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Textura Timberline Integration Manual

1. This creates the same entries for Job Cost and General Ledger as if you were posting invoices entered through AP and clicking Tasks and Enter Invoices i Print any standard reports you use after entering invoices for example Committed Cost Status C Ask Name Setting for Invoices 1 If Ask Name for the AP Invoice file File Data Folder Settings File Locations is checked IE File Locations C Training CMStart Ask Data Folder File Type Name leave blank for current folder AP Invoice AP Lien aver AP Master AP Reprint AP Standard AP Transaction AP lseue AR Activity AR Master AR Standard AR Transaction AR View OF Cancel Help 3 Then the user is prompted to select a new api file when importing invoices Textura Timberline Integration Manual V2 2 Textura Confidential Import Invoices File Selection Look ir y CMStart File Type Cancel 2 Select the default new file or create an additional file by typing in a different file name Click open 3 If Include historical invoice file in verification AP File AP Settings is selected then there is also be prompt to select a history file GE AP Settings eee ene Mzava Post amp Interface Settings 1099 year ending date 12 31 2003 Invoice Settings Check Settings Pending system E GL Entry Settings Payment
2. Pending Draws None Note Notice that the SoV Subcontracts menu is red notifying you that you now have unallocated Change Orders 6 Click the red SoV Subcontracts menu and select Edit Schedule of Values Unallocated Change Orders 5 Subcontra ct st Cre ate Subco ntr act Edit Schedule of Valu Setup Invoice Code E Assign Invoice Code View Schedule o Textura Timberline Integration Manual V2 2 Textura Confidential The system displays the Edit Schedule of Values page Log Out d Textura Edit Schedule of Values e Construction Payment Management Hill School 0514a General Construction Save Changes Revertto Saved Reallocating for Draw 1 Not yet initiated General Construction Add New Line Copy Selected Delete Selected Paid to Date Balance Due Chg Orders Billed to Date Balance to Complete Total Phase Het Change Contract Sum Subcontract Paid C O 1 Test by C O Balance Due Description Adjusted Amount To Date oco 1 Code Value 01 General Constru 493 000 00 0 00 498 000 00 0 00 0 00 498 000 00 0 00 Working Totals 493 000 00 0 00 493 000 00 0 00 0 00 493 000 00 0 00 Totals 493 000 00 173 279 00 671 279 00 0 00 0 00 671 279 00 5 500 00 Browse Upload New from CSV Download Example CS File 7 Allocate the change order to the appropriate line s for each change order that was imported 8 Click Save Changes The system displays a Stat
3. Selection Criteria dialog 5 Click Ranges and select the Job The system displays the Select Invoices to Pay Selection Criteria dialog Select the Automatically include invoices for payment checkbox Click Start Pay or unpay vendor invoices as needed Compare ACH Release Report totals O Click Other Show Totals and then OK E ee Textura Timberline Integration Manual V2 2 62 Textura LLC Confidential Sa Textura Construction Payment Management 11 Verify that the Pay Now total matches the combined total of Invoices and Released Retainage from the Textura ACH Release Report If it does not match print the Timberline Invoices Selected for Payment Report if necessary make changes and compare again Ill Print Checks To perform a Mock Check run and record the payment to be made via ACH 1 From the AP main menu click Tasks and select Print Checks 2 Select ACH Bank if using a separate bank for ACH transactions otherwise select appropriate bank account Starting check number and Check date 3 If you are sending checks to a print file click Printer Setup and check Send to Print File Note If you are not sending the checks to a print file make sure that you print them on plain paper not check stock 4 Click Start Textura Timberline Integration Manual V2 2 63 Textura LLC Confidential Sa Textura Construction Payment Management Appendix A Textura Timberline Initial Interface Setup Introducti
4. Pa Textura Construction Payment Management Textura Timberline Integration Manual Version 2 2 July 21 2008 This user manual contains confidential information of Textura LLC and is protected by all applicable patents copyright trademark trade secret and similar intellectual property laws Neither this document nor any of the information contained in this document may be reproduced or disclosed to any person under any circumstances without the express written permission of Textura LLC Copyright 2006 All rights reserved Textura LLC Processes and technologies described in this document have US and Global Patents Pending Textura Timberline Integration Manual V2 2 2 Textura Confidential Table of Contents DS OVER VICW A NN 6 Descrip nati lene how a arsenate lei ii mi tacon 6 Texturas Timber aie Work a E E E ceda 6 MCX UT ag D MIN PLO CES S teta ire ei lote 7 A Commuitinents Subcontracts Chance Orders ueia vena Gaaaih usoe a aae uaa ocala e ls Ud 7 BARPO Seca sta ci aetna ea sts A Nas dasaadi ba alta cael ta Sed aaiall samara A 7 Cy InSurane G16 Gall DOCUS a o lO 7 DAC COMICS Pcl ADC ta Sept 95 Slate o e en seals paca o e et elo 8 2 Textura Timberline File Locations and Custom Reports scccccccccccsssssscsssssssssssscscscssssssssssssssssssssssscscssscssssssssoess 9 is lesion eae ace a tata sade a a a R 9 Pia TS OC ATO iS Sais ns Sunda oi escent a E 9 Be Adding Custom Reports to Report MENUS da a 12 Upd
5. Less or equal to Operator type the current draw number Value and click OK This will include invoices entered for a previous draw but not approved for payment in time for the previous draw The system displays the Select Invoices to Pay Selection Criteria dialog 7 Click Ranges and select the manual check vendors subcontractors 8 Click Start 9 Highlight the first invoice of the vendor subcontractor to be paid as a Textura Manual check and click Pay 10 Repeat for all Textura Manual checks 11 After all Textura Manual checks have been selected click Other and Show Totals and compare the Net to Pay with the Textura ACH Release report subtotal for Textura Manual checks 12 If the totals match click OK OK and then Close If the totals do not match compare the detail report to vendor invoices selected and make any necessary changes ll Print Checks To print checks 1 Load the check stock in the printer 2 From the AP main menu click Tasks and select Print Checks 3 Type the main bank s Bank Account 4 Type the Starting check number Textura Timberline Integration Manual V2 2 60 Textura LLC Confidential Sa Textura Construction Payment Management 5 Type the Check date 6 Click Start D Recording Paid Retainage and Paid Invoices from the ACH Release Notice The invoices and retainage to be paid through Textura via ACH payments must be recorded as paid in Timberline This is done through a c
6. 1 03 13 00 Target Timberline Subcontractor Organization Vendor ID sub 1 3735 sub 2 5857 Subsurface Construction 6240 penetrate Payment Report Textura Timberline Integration Manual V2 2 Textura Confidential Sa Textura Construction Payment Management The system displays the Reconciliation ACH Release Report Summary Construction Payment Management Hill School 0514 General Construction 1 05 15 08 Job Humber 0514 Draw y Hame Hill School Period To Date 03 31 2008 Bunz 1 JOINT CHECKS Vendors Subcontractor Commitment Invoice Invoice Amount Retention Requested Total Payment Joint Payee Vendors Hame and Address TOTAL JOINT CHECKS 0 00 0 00 Runz 2 MAHUAL CHECKS Vendors Subcontractor Commitment Invoice Invoice Amount Retention Requested Total Payment TOTAL MANUAL CHECKS 0 00 0 00 0 00 Runs 3 Invoices with RETAINAGE RELEASE Vendors Subcontractor Commitment Invoice Invoice Amount Retention Requested Total Payment TOTAL RETAINAGE RELEASE 0 00 0 00 0 00 Runs INVOICES HELD Vendors Subcontractor Commitment Invoice Invoice Amount Retention Requested Total Payment TOTAL INVOICES HELD 0 00 0 00 0 00 INVOICES PAID SUMMARY 63 782 94 The Invoices Paid Summary amount displays the total invoice amount that was disbursed via ACH in Textura Textura Timberline Integration Manual V2 2 Textura LLC Confidential y Textura Construction Payment Man
7. 91 762 50 Retainage available 94 712 50 Cancel Bill Select Invoices Help 2 Type the billing information and click Bill 3 Click Finish 4 Click Start Textura Timberline Integration Manual V2 2 Textura Confidential D Recording Invoices Draws using the Job Cost Application If this data folder is not using the Accounts Receivable application then entering invoices draws cash receipts and billing retainage will be done the same as jobs done prior to Textura There is no change to the data entry process From the JC main menu click Tasks Enter Billings or Enter Cash Receipts I Enter Billings Arcourira Aem AR Pesing Date Aconund Aremri ceca FET 1 Diramion Eriha Lit Aacheni Agos Loe Tewa Helo EE Deposit Information Bank account First First Pacific Bank AF amp AR Deposit ID 466 Deposit date 4 30 2006 Accounting date OF Cancel Help ll Enter Cash Receipts E Enter Cash Receipts Check Check Payment AR Reven Job Draw Invoice Humber Date Amount Description Account Account 182940 4 25 2006 30000 00 ih Job Balance Draw Retalnage held Draw Balance Finish List Attachments Autoset Totals Deposit Info Help Textura Timberline Integration Manual V2 2 Textura Confidential 52 9 Recording Subcontractor Vendor Payouts in Timberline Introduction The following is a guideline for recording the
8. AP and GL tab and then select the AP Bank IE Job Setup Job 03 001 Description Mw Food warehouse General Status Billing Info Scope PRA and EG AP and GL Contract Totale Rece A Job on hold Approval ID MFP Tas groupe AP bank il Labor Equipment Material Overhead Produce lien waivers Subcontract Other Lien waiver minimum 100 00 M Cost account group Cost of sales account 21 5005 f Group A f Group B C Group E Revenue recognition le Percent complete GL account prefix 21 f Completed contract Save Cancel List Attachments Delete Help 3 If using prefixes from the GL prefix level from the GL main menu click Setup Prefix Base prefix name and then click Fiscal Settings AP Bank Textura Timberline Integration Manual V2 2 69 Textura LLC Confidential Pa Textura Construction Payment Management Company Setup Fiscal Settings Calendar Datez Period Ending 6 31 2001 Partners Fiscal Ending 12 31 2001 AP Bank i Authorization Federal ID A SEN Foreign Entity OF Cancel Help e From the AP default bank from the AP main menu click File Data Folder Settings AP Settings and then click Check Settings Default bank account AP Settings Check Settings Print Checks reports We Include invoices on register W Print a check register Print check stub carbons Bank account use method f Operator specifies
9. Hill school Ub14a puu Cecneral Construction Create New Subcontract Contract Vendor Subcontract Humber Contract Vate iD Urganazation Amount Paid Lo Date Hetention Held Balance Vue Incomplete Subcomtracts Contract Humber Contract Date Phase Code Deecnption Subcontract Amount 154 VARU view Architectural Hess 34 uw 03 28106 vizar Signage NAINA zar Tiked Prerliliamo lt Fer Frl To complete the subcontracts e 6 Clickthe Contract Number link for each Incomplete Subcontract The system displays the Contract Maintenance page e 7 Click Edit Settings Ta Textura Contract Maintenance gt e Coco Construction Payment Management T Eilis5chool 05143 t 41410 Playground surfacing Wawi CHang Bisa sr lu Send Risalhnzuling fier Dir Y1 Nol yet imita cl Mhh Suta aaral d And New Component Copy Selected Delete Selerter Contract Components Chg Orders Peyments Phase oa Account Category Ss Sub lt ontract Original Subcontract a Retention Code Dees iptiun Code Code Sulbjulo tem Raiges Amount Paid To Dato To Nate Balanceo Due Pary furtoring 4 5 723 00 S7 RMN 9 00 0 09 5 726 00 Note The Subcontract Item is fed from Timberline on import NEVER manually adjust the item number unless you are adding a new component Please see step 10 below 8 Type in the Subcontractor s Company Name and select Find Select the proper Organization and the grey box above will auto populate Textura Timberline Integrat
10. Selection Settings Use approval system jw Retain 1099 totale per GL prefix W Include historical invoice file in verification Orders OF Cancel Help 4 Click an existing file and then click open Or if you do not have a history file yet click cancel Import Invoices File Selection File name histor File Type Cancel Textura Timberline Integration Manual V2 2 Textura Confidential 46 5 Click to browse and select a file to import Files of type select All Select file to import 6 Click start E Import Invoices Print Selection Import file TESTURA import invoices El Rejected recorde file APR EJECT TAT El Printer Information Print to Microsoft Office Document Image po ES Use Courier New 12 font E Use default margins Page Setup Start Cancel Import Format Help 7 Review the import journal to verify all invoices were imported Post invoices Textura Timberline Integration Manual V2 2 Textura Confidential 47 8 Recording Invoices Draws completed in Textura into Timberline Introduction If you are using the Timberline Accounts Receivable application for this data folder AR invoices must be manually entered in Timberline Accounts Receivable If you are not using the Timberline Accounts Receivable application AR invoices can be manually entered in Job Cost Follow your standard procedure for entering invoices and cash receipts in T
11. The user will need to browse to the desired output location for the exports each time the reports are run Textura Timberline Integration Manual V2 2 Textura Confidential 18 3 Identifying your Accounting Package in Textura Setting up Your Accounting Package The Textura Administrator must identify the Accounting Package interface that is used when the Organization is set up in Textura 1 When an Organization is invited to join a project on Textura the Edit Organization link is displayed on the main home page Click this link The system displays the Edit Organization page Add Secondary Ore janization Business Information Company Name Country Address Line 1 Address Line 2 City State Zip Code County Phone Alternate Phone Fax Mobile Default Currency General Contractor 13 Mulberry St United States of America Y Chicago Illinois 6065 cook 312 333 4567 USD View Edit Secondary Organization Bank Information ODi945 110610000520 Bank Name e Bank City Bank State Select State Bank Account Name Routing Number or SWIFT Code ads CONCERNING ACH ROUTING NUMBERS Routing numbers often differ frorn the number on a Check or Deposit Ticket Please confirm with your bank that the routing number you use is valid for ACH transfers Note Routing numbers which begin wi
12. To edit legal document requirements return to the Legal Document Status page and click Edit Legal Document Requirements Add Additional Requirements by clicking the Add Requirement button Delete requirements by checking the Delete box to the right of each requirement and click the Delete Selected Requirements button Log Out Textura Setup Document Requirements End Comic Construction Payment Management Hill School 0514 _ _ _ a gt Project Hill School Organization Sub1 When Document Expiration Document Expired or Name Status ID Date Date Action Missing Auto Insurance Not Received Y Automobile Insurance Received 03 18 02 03 18 03 eee ly Received v SCO522788301 03 18 02 03 18 03 Insurance hae Soo eee A Ins Certificate Received Received x 02 07 08 Umbrella Insurance Received Y ERUOO06009 03 18 02 03 18 03 Worker s Compensation PRoceiwed D0200224862 10 01 02 10 01 03 Insurance l 11 Ku 4 When finished return to your Project Home Page Textura Timberline Integration Manual V2 2 Textura Confidential 41 7 Export and Import Textura Subcontractor Invoices Introduction Vendors subcontractors will enter invoices in Textura After they are approved in Textura invoices are imported into Timberline Imported records with duplicate invoice numbers invoice number already exists for a vendor ar
13. e Importing data into Timberline e Exporting data to Textura e Textura custom reports I Create folders for importing and exporting data e On the root drive of the workstation that will be performing the imports create the following folders e CATEXTURANmport into Timberline e CA TEXTURA Export to Textura e f multiple stations will be performing imports the folders could be set up on the network drive ll Copying custom reports e Tocopy custom reports for the interface e Create a folder on the network drive e For example T Accounting Textura Custom Reports replace T Accounting with the directory location of your Timberline files e Copy the Textura Custom Report designs to the T Accounting Textura Custom Reports folder lll Verifying current locations and editing import locations e To view current settings and add import locations e From any main menu click File Data Folder Settings and then select File locations e lf adata folder location field is blank files are stored in the company data folder listed in the header of the File Location screen To verify the location if the full location is not visible click OK to close screen then click File and select Open Data Folder Textura Timberline Integration Manual V2 2 9 Textura Confidential E TS Main Const Services Inc i Applications Edit Tools Window Help Mew Data Folder Open Data Folder Data Folder Settings General File Locations Cust
14. for entire check run Default bank account f Systern automatically assigns per distribution 1 Record Manual Checks updates Last Check number Enable Trust Accounting Summarized description E ee Attached Lien waiver accumulation method C Lien waivers not used C Accumulate by job f Accumulate by Commitment and job all costs f Accumulate by Commitment and job Commitment costs only e When you print checks only invoices assigned to the Bank Account selected on the Print Checks Print Selection window will be paid 4 Ifyou use MICR and want separate bank accounts for ACH payments perform either of the following options e Method one Change the bank account in the job record Before importing invoices from Textura change it to ACH bank After importing invoices from Textura change it back to Check Bank e Method two Change the bank account use method Prior to recording ACH payments change it to Operator specifies for entire check run After recording the ACH payments change it back to System automatically assigns per distribution Textura Timberline Integration Manual V2 2 70 Textura LLC Confidential y Textura Construction Payment Management Lien Waiver Accumulation Method All Lien Waivers for Textura projects can be printed through Textura To print Timberline Lien Waivers for non Textura projects see your Timberline documentation Invoice Selection Order 1 From the AP main menu click File Data Folde
15. legal documents E TESTURA verify jc cost account 4 m gt File name TEXTURA export all commitmerts Files of type Report Designs rpt Cancel 4 Click OK Repeat steps 1 4 until all necessary reports are updated Textura Timberline Integration Manual V2 2 Textura Confidential 15 D Changing Print File Location The Timberline reports default to a print file location at C Export to Textura folder If this location does not exist an error message is received when clicking the start button to export the file a Export Legal Documents Print Selection Insurance Expiration Information can be taken from either the Committed Cost Subcontract Record or the Vendor Record Select source of information based on Export Documents Unexpired polices o Balance on Commi Export Insurance Inti Export Au Export Genera Accounts Payable Printer Information i Criteria Send to print fle CATESTURA documen aay eh p Use Couner Mew 12 font a _Banges Use default margins Page Setup Conditions Start Cancel Send Print Preview Help To avoid this error the report design needs to be updated 1 From the TS Main screen click Applications Report Designer IE TS Main Const Services Inc jes Edit Tools Window Help Accounts Payable Accounts Receivable Address Book Billing Cash Management Contracts Equipment Cost Fin SEmt Designer General Ledger Info Assistant Inquiry Des
16. the PJ or JC main menu depending on where you enter Change Orders click Reports Textura and select Export Owner Prime Contract Change Orders a Accounts Payable Const Services Inc File Edit Tasks Setup Inquiry GiS Tools Window Help bait manigat E B 2 Invoice Registers gt Cash Management GL Reconciliation Miscellaneous Lists Forms Setup TEXTURA Export all Commitments Export Prime JC Cos Export Prime PJ COs a Change Order with Descr E Export Prime JC Cos Print Selection Default C O Date EURAN Date to use if C O date is blank Include only approved items in price Note Only Billable C Os are exported Click Ranges to Select Jobs Printer Information m Criteria ea r T export Printer Setup Ranges Use default margins Page Setup Conditions _ Start Cancel _ Send Print Preview _ Help 3 Click Start Textura Timberline Integration Manual V2 2 Textura Confidential 32 B Import Owner Prime Contract Change Orders into Textura Note This is available at an Organization Wide Level see Organization Wide Documentation If the import file contains an Owner Change Order that already exists in Textura Textura will reject the record as a duplicate To import Owner Prime Contract Change Orders into Textura 1 From the Project Home Page click the Interfaces menu and select Import Accounting Information Interfaces Im Pi Accounting Informatio
17. 0 00 Amont Type fEl dob Este IC Cst Cd Units Amount Retainage Held Tax Grp Tax ID Exempt Status Total Billed 1 000 000 00 100 000 00 EXMPT Non T axable Total Billed Non T axable Invoice amount 1 000 000 00 Remaining amount 00 Finish List a Attach Delete Line Autoset Calculate Taxes Help E Enter Invoices Distributions Contract Invoice Draw Retainage Held Reference Description GA 3 31 2006 1 000 000 00 100 000 00 3 OHSU i 3 31 2006 500 000 00 CI Job Extra CstCd Units Amount Retainage Held Ta Grp TaxID Exempt Status Total Billed 009 500 000 00 Non T axable OHSU Lighting Renowati Invoice amount 500 000 00 500 000 00 Remaining amount Save Line Cancel Line List Attach Delete Line Autoset Calculat Textura Timberline Integration Manual V2 2 Textura Confidential B Enter Cash Receipts using the Accounts Receivable Application Cash receipts are entered the same way you entered them for previous jobs and projects There are no differences between entering cash for Textura jobs and entering cash for jobs prior to Textura 1 From the AR main menu click Tasks Enter Cash Receipts and select Contract Job view EZ Deposit Information Bank account Deposit date Deposit type Number of deposit terns Remaining deposit tems First Pacific Bank AF 4A 3 16 2006 gl Remaining dep
18. 11 Reports 12 AP Settings Bank Account Use Method 68 Invoice Selection Order 71 Lien Waiver Accumulation Method 71 Application Settings 68 AR JC Settings 74 CM Settings 72 Custom Reports to Report Menus 12 AR JC Settings 74 Billing Method 75 Billing Settings 74 Job Cost to enter Receivables 77 Using Accounts Receivable 74 Assign Batch Name 67 Bank Account Use Method 68 Billing Method 75 Billing Retainage 51 Billing Settings 74 Cash Receipts 50 Change Orders 22 32 CM Settings 72 ACH Bank Account Setup 72 Commitments 21 Export 21 Import 25 Copying custom reports 9 Create folders for importing and exporting data 9 Custom Fields 68 Custom Reports to Report Menus 12 Edit Organization 19 Enter Cash Receipts 50 Textura Timberline Integration Manual V2 2 Export and Import Legal Documents and Requirements 37 Export Commitment Subcontract Change Orders Timberline default 22 Timberline Version 9 1 or less 22 Timberline Version 9 2 or greater 22 Export Commitments 21 Export invoices 42 Export Payments Report 42 Reconciliation ACH Release Report Summary 42 Export JC change orders 22 Export JC Change Orders 23 Export Legal Documents and Requirements 37 Export Owner Prime Contract Change Orders from Timberline 32 Export Payments Report link 54 Export PJ change orders 22 Export PJ Change Orders 24 File Locations 9 Copying custom reports 9 Create folders for importing and exportin
19. 2 Textura Confidential t 02072006 499000 00 i 10 00 21712008 22412009 20 4 Export and Import Commitments Commitment Change Orders Introduction Commitments and commitment change orders are entered in Timberline and exported to Textura Textura will accept all commitments new to Textura If a commitment is updated in Timberline and currently in an incomplete status in Textura the commitment will be updated If the commitment is already in a complete status in Textura the record will be rejected as a duplicate Timberline will only export approved commitment change orders Duplicate change orders will be rejected in Textura Note It is recommended that when exporting from Timberline to use a file naming convention that includes the date the file has been exported If there is an issue with the export the file is easily identified by the date A Export Commitments from Timberline e 1 From the AP main menu click Reports Textura and select Export Commitments Accounts Payable Const Services Inc File Edit Tasks Setup Inquiry Senne Tools Window Help Reports Manager Invoice Registers Cash Management SL Reconciliation Miscellaneous Lists Forms Setup i TESTURA Export all Commitments A Export IC COs Export Legal Documents Export PJ Eros Export Prime JO Cos Export Prime PJ TOs JC Change Order with Descr PJ Change Order with Descr e 2 Select jobs by entering job n
20. 2 61 Textura LLC Confidential Sa Textura Construction Payment Management the final bill and you want to include all or most 11 Click Job for the Selection List Order and Retainage Invoices Only checkbox 12 Click Conditions 13 The system displays the Add a Condition dialog retainage 14 Select the Draw Field Less or equal to Operator type the current draw number and click OK The system displays the Condition Selection dialog Click Add The system displays the Select Invoices to Pay Selection Criteria dialog Click Ranges and select the Job The system displays the Select Invoices to Pay Selection Criteria dialog Select the Automatically include invoices for payment checkbox Click Start Pay or unpay vendor invoices as needed Compare ACH Release Report totals Click Other Show Totals and then OK Verify that the Pay Now total matches the RETAINAGE RELEASE total from the Textura ACH Release report If it does not match make necessary corrections and compare again ot e ll Select Invoices to Pay To select invoices to pay From the AP main menu click Tasks Select Invoices to Pay and select On screen list 2 Click Job for the Selection List Order 3 Click Conditions The system displays the Add a Condition dialog 4 Select the Draw Field Less or equal to Operator type the current draw number and click OK The system displays the Select Invoices to Pay
21. 2 Job Setup 03 009 OHSU Lighting Renovation Number 03 009 Description OHSU Lighting Renovation Job Setup New Renumber Job General Site Contacts Scope Documents Change Management Custom Fields Change Request To Bradshaw Tamara Earhart Garcia amp Associates X de dh Find Markups add ons and taxes 4 Prev Next Price Excl Percent Crit Fr Cn Lat Save 5 0000 ojojo Cancel ojojo i E X Delete if Attachments r Change Order Close To Bradshaw Tamara Earhart Garcia amp Associates de From Franklin Luke Timberline Construction v Al h C M Use PJ change management IV Export JC Change Orders To export JC Change Orders 1 From the AP main menu click Reports Textura and then select Export JC Change Orders as Accounts Payable Const Services Inc File Edit Tasks Setup Inquiry Emos Tools Window Help Reports Manager Invoice Registers Cash Management GL Reconciliation Miscellaneous Lists Forms Setup TEXTURA Export all Commitments Export Legal Documents Export PJ COs Export Prime JC Cos Export Prime PJ COs JC Change Order with Descr PJ Change Order with Descr 2 Select jobs by typing job numbers in the Job No fields or click Ranges to select ranges of commitments subcontracts If blank change orders for all jobs are exported e Check the Expor
22. A A AA 68 BAPPpuca LON SES Ni 68 EAS OS a e eu tacos 68 Bank Account Use Method ao 68 Lien Waiver Accumulation Method is 71 INVOICE SELECTION Order A a a E a a E 71 TEMES A A 12 ACH Bank Account Setup Optional aci a E E TEES 12 TL ARTE SEAS ie O A a tuecentaaseessateereeenss 74 sine Nc Counts REC e LS cd 74 Vet Brillo Se nes A ie 74 Vert Derm Metodo iio 75 sing Joo Cost Io enter RECAE roces di PVs Timer MeO pera SCC UEIGY sites sac i onl Beertiroa a Oia 78 Textura Timberline Integration Manual V2 2 4 Textura Confidential Terminology Since you can change some field descriptions in Timberline this manual uses the Timberline default descriptions If you changed any of these standard field names and need to identify the default description select File Data Folder Settings Custom Descriptions and scroll to respective Timberline Field Types Prime Contract Change Order hidden visible Prime Contract Change Order hidden visible Prime Contract Change Order hidden visible Subcontract Item Number etc tema Subcontract Change Order hid vis PO Scheduled Value Scheduled Value Phase Code Contract AIA Item Textura Timberline Integration Manual V2 2 5 Textura Confidential 1 Overview Description This manual is a guide for setting up the interface between Textura and Timberline and processing the related workflow in Timberline It is not intended to be a complete guide for Timberline For more information r
23. Ctrl s Print Send Print Design From Disk Print Setup Ctrl F Margins Page Headings 1 TEXTURA export all commi 2 TEXTURA export all commi 3 TEXTURA export prime con 4 TEXTURA export prime con 5 TEXTURA export PJ co Send Settings Printouts Exit Prink Options Textura Timberline Integration Manual V2 2 Textura Confidential 17 4 Click the Select File button i Print Options Design Print Options Print cover page Design Notes on cover page Use form feeds i Convert whitespace to tabstop Landscape Default Output Device Print Negative Numbers As System default fe 995 Use Printer Fonts 999 iv Print bo File C 999 Select File Select File Starting page number l 1 Design Font i System default OF Cancel Help 5 Browse to the Export to Textura folder and click Save Print File Selection El E Save in y Export to Textura TESTURA documents ve chk list_0410 TEXTURA export all commitments TESTURA export prime contract PJ cos with scope PRAN 0410 TEXTURA PJ export co TES TORA Pl export co 0409 File name TEXTURA export all commitments Save as type Plain Text txt Cancel Repeat above steps for all Textura Reports This update process will only need to be performed once NOTE It is not necessary to change the Report Design if user opts not to The reports will still run
24. EXTURA Custom Reports E new File name YEW File Type Cancel IV Printouts This is the default location for all print files generated in Timberline other than exports to Textura If blank standard Timberline printouts are stored in the company data folder unless changed during printing Exports to Textura are stored in the C TEXTURA Export to Textura folder Note See Section D for details on changing the print file location Textura Timberline Integration Manual V2 2 11 Textura Confidential V Reports Custom reports for the Textura Timberline interface are stored in the T Accounting Textura Custom Report folder Replace T Accounting with the directory location of your Timberline files All other custom Timberline reports are stored Wee Then designs are stored in the e Standard Timberline Report folder subdirectory of Timberline files and programs folder Vi Imports Invoice files that are exported from Textura and imported into Timberline AP are stored in the Data Folder Note It is recommended that a Textura Data Folder be created on the root drive of the Timberline Network Drive or local station C drive For example T Textura lmport into Timberline File Locations C 11ISGOLD Construction Sample Data Ed Ask Data Folder File Type Name leave blank for current folder PR System PA Transaction PR Tax PR Issue Al Master AT Time Ts Master Printouts Macros Reports Atta
25. agement B Pay Joint Check Vendors If the ACH Release notice contains any Joint Vendors pay them first This is an actual check printed in Timberline After selecting the invoices to be paid with a joint check and entering the joint payee information print the checks using either special check stock or standard stock I Select Invoices to Pay 1 From the AP main menu click Tasks Select Invoices to Pay and select On screen list The system displays the Select Invoices to Pay Selection Criteria dialog Select Invoices To Pay Selection Criteria fa lx Display invoices with payment dates on or before Display invoices with discount dates on or before A Tentative check run date 3 05 2006 Selection List Order le Vendor Discounted invoices only f Job Retalnage invoices only f Commitment Final lien waivers Automatically include invoices for payment No ranges or conditions selected Start Cancel Conditions Ranges Help 2 Click Vendor for the Selection List Order 3 Click Conditions The system displays the Add a Condition dialog Add Condition Enter a value to compare with or select an item using the List teme button Operator AP Distribution Equal to Worker s Comp Credt Ac a Greater or equal to a Less or equal to List terns Greater than Less than Mot equal to Index Find Order OF Cancel Help 4 Select the Job Field Equal
26. atch number with TEX to quickly and easily identify imports from Textura Textura Timberline Integration Manual V2 2 Textura LLC Confidential 67 Sa Textura Construction Payment Management ll Verifying field descriptions Since you can change some field descriptions in Timberline this manual uses the Timberline default descriptions If you changed any of these standard field names and need to identify the default description select File Data Folder Settings Custom Descriptions and scroll through Timberline Field Types Note The AP Invoice number is limited to 15 characters If an invoice entered in Textura is greater than 15 characters Textura will truncate and export the last 15 characters Ill Custom Fields 1 From any main menu click File Data Folder Settings and select Custom Fields 2 Custom fields set up in Timberline will not affect Textura Textura does not use Timberline custom fields B Application Settings I AP Settings To assign AP Settings from the AP main menu click File Data Folder Settings AP Settings and then select Check Settings AP Settings Check Settings Print Checks reports i Include invoices on register iw Print a check register Print check stub carbons Bank account use method f Operator specifies for entire check run Default bank account f Sustem automatically assigns per distribution 1 Record Manual Checks updates Last Check number Enable Trust Accountin
27. atine Custom REPOS na 14 Dr Chance Print Pile Location la 16 3 Identifying your Accounting Package in Textura cccccccccsssssssssssccssccccccccccccccsssssssssssssscscccccccccccccssssssssscescssccccssssscessees 19 4 Export and Import Commitments Commitment Change Orders ssscccssssssssssssssssssssssssssssssscsscssscsccccccsssssssssssees 21 A Sate a Oe eh cts eaten pe uty OUR dante dnedea yeas 21 As Export Commitments Trom Timberline cut di iii 21 B Export Commitment Subcontract Change Orders cccccccccccccccececeeeeesesessseseeeeceeeeeeeeeeeaaeaeeeeseseeeeeeeeeeeeeeeaaaaaaaeenses 22 O E 22 ea e o E a ES acct E E PE aliada 22 E Tamiberline verston Or Se aii 22 Me Tamber hive detault for PI JC Chance Orders did ls 22 RY JBxportd Chanae Odd 23 Ve Export PI Chance ON Sa E il 24 Cy Import Commie nts modelado cc 25 Dimpo subcontract C hane Orders into Lexur ibi 30 5 Export and Import Owner Prime Contract Change Orders ccccccsccesesesssssosoococceseesecsesessssoococccesecesssssssssssoccscesecessssseo 32 TOR CLO a iets E ES AA AA ate pau A A A a2 A Export Owner Prime Contract Change Orders from Timberline ooooooooonononooncnnnnnnnnnnnnonononnnonnnnnnnnnnnnnnnnnnnononnnnnnnnos 32 B Import Owner Prime Contract Change Orders into Textura occccccccnnnncncncnononononnnnnnnnnnnnnnnnonnnonnnnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnns 33 6 Export and Import Legal Documents and Requirements Insuranc
28. ator probably lacks the security to perform the task or function Textura Timberline Integration Manual V2 2 64 Textura LLC Confidential Sa Textura Construction Payment Management I General Accounting Methods The accounting method selected in Timberline determines the general ledger entries created when you import invoices into Timberline from Textura During the import Timberline creates the same cash and or accrual entries that it would have created had the invoice been entered through AP Tasks and Enter Invoices To verify the accounting method 1 From any main menu click File Data Folder Settings and then select General e Accounting Method e Accrual default e Cash or e Both 2 Click OK Data Folder Settings Company name Timberline Construction Address AM 3600 SW Nimbus City StZIP Beaverton fon 97008 Phone 503 626 6775 Accounting Method Assign Batch Name f Accrual f Cash f Automatically C Both OF Cancel Batch Control Totals Help Accrual Method Under the Accrual Method the import and post invoice process creates the General Ledger entries debiting the expense work in process account based on the retrieval hierarchy and crediting the AP Retainage accounts Recording paid invoices or printing checks creates the debit entry to the AP Retainage accounts and the credit entry to the Cash Account Cash Method Under the Cash Method recording paid invoices or print
29. b and e Check Accounts Payable GL Cash Accounts tab Bank Accounts Bank account TITLE Ha 4 x Close Description Title Company E Attach Select the applications that can use this bank account i Accounts Payable Fayol Receivables AR AIC General cash account 10 1001 Property Management Use separate cash accounts per application 3 Continue with step 4 Select Bank Account through step 7 Go Live Setup Assistant First PR Enter Balances To calculate the register balance enter the ending balance az of your last bank statement and the totals from the GL cash accounts After entering open transactions for this bank the next step in Setup Assistant CM should reconcile with GL based on this formula statement ending balance open transactions register balance sum of GL cash account totals Last statement ending balance 0 00 5 Enter Balances 6 Enter Open Last statement date Trangactions 7 GoLive General cash account 10 1001 Enter the balance for each GL cash account associated with this bank Cash Account Finish Later Help Textura Timberline Integration Manual V2 2 Textura LLC Confidential 13 Sa Textura Construction Payment Management lll AR JC Settings Using Accounts Receivable If you are using the Timberline Accounts Receivable application for this data folder you must assign a default Billing Method You can select
30. berline Operator Security 78 Timberline version 9 1 or less 22 Export JC change orders 22 Timberline version 9 2 or greater 22 Export JC change orders 22 Export PJ change orders 22 Using Accounts Receivable 74 Using Job Cost to enter Receivables 77 Verifying current locations and editing import locations 9 Verifying field descriptions 68 81 Textura LLC Confidential
31. ccccccnnnnnccnnnonononoonnnnncnnnnnnnonononononononaninnnnnnnnnnnnnnnnss 51 D Recording Invoices Draws using the Job Cost Application ccccccccccnnnnononononononcnnnnnnnnnnnnnnnnononnnnnnnnnnnnnnnnnnnnnnnononnnnnnns 52 FEC UA A RAT T EE A E 52 U enter Casi RCCCIDIS meai a sl S 52 9 Recording Subcontractor Vendor Payouts in Timberline ssssooooooeceecesssssssssoococccsscesesesessocoocecceeesesssssssssssosocscesecsssssseo 53 NEO CHO A pss 53 AsPiint te Textura ACE Release Tp R T a E E S 53 De Pay SOME CHECK Y Ada o 56 a A E E a ttrneniatcaa setter E E cet E O 59 1 Panta Jont heck Custom Des o 59 CS Payne Manta Choose lio toi alas beta ico doves 60 A A O 60 UL PAT da 60 D Recording Paid Retainage and Paid Invoices from the ACH Release Notice ooocccccccncccccccnononnnoooncncnnnnnnnnnnnnnnnnnnnnnnos 61 Pe CIE CE Pee Fatale A A O ds Sankot douse r S 61 ME CU MN OIC ES to Pay anna dowenies tata sanhdometaccesaeen Gonna tatmaes a a Gtamentsuuseaiecisvenkes 62 A A 63 Appendix A Textura Timberline Initial Interface Setup ooommmssr ss rr 64 TOCA aia 64 OD UA O 64 Eene a geen mre rae irre SES er RI nr UN RETO SP ee RO oro Te ne eee See a ore Se eee ey 65 PCC OU UTD UCT O TG aoc aceite eat asl A eines cane a 65 Acera Metodo A O 65 Cash MO A AA A Sud ce EEA 65 TROL ried sie A AAA A E O 66 Timberline Gl Account Retreyal ELSA 66 Assia Baca NM A A Reason egeetaceuneels 67 I Veribyime TEM dE a a A 68 TU Custo AS AAA
32. chments Imports LATEXTUORSA Import into Timberline OF Cancel Help E B Adding Custom Reports to Report Menus Add export reports to your Timberline Accounts Payable Report menu These reports allow export files to be created in a format that is compatible with Textura 1 Under the Timberline Reports heading click the Timberline Interface Production Reports link on the Textura Interfaces Resource website https www texturallc com importexport 2 Save the zip file in your designated Textura folder 3 Unzip the reports by double clicking on the zip folder and select extract all 4 Extract all reports to your Textura folder or From the AP main menu click Reports Report Manager and then select New Textura Timberline Integration Manual V2 2 12 Textura Confidential EE New Report Report name Export Commitments Menu group Esper Gon M Source TS report design File name TESTURA export all commitrr Crystal report design OK Cancel Lit Options Help 6 Type the Report name Ts Type the Menu group TEXTURA 8 Select the Source TS report design 9 Click the File name field and then click List The system displays the List Report Designs dialog Look in O TESTURA custom reports TEA por amitments rpk TESTURA verify jc cost account rpt alte TEXTURA ay JT co Sane TESTURA verify vendor default acc TEXTURA export legal documents rpt TEXTURA export PJ co rpt TESTURA export prim
33. commitments in Timberline When Textura receives a commitment that has already been imported or created Textura attempts to update the existing commitment and contract components as identified by Commitment Number and Vendor Number If the commitment is in an incomplete state it will be updated otherwise it will be rejected as a duplicate To import commitments into Textura 1 From the Project Home Page click the Interfaces menu and select Import Accounting Information Interfaces Impl Accounting Information Manage Exports 2 The system displays the Import Accounting Information page Click the Subcontracts and Subcontract Change Orders radio button 4 Textura Import Accounting Information Construction Payment Management Hi Scimul 05142 zeneral Construction Source Timberline ge Orders Textura Timberline Integration Manual V2 2 Textura Confidential 25 3 Click Browse to locate the CSV file you want to import tog Our Eg Textura Import Accounting Information canes coer Construction Payment Management a Seneral Construction Source Timberline Orvegal Documents and Hecparements sueenntracts and Hbcantractar Char Onder P rene Contra Change Cierra PATEXTURA uputa curmnitnamt TXT 4 Click Import CSV File The system displays the Status page notifying you that the commitments have been imported Import Accounting Information pony eee Construction Payment Ma
34. cument Status View Document Status Setup Document Requirements View Lien Waiver Status The system displays the Legal Document Status page which identifies the imported legal documents and their Status Textura Timberline Integration Manual V2 2 Textura Confidential 39 Log Cut y a Textura View Document Status General Contactar Construction Payment Management Hill Schoo 0514 o a na FEPDIES MN Compare Expires within ey Rapier ot Cempliznt due oes Hat B days iint ve in related contre A Caves shen are gualia sates Edit Document Requirements Aap les vol Log cen rl ae ree oe Een Adel Ar a ra oe Manual Subs Pending Payments Supplies Subiecomacio aplica Dope 001 Sito Aclion on Holil Ins Cectilicale Received SUOSUMEtS Consular ah Bub 2 2 Click the Subcontractor link to view the document detail The system displays the Legal Document View page listing the documents that were imported for the subcontractor The Status ID and dates are populated with the import information Log Out Fa Textura Document Compliance Vien N OoOO A Construction Payment Management Hill School 0514a n 7 m Project Hill School Organization Subsurface Construction When Document Expiration Document Expired or Name Status Date Date Action Missing Ins Certificate Received i Received 037 0 08 Textura Timberline Integration Manual V2 2 Textura Confidential 40 3
35. e Expiration Dates sssssssscsscccsscscscsccececcsssssssoe 37 lnroducHois sspe TE ANAE 37 A Export Legal Documents and Requirements from Timberline ccccccccnnnnnnnnnnonnnnnnnonnnnnnnononononononanonnnnnnnnnnnnnnnnnnnnnnnnnos 37 B Import Legal Documents and Requirements into Textura oooonnnnccnnnnnnnnccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 38 FON ONE EE A A eet eee 38 II Importing Legal Documents and Requirements ccccccccccccccccceeeesseessseeeeeeeceeeeeeeeeeeaaesesseeeseeeeeeeeseeeeeeeaaaaeeeeeses 38 7 Export and Import Textura Subcontractor IMyoices iii ii A 42 TVELOGUC HOD leida tii 42 As EXPO INVOICES TOM Te KOUTA reina 42 B maport nv ices Into Tim Deri eaa E T T E E a 43 CNS Name Serine TOF VOICES 525 sie r E e Mee 45 Textura Timberline Integration Manual V2 2 3 Textura Confidential 8 Recording Invoices Draws completed in Textura into Timberline ccscsssscsccccccccccccccccssssssssssccccccccccsccssssesess 48 o NO 48 A Recording Invoices Draws using the Accounts Receivable Applicati0N oooooooccccccnnnccccnnnnonnononnnnnnnnnnnnnnnnnnnnnonnnanos 48 DON EEEE E e EEA E E A E E E E TE E E E eer E ET E O N T 49 MOCE B rean T a ai 49 B Enter Cash Receipts using the Accounts Receivable ApplicatiO7 cocoooooooooononoccnononononnnonnnononnnnnonnnnnnnnnnnnnnnnnonnnnnnnnn 50 C Billing Retainage Using the Accounts Receivable Application oo
36. e contract cos rpt TEXTURA joint check Form rpt lt im gt File name TEXTURA export all commitments Files of type Report Designs 1pt Cancel 10 Select T Accounting TEXTURA Custom Reports from the Look in drop down 11 Select the corresponding report design 12 Click Open and then OK Textura Timberline Integration Manual V2 2 Textura Confidential Repeat steps 5 12 to add the following Custom Reports Report Name Export Commitments TEXTURA T Accounting TEXTURA TEXTURA Export all Commitments Export JC Change Orders TEXTURA T Accounting TEXTURA TEXTURA Export JC co Export PJ Change Orders TEXTURA T Accounting TEXTURA TEXTURA Export PJ co Export Prime JC Contract CO TEXTURA T Accounting TEXTURA TEXTURA Export Prime JC Contract Export Prime PJ Contract CO TEXTURA T Accounting TEXTURA TEXTURA Export Prime PJ Contract Export Legal Documents TEXTURA T Accounting TEXTURA TEXTURA Export Legal Documents 13 After adding all six reports click Close to exit the Report Manager NOTE Depending on where change orders are entered either JC or PJ user may elect to only add the JC reports and not the PJ or vice versa There is no consequence to adding both C Updating Custom Reports From time to time the custom reports may be updated Your Textura contact will inform you of a change and will instruct you to install the latest report s Save the updated reports on your network drive and replace
37. e rejected by Timberline A Export invoices from Textura To export invoices from Textura 1 From the Project Home Page click to open a draw The system displays the Draw Home Page Sa Textu ra Draw Home Page AE Management i Central Consiruci n Dra Dae 0 1408 Period Ending 01 14 08 Diaa Sunny Subcontraci ra ited Inolces Recehed Suhcontr actos voice Status invoices Approved 2 Click Export Subcontractor Invoices under the Interfaces heading Textura Timberline Integration Manual V2 2 Textura Confidential 42 The system displays the Generate Invoice page a Textura Generate Invoice Target Timberline Subcom actor Organization Vendor ID cud 1 37 ab A tion A arpal a eden Parar YO H Generale inveice Mile 3 Click Generate Invoice File The system displays the Invoice Report page showing the Vendor Invoice Number Date and Amount contained in the invoice export file 4 Click the Download CSV File button Fa Textura Construction Payment Management In voice Report Aral Curnlucuuri Expert Date 03102008 2 24 PM Werte ieee arme unir an Laca Cord eect ore Project lumber woke Amount Sito 1 20 117 00 hada of heniez For Veambor 1 MANTAS Wenders Mame ou 1 Vendor Number 3735 Profcer Humber UNA limber of Invokes For Vendor 1 Wemios Itame rata 7 V ni Iharaira MESS 5 Click Save to Disk and then OK Opening invoice 1547 6222 csv You have chosen to o
38. egarding Timberline please see the Timberline documentation Textura Timberline Workflow Integrate Textura s services with Timberline to optimize your payment process The interface points are Commitments Export commitments subcontracts and change orders from Timberline to Textura Prime Contract Change Orders Export Prime Contract Change orders from Timberline to Textura Invoice entry Export a file containing the subcontractor invoice information for a draw and import the invoice details into the Timberline accounting system Legal document validation Export required legal document data from Timberline to Textura Payment entry Record subcontractor vendor payouts in Timberline Textura Timberline Integration Manual V2 2 Textura Confidential Textura Billing Process Subcontractor ive ri Initiate Draw web based ami A i invoice entry i nvoice Finalize GC Pay Application Receive Current Subcontractor Lien Waivers Textura Owner Release Current 7 Forward LWs to i Disburse Funds Accounting System Subcontractor g Sy ae Owner Title Co api aa via ACH GC Personnel Interaction ___ If applicable interface Point A Commitments Subcontracts Change Orders Enter Commitments Subcontracts in Timberline and export them to Textura Commitments Subcontracts may have multiple item distributions between extras cost codes and categories Enter approved commitment subcontract change orders in Timberline and export t
39. em detail see your Timberline documentation for more information Textura Timberline Integration Manual V2 2 76 Textura LLC Confidential Sa Textura Construction Payment Management Using Job Cost to enter Receivables If you are using the Job Cost application to record draws and cash receipts then the defaults selected on the Billing tab apply to all jobs You cannot change the selections once you save a job When entering draws and cash receipts you must enter the job information Contract and contract item information are not available To view your default settings for Entry level and Billing Method from the JC main menu click File Data Folder Settings JC Settings and then click Billing Default Billing Settings 2 x Entry level f Section Billing Method le Ask when job created f Use Quick Bill f Use Contracts OF Cancel Help Using Textura will not change your billing workflow Enter draws cash receipts and hold bill retainage the same as you would any other accounts receivable item in Job Cost Note From the JC main menu click Tasks Enter billing or Enter Cash Receipts If you are using the Timberline Accounts Receivable application these menu items will not be visible Textura Timberline Integration Manual V2 2 Textura LLC Confidential T y Textura Construction Payment Management IV Timberline Operator Security If Timberline operator security is being used and t
40. estura Unchecked will export only uninvoiced Coammitmnts Hote New exports will replace duplicates only if incomplete in Textura Once invoiced all changes should be made through Commitment COs Printer Information Criteria Send to print fle CATESTURA esport en F Use Courier Hew 12 font Sees ganget Use report margins Page Setup Conditions Start Cancel Send Print Preview Help 3 Click OK B Export Commitment Subcontract Change Orders Introduction Export approved change orders prior to initiating a draw to allow subcontractors to invoice against the most current revised budget totals To export Subcontract Contract Change Orders from Timberline Il Timberline version 9 1 or less Use Export JC change orders for all jobs ll Timberline version 9 2 or greater em Change orders are handled by JC Export JC change orders Change orders are handled by Project Management Export PJ change orders lll Timberline default for PJ JC Change Orders To verify whether PJ or JC is the source for change orders on a specific job 1 From the PJ main menu click Setup and select Jobs 2 The system displays the Job Setup screen 3 Type the Job number 4 Click the Change Management tab If the Use PJ Change Management box is checked the default location is PJ If unchecked the change orders are created in JC Textura Timberline Integration Manual V2 2 22 Textura Confidential
41. extura Project Home Page Raper cout Construction Payment Management Hill School 0514a General Construction Interfaces So s Change Orders Project Setup Reports Compliance Project Summary j i 4 Unread me ssages Project Actions 4 Unread messages Show project summary Set Required Legal Documents Prime Contract Change Order Subcontract Change Orders Show Prime Contract Change Orders Pending 10 1 contrac la ue CIO None Completed Draws None The Subcontractor will need to allocate the Change Order s There is no further action for the General Contractor Textura Timberline Integration Manual V2 2 Textura Confidential 31 5 Export and Import Owner Prime Contract Change Orders Introduction Only approved owner change orders will be exported In Textura change orders can be visible or hidden The interface does not distinguish between hidden and visible change orders All change orders are visible Note A visible change order revises the total price of the Contract with the adjustment appearing as a change order on the AIA G702 form Note A hidden change order can also adjust the total price of the contract but the adjustment is not displayed as a change order on the AIA G702 instead the Original Contract Sum is adjusted A Export Owner Prime Contract Change Orders from Timberline To export Owner Prime Contract Change Orders from Timberline 1 From
42. from Textura exporting invoices from Timberline LE Set Security Permissions Select the options that are allowed for TEXTURA Expense Allocations Recurring Invoices Recurring Invoices PM Recurring Invoice Amortization Export Commitments Esport JC change Orders Export PJ Change Orders Export Prime Contract JC CO Export Prime PJ Change Orders Export Legal Documents Jont Check Form Verity JC cost Account lt 504 414 lt 0 414141 7 1 11 4 Click Exit Reports section Export Commitments Export JC Change Orders Export PJ Change Orders Export Prime Contract JC CO Export Prime PJ Change Orders Export Legal Documents Joint Check Form Verify JC cost Account Verify Vendor Default Acct The system displays the Task Security Operators Groups dialog again Operator ID TEXTURA Description Textura Operator Permission Level Unlimited privileged operator f Based on group memberships E sit Unda Add Delete Set Permissions View Permissions Groups Help 9 Modify permissions for all operators groups that will be needing access and then click Exit Textura Timberline Integration Manual V2 2 Textura LLC Confidential 79 Sa Textura Construction Payment Management Index Accounting Methods 65 Accrual Method 65 Cash Method 65 Accounting Package 19 Edit Organization 19 Setting up 19 ACH Bank Account Setup 72 AP Invoice Ask Name settings Imports 12 Printouts
43. g Summarized description E ee Attached Lien waler accumulation method C Lien waivers not used f Accumulate by job f Accumulate by Commitment and job all costs C Accumulate by Commitment and job Commitment costs only OF Cancel Help Bank Account Use Method 1 On the AP Settings Check Settings dialog click Operator specifies for the entire check run Textura Timberline Integration Manual V2 2 68 Textura LLC Confidential Pa Textura Construction Payment Management Note Use this option if vendors will be paid through a title company for some jobs and user wishes to keep title company payments in a separate bank account in CM Cash Management Note Use this option if user is paying from their bank account and they would like to keep ACH payments in a separate bank account from the actual checks Under this option a bank is not assigned at the invoice distribution level therefore select the bank when you print checks Note If you use MICR do not click Operator specifies for the entire check run 2 If using MICR on the AP Settings Check Settings dialog click System automatically assigns per distribution Under this option e The bank is assigned to the invoice distribution when the invoice is entered manually in Timberline Tasks Enter Invoices or when invoices are imported from Textura e Timberline looks up the bank account e From the Job record from the JC main menu click Setup Jobs
44. g data 9 Verifying current locations and editing import locations 9 GL expense work in progress retrieval hierarchy 66 Global Settings 64 Import Commitments 21 25 Import invoices 44 47 Import Legal Documents and Requirements 38 Imports 12 Initial Interface Setup 9 64 Invoice Selection Order 71 Joint Check Vendors 56 Legal Documents and Requirements 37 Export 37 Import 38 Introduction 37 Overview 38 Lien Waiver Accumulation Method 71 80 Textura LLC Confidential Sa Textura Construction Payment Management Overivew Insurance Legal Documents 8 Overview 6 Accounts Payable 8 Commitments Subcontracts 7 Textura Timberline Workflow 6 Owner Contract Change Orders 22 32 Owner Prime Contract Change Orders 22 32 Export 32 Import 30 33 Paying Manual Checks 60 Prime Contract Change Orders 22 32 Print a Joint Check Custom Design 59 Print the Textura ACH Release report 53 Printouts 11 Reconciliation ACH Release Report Summary 55 Recording Invoices Draws 48 52 Recording Paid Retainage and Paid Invoices 61 Recording subcontractor vendor payouts 53 Reports 12 Textura Timberline Integration Manual V2 2 Selecting invoices to pay for any Joint Check Vendors 56 Subcontractor Invoices Introduction 42 Terminology 5 Textura ACH Release report 53 Textura Billing Process 7 Textura Timberline Workflow Textura Billing Process 7 Timberline GL Account Retrieval Hierarchy 66 Tim
45. he operators or groups who will be performing the exports and imports do not have security status of unlimited privileged operator then add the exports and imports to their permission list 1 From the AP menu click Tools Security and the select Tasks operators groups The system displays the Task Security Operators Groups dialog fan Task Security Operators Groups Operator ID TEXTURA Description Textura Operator Password Permission Level f Unlimited privileged operator f Based on group memberships E sit Undo Add Delete Set Permissions Vien Permissions Groups Help 2 Select the Operator ID and click Set Permissions or click Groups The system displays the Set Security permissions dialog ee set Security Permissions Select the options that are allowed for TEXTURA w Tools Move Checks Cur Hist Move Checks Hist Hist Move Lien Warners CurHist Move Lien Warners Hist Hist Maintain Pref Totals Check Formats Remove Yendorz New lesue Formula Setup Macros Background Tasks File Doctor v Wt Exit Undo Copy Help Textura Timberline Integration Manual V2 2 78 Textura LLC Confidential Pa Textura Construction Payment Management 1 Ifthe Operator or Group will be importing invoices from Textura select Import Invoices from the Tools section If the Operator or Group will importing invoices
46. heck run where the checks are sent to a print file or printed on blank paper Note These are not real checks and should not be printed on check stock If the ACH Release Notice contains any retainage releases select them first Retainage on regular checks can be paid on the same check run as payments for the net invoice but must be selected separately under Select Invoices for Payment I Select Retainage Invoices 1 From the AP main menu click Tasks Select Invoices to Pay and select On screen list The Select Invoices to Pay Selection Criteria dialog is displayed 2 To select Retainage invoices to pay an early release of retainage prior to the final bill for 1 Click Vendor for the Selection List Order Select the Retainage Invoices Only checkbox Click Conditions The system displays the Add a Condition dialog Select the Job Field Equal to Operator type the job number Value and click OK The system displays the Condition Selection dialog Click Add The system displays the Add Condition dialog Select the AND radio button and select the Draw Field Less or equal to Operator type the draw number Value and click OK This will include invoices entered for a previous draw but not approved for payment in time for the previous draw The system displays the Select Invoices to Pay Selection Criteria dialog 9 Click Ranges and select the vendors 10 Click Start Textura Timberline Integration Manual V2
47. hem to Textura Only approved subcontract change orders are exported to Textura Textura will accept all new change orders and reject duplicate or previously exported change orders Note Do not change the Commitment or Subcontract Change Order number after importing B AP Invoices Vendors subcontractors will enter invoices in Textura After the invoices are approved by the general contractor in Textura they are imported into Timberline Imported records with duplicate invoice numbers invoice number already exists for a vendor will be rejected by Timberline C Insurance Legal Documents Insurance effective dates expiration dates and policy numbers for Auto Insurance General Liability Insurance Umbrella Insurance and Worker s Compensation Insurance may be exported from Timberline to Textura During the export priority for the source of insurance information can be selected from the following choices Textura Timberline Integration Manual V2 2 7 Textura Confidential Latest expiration date The date for each type of insurance on the commitment subcontract record will be compared to the date on the vendor record Information from the record with the latest date per type of insurance will be exported Commitment subcontract record The information will be taken from the commitment subcontract record if the information is available otherwise it will be taken from the vendor record if it is available Vendor record The information wil
48. igner Inventory Job Cost Payroll Project Management Property Management Purchasing Remote Time Entry Report Designer Service Management Submit Issue Textura Timberline Integration Manual V2 2 Textura Confidential 2 Open the Textura report design by clicking File Open Design and browse for the report RO Report Designer Const Services Inc aG Edit View Format Design Tools Windo New Design Ctrl N Open Design Ctri O Delete Design New Data Folder Open Data Folder Data Folder Settings Send Print Design from Disk Page Setup gt Print Setup 1 TEXTURA export prime con 2 TEXTURA export PJ co 3 TEXTURA export prime con 4 TEXTURA export JC co 5 JC CO to Commitment CO 4 Send Settings Printouts Exit Open Design E E Look in rep e e E e E TESTURA export all commitments 29 TEXTURA export JC co TESTURA export legal documents 29 TEXTURA export PJ co 1 TESTURA export prime contract JC cos 1 TEXTURA export prime contract PJ cos File name TEXTURA esport all commitments Files of type Report Designs rpt Cancel 3 Click File Page Setup and then Print Options Report Designer Const Services loc TEXTURA export New Design Open Design Close Design Save Design Save Design 4s Delete Design Mew Data Folder Open Data Folder Data Folder Settings Ctrl h Cro
49. imberline or follow these guidelines A Recording Invoices Draws using the Accounts Receivable Application 1 From the AR main menu click Tasks Enter Invoices and select Contract Job View Use Contacts 1 Type the Customer and Contract Number Invoice Draw Invoice Date Amount and Retainage Held in the top grid as well as any additional information needed 2 In the lower grid or distribution screen type the following information Amount Type Contract Item Amount Retainage Held Reference Description Due Date Note For many companies it is sufficient to enter the Amount Type as Total Billed and use just one Contract Item If you require more detail see your Timberline documentation 3 Click Finish 4 Type any additional invoices draws in batch 5 Click Finish and then Start Quick Bill 1 Type the Customer Invoice Draw Invoice Date Amount and Retainage Held in the top grid 2 In the lower grid or distribution screen type the following information Amount Type Job Extra and if applicable the cost code Amount Retainage Held 3 Click Finish Enter any additional invoices draws in batch 4 Click Finish and then Start Textura Timberline Integration Manual V2 2 Textura Confidential 48 I Use Contacts Enter Invoices Distributions A Eem Contat f invoice Dew iinveiceDatd_ Aret Retsinege Held _Rieference _ __Desespton__1_Due Date 3 31 2006 1 000 000 00 100 00
50. ing checks creates the General Ledger debit for the expense work in progress account and the credit for the Cash Account The system does not create General Ledger entries during import invoices To view the AP Retainage Accounts from the AP main menu click File Data Folder Settings AP Settings and select GL Entries To view the Cash Account from the CM main menu click Setup Bank Accounts and select the AP Bank Account GL Cash Account tab Textura Timberline Integration Manual V2 2 65 Textura LLC Confidential y Textura Construction Payment Management Both If Both is selected Timberline creates and maintains two sets of entries one for accrual and one for cash Note It is not advisable to change the accounting method once processing in Timberline has begun This is a point of reference only Timberline GL Account Retrieval Hierarchy GL expense work in progress retrieval hierarchy 1 Retrieval Location 1 From the JC main menu click File Data Folder Settings JC Settings GL Entry and select Cost Account Retrieval Method GL Entry Settings Journals Cost Misc worksheet Default accounts Cost account Retrewal method Default account E pcategory 10 5005 W Retieve account prefs from job Dont allow override OF Cancel List Help Textura Timberline Integration Manual V2 2 Textura LLC Confidential 66 y Textura Constructi
51. ion Manual V2 2 27 Textura Confidential Note You will only need to assign a subcontractor for a particular Vendor ID once Textura will store the association between the Vendor ID and the subcontractor 20832 Plz Seve Changes Reverl lu Seved Realluvaliny fur Draw 41 Not yet initiated Hide Seilirnys This is an accounting vendor ID and is stored automatically This may be used for reference to assign an org Cunlrarl 7 Organization in Textura Contract Amount 5 4 238 UU Vetault Payment Form Description Playground surfacing Default Retention Controlled Ho Open Dook subcontract Contract 10 01 02 Sub SOV Option Date Corale Pairei Use Specified Rilling Lines by Phase Code Signalury appruval f Advance Billing nf inwnices Contractis not Complete subcontractor cannot modity retention Bonding Institution Dond Amount Cxpiry Date At the bottom of the screen is the contract component 9 Click the find button to populate Phase Code and Description and select Save Changes Top of screen If the GC s SoV is only one line the Phase Code will automatically be assigned Add New Curmpurerl Cupy Selected Delale Seleclud Contract Components Chg Orders Phace di x Accoum Category Subcontr act Original Subcontract Retention Description Subjob Paid To Nate Ralance Due Code Code Codec e tem Budget A
52. l be taken from the vendor record if it is available otherwise it is taken from the subcontract record D Accounts Payable After ACH payments have been disbursed in Textura Textura s Payment report ACH Release Report Summary is available for export This is compared to the expected payment report in Timberline If necessary any discrepancies between the two systems are manually resolved A mock check run is executed in Timberline in order to record the invoices as paid These mock checks are printed to a file or on blank paper Textura Timberline Integration Manual V2 2 8 Textura Confidential 2 Textura Timberline File Locations and Custom Reports Introduction Note If the initial setup has already been performed please skip to Updating Custom Reports Section Sec C Note Please see Appendix A for Application and Global Settings for Accounting Methods Batch Name and Custom Descriptions Before using Textura with Timberline there are initial setup procedures and considerations These include verifying or changing settings previously selected in Timberline and adding custom reports to the Timberline menu This section addresses File Location Settings and custom reports A File Locations Each company or data folder can store data files design files and print files in various locations In addition to the folders currently set up for Timberline data you will need to create folders for the following
53. lable nee E a it is taken from the vendor record Information will be taken from the vendor record 1f it is available otherwise from the subcontract record A Export Legal Documents and Requirements from Timberline Legal requirements data is exported from Timberline and imported to Textura Using the tracked information Textura will conditionally withhold payment and alert the subcontractor of missing documents or the status of a document when the invoice invitation is emailed 1 From the AP main menu click Reports Textura and select Export Legal Documents Ge Accounts Payable Const Services Inc File Edit Tasks Setup Inquiry Reports Tools Window Help n Reports Manager E B k Invoice Registers Cash Management GL Reconciliation Miscellaneous Lists Forms Setup TESTURA Export all Commitments Export IC COs Export Legal Documents Export PJ COs Export Prime JE Cos Export Prime PJ Cos JC Change Order with Descr PJ Change Order with Descr 2 Select the Range s of jobs If blank legal documents for all commitments are exported Textura Timberline Integration Manual V2 2 37 Textura Confidential 3 Check the Insurance and checklist information 4 Click Start Export Legal Documents Print Selection Sie Insurance Expiration Information can be taken from either the Committed Cost Subcontract Record or the Yendor Record Select source of information based on Last Expiration Date Export D
54. mount Lo Date ee 5 728 00 Playysvurid Sule 10 If adding additional contract components in Textura for billing purposes the interfaced component amount must be allocated to the new components and the Subcontract Item fields must match the original component s information exactly Textura Timberline Integration Manual V2 2 Textura Confidential Home Log G r a Textura Contract Maintenance poi ae Construction Payment Management 51410 Signage sub 2 Save Changes Ravartio Saved Fisabocating Tor lar s7 Mot yet initiabed Ect Seringe Add New Component Copy Selected Delate Selected Change Order Contract Compan nts Fhise ALOE 5 La eg Suboor Cale sirio Code Cos z Araeunt 15 000 08 FLETI TATH 1 405 07 2 100 07 11 The system displays the Status message notifying you that Changes to the contract have been saved and the contract is complete Log Out yg Textura Status T H j Sch ool i E jis Construction Payment Management IUBS2 Playground surfacing q Sub Changes to contract have been saved The contract is complete To edit this contract again click here To create anew subcontract click here To return to the subcontract listing click here 12 To complete another subcontract click the To return to the subcontract listing click here link 13 Repeat steps 6 through 11 for each incomplete subcontract 14 When finished return to yo
55. n Manage Exports The system displays the Import Accounting Information page 2 Click the Prime Contract Change Orders radio button 3 Click Browse to locate the CSV file you want to import Ey Textura y Import Accounting Information General Construcu n Source Timberline 4 Click Import CSV File The system displays the Status page notifying you that Prime Contract Change Orders have been created Textura Timberline Integration Manual V2 2 Textura Confidential 33 Log Out a Textura Import Accounting Information al Cota Construction Payment Management Hill School 0514a General Construction Importing Prime Contract Change Orders Created Prime Change Order 1 on Project 0514a Created Prime Change Order 2 on Project 0514a Created Prime Change Order 3 on Project 0514a Return to the Project Home Page and you can view the imported Prime Contract Change Orders Textura Timberline Integration Manual V2 2 Textura Confidential 34 5 Click on the Show Prime Contract Change Orders link Log Out P Textu ra Project Home Page ee Ganera Citadis a Construction Payment Management t Hill School 0514a interfaces o Subcontract Change Ordars Project Setup leports Compliance Project Summary Project Actions 3 Unread messages chow project summary None Prime Contract Change Orders Subcontract Change Orders 001 Change Order 1 Show Subcontract Change Orders EA aaa
56. nagement z A a Importing Subcontracts and Subcontractor Change Orders impor iteration Error ginhal nam projortis nnt Aenne Crested Subcontract 12345 on Project 0302 Acting hem 1 ta Contract 17345 Created Subcontract 20832 on Project 0208 Ading Rem 1 to Contract 20832 Crested Subcontract F2Ue4 on Project Ug oe on te Ww gt Adding Pom 1 lu Curdracl 20849 rested Uubcontract 2UUSU on ropect UZUU Adding Mem 1 lu Cuntravl 20850 impon Iterstion Lrror Could nottind U21U in ary of the projects m scope Cresled Subcurirael 11302 uri Prujecl 0413 Aning Pem 1 to Contract 410117 Cresled Subcurilsel 441303 uri Prujecl 0413 Aning Pem 1ta Contract 41902 Created Subcontract 211304 on Project 9413 Aning Per ta Contract 41304 Crested Subcontract 41309 on Project 0413 Aiming Pom te Contract 44 208 5 To view the Subcontracts added to the project click the SoV Subcontracts menu on the project home page and select Subcontract List Sort El bco ntracts SL ll ontract List Textura Timberline Integration Manual V2 2 26 Textura Confidential The system displays the Subcontract Listing page with incomplete subcontracts Subcontracts will be imported as incomplete if the Timberline Vendor ID has not been previously assigned to a Textura Organization and the GC s SoV is more than one line Otherwise they are imported as complete Log Out Fa Textura Subcontract Listing kanor Construction Payment Management
57. ns Use Conner New 12 font Use check run margins Page Setup Start Cancel El Align Help Type the main bank s Bank Account Type the Starting check number Type the Check date Select the Output for Checks Click Printer Setup Check Print to File Click OK E ee a E ll Print a Joint Check Custom Design To print a Joint Check Custom Design Load the check stock in the printer Type the range of check numbers Click Start oe NS Textura Timberline Integration Manual V2 2 Textura LLC Confidential Click Reports Textura menu and select Print Joint Checks 99 Sa Textura Construction Payment Management C Paying Manual Checks If the ACH Release notice contains any Textura Manual Checks pay those next Note These are payments to vendors who will not be receiving an ACH payment Instead they must be paid with an actual computer check printed from Timberline Select Invoices to Pay To select invoices to pay 1 From the AP main menu click Tasks Select Invoices to Pay and select On screen list 2 Click Vendor for the Selection List Order 3 Click Conditions The system displays the Add a Condition dialog 4 Select the Job Field Equal to Operator type the job number Value and click OK The system displays the Condition Selection dialog 5 Click Add The system displays the Add Condition dialog 6 Select the AND radio button and select the Draw Field
58. ocuments with As of Unexpired polices only C 5 14 2008 Balance on Commitment _ Export Insurance Information Export Checklist information Export Auto Ins Ine Cert Verbal Appr Misc 1 Export General Liab Prot Bond Contract Issued Misc 2 Export Umbrella Ins Performance Signed Contract Mise 3 Export wil Mise 4 Printer Information Criteria Send to print fle CATE lt TURA documen a F Use Courier New 12 font eee ASE Use default margins Page Setup Conditions Start Cancel Send Print Preview Help B Import Legal Documents and Requirements into Textura Note This is available at an Organization Wide Level see Organization Wide Documentation I Overview Each time the import is run all status data for each subcontractor relative to the compliance documents stored in Timberline will be refreshed with the data in the import file The status for each legal document is as follows e lf there is no information regarding the insurance type for the subcontractor the status is set to Not Received e Ifthere is an existing record for the insurance type for the subcontractor that has a status of Not Applicable the status will remain at Not Applicable e If information is supplied for a particular insurance type for a subcontractor the status is set to Received e The first time a project is included in the import file Textura will automatically add the compliance document requi
59. om Descriptions Custom Fields Print Ctrl P Send Ctrl D Print Setup Send Settings Printouts Exit E Open Data Folder Location Timberline Construction LATSGOLOA Construction Sample Data Cancel Change drives Search Specify Folders Help me e Select the data folder and click OK e The system displays the File Locations dialog box A File Locations C TSGOLD Construction Sample Data EJE Ask Data Folder File Type Name leave blank for current holder AP Invoice AP Lien Wwalver AF Master AF Reprint AF Standard AF Transaction AF lssue AR Activity AR Master AR Standard AR Transaction AR ie OF Cancel Help A Note If any of the Ask Name boxes are checked the user will be prompted for a file name each time the particular transaction Is run Textura Timberline Integration Manual V2 2 Textura Confidential If the Ask Name setting for the AP Invoice file is checked Also see Sec C Ask Name setting for Invoices on pg 45 File Locations C Training CMStart El E Ask Data Folder File Type Mame leave blank for current folder AP Invoice AP Lien walver AP Master AP Reprint AP Standard AF Transaction AP lssue AR Activity AR Master AR Standard AR Transaction AR Yew OF Cancel Help 3 The user will be prompted to select or create a new AP invoice file Import Invoices File Selection Backup tax test New Folder CO T
60. on Before using Textura with Timberline there are initial setup procedures and considerations These include verifying or changing settings previously selected in Timberline Settings that affect the overall setup of Timberline are called global settings Settings that affect particular application AP CM JC etc functions are called application settings This section will explain how these settings control the outcome of the interface and where appropriate will make recommendations for ease of processing A Global Settings Global Settings include Accounting Methods Batch Name File Locations and Custom Descriptions Accounting Methods and Batch Name settings determine some of the screens that will be visible during import invoices and the entries that will be made in General Ledger File locations determine where various files are stored and if there will be multiple files of the same type Custom descriptions allow you to change some of the Timberline default descriptions and attributes of standard fields This manual uses Timberline standard descriptions If you have customized any of your descriptions you may need to refer back to the Timberline Field Type for Clarification Note If Timberline operator security is being used it is important to log on to Timberline as a user with the security status of unlimited privileged operator when performing the initial set up If any of the menu paths are grayed out or not visible then the oper
61. on Payment Management 2nd Retrieval Location 2 Fromthe AP main menu click Setup Vendors Terms amp Defaults and select GL debit account Vendor Setup Ja Ex Vendor 1100 Mame 4 1 Electric Company ES Gil General Terme and Defaults 1099 Settings Current Balances Totals Insurance IA Terms Defaults Discount percent GL debit account 10 6116 Discount days JC Cost Code 16 100 Payment days 30 JC Categor 5 Payment days type Humber ot days Check Setting f List all invoices on stub One invoice per check f Summarize on stub i Create len waivers f Conditional Save Cancel Attachments Delete Help Note If you are not setting up expense work in progress accounts in job cost make sure that each subcontractor vendor has a default GL debit account set up in the Vendor record on the Terms and Defaults tab If an account number is not retrieved during import invoices the invoice will be rejected For more information regarding the account retrieval hierarchy see the Timberline documentation Assign Batch Name To assign batch names from any main menu click File Data Folder Settings and then select General If set to Manual you will be prompted for Batch number description and date when you import invoices in AP Settings under Batch Control Totals do not affect prompts when importing invoices Note It is recommended that if you assign batches manually preface each b
62. orted 3 Select Ranges to export change orders for specific commitments 4 Check the Export 0 C O box if you wish to export 0 change orders If unchecked only nonzero change orders are exported 5 Check the Export PO C O box if you wish to export PO change orders If unchecked only subcontract change orders are exported 6 Click Start E Export PJ COs Print Selection Export Approved PJ COs Enter without punctuation Leave blank to export all jobs Job number 1 Job number 2 Job number 3 Job number 4 Job number 5 Job number amp Export 0 COs Unchecked will export only nonzero COs Export POs Unchecked will export only Subcontract COs DEFAULT DATE Commitment C D 4 14 2008 Default date will be used if CO date is blank Printer Information Criteria send to print file CATESTORA PJ expo printer Set A Use Courier New 12 fort EEE _Banges Use default margins Page Setup Conditions Start Cancel Send Print Preview Help Note If you have some jobs that use PJ as the entry point for Commitment Change Orders and some that use JC as the entry point you will need to run both exports Textura Timberline Integration Manual V2 2 Textura Confidential 24 C Import Commitments into Textura Note This is available at an Organization Wide Level see Organization Wide Documentation The file that is exported from Timberline and imported into Textura contains subcontracts called
63. osit amount Deposit ID a 7 hss Jelete Lit _ Attach Hep Total deposit amount 2 Enter deposit information and click OK 3 Type the Customer check number and Amount in the grid and select the correct invoice for payment in the open item grid Enter Cash Receipts Deposit Items Dep ltem Type EY Cash Receipt Selection Customer Contract Job 0300100 03 001 1 010010000005 1009 1010010000005 Unpaid Unpaid Unpaid Unpaid Unpaid 1013 010010000006 1015 010010000008 Grocer s Association Nw Food Warehouse NW Food Warehouse Deposit item amount Amount applied Remaining amount Finance charge 232 160 00 232 160 00 232160 00 2937 87 120510 00 9000 00 46102 50 10000 00 90 00 OK Cancel Mit f Amount Unapply Cash Receipts Help 4 Click OK and continue entering any additional checks in the deposit batch oe Click Finish 6 Click Start Textura Timberline Integration Manual V2 2 Textura Confidential 50 C Billing Retainage Using the Accounts Receivable Application Bill Retainage the same way that you would with any previous Timberline job 1 From AR main menu click Tasks and select Bill Retainage Bill Retainage Customer Grocer s Association Contract NW Food Warehouse ltem Job Estra Cost Code Invoice Draw Accounting date 3 31 2006 Invoice date 3 31 2006 Percent to bill Retainage to bill
64. ouse I General Status Billing Info Scope PR and EQ AF and GL Contract Totals Receiy A gt R Customer Billing Method f Use Quick Bill AR Tax Group fe Use Contracts Save Cancel List Attachments Delete Help Textura Timberline Integration Manual V2 2 Textura LLC Confidential 75 y Textura Construction Payment Management IE Job Setup Job 003 0039 Description OHSU Lighting Renovation General Status Billing Into Scope PR and EG AF and GL Contract Totals Receiy 4 tl 4A Customer Biling Method Use Quick Bill AR Tas Group f Use Contracts Quick Bill r Finance charge Biling Level Revenue Account l Esxempt from finance charge f Job Division Mone O Section Retainage Percent f Percentage Flat rate Both Save Cancel List Attachments Delete Help Select the Billing Method select Use Contracts The contract and at least one contract item must be set up in the e Contract Application and linked to the job 1 From the Contract main menu click File and select New Contract 2 Select Active and type the new contract number select Use Quick Bill The draw information is entered in Accounts Receivable using the Job nd depending on the Entry level cost code rather than the Contract and Item are entering only the total amount of the Either method will work completed in Textura Note If you are entering line it
65. payment of invoices paid via ACH managed by Textura and for cutting actual checks in Timberline for Joint Vendor Checks and Manual Checks Note If applicable you can use your existing method for selecting invoices for payment The Textura ACH Release report will contain two types of information e Invoices managed through Textura and require the Timberline user to record them as paid in Timberline e Invoices not paid through Textura that require an actual check printed from Timberline Invoices not paid through Textura are the exception and they include Joint Vendor Checks where the subcontractor s subcontractor is not in the Textura system and Textura Manual Checks vendors subcontractors not being paid through Textura ACH release A Print the Textura ACH Release report This report will list any Joint Check Vendors Manual Checks Retainage invoices paid and the total of ACH dollars released This report is available after funds have been disbursed in Textura A Joint Vendor is a subcontractor to the main subcontractor The General Contractor directly pays the Joint Vendor as part of the main subcontractor s committed dollars rather than the main subcontractor paying the Joint Vendor Normally in Timberline the subcontractor s name is added as a joint payee to the invoice record or invoice distribution record when selecting invoices for payment Both names of the main subcontractor and their subcon
66. pen EN invoice 1547 6222 cs which is a Microsoft Office Excel Comma Separated Values File from http fenv1 texturallc net What should Firefox do with this file Open with Microsoft Office Excel default C Do this automatically For files like this From now on B Import Invoices Into Timberline Textura Timberline Integration Manual V2 2 Textura Confidential 43 To alleviate the need to re enter invoices into Timberline a file containing the subcontractor invoice information for a draw is imported into Timberline 1 From the AP main menu click Tools and select Import Invoices E Accounts Payable Const Services Inc File Edit Tasks Setup Inquiry Reports MARES Window Help More Check Formats Remove vendors Import Invoices New Issue Formulas Macros Background Tasks Calculator File Tools File Doctor Security Customize Options 2 To import a file click to browse and select the following Import File 5 Import Invoices Print Selection E x Look in E traci colby on hydrogen F E Export to Textura 5 TEXTURA Import file inyoice 1 950 5085 2 twt ar exports Timberline reports traci New Folder C timberline 2 Rejected records file bad TXT 5 Outlook Backup Blinvoice 1910 5062 revised Timberline invoice 1950 5085 Printer Information screen shots invoice 1950 5085_2 Print ta TS POF Generator Printer Se
67. r Settings AP Settings Orders and then select Invoice Selection El AP Settings Orders Inrolce selection Check printing Vendor Commitment Reporting lniquiry Job None Commitment OF Cancel Help 2 Select Job from either of the two drop down lists preferably the first This will make it easier to select invoices when you record ACH payments Textura Timberline Integration Manual V2 2 Textura LLC Confidential 71 Pa Textura Construction Payment Management ll CM Settings ACH Bank Account Setup Optional If using a separate bank account for ACH payments set up an additional bank account in CM 1 From the CM main menu click Setup Setup Assistant Setup Bank Accounts and then select the Bank Account and click the asterisk button Bank Accounts Bank account TITLE Ha 4 x Close Description Title Company E Attach Register balance Bank balance Last reconciled date Last reconciled balance 0 00 Account type Checking Transfer type wdl D ep Mas AP check amount 0 00 AP check format DETAIL d Max PR check amount 0 00 PR check format Textura Timberline Integration Manual V2 2 Textura LLC Confidential 12 Pa Textura Construction Payment Management 2 At a minimum perform the following e select the AP Check Format General tab e type the General Cash Account number GL Cash Accounts ta
68. rements exported out of Timberline to that project Enforcement will be set to Advise Only for all requirements and Track Expiration will be turned on only if there are expiration dates in the export file ll Importing Legal Documents and Requirements To import Legal Documents and Requirements into Textura 1 From the Project Home Page click the Interfaces menu and select Import Accounting Information Interfaces Impr Accounting Information Manage Exports The system displays the Import Accounting Information page 2 Click the Legal Documents and Requirements radio button Textura Timberline Integration Manual V2 2 38 Textura Confidential 3 Click Browse to locate the CSV file you want to import Fa Textura Import Accounting Information General Comin Source Timberline ALPH Drammenin ood eran Dasher ang Dasher aie Change nara ah Cee Charge Cee Pe TEST LIRA daraman w ghi la TT e Fila 4 Click Import CSV File The system displays the Status page notifying you that legal documents and requirements have been imported Eg Textura Import Accounting Information A CAE Importing Legal Documents and Requirements its rd e E id e Se Lg di rol eee d Dai Sete do lcd des Cord Legal Doped Peer Dam tr o icim ate Cr Legon Done Poured To verify legal documents were imported 1 From the Project Home Page click the Compliance menu and select View Document Status Compliance Edit Do
69. s important in tying your Timberline totals to your Textura ACH Release report Textura Timberline Integration Manual V2 2 57 Textura LLC Confidential y Textura Construction Payment Management Using the custom check design avoid paying invoices that are not joint vendor checks during this check run 10 Highlight the first invoice of the original vendor subcontractor to be paid as a joint check and click Pay to pay in full or click Partial to make a partial payment 11 Type the partial payment amount in Pay now and click OK Make Partial Payment Open Pay now Open Apply now Groz 2000 00 1000 00 Discount Retainage 200 00 Retainage 00 00 100 00 On hold 00 OF Cancel Help 12 Click Detail on 13 Click Move to Detail Payment Selection Ses 1101 Kingston Plumbing ll Invoice Prot date Description Amount Net To Pay 1101 Kingston Plumbing 039622 4 21 01 10 complete billing 580 15 045616 5 20 01 25 complete billing 8 200 00 O49625 5 22 01 10 complete billing 6 583 00 454543 6 19 01 2000 00 1201 Logan Sanitation 5664 4 25 01 Temp Toilets 1400 Northwest Landscaping Payment mem Joint check Harbor Plumbers 925 Harbor Lake Ad o1 Green Lake Wl 54322 W Create final lien waive 14 Scroll to the right and type the name of the Joint Vendor to the original subcontractor under Joint Check 15 Under Payment memo scroll to the left if necessary type the address of the Joint Vendor recei
70. t 0 C O if you wish to export 0 change orders If unchecked only nonzero change orders are exported e Check the Export PO C O box if you wish to export PO change orders If unchecked only subcontract change orders are exported 3 Click Start Textura Timberline Integration Manual V2 2 23 Textura Confidential E Subcontract CO Job Cost Print Selection punttua Leave blank lo expor all pit dobra E Job number d Job number 6 Unchecked ral export only rongan Cis Esport PO CAD Unchecked eal export ons Subocontiact CAD Delaull Dale Commatmert C0 4 14 2108 Dell date vel ba used d CO data is blank For faster pronnszing click Ranges and select Commilmends r Pinte Information p Citeria A san oem _ ven Cancal Sand Pin revi tab V Export PJ Change Orders To export PJ Change Orders 1 From the AP main menu click Reports Textura and then select Export PJ Change Orders ai Accounts Payable Const Services Inc File Edit Tasks Setup Inquiry ene Tools Window Help El p ESE wo cu Reports Managers d El k Invoice Registers Cash Management GL Reconciliation Miscellaneous Lists Forms Setup TEXTURA Export all Commitments Export JC COs Export Legal Documents Export PJ COs Export Prime JC Cos Export Prime PJ COs JC Change Order with Descr PJ Change Order with Descr 2 Select jobs by tying job numbers in the Job No fields If blank change orders for all jobs are exp
71. th the digit 5 are not used in the ACH system Stored account on file ending in 1111 Tax IB 111 11 1111 Bank Account f Organization Type Corporation Re enter Bank Account Organization Role Accounting F Package ISA Update Organization Organization Document Imaging System 2 Verify the correct accounting package is selected If your Accounting Package is not set up on the Edit Org screen contact your Textura System Administrator and they will be able to assign your Accounting Package Textura Timberline Integration Manual V2 2 19 Textura Confidential 3 When creating a project type your Timberline job number without punctuation in the Internal Project Number field These fields must match between systems in order for the interface to work properly as Internal Project Number is one of the unique identifiers for the interface GC Project Information Project Name Hill School Project Owner Project Type Commercial New Contract Date Internal Project Mumber 0514a Original Contract value Contract Description General Construction Contract Number Advance Billing Open Book GC Retention Percent Create Paired Lines by Phase Code Current Estimated Original Estimated Start Date ae Start Date Current Estimated Original Estimated P eff feuds Completion Date ie Completion Date Maximum Loan To Value Percent Textura Timberline Integration Manual V2
72. the existing report design To replace an existing report 1 From the AP menu select Reports Reports Manager then select the TEXTURA report to be updated and click Change Reports Manager E E E Report name GL Reconciliation AP Summary GL Reconciliation Retainage Summary GL Reconciliation Totals by Batch GL Reconciliation Retainage Totals by Batch GL Reconciliation Payable Account Entries GL Reconciliation Change in Wod Acct Date GL Reconciliation Unposted AP Transactions in GL Delete TESTURA Export Commitments Export JC Change Orders Export PJ Change Orders Export Prime JC Change Orders Export Prime PJ Change Orders Help Export Legal Documents Arrarnge Textura Timberline Integration Manual V2 2 14 Textura Confidential 2 Click in the File Name field and select List Change Report Report name Export Commitments Menu group TEXTURA Source f T5 report design File name E Documents and Settings f Crystal report design Special OF Cancel Options Help a Select the updated report List Report Designs Look tr gt Desktop Export to Textura McAlawain E TESTURA export PJ co Old Timberline Reports es TESTURA export prime contract cos Test Export Files E TESTURA export prime contract JC i E TESTURA export all commitments E TESTURA export prime contract PJ e 28 TEXTURA export JC co 29 TEXTURA joint check Form e TESTURA export
73. the same method for all jobs or select a different method for each job when creating the job The entry level determines how much detail will be entered for Quick Bill jobs You can enter invoices as a Summary to the overall job or enter invoices at a cost code level Verify Billing Settings To view your default settings for Entry level and Billing Method 1 From the JC main menu click File Data Folder Settings JC Settings and then click Billing The system displays the Default Billing Settings dialog Note Once you save a job you cannot easily change the default Billing Method or the default Entry level See Timberline Documentation for more information Default Billing Settings f fx Entry level f Section Biling Method f Ask when job created f Use Quick Bill f Use Contracts OF Cancel Help Textura Timberline Integration Manual V2 2 Textura LLC Confidential 74 y Textura Construction Payment Management Verify Billing Method To view the billing method of a job e 1 Onthe JC main menu click Setup and select Jobs The system displays the Job Setup dialog e 2 Type the Job number e 3 Click Save and click the Billing Info tab Note The billing method is selected when the job is first set up and is not easily changed For more information click Help Help Topics Index Billing Method changing the billing method E Job Setup 2 Ed Job 03 001 Description M Food Wareh
74. to Operator type the job number Value and click OK The system displays the Condition Selection dialog Textura Timberline Integration Manual V2 2 56 Textura LLC Confidential Pa Textura Construction Payment Management Condition Selection Display distributions where OF Cancel Add Change Delete Help 5 Click Add The system displays the Add Condition dialog Add Condition Enter a value to compare with or select an item using the List heme button fj ANDO OR Field Operator AP Distribution Equal to A Greater or equal to EARMEN Less or equal to Type List Items Pierce Greater than Cost Code Less than System Mot equal to Part Index Find Order OF Cancel Help 6 Select the AND radio button and select the Draw Field Less or equal to Operator type the draw number Value and click OK This will include invoices entered for a previous draw but not approved for payment in time for the previous draw The system displays the Select Invoices to Pay Selection Criteria dialog 7 Click Ranges and select the original vendors subcontractors 8 Click Start 9 Verify that no other invoices are selected for payment by clicking Other Show Totals and then OK net to pay does not equal zero either pay the selected invoices first before running the joint vendor check procedure or Click Other Exclude all and then OK to temporarily unselect them This step i
75. tractor will print on the Timberline check with the main subcontractor s address If you want both names to print on the check with the main Joint Vendor address follow your normal procedures for joint vendor checks If you prefer to print only the subcontractor and not the main subcontractor on the check follow the procedure in this manual for Paying Joint Vendor Checks from the ACH Release Notice Manual Checks are subcontractor invoices that are not paid through Textura ACH payments The GC must pay these Manual Checks through an actual check run in Timberline Lien Waivers are processed through Textura For projects not using Textura see your Timberline documentation Textura Timberline Integration Manual V2 2 53 Textura Confidential To create the Reconciliation ACH Release Report Summary 1 From the Draw Home Page click the Export Payments Report link under the Interfaces section a Textura Draw Home Page N ii caniin Construction Payment Management HE Schuul 0514 a pa Genua Cunsturliuri Draw Dates e Perad dinge ENIS Unite Sinay Show draw summary sancemractr mc Sto Subcontractors imied 3 koii Imis Runas 2 Lien are 3 Invoices Approved EA E Vocumsrts torPunting SW ran request EET menl Sahe Draw Reports Retenbon Report Payment 1 ien Warners Renew Lien YYawers en water Trackin 2 Click on the Generate Payment Report button Generate Payment Hill school 0514a General Construction
76. tup Use Courier New 12 font eee elias Use default margins Page Setup Pene invoice 1910 5062 Start Cancel Import Format Help Files of type an Files Lancel e Files of type All e Select import file 3 Click Start 4 Review the import invoice journal to verify all invoices were imported 5 Post Invoices Note Even if you are set to post invoices automatically from the AP main menu click File Data Folder Settings AP Settings Post and Interface Settings Accounts Payable Posting Setting and select Automatic imported invoices must be posted To post invoices 6 From the AP main menu select Tasks Post Invoices and click Start Select a specified batch by clicking the Ranges button Textura Timberline Integration Manual V2 2 44 Textura Confidential Accounts Payable Const Services Inc Fie Edit BESSI Setup Inquiry Reports Tools Enter Pending Invoices Enter Invoices blabla Post Invoices Print Selection Sizes Generate Recurring Invoices Post Invoices Printer Information n Criteria Select Invoices to Pay i Print Checks Lie JE OTF ataca Printer Setup Ranges O Use Courier Mew 12 font Record Manual Print Quick Checks Void Checks l Reprint Checks Use default margins i Fage setup Lien Waivers Close Year Star Cancel Send Help Close 1099 Year
77. umbers in the Job No fields and click Ranges to select ranges of commitments subcontracts e Commitments Items that have been committed but not invoiced will be exported e f you wish to export all commitments including those that have invoiced check the Export all Commitments box e If you wish to export 0 Commitments and or PO s check the Export 0 commitments and or Export PO s boxes respectively Note Because Commitments can be changed in Timberline until they are invoiced or have an approved change order do not make any changes to committed costs once they are complete in Textura Any subsequent changes must be made in Timberline through Approved Change Orders If you are just starting to use Textura and would like to set up jobs already in progress in Timberline click Export all Commitments This will export all commitments whether or not they have been invoiced Textura Timberline Integration Manual V2 2 21 Textura Confidential Export all Commitments Print Selection Export Commitments for Select Jobs Enter without punctuation Leave blank to print all Job No 1 Job Ho 2 Job Ho 3f Job Ho 4 Job Ho 5 Job Ho El Commitment Date 4 14 2008 Default dated used if Commitment date 12 blank Export 0 Commitments Unchecked will export only nonzero commitments Export POs Unchecked will export only Subcontracts Export all Commitments Click to set up jobs already in process in Timberline when initiating T
78. ur Project Home Page Textura Timberline Integration Manual V2 2 Textura Confidential D Import Subcontract Change Orders into Textura Note This is available at an Organization Wide Level see Organization Wide Documentation If the import file contains a Subcontract Change Order that already exists in Textura Textura will reject the import record as a duplicate To import Subcontract Contract Change Orders into Textura 1 From the Project Home Page click the Interfaces menu and select Import Accounting Information Interfaces Im Pi Accounting Information Manage Exports The system displays the Import Accounting Information page 2 Click the Subcontracts and Subcontractor Change Orders radio button O Click Browse to locate the CSV file you want to import Eg Textura Import Accounting Information General Constucu n Source Timberline 4 Click Import CSV File Textura Timberline Integration Manual V2 2 Textura Confidential 30 5 The system displays the Status page notifying you that Subcontract Change Orders have been imported Textura Import Accounting Information General Contractor Construction Payment Management General Construction Importing Subcontracts and Subcontractor Change Orders Created GOF 1 for Comiraci514100n Proleci0Sida Reading 13430 io item 1 6 Return to the Project Home Page and you can view the imported Subcontract Contract Change Orders Log Out i T
79. us page notifying you that the budget for General Construction has been saved Log Out a Textu ra Status gt seneral Construction The budget tor Genera Construction has been saved To edit the budget again click lyre 9 To allocate additional imported Prime Contract Change orders click the link that states To edit the budget again click here Repeat steps 5 8 until all lines have been allocated When finished return to your Project Home Page Textura Timberline Integration Manual V2 2 Textura Confidential 6 Export and Import Legal Documents and Requirements Insurance Expiration Dates Introduction Insurance effective dates expiration dates and policy numbers can be for exported from Timberline to Textura for all compliance documents including the following four types of insurance e Auto Insurance e General Liability Insurance e Umbrella Insurance and e Worker s Compensation Insurance During the export priority for the source of insurance information can be selected from the following choices If If you select If you select Then the the Latest expiration Date Tote o each type of insurance on the commitment subcontract record will be compared to the date on the vendor record Information from the record with the latest date per type of insurance will be exported iania record Information will be taken from the commitment subcontract record if the information is avai
80. ving the check If the subcontractor is also in the Timberline system type the Timberline vendor number the joint check program will look up the address from the vendor record If you leave the Payment memo field blank then no address will print on the custom joint check 16 Repeat steps 10 15 for all joint checks 17 After all joint checks have been selected click Other and Show Totals and compare the Net to Pay with the Textura ACH Released report subtotal for joint checks 18 If the totals match click OK OK and then Close If the totals do not match compare the ACH Release report to vendor invoices selected and make any necessary corrections Textura Timberline Integration Manual V2 2 58 Textura LLC Confidential Pa Textura Construction Payment Management 19 You may need to exit the select invoices program and print the Invoices Selected for Payment Report From the AP menu click Reports Invoice Registers and select Invoices Selected for Payment I Print Checks To print checks 1 From the AP main menu click Tasks and select Print Checks Print Checks Print Selection Bank Account First First Pacific Bank AF amp 4A Adiust F t Selection Starting check AEE _Adust Payment Selection Check date 3 05 2006 Override Payment Selection Printer Information Criteria R A Select output for checks gt nanges Print to Testura Magicolor 23000L Printer Setup Conditio

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