Report AP AE GO FA GAL VN VE PRE AR PE GD TM P FH St GGl igiit upe Be B Cheia Repon Poe CPS MTT PM ABC Contractors legate dlen A Upda Fol Cannes Andini JG REPORTS PrePayment Begisier hepat Vento Mo Pap bo She Geer of Joana Nam Fiymeni tre ioe Ho Ch k Carter a krokot Babe lnwence Ho Ubreuioe Grstrigton oa Amecunt Diacount ram Printed Cheeks 1 Subs Us MEW LAR Coi siit Garabadi Do Sia 1221 SLALLS SE 1S ete 1 PA x Play Tin The Dida Ci gt Cath Amourd Check Owe Check Dats T Check Decean O O O a m 255 50 HEJ OEFA IIA 199 UD Hasia S60 be DHS H I Eating 30 200 1d Miis Liembersly peur oie UPS Wad Poo Bing JiS ry ware tf 10 TAL deb Saal Satie SUR 108 Lata Li Tachi 21329 104 Friona Of the Court HE S EDE Lapneir Protea Dares G 1502 Ip TAIS 1008 Valley Oly Steel Laka Cava Rhea flies WAHI BERG 100 Home day Jo Check Around Please note that if you want to use these sort options you must select them each time you run the report 14 Next Record Quick Query You can activate the next record buttons by clicking on the Quick Query icon on the FOUNDATION toolbar while in Modify Mode F EG FA OLD WC PELE BS f TM UP Log a Call Alers amp Updates FSl Connect Window Help M Ah amp fis i H DK Cancel Close G n r l Job Mumber 3 i Description Cusome
13. r GriginalConwace 00 Project Manager o Original Estimam o Geographical Area Retainage d0 Project Class Payroll Tax Group Job Statws Acre gt AIP Tax Auihority Cos Basis Unis l Tax Exempt I Certified Payroll dob Type 1 No Budget C Budget P Other Verify PO Sub Distribution vs Job Bug Sort By Jets Burnier z 13
14. se eneral A R T M Payroll Bonding Prior Addi Addl 2 Budgets Comments Union Divisions Lien Waiver Extra Burden UDF Phase 1 INO PHASE a Cost Classes Estimate Units Est Cost to Com ost Code 52 VAPOR BARRIER Ma CEC E E E Bid Amount 2 MATERIALS 7 00 000 Quantity 3 SUBCONTRACT 00 000 T ENE 4 OWNED EQUIP 00 000 ERENT EUR a e a 6 BURDEN 7 oof o o 7 Admin Burden 7 oof of Job Totals Contract 00 Bid 0 00 Estimate 00 Estimate 80 000 00 I Denotes items usedi F Copy Job Budgets Phases Cost Codes Extra Burden More gt gt Source Job Copy Amounts No z Copy Extra Burden No v D Note You can also import budgets by going to Job Costing gt Daily gt Import Estimates The Import needs to pre defined and the cost codes need to match what is in your setup or it will create new cost codes Also you can use the same methodology in setting up an AIA or unit price billing schedule of values 5 Custom Documents Adding spreadsheets Word docs and other links files to your menu General A MENU Excel Joe s Report CNN News Foundation Software AR lien Waiver General A MENU Excel Joe s Report CNN News Foundation Software AR lien Waiver Manage Programs General Excel Documents General AR lien Waiver AR Lien Waivers CNN News Manage Programs Ge
15. smiss Close 10 FOUNDATION ALL STAR 11 User Defined Sorts User Defined Sorts UDS allow you to create custom sorting categories for the J C Activity Job History Detail and Over Under Billing reports Using this feature you can arrange and filter Job Costing reports based on categories that you define Salesperson or Estimator are examples of the types of UDS that can be defined With an Estimator UDS for example you can attach the job s estimator to each Job Record and then create a custom J C Activity Report to see which estimator has jobs that go over budget most often Similarly using a Salesperson UDS you could sort the Over Under Billing Report to see which salesperson has the most commonly has jobs that are under billed UDS can provide you with great insight into your company s job costing particularly when combined with the custom report writing features of the J C Activity DataGenie If you would like additional suggestions or advice on how your company can benefit from this feature your trainer or one of Foundation Software s consultants can provide further guidance The steps below will walk you through the setup and use of User Defined Sorts Defining a UDF Sorts 1 From the Main Menu choose Job Costing gt Maintenance gt User Defined Sorts 2 Enter a short Sort Name for the category This field is alphanumeric 3 Enter a longer Description for the sort category 4 Enter the different sort
16. ve access to the feature Using the Edit Layout Function When you click into the distribution area of the Enter A P Invoices window the Edit Layout will become active Click the icon to open the Arrange Columns window On this window you can edit the layout of the distribution area The different areas fields of the Arrange Columns window are e Scrolling Columns Columns listed in this area will be displayed as usual i e they will move to the left or right when you use the scrollbar e Locked Columns Columns listed in this area will be locked in place As you scroll through the distribution area these columns will remain permanently visible o By default columns will be locked to the left of the distribution area however this can be changed using the Locked Columns on the field at the bottom of this window e Disable Columns Layout When this checkbox is enabled any custom layout settings will be turned off and FOUNDATION s default distribution layout will be used You can enable this checkbox at any time to turn on your custom layout settings e Locked Columns on the This setting determines if locked columns are shown on the left or right of the distribution area By default locked columns will be shown on the left of the window FOUNDATION ALL STAR 4 Copying Budgets From the Main Menu go to Job Costing gt Maintenance gt Jobs gt Budgets tab ode ADD Ql Job Number 192 test OK Cancel Clo
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