Copyright: (c)1997-2002 Timberline Software Corporation. All rights reserved.


Introducing Billing
Welcome to Billing

Timberline Billing generates cost-based invoices using transactions received from Accounts Payable, Equipment Cost, Job Cost, and Payroll, as well as contract-based invoices with information from Contracts. Billing rates and markups are applied for cost-based invoices during the Generate Work-In-Progress command. Worksheet entries are created for contract-based invoices using the Enter Worksheet command. Worksheet entries are used for contract-based invoices and add-ons, taxes and retainage are calculated for all billing types when invoices are generated, using the Generate Invoices command. When invoices are posted in Billing, entries are created for Accounts Receivable, which in turn, updates Contract, General Ledger, and Job Cost with billing information.

 Billing workflow


Billing Help - Version 8.2.1


Billing Settings (File, DataCompany Folder Settings)
Billing Settings (File, Data Folder Settings)

Use to specify how your company processes invoices. Thoroughly review each setting and have a clear understanding of Billing Settings before using the application.

 Tabs

 How To

 Additional Information


Billing Settings Tabs

 Default Text

 General

 Invoice Text

 Forms and Journals


Billing Settings - General tab

Use to specify the Invoice GL journal, auto text, and last auto number for the draw ID and accounting date usage for processing invoices.

For help on an item on this tab, click [image] on the window and then click the item.


Invoice GL journal

Enter the journal number (up to 2 digits) you want to assign the Invoice General Ledger journal.

The title of this item may be different if changed in Custom Descriptions.


Draw ID format - Auto text

This field is used when the Source field on the contract (Invoice tab) is set to Company. Enter the text you want included in the draw number automatically generated for invoices created at the Billing company level. For example, if the auto text value is TIMBERLINE and the last auto draw number is 1000, when the next draw number is generated, the draw ID assigned will be TIMBERLINE-1001.

The title of this item may be different if changed in Custom Descriptions.

Note

Accounts Receivable does not use this field when generating draw IDs. See About the draw ID retrieval in Accounts Receivable in the Accounts Receivable online Help for details.


Draw ID format - Last auto number

This field is used when the Source field on the contract (Invoice tab) is set to Company. Enter the last draw number that was automatically assigned. This number is updated when draw numbers are being generated at the Billing company level.

The title of this item may be different if changed in Custom Descriptions.

Note

Accounts Receivable does not use this field when generating draw IDs. See About the draw ID retrieval in Accounts Receivable in the Accounts Receivable online Help for details.


Accounting date usage

Select how you want the accounting date determined for invoices. The options are:

Invoice date -- uses the invoice date as the accounting date.

Billing cut-off date -- uses the Billing cut-off date as the accounting date.

Date entered -- uses the date entered during Print Invoices.


Billing Settings - Print Invoice Options tab

Use to specify settings that affect invoice printing, which includes:

Invoice print order

Limitations for final invoice printing

Primary billing ID

For help on an item on this tab, click [image] on the window and then click the item.


Invoice print order

Select the order in which you want invoices printed. This is the default only. You can change the order at the time of printing. For improved speed, Timberline recommends sorting by Format. The options are:

Customer -- prints invoices by customer.

Contract -- prints invoices by contract.

Contact -- prints invoices by contact.

Format -- prints invoices by invoice format.


Allow final printing of invoices with status: Pending

To allow final printing of invoices with a pending status, mark this box. During Generate Invoices, the default status of Pending is assigned to an invoice. The status can be changed using Change Invoices.

The title of this item may be different if you have changed the AR Invoice description in Custom Descriptions.


Allow final printing of invoices with status: Maximum exceeded

To allow final printing of invoices with a maximum exceeded status, mark this box. When the current amount to bill exceeds the revised contract amount minus the previous billed amount on Cost Plus to Maximum billing types, the invoice status is automatically set to Maximum exceeded during Generate Invoices.

The title of this item may be different if you have changed the AR Invoice description in Custom Descriptions.


Primary billing ID

Select whether you want the invoice ID, draw ID, or both printed on Billing invoices.


Billing Settings - Invoice Text tab

Use to specify the text printed in the header, footer, and cost type detail sections of invoices that contain certain invoice format sub-reports. The options available in the drop-down lists for Contract header, cost types, and footer text are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions).  How? The text is entered in Contracts in the Terms field on the contract (Text tab).

The options available for Customer header and footer are labeled Text 1 through Text 6. They are defined in Accounts Receivable on the customer (Setup menu, Text 1 and Text 2 tabs). See the topic titled Setting up customers in Accounts Receivable for instructions on adding and changing the description of these text options.

For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.

For help on an item on this tab, click [image] on the window and then click the item.

 Related Topics


Header text: Contract

If the header sub-report titled Invoice Header Text is included on your invoice format, select the contract text option you want to print in the header of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the header of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy see the Help topic titled About the invoice text retrieval process.


Labor text: Contract

If any Labor detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Labor section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Labor section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Materials text: Contract

If any Materials detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Materials section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Materials section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Subcontractors text: Contract

If any Subcontractors detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Subcontractors section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Subcontractors section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Equipment text: Contract

If any Equipment detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Equipment section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Equipment section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Overhead text: Contract

If any Overhead detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Overhead section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Overhead section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Other text: Contract

If any Other detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Other section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Other section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Total invoice text: Contract

If any Invoice Total detail sub-report is included on your cost-based invoice format, you can select the contract text you want to print in the Invoice Total section of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the Invoice Total section of your invoices, be sure to enter the same text option in Contracts as entered in Billing. For more information on the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Footer text: Contract

If the footer sub-report titled Invoice Footer Text is included on your invoice format, select the contract text option you want to print in the footer of your invoices. You can click the arrow on the right to view the list. The options on the list are defined in the Custom List section of the Field type CN Terms (File menu, Data Folder Settings, Custom Descriptions). The text for these options is entered in the Terms fields in Contracts (contract, Text tab). For the text to print properly in the footer of your invoices, be sure to enter the same text option in Contracts as is entered in Billing. For more information on the text retrieval hierarchy see the Help topic titled About the invoice text retrieval process.


Header Text: Customer

If the header sub-report titled Invoice Header Text is included on your invoice format, select the customer text you want to print in the header of your invoices. You can click the arrow on the right to view the list. The options on this list are defined in Accounts Receivable on the customer (Setup menu, Text 1 and Text 2 tabs). On these tabs, you can enter the text and change the header descriptions. For the text to print properly in the header of your invoices, be sure to enter the same text option in Accounts Receivable as entered in Billing. For more information on sub-reports and the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Footer Text: Customer

If the footer sub-report titled Invoice Footer Text is included on your invoice format, select the customer text you want to print in the footer of your invoices. You can click the arrow on the right to view the list. The options on this list are defined in Accounts Receivable on the customer (Setup menu, Text 1 and Text 2 tabs). On these tabs, you can enter the text and change the footer descriptions. For the text to print properly in the footer section of your invoices, be sure to enter the same text option in Accounts Receivable as entered in Billing. For more information on sub-reports and the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Billing Setting - Default Text tab

If the header sub-report titled Invoice Header Text and/or the footer sub-report titled Invoice Footer Text is included on your invoice format, use to specify default header and footer text to print on your invoices. For more information on sub-reports and the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.

For help on an item on this tab, click [image] on the window and then click the item.


Default header text

Enter the default header text (up to 1000 characters) you want to use for certain invoices generated in Billing. For more information on sub-reports and the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Default footer text

Enter the default footer text (up to 1000 characters) you want to use for certain invoices generated in Billing. For more information on sub-reports and the text retrieval hierarchy, see the Help topic titled About the invoice text retrieval process.


Billing Settings - Journal Designs tab
Billing Settings - Forms and Journals tab

Use to define the forms and journal designs you want to use for each Billing command.

For help on an item on this tab, click [image] on the window and then click the item.


Enter Worksheets design

Enter the journal design you want to use during Enter Worksheets. You can click [. . .] to select from a list of TS-Report designs.


Print Invoices design

Enter the journal design you want to use during Print Invoices. You can click [. . .] to select from a list of TS-Report designs.


Post Invoices design

Enter the journal design you want to use during Post Invoices. You can click [. . .] to select from a list of TS-Report designs.


Print Enter Quick Bill Journal

To print the Enter Quick Bill Journal upon exiting the Enter Quick Bill command, mark this box.


Unit-based invoice form

Enter the unit-based invoice form you want to use during Enter Quick Bill. You can click [. . .] to select from a list of TS-Report designs.


Non unit-based invoice form

Enter the non unit-based invoice form you want to use during Enter Quick Bill. You can click [. . .] to select from a list of TS-Report designs.


Bill retainage invoice form

Enter the bill retainage invoice form you want to use during Enter Quick Bill. You can click [. . .] to select from a list of TS-Report designs.


[. . .]

Opens the Find Design window where you can browse your system for additional TS-Report designs.


About General Ledger control accounts entered in Billing

This table shows Billing settings and tasks that allow the entry of General Ledger accounts, and lists the control account type you can enter if using the Control Account Type feature. For more information on control account types, see the General Ledger online Help topic, “Setting up control account types”.

Setting or Task	Account	Valid Control Account Type
Setup, Standard Items	GL Account	Revenue control account, Other control account, or non-control account
Setup, Standard Add-ons	GL Account	Revenue control account, Other control account, or non-control account
Enter Quick Bill, Item Accounting Information window	Revenue Account	Revenue control account, Other control account, or non-control account


[Post & Interface Settings]

Opens the Post and Interface Settings window where you can activate interfaces to other Timberline applications, create entries, and select posting settings.


Generate Invoices (Tasks menu)

Use to generate invoices. The Generate Invoices command accumulates worksheet entries or Work-In-Progress records to create an invoice. During this process add-ons, taxes and retainage held are also calculated.

Cost-based and contract-based billings must be processed separately.

Invoice numbers and dates are not applied during the Generate Invoices command. The invoice number and dates are assigned during print final invoices. Invoices can be changed or voided, and retainage can be billed up until you post the invoice to Accounts Receivable. To change a posted invoice, you can void the invoice in Accounts Receivable and reinstate it in Billing. For more information, see About voiding Billing invoices in Accounts Receivable in Accounts Receivable Help. Another option is to change posted invoice amounts in Accounts Receivable using the Adjust Receivables command. For more information, see Adjusting invoices in Accounts Receivable Help.

 Windows

 How To

 Additional Information

 Troubleshooting


Generate Invoices Windows

 Generate Invoices - Print Selection window

 Generate Invoices - Select Customer


Generate Invoices - Print Selection window

Use to assign a printer or print file name to the invoice journal and to defined the processing criteria.

The Generate Invoices command accumulates worksheet entries or Work-In-Progress records to create invoices. During this process, add-ons, taxes and retainage held amounts are also calculated.

Cost-based and contract-based billings must be processed separately.

Invoice numbers and dates are not applied during the Generate Invoices command. The invoice number and dates are assigned during print final invoices. Invoices can be changed or voided, and retainage can be billed up until you post the invoice to Accounts Receivable. To change a posted invoice, you can void the invoice in Accounts Receivable and reinstate it in Billing. For more information, see About voiding Billing invoices in Accounts Receivable in Accounts Receivable Help. Another option is to change posted invoice amounts in Accounts Receivable using the Adjust Receivables command. For more information, see Adjusting invoices in Accounts Receivable Help.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information

 Troubleshooting


Invoice type

Select the type of invoices you want to generate. The options are:

•	Cost-based -- generates invoices for Time & Material and Cost Plus to a Maximum billing types.

•	Contract-based -- generates invoices for Progress Billing, Lump Sum and Unit Priced billing types.


Billing frequency

Select the billing frequency for which you want to generate invoices. If you want to include all billing frequencies, select All from the list.


Cut-off date

Enter the cut-off date for Work-In-Progress records you want to bill. The cut-off date is a required entry for cost-based invoices. The Generate Invoices command selects all Work-In-Progress records with a date equal-to or less-than the date you enter.

The title of this item may be different if changed in Custom Descriptions.


Customer

To generate invoices for one customer only, enter the customer ID. You can click [List] to select from a list of customers. To generate invoices for all customers that meet the criteria selected, leave this blank.

The title of this item may be different if changed in Custom Descriptions.


Contract

To generate invoices for one contract only, enter the contract ID. You can click [List] to select from a list of contracts. To generate invoices for all contracts that meet the criteria selected, leave this blank.

The title of this item may be different if changed in Custom Descriptions.


[Printer Setup]

Opens the Printer Setup window where you can select a printer or print file name for the Generate Invoices Journal.


[Page Setup]

Opens the Page Setup window where you can specify page attributes for the Generate Invoices Journal.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting your entries.


[List]

Displays a list of items you can select from for the current field in the window.


[Help]

Opens Help and displays information about this window.


Generate Invoices - Select Customer window

Use to select the customer for which you want to generate invoices. To select a customer, highlight your selection with your mouse and click [OK].

For help on an item in this window, click [image] on the window and then click the item.


Customer

Displays the customers available to select for generating invoices.


Description

Displays the descriptions of the customers in the list.


Select Contract window

Use to select a contract for the task you are performing. Highlight the contract ID with your mouse and click [OK] to select it and move to the next window.

For help on an item in this window, click [image] on the window and then click the item.


Contract list

Displays a list of contracts with their description and status. To select a contract for the task you are performing, highlight the contract ID with your mouse and click [OK].


[OK]

Accepts your selection and returns to the Generate Invoices - Print Selection window.


[Cancel]

Closes this window without accepting your entries and returns to the Generate Invoices - Print Selection window.


About the records created in Generate Invoices

When cost-based invoices are generated, the following records are created:

•	Invoice -- stores the total amount of the invoice.

•	Section -- stores the total amount of each section (cost type) and invoice total add-on for the invoice.

•	Section Detail -- stores the Work-In-Progress totals by contract item for each section on the invoice.

•	Add-on -- stores the add-ons associated with each section and invoice total add-on for the invoice.

•	Sales Tax -- stores the sales tax for the invoice.

When contract-based invoices are generated, the following records are created:

•	Invoice -- stores the total amount of the invoice.

•	Section -- stores the total amount of the invoice add-ons.

•	Add-on -- stores the add-ons associated with the invoice total add-ons.

•	Sales Tax -- stores the sales tax for the invoice.


About calculating retainage held in Generate Invoices

The amount of retainage held on a cost-based invoice is calculated during Generate Invoices. Billing retrieves the retainage percentage from the contract item (Billing tab) in Contracts and applies it to the Work-In-Progress, Add-on, and Sales Tax totals.

The amount of retainage held on a contract-based invoice is determined by the Retainage Percentage This Period in the Enter Worksheets grid for each contract item. Generate Invoices will calculate the Add-on and Sales Tax retainage if applicable.

Note

•	Tax retainage held is calculated for cost-based and contract-based invoices if the tax rate(s) associated with a contract item have the Tracking tax retainage in AR box marked on the tax rate in Accounts Receivable (Setup menu, Taxes). For contract-based invoices, you need to mark the Tracking tax retainage box in AR Settings in Accounts Receivable for the tax retainage columns to display in Enter Worksheets.


About calculating Sales Tax during Generate Invoices

If the Tracking taxes box is marked in AR Settings in Accounts Receivable, Billing calculates taxes. Taxes for both cost-based and contract-based invoices are calculated during Generate Invoices (Tasks menu).

First, the exempt status for a contract item is retrieved to determine whether taxes need to be calculated.  How?

For each taxable Work-In-Progress (cost-based) and Worksheet (contract-based) entry, a tax amount by contract item is calculated in Generate Invoices. The tax group, which provides tax rates for the tax calculation, is retrieved by amount type from the contract item (Tax tab) in Contracts for cost-based billing. If no tax group has been entered for an amount type, the Total billed tax group is used.

For contract-based billing, the tax group is retrieved from the Total billed amount type on the contract item.


About the invoice text retrieval process

Invoice formats that contain certain Timberline sub-reports will retrieve and print invoice header, footer, and cost type text determined by the BL Settings (Invoice Text tab). Text may be retrieved from the contract in Contracts or the customer in Accounts Receivable. There are other places to enter header and footer text in Billing, such as on the Print Invoices – Print Selection window at invoice print time and on the Default Text tab in BL Settings. See the below topics for details on the invoice text retrieval hierarchy for Contract-based and Cost-based invoices.

 About Contract-based invoice text retrieval

 About Cost-based invoice text retrieval


About Contract-based invoice text retrieval

This table identifies the source of the invoice text for the header and footer when the following Timberline sub-reports are included in a Contract-based invoice format.

Sub-report	Source of invoice text – retrieval hierarchy
Invoice Header Text (Header sub-report)	1 Billing  – text entered in the Header text field in Print Invoices (Tasks menu). 2 Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Header text for the contract (BL Settings, Invoice Text tab). 3 Accounts Receivable – text from the Text field on the customer (Setup menu, Text 1 and Text 2 tabs) that is specified in Billing as the Header text for the customer (BL Settings, Invoice Text tab). 4 Billing – text from the Default header text field (BL Settings, Default Text tab).
Invoice Footer Text (Footer sub-report)	1 Billing – text entered in the Footer text field in Print Invoices (Tasks menu). 2 Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Footer text for the contract (BL Settings, Invoice Text tab). 3 Accounts Receivable – text from the Text field on the customer (Setup menu, Text 1 and Text 2 tabs) that is specified in Billing as the Footer text for the customer (BL Settings, Invoice Text tab). 4 Billing – text from the Default footer text field (BL Settings, Default Text tab).
Note

•	On any AIA-type invoice format, the Contract For text is retrieved from the Contract For Terms field (Contracts application, contract, Text tab). Up to 100 characters of the Contract For text is printed on the AIA document.

Related Topics


About Cost-based invoice text retrieval

This table identifies the source of the invoice text for headers, footers, and different cost types when the following Timberline sub-reports are included on a Cost-based invoice format.

Sub-report	Source of invoice text – retrieval hierarchy
Invoice Header Text (Header sub-report)	1 Billing – text entered in the Header text field in Print Invoices (Tasks menu). 2 Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Header text for the contract (BL Settings, Invoice Text tab). 3 Accounts Receivable – text entered in the Text fields on the customer (Setup menu, Text 1 and Text 2 tabs) that is specified in Billing as the Header text for the customer (BL Settings, Invoice Text tab). 4 Billing – text in the Default header text field (BL Settings, Default Text tab).
Any Labor Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Labor text for the contract (BL Settings, Invoice Text tab).
Any Materials Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Materials text for the contract (BL Settings, Invoice Text tab).
Any Subcontractors Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Subcontractors text for the contract (BL Settings, Invoice Text tab).
Any Equipment Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Equipment text for the contract (BL Settings, Invoice Text tab).
Any Overhead Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Overhead text for the contract (BL Settings, Invoice Text tab).
Any Other Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Other text for the contract (BL Settings, Invoice Text tab).
Any Invoice Total Detail sub-report	Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Total Invoice text for the contract (BL Settings, Invoice Text tab).
Invoice Footer Text (Footer sub-report)	1 Billing – text entered in the Footer text field in Print Invoices (Tasks menu). 2 Contracts – text from the Terms field on the contract (Text tab) that is specified in Billing as the Footer text for the contract (BL Settings, Invoice Text tab). 3 Accounts Receivable – text from the Text fields on the customer (Setup menu, Text 1 and Text 2 tabs) that is specified in Billing as the Footer text for the customer (BL Settings, Invoice Text tab). 4 Billing – text from the Default footer text field (BL Settings, Default Text tab).
Note

•	On any AIA-type invoice format, the Contract For text is retrieved from the Contract For Terms field (Contracts application, contract, Text tab). ). Up to 100 characters of the Contract For text is printed on the AIA document.

Related Topics


Print Invoices (Tasks menu)

Select the print command you are currently using:

 Print Invoices, Preview

 Print Invoices, Draft

 Print Invoices, Final

 Print Invoices, Reprint


Print Invoices, Preview (Tasks menu)

Use to view invoices on screen before actually printing them. No processing takes place when invoices are previewed. No invoice IDs or dates are assigned and no updating occurs. You can preview an invoice as many times as necessary.

Note

In some cases, an invoice preview may not display exactly as the invoice prints due to different display fonts. Text may be truncated in the preview, but prints correctly on the printed invoice.

 Windows

 How To

 Additional Information

 Troubleshooting

For help on an item in this window, click [image] on the window and then click the item.


Print Invoices, Draft (Tasks menu)

Use to print draft invoices for routing and approval prior to printing final invoices. No processing takes place when draft invoices are printed. No invoice IDs or dates are assigned and no updating occurs. You can print a draft of the same invoice as many times as necessary. Draft invoices cannot be printed for invoices after they have been final printed.

Note

Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.

 Windows

 How To

 Additional Information

 Troubleshooting

For help on an item in this window, click [image] on the window and then click the item.


Print Invoices, Final (Tasks menu)

Use to print the final invoice after you have approved the draft invoices. When final invoices are printed, the invoice IDs, draw IDs, invoice dates, accounting date and due dates are assigned. The status changes to Printed and a journal is created. Once you have printed final invoices, the next time you Post, these invoices are posted to Accounts Receivable.

Note

Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.

 Windows

 How To

 Additional Information

 Troubleshooting

For help on an item in this window, click [image] on the window and then click the item.


Print Invoices, Reprint (Tasks menu)

Use to reprint invoices with a status of Printed. No processing occurs when you reprint invoices. You can reprint invoices before or after they have been posted to Accounts Receivable.

Note

Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.

 Windows

 How To

 Additional Information

 Troubleshooting

For help on an item in this window, click [image] on the window and then click the item.


Print Invoices Windows

 Page Setup

 Print Selection

 Select Billing Contact

 Select Contract

 Select Customer

 Select Invoice

 Select Invoice Format


Starting invoice #

Accept the prefilled starting invoice number or enter the starting invoice number. This number is prefilled from AR Settings. If AR Settings is currently in use, this field cannot prefill. When this happens, you can enter a starting number or close this command and restart it when AR Settings is no longer in use.

The title of this item may be different if changed in Custom Descriptions.


Invoice date

If you are printing final invoices, enter the invoice date. This date is printed on the invoice and stored on the invoice record.

If you are reprinting invoices, enter the invoice date for the invoice or range of invoices you want to reprint.

The title of this item may be different if changed in Custom Descriptions.


Accounting date

If you are printing final invoices and the Account date usage field in your Billing Settings is Enter, enter the accounting date you want to use. This date is stored on the invoice record.


Header text

Displays the text to print in the invoice header. This is optional. To add or modify this text, click [. . .].


Footer text

Displays the text to print in the invoice footer. This is optional. To add or modify this text, click [. . .].


Sort order

Select the order in which you want to print invoices. For improved speed, Timberline recommends sorting by Format. The options are:

Customer -- prints invoices in customer ID order.

Contract -- prints invoices in contract ID order.

Billing contact -- prints invoices in billing contact ID order.

Format -- prints invoices in invoice format order.

The title of this item may be different if changed in Custom Descriptions.


Invoice type

Select the type of invoices you want to print. The options are:

Cost-based -- prints cost-based invoices only (Time & Material and Cost Plus to a Maximum).

Contract-based -- print contract-based invoices only (Progress Billing, Lump Sum, and Unit Price).

Both -- prints both cost-based and contract-based invoices.

The title of this item may be different if changed in Custom Descriptions.


Invoice format

To limit the invoices that are printed to a single invoice format, select the invoice format you want to use. You can click [List] to select from a list of formats.

The title of this item may be different if changed in Custom Descriptions.


Status

Select the status of invoices you want to print. You can click the arrow on the right to select from a list of statuses. Invoices matching this value only will be printed.


Customer

To limit the invoices that are printed to a single customer, enter the customer ID. You can click [List] to select from a list of customers.

The title of this item may be different if changed in Custom Descriptions.


Contract

To limit the invoices that are printed to a single contract, enter the contract ID. You can click [List] to select from a list of contracts.

The title of this item may be different if changed in Custom Descriptions.


Billing contact

To limit the invoices that are printed to a single billing contact, enter the billing contact ID. You can click [List] to select from a list of billing contacts.

The title of this item may be different if changed in Custom Descriptions.


Billing frequency

Select the billing frequency for the invoices you want to print. You can click the arrow on the right to select from a list. To include all billing frequencies, Select All.


Cut-off date

Enter the cut-off date that was entered in Generate Invoices for the invoice(s) you want to print. The cut-off date entered here must match the cut-off date entered when you generated the invoice using the Generate Invoice command. If you want to print all invoices regardless of the Generate Invoices cut-off date, leave this field blank.


Select output for:

Select the item for which you want to define a printer or print file name and click [Printer Setup]. The options are:

Invoice -- defines the printer or print file name for invoices.

Invoice journal -- defines the printer or print file name for the invoice journal

The title of this item may be different if changed in Custom Descriptions.


[Printer Setup]

Opens the Printer Setup window where you can define the printer or print file name.


[Conditions]

Opens the Conditions window where you can view, add, change, or delete a condition.


[Start]

Begins processing.


[Preview]

Opens the Preview Invoice window where you can view, on screen, the selected invoice.


[Cancel]

Closes this window without accepting your entries and returns to the main Billing window.


[List]

Displays a list for the current item in the window.


[Select Invoice]

Opens the Select Invoices window where you can select from a list of invoices to print.


[Help]

Opens Help and displays information about this window.


[. . .]

Opens the Enter Header Text window where you can add, change or delete the header text for invoices in this session.


[. . .]

Opens the Enter Footer Text window where you can add, change or delete the footer text for invoices in this session.


Enter Header Text window
Enter Text window

Use to add, change or delete header or footer text for invoices in this session of Print Invoices.


Text

Enter or change the header or footer text for invoices in this session of Print Invoices.


Print Invoices - Select Invoice Format window

Use to select the format to use for invoices printed during this session. You can leave the Invoice format field on the Print Select window blank and print invoices with all formats. Select an invoice format here when you want to print invoices that use one format only.

For example, if you are using preprinted forms, you can narrow the printing session to include invoices with that format only.

For help on an item in this window, click [image] on the window and then click the item.


Invoice Format

Displays the name of available invoice formats. To select a format, highlight it with your mouse, then click [OK].


Billing Type

Displays the billing type associated with each invoice formats. To select a format, highlight it with your mouse, then click [OK].


Print Invoices - Select Invoice window

Use to select the invoice you want to print. When you select an invoice in this window, this print session is limited to the selected invoice only. To select the invoice, highlight the invoice with your mouse and click [OK].

To include all invoices, leave the Invoice field blank in the Print Selection window.

For help on an item in this window, click [image] on the window and then click the item.


Customer

Displays the customer associated with the invoice.


Contract

Displays the contract associated with the invoice.


Generation Date

Displays the date the invoice was generated.


Amount

Displays the billed amount on the invoice.


Print Invoices - Select Customer window

Use to select the customer for which you want to print invoices. When you select a customer in this window, this print session is limited to invoices for that customer only. To include invoices for all customers, leave the Customer field blank on the Print Selection window.

For help on an item in this window, click [image] on the window and then click the item.


Customer

Displays the available customers. To select a customer, highlight it with your mouse and click [OK].


Name

Displays the customer name.


Print Invoices - Select Contract window

Use to select the contract for which you want to print invoices. When you select a contract in this window, this print session is limited to invoices for that contract only. To include invoices for all contracts, leave the Contract field blank on the Print Selection window.

For help on an item in this window, click [image] on the window and then click the item.


Customer

Displays the customer associated with each available contract.


Contract

Displays the available contracts. To select a contract, highlight it with your mouse and click [OK].


Description

Displays the description of the available contracts.


Print Invoices - Select Billing Contact window

Use to select the billing contact for which you want to print invoices. When you select a billing contact in this window, this print session is limited to invoices for that contact only. To include invoices for all billing contacts, leave the Billing contact field blank on the Print Selection window.

For help on an item in this window, click [image] on the window and then click the item.


Customer

Displays the customers associated with the available billing contacts.


Contract

Displays the contracts associated with the available billing contacts.


Billing contact

Displays the available billing contacts. To select a billing contact, highlight it with your mouse and click [OK].

The title of this item may be different if changed in Custom Descriptions.


Page Setup window

Use to change margins and report options before printing. Changes made in this window affect this print job only. Use Options (Tools menu) to specify the defaults for all print jobs.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Top margin

Enter the amount of blank space, in inches, you want at the top of each page.


Left margin

Enter the amount of blank space, in inches, you want at the left side of each page before the first column of the report.


About the billing address retrieval during Print Invoices

During Print Invoices, the billing address is retrieved in the following manner:

  1	If the invoice contains a billing contact, the address associated with that contact is retrieved from the Contact record in Accounts Receivable (General tab).

  2	If no billing contact exists on the invoice or the billing contact address is blank on the Contact record, the Billing address from the Customer record in Accounts Receivable (Billing tab) is used.

  3	If no billing address exists on the Customer record, the customer's general address is retrieved from the Customer record (General tab).

  4	If no general address exists on the Customer record in Accounts Receivable, no address is printed on the invoice.

Related Topics


About entering criteria in the Print Invoices window

The Print Invoices window is designed to allow you to narrow your selection from all available invoices to a specific group of invoices or even a single invoice. When you enter criteria in this window, Billing considers each entry a print condition. For example, if you enter a customer ID in the Customer field, only invoices for that specific customer will print. If you also enter a contract in the Contract field, only invoices for that specific customer and contract will print. You can further narrow the selection by entering a Billing contact and Invoice format.

To broaden the selection of invoices to print, leave fields that are not required blank.

To print a single invoice, leave all fields blank and click [Select Invoice] to select the invoice from a list of available invoices.

Tip

When entering information in the Print Invoices window, use the [List] button to select from a list of existing values rather than manually entering the value. This ensures that you have selected valid information.


AIA-type billing considerations

For AIA-type billings to print correctly, some considerations may need to be applied when setting up contract items in the Contracts application. Refer to the topics below for each type of AIA billing.

 Contract-based

 Cost-based


Contract-based AIA-type billing considerations

For Contract-based AIA-type billings to print correctly, some considerations may need to be applied when setting up contract items in the Contracts application. Refer to the topics listed below for details.

 Summary amounts

 Change orders

Related Topics


Summary amounts and Contract-based AIA-type billings

For summary amounts to calculate correctly on any of the "Summary Item" invoice formats (e.g., To original AIA forms, Progress Bill, or PB), you must set up contract item sections in a specific way. The contract item structure must have two sections, the first section having two digits and the second section having three digits (xx-xxx). For additional information on setting up contract item sections, see the Contracts Help topic titled Setting up sections (Contracts).

Similar to Group Cost Codes in the Job Cost application, Group contract items may be set up. This enables a group of contract items to be added together as a summary amount. The Group contract item contains all zeros in the second section (xx-000). If you do not enter a Group contract item, one will be automatically assigned on the invoice with a description of "Summary Item".

Example:

Group contract items are 01-000 and 02-000

Contract items that are added together as a Summary Item for 01-000 are 01-001, 01-002, 01-003, etc.

Contract items that are added together as a Summary Item for 02-000 are 02-001, 02-002, 02-003, etc.

Notes

•	If your contract item sectioning has already been determined and is not the xx-xxx structure, you can make changes to the invoice format using Crystal Reports® Professional 8.5.

•	This feature does not apply to Cost-based AIA type billing.

Related Topics


Change orders and Contract-based AIA-type billings

Whether an approved change order amount belongs in the "Total changes approved in previous months by Owner" or "Total approved this Month" row on the AIA document G702, is determined in the following way:  The Cut-off date entered during Generate Invoices is compared to the Date of Revision on the Change Order. If the Date of Revision is less-than or equal-to the Cut-off date and in the same month, the amount is added to this month's row. If the Date of Revision is less than the Cut-off date and in the previous month, the amount is added to the previous month's row.

Related Topics


Cost-based AIA-type billing considerations

For Cost-based AIA-type billings to print correctly, some considerations may need to be applied when setting up contract items in the Contracts application. Refer to the topics listed below for details.

 Change orders

 Fees or Margins

 Taxes

 Multiple invoices

 Deleting contract items

 Reprinting

Related Topics


Change orders and Cost-based AIA-type billings

Whether an approved change order amount belongs in the "Total changes approved in previous months by Owner" or "Total approved this Month" row on the AIA document G702, is determined in the following way:  The Cut-off date entered during Generate Invoices is compared to the Date of Revision on the Change Order. If the Date of Revision is less than or equal to the Cut-off date and in the same month, the amount is added to this month's row. If the Date of Revision is less than the Cut-off date and in the previous month, the amount is added to the previous month's row.

Note

For change order amounts to correctly display on an invoice, you must either use a Cut-off date in Generate Invoices that includes all approved change orders, or do not approve future change orders in Contracts. If a change order is approved with a Date of revision that is beyond the Cut-off date entered during Generate Invoices, the change order amount will be correctly omitted from the Change Order Summary section of the invoice, but incorrectly included in other sections.

Related Topics


Fees or margins and Cost-based AIA-type billings

For fees and/or margins to be correctly included on an invoice, you need to enter a contract item with the description of "Contractor's Fee" (Contracts application, contract item, General tab). Do not link the contract item to any job, extra, or cost code. The AIA invoice format automatically accumulates all Invoice Total add-ons and assigns them to the contract item with the description "Contractor's Fee". If a "Contractor's Fee" contract item is not entered, add-on information is not displayed on the G703.

Notes

The description, Contractor's Fee, must be typed exactly as seen here (in upper and lower case). The field is case sensitive and will not print on an invoice unless it is entered correctly in the Description field.

Add-ons with Amount types of Labor, Material, Subcontractors, Equipment, Overhead, and Other do not accumulate or print correctly on the Cost-based AIA document and should not be used in this situation. Use an Add-on table with an Amount type of Invoice total.

You can make changes to invoice formats using Crystal Reports® Professional 8.5.

Related Topics


Taxes and Cost-based AIA-type billings

For taxes to be correctly included on an invoice, you need to enter a contract item with the description of "Taxes" (Contracts application, contract item, General tab). Do not link the contract item to any job, extra, or cost code. The AIA invoice format automatically accumulates all taxes and assigns them to the contract item with the description of "Taxes". If a "Taxes" contract item is not entered, tax information is not displayed on the G703.

Notes

The description, Taxes, must be typed exactly as seen here (in upper and lower case). The field is case sensitive and will not print on an invoice unless you enter it correctly in the Description field.

You can make changes to invoice formats using Crystal Reports® Professional 8.5.

Related Topics


Multiple invoices and Cost-based AIA-type billings

For Cost-based invoices, any existing unposted invoices for a given contract must be posted (in Billing, Accounts Receivable, and Contracts) before generating a second invoice. If an existing invoice is not posted, the previous billed amount on the second invoice will be incorrect. If you continue on and print the invoices, the detailed billing amounts on the invoices will be incorrect.

If an existing invoice is not posted before generating or printing a second one, follow these steps to correct the situation:

1.	Void the second invoice.

2.	Post the first invoice (in Billing, Accounts Receivable, and Contracts)

3.	Generate the second invoice again.

Note

All contract items on a Cost-based AIA contract must have the same invoice format, customer, and contact (blank contact fields are acceptable if all are blank). If multiple invoice formats, customers, or contacts are used on the same contract, the G702 portion of the AIA document prints with incorrect amounts.

Related Topics


Deleting contract items and Cost-based AIA-type billings

Although it is possible to delete contract items in Contracts, this should not be done after generating invoices for a Cost-based AIA billing. Work-In-Progress transactions may not be included on the invoice if a particular contract item is deleted.

Related Topics


Reprinting and Cost-based AIA-type billings

When you reprint a Cost-based AIA-type invoice that has been posted in Contracts, the detail page prints incorrect amounts in all billing columns. However, the summary page will print correct amounts. To avoid reprinting these invoices using the Reprint command, keep hard copies of the original invoice.


ABN

Recipient

For those doing business in Australia, your customer's ABN (Australian Business Number) prints on Enter Quick Bill retainage invoices with tax retainage and on invoice designs that contain tax retainage (TRet designs). Billing retrieves the recipient ABN from the contact setup (General tab) in Accounts Receivable and if none entered there, from the customer setup (Taxes tab) in Accounts Receivable.

Owner

An owner ABN is entered in General Ledger on the Fiscal Settings window. This is your company's ABN number. It is retrieved and printed on invoices if you have General Ledger installed. If you are using prefixes in General Ledger, it is possible to have several owner ABNs. During invoice printing, a General Ledger prefix is retrieved to determinine the ABN number to print, using the following hierarchy: first from the prefix on the contract (Accounts tab) in Contracts;  second from the GL prefix on the customer setup (Status tab) in Accounts Receivable;  and lastly from the Default prefix in AR Settings in Accounts Receivable.


Post Invoices (Tasks menu)

Use to post invoices to Accounts Receivable. Billing prints a journal of the invoices that are posted. When Invoices are posted from Billing, entries are created and sent to Accounts Receivable. Billing depends upon the Accounts Receivable Post Entries process to create the appropriate entries to Contracts, General Ledger, and Job Cost.

Warning

•	Before posting invoices, you should back up your data files. If you should experience a power failure or if you have entered incorrect information, you can rely on your backup files.

 Post Invoices - Print Selection window

 How To

 Additional Information

 Troubleshooting


Post Invoices - Print Selection window

Use to post invoices to Accounts Receivable.

 How To

 Additional Information

 Troubleshooting

For help on an item in this window, click [image] in the window and then click the item.


About the files affected during Post Invoices

When invoices are posted in Billing, the following occurs:

•	The invoice Work-In-Progress records are transferred from the Unbilled.BLW file to the Billed.BLW file.

•	Worksheet records are transferred from the Unbilled.BLI file to the Billed.BLI file.

•	Invoice records are transferred from the Unbilled.BLI file to the Billed.BLI file.

•	Entries are created for Accounts Receivable in the New.ART file.

•	A journal is created which should be saved for reference.

Related Topics


About the Account Retrieval for Post Invoices

This account retrieval method is used for contract-based and cost-based invoices only. For Quick Bill invoices, See About the Account Retrieval for Quick Bill invoices during posting.

Select the record type for which you want to view the account retrieval method:

 Billed Retainage records

 Charge Type Add-on records

 Deduction Type Add-on records

 Section Detail records

 Tax records

 Worksheet Entry records

Related Topics


Worksheet Entry Records

Amount Type	Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Debit Account	Cash Credit Account
Total Billed - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Total Billed - prefix	Balance sheet level based on Credit account	Contract Item, Contract, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account


Section Detail Records

BL Cost Type	Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Debit Account	Cash Credit Account
Labor -base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Labor - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Material -base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Material - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Subcontract -base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Subcontract - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Equipment -base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Equipment - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Overhead -base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Overhead - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Other -base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Other - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account


Charge Type Add-on Records

Amount Type	Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Debit Account	Cash Credit Account
Total Billed - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Total Billed - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Labor - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Labor - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Material - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Material - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Subcontract - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Subcontract - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Equipment - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Equipment - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Overhead - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Overhead - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Other - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Other - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account


Deduction Type Add-on Records

Amount Type	Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Debit Account	Cash Credit Account
Total Billed - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Total Billed - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Labor - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Labor - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Material - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Material - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Subcontract - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Subcontract - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Equipment - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Equipment - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Overhead - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Overhead - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account
Other - base	Contract Item, AR Settings	Contract Item, AR Settings	Contract Item, AR Settings	---	---	Accrual credit account
Other - prefix	Balance sheet level based on Credit account	Contract Item, Customer, AR Settings	Balance sheet level based on Credit account	---	---	Accrual credit account


Tax Records

Amount Type	Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Debit Account	Cash Credit Account
Tax - base	AR Settings	Contract Item, AR Settings	---	---	---	AR Settings
Tax - prefix	Contract, Customer, AR Settings	Balance sheet level based on Debit account	---	---	---	Accrual debit account


Prepayment Records

Amount Type	Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Debit Account	Cash Credit Account
Prepayment Applied - base	AR Settings	Contract Item, AR Settings	---	---	---	AR Settings
Prepayment Applied - prefix	Contract, Customer, AR Settings	Balance sheet level based on Debit account	---	---	---	Accrual debit account


Billed Retainage Records

Billed retainage accounts are left blank during the Post Invoices process.


Rate Tables (Setup menu)

Use to set up rate tables which are used during Generate Work-In-Progress. Rate tables define the billing rates used for each cost type. They are specified on the contract item in Contracts and you can use the same rate table for multiple contract items. You can use a unique view for each table you set up. You define the columns in the grid and the order in which they display.

 Windows

 How To

 Additional Information


Rate Table Windows

 Insert Rate Table

 Rate Table

 Rate Table Setup

 Save As


Rate Table Setup window

Use to set up rate tables defining the billing rates you want to use for each cost type. You can set up as many rate tables as needed. Once you have selected the key columns and field columns in this window, click [Table] to enter the rates for this table.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Cost type

Select the cost type this rate table applies to. This rate table is used to determine the billing rates and/or amounts for this cost type only.


Table ID

Enter the unique ID you want to assign this rate table. During Generate Work-In-Progress, Billing retrieves the table that is specified on the contract/contract item in the Contracts application based on the Table ID and Effective date.


Effective date

Accept the prefilled system date or enter the effective date for this rate table. The system determines which rate table to use by comparing this date to the transaction date of the cost item.


Setup date

Displays the date on which this rate table was created.


Through date

Enter the date on which this rate table will no longer be effective. The system determines whether this rate table is valid by comparing this date to the system date. If there is no defined through date for this rate table, you can leave this field blank.


Last modified

Displays the date on which this rate table was last changed.


Description

Enter the description (up to 30 characters) for this rate table.


Available key columns

Displays the key columns that are available to add to the rate table. These determine which fields are available to be added to the rate table. To add a key column, highlight it and click [ · ]. Your selections display on the right in the Selected key columns box. Once you have accepted this rate table, you can no longer remove the key columns.


Selected key columns

Displays the key columns you have selected for this rate table. To remove a key column, highlight it and click [ · ]. The key values selected determine how the system locates the correct billing rates or markups.


Available field columns

Displays the field columns that are available to add to the rate table. To add a field column, highlight it and click [ · ]. Your selections display on the right in the Selected field columns box. Field columns can be changed at any time.


Selected field columns

Displays the field columns you have selected for this rate table. To remove a field column, highlight it and click [ · ]. The fields selected determine how the billing rate is calculated.


[Save As]

Opens the Save As window where you can copy this rate table to another rate table with a different ID and/or effective date.


[Table]

Opens the Rate Table window, which displays the Key and Field columns you have selected for this rate table. In this window the rates for this table are entered.


Rate Table window
Rate Table Detail window

Use to enter the rates and markups you want to use for this rate table.

To keep some of the left most columns visible as you scroll across this grid, you can split the grid vertically into separate panes and freeze the left pane.  How?

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Description

Enter the description (up to 60 characters) you want to assign to this rate. This is for reporting purposes only and is not used during Generate Work-In-Progress.


Employee

Enter the employee you want to assign a rate. You can click [List] to select from a list of employees. To specify all employees, enter an asterisk (*) in this column. An asterisk represents all employees not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Department

Enter the department you want to assign a rate. You can click [List] to select from a list of departments. To specify all departments, enter an asterisk (*) in this column. An asterisk represents all departments not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Contract item

Enter the contract item you want to assign a rate. To specify all contract items, enter an asterisk (*) in this column. An asterisk represents all contract items not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.

The title of this item may be different if changed in Custom Descriptions.


Job

Enter the job you want to assign a rate. You can click [List] to select from a list of jobs. To specify all jobs, enter an asterisk (*) in this column. An asterisk represents all jobs not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Extra

Enter the extra you want to assign a rate. You can click [List] to select from a list of extras. To specify all extras, enter an asterisk (*) in this column. An asterisk represents all extras not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.

The title of this item may be different if changed in Custom Descriptions.


JC cost code

Enter the cost code you want to assign a rate. You can click [List] to select from a list of cost codes. To specify all cost codes, enter an asterisk (*) in this column. An asterisk represents all cost codes not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.

The title of this item may be different if changed in Custom Descriptions.


Category

Enter the category you want to assign a rate. You can click [List] to select from a list of categories. To specify all categories, enter an asterisk (*) in this column. An asterisk represents all categories not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Certified class

Enter the certified class you want to assign a rate. You can click [List] to select from a list of certified classes. To specify all certified classes, enter an asterisk (*) in this column. An asterisk represents all certified classes not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Union

Enter the union you want to assign a rate. You can click [List] to select from a list of unions. To specify all unions, enter an asterisk (*) in this column. An asterisk represents all unions not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Union local

Enter the union local you want to assign a rate. You can click [List] to select from a list of union locals. To specify all union locals, enter an asterisk (*) in this column. An asterisk represents all union locals not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Union class

Enter the union class you want to assign a rate. You can click [List] to select from a list of union classes. To specify all union classes, enter an asterisk (*) in this column. An asterisk represents all union classes not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


PR misc 1

Enter the PR misc 1 you want to assign a rate. You can click [List] to select from a list of PR misc 1s. To specify all PR misc 1s, enter an asterisk (*) in this column. An asterisk represents all PR misc 1s not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.

The title of this item may be different if changed in Custom Descriptions.


PR misc 2

Enter the PR misc 2 you want to assign a rate. You can click [List] to select from a list of PR misc 2s. To specify all PR misc 2s, enter an asterisk (*) in this column. An asterisk represents all PR misc 2s not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.

The title of this item may be different if changed in Custom Descriptions.


Pay ID

Enter the pay ID you want to assign a rate. You can click [List] to select from a list of pay IDs. To specify all pay IDs, enter an asterisk (*) in this column. An asterisk represents all pay IDs not listed individually. For more information, see the Help topic titled About entering detail values in the rate table.


Pay type

Enter the pay type you want to assign a rate. You can click [List] to select from a list of pay types. To specify all pay types, enter an asterisk (*) in this column. An asterisk represents all pay types not listed individually. Refer to About entering detail values in the rate table for information.


Shift

Enter the shift you want to assign a rate. You can click [List] to select from a list of shifts. To specify all shifts, enter an asterisk (*) in this column. An asterisk represents all shifts not listed individually. Refer to About entering detail values in the rate table for information.


Work date

Enter the work date you want to assign a rate. You can click [List] to select from a list of work dates. To specify all work dates, enter an asterisk (*) in this column. An asterisk represents all work dates not listed individually. Refer to About entering detail values in the rate table for information.


Weekday

Enter the weekday you want to assign a rate. You can click [List] to select from a list of weekdays. To specify all weekdays, enter an asterisk (*) in this column. An asterisk represents all weekdays not listed individually. Refer to About entering detail values in the rate table for information.


Standard item

Enter the standard item you want to assign a rate. You can click [List] to select from a list of standard items. To specify all standard items, enter an asterisk (*) in this column. An asterisk represents all standard items not listed individually. Refer to About entering detail values in the rate table for information.

The title of this item may be different if changed in Custom Descriptions.


Standard item type

Enter the standard item type you want to assign a rate. You can click [List] to select from a list of standard item types. To specify all standard item types, enter an asterisk (*) in this column. An asterisk represents all standard item types not listed individually. Refer to About entering detail values in the rate table for information.

The title of this item may be different if changed in Custom Descriptions.


PR tax ID

Enter the PR tax ID you want to assign a rate. You can click [List] to select from a list of PR tax IDs. To specify all PR tax IDs, enter an asterisk (*) in this column. An asterisk represents all PR tax IDs not listed individually. Refer to About entering detail values in the rate table for information.


Fringe ID

Enter the fringe ID you want to assign a rate. You can click [List] to select from a list of fringe IDs. To specify all fringe IDs, enter an asterisk (*) in this column. An asterisk represents all fringe IDs not listed individually. Refer to About entering detail values in the rate table for information.


Vendor

Enter the vendor you want to assign a rate. You can click [List] to select from a list of vendors. To specify all vendors, enter an asterisk (*) in this column. An asterisk represents all vendors not listed individually. Refer to About entering detail values in the rate table for information.


Vendor type

Enter the vendor type you want to assign a rate. You can click [List] to select from a list of vendor types. To specify all vendor types, enter an asterisk (*) in this column. An asterisk represents all vendor types not listed individually. Refer to About entering detail values in the rate table for information.


Equipment

Enter the equipment you want to assign a rate. You can click [List] to select from a list of equipment. To specify all equipment, enter an asterisk (*) in this column. An asterisk represents all equipment not listed individually. Refer to About entering detail values in the rate table for information.

The title of this item may be different if changed in Custom Descriptions.


Equipment type

Enter the equipment type you want to assign a rate. You can click [List] to select from a list of equipment types. To specify all equipment types, enter an asterisk (*) in this column. An asterisk represents all equipment types not listed individually. Refer to About entering detail values in the rate table for information.

The title of this item may be different if changed in Custom Descriptions.


Customer

Enter the customer you want to assign a rate. You can click [List] to select from a list of customers. To specify all customers, enter an asterisk (*) in this column. An asterisk represents all employees not listed individually. Refer to About entering detail values in the rate table for information.


Unit price

Enter the unit price you want to assign the key values entered on this line of the table. Refer to About entering detail values in the rate table for information. Unit price and Unit cost are mutually exclusive, you cannot enter both in the same line.


Unit cost

Enter the unit cost you want to assign the key values entered on this line of the table. Refer to About entering detail values in the rate table for information. Unit price and Unit cost are mutually exclusive, you cannot enter both in the same line.


Pass-through cost

If you want to simply pass through a cost, mark this box. When this box is marked, the cost and billed rates and amounts are the same and all other available fields are ignored.


Non-billable

If you want to filter out a specific transaction and not bill it, mark this box. When this box is marked, all other available fields are ignored. The transaction is deleted and no Work-In-Progress record is created.


Cumulate

Mark the Cumulate box if you want to include prior markups in the basis for the calculation of this markup when determine the billing rate and amount.


Percent

Enter the markup percent.


[List]

Opens a list window where you can select from a list for the current column.


Insert Rate Table window

Use to create a new rate table. You can have more than one rate table with the same ID as long as the effective dates are different.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Cost type

Select the cost type for this rate table. You can click the arrow on the right to select from a list of cost types.


Table ID

Enter ID for this table. You can have more than one rate table with the same ID as long as the effective dates are different.


Effective date

Enter the date on which this table becomes effective.


Save As window

Use to save an existing table to a new table ID. This feature allows you to use the information you have already entered on an existing table and create a new table. You can have more than one rate table with the same ID as long as the effective dates are different.

For help on an item in this window, click [image] on the window and then click the item.


Cost type

Select the cost type for this rate table. You can click the arrow on the right to select from a list of cost types.


Table ID

Enter ID for this table. You can have more than one rate table with the same ID as long as the effective dates are different.

Example: Labor


Effective date

Enter the date on which this table becomes effective.


About entering detail values in the rate table

When entering detail in the rate table, you can use an asterisk (*) as a wildcard value that allows a single rate line to apply to multiple detail fields if no other line applies. For example, if all employees are assigned the same rate, in the employee field enter an asterisk and in the rate field enter the corresponding rate. Likewise, if you have one employee that is not assigned the same rate, enter the employee and his rate separately. The process will first look for a matching employee; if none is found, it will default to the rate with an asterisk.

The following is an example of a rate table:

Ref. #	Employee	Certified Class	Category	Rate
1	JOHN	JOURNEYMAN	LABOR	99.00
2	JOHN	JOURNEYMAN	*	95.00
3	JOHN	*	LABOR	94.00
4	JOHN	*	*	92.00
5	*	ADMIN	LABOR	80.00
6	*	JOURNEYMAN	OVERTIME	70.00
7	*	JOURNEYMAN	*	60.00
8	*	*	LABOR	50.00
9	*	*	OVERTIME	45.00
10	*	*	*	40.00

The table is automatically sorted in ascending order for faster processing during retrieval. The following describes how this table is used during Generate Work-In-Progress:

when JOHN is entered with a JOURNEYMAN certified class and LABOR category, he is billed at $99.00.

when JOHN is entered with a JOURNEYMAN certified class and any category except LABOR, he is billed at $95.00.

when JOHN is entered with any certified class except JOURNEYMAN with a category of LABOR, he is billed at $94.00.

when JOHN is entered with any certified class except JOURNEYMAN with any category except LABOR, he is billed at $92.00.

when anyone (other than JOHN) is entered with a certified class of ADMIN with a category of LABOR, they are  billed at $80.00.

when anyone (other than JOHN) is entered with a certified class of JOURNEYMAN with a category of OVERTIME, they are billed at $70.00.

when anyone (other than JOHN) is entered with a certified class of JOURNEYMAN with any category of except OVERTIME, they are billed at $60.00.

when anyone (other than JOHN) is entered with any certified class except JOURNEYMAN or ADMIN with any category of LABOR, they are billed at $50.00.

when anyone (other than JOHN) is entered with any certified class except JOURNEYMAN or ADMIN with a category of OVERTIME, they are billed at $45.00.

anyone not listed above is billed at $40.00.

Related Topics


About the rate retrieval process

During Generate Work-In-Progress, the cost amounts on transactions are calculated to arrive at the billing amounts that are printed on the invoice. To accomplish this, Billing retrieves rate information using the following hierarchy:

  1	For each cost transaction, the Standard item and Rate table on the contract item are used.

  2	If a Rate table is not assigned or no match is found, Billing looks for a Standard item on the cost transaction. If one is found, the price amount or unit price is retrieved as the billing rate.

  3	If no Standard item is found,  Billing checks the contract item for a Markup table. If no Markup table is found, the transaction is rejected.

Rejected transactions remain in the New.BLT file and a message is written to the Generate Work-In-Progress journal Exception report. Billing rates can be retrieved for rejected records during Generate Work-In-Progress after changes are made to the contract item(s) or the rate structure.

Rate and Markup tables used in the above hierarchy must pass the following date test: The transaction date must be greater than or equal to the table's Effective date and less than or equal to the table's Through date. If there are multiple tables with the same IDs which also pass the date test, the table with the most recent effective date is used.

Rate retrieval when using unit cost or unit price differs from non-unit cost items. See the following topics for details:

 About rate retrieval when using unit cost or unit price

 About rate retrieval when using non-unit cost

Related Topics


About rate retrieval when using unit cost or unit price

Billing looks at the contract item for a Rate table for the cost type matching the transaction category. If the transaction date is greater than or equal to the table's effective date and less than or equal to the Through date and the transaction has a value in the Units field, the Work-In-Progress Unit price is determined in the following order:

  1	Unit price on the Rate table -- if a value is found in the Unit price field of the Rate table and no value exists in any of the Rate table Markup columns, the Unit price from the Rate table is used.

  2	Unit price and Markups on the Rate table -- if a value is found in the Unit price field of the Rate table and a value exists in any of the Markup columns, the Unit price from the Rate table is used as a basis for the rate calculation (Unit price multiplied by Markups).

  3	Unit cost and Markups on the Rate table -- if a value is found in the Unit cost field of the Rate table and a value exists in any of the Rate table Markup columns, the Unit cost from the Rate table is used as a basis for the rate calculation (Unit cost multiplied by Markups).

  4	Unit cost from the transaction -- if the transaction has units and no value is found in the Unit cost or Unit price fields of the Rate table and a value does exist in the any of the Rate table Markup columns, the Unit cost field from the transaction is used as a basis for the rate calculation (Unit cost multiplied by Markups) to equal the Unit price.

  5	Pass through cost on the Rate table -- if no value is found in the Unit cost or Unit price fields of the Rate table and the Pass through cost field is marked, the Unit cost field from the transaction is used.

  6	Non-billable from the Rate table -- if Non-billable is marked, the transaction is deleted.

  7	If a Rate table match is not found, Billing looks for a Standard item on the transaction. If it is found, the unit price is retrieved and used on the invoice.

  8	 If no Standard item is found on the transaction, Billing looks for a Markup table on the contract item. If a valid Markup table is found (within the valid date ranges and matching cost type), the transaction unit cost is applied to the table markups on the invoice.

  9	If no unit cost is found on the transaction, Billing calculates the unit cost by dividing the transaction cost amount by the number of units. This calculated unit cost is marked up as specified by the Markup table to a unit price on the invoice.

Note

Transactions which cannot be matched to a Rate table, Standard item or Markup table are rejected by Generate Work-In-Progress. These transactions remain in the New.BLT file.

Related Topics


About rate retrieval when using non-unit cost items

When the transaction does not have a value in the units field, the Work-In-Progress amount is determined in the following order:

  1	Billing looks at the contract item for a Rate table and Cost type that match the transaction. If a Rate table is found and the transaction date is greater than or equal to the table's Effective date and less than or equal to the Through date, Billing attempts to match a rate from the Rate table to the transaction.

If a rate is found, Billing performs one of three functions:

- the cost on the transaction is passed through without applying any markups. This records the Billed amount for the invoice as equal to the cost found on the transaction.

- the cost is marked up or down using the Rate table causing the Billed amount to be more or less than the transaction amount.

- the transaction is matched to non-billable rate and deleted.

  2	If no Rate table is found and a Standard item was entered on the transaction, the Standard item record is checked and the Standard item price amount is used as the Billed amount.

  3	If no Rate table is found and a price amount cannot be retrieved from a Standard item, Billing looks at the contract item for a Markup table. If a Markup table is found and the transaction date is greater than the table's Effective date and less than the table's Through date, Billing attempts to match a Markup rate for the cost type of the transaction. Each individual Markup used in the rate retrieval can be a positive or a negative percent. The calculated Billed amount can be more or less than the transaction cost amount.

  4	If no link is made between the transaction record and the Rate table, a Standard item, or a Markup table, the transaction is rejected and remains in the New.BLT file.

Related Topics


About non-billable transactions

Use the non-billable feature in Rate Table Setup to specify costs which are normally billed but that you do not want to include on this contract. For example, if you have an agreement with your customer that you will not bill a specific employee’s labor on this contract, include it in the rate table and mark the non-billable box. This allows you to include the amount for reporting purposes, but during Generate Work-In-Progress, this transaction is excluded from the actual invoice and deleted.


About pass-through costs

You can use the pass-through cost feature in Rate Table Setup in one of two ways:

to pass the cost to the customer on the invoice without marking it up.

to print the sub-total on the invoice, then apply add-ons to reflect burden, overhead and fee markups.

During Generate Work-In-Progress adds the unit cost and cost amounts to the Work-In-Progress and Billed amounts.


Markup Tables (Setup menu)

Use to establish standard markups that can be associated with one or more contract items. Markup tables are used to mark up costs entered in Accounts Payable, Equipment Cost, Job Cost and Payroll. During Generate Work-In-Progress, the billing rate is determined by first looking for a match on the rate table associated with the contract item. If no match is found, the markup table associated with the contract item is used to mark up the unit cost or cost amount from the transaction.

 Windows

 How To

 Additional Information


Markup Table Windows

 Insert Markup Table

 Markup Table Setup

 Save As


Markup Table Setup window

Use to set up the standard markups for each type of cost. Each markup table can have up to five markups per cost type; Labor, Materials, Subcontract, Equipment, Overhead and Other. During Generate Work-In-Progress, the billing rate is determined by looking for a matching markup table and cost type on the contract item.

To create a new markup table in this window, click [image].

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Table ID

Enter the ID for this markup table. You can click the arrow on the right to select from a list of existing markup tables. To create a new table, click [image].


Effective date

Enter the date on which this markup table becomes effective. Until the effective date is current or past, the Generate Work-In-Progress command does not use this markup table. This is determined by comparing the transaction date to the effective date. You can click the arrow on the right to select from a list of existing effective dates.


Description

Enter the description for this markup table.


Through date

Enter the date on which this markup table is no longer valid. This date ensures that the Generate Work-In-Progress command does not use this markup table after this date has passed by comparing the transaction date to this date. If this table is always valid, leave the Through date blank.


Cost type

Select the cost type for which markups will be applied.


Setup date

Displays the date this markup table was created.


Last modified

Displays the date when this markup table was last changed.


Available markups

Displays the list of markups that are available to add to the markup table. To add a markup to the markup table, highlight your selection, then click [image] on the right. You can add up to five markups per cost type to the markup table.

You can add or changed items in this list in Custom Lists. See Customizing Lists.

The title of this item may be different if changed in Custom Descriptions.


Markups selected for. . .

Displays the markups you have selected for this cost type. To remove a markup, highlight it, then click [image] on the left.

The title of this item may be different if changed in Custom Descriptions.


Markup Table Setup - Select Percent window

Use to enter the percentage for the selected markup. You can also specify whether the markup should be cumulated.

For help on an item in this window, click [image] on the window and then click the item.


Percentage

Enter the percentage you want calculated for the current markup.


Cumulate

Mark the Cumulate box if you want to include prior markups in the calculation of this markup. Refer to About cumulating markups for additional information about including prior markups and the calculation process.


[Edit]

Use to add or change the Entry line percentage or cumulate status of the current markup.


[Save As]

Opens the Save As window where you can save this markup table under a different ID.


Insert Markup window

Use to create a new markup table. You can have more than one table with the same ID as long as the effective date is different.

For help on an item in this window, click [image] on the window and then click the item.


Table ID

Enter the table ID for the new markup table. You can have more than one table with the same ID as long as the effective date is different.

Example: Standard


Effective date

Enter the date on which this table becomes effective. You can have more than one table with the same ID as long as the effective date is different.


Save As window

Use to save this markup table under another table ID. This feature allows you to save the values you have already selected in an existing markup table to a new table.

For help on an item in this window, click [image] on the window and then click the item.


Table ID

Enter the new table ID.

Example: Standard


Effective date

Enter the date when this markup table will become effective.


About cumulating markups

Markups are calculated in the order in which they appear in the table. The cumulate box in the Markup Tables Setup window allows you to specify whether you want to include the amounts of the previous markup entries in the calculation of the current markup. The sample markup table below illustrates how the cumulate feature works. In this example the cost amount of the transaction is $10.00.

Markup	Percent	Cumulative	Calculation
Markup 1	10	N/A	$10.00 x 10% = 1.00
Markup 2	5	No	10.00 x 5% = .50
Markup 3	10	Yes	(10.00 + 1.00 + .50) x 10% = 1.15
Markup 4	20	No	10.00 x 20% = 2.00
Markup 5	10	Yes	(10.00 + 1.00 + .50 + 2.00) x 10% = 1.465
			Billing rate = 10.00 + 1.00 + .50 + 1.15 + 2.00 + 1.465 = 16.115
Related Topics


Add-on Tables (Setup menu)

Use to group add-ons for specifying additional charges or deductions you want to include on invoices. Add-on tables can contain an unlimited number of standard add-ons.

Charges and deductions can be flat amounts or percentages applied to the invoice total or to a specific section total (e.g., Labor, Materials, etc.). For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

 Windows

 How To

 Additional Information


Setup Add-on Tables Windows

 Add-on Table Setup

 Insert

 Standard Add-on Setup


Add-on Table Setup window

Use to specify the standard add-ons you want to include on each table. Add-on tables represent all of the standard add-ons you want to apply to one or more invoices. The add-on table used during Generate Invoices is specified on the contract.

The standard add-ons available for the table are listed in the Available standard add-ons box on the left side of the window. To create a standard add-on that is not currently in the list, click [Standard Add-ons].

 How To

 Additional Information


Table ID

Select the add-on table ID. You can click the arrow on the right to select from a list of table IDs. To create a new add-on table, click [image].

This ID is added to contracts you want to use this table in the Contracts application.


Description

Enter the description (up to 30 characters) for this table.

Examples: Burden, Overhead, Fees


Amount Type

Add-on tables can contain multiple amount types. Select the type, set up the add-ons for the selected type, then select the next type you want to include, and so on. The options are:

Labor -- selected standard add-ons are applied to the Labor amount on the cost-based invoice.

Material -- selected standard add-ons are applied to the Material amount on the cost-based invoice.

Subcontract -- selected standard add-ons are applied to the Subcontract amount on the cost-based invoice.

Equipment -- selected standard add-ons are applied to the Equipment amount on the cost-based invoice.

Overhead -- selected standard add-ons are applied to the Overhead amount on the cost-based invoice.

Other -- selected standard add-ons applied to the Other amount of the cost-based invoice.

Invoice total -- selected standard add-ons are applied to the Invoice Totals amount of the cost-based invoice.

Contract-based -- selected standard add-ons are applied to the invoice total amount of the contract-based invoice.

 The title of this item may be different if changed in Custom Descriptions.


Add-on

Displays the list of standard add-ons that are available. To view or change the contents of an add-on, highlight the add-on with your mouse, then click [Standard Add-ons]. To create a new standard add-on, click [Standard Add-ons] then click [image]. To include an add-on in the add-on table, highlight it, then click [image]. The entry displays on the bottom of the list of add-ons in the Entries box.

The title of this item may be different if changed in Custom Descriptions.


Amount/Percent

Displays the amount or percent for the current add-on.


Description

Displays the description of the current add-on.


Type

Displays the type of the current add-on.

C -- Charge

D -- Deduction


Entries: Add-on

Displays the add-ons that you have selected for this amount type on this add-on table. To remove an add-on, highlight it and click [image]. To add an item, highlight the add-on you want in the Available Add-ons box and click [image].

To change the order of the entries, which affects the cumulation calculation, highlight the entry and click [image] or [image].

Note

Add-ons for the currently selected amount type only display. The table may contain add-ons for other amount types that are not displayed.


Cumulate

Mark the Cumulate box if you want to include prior add-ons in the calculation of this percentage basis add-on on the invoice. Refer to About cumulating add-ons for additional information about including prior add-ons and the calculation process.


[Standard Add-ons]

Opens the Standard Add-ons Setup window where you can view or change the current standard add-on, add a new standard add-on, or delete an existing standard add-on.

The title of this item may be different if changed in Custom Descriptions.


Add-on Table Setup - Insert window

Use to create a new add-on table.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Table ID

Enter the table ID (up to 10 characters) you want to assign the new table.

Example: Standard


[Insert]

Inserts the new table and returns to the Add-on Table Setup window where you can assign the standard add-ons.


[Cancel]

Cancels this window without accepting the add-on table and returns to the Add-on Table Setup window.


[Help]

Opens Help and displays information about this window.


About cumulating add-ons

Add-ons are calculated in the order in which they appear in the table. The cumulate box in the Add-on Tables Setup window allows you to specify whether you want to include the amounts of the previous add-on entries in the calculation of the current percent based add-on. The sample add-on table below illustrates how the cumulate feature works. In this example the invoice total is $100.00.

Add-on	Amount	Percent	Cumulate	Calculation
Add-on 1		10		$100.00 x 10% = 10.00
Add-on 2		5	No	100.00 x 5% = 5.00
Add-on 3		10	Yes	(100.00 + 10.00 + 5.00) x 10% = 11.50
Add-on 4		20	No	100.00 x 20% = 20.00
Add-on 5		10	Yes	(100.00 + 10.00 + 5.00 + 11.50 + 20.00) x 10% = 14.65
Add-on 6	35.00		N/A	35.00
Add-on 7		10	Yes	(100.00 + 10.00 + 5.00 + 11.50 + 20.00 + 14.65 + 35.00) x 10% = 19.62
Related Topics


Standard Items (Setup menu)

Use to set up standard items which can be assigned to Accounts Payable invoice distributions, Job Cost direct cost entries, Change Work-In-Progress entries, or Quick Bill invoices.

Standard items are used to identify specific items for unique markups or billing rates or when you want to include a billing only item on an invoice. For example, if you have different billing markup rates for different types of materials, you can use Standard Items to specify markups on rate tables.

 Windows

 Tabs

 How To

Note

•	You can copy items that you entered in the Inventory application to the Billing application as standard items and include them on Quick Bill invoices.  How?

Related Topics


Standard Item Setup Tabs

 Standard Item Setup - General

 Standard Item Setup - Units/Amounts


Standard Item Setup Windows

 Insert

 Standard Item Setup


Standard Items Setup window

Use to set up standard items, which can be assigned to Accounts Payable invoice distributions and/or Job Cost direct cost entries used in Change Work-In-Progress. You can also prefill standard items on Quick Bill invoices.

Standard items can be used to group items for billing and reporting. You can specify billing rates and markups by standard items or standard item type. For example, you can group specific types of materials for 10% markup, while others may be 15%.

For help on an item in this window, click [image] on the window and then click the item.

 Tabs

 How To

Related Topics


Standard item

Select the standard item. You can click the arrow on the right to select from a list of items. To create a new standard item, click [image].

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description for this standard item. This description can be printed on the invoice.

Example: Medium grade wiring


Standard Item Setup - General tab

This command is used to set up standard items, which can be assigned to Accounts Payable invoice distributions and/or Job Cost direct cost entries used in Change Work-In-Progress. You can also prefill standard items on Quick Bill invoices.

Standard items can be used to group items for billing and reporting. You can specify billing rates and markups by standard items or standard item type. For example, you can group specific types of materials for 10% markup, while others may be 15%.

Use the General tab to specify the general information about this standard item.

For help on an item on this tab, click [image] on the window and then click the item.

 How To

Related Topics


Standard item type

Select the type you want to assign to this standard item. You can click the arrow on the right to select from a list of types. You can modify or add items to this list in Custom Descriptions. You can also set up rates and markups on the rate tables by type.

The title of this item may be different if changed in Custom Descriptions.


Cost type

Select the cost type for this standard item. You can click the arrow on the right to select from a list of cost types.


Exempt status

Select the exempt status for this standard item. You can click the arrow on the right to select from a list of statuses. You can modify or add items to this list in Custom Descriptions.


Send cost to Billing

To include this standard item in entries created for Billing when you assign it to an item in another application, mark this box.


Text

Enter text (up to 1000 characters) for this standard item.

This can be used for reporting, inquiry, or invoice format purposes.


GL account

Enter the GL credit account you want to use for this standard item when creating Quick Bill invoices. You can click the arrow on the right to select from a list of GL accounts. For cost-based contract billing, this field is not referenced.

If you are using the Control Account Type feature in General Ledger, select a revenue control account, other control account, or any non-control account from the list.

This account stores the base and suffix account only.


Standard Item Setup - Units/Amounts tab

This command is used to set up standard items, which can be assigned to Accounts Payable invoice distributions and/or Job Cost direct cost entries used in Change Work-In-Progress. You can also prefill standard items on Quick Bill invoices.

Standard items can be used to group items for billing and reporting. You can specify billing rates and markups by standard items or standard item type. For example, you can group specific types of materials for 10% markup, while others may be 15%.

Use the Units/Amounts tab to select the entry method and to enter units or amounts for this standard item.

For help on an item on this tab, click [image] on the window and then click the item.

 How To

Related Topics


Basis

Select the entry method for this standard item. The options are:

Units -- allows you to enter units and makes the Unit of Measure, Unit Cost, and Unit Price fields available on this tab.

Amounts -- allows you to enter dollar amounts and makes the Cost Amount and Price Amount fields available on this tab.


Unit cost

Enter the unit cost (up to 6.4 digits) for this standard item. This field is available only if you select Units in the Basis above.

Example: 20.0000 ($20.00)


Unit price

Enter the unit price (up to 6.4 digits) for this standard item. This field is available only if you select Units in the Basis above.

Example: 20.0000 ($20.00)


Unit of measure

Enter the unit of measure (up to 20 characters) for this standard item. This field is available only if you select Units in the Basis above.

Example: Feet, Each


Cost amount

Enter the cost amount (up to 9.2 digits) for this standard item. This field is available only if you select Amounts in the Basis above.

Example: 20.00 ($20.00)


Price amount

Enter the price amount (up to 9.2 digits) for this standard item. This field is available only if you select Amounts in the Basis above.

Example: 20.00 ($20.00)


Standard Item Setup - Insert window

Use to add a new standard item.

For help on an item in this window, click [image] on the window and then click the item.


Standard item

Enter the standard item ID (up to 10 characters) you want to add.

Example: 312Wiring

The title of this item may be different if changed in Custom Descriptions.


[Insert]

Inserts this standard item.


[Cancel]

Cancels this window without accepting your entries and returns to the Standard Item Setup window.


[Help]

Opens Help and displays information about this window.


Standard items from the Inventory application

In the Inventory application, you can enter items (Setup menu, Items) and then copy them into the Billing application as standard items (Setup menu, Send Items to Billing). In Billing, these Inventory-generated items appear with all other standard items entered in Setup menu, Standard items, and you can include them on cost-based and Quick Bill invoices.

In Billing, after you post Quick Bill invoices that have Inventory-generated standard items and units you can run the Update from Billing command (Tasks menu) in Inventory to relieve inventory. The quantity of the item in your inventory is reduced, and the Misc checkbox on the Billing Item record is selected to indicate that the inventory item has been relieved.

In Accounts Receivable, if you void or void and reinstate a Quick Bill invoice that has Inventory-generated standard items and units the system clears the Misc checkbox on the Billing Item record. This indicates the item is back in inventory, but it does not automatically add it back. The Accounts Receivable Adjust Receivables journal identifies the inventory items you need to manually add back in Inventory.

Notes

•	If an Inventory item has more than 10 characters, it cannot be copied to Billing.

•	If Inventory item ID exceeds 10 characters, the system creates a Billing interface code that shortens the ID to the first 10 characters. If the shortened ID already exists, the system sequentially numbers the last character until it finds a unique ID.

•	In Billing, if you change or delete a standard item that was originally entered in Inventory, the item is not changed or deleted in Inventory.

•	You can check to see whether a Quick Bill billing item has the Misc checkbox marked by using the Quick Bill inquiry from the Inquiry, Invoice menu. Select the Billed file (Billed.bli), and click [Item] to view the Quick Bill item. Add the Misc checkbox to the inquiry using [Select].

•	Inventory-generated standard items are relieved from inventory only from unit-based, Quick Bill invoices.

For more information about inventory items, see other Help topics in the Inventory application.

Related Topics


Billing Workflow

  1	Setup standard items.

 How?

  2	Setup rate tables.

 How?

  3	Setup markup tables.

 How?

  4	Setup standard add-ons.

 How?

  5	Setup add-on tables.

 How?

  6	Generate Work-In-Progress.

 How?

  7	Generate invoices for cost-based billing.

 How?

  8	Enter worksheets for contract-based transactions.

 How?

  9	Generate invoices for contract-based billing.

 How?

10	Print invoices.

 How?

11	Change invoices.

 How?

12	Post invoices.

 How?


Adding and deleting lines on a Quick Bill invoice

To insert a detail line, right click on the far left column of the item where you want to insert and select Insert item from the popup menu. The new item is added above the selected item.

To delete an item, right click on the far left column of the item you want to delete and select Delete item from the popup menu.

Related Topics


Adding text and blank lines on Quick Bill invoices

When entering a Quick Bill invoice, you can enter detail lines which consist entirely of text. These text lines do not require units or amounts and can contain up to 1000 characters. These lines can be inserted anywhere within the detail section of the invoice.

To insert a blank line between two lines, click on the far left column of the line you want to insert a line above.

To add a blank line, when the cursor is positioned in the Item # column in the grid, delete the prefilled item number and press the down arrow key on your keyboard. If the item number is already blank, tab to the Description column, use the spacebar to enter a blank space, then press the down arrow key.

Note

When you delete the prefilled item number to add a blank line, the automatic prefilling is discontinued. Timberline recommends that you enter all of your invoice items first, then use the insert method to add blank lines or text lines.

To create a text line, enter the text (up to 1000 characters) in the Description column of the blank line.

Related Topics


Billing retainage for cost-based invoices

  1	From the Tasks menu, select Change Invoices.

  2	Click [Filters] and enter the customer or contract associated with the invoice for which you want to bill retainage.

  3	Highlight the invoice in the list and click [Bill Retainage].

  4	In the Retainage Billed window, enter the amount or percentage to bill. Your entry cannot exceed the amount available on the invoice.

  5	Click [OK] to save your entry.

  6	Click [Close] to exit Change Invoices.

For help on an item in this window, click [image] on the window and then click the item.

Note

•	For invoices that are fully paid, bill retainage in Accounts Receivable. See Billing Retainage in Accounts Receivables online Help for instructions.

Related Topics


Billing retainage for contract-based invoices

  1	From the Tasks menu, select Enter Worksheets.

  2	Select the contract for which you want to bill retainage.

  3	Scroll to the Retainage billed this period column and enter the amount of retainage you want to bill. If the Retainage billed this period column does not display, change the Billing worksheet view on the Contract in the Contracts application (Billing tab) to one of the following: Lump Sum, Percent, Progress, Standard, or Unit Price.

  4	Click [Finish] when you are done.

  5	Generate contract-based invoices.  How?

For help on an item in this window, click [image] on the window and then click the item.

Note

•	For invoices that are fully paid, you can also bill retainage in Accounts Receivable. See the Accounts Receivable Help topic titled Billing Retainage.

Related Topics


Billing retainage for Quick Bill invoices

  1	From the Tasks menu, select Enter Quick Bill.

  2	Click [image] to add a new invoice.

  3	Enter a customer and a job. A job is optional.

  4	From the Invoice form drop-down menu, select Bill retainage.

  5	Enter or change the remaining header information (invoice ID, invoice date, address, etc.) as needed.

  6	In the grid, enter invoice line items for retainage to bill. The Description column prefills with "Retainage," but you can change it.

  7	Enter an extra and cost code if you use them. Enter the amount of retainage you want to bill in the Ret billed column. You can prefill invoice items by clicking [Prefill Item].

  8	Verify your totals and click [Finish] to save the invoice.

For help on an item in this window, click [image] on the window and then click the item.

Notes

The retainage receivables base account is retrieved from AR Settings (GL Balance Sheet Account window). The GL prefix prefills in the Additional Information window, and you can change it only before you enter any invoice items. For the retrieval hierarchy, see the GL Prefix What's This Help.

To change the customer, job, or invoice form after you have started entering items or after an invoice has been printed, delete the invoice and reenter it. Click [image] to delete the invoice. If the invoice has been posted, void the invoice in Accounts Receivable (do not reinstate) and reenter it in Billing.

Related Topics


Changing add-on tables

  1	From the Setup menu, select Add-on Tables.

  2	Select the Table ID you want to change. You can click the arrow on the right to view the list.

  3	Select the amount type.

  4	To add an entry, highlight the available add-on and click [image]. To remove an existing entry, highlight it and click [image] below the Entries box. To change the order of an entry, highlight it and click [image] or [image].

  5	Click [Close] to save your changes and return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.


Changing a Quick Bill invoice

You can change any Quick Bill invoice that has not been posted. If the invoice has been posted, edit it in Accounts Receivable, Adjust Receivables (Tasks menu).

  1	From the Tasks menu, select Enter Quick Bill.

  2	Click [Select Invoice].

  3	Highlight the invoice you want to change from the invoice list and click [OK]. Only Quick Bill invoices that have not been posted display in the list.

  4	Modify the invoice as needed.

  5	Click [Finish] to save your changes.

For help on an item in this window, click [image] on the window and then click the item.

Note

To change the customer, job, or invoice form after you have started entering items, or after an invoice has been printed, you need to delete the invoice and reenter it. Click [image] to delete the invoice. If the invoice has been posted, you need to void the invoice in Accounts Receivable (do not reinstate) and reenter it in Billing.

Related Topics


Changing invoices

  1	From the Tasks menu, select Change Invoices.

  2	Select the invoice you want to change or click [Filters] to narrow the list.

  3	To change the status, highlight the invoice and tab to the Status column. Then, click the arrow on the right to select the new status.

  4	To void an invoice, see Voiding invoices.

 How?

  5	To bill retainage, see Billing retainage.

 How (cost-based invoices)

 How? (contract-based invoices)

  6	When you are finished, click [Close] to return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

The Change Invoices command is used to change invoices that have been generated in the Generate Invoices command. You can change the status or bill retainage using Change Invoices. Once an invoice has been posted, it can no longer be changed.


Overview

Invoice Formats is used to customize invoices by selecting from a list of sub-reports. Each invoice format is identified by the billing type (cost-based or contract-based), by orientation (portrait or landscape) and an individual Invoice format ID. For each invoice format, you can select the sub-report(s) (the information included and its layout) you want to use for the Header, Page Header, Detail sections, Footer, and Page Footer.

Note

•	The first release of Billing does not include landscape style Cost-based formats.


Changing standard add-ons

  1	From the Setup menu, select Standard Add-ons.

  2	Select the standard add-on you want to change. You can click the arrow on the right of the Add-on ID field to select from a list of standard add-ons.

  3	On the General tab, change the information for processing this add-on.

  4	Click the Amount/Percentage tab.

  5	Change the entry basis and amount or percent for this add-on as needed.

  6	Click [Close] to save your changes and return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.


Changing standard items

  1	From the Setup menu, select Standard Items.

  2	Select the standard item you want to change. You can click the arrow on the right of the Add-on ID field to select from a list of standard items.

  3	On the General tab, enter the information for processing this standard item.

  4	Click the Units/Amount tab.

  5	Select the entry method and enter the units or amounts for this standard item.

  6	Click [Close] to save your changes and return to the main Billing window.

Note

When you change or delete a standard item that was originally entered in the Inventory application and copied to Billing, the item is not changed or deleted in Inventory.

If you want to update unit price fields on Inventory items which have already been set up as Billing standard items, update the unit price fields in Inventory and rerun the Send Items to Billing command from the Inventory Setup menu. You can send one of three different price fields associated with each Inventory item. For more information, see Help topics in the Inventory application.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Changing Work-In-Progress records

  1	From the Tasks menu, select Work-In-Progress and then Change.

  2	In the Display Options window, select the contract for which you want to change Work-in-Progress records.

  3	Select the contract item you want to change and click [image].

  4	You can view the details of the selected Work-In-Progress record by clicking [image]. This window can be left open to view information about other items while you scroll through grid.

  5	Select the column you want to change, enter your changes, then click [Accept Line].

  6	To add a new Work-In-Progress record, click [image].

  7	When you are finished, click [Finish] to return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Note

You can delete a line on the entry grid by using the right mouse button. Right-click in the first column of the line you want to delete. Highlight the Delete Row command and left-click.

Related Topics


Overview

You can use Change Work-In-Progress to make changes to or delete existing Work-In-Progress records. You can also create new records prior to generating invoices. You cannot make changes to Work-In-Progress records for contract-based invoicing.


Creating subtotals and down totals on Quick Bill invoices

  1	From the Tasks, select Enter Quick Bill

  2	Enter a new invoice [image] How? or select an existing invoice [image] How? .

  3	Go to a blank line or insert a blank line where you want to add a subtotal or down total. To insert a line, click on the far left column of the line you want to insert above and right click. Select Insert item from the popup menu.

  4	Click [Total Item] and select the type of total (subtotal 1, 2 or down total) you want to apply.

  5	Repeat steps 3 and 4 for each subtotal or down total you want to enter.

  6	Click [Finish] to save your invoice and exit Enter Quick Bill.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Deleting a Quick Bill invoice

You can delete any Quick Bill invoice that has not been posted. If the invoice has been posted, void it in Accounts Receivable, Adjust Receivables (Tasks menu). When voiding, you have the option to reinstate it for editing in Billing.

  1	From the Tasks menu, select Enter Quick Bill.

  2	Click [Select Invoice].

  3	Highlight the invoice you want to delete and click [OK]. Only Quick Bill invoices that have not been posted display in the list.

  4	Click [image] to delete the invoice.

For help on an item in this window, click [image] on the window and then click the item.


Entering a Quick Bill invoice

  1	From the Tasks menu, select Enter Quick Bill.

  2	Click [image] to add a new invoice.

  3	Enter the Customer, Job and Invoice form.

 About the Quick Bill invoice form

  4	Enter or change the Header information as needed.

  5	Enter invoice line items in the grid. You can prefill invoice items by clicking [Prefill Item].  How?

Notes

Click [image] to open the Item Accounting window where you can specify the extra, cost code, revenue account and other billing information for the current invoice item.

You can also change the status, invoice description, accounting date and other information by clicking [Additional Info].

  6	Create sub-totals as needed.  How?

  7	Verify your totals and click [Finish] to save the invoice.

For help on an item in this window, click [image] on the window and then click the item.

Note

To change the customer, job, or invoice form after you have started entering items, or after an invoice has been printed, you need to delete the invoice and reenter it. Click [image] to delete the invoice. If the invoice has been posted, you need to void the invoice in Accounts Receivable (do not reinstate) and reenter it in Billing.

Related Topics


Entering worksheets

  1	From the Tasks menu, select Enter Worksheets.

  2	In the Enter Worksheets - Select Contract window, highlight the contract for which you want to enter a worksheet and click [OK]. The worksheet is prefilled with the contract amount and prior billed information from the contract item.

  3	Enter the current billing information for each contract item on the worksheet. Click [Accept Line] to move to the next item.

  4	You can click [image] to display the contract item details for the current item. You can leave the detail window open and view information about each item while you scroll through the grid.

  5	To enter a worksheet for another contract, click [Change Contract].

  6	When you have finished entering worksheets, click [Finish].

For help on an item in this window, click [image] on the window and then click the item.

Notes

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

You can delete a line on the entry grid by using the right mouse button. Right-click in the first column of the line you want to delete. Highlight the Delete Row command and left-click.

Warning

If contract items or change orders have been added in Contracts since worksheet entries were made, they will not display in the grid or be reflected in the amounts. To include these additional contract items and change orders, clear the worksheet by clicking [Delete Worksheet] and reopen it. The additional contract items and change orders are now displayed. You need to reenter any worksheet entries made since the last time an invoice was generated for the contract.

Related Topics


Overview

Use Enter Worksheets to enter information such as Units in place, Stored material, Work completed and Percent for contract-based billings. Contract-based billings include Progress Billing, Unit Price, and Lump Sum billings. The worksheet information is used in generating invoices for these billing types.


Generating invoices

  1	From the Tasks menu, select Generate Invoices.

  2	In the Generate Invoices - Print Selection window, select the type of invoices you want to generate. The options are:

Cost-based -- generates invoices for Time & Material and Cost Plus to a Maximum billing types.

Contract-based -- generates invoices for Progress Billing, Lump Sum and Unit Priced billing types.

  3	Select the Billing frequency and Cut-off date of the Work-In-Progress records for the invoices you want to generate. Work-In-Progress records with a date equal-to or less-than the Cut-off date will be included in the generate invoice process.

  4	If you want to generate invoices for a specific customer or contract only, enter the customer or contract.

  5	Click [Printer Setup] and select the printer or print file name for the Generate Invoices Journal.

  6	Click [OK] to return to the Generate Invoices, Print Selection window.

  7	Click [Start] to begin processing.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

The Generate Invoices command accumulates worksheet entries or Work-In-Progress records to create invoices. During this process, add-ons, taxes and retainage held amounts are also calculated.

Cost-based and contract-based billings must be processed separately.

Invoice numbers and dates are not applied during the Generate Invoices command. The invoice number and dates are assigned during print final invoices. Invoices can be changed and retainage can be billed up until you post the invoice to Accounts Receivable. Once invoices have been posted, all adjustments must be made in Accounts Receivable.


Generating Work-In-Progress

  1	From the Tasks menu, select Work-In-Progress and then Generate.

  2	If you are using named files, select the BLT (transaction) file you want to use.

  3	If you want to limit which records process, click [Conditions]. You can add as many conditions as necessary to complete the task.

  4	From the Print Selection window, click [Printer Setup] and select the printer or print file name for the Generate Work-In-Progress journal.

  5	Click [OK].

  6	Click [Start] to begin processing.

  7	A journal lists any rejected entries. For more information, see the Help topic titled Correcting transactions rejected during Generate Work-In-Progress.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


About Generating Work-In-Progress

The Generate Work-In-Progress task creates Work-In-Progress (WIP) records from transaction records that are received from Accounts Payable, Equipment Cost, Job Cost, and Payroll. Generate Work-In-Progress applies the rates and markups you have specified by contract item and creates an Unbilled.BLW file which is used for generating invoices for cost-based billing (Time & Materials and Cost Plus to a Maximum). For contract-based billing (Progress Bill, Lump Sum, and Unit Price), WIP records are created if you mark the Send Cost to Billing check box on the contract item Billing tab in Contracts. For contract-based billings, WIP records are used for only reporting purposes, not invoicing, and they are stored in the History.BLW rather than the Unbilled.BLW.

 How To

Related Topics


Regenerating Work-In-Progress

If you have changed a rate table, markup table, or job link on a contract in Contracts, you can use the Regenerate Work-In-Progress command to recalculate and revise existing Work-In-Progress entries. Follow the steps listed below:

  1	From the Tasks menu, select Work-In-Progress and then Regenerate.

  2	If you want to limit which records process, click [Conditions]. You can add as many conditions as necessary to complete the task.

  3	From the Print Selection window, click [Printer Setup] and select the printer or print file name for the Generate Work-In-Progress journal.

  4	Click [OK].

  5	Click [Start] to begin processing.

  6	A journal lists any rejected or deleted entries. For more information, see the Help topic titled Correcting WIP records rejected during Regenerate Work-In-Progress.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


About Regenerating Work-In-Progress

If you have changed a rate table, markup table, or job link on a contract in Contracts, you can use the Regenerate Work-In-Progress command to recalculate and revise existing Work-In-Progress entries. Regenerate retrieves the new changes from the rate and markup tables and recalculates the billed amount. Work-In-Progress entries with a status of Billed or Rejected are reprocessed during Regenerate Work-In-Progress.

Notes

New Work-In-Progress entries that you manually add using the Change Work-In-Progress command cannot be regenerated.

If Billed Units have been modified using Change Work-In-Progress, the regenerating process uses the new Billed Units to recalculate the Billed Amount but does not change the Cost Units. If you regenerate a Work-In-Progress entry that has had a Billed Unit Price or Billed Amount modified using Change Work-In-Progress, the regenerate process ignores the changes made in Change Work-In-Progress and recalculates the Billed Amount based on the Billed Units and new Unit price on the rate or markup table.

Work-In-Progress entries that cannot be regenerated are assigned a status of Rejected and are listed on the Regenerate Work-In-Progress journal.

If the Send cost to Billing settings associated with an existing Work-In-Progress entry have been changed and instructions for sending costs to Billing for that entry no longer exist, the Work-In-Progress entry is deleted during Regenerate.

The only items recalculated during Regenerate Work-In-Progress are Work-In-Progress Unit Price, Work-In-Progress Units (if Billed Units changed), Work-In-Progress Amount, Billed Unit Price, and Billed Amount.

Regenerate Work-In-Progress does not reprocess contract-based billing entries.

 How To

Related Topics


Posting invoices

  1	From the Tasks menu, select Post Invoices.

  2	Click [Printer Setup] and select the printer or print file name for the posting journal.

  3	Click [OK].

  4	Click [Start] to begin processing.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

When you post invoices, Billing creates a journal detailing the invoices that are posted. When Invoices are posted to Billing, entries are created and sent to Accounts Receivable. Billing depends upon the Accounts Receivable Post Entries process to create the appropriate entries to General Ledger.

Warning

•	Before posting invoices, you should back up your data files. If you should experience a power failure or if you have entered incorrect information, you can rely on your backup files.


Posting Quick Bill invoices

Quick Bill invoices are posted along with your contract-based and cost-based invoices when you use the Post Invoices command (Tasks menu). The invoice must have a status of Printed to be available for posting.

  Posting invoices


Prefilling Quick Bill invoice items

  1	From the Tasks menu, select Enter Quick Bill.

  2	In the Enter Quick Bill window, enter all header information (customer, job, job address, etc.).

  3	Click [Prefill Item].  If the invoice form is Bill Retainage, the retainage amount available to bill is prefilled. Otherwise, the Prefill Item window opens.

  4	Click the tab for the type of item you are prefilling (Standard Item, Rate Table Detail, Standard Add-on, or Percent Complete).

  5	Select the standard item, rate table, add-on, or percent complete you want to use to prefill the current invoice item. You also have the option of adding new standard items and add-ons from the Prefill window by entering a new ID and clicking [image].

  6	When you have finished selecting your prefill information, click [Prefill].

  7	In the Enter Quick Bill window, complete the invoice and click [Finish].

Notes

The Percent Complete tab is available only when the job on the invoice has a billing level of Job.

 The Rate Table tab is available only if you are entering a unit-based invoice.

Entering a standard item in the Standard Item column on the Enter Quick Bill item entry grid is the same as entering one from the Prefill Items window.

Related Topics


Printing a Quick Bill invoice

  1	From the Tasks menu, select Enter Quick Bill.

  2	Click [Print Invoices].

  3	In the Print Selection window, mark Current invoices or mark Selected invoices. If you mark Selected invoices, choose whether you want to display all invoices, unit-based invoices only, non unit-based invoices only or bill retainage invoices only in the Invoice Selection list.

  4	Click [Select] and highlight the invoice or invoices you want to print. To select multiple invoices, press and hold down the [Ctrl] key while using your mouse to select the invoices. Only Quick Bill invoices are available to print from the Enter Quick Bill command.

Note

The invoice number prefills from AR Settings. You can change the invoice number when printing selected invoices or a current invoice that does not already have an invoice number assigned.

  5	Click [OK] to return to the Print Invoices window.

  6	Click [Start] to begin.

Note

To reprint an invoice that has already been printed, use the Quick Bill Invoices report (Reports menu).

 Troubleshooting


Printing invoices

 Previewing invoices

 Printing draft invoices

 Printing final invoices

 Reprinting invoices


Previewing invoices

  1	From the Tasks menu, select Print Invoices, Preview.

  2	Select the Invoice and Work-In-Progress files that contain the invoice(s) you want to preview.

  3	Enter the criteria for the invoice(s) you want to preview.

  4	Click [. . .] to enter optional Header and Footer text.

  5	Click [Preview].

Note

The Preview window automatically minimizes itself on your toolbar.

  6	To exit the Preview window, click [X] in the upper left corner of the window.

  7	Click [Cancel] to return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.


Overview

Print Invoices, Preview is used to view invoices on screen before actually printing them. No invoice IDs or dates are assigned and no updating occurs. You can preview an invoice as many times as necessary.


Printing draft invoices

  1	From the Tasks menu, select Print Invoices, Draft.

  2	Enter the criteria for the invoice(s) you want to print a draft.

  3	Click [. . .] to enter optional Header and Footer text.

  4	Select Journal in the Select output for box and click [Printer Setup] to assign a print file name or printer for the invoice journal.

  5	Select Invoices in the Select output for box and click [Printer Setup] and assign the printer for the draft invoice(s). You cannot send the actual invoices to a print file.

  6	Click [OK] to return to the Print Invoices window.

  7	Click [Start] to begin processing.

Note

•	Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview draft invoices

Print Invoices, Draft is used to print invoices for verification prior to printing final invoices. No invoice IDs or dates are assigned and no updating occurs. You can print a draft of the same invoice as many times as necessary. Draft invoices cannot be printed for invoices with a status of Printed.


Printing final invoices

  1	From the Tasks menu, select Print Invoices, Final.

  2	Enter the criteria for the invoice(s) you want to print.

  3	Click [. . .] to enter optional Header and Footer text.

  4	Select Journal in the Select output for box and click [Printer Setup] to assign a print file name or printer for the invoice journal.

  5	Select Invoices in the Select output for box and click [Printer Setup] and assign the printer for the draft invoice(s). You cannot send the actual invoices to a print file.

  6	Click [OK] to return to the Print Invoices window.

  7	Click [Start] to begin processing.

Warning

•	Invoice and draw IDs, as well as dates, are assigned during the final printing of invoices, be sure you have previewed or printed a draft of the invoice prior to printing the final invoice.

Note

•	Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

Print Invoices, Final is used to print the final invoice after you have verified the draft invoices. When final invoices are printed, the invoice IDs, invoice dates, accounting date and due dates are assigned. The status changes to Printed and a journal is created.


Printing to AIA forms

  1	From the Tasks menu, select Print Invoices, then select Draft, Final or Reprint.

  2	Enter the criteria for the invoices you want to print (except for the Invoice date for Final invoices, this step is optional).

  3	In Invoice format, click [List] and select your AIA Form format. The default format provided is “To AIA original forms”.

  4	To print a single invoice, click [Select invoices] and select an invoice from the list.

  5	To print directly to the AIA form, load the G702 and G703 forms into your printer. For single invoices, load one G702 and multiple G703 forms. For multiple invoices, you must know the exact number of G703 forms you need for each G702 that you load. See the Overview for examples.

  6	Click [Start] to begin printing.

Note

•	Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.


Overview

You can print to original AIA forms G702 and G703 using the Print Invoices command. You cannot print invoices to forms and blank paper during the same print session. When you print to forms, you must also decide whether you want to print one invoice at a time or multiple invoices. The advantage of printing one at a time is that you can insert one G702 form on top of the G703 forms between each invoice. When you print multiple invoices, you must know the exact number of pages of each invoice is and insert one G702 form at the beginning of each set of G703s.

For example, if your invoice consists of a cover page (G702), eight pages of detail (G703s), you must insert one G702 and eight G703 forms into the printer for that invoice. Below these forms you will have one G702 form followed by the exact number of G703 forms required for the next invoice and so on. Printing draft invoices to blank paper before printing to forms is recommended.


Reprinting invoices

  1	From the Tasks menu, select Print Invoices, Reprint.

  2	Select the Invoice and Work-In-Progress files that contain the invoice(s) you want to reprint.

  3	Enter the criteria for the invoice(s) you want to reprint.

  4	Click [. . .] to enter optional Header and Footer text.

  5	Select invoice in the Printer Information section.

  6	Click [Printer Setup] and specify the printer or print file name for the invoice(s).

  7	Click [OK].

  8	Select journal in the Printer Information section.

  9	Click [Printer Setup] and specify the printer or print file name for the journal.

10	Click [OK].

11	Click [Start] to begin processing.

Note

•	Printing invoices in Billing requires a Hewlett Packard 4, 5 or 6 compatible laser printer. This does not include Deskjet™ printers.

For help on an item in this window, click [image] on the window and then click the item.


Overview

Print Invoices, Reprint is used to reprint invoices with a status of Printed.


Setting up add-on tables

  1	From the Setup menu, select Add-on Tables.

  2	To create a new table, click [image].

  3	Enter the Table ID (up to 10 characters).

Example: Standard

  4	Click [Insert].

  5	Enter the description (up to 30 characters).

Example: Standard contract add-ons

  6	Select the Amount type for the table.

  7	Highlight the standard add-on you want and click [image]. Repeat this until you have selected all the add-ons you want for this amount type.

  8	To include the previous add-ons in the calculation method for an add-on, mark Cumulate. Be sure that the entries are in the order in which you want to calculate the add-ons. To move an entry, highlight it and click [image] or [image]. See About cumulating add-ons for more information.

  9	Repeat steps 6-8 until you have completed the table for each amount type you want to include.

10	Click [Close] to save the table and return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

Add-on tables are used to group add-ons for specifying additional charges or deductions you want to include on invoices. Add-on tables can contain an unlimited number of standard add-ons.

Charges and deductions can be percentages or flat amounts applied to the invoice total or to a specific section total (e.g., Labor, Materials, etc.). For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.


Add-ons

An Add-on is a charge or deduction that modifies the invoice amounts based on a fixed amount or percentage. Add-ons can be specified for a section of the invoice (labor, material, subcontract, etc.) and/or the invoice total. For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount. Add-ons are calculated during Generate Invoices.

To use add-ons, you must first create a standard add-on, then select it in an add-on table.  How?

The Add-on table must be specified on the contract record in the Contracts application.


Setting up markup tables

  1	From the Setup menu, select Markup Tables.

  2	Click [image] to add a new markup table.

  3	Enter the Table ID and the Effective date.

  4	Click [Insert].

  5	Enter the table description (up to 30 characters). For example, Standard markup.

  6	Select the Cost type.

  7	Highlight the markup you want to add and click [image].

  8	Enter the markup percentage for the selection and click [Add/Modify].

  9	To include the previous markups in the calculation method for the selection, mark Cumulate. Be sure that the entries are in the order in which you want to calculate the markups. See About cumulating markups for more information.

10	Repeat steps 6-9 until you have completed the table with all of the cost types you want to include.

11	Click [Close] when you are finished.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

Markup tables are used to associate standard markups and can be used for one or more contract item. During Generate Work-In-Progress, the billing rate is determined by first looking for a match on the rate table for the cost type from the contract item. If no match is found, the markup table from the contract item is used to find the markup by the cost type of the transaction.


Markups

Markups are used to calculate billing rates and amounts by applying percentage based markups to cost entries which are posted to Billing from other Timberline applications. To use markups, you must first create a table which is used to calculate the billing rates and amounts during Generate Work-In-Progress.  How?

This table must also be specified on the contract item record in the Contracts application.


Setting up rate tables

  1	From the Setup menu, select Rate Tables.

  2	Click [image] to add a new rate table.

  3	Enter the Cost type, Table ID and Effective date for the rate table.

  4	Click [Insert].

  5	Enter the description (up to 30 characters) and the Through date for this rate table.

  6	Select the Key columns and Available field columns for the table by highlighting your selections and clicking [image].

Note

Selected key columns can only be removed or moved if no detail exists on the Rate Table Detail window (accessed when you click [Table]). Key columns may be added at the end of the selected list at any time.

  7	Click [Table].

  8	Enter the rates for this table. See About entering detail values in the rate table.

  9	Click [Close] when finished.

10Click [Close] to accept this table and return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

Rate tables are used during Generate Work-In-Progress. Rate tables define the billing rates used for each cost type. You can use a unique view for each table you set up. You define the columns in the grid and the order in which they display. See About entering detail values in the rate table for a sample rate table.


Rates

Rates are used to specify how individual cost items are priced. Rates are applied based on the cost type of the transaction posted to Billing from other Timberline applications. The cost type is defined by the accumulate as value of the category or cost code of the item.

To use rates, you must first create rate tables for each cost type for which you want to apply rates.  How?

The rate table is them specified on the contract item record in the Contracts application.


Setting up standard add-ons

  1	From the Setup menu, select Standard Add-ons.

  2	To create a new standard add-on, click [image].

  3	In the Insert window, enter the add-on ID (up to 10 characters).

Example: BurdenFED

  4	Click [Insert] to add the standard add-on.

  5	On the General tab, enter the information for processing this add-on.

  5	Click the Amount/Percentage tab.

  6	Select the basis and amount or percent for this add-on.

  7	Click [Close] to save your entries and return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

Standard add-ons are used to specify additional charges or deductions that you want to include on invoices. Charges and deductions can be percentages or flat amounts applied to the invoice total or to a specific section total (e.g., Labor, Materials, etc.).

For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

Standard add-ons are then selected when you create an add-on table which is used during Generate Invoices.


Setting up standard items

  1	From the Setup menu, select Standard Items.

  2	To create a new standard item, click [image].

  3	In the Insert window, enter the standard item ID (up to 10 characters).

Example: 312Wiring

  4	Click [Insert].

  5	On the General tab, enter the information for processing this standard item.

  6	Click the Units/Amount tab.

  7	Select the entry method (Basis) and enter the units or amounts for this standard item.

  8	Click [Close] to save your entries and return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Note

You can copy items that you entered in the Inventory application to the Billing application as standard items and include them on Quick Bill invoices.  How?

Related Topics


Overview

Standard Items can be assigned to Accounts Payable invoice distributions or Job Cost direct cost entries or used in Change Work-In-Progress and prefilled on Quick Bill invoices. For example, you can use standard items to specify groups of materials for billing purposes or to identify inventory items that need to be billed.


Standard items

You can use standard items for billing and tracking cost for frequently used items. Standard items can identify types of material items such as stakes used for surveying or electrical parts. You can also identify types of labor such as installing electrical components and types of equipment if you are not interfacing with the Equipment Cost application.

Standard items can also be selected when you enter invoices in Accounts Payable or direct costs in Job Cost. For example, if the invoice distribution amount is for category M, but the materials should be billed at different rates, you can create separate distributions. Each distribution can specify the standard item associated with the materials and billing price is calculated using a different billing rate for each standard item.

To use standard items, you must set them up in Billing.  How?

Note

You can copy items that you entered in the Inventory application to the Billing application as standard items and include them on Quick Bill invoices.  How?

Related Topics


Specifying Billing Settings

  1	From the File, Data Folder Settings menu, select BL Settings.

  2	On the General tab, enter the general processing information for customer invoices generated in Billing.

  3	Click the Invoice tab and specify location of the text to be printed on each section of the invoice.

  4	Click the Default Text tab and specify the default header and footer text for printing invoices.

  5	Click the Journals and Forms tab and define the journal and forms designs you want to use for each Billing command.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

The BL Settings command allows you to set up information that determines how your company uses Billing.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up BL Settings. These settings directly influence the operation of your software, and must be set up in order to use Billing efficiently. You should thoroughly review each setting and have a clear understanding of BL Settings before using Billing.


Synchronizing Work-In-Progress records

  1	From the Tasks menu, select Change Work-In-Progress.

  2	In the Display Options window, select the contract for which you want to change Work-in-Progress records. To ensure that all Work-In-Progress records are corrected, do not enter a cut-off date or apply conditions.

  3	Click [Synchronize WIP].

  4	When you are finished, click [Finish] to return to the main Billing window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Synchronizing worksheet entries

  1	From the Tasks menu, select Enter Worksheets.

  2	In the Enter Worksheets - Select Contract window, highlight the contract for which you want to enter a worksheet and click [OK]. The worksheet is prefilled with the contract amount and prior billed information from the contract item.

  3	In the Enter Worksheets window, click [Synchronize Entries].

  4	When you have finished entering worksheets, click [Finish].

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Overview

When you generate invoices, the items that are included on the invoice are determined by the information contained on the contract item. All Work-In-Progress and Worksheet entry records that are generated or created in Billing are grouped by the Generate Invoices command based on the Customer, Contract, Invoice format and, when the Billing location is Item, the Billing contact.

When you add or change contract items, if these fields are not the same on each contract item, additional invoices will be created. For example, if a contract has three contract items and each of those items has a different customer specified, Generate Invoices will create three separate invoices.

If contract items are changed after you have entered worksheets or generated Work-In-Progress records, you can use the synchronize feature to change the values on these records to match the contract items.


Viewing sample sub-reports in Invoice Formats

  1	From the Tools menu, select Invoice Formats.

  2	In the Invoice Formats window, click [Sub-report Samples]. This button launches an HTML Help file that looks and acts just like an Internet Web Page.

  3	Select the invoice section for which you want to view sub-reports. For example, Labor detail.

  4	Select the billing type (cost-based or contract-based) and the style (portrait or landscape).

  5	Click the sub-report you want to view. To return to the list, click [Return to list] at the bottom of the page or use the Back button on the browser tool bar.

  6	When you are finished, click the close icon [X] in the upper left corner of the window.

Related Topics


Overview

Unlike the [Preview] button in Invoice Formats, the [Sub-report Samples] button allows you to preview the individual sub-reports before selecting them in a format. Once selected, you can use the [Preview] button to see the entire invoice format. When you click [Sub-report Samples], Billing launches an HTML Help file. It is designed to look and respond just like an Internet Web Site. You can keep the HTML Help file open and view available sub-reports at the same time you are setting up your invoice formats in Billing.


Voiding invoices

  1	From the Tasks menu, select Change Invoices.

  2	Click [Filters] and enter the customer or contract associated with the invoice.

  3	Highlight the invoice in the list and tab to the Status column.

  4	Click the arrow on the right and select Voided.

  5	Click [Close].

  6	In the Void Invoices window, select how you want associated records processed.

  7	Click [OK].

For help on an item in this window, click [image] on the window and then click the item.

Note

•	For invoices that have already been posted in Billing, you can void them in Accounts Receivable and reinstate them in Billing. For more information, see the Accounts Receivable Help topic titled About voiding Billing invoices in Accounts Receivable.


Standard Add-ons (Setup menu)

Use to specify additional charges or deductions you want to include on invoices. Charges and deductions can be percentages or flat amounts applied to the invoice total or to a specific section total (e.g., Labor, Materials, etc.).

 Tabs

 Windows

 How To

For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

Related Topics


Standard Add-ons Tabs

 General

 Amount/Percent


Standard Add-ons Windows

 Insert

 Standard Add-on Setup


Standard Add-on Setup window

Use to specify additional charges or deductions you want to include on invoices.

For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

 Tabs

 How To

For help on an item in this window, click [image] on the toolbar and then click the item.

 Additional Information

Related Topics


Add-on ID

Select the ID for this add-on. You can click the arrow on the right to select from a list of add-ons. To add a new standard add-on click [image].

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description (up to 30 characters) you want to use for this add-on. This description prints on the invoice.

Example: Labor Burden


Standard Add-on Setup - General tab

Use this command to specify additional charges or deductions you want to include on invoices.

For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

Use the General tab to define the type, exempt status, and General Ledger account for this standard add-on.

 How To

 Additional information

For help on an item on this tab, click [image] on the window and then click the item.

Related Topics


GL account

Enter the GL credit account you want to use for this add-on. You can click the arrow on the right to select from a list of GL accounts. If you leave this blank, the account is retrieved from the contract item when an invoice using this add-on is posted.

If you are using the Control Account Type feature in General Ledger, select a revenue control account, other control account or any non-control account from the list.

This account stores the base and suffix account only.


Exempt status

Select the exempt status for this add-on. The status determines whether or not taxes are calculated for the add-on during Generate Invoices for both cost-based and contract-based billings. The exempt status is recognized only if the below box titled "Exempt status to follow add-on" is marked.

For Quick Bill invoicing, this exempt status always follows the add-on regardless of whether or not the Exempt status to follow add-on is marked. It is retrieved when a standard add-on is prefilled as a Quick Bill invoice item.

You can modify or add items to this list in Custom Descriptions.


Exempt status to follow add-on

If you want the exempt status in the above field used to determine whether or not taxes are calculated for this add-on for cost-based or contract based billings, mark this box. If you want the exempt status from the contract item (Tax tab) in Contracts used instead, do not mark this box.

For Quick Bill invoices, the exempt status from the standard add-on always follows the add-on regardless of whether or not the Exempt status to follow add-on is marked.

For more information on taxes and standard add-ons, see the Help topic titled About calculating taxes for standard add-ons.


About calculating taxes for standard add-ons

An exempt status determines whether or not taxes are calculated for a standard add-on during Generate Invoices for both cost-based and contract-based billings. You have the option of retrieving the exempt status from the contract item in Contracts (Tax tab) or from the standard add-on itself. If you want the exempt status from the standard add-on (Setup menu), you need to mark the box titled "Exempt status to follow add-on" which is also on the standard add-on. If you want the tax exempt status from the contract item in Contracts, the "Exempt status to follow add-on" box on the standard add-on setup needs to be unmarked.

For taxable standard add-ons, a tax group is retrieved and used to calculate tax amounts. Regardless of whether the exempt status comes from the standard add-on or contract item, the tax group is retrieved from the contract item in Contracts (Tax tab).

Tax exempt status and tax groups on the contract item in Contracts are entered by amount type. When they are retrieved to calculate add-on taxes, the specific one retrieved matches the amount type (section) of the add-on table that contains the standard add-on. The Total billed amount type tax information on the contract item is retrieved when the amount type on the add-on table is Invoice total. The Total billed tax group on the contract item is also the default used if one has not been entered in another amount type.

Note

When standard add-ons are entered on a Quick Bill invoice, the tax group prefills from the invoice item entered above it. The exempt status is retrieved from the Standard add-on.


Type

Select the type of add-on this is. The options are:

Charge -- creates an invoice record which increases the amount of the invoice.

Deduction -- creates an invoice record which decreases the amount of the invoice.


Text

Enter text information about this add-on (up to 1000 characters).

This text can be used for reporting and inquiry purposes.


Hold retainage

To hold retainage on this standard add-on, mark this box.

The title of this item may be different if changed in Custom Descriptions.


Standard Add-on Setup - Amount /Percent tab

Use this command to specify additional charges or deductions you want to include on invoices.

For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

Use the Amount/Percent tab to select the entry method and specify the amount or percentage for this standard add-on.

 How To

For help on an item on this tab, click [image] on the window and then click the item.


Basis

Select the basis for calculating this standard add-on. The options are:

Amount -- allows you to enter an amount for this add-on.

Percent -- allows you to enter a percentage for this add-on.


Amount

If you are applying a flat amount, enter the amount (up to 9.2 digits).

This field is available when you select Amount in the Basis field above.

Example: 250.00


Percent

If you are applying a percentage amount, enter the amount (up to 3.4 digits).

This field is available when you select Percent in the Basis field above.

Example: 35.0000 (35%)


Standard Add-on Setup - Insert window

Use to create a new standard add-on.

For help on an item in this window, click [image] on the window and then click the item.


Add-on

Enter the ID (up to 10 characters) you want to assign this standard add-on.

Examples: Burden, Overhead, Fees

The title of this item may be different if changed in Custom Descriptions.


[Insert]

Adds the new standard add-on and returns to the Standard Add-on Setup window.


[Cancel]

Closes this window without accepting your entries and returns to the Standard Add-on Setup window.


[Help]

Opens Help and displays information about this window.


Enter Worksheets (Tasks menu)

Use to enter information such as Units in place, Stored material, Work completed and Percent complete for contract-based billings. Contract-based billings include Progress Billing, Unit Price, and Lump Sum billings. Contract item information is prefilled in the grid based on the Revised contract and Previously billed amounts.

Note

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

 Windows

 How To

 Additional Information


Enter Worksheets Windows

 Contract Item Detail

 Select Contract

 Enter Worksheets


Enter Worksheets - Select Contract window

Use to select a contract for which you want to enter a worksheet. Highlight the contract with your mouse and click [OK] to accept and move to the next window.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Contract list

Displays a list of available contracts and their descriptions. To enter a worksheet, select a contract by highlighting it with your mouse, and click [OK] to move to the next window.

For additional information on which contracts display here, see the Help topic titled About the criteria for contracts displayed in the Contract list in Enter Worksheets.

The title "contract" may be different if changed in Custom Descriptions.


Contract

Displays the available contracts. To select the contract you want, highlight it with your mouse and click [OK].

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the description of the contracts in the list.


Enter Worksheets window

Use to enter information such as Units in place, Stored material, Work completed, and Percent complete for contract-based invoices. Contract-based billing methods include Progress Billing, Unit Price, and Lump Sum billings.

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting, which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view. Tax retainage columns display if you have marked the Tracking tax retainage box in AR Settings in Accounts Receivable.

Notes

•	You can copy one contract item's Percent Billed or Retainage Percent this Period value to all contract items listed below it, using the Fill Down feature. To do this, enter a Percent Billed amount for a contract item. With your cursor still in the Percent Billed field, right-click to display a menu. Highlight and left-click the Fill Down option. The Percent Billed for the first contract item prefills for the contract items listed below it. The same instructions apply for the Retainage Percent this Period column.

•	To keep some of the left most columns visible as you scroll across this grid, you can split the grid vertically into separate panes and freeze the left pane.  How?

•	If no entry is necessary in a column on this grid, you can hide the column.  How?  The Hide/Show selections you make are saved per Billing worksheet view. For example, if you hide the Details button for a contract that uses the Progress worksheet view, when you open other contracts that use the Progress worksheet view, the Details button will not appear. For other contracts that do not use the Progress worksheet view, the Details button will appear.

•	You can delete a line by using the right mouse button. Right-click in the first column of the line you want to delete. Highlight the Delete Row command and left-click.

Warning

If contract items or change orders have been added in Contracts since worksheet entries were made, they will not display in the grid or be reflected in the amounts. To include these additional contract items and change orders, clear the worksheet by clicking [Delete Worksheet] and reopen it. The additional contract items and change orders are now displayed. You need to reenter any worksheet entries made since the last time an invoice was generated for the contract.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information

 Troubleshooting


Entry grid icons

The icons displayed in the first column of entry grids indicate the status of individual lines (rows).

This icon	Indicates

The current, or active, line.

Where a new line can be added. This icon displays in the last line of the grid.

That information on this line has been changed, but not yet saved. To save the changes, click [Accept Line] or move to another line. To cancel changes, click [Cancel Line] or using your mouse, right-click on the pencil icon and select Undo Changes.

Note

•	You can delete a line by using the right mouse button. Right-click in the first column of the line you want to delete. Highlight the Delete Row command and left-click.


Contract Item

 Displays the contract item.

The title of this item may be different if changed in Custom Descriptions.


Description

Displays the contract item description.


Revised Contract Amount

Displays the revised contract amount from the contract item. This is the Original contract plus change orders. Any change orders added in Contracts since this worksheet was entered are not included in this amount. To include the additional change orders, delete this worksheet and reenter it.

The title of this item may be different if changed in Custom Descriptions.


Previous Billed Amount

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab) in the Contracts application, this displays the total billed amount to-date from the contract item. If you have not marked the box in Contracts, this prefills with the following calculation: Total billed to date – Stored materials from the contract item.

This amount is updated after invoices are posted in Billing, Accounts Receivable, and Contracts.


Revised Contracted

Displays the revised units contracted.

The title of this item may be different if changed in Custom Descriptions.


Unit of Measure

Displays the total unit of measure from the contract item.


Unit Price

Displays the unit price from the contract item.


Previous Units Billed

Displays the total units billed to-date from the contract item.


Units in Place This Period

Enter the total units to be billed for this period. When you enter a value here, the Total Units in Place and Units to Finish columns are recalculated accordingly.

This field is active only if the following have been entered:

•	In Contracts, on the Billing tab of the contract, the Billing worksheet view must be Unit Price.

•	In Contracts, on the Contract tab of the contract item, Units contracted and Unit price must be entered.

•	In Contracts, on the Billing tab of the contract item, the Billing type must be Unit Price.


Total Units in Place

Accept the prefilled total units in place, or enter the total units in place.

This column is prefilled based on the sum of previous units billed and units in place this period. If you change this value, the Units in Place This Period column is recalculated.

The title of this item may be different if changed in Custom Descriptions.

This field is active only if the following have been entered:

•	In Contracts, on the Billing tab of the contract, the Billing worksheet view must be Unit Price.

•	In Contracts, on the Contract tab of the contract item, Units contracted and Unit price must be entered.

•	In Contracts, on the Billing tab of the contract item, the Billing type must be Unit Price.


Units to Finish

Accept the prefilled Units to finish, or enter the Units to finish.

This column is prefilled based on the revised units contracted minus total units in place. If you change this value, the Units in Place This Period and Total Units in Place columns are recalculated.


Previous Work Completed

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab) in the Contracts application, this displays the Total billed to date from the contract item. If you have not marked the box in Contracts, this prefills with the following calculation: Total billed to date – Stored materials from the contract item.

This amount is updated after invoices are posted in Billing, Accounts Receivable, and Contracts.


Work Completed This Period

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab) in the Contracts application, enter the amount of work completed this period (not including stored materials).

If you have not marked the Add stored materials to previous work completed box on the contract (Billing tab) in Contracts, enter work completed this period plus any previously billed stored materials that are now complete.

When you enter a value here, the Total Work Completed & Stored and Retainage Held This Period columns are recalculated accordingly.


Amount to Bill This Period

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab) in the Contracts application, enter the amount to bill this period (not including stored materials).

If you have not marked the Add stored materials to previous work completed box on the contract (Billing tab) in Contracts, enter work to bill this period plus any previously billed stored materials that are now complete.

When you enter a value here, if the billing type is Unit price, the Units to Bill This Period column is recalculated to be the amount to bill this period divided by the unit price. The Total Billed and Retainage Held This Period are also recalculated based on the value you enter here.


Materials Presently Stored

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab) in the Contracts application, enter the amount of stored materials to bill this period (stored materials are complete).

If you have not marked the Add stored materials to previous work completed box on the contract (Billing tab) in Contracts, this prefills from Stored materials on the contract item. You can accept the prefilled amount, or add any new stored materials to bill this period that are not complete, and/or subtract any previously billed stored materials that are now complete. (Only stored materials that are currently not complete are entered here.)

When you enter a value here, the Total Billed column is recalculated. The calculation varies, based on whether or not you have marked the Add stored materials to previous work completed box on the contract. See About stored materials for detailed information about how stored materials billing amounts are calculated.

This field is active when Progress Billing has been selected as the Billing type for the contract item (Billing tab) in Contracts.


Total Work Completed & Stored

Accept the prefilled amount of Total Work Completed and Stored, or enter the amount.

This column is prefilled based on the following calculation: Previous Work Completed + Work Completed this Period + Materials Presently Stored. If you change this column, the Work Completed This Period column is recalculated. The Percent Billed and Balance to Finish and Retainage Held this Period columns are recalculated as well.


Total Billed

Accept the prefilled Total billed from the contract item, or enter the total billed amount.

This column is prefilled based on the following calculation: Previous Billed Amount + Amount to Bill this Period + Materials Presently Stored. When you change the value in this column, the Percent Billed, Balance to Finish, and Amount to Bill This Period columns are recalculated.


Percent billed

Accept the prefilled percent billed from the contract item, or enter the percent. When you change the value of this column, the Amount to Bill This Period is recalculated.

You can copy one contract item's Percent Billed value to all contract items listed below it, using the Fill Down feature. To do this, enter a Percent Billed amount for a contract item. With your cursor still in the Percent Billed field, right-mouse click to display a menu. Highlight and left-mouse click the Fill Down option. The Percent Billed for the first contract item prefills for the contract items listed below it.


Balance to Finish

Accept the prefilled amount or enter the balance to finish.

This column is prefilled based on the Revised Contract Amount minus the Total Billed amount. When you change the value in this column, the Amount to Bill This Period is recalculated.


Retainage Held This Period

Accept the prefilled amount or enter the amount of retainage held this period.

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab) in the Contracts application, this column is prefilled based on the following calculation: (Work Completed this Period + Materials Presently Stored * Retainage % this Period.

If you have not marked the Add stored materials to previous work completed box on the contract (Billing tab) in Contracts, this column is prefilled based on the following calculation: (Work Completed this Period + (Materials Presently Stored – Previously Stored Materials)) * Retainage % this Period.

When you change the value in this column, the Retainage Percent This Period and Retainage Balance columns are recalculated.

The title of this item may be different if changed in Custom Descriptions.


Retainage Billed This Period

Enter the amount of retainage billed this period.

When you change the value in this column, the Retainage Balance column is recalculated.

The title of this item may be different if changed in Custom Descriptions.


Retainage Percent this Period

Enter the percent of retainage held this period. When you change the value in this column, the Retainage Held this Period column is recalculated.

You can copy one contract item's Retainage Percent this Period value to all contract items listed below it, using the Fill Down feature. To do this, enter a Retainage Percent this Period amount for a contract item. With your cursor still in the Retainage Percent this Period field, right-mouse click to display a menu. Highlight and left-mouse click the Fill Down option. The Retainage Percent this Period for the first contract item prefills for the contract items listed below it.

The title of this item may be different if changed in Custom Descriptions.


Retainage Balance

Displays the Retainage balance from the contract item.

The title of this item may be different if changed in Custom Descriptions.


Tax retainage billed this period

Displays the amount of tax retainage billed this period. This column is prefilled based on the percent you enter in the Retainage Percent This Period column.


Tax Retainage Available

Displays the previously held tax retainage on this contract item.


Totals

Displays the total for the above column.


Percent Billed Total

Displays the total for the Percent Billed column. The calculation is (Revised Contract Amount total/Total billed total)*100.


Contract item status

Displays the current status of the contract item.

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job associated with this contract item.


Job description

Displays the description of the job associated with this contract item.


Extra

Displays the extra associated with this contract item.

The title of this item may be different if changed in Custom Descriptions.


Extra description

Displays the description of the extra associated with this contract item.

The title of this item may be different if changed in Custom Descriptions.


Customer

Displays the customer associated with this contract item.

The title of this item may be different if changed in Custom Descriptions.


Customer description

Displays the name of the customer associated with this contract item.

The title of this item may be different if changed in Custom Descriptions.


Reported percent complete

Displays the reported percent complete from the contract item.


[Select Contract]

Opens the Enter Worksheets - Select Contract window where you can select another contract.

The title of this item may be different if changed in Custom Descriptions.


[Cancel line]

Cancels the entries in the current line.


[Accept line]

Accepts the entries in the current line.


[Delete Worksheet]

Clears all entries made to the current worksheet since the last invoice was generated for this contract. It does not permanently remove the worksheet. After deleting, when you select the contract in Enter Worksheets, the worksheet displays and is available again for entry.


Contract Item Detail window

Use to view the worksheet entries for the current contract item that are not displayed in the grid.

For help on an item in this window, click [image] on the window and then click the item.

 Tabs


Contract Item Detail Tabs

 Billed Information

 Contract Amounts

 General


Contract Item Detail - General tab

Use to view the general information about the current contract item. To update the Customer, Billing contact and Invoice format fields with the current value on the Contract item, click [Synchronize Entries] on the Enter Worksheets window.

For help on an item on this tab, click [image] on the window and then click the item.


Status

Displays the status of the current contract item from the contract item record.


On-hold

Indicates if the current contract item is on hold.

The title of this item may be different if changed in Custom Descriptions.


Customer

Displays the customer associated with the current contract item. To update the Customer with the current value on the Contract item, click [Synchronize Entries] on the Enter Worksheets window.

The title of this item may be different if changed in Custom Descriptions.


Customer description

Displays the description of the customer associated with the current contract item.


Billing contact

Displays the billing contact associated with the current contract item. To update the Billing contact with the current value on the Contract item, click [Synchronize Entries] on the Enter Worksheets window.

The title of this item may be different if changed in Custom Descriptions.


Billing contact description

Displays the description of the billing contact associated with the current contract item.

The title of this item may be different if changed in Custom Descriptions.


Invoice format

Displays the invoice format assigned to the current contract item. To update the Invoice format with the current value on the Contract item, click [Synchronize Entries] on the Enter Worksheets window.


Job

Displays the job to which the current contract item is assigned.


Job description

Displays the description of the job to which the current contract item is assigned.


Extra

Displays the extra to which the current contract item is assigned.

The title of this item may be different if changed in Custom Descriptions.


Extra description

Displays the description of the extra to which the current contract item is assigned.

The title of this item may be different if changed in Custom Descriptions.


Billing type

Displays the billing type for the current contract item from the contract item record.


Billing frequency

Displays the billing frequency assigned to the current contract item from the contract item record.


Retainage percent

Displays the percent of retainage assigned to the current contract item.

The title of this item may be different if changed in Custom Descriptions.


Reported percent complete

Displays the reported percent complete from the contract item.


Contract Amounts tab

 Use to view the current and to-date amounts on the contract item record.

For help on an item on this tab, click [image] on the window and then click the item.

The title of this item may be different if changed in Custom Descriptions.


Original contract amount

Displays the original amount of the contract item.

The title of this item may be different if changed in Custom Descriptions.


Units contracted

Displays the units contracted on the contract item.


Unit of measure

Displays the unit of measure assigned to the current contract item.


Unit price

Displays the unit price assigned to the current contract item.


Approved change order amount

Displays the approved change order amount of the contract item.

The title of this item may be different if changed in Custom Descriptions.


Revised contract amount

Displays the revised contract amount of the contract item. This is the sum of the Original contract amount plus the Approved change order amount.

The title of this item may be different if changed in Custom Descriptions.


Retainage percent this period

Displays the retainage percentage this period.


Approved change order units

Displays the approved change order units from the contract item.


Revised units contracted

Displays the revised units contracted from the contract item. This is the sum of the Units contracted plus the Approved change order units.


Billed Information tab

Use to view the billed information for the current contract item.

For help on an item on this tab, click [image] on the window and then click the item.


Percent billed

Displays the percent of total billed to-date for the current contract item.


Previously stored materials

Displays the stored materials for this contract item (Contract tab) in the Contracts application prior to this worksheet entry.


Previously billed

Displays the billed amount for this contract item prior to this worksheet entry.


Previous units billed

Displays the previous units billed for this contract item prior to this worksheet entry.


Payments contract-to-date

Displays the total payments for this contract to-date.

The title of this item may be different if changed in Custom Descriptions.


Receivable adjustments

Displays the total amount of adjustments made to the current contract item in Accounts Receivable.


Retainage held contract-to-date

Displays the total amount of retainage held on the current contract item to-date.

The title of this item may be different if changed in Custom Descriptions.


Retainage billed contract-to-date

Displays the total amount of retainage billed on the current contract item to-date.

The title of this item may be different if changed in Custom Descriptions.


Retainage balance

Displays the current retainage balance. This is calculated as (retainage balance from the contract + (retainage held this period - retainage billed this period)).

The title of this item may be different if changed in Custom Descriptions.


Last invoice

Displays the last invoice for the current contract item.

The title of this item may be different if changed in Custom Descriptions.


Last invoice date

Displays the last invoice date for the current contract item.

The title of this item may be different if changed in Custom Descriptions.


Available attachments

Select the record type for which you want to apply an attachment.


About the criteria for contracts displayed in the Contract list
About the criteria for contracts displayed in the Contract list in Enter Worksheets

Contracts that are displayed in the Contract list must meet the following criteria:

  1	A worksheet view is defined on the contract (Billing tab) in Contracts.

  2	The status of the contract is Approved (General tab) in Contracts.

  3	No unposted invoice records exist for the contract.

Once you have selected a contract, the following verification occurs on the contract items:

  1	The contract contains contract-based items. This is determined by a Billing type of Progress Billing, Lump Sum, or Unit Priced on the contract item (Billing tab) in Contracts.

  2	A customer with a status of Active is defined on the contract item (General tab) in Contracts. The customer must be defined on each contract item for the contract.

Note

•	If the above criteria are not met, or if the customer on the contract item has been deleted in Accounts Receivable, you will receive the following error message: "The contract you selected does not contain any items that meet the required criteria". You may need to change the Billing type to a contract-based type, enter a valid, existing customer on the appropriate contract items, or in Accounts Receivable, reenter the deleted customer (with the exact same customer ID).

Related Topics


About unattached Worksheet entries

Unattached Worksheet entries are worksheet entries that have been created but have not been processed by the Generate Invoice command. For example, if you have created worksheet entries for a contract, but have not yet generated invoices for contract-based billings, these worksheet entries are considered unattached because they are not yet associated with an invoice.

If a contract does not meet the first four criteria for displaying in the Contract list in Enter Worksheets, but has existing unattached worksheets, it is displayed in the list. When selected, the existing worksheet entries prefill the entry grid.

Related Topics


About unposted invoices and the Contract List

Contracts that have unposted invoices in Billing do not display in the Contract List in Enter Worksheets, even if the contract meets the first three criteria for displaying. Until the contract is posted, the information on the Contract Item record is not current and therefore, the information in the Worksheet entry grid cannot be prefilled accurately.

Related Topics


About how columns are updated in the Worksheet Entry grid

The following table lists the grid columns that are updated when amounts are entered or changed:

Column	Update
Units in Place This Period	Updates the Total Units in Place, Units to Finish, Amount to Bill this Period and Total Billed columns. This field updates the Units complete field in the Contracts application (contract item, Contract tab).
Total Units in Place	Updates the Units in Place This Period, Units to Finish, Amount to Bill This Period and Total Billed columns. This field updates the Units complete field in the Contracts application (contract item, Contract tab).
Unit to Finish	Updates the Units in Place This Period, Total Units in Place, Amount to Bill This Period and Total Billed columns.
Work Completed This Period	Updates the Total Work Completed & Stored and Percent columns.
Materials Presently Stored	Updates the Total Work Completed, Total Billed & Stored and Percent columns.
Total Work Completed & Stored	Updates the Work Completed This Period and Percent columns.
Percent	Updates the Work Completed This Period, Amount to Bill this Period, Total Billed and Total Work Completed & Stored columns.
Amount to Bill This Period	Updates the Total Billed, Percent and Units in Place This Period columns.
Total Billed	Updates the Amount to Bill This Period and Percent column.
Retainage Held This Period	Update the Retainage Balance column.
Retainage Billed This Period	Updates the Retainage Balance column.
Note

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

Related Topics


About additional contract items and change orders in Enter Worksheets

Contract items that are added to the contract in Contracts after a worksheet has been entered in Enter Worksheets do not display in the grid. Likewise, change orders that are added after the worksheet has been entered are not reflected in the Revised contract amount. To include additional contract items and change orders, clear the worksheet by clicking [Delete Worksheet] and reopen it. The additional contract items and change orders are now displayed. Reenter any worksheet entries you made since the last time an invoice was generated for the contract.


Units in Place this Period and Total Units in Place are inactive

Units in Place this Period and Total Units in Place in the Enter Worksheets grid are inactive. How do I access them?

These fields are active only if the following have been entered:

•	In Contracts, on the Billing tab of the contract, the Billing worksheet view must be Unit Price.

•	In Contracts, on the Contract tab of the contract item, Units contracted and Unit price must be entered.

•	In Contracts, on the Billing tab of the contract item, the Billing type must be Unit Price.


Change Work-In-Progress (Tasks menu)

Use to make changes to or delete existing Work-In-Progress records. You can also create new Work-In-Progress records prior to generating invoices. You cannot make changes to Work-In-Progress records for contract-based invoicing.

To locate the record(s) you want to change, you can modify the sort order or use the Find function.

 Windows

 How To

 Additional Information


Change Work-In-Progress Windows

 Add Standard Item

 Work-In-Progress Details

 Select Contract window

 Work-In-Progress


Select Contract window

Use to select the contract for which you want to change Work-In-Progress records. You can enter criteria to determine the contracts that display in this window.

To select a contract, highlight it with your mouse and click [OK].

For help on an item in this window, click [image] on the window and then click the item.


Contract

Displays the available contracts that meet the criteria you entered in this window.


Contract description

Displays the description of the contracts in the list.


Contract List

Select the contract for which you want to display Work-In-Progress records.


Cut-off date

Enter the cut-off date for which you want to display Work-In-Progress records for the selected contract. Work-In-Progress records with a date equal-to or less-than the cut-off date entered display.


Change Work-In-Progress window

Use to make changes to or delete existing Work-In-Progress records. You can also create new records prior to generating invoices. You cannot make changes to Work-In-Progress records for contract-based invoicing.

Notes:

•	You can delete a line by using the right mouse button. Right-click in the first column of the line you want to delete. Highlight the Delete Row command and left-click.

•	If no entry is necessary in a column on this grid, you can hide the column.  How?

•	To keep some of the left-most columns visible as you scroll across this grid, you can split the grid vertically into separate panes and freeze the left pane.  How?

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Entry grid icons

The icons displayed in the first column of entry grids indicate the status of individual lines (rows).

This icon	Indicates

The current, or active, line.

Where a new line can be added. This icon displays in the last line of the grid.

That information on this line has been changed, but not yet saved. To save the changes, click [Accept Line] or move to another line. To cancel changes, click [Cancel Line] or using your mouse, right-click on the pencil icon and select Undo Changes.

Note

•	You can delete a line by using the right mouse button. Right-click in the first column of the line you want to delete. Highlight the Delete Row command and left-click.


Contract item

Displays the contract item for the current Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


Date

Displays the date for this Work-In-Progress record.

To change the date, enter the date you want for this Work-In-Progress record.


Status

Displays the current status of this Work-In-Progress record.

To change the status, select the status you want for this Work-In-Progress record. The options are:

•	Bill -- allows an invoice to be generated for this record.

•	Hold -- places this record on Hold.

•	Voided -- voids this record.


Job

Displays the job associated with this Work-In-Progress record.


Extra

Displays the extra associated with this Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


JC Cost code

Displays the cost code associated with this Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


Category

Displays the category associated with this Work-In-Progress record.


Cost type

Displays the cost type associated with this Work-In-Progress record.

To change the cost type, select the cost type you want. You can click the arrow on the right to select from a list of cost types.

If you are adding a new Work-In-Progress record, the Cost type prefills from the Standard Item.


Unit of measure

Displays the unit of measure associated with this Work-In-Progress record.

To change the unit of measure, enter the unit of measure for this Work-In-Progress record.


Billed units

Displays the billed units for this Work-In-Progress record.

To change the units, enter the units for this Work-In-Progress record.


Billed unit price

Displays the billed unit price for this Work-In-Progress record.

To change the billed unit price, enter the price for this Work-In-Progress record.

If you are adding a new Work-In-Progress record, the Billed unit price prefills from the Standard Item when basis equals units.


Billed amount

Displays the billed amount for this Work-In-Progress record.

To change the billed amount, enter the amount for this Work-In-Progress record.

If you are adding a new Work-In-Progress record, the Billed amount prefills from the Standard Item when basis equals units.


Exempt status

Displays the exempt status for this Work-In-Progress record.

To change the tax exempt status, select the tax exempt status for this Work-In-Progress record.

If you are adding a new Work-In-Progress record, the Exempt status prefills from the Standard Item.


Category

Displays the category associated with the current Work-In-Progress record.


Category description

Displays the description of the category associated with the current Work-In-Progress record.


Standard item

Displays the standard item associated with this Work-In-Progress record.

To change the standard item, select the standard item you want. You can click the arrow on the right to select from a list of standard items.

The title of this item may be different if changed in Custom Descriptions.


Work-In-Progress description

Displays the Work-In-Progress description for this record.


Extra

Displays the extra associated with the current Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


Extra description

Displays the description of the extra associated with the current Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


Cost code

Displays the JC cost code associated with the current Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


Cost code description

Displays the description of the JC cost code associated with the current Work-In-Progress record.

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job associated with the current Work-In-Progress record.


Job description

Displays the description of the job associated with the current Work-In-Progress record.


[Select Contract]

Opens the Change Work-In-Progress – Select Contract window where you can select the contract for which you want to change or enter new Work-In-Progress records.


Work-In-Progress Details window

Use to view details about the current Work-In-Progress record.

For help on an item in this window, click [image] on the window and then click the item.

 Tabs


Work-In-Progress Details Tabs

 AP, EQ & JC Information

 Billing Information

 PR Information


AP, EQ & JC Information tab

Use to view Accounts Payable, Equipment Cost and Job Cost details for the current Work-In-Progress record.

For help on an item in this window, click [image] on the window and then click the item.


Vendor

Displays the vendor associated with this Work-In-Progress item.


Vendor description

Displays the description of the vendor associated with this Work-In-Progress item.


Vendor type

Displays the vendor type associated with this Work-In-Progress item.


AP invoice

Displays the Accounts Payable invoice associated with this Work-In-Progress item.


Equipment

Displays the equipment associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Equipment description

Displays the description of the equipment associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Equipment type

Displays the equipment type associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Equipment type description

Displays the description of the equipment type associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


EQ Cost code

Displays the Equipment cost code associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


EQ Cost code description

Displays the description of the Equipment cost code associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


EQ Revenue code

Displays the Equipment revenue code associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


EQ revenue code description

Displays the description for the Equipment revenue code associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Commitment

Displays the commitment associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Commitment item

Displays the commitment item associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Standard item

Displays the standard item associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Standard item type

Displays the standard item type associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Billing Information tab

Use to view Billing details for the current Work-In-Progress record. To update the Customer, Billing contact and Invoice format fields to match the values on the Contract items, click [Synchronize WIP] in the Change Work-In-Progress window.

For help on an item in this window, click [image] on the window and then click the item.


Contract item

Displays the contract item for the current Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Contract item description

Displays the contract item description of the current Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Customer

Displays the customer associated with this Work-In-Progress item. To update the Customer to match the value on the Contract item, click [Synchronize WIP] in the Change Work-In-Progress window.

The title of this item may be different if changed in Custom Descriptions.


Customer description

Displays the description of the customer associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Billing contact

Displays the billing contact for this Work-In-Progress item. To update the Billing contact to match the value on the Contract item, click [Synchronize WIP] in the Change Work-In-Progress window.

The title of this item may be different if changed in Custom Descriptions.


Billing contact description

Displays the description of the billing contact associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Invoice format

Displays the invoice format associated with this Work-In-Progress item. To update the Invoice format to match the value on the Contract item, click [Synchronize WIP] in the Change Work-In-Progress window.


Unit cost

Displays the unit cost for this Work-In-Progress item.


Units

Displays the total units assigned to this Work-In-Progress.


Cost amount

Displays the total cost for this Work-In-Progress item. This is the cost posted from Accounts Payable, Equipment Cost, Job Cost and Payroll.


WIP units

Displays the Work-In-Progress units associated with this Work-In-Progress item. This is the number of units posted form Accounts Payable, Equipment Cost, Job Cost and Payroll.


WIP unit price

Displays the Work-In-Progress unit price associated with this Work-In-Progress item. This is the unit price calculated during Generate Work-In-Progress.


WIP amount

Displays the Work-In-Progress amount associated with this Work-In-Progress item. This is the billing amount calculated during Generate Work-In-Progress.


Cost account

Displays the cost account associated with this Work-In-Progress item.


Exempt status

Displays the tax exempt status for this Work-In-Progress item.


PR Information tab

Use to view Payroll details for the current Work-In-Progress record.

For help on an item in this window, click [image] on the window and then click the item.


Employee

Displays the employee associated with this Work-In-Progress item.


Employee description

Displays the description of the employee associated with this Work-In-Progress item.


Certified class

Displays the certified class associated with this Work-In-Progress item.


Certified class description

Displays the description of the certified class associated with this Work-In-Progress item.


PR period end date

Displays the period end date from Payroll which is associated with this Work-In-Progress item.


Department

Displays the Payroll department associated with this Work-In-Progress item.


Union

Displays the union associated with this Work-In-Progress item.


Union local

Displays the union local associated with this Work-In-Progress item.


Union class

Displays the union class associated with this Work-In-Progress item.


PR Misc 1

Displays the PR misc 1 associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


PR Misc 2

Displays the PR Misc 2 associated with this Work-In-Progress item.

The title of this item may be different if changed in Custom Descriptions.


Pay ID

Displays the Pay ID associated with this Work-In-Progress item.


Pay type

Displays the pay type associated with this Work-In-Progress item.


Fringe ID

Displays the fringe ID associated with this Work-In-Progress item.


PR tax ID

Displays the Payroll tax ID associated with this Work-In-Progress item.


Shift

Displays the shift associated with this Work-In-Progress item.


Day of week

Displays the day of week associated with this Work-In-Progress item.


Cost source

Displays the cost source associated with this Work-In-Progress item.


About invoice formats

Invoice formats determine invoice content and layout for cost-based and contract-based billings. Use the Invoice Formats command (Tools menu) to view, create, modify, and delete designs for Billing invoice formats.

Billing uses reports created with Crystal Reports® Professional 8.5 for its invoice formats. Several sub-reports (.crx files) are contained in the report files (.crs files). Sub-reports contain content for the five areas of an invoice—header, page header, detail, footer, and page footer. You have several options for selecting and creating invoice formats:

•	You can use Timberline-provided invoice formats (.crs files) that are complete with pre-selected sub-reports. These ready-to-use formats appear on the Invoice format ID list in the Invoice Formats window. You can revise the .crs file content with only Crystal Reports software.

 How To

•	You can create and design your own invoice formats with Timberline-provided sub-reports using the Invoice Formats command. When you create invoice formats this way, they are not saved as Crystal .crs files. You can modify them using only the Invoice Format command, not Crystal Reports.

 How To

•	You can design your own custom invoice formats (.crs files) with Crystal Reports software and select the files when you create a new invoice format using the Invoice Format command.

 How To

Notes

Invoice processing and printing are faster if you use invoice formats that are created using .crs files (with the Use custom invoice formats check box marked).

You select Quick Bill invoice formats in BL Settings on the Journals/Forms tab.

When you set up a contract item in the Contracts application, you select an invoice format (Billing tab) that the Billing application uses when you print an invoice for the contract item.

Related Topics


Using and modifying Timberline-provided invoice formats

Timberline provides many invoice formats that are complete and ready to use. They appear in the Invoice Format ID list in the Invoice Formats window (Tools menu, Invoice Formats). These invoice formats are .crs files created with Crystal Reports® software. The .crs files are stored in the \Timberline\Report folder (\Timberline is the folder where you installed your Timberline program files).

When you select one of these invoice format IDs in the Invoice Formats window, you see its .crs file name in the Design name box. Also, notice that the Use custom invoice formats check box is marked, and the Design Invoice Formats section of the window is not accessible since you cannot design or redesign the format (.crs file) from here.

Notes

You can revise the content of these Timberline-provided .crs files with only Crystal Reports Professional  8.5 software. Timberline Software Support does not support the functionality of Crystal Reports. For support and help using Crystal Reports, contact Crystal Decisions.

You can change the .crs file for an invoice format by selecting the invoice format ID and clicking [. . .] to the right of the Design name box. This opens a window where you can select another .crs file.

You can enter a new invoice format ID in the Invoice Formats window and assign one of the Timberline-provided .crs files by marking the Use custom invoice formats check box and clicking [. . .] to the right of the Design name box. This opens a window where you can select the .crs file.

Using and modifying Timberline-provided invoice formats is only one option. For an overview of all options, see the following topic:

 About invoice formats

Related Topics


Creating invoice formats using sub-reports in Invoice Formats

You can create your own invoice formats using Timberline-provided sub-reports using the Invoice Formats command, without Crystal Reports® software.

  1	From the Tools menu, select Invoice Formats.

  2	In the Invoice Formats window, enter an ID to identify the invoice format.

  3	Choose the Billing type—Cost-based or Contract. This corresponds with the billing type you enter for a contract item in Contracts (Time & Materials and Cost Plus to Maximum are cost-based; Progress Billing, Lump Sum, and Unit Price are contract-based).

  4	Be sure the Use custom invoice design check box is unmarked.

  5	In the Design Invoice Format section, select the invoice orientation, Portrait or Landscape—how you want the invoice to print.

  6	Click each of the five invoice area tabs (Header, Page Header, Detail, Footer, and Page Footer) to choose the sub-report that will make up that section of the invoice. Select sub-reports for the invoice section by highlighting a sub-report from the list and clicking [image]. The sub-reports you select are copied to the Currently selected sub-reports box on the right. To remove selected sub-reports, highlight them in the Currently selected sub-reports box and click [image].

For more information about sub-reports, see the following topic:  Sub-reports in Invoice Formats

  7	Click [Close] to save and exit Invoice Formats.

For help on an item in this window, click [image] on the window and then click the item.

Notes

You can click [Sub-report Samples] to see what a sub-report looks like. Use [Preview] to see what your selected invoice format looks like.

You can modify invoice formats the same way you created them. Use the Invoice Formats command to select the invoice format. Highlight sub-reports in the Currently selected sub-reports box on the left and click [image] to remove them. Highlight sub-reports from the five invoice area tabs and click [image] to add them.

Invoice formats created using the Invoice Formats command are not saved as Crystal .crs files, and they cannot be modified using Crystal Reports Professional 8.5 software.

If you are tracking tax retainage, some sub-reports have an equivalent sub-report, which includes "TRet" in the title. Use these reports that include tax retainage totals when you set up your invoice formats.

Creating invoice formats with Timberline-provided sub-reports in Invoice Formats is only one option. For an overview of all options, see the following topic:

 About invoice formats

Related Topics


Sub-reports in Invoice Formats

In Invoice Formats (Tools menu), you can create invoice formats using Timberline-provided sub-reports. The following apply when you select sub-reports for the five invoice area tabs (Header, Page Header, Detail, Footer, and Page Footer):

Sub-reports are printed in the order you select them.

To change the position of a sub-report, highlight it and click [image] or [image].

The header section prints at the top of only the first page of the invoice. To select information that prints at the top of every page of the invoice, use the Page Header tab. The same applies for the Footer and Page Footer for text printing at the bottom of pages.

For Detail sub-reports for cost-based billings, you can select up to fourteen sub-reports—one for each cost type, an add-on for each cost-type, and totals for cost type and add-on. For contract-based billings, you can select two sub-reports—a detail and total.

Sub-reports for the five different areas of an invoice have colored symbols to the left of their name to easily identify them as the five different areas of an invoice.

  Return to the Creating invoice formats using sub-reports in Invoice Formats topic


Creating invoice formats with Crystal Reports
Creating invoice formats with Crystal Reports®

You can create custom reports using Crystal Reports Professional 8.5 software and choose them for your invoice formats using the Invoice Formats command (Tools menu).

  1	Select Invoice Formats from the Tools menu.

  2	In the Invoice Formats window, enter a new Invoice Format ID. Select its billing type.

  3	Mark the Use custom invoice design check box.

  4	Click [. . .] to the right of the Design name box to open the Select Invoice Design File window. Select the custom report you created in Crystal Reports (.crs file). Though you can store your custom .crs files anywhere, if you put them in the \Timberline\Report folder (\Timberline is the folder where you installed your Timberline program files), they immediately appear in the Select Invoice Design File window.

  5	Click [Close] to save your invoice format and exit Invoice Formats.

For help on an item in this window, click [image] on the window and then click the item.

Notes

Timberline provides some Crystal template reports (.crx files) in the \Timberline\Report\Billing Invoice Subreports folder. You can use these .crx files to create your .crs invoice formats with Crystal Reports. The templates include formulas that retrieve necessary information from the Billing data files for reporting results. The three template reports are:

-	Cost-based Portrait Template.crx

-	Contract Portrait Template.crx

-	Contract Landscape Template.crx.

Also, the \Timberline\Report\Billing Invoice Subreports folder contains over 150 .crx sub-report files that you can import into the template files when you create custom invoices in Crystal Reports.

Creating invoice formats with Crystal Reports is only one option. For an overview of all options, see the following topic:

 About invoice formats

Related Topics


Invoice Formats (Tools menu)

Use to view, create, modify, and delete invoice formats. Each invoice format is identified by an Invoice format ID and determines the invoice content and layout for cost-based and contract-based billing. For Quick Bill invoices, select formats in BL Settings on the Journals/Forms tab.

You have the following options:

 Tabs

 Windows

 How To

 Additional Information


Invoice Formats Windows

 Confirm Cancel

 Invoice Formats

 Invoice Preview


Invoice Formats Tabs

 Detail

 Footer

 Header

 Page Footer

 Page Header


Invoice Formats window

Use to view, create, modify, or delete invoice formats used for cost-based and contract-based billing.

Timberline-provided invoice formats that are complete and ready to use appear on the Invoice format ID list. You can also create and add your own custom-designed invoice formats in various ways. For an overview of all options, see the following topic:

 About invoice formats

 Additional Information

For help on an item in this window, click [image] on the window and then click the item.


Invoice format

Select the invoice format ID that you want to view or modify. You can click the arrow on the right to select from a list of IDs. Enter a new invoice format ID to set up a new invoice format.

The title of this item may be different if changed in Custom Descriptions.


Billing type

Select the billing type for the invoice format you want to create or modify. You can click the arrow on the right to select from the list. The options are:

Cost-based - When you select Cost-based, the invoice format is appropriate for billing contract items that are cost-based billing types (Time & Material and Cost Plus to a Maximum). The invoice format appears in the invoice format list on the contract item (Billing tab) for only cost-based contract items in the Contracts application.

Contract -- When you select Contract, the invoice format is appropriate for billing contract items that are contract-based billing types (Progress Billing, Lump Sum, and Unit Priced). The invoice format appears in the invoice format list on the contract item (Billing tab) for only contract-based contract items in the Contracts application.


Use custom invoice design

When you add a new invoice format, mark this box if you want to select a Timberline-provided .crs file or a custom .crs file you designed using Crystal Reports® Professional 8.5 software. When you mark this check box, you can select a Crystal .crs file from the Design name box. When this check box is marked, the Design Invoice Formats section of the window is not accessible.

For more information about creating custom invoice formats and other options, see the Help topic titled About invoice formats.


Design name

Enter the name of the Crystal Reports® .crs file to use for the invoice format design, or click [. . .] to find the design. This field is available only when the Use custom invoice design box is marked. You must select a .crs file type. For more information about creating custom invoice formats and other options, see the Help topic titled About invoice formats.


Orientation

Select the orientation for the invoice format you want to create or modify. You can click the arrow on the right to select from the list. The options are:

Portrait -- displays portrait style sub-reports only. Portrait style is when the length is greater than the width, as in an 81/2 x 11 sheet of paper.

Landscape -- displays landscape style sub-reports only. Landscape style is when the width is greater than the length, as when you turn a normal sheet of paper on its side.


Header tab

Use to select the heading information for the invoice. The available sub-reports, based on the billing type and orientation, appear on the tab and you can select up to three. These sub-reports are printed in the order you select them. The Header section prints on the first page of the invoice only. To select information that prints on every page of the invoice, use the Page Header tab. To select a sub-report, highlight it with your mouse and click [image].

Examples of available heading information are Invoice number, Invoice date, Text message, Company name, etc.

For help on an item on this tab, click [image] on the window and then click the item.

 How To


Page Header tab

Use to select the page heading information for the invoices. The available sub-reports appear on the tab. These sub-reports are printed on all but the first page of the invoice. To select information that prints on the first page of the invoice only, use the Header tab. To select a sub-report, highlight it with your mouse and click [image].

Examples of available heading information are Invoice number, Invoice date, Page number, Text message, Company name, etc.

For help on an item on this tab, click [image] on the window and then click the item.

 How To


Details tab
Detail tab

Contract based invoices -- Use to select the detail and invoice total sub-reports you want to use for contract-based invoices. You can select two sub-reports; one for detail and one for the invoice total. To select a sub-report, highlight it with your mouse and click [image].

Cost based invoices -- Use to select the sub-report you want to use for each cost type and for the invoice total for cost-based invoices. You can select up to fourteen (you can choose one add-on report per cost type) detail sections for each invoice format. You can select one sub-report only for each cost type. The sub-reports are printed in the order you select them. To select a sub-report, highlight it with your mouse and click [image].

For help on an item in this window, click [image] on the window and then click the item.

 How To


Footer tab

Use to select the footer information for the invoices. The available sub-reports appear on the tab and you can select up to three. These sub-reports are printed in the order you select them. The Footer section prints on the last page of the invoice only. To select information that prints on every page of the invoice, use the Page Footer tab. To select a sub-report, highlight it with your mouse and click [image].

Examples of available heading information are Text message, Outstanding balance, Contract summary amounts etc.

For help on an item on this tab, click [image] on the window and then click the item.

 How To


Page Footer tab

Use to select the page footer information for the invoices. The available sub-reports appear on the tab. These sub-reports are printed at the bottom of each page. The Page Footer section prints on every page of the invoice. To select information that prints on the last page of the invoice only, use the Footer tab. To select a sub-report, highlight it with your mouse and click [image].

Examples of available footer information are Invoice number, Invoice date, Page number, Text message, Company name, etc.

For help on an item on this tab, click [image] on the window and then click the item.

 How To


Currently selected sub-reports

Displays the sub-reports that you selected for the invoice format entered in the Invoice format ID box. The sub-reports print in the order displayed in this window. To change the position of a sub-report, highlight it and click [image] or [image]. To remove a sub-report, highlight it and click [image] or [Delete].

Sub-reports are selected and listed here only if the Use custom invoice design check box is not marked. For more information on other ways to create and enter invoice formats, see the Help topic titled About invoice formats.


[Preview]

Opens the Invoice Format Preview window where you can view a complete invoice format as it will print. The Preview function uses Timberline provided sample data. In some cases, an invoice preview may not display exactly as the invoice prints due to different display fonts. Text may be truncated in the preview, but prints correctly on the printed invoice.


[Sub-report Samples]

Opens an HTML Help file where you can view samples of sub-reports (.crx files) that you can choose when you are creating your own invoice formats in Invoice Formats. These also represent the .crx files stored in the \Timberline\Report\Billing Invoice Subreports folder (\Timberline is the folder where you installed your Timberline program files) that you can import when creating your own invoice formats with Crystal Reports Professional 8.5.


Invoice Format Preview window

Use to view the invoice format as it will appear when it is printed.

For help on an item in this window, click [image] on the window and then click the item.


Confirm Cancel window

Use to confirm whether or not you want to cancel changes you have made to the invoice formats changed in this session.

For help on an item in this window, click [image] on the window and then click the item.


Don't show this warning in the future

If you do not want to receive this warning when you cancel changes to a format, mark this box.


About Invoice Format design names

Timberline-provided invoice formats (.crs files) and sub-reports (.crx fies) have naming conventions that help you identify whether the design is for cost-based or contract-based billings and whether they are a portrait or landscape style. The first two characters in the design name represent the following:

CP -- Cost-based, portrait style

NP -- Contract-based, portrait style

NL -- Contract-based, landscape style

For example, the design name NL_To original AIA forms.crs is a Contract-based landscape invoice format.

You can further identify the sub-report (.crx) type (header, page header, detail, footer, and page footer) by the second section of the design name. The table below outlines each sub-report (.crx) type by its acronym:

Acronym	Sub-report type
D	detail (contract-based)
E	Equipment detail (cost-based or contract-based, portrait)
F	report footer (cost-based)
H	report header
L	labor detail (cost-based)
M	Material detail (cost-based)
O	other detail (cost-based)
OV	Overhead detail (cost-based)
PF	page footer
PH	page header
RF	report footer (contract-based, landscape)
S	Subcontract detail (cost-based)
T	total (cost-based)
For example, the design name NL_D_AIA_G703 is a Contract-based, landscape style detail sub-report.

Note

Timberline-provided .crs and .crx files were created with Crystal Reports® Professional software.

Related Topics


Sub-report lists by invoice format

To view individual sub-reports (.crx files) that make up a Timberline-provided invoice format (.crs file), select the invoice format from the lists below:

Cost-based Invoice Formats

 Certified Class with amts Cost-based Portrait

 Certified Class with quan Cost-based Portrait

 Cost Max Cost-based Portrait

 Jobs with amounts Cost-based Portrait

 Jobs with quantities Cost-based Portrait

 Period ending with amts Cost-based Portrait

 PGE T&M Cost-based Portrait

 Section totals Cost-based Portrait

 STAND T&M Cost-based Portrait

 Standard Items with amts Cost-based Portrait

 Standard Items with Quant Cost-based Portrait

 Union with amounts Cost-based Portrait

 Union with quantities Cost-based Portrait

Contract-based Invoice Formats

 Engineer's request Contract Portrait

 L-PB detail no stored Contract Landscape

 L-PB detail with stored Contract Landscape

 L-PB detail with units Contract Landscape

 Lump Sum Contract Portrait

 METRO BUS Contract Portrait

 P-PB contract summary Contract Portrait

 P-PB detail no retainage Contract Portrait

 P-PB detail with retainag Contract Portrait

 P-PB detail with units Contract Portrait

 P-PB detail no retainage Contract Portrait

 Subcontract request Contract Portrait

 To original AIA forms Contract Landscape


Certified Class with amts Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Right Justified
Header 2	Customer Information #1
Header 3	Invoice Header Text
Page Header
Page Footer
Footer 1	Invoice Footer Text
Footer 2
Footer 3
Labor	Certified Class (Amounts)
Labor Addon	Total Labor Add-ons (Amount)
Material	Vendor, Invoice ID (Amounts)
Material Addon	Total Material Add-ons (Amount)
Subcontract	Subcontractor, Invoice ID (Amounts)
Subcontract Addon	Total Subcontract Add-ons (Amount)
Equipment	Equipment ID, Employee (Amounts)
Equipment Addon	Total Equipment Add-ons (Amount)
Overhead	Total Overhead (Amount)
Overhead Addon	Total Overhead Add-ons (Amount)
Other	Total Other (Amount)
Other Addon	Total Other Add-ons (Amount)
Total	Invoice Totals (Summarized Add-ons)


Certified Class with quan Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Left Justified
Header 2	Customer Info #3 with Invoice Recap
Header 3	Invoice Header Text
Page Header
Page Footer	Customer, Invoice Id and Date
Footer 1	Invoice Footer Text
Footer 2
Footer 3
Labor	Certified Class (Hours, Rate & Amounts)
Labor Addon	Add-on detail (Amounts)
Material	Vendor (Quantity, Rate & Amounts)
Material Addon	Add-on detail (Amounts)
Subcontract	Subcontractor (Quantity, Rate & Amts)
Subcontract Addon	Add-on detail (Amounts)
Equipment	Equipment ID (Quantity, Rate & Amounts)
Equipment Addon	Add-on detail (Amounts)
Overhead	Total Overhead (Amount)
Overhead Addon	Add-on detail (Amounts)
Other	Total Other (Amount)
Other Addon	Add-on detail (Amounts)
Total	Invoice Totals (Detailed Add-ons)


Cost Max Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #3
Header 3	Customer, Invoice Id and Date
Page Header
Page Footer
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2
Footer 3
Labor	Cert Class, Employee (Amounts)
Material	Vendor, Invoice ID (Amounts)
Subcontract	Subcontractor, Invoice ID (Amounts)
Equipment	Equipment ID (Amounts)
Overhead	Total Overhead (Amount)
Other	Total Other (Amount)
Total	Invoice Totals (Summarized Add-ons)


Engineer's request Contract   Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Engineer's Application for Payment
Header 2
Header 3
Page Header
Page Footer
Footer 1	Engineer's Application for Payment
Footer 2
Footer 3
Contract	Engineer's Application for Payment


Jobs with amounts Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #2
Header 3	Invoice Header Text
Page Header	Customer, Invoice Id and Date
Page Footer
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2	Invoice Approval
Footer 3	Invoice Footer Text
Labor	Job, Cost Code (Amounts)
Labor Addon	Add-on detail (Amounts)
Material	Job, Cost Code (Amounts)
Material Addon	Add-on detail (Amounts)
Subcontract	Job, Cost Code (Amounts)
Subcontract Addon	Add-on detail (Amounts)
Equipment	Job, Cost Code (Amounts)
Equipment Addon	Add-on detail (Amounts)
Overhead	Job, Cost Code (Amounts)
Overhead Addon	Add-on detail (Amounts)
Other	Job, Cost Code (Amounts)
Other Addon	Add-on detail (Amounts)
Total


Jobs with quantities Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Info #4 with Invoice Recap
Header 3
Page Header
Page Footer
Footer 1
Footer 2
Footer 3
Labor	Job, Cost Code (Hours, Rate & Amts)
Labor Addon	Total Labor Add-ons (Amount)
Material	Job, Cost Code (Hours, Rate & Amts)
Material Addon	Total Material Add-ons (Amount)
Subcontract	Job, Cost Code (Amounts)
Subcontract Addon	Total Subcontract Add-ons (Amount)
Equipment	Job, Cost Code (Hours, Rate & Amts)
Equipment Addon	Total Equipment Add-ons (Amount)
Overhead	Job, Cost Code (Amounts)
Overhead Addon	Total Overhead Add-ons (Amount)
Other	Job, Cost Code (Amounts)
Other Addon	Total Other Add-ons (Amount)
Total	Invoice Totals (Detailed Add-ons)


L-PB detail no stored Contract   Landscape

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Progress Bill summary
Header 2	Progress Bill detail (no stored)
Header 3
Page Header
Page Footer
Footer 1	Progress Bill total (no stored)
Footer 2
Footer 3


L-PB detail with stored Contract Landscape

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Progress Bill summary
Header 2	Progress Bill detail (with stored)
Header 3
Page Header
Page Footer
Footer 1	Progress Bill total (with stored)
Footer 2
Footer 3


L-PB detail with units Contract Landscape

The following is a list of the individual sub-reports that make this standard invoice format, which is provided by Timberline:

Header 1	Progress Bill summary
Header 2	Progress Bill detail (units)
Header 3
Page Header
Page Footer
Footer 1	Progress Bill total (units)
Footer 2
Footer 3


Lump Sum Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Standard Customer Information #1
Header 2
Header 3
Page Header
Page Footer
Footer 1	Invoice Footer Text
Footer 2
Footer 3
Contract	Lump Sum Amount


METRO BUS Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Invoice Header Text
Header 3
Page Header	Customer, Contract, Invoice Id and Date
Page Footer
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2
Footer 3
Contract	Lump Sum Amount


P-PB contract summary Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Left Justified
Header 2	Standard Customer Information #1
Header 3
Page Header
Page Footer
Footer 1	Invoice Approval
Footer 2
Footer 3
Contract	Contract Summary with Vertical Layout


P-PB detail no retainage Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Standard Customer Information #1
Header 3
Page Header
Page Footer
Footer 1	Contract Recap with Vertical Layout
Footer 2	Invoice Approval
Footer 3
Contract	Item Detail without Retainage


P-PB detail with retainag Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Standard Customer Information #2
Header 3
Page Header
Page Footer
Footer 1	Contract Recap with Horizontal Layout
Footer 2
Footer 3
Contract	Item Detail with Retainage
Contract Addon	Invoice Totals (Summarized Add-ons)


P-PB detail with units Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Left Justified (From)
Header 2	Subcontractor's Application for Payment
Header 3
Page Header
Page Footer	Customer, Contract, Invoice Id and Date
Footer 1	Invoice Footer Text
Footer 2	Contract Recap with Vertical Layout
Footer 3
Contract	Item Detail (units)


P-PB detain no retainage Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Standard Customer Information #1
Header 3
Page Header
Page Footer
Footer 1	Contract Recap with Vertical Layout
Footer 2	Invoice Approval
Footer 3
Contract	Item Detail without Retainage


Period ending with amts Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #1
Header 3
Page Header	Customer, Invoice Id and Date
Page Footer
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2
Footer 3
Labor	Pay Period, Cert Class (Amounts)
Labor Addon	Total Labor Add-ons (Amount)
Material	Vendor, Invoice ID (Amounts)
Material Addon	Total Material Add-ons (Amount)
Subcontract	Subcontractor, Invoice ID (Amounts)
Subcontract Addon	Total Subcontract Add-ons (Amount)
Equipment	Equipment ID (Quantity, Rate & Amounts)
Equipment Addon	Total Equipment Add-ons (Amount)
Overhead	Total Overhead (Amount)
Overhead Addon	Total Overhead Add-ons (Amount)
Other	Total Other (Amount)
Other Addon	Total Other Add-ons (Amount)
Total	Invoice Totals (Summarized Add-ons)


PGE T&M Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #1
Header 3
Page Header	Customer, Invoice Id and Date
Page Footer
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2
Footer 3
Labor	Pay Period, Cert Class (Amounts)
Labor Addon	Vendor, Invoice ID (Amounts)
Material
Material Addon
Subcontract	Subcontractor, Invoice ID (Amounts)
Subcontract Addon	Equipment ID (Quantity, Rate & Amounts)
Equipment
Equipment Addon
Overhead	Total Overhead (Amount)
Overhead Addon
Other	Total Other (Amount)
Other Addon
Total	Invoice Totals (Summarized Add-ons)


Section totals Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #1
Header 3
Page Header	Customer, Invoice Id and Date
Page Footer
Footer 1	Invoice Footer Text
Footer 2
Footer 3
Labor	Total Labor (Amount)
Labor Addon	Total Labor Add-ons (Amount)
Material	Total Material (Amount)
Material Addon	Total Material Add-ons (Amount)
Subcontract	Total Subcontract (Amount)
Subcontract Addon	Total Subcontract Add-ons (Amount)
Equipment	Total Equipment (Amount)
Equipment Addon	Total Equipment Add-ons (Amount)
Overhead	Total Overhead (Amount)
Overhead Addon	Total Overhead Add-ons (Amount)
Other	Total Other (Amount)
Other Addon	Total Other Add-ons (Amount)
Total	Invoice Totals (Detailed Add-ons)


STAND T&M Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #2
Header 3
Page Header
Page Footer
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2
Footer 3
Labor	Certified Class (Hours, Rate & Amounts)
Labor Addon
Material	Vendor, Invoice ID (Amounts)
Material Addon
Subcontract	Subcontractor, Invoice ID (Amounts)
Subcontract Addon
Equipment	Equip Type, ID (Quantity, Rate & Amounts)
Equipment Addon
Overhead	Total Overhead (Amount)
Overhead Addon
Other	Total Other (Amount)
Other Addon
Total	Invoice Totals (Summarized Add-ons)


Standard Items with amts Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #2
Header 3
Page Header	Invoice Header Text
Page Footer	Customer, Invoice Id and Date
Footer 1	Invoice Approval
Footer 2	Invoice Footer Text
Footer 3
Labor	Standard Item Type, ID (Amounts)
Labor Addon	Add-on detail (Basis & Percent)
Material	Standard Item Type, ID (Amounts)
Material Addon	Add-on detail (Basis & Percent)
Subcontract	Standard Item Type, ID (Amounts)
Subcontract Addon	Add-on detail (Basis & Percent)
Equipment	Standard Item Type, ID (Amounts)
Equipment Addon	Add-on detail (Basis & Percent)
Overhead	Standard Item Type, ID (Amounts)
Overhead Addon	Add-on detail (Basis & Percent)
Other	Standard Item Type, ID (Amounts)
Other Addon	Add-on detail (Basis & Percent)
Total	Invoice Totals (Detailed Add-ons)


Standard Items with quant Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Left Justified
Header 2	Customer Info #1 with Invoice Recap
Header 3
Page Header
Page Footer	Customer, Invoice Id and Date
Footer 1	Contract Recap with Horizontal Layout
Footer 2	Invoice Approval
Footer 3	Invoice Footer Text
Labor	Std Item Type, ID (Hours, Rate & Amts)
Labor Addon	Add-on detail (Amounts)
Material	Std Item Type, ID (Quantity, Rate & Amts)
Material Addon	Add-on detail (Amounts)
Subcontract	Std Item Type, ID (Quantity, Rate & Amts)
Subcontract Addon	Add-on detail (Amounts)
Equipment	Std Item Type, ID (Quantity, Rate & Amts)
Equipment Addon	Add-on detail (Amounts)
Overhead	Std Item Type, ID (Quantity, Rate & Amts)
Overhead Addon	Add-on detail (Amounts)
Other	Std Item Type, ID (Quantity, Rate & Amts)
Other Addon	Add-on detail (Amounts)
Total	Invoice Totals (Detailed Add-ons)


Subcontract request Contract Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Left Justified (From)
Header 2	Subcontractor's Application for Payment
Header 3	Customer, Invoice Id and Date
Page Header
Page Footer
Footer 1	Subcontractor's Application for Payment
Footer 2
Footer 3
Contract	Subcontractor's Application for Payment


To original AIA forms Contract Landscape

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	AIA G702 to form
Header 2	AIA G703 to form (detail)
Header 3
Page Header
Page Footer
Footer 1	AIA G703 to form (total)
Footer 2
Footer 3
Contract


Union with amounts Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #2
Header 3
Page Header
Page Footer	Customer, Invoice Id and Date
Footer 1	Contract Recap with Billed & Paid Amounts
Footer 2
Footer 3
Labor	Union, Local, Class (Amounts)
Labor Addon	Add-on detail (Amounts)
Overhead	Fringe, PR Tax (Amounts)
Overhead Addon	Add-on detail (Amounts)
Material	Vendor, Invoice ID (Amounts)
Material Addon	Add-on detail (Amounts)
Equipment	Equipment ID (Amounts)
Equipment Addon	Add-on detail (Amounts)
Subcontract	Subcontractor, Invoice ID (Amounts)
Subcontract Addon	Add-on detail (Amounts)
Other	Total Other (Amount)
Other Addon	Add-on detail (Amounts)
Total	Invoice Totals (Detailed Add-ons)


Union with quantities Cost-based Portrait

The following is a list of the individual sub-reports that make up this standard invoice format, which is provided by Timberline:

Header 1	Company Information Center Justified
Header 2	Customer Information #1
Header 3
Page Header	Invoice Header Text
Page Footer	Customer, Invoice Id and Date
Footer 1	Contract Recap with Horizontal Layout
Footer 2	Invoice Approval
Footer 3	Invoice Footer Text
Labor	Union, Local, Class (Hours, Rate & Amts)
Labor Addon	Total Labor Add-ons (Amount)
Overhead	Fringe, PR Tax (Amounts)
Overhead Addon	Total Overhead Add-ons (Amount)
Material	Vendor (Quantity, Rate & Amounts)
Material Addon	Total Material Add-ons (Amount)
Subcontract	Subcontractor (Quantity, Rate & Amts)
Subcontract Addon	Total Subcontract Add-ons (Amount)
Equipment	Equipment ID (Quantity, Rate & Amounts)
Equipment Addon	Total Equipment Add-ons (Amount)
Other	Total Other (Amount)
Other Addon	Total Other Add-ons (Amount)
Total	Invoice Totals (Summarized Add-ons)


Opens the Insert window where you can add a new record.


Opens the Attachments window where you can view or add a note or attachment.


Opens the Attachments window where you can view, change, delete, or add a note or attachment.


[Attachments]

Opens the Attachments List window where you can select the record for which you want to view or change a note or attachment.


Deletes the current selection or record.


Opens the Detail window where you can view additional information about this record.


Displays the first record in the file.


Displays the last record in the file.


Displays the next record in the file.


Displays the previous record in the file.


Selects the highlighted item and moves the it to the right.


Removes the highlighted item from the selected group and moves it to the left.


Moves the selected item up.


Moves the selected item down.


[Help]

Opens Help and displays information about this window.


[Insert]

Inserts the new record into the file.


[OK]

Accepts your entries and closes this window.


[Cancel]

Closes this window without accepting your entries.


[Close]

Accepts your entries and closes this window.


[Finish]

Closes this window and returns to the main Billing menu.


[Accept]

Accepts your entries and closes this window.


[Accept Line]

Accepts the current line on this record.


[Cancel Line]

Cancels the current line on this record.


[Conditions]

Opens the Conditions window where you can add, delete or modify conditions.


[. . .]

Opens the Find Design window where you can select a report design for the current item.


[Synchronize WIP]

Updates the Customer, Billing contact and Invoice format on the Work-In-Progress records to match the values on the Contract items.


[Synchronize Entries]

Updates the Customer, Billing contact and Invoice format on the Worksheet entry records to match the values on the Contract items.


[Preview]

Opens the Preview Invoice – Select Invoices window where you can select the invoice you want to view.


[Printer Setup]

Opens the Printer Setup window where you can select a printer or print file name.


[Page Setup]

Opens the Page Setup window where you can specify page attributes for the report or journal.


[Start]

Begins processing.


[Yes]

By selecting [Yes] you are acknowledging that you have read and understand this warning message and want to proceed with the change/action.


[No]

Selecting [No] cancels your changes/action and returns you to the previous window.


[Yes, and don't warn me again]

By selecting [Yes, and don't warn me again] you are acknowledging that you have read and understand this warning message and want to proceed with the change/action. This also turns off the warning message for all future occurrences during this session.


[Pushpin]

Click the pushpin icon to make this window remain on top of the Enter Quick Bill window. This allows you to view the contents of this window while you work in the Enter Quick Bill window. Click the pushpin icon again to undo this feature.


Change Invoices (Tasks menu)

Use to change invoices that have been generated in the Generate Invoices command. You can change the status or bill retainage using Change Invoices. Once an invoice has been posted, it can no longer be changed.

 Windows

 How To

 Additional Information


Change Invoices Windows

 Change Invoices

 Print Selection

 Retainage Billed

 Void Contract-based Invoice Options

 Void Cost-based Invoice Options


Change Invoices window

Use to view, select and change the status of an invoice or bill retainage. You can click [Filters] to display additional options at the bottom of this window. Use these filters to display invoices with specific criteria. For example, mark the Customer box and enter the customer you want to view invoices for. Invoices for that customer only display in the grid. You can select any combination of filters.

To keep some of the left most columns visible as you scroll across this grid, you can split the grid vertically into separate panes and freeze the left pane.  How?

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Customer

Displays the customer associated with this invoice. The invoices that are displayed in this list are based on the criteria defined in the lower portion of the window. To define the criteria, click [Filters].


Contract

Displays the contract associated with this invoice. The invoices that are displayed in this list are based on the criteria defined in the lower portion of the window. To define the criteria, click [Filters].

The title of this item may be different if changed in Custom Descriptions.


Generation date

Displays the date the invoice was generated. The invoices that are displayed in this list are based on the criteria defined in the lower portion of the window. To define the criteria, click [Filters].


Invoice

Displays the invoice number if the final invoice has been printed. The invoices that are displayed in this list are based on the criteria defined in the lower portion of the window. To define the criteria, click [Filters].

The title of this item may be different if changed in Custom Descriptions.


Draw

Accept the draw ID assigned to this invoice or enter a new draw ID. The draw can be changed on an invoice even after the invoice has been printed.

The title of this item may be different if changed in Custom Descriptions.


Status

Displays the status of this invoice. To change the status, click the arrow on the right and select the status you want to assign this invoice. The statuses are:

•	Pending -- indicates that the invoice is not approved and cannot be final printed unless the Allow final print with a status: Pending box is marked in BL Settings.

•	Approved -- indicates that the invoice has been approved and is available for final printing.

•	Hold -- indicates that the invoice is on hold and cannot be final printed.

•	Voided -- indicates that the invoice has been voided. When changing an invoice to this status, the invoice records are removed. You can reinstate the Work-In-Progress or worksheet records and processing can continue. Once you change an invoice to Voided, it no longer displays in the grid.

•	Written-off -- indicates that the invoice is no longer available for processing. When changing an invoice to this status, all invoice amounts and associated Work-In-Progress amounts are changed to zero. Once you change an invoice to Written-off, it no longer displays in the grid and cannot be changed again. This option is available for cost-based invoices only.

•	Printed -- indicates that the invoice has been final printed but has not been posted. Only invoices with this status can be posted.

•	Maximum exceeded -- indicates that one or more Contract items on the invoice have exceeded the maximum amount to be billed and cannot be final printed unless the Allow final print with status: Maximum exceeded box is marked in BL Settings.


Invoice amount

Displays the amount of this invoice. The invoices that are displayed in this list are based on the criteria defined in the lower portion of the window. To define the criteria, click [Filters].

The title of this item may be different if changed in Custom Descriptions.


Billing contact

Displays the billing contact associated with this invoice. The invoices that are displayed in this list are based on the criteria defined in the lower portion of the window. To define the criteria, click [Filters].

The title of this item may be different if changed in Custom Descriptions.


[Bill Retainage]

Opens the Bill Retainage window where you can bill the outstanding retainage on the current invoice.


[Filters]

Expands the lower portion of this window and displays options for displaying specific invoices in the list.


Type

To list invoices by a specific type, mark this box. Then, select the type in the type list box on the right.


Type list

Select the type of invoices you want to display in the list. The options are:

•	Contract-based --  displays contract-based invoices only (Progress Billing, Lump Sum, and Unit Price).

•	Cost-based -- displays cost-based invoices only (Time & Material and Cost Plus to a Maximum).


Customer

To list invoices for a specific customer only, mark this box. Then, select the customer in the list box on the right.

The title of this item may be different if changed in Custom Descriptions.


Customer list

Select the customer for which you want to display invoices. You can click the arrow on the right to display the list.

The title of this item may be different if changed in Custom Descriptions.


Contract

To list invoices for a specific contract, mark this box. Then, select the contract in the list box on the right.

The title of this item may be different if changed in Custom Descriptions.


Contract list

Select the contract for which you want to display invoices. You can click the arrow on the right to display the list.

The title of this item may be different if changed in Custom Descriptions.


Status

To list invoices with a specific status, mark this box. Then, select the status in the list box on the right.


Status list

Select the status for invoices you want to display in the list. The options are:

•	Pending --  displays invoices with a status of Pending only.

•	Approved -- displays invoices with a status of Approved only.

•	Printed -- displays invoices with a status of Printed only.

•	Hold -- displays invoices with a status of Hold only.

•	Maximum Exceeded -- displays invoices with a status of Maximum Exceeded only.

•	Written-off -- displays invoices with a status of Written-off only.


Billing frequency

To list invoices with a specific billing frequency, mark this box. Then, select the billing frequency in the list box on the right.


Billing frequency list

Select the billing frequency for which you want to display invoices. You can click the arrow on the right to display the list.


Cut-off date

To list all invoices with an invoice generation date equal-to or less-than the cut-off date you enter, mark this box. Enter the cut-off date in the list box on the right. The invoice generation date is the system date when the invoice was generated using the Generate Invoices command.

The title of this item may be different if changed in Custom Descriptions.


Cut-off date entry

This field is activated when you mark the Cut-off date box to the left. Enter a cut-off date to limit the invoices displayed. Invoices with an invoice generation date equal-to or less-than the cut-off date will display.


[Conditions]

Opens the Add/Change Conditions window where you can apply additional criteria to narrow the range of invoices that display in the list.


Retainage Billed window

Use to enter the amount of retainage you want to bill on this invoice.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Retainage available

Displays the amount of retainage available to be billed on this invoice.


Retainage held

Displays the amount of retainage held on this invoice.


Retainage billed

Displays the amount of retainage billed on this invoice.


Percent to bill

Enter the percent of retainage you want to bill on this invoice or enter a dollar amount in the Retainage to bill field. The Retainage to bill amount is calculated based on the percentage you enter here. If you leave this field blank and enter a dollar amount in the Retainage to bill field, this field is calculated based on that amount.


Retainage to bill

Enter the amount of retainage you want to bill on this invoice or enter a percentage in the Percent to bill field. This field is prefilled from Accounts Receivable. The amount you enter in this field cannot exceed the Retainage available amount. If you leave this field blank and enter a percentage in the Percent to bill field, this amount is calculated automatically.


Tax retainage to bill

Enter the tax retainage to bill on this invoice. This field is prefilled from Accounts Receivable.


Void Contract-based Invoice window

Use to determine how you want Work-In-Progress and Worksheet records processed for the contract-based invoice you are voiding. For example, on contract-based invoices, you can reinstate Work-In-Progress records, which allows you to generate new invoices at a later date, or you can void the records.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Reinstate

To make the associated Work-In-Progress or Worksheet entry records available for generating new invoices at a later date, mark this box.

When worksheet entry records are reinstated, they can be changed in the Enter Worksheet command and reattached to future invoices.


Void/Remove

To mark the associated Work-In-Progress records as voided, mark this box. No new invoices can be generated using these records once they are marked as voided.

To remove the associated Worksheet entry records, mark this box.


Void Cost-based Invoice window

Use to determine how you want Work-In-Progress and Worksheet records processed for the cost-based invoice you are voiding. For example, on cost-based invoices, you can reinstate Work-In-Progress records, which allows you to generate new invoices at a later date, or you can void the records.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Reinstate

To make the associated Work-In-Progress or Worksheet entry records available for generating new invoices at a later date, mark this box.

When worksheet entry records are reinstated, they can be changed in the Enter Worksheet command and reattached to future invoices.


Void/Remove

To mark the associated Work-In-Progress records as voided, mark this box. No new invoices can be generated using these records once they are marked as voided.

To remove the associated Worksheet entry records, mark this box.


About changing the status of an invoice

When the status of an invoice is changed, depending upon the change, specific processing may be performed.

•	Printed -- When the status of a printed invoice is changed, the invoice number, invoice date, accounting date and due date are cleared.

•	Written-off -- Contract-based invoices cannot have a status of Written-off. For cost-based invoices that are changed to Written-off, the following occurs:

- all amounts on the invoice, except cost amount, are set to zero.

- all amounts on the section, except cost amount, are set to zero.

- all amounts on the section detail, except cost amount, are set to zero.

- units, unit price, and amount on every Work-In-Progress record is set to zero.

- sales tax records are deleted.

- the status of the invoice is set to Written-off.

- the status of every Work-In-Progress record is set to Written-off.

•	Pending -- Invoices are created with a status of Pending. If the Allow final print with a status: Pending box in BL Settings is not marked, you must change the status to Approved to final print the invoice.

•	Approved -- If the Allow final print with a status: Pending box in BL Settings is not marked, change the invoice status to Approved to final print the invoice.

•	Hold -- When the status is changed to Hold, the invoice cannot be final printed.

•	Voided -- When the status is Voided, you can reinstate Work-In-Progress or Worksheet records in order to make corrections and reprocess the invoice.

Related Topics


Invoices status
Invoice status

The following invoice statuses are available. You can manually change the status of an invoice in Change Invoices on the Tasks menu.

•	Pending -- invoices with a status of Pending have not been approved and can be final printed or posted only if the Billing Settings option which allows final printing of pending invoices is marked.

•	Approved -- invoices with a status of Approved are available for final printing.

•	Printed -- invoices with a status of Printed have been final printed and are available for reprinting or posting.

•	Hold -- invoices with a status of Hold have been placed on hold and cannot be final printed or posted.

•	Maximum Exceeded -- invoices with a status of Maximum Exceeded have a billing type of Cost Plus to a Maximum and have exceeded the specified maximum amount. Invoices with this status cannot be final printed or posted unless the Billing Settings option which allows final printing of maximum exceeded invoices is marked.

•	Written-off -- invoices with a status of Written-off have been Written-off to bad debt or otherwise. During Post Invoices, invoices with this status are moved from the Unbilled.BLI file to the Billed.BLI file and are not posted to Accounts Receivable. This status is available for cost-based invoices only.

Related Topics


Work-In-Progress - Generate (Tasks menu)

Use to create Work-In-Progress (WIP) records from transaction records that are received from Accounts Payable, Payroll, Job Cost, and Equipment Cost. Generate Work-In-Progress applies the rates and markups from tables you have specified for each contract item and creates WIP records in an Unbilled.BLW file. The WIP records are used for generating invoices for cost-based invoicing (Time & Materials and Cost Plus billings). For contract-based invoicing (Progress Bill, Lump Sum, and Unit Price billings), WIP records exist for only reporting purposes and they are stored in the History.BLW rather than the Unbilled.BLW.

 Generate Work-In-Progress - Print Selection window

 How To

 Additional Information

 Troubleshooting


About generating Work-In-Progress records

Generate Work-In-Progress (Tasks menu) is used to apply rates and markup calculations to cost transactions received from Accounts Payable, Equipment Cost, Job Cost, and Payroll for billing purposes. Work-In-Progress (WIP) records created for cost-based billings are stored in the Unbilled.BLW file.

If you mark the Send cost to Billing check box on the contract item Billing tab in Contracts, WIP records are created for these contract-based billings. These records are used for only reporting purposes, not for calculating a billed amount during Generate Work-in-Progress. Contract-based WIP records are stored in the History.BLW file after you run the Generate Work-in-Progress command.

When interfacing applications send entries to Billing, each transaction is assigned a WIP ID and sequence number. This allows the system to correlate the WIP record in Billing to the transaction in other applications.

When transactions cannot be processed into Work-In-Progress records, they are included on the Reject journal. These rejected transactions remain in the BLT (transaction) file for future processing, while all processed transactions are removed. Make corrections to the contract item, rate table, or markup table for the rejected entries before rerunning the Generate Work-In-Progress command to process the rejected records.  How?

Related Topics


BL Settings

Use to define processing options for Billing. See Specifying Billing Settings.


Generate Work-In-Progress

Use to create Work-In-Progress records prior to generating invoices. Billing applies billing rates to the cost items received from other applications based on the rate and markup tables selected on the contract item. See Generating Work-In-Progress.


Regenerate Work-In-Progress

Use to recalculate and revise existing Work-In-Progress entries if you have changed a rate table, markup table, or changed a job link on a contract in Contracts which affects existing Work-In-Progress entries.


Enter Quick Bill

Use the enter invoices that are not associated with a contract. See Entering a Quick Bill invoice.


Enter Worksheets

Use to enter amount, percent or units to worksheets used for processing contract-based invoices. See Entering worksheets.


Change Work-In-Progress

Use to change or add Work-In-Progress records prior to generating invoices. You can change the format, billing contact, date, descriptions, etc. or write-off or delete the items you do not want to bill. See Changing Work-In-Progress.


Generate Invoices

Use to create cost and contract-based invoices. Add-on, deductions, sales tax and retainage are calculated. See Generating invoices.


Change Invoices

Use to make changes to the invoice status, void invoices and bill retainage. See Changing invoices.

The title of this item may be different if changed in Custom Descriptions.


Print Invoices, Preview

Use to preview invoices on screen. See Printing invoices.

The title of this item may be different if changed in Custom Descriptions.


Print Invoices, Draft

Use to print draft invoices for verification. See Printing invoices.

The title of this item may be different if changed in Custom Descriptions.


Print Invoices, Final

Use to print final invoices. See Printing invoices.

The title of this item may be different if changed in Custom Descriptions.


Print Invoices, Reprint

Use to reprint final invoices. See Printing invoices.

The title of this item may be different if changed in Custom Descriptions.


Post Invoices

Use to post invoices to Accounts Receivable. See Posting invoices.

The title of this item may be different if changed in Custom Descriptions.


Setup Markup Tables

Use to set up markup tables used during Generate Work-In-Progress. See Setting up markup tables.

The title of this item may be different if changed in Custom Descriptions.


Setup Rate Tables

Use to set up rate tables used during Generate Work-In-Progress. See Setting up rate tables.

The title of this item may be different if changed in Custom Descriptions.


Setup Add-on Tables

Use to set up add-on tables used during Generate Invoices. See Setting up add-on tables.

The title of this item may be different if changed in Custom Descriptions.


Setup Standard Add-ons

Use to set up standard add-ons used in add-on tables. See Setting up standard add-ons.

The title of this item may be different if changed in Custom Descriptions.


Setup Standard Items

Use to set up standard items. See Setting up standard items.

The title of this item may be different if changed in Custom Descriptions.


Invoice Formats

Use to define the invoice format used in Print Invoices. See Changing invoice formats.

The title of this item may be different if changed in Custom Descriptions.


Inquiries (Inquiry menu)

Use to display this application's inquiries which are either supplied by Timberline or created with Inquiry Designer.

 Windows

Related Topics


Inquiries

Use to display this application's inquiries which are either supplied by Timberline or created with Inquiry Designer. See Viewing inquiries for detailed instructions.


Repeat Last Inquiry - My Inquiries

Click [image] to repeat the last inquiry used from this list or click the down arrow to display this application's inquiries which are supplied by Timberline or created with Inquiry Designer. See Viewing inquiries for detailed instructions.


Inquiries windows

 Change Order

 Column Definition

 Column Options

 Field Definition

 Form Options

 Inquiry form view

 Inquiry table view

 Print Form - Print Selection

 Print Table - Print Selection

 Save Shared View

 Save View

 Text Contents


Source File Selection window

Use to select the file type for the inquiry.


Source file

Select the file type for the inquiry.


[OK]

Accepts the current entries and closes this window.


[Help]

Starts Help and displays information about this window.


Inquiry table view window

Use to display table views of inquiries and to change existing table view designs. Inquiries always open in the table view. Click [Form view] to display form views of inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

Closes this window and returns to the main application window.


[Cancel]

Closes this window without accepting any of the current entries.


[Record name]

Jumps to a different level of detail. The name on the button face is the name of the record you are jumping to.


[Conditions]

Sets up, views, or clears conditions which limit your choices of the information that displays or prints.


[Change view]

Opens the Change View window to select a different view.


 [Attachments]

Opens an Attachments window to add, change, view, and delete attached notes and files.


[Form view]

Opens the active form view for the current inquiry.


[Select]

Opens the Column Options window to add, change, or delete columns in the table view.


[Order]

Opens the Change Order window to select a different display order for the record list. This button is available only when viewing the starting level of detail.


[Jump]

Opens the Jump window to select a different level of detail to view.


[Go to]

Opens the Go to Record window to select a specific record you wish to view by entering the key field values for that record. The Go to Record window displays all key fields for the record you are currently on. Only those fields that are different from the key fields in the previous level record are available for data entry.


[Chg default view]

Selects the active view as the default view for the current inquiry.


[Help]

Starts Help and displays information about this window.


Inquiry form view window

Use to display form views of inquiries and to change existing form view designs.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

If [Close], this window is closed and returns to the active table view.

If [Cancel], this window is closed without accepting any of the current entries.


[Conditions]

Sets up, views, or clears conditions which limit your choices of the information that displays or prints.


[Change view]

Opens the Change View window to select a different view.


[Table view]

Returns to the table view that was active when the form view was selected.


[Select/Create]

Displays a position marker (gray box) in the center of the form view to add, change, delete, or move fields or text.


[Previous]

Displays the previous record.


[Next]

Displays the next record.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Edit]

Opens the Field Definition window or the Text Contents window to enter the desired changes.


[Delete]

Deletes the highlighted text or field in the form view.


[Move]

Moves the highlighted text or field to a different location on the form view. Use the arrow keys to move the text or click the mouse on the new location.


Change View window

Use to select available views for the current record. If using security, views assigned to the current operator or views that are not assigned to an operator are displayed.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Change view list

Select a different view for the inquiry.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Column Options window

Use to add, change, or delete columns in table views.

Tip

•	To change the width of a column, position the mouse pointer on the right edge of the column. When the pointer changes to a two-headed arrow, hold the first mouse button down, and drag the mouse to the left or right until the column displays with the desired width. This procedure bypasses using the Column Definition window to change the width of a column.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Column options

Specify how to modify the selected column:

•	Edit column contents – Changes the content, headings, and width of an existing column.

•	Insert column before this column – Inserts a new column to the left of the selected column and defines content, headings, and width.

•	Add column after this column – Inserts a new column to the right of the selected column and defines content, headings, and width.

•	Delete this column – Deletes the selected column.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Column Definition window

Use to add and change columns in table views, including the content, headings, and width of columns.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item description

Displays the description of the items listed below.


Item list

Select from the list of items available for use in modifying the current inquiry.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


Upper heading

Accept the prefill or enter another title for the first line of the column heading.


Lower heading

Accept the prefill or enter another title for the second line of the column heading.


Width

Accept the prefill or enter a different column width (in number of characters).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Order window

Use to change the order in which the first level of detail in the inquiry is displayed in the table view. For example, if the start level of the inquiry is vendor information, you might want to display it by either vendor ID or by vendor name.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Change order list

Select a new order for the record.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Jump window

Use to select a different level of detail to view.

For help on an item in this window, click [image] on the window and then click the item.


Jump list

Select the level of detail you want to view.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Go to Record window

Use to go directly to a specific record. This window displays all key fields for the record you are currently in. Only those fields that differ from the key fields in the higher level record are available for data entry.

Record Name	Key Field	Data Entry Field
A	A	You can enter a value for A, the primary key field.
B	AB	You can only enter a value for B.
C	ABC	You can only enter a value for C.
For example, when you are in the vendor record in the AP Invoice Register, you can enter a vendor ID. If you jump to the invoice level, you can enter another invoice number for that vendor. If you jump to the distributions level, you can enter another distribution for that invoice and vendor.

For help on an item in this window, click [image] on the window and then click the item.


Record name

Select a new record to view by entering the key field values for that record.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Form Options window

Use to select whether to add fields or text to form views.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Form options

Specify the type of data you want to add to the form view:

•	Create field -- Choose this option to open the Field Definition window and create a new data field in the current form view.

•	Create text -- Choose this option to open the Text Contents window and create text in the current form view.


[OK]

Opens the Form Options window to modify existing fields or text.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Field Definition window

Use to add or change fields in form views, including the content, headings, length, and formatting options of fields. This window can be opened in one of two ways:

•	If you are creating a new field, click [OK] from the Form Options window.

•	If you want to modify an existing field, highlight a field and click [Edit].

If the headings or field contents selected from this window do not fit on the form view, a warning message displays.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item description

Displays the description of the items listed below.


Item list

Select from the list of items available for use in modifying the current inquiry.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (or part of the name) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


Find entry

Enter the name (all or part) of the item for which you are searching.


[Order]

Opens the Field Order window to change the display order of the listed items.


Heading 1

Accept the prefill or enter another title for the first line of the field heading.


Heading 2

Accept the prefill or enter another title for the second line of the field heading.


Length

Accept the prefill or enter a different maximum length (in number of characters) for the field contents.


Display box around contents

To display a box around the field contents, mark this box.


Display headings above contents

To display field headings above the field contents instead of to the left of them, mark this box.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Text Contents window

Use to create or change text in a form views.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Text

Enter the text (up to 75 characters) that you want to add or change. Text cannot be wrapped; enter each line of multiple-line paragraphs separately.


Halftone

To display text in gray instead of black, mark this box.


Bold

To display text in bold type, mark this box.


Compressed

To condense spacing between letters, mark this box.


Double

To display text twice as wide as normal, mark this box.


Italic

To display text in italics, mark this box.


Fixed

To have each letter in the text take up the same amount of space (also called monospacing), mark this box.


Color

Select a predefined color or use one of the following desktop schemes to assign a color to the text:

•	Normal -- Applies the Window Text color to the text.

•	Static -- Applies the Button Text color to the text.

•	Frame -- Applies the Window Frame color to the text.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Print Table window
Print Table - Print Selection window

Use to print table views of inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Vertical option

Select which rows to print:

•	Print current row only – Prints only the selected row.

•	Print all visible rows – Prints all rows visible in the current inquiry window.


Horizontal option

Select which columns to print:

•	Print visible columns – Prints only visible columns in the current inquiry window.

•	Print all columns -- Prints all columns in the current view whether or not they are visible in the current inquiry window.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Print Form window
Print Form - Print Selection window

Use to print form views of inquiries.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Print form options

Select the data to print:

•	Print visible fields and text – Prints only the fields and text visible in the current inquiry window.

•	Print all fields and text – Prints all fields and text in the current view whether or not they are visible in the current inquiry window.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] displays with asterisks if changes are made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] displays with asterisks if changes are made.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Save View window

Use to apply the changes to the current view or to a new view.

For help on an item in this window, click [image] on the window and then click the item.


View name

Accept the prefill to apply the changes to the current view or enter a different name to create a new view.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Save Shared View window

Use to apply the changes to the current inquiry only or to all inquiries listed in the box on the left and to the current inquiry.

For help on an item in this window, click [image] on the window and then click the item.


Inquiries list

Displays other inquiries that use this view as the default view.


View name

To apply the changes to all inquiries listed on the left and to the current inquiry, accept the prefill. To apply the changes to the current inquiry only, enter a different name.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


About views

The term view in Inquiry refers to the layout of the information displayed. A view is a collection of fields for a particular record. There are two types of views in Inquiry:

•	Table view -- A columnar layout

•	Form view -- A free-form layout

An inquiry provides a framework for the inquiry process while the views are stored separately and serve as a pool of templates from which multiple inquiries can be displayed. Views can be saved with conditions attached.

Inquiries always begin with a table view that displays the list of records. You can then use the form view and other table views to display additional information.

One of the primary functions of an inquiry is to provide a progression of information which gives you quick access to different records. When setting up an inquiry, you should first determine the levels of detail you plan to access then determine how you want the information for each level to be presented. Because views control the presentation of information, separate views designed for a specific type of information are used for each level of detail.

When you jump to another level of detail in an inquiry, you can use any of the views that have been designed for that record type. Typically, however, you have a specific view, called a default view, that best presents the information for the inquiry you are accessing. For that reason, you can assign a default table view and a default form view to each level of detail in the inquiry. Then, when you jump to a new level of detail, the information is automatically presented in the appropriate format.

Related Topics


About table views

A table view is columnar in nature and is always the first type of view displayed in an inquiry. The title bar indicates the name of the inquiry and the name of the active view.

The records displayed on a table view are referred to as the records list. The contents of the records list depend on whether you are viewing the starting level of detail for the inquiry, or a subsequent, or lower level of detail. When you jump to a lower level of detail, only the information that relates to the record you specified in the previous level displays. You can use conditions to limit the records that display on the records list.

Also, the Attachments icon displays if the inquiry has been set up to allow access to attachments. The icon indicates if attachments have been entered for a record by its appearance. As you move the selection bar through the records list, the appearance of the attachments icon in the upper right corner of the window changes to show if attachments have been entered for the highlighted record.

Much like cells in a spreadsheet, each piece of information in a table view is displayed by column and row. Each column displays a specific field of information for each record. The information in each column is identified by the column heading. There is no limit to the number of columns you can display as long as the total number of characters from left to right does not exceed 350. You can move the selection bar through the window to change the display or to select records for additional views. The row on which the selection bar is positioned is referred to as the current or active record.

Note

•	When accessing an inquiry through the Inquiry command, an additional button displays if a jump to a different level is available by pressing [Enter]. The face of the button changes to indicate the record name.

Related Topics


About form views

Form views provide a non-columnar format for displaying information about the current record on the table view. Because there is no preset format, designing a form view is much like creating a form on a blank piece of paper. You control what information displays and where it is placed in the display area.

In addition to the buttons and the title bar, which identifies the current inquiry and view, the form view window has field information and text placed within the form view display area. Because a form view can be up to 350 characters wide and 250 rows deep, a single view can contain several screens of information.

Although you can use the scroll bars to display different portions of a form view, you can also use keyboard keys to move through the form view a screen at a time. To take advantage of this feature, organize the information in the form view so that it functions as a series of self-contained pages. Use column headings and text to make each page easy to read. Then, instead of scrolling through a continuous stream of information, you can use the keyboard to flip through pages quickly.

Related Topics


Opening inquiries

  1	From the Inquiry menu, select the desired inquiry.

  2	If the Source File Selection window opens, select the desired file type (master, invoice, etc.).

  3	If the File Selection window opens, select the desired file type (new, history, etc.).

  4	If using named files, select the desired file.

Related Topics


Viewing inquiries

1	View the information displayed in the columnar default table view.

2	If you want to add conditions to the default table view, click [Conditions].

3	If you want to change the default view, click [Change View] and select a different view from a list.

4	If you want to view more detailed information about the current record in the table view, click [Form view]. Click [Table View] to return to the default table view.

5	To locate a specific record in the table view, click [Go to] and enter the name of the record you want to locate.

6	To exit the inquiry, click [Close].

Related Topics


Changing the default table view

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select the new default view for this inquiry.

  3	Click [Chg default view]. A message window displays to confirm that you want to change the default view to the active view. Click [Yes] to change the default view. Click [No] to keep the current default view.

Note

•	You can change the default view only if the corresponding option is selected for the inquiry in Inquiry Designer.

Related Topics


Adding fields or text to form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired location and click [OK].

Add fields

  6	Select Create field.

  7	Double-click the desired field or click [Index] to select a field from a different record type.

  8	Accept the prefills or enter different field headings.

  9	Accept the prefill or enter a different maximum length for the field contents.

10	Select formatting options for the field.

11	Save the changes to the view.

 How?

Add text

12	Select Create text.

13	Enter the desired text.

14	Select style and color options.

15	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text.

Related Topics


Changing existing fields or text in form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired field or text and click [OK].

  6	Click [Edit].

Change existing fields

  7	Double-click a different field or click [Index] to select a field from a different record type.

  8	Change field headings and maximum length of the field contents as needed.

  9	Change formatting options as needed.

10	Save the changes to the view.

 How?

Change existing text

11	Change the text, style options, and color options as needed.

12	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text.

Related Topics


Deleting fields or text in form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired field or text and click [OK].

  6	Click [Delete].

  7	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text.

Related Topics


Moving fields and text in form views

  1	Open the desired inquiry.

 How?

  2	Click [Form view].

  3	Click [Change view] to select a different view as needed.

  4	Click [Select/Create]. A position marker (gray box) is displayed in the center of the form view.

  5	Use the arrow keys to move the box to the desired field or text and click [OK].

  6	Click [Move].

  7	Use the arrow keys to move the field or text to the desired location and click [OK].

  8	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also point and click to select fields or text and then drag and drop them to new locations.

Related Topics


Adding columns to table views

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select a different view as needed.

  3	Place the cursor in the column next to where you want to add the new column.

  4	Click [Select].

  5	Select whether to add the column before (to the left) or after (to the right) the selected column.

  6	Double-click the desired field or click [Index] to select a field from a different record type.

  7	Accept the prefills or enter different column headings.

  8	Accept the prefill or enter a different width for the column.

  9	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also click the column heading to select the column.

Related Topics


Changing columns in table views

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select a different view as needed.

  3	Place the cursor in the desired column.

  4	Click [Select].

  5	Select the Edit column contents option.

  6	Double-click a different field or click [Index] to select a field from a different record type.

  7	Change column headings and width as needed.

  8	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tips

•	You can also click the column heading to select the column.

•	You can also use the mouse to change the width of column. Move the cursor to one edge of the column until the cursor becomes a double-sided arrow. Drag the edge of the column to adjust the column width as needed.

Related Topics


Deleting columns in table views

  1	Open the desired inquiry.

 How?

  2	Click [Change view] to select a different view as needed.

  3	Place the cursor in the desired column.

  4	Click [Select].

  5	Select the Delete this column option.

  6	Save the changes to the view.

 How?

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Tip

•	You can also click the column heading to select the column.

Related Topics


Saving changes to views

  1	From a table or form view, click [Close], [Change view], or [Table view].

  2	A message window displays to confirm that you want to save changes made to the current view. Click [Yes] to save the changes. Click [No] to cancel them and perform the action of the button you clicked in step 1. Click [Cancel] to return to the view without saving the changes.

  3	If the Save Shared View window displays, accept the prefill to apply the changes to all inquiries listed on the left and the current inquiry or enter a different name to apply the changes to the current inquiry only.

  4	If the Save View window displays, accept the prefill to apply the changes to the current view or enter a different name to create a new view.


Printing inquiries

  1	Open the desired inquiry.

 How?

  2	Select the desired view.

  3	From the File menu, select Print.

  4	Complete the view-related items at the top of the Print Selection window to select the data to print.

  5	Make other print selections as needed.

  6	Click [Start].

Related Topics


About the interface with Inquiry Designer

Use Inquiry Designer to create, modify, copy, delete, import, and export inquiries. Also, use Inquiry Designer to access the Inquiry Catalog file, which contains the inquiries and views provided by Timberline for each application. Depending on the options selected within Inquiry Designer, you may be able to change the default view for an inquiry, or modify and save changes to views.

Note

•	You can modify views and save changes made to them only if the corresponding options are selected for the inquiry in Inquiry Designer.

Related Topics


Inquiry table view

Use to display table views of inquiries and to change existing table view designs. Inquiries always open in the table view. Click [Form view] to display form views of inquiries.


[Record Security]

Opens the Record Security window where you can enable or disable record security for this inquiry.


Reports (Reports menu)

Use to print this application's reports. The reports that display are either supplied by Timberline or created with Report Designer.

 Windows

Related Topics


 Reports

Use to print this application's reports. The reports that display are either supplied by Timberline or created with Report Designer. See Printing a report for detailed instructions.


Repeat Last Report - My Reports

Click [image] to repeat the last report used from this list or click the down arrow to display this application's reports which are supplied by Timberline or created with Report Designer. See Printing a report for detailed instructions.


Reports windows

 Data File Selection

 Report Print Selection


Data File Selection window

Use to select the file type for each record included in the report design. You can specify more than one file for unnamed files for each record. This window opens only when file type information is needed to process and print the report.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Record

If more than one record is listed, select the record type to use when printing the report. All records that share the same file type are listed, but only one is available. Only records that can be found in more than one file type are listed. For example, if you include vendor name and address in the design, AP - Vendor does not display in the Record list because vendor records are found only in the Accounts Payable Master (APM) file. However, if you include invoice in the design, AP - Invoice displays in the Record list because invoice records are found in the new and history Accounts Payable Invoice (API) files and in the Accounts Payable Master (APM) file.


File

Select the file type to use for the highlighted record when printing the report.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Report Print Selection window

Use to specify print options before printing a report. If required prompt fields have been set up for this report, they will display in the upper portion of this window along with the Report date field. Report date prefills with the system date, but you can change it as needed.

The Printer Information area displays the current printer and page setup information.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options are changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options are changed.


[Ranges]

Opens a Ranges window to specify a range of records and possibly sub-records to access during processing. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


[Start]

Begins processing, which includes printing according your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


[Help]

Starts Help and displays information about this window.


[Send]

Sends the report and any attachments to printer, fax, or e-mail address.


About prompt fields

A prompt field is a special, user defined field in a report design that displays in the Report Print Selection window when you select the report for printing. Prompt fields allow the operator to respond to a question, enter values, mark boxes, or select a value from a list. Prompt fields can be used in a report design as report fields and in conditions and formulas. Required prompt fields must be completed by the operator at print time. Required prompt fields display at the top of the Report Print Selection window.


Printing reports

  1	From the Reports menu, select the desired report.

  2	If the Data File Selection window opens, select the desired file type (master, invoice, etc.).

  3	If using named files, select the desired file.

  4	Complete the required prompt fields, such as Report date displayed at the top of the window.

  5	Make other print selections such as needed.

  6	Click [Start] to begin processing and printing the report.

Related Topics


Overview

When you select the Reports menu, a list of available reports for this application displays. The reports listed are those provided by Timberline and any others created in Report Designer.


About the interface with Report Designer

Use Report Designer to create, modify, copy, and delete report designs. Also, use Report Designer to set up security on individual designs to limit access to reports.

Related Topics


Reports Manager (Reports menu)

Use to modify the Reports menu. You can add, delete, or change report names, change shortcut (access) keys, change menu groups, or rearrange the order in which the report names appear on the menu.

 Windows

Related Topics


Reports Manager

Use to modify the Reports menu. Refer to Changing report names on the Reports menu for detailed instructions.


Reports Manager windows

 Arrange Reports Menu

 Change Report

 Menu groups

 New Report

 Reports Manager

 Report Options


Reports Manager window

Use to initiate various report menu tasks using the buttons on the right hand side. This window functions like a hub, providing a central window from which report tasks can be performed. For example, you might want to delete an item from the reports menu or just modify it, or you might want to change the order in which an item appears on the menu.

For help on an item in this window, click [image] on the toolbar and then click the item.


Report name

Displays both the menu group, if one is assigned, and the report name as displayed on the Reports menu. The menu group always precedes the report name and is separated from the report name by a hyphen.


[Close]

Closes this window and returns to the main application window.


[New]

Opens the New Report window to add reports to the Reports menu.


[Change]

Opens the Change Report window to change the name, menu group, and source of reports on the Reports menu.


[Delete]

Deletes report names from the Reports menu.


[Arrange]

Open the Arrange Reports Menu window to change the order of report names as they appear on the Reports menu.


[Help]

Starts Help and displays information about this window.


New Report window

Use to add reports to the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report name

Enter the name of the report (up to 30 characters) as you want it to appear on the Reports menu.


Menu group

To assign this report to a menu group, enter a menu group name. You can also click [List] to select an existing menu group.


Source

Select the source of the report:

•	TS report design -- The source is a report design created in Report Designer (TR). TR report design file names end in .rpt. For example: PM Lease Abstract.rpt.

•	Crystal report design -- The source is a report design created in Crystal Reports. Crystal report file names end in (CR).rpt. For example: PM Lease Abstract (CR).rpt.

•	Special -- The source has more than one report design, is a hard-coded report, or is not a report design.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system determines the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


File name

Accept the prefill or enter a different report design to use to print the report. You can also click [List] to select a report design from the List Report Designs window. This field is available for TS report design and Crystal report design sources only.


Special name

Select the name of the special report source to use to print the report. This item is available only when Special is selected as the Source.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system will determine the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Options]

Opens the Report Options window to change shortcut keys or toolbar text for reports.


[Help]

Starts Help and displays information about this window.


Change Report window

Use to change the name, menu group, and source of reports on the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report name

Accept the prefill or enter a different report name as you want it to appear on the Reports menu.


Menu group

Accept the prefill or enter a different menu group name. You can also click [List] to select an existing menu group.


Source

Select the source of the report:

•	TS report design -- The source is a report design created in Report Designer (TR). TR report design file names end in .rpt. For example: PM Lease Abstract.rpt.

•	Crystal report design -- The source is a report design created in Crystal Reports. Timberline created Crystal report file names end in (CR).rpt. For example: PM Lease Abstract (CR).rpt.

•	Special -- The source has more than one report design, is a hard-coded report, or is not a report design.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system determines the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


File name

Accept the prefill or enter a different report design to use to print the report. You can click [List] to select a report design from the List Report Designs window. This field is available for TS report design and Crystal report design sources only.


Special name

Select the name of the special report source to use to print the report. This item is available only when Special is selected as the Source.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system will determine the correct report based on installed applications and post and interface settings.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list you can select from for the current item in this window.


[Options]

Opens the Report Options window to change shortcut keys or toolbar text for reports.


[Help]

Starts Help and displays information about this window.


Menu groups window

Use to assign reports to menu groups.

For help on an item in this window, click [image] on the window and then click the item.


Menu groups list

Select the menu group you want to assign to the report.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Report Options window

Use to change the shortcut (access) keys or toolbar text for reports on the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.


Report name

Accept the prefill or enter a different letter from the report name to act as its shortcut key from the Reports menu.


Menu group

Accept the prefill or enter a different letter from the menu group name to act as its shortcut key from the Reports menu.


Tool Bar Text

Accept the prefill or enter a different name (up to eight characters) to identify the report on toolbar icons. Use the Toolbar tab (Customize window) to add icons to the toolbar.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Arrange Reports Menu window

Use to change the order of report names as they appear on the Reports menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Report name

Displays report names of the selected application by menu group. Click [Move up] or [Move down] to change their order on the Reports menu.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Move up]

Moves the report up in the list.


[Move down]

Moves the report down in the list.


[Help]

Starts Help and displays information about this window.


Adding report names to the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Click [New].

  4	Enter the name of the report as you want it to appear on the Reports menu.

  5	To assign this report to a menu group, enter a menu group name. You can also click [List] to select an existing menu group.

  6	Select the source file. For detailed information about source files, click [image].

  7	Change shortcut keys or toolbar text for the report.

 How?

Tip

•	You can also type the full pathname of the report design in File name, such as C:\PROGRAM FILES\TIMBERLINE OFFICE\ACCOUNTING\REPORT \AP OPEN INVOICES.RPT.

Related Topics


Changing report names on the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Select the desired report and click [Change].

  4	Accept the prefill or enter a different report name as you want it to appear on the Reports menu.

  5	Accept the prefill or enter a different menu group name. You can also click [List] to select an existing menu group.

  6	Select the source file. For detailed information about source files, click [image].

  7	Change shortcut keys or toolbar text for the report.

 How?

Tip

•	You can also type the full pathname of the report design in File name, such as C:\PROGRAM FILES\TIMBERLINE OFFICE\ACCOUNTING\REPORT\AP OPEN INVOICES.RPT.

Related Topics


Changing report options

  1	From the New Report or Change Report window, click [Options].

  2	Accept the prefill or enter a different letter from the report name to act as its shortcut key from the Reports menu.

  3	Accept the prefill or enter a different letter from the menu group name to act as its shortcut key from the Reports menu.

  4	Accept the prefill or enter a different name to identify the report on toolbar icons.

Tip

•	You can also click underneath the letter in the report name or menu group name to select it as the shortcut key.

Related Topics


Arranging report names on the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Click [Arrange].

  4	Select the desired report name.

  5	Click [Move up] or [Move down] to move the report up and down in the list.

Related Topics


Overview

The Arrange Reports Menu window displays the list of report names as they appear on the Report Manager window. The system uses this list to generate the report menus that display for each application when you select the Reports menu. The group names display once on the report group menu in the order in which the system encounters them on the list.

To change the order in which the reports are listed on the menu, you need only rearrange them on the list. It is not necessary to keep the report names for a group clustered together on the list. The system searches the entire list when a menu is displayed. However, grouping report names on the list can make reading the list easier for you.


Deleting report names on the Reports menu

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Select the desired report.

  4	Click [Delete]. A message window displays to confirm that you want to delete the selected report name. Click [Yes] to delete it from the Reports menu. Click [No] to keep it.

Related Topics


Assigning menu groups to reports

  1	From the Reports menu, select Reports Manager.

  2	Select the desired application.

  3	Select the desired report and click [Change].

  4	Accept the prefill or enter a different menu group name. You can also click [List] to select an existing menu group.

Related Topics


Overview

Menu groups (or sub-menus) allow you to group like reports together. Using menu groups can help you quickly locate reports when you need them. For example, you could assign a menu group called AP Reconciliation Reports to all of the reports you use to reconcile your accounts payable. When you select the AP Reconciliation Reports menu group from the Reports menu, the reports you assigned to this menu group are listed.


Source files

When you add or a change a report name, you must select the source file of the report design. Source files can be the following:

•	TS report design -- The source is a report design created in Report Designer (TR). TR report design file names end in .rpt. For example: PM Lease Abstract.rpt.

•	Crystal report design -- The source is a report design created in Crystal Reports. Timberline created Crystal report file names end in (CR).rpt. For example: PM Lease Abstract (CR).rpt.

•	Special -- The source has more than one report design, is a hard-coded report, or is not a report design.

•	Several different report designs can exist for a single report. For example, there are two report designs for the AP Check Register: the AP Check Register(AP).rpt and the AP Check Register(CM).rpt. The system determines the correct report based on installed applications and post and interface settings.

In the above example, if Accounts Payable (AP) interfaces with Cash Management (CM), the system will select the AP Check Register (CM).rpt. If CM is not installed or not interfacing with AP, the system will select the AP Check Register (AP).rpt.

•	GL Current Ledger and Year-to-date Ledger are hard-coded reports created for General Ledger.

•	Statements are created in Financial Statement Designer and statement file names end in .fsd. A special interface is used to list and run financial statements from the GL report menu.


Undo (Edit menu)

Use to reverse an action performed when editing text in a window.

Related Topics


Undo

Use to reverse an action performed when editing text in a window. See Editing text for detailed instructions.


Redo (Edit menu)

Use to reverse Undo back to the original text when editing text in a window.

Related Topics


Redo

Use to reverse Undo back to the original text when editing text in a window. See Editing text for detailed instructions.


Cut (Edit menu)

Use to remove highlighted text and place the text on the clipboard.

Related Topics


Cut

Use to remove highlighted text and place the text on the clipboard. See Editing text for detailed instructions.


Copy (Edit menu)

Use to copy highlighted text and place the text on the clipboard.

Related Topics


Copy

Use to copy highlighted text and place the text on the clipboard. See Editing text for detailed instructions.


Paste (Edit menu)

Use to copy text from the clipboard to where the cursor is located in a window.

Related Topics


Paste

Use to copy text from the clipboard to where the cursor is located in a window. See Editing text for detailed instructions.


New Data Folder (File menu)

Use to create a new folder for a company.

 Window

Related Topics


New Data Folder

Use to create a new folder for a company. See Creating a new data folder for detailed instructions.


New Data Folder window

Use to create a new folder for a company. You can enter address information, specify the data folder's path, and select whether to use the setup options of the currently open data folder.

Multiple companies are typically set up using prefixes, but if you have two companies that use different General Ledger account formats, for example, you may want to set up the two companies with different data folders.

Notes

•	Refer to the setup documentation you received with your software before setting up a new company.

•	Company name, Address, City, State, ZIP Code, and Phone are included in the System fields that can be selected for reports in Report Designer.

•	For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Company name

Enter a name for this data folder (up to 33 characters).


Address

Enter the street address for this data folder (up to 33 characters for each line).


City

Enter the city for this data folder (up to 15 characters).


State

Enter the state for this data folder (up to 4 characters). The state is stored in upper case.


ZIP

Enter the ZIP Code for this data folder (up to 10 characters). The ZIP Code can be entered in any format to accommodate a variety of worldwide mailing addresses.


Phone number

Enter the telephone number for this data folder (up to 15 characters). You can enter a telephone number including or excluding an area code and without punctuation. If United States is the country selected for your operating system, the phone number displays in a standard format: (999)999-9999. If the country is not United States, the phone number displays exactly as it is entered.


Data folder path name

Accept the prefill or enter a different path where you want to locate the new data, e.g., C:\COLUMBIA DATA. The destination folder cannot already contain a data folder. The specified folder is created automatically when you click [OK] in this window.


Use current setup

To copy the setup controls of the current data folder to the setup controls of the data folder you are creating, mark this box. This bypasses the setup of the following settings:

•	Accounting Method and Batch controls in the Data Folder Settings window (File, Data Folder Settings, General menu)

•	All settings in the Batch Control Totals window (File, Data Folder Settings, General menu)

•	All settings in File Locations and Custom Descriptions (File, Data Folder Settings menu), including sections for Accounts Receivable invoices, Contracts contracts and items, General Ledger accounts and Job Cost jobs and cost codes

•	If applicable, post and interface settings

If you want to set up the controls for the new data folder yourself, do not mark this box.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Open Data Folder (File menu)

Use to change the data folder with which you want to work.

 Windows

Related Topics


Open Data Folder

Use to change the data folder with which you want to work. See Opening a data folder for detailed instructions.


Open Data Folder windows

 Change Drives

 Open Data Folder

 Search Drives


Open Data Folder window

Use to access different data without leaving the current application.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Name and Folder

Select the data folder with which you want to work. The list displays the data folder name and the directory where the data folder is located.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Change drives]

Opens the Change Drives window to select and limit the drives to be displayed from the current list.


[Search]

Opens the Search Drives window to select the drives to be searched for data folders. The search can take a substantial amount of time depending on how many drives are highlighted for searching.


Change Drives window

Use this window to restrict the list of drives to only those you select from the current list. Currently listed drives that you do not highlight are excluded from the new list. The list is stored for later use when the Open Data Folder window is reopened.

Note

•	To return excluded drives to the list, you must use the [Search] button.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Drives

Select the drives from which you want to list data folders. Data folders on selected drives are listed in the Open Data Folder window. Data folders on drives that are not highlighted are excluded from the list.


[OK]

Accepts the selection and closes this window.


[All]

Selects all drives in the list.


[None]

Removes the highlighting from all drives in the list. You must then reselect one or more drives.


[Cancel]

Closes this window without accepting a data folder.


[Help]

Starts Help and displays information about this window.


Search Drives window

Use to search for data folders. Highlighted drives are searched and the resulting data folders are listed in the Open Data Folder window. The search can be time-consuming, depending on the number of drives and folders that must be searched.

The resulting list is stored for later use when the Open Data Folder window is reopened.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Drives

Select the drives on which you want to search for data folders. Highlighted drives are searched and the resulting data folders are listed in the Open Data Folder window. Drives that are not highlighted are excluded from the search.


[OK]

Accepts the current entries and closes this window.


[All]

Selects all drives in the list.


[None]

Removes the highlighting from all drives in the list. You must then reselect one or more drives.


[Cancel]

Closes this window without searching for data folders.


[Help]

Starts Help and displays information about this window.


General (File, Data Folder Settings menu)

Use to make changes to company information.

 Windows

Related Topics


Data Folder Settings - General

Use to make changes to company information. See Specifying general data folder settings for detailed instructions.


General windows

 Batch Control Totals

 Data Folder Settings


Data Folder Settings window

Use to change company name and address information, select an accounting method, and to specify how you want to use batches. The name and address was originally entered using New Data Folder. In addition, the accounting method may have been set using New Data Folder if Use current setup was marked.

Notes

•	Refer to the setup documentation you received with your software for more information about company information.

•	Company Name, Address, City, State, ZIP Code, and Phone are system fields that can be selected for reports in Report Designer.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Company name

Enter or change the name for this data folder (up to 33 characters).


Address

Enter or change the street address for this data folder (up to 33 characters for each line).


City

Enter or change the city for this data folder (up to 15 characters).


State

Enter or change the state for this data folder (up to 4 characters).


ZIP

Enter or change the ZIP Code for this data folder (up to 10 characters). The ZIP Code can be entered in any format to accommodate a variety of worldwide mailing addresses.


Phone

Enter or change the telephone number for this data folder . You can enter telephone numbers including or excluding area codes and without punctuation. If United States is the country selected for the operating system, the phone number displays using a format of (999)999-9999. If the country is not United States, the phone number displays exactly as it is entered.


Accounting Method

Select the accounting method for this data folder:

•	Accrual -- Creates General Ledger entries based on the accrual method of accounting. Unless you used the setup from another data folder when you created this data folder, this option is selected by default.

•	Cash -- Creates General Ledger entries based on the cash basis method of accounting.

•	Both -- Creates General Ledger entries to accommodate both accrual and cash methods of accounting. General Ledger keeps track of both methods simultaneously.

Warning

•	The accounting method should NOT be changed after processing has begun.


Assign Batch Name

Select whether to enter batch information, such as batch ID, batch description, and batch date, manually or automatically:

•	Manually -- Allows you to manually enter batch information for all applications that use batches.

•	Automatically -- Automatically assigns batch information to a group of entries for all applications that use batches.

Batches are stored with each entry. This provides additional control for ensuring the accuracy of input and for tracing entries back to the point of origin.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Batch Control Totals]

Opens the Batch Control Totals window to specify which applications should use control totals during entry sessions.


Batch Control Totals window

Use to specify which applications should use batch control totals. Applications are listed in this window if they are installed and if they use batches when making entries, e.g., Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, and Property Management.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Use Control Totals

To use batch control totals for the listed application, mark this box. If using batch control totals, the total amount for an entry session is entered before the entry session begins. This total amount must match the total of the entries during one or more entry sessions before they can be posted.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


File Locations (File, Data Folder Settings menu)

Use to specify where certain files can be found.

 Window

Related Topics


Data Folder Settings - File Locations

Use to specify where certain files can be found. See Specifying data folder file locations for detailed instructions.


File Locations window

Use to indicate how you want certain file types accessed and where they are located. You can specify the location of certain files, and whether you want to be prompted for certain file names. The file types listed in this window depend on the applications you are using.

The path of the current data folder is displayed in the title bar of this window.

For help on an item in this window, click [image] on the window, then click the item. Use this procedure on the File Type names in the left column to view a brief description for each type.

Related Topics


AP Invoice

Accounts Payable Invoice files (API) store invoices created using Enter Invoices in Accounts Payable.


AP Lien-waiver

Accounts Payable Lien-waiver files (APL) store lien waivers created using Print Checks in Accounts Payable.


AP Master

Accounts Payable Master files (APM) store batch totals, the Accounts Payable settings, invoices, distributions, tax distributions, checks, check formats, and setup information for vendors and authorizations created in Accounts Payable.


AP Reprint

Accounts Payable Reprint files (APP) stores invoices, distributions, tax distributions, and checks that need to be reprinted in Accounts Payable.


AP Standard

Accounts Payable Standard files (APS) store expense allocation tables created using Expense Allocations in Accounts Payable.


AP Transaction

Accounts Payable Transaction files (APT) store invoice and check entries created in Accounts Payable.


AP Issue

Accounts Payable Issue files (ISSUE.APZ) store issues linked to Accounts Payable records.


AR Activity

Accounts Receivable Activity files (ARA) store distributions, invoice statuses, deposit information, and activity for cash receipts, invoices, and receivable adjustments created in Accounts Receivable and Billing.


AR Master

Accounts Receivable Master files (ARM) store customer totals, the Accounts Receivable settings, customers, and correspondence created in Accounts Receivable.


AR Standard

Accounts Receivable Standard files (ARS) store contacts created in Accounts Receivable.


AR Transaction

Accounts Receivable Transaction files (ART) store invoice entries received from Billing and entries created in Accounts Receivable and sent to interfacing applications (if creating entries to Accounts Receivable in the interfacing applications).


AR View

Accounts Receivable View files (ARV) store cash receipt and invoice views created in Accounts Receivable.


AR Issue

Accounts Receivable Issue files (ISSUE.ARZ) store issues linked to Accounts Receivable records.


BL Invoice

Billing Invoice files (BLI) store worksheet entry records created using Enter Worksheets and invoices created using Generate Invoices in Billing.


BL Master

Billing Master files (BLM) store the Billing settings and includes information for the generation of the next Work-In-Progress ID, Work-In-Progress sequence, and the invoice ID; and information needed to print invoices..


BL Standard

Billing Standard files (BLS) store invoice formats and setup information for markup tables, rate tables, add-on tables, standard add-ons, and standard items created in Billing.


BL Transaction

Billing Transaction files (BLT) store cost entries received from interfacing applications (if creating entries to Billing in the interfacing applications).


BL WIP

Billing WIP files (BLW) store Work-In-Progress records created using Generate Work-In-Progress in Billing for cost entries received from interfacing applications (if creating entries to Billing in the interfacing applications).


BL Issue

Billing Issue files (ISSUE.BLZ) store issues linked to Billing records.


CM Master

Cash Management Master files (CMM) store bank accounts created in Cash Management.


CM Transaction

Cash Management Transaction files (CMT) store check entries created in interfacing applications (if creating entries to Cash Management in the interfacing applications).


CM Issue

Cash Management Issue files (ISSUE.CMZ) store issues linked to Cash Management.


CN Derived

Contracts Derived files (CNA) store derived totals at the contract and contract item level.


CN Contract

Contracts Contract files (CNC) store contracts, contract items, change orders, and change order items created in Contracts.


CN Transaction

Contracts Transaction files (CNT) store entries received from Accounts Receivable and Billing.


CN Settings

Contracts Settings files (CNS) store the Contracts settings.


CN Issue

Contracts Issue files (ISSUE.CNZ) store issues linked to Contracts records.


EQ History

Equipment Cost History files (EQH) store historical balances and to-date amounts on equipment entries created in Equipment Cost.


EQ Import

Equipment Cost Import files are text files (TXT) used to import entries.


EQ Master

Equipment Cost Master files (EQM) store balances and to-date amounts on equipment entries, the Equipment Cost settings, the fiscal calendar, licenses and permits, and setup information for equipment, equipment types, standard cost codes, and miscellaneous entry codes created in Equipment Cost.


EQ Standard

Equipment Cost Standard files (EQS) store revenue rates and cost rate tables created in Equipment Cost.


EQ Transaction

Equipment Cost Transaction files (EQT) store entries created in Equipment Cost, imported from other applications, or received from interfacing applications (if creating entries to Equipment Cost in the interfacing applications).


EQ Issue

Equipment Cost Issue files (ISSUE.EQZ) store issues linked to Equipment Cost records.


FS Accumulator

Financial Statement Designer Accumulator files (ACCUM.FSA) store all accumulators created in Financial Statement Designer for each data folder.


FS Design

Financial Statement Designer Design files (FSD) store statement designs created in Financial Statement Designer.


FS Group

Financial Statement Designer Group files (FSG) are not being utilized with the current version of the software.


FS Statement-group

Financial Statement Designer Statement-group files (FSN) store statement groups created in Financial Statement Designer.


FS Prefix-group

Financial Statement Designer Prefix-group files (PREFIXES.FSP) store all prefix groups created in Financial Statement Designer for each data folder.


GL Allocate

General Ledger Allocate files (GLA) store expense allocation tables created in General Ledger.


GL Master

General Ledger Master files (GLM) store account activity, account balances, the General Ledger settings, and setup information for accounts, prefixes, base accounts, journals, partners, and budgets created in General Ledger,


GL Recur

General Ledger Recur files (GLR) store setup information for recurring entries created in General Ledger.


GL Transaction

General Ledger Transaction files (GLT) store general ledger entries created in General Ledger, imported from other applications, or received from interfacing applications (if creating entries to General Ledger in the interfacing applications).


GL Auto

General Ledger Auto files (GLA) store setup information for auto reversing entries created in General Ledger.


GL Issue

General Ledger Issue files (ISSUE.GLZ) store issues linked to General Ledger records.


IA Issue

Information Assistant Issue files (ISSUE.IAI) store all issues created in all accounting and management applications.


JC Commitment-import

Job Cost Commitment-import files (JCC) store commitments imported from other applications.


JC DC-import

Job Cost DC-import files (JCD) store direct costs imported from other applications.


JC Est-import

Job Cost Est-import files (JCE) store estimates imported from other applications.


JC Master

Job Cost Master files (JCM) store the Job Cost settings and setup information for jobs, extras, draws, cost codes, categories, standard cost codes, and standard categories created in Job Cost.


JC Rec-import

Job Cost Rec-import files (JCR) store accounts receivable entries imported from other applications.


JC Transaction

Job Cost Transaction files (JCT) store cost entries created in Job Cost and received from Contracts.


JC Table

Job Cost Table files (JCX) store the AR interface table created in Job Cost.


JC Issue

Job Cost Issue files (ISSUE.JCZ) store issues linked to Job Cost records.


PM Accumulator

Property Management Accumulator files (PMA) store accumulator controls and the property, unit and lease accumulator values created in Property Management.


PM Lease

Property Management Lease files (PML) store lease information created in Property Management.


PM Tenant

Property Management Tenant files (PMN) store tenant information created in Property Management.


PM Property

Property Management Property files (PMP) store property, unit, and miscellaneous income information created in Property Management.


PM Retail

Property Management Retail files (PMR) store retail lease information created in Property Management.


PM System

Property Management System files (PMS) store the Property Management settings.


PM Transaction

Property Management Transaction files (PMT) store entries created in Property Management.


PM Recovery

Property Management Recovery files (PMV) store property and lease recoverable expense controls created in Property Management.


PM Issue

Property Management Issue files (ISSUE.PMZ) store issues linked to Property Management records.


PR Master

Payroll Master files (PRM) store employee totals, the Payroll settings, tax rates (if using company rates), employer IDs, rates for cost code WC tables, and setup information for employees created in Payroll.


PR System

Payroll System files (PRS) store time entry views, check forms, quarterly forms, W-2 forms and setup information for pays, deductions, fringes, tax rates, pay groups, departments, certified classes, union locals, job local tables and other tables created in Payroll.


PR Transaction

Payroll Transaction files (PRT) store check, fringe, and tax distribution entries created in Payroll and sent to interfacing applications (if creating entries to Payroll in the interfacing applications) and Equipment Cost information entered in Payroll.


PR Tax

Payroll Tax files (PRX) store tax rates and tax groups created in Payroll.


PR Issue

Payroll Issue files (ISSUE.PRZ) store issues linked to Payroll records.


RT Master

Remote Time Entry Master files (RTM) store the Remote Time Entry settings and setup records imported from Payroll, imported from other applications, or created in Remote Time Entry.


RT Time

Remote Time Entry Time files (RTT) store timesheets created in Remote Time Entry.


TS Import

Any text file (.txt) imported by Accounts Payable, Accounts Receivable, General Ledger, and Property Management.


TX Master

Tax Master files (TXM) store Accounts Payable tax information.


Printouts

Printouts that you have printed to a file instead of directly to a printer will be stored in the current data folder if no location if specified. Specify a common location, e.g., \PROGRAM FILES\TIMBERLINE\MISC or \TIMBERLINE\MISC, if you want to access the same printouts for more than one data folder.


Macros

Macros created using Macros will be stored in the current data folder if no location if specified. Specify a common location, e.g., \PROGRAM FILES\TIMBERLINE\MACROS or \TIMBERLINE\MACROS, if you want to use the same macros for more than one data folder.


Reports

Report designs created in Report Designer. Accept the default, e.g., \PROGRAM FILES\TIMBERLINE\REPORT or \TIMBERLINE\REPORT, if you want to use the same reports for more than one data folder.


Attachments

Files attached to records throughout the software will be stored in the current data folder if no location is specified. Specify a common location, e.g., \PROGRAM FILES\TIMBERLINE\MISC or \TIMBERLINE\MISC, if you want to use the same attachments for more than one data folder. Notes are stored directly on the record.


Ask Name

To prompt for a file name each time a file of this type is used, mark this box. Otherwise, a default file is used, e.g., NEW.GLT (the General Ledger New Transaction file), instead of prompting for a different file name.

Some file types are automatically named, such as Master files. In general, you cannot change the names of these files (there are some exceptions, e.g., the Payroll Master and Tax Master files). You must name some file types, such as printouts, macros, and reports. For these file types, the Ask Name box is automatically marked and you cannot change it.

See Working with named files for more information.


Data Folder

To access or create a file in a folder other than the current data folder path, enter the path, e.g., C:\MYDATA\PRINT FILES. To use the current data folder path as the default, leave the location blank. The reports location defaults to the folder where the application files are installed, e.g., \PROGRAM FILES\TIMBERLINE\REPORT if not installed on a network or \TIMBERLINE\REPORT if installed on a network.

If you enter a path for Reports that is invalid or doesn't exist, the item defaults to the data folder location when trying to access the item.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Custom Descriptions (File, Data Folder Settings menu)

Use to modify descriptions, size, justification, and capitalization of certain items that are common in Timberline applications.

 Windows

Related Topics


Data Folder Settings - Custom Descriptions

Use to modify descriptions, size, justification, and capitalization of certain items that are common in Timberline applications. See Specifying custom descriptions for detailed instructions.


Custom Descriptions windows

 Custom Descriptions

 Custom List Setup

 Set Up Sections

 Test Entry


Custom Descriptions window

Use to modify descriptions, size, justification, and capitalization for some items that are common in Timberline applications. All customizable items are listed in this window for each installed application. Items that appear in gray cannot be changed.

Changes are reflected in all applications, including Inquiry Designer and Report Designer.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description for the corresponding field type (up to 15 characters). Some descriptions cannot be changed.


Size

Enter the maximum number of characters that can be entered for the corresponding field type.


Right justify

To right justify information entered for the corresponding field type, mark this box. Information is typically right justified if the field is numeric.


Capitals

To capitalize all alpha characters entered for the corresponding field type, mark this box. For example, in Cash Management, CM Bank Account has Capitals marked, all bank account IDs will be entered in all capital letters: FIRST - AP, FIRST - PR, etc.


Custom List

To change the default selection that is used for the corresponding field type, select the default item. You can click [Customize List] to change the custom list.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Set Up Sections]

Opens the Set Up Sections window to set up sections for certain field types. This button is available only if the current field type can be sectioned.

Warning

•	After processing begins, sections cannot be changed. Changing the format of a field type makes all existing IDs incompatible.


[Customize List]

Opens the Custom List Setup window to change the selected custom list.


[Help]

Starts Help and displays information about this window.


Custom List Setup window

Use to add, change, and delete items that display in custom lists throughout the software.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Field type list

Select an item from the list to change it, delete it, or move it up or down in the list. You can add up to 1,000 items to each custom list.


Field type list

Select an item from the list to change it, delete it, or move it up or down in the list. You can add up to 1,000 items to each custom list.


Default

Select which item in the list you want to be the default when this item appears in windows throughout each application.


[Add]

Adds an item to the list below the selected item. You can add up to 1,000 items to each custom list.


[Delete]

Deletes the selected item from the list.


[Change]

Allows you to change the name of the selected item.


[ · ]

Moves the highlighted selection up one position.


[ · ]

Moves the highlighted selection down one position.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Custom Fields (File, Data Folder Settings menu)

Use to add, change, and delete fields that customize the setup of certain items, e.g., accounts in General Ledger.

 Windows

Related Topics


Data Folder Settings - Custom Fields

Use to add, change, and delete fields that customize the setup of certain items, e.g., accounts in General Ledger. See Changing and adding custom fields for detailed instructions.


Custom Fields windows

 Add Field

 Change Field

 Custom Fields

 Custom Fields - Record Selection


Add Field window

Use to add a field to the custom field list.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter a title for the field (up to 25 characters). Custom field titles cannot contain the percent sign '%.' The description displays to the left of the field in the Custom Fields window.


Type

Displays the type of custom field you are changing.


ODBC Options

Select if you want third-party software to read and replace the contents of this field via Open Data Base Connectivity (ODBC):

•	Allow read -- Allows third-party software to read the contents of this custom field.

•	Allow replace -- Allows third-party software to replace the contents of this custom field. This item is only available if Allow read is marked.


Length

Enter the maximum number of characters for this alpha field, including spaces.


Required entry

To require that an entry be made in this alpha field, mark this box. If this item is required, the user must make an entry unless [Cancel] is clicked.


Capitals

To display all characters in this alpha field in capital letters, mark this box.


Name field

To reverse data entered before and after a semicolon when viewing or printing inquiries and reports, mark this box. For example, "Jones Corporation; The" appears as "The Jones Corporation" on an inquiry or report.


Justification

Select how entries in this alpha field are justified:

•	Left -- Left justifies text in the field.

•	Right -- Right justifies text in the field.


Number of digits

Enter the maximum number of digits, excluding punctuation, that can be entered in this numeric field.


Required entry

To require that an entry be made in this numeric field, mark this box. If this item is required, the user must make an entry unless [Cancel] is clicked.


Signed

To permit signed numbers in this numeric field, e.g., -99, mark this box.


Percent

To display an entry made in this numeric field as a percent, mark this box. For example, 50% would display as 50 rather than .50.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this numeric field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Commas

To display an entry or make an entry in this field with commas, mark this box.


Disallow zero

To prohibit the entry of zeros in this numeric field, mark this box.


Leave blank if zero

To display zero amounts as blank in this numeric field, mark this box. This affects report designs in Report Designer if you are suppressing blank lines.


Decimal places

Enter the number of decimal places (i.e., the number of digits to the right of the decimal point) that can be entered in this numeric field.


Required entry

To require that an entry be made in this date field, mark this box. If this item is required, the user must make an entry unless [Cancel] is clicked.


Date Entry Format

Select the format to be used and displayed when a date is entered:

•	12-31-1999 -- The date must be entered with a month, day, and year.

•	12-31 -- The date must be entered with a month and day.

•	12-1999 -- The date must be entered with a month and year.

Notes

•	To compare the date with another date, the two dates must be in the same format.

•	You are not required to enter all the digits in a date so long as the application can interpret your entry. Two-digit years "00" through "49" are interpreted as "2000" through "2049" Two-digit years "50" through "99" are interpreted as "1950" through "1999". When entering less than the maximum digits allowed, check the displayed results to be sure the entry was interpreted as you wanted.


Required entry

To require that an entry be made in this time field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Time Entry Format

Select the format of the time entered in this time field:

•	23:59 or 99:59 -- Displays with two-digit hours and minutes.

•	23:59:59 or 99:59:59 -- Displays with two-digit hours, minutes, and seconds.


Time Type

Select the type of time stored in this time field:

•	Time of day -- Displays the time during the day.

•	Elapsed time -- Displays the total hours, minutes, and seconds of elapsed time.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this elapsed time field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Required entry

To require that an entry be made in this phone number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Phone Entry Format

Select the format of how the user must enter the telephone number:

•	999-9999 -- Telephone numbers must be entered without an area code.

•	999-999-9999 -- Telephone numbers must be entered with the full number, including an area code. When displayed, the area code is separated by a dash.

•	(999)999-9999 -- Telephone numbers must be entered with the full number, including an area code. When displayed, the area code is enclosed in parentheses.


Required entry

To require that an entry be made in this social security number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Item

Enter alphanumeric items to add to the end of the list. These items display in a list to be selected for the contents of a field. To remove the last item, click [Erase last]. To remove an item that is not last in the list, you must first delete all items below it. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


List

Displays the options available for this list. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


[Erase last]

Removes the last item in the list. To remove an item that is not last in the list, you must first delete all items below it.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Field window

Use to change various options for a custom field. You can change most options, but you cannot change the type and length of the field.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter a new title for the field. Custom field titles cannot contain the percent sign '%.' The description displays to the left of the field in the Custom Fields window.


Type

Displays the type of custom field you are changing.


ODBC Options

Select if you want third-party software to read and replace the contents of this field via Open Data Base Connectivity (ODBC):

•	Allow read -- Allows third-party software to read the contents of this custom field.

•	Allow replace -- Allows third-party software to replace the contents of this custom field. This item is only available if Allow read is marked.


Length

Enter the maximum number of characters for this alpha field, including spaces.


Required entry

To require that an entry be made in this alpha field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Capitals

To display all characters in this alpha field in capital letters, mark this box.


Name field

To reverse data entered before and after a semicolon when viewing or printing inquiries and reports, mark this box. For example, "Jones Corporation; The" appears as "The Jones Corporation" on an inquiry or report.


Justification

Select how entries in this alpha field are justified:

•	Left -- Left justifies text in the field.

•	Right -- Right justifies text in the field.


Number of digits

Enter the maximum number of digits, excluding punctuation, that can be entered in this numeric field.


Required entry

To require that an entry be made in this numeric field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Signed

To permit signed numbers in this numeric field, e.g., -99, mark this box.


Percent

To display an entry made in this numeric field as a percent, mark this box. For example, 50% would display as 50 rather than .50.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this numeric field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Commas

To display an entry or make an entry in this field with commas, mark this box.


Disallow zero

To prohibit the entry of zeros in this numeric field, mark this box.


Leave blank if zero

To display zero amounts as blank in this numeric field, mark this box. This affects report designs in Report Designer if you are suppressing blank lines.


Decimal places

Enter the number of decimal places (i.e., the number of digits to the right of the decimal point) that can be entered in this numeric field.


Required entry

To require that an entry be made in this date field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Date Entry Format

Select the format to be used and displayed when a date is entered:

•	12-31-1999 -- The date must be entered with a month, day, and year.

•	12-31 -- The date must be entered with a month and day.

•	12-1999 -- The date must be entered with a month and year.

Notes

•	To compare the date with another date, the two dates must be in the same format.

•	You are not required to enter all the digits in a date so long as the application can interpret your entry. Two-digit years "00" through "49" are interpreted as "2000" through "2049" Two-digit years "50" through "99" are interpreted as "1950" through "1999". When entering less than the maximum digits allowed, check the displayed results to be sure the entry was interpreted as you wanted.


Required entry

To require that an entry be made in this time field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Time Entry Format

Select how the time entered in this time field will display:

•	23:59 or 99:59 -- Displays with two-digit hours and minutes.

•	23:59:59 or 99:59:59 -- Displays with two-digit hours, minutes, and seconds.


Time Type

Select the type of time stored in this time field:

•	Time of day -- Displays the time during the day.

•	Elapsed time -- Displays the total hours, minutes, and seconds of elapsed time.


Total this field

To have the system automatically mark the Total this field box in the Report Designer Field Format window when this elapsed time field is added to a report, mark this box. This item is available only when Elapsed time is selected.


Required entry

To require that an entry be made in this phone number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Phone Entry Format

Select the format of how the telephone number will be entered:

•	999-9999 -- Telephone numbers are entered without an area code.

•	999-999-9999 -- Telephone numbers are entered with the full number, including an area code. When displayed, the area code is separated by a dash.

•	(999)999-9999 -- Telephone numbers are entered with the full number, including an area code. When displayed, the area code is enclosed in parentheses.


Required entry

To require that an entry be made in this social security number field, mark this box. By requiring this item, the user must make an entry unless [Cancel] is clicked.


Item

Enter alphanumeric items to add to the end of the list. These items display in a list to be selected for the contents of a field. To remove the last item, click [Erase last]. To remove an item that is not last in the list, you must first delete all items below it. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


List

Displays the options available for this list. Be aware that there is a maximum of 200 items that can be included in a single list. If you need more, set up additional Drop-down List Boxes.


[Erase last]

Removes the last item in the list. To remove an item that is not last in the list, you must first delete all items below it.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Custom Fields window

Use to select which custom field you want to add, change, or delete.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Custom field

This is a custom field. You can change its description and other options by clicking [Change]. You can remove this custom field by clicking [Delete]. You can add more custom fields by clicking [Add].


[Add]

Opens the Add Field window to add a new field and make selections for the new field.


[Change]

Opens the Change Field window to change the description or other options for the selected field.


[Delete]

Deletes the selected field.


[Close]

Closes this window and returns to the main application window.


[Help]

Starts Help and displays information about this window.


Custom Fields - Record Selection window

Use to select which record you want to add, change, or delete custom fields for. Only records that are used with the current application display in the list. If using TS-Main, all records display in this window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Available Records

Select the record to which you want to add, change, or delete custom fields. Only records used with the current application display in this list.


[Edit]

Opens the Custom Fields window to add, change, or delete custom fields.


[Cancel]

Closes this window.


[Help]

Starts Help and displays information about this window.


About field types (definition)
About field types

Each field that appears in the software is a certain type.

This type of field	Enters and displays
Alpha	Alphabetic and numeric characters
Numeric	A number with optional punctuation
Check box	A check box that can be marked or unmarked
Date	A date
Time	A clock time
Option button list	A list of options where only one option can be selected at a time
Phone number	A telephone number
Social security number	A social security number
Drop-down list box	An alphanumeric list (See second note below.)
Note

•	In What's This Help, alpha and numeric fields are documented with a maximum number of characters or digits that are allowed. Numeric fields must contain a number with an optional decimal point if What's This Help specifies "up to x.x digits" for the field. Each "x" specifies the number of digits allowed to the left and right of the decimal point, respectively. For example, "up to 3.4 digits" indicates that you can enter up to three digits to the left and four digits to the right of the decimal (a number as large as 999.9999 or as small as .0001).

•	A Drop-down List Box cannot contain more than 200 items. If you need more, set up additional Drop-down List Boxes.

Related Topics


Print (File menu)

Use to print information that you are viewing in a Print Preview window. Also, use to print a view of an inquiry, the contents of a macro, or formulas. In Report Designer and Financial Statement Designer, use to print a report.

 Windows

Related Topics


Print

Use to print information that you are viewing in a Print Preview window. Also, use to print a view of an inquiry, the contents of a macro, or formulas. In Report Designer and Financial Statement Designer, use to print a report. See Viewing and printing printouts and related printing topics, such as Printing reports, for detailed instructions.


Quick-print

Use to print one copy of the current information using the current print settings. To change the device destination of the information to be printed, use Print on the File menu.


Print windows

 Print - Printouts (Printer Setup)

 Print Form

 Print Table


Print Setup (File menu)

Use to view and change the Timberline default printer selection.

 Window

Related Topics


Print Setup

Use to view and change the Timberline default printer. See the Setting Timberline print options topic for detailed instructions.


Printer Selection window

Use to view or change the Timberline default printer selection. Any change made affects all accounting and management applications.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Printouts (File menu)

Use to view, print, and maintain reports that were printed to a file rather than directly to a printer. You can access printer device files (DEV), plain text files (TXT), Timberline print files (PRN), HTML files (HTM), and log files (LOG).

 Windows

Related Topics


Printouts

Use to view, print, and maintain reports that were printed to a file rather than directly to a printer. See Viewing and printing printouts and Deleting printouts for detailed instructions.


Printouts windows

 Print File Selection

 Print Preview


Print File Selection window

Use to name or select a print file. You can access printer device files (DEV), plain text files (TXT), Timberline print files (PRN), HTML files (HTM), and log files (LOG).

Related Topics


Print Preview window

Use to view a printout, report, or log file before printing. Most files contain more information than can display in this window. You can use standard keyboard and mouse commands to move to different pages and enlarge or reduce the report size in the window. From the File menu, select Print to print the file you are viewing.

Tips

•	Press [End] on the keyboard to move to the end of the current page; press [End] twice to move to the end of the last page.

•	Press [Home] on the keyboard to move to the top of the current page; press [Home] twice to move to the top of the first page.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


[Close]

Closes this window and returns to the main application window.


[Previous]

Displays the previous page.


[Next]

Displays the next page.


[Zoom In]

Enlarges the report size in the preview window. You can click [Zoom In] until the maximum size is reached.


[Zoom Out]

Reduces the report size in the preview window. You can click [Zoom Out] until the minimum size is reached.


[Delete]

Deletes the file you are viewing. The file is sent to the Recycle Bin.


[Help]

Starts Help and displays information about this window.


Exit (File menu)

Use to close the application. Always end an application using Exit rather than by turning off the computer. By using Exit, you are notified if any background tasks are still processing. You can exit the application if background tasks are still processing, but do not shut down the computer until all background tasks are finished processing.

Related Topics


Exit

Use to close the application. Always end an application using Exit rather than by turning off the computer. By using Exit, you are notified if any background tasks are still processing. You can exit the application if background tasks are still processing, but do not shut down the computer until all background tasks are finished processing. See Viewing background tasks for related information.


Send Settings

Use to set up default sending settings.


Send

Use to send a document and any attachments to a printer, fax, or e-mail address.


Help Topics (Help menu)

Use to display help for the current application.

Related Topics


Help Topics

Use to display help for the current application. See Starting Help for detailed instructions.


What's This? (Help menu)

Use to select an item in a window and view help information about that item.

Related Topics


What's This?

Use to select an item in a window and view help information about that item. See Getting Help on items for detailed instructions.


Timberline Services (Help menu)

Use to view information about the services and support provided by Timberline, Certified Consultants, Timberline Users Group, and the license agreement.

Related Topics


Timberline Services

Use to view information about the services and support provided by Timberline, Certified Consultants, Timberline Users Group, and the license agreement. See Viewing information about Timberline Services for detailed instructions.


Release Notes (Help menu)

Use to view and print release notes.

 Window

Related Topics


Release Notes

Use to view and print release notes. See Viewing and printing release notes for detailed instructions.


Timberline System Log (Help menu)

Use to view, print, and delete the Timberline system log file.

 Window

Related Topics


Timberline System Log

Use to view, print, and delete the Timberline system log file. See Viewing and printing the log file for detailed instructions.


Timberline Home Page

Opens the Timberline Web site (www.timberline.com) where you can find out more about the company behind the software and our products and services.


Timberline Home Page
Timberline Home Page (Timberline on the Web)

Click here [image] to visit the Timberline Web site (www.timberline.com) where you can find out more about the company behind the software and our products and services.


Timberline Users Group

Opens the Timberline Users Group Web site (www.tugweb.com) where you can find out more about the group, their services, and becoming a member.


Timberline Users Group
Timberline Users Group (Timberline on the Web)

Click here [image] to visit the Timberline Users Group Web site (www.tugweb.com) where you can find out more about the group, their services, and becoming a member.


What's New at Timberline

Opens the What's New page (www.timberline.com/news.htm) on the Timberline Web site where you can learn more about the latest developments at Timberline.


What's New at Timberline
What's New at Timberline (Timberline on the Web)

Click here [image] to go directly to the What's New page (www.timberline.com/news.htm) on the Timberline Web site where you can learn more about the latest developments at Timberline.


About Application (Help menu)

Use to view information about the application with which you are currently working.

 Windows

Related Topics


About Application

Use to view information about the application with which you are currently working. See Locating current version numbers and activation codes for detailed instructions.


About Application windows

 General Information

 Additional Information


General Information window

Use to view general information about the applications you are currently using, including the current application version, system version (which is the version number for TS-Main), CD version, and activation code.

Related Topics


Additional Information window

Use to view a list of installed components and their version numbers.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Current folder

Displays the folder location of the data you are currently using.


System folder

Displays the folder location of the application you are currently using.


System mode

Displays the current system mode. System modes represent ways that Timberline applications access data folders. Timberline has four system modes:

•	Workstation (estimating)

•	Enterprise (accounting)

•	Enterprise (accounting/estimating)

•	Offline (accounting/estimating)

For more information about these modes, see Learn about system modes and folder types.


Folder type

Displays the current folder type. Timberline applications can use three folder types:

•	Enterprise folders

•	Workstation folders

•	Offline folders

For more information about these modes, see Learn about system modes and folder types.


Versions

Displays the name and version number of each application component you have installed.


[OK]

Accepts the current entries and closes this window.


[Help]

Starts Help and displays information about this window.


Starting Help

•	From the Help menu, select Help Topics to open the Help file for the current application.

•	Click [Help] in any window to display information about the window.

•	At the bottom of Help topics, click Related Topics to view topics about tasks and concepts related to the current topic. For example, click Related Topics below to view information about using Help.

•	From the Help menu, select Timberline Services to learn more about Timberline and our services. This Help file includes information on license agreements, software support, Certified Consultants, maintenance and support plans, and FaxBack.

Related Topics


Getting Help on items

You can use several methods to get Help on items:

•	Click [image] on the window or [image] on the toolbar and then click the item you want information on.

•	Right-click the item you want information on and then click What's This?

•	From the Help menu, select What's This? and then click the item you want information on.

•	Press the F1 key. This opens a Help topic for the current software element.

Tips

•	To close a What's This? Help  window, click it.

•	If the message, No Help topic associated with this item, displays try clicking the data entry area of the item you want information on. For example, if you want information on a column, click inside the column itself instead of on the column heading.

Related Topics


Overview

What's This? Help is available on virtually every item and area within an application, including commands, toolbar buttons, tabs, columns, and buttons.


Using the index to find information in Help

  1	In Help, click the Index tab and then type the first few letters of the desired subject.

  2	Select the index entry you want and then click [Display].

For help on an item, click [image] on the window and then click the item.

Tip

•	You can scroll through the index using the scrollbar.

Related Topics


Using the contents to browse topics in Help
Using the Contents tab to browse topics

  1	In Help, click the Contents tab.

  2	Select a book and then click [Open].

  3	Select a page and then click [Display].

For help on an item, click [image] on the window and then click the item.

Tip

•	You can also double-click a book or page to open it.

Related Topics


Overview

Use the Contents tab to view how information within a Help file is organized and how each help topic is related to other information in Help. Similar to the table of contents in a printed book, the contents tab is a guide to the information in Help.


Going back to previous topics in Help

•	In the Help topic, click [Back] to return to the previous topic.

Tip

•	Click [Help Topics] in the Help topic to open the Contents, Index, and Find tabs.


Finding information in Help

  1	In Help, click the Find tab.

  2	If the Find Setup Wizard displays, you need to create a word list.

 How?

  3	Search for the desired information.

 How to search for words?

 How to search for phrases?

 How to find similar topics?

For help on an item, click [image] on the window and then click the item.

Related Topics


Creating a word list

  1	In the Find Setup Wizard, select the build option you want to use to create a word list:

•	Minimize database size (recommended) -- Creates a partial word list to select from. This is the recommended option as it saves you time, especially if the Help file you are working with is large.

•	Maximize search capabilities -- Creates a complete word list to select from. This option gives you the most extensive list and the most functionality, but also takes more time to build.

•	Customize search capabilities -- Creates a word list based on selections you make. Use this option if you want to search for phrases (Include Phrase Searching) or find similar topics (Support Similarity Searches).

  2	Click [Next].

  3	Click [Finish].

Related Topics


Searching for words in Help

  1	On the Find tab in Help, type the words you want to find.

  2	Select some matching words to narrow your search.

  3	Select a topic, then click [Display].

For help on an item, click [image] on the window and then click the item.

Tip

•	To look for more than one word, separate them with a space in the first text box.

Related Topics


Searching for phrases in Help

  1	On the Find tab in Help, click [Options].

  2	Select the option The words you typed in exact order and then click [OK]. If this option was unavailable, click [Rebuild] to recreate a custom word list.

 How?

  3	Type the words you want to find.

  4	Select some matching words to narrow your search.

  5	Select a topic, then click [Display].

For help on an item, click [image] on the window and then click the item.

Related Topics


Searching for similar topics in Help

  1	On the Find tab in Help, type the words you want to find.

  2	Select some matching words to narrow your search.

  3	Mark the boxes of topics for which you want to view similar topics.

  4	Click [Find Similar]. If this button is unavailable, click [Rebuild] to recreate a custom word list.

 How?

  5	Select a similar topic and then click [Display].

For help on an item, click [image] on the window and then click the item.

Related Topics


Printing Help topics

•	In the desired Help topic, click [Options] and then select Print Topic.

•	Right-click the desired pop-up window or Help topic and then click Print Topic.

•	On the Contents tab, select a book and then click [Print]. Every page in the book is printed.


About linked records (definition)
About linked records

You can create links between issues and primary application records. Linked records provide several advantages when you are addressing issues:

•	Show relationships -- Indicate that a relationship exists between specific issues and application records, such as vendors.

•	Specify your view of issues -- Allow you to display issues linked to selected application records in the View Issues window in Information Assistant. For example, the GL Prefix A order displays issues linked to Prefix A and sorts them in Prefix A order. If no issues are linked to Prefix A records, none are displayed.

•	Inquire and report on issues -- Enable you to create custom inquiries and reports using issues and related information. For example, a link to an Accounts Payable invoice gives you the ability to add fields from the AP - Invoice Issue record to inquiries and reports using Inquiry Designer and Report Designer, respectively.

•	Give direct access to primary key fields -- View the fields that uniquely identify each record in the View Issues window in Information Assistant. For example, the key fields on the Accounts Payable invoice record are vendor and invoice. When you create a link to an Accounts Payable invoice record, the invoice number and vendor ID of that invoice can be displayed in the View Issues window.

You can link multiple records to a single issue. For example, you could link to an Accounts Payable vendor and a General Ledger account. However, when linking to multiple records that share common key fields, the values of these common fields must match. For example, vendor ID is a key field for both vendors and invoices. Thus, if you link to an Accounts Payable vendor and invoice, they must share the same vendor ID.

This feature is available only if Information Assistant is installed.

 List of records you can link to issues

Related Topics


List of records you can link to issues

A subset of all records in each application can be linked to issues. The primary key fields for each of these records can be viewed in the View Issues window in Information Assistant when you link a record to an issue. These fields can also be available to create custom inquiries and reports using the issue record, such as the AP - Invoice Issue record. For example, the key fields on the Accounts Payable invoice record are vendor and invoice. When you create a link to an Accounts Payable invoice record, the invoice number and vendor ID of that invoice can be displayed in the View Issues window and can be available for custom inquiries and reports in Inquiry Designer and Report Designer, respectively.

This feature is available only if Information Assistant is installed.

 Accounts Payable records

 Accounts Receivable records

 Billing records

 Cash Management records

 Contracts records

 Equipment Cost records

 General Ledger records

 Job Cost records

 Payroll records

 Property Management records

Related Topics


Primary key fields

The fields that are used to uniquely identify a record.


Accounts Payable records

When you link to this record...	These fields are available...
Check	CM bank account and CM check
Invoice	Vendor and invoice
Vendor	Vendor
Note

•	The title of check items may be different if changed in Custom Descriptions.


Accounts Receivable records

When you link to this record...	These fields are available...
Activity	Customer, status type, status date, status sequence, and activity sequence
Contact	Contact
Correspondence	Correspondence date, correspondence time and correspondence sequence
Customer	Customer
Deposit	CM bank account, deposit date, and deposit ID
Status	Customer, status type, status date, and status sequence
Note

•	The title of contact or customer items may be different if changed in Custom Descriptions.


Billing records

When you link to this record...	These fields are available...
Invoice	AR customer, CN contract, generation date and generation sequence
Note

•	The title of contract, customer, or invoice items may be different if changed in Custom Descriptions.


Cash Management records

When you link to this record...	These fields are available...
Bank account	Bank account
Check	Bank account and check
Note

•	The title of check items may be different if changed in Custom Descriptions.


Contracts records

When you link to this record...	These fields are available...
Change order item	Contract, contract change order and contract item
Contract	Contract
Contract change order	Contract and contract change order
Contract item	Contract and contract item
Note

•	The title of these items may be different if changed in Custom Descriptions.


Equipment Cost records

When you link to this record...	These fields are available...
Equipment	Equipment
Equipment type	Equipment type
Note

•	The title of these items may be different if changed in Custom Descriptions.


General Ledger records

When you link to this record...	These fields are available...
Account	Account
Partner	Partner
Prefix A	Prefix A
Prefix B	Prefix B
Prefix C	Prefix C
Note

•	"Prefix A, B, and C" are replaced by the description given to Prefix A, B, and C when you define the GL account number format.


Job Cost records

When you link to this record...	These fields are available...
Category	Job, extra, cost code and category
Change order	Job, extra and change order
Change order item	Job, extra, change order and change order item
Commitment	Commitment
Commitment item	Commitment and commitment item
Cost code	Job, extra and cost code
Draw	Job, extra and draw
Extra	Job and extra
Job	Job
Note

•	The title of change order, change order item, cost code, draw, or extra items may be different if changed in Custom Descriptions.


Payroll records

When you link to this record...	These fields are available...
Check	Employee, period-end date, check sequence and CM check
Employee	Employee
Union local	Union local ID and union local
Note

•	The title of check items may be different if changed in Custom Descriptions.


Property Management records

When you link to this record...	These fields are available...
Lease	Lease
Property	Property
Tenant	Tenant
Unit	Property and unit
Note

•	The title of these items may be different if changed in Custom Descriptions.


About linked inquiries (definition)
About linked inquiries

You can create links between issues and inquiries. You can link each issue to a separate inquiry.

Linked inquiries provide direct access to the details, such as names and phone numbers, that you'll need when addressing issues in Information Assistant. For example, let's say issue 10 has been created because a lease in Parkside Industrial Park (property 222-3600) expires in 60 days. The person assigned to this issue may need the manager's name and phone number, as well as other data including tenant name, lease expiration date, square footage, and current rent amount. A link to the PM - Leases by Property inquiry can provide this data at the click of a button without leaving Information Assistant.

In addition, linked records can be used along with linked inquiries to provide even more direct access to the data you need. For example, if you link property 222-3600 to issue 10 and then open the linked inquiry, Parkside Industrial Park will be highlighted. The combination of linked inquiries and linked records enables you to go directly to the information you need to address issues efficiently and effectively.

This feature is available only if Information Assistant is installed.

Related Topics


About e-mail notification (definition)
About e-mail notification

The built-in e-mail notification offers a quick and simple way to communicate information about issues. You can easily notify the person assigned to an issue and others via e-mail. The e-mail message, which displays after an issue is created or changed, prefills with the issue data just entered. You can enter additional e-mail addresses and edit the message text before sending the ee-mail.

When using e-mail notification, the Responsible person item prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

Notifications on issues can be sent via MAPI-compliant e-mail systems, such as Microsoft Exchange and Microsoft Mail.

This feature is available only if Information Assistant is installed.

Related Topics


About issues (definition)
About issues

An issue can be anything of importance that needs to be tracked, such as the expiration of a vendor's insurance. Create issues to remind yourself about time-sensitive matters and other issues that require attention.

You can link issues to primary application records, such as vendors, and to inquiries. You can also easily notify the person assigned to an issue and others via e-mail using the built-in e-mail notification.

This feature is available only if Information Assistant is installed.

Related Topics


Setting up issues

  1	From the Tools menu, select New Issue. This command is available only if Information Assistant is installed.

  2	On the General tab, enter descriptive information about the issue to help identify it.

  3	Select Follow-up, Urgency, Classification, and Status options.

  4	Enter a Notify date to identify issues that don't need to be addressed until a future date.

  5	Enter a Due date or click [Add days] to add the number of days displayed to the due date.

  6	Assign the issue and send e-mail notifications.

 How?

  7	Click the Links tab.

  8	Enter a new Subject or select an existing one. To customize this list, click [Add].

 How?

  9	Link records to the issue.

 How?

10	Link an inquiry to the issue.

 How?

11	If using e-mail notification, the e-mail message displays. You can enter more e-mail addresses and edit the message text as needed before you send the e-mail.

Tips

•	If using e-mail notification, the Responsible person item on the Notify tab prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

•	Use Information Assistant to address, view, and modify issues.

Related Topics


Assigning issues and sending e-mail notifications

  1	Click the Notify tab.

  2	If using security, click [. . .] to assign an operator to the issue. If not using security, enter the name or e-mail address of the person assigned to the issue.

  3	To notify the responsible person and others via e-mail about this issue, mark the box titled Notify responsible person of this issue and enter e-mail addresses in Others to notify as needed. The e-mail message will be displayed when the issue is created.

Tip

•	The Responsible person item prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

Related Topics


Customizing lists as you create new issues

  1	From the Custom List Setup window, customize the list by clicking:

•	[Add] to add new items after the currently highlighted item.

•	[Change] to change highlighted items.

•	[Delete] to remove highlighted items from the list.

•	The up and down arrow buttons to move the position of items up or down in the list.

  2	If desired, change the item that is selected by default when this list appears throughout the software.

Note

•	Use Custom Descriptions (File, Data Folder Settings menu) to customize other lists


Linking application records to issues

  1	On the Links tab, click [Link To].

  2	Select the desired application and click [Next].

  3	Select the desired record type and click [Next].

  4	If the selected application uses different types of files (new, history, etc.), select the desired file type and click [Next].

  5	Select the desired record to link to the issue and click [Finish].

  6	Repeat steps 1-5 as needed.

  7	To unlink a record, select the desired record from the Linked records list and click [Unlink]. A message window displays to confirm that you want to unlink the record from the issue. Click [Yes] to unlink it. Click [No] to keep the link.

Tip

•	Unlinking individual records makes them unavailable for inquiry and reporting purposes. For example, if you created a link to an Accounts Payable invoice, the invoice and vendor ID of that invoice would display in the Linked records box on the Links tab (New Issue window). If you unlinked the vendor ID, it would no longer be available to create custom inquiries and reports. However, it could still be displayed for the issue in the View Issues window. If you then also unlinked the invoice, no link would have been created and the information wouldn't be available in View Issues or for inquiries and reports.

Related Topics


Linking inquiries to issues

  1	On the Links tab, click [. . .] and select the desired inquiry.

  2	To unlink an inquiry, click [Unlink] under Linked Inquiry. A message window displays to confirm that you want to unlink the inquiry from the issue. Click [Yes] to unlink it. Click [No] to keep the link.

Related Topics


New Issue (Tools menu)

Use to set up new issues.

This command is available only if Information Assistant is installed.

 Windows

Related Topics


New Issue

Use to set up new issues. This command is available only if Information Assistant is installed. See Setting up issues for detailed instructions.


New Issue windows

 Inquiries

 Link Wizard

 New Issue


New Issue window

Use to set up new issues. You can enter general descriptive information about issues, assign issues to individuals, notify the responsible person and others via e-mail when new issues are created, and link application records and inquiries to issues.

This window is available only if Information Assistant is installed.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[OK]

Creates a new issue and closes this window.


[Cancel]

Closes this window without creating a new issue.


[Help]

Starts Help and displays information about this window.


[Attach]

Opens an Attachments window to add, change, view, or delete attached notes and files.


General tab (New Issue window)

Use to enter a description, notification date, due date, and other descriptive information for new issues.

This tab is available only if Information Assistant is installed.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Description

Enter descriptive information about the issue to help identify it and the reasons for creating it (up to 1,000 characters). Click [Attach] to record additional information or attach files related to the issue.


Follow-up

Select the action to take on the issue. The title of this item may be different if changed in Custom Descriptions. The contents of this list can be customized in Custom Descriptions.


Urgency

Select the level of prioritization that applies to the issue. Issues can be sorted in Urgency order. The title of this item may be different if changed in Custom Descriptions. The contents of this list can be customized in Custom Descriptions.


Classification

Select a division to group related issues together. You can use this item in conjunction with the Subject item on the Links tab to arrange issues into divisions and subdivisions. For example, let's say you group all accounting-related issues under the Classification of Accounting. You can use Subject to break these accounting issues down into smaller groups, such as Billings, Collections, etc.

Issues can be sorted in Classification order. The title of this item may be different if changed in Custom Descriptions. The contents of this list can be customized in Custom Descriptions.


Status

Select the current status of the issue. Issues can be sorted in Status order. The title of this item may be different if changed in Custom Descriptions. This list prefills with the options: Open, On-Hold, and Closed. These options cannot be changed or deleted. You can add additional options to this list in Custom Descriptions.


Notify date

Enter the date to begin addressing the issue. You can also click the day, month, or year portion of the date and then click the arrows to increment the selected date portion by one. Use this date for issues that don't need to be addressed until a future date.


Due date

Enter the date the issue is due, or click [Add days] to add the number of days displayed to the due date. You can also click the day, month, or year portion of the date and then click the arrows to increment the selected date portion by one. This item prefills with the current system date. Issues can be sorted in Due Date order. Use the User Controls tab (Tools, Customize menu) to specify the number of days added when [Add days] is clicked.


[Add days]

Adds the number of days displayed to the due date. Use the User Controls tab (Tools, Customize menu) to specify the number of days displayed on this button and whether to force due dates to fall on weekdays.


Notify tab (New Issue window)

Use to assign issues to individuals. Also, use to notify the responsible person and others via e-mail when new issues are created.

This tab is available only if Information Assistant is installed.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Responsible person

If using security, click [. . .] to assign an operator to the issue. Use Operators and Groups (Tools, Security menu) to set up security. Use the security items on the System Controls tab (Tools, Options menu) to limit access to issues.

If not using security, enter the name or e-mail address of the person assigned to the issue.

If using e-mail notification, this item prefills the To box in the e-mail message. If using security, e-mail notification works best when e-mail addresses and security descriptions match.

Issues can be sorted in Responsible Person order.


[. . .]

Opens the Select Security Access window to assign an operator to the issue.


Notify responsible person of this issue

To notify the responsible person via e-mail when this issue is created, mark this box. This item prefills based on how the box titled Notify on new issue is marked on the User Controls tab (Tools, Customize menu).


Others to notify

To notify additional people via e-mail when this issue is created, enter their e-mail addresses here (up to 75 characters).


Links tab (New Issue window)

Use to link application records and inquiries to new issues. Also, use to specify a subject (or subdivision) to group related issues together.

This tab is available only if Information Assistant is installed.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Subject

Enter a new subdivision or select an existing one to group related issues together. You can also click [Add] to add, change, and delete items to this list. The ability to enter new topics without adding them to the list allows you to add one-time or otherwise unique topics without cluttering up the list.

You can use this item in conjunction with the Classification item on the General tab to arrange issues into divisions and subdivisions. For example, let's say you group all accounting-related issues under the Classification of Accounting. You can use Subject to break these accounting issues down into smaller groups, such as Billings, Collections, etc.

Issues can be sorted in Subject order. The title of this item may be different if changed in Custom Descriptions. The contents of this list can also be customized in Custom Descriptions.


[Add]

Opens the Custom List Setup window to add, change, and delete items that display in this list.


Linked records

Displays records linked to the issue. Click [Link to] to link records to the issue, or select a record from this list and click [Unlink] to unlink it from the issue.

See About linked records for more information.


[Link To]

Opens the Link wizard to link records to issues.


[Unlink]

Unlinks the record selected in Linked records from the issue. If you unlink individual records, they are no longer available for inquiry and reporting purposes. If you unlink all records, no link is created.


Linked Inquiry

Displays the name of the inquiry linked to the issue. Click [. . .] to link an inquiry to the issue, or click [Unlink] to unlink the Linked Inquiry from the issue. You can link each issue to a separate inquiry.

See About linked inquiries for more information.


[. . .]

Opens the Inquiries window to select an inquiry to link to the issue.


[Unlink]

Unlinks the inquiry from the issue.


Link Wizard

Use to link application records to issues. The Link wizard guides you through the selection of records from application, record type, and file type to the specific application record to which you want to create a link.

This wizard is available only if Information Assistant is installed.

For help on an item in this window, select the item using [Tab] and then press [F1].

Related Topics


Applications

Select the application from which you want to link records.


Record types

Select the type of record to which you want to link.


File types

Select the type of file (new, history, etc.) that contains the record to which you want to link.


Application records

Select the specific record that you want to link to the issue.


[Cancel]

Closes this window without accepting any of the current entries.


[Back]

Displays the previous window.


[Next]

Displays the next window.


[Finish]

Links the selected record to the issue and closes this window.


[Help]

Starts Help and displays information about this window.


Inquiries window

Use to select inquiries to link to issues. You can link each issue to a separate inquiry.

This window is available only if Information Assistant is installed.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Inquiries list

Select the inquiry that you want to link to the issue. You can link each issue to a separate inquiry.


[OK]

Links the selected inquiry to the issue and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Print Selection window

Use to specify print options before printing a file, audit report, report, journal, or design. The Printer Information area displays the current printer and page setup information. Other options in this window vary based on what you are printing, for example, you may be required to enter prompt fields for a report.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Report parameter

Accept the prefilled value or, if the field can be edited, enter a new value.

Note

•	Reports created by Timberline typically print the report date in the heading.


Selection list

Select the print information for which you want to specify print options. After making a selection, you can specify print options, then select a different item from this list and specify print options for it.


[Start]

Begins processing, which includes printing according to your print selections.


[List]

Displays a list of items for the report paramater.


[Cancel]

Closes this window without accepting any of the current entries.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options have been changed.


[Ranges]

Opens a Range Selection window to specify a range of records and possibly sub-records to access during processing. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


Page Setup window

Use to change margins and report options before printing. Changes made in this window affect this print job only. Use Options (Tools menu) to specify the defaults for all print jobs.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Top margin

Enter the amount of blank space, in inches, you want at the top of each page.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Bottom margin

Enter the amount of blank space, in inches, you want at the bottom of each page.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Left margin

Enter the amount of blank space, in inches, you want at the left side of each page before the first column of the report.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Right margin

Enter the amount of blank space, in inches, you want at the right side of each page.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer.


Attach to report

To print a separate cover page before the body of the print information, mark this box. The cover page includes the report title, operator ID of the person printing the report (if security is used), date and time printed, names of files used to create the report, ranges (if used), and conditions (if used).

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


Include system date

To include the date this report is printed in the report heading, mark this box.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


Include system time

To include the time this report is printed in the report heading, mark this box.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


Include file names

To include the names of the files used to create this report in the report heading, mark this box.

The default for this item is set in the Options window. If printing a report, the default can be stored with the report in Report Designer. In some cases, this option is preset and cannot be changed.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Printer Setup window

Use to change the printer settings for this print job only. You can specify a different printer, printer options, fonts, copies, ranges, and whether to print to a file. To set defaults for a printer, use Print Setup on the File menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Printer

Select a printer from the list of available printers. If the printer you want is not listed, refer to the Microsoft Windows documentation for information about adding printers.


Font

Displays the current font and size used by the printer.


Copies

Accept the default to print one copy, or enter a different number of copies to print. This item is not available if you are printing to a file, or if the selected printer does not support specifying a number of copies.


Range

Select which pages to print:

•	All -- Prints all pages.

•	Pages -- Prints only certain pages specified in From and To.

You can preview the print information (if [Print Preview] is available) to find the pages you want to print.


From

Enter the first page number in the range to print. You can specify one range of pages to print.


To

Enter the last page number in the range to print. You can specify one range of pages to print.


Use printer fonts

To substitute a printer font for a scalable font when printing, mark this box. If you are already using printer fonts, no substitution is made. Using printer fonts can significantly reduce print time; however, the appearance of the printed file or report may differ from what is displayed. Changing this option affects this print session only. To change the default setting, use Customize (Tools menu). Timberline recommends selecting this item when using a dot matrix printer to speed printing.

See About printer and scalable fonts for more information.


Print to file

To print to a file instead of to a printer, mark this box. Changing this option affects this print session only. To change the default setting, use Customize (Tools menu).


[Properties]

Opens the Properties window to change options for the currently selected printer. The options you can change depend on the brand and type of printer used. Typically, the print orientation and page layout can be changed. Modifying the printer properties affects this print session only. To change the default settings, use Printer Setup (File menu).


[Change Font]

Opens the Font window to change the font options used when printing. Changing the font options affects this print session only. To change the default settings, use Customize (Tools menu).


[Select File]

Opens the Print File Selection window to specify the file name to print to. [Select File] is only available if Print to file is marked.

If Print to file is marked and you do not specify a file using [Select File], you are automatically prompted for a file name after clicking [Start] in the Print Selection window.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Range Selection window

Use to specify ranges of records and sub-records that are subject to processing. The displayed information varies by the task you are performing. Highlighted items are included in the range, and non-highlighted items are excluded. If necessary, you can specify several ranges.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Sub-records]

Opens another Range window that lists a lower level of records for which you can select ranges. The name and availability of this button depends on the records you are working with. For example, in Accounts Payable, if selecting a range of vendors, you may be able to view and select a range of invoices by vendor.


[Start range], [End range], and [Exclude range]

•	[Start range] -- Begins the range on the current item.

•	[End range] -- Ends the range on the current item.

•	[Exclude range] -- Cancels the selection of the range where the selection bar is positioned.


[Include all] and [Exclude all]

•	[Include all] -- Selects all items in the list.

•	[Exclude all] -- Cancels the selection of highlighted items.


[Previous]

Moves to the first item in the previous range selection.


[Next]

Moves to the first item in the next range selection.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


Condition Selection window

Use to view and maintain existing conditions that limit the information processed, displayed on your screen, or printed on a report. An abbreviated description displays for each condition.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Condition list

Displays all specified conditions. You can highlight a condition to change it, delete it, or add a condition directly after it.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Add]

Opens the Add Condition window to add a new condition.


[Change]

Opens the Change Condition window to change the selected condition.


[Delete]

Deletes the selected condition.


Add Condition window

Use to add a condition that will limit the information that processes, displays on your screen, or prints on a report. You can add as many conditions as necessary to complete the task.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


AND/OR

Select AND to specify that the preceding condition and this condition must both be met for processing to continue. Select OR to specify that only one of two conditions must be met. If more than two conditions are entered, each condition after the second is evaluated in relation to the cumulative result of condition testing to that point. Click here [image] for more information.

For information on how to use formulas to simplify the AND/OR combination for more than two conditions, refer to the Using And/Or in formulas topic .


Evaluating multiple AND/OR conditions

When more than two conditions are to be evaluated, the order the conditions are entered and the AND/OR separators used are crucial. The testing of conditions begins with the first condition entered and ends with a final "True" or "False" result after the last condition entered is tested. How the conditions relate to one another depends on whether AND or OR separates the two conditions currently being tested. After each test, the result is stored as "true" (passed) or "false" (failed). This stored result then is used as a condition to be tested in relation to the next condition.

Here is what takes place:

  1	The first condition is tested for being "True" or "False".

  2	The second condition is tested for being "True" or "False".

  3	If the separator between the two conditions is AND, both conditions must be "True". If the separator is OR, at least one condition must be "True".  The result of this combined test is stored as "True" or "False".

  4	The third condition is now tested for "True" or "False".

  5	The stored result is evaluated in relation to the third condition's "True" or "False" status.

  6	If the separator in front of the third condition is AND, both the stored result and the third condition must be "True". If OR, at least one of them must be "True". The stored result is now reset to "True" or "False" based on this test.

  7	If there are additional conditions entered, each is tested in turn with the current setting of the stored result and with regard to the AND/OR separator preceding each respective test.

  8	After the last condition has been tested, the final stored result is checked for "True" or "False". The record is either accepted or rejected based on the finding.

Click here for a graphical example.

To test your understanding of these steps, evaluate the following examples, then click the result button to see if you arrived at the correct answer.

(4 - 2 = 2) AND (4 * 3 = 10) OR (9 / 3 = 3)   Final True or False result is...? (click here [image])

(5 + 3 = 9) OR (8 - 4 = 4) AND (2 * 3 = 6)   Final True or False result is...? (click here [image] )

(7 *2 = 16) OR ( 4 - 4 = 1) AND (9 + 3 = 12)   Final True or False result is...? (click here [image] )

To make it easier to construct multiple condition tests, you can use a formula with associated conditions enclosed with parentheses. Refer to the Using AND/OR in formulas topic for detailed information.

Related Topics


Graphical example


True

Even though the first combination test results in False (4 * 3 is not 10), the third condition is True. Because the final separator is OR, only one of either the stored result or third condition needs to be True.


True

The first combination test is True because the first separator is OR and only one of the first two conditions needs to be True. The third condition is True, making the final result True.


False

The first combination test is False (7 * 2 is not 16, and 4 - 4 is not 1). Because neither condition is True, the stored result is set to False. The third condition is True. However, because the separator in front of it is AND, the final result is False


Application - file

Displays the application and the file in which the listed items available for selection are located. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all files currently available for selection.


Item list

Select from the list of items to create the condition.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


Operator

Select a logical operator to compare the Field selection to the Value entry: Equal to, Greater than or equal to, Less than or equal to, Greater than, Less than, or Not equal to.


Value

Enter or select a value to compare with the Field selection depending on the type of field:

•	Alphanumeric -- Enter the alphanumeric characters to compare.

•	Numeric -- Enter the amount to compare. Precede or follow negative amounts with a minus sign.

•	Check box -- Mark the box if checking for marked boxes, or do not mark if checking for unmarked boxes.

•	List box or option button -- Select the option to compare.

•	Date -- Enter the date to compare.


[List Items]

Opens the Item Value window to select a field to use as the Value.


[Enter Value]

Erases the current Value entry and allows you to enter a new value.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Condition window

Use to change an existing condition which limits the information that processes, displays on your screen, or prints on a report.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


AND/OR

To specify that the preceding condition and this new condition must both be met for processing to continue, select AND. If you are changing the last condition, both conditions must be met for the information to display or print.

To specify that only one of two conditions (the preceding condition or this new condition) must be met for processing to continue, select OR. If you are changing the last condition, only one of the two conditions must be met for the information to display or print.


Item description

Displays the description of the items listed below. Clicking this description is equivalent to clicking [Index], and opens the Index window to display different items for selection.


Item list

Select from the list of items to change the condition.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


Operator

Select a logical operator to compare the Field selection to the Value entry: Equal to, Greater than or equal to, Less than or equal to, Greater than, Less than, or Not equal to.


Value

Enter or select a value to compare with the Field selection depending on the type of field:

•	Alphanumeric -- Enter the alphanumeric characters to compare.

•	Numeric -- Enter the amount to compare. Precede or follow negative amounts with a minus sign.

•	Check box -- Mark the box if checking for marked boxes, or do not mark if checking for unmarked boxes.

•	List box or option button -- Select the option to compare.

•	Date -- Enter the date to compare.


[List Items]

Opens the Item Value window to select a field to use as the Value.


[Enter Value]

Erases the current Value entry and allows you to enter a new value.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Item Value window

Use to select a field for the condition value.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Application - file

Displays the application and the file in which the listed items available for selection are located. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all files currently available for selection.


Item list

Select from the list of items available for use as the Value in the condition.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the display order of the listed items.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Font window

Use to change the default font used when printing files, journals, and reports.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Printer Setup Confirmation window

Use to determine if you want to continue printing even though the print information may not fit on the page. This window displays if the print information is too wide, or if the margins are too large. Changing the page orientation to landscape or decreasing the margins may correct the problem.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


STARTUP


Data Folder Selection window

Use to review what action is necessary when data folders cannot be located. This window opens only if you are starting the software for the first time or if you have moved existing data folders using the operating system.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Search Drives]

Opens the Search Drives window to select the drives to search for existing data folders. The search can take a substantial amount of time depending on how many drives are selected for searching. When not working on a network, the local drive is automatically searched.


[Specify Data Folders]

Opens the Specify Data Folder Path window to enter paths for new or existing data folders. The paths you specify are then included in the Select Data Folder window.


Select Data Folder window

Use to select the data folder with which you want to work.

Tip

•	If you often work with the same data folder, you may want to suppress the automatic display of this window. In the Properties window for the application icon, enter the data folder path in the item Start in. Refer to the Microsoft Windows documentation for more information.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Name and Folder

Select the data folder with which you want to work. The list displays the data folder name and the folder's path.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without selecting a data folder.


[Help]

Starts Help and displays information about this window.


[Change drives]

Opens the Change Drives window to select the drives that contain data folders to be listed in this window.


[Search]

Opens the Search Drives window to select the drives that are searched to generate the list of data folders in this window. The search can take a substantial amount of time depending on how many drives are selected for searching.


Specify Data Folder Path window

Use to enter valid paths for existing data folders that the application cannot find. This window displays when the software cannot find the TS.DIR file in the Timberline Misc folder and you have selected to enter existing paths manually rather than searching for them. Press [Enter] after entering each data folder path, and click [Finish] when you are done entering paths.

Note

•	You also can set up a new Data folder by entering the name of a folder that currently contains no TS.CTL file.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Data folder path

Enter a path for each data folder, and press [Enter] after each. For example, C:\COLUMBIA DATA will access a data folder in the COLUMBIA DATA folder.


[Finish]

Closes this window. Click [Finish] when you have entered all data folder paths. At least one valid data folder must be specified.


[Exit]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


OTHER WINDOWS


File Selection window

Use to select the file for the current action. This window opens if there is more than one file you can use. For example, when you change file security for a transaction file, this window asks you which transaction file to use.

To select more than one file, click on each file.

Note

•	If you use named files (File > Data Folder Settings > File Locations > Ask Name), a different file selection window appears. To select multiple files in this window, press CTRL while you click files.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Files

Select the file you want to use.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


File Types window

Use to select the type of file to use with the current action. For example, when you are changing the security file access, this window opens for you to select which type of file to use (e.g., AP Master file, Invoice file, etc.).

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Files

Select the type of file you want to use.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Post and Interface Settings window

Use to select how you want to post entries and interface with other applications. The options available depend on the application you are using.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Posting setting

Select how you want entries posted in the current application:

•	Manual -- When accepting an entry session, you are prompted to post, or you can post entries at a later time using Post from the Tasks menu.

•	Automatic -- When accepting an entry session, entries are posted automatically.


Activate interface

To interface with the corresponding application, mark this box. For example, if in Accounts Payable the interface to General Ledger is active, General Ledger account numbers are verified when entered in Accounts Payable. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Accounts Payable the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


Create entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


Posting setting

Select how entries are posted in the interfacing application:

•	Manual -- Entries are posted in the interfacing (target) application only when you post in the interfacing application.

•	Automatic -- Entries are automatically posted in the interfacing (target) application when you post in the source application.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Alignment Type window

Use to check the alignment of paper in the printer. This is useful when printing a form or check.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Alignment type

Select how to check the form alignment:

•	Asterisks at top of form -- Prints a pair of asterisks on the right and left corners of the top of the form so you can see if the top of the form is aligned. This does not waste a form since only the asterisks are printed.

•	Print sample form -- Prints a sample form using Xs for alpha items, 13-31-99 for date items, and 9s for numeric items.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


List window

Use to select from a list of items that you have already set up. The selected item is then entered in the window you were previously viewing.

For help on an item in this window, click [image] on the window and then click the item.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[View]

Opens the Views window to select the appropriate list of records to display.


Views window

Use to select a list of records to display.

For help on an item in this window, click [image] on the window and then click the item.


Views list

Select the list you want to view.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Index window

Use to select a different list containing the elements you want to display.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Index list

Select the item for which you need information.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Add]

Opens the Add Records window to add a record to the index list. You can add up to eight records at one time.


Add Records window

Use to add another list to the Index window. You can select up to eight records. To add more than eight records, add the first eight, then click [Add] in the Index window again.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Records available

Highlight the records (up to eight) to display in the Index window. As each record is selected, its name appears in Records selected.


Records selected

Displays a list of the records to be added to the Index window list. If a record is listed, it is also highlighted in Records available.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Field Order window

Use to change the display order of the items in the list. You can either accept the default of Grouped by context, or display the items in alphabetical order.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Field order

Select how you want to display the items in the list:

•	Alphabetical order -- Displays list in alphabetical order for the current session only.

•	Grouped by context -- Displays list by the order in which they were stored. This is the default order.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Source window

Use to select a field from the original record in order to access the secondary record. This window only opens in Inquiry Designer if there is more than one field on the original record that can be used to access the secondary record.

For help on an item in this window, click [image] on the window and then click the item.


Field selection

Select from the main record the field to use in order to access the secondary record.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Change Field Description window

Use to change the description of a selected item.

For help on an item in this window, click [image] on the window and then click the item.


Description

Enter the new description for the item you selected.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Interface Warning window

Use to select whether you want to continue with the current operation, even though you have activated interfaces to other applications but have not selected to create entries for those applications. If you proceed, entries will not be created for the interfacing applications listed in this window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Don't display warning in future

To keep from displaying this window in the future, mark this box.


[Yes]

Accepts your selections and proceeds with the current operation. Entries will not be created for the applications listed in this window.


[No]

Closes this window and cancels the current operation.


[Create Entries]

Creates entries during this session for all applications that are selected to interface with the current application. In the Post and Interface Settings window, each application with an activated interface is selected to create entries for future sessions, i.e., the Create Entries box is marked for each application.


[Help]

Starts Help and displays information about this window.


Batch Information window (no batch control totals)

Use to manually enter a batch number, description, and date. This window only appears in Accounts Payable, Accounts Receivable, Cash Management, Equipment Cost, General Ledger, Job Cost and Property Management if you selected to use batches in the Data Folder Settings window.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Batch

Enter a batch ID to use when tracking this batch. If you accessed the Batch Information window by clicking [Batch] during an entry session, this item cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter or change the description for this batch.


Date

Accept the prefilled date or enter a new date for this batch. This item prefills with the current date when you enter a batch number or click [Default].


[OK]

Accepts the current entries, closes this window, and continues with the entry session.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of batches that you can select from. Only batches entered for this task that have not been posted display in the list.


[Default]

Enters a batch number in Batch and enters the current date in Date. The assigned batch number is the next sequential number after the last batch number used by the system.


[Help]

Starts Help and displays information about this window.


Attachments window

Use to select which item to add or edit attachments to. If a note is attached to the item, the first several characters of the note display. Select the desired item and click [Edit] to add or edit an attachment.

This window only opens when attaching notes from an entry grid.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item list

Select the item you want to add or edit attachments for. If you have not entered an ID for one of these items, you cannot attach a note to the item.


[Close]

Closes this window without accepting a selection.


[Edit]

Opens the Attachments window to edit or add attachments to the selected item.


[Help]

Starts Help and displays information about this window.


Notes tab (Attachments window)

Use to enter notes for an item. Each note is automatically stamped with the time and date that the note was entered. This keeps track of when a note was entered and allows you to track multiple notes.

Attachments are accessible from other places within Timberline applications. For example, in Accounts Payable, vendor notes are accessible during invoice entry. The title of this window displays the item you are adding or editing attachments for.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Note text

Enter the information you want to record as a note. You can enter up to 16,000 characters on the Notes tab. You can attach larger amounts of text using the Files tab.


File Links tab (Attachments window)

Use to attach and access files that are related to an item, e.g., spreadsheets, text documents, image files, etc. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file.

Attachments are accessible from other places within Timberline applications. For example, in Accounts Payable, files attached to a vendor are accessible during invoice entry. The title of this window displays the item you are adding or editing attachments for.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


File links

Lists all linked files. Double-click a file to open it.


[Open]

Opens the selected file in its associated application. This button is available only when there is a file attached to the item.


[Add]

Opens the Add File window to select which file you want to attach.

If operating on a network and you attach a file that is located on a local drive, the file is not accessible to other users on the network.


[Delete]

Removes the attachment, or link, to the selected file. The file itself is not deleted. This button is available only when there is a file attached to the item.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Tabs

Click a tab to view additional options. For help on an item in this window or tab, click [image] or [image], then click the item. For help on a tab, click [Help].


Possible Relationship Inconsistencies window

The application has detected that the file just opened was previously closed as a result of an aborted operation. It is possible that other records that interface with this file may now be inconsistent with regards to shared information, such as amounts, linkage, and other types of data. This situation can be especially critical if the abort occurred while transactions were being posted to a master file. Please check your recent log files for possible clues as to what application may have aborted and caused this file to close improperly.

If there are other files whose data is received from, sent to, or shared with this file, you should run any reports or inquiries necessary to determine that all file information is still consistent. Depending on the process being run at the time of the abort, it may be necessary to restore your company's database to a time earlier than the abort and reprocess all activity since that time.

If you cannot resolve the problem yourself, please contact your Timberline administrator or Technical Support for assistance.

This window will display each time this file is opened until you mark the "Do not show this warning when file is next opened" check box. The check box is available for marking only to those operators who have security permission to process File Doctor (Tools menu).

Click [OK] to exit this window.


[OK]

Click this button to exit this window. If you selected the check box above, this window will not appear the next time the file is opened. The check box is available for selection only to those operators who have security permission to process File Doctor (Tools menu).


[Help]

Starts Help and displays information about this window.


Do not show this warning when file is next opened

Select this check box to prevent this window from opening in the future when this file is opened. The check box is available for selection only to those operators who have security permission to process File Doctor (Tools menu).

If another abnormal closing of the file occurs in the future, this window will again begin appearing until you select the check box.

Click [Help] for more information.


Installation topics

The following installation topics can be found in Help attached to TS-Main:

•	Setting up workstations

•	Moving Timberline applications to a different server

•	Installing Timberline Object Viewer on a laptop

To view these topics, start TS-Main and click Help Topics on the Help menu. Use the Index tab to find the topic you want to view.


[Send]

Sends the document and any attachments to the printer, fax, or e-mail address.


Setting up sections (Accounts Receivable)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: AR Contact or AR Customer.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [image] on the window, then click the item.

Warning

•	The contact and customer ID formats must be determined during the initial set up of Accounts Receivable. They cannot be changed after processing begins. Changing a format makes all existing IDs incompatible.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format contact IDs to consist of a type (section 1), a region (section 2), and the unique contact ID (section 3). You can set up sections for these Accounts Receivable items:

•	Contact

•	Customer


Setting up sections (Contracts)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: CN Contract or CN Item.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [image] on the window and then click the item.

Warning

•	The contract and contract item ID formats must be determined during the initial set up of Contracts. They cannot be changed after processing begins. Changing a format makes all existing IDs incompatible.

•	If you will be using AIA-type billings and the Billing application for Contract-based invoicing, be sure to read the topic "Summary amounts and Contract-based AIA-type billings" in Billing Help. It explains how your contract item section structure can affect the summary amount calculation on these Billing invoices. For summary amounts to calculate correctly, be sure to read this topic before setting up sections for your contract items.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format contract IDs to consist of a year (section 1), a job (section 2), and a region (section 3). You can set up sections for these Contract items:

•	Contract

•	Contract item


Setting up sections (Equipment Cost)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: EQ Cost Code, EQ Equipment, or EQ Revenue Code.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [image] on the window and then click the item.

Warning

•	The cost code, equipment ID, and revenue code formats must be determined during the initial set up of Equipment Cost. They cannot be changed after processing begins. Changing a format makes all existing IDs incompatible.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format cost codes to consist of a system (section 1), a subsystem (section 2), a part (section 3), and a repair (section 4). You can set up sections for these Equipment Cost items:

•	Cost code

•	Equipment

•	Revenue code


Setting up sections (General Ledger)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of GL Account.

  3	Click [Set Up Sections].

  4	Enter the description and size for each prefix and the size of the base account and suffix, as applicable. Enter punctuation (usually a dash) to separate sections.

  5	Click [Test entry] and enter an account number as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

For help on an item, click [image] on the window and then click the item.

Note

•	Refer to the setup documentation you received with your software for detailed information about the decisions your company needs to make before setting up sections for General Ledger accounts.

Warning

•	The account format must be determined during the initial set up of General Ledger. It cannot be changed after processing begins. Changing the account format makes all existing accounts incompatible.


Overview

The format of General Ledger accounts is critical in determining how accounting information is stored in General Ledger. The account format is determined by the type of financial reporting you require.

Because the account format affects how data is entered, stored, and processed, careful consideration should be given when setting up sections in General Ledger. Before you begin, Timberline recommends that you discuss your account format with your Certified Consultant.

Each account in General Ledger is identified with an account number that may consist of up to five sections.

•	Prefixes -- Up to three prefixes can be defined (such as owners, properties, divisions, projects, etc.). The prefixes allow you to store accounts for multiple entities in the same file. You can use one, two, or all three of the prefixes in your account format to identify your entities and sub-entities.

•	Base Account -- The base account identifies an account type such as Cash, Income, Accounts Payable, etc.

•	Suffix -- The suffix (which is optional) breaks down the base account to a more detailed level.


Setting up sections (Job Cost)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the JC Job or JC Cost Code line depending on the sections you want to set up.

  3	Click [Set Up Sections].

  4	Enter the Description for the section.

  5	Enter the Size in number of characters for the section.

  6	If there is to be a following section, enter a special character that will separate the sections when they are displayed or printed. Letters, numbers, and blanks are not permitted to be separators.

  7	Repeat steps 4 through 6 for each additional section.

  8	Click [Test Entry] to test the format of the ID, then click [Close].

  9	Click [OK] when you are satisfied with the format.

Notes

•	You are not required to create more than one section. If no sections are created, the default maximum size is 10 for the job and 12 for the cost code. With sections, the maximum number of ID characters is the same, but the total ID length is increased by the number of separators entered.

•	Be sure the format is what you want before clicking [OK] to accept it. After you set up a job or cost code (including a standard cost code) with this format, you cannot change the format.


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). You can set up sections for these Job Cost items:

•	Cost code

•	Job


Setting up sections (Remote Time Entry)

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the desired item: RT Cost Code or RT Job.

  3	Click [Set Up Sections].

  4	Enter the description and maximum size for each section. Enter punctuation to separate sections.

  5	Click [Test entry] and enter the item as you expect to in the software.

  6	Click [Close].

  7	Change the format and retest the entry as needed. Click [OK] to save the format.

  8	Repeat steps 2 through 8 for each additional item.

For help on an item, click [Help].

Warning

•	These formats need to match the sections set up for cost codes and jobs in Job Cost. JC cost code and job sections are set up using Custom Descriptions (File, Data Folder Settings menu).

•	The cost code and job ID formats must be determined during the initial set up of Remote Time Entry. They cannot be changed after processing has begun. Changing a format makes all existing IDs incompatible.

Related Topics


Overview

To create more descriptive IDs, you can divide items into separate sections. For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). You can set up sections for these Remote Time Entry items:

•	Cost code

•	Job


Set Up Sections windows

 AR Set Up Contact Field Format window

 AR Set Up Customer Field Format window

 CN Set Up Contract Field Format window

 CN Set Up Item Field Format window

 EQ Cost Code Sections window

 EQ Equipment Sections window

 EQ Revenue Code Sections window

 GL Account Sections window

 JC Cost Code Sections window

 JC Job Sections window

 RT Cost Code Sections window

 RT Job Sections window


Test Entry windows

 AR Test Contact Entry window

 AR Test Customer Entry window

 CN Test Contract Entry window

 CN Test Item Entry window

 EQ Test Cost Code Entry window

 EQ Test Equipment Entry window

 EQ Test Revenue Code Entry window

 GL Test Account Entry window

 JC Test Entry window (cost code sections)

 JC Test Entry window (job sections)

 RT Test Cost Code Entry window

 RT Test Job Entry window


Set Up Customer Field Format
Set Up Customer Field Format window

Use to set up the format of customer IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format customer IDs to consist of a type (section 1), a location (section 2), and the unique customer ID (section 3). As you type, a sample of how customer IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33333.

The title of this window may be different if the item AR Customer is changed in Custom Descriptions.

Warning

•	The customer ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins. Changing the customer ID format makes all existing customer IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire customer ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., location.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire customer ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., ID. This is typically the unique customer ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire customer ID, including all sections, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Customer Entry window to verify that customer IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Customer Entry window

Use to verify that your company's customer IDs fit into the format you have defined for them.

The title of this window may be different if the item AR Customer is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Customer

Enter a customer ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Customer Field Format window.


[Help]

Starts Help and displays information about this window.


Set Up Contact Field Format
Set Up Contact Field Format window

Use to set up the format of contact IDs. You can create up to three sections with a maximum of 15 characters (excluding punctuation). For example, you can format contact IDs to consist of a type (section 1), a region (section 2), and the unique contact ID (section 3). As you type, a sample of how contact IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33333.

The title of this window may be different if the item AR Contact is changed in Custom Descriptions.

Warning

•	The contact ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins. Changing the contact ID format makes all existing contact IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contact ID, including all sections, is 15 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., region.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contact ID, including all sections, is 15 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., ID. This is typically the unique contact ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contact ID, including all sections, is 15 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Contact Entry window to verify that contact IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Customer Entry window
Test Contact Entry window

Use to verify that your company's contact IDs fit into the format you have defined for them.

The title of this window may be different if the item AR Contact is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Contact

Enter a contact ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Contact Field Format window.


[Help]

Starts Help and displays information about this window.


Set Up Contract Field Format window

Use to set up the format of contract IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format contract IDs to consist of a year (section 1), a job (section 2), and a region ID (section 3). As you type, a sample of how contract IDs will appear when viewed or printed is displayed at the top of this window, e.g., 11-222-3333.

The title of this window may be different if the item CN Contract is changed in Custom Descriptions.

Warning

•	The contract ID format must be determined during the initial set up of Contracts. It cannot be changed after processing begins. Changing the contract ID format makes all existing contract IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., year) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract ID, including all section, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., job.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract ID, including all section, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., region.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract ID, including all section, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens the Test Contract Entry window to verify that contract IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Set Up Item Field Format window

Use to set up the format of contract item IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format contract IDs to consist of a division (section 1), a region (section 2), and the unique contract item ID (section 3). As you type, a sample of how contract IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-222-3333.

The title of this window may be different if the item CN Item is changed in Custom Descriptions.

Warning

•	The contract item ID format must be determined during the initial set up of Contracts. It cannot be changed after processing begins. Changing the contract item ID format makes all existing contract item IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., division) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract item ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., region.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract item ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire contract item ID, including all sections, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens the Test Item Entry window to verify that contract item IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Contract Entry window

Use to verify that your company's contract IDs fit into the format you have defined for them.

The title of this window may be different if the item CN Contract is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Contract

Enter a contract ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Contract Field Format window.


[Help]

Starts Help and displays information about this window.


Test Item Entry window

Use to verify that your company's contract item IDs fit into the format you have defined for them.

The title of this window may be different if the item CN Item is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Item

Enter a contract item ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Set Up Item Field Format window.


[Help]

Starts Help and displays information about this window.


EQ Cost Code Sections window

Use to set up the format of cost codes in Equipment Cost. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format cost codes to consist of a system (section 1), a subsystem (section 2), a part (section 3), and a repair (section 4). As you type, a sample of how customer IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33-444.

The title of this window may be different if the item EQ Cost Code is changed in Custom Descriptions.

Warning

•	The cost code format must be determined during the initial set up of Equipment Cost. It cannot be changed after processing begins. Changing the cost code format makes all existing cost codes incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., system) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., subsystem.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., part.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., repair.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Cost Code Entry window to verify that cost codes fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Cost Code Entry window

Use to verify that your company's cost codes fit into the format that you have defined for them.

The title of this window may be different if the item EQ Cost Code is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Cost code

Enter a cost code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[OK]

Accepts the current entries and closes this window.


[Help]

Starts Help and displays information about this window.


EQ Equipment Sections window

Use to set up the format of equipment IDs. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format equipment IDs to consist of a equipment type (section 1), a model (section 2), and the year (section 3). As you type, a sample of how equipment IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-3333.

The title of this window may be different if the item EQ Equipment is changed in Custom Descriptions.

Warning

•	The equipment ID format must be determined during the initial set up of Equipment Cost. It cannot be changed after processing begins. Changing the equipment ID format makes all existing equipment IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., equip.type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire equipment ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., model.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire equipment ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., year.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire equipment ID, including all sections, is 10 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Equipment Entry window to verify that equipment IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Equipment Entry window

Use to verify that your company's equipment IDs fit into the format you have defined for them.

The title of this window may be different if the item EQ Equipment is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Equipment

Enter an equipment ID as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the EQ Equipment Sections window.


[Help]

Starts Help and displays information about this window.


EQ Revenue Code Sections window

Use to set up the format of revenue codes. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format revenue codes to consist of a revenue type (section 1), a equipment type (section 2), a equipment ID (section 3), and a rate type (section 4). As you type, a sample of how revenue codes will appear when viewed or printed is displayed at the top of this window, e.g., 11-22-333-4444.

The title of this window may be different if the item EQ Revenue Code is changed in Custom Descriptions.

Warning

•	The revenue code format must be determined during the initial set up of Equipment Cost. It cannot be changed after processing begins. Changing the revenue code format makes all existing revenue codes incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., rev. type) and then press [Enter].


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., equip.type.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., equip. ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Description

Enter the description (up to 10 characters) for what this section represents, e.g., rate type.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire revenue code, including all sections, is 12 characters (excluding punctuation).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Revenue Code Entry window to verify that revenue codes fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Revenue Code Entry window

Use to verify that your company's revenue codes fit into the format you have defined for them.

The title of this window may be different if the item EQ Revenue Code is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Revenue code

Enter a revenue code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the EQ Revenue Code Sections window.


[Help]

Starts Help and displays information about this window.


GL Account Sections window

Use to set up the number of digits used in the account number format. The format may be base only, base and suffix, or prefix, base and suffix. The maximum size of the account number (including prefix, base and suffix) is 25 characters. As you type, a sample of how account numbers will appear when viewed or printed is displayed at the top of this window, e.g., AA-BB-CC-9999.00.

Warning

•	The account format must be determined during the initial set up of General Ledger. It cannot be changed after processing begins. Changing the account format makes all existing accounts incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Prefix A Description

Enter the description for this prefix (up to 10 characters) if you want to define each of your major entities. For example, if you are managing properties for two owners, define Prefix A as Owner; likewise, if you are managing two construction sites, define Prefix A as Site.

If you do not want to use a prefix, leave it blank.

The prefix description you enter here replaces the names for related Prefix A commands on menus, items and option buttons.


Prefix B Description

Enter the description for this prefix (up to 10 characters) if you want to define each sub-entity of a Prefix A. For example, if you are managing properties for two owners, each with two properties, define Prefix A as Owner and Prefix B as Property.

If you do not want to use a prefix, leave it blank.

The prefix description you enter here replaces the names for related Prefix B commands on menus, items and option buttons..


Prefix C Description

Enter the description for this prefix (up to 10 characters) if you want to define each sub-entity of a Prefix B. For example, if you are managing properties for two owners, each with two properties, and each property  has three buildings on it, define Prefix A as Owner, Prefix B as Property and Prefix C as Building.

If you do not want to use a prefix, leave it blank.

The prefix description you enter here replaces the names for related Prefix C commands on menus, items and option buttons.


Punctuation

Enter the punctuation, e.g., - (dash), you want to use to separate Prefix A and B.


Punctuation

Enter the punctuation, e.g., - (dash), you want to use to separate Prefix B and C.


Punctuation

Enter the punctuation, e.g., - (dash), you want to use to separate Prefix C and the Base Account number.


Prefix A size

Enter the size of Prefix A (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Prefix B size

Enter the size of Prefix B (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Prefix C size

Enter the size of Prefix C (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Base

Enter the size of the base account (up to 10 characters). The maximum size of the account number (including prefix, base and suffix) is 25 characters.


Suffix

Enter the size of the suffix (up to 5 digits or characters). Suffixes are usually used to denote divisions or departments. The maximum size of the account number (including prefix, base and suffix) is 25 characters.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test entry]

Opens the Test Account Entry window to verify that account numbers fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Account Entry window

Use to verify that your company's account numbers fit the format you have defined.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Account

Enter an account number as you would expect to during normal daily processing. If suffixes are used, enter a period as the separator between the base and the suffix.


[OK]

Accepts your current entries and closes this window.


[Help]

Starts Help and displays information about this window.


JC Job Sections window

Use to set up the format of job IDs in Job Cost. You can create up to three sections with a maximum of 10 characters (excluding punctuation). For example, you can format job IDs to consist of a year (section 1), a job type (section 2), and the unique job ID (section 3). As you type, a sample of how job IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1111-2-33333.

Warning

•	The job ID format must be determined during the initial set up of Job Cost. It cannot be changed after processing begins. Changing the job ID format makes all existing job IDs incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., year) and then press [Enter].


Description

Enter the description (up to 10 characters) for what this section represents, e.g., job type.


Description

Enter the description (up to 10 characters) for what this section represents, e.g., job ID.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens Test Entry window to verify that job IDs fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Entry window (job sections)

Use to verify that your company's job IDs fit into the format you have defined for them.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Job

Enter a job ID as you would expect to during normal daily processing.


[Close]

Closes this window and returns to the Job Sections window.


[Help]

Starts Help and displays information about this window.


JC Cost Code Sections window

Use to set up the format of cost codes in Job Cost. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). As you type, a sample of how cost codes will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33-444.

The title of this window may be different if the item JC Cost Code is changed in Custom Descriptions.

Warning

•	The cost code format must be determined during the initial set up of Job Cost. It cannot be changed after processing begins. Changing the cost code format makes all existing cost codes incompatible.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Description

Enter the description (up to 10 characters) for what this section represents (e.g., division) and then press [Enter].


Description

Enter the description (up to 10 characters) for what this section represents, e.g., area.


Description

Enter the description (up to 10 characters) for what this section represents, e.g., cost code.


Description

Enter the description (up to 10 characters) for what this section represents, e.g., cost type.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Test Entry]

Opens the Test Entry window to verify that cost codes fit into the format you have defined.


[Help]

Starts Help and displays information about this window.


Test Entry window (cost code sections)

Use to verify that your company's cost codes fit into the format you have defined for them.

The title of this window may be different if the item JC Cost Code is changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Cost code

Enter a cost code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


[Close]

Closes this window and returns to the Cost Code Sections window.


[Help]

Starts Help and displays information about this window.


RT Cost Code Sections window

Use to set up the format of cost codes in Remote Time Entry. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format cost codes to consist of a division (section 1), a building area (section 2), a cost code (section 3), and a cost type (section 4). As you type, a sample of how cost codes will appear when viewed or printed is displayed at the top of this window, e.g., 1-22-33-4444.

The title of this window may be different if the item RT Cost Code is changed in Custom Descriptions.

 Items

 Buttons

Warnings

•	This format needs to match the sections set up for cost codes in Job Cost. JC cost code sections are set up using Custom Descriptions (File, Data Folder Settings menu).

•	The cost code format must be determined during the initial set up of Remote Time Entry. It cannot be changed after processing begins. Changing the cost code format makes all existing cost codes incompatible.

Related Topics


RT Cost Code Sections items

 Description

 Punctuation

 Sample

 Size


Sample

As you enter section data, displays a sample of how the cost code will appear when displayed or printed.


Description

Enter the description (up to 10 characters) for what this section represents and then press [Enter]. For example, you can format cost codes to consist of a division (section 1), an area (section 2), a cost code (section 3), and a cost type (section 4).

Section descriptions need to match those used for cost codes in Job Cost.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire cost code, including all sections, is 12 characters (excluding punctuation).

Section sizes need to match those used for cost codes in Job Cost.


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


RT Cost Code Sections buttons

 [Cancel]

 [Help]

 [OK]

 [Test entry]


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Test entry]

Opens the Test Cost Code Entry window to verify that cost codes fit into the format you have defined.


Test Cost Code Entry window

Use to verify that your company's cost codes fit the format you have defined.

The title of this window may be different if the item RT Cost Code is changed in Custom Descriptions.

 Item

 Buttons

Warning

•	This format needs to match the sections set up for cost codes in Job Cost. JC cost code sections are set up using Custom Descriptions (File, Data Folder Settings menu).

Related Topics


Cost code

Enter a cost code as you would expect to during normal daily processing.

The title of this item may be different if changed in Custom Descriptions.


Test Cost Code Entry buttons

 [Help]

 [OK]


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


RT Job Sections window

Use to set up the format of job IDs in Remote Time Entry. You can create up to four sections with a maximum of 12 characters (excluding punctuation). For example, you can format job IDs to consist of a year (section 1), a job type (section 2), and the unique job ID (section 3). As you type, a sample of how job IDs will appear when viewed or printed is displayed at the top of this window, e.g., 1111-22-33333.

 Items

 Buttons

Warning

•	This format needs to match the sections set up for jobs in Job Cost. JC job sections are set up using Custom Descriptions (File, Data Folder Settings menu).

•	The job ID format must be determined during the initial set up of Remote Time Entry. It cannot be changed after processing begins. Changing the job ID format makes all existing job IDs incompatible.

Related Topics


RT Job Sections items

 Description

 Punctuation

 Sample

 Size


Sample

As you enter section data, displays a sample of how the job ID will appear when displayed or printed.


Description

Enter the description (up to 10 characters) for what this section represents and then press [Enter]. For example, you can format job IDs to consist of a year (section 1), a job type (section 2), and the unique job ID (section 3).

Section descriptions need to match those used for jobs in Job Cost.


Size

Enter the maximum number of characters you want to allow in this section. The maximum size of the entire job ID, including all sections, is 10 characters (excluding punctuation).

Section sizes need to match those used for jobs in Job Cost.


Punctuation

Enter the punctuation you want to use to separate sections, e.g., - (dash).


RT Job Sections buttons

 [Cancel]

 [Help]

 [OK]

 [Test entry]


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Test entry]

Opens the Test Job Entry window to verify that job IDs fit into the format you have defined.


Test Job Entry window

Use to verify that your company's job IDs fit the format you have defined.

 Item

 Buttons

Warning

•	This format needs to match the sections set up for jobs in Job Cost. JC job sections are set up using Custom Descriptions (File, Data Folder Settings menu).

Related Topics


Job

Enter a job ID as you would expect to during normal daily processing.


Test Job Entry buttons

 [Help]

 [OK]


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


Status bar

The left side displays Help information on commands and toolbar buttons and displays system messages. The right side displays items that indicate various keyboard modes, such as when [Caps Lock] is on and other information, such as the system date and time. Use Tools (Customize menu) to customize the appearance of the status bar.


Toolbars

Contains buttons that provide quick access to commands and features. To see the name of the button, point to it with the mouse. For more information on a button, click [image] on the toolbar and then click the button. Use Tools (Customize menu) to customize the appearance of toolbars.


For help on an item, click [image] on the window or [image] on the toolbar and then click the item. For additional Help topics about this application or Microsoft Windows concepts, select Help Topics from the Help menu or click the Start button and then select Help, respectively.


Title bar

Use to change the size of a window. To move a window, drag its title bar. To maximize a window or restore it to its previous size and location, double-click the title bar.


Move the mouse to a side or corner of a window. When the pointer changes to a double arrow, click and drag the mouse to change the size of the window. If using the corner of a window, the height and width changes simultaneously.


CONTROL MENU COMMANDS


Restore

Use to restore a window to its previous size and location. You can also click in the upper-right corner of a window to restore it.


Move

Use to move a window to a different location.


Size

Use to change the size of a window.


Minimize

Use to reduce a window to an icon. You can also click in the upper-right corner of a window to reduce it to an icon. Double-click the icon to restore the window to its previous size and location.


Maximize

Use to enlarge a window to fill the screen. You can also click in the upper-right corner of a window to maximize it. Double-click the title bar to restore the window to its previous size and location.


Close

Use to close an application or window. You can also click in the upper-right corner of a window to close it.


Formulas (Tools menu)

Use to create expressions that can be used when displaying, reporting, or conditioning data.

 Windows

Related Topics


Formulas

Use to create expressions that can be used when displaying, reporting, or conditioning data. See Creating formulas for detailed instructions.


Formulas windows

 Copy Formula

 Formula Entry

 Formulas

 Save Formula


Formulas window

Use to view existing application, public, and design formulas, and to access options for creating, changing, copying, deleting, and printing formulas.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Formula Type

Displays the type of formulas listed below. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all formula types currently available for selection.


Formulas

Select a formula you want to change, copy, or delete. Use [Index], [Find], and [Order] to change the list of formulas and to find a formula from the list. Depending on the application you are using, the formula list can display public, application, or design formulas.


Display area

Displays the contents of the selected formula. Double-click this area to modify the formula contents.


[Close]

Closes this window.


[New]

Opens the Formula Entry window to create a new formula.


[Change]

Opens the Formula Entry window to modify the selected formula.


[Copy]

Opens the Copy Formula window to copy the selected formula to a new name.


[Delete]

Deletes the selected formula.


[Help]

Starts Help and displays information about this window.


[Index]

Opens the Index window to list the different types of formulas: public, application, or design (in Report Designer only). Also in Report Designer, quick formulas do not appear in this list, but can be selected from the Tools menu.


[Find]

Allows you to enter the name (all or part) of the formula for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the formula for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

The order of the list cannot be changed in this window.


Formula Entry window

Use to enter a new formula or change an existing one. If changing a formula, the formula name appears in the window title.

The item list appears on the right side of the window, and the actual area where you create the formula is on the left side of the window.

For help on an item in this window, click [image] on the toolbar and then click the item.

Related Topics


Message display area

Contains abbreviated instructions to guide you through creating and modifying a formula. Select a field or formula in the formula design area to display its name, record source or formula type, field type, and length.


Formula design area

Enter and modify formulas by typing constants, operators, and functions, and by selecting fields from the field list. See About the components of formulas for more information.


Application - file

Displays the application and the file in which the listed items available for selection are located. Clicking this title line is the same as clicking [Index]. It will open the Index window to display all files currently available for selection.


Item list

Select from the list of items available for use in creating or modifying the current formula.


[Index]

Opens the Index window to display different items for selection.


[Find]

Allows you to enter the name (all or part) of the item for which you are searching.


Find entry

Enter the name (all or part up to 25 characters) of the item for which you are searching.


[Prev]

Selects the previous occurrence of the entered characters.


[Next]

Selects the next occurrence of the entered characters.


[Order]

Opens the Field Order window to change the order of the listed items.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting additions or changes made to the formula.


[Help]

Starts Help and displays information about this window.


Copy Formula window

Use to copy the contents of a formula to a new formula and name. In Report Designer, you can copy to public and design formulas. In all other applications, you can copy only to public formulas.

Tip

•	Copy an application formula when you want to modify it. Since application formulas cannot be changed, you can copy the formula and modify the copy.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Copy to

Enter a new name for the formula you are copying.


Public or design formulas

Select the type of formula you want to copy to. These options are available only in Report Designer.

•	Public Formulas -- The formula is copied to the public formula list.

•	Design Formulas -- The formula is copied to the design formula list which is stored with the report.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without copying the formula.


[Help]

Starts Help and displays information about this window.


Save Formula window

Use to save and name the formula you are creating. Any combination of characters and spaces can be used, except that names cannot begin with two uppercase characters followed by a space. These names are reserved for application formulas.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Formula name

Enter a name for the formula you are creating (up to 22 characters, including spaces). Because preset application formula names begin with two upper case letters followed by a space, you cannot begin a public formula name using the same method. For example, you can name a public formula  “JC-sub retainage”, but not “JC sub retainage” (the second example would be accepted as “JCsub retainage”).


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without saving the formula.


[Help]

Starts Help and displays information about this window.


About formula types

There are four different types of formulas. These formulas vary in the way they are stored and the manner in which they are accessed.

 Application formulas

 Public formulas

 Design formulas

 Quick formulas

Related Topics


Application formulas

Application formulas are created by Timberline and included with specific applications. Application formulas cannot be altered, but can be copied and then modified as public formulas (also as design formulas in Report Designer). Each application formula name begins with the application acronym, e.g., AP Aging Amount is an Accounts Payable application formula.

You can view a list of an application’s formulas by opening a report or inquiry design for the desired application in Report Designer or Inquiry Designer, selecting Formulas from the Tools menu, clicking [Index], and selecting the application formulas to view. Payroll application formulas can be viewed in Payroll.


Public formulas

Public formulas are created from scratch by you, or by copying an application formula to a public formula. Public formulas are accessible whenever formulas can be used.


Design formulas

Design formulas are only created for report designs while using Report Designer and are only accessible when using the report design for which the design formula was created. However, design formulas may be used as often as necessary by the same design for other items in the report or within other design formulas. If necessary, you can copy a design formula to a public formula.

Design formulas are created by selecting Formulas from the Tools menu in Report Designer.


Quick formulas

Quick formulas are used for only one item in a report design in Report Designer. Quick formulas are easily set up, have no name, and are used only once in the report design at the location where they were created. Quick formulas cannot be used by other locations in the same report design. They cannot be used within other design formulas.

Quick formulas are created by selecting Quick Formula from the Tools menu in Report Designer.


About the components of formulas

The elements to include in a formula depend on what you want the formula to accomplish.

 Application formula functions

 Formula constants

 Formula fields

 Formula functions

 Formula operators

 Using AND/OR in formulas

 Other formulas

Related Topics


Application formula functions

Application formula functions are predefined functions that perform operations specific to a particular application. They are accessible from the application itself, Information Assistant, Inquiry Designer, and Report Designer. Some application functions are based on specific records and are accessible only when the dependent records are available. For example, the Property Management function “EffectiveSquareFootage” is available only when the record, PM-Unit Square Footage, is available.


Formula constants

A constant is a value included in the formula. For example, to multiply the contents of an amount field by six and one-half percent, enter .065 as a constant in the formula.


Formula fields

In formulas, you can include fields from records and system fields. Because formulas are typically used to perform mathematical calculations, the majority of fields that you select will be numeric. There are some formulas, however, that use dates, alphanumeric fields, or other types of non-numeric fields.


Formula functions

Functions perform specific operations within a formula. For example, the DAYS function calculates the difference between two specified dates. For more information about functions, click [image].


Formula operators

Operators are used in formulas to enter arithmetic and relational operators in the standard mathematical format.

This operator	Performs the following mathematical action
+	Addition
-	Subtraction
*	Multiplication
/	Division
>	Greater than (can also be entered as GT)
<	Less than (can also be entered as LT)
=	Equal to (can also be entered as EQ)
>=	Greater than or equal to (can also be entered as GE)
<=	Less than or equal to (can also be entered as LE)
<>	Not equal to (can also be entered as NE)

Calculations are performed from left to right, with the information enclosed in parentheses calculated first, followed by multiplication and division, and then addition and subtraction. For example, the formula: 5 * (4 + 2) - 12 / 2 equates to 5 * 6 - 12 / 2, then 30 - 12 / 2, then 30 - 6, and finally, 24.


Using AND/OR in formulas

Formulas can be used as conditions to determine whether a record should be included in an inquiry or a report. These conditions must always start with the IF function. There may be instances when more than one condition is required to make this determination. In these cases, each condition must be separated from the next by using the AND or OR operator. Using AND between conditions requires both conditions to be met. Using OR requires only one of the two conditions to be met.

When you use more than two conditions, the order of the conditions is crucial. To make the conditions easier to construct and understand, Timberline recommends the use of parentheses to group the conditions.

For example, “IF condition1 AND condition2 OR condition3 AND condition4...” is a string of conditions in which it is not readily apparent how the individual conditions relate to each other. By using parentheses, you can create a more logical and understandable testing combination. For example,  “IF (condition1 AND condition2)  OR  (condition3 AND condition4)...” means that if conditions 1 and 2 are met, OR if conditions 3 and 4 are met, the record is accepted. Formula components inside parentheses are always interpreted before those that are outside parentheses.

Refer to the Evaluating multiple AND/OR conditions topic for detailed steps on how multiple conditions are interpreted.

Related Topics


Other formulas

Other available public formulas that you create can be included as part of another formula. This makes it easier to create a new formula because it eliminates the need to repeat all elements of a public formula in a new formula.


About naming formulas

Each formula is given a name. Because predefined application formula names begin with two upper case letters followed by a space, you cannot begin public formula names using the same method. For example, you can name a public formula  “JC-sub retainage”, but not “JC sub retainage” (this would be accepted as “JCsub retainage”). Formula names can be up to 22 characters long, including spaces.

Related Topics


About functions (definition)
About functions

Functions are expressions used in formulas to perform specific operations. When a function operation is performed, the result of the operation is used as a value in the formula.

 Terminology

 About using functions

 List of functions

Related Topics


Function terminology

The terms syntax, parameter, return and expression are used when creating functions.

Syntax -- the format in which the function must be entered. The order of the elements and the punctuation that are used determines how the information entered is evaluated.

Parameter -- one of the variables in the function. Each parameter must be entered as shown for the function. For example, the syntax of the rounding function is: ROUND(number, digits). In this example, number and digits are the parameters for the function ROUND.

Return -- the result of the function. The function is performed and the result is returned. Because the result of a function is not always numeric, the return type is important when determining whether a function is appropriate for the operation needed.

Expression -- a mathematical term that is defined as one or more symbols representing a value or relationship. For example, “JTD Cost - YTD Cost” is an expression that represents the to-date cost amount at the beginning of the year.


About using functions

Functions use a standard syntax. A function:

•	Begins with the command name

•	Is followed by a left parenthesis

•	Includes the parameters on which the function operates

•	Ends with a right parenthesis.

For example, NAME(parameter1, parameter2[,...]).

These rules determine how a function is constructed and interpreted:

•	Optional parameters are indicated by square brackets in these Help topics. For example, the IF function syntax is: IF(condition, value if true[,value if false]). The value if false parameter is surrounded by brackets to indicate that it is optional. When entering an optional parameter, do not enter the brackets.

•	Each parameter, except the last, must be followed by a comma. If an optional parameter is omitted and it is followed by another parameter, a comma must be entered in its place. For example, the syntax for the AAVG function is: AAVG([break], number[,...]). If the break parameter is omitted, the comma following it must still be entered to signify the missing parameter, e.g., AAVG(, Total Estimate).

Here’s another example: NEWDATE(date[,months][,days][,years]). If the optional months and days parameters are omitted, the syntax for adding 10 years to Dec. 15, 1992 would be: NEWDATE(121592, , , 10). This is equivalent to NEWDATE(121592, 0, 0, 10). To add two months to the same date, the syntax would be NEWDATE(121592, 2). Notice that no commas follow the months parameter since there are no additional parameters required.

•	If a parameter is followed by an optional ellipsis, [,...], the parameter may be repeated an unspecified number of times. For example, the AVG function syntax is: AVG(number1, number2[,...]). This syntax specifies that there must be at least two number parameters entered to return an average, but also that more than two may be entered.

•	The parameters provide the information needed to perform the function. For example, you might enter a field name as a parameter. This specifies that the function is to use the value from the field.

•	In some cases, a range of fields can be used as a parameter. To specify a range, enter the first field in the range, two periods ( . . ) and the last field in the range. The sequential order of the fields in each application’s records are listed in the Item list in the Public Formula Entry window. For example, a formula could be set up to calculate the total of all commitments invoiced by specifying the range of fields: Commt Invoiced - Labor through Commt Invoiced - Other. The formula would be: SUM(Commt Invoiced - Labor..Commt Invoiced - Other).

•	Alphanumeric constants must be enclosed in single or double quotation marks, e.g., ‘California’ or “California”.


List of functions

 ABS(number) -- returns the absolute value of a number.

 Accumulating functions -- includes the following individual functions:

 AAVG([break], number[,...]) -- calculates the average of a series of records.

 ACOUNT([break], field) -- counts the records containing the field.

 AMAX([break], number[,...]) -- returns the highest value in a series of records.

 AMIN([break], number[,...]) -- returns the lowest value in a series of records.

 ANZAVG([break], number[,...]) -- calculates the average of the non-zero numbers in a series of records.

 ASUM([break], number[,...]) -- totals the numbers in a series of records.

 AVG(number1, number2[,...])-- calculates the average value of the numbers listed.

 COLHDG(field[,heading number]) -- returns the heading (all or part) of a Custom Descriptions field.

 DAY(date) -- returns the day from a date.

 DAYS(date1, date2) -- calculates the number of days between two dates.

 FORMAT(number, mask) -- apply a specific format of punctuation to a numeric item.

 IF(condition, value if true[,value if false]) -- returns values based on a conditional statement.

 INDEX(field) -- returns the position of items in option button lists or drop-down list boxes.

 JOIN(value1, value2[,...])-- connects values into a string of characters in the order they are connected.

 JUST(value, justification[,length]) -- aligns alphanumeric values.

 LOOKUP(field, key value[,...]) -- locates information that normally cannot be accessed automatically.

 MATCH(value to match, value[,...]) -- compares an item to a list of items and returns the position of the first match in the list.

 MAX(number1, number2[,...])-- returns the highest number in a list of numbers.

 MIN(number1, number2[,...])-- returns the lowest number in a list of numbers.

 MONTH(date) -- return the month from a date.

 NEWDATE(date[,months][,days][,years]) -- calculates a new date or returns a numeric constant in a date format.

 NZAVG(number1, number2[,...])-- returns the average of the non-zero numbers listed.

 PART(value, position, length) -- returns a portion of a value.

 PRCNT(number1, number2) -- calculates a percentage as a whole number.

 RAND( ) -- generates a random number.

 ROUND(number, digits) -- rounds numbers to a specific number of digits.

 SQRT(number) -- calculates the square root of a number.

STRMATCH(string1, string2) -- compares capitalization of two parameters.

 SUM(number1, number2[,...])-- adds a list of numbers and returns the total.

 SWITCH(value[,decimal]) -- converts alphanumeric values to numeric and numeric values to alphanumeric.

 TABLE (position, list of values) -- returns the value that occupies a specific position in a list.

 TIMEDIFF(start date, start time, end date, end time) -- calculates the time difference between the start date/start time and the end date/end time.

 TRUNC(number, digits) -- removes or adds a specified number of decimal positions or sets a specified number of digits to zero.

 YEAR(date) -- return the year from a date.


ABS function

Use to return the absolute value of a number. An absolute value of a number (positive, negative or zero) is the same number without any positive or negative sign. For example, ABS(-34.19) = 34.19

Syntax

ABS(number)

Parameter

number -- the number used in the absolute value calculation.

Return

numeric

 Comments

 More examples


ABS comments

The number parameter can contain fields, constants, functions, other formulas, or arithmetic operations. The values must be numeric.


ABS examples

•	To find the contents of the General Ledger annual budget field as an absolute value, use this formula:

ABS (Annual Amount)

•	To calculate the General Ledger budget variance percentage and return the absolute value of the percentage, use this formula:

ABS((Current Balance - Annual Amount) / Current Balance)


Accumulating functions

Use these functions to perform calculations on a series of records to create subtotals, grand totals and other cumulative functions.

Syntax

AAVG([break], number[,...])

ACOUNT([break], field)

AMAX([break], number[,...])

AMIN([break], number[,...])

ANZAVG([break], number[,...])

ASUM([break], number[,...])

Parameters

[break] -- the data field or formula used to specify when a (break) total is to be taken.
(Click the Break parameter button below for more information.)

number -- specifies what is to be accumulated.

field -- the data field to be counted.

[,...] -- additional numbers, if any.

Return

numeric

Note

•	If you are using an accumulating function on a report design that is sorted by fields originating in different records, please refer to the Report Designer Help topic “About using accumulating functions with custom sort orders” for important information.

 About using LOOKUP with accumulating functions

 Comments

 List of accumulating functions

 Break parameter

 Number parameter

 Field parameter

 Combined examples


List of accumulating functions

 AAVG function

 ACOUNT function

 AMAX function

 AMIN function

 ANZAVG function

 ASUM function


AAVG function

Use to calculate the average of a series of records.

Syntax

AAVG([break], number[,...])

Related function

AVG

 Examples

 Other accumulating functions


AAVG examples

•	To find the Accounts Payable average tax amount on all distributions for a vendor, use the following formula.
AAVG(Vendor, Tax)
The vendor and tax fields are pulled from the AP - Distribution record. For each vendor, this formula adds all the tax amounts, divides by the total number of tax amounts (including zero tax amounts) and returns the average tax amount per distribution.

•	To find the Accounts Payable average tax amount for all vendors, use this formula:

AAVG(, Tax)

•	To find the Payroll average amount of fringes you pay for an employee during each pay period, you would pull information from the Check Fringe record by using this formula:

AAVG(Period End Date, Amount)
To display this average for each employee over multiple pay periods, use this formula:

AAVG(Employee, Amount)


ACOUNT function

Use to count the records containing a specific field.

Syntax

ACOUNT([break], field)

 Examples

 Other accumulating functions


ACOUNT examples

•	To find the number of Accounts Payable invoices each vendor has, use this formula:

ACOUNT(Vendor, Invoice)

•	To find the total number of Account Payable invoices in the database, use this formula:

ACOUNT(, Invoice)

•	To find the number of Payroll checks for each employee, use this formula:

ACOUNT(Employee, Check Number)


AMAX function

Use to return the highest value in a series of records.

Syntax

AMAX([break], number[,...])

Related function

MAX

 Examples

 Other accumulating functions


AMAX examples

•	To compare the Accounts Payable invoice amounts for each vendor and determine the highest invoice amount for each vendor, use this formula:

AMAX(Vendor, Amount)

•	To determine the highest Accounts Payable invoice amount for all vendors, use this formula:

AMAX(, Amount)

•	To print a Payroll report that prints the highest amount of Workers’ Compensation for each employee, use the following formula. This formula pulls information from the PR-Check Workers Comp record:

AMAX(Employee, Amount)


AMIN function

Use to return the lowest value in a series of records.

Syntax

AMIN([break], number[,...])

Related function

MIN

 Examples

 Other accumulating functions


AMIN examples

•	To determine the lowest invoice amount for each Accounts Payable vendor, use this formula:

AMIN(Vendor, Amount)

•	If you are tracking Payroll sick pay as a separate pay ID and you assume an overall condition of Pay ID = ‘sick’, to find the employee that had the least YTD units of sick pay, use this formula:

AMIN(, YTD Units)


ANZAVG function

Use to calculate the average of the non-zero numbers in a series of records.

Syntax

ANZAVG([break], number[,...])

Related function

NZAVG

 Examples

 Other accumulating functions


ANZAVG examples

•	To find the Accounts Payable average of year to date amounts (less discounts taken) when the results are not zero, use the following formula. This formula adds the total YTD amount minus the total discounts taken for all vendors and divides by the number of items that do not equal zero. If a vendor has no YTD amount, the vendor is not included in the calculation:

ANZAVG(, YTD Amount - YTD Discount Taken)

•	To find the Payroll average number of overtime hours paid, not including check records that have overtime hours of zero, use the following formula. This formula gives you a more accurate representation of the overtime hours being paid to employees who have worked overtime.

ANZAVG(, Overtime Hours) For example, if you have this employee data:

Employee	PE date	Overtime hours
101	5-15-98
105	5-15-98	12.00
108	5-15-98
115	5-15-98
125	5-15-98	10.00
If you use AAVG(, Overtime Hours), the average of overtime hours would be 22.00 divided by 5 employees for an average of 4.4 overtime hours per employee. However, if you use ANZAVG(, Overtime Hours), the average of overtime hours would be 22.00 divided by the two employee which had overtime hours for an average of 11.00 overtime hours per employee.


ASUM function

Use to total the numbers in a series of records.

Syntax

ASUM([break], number[,...])

Related function

SUM

 Examples

 Other accumulating functions


ASUM examples

•	To total the amounts in the AP - Distribution records and accumulate the amounts at the invoice level, use the following formula:

ASUM(Invoice, Amount)

When a new invoice is encountered, the formula starts calculating a new total for the next invoice.

•	To add numbers from a field list at the same break level and then total them, use the ASUM function. For example, on the Payroll check record, regular and overtime hours are tracked each time an employee is paid. To total these hours for each employee, use this formula:

ASUM(Employee, Regular Hours, Overtime Hours)

•	To accumulate a Payroll total at the highest level (a grand total) for employee’s gross pay, you should leave the break field blank but include the comma:

ASUM(, Gross Pay)

•	To create a total on a vendor report that displays the amount of invoice distributions less paid amounts on the invoice distributions, you would pull data from the AP - Distribution record (Amount) and the AP - Distribution Payment record (Amount Paid) by using this formula:

ASUM(Vendor, Amount) - ASUM(Vendor, Amount Paid)

•	To get a total percent complete for all cost codes on each job, use this formula:

(ASUM(Job, JTD Cost) / ASUM (Job, Total Estimate)) * 100

•	To total Accounts Payable invoice amounts by a portion or section of the vendor ID, use a PART formula as the break parameter in the ASUM function. For example, if the two-letter state code was used as the first two characters of every vendor ID, you could use the following formula to obtain total invoice amounts by state.

ASUM(Vendor State ID, Amount)

The break parameter, Vendor State ID, is the formula:  PART(Vendor, 1, 2)


Accumulating functions comments

•	Accumulating functions can create a total of similar amounts found in a series of records. In Payroll for example, you might want to create a total of a certain withholding type based on a set range of payroll transactions. By setting a break field of employee ID, the ASUM function would return a separate total each time the employee ID changed as the transactions were read in employee order.

•	You can use these functions to accumulate amounts from a lower level of detail up to a higher level with less detail. In Accounts Payable for example, if you need detail from the distribution items of invoices, but you only see one line per invoice, you could accumulate the detail from the distributions.

•	To perform calculations on totals from different records, you can create two function statements that are used in one formula. For example to add the accumulations from two different records, use this format:

ASUM(break, number) + ASUM(break, number)


Accumulating functions -- break parameter

The break parameter determines when the accumulation process should produce a total. This allows the break parameter to be used to create level totals. As the accumulating function reads data, it accumulates amounts specified by the number parameter. When the value specified in the break parameter changes, the accumulation is returned and cleared so that it can begin accumulating for the new value in the break field. The break parameter can be a data field or formula. If a formula is used, all items in the formula must either be associated with the same record or be accessed via the LOOKUP function.

The break parameter is optional, but the comma following the break parameter is always required. When the break parameter is left blank, you are choosing to accumulate the entire range of records into one total. Using the break parameter creates a total each time the break value changes.

Notes

•	If you break on a field other than a key field which is part of the sort order, you must set up a custom sort in Report Designer and specify that break field as part of the sort order.

•	All fields in the custom sort order must either be from the same record as the number being accumulated or be accessed through a LOOKUP formula.

•	Sorting and breaking by non-key fields is not available in an inquiry.


Accumulating functions -- number parameter

The number parameter which is used for all accumulating functions except ACOUNT, can contain fields, constants, functions, other formulas, or arithmetic operations, which must be numeric. All items listed in the number parameters must be associated with the same record.

Tip

•	When the data is not from the same record, you may need to use the LOOKUP function.


Accumulating functions -- field parameter

The field parameter in the ACOUNT function must contain a data field from the records being counted. This function simply counts the number of records that contain that field. If a break field is also entered, it must be from the same field list that you used to select the field parameter.


Accumulating functions examples

In the following table, the YTD amounts for the Accounts Payable vendors are used to return the value for each type of function shown below the table. The break parameter has been omitted, which causes the function to be performed for the entire range of records.

Vendor	YTD amount
Allied Services	200.00
Barnes Plumbing	100.00
Johnson Electric	500.00
Pacific Rentals	.00
Tool Shed, Inc.	50.00

AAVG(, YTD Amount) = 170.00

ACOUNT(, YTD Amount) = 5

AMAX(, YTD Amount) = 500.00

AMIN(, YTD Amount) =.00

ANZAVG(, YTD Amount) = 212.50

ASUM(, YTD Amount) = 850.00


AVG function

Use to calculate the average value of the numbers listed.

Syntax

AVG(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be averaged.

number2 -- the second number in the list of numbers to be averaged.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 More examples


AVG comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.


AVG examples

•	To calculate the General Ledger average of the current and previous 2 activity periods, use this formula:

AVG(Current Period Activity, Prior 1 Activity, Prior 2 Activity)

•	To calculate the Accounts Payable average vendor payments this year and last year, use this formula:

AVG(YTD Paid, Last Yr Amt Paid)

•	To calculate the Job Cost average for this month’s and last month’s cost code costs, use this formula:

AVG(MTD Cost, LM Cost)


COLHDG function

Use to return the heading (all or part) of a Custom Descriptions field. This function ensures that the column headings printed on reports match the descriptions entered and possibly changed in Custom Descriptions.

Syntax

COLHDG(field[,heading number])

Parameters

field -- the Custom Descriptions field whose description is to be used as a heading.

[,heading number] -- an optional number equal to 1 or 2. When a custom description is more than one word, it is separated into two parts in such a way as to fit the heading onto two lines. The number determines what part to return for a single line of the column heading. Omitting this parameter returns both lines.

Return

text

 Comments

 Examples


COLHDG comments

When the COLHDG function is used to create column headings for Custom Descriptions, any changes to the field descriptions are automatically carried over to the report headings.


COLHDG examples

•	The description for the Commitment field in Job Cost can be changed by using Custom Descriptions. When the description is changed in Custom Descriptions, the change is printed on reports when the COLHDG function is used.

COLHDG(Commitment)

•	The following COLHDG formulas could be used in Accounts Payable, Payroll, and General Ledger, respectively.

COLHDG(Invoice Code 1)

COLHDG(Misc1)

COLHDG(GL Reference 1)


DAY function

Use to return the day from a date field.

Syntax

DAY(date)

Parameters

date -- the date field containing the day to be returned.

Return

numeric

 Comments

 Date parameters


DAY comments

Using this function is the same as using PART(date, 5, 2).


DAYS function

Use this function to calculate the number of days between two dates. The number of days returned is always a positive number.

Syntax

DAYS(date1, date2)

Parameters

date1 -- one of the dates for the comparison.

date2 -- the other date for the comparison.

Return

numeric

 Comments

 Date parameters

 More examples


DAYS comments

The parameters can contain date fields, the system date or an entered date. The dates can be entered in any order. For example, DAYS(123194, 121593) = 381 and DAYS(121593, 123194) = 381. The years can be entered with two digits or four, e.g., DAYS(123099, 1012001) = 368.


DAYS examples

•	To calculate the number of days between the system date and 12-04-98, use this formula:

DAYS(System Date, 120498)

•	To calculate the number of days between the Accounts Payable check date and invoice date for each invoice record, use this formula:

DAYS(Invoice Date, Check Date)


FORMAT function

Use to apply specific punctuation to a numeric item.

Syntax

FORMAT(number, model)

Parameters

number -- the number to which the model is applied.

model -- the format in which the number should be returned.

Return

alphanumeric

 Comments

 Example


FORMAT comments

The number parameter can be a field, a constant, a function, a formula or an arithmetic operation. The value must be numeric. The model parameter is entered as an alphanumeric constant that indicates the format to be applied to the values in the number parameter. Only the punctuation in the model parameter is used; the actual placeholders can be any constant.

The number of digits in the number parameter does not need to match the number of digits in the model. The model is applied to the number from right to left. The decimal point location in the number parameter is ignored when the model is applied. If there are more digits in the number parameter than are in the model, the entire number prints. If there are fewer digits in the number parameter, extra positions in the model are ignored. For example:

FORMAT(12345.67, “00.0000”) = 123.4567

FORMAT(12345.67, “00000.000”) = 1234.567


FORMAT example

•	To apply model ‘99999-99’ to the value in the General Ledger Account field, use the following formula. You might use this function to enhance reports that list account numbers by printing a dash instead of a decimal between the account and the suffix.

FORMAT(Account, ‘99999-99’)

Tip

•	To format a field that is not numeric, use the SWITCH function to change the field from alphanumeric to numeric. For example, if the formula FORMAT(SWITCH(JOB), ‘11*111’) is used, the job 98-001 that normally prints is returned as 98*001.


IF function

Use to return values based on a conditional statement. This function returns the first value if the statement is true or the second value if the statement is false.

Syntax

IF(condition, value if true[,value if false])

Parameters

condition -- an expression or a field in which the value is interpreted as true/false, yes/no, or marked/unmarked.

value if true -- the value returned if the condition is true, yes, or marked.

[,value if false] -- the value returned if the condition is false, no, or unmarked. This parameter is optional and, if it is not used, false, no, and unmarked values return blanks or null values.

Return

If the true value and the false value are of the same field type, the return value is that type. Otherwise, the return is alphanumeric.

 Comments

 Comparative operators

 Examples


IF comments

The parameters can contain fields, constants, functions, other formulas, or arithmetic operations. If the contents of the condition parameter is only a single field, it must be a check box field. Otherwise, the comparative operators must be used in the condition parameter. The condition parameter must be able to be marked true/false, yes/no, or marked/unmarked.

You can nest up to 20 IF functions per formula.

See About comparison operators, Comparison operator examples, and Examples of using multiple conditions for more information.

 Check box comments

 Multiple condition comments

 Option button and list comments


IF option button and list comments

Option buttons and drop-down list boxes allow you to choose from a group of options. Only one option in the group can be selected. When you want to print or process information based on a match to an option that was selected, you can use the IF function. You would enter the condition parameter with the:

•	Option button or list group title

•	Comparative operator

•	Option button or list title to match

For example, on the Status tab (Job Setup window) you can select Unstarted, In progress or Closed for the Status. If you want to print the completion date for jobs that are closed or a message for jobs that are in progress or started, the IF function needs the three condition parameters discussed above:

•	Option button group title of STATUS

•	Comparative operator of =

•	Option button to match of Closed

The IF function would be entered as:

IF(Status = ‘Closed’, Actual Complete Date, ‘Not Complete’)

If the job has been marked as Closed, this formula would return the actual completion date entered in the Job Setup window. If the job is In Progress or Unstarted, this formula returns the text “Not Complete.”


IF check box comments

When check boxes are used in the condition parameter of the IF function, no comparative operator or value is needed. Check boxes always return a true/false, yes/no, or marked/unmarked value.

On the 1099 Settings tab (Vendor Setup window), you can mark Accounts Payable vendors that should receive a 1099 form. The condition parameter for this box is ‘Receives Form 1099.’

IF(Receives Form 1099, Recipient ID, ‘Need ID’)

If the vendor has been marked to receive 1099 forms, the formula returns the Recipient’s tax ID from the 1099 Settings tab. If the box has not been marked, the text ‘Need ID’ is returned.


IF multiple condition comments

You may need to create an IF function in which the condition parameter must meet a combination of conditions. This is done by connecting the condition parameters with AND or OR.

When using AND in an IF function, all conditions must be true in order for the value if true parameter to be returned. If they are not all true, the value if false parameter is returned.

When using OR in an IF function, at least one of the condition parameters must be true in order for the value if true parameter to be returned. If none are true, the value if false parameter is returned.

•	The IF formula below returns ‘Print this’ because both condition parameters (1=1 and 2=2) are true.

IF(1=1 AND 2=2, ‘Print this’, ‘Print that’)

•	The IF formula below returns ‘Print this’ because one of the condition parameters (1=1) is true.

IF(1=1 OR 1=2, ‘Print this’, ‘Print that’)

•	The IF formula below returns ‘Print that’  because one of the condition parameters (1=2) is false.

IF(1=1 AND 1=2, ‘Print this’, ‘Print that’)


IF examples

•	If the Accounts Payable amount paid is equal to the invoice amount, ‘Paid’ is returned. Otherwise, the return value is blank.

IF(Amount Paid = Amount, ‘Paid’)

•	You could return the balance as the value if false by changing the formula to:

IF(Amount Paid = Amount, ‘Paid’, Amount - Amount Paid)

•	If the Receives Lien Waiver check box in the Accounts Payable Vendor record is marked, the text Check lien waiver is returned; otherwise, n/a is returned.

IF(Receives Lien Waiver, ‘Check lien waiver’, ‘n/a’)

•	If the Accounts Payable invoice amount times the tax rate of .065 is greater than the tax amount on the invoice record or if the tax amount on the invoice is zero, the calculated tax is returned. If the calculated tax is less than or equal to the tax amount on the invoice (and the tax amount is not zero), the tax amount is returned.

IF(Amount * .065 > Tax OR Tax = 0, Amount * .065, Tax)

•	To create a Job Cost transaction report with separate columns for Accounts Payable, Payroll Costs, Direct Costs, Other Entries and Estimate Entries, use these formulas:

Accounts Payable column -- IF(Transaction Type = ‘AP Cost’, Amount)

Payroll Costs column -- IF(Transaction Type = ‘PR Cost’, Amount)

Direct Costs column -- IF(Transaction Type = ‘JC Cost’, Amount)

Other Entries column -- IF(Transaction Type NE ‘AP Cost’ AND Transaction Type NE ‘PR Cost’ AND Transaction Type NE ‘JC Cost’ AND Transaction type NE ‘Original Estimate’ AND Transaction Type NE ‘Approved Estimate Changes’, Amount)

Estimate Entries column -- IF(Transaction Type = ‘Original Estimate’ OR Transaction Type = ‘Approved Estimate Changes’, Amount)


IF comparative operators

The comparative operators available for use in the condition are:

>	greater than (can also be entered as GT)

<	less than (can also be entered as LT)

=	equal to (can also be entered as EQ)

>=	greater than or equal to (can also be entered as GE)

<=	less than or equal to (can also be entered as LE)

<>	not equal to (can also be entered as NE)


INDEX function

Use to return the position of items in option button lists or drop-down list boxes.

Syntax

INDEX(field)

Parameter

field -- the data field that contains the values you want returned.

Return

numeric

 Comments

 Examples


INDEX comments

The position of items in option button lists or drop-down list boxes can be found in the Print Available Fields printout in the Special Values column. Use Available Fields (Tools menu) in Report Designer to print this printout.


INDEX example

•	To return the position instead of the literal description of the status in Job Cost, use this formula:

INDEX(Status)

•	You could then use this formula in another formulas, such as the following:

IF(Index(Status) = 3, Actual Complete Date, ‘Not Complete’)

If the job has been marked as Closed, this formula would return the actual completion date entered in the Job Setup window. If the job is In Progress or Unstarted, this formula returns the text “Not Complete.”


JOIN function

Use to connect values into a string of characters which print in the order they are connected.

Syntax

JOIN(value1, value2[,...])

Parameters

value1 -- the first value in the list of values to be joined.

value2 -- the second value in the list of values to be joined.

[,...] -- remaining values in the list, if any.

Return

alphanumeric

 Comments

 Examples


JOIN comments

The parameters can contain fields, constants or functions. The values are joined, in the order listed, into a single alphanumeric value. Spaces at the end of the values are suppressed unless the value is a constant.

For example, if the length of the City field is 15 characters and you entered the city of Dover which is 5 characters, the 10 extra spaces are suppressed. If the literal “The city of    “ (note space after ‘of’) preceded the City field in the JOIN function, the four trailing spaces in the formula would be retained:
 “The city of    Dover” This is because ‘The city of    ‘ is considered to be a constant.

Include parameters for punctuation and spaces in the list by enclosing them in quotation marks. The return value can be up to 4000 characters in length. For example, JOIN(“Connect”,” “,”the”,” “,”fields.”) = Connect the fields. Note the use of quotation marks for the spaces.


JOIN examples

•	In this JOIN formula, value1 is the City field in the Accounts Payable vendor address. Value2 is a constant comma followed by a space. Value3 is the state from the vendor address, Value4 is a constant space and Value5 is the ZIP Code from the vendor address. These values combine to return a single string of characters.

JOIN(City,”, “,State,”  “, ZIP Code)

•	You may want to include single quotes, double quotes or both as part of the string. A single quote must be enclosed with double quotes (e.g., “John’s pencil”). A double quote must be enclosed with single quotes (e.g., ‘”My pencil,”’ said John.). An example of including both in a JOIN function is:

JOIN(‘”I’,”’m late,”,’” said the rabbit.’)

Result: “I’m late,” said the rabbit.

•	Value1 = ‘”I’ -- The opening double quotation mark is enclosed in single quotes.

•	Value2 = “’m late,” -- The apostrophe in I’m is enclosed in double quotes.

•	Value3 = ‘”said the rabbit.’ -- The closing double quotation mark is enclosed in single quotes.

•	To JOIN constant text to each employee ID, use this formula. This can be useful to designate the beginning of each employee’s information on a report.

JOIN(“Emp#”, Employee)


JUST function

Use to align alphanumeric values within the maximum field length.

Syntax

JUST(value, justification[,length])

Parameters

value -- the value to be justified.

justification -- options for justification.

[,length] -- length of justified value, optional.

Return

alphanumeric

 Comments

 Examples


JUST comments

The value parameter can contain fields, constants or functions.

The justification parameter specifies where the value is to be aligned in the return value. The options are:

•	LJ -- Left Justify

•	RJ -- Right Justify

•	C -- Center

•	RJN -- Right Justify Numeric

When using this function in an inquiry, justification occurs within the return value, not within the inquiry column. For example, if an inquiry column has a width of 20 and contains a return value with a length of 10, the characters always appear somewhere within the first 10 spaces of the column; the exact location depends on the justification option used.

When using JUST in Report Designer, the justification occurs first in the return value. Then, the Report Designer Field Format Justification option determines where the return value prints in the column.

The optional length parameter is the total number of characters to be returned. If the length requested in the third parameter is less than the number of characters in the value, the right-most characters of value are truncated. For example, JUST(Depreciation, C, 10) would return ‘Depreciati’, the first 10 characters.


JUST examples

•	Left Justify (LJ) -- Use to force each value returned to be left aligned. This is helpful if the field contains leading spaces you want to omit. Most alphanumeric fields are left aligned.

JUST(ZIP Code, LJ)

•	Right Justify (RJ) -- Use to force each value returned to be right aligned. This is helpful if you have entered numbers in an alphanumeric field but want to display them aligned as though the field was numeric.

JUST(Misc Title 1, RJ, 15)

•	Center (C) -- Use to center each value in the return value.

JUST(Project Manager, C)

•	Right Justify Numeric (RJN) -- This can cause right justification or left justification, depending on the value. If the value contains alphabetical characters, RJN left aligns the value. If the value contains numbers and punctuation, RJN right aligns the value. If the value contains alphabetical and numeric characters, RJN left aligns the value.

RJN is helpful when you display fields that do not contain consistent information. RJN does not split a field that is part numeric and part alphabetic.

JUST(Description, RJN)

Description	RJN returns
Fort Wayne Officer’s Club	Fort Wayne Officer’s Club
98-003	98-003
ABC 12345	ABC 12345


LOOKUP function

Use this function to locate information in another record that is not logically linked to the current record being accessed. Although the database already contains many direct links between various records, when a link does not normally exist, the LOOKUP function can be used.

Syntax

LOOKUP(field, key value[,...])

Parameters

field -- the data field in the other record that contains the value you want returned.

key value -- the first primary key value used to identify the other record containing the information you want.

[,...] -- additional key values, if any.

Return

same as field

Note

•	There are two distinct records involved in the LOOKUP function. The first, or main, record is the record currently being accessed and reported on. The second, or lookup, record is the record that contains some information you want to access and report alongside the main record’s information.

 About record keys

 Entering key values

 Comments

 Examples


Entering key values

The key value parameters can be entered in any of the following formats:

  1	The contents of a field in the main record. For example, you could enter the Payroll ID of the project manager for each job in the first miscellaneous field on the General tab of the Job Setup window. Then, while printing job information, you can access any information the manager’s employee record by selecting the “Project Manager” field from the Job record when entering the key value in the LOOKUP formula.

  2	A constant. For example, to retrieve the FUTA percent field from the Tax rate record while printing a list of employees and their YTD Gross pay, you can enter the key value as “FUTA_E” (assuming that this is the Tax ID).

  3	A function or a formula. For example, while printing a list of jobs, you may want to print the current balance of a specific General Ledger account based on the prefix entered on the AP and GL tab and the base entered in a field on the Custom Fields tab in the Job Setup window. The key value could be entered as JOIN(Cost Account Prefix, JUST(Base acct, LJ)). “Base acct” is the name given to the custom field. It must be left justified to remove any leading blanks. This entire key string could have been entered into a formula, and the formula name would have been inserted as the key value.

  4	An arithmetic operation. Although this format would be used rarely, the key example above could have been entered as SWITCH(SWITCH(Cost Account Prefix) * 10000 + Base acct). This example assumes a base account of four digits. The SWITCH functions are used to turn alphanumeric fields into arithmetic numbers for calculation and then back to alphanumeric for looking up the record’s alphanumeric key.


LOOKUP comments

The field parameter must be a data file field and be located in the lookup record that contains the information you want. The key values must exist as valid primary keys in that lookup record.

The key values must be listed in the primary key order. They can be fields or combinations of fields in the main record, constants, functions, other formulas, or arithmetic operations.

All keys for the record being looked up must be listed in the function in the same order they are found on the lookup record. For example, when returning the Accumulate As field in the JC - Category record, there are four keys for the lookup record - job, extra, cost code, and category. The key value parameter must include all four in the correct order for the Accumulate As field to be returned.

LOOKUP(Accumulate As, Job, Extra, Cost Code, Category)

When there are multiple-field keys, as in the example above, all the key fields entered in the LOOKUP function must be associated with the lookup record. Do not be confused by the fact that there is a “job” key field in each of the job, extra, cost code, and category records. If you are looking up a cost code record, the “job” key field must be specified as the one belonging to the cost code record.

Tip

•	To determine the primary keys on the record being looked up, use Available Fields (Tools menu) in Report Designer to print the list of fields for the record. At the bottom of the field list, in the Standard Order section, the primary keys are listed in parentheses under the first order listed.


About keys
About record keys

Record keys are used in LOOKUP functions. A group of fields make up a record. A group of records make up a file. Each record is unique from any other record because the primary keys assigned to each record are unique.

Tip

•	To determine the keys on the record being looked up, use Available Fields (Tools menu) in Report Designer to print the list of fields for the record. At the bottom of the field list, in the Standard Order section, the keys are listed in parentheses under the first order listed. If you plan to design many reports, you may find it helpful to print the available fields for all records and put these printouts in a binder for quick reference.

Keys play an important part when creating LOOKUP formulas. Here are four examples:

Record	Primary Keys
AP Invoice	Vendor, Invoice
GL Transaction	Account, Accounting Date, Journal, Run number, Sequence number
PR Employee	Employee
PR Employee Pay	Employee, Pay Type, Pay ID


LOOKUP examples

 Payroll example

 Accounts Payable example

 About data needed to complete the key value not on the primary record

 About using LOOKUP with accumulating functions


LOOKUP - Payroll example

To retrieve the Tax Description for a Tax ID from the PR-Tax record when the main record is PR-Employee Tax, use this formula:

LOOKUP(Description, Tax ID)

Parameter	Source for parameter
Field	Description field in PR Tax record
Key value	Tax ID field in PR Employee Tax record


LOOKUP - Accounts Payable example

To retrieve the General Ledger account title for each account when the main record is the AP-Distribution record, use this formula:

LOOKUP(Title, Accounts Payable Account)

Parameter	Source for parameter
Field	Title in GL-Account record
Key value	Accounts Payable Account in AP-Distribution record


LOOKUP - About data not on primary record

Sometimes the information necessary to complete the key value parameter is not available as fields on the main record. For example the keys for the PR-Employee Tax record are Employee, Tax level and Tax ID.

•	The Employee field can usually be found on other field lists.

•	The Tax level must be one of three values: 1 for Federal, 2 for State, and 3 for City. These value definitions can be found in the Available Fields Printout in the Special Values column.

•	Tax ID must be entered as a value matching one of the taxes that are set up. Because you are matching an alphanumeric field, you must put quotation marks around the ID.

For example, Federal Withholding tax has a tax level of 1 and an ID of ‘FWH’.

LOOKUP(QTD Taxable, Employee, 1, ‘FWH’)

•	To return the YTD subject-to amount for Medicare from the Check record, use this formula. The Medicare deduction is a field on the Employee Tax record.

LOOKUP(YTD Subject-to, Employee, 1, ‘MED’)

Tax level is 1 for Federal because you are looking for the federal Medicare tax.

Tax ID for Medicare taxes is ‘MED’.

Parameter	Source for parameter
Field	YTD Subject-to in PR Employee Tax record
Key values	Employee in PR Check record;  Tax Level is a constant = 1 Tax ID is a constant = ‘MED’


LOOKUP - About using with accumulating functions

To total fields that originate in different records, use the LOOKUP function along with an accumulating function to locate and total these fields. Without the use of the LOOKUP function, all fields listed in accumulating functions must originate in the same record. For example, to find the skill level from the PR-Employee record when the primary record is PR-Time, use this formula:

ASUM(, IF(LOOKUP(Skill Level, Employee) = ‘Journeyman’, Units))

This formula totals units for all employees with a skill level of journeyman. The LOOKUP function allows you to access the field Skill Level from the PR-Employee record even though the field being accumulated, Units, is on the PR-Time record.

The components of this formula are:

•	ASUM -- function used to create a total.

•	, -- indicates no break fields (break parameter omitted) and that you want a report total.

•	IF -- function used to condition formula.

•	LOOKUP -- you want to look up the Skill Level from the PR-Employee record. The key for this record is Employee, which is on the PR-Time record.

•	Skill Level -- the field you want to look up.

•	Employee -- the key from the PR-Employee record (where Skill Level is stored). Employee is on the PR-Time record.

•	= -- indicates comparison for the IF function.

•	‘Journeyman’ -- is compared to the value found in the LOOKUP to determine if there is an exact match to the text. This field is case-sensitive.

•	Units -- when a match is found, the Units from each PR-Time record are added to get a total units when the Skill Level is ‘Journeyman’.


MATCH function

Use to compare an item to a list of items and return the position of the first match in the list.

Syntax

MATCH(value to match, value-1, value-2[,...])

Parameters

value to match -- the value to locate in the list of values.

value-1 -- the first value to compare to the value to match.

value-2 -- the second value to compare to the value to match.

[,...] -- remaining values to compare, if any.

Return

numeric

 Comments

 Examples


MATCH comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values can be alphanumeric or numeric.

The function uses the value to match parameter to search for a matching value in a given list. The list of items is sequentially numbered internally from the first item to the last item, beginning with the number one (1). The number assigned to the item which matches in the list is the number returned for the function. If no match is found in the list, a zero is returned. For example., MATCH(“r”, “e”, “t”, “r”, “x”) = 3, but MATCH(“h”, “s”, “b”, “v”, “d”) = 0.

When an individual value parameter is entered as a range, a match to an item in that range returns the position of the range in the list of values, not the position of the matching item in the range. (Ranges of constants and fields are distinguished by 2 periods between the first and last value in that range.) For example, MATCH(15, 1..10, 11..20, 21..30) = 2. Although the number 15 is the fifteenth number of all possible numbers being considered, and is the fifth item in the second value parameter, it is located in the second value parameter (11..20) of the list. Thus, a 2 is returned.

This function is often used with the TABLE function. The result of the match is used to determine what value should be returned from the list of items in the TABLE function. See the TABLE function for more information.


MATCH examples

•	To compare the General Ledger current period ending date to the period ending dates for the current fiscal year, use the following formula. The number of the current period in the fiscal year is returned.

MATCH(Period Ending Date, Period Ending Date 1..Period Ending Date 13)

•	MATCH can also be used to condition a report to print specific types of items. In the formula below, any Pay IDs which do not match return a 0 (zero) while those that match return 1, 2 or 3. Only those returning a number greater than zero print. This would eliminate from the report any Pay Ids that are not REG, OT or SICK.

MATCH(Pay ID, “REG”, “OT”, “SICK”) > 0


MAX function

Use to return the highest number in a list of numbers.

Syntax

MAX(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be compared.

number2 -- the second number in the list of numbers to be compared.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


MAX comments

The parameters can contain fields, constants, functions, other formulas, or arithmetic operations. The values must be numeric. If you want to calculate a maximum on a number in an alphanumeric field, use the SWITCH function to make the field numeric.

The function reads through a list of numbers and returns the highest value found. For example, MAX(-456, 22, -65, 0, 350) = 350.

Note

•	Keep in mind that negative values are always less than any positive amount. Also, you can specify a range of fields in a record as long as the range is contiguous and is listed by the first and last fields, separated by two periods.


MAX examples

•	To compare the values in the General Ledger activity fields for the current period and for each of the last 11 periods and return the highest monthly activity over the past 12 months for each record, use this formula:

MAX(Current Period Activity..Prior 11 Activity)

•	To compare the values for each vendor’s year-to-date, last and next year amounts in Accounts Payable and return the highest yearly activity for each vendor, use this formula:

MAX(YTD Amount, Last Yr Amount, Next Yr Amount)

•	To compare the values of the cost code totals for each cost type and return the total with the highest JTD costs amount, use this formula:

MAX(JTD Labor Cost, JTD Material Cost, JTD Commitment, JTD Equipment Cost, JTD Overhead Cost, JTD Other Cost)


MIN function

Use to return the lowest number in a list of numbers.

Syntax

MIN(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be compared.

number2 -- the second number in the list of numbers to be compared.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


MIN comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric. If you want to calculate a minimum on a number in an alphanumeric field, use the SWITCH function to make the field numeric.

The function reads through a list of numbers and returns the lowest value encountered. For example, MIN(456, 22, -65, 0, 350) = -65

Note

•	Keep in mind that negative values are always less than any positive amount. Also, you can specify a range of fields in a record as long as the range is contiguous and is listed by the first and last fields, separated by two periods.


MIN examples

•	To compare the values in the General Ledger activity fields for the current period and for each of the last 11 periods and return the lowest monthly activity over the past 12 months for each record, use this formula:

MIN(Current Period Activity..Prior 11 Activity)

•	To compare the values for each vendor’s year-to-date, last and next year amounts in Accounts Payable and return the lowest yearly activity for each vendor, use this formula:

MIN(YTD Amount, Last Yr Amount, Next Yr Amount)

•	To compare the values of the cost code totals for each cost type and return the total with the lowest JTD costs amount, use this formula:

MIN(JTD Labor Cost, JTD Material Cost, JTD Commitment, JTD Equipment Cost, JTD Overhead Cost, JTD Other Cost)


MONTH function

Use to return the month from a date.

Syntax

MONTH(date)

Parameters

date -- the date containing the month to be returned.

Return

numeric

 Comments

 Date parameters


MONTH comments

This function is equal to PART(date, 7, 2).


NEWDATE function

Use to calculate a new date or return a numeric constant in a date format. Also, use to create a date.

Syntax

NEWDATE(date[, months][, days][, years])

Parameters

date -- the numeric constant or the date from which the new date is calculated. Enter 0 to indicate that you want to create a date.

[, months] -- the number of months, if any, to be added to the date. If the date parameter is 0, this is the month portion used to create the date.

[, days] -- the number of days, if any, to be added to the date. If the date parameter is 0, this is the day portion used to create the date.

[, years] -- the number of years, if any, to be added to the date. If the date parameter is 0, this is the year portion used to create the date.

Return

date

 Comments

 Date parameters

 Examples


NEWDATE comments

•	The date parameter can contain either a date field, a date returned from a formula, or a numeric constant. The months, days and years parameters must be numeric. For example:

NEWDATE(100598, 1, 1, 1) = 11-06-99

NEWDATE(32698) = 3-26-98

•	You can enter four to eight digits as a numeric constant in the date parameter. The months, days and years parameters are optional. In this example, 30 days are added to 3-12-98.

NEWDATE(31298, , 30) = 4-11-98

•	You do not have to use the NEWDATE function to add days to a date. You can enter the date as a formula. For example, Invoice Date + 15.

•	You can also use NEWDATE to create a date by entering 0 in the date parameter. The months, days, and years parameters are required and must be greater than 0. For example:

NEWDATE(0, 11, 16, 2000) =  11-16-00

•	You can return the last day of a new month by adding or subtracting the number of months to the original month-end. For example:

NEWDATE(05312000, 1, 0, 0) = 06-30-00 (Adds one month to the end of May.)

NEWDATE(02292000, -2, 0, 0) = 12-31-99 (Subtracts two months from the end of February.)

Caution: Adding months and/or years to the last day of any month always returns the last day of the newly calculated month. For example, NEWDATE(02282001, 6, 0, 0) returns 08312001, not 08282001.

•	To convert a date field with a set format of month, year (MM-YYYY) to a date that is in month, day, year (MM-DD-YY) format, enter a number, other than 0, in the day parameter. For example, consider a custom field named “due date” with a set format of MMYYYY. If the field contained 122000 (December, 2000) and you wanted to display it as 12/15/00, use the following function:

NEWDATE(due date, 0, 15 , 0 ) = 121500 (assuming a change from MMYYYY to MMDDYY format.)


NEWDATE examples

•	To create a date in which only the year varied, use the following formula. In this example, the prompt field Calendar Year is being used to control the contents of a report.

NEWDATE(0, 01, 01, Calendar Year)

•	If the contents of DATE in the following formulas is July 1, 1998 (70198), these values are returned.

NEWDATE(DATE, 1, 1, 1) = 8-02-99

NEWDATE(DATE, 0, 30) = 7-31-98

NEWDATE(DATE, -3) = 4-01-98

NEWDATE(DATE, 0, 0, -1) = 7-01-97

•	To calculate the date two months previous to the date in the Accounts Payable Invoice Date field, use this formula:

NEWDATE (Invoice Date, -2)

•	To add ten years to the date in the Invoice Date field, use the following formula. Two extra commas must be inserted to indicate that the months and days parameters are omitted.

NEWDATE(Invoice Date, , , 10)

•	To condition a report to print transactions with an accounting date greater than one month prior to the General Ledger current period ending date, use this formula:

Accounting Date > NEWDATE(Period Ending Date, -1)


Date parameters

The digits in date parameters are interpreted as shown.

Number of digits	Interpretation	Example
5	mddyy	(10598) = 1-05-98
6	mmddyy	(110898) = 11-08-98
7	mddyyyy	(3081998) = 3-08-98
8	mmddyyyy	(10161999) = 10-16-99

Date Format on the General tab (Tools, Options menu) determines whether the dates are entered beginning with the month, day or year.


NZAVG function

Use to calculate the average of the non-zero numbers listed.

Syntax

NZAVG(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be averaged.

number2 -- the second number in the list of numbers to be averaged.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


NZAVG comments

The parameters can contain fields, constants, functions, other formulas and arithmetic operations. The values must be numeric.

The average of a list of non-zero values is the sum of the values divided by the number of non-zero values in the list. For example, NZAVG(100, 150, 0, 350) = 100+150+350 or 600 divided by 3 non-zero values equals 200.


NZAVG examples

•	To average the non-zero values in the General Ledger activity fields for the current period and for each of the last 11 periods, use this formula:

NZAVG(Current Period Activity..Prior 11 Activity)

•	To average the non-zero Accounts Payable vendor payments this year and last year, use the following formula.

NZAVG(YTD Paid, Last Yr Amt Paid)


PART function

Use to return a portion of a value.

Syntax

PART(value, starting position, length)

Parameters

value -- the value containing the portion to be returned.

starting position -- the starting position in value of the portion to be returned.

length -- the number of positions to include in the return, including the starting position.

Return

alphanumeric if value is alphanumeric, numeric for all others.

Related functions

DAY, MONTH, and YEAR

 Comments

 More examples


PART comments

The value parameter can contain fields, constants, functions, other formulas or arithmetic operations. The position parameter must be a numeric value that is not in excess of the length of the value. For example, if a value contained a field of 24 characters, a starting position could contain any number from 1 through 24. Although the starting position and value parameters are typically numeric constants, they can be any expressions that provide valid, positive numeric values.

To return the day, month, or year from a date, you can use the DAY, MONTH, or YEAR functions instead of the PART function. These three functions simplify this operation. For example, to return the month from a Contract Date of 10-30-93, you can use either PART(Contract Date, 7, 2)=10 or MONTH(Contract Date)=10.

The length parameter must contain a numeric constant. Valid values for length begin at 1, but cannot exceed the number of positions in the value beyond the starting position. For example, PART(“OREGON”, 1, 2) = OR.

PART(“OREGON”, 2, 6) is not valid because it specifies more positions than the value contains beyond the starting position. The starting position is ‘R’ and there are only 5 characters available to the right to be returned.

For alpha values, the function counts the starting position and length parameters from left to right. All other types of values are counted from right to left. For example, PART(“ABCDEFG”, 5, 2) = EF, and PART(123456, 5, 2) = 12.

For numeric, date and time values, punctuation is not included in the position or length count, nor is it returned. If the original value was negative, however, the return is also negative.


PART examples

The following table lists various types of values and the portion of the values returned by the PART function. The last column shows the original full contents of the value the formula worked upon.

Type	Example	Original Value
Alpha	PART(Vendor Name, 1, 5) = Murph	Murphy Hardware
Numeric	PART(JTD Cost, 3, 4) = 1763	176354
Date	PART(NEWDATE(Actual Start Date, -2), 7, 2) = 10	123099
Time	PART(Time IN, 3, 2) = 1	120100
Telephone	PART(Site Phone #, 6, 3) = 555	(503)555-4092
Notes

•	In the Date example above, the original value of Actual Start Date was 123099. The NEWDATE function subtracted two months from the date before the PART function returned the month portion. This is an example of a function being used in another function.

•	Before the function begins its operation on a date, the year is expanded to four digits to include the century. The full date passed by the NEWDATE function to the PART function was 10301999. Therefore, the starting position in the example must be 7 rather than 5.

•	Keep in mind that for alpha value types, the counting is from left-to-right, and for all other types, the counting is right-to-left.


PRCNT function

Use to calculate and return a percentage as a whole number as if the percentage sign followed.

Syntax

PRCNT(number1, number2)

Parameters

number1-- the number to be divided, numerator.

number2 -- the number to divide by, denominator.

Return

numeric

 Comments

 Examples


PRCNT comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.

This function is equivalent to the expression number1 / number2 * 100. The percentage is rounded to a hundredth of one percent.

Note

•	This function includes multiplying by 100; it should not be used to replace division for an expression. For example, ½ = .50, but PRCNT(1, 2) = 50.00.


PRCNT examples

•	The value in the General Ledger Current Period Activity field is divided by the value in the Current Balance field and multiplied by 100 to return the current percentage of the year-to-date account balance.

PRCNT(Current Period Activity, Current Balance)

•	The value in Commitments invoiced is divided by the value in Total invoiced and multiplied by 100 to return the current percentage of commitments invoiced for an Accounts Payable vendor.

PRCNT(Commitments Invoiced, Total Invoiced)

•	The Payroll values in Vacation and Sick pay are added and divided by Gross pay and then multiplied by 100. This returns the percentage of gross pay paid in vacation and sick pay.

PRCNT((Vacation Pay + Sick Pay), Gross Pay)

•	In Job Cost, the value in Job to Date cost is divided by the value in Total estimate to calculate the percent complete based on actual cost.

PRCNT(JTD Cost, Total Estimate)


RAND function

Use to generate and return a random number.

Syntax

RAND( )

Parameters

none

Return

numeric

 Comments

 Example


RAND comments

No parameters are inserted in the parentheses for the RAND function. A whole number between 1 and 32,767 is returned, e.g., RAND( ) = 471; RAND( ) = 30. The function chooses a number randomly each time it is run.


RAND example

A random number is calculated and returned. This is the only valid use of the RAND function.


ROUND function

Use to remove or add decimal positions or to round numbers upward or downward to a specified multiple of ten.

Syntax

ROUND(number, digits)

Parameters

number -- the number to be rounded.

digits -- the decimal positions to round.

Return

numeric

 Comments

 Examples


ROUND comments

The number parameter can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric. The digits parameter must be a number from -15 through 15.

Positive digits parameter

If the number in the digits parameter is positive and less than the number of decimal positions, it counts from the decimal point right, dropping ending decimal positions beyond the number specified. The last decimal retained is rounded up or down, e.g., ROUND(538.327, 2) = 538.33 and ROUND(5.324, 1) = 5.3.

If the number in the digits parameter is positive and is greater than the number of decimal positions, trailing zeros are added. For example, ROUND(538.327, 5) = 538.32700.

Negative digits parameter

If the number in the digits parameter is negative (-), it counts from the decimal point left and decimal positions are set to zero. The right-most digit that is not set to zero is rounded up or down, e.g., ROUND(4009.827, -2) = 4000.000, ROUND(538.327, -2) = 500.000, and ROUND(388.327, -1) = 390.000.

If the value of digits is greater than the number of digits to the left of the decimal, zero is returned,. For example, ROUND(538.327, -4) = 0.

If the value of digits is equal to the number of digits to the left of the decimal, the number is rounded up if the left-most digit is five or greater. Zero is returned if the left-most digit is four or less. For example, ROUND(539.327, -3) = 1000, but ROUND(439.327, -3) = 0.


ROUND examples

•	The value in the YTD Amount field is multiplied by the Discount Percent (.xxx). The result is rounded to two decimal positions and returned.

ROUND(YTD Amount * Discount Percent, 2)

•	The number in the YTD Amount field, (representing dollars and cents) is rounded so only whole dollars are returned.

ROUND(YTD Amount, 0)


SQRT function

Use to calculate the square root of a number.

Syntax

SQRT(number)

Parameters

number -- the number used in the square root calculation.

Return

numeric

 Comments

 Example


SQRT comments

The number parameter can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.

If number is a negative value, zero is returned. For example, SQRT(36) = 6; SQRT(-36) = 0


SQRT example

•	To calculate the square root of the Job Size field, use this formula:

SQRT (Size)


STRMATCH function

Use to compare the capitalization (upper-case vs. lower-case) of two parameters.

Syntax

STRMATCH(string1, string2)

Parameters

string1 -- the first string of characters to be compared.

string2 -- the second string of characters to be compared.

Return

check box mark (“X” for true, or “ “ for false)

 Comments

 Example


STRMATCH comments

•	Every alpha character in string1 must match every corresponding character in string2 with regard to capitalization or the function returns “false”.

•	Both strings must be the exact same length, including leading and trailing blanks, or the function returns “false”. For example, “Johnson Enterprises” will not match “Johnson Enterprises    “. (String2 has trailing spaces.) You can use the PART function as one of the strings to compare a part of a field with a string shorter than the field.

•	Digits 0-9 always compare as equal respectively.

•	Because most condition tests on alpha fields are case-insensitive (capitalization is ignored), you may have need to use this function to eliminate records or fields whose alpha characters are the same as those you are looking for but are the wrong case.  For example, you may have coded some descriptive fields in a series of records with “ABC” and others with “abc”. A comparison condition in an inquiry looking for “abc” would also display the “ABC” records. By using the STRMATCH function in the condition, looking for “abc” only, you will prevent the “ABC” records from displaying.


STRMATCH example

•	In a Job Cost inquiry, if the first character of the Unit Description is a capital “Y”, the inquiry column is to display the square root of the Size field. Otherwise, it should display the Size as is. The formula is:

IF(STRMATCH((PART(Unit Description, 1, 1)), “Y”,), SQRT(Size), Size)


SUM function

Use to add a list of numbers and return the total.

Syntax

SUM(number1, number2[,...])

Parameters

number1 -- the first number in the list of numbers to be added.

number2 -- the second number in the list of numbers to be added.

[,...] -- remaining numbers in the list, if any.

Return

numeric

 Comments

 Examples


SUM comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The values must be numeric.

The SUM function reads through a list of numbers and returns the total of the numbers:

SUM(-456, 22, -65, 0, 350) = -149


SUM examples

•	To total the values in the General Ledger Budget fields for the first three periods of the year and return a total for every account, use this formula:

SUM(Period 1 Budget..Period 3 Budget)

•	To total the values for the Payroll regular hours and overtime hours on each check and return total hours for each check, use this formula:

SUM(Regular Hours, Overtime Hours)


SWITCH function

Use to convert alphanumeric values to numeric and numeric values to alphanumeric.

Syntax

SWITCH(value[,decimal])

Parameters

value -- the value to be switched.

[,decimal] -- the number of decimal positions to be assigned, if any, when switching to numeric values from alphanumeric.

Return

alphanumeric or numeric

 Comments

 Examples


SWITCH comments

The number can contain fields, constants, functions, other formulas or arithmetic operations. The values can be alphanumeric or numeric.

Using this function automatically justifies to the defaults for the field type. Numeric fields are right justified and alphanumeric fields are left justified.

If the value is alphanumeric, the conversion begins with the left-most digit found and continues to the right. The conversion ends when one of the following is found:

•	a character that is not a number, comma, decimal point or minus sign

•	a second decimal point

•	a minus sign following numbers already converted

If a minus sign immediately precedes or follows the alphanumeric number, the return is negative. If there are no numeric values to convert, a zero is returned.

The decimal parameter is optional and can be used only when converting alphanumeric values to a numeric format. It indicates the number of decimal positions to be displayed in the return. If you do not enter a decimal parameter, the converted number contains no decimal positions, and numbers following a decimal point in the original value are truncated with no rounding. If there are fewer decimal positions in value than specified by decimal, trailing zeros are added in the return. If there are more decimal positions in value than specified by decimal, the excess positions are truncated in return with no rounding.

Warning

•	When suffixes are used in your General Ledger account format, the SWITCH function ignores the automatic decimal between the base and the suffix. When the account number is switched, the function returns the base plus the suffix as one number with no decimal.

 Examples of numbers returned for alphanumeric values


SWITCH - examples of numbers returned for alphanumeric values

Decimal	Alphanumeric value	Number returned
0	“1234”	1234
0	“model 334”	334
2	“-12474”	12474.00-
0	“KL 345-X”	345-
0	“12.34”	12
2	“1234”	1234.00
2	“12.345”	12.34


SWITCH examples

•	The value in the Accounts Payable Vendor Tax Group is returned as a number.

SWITCH (Vendor Tax Group)

•	The value in the General Ledger Account ID is returned as a number with right justification. If suffixes are used in the account format, the decimal does not appear in the return of this function. An Account ID of 1001.00 returns as 100100, right justified with no decimal.

SWITCH(ACCOUNT)

•	This example uses the FORMAT function with the SWITCH function. Because the FORMAT function requires all items to be numeric, you must include the SWITCH function to FORMAT an alphanumeric field. In this example, Job is an alphanumeric field from the Job record.

FORMAT(SWITCH(Job), “99/9999”) = 98/001 for Job 98-001.


TABLE function

Use to return the value that occupies a specific position in a list.

Syntax

TABLE (position, list of values)

Parameters

position -- the position of the value to return from the list of values.

list of values -- the list of values assigned as items for the table.

Return

alphanumeric or numeric

 Comments

 More examples


TABLE comments

The parameters can contain fields, constants, functions, other formulas or arithmetic operations. The value in the position parameter must be numeric. The values in the list of values parameter can be alphanumeric or numeric, but if you mix types, the return value will be alphanumeric. Each item in the list is internally assigned a number in sequential order, beginning with the first item.

The TABLE function returns the value from a list of values according to the position it occupies in the list. For example, TABLE(4, 723, 632, 63, 1463, 9373) = 1463. 1463 is the fourth item after the position parameter.


TABLE examples

 Accounts Payable example

 Payroll example

 About using TABLE with the MATCH function


TABLE - Accounts Payable example

In Accounts Payable the hold status for each invoice is stored. When printing a report, the hold status of an invoice prints as a number from the level the hold status is stored (invoice or invoice distribution). To print an alphanumeric description for the hold status, you can use the TABLE function. The function assigns an alpha description to each number. The description that is printed for each numeric hold status is shown in the following table.

Numeric Hold status	Hold description (Alpha)
1	Vendor on hold
2	Invoice on hold
3	Vendor & Invoice on hold
4	Distribution on hold
5	Vendor & distribution on hold
6	Invoice & distribution on hold
7	Vendor, invoice & distribution on hold

The following formula would print an alpha description for the hold status of invoices (codes 1, 2 and 3) in the table above.

TABLE(On hold status, “Vendor on hold”, “Invoice on hold”, “Vendor and Invoice on hold”)

When the function searches the data, it will print ‘Vendor on hold’ when it finds a hold status of 1, ‘Invoice on hold’ when it finds a hold status of 2 and ‘Vendor and Invoice on hold’ when it finds a hold status of 3.


About using TABLE with the MATCH function

The TABLE function is often used with the MATCH function. The MATCH function finds a match for a value and returns the numeric position in the list of values. The value returned by the MATCH function can be used to determine what value is returned from the list of values in the TABLE function. Do this by using the result of the MATCH function for the position value in the TABLE function. This is most common when the position values are not sequential. The MATCH function assigns each of the values a sequential number that can then be used as the position.

If you use a range of fields as a value, the function returns the position of the field in the range of fields. For example, in the range Period 1 Budget..Period 5 Budget in General Ledger, the Period 1 Budget would be in position 1, the Period 2 Budget in position 2, and so on. Multiple ranges are treated as though they are one continuous range. If you added another range to the above example, such as Period 1 Budget..Period 5 Budget, Period 7 Budget..Period 10 Budget, because Period 5 Budget was in position 5, the Period 7 Budget would be in position 6, the Period 8 Budget in position 7, and so on.


TABLE - Payroll example

Payroll checks store the pay periods. To print a report, with an alpha description for each pay period, you could use the TABLE and MATCH functions.

You first need to create a formula that produces an index number for each pay period type. There can be 52, 26, 24, 12, 2, and 1 pay periods each year.

MATCH(Pay periods, 52, 26, 24, 12, 2, 1)

In the MATCH formula above, when the Pay period type equals 52 a ‘1’ is returned, when it equals 26 a ‘2’ is returned, when it equals 24, a ‘3’ is returned, etc. You could name this formula “PerYr”.

The next step is to use the TABLE function to return an alpha description for each of the values returned from the above MATCH formula you named “PerYr”.

Original value returned	Value from MATCH	Pay period description (alpha)
52	1	Weekly
26	2	Bi-weekly
24	3	Semi-monthly
12	4	Monthly
2	5	Semi-annually
1	6	Annually
You can use the TABLE formula to print the alpha description for each employee’s time on a report:

TABLE(PerYr, ‘Weekly’, ‘Bi-weekly’, ‘Semi-monthly’, ‘Monthly’, ‘Semi-annually’, ‘Annually’)

In this formula, when PerYr returns 1, ‘Weekly’ is returned; when PerYr returns 2, ‘Bi-weekly’ is returned, etc. With the following data, the description prints as:

Emp	Pay Periods	Alpha Description
101	52	Weekly
103	52	Weekly
1001	26	Bi-weekly
1002	26	Bi-weekly
2001	24	Semi-monthly
3001	12	Monthly


TIMEDIFF function

Use to calculate the time difference between the start date/start time and end date/end time.

Syntax

TIMEDIFF(start date, start time, end date, end time)

Parameters

start date -- the starting date to begin tracking elapsed time for.

start time -- the starting time to begin tracking elapsed time for.

end date -- the ending date to stop tracking elapsed time for.

end time -- the ending time to stop tracking elapsed time for.

Return

a time

 Comments

 Date parameters


TIMEDIFF comments

This function is useful if you ever need to measure elapsed time. The time returned is the elapsed hours, minutes and seconds. All four parameters are required.


TRUNC function

Use to remove or add decimal positions or round numbers downward to a specified multiple of ten.

Syntax

TRUNC(number, digits)

Parameters

number -- the number to be truncated.

digits -- indicates the decimal positions to return or the whole numbers and any following decimals to be set to zero.

Return

numeric

 Comments

 Examples


TRUNC comments

The number parameter can contain fields, constants, functions, other formulas or arithmetic operations. The value to be truncated must be numeric. The digits parameter must be a number between -15 and 15, inclusive.

If the number in the digits parameter is positive, the function drops ending decimal positions beyond the number specified. If the number in digits is greater than the number of decimal positions in the number, trailing zeros are added, e.g., TRUNC(538.327, 2) = 538.32; TRUNC(538.327, 5) = 538.32700.

If the number in the digits parameter is negative, that number of digits immediately preceding the decimal and any decimal positions are set to zero, e.g., TRUNC(538.327, -2) = 500.000. If the value of digits is greater than or equal to the number of digits to the left of the decimal, zero is returned, e.g., TRUNC(538.327, -3) = 0.


TRUNC examples

•	The value in the YTD Amount field is multiplied by the Discount Percent. The result is truncated to two decimal positions and returned.

TRUNC(YTD Amount * Discount Percent, 2)

•	The number in the YTD Amount field (representing dollars and cents) is truncated so that the whole dollars are returned.

TRUNC(YTD Amount, 0)


YEAR function

Use to return the year from a date.

Syntax

YEAR(date)

Parameters

date -- the date containing the year to be returned.

Return

numeric

 Comments

 Example

 Date parameters


YEAR example

To return the year of the last invoice date for an Accounts Payable vendor, use the following formula:

YEAR(Last Inv Date)


YEAR comments

This function is equal to PART(date, 1, 4). To return only the last two digits of the year, use:

PART(Last Inv Date), 1, 2)


Macros (Tools menu)

Use to create, run, and modify macros. Macros are used to automate series of tasks.

 Windows

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Macros

Use to create, run, and modify macros. See Creating macros for detailed instructions.


Macro windows

 Add Step

 Insert Step

 Macro Completion

 Macros


Macros window

Use to create, run, and modify macros. Macros are used to automate series of tasks you want to perform. For example, a macro can automatically print several long reports without your interaction after the macro has begun.

For help on an item in this window, click [image] on the toolbar and then click the item.

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Step list

Displays the following information about the steps in the macro:

•	Application -- The application that performs this step.

•	Task -- The description of this step.

•	Terminate if Unsuccessful? -- Displays Yes if the macro stops processing if the step cannot be executed, and displays No if the macro continues to the next step if the current step cannot be executed.


[New]

Closes the macro you are currently viewing and creates a new macro named Untitled.


[Open]

Displays the Open Macro window to open an existing macro.


[Save]

Saves the macro you are changing.


[Save As]

Opens the Save Macro As window to save a new macro or to save an existing macro with a new name.


[Delete]

Deletes the macro you are currently viewing and its corresponding macro log file. The files are sent to the Recycle Bin.


[Run]

Begins processing the macro you are currently viewing.


[Log]

Opens the Print Preview window to view the log file for the current macro. The macro log file is only available after running the macro. The name of the macro log file is always the name of the macro that was run with LOG as the extension, e.g., BONUSES.LOG.


[Add Step]

Opens the Add Step window to add a step to this macro at the end of the step list.


[Delete Step]

Deletes the selected step.


[Insert Step]

Opens the Insert Step window to include an additional step before the selected step.


[Change Step]

Opens the appropriate window(s) to change the selected step. You also can double-click a macro step to change it. If security is activated and you do not have permission to perform the task in the selected step, you cannot change the step.


[Close]

Closes the macro and returns to the main application window.


[Help]

Starts Help and displays information about this window.


Add Step window

Use to add a step to the macro by selecting a command from a menu. Commands that appear in gray cannot be included in the macro. The new step is added as the first step in the macro if there are no existing steps; otherwise, the new step is added as the last step in the macro.

Note

•	Be sure to leave the Add Step window open while selecting a command from the menu bar. If you close or cancel the Add Step window, no commands will be available.

For help on an item in this window, click [image] on the toolbar and then click the item.

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[Cancel]

Closes this window without adding a step to the macro.


[Help]

Starts Help and displays information about this window.


Insert Step window

Use to insert a step in the macro by selecting a command from a menu. Commands that appear in gray cannot be included in the macro. The new step is inserted above the currently highlighted step in the step list.

Note

•	Be sure to leave the Insert Step window open while selecting a command from the menu bar. If you close or cancel the Insert Step window, no commands will be available.

For help on an item in this window, click [image] on the toolbar and then click the item.

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[Cancel]

Closes this window without inserting a step into the macro.


[Help]

Starts Help and displays information about this window.


Macro Completion window

Use to determine how the macro should respond if a step does not complete successfully when processing.

For help on an item in this window, click [image] on the window and then click the item.

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If this step is unsuccessful

Select how the macro should respond when a step does not complete successfully while the macro is processing:

•	Continue with remaining steps in macro -- continues processing the next step of the macro.

•	Terminate macro immediately -- ends processing of the macro and does not complete any remaining steps.


[OK]

Accepts the current selection and closes this window.


[Cancel]

Closes this window without adding or changing the macro step.


[Help]

Starts Help and displays information about this window.


Background Tasks (Tools menu)

Use to access a list of tasks that are processing in the background.

 Window

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Background Tasks

Use to access a list of tasks that are processing in the background. See Viewing background tasks for detailed instructions.


Background Tasks window

Use to view information about the tasks processing in the background. You can also terminate, suspend, and resume tasks using this window.

This window flashes when a task processing in the background is completed.

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Task list

Displays the following information about each background task:

•	Task -- A description of the task.

•	Start Time -- The date and time the task began.

•	Percent Complete -- The percent of the task that is complete.

•	End Time -- The date and time the task successfully completed.

•	Status -- The current status of the task. See About the status of background tasks for more information.


About the status of background tasks

The Background Tasks window displays the status of each task. The status can vary from task to task. The following table lists the statuses that may be displayed, although other messages may also appear depending on the command.

The status	Indicates
Aborted	The task has ended abnormally. The reason for the abort is included. From the Help menu, select Timberline System Log to check for error messages.
Active	The task is still processing in the background.
Completed with Errors	One or more files couldn’t be upgraded. Check for error messages on the upgrade report.
Failed	The task cannot be completed. Although it is a good idea to check the Timberline system log for error messages, processing probably stopped due to external causes. For that reason, it is unlikely that an error is entered in the log file.
Suspended	The task has temporarily stopped. To resume processing, highlight the task and select Resume from the Tasks menu.
Terminated	The task has stopped processing. To begin processing the task again, choose the same command that was used originally.
Related Topics


Calculator (Tools menu)

Use to access the Microsoft® Windows® Calculator application. For more information about the calculator, select Help Topics from its Help menu.

Related Topics


Calculator

Use to access the Microsoft Windows Calculator application. For more information about the calculator, select Help Topics from its Help menu. See Using the calculator for detailed instructions.


Database structure

Timberline uses a transactional database engine manufactured by Pervasive Software to maintain users’ data files. Although the Timberline data filenames are maintained as separate, identifiable entities, each file’s records and their fields are contained in a series of specially formatted files. These files can be manipulated only by the database programs provided to you by Timberline. The File Tools command on the Tools menu gives you access to these programs.

Note

•	None of the Timberline-generated log files (.log). print files (.prn), and HTML files (.htm) are part of the transactional database. These files can be manipulated through the use of Windows File Explorer and other third-party software, which can open and read them directly.

The Timberline database is ODBC compliant. For detailed information about using the Timberline database through ODBC, refer to the “Getting Started with Timberline ODBC” pamphlet on the Timberline software release CD. The pamphlet is in “PDF” format, which can be read by the Adobe® Acrobat Reader. A free copy of the reader is also on the CD.

To learn more about the Timberline database structure, click here

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Database paths

The Timberline database uses a transactional database engine developed by Pervasive Software, Inc. This program maintains the Timberline data in a series of files, each with a suffix of “.MKD”. These files are located by default in the following folder:
X:\Your company data folder\PVData\name_suffix
where:
”X:” is the letter of the drive where the data is stored,
”Your company data folder” is the location of the TS.CTL file for the company being processed,
”PVData” is the literal name of the next folder in the path, and
”name_suffix” is a folder name corresponding to the name of the file whose data is being stored.
For example, new Accounts Payable invoice transactions for the OKBuilders company would be stored as .MKD files under:
X:\OKBuilders\PVData\new_api\Api_r1.mkd, ...Api_r2.mkd, ...etc.

Keep in mind that if you specified a different location for a specific file type in the File Locations window, the PVData folder and its subfolders will be located under that specific location.

Warning

•	There is an important relationship between the particular folder that contains a set of .mkd files and the file with a similar name located directly under the company folder. For example, if Accounts Payable is installed, you will see a Master.apm file directly under the company folder. Under the PVData folder, you will see a folder named “Master_apm.” The Master.apm file and Master_apm folder are directly related, and this relationship must not be broken by changing or moving either one through use of Windows File Explorer. The only correct method to manipulate files in the Timberline database is by using the File Tools command on the Tools menu.

Related Topics


File Doctor (Tools menu)

Use to perform maintenance on files in data folders.

 Window

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File Doctor

Use to perform maintenance on files in data folders. See Checking files, Compacting files, and Fixing files for detailed instructions.


File Doctor window

Use to perform maintenance on files in data folders. You can select the data folders and files to compact, check, or fix. By default, selected files are always checked for corruption File Doctor is used.

Warning

•	Be sure to back up your files before using File Doctor to perform maintenance on them.

Related Topics


Check files in

Select which data folders to check, compact, or fix:

•	Current data folder -- Checks, compacts, or fixes the selected files in the current data folder only.

•	All data folders -- Checks, compacts, or fixes the selected types of files in all data folders listed in the Open Data Folder window.


Check files for corruption

Displays the default selection that examines the selected file(s) and checks for corruption by verifying that all records and keys are linked properly. You cannot change this option.


Compact good files

To reduce the amount of disk space occupied by the selected file(s), mark this box. Be sure to back up the files before compacting them.


Fix and compact bad files

To restore the selected file(s) by correcting records and keys that are not linked properly, mark this box. Be sure to back up the files before fixing them.


Files

Select the files to check, compact, or fix. Highlighted files in the list are included. The list either displays the files for the current data folder or displays general types of files for all data folders.

You cannot begin checking, compacting, or fixing until you have selected at least one file from the list.


[Start]

Begins processing.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to change printer options before printing. [Printer Setup] appears with asterisks if changes have been made.


[Page Setup]

Opens the Page Setup window to change page options before printing. [Page Setup] appears with asterisks if changes have been made.


[Send]

Use to send a document and any attachments to a printer, fax, or e-mail address.


[Add]

Adds a file to the list that you have named.


[None]

Cancels the selection from all currently highlighted files in the list.


[All]

Selects all files in the list.


Customize (Tools menu)

Use to make changes to the current settings for your computer that control printing, data folder usage, toolbar, and status bar options.

 Window

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Customize

Use to make changes to the current settings for your computer that control printing, data folder usage, toolbar, and status bar options. See Customizing your workstation for detailed instructions.


Customize window

Use to make changes to the settings for your computer that control printing, data folder usage, toolbar, and status bar options. These settings affect only your computer. Some applications have additional options.

For help on an item in this window, click [image] on the window, then click the item.

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General tab (Customize window)

Use to select general settings for your computer.

For help on an item in this tab or window, click [image] on the window and then click the item.

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Fixed decimal

To fix the decimal when entering numbers using this workstation, mark this box. For example, with Fixed decimal marked, enter 1234 and a field that can contain up to two decimal places becomes 12.34. Without Fixed decimal marked, the number becomes 1234.00. Some Timberline applications, such as Billing, extend this option to fields that can contain three or four decimal places. For most Timberline applications, however, two is the maximum number of decimal places that can be affected when Fixed decimal is used.


Use printer fonts

To substitute a printer font for a scalable font when printing files and reports, mark this box. If you are already using printer fonts, no substitution is made at print time. Using printer fonts can significantly reduce print time, however, the appearance of the printed file or report may differ from what appears on the screen.

See About Printer and scalable fonts for more information.

Only reports generated in the future are affected by changes made to this option. Some reports in Report Designer may be set to not use system defaults for print options, including printer fonts. In this case, the selections in Report Designer are used.


Print to file

To set the default in the Printer Setup window to print to a file rather than to a printer, mark this box.

Only reports generated in the future are affected by changes made to this option. Some reports in Report Designer may be set to not use system defaults for print options, including printing to a file. In this case, the selections in Report Designer are used.


Use last folder at startup

Mark this box to always open the last folder used each time you start a Timberline session. This bypasses the Select Data Folder window and automatically opens the folder being used the last time you ended a Timberline session. This option can be set differently for each user on each workstation.

Note

•	If you use a shortcut icon to start a Timberline application, the path specified in the Start in: box (Shortcut tab in the Properties window of the icon) takes precedence over the Use last folder at startup setting.


Font

Displays the default font used when printing files and reports.

Only reports generated in the future are affected by changes made to this option. Some reports in Report Designer may be set to not use system defaults for print options, including fonts. In this case, the selections in Report Designer are used.


[Change]

Opens the Font window to change the default font, size, effect, and style.


Toolbar tab (Customize window)

Use to select settings for the toolbar that can be displayed in the application window.

For help on an item in this tab or window, click [image] on the window and then click the item.

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Visible

To display the toolbar in the application window, mark this box.


Categories

Select a category that contains the options on the toolbar you wish to change. Each category is based on the menus in the current application. After selecting a category, the list of Tools changes to reflect your selection.


Command

To include a button on the toolbar for the listed command, mark the appropriate box. You can place an unlimited number of buttons on the toolbar.


Status Bar tab (Customize window)

Use to select the settings for the status bar that can be displayed in the application window.

For help on an item in this tab or window, click [image] on the window and then click the item.

Related Topics


Status bar items

Mark the items that you want to be displayed on the status bar:

•	Background tasks indicator -- Displays a small circle of arrows trailing each other  when tasks are processing in the background.

•	Caps Lock indicator -- Displays CAPS when the [Caps Lock] setting on the keyboard is on.

•	Numeric Lock indicator -- Displays NUM when the [Num Lock] setting on the keyboard is on.

•	Overtype mode indicator -- Displays OVR when the [Insert] or overtype setting on the keyboard is on.

•	Current date -- Displays the current date.

•	Current time -- Displays the current time.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


About printer and scalable fonts (definition)
About printer and scalable fonts

When printing, you can select to substitute printer fonts for any scalable font.

•	Printer fonts (also called device fonts) -- are designed to work with a specific printer. Printer fonts include a pre-selected print size from the printer manufacturer. For example, an Okidata printer may include printer fonts of 10 cpi (characters per inch) and 12 cpi.

•	Scalable fonts -- are used by the operating system. Scalable fonts allow you to print just about any size font. The size of the font can be scaled to fit the screen or page. Scalable fonts are useful to see how the printed document will appear before it is printed. The scalable fonts for Microsoft Windows are called True Type® fonts.

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Options (Tools menu)

Use to select and store default settings that determine how applications process and report information.

 Window

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Options

Use to select and store default settings that determine how applications process and report information. See Specifying system options for detailed instructions.


Options window

Use to select and store default settings that determine how applications process and report information. As with any default value, you can override these options when necessary. These options affect other operators (if any) using accounting and management applications.

For help on an item in this window, click [image] on the window and then click the item.

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General tab (Options window)

Use to select the date format and auditing detail levels.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Date Format

Select a date format to use when entering dates and when generating reports and files. For example, select month-day-year (which is the default) and the report date displays 10-16-1998. You can enter dates without punctuation and without the first two digits of the year, e.g., 101698.

All current and future printouts will reflect changes to this item. You can change this default for report designs in Report Designer using Page Setup, Page Headings on the File menu.


Audit setup activity

To print reports of changes, additions, and deletions made when using certain commands, mark this box. This also allows you to access privileged items that are otherwise displayed but not available.

Do NOT use this auditing feature to correct errors. Error correction should be done through normal processing.


Extended logging

To record additional information in the log file, such as start and stop time of each command, mark this box. In addition to start and stop time, many applications log more information including audit trail information for setup commands. To limit the information recorded in the log file, unmark this box. If using extended logging, the log file can become very large.

See Managing the log file and About extended logging for more information.


Secured Menu Items

Select if you want secured commands displayed on menus:

•	Don’t display -- Menus display only those commands that an operator has security permission to access. Secured commands do not appear on the menus.

•	Display as disabled -- Menus display all commands, including those that the operator does not have security permission to access. Secured commands appear in gray on the menus and are unavailable.


Reports tab (Options window)

Use to select report settings, including margins, cover page, and page heading selections.

Note

•	Settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Top margin

Enter the amount of blank space, in inches, you want at the top of each page.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Bottom margin

Enter the amount of blank space, in inches, you want at the bottom of each page.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Left margin

Enter the amount of blank space, in inches, you want at the left side of each page before the first column of the report.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Right margin

Enter the amount of blank space, in inches, you want at the right side of each page.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Attach to report

To print a separate cover page before the body of a report, mark this box. A cover page includes the report title, the date and time the report is printed, the names of the files used to create the report, ranges (if used), and conditions (if used).

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Include system date

To include in report headings the date that a report is printed, mark this box.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Include system time

To include in report headings the time that a report is printed, mark this box.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Include file names

To include in report headings the names of the files that are used to create a report, mark this option.

Notes

•	The settings on this tab do not apply to Crystal reports. These reports have a "(CR)" at the end of the report name.

•	The settings on this tab take affect the next time you generate a report.

•	You can change the default for this setting in Report Designer (File > Page Setup > Margins).

•	You can modify this setting at print time. In a print selection window, click [Page Setup]. Your modification applies to only the current print session.


Location tab (Options window)

Use to determine which users are affected by your selections in the Options window.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Affected Users

Select who should be affected by the General and Reports tab selections:

•	All users of this software -- Options affect all users, including all workstations if using a network, regardless of the data folder they use.

•	Only users of the current data folder -- Options affect only those users who are working with the current data folder. Select this if you have multiple data folders and you want options to vary by data folder.


Affected Users

Select who should be affected by the General and Reports tab selections:

•	All users of this software -- Options affect all users, including all workstations if using a network, regardless of the data folder they use.

•	Only users of the current data folder -- Options affect only those users who are working with the current data folder. Select this if you have multiple data folders and you want options to vary by data folder.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Letterhead tab (Options window)

Use to specify letterhead options for Crystal letter and form reports that run from within Timberline applications.

For help on an item in this window or tab, click [image] on the window and then click the item.

Related Topics


Letterhead options

Specify a letterhead option for Crystal letter and form reports. A crystal report has "(CR)" at the end of the report name.

•	Print forms without a letterhead or logo prints the company name, address, and phone number at the left margin of the page heading. This is the default.

•	Print forms to pre-printed letterhead stationery leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms inserts the image at the left margin of the page heading.


Letterhead options

Specify a letterhead option for Crystal letter and form reports. A crystal report has "(CR)" at the end of the report name.

•	Print forms without a letterhead or logo prints the company name, address, and phone number at the left margin of the page heading. This is the default.

•	Print forms to pre-printed letterhead stationery leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms inserts the image at the left margin of the page heading.


Letterhead options

Specify a letterhead option for Crystal letter and form reports. A crystal report has "(CR)" at the end of the report name.

•	Print forms without a letterhead or logo prints the company name, address, and phone number at the left margin of the page heading. This is the default.

•	Print forms to pre-printed letterhead stationery leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms inserts the image at the left margin of the page heading.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Browse

Opens the Select Letterhead Image window.


Image

Displays the selected image file name.


Letterhead

You can use letterhead with Crystal letter and form reports that you run from within Timberline applications. To specify letterhead options, select Tools > Options > Letterhead and choose from the following.

•	Print forms without a letterhead or logo – This is the default. This option prints the company name, address, and phone number at the left margin of the page heading.

•	Print forms to pre-printed letterhead stationery -- Leaves the top 1.5 inches of a report blank to accommodate letterhead stationery.

•	Use the letterhead image below for my forms – Inserts an image at the left margin of the page heading.

You can use the following image file formats in letterhead:

•	Bitmap (*.bmp)

•	Graphics Interchange Format (*.gif)

•	Joint Photographic Experts Group (*.jpg)

•	Portable Network Graphics (*.png)

•	Tag Image File Format (*.tif)

Notes

•	Crystal reports have "(CR)" at the end of the report name. Other Timberline reports do not have a letterhead option.

•	Your selection in Tools > Options > Letterhead affects all applications and, if you use a network, all users.

•	The area for a letterhead is 1 inch high by 3 inches wide. If you use an image larger than this, the software proportionally shrinks your image to fit.


Transaction rollback

If a power failure or system abort occurs during processing, Timberline’s Pervasive database engine protects certain processes against data corruption. It does this by discarding corrupt data and rolling back the process to a point just before the interruption. For example, if you abort during AP Print Checks, the database engine discards corrupted checks and allows you to reprint starting at the point of interruption.

The following Timberline processing tasks employ the transaction rollback feature:

•	Accounts Payable: Change Invoices, Close 1099 Year, Close Year, Enter Invoices (posting process), Generate Recurring Invoices, Post Invoices, Print Checks, Record Manual Checks (posting process), Reprint Checks, and Void Checks.

•	Accounts Receivable: Adjust Receivables, Age Receivable Balances, Close Year, Enter Cash Receipts, Enter Invoices, Move Invoices, and Post Entries.

•	Billing: Post Entries.

•	Cash Management: Bank Transfers, Close Year, Edit Register (reversal side of editing the bank transfer), Post Entries, and Move Entries.

•	Contracts: Move Contracts.

•	General Ledger: Close Current Period and Close Fiscal Year.

•	Job Cost: Close Month and Close Period.

•	Payroll: Modify Period End Date and Post Checks.

•	Property Management: Amend Lease, Change Entries, Post Entries, and Transfer Deposit.

Note

•	Transaction rollback does not protect data if an interruption was caused by an event such as a disk crash.  Therefore, you must continue your periodic backup routines by using the File Tools utility (for partial backups) and your regular backup software (for complete backups).

Related Topics


Starting an application

  1	Start TS-Main.

  2	If security is active, enter your operator ID and password in the Operator Selection window that opens. You can also change your password.

  3	If the Data Folder Selection window opens, click [Specify Data Folders] to enter the path of a specific data folder, or click [Search] to find all existing data folders.

  4	If the Select Data Folder window opens, select the data folder for which you will be making entries and click [OK].

  5	In TS-Main, start other applications by selecting them from the Applications menu.

Tips

•	If you work with one data folder all or most of the time, you can eliminate the selection of a data folder when starting from an icon. In the Microsoft Windows Properties window for the icon or item on the Start menu, enter the data folder path in the Start in item.

•	You can automatically start a Timberline application in the same data folder used when you last ended Timberline processing. Select Customize on the Tools menu, and on the General tab, mark the Use last folder at startup box.

Note

•	If you use a shortcut icon to start a Timberline application, the path specified in the Start in: box (Shortcut tab in the Properties window of the icon) takes precedence over the Use last folder at startup setting.

Related Topics


Creating a new data folder

  1	From the File menu, select New Data Folder.

  2	Enter the company name and address.

  3	Accept the default data folder path that prefills based on the company name, or enter a new path. This is where the new data will be located and stored on your computer.

  4	To use the general setup of the current data folder, mark Use current setup. If you want to set up the controls for the new data folder yourself, do not mark this box.

Marking Use current setup copies the Accounting Method and Batch controls in the Data Folder Settings window; all settings in the Batch Control Totals window; all settings in File Locations and Custom Descriptions, including sections for Accounts Receivable invoices, Contracts contracts and items, General Ledger accounts and Job Cost jobs and cost codes; and post and interface settings if applicable.

  5	Click [OK]. The new data folder is now the current data folder with which you are working.

Tips

•	Marking Use current setup can save time when setting up a new company if both companies are the same or very similar. If marked, verify and change any necessary items before processing in the new data folder.

•	Refer to the setup documentation you received with your software for additional information about starting a new data folder and the decisions to make during the setup process.

Related Topics


Overview

Creating a new data folder sets up a separate folder for the new data and assigns a name and address for the data folder. The data folder can contain information for one company, or for several companies or divisions if using prefixes. Typically, multiple companies are set up using prefixes, but if you have two companies that use different General Ledger account formats, for example, you may want to set up the two companies with different data folders.


Opening a data folder

  1	From the File menu, select Open Data Folder.

  2	If the data folder you want to work with is not in the list displayed in the Open Data Folder window, click [Search] to search the appropriate drive(s).
 How?

  3	Select the data folder you want to work with. You may need to scroll through the list to view all the listed data folders.

  4	Click [OK].

Related Topics


Overview

You can open a data folder from any application to access a different set of Timberline data without leaving the current application. Each set of data is stored in its own folder.


About the global control file (TS.CTL)

When a new data folder is generated, a global control file (TS.CTL) is created for it. The global control file contains information relating to a particular data folder and is used by all applications.

The TS.CTL file contains the following information:

•	Entries made when using New Data Folder

•	Settings defined when using Data Folder Settings, General

•	Settings defined when using Data Folder Settings, File Locations

•	Settings defined when using Data Folder Settings, Custom Descriptions

•	If applicable, entries in a Post and Interface Settings window accessed when using an application Settings window, e.g., Data Folder Settings, AP Settings in Accounts Payable

Related Topics


Searching for data folders

  1	While in the Open Data Folder window or Select Data Folder window, click [Search].

  2	Select the drives you want to search for data folders. You can select all drives by clicking [All]. Only the highlighted drives are searched and listed by the search process.

  3	Click [OK] to start the search. All data folders that are found display in the Open Data Folder window.

Note

•	Searching for data folders can take a significant amount of time depending on the number of drives and folders that must be searched. If you select only the drives you know contain data folders, the search time is reduced.

Related Topics


Overview

You only need to search for a data folder if you have moved data folders using the operating system. In these cases, the location of the moved data folder is unknown, so you must search for it. The drives are searched for all folders that contain a global control file, TS.CTL.


Modifying page settings

  1	Click [Page Setup] from a Print Selection window. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	To change the margins, enter the spacing for the top, bottom, left, and right margins in tenths of an inch.

  3	To print a cover page, mark Attach to report.

  4	To print information in the top portion of each page in the printout, mark any of the following: Include system date, Include system time, Include file names.

  5	Click [OK].

  6	Click [Start].

Note

•	The Cover Page and Page Headings options may not be available. The defaults for these items are set using Options. If printing a report, the default can be stored with the report in Report Designer. In some cases, these items are predefined and cannot be changed.

Related Topics


Overview

Use these steps to override default settings for the margins, headings, and cover page for the current print job only. The defaults are set in the Options window (Reports tab).


Specifying general company data folder settings
Specifying general data folder settings

  1	From the File menu, select Data Folder Settings, General.

  2	Enter or change the company information and select an accounting method.

  3	Choose whether you want to assign batch information manually or automatically. If you select Manually, click [Batch Control Totals] and mark the applications (if any) for which you want to use batch control totals.

Warning

•	The accounting method should be selected only when initially setting up and before processing data. For more information about the accounting method, refer to the setup documentation you received with your software. If the accounting method needs to be changed after setup, consult your accountant and a Certified Timberline Consultant.

Related Topics


Overview

General  settings identify your data folder and set processing controls. You can specify the name, address, and phone number for your data folder as you want it to appear on reports and other forms.

In addition, before processing you can select an accounting method and whether you want to manually or automatically enter batch information.


Specifying data folder file locations

  1	From the File menu, select Data Folder Settings, File Locations.

  2	Mark Ask Name for each desired file type. If marked, you are prompted for a file name whenever the file type is used in an application.

  3	Enter the path for the location of each desired File Type.

  4	Click [OK].

Notes

•	You can modify file locations and the naming of files whenever you want.

•	When the location is left blank, the file type is assumed to be in the current data folder. There are three exceptions to this rule: When an EQ Import, JC Commitment-import, or JC DC-import path is blank or invalid, the path entered on the Imports line is used. If that line is blank, the current folder is assumed.

Related Topics


Overview

You can indicate if you want to be prompted for a file name each time a certain type of file is used. This is useful if there is more than one file you want to use for a particular task. If you do not mark Ask Name, a default file is used, e.g., NEW.GLT is used for the General Ledger New Transaction file.

You can also specify different folder locations for certain files. Use this feature when you have multiple data folders that should use the same set of files. Then you can keep information pertinent to all data folders in one place, and not duplicate the information in several data folders.

For example, when installing the software, all report designs are installed into a single folder. The default file location is the folder where the reports are located (e.g., \PROGRAM FILES\TIMBERLINE\REPORT if not installed on a network or \TIMBERLINE\REPORT if installed on a network). If the report files location is removed from the Data Folder File Locations window, the list of available reports in Report Designer only displays the reports located in the current data folder.


Working with named files

Naming files allows you to create multiple files to be used for the same purpose. For example, when entering invoices in Accounts Payable, you might have several employees making the entries. To keep the data entries separate, the Accounts Payable clerks would give unique names to their individual transaction files. For example, Jane, Jeremiah and Joan might name their files "JANE.API", "JEREMIAH.API", and "JOAN.API" respectively. You also can use named files to store data entered within specified time periods. For example, you could keep Payroll checks for each month stored in their own files, such as NEWFEB99.PRT, NEWMAR99.PRT, NEWAPR99.PRT, etc. If you don't mark the Ask Name box in the File Locations window, a default file is used. Rather than prompting you for a name for the API file, for example, Accounts Payable would always access the "NEW.API".

You can use named files just as you would unnamed files. The only difference is that each named file must be posted separately. Tasks cannot be performed between named files of the same file type. For example, you couldn't post JANE.API to JOAN.API, and then post the combined file to the Accounts Payable Master file. You must post JANE.API, then JEREMIAH.API and finally JOAN.API. Regardless of whether you were using named or unnamed files, entries would be updated to the CURRENT.APT (Accounts Payable Current Transaction file) and MASTER.APM (Accounts Payable Master file) each time you posted.

Some file types are automatically named, such as Master files. In general, you cannot change the names of these files; however, there are exceptions, for example, the Payroll Master and Tax Master files. You must name some file types, such as printouts, macros, and reports. For these file types, the Ask Name box is automatically marked and cannot be changed.

Related Topics


Specifying custom descriptions

  1	Decide which field descriptions you want to change.

  2	From the File menu, select Data Folder Settings, Custom Descriptions.

  3	Modify descriptions, size, right justification, and capitalization for each desired field type. Scroll through the window if you need to view additional items.

  4	Modify custom lists for each desired field type.

 How?

Note

•	Nearly all custom descriptions are entered and listed in singular form. When many of them appear in menus, inquiries, and reports, the software converts them to plural. For example, in Job Cost, the custom description "commitment" becomes "Commitments" on the Tasks menu. If you enter a plural form in the custom description, the software usually will attempt to pluralize it further. For example, if you enter "subcontracts" in place of "commitment", it will appear as "subcontractses" on the Job Cost Tasks menu. To avoid this, always use the same singular or plural form as the original description you are replacing.

Related Topics


Overview

The description, size, right justification, capitalization, and custom list assigned to certain items can be modified at any time. Descriptions that can be customized are grouped by application. Changes to descriptions, size, right justification, capitalization, and custom lists modify how the items appear in the windows of all applications, and in reports and inquiries.


Customizing lists

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	In the Custom List column, click a custom list that you want to customize.

  3	Click [Customize List].

  4	Customize the list by clicking:

•	[Add] to add new items after the selected item.

•	[Change] to change selected items.

•	[Delete] to remove selected items from the list

•	The up and down arrow buttons to move the position of items up or down in the list

  5	If desired, change the item that is selected by default when this list appears throughout the software.


Overview

Some lists throughout the software can be customized according to your needs. You can customize these lists in one location, and then everywhere the list appears in the software, it will include your selections. You can add up to 1,000 items to each custom list.


Printing from a Print Selection window

  1	Select a command that opens a Print Selection window. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	For the Report date (if available), accept the prefilled system date, or enter a different date.

  3	Click [Printer Setup] to change the selected printer and the settings for that printer, including the selection for printing to a file.

 How?

  4	Click [Page Setup] (if available) to change the page settings.

 How?

  5	Click [Ranges] (if available) to select ranges of items to include in printing and processing.

 How?

  6	Click [Conditions] (if available) to filter the information to include in printing and processing.

 How?

  7	Click [Print Preview] (if available at the bottom of the window) to preview how the information will print before actually printing it.

 How?

  8	Click [Start] to begin printing and processing.

Related Topics


Overview

Print Selection windows are used to print designs, reports, journals, macros, and other output. Information specific to the command you are using may display in the top portion of the window. The bottom portion of the window displays Printer Information and Criteria areas where you make specific printing selections.


Printing to a file

  1	In a Print Selection window, click [Printer Setup]. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	Mark Print to file and click [OK].

  3	If desired, select ranges and conditions for this printout. After the file is created, you cannot change its content when printing it.

  4	Make any other decisions about the printer setup or page setup.

  5	To preview the printout before creating the file, click [Print Preview] (if available).

  6	Click [Start] to begin printing and processing. The Print File Selection window opens.

  7	In the Save as type box, select whether you want to print to a text (.txt), device (.dev), Timberline print (.prn), or HTML (.htm) file.

  8	Enter the name of the file in File name.

  9	Click [Save] to continue processing and begin printing to the file.

10	When printing is finished, you can print the file by selecting Printouts from the File menu.

 How?

Notes

•	If you print to a file that has the same file name as an existing file, the existing file is not added to, but is overwritten. If you decide not to use the same file name, you can click [No] when asked if you want to replace the existing file.

•	You can also print to a file by selecting Print from the File menu and marking Print to file.

•	When the Print icon on the Toolbar is clicked to start printing, you cannot change the print device destination. Use the Print command on the File menu to change the destination from the default to a destination of your choice.

•	If you marked the Print to file box on the General tab in the Customize window (Customize command on the Tools menu), that choice takes precedence over any printer you may have selected. To override this option, click [Printer Setup] in the Print Selection window after starting the Print command.

Related Topics


Overview

You can send print information for reports, journals, auditing files, etc. directly to the printer, or to a file to save until you want the information sent to the printer.

By printing to a file rather than directly to the printer, you can reprint the information as often as you like. For example, there are certain printouts that you can only print once. If the printer jams while printing, you may not be able to recreate the information. By printing to a file, you minimize the possibility of losing the printed information.


Viewing and printing printouts

  1	From the File menu, select Printouts. The Print File Selection window opens.

  2	Select the file to print. You may need to change the folder location or the listed file type.

  3	Click [Open]. The Print Preview window opens so you can view the printout before printing.

 How?

  4	From the File menu, select Print. The Printer Setup window opens.

  5	Make your desired print selections, including unmarking Print to file if necessary.

  6	Click [OK] to begin printing.

Tips

•	While viewing a printout, you can advance to the end of a page by pressing [End]. To advance to the end of the printout you can either press [Shift] + [End], or press [End] twice. To advance to the top of a page, press [Home]. To advance to the start of the printout you can either press [Shift] + [Home], or press [Home] twice.

•	Printouts can also be viewed and printed by double-clicking a print file (PRN), text file (TXT), HTML file (HTM), or log file (LOG) in Explorer.

•	Device files can also be printed by double-clicking a device file (DEV) in Explorer.

•	When previewing a large printout, you can print the file before the preview is finished loading every page.

•	Printing a printout to another file is possible if Print to file is marked in the Printer Setup window in Step 5. This may be useful if you need a print file (PRN) in text format (TXT).

Related Topics


Overview

If printed information has been saved to a file instead of sending it directly to a printer, you can print the file whenever you are ready to send the information to the printer.


Previewing print information

  1	Open a Print Preview window by clicking [Print Preview] in a Print Selection window (if the button is available). Note that some tasks, e.g. Timberline System Log, start with a Print Preview window.

  2	If necessary, change the view magnification by clicking [Zoom In] to enlarge the view or [Zoom Out] to decrease the view.

  3	Move through the print information using [Next] to move forward one page and [Previous] to move backward one page. Press [End] (on the keyboard) once to move to the end of the page you are viewing, and twice to move to the end of the last page in the file. Press [Home] (on the keyboard) once to move to the top of the page you are viewing, and twice to move to the top of the first page in the file.

  4	Select Print from the File menu to print the information, or click [Close] to close the Print Preview window.

Tips

•	While viewing a printout, you can advance to the end of a page by pressing [End]. To advance to the end of the printout you can either press [Shift] + [End], or press [End] twice. To advance to the top of a page, press [Home]. To advance to the start of the printout you can either press [Shift] + [Home], or press [Home] twice.

•	Print information can also be viewed and printed by double-clicking a print file (PRN), text file (TXT), HTML file (HTM), or log file (LOG) in Explorer.

•	Device files can also be printed by double-clicking a device file (DEV) in Explorer.

Notes

•	The title of the Print Preview window displays the number of pages in the preview.

•	Print preview is not always available in the Print Selection window. For example, when printing checks and some journals, you cannot preview the print information.

•	You can enlarge the Print Preview window by clicking the maximize button (second button from the right) in the upper right corner of the window.

Related Topics


Overview

Information on your screen can be viewed prior to sending it to the printer. After previewing, you have a number of options, including printing the entire file, printing a range of pages, printing to a file, or canceling the print preview.


Changing the fonts used for one print session

  1	In a Print Selection window, click [Printer Setup]. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	Click [Change Font].

  3	Select the font, font style, size, and other options.

  4	Click [OK] twice to return to the Print Selection window.

  5	Click [Start] to print with the font selections.

Notes

•	To change the default font used when printing all journals and printouts, select Customize from the Tools menu, click [Change], and modify the font options. Reports also use the default font specified in the Customize window if not set up to use a different font.

•	If the font you are looking for is not listed in the Font window, you may need to install the font. Refer to your printer manual and Microsoft Windows documentation for more information about installing fonts.

Related Topics


Printing a copy of a Timberline window

  1	Open a window.

  2	Press [Print Scrn] on the keyboard to print the whole screen, or press [Alt + Print Scrn] to print only the active window.

  3	Open a word processor and create a new document.

  4	Paste the picture of the window into the new document. This is usually accomplished by selecting Paste from an Edit menu.

  5	Print the document.

Notes

•	In very few cases, the picture of the window is sent directly to the printer in step 2. If this is the case, you do not need to continue with steps 3-5.

•	Printing a screen or window is not related to previewing a screen.


Overview

Printing a copy of a screen or window may be useful when you need information from one workstation at a different workstation. In addition, Timberline Support may ask you to print a copy of a screen in order to help you more efficiently.


About naming print files

When printing to a file rather than directly to the printer, the file to which you are printing must receive a name. There are several ways to name these files, so consider developing a naming convention to use throughout the office. Being consistent makes it easier to find a file to print or to delete a file when it is no longer needed.

Consider naming the file by including information about the application and operator who generated the file, and perhaps the date the file was created. For example, if Chris Jenkins (CJ) is working in Accounts Payable (AP) creating invoices, here are some sample print file names that could be used if printing to a file:

•	AP CJ Invoices 5-15

•	CJ AP Invoice Entry 5-15

•	5-15 AP Invoices CJ

•	AP Invoices

•	5-15-96 Invoice Entry - 6 invoices

Notes

•	You can use up to 250 characters and spaces to name the file.

•	Timberline recommends that you print and retain all journals and reports.

Related Topics


About print file types

When printing to a file, you can print to one of four types of files: print (PRN), device (DEV), text (TXT), or HTML (HTM). The three-character file extensions are automatically assigned based on the type of file you choose for the printout.

•	Timberline print file (PRN) -- is a binary file accessed only by selecting Printouts from the File menu. Timberline print files can be printed at any time to any installed printer using the font selected when the output was created. These print files can be displayed with the proper formatting using [Print Preview] in Print Selection windows.

•	Printer device file (DEV) -- is a binary file specific to a selected printer. A device file holds all information necessary to copy the file to a printer, including driver information. Other types of print files rely on the printer drivers to print properly.

•	Plain text file (TXT) -- is an ASCII file that can be accessed by using text editors and word processors. To display text files, click [Print Preview] in Print Selection windows.

•	HTML (HTM) -- is a Hypertext Markup Language file that can be read and displayed by a World Wide Web browser, such as Microsoft Internet Explorer. The format is textual with "format tags" that define how text and graphics associated with the file are to be displayed when the file is opened in a browser.

Tip

•	If you print to an incorrect file type, you can print the incorrect file to another print file of the correct type. This avoids having to reprint from the original source. Be aware that this option excludes printing from an HTML file type to any other file type. You can, however, print to an HTML file type from any other type.

Related Topics


About text files

Text files are ASCII (American Standard Code for Information Interchange) document files. These files contain alphanumeric, punctuation, special control, and carriage return characters with no formatting controls such as bold, italic, or underlines. Text files are standardized to facilitate the transfer of information between application and computers. Timberline applications often use text files to import information from third-party software applications.

Click the topic below that relates to information about text files that is of interest to you.

 Setting up a text printer/driver

 Printing to a text file


Setting up a text-only printer/driver

Use the following steps to set up a text file printer and its driver.

  1	On the Start menu, click Settings, then Printers.

  2	In the Printers window, select Add Printer.

  3	When the Add Printer Wizard window opens, click [Next].

  4	Select Local printer and click [Next].

  5	Select Generic in the Manufacturers list and Generic/Text only in the Printers list. Click [Next].

  6	Select File in the Available Ports list and click [Next].

  7	Give the printer a name of your choice, and select No to the default printer option. Click [Next].

  8	Select Yes to the test page prompt and click [Finish].

  9	Wait for the printer driver to install.

10	If you chose to print a test page, select a folder and a name with a "txt" extension for the print file. Use a text editor, such as WordPad, to check the test page.


Deleting printouts

  1	From the File menu, select Printouts.

  2	In the Files of type: box, select the type of the file(s) to be deleted.

  3	In the Print File Selection window, select the printout you want to delete and click [Open].

  4	Verify that this is the printout you want to delete, and click [Delete].

  5	Click [Yes] to send this file to the Recycle Bin.

Tip

•	Printouts can also be deleted by selecting the print file (PRN), text file (TXT), or HTML (HTM) file in Explorer and clicking [Delete].

Note

•	If a printout being deleted contains important information you may subsequently need, be sure the file is either backed up or you have a printed copy.

Related Topics


Overview

When information is printed to a file instead of directly to a printer, and you decide the information is no longer necessary, you can delete the saved printout.


Setting Timberline print options

Setting the Timberline Default Printer

  1	To change the Timberline printer default destination, click Print Setup on the File menu. If you are in a Print Selection window and want to change the printer destination for that print job only, click [Printer Setup].

  2	Select a printer from the Name list.

  3	Click [OK].

Setting the Printer Properties

  1	Use either method below to access the printer's properties window:

•	On the Microsoft Windows Start/Settings menu, click Printers. In the Printers window, select the printer whose properties you want to change. On the File menu, click Properties (Windows 98/Me) or Document Defaults (Windows NT) or Printing Preferences (Windows 2000/XP).

Or

•	If you are in a Timberline Print Selection window, click [Printer Setup]. In the Printer Setup window, click [Properties].

  2	View or change any printer setting, including printer information, paper size, paper source, and orientation. If you are working from a Print Selection window, you also can change the font, use printer fonts, and select a file as the print destination.

  3	Click [OK] to accept and close each setup window accessed.

Notes

•	Printing a report wider than 132 characters compressed usually requires landscape orientation.

•	If the desired printer is not in the Name list, you must add the printer to the list. Refer to the Microsoft Windows documentation for information about installing printers.

•	When the Print icon on the Toolbar is clicked to start printing, you cannot change the print device destination. Use the Print command on the File menu to change the destination from the default to a destination of your choice.

•	If you marked the Print to file box on the General tab in the Customize window (Customize command on the Tools menu), that choice takes precedence over any printer you may have selected. To override this option, click [Printer Setup] in the Print Selection window after starting the Print command.

Related Topics


Overview

You can change the default printer destination to be used for printing reports and journals. Changing the default printer destination in one accounting and management application changes it for all accounting and management applications. Changing the Timberline default printer, does not change the Microsoft Windows printer default setting.

You can also specify an alternative printer destination on a one-time basis when preparing to print a report. After the report is printed, the printer destination automatically returns to the Timberline default.

Printer properties, such as paper size, fonts, and device options, can be set by accessing a printer's properties window through the Microsoft Printers window. Refer to step 1 of the Setting the Printer Properties section of this topic for the two available methods of accessing this window.


Editing text

  1	Highlight the text you want to edit.

  2	From the Edit menu, select Cut to remove the text and place it on the clipboard.

  3	From the Edit menu, select Copy to copy the text and place it on the clipboard.

  4	From the Edit menu select Paste to place the copied or cut text where the cursor is located. The text on the clipboard can be pasted as many times as necessary.

  5	From the Edit menu, select Undo to reverse text edits. You can undo if you have not moved from the current item.

  6	From the Edit menu, select Redo to reverse what you accomplished using Undo. You can redo if you have not moved from the current item.

Tips

•	In some windows, you must access the Edit commands using the keyboard shortcuts: [Ctrl + Z] for Undo, [Ctrl + Y] for Redo, [Ctrl + C] for Copy, [Ctrl + X] for Cut, and [Ctrl + V] for Paste.

•	You can also right-click items to select editing options.

•	When cutting or copying text from other applications into Timberline applications, Timberline recommends that you select only unformatted (plain) text without special characters, such as tabs. Text formatting and special characters are not handled by some applications, such as Report Designer.

Related Topics


Overview

Items can be edited in various areas of an application by cutting, copying, pasting, undoing, and redoing text. For example, you could use the Edit menu to copy text from a word processor to notes in an application. You can also use the calculator to add items together, copy the end result, and paste the text into an amount column.


Clipboard

A temporary storage area for text that is being copied or moved from one place to another. Text remains on the clipboard until it is replaced with a new item.

You can see the contents of the clipboard by opening the Microsoft Windows Clipboard Viewer.


Using the calculator

  1	From the Tools menu, select Calculator.

  2	If desired, minimize the Calculator window so it is always available.

  3	Close the window when finished.

Note

•	The Microsoft Windows Calculator can perform simple calculations in normal or scientific mode.


Compacting files

  1	Back up your data files.
 How?

  2	Verify the amount of available disk space on the drive where the file to compact is located. The available disk space must be twice the size of the file you are compacting.

  3	From the Tools menu, select File Doctor.

  4	Select either Current data folder to compact specific files in the current data folder, or All data folders to compact groups of application files in all data folders.

  5	Mark Compact good files and select the desired files in the Files list (you can select multiple files).

  6	In the Printer Information area, click [Printer Setup], mark Print to file, and click [OK]. This step is optional, but Timberline recommends printing the report to a file.

  7	Click [Start] to begin compacting the file(s).

  8	In the Print File Selection window, enter a name for the summary report and click [Save].

  9	Review the report to be sure the records were successfully compacted. If you printed the report to a file, you can view and print the file by selecting Printouts from the File menu.

Notes

•	If data folders are moved using the operating system, you must search for these companies to include their files when compacting files in all data folders. From the File menu, select Open Data Folder and click [Search].

•	If the compact fails, e.g., due to a power outage, a large file may remain in the data folder. If you find a file with a series of zeroes followed by a number greater than zero, call your Certified Consultant or Timberline Support.

Related Topics


Overview

Compact files to reduce the amount of space a file occupies and automatically check the file for corruption. Compacting files can shorten the sorting times for reports, calculate formulas faster, and minimize the amount of space used when backing up. Since files remain the same size when information is removed, consider compacting files any time data is deleted or transferred.


Checking files

  1	Back up your data files.
 How?

  2	From the Tools menu, select File Doctor.

  3	Select Current data folder to check specific files in the current data folder, or select All data folders to check groups of application files in all data folders.

  4	Select the desired files in the Files list (you can select multiple files) and note that Check files for corruption is marked for you.

  5	In the Printer Information area, click [Printer Setup], mark Print to file, and click [OK]. This step is optional, but Timberline recommends printing the report to a file so you can keep a copy.

  6	Click [Start] to begin checking the file(s).

  7	In the Print File Selection window, enter a name for the summary report and click [Save].

  8	Review the report to be sure it includes a message indicating that the file is OK. If you printed the report to a file, you can view and print the file by selecting Printouts from the File menu.

  9	If the report indicates that the file is corrupt or if problems persist with the file, fix the file.

 How?

Notes

•	If data folders are moved using the operating system, you must search for these data folders to include their files when checking files in all data folders. From the File menu, select Open Data Folder and click [Search].

•	If no errors display on the summary report, and you still cannot process using the file or problems continue, call your Certified Consultant or Timberline Support.

Related Topics


Overview

Check a file if you think it may be corrupt, e.g., due to a power outage, disk failure, network failure, or system error. When the file is checked, it is verified to be sure data is stored properly.

In some cases, you may receive a message while operating the software stating a file may be corrupt. The message is a precautionary measure, and does not necessarily indicate there is a problem with your files. Check the file to verify its status.


Fixing files

  1	Check the file before fixing it.

 How?

  2	Back up your data files.
 How?

  3	Verify the amount of available disk space on the drive where the file to fix is located. The available disk space must be twice the size of the file you are fixing.

  4	From the Tools menu, select File Doctor.

  5	Select Current data folder to fix specific files in the current data folder, or select All data folders to fix groups of application files in all data folders.

  6	Mark Fix and compact bad files, and select the desired files in the Files list (you can select multiple files).

  7	In the Printer Information area, click [Printer Setup], mark Print to file, and click [OK]. This step is optional, but Timberline recommends printing the report to a file.

  8	Click [Start] to begin fixing the file(s).

  9	In the Print File Selection window, enter a name for the summary report and click [Save].

10	Review the report to be sure the records were successfully fixed. If you printed the report to a file, you can view and print the file by selecting Printouts from the File menu.

Notes

•	If data folders are moved using the operating system, you must search for these data folders if you want to include their files when fixing files in all data folders. From the File menu, select Open Data Folder and click [Search].

•	Extensive corruption cannot always be corrected. In these cases, restore all files from a backup and be sure to fix the restored files prior to using them. If problems continue, contact Software Support.

Related Topics


Overview

Fix a file if you suspect it has become corrupt or if the system has alerted you it may be corrupt. Depending on the size of the file(s), it may take a significant amount of time to fix the file.

When a file is fixed, it is automatically checked for corruption, and data is reconstructed to the proper file format. Each record in the corrupt file is written to a new file, one record at a time. During this process, discrepancies between the corrupt file and the new file are corrected, and the new file replaces the corrupt file.

File corruption may occur if a file is open at the time of power outage, disk failure, network failure, or system error. Corrupt files are unreadable since the connections are lost between the header information and the contents of the file.


Viewing background tasks

  1	From the Tools menu, select Background Tasks.

  2	Review the status of the tasks that are processing. For example, File Doctor processes in the background and is listed in the window if files were recently compacted.

  3	If necessary, terminate a background task.

 How?

  4	If necessary, suspend a background task.

 How?

  5	If necessary, resume the processing of a background task.

 How?

  6	From the Tasks menu, select Exit when done.

Warning

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

When tasks are processing in the background, a small circle of arrows trailing each other appears on the status bar, and the Background Tasks window opens. This indicates that the system is processing a task in the background and that you can continue working. For example, you can enter an invoice while a report is printing in the background. The Background Tasks window flashes when a task processing in the background is completed.

The Background Tasks window displays the task, start date and time, percent complete, end date and time, and current status for background tasks. These background tasks can be terminated, suspended, or resumed if they are not complete.


Terminating background tasks

  1	From the Tools menu, select Background Tasks.

  2	Select the process to terminate.

  3	From the Tasks menu, select Terminate.

You can also right-click in the task list and click Terminate on the shortcut menu.

  4	Double check that you have selected the correct task, and click [Yes] when asked to verify that you want to terminate the task.

  5	From the Tasks menu, select Exit.

Warnings

•	Timberline does not recommend terminating tasks such as posting, for which data is changing as processing occurs. However, items such as printing reports do not change data as they process and are safe to terminate.

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

After starting a process, you might quickly realize that you do not want to finish the task. For example, you begin to print a report and realize the report prompts are incorrect. It is possible to terminate processing, but once a process is complete, it cannot be terminated. However, in the case of printing a report, you may be able to cancel the print job from the printer queue.


Suspending background tasks

  1	From the Tools menu, select Background Tasks.

  2	Select the process to suspend.

  3	From the Tasks menu, select Suspend.

You can also right-click in the task list and click Suspend on the shortcut menu.

  4	When you are ready, select Resume or Terminate from the Tasks menu to resume or terminate processing.

  5	From the Tasks menu, select Exit.

Warning

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

After starting a process, you might quickly realize that you want to prioritize tasks differently. For example, you might begin printing a report and realize someone else needs the printer for a higher priority printing. In this case, suspend the processing, and resume it later. However, once a task is complete, it cannot be suspended.


Resuming background tasks

  1	From the Tools menu, select Background Tasks.

  2	Select the process to resume.

  3	From the Tasks menu, select Resume.

You can also right-click in the task list and click Resume on the shortcut menu.

  4	From the Tasks menu, select Exit.

Warning

•	Do NOT shut down your computer while a background task is still processing. Note that the Background Tasks window minimizes if you try to close the window while background tasks are still processing.

Related Topics


Overview

When a background task is suspended and you are ready to begin processing again, resume the suspended task.


Customizing your workstation

  1	From the Tools menu, select Customize.

  2	On the General tab, mark the items you want to set as defaults, i.e., fixed decimal, printer fonts, and file printing. You also can select to always open the last data folder used each time you start an application.

  3	Click [Change] to view or select a different font to use when printing. Timberline recommends using Courier New, 12 point.

  4	Click the Toolbar tab.

  5	To view the toolbar in the current application, mark Visible.

  6	Highlight the Category (menu) with the desired list of Tools (commands), and mark or unmark the Tools you want included or excluded from the toolbar.

  7	Click the Status Bar tab.

  8	Mark the items you want displayed on the status bar.

Tips

•	Use the toolbar buttons instead of a menu to access commands. For example, in Accounts Payable you can click the Enter Invoices toolbar button instead of selecting Enter Invoices from the Tasks menu. On the toolbar, include the tasks, reports, or setup items you use most often.

•	On the status bar, include the information you want to view most frequently.

Related Topics


Overview

You can change how your workstation looks and operates by customizing these areas:

•	General -- Set defaults for controlling error message beeps, if the decimal is in a fixed location when entering numbers, if printer fonts are used when printing, if you print to files rather than to a printer, and which default font to use when printing. You also can select to always open the last data folder used each time you start an application.

•	Toolbar -- Set defaults for the toolbar, which is used to display shortcut buttons. You can choose to have the toolbar bar visible or not. If you decide to display the toolbar, you can adjust its contents.

•	Status Bar -- Set defaults for controlling the contents of the status bar, which can display date, time, "overtype" (insert) mode, caps lock, numeric lock, and background task indicators. The status bar also displays messages about commands and certain toolbar buttons in the software.


Specifying system options

  1	From the Tools menu, select Options.

  2	On the General tab, select the default date format, secured menu options, and auditing options.

  3	Click the Reports tab and specify the default margins, cover page requirement, and page heading options.

  4	Click the Location tab and select whether these options should affect all users or only users when working in the current data folder.

Related Topics


Overview

Select and store various default settings such as date format, secured menu display options, audit features, default margins, and heading options which determine how applications process and print information. These settings are defaults and can be changed when necessary.


Auditing setup activity

  1	From the Tools menu, select Options.

  2	In the General tab, mark Audit setup activity, and click [OK].

  3	Select a command from the Setup menu and the Audit Print Selection window opens. For example, in Accounts Payable, select Vendors.

  4	Make any necessary print selections and click [Start].

  5	Keep a copy of the printout (or file) for your records.

Warning

•	Do not use this audit feature to correct errors by accessing additional items in a window. Instead, correct errors by entering adjustments or editing data in the application in which the error originated.

Notes

•	The Audit Print Selection window does not open for every command on a Setup menu. If the window does not open, the command does not require special auditing.

•	When using security, you may want to make this a secured feature that is accessible by only a few users.

•	Audit Setup Activity can affect either your current data folder or all data folders. Go to Tools, Options, Locations tab to determine which data folders are affected. Note: Your choice in the Locations tab also affects all other settings in Tools, Options.

Related Topics


Overview

Auditing setup activity is used to track changes made when using certain commands. An audit report prints detail about the before and after values of changed items. The audit report tracks much of the same information tracked by extended logging.

This feature can also be used to change an item that appears unchangeable in a window. Be certain a change is necessary before using this method. Do NOT use this audit feature to correct errors by accessing additional fields in a window. Error correction should be done through normal processing by entering adjustments or editing data.

Auditing can be turned on and off as needed.


About extended logging (definition)
About extended logging

Extended logging tracks additional details about activities and records this information in the system log file (TS.LOG). You can turn on extended logging by selecting Options from the Tools menu and marking the Extended logging box on the General tab. When extended logging is turned on, the following detail is tracked in addition to the regularly logged information:

•	When applications start

•	The data folder that is opened

•	Which processes are performed

•	Changes made while using most setup commands, if auditing setup activity is turned on

•	Error messages received

•	When applications end

If you do not use extended logging, only error messages are recorded. For example, without extended logging, if you start TS-Main, start Accounts Payable and select Enter Invoices, no activity is tracked. With extended logging, the log file tracks entry to TS-Main, Accounts Payable, the selected data folder, and your selection of Enter Invoices.

Note

•	Timberline recommends that extended logging is always turned on. When using extended logging, the log file size can grow to be very large. For information on managing log files, click [image].

Related Topics


Managing the system log file

  1	Turn on extended logging, if not already on.

 How?

  2	Rename the log file (TS.LOG) on a weekly basis using the week ending date, e.g., TS 071197.LOG. The file is located in the MISC folder where you installed the software, e.g., \PROGRAM FILES\TIMBERLINE\MISC folder if not installed on a network or \TIMBERLINE\MISC if installed on a network.

  3	Back up log files with your weekly and monthly backups.

  4	Delete log files as needed.

 How?

Related Topics


Overview

Because the log file size can grow to be very large and is an important troubleshooting resource, you may find it helpful to actively manage the log file. Renaming the log file allows weekly entries to be grouped together. This eliminates the need to page through a lengthy log file for a two-month old item, for example. Instead, go directly to the log file for that week and quickly find the desired item. Backing up and deleting log files is important especially when disk space is a consideration.


 Managing the File Tools log file

  1	Rename the log file (TFTOOLS.LOG) on a weekly basis using the week ending date, e.g., FT 071100.LOG. The file is located in the MISC folder where you installed the software, e.g., \TIMBERLINE\MISC.

  2	Back up log files with your weekly and monthly backups.

  3	Delete log files as needed. You can us File Tools itself to delete any of the File Tools log files.

Related Topics


Overview

Because the log file size can grow to be very large and is an important auditing resource, you may find it helpful to actively manage the log file. Renaming the log file allows weekly entries to be grouped together. This eliminates the need to page through a lengthy log file for a two-month old item, for example. Instead, go directly to the log file for that week and quickly find the desired item. Backing up and deleting log files is important especially when disk space is a consideration.


Viewing and printing the File Tools log file

Because the log file is a text file, you can use any text editor to view and print the file. The following steps use the Microsoft program Notepad.

  1	On the Start menu, Program sub-menu, click Accessories and select Notepad.

  2	On the File menu, click Open.

  3	Navigate to the folder where TSFTOOLS.LOG is located. Usually this is the MISC folder where you installed your Timberline programs.

  4	In the File name box, enter TSFTOOLS.LOG (or the name of the file if you have changed it).

  5	Click [Open]. The file should display in the Notepad window.

  6	To print the file, use the Print command on the File menu.

Related Topics


Overview

The File Tools log file traces user activity in File Tools by date, time, and the activities that occurred. The log file is a good device for tracking manual changes made to your database.


Viewing information about Timberline services

  1	From the Help menu, select Timberline Services.

  2	Select from the books and pages to find information.

  3	To exit when done, click [Cancel] if in the Help Topics window or simply close the window.

Related Topics


Viewing and printing release notes

  1	From the Help menu, select Release Notes.

  2	Select the application's Write file (e.g., APREADME.WRI) you want to print and click [Open].

  3	View the release notes on the screen.

 How?

  4	To print the release notes, select Print from the File menu, make any necessary print selections in the Printer Setup window, and click [OK].

Tip

•	You can print release notes from the CD-ROM before installing the software. The file names are XXREADME.WRI where XX is the application abbreviation (e.g., APREADME.WRI contains the release notes for Accounts Payable).

Related Topics


Overview

Release notes contain important information about enhancements and information about a particular version of software. These release notes are in text format so they can be viewed and printed.

Keep in mind that each time a new software version is installed, the current release notes are overwritten and replaced with new release notes. Because of this, you may want to print the release notes (as a hard copy or to a file) and then store them in a different folder.


Viewing and printing the system log file

  1	From the Help menu, select Timberline System Log.

  2	View the contents of the log file.

 How?

  3	To print the log file, select Print from the File menu.

  4	Make print selections as needed.

  5	Click [OK] to begin printing.

Tips

•	You can print the log file immediately instead of waiting for the entire log file to preview in the window. However, it is a good idea to see how many pages the log file contains before printing.

•	The log file can also be viewed and printed by double-clicking system log file (LOG) in Explorer.

Notes

•	The log file prints in chronological order.

•	Timberline recommends that extended logging is always turned on. When using extended logging, the log file size can grow to be very large. For information on managing log files, click [image].

Related Topics


Overview

The log file traces user activity in the system by date, time, operator, workstation, command used, and activities that have occurred. The log file is a good device for tracking problems that occur consistently by detailing the command used when errors occurred.


Deleting the system log file

  1	Locate the log file, TS.LOG, and back it up for permanent safe-keeping. The file is located in the MISC folder where you installed the software, e.g., \PROGRAM FILES\TIMBERLINE\MISC folder if not installed on a network or \TIMBERLINE\MISC if installed on a network.

  2	From the Help menu, select Timberline System Log.

  3	Click [Delete].

  4	If you are sure you want to permanently delete the log file, click [Yes].

Tip

•	The log file can also be deleted by double-clicking the system log file (LOG) in Explorer and then clicking [Delete].

Note

•	Timberline recommends that extended logging is always turned on. When using extended logging, the log file size can grow to be very large. For information on managing log files, click [image].

Related Topics


Locating current version numbers and activation codes

  1	From the Help menu, select About <Application Name>. For example, in Accounts Payable, select About Accounts Payable.

  2	View the Application Version, the System Version (the version of shared components), the CD Version, and the Activation Code for the current application.

  3	Click [Additional Information] to view the Current Folder (the folder that contains the open database), the System Folder (where you installed the software), and versions of application components.

Related Topics


Overview

Information about each application installed on your computer may be viewed at any time. The information you can obtain using About on the Help menu includes version numbers of installed applications, folders used, and activation codes for the current application.


Specifying ranges

  1	From a Print Selection window, click [Ranges]. (To open a Print Selection window, for example, select a report from the Reports menu.)

  2	Select (or highlight) the items to include in the range.

 How?

  3	If applicable, select additional ranges by clicking an extra button displayed in the window.

  4	Click [OK] to accept the range selection. Asterisks appear on the [Range] button, indicating that a range is specified.

  5	If [Print Preview] is available, you can preview information before printing it.

 How?

  6	Click [Start].

Tips

•	To include almost all items in a range, click [Include all], then click the items you want to exclude.

•	If you highlight items and then change your mind, click [Exclude all] to clear your selections.

•	If a range window automatically opens while not working in a Print Selection window, select a range using steps 2 - 4 above.

Note

•	Specifying ranges is much faster than setting up conditions when processing or printing.

Related Topics


Overview

Ranges are used to limit the information subject to processing and printing. For example, you can assign a range when printing an invoice report to only print those invoices of interest. Ranges can also decrease processing time by limiting the data accessed.


Additional ranges

Additional ranges are available when an extra button displays in a range selection window. For example, when selecting a range of vendors for some Accounts Payable reports, you can click [Invoice] to select a range of invoices in addition to vendors.

The availability of additional ranges varies from command to command, and depends on the sort order of a report.


Selecting items in a range

There are several ways to select items in a range. Each of the following methods can be repeated to make multiple selections in the list:

•	Click and drag the mouse over a series of items to be included in the range.

•	Individually click each item you want to be included in the range.

•	Select the item at the beginning of the range, click [Start range], then click the last item in the range.

•	Use the arrow keys on the keyboard to move to the first item in the range and click [Start Range]. Then use the arrow keys to move to the last item in the range and click [End range].

•	Type the first few characters of an item to move to and highlight an item beginning with the characters you type.

Related Topics


Creating an initial condition

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Design menu.

  2	If other conditions already exist, add more conditions using the Conditions Selection window that opens.

 How?

  3	In the Add Condition window that opens to set up the first condition, select an item from the Field list that you want to compare.

  4	If the Field you want is not in the list, find the Field using [Index].

 How?

  5	Select the Operator to use when comparing the Field and Value.

  6	Enter a Value to compare with the contents of the Field. The appearance of this portion of the window changes depending on the selected field.

  7	Click [OK].

  8	In the Condition Selection window, you can continue to add conditions (optional).

 How?

  9	Click [OK].

Tips

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.

•	If you have multiple conditions to apply to a report or inquiry, set up a formula that includes all the conditions.

•	When printing, if a message displays stating there is nothing to print, and you know there is information that should be printing, check the specified conditions.

Notes

•	When conditions are specified, the [Conditions] button appears with asterisks and the Conditions icon appears with additional text.

•	Formulas that include accumulating functions are not available for use in conditions.

Related Topics


Enhancing condition testing

When using conditions and accessing records over a network, you can increase the processing speed by following a few simple rules. Following these suggestions allows the condition testing to be performed on the server rather than the workstation, thus requiring fewer records to be downloaded to the workstation.

  1	Use fields from the driving (primary) record in the conditions rather than fields from records associated with the driving record.

  2	Try to compare fields in the driving record with constant values or to other fields of identical type and length on the same record.

  3	Avoid the use of formulas in conditions.

  4	Avoid using just a portion of a field for testing.

  5	Use all "Ands" or "Ors" in a multiple condition rather than mixing them.

Note

•	Not being able to follow these suggestions because of special needs does not imply that the condition testing will not work correctly. The conditions set will still return the correct records to the application. It will just take longer as a larger number of records must be downloaded from the server to the workstation for final condition testing.


About conditions (definition)
About conditions

Conditions are criteria that limit the amount of information that is processed, displayed on the screen, or used for printouts or reports. Only data meeting the specified criteria is displayed, printed, or processed.

Specify conditions for specific print jobs by clicking [Conditions] in the Print Selection window. You can also use conditions when setting up items, moving information in files, during other tasks, etc.

Conditions can also be incorporated into report and inquiry designs using Report Designer and Inquiry Designer. Then, each time the report or inquiry is used, the conditions are applied automatically. To permanently change a condition on a report or inquiry, the design must be changed in Report Designer or Inquiry Designer.

Tip

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.


Adding conditions

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Design menu.

  2	If conditions have not been previously specified, set up the initial condition using the Add Condition window that opens.

 How?

  3	In the Condition Selection window that opens when conditions are already specified, click [Add].

  4	Select the conditional statement AND or OR to connect the two conditions. Conditions connected by AND require that both conditions are met. Conditions connected by OR require that only one of the two conditions are met.

  5	Select a Field that you want to compare, the Operator, and a Value to compare with the contents of Field.

  6	Click [OK] to add the condition.

  7	In the Condition Selection window, you can click [Add] again to specify more conditions (optional).

Tip

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.

Notes

•	When conditions are specified, the [Conditions] button appears with asterisks and the Conditions icon appears with additional text.

•	Because conditions are evaluated in order from top to bottom in the Condition Selection window, you may have difficulty setting up a condition with multiple AND and OR statements. To ensure the condition works properly, consider creating a formula for use in the condition.

•	Formulas that include accumulating functions are not available for use in conditions.

Related Topics


Overview

Conditions are criteria that limit the amount of information that is displayed on the screen, printed, or processed. Only data meeting the criteria specified is displayed, printed, or processed.


Changing conditions

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Design menu.

  2	Highlight the condition to change.

  3	Click [Change].

  4	Make any necessary changes to AND and OR operators (if displayed), the Field, Operator, and Value.

  5	Click [OK] when changes are complete.

  6	Repeat steps 2-5 for each condition you want to change.

  7	Click [Exit] to return to the main application window.

Tip

•	Processing speed over a network, when using conditions, can be enhanced by constructing conditions that allow most of the condition testing (filtering) to be done on the server. This will avoid downloading hundreds or thousands of records from the server to the workstation for condition testing.
 Click here for more information.

Notes

•	Conditions are changed for only the current session if modified when printing a report or viewing an inquiry. To permanently change a condition on a report or inquiry, the condition must be changed in Report Designer or Inquiry Designer.

•	Formulas that include accumulating functions are not available for use in conditions.

Related Topics


Deleting conditions

  1	From a Print Selection, setup, or processing window, click [Conditions] or the Conditions icon. In Report Designer you can select Conditions from the Options menu.

  2	Highlight the condition to delete.

  3	Click [Delete]. The condition is removed from the list.

  4	Repeat steps 2-3 for each condition you want to delete.

  5	Click [Exit] to return to the main application window.

Notes

•	Some conditions may be deleted for that session only. For example, if you delete a condition before printing a report, the condition is removed only for that print session. However, the condition can be permanently removed from the report using Report Designer.

•	If you delete a condition by mistake, click [Cancel] to restore the condition to the list. However, previous changes will be lost.

Related Topics


Examples of using multiple conditions

To print transactions for June of 1999, specify two conditions connected with AND. Both requirements must be met in order for the information to meet the criteria.

AND/OR	Field	Operator	Value
	Accounting Date	GE (Greater than or equal to)	6/01/1999
AND	Accounting Date	LE (Less than or equal to)	6/30/1999
To print a report containing only entries relating to costs for General Ledger and Accounts Payable, specify two conditions connected with OR. The OR operator must be used because a transaction cannot be both General Ledger and Accounts Payable.

AND/OR	Field	Operator	Value
	Application of Origin	EQ (Equal to)	AP
OR	Application of Origin	EQ (Equal to)	GL
Note

•	Because conditions are evaluated in order from top to bottom in the Condition Selection window, you may have difficulty setting up a condition with multiple AND and OR statements. To ensure the condition works properly, consider creating a formula for use in the condition.

Related Topics


About comparison operators (definition)
About comparison operators

These operators compare fields with values in condition and formula expressions.

Operator	Description	Symbol
EQ	Field equals value	=
GE	Field greater than or equal to value	>=
LE	Field less than or equal to value	<=
GT	Field greater than value	>
LT	Field less than value	<
NE	Field not equal to value	<>
Example

Report condition: Invoice Status EQ Paid.

Comparison operator: EQ (equal to).

Result: return of records with Invoice Status equal to Paid.

Other comparison operator examples.

Notes

•	Comparing and sorting alphanumeric fields.

•	Comparing and sorting numeric fields.

•	Comparing and sorting list and check-box fields.

•	When making a comparison, choose a value that is of the same type as the field.  For example, compare a date value with a date field.

Related Topics


Comparing and sorting alphanumeric fields

The following tables describe how Timberline Software sorts different alphanumeric field types. Alpha and Name fields sort in a case-insensitive fashion, i.e., both upper- and lowercase letters sort as a single character type (please see Table 1).  Memo fields, also known as Note fields, sort uppercase letters differently from lowercase letters (see Table 2).

Table 1. Case-insensitive sort order (Alpha and Name fields)

Order	Character types	Characters	Comments
Lowest	blank	(space)	(space) is lowest value
↓	special characters	!"#$%&'()*+,-./
↓	numbers	0123456789
↓	special characters	:;<=>?@ [\]^_`
↓	all letters	AaBb...YyZz	"A" is less than "a"
Highest	special characters	{|}~	~ is highest value
Table 2. Case-sensitive sort order (Memo fields)

Order	Character types	Characters	Comments
Lowest	blank	(space)	(space) is lowest value
↓	special characters	!"#$%&'()*+,-./
↓	numbers	0123456789
↓	special characters	:;<=>?@
↓	uppercase letters	AB...YZ
↓	special characters	[\]^_`
↓	lowercase letters	ab...yz
Highest	special characters:	{|}~	~ is highest value
Example

Applicable to both tables: (space) is less than 1, # is less than /, and 6 is less than G.

Notes

•	Timberline software truncates all trailing blanks in both the tested field and the value.

•	Comparison begins with left-most characters and continues to the right until either the test fails or the last characters are compared.

Related Topics


Comparing and sorting numeric fields

Numeric fields might display positive or negative values. Negative amounts are always less than zero and less than any positive amount.

Example

•	-100.00 is less than –30.00.

•	-20.00 is less than 0.00.

•	-10.00 is less than +25.00.

Related Topics


Comparison operator examples

Field Contents	Operator	Value	Results
vendor = Jones Plumbing	EQ	JONES PLUMBING	True: lower case letters equal upper case letters for an Alpha field type.  See Comparing and sorting alphanumeric fields for further information.
-3000.00	GT	1000.00	False: -3000.00 is less than +1000.00.
NY	GT	CA	True: "N" is greater than "C."
amt = 2,000.00 date = 9/30/94	GE and LE	1,500.00 6/15/95	True: 2,000.00 is greater than or equal to 1,500.00 and 9/30/94 is less than or equal to 6/15/95.
Use invoice code box is marked	EQ	Use invoice code box is not marked	False: Use invoice code is not marked.
Related Topics


Comparing and sorting list and check-box fields

List fields

Timberline software sorts list fields based upon the order in which they are displayed.

Example

Contract Status list: Proposed, Pending, Approved, Closed, and Paid in Full

Report Condition: Status GT (greater than) Approved

Result: return of records with a Status of Closed or Paid in Full

Check-box fields

These fields have a value of checked or unchecked.  Therefore, use only the EQ (equal to) or NE (not equal to) operators. All other operators do not apply.

Related Topics


About accounting dates (definition)
About accounting dates

The accounting date determines the period that an activity posts to. When posting entries, the accounting date is compared to the current period ending date in each application to determine which entries are posted to current, future, or prior period activity fields.

In each application, the source of the accounting date can vary according to the following list:

•	Accounts Receivable -- Accounting date (if present) or invoice date for Invoices, depending on view.
Deposit date for Cash Receipts.

•	Accounts Payable -- Accounting date for invoices and check date for payments.

•	Billing -- Invoice date, Billing cut-off date, or Date entered, depending on selection made in BL Settings window, General tab.

•	Equipment Cost -- Accounting date.

•	General Ledger -- Accounting date.

•	Job Cost -- Accounting date.

•	Payroll -- Choice of check date or period end date. To select the date, select Data Folder Settings, PR Settings in Payroll.

•	Property Management -- Accounting date. This date determines the General Ledger period affected by the entries.

Note

•	An accounting date may be different from a transaction date. For example, entries can be entered later than the actual day they occurred. The transaction date can be the date the activity was entered in the system, and the accounting date is the date the activity occurred. When deciding which date to enter, remember that the accounting date identifies the period the activity posts to.


Posting

Posting is the process the system performs when an entry accumulates to the totals.


About backing up your files

Timberline strongly recommends that you back up all files in your data folders each time you perform a backup. Because data files interface with each other during normal processing, your backup must include all data files as of a specific time.

For your primary backup method, use third-party software to regularly back up all files to external media. For example, make nightly backups to a tape drive. If you need an immediate backup and the third-party backup software is not available, use Timberline's File Tools utility.

Warning

•	If you use File Tools, you must configure Windows Explorer to show file extensions for known file types. If you hide file extensions for known file types, File Tools may not recognize the files with hidden extensions. This could result in an incomplete File Tools operation, such as an incomplete backup.

To show file extensions, open Windows Explorer. From the Tools menu, select Folder Options. Then click the View tab and clear the Hide file extensions for know file types check box.

•	You may have Timberline files in folders other than the default folders. To check for these files, open TS-Main; then click File > Data Folder Settings > File Locations. Scroll through the list for additional folders that may require a backup.

For a list of files in addition to the data files that Timberline recommends backing up, click [image].

Related Topics


Additional files for weekly and monthly backups
Additional files for backups

In addition to the files backed up from data folders, Timberline recommends including the following files in your backups:

•	\TIMBERLINE\DICT\*.*

•	\TIMBERLINE\FORMULA\USER.FRM

•	\TIMBERLINE\INQUIRY\*USER.INQ (if you use Inquiry Designer)

•	\TIMBERLINE\MISC\*.*

•	\TIMBERLINE\REPORT\*.*

•	\TIMBERLINE\SECURITY\*.* (if using security)

•	\TIMBERLINE\TEMPLATE\*.TPL

Note

•	The paths above vary depending on where you installed the software. For information about the location of your software, see Locating current version numbers and activation codes.

•	The asterisk (*) in the file names above represents any character or group of characters.


Overview

A backup is a copy of data that preserves information at a certain time. Backups made before starting a new period or month can be beneficial in case you must revisit a previous period. In most cases, restoring a backup is the best or only corrective action. This is also true of backing up files prior to performing specific processes such as printing checks, posting, and compacting files.

When determining whether a backup is necessary, remember that the amount of time it takes to re-key information not included in your latest backup should be less than the amount of time it takes to back up.


About restoring your files

Restoring your data folder files takes the information from a backup and re-establishes the data from a prior time. The method your company uses to restore information depends on the software used for backing up and the status of the files and folders when they were backed up.

When restoring from a backup:

  1	Make sure no other employees are working in the data folder(s) you are going to restore. This is mandatory to prevent corruption of data files.

  2	Rename the data folder whose files you are going to restore. This is to retain the folder and its contents in case the backup media cannot be properly restored.

  3	Create a new, empty data folder using the original name and path as the folder whose name you changed in step 2. This new folder is where you are going to restore the backup files.

  4	Restore everything relating to Timberline data for the company from the backup. The entire data set should be restored from the same time period.

  5	Run a few tests on the data (reports, inquiries, etc) after it has been restored. If everything appears to have restored properly, you can eventually delete the old folder you renamed in step 2.

  6	Inform other employees that they can begin processing again. Remember, if the backup was from a prior time, you must redo all the processing required to bring the data files back to the correct current state.

Note

•	Restoring files should be done only after careful consideration of the consequences. Because many Timberline data files are interrelated, performing a restore of some but not all files from a particular period could produce a mismatch of accounting periods in a data folder. If you have any questions about what action to take, please consult with Timberline Technical Support.

Related Topics


About file types (definition)
About file types

If the file type is 	It contains

New	Information that is not posted.

Current	Current information that is posted, but not moved to a history file.

History	Historical information moved from a current file.


Overview

Notes and files can be attached to a number of items in the software, including during most setup and entry processes. When notes and files can be attached to an item, an [Attachments] button and/or Attachments icon displays.

Use notes to record additional information about an item, e.g., information about a particular vendor or invoice in Accounts Payable. Once a note is attached, it can be viewed from other places in the software, edited, and even printed on reports.

Attach files to create a link to information that resides in another file. Once a file is attached, it can be opened for viewing or editing in the associated application. Any file can be attached.


Notes example

When using Enter Invoices in Accounts Payable, you can click [Attachments] while the cursor is in the invoice grid (top grid) where vendor, invoice, invoice date, and amounts are entered for a subcontract vendor. The Notes window does not directly open. Instead, Vendor and Invoice display in a list for you to select from. You must first select where to attach the note. If you have not entered an ID for the vendor or invoice, you cannot attach a note to the item.

Related Topics


Adding and changing attachments

  1	Click [Attachments] or the Attachments icon (the paper clip) in a window where they are available. For example, you can access attachments for a vendor when using Vendors or Enter Invoices in Accounts Payable.

  2	If a window opens that lists items you can make an attachment to, highlight an item and click [Edit]. Items that appear in gray cannot have notes added, however, the item may appear in gray only because it has not been assigned an ID yet. For an example of this, click [image].

  3	Enter or edit the information you want attached as a note.

 How?

  4	Link or open an attached file.

 How?

  5	Click [OK] when done.

Related Topics


Working with attached notes

  1	While in an Attachments window, click the Notes tab.

  2	Add a note by clicking below the most current date and time, and beginning to type.

Edit an existing note by clicking where you want to change text and beginning to type.

Delete an attached note by highlighting the text you want to delete, and pressing [Delete] on the keyboard.

  3	Click [OK] when done.

Tips

•	Use the keyboard equivalents for Cut (CTRL + X), Copy (CTRL + C), Paste (CTRL + V), Undo (CTRL + Z), and Redo (CTRL + Y) to edit the note text. For example, you can copy text from a word processor and paste it in the Notes window.

•	Right-click in the Notes tab to select editing options.

Related Topics


Overview

Use notes to record additional information about an item, e.g., information about a particular vendor or invoice in Accounts Payable. Notes are automatically labeled by the date and time the note was added.

Notes can be added, edited, and deleted anywhere in the system as long as the note is available. For example, you can delete the vendor notes while entering invoices in Accounts Payable. You do not need to use Vendors to delete vendor notes.


Working with attached files

  1	While in an Attachments window, click the File Links tab.

  2	Include a file as an attachment, by clicking [Add], locating the file you want to attach in the Add File window, and clicking [Add].

  3	Open an attached file by highlighting the file, right-clicking it, and selecting Open. If Open With appears on the menu instead of Open, select Open With, select the application you want to use to open the file with, and click [OK].

  4	Remove an attachment to a file by highlighting the file in the list and clicking [Delete]. Only the link to the file is deleted, not the file itself.

  5	Click [OK] when done.

Tips

•	Double-click a file to open it.

•	Double-click a macro file (MAC) to run it.

•	Right-click a blank area of the file list to change how the files are viewed and arranged. Right-click a file in the list to select from other various options.

Note

•	If connected to a network and attaching a file in step 2 that is on your local drive, a window opens asking if you want to continue attaching the file because the file cannot be shared. If the file is attached, other users will not be able to view the attached file. If you specified a folder for attachments using Data Folder Settings, File Locations, a window opens asking if you want to make a copy of the file in that attachments folder.

Related Topics


Overview

You can create a link to information stored in another file by attaching files to an item. Any type of file can be attached, e.g., spreadsheets, text documents, image files, etc. Once a file is attached, it can viewed and edited in the application it is associated with.


Difference between Attachments button and Attachments icon

Some windows display both an attachments button and an attachments icon. The button always displays when an attachment can be added. The icon may or may not display, depending on the window.

When the icon displays and is clicked, you can add an attachment only to the primary record being added or changed. In a grid entry, this would be the current transaction. In a master file setup window, this would be the current record being edited.

When the button displays and is clicked, you can not only add an attachment to the primary record, but, in some cases, you can add the attachment to another record whose key is displayed. This usually is possible in a grid line, where the transaction is being assigned a hierarchy of record keys. For example, the Accounts Payable distribution of an invoice amount can be assigned to a commitment/job/cost code combination. By clicking the [Attachments] button, you can add an attachment to the commitment, the job, or the cost code.

Related Topics


Upgrading files

  1	Back up your data files.
 How?

  2	From the Tools menu in TS-Main, select Upgrade Files.

  3	Select to upgrade either the current data folder or all data folders. If you select All data folders, the upgrade process can take a substantial amount depending on how many data folders you have.

  4	Select the files to upgrade in the Files list.

  5	Click [Printer Setup], mark Print to file, and click [OK].

  6	Click [Start]. The Print File Selection window opens.

  7	Enter a name for the file you are printing the summary report to and click [Save]. The upgrading process begins in the background.

  8	Review the report when the process is complete.

Notes

•	If you select All data folders in Step 2, all files for data folders listed when using Open Data Folder are upgraded.

•	You can select to automatically upgrade files when installing the software.

•	Files cannot be used by other applications while they are being upgraded.

Related Topics


Overview

After you upgrade to a version that has a new database structure, you must upgrade some or all of your data files. By upgrading files, you modify your existing data to make it compatible with data file changes and new features.

To determine which data files, if any, need to be upgraded, review the TS-Main Release Notes . This document may be accessed from TS-Main by selecting Help-Release Notes and opening the file TSReadme.wri.

You can either run Upgrade Files from the Tools menu in TS-Main or run Upgrade Files each time you access a file that needs to be upgraded. You may find it more convenient to run Upgrade Files from the Tools menu because you can upgrade all files at one time. Allowing the software to perform upgrades on an as-needed basis usually results in more numerous upgrade sessions.


About entry grids (definition)
About entry grids

Entry grids are spreadsheet-type windows that simplify the entry and editing of data. These entry grids are divided into columns and lines. Each column contains fields, or cells, in which data is entered or displayed.

Entry grids allow you to quickly enter data and easily move to previous entries to make changes or deletions. After you learn how to enter data in one entry grid, you can easily enter data for other tasks that use entry grids. For example, Accounts Payable uses entry grids with Enter Invoices, Record Manual Checks, and Change Invoices.

The display of columns in some entry grids depends on the application setup, the type of entry being made, or the view you select. For example, in Accounts Payable, the invoice entry grid columns change depending on the type of vendor. Within each grid, different types of items may display, e.g., columns in which you can enter information, display fields where you cannot enter information, and lists where you can select from a predefined list of options.

Related Topics


About changing entries in grids

You can change the contents of columns in an entry grid as long as they are not display-only columns. Changes to entered data can be made on the line you are entering, on a previous line, and possibly even a previous entry grid. This allows the flexibility of being able to correct an error before accepting it.

If the entry is in	Change it by

The current line	Moving the cursor to the desired item, then changing the information. You can also click [Cancel line] to remove the entire line.

A previous line	Moving the cursor to that line and changing the data. If you make changes to a previous line and want to void those changes, press [Esc] before leaving the line. The changes are voided and the line reverts to its previous status.

To delete the entire previous line, move the cursor to any input item on that line and click [Delete line]. This deletion cannot be undone by pressing [Esc].

Notes

•	Prefilled information can be overwritten on the entry grid, but not permanently. To change how information prefills, make the appropriate changes to the source information.

•	Information in a display-only column cannot be changed in the grid. Cancel or delete the line, then change the information at its source.

Related Topics


About moving around in entry grids

The cursor is the flashing vertical line on your screen that indicates where information will be entered. The following table describes how to move the cursor to different entry grid fields and the results of doing these movements. Note that display-only columns cannot be accessed by any method.

To move to	Use	Result
Any displayed field	Click in the item	Cursor moves to the clicked field.
Next input field	[Tab]	If in last input field on line, cursor moves to first input field on next line. Otherwise, it moves to next input field.
Previous input field	[Shift + Tab]	If in first input field on line, cursor moves to last input field on previous line. Otherwise, the it proceeds to the previous input field.
Field on line above	[Up Arrow]	If field is a drop-down list, [Up Arrow] selects option above current option.
Field on line below	[Down Arrow]	If field is a drop-down list, [Down Arrow] selects option below current option.
Top of column (if not in first column)	[Up Arrow]	Cursor moves up one line each time you press [Up Arrow].
Top of column (if in first column)	[Home] or [Up Arrow]	If already at top of first column, [Home] moves cursor back to first entry made in grid.
First column of first entry in grid	[Ctrl + Home]	Cursor moves to the beginning input field of the grid.
Last column of same line.	[End]	If already in last column, cursor moves to bottom of column.
Bottom of column (if not in last column)	[Down Arrow]	Cursor moves down a line each time you press [Down Arrow].
Bottom of column (if in last column)	[End] or [Down Arrow]	If already at bottom of last column, [End] moves cursor to last entry made in grid.
Last column of last entry in grid	[Ctrl + End]	Cursor moves to the last input field of the grid.
Previous page of entries	[Page Up]	If already on first page, cursor moves to top of column.
Next page of entries	[Page Down]	If already on last page, cursor moves to bottom of column.
One character right in same field	[Right Arrow]	Cursor moves one space right when you press [Right Arrow].
One character left in same field	[Left Arrow]	Cursor moves one space left when you press [Left Arrow].
Related Topics


Resizing entry grid columns

  1	Place the mouse pointer at the right border between the column to be resized and the column to its right. The mouse pointer changes to a double-headed pointer.

  2	Click and drag the column border left or right. Resizing stops when you attempt to resize beyond the maximum or minimum column width.

  3	When the column is the desired size, release the mouse button.

Notes

•	When a column is resized, the new size affects the current session only. In future sessions, the columns are restored to their default widths.

•	Resizing a column may cause some words in the column heading to be abbreviated (vowels are removed first).

•	The width displayed for a field is not always the total width for that field. When more information is typed in a field than can display, the column typically self-adjusts to be wide enough to display all characters after pressing [Enter] in that particular column. While entering these additional characters, they either do not display as you type them or the left-most characters scroll left, out of view.

Related Topics


Overview

When an entry grid initially displays, each column has a default width. For certain columns, these defaults are based on the default size of the items displayed in the column. Changes to the names, and consequently the length, of some defaults can be made using Data Folder Settings, Custom Descriptions.


Scrolling in entry grids

  1	Move the mouse to the scroll bar area on the right side or at the bottom of the entry grid.

  2	Click the arrow at the top or bottom of the vertical scroll bar area to move up or down one line at a time. Click the arrow at the left or right end of the horizontal scroll bar area to move left or right one column at a time.

  3	Click above or below a scroll box to move up or down an entire page at a time. Click left or right of a scroll box to move left or right an entire page at a time.

  4	Click the scroll box and keep holding the left mouse button while moving the box up or down to move vertically as far as needed, and to the left or right to move horizontally as far as needed.

Notes

•	If you are unable to move the scroll box, it is not broken. This is a stationary scroll bar because the number of lines is unknown, so where you are in the entry grid cannot be estimated.

•	For more information about general use of scroll bars, refer to the Microsoft Windows documentation.

Related Topics


Overview

An entry grid may display only a portion of the data entry screen. When you complete the last line of the grid and press enter to continue to the next line, all grid entries scroll up one line. The entries in the first line may scroll out of view while the cursor remains on the last line waiting for the next entry. This upward scrolling continues automatically as long as you add new entries.

In addition, more columns may be available than can display on the screen at one time. Entry grids can scroll left and right to show additional columns of information.


Prefill from above

Some grid items prefill with the information that was on the previous line. This is known as prefilling from above. If the data for the active item should be the same as it was for the line above, simply press the [Enter] key to accept the prefill. If the data should be different, enter the new data in place of the displayed data. As soon as you enter the first character, the previous data disappears.

Related Topics


Programmatic prefill

This type of prefill occurs when a column prefill is based on a setting, a default value, or data entered previously. The prefill takes place as soon as the prefill information is determined.

A programmatic prefill can be the result of a calculation. For example, in the Job Cost Direct Costs grid, the Amount is the result of the Units times the Unit Cost.

Another type of programmatic prefill is based on an entry made in a previous item. For example, if you retrieve the cost account by category, the Debit Account column in some grids is programmatically prefilled as soon as you enter the category.

Some columns programmatically prefill a default value. For example, in some grids, the Transaction Date defaults to the system date.

Related Topics


About prefilling entry grids

Some columns on a grid line display data as soon as that line is reached or as soon as the cursor enters the column. This prefilling feature helps eliminate keystrokes and entry errors during data entry. There are two ways prefilling can occur:

 Prefill from above

 Programmatic prefill

Prefilled information can usually be changed unless controls have been set to prevent it.

Related Topics


About autoset (definition)
About autoset

The autoset feature saves time, helps prevent entry errors, and speeds cursor movement by allowing you to skip prefilled columns in entry grids. Autoset is available for most entry columns. For example, you may choose to autoset columns that don't apply to an entry session or for which you want to accept prefills. An asterisk (*) appears in the headings of columns that are autoset.

When the cursor is advanced to an autoset column, the cursor moves to the next non-autoset column without waiting for [Enter] to be pressed. If the column prefills, the prefilled data is automatically accepted.

The autoset option must be selected for each individual grid session in which it is to be used.

Note

•	The Autoset prefilled data is a copy of the data from the field immediately above unless the column is also a programmatic prefill column. The programmatic prefill feature overrides the Autoset feature. Refer to the Programmatic prefill topic for more information.

Related Topics


Autosetting columns in entry grids
Autosetting columns in grids

  1	Open a window that has an entry grid, e.g., the Enter Invoices window in Accounts Payable.

  2	Turn on autoset by clicking the heading of the column or clicking [Autoset] when the cursor is in the column. An asterisk (*) appears in the column heading, indicating that the column is autoset.

  3	Change data in an autoset column by moving the cursor to the desired item by clicking the cell or by pressing [Tab] or [Shift + Tab]. Do not use [Enter] as it will skip over the autoset column and move directly to the next column that is not autoset.

  4	Turn off autoset by repeating step 2. The asterisk marking the column is removed.

Related Topics


About resizing windows

For ease of viewing, the size of many windows can be changed using any the following methods:

•	Click the maximize box (or any other box) in the upper right corner of the window.

•	Move the mouse to a side or corner of a window. When the pointer changes to a double arrow, click and drag the mouse to change the size of the window. If using the corner of a window, the height and width changes simultaneously.

Note

•	When you close the window, the window size is not saved.

Related Topics


Working without a mouse

You can use the keyboard instead of a mouse to activate a command or option.

To activate a button, press and hold ALT, then press the alpha key that is displayed with an underline on the button. If underlining does not appear when you press ALT, check your Windows display settings. You may need to enable this option.

To select a command from a menu, press and release ALT on the keyboard, then press the alpha key that is displayed with an underline in the title of the menu you want to open. When the menu opens, press the alpha key that is underlined on the menu command to be executed. If more than one command on the menu has the same alpha key underlined, the first matching command is highlighted. Pressing the underlined alpha key again highlights the next applicable match. After you highlight the command you want, press ENTER.

Common buttons are listed in the following table.

Buttons	Tasks
[Help]	Open a Help window.
F1	Open a Help topic for the current software element.
[Accept], [OK], or [Save]	Accept entered information.
[Exit], [Close], or [Finish]	Close a window.
[List]	Display a list of choices for the current item.
[Ranges]	Select a range of items.
[Conditions]	Specify selection criteria for processing, or limit the records you can view.
[Previous]	Move to the previous window or record.
[Next]	Move to the next window or record.
[Attachments]	Add a note to an item.
[Cancel] or [Esc]	Cancel an operation.
[Shift + Tab]	Move to a previous item in a window or entry grid.
[Tab] or [Enter]	Move to the next item in a window or entry grid.
[Ctrl + Tab]	Move to next tab panel in same window.
[Ctrl + Shift + Tab]	Move to previous tab panel in same window.
Using "best fit"

Use "best fit" to select from a list by entering the name of the item on the keyboard instead of selecting the item using the mouse. As you type, the item in the list that most closely matches your input is selected. Enter as many characters as necessary for the system to locate the item in the list.

After taking any other action (e.g., using an arrow key, clicking [Enter], or using the mouse), the current best fit characters are cleared, and you can start entering characters again to select a different item.

Notes

•	If the list contains both all-numeric and alphanumeric items, best fit may not always find an item in the alphanumeric portion of the list. If the process stops searching before arriving at the desired item, use the mouse or down-arrow key to select the item.


Indexing lists

  1	Click [Index] in a list. For example, these lists are found in the Add and Change Condition windows, Formula Setup and Formula Entry windows, in Report Designer, and in Inquiry Designer.

  2	If [Add] is available and you want to select from additional lists, click [Add], select the additional list, and click [OK].

  3	In the Index window, highlight the list you want to select items from, and click [OK].

  4	In the original window from step 1, select the item you want to use.

Related Topics


Overview

Indexing changes the list of fields or formulas that display in some windows. Use the indexing feature to select items from different lists when creating conditions, formulas, reports, or inquiries.


Finding items in a list

  1	Click [Find] in a list. For example, these lists are found in the Add and Change Condition windows, Formula Setup and Formula Entry windows, in Report Designer, and in Inquiry Designer.

  2	Enter one or more characters, a portion of a word, or an entire name in the blank input area.

  3	Click [Next] to find the next occurrence of your entry, or click [Prev] to find the previous occurrence of the entry.

  4	Press [Enter] or [Tab] when you are done searching the list.

Notes

•	Finding items in a list allows you to quickly locate a specific value without scrolling through the entire list.

•	If using [Next] or [Prev] when searching the list, you are not notified when the end or beginning of the list is reached. The search automatically starts again at the beginning.

Related Topics


Changing the number of activated uses

  1	After you have purchased licenses for additional uses from your dealer and obtained new activation information from your dealer, you can activate the additional uses.

  2	In TS-Main, select Change Registration or Uses from the Tools menu.

  3	Select Number of uses and click [Next].

  4	Enter the number of uses and activation codes as needed and then click [Next].

  5	Click [Finish] to activate the additional uses and update activation information.

Note

•	New activation codes along with the new number of uses must be specified before the additional uses can be operated.

Related Topics


Changing the registration name

  1	After you have registered your new company name with your dealer and obtained new activation information from your dealer, you can change the registration name.

  2	In TS-Main, select Change Registration or Uses from the Tools menu.

  3	Select Registration name and click [Next].

  4	Enter the registration name and click [Next].

  5	Enter the number of uses and activation codes as needed and then click [Next].

  6	Click [Finish] to update activation information.

Notes

•	Be sure to enter the new registration name exactly as it was provided to you.

•	New activation codes must be specified before the registration name can be changed.

Related Topics


Refreshing sample data

  1	Be sure to check with your system administrator before you refresh sample data to ensure that your company’s guidelines for doing so are followed.

  2	Click the Windows Start button.

  3	From the Programs menu, select Timberline Applications, Refresh Sample Data.

  4	If marked, the sample data is currently installed and will be restored to its original state. If unmarked, the sample data is not currently installed. Mark to install it.

  5	Click [Finish] to restore existing data and install new data as appropriate.

Sample data is refreshed and installed to a folder with the same name as the data and placed within the application folder. For example, the Construction Sample Data might be installed to T:\TIMBERLINE\CONSTRUCTION SAMPLE DATA.

Tips

•	You can refresh only Timberline-supplied sample data. If you create your own sample data files, you may find it helpful to develop backup procedures for them so you can go back to previous versions as needed.

•	The sample data files may contain data for applications that you have not purchased. In this case, answer yes when asked if you want to turn off interfaces between these applications.

Related Topics


Overview

Use to restore Timberline-supplied sample data to its original, unaltered state. Also, use to install new sample data. Sample data is always returned to the same version as the currently installed software.


How to display percentages in reports and inquiries

In general, all numeric fields need to be multiplied by 100 to display as percentages in reports and inquiries. For example, to display a field as a percentage, create a design or public formula that multiplies the field by 100:

FIELD * 100

In addition, formulas created to return a percentage need to be multiplied by 100. For example, to display the percent of lost discounts for Accounts Payable invoices as a percentage, use this formula:

(Discounts lost / Discounts offered) * 100

Fields that are entered as percentages, such as Discount Percent in Accounts Payable, are exceptions to this rule and always appear as percentages when used in reports and inquiries.

If you want the percent sign (%) to follow a percentage in a report or inquiry, enter it after the formula in the design.

Related Topics


Changing and adding custom fields

  1	From the File menu, select Data Folder Settings, Custom Fields.

  2	Select the record to be modified, then click [Edit]. Only the records used with the current application are available in the list.

  3	Click in the custom field you want to change and click [Change], or click [Add] to add a new custom field.

  4	Change or enter the description and any other necessary options.

  5	Click [OK].

  6	Continue changing or adding custom fields, or click [Close] to exit.

Note

•	If you made any additions or changes, a message appears, informing you that the modifications will be effective only in the current data folder. To make them effective in any other data folder, you must apply Upgrade Files on the record containing the custom field(s) in that other folder.

Related Topics


Overview

Custom fields are used to store customized information about specific records, e.g., vendors in Accounts Payable, jobs in Job Cost, etc. You can use custom fields to store miscellaneous information that you want to track in the fields that you design.


Deleting custom fields

Use the following steps to delete a custom field.

  1	From the File menu, select Data Folder Settings, Custom Fields.

  2	Select the record containing the custom field to be deleted, then click [Edit].

  3	When the Custom Fields window opens, click in the field to be deleted, then click [Delete].

  4	Answer yes to the prompt.

  5	Continue deleting additional fields not needed, or click [Close] to exit.

Note

•	If you made any deletions, a message appears, informing you that the custom fields will be deleted only in the current data folder. To delete them in any other data folder, you must apply Upgrade Files on the record containing the custom fields in that other folder. The exception to this is that immediately after the deletions, these fields can no longer be accessed by any report created by Timberline's Report Designer application nor by any formula, regardless of the data folder being used. Until the Upgrade Files is performed, the fields will still appear in other data folders and can appear on inquiries produced in other data folders.

Related Topics


Adding notes to Help

Notes can be added to online Help using the Annotate feature. However, each time a new version of an application is installed, your annotations are erased when the updated Help files are installed.

For this reason, Timberline strongly recommends that you do NOT annotate online Help.

Related Topics


Where to find information

This information	Is found here	And contains
Sample Data	From a File menu, select Open Data Folder	Sample files used for testing features in the software.
Setup documentation	Manual is shipped to you	Installation information, decisions required before using the software, testing your setup, and entering beginning balances.
Help	From a Help menu, select Help Topics, or click an item in a window	Documentation about an application, including procedures. What's This Help provides descriptions of items in a window that are accessible while working in an application.
Release Notes	From a Help menu, select Release Notes	New features, changes, and requirements for the current version of an application.
Timberline Services	From a Help menu, select Timberline Services	Services and support provided by Timberline and the license agreement.
Related Topics


Services provided by Timberline

Timberline provides many services that help you use your software. For more information, select Timberline Services from any application Help menu:

•	How to contact Software Support

•	How to use the FaxBack service

•	Important Timberline telephone numbers and fax numbers

•	Links to the Timberline Web site and related sites, such as the Timberline Users Group (TUG) Web site

•	Operating system, hardware, and network requirements

•	Services provided by Timberline, including support and maintenance, training, Certified Consultants, Timberline Users Group (TUG), Timberline Accounting Conference (TAC), and other services

•	Your License Agreement

Related Topics


Entering batch information

  1	Decide whether you are manually or automatically assigning batch information and make the necessary selections using Data Folder Settings, General.

 How?

  2	From the Tasks menu in Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, or Property Management, select a command that allows you to make entries. For example, in General Ledger, select Record Entries.

  3	In the Batch Information window that appears, enter a batch number, description, and date.

  4	If you selected to use batch control totals in step 1, also enter the total number of entries (invoices or checks in Accounts Payable) and total amounts that you will be entering for this batch during one or more entry sessions.

  5	Click [OK].

  6	While entering information in the entry grid, click [Batch] to change any necessary batch information.

  7	Exit the entry session when done.

If using batch control totals and the total entries and amounts entered for the batch do not match those entered during the entry session, you are notified that the batch does not balance. If you continue, before the entries can be posted you must either change the totals for the batch ID or enter the remaining entries and amounts.

Related Topics


Overview

Batches are used to provide an additional control for ensuring the accuracy of input and for tracing entries back to the point of origin. Batches are stored with each entry.

Batch information can be manually entered before an entry session in Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, or Property Management.


About batch control totals (definition)
About batch control totals

Batch control totals allow you to control the information that is entered during an entry session in Accounts Payable, Accounts Receivable, Equipment Cost, General Ledger, Job Cost, and Property Management. Batch control totals are only in effect for an application if you select to use batches in the Data Folder Settings window and if you select the application in the Batch Control Totals window (Data Folder Settings, General menu).

When using batch control totals, the total amount for an entry session is entered before the entry session begins. This total amount must match the total of the entries before they are posted. You can exit one entry session without entering the required totals, then enter the same batch number for a different entry session to complete the required totals.

The use of batch control totals is optional. If not using batch control totals, consider setting up a procedure for entry input that includes the verification of totals with a ten-key tape.

Related Topics


Creating formulas

  1	From the Tools menu, select Formulas.

  2	Click [New]. The Formula Entry window opens.

  3	Begin building the formula by entering function names, operators, and constants using the keyboard.

  4	Add fields by double-clicking them from the right portion of the window.

  5	If necessary, you can view different field and formula lists by clicking [Index].

 How?

  6	Click [OK] to accept the formula. If the formula cannot be accepted in its current form, a message displays indicating that formula is invalid. Correct the formula and click [OK] again.

  7	Name the formula in the Save Formula window that opens.

 How?

  8	Continue working with formulas, or click [Close].

Notes

•	If a formula contains one or more fields from a record, the formula can be used whenever an application has access to those records. If a formula contains only numbers or functions, it can be used any time formulas are available.

•	If the name of a field is typed in the formula instead of selected from the list in step 4, a message displays indicating there is an unexpected character. Remove the typed field name and replace it by selecting the same field name from the list of fields.

Related Topics


Overview

Formulas allow you to create mathematical expressions that can be evaluated in numerous applications. Formulas can contain combinations of fields, numeric operators, functions, constants, and other formulas. These elements combine to create a formula which can then be used in different areas of the software to perform calculations.

Formulas might be used when:

•	Printing a report -- to assign conditions based on the result of a calculation.

•	Creating an inquiry in Inquiry Designer -- to add a column that performs a calculation based on existing values.

•	Designing a report in Report Designer -- to sum the totals of two or more fields.

•	Creating special calculations for items in Payroll -- to calculate a deduction.


Changing formulas

  1	From the Tools menu, select Formulas.

  2	Select the formula you want to modify. If necessary, click [Index] to view different formula types.

  3	Click [Change].

  4	Add or change the function names, operators, and constants using the keyboard.

  5	Add or change fields by double-clicking them in the right portion of the window.

  6	If necessary, you can view different field and formula lists by clicking [Index].

 How?

  7	Click [OK] to accept the formula. If the formula cannot be accepted in its current form, a message displays indicating that formula is invalid. Correct the formula and click [OK] again.

  8	Continue working with formulas, or click [Close].

Notes

•	If a formula contains one or more fields from a record, the formula can be used whenever an application has access to those records. If a formula contains only numbers or functions, it can be used any time formulas are available.

•	If the name of a field is typed in the formula instead of selected from the list in step 4, a message displays indicating there is an unexpected character. Remove the typed field name and replace it by selecting the same field name from the list of fields.

Related Topics


Copying formulas

  1	From the Tools menu, select Formulas.

  2	Select the formula you want to copy. If necessary, click [Index] to view different formula types.

  3	Click [Copy].

  4	Name of the new formula you are copying to. If in Report Designer, select whether the new formula should be a public or design formula.

 How?

  5	Continue working with formulas, or click [Close].

Tip

•	If an application formula nearly fits your needs but requires some minor modification, copy the formula to another formula and modify the copied version.

Related Topics


Overview

Copying formulas allows you to copy formulas, change copied versions of application formulas, rename formulas, and modify existing formulas, while saving the existing formula for reference.


Deleting formulas

  1	From the Tools menu, select Formulas.

  2	Select the formula you want to delete. If necessary, click [Index] to view different formula types.

  3	Click [Delete], and click [Yes] when asked to confirm that you want to delete the formula.

  4	Continue working with formulas, or click [Close].

Related Topics


Printing formulas

  1	From the Tools menu, select Formulas.

  2	To view different formula types, click [Index].

  3	From the File menu, select Print.

  4	Make print selections as needed.

  5	Click [Start] to print all formulas in the selected formula type.

  6	Continue working with formulas, or click [Close].

Related Topics


Overview

You can print application, design, and public formulas whenever they are accessible. The Formulas report lists the name and content of each formula in the selected formula type.


Creating macros

  1	From the Tools menu, select Macros.

  2	Click [Add Step].

  3	Select the commands representing the actions you want completed when the macro runs. Commands that appear in gray are not available for use in macros.

  4	If prompted for file names, enter the file names to use when the macro runs. If a Print Selection window opens, make print selections as needed.

  5	If the macro is for a series of reports, enter the report information, and decide whether the report prompt fields can be changed when the macro runs.

  6	When prompted, select whether to continue with the macro if this step fails, or discontinue if it fails. A macro step could fail if the disk is full, the printer is offline, conditions for a report cannot be met, or a required file does not exist.

  7	Continue working with the macro by clicking [Add Step] to add more steps, [Insert Step] to insert steps above selected steps, [Delete Step] to remove selected steps, and [Change Step] to modify selected steps.

  8	Click [Save As], assign a name for this macro, and click [Save]. If you use the same name as another macro, the old macro is overwritten, not added to.

  9	Continue setting up another macro by clicking [New], or click [Close] to exit.

10	Run each macro to test if it is working properly.

 How?

Tip

•	Timberline recommends saving all macros since you can probably use the same macro or make small adjustments and use it at a later time.

Note

•	Macro steps are performed in consecutive order as listed in the Macros window.

Related Topics


About macros (definition)
About macros

A macro is a list of prerecorded instructions that performs a specific series of tasks on demand. You can create and store multiple macros. When macros are created and saved, they can be repeatedly used.

You might want to create macros to:

•	Run a series of reports while you are not in the office. You can create a macro that prints selected reports to the printer or a series of print files. Just start the macro before you leave the office.

•	At the end of the day, print to a printer the journals that you have printed to files during the day.

•	Perform file maintenance at the end of the month. After performing your backup routine, use a macro to compact your most often used files.


Changing macros

  1	From the Tools menu, select Macros.

  2	Click [Open], select the macro you want to change, and click [Open].

  3	Modify the macro by clicking [Add Step] to add a step at the end of the step list, [Insert Step] to insert a step above the selected step, [Delete Step] to remove the selected step, and [Change Step] to modify step (e.g., to change the file used in the step, to change where the output prints, or to continue with the next macro step if a macro step is unsuccessful).

  4	Click [Save] to save the changes to the same macro you opened. Or, click [Save As], assign a new name to the macro, and click [Save].

  5	Click [Close] to exit.

Tip

•	You can double-click a macro step to change it or view your selections.

Related Topics


Overview

Changing a macro modifies the steps that were originally set up. You can add, delete, insert, or change steps in a macro. You may need to modify a macro if it is not working properly or if it needs additional or fewer steps.


Running macros

  1	Create a macro.

 How?

  2	From the Tools menu, select Macros.

  3	Click [Open], select the macro you want to run, and click [Open].

  4	Click [Run].

  5	Complete all windows that prompt you for information. The macro begins processing in the background.

  6	If desired, click [Log] to view the macro log file.

 How?

  7	Click [Close].

Tips

•	Macros can also be run by double-clicking a shortcut that you created or by double-clicking a macro file (MAC) in Explorer.

•	The macro log file name is the macro name (at the time it was run) combined with LOG as the extension, e.g., BONUSES.LOG.

•	Macro log files can also be viewed and printed by double-clicking a macro log file (LOG) in Explorer.

Related Topics


Overview

When you have created a macro to perform a series of tasks and you want to start performing those tasks, run the macro. You can run a macro that has been previously created and saved, or you can create a macro and run it one time only.


Deleting macros

  1	From the Tools menu, select Macros.

  2	Click [Open], select the macro you want to delete, and click [Open].

  3	Verify that this is the macro you want to delete.

  4	Click [Delete].

  5	Click [Yes] when asked to verify that you want to delete this macro.

  6	Click [Close].

Note

•	Deleting a macro also deletes its corresponding macro log file.

Related Topics


Printing macros

  1	From the Tools menu, select Macros.

  2	Click [Open], select the desired macro, and click [Open].

  3	From the File menu, select Print.

  4	Make print selections as needed.

  5	Click [Start].

Related Topics


Overview

Use to print the contents of a macro. The report lists each step in the macro, the files used, print options selected, and whether to continue with the next macro step if the previous macro step is unsuccessful.


Security

For information about security, see the Help index entry "Timberline Office Security" or the Help Table of Contents heading "Using Timberline Office Security."


Learn about system modes and folder types

Timberline uses system modes and folder types to define how applications share data. At this time, the primary example of this is Address Book. In this application, you can share data in several ways:

•	Share Address Book information between estimating and accounting departments so that you have a central database of subcontractors and vendors.

•	Share Address Book information between estimating and accounting departments but temporarily disconnect from the network and use Address Book and other Timberline applications at a job site.

•	Share Address Book information with only estimators in your company.

•	Do not share Address Book information.

To accommodate these scenarios, Timberline developed three types of data folders:

•	Enterprise folders, which can be shared between estimating products and accounting and project management products.

•	Workstation folders, which can be shared only among estimators.

•	Offline folders, which cannot be shared.

In addition, Timberline developed four system modes:

•	Workstation (estimating) mode, which is the default for estimating products. In this mode, you can share Address Book information with other estimators (share a workstation folder) or use a private copy of Address Book (use an offline folder).

•	Enterprise (accounting) mode, which is the default for accounting and project management products. In this mode, you can access any type of folder. Typically, you share Address Book data in an enterprise folder.

•	Enterprise (accounting/estimating) mode, which occurs when you have (a) estimating products and accounting and project management products on the same workstation, or (b) only estimating products but you have performed a shared component installation. In this mode, you can access any type of folder. Typically you share Address Book information across product lines in an enterprise folder.

•	Offline (accounting/estimating) mode, which occurs when you are in enterprise (accounting/estimating) mode but cannot access an enterprise system folder. This usually happens when you temporarily disconnect from the network to work outside the office. In this mode, you can access offline folders and workstation folders. Typically, you use a private copy of Address Book data in an offline folder.

If you do not know your system mode or folder type, open TS-Main. Select Help > About TS-Main; then click [Additional Information]. In the Additional Information window, look for the lines that list the system mode and folder type.


Cascade (Window menu)

Use to overlap windows so you can see the titles of each open window.


Cascade

Use to overlap windows so you can see the titles of each open window. See Microsoft Windows Help for detailed instructions.


Tile (Window menu)

Use to arrange windows horizontally so you can see the majority of all open windows.


Tile

Use to arrange windows horizontally so you can see the majority of all open windows. See Microsoft Windows Help for detailed instructions.


Arrange Icons (Window menu)

Use to arrange all minimized windows at the bottom of the main window.


Arrange Icons

Use to arrange all minimized windows at the bottom of the main window. See Microsoft Windows Help for detailed instructions.


Window name (Window menu)

Use to select the window you want to view. Each open window is numbered in the list (1, 2, 3, etc.).


Window name

Use to select the window you want to view. Each open window is numbered in the list (1, 2, 3, etc.). See Microsoft Windows Help for detailed instructions.


Unable to post, missing tax master file

If you are not tracking taxes in Accounts Receivable and you are unable to Post Invoices in Billing because the command cannot find the tax master file (Master.TXM) follow these steps to create it:

  1	In the Accounts Receivable application, from the File, Data Folder Settings menu, select AR Settings.

  2	Mark the Tracking taxes box under Tax usage.

  3	Click [OK] to save your changes and return to the main Accounts Receivables menu.

  4	From the Setup menu in Accounts Receivable, select Taxes, Tax Rates.

  5	In the Setup Tax – File Selection window, click [OK] to create the file.

  6	In the Tax Rate Setup window, click [Close] to exit the command.

  7	From the File, Data Folder Settings menu, select AR Settings.

  8	Unmark the Tracking taxes box under Tax usage.

  9	Click [OK] to save your changes and return to the main Accounts Receivables menu.

10	Close Accounts Receivable and then post your invoices in Billing.


Correcting transactions rejected during Generate Work-In-Progress

When the Generate Work-In-Progress command encounters a transaction that cannot be processed, it remains in the BLT (transaction) file and an entry is written to the Reject journal. The entry includes the reason for the rejection and the key fields that relate to the rejected record. The following is a list of reasons records may be rejected:

The contract is unknown. This rejection has several possible causes and solutions.  How?

•	The Standard markup table and Rate table for the cost type on the transaction are unknown.

•	The Standard markup table specified on the contract item does not exist.

•	The Rate table specified on the contract item does not exist.

•	The Standard markup table or the Rate table does not have a valid Effective date.

•	The Transaction date is less than the Effective date on the Standard markup table or the Rate table.

•	The transaction date is greater than the Through date on the Standard markup table or the Rate table.

•	No match is found on the Rate table and a valid Standard markup table does not exist.

•	The Rate table has a Unit cost, but no units exist on the transaction and no calculation can be made.

•	The Rate table does not contain sufficient pricing information and the rate calculation cannot be made.

Once you have made corrections to the contract item, rate table, or markup table respectively, rerun the Generate Work-In-Progress command to process the rejected records.

Related Topics


Correcting blank invoice formats

Work-In-Progress and worksheet entry records are rejected during Generate Invoices when no invoice format is assigned to the contract item in the Contracts application (Billing tab). This may cause invoices to be generated with amounts that are lower than expected or not generated at all. An error message is written in the Generate Invoices journal when this occurs. Follow these instructions for correcting these records and regenerating the invoice(s).

  1	In the Contracts application, from the Inquiry, Contract/Item Inquiries menu, select the Billing/GL Accounts/Tax inquiry. Select the Active CN Contract file and locate all contract items with missing invoice formats by clicking [Contract Items].

  2	In the Contracts application, add the missing invoice formats to the contract items (Billing tab).

  3	In the Billing application, void any incorrectly generated invoices. Be sure you select Reinstate in the Void Invoice window.

 How?

  4	In the Billing application, synchronize the rejected records to update them with the invoice formats you assigned in step 2.

 How? – cost-based invoices

 How? – contract-based invoices

  5	Regenerate the invoices.

 How?


Billing

Select the rejection message:

 Batch could not be created

 Invoice could not be posted

 Invoice records could not be moved to the Billed file

 WIP records could not be moved to the Billed file


Batch could not be created

Billing is unable to create the AR batch record because the disk is full or the disk is write protected. Check your disk space. If there is free disk space, verify that you disk is not write protected.


Invoice could not be posted

The Billing invoice could not be posted because of one of the following reasons:

Disk is full

Customer, Invoice date, Invoice ID or Accounting date on the invoice is missing

One or more General Ledger account on the invoice could not be determined

Verify that you have adequate disk space. If so, verify that the invoice includes the above listed information. If not, use Change Invoices to correct the invoice. See Changing invoices for instructions.

Otherwise, refer to About the account retrieval for Post Invoices to locate the General Ledger account that cannot be determined by the posting process. Then correct the account.


Invoice records could not be moved to the Billed file

The disk is full or the posting process encountered a network error. Verify that you have adequate disk space. Then try posting entries again. If the problem persists, contact Timberline Software Support at 1-800-551-8307 for further instruction.


WIP records could not be moved to the Billed file

The disk is full or the posting process encountered a network error. Verify that you have adequate disk space. Then try posting entries again. If the problem persists, contact Timberline Software Support at 1-800-551-8307 for further instruction.


Invoice is not printing

There are a number of possible reasons that a cost-based or contract-based invoice (or group of invoices) is omitted during Print Invoices. Check the following:

  1	Verify that the invoice was generated correctly in Generate Invoices. See the Generate Invoices journal for rejected entries.

  2	Is the information you have entered in the Print Invoices window correct?

 About entering criteria in the Print Invoices window

  3	What is the status of the invoice? Using Inquiry, view the invoice status (Invoices, All Invoices inquiry).

If the status is Pending, either approve the invoice in Change Invoices (Tasks menu) or mark the Allow final printing of invoices with status: Pending box in BL Settings (General tab). Invoices are automatically generated with a status of Pending or Maximum exceeded. By changing your BL Setting to allow printing of Pending invoices, you are no longer forcing the approval of invoices prior to printing. Confirm your company's policy on pending invoices prior to changing this setting.

If the status is Maximum exceeded, the invoice amount has exceeded the contract amount in Contracts. To print the invoice, change status to Approved in Change Invoices (Tasks menu) or mark the Allow final printing of invoices with status: Maximum exceeded box in BL Settings (General tab). By changing your BL Setting to allow printing of Maximum exceeded invoices, all invoices with this status will be printed in the future. Confirm your company's policy on invoices with a billing type of Cost Plus to a Maximum before proceeding.

If the status is Printed, the invoice has already been final printed. Use Reprint Invoices (Tasks menu) to print another copy of the invoice.

  4	Does the Invoice format on the invoice record exist in Billing? Verify that the invoice format on the invoice record is a valid format in Billing. Using Inquiry - Invoices, All Invoices (use the Unbilled.BLI file), compare the invoice format to the existing formats in the Lists, Format inquiry. The invoice format comes from the contract item and it is possible for a format to be deleted in Billing after it was assigned in Contracts. Correct the format on the invoice.  How?

  5	Is the Cut-off date you have entered in the Print Invoices window the same as the cut-off date used during Generate Invoices? The cut-off date is required when generating cost-based invoices and optional for contract-based invoices. Be sure that you enter the same cut-off date as you entered during Generate Invoices. Leave the cut-off date blank if you are printing contract-based invoices and you did not enter a cut-off date during Generate Invoices.


Correcting the invoice format after the invoice is generated

  1	Correct the invoice format on the contract item in the Contracts application. See Setting up contracts in the Contracts online Help. Be sure you use the List function to ensure that you select an existing format.

  2	Void the incorrect invoices.

 How?

Note

•	It is important that you reinstate your entries when you void invoices. Otherwise, you cannot reprocess them with the correct information.

  3	If you are processing cost-based invoices, synchronize your Work-In-Progress record to the new contract item values.

 How?

  4	If you are processing contract-based invoices, synchronize your Worksheet entry records to the new contract item values.

 How?

  5	Generate invoices.

 How?


Correcting invoice grouping

  1	Change your contract items in the Contracts application to the correct values. See Setting up contracts in the Contracts online Help.

  2	Void the incorrect invoices.

 How?

Note

•	It is important that you reinstate your entries when you void invoices. Otherwise, you cannot reprocess them with the correct information.

  3	Synchronize your Work-In-Progress record to the new contract item values.

 How?

  4	Synchronize your Worksheet entry records to the new contract item values.

 How?

  5	Generate invoices.

 How?


Overview

When you generate invoices, the items that are included on the invoice are determined by the information contained on the contract item. All Work-In-Progress and Worksheet entry records that are generated or created in Billing are grouped by the Generate Invoices command based on the Customer, Contract, Invoice format and, when the Billing location is Item, the Billing contact.

When you add or change contract items, if these fields are not the same on each contract item, additional invoices will be created. For example, if a contract has three contract items and each of those items has a different customer specified, Generate Invoices will create three separate invoices.

If your invoices were not generated with the grouping you expected, follow these steps to correct them.


Correcting invoice add-ons

  1	Void the invoice and reinstate the Work-In-Progress or worksheet entry records.  How?

  2	Determine whether the add-on table specified on the contract (Billing tab) is correct. Refer to Setting up a contract in the Contracts online Help.

  3	If the add-on table specified on the contract is correct, change the add-on table to reflect the correct amounts or percents. Be sure the cumulate boxes are set correctly.  How?

  4	Generate the invoice again.  How?

Note

•	Invoices that have not been posted can be corrected in Billing. To correct a posted invoice, you can void the invoice in Accounts Receivable and reinstate it in Billing. For more information, see About voiding Billing invoices in Accounts Receivable in Accounts Receivable Help. Another option is to correct posted invoice amounts in Accounts Receivable using the Adjust Receivables command. For more information, see the Accounts Receivable Help topic titled Adjusting invoices.


Overview

During Generate Invoices, add-ons amounts are calculated based on the add-on table specified on the contract (Billing tab) in the Contracts application.


Correcting invoice tax

  1	Void the invoice and reinstate the Work-In-Progress or worksheet entry records.  How?

  2	Correct the tax group specified on the contract item (Tax tab). See the topic titled Adding contract items in Contracts Help. If the tax group is correct, change the tax rate in Accounts Receivable, Setup Taxes. See the topic titled Setting up taxes in Accounts Receivable Help.

  3	If the tax rates are correct but the tax amount on the invoice is not, verify that the exempt status is correct on the contract item (Billing tab). For contract-based invoices, if any changes are made to the exempt status, use the Enter Worksheets command to delete and reenter the worksheet entries. For cost-based invoices, verify that the exempt status is correct on the Work-In-Progress record using the Change Work-In-Progress command.

  4	Generate the invoice again.  How?

Note

•	Invoices that have not been posted can be corrected in Billing. To correct a posted invoice, you can void the invoice in Accounts Receivable and reinstate it in Billing. For more information, see About voiding Billing invoices in Accounts Receivable in Accounts Receivable Help. Another option is to correct posted invoice amounts in Accounts Receivable using the Adjust Receivables command. For more information, see the Accounts Receivable Help topic titled Adjusting invoices.


Overview

During Generate Invoices, tax amounts are calculated based on whether the Use Taxes box is marked in Accounts Receivable – AR Settings. When this box is marked, Generate Invoices in Billing retrieves the tax group specified on the contract item (Tax tab) in the Contracts application for each cost type that is defined as Taxable.


Correcting invoice retainage

  1	Void the invoice and reinstate the Work-In-Progress or worksheet entry records.  How?

  2	For cost-based invoices, correct the retainage specified on the contract item (Billing tab). Refer to Adding contract items in the Contracts online Help. For contract-based invoices, if the retainage percent is incorrect on the contract item, correct the contract item in Contracts (Billing tab). Then correct the existing worksheet entries in Billing. If the retainage percent is correct on the contract item, adjust the Retainage percent this period in Enter Worksheets only.

  3	Verify that the Hold retainage box is set correctly on the add-on (Standard Add-on Setup – General tab).  How?

  4	Generate the invoice again.  How?

Notes

•	If the tax on retainage is being calculated incorrectly, verify that the Track retainage tax box in Accounts Receivable – AR Settings is set correctly.

•	Invoices that have not been posted can be corrected in Billing. To correct a posted invoice, you can void the invoice in Accounts Receivable and reinstate it in Billing. For more information, see About voiding Billing invoices in Accounts Receivable in Accounts Receivable Help. Another option is to correct posted invoice amounts in Accounts Receivable using the Adjust Receivables command. For more information, see the Accounts Receivable Help topic titled Adjusting invoices.


Overview

During Generate Invoices, Billing retrieves the retainage percentage from the contract item (Billing tab) and applies it to the Work-In-Progress, worksheet entry, add-on, and sales totals.


Transaction was not sent to Billing

Cost and commitment transactions are sent to Billing from Accounts Payable, Equipment Cost, Job Cost and Payroll when the transaction meets the Send cost to Billing criteria. There are several reasons that a transaction might not be sent to Billing. Select the application where the transaction originated:

 Accounts Payable

 Equipment Cost

 Job Cost

 Payroll

For detailed information about how costs and commitments are sent to Billing, see to the Send cost to Billing Help topic.  Send cost to Billing


Accounts Payable cost transactions

  1	Was the transaction posted in Accounts Payable? Use the Posting journal in Accounts Payable to verify that the transaction was posted correctly. If not, post the transaction, or correct the reason it was rejected and post it again. If the transaction posted correctly, go to step 2.

  2	Verify that the Send cost to Billing box is marked on all the associated records listed below. Use the Invoices by Job inquiry (Inquiry menu) to determine which of these items is included on the invoice:

Standard Item (Billing application, Setup menu)

Standard Category (Job Cost application, Setup menu)

Cost Code (Job Cost application, Setup menu)

Contract Item (Contracts application, File menu)

Mark the Send cost to Billing box on the record where it is missing for future transactions. Go to step 3.

  3	Create the missing transaction in Billing.  How?


Creating the missing transaction in Billing

There are two options for creating the missing transaction in Billing. Select the option that most closely fits your business procedures:

Void the invoice in Accounts Payable. Verify that the record where the error occurred was corrected (step 2 of Accounts Payable cost transactions topic). Then enter the invoice and post it again.

In Billing, use the Change Work-In-Progress command (Tasks menu) to create the transaction. It is important to note that not all of the detail on the invoice record can be entered in Change Work-In-Progress and the look and organization of the invoice may be adversely affected.


Equipment Cost cost transactions

  1	Was the transaction posted in Equipment Cost? Use the Posting journal in Equipment Cost to verify that the transaction was posted correctly. If not, post the transaction, or correct the reason it was rejected and post it again. If the transaction posted correctly, go to step 2.

  2	Verify that the Send cost to Billing box is marked on all the associated records listed below. Use the Entries by Equipment inquiry (Inquiry menu) to determine which of these items is included on the entry:

Standard Item (Billing application, Setup menu)

Standard Category (Job Cost application, Setup menu)

Cost Code (Job Cost application, Setup menu)

Contract Item (Contracts application, File menu)

Mark the Send cost to Billing box on the record where it is missing for future transactions. Go to step 3.

  3	Create the missing transaction in Billing.  How?


Creating the missing transaction in Billing

There are two options for creating the missing transaction in Billing. Select the option that most closely fits your business procedures:

Reverse the entry in Equipment Cost. Verify that the record where the error occurred was corrected (step 2 of Equipment Cost cost transactions topic). Then enter the transaction and post it again.

In Billing, use the Change Work-In-Progress command (Tasks menu) to create the transaction. It is important to note that not all of the detail on the invoice record can be entered in Change Work-In-Progress and the look and organization of the invoice may be adversely affected.


Job Cost transactions

  1	Was the transaction posted in Job Cost? Use the Posting journal in Job Cost to verify that the transaction was posted correctly. If not, post the transaction, or correct the reason it was rejected and post it again. If the transaction posted correctly, go to step 2.

  2	Cost transactions only -- Verify that the Send cost to Billing box is marked on all the associated records listed below. Use the Entries by Equipment inquiry (Inquiry menu) to determine which of these items is included on the entry:

Standard Item (Billing application, Setup menu)

Standard Category (Job Cost application, Setup menu)

Cost Code (Job Cost application, Setup menu)

Contract Item (Contracts application, File menu)

Mark the Send cost to Billing box on the record where it is missing for future transactions. Go to step 3.

  3	Commitment transactions only -- Verify that the group cost code or individual cost code (Contract tab) is linked to a contract item. If not, create the link in the Contracts application. Use the Entries by batch inquiry (Inquiry menu) to determine the contract item.

  4	Create the missing transaction in Billing.  How?


Creating the missing transaction in Billing

There are two options for creating the missing transaction in Billing. Select the option that most closely fits your business procedures:

Reverse the entry in Job Cost. Verify that the record where the error occurred was corrected (steps 2 and 3 of Job Cost transactions topic). Then enter the transaction and post it again.

In Billing, use the Change Work-In-Progress command (Tasks menu) to create the transaction. It is important to note that not all of the detail on the invoice record can be entered in Change Work-In-Progress and the look and organization of the invoice may be adversely affected.


Payroll cost transactions

  1	Was the transaction posted in Payroll? Use the Posting journal in Payroll to verify that the transaction was posted correctly. If not, post the transaction, or correct the reason it was rejected and post it again. If the transaction posted correctly, go to step 2.

  2	Verify that the Send cost to Billing box is marked on all the associated records listed below. Use the EQ Detail inquiry (Inquiry menu) to determine which of these items is included on the check:

Standard Item (Billing application, Setup menu)

Standard Category (Job Cost application, Setup menu)

Cost Code (Job Cost application, Setup menu)

Contract Item (Contracts application, File menu)

Mark the Send cost to Billing box on the record where it is missing for future transactions. Go to step 3.

  3	Create the missing transaction in Billing.  How?


Creating the missing transaction in Billing

There are two options for creating the missing transaction in Billing. Select the option that most closely fits your business procedures:

Void the check in Payroll. Verify that the record where the error occurred was corrected (step 2 of Payroll cost transactions topic). Then enter the check and post it again.

In Billing, use the Change Work-In-Progress command (Tasks menu) to create the transaction. It is important to note that not all of the detail on the invoice record can be entered in Change Work-In-Progress and the look and organization of the invoice may be adversely affected.


Contract Unknown

The message "Contract unknown" on the Generate Work-In-Progress journal can be caused by one of the following reasons:

 The contract item is not linked to a job in the Contracts application

 The contract link is incomplete

 The transaction includes an Extra, but the contract item is not linked to an Extra

 More than one contract item is linked to the same job and cost code

Related Topics


Contract not linked to a job in Contracts

When a cost transaction is received by Billing for a job that is not linked to a contract item in the Contracts application, the Generate Work-In-Progress task is unable to determine the contract and the transaction is rejected.

If the contract item is not linked to a job and has not been approved in Contracts, simply link it to the correct job, extra and/or cost code. For more instructions, see the topic titled Linking a contract to a job in Contracts Help. Approving a contract item before generating Work-In-Progress is optional, but must be done before you can generate an invoice.

If the contract item is not linked to a job but it has been approved, you may be able to unapprove it, link it to the correct job, and then approve it. For detailed information on how to unapprove a contract item and the specific conditions that must be met, see the Contracts Help topic titled About unapproving contract items.


Incomplete contract link

If the contract item is linked at the job level but not at the cost code level and there are multiple contract items with the same job link, Generate Work-In-Progress doesn't know which contract item to use.

In the Contracts application, link the contract item to a cost code (or multiple cost codes). This can be done at any time, even after the contract item has been approved. For instructions, see the Contracts Help topic titled Linking contracts to jobs.

When you have finished, run Generate Work-In-Progress in Billing again.


Contract item is not linked to an Extra

If the cost transaction includes an extra but the contract item is not linked to an extra in the Contracts application, the Generate Work-In-Progress cannot process the transaction.

If the contract item is not linked to the extra and has not been approved in Contracts, simply link it to the correct extra. For more instructions, see the topic titled Linking a contract to a jobs in Contracts Help. Approving a contract item before generating Work-In-Progress is optional, but must be done before you can generate an invoice.

If the contract item is not linked to an extra but it has been approved, you may be able to unapprove it, link it to the correct extra, and then approve it. For detailed information on how to unapprove a contract item and the specific conditions that must be met, see the topic Contracts Help topic titled About unapproving contract items.


Multiple contract items linked to the same job, extra, cost code

If there are multiple contract items linked to the same job, extra and/or cost code, Generate Work-In-Progress is unable to determine which contract item to use on the cost transaction.

Using the Contract Items report in the Contracts application (Reports, List menu), verify which contract items have been linked and approved. If you find multiple contracts that are linked and approved to the same job, extra and/or cost code, contact Timberline Software Support for further instruction.


The wrong cut-off date was entered in Generate Invoices

If you are processing cost-based invoices, which require a cut-off date, follow these steps:

  1	Using the Change Invoices command (Tasks menu), void the invoices.  How?

Be sure you reinstate the Work-In-Progress records when you void the invoices.

  2	Generate invoices using the correct cut-off date.  How?

If you are processing contract-based invoices, no correction is necessary unless you are using an AIA invoice format. The AIA invoice format uses the cut-off date to calculate Period to. In this circumstance, follow these steps:

  1	Using the Change Invoices command (Tasks menu), void the invoices.  How?

Be sure you reinstate the Worksheet records when you void the invoices.

  2	Generate invoices using the correct cut-off date.  How?


Unit, Non-unit, or Retainage invoice form is invalid, missing, or in use

Either the key information stored on this invoice report design differs from the information stored in the data files, or the report design file is missing or in use.

Check the name of the report selected as your Quick Bill invoice form. It is listed on the Journals/Forms tab in BL Settings. Verify that the report actually exists in the directory specified. If the report exists and is not currently in use by another user, open it in Report Designer and check the Sort Order (Design menu, Sort Order). The print order for the Invoice record must be "print in customer, invoice order". Whether you change the order or not, save the report before exiting and try printing the invoice again.

If the Quick Bill invoice report is missing or in a location other than the one specified on the Journals/Forms tab, find the report and be sure it resides in the folder and path specified on the Journals/Forms tab.

If the Quick Bill invoice report is currently in use, meaning it is open in Report Designer, close it in Report Designer before printing again.

If you do not have the General Ledger application installed, you must use a Quick Bill, Bill Retainage invoice form that is intended for use with non-General Ledger installations. In BL Settings, Journals/Forms, select the BL Bill Retainage Invoice (non GL).rpt as your Quick Bill, Bill Retainge invoice form.


Incorrect Previous Work Completed or Previously Billed Amount

If your Previous Work Completed or Previously Billed Amount in Enter Worksheets is not correctly including all previous work completed amounts, be sure that all invoices have been posted through to the Contracts application. Previous work completed/billed amounts are accurate after you have posted invoices in Billing, Accounts Receivable, and Contracts.

Note

If you find unposted entries and post them, be sure to delete the worksheet in Enter Worksheets to clear it of the incorrect amounts. When you reopen it, the Previous Work Completed/Billed Amounts will be correct, and you need to reenter other billing amounts.


Seagate Crystal Reports Database Error

Below are suggestions to try if you receive an error message in a Seagate Crystal Reports: Database Error window that says ODBC Error: [Timberline] [Timberline ODBC Driver] [File Library] No such table or object. A similar error message includes “Table is in use, cannot perform operation. Print Engine Error 527: SQL server error.”

•	Remove the Billing Data Source as an ODBC user data source. It will be recreated when you reopen the Billing application. To do this, from the Windows Desktop, click [Start] and select Settings. Select Control Panel. Double-click the ODBC Data Sources (32-bit) icon. In the ODBC Data Source Administrator window, select the User DSN tab. Highlight Billing Data Source listed in the User Data Source box. Click [Remove].

•	If removing the Billing Data Source does not work, reinstall Billing and ODBC on your server and then on your workstation.

If the above suggestions do not solve the issue, contact Timberline Software Support.

Note

You may receive this error when trying to print or preview an invoice using the Print Invoices command from the Tasks menu or when previewing an invoice format from the Invoice Formats command on the Tools menu.


About the draw ID retrieval in Billing

Billing determines the draw ID for non-Quick Bill invoices by looking at the Source field on the contract (Invoice tab) in the Contracts application during final printing in Billing. The following options are available in this field:

•	Company -- uses the Draw ID format in Billing Settings (General tab) in Billing.

•	Customer -- uses the Draw ID format on the Customer (Billing tab) in Accounts Receivable.

•	Contract -- uses the Automatic draw numbering on the contract (Invoice tab) in Contracts.

The draw ID is a combination of text (10 character prefix) and number (five digits).

For example: Gros Assoc 00002.

In Enter Quick Bill, the draw ID prefills by adding 1 to the last draw on the associated job (Job Cost, Job Setup, Receivables tab). If no draw exists on the job, or the draw includes an alpha character, the draw ID is prefilled with 1. If no job is included on the invoice, the draw ID does not prefill and is not required.

Accounts Receivable uses a different retrieval method. For more information, see the Accounts Receivable Help topic titled About the draw ID retrieval in Accounts Receivable.


About the data flow in Billing

In Billing, there are two different processing paths, depending upon whether you are generating cost-based or contract-based billings. Contract-based billings are Progress Billing, Lump Sum, and Unit Price types. Cost-based billings are Time & Material and Cost Plus to a Maximum types. The billing type on a transaction is defined on the contract item in the Contracts application. Transactions are received from Accounts Payable, Equipment Cost, Job Cost and Payroll for cost-based invoices. Worksheet entries are created in Billing for contract-based invoices.

 Contract-based data flow

 Cost-based data flow


About contract-based data flow in Billing

The following illustrates how contract-based invoices are processed in Billing:

  1	Before worksheet entries are created in Billing, you set up Add-on Tables and assign them to each contract in the Contracts application. Add-on tables contain additional charges or deductions you want to apply to an invoice.

  2	Worksheet entries are created with information you enter, such as Units in place this period, Stored material, Work completed this period and Percent complete, Retainage held and Retainage billed for each contract item, using Enter Worksheets.

  3	The Generate Invoices command uses the worksheet entries and add-on tables to produce invoices by contract. Taxes are also calculated at this time.

  4	If necessary, you can change invoices using the Change Invoices command. You can change invoices anytime before posting the invoice to Accounts Receivable.

  5	Use the Print Invoices command to print invoices. You can preview, print a draft, or print a final invoice.

  6	When you post invoices using the Post Invoices command, entries are created for Accounts Receivable. When you post in Accounts Receivable, the information originating from Billing is posted to Contracts, General Ledger, and Job Cost.

Notes

For contract-based invoicing to process successfully using the Generate Invoices task, the contract must be approved, but contract items can be either approved or not approved (pending or proposed) in Contracts. For information about approving contracts and their items, see the Contracts Help topics titled About contract status and About contract item status.

The Generate Work-In-Progress task, usually associated with cost-based billing, also creates Work-In-Progress (WIP) records for contract-based billing (Progress Bill, Lump Sum, and Unit Price). WIP records for contract-based billings are for only reporting purposes. These WIP records are stored in the History.BLW file rather than the Unbilled.BLW file.

Related Topics


About cost-based data flow in Billing

The following illustrates how cost-based invoices are processed in Billing:

  1	Before cost-based transactions are sent to Billing from other applications, you create Rate Tables, Markup Tables, and Add-on Tables in Billing and assigned to each contract or contract item record in Contracts.

Rate Tables -- are used to define the billing rates and are assigned to the contract item for each cost type.

Markup Tables -- are used to associate standard markups with one or more contract items.

Add-on Tables -- contain additional charges or deductions you want to apply to a section of the invoice and/or the invoice total.

Standard Items -- provide specific item descriptions and prices on invoices.

These items are not required in order for Billing to receive transactions. However, you may want to use one or more during the processing of cost-based billings.

  2	Cost-based transactions are sent to Billing from Accounts Payable, Equipment Cost, Job Cost, and Payroll.

  3	When you use the Generate Work-In-Progress command, billed Work-In-Progress prices are determined by retrieving rates using the following hierarchy: Rate tables, Standard Items and Markup tables.

  4	If necessary, Work-In-Progress records can be changed and created, using Change Work-In-Progress.

Note

•	When you change Work-In-Progress records in Billing, the initial transactions that reside in the originating applications are not affected. If you add a Work-In-Progress record in Billing, there is no corresponding transaction in any other application. If the changes are made in the corresponding application, however, correcting entries are sent to Billing.

  5	If you have changed a rate table, markup table, or job link on a contract in Contracts, this may affect existing Work-In-Progress entries. You can revise the existing Work-In-Progress entries using the Regenerate Work-In-Progress command.

  6	Invoices are generated, using Generate Invoices. Generate Invoices calculates add-ons, based on the Add-on table assigned to the contract, as well as the retainage held and taxes.

  7	If necessary, invoices can be changed using Change Invoices. Retainage can be billed at this time as well. Invoices can be changed anytime prior to posting the invoice to Accounts Receivable.

  8	Invoices are printed, using Print Invoices. You can preview, print a draft, or print a final invoice.

  9	Invoices are posted, using Post Invoices. Billing automatically creates entries for Accounts Receivable, where the transactions are processed and Contracts, General Ledger, and Job Cost are updated with billing information.

Note

•	For cost-based invoicing to process successfully using the Generate Invoice task in Billing, contract and contract items must be approved in Contracts. For information about approving contracts and their items, see Contracts online Help topics “About contract status” and “About contract item status”.

Related Topics


About the exempt status retrieval
About exempt status retrieval

For cost-based and contract-based invoicing:

When the Tracking taxes box is marked in AR Settings in Accounts Receivable, Billing looks for an exempt status to determine whether or not to calculate taxes. Depending on the Billing type specified on the contract item (Billing tab) in Contracts, Billing looks in different locations for the exempt status.

For taxes to be calculated for a contract item on a cost-based invoice, the status "Taxable" must be found in all of the locations in the below list. If any one does not have a "Taxable" status, taxes are not calculated for the contract item.

For cost-based billing types (Time & Materials and Cost Plus to Maximum), Generate Work-In-Progress looks for an exempt status in these locations:

  1	Contracts application, Contract Item - Tax tab (from the amount type that corresponds with the Work-In-Progress record cost type).

  2	Billing application, Standard item setup - General tab (only if using standard items).

  3	Job Cost application, Category setup - General tab.

  4	Job Cost application, Cost Code setup - Contract Info tab (only if not using categories).

For cost-based billing types, Change Work-In-Progress looks for the exempt status in these locations:

  1	Contracts application, Contract Item - Tax tab.

  2	Billing application, Standard item - General tab (only if using standard items).

For contract-based billing types (Progress Billing, Lump Sum, and Unit Price), the exempt status is retrieved during Enter Worksheets from the Total billed field on the contract item in Contracts (Tax tab).

Refer to the following topic for Quick Bill exempt status retrieval:

 About exempt status retrieval for Quick Bill invoicing


About exempt status retrieval for Quick Bill invoicing

When Tracking taxes is marked in AR Settings in Accounts Receivable, Billing looks for an exempt status to determine whether or not to calculate taxes.

The Quick Bill entry grid includes a Tax Group and Taxable column. For each invoice item entered, these columns prefill as outlined below. You have the option of changing the prefilled entries as needed during Quick Bill entry.

Invoice item	Exempt status is retrieved from
Entered manually	Accounts Receivable: Total billed Exempt status on Taxes tab of Customer setup (Setup menu)
Prefilled from a rate table	Accounts Receivable: Cost type Exempt status on Taxes tab of Customer setup (Setup menu). Cost type matches rate table cost type.
Prefilled from a standard item	Billing: Exempt status on General tab of Standard item (Setup menu)
Prefilled from a standard add-on	Billing: Exempt status on General tab of Standard add-on (Setup menu)
Prefilled from a Percentage billed	Accounts Receivable: Total billed Exempt status on Taxes tab of Customer setup (Setup menu)
Related Topics


When to send cost to Billing from Contracts

Cost-based billing types (Time & Material and Cost Plus to a Maximum) automatically send cost to Billing for invoicing. You can also send contract-based billing types (Progress Billing, Lump Sum and Unit Price) to Billing for reporting purposes. For example, you may need to provide detailed customer cost reports for progress billing invoices, or you may want to evaluate earnings on a contract to assist is bidding future jobs of the same type.

Contract-based billing types do not use the marked up cost for invoicing. Billing retrieves the contract and contract item information when you create worksheet entries for invoicing. When you send contract-based billing information to Billing, the Generate Work-In-Progress command applies the rates and markups to the transactions, just as it does to the cost-based transactions. However, contract-based transactions are transferred to the History.BLW (Work-In-Progress) file instead of the Unbilled.BLW file.

Costs charged to a job with a "Use Quick Bill" billing method (on the job setup in Job Cost) are not sent to Billing.


About Billing interfaces

Billing interfaces with Accounts Payable, Equipment Cost, Job Cost, Payroll, Accounts Receivable, Contracts, and Inventory.

The following cost-based transactions are sent to Billing from other Timberline applications:

•	Accounts Payable -- invoice distributions (at the distribution level, one BL transaction per job distribution).

•	Equipment Cost -- cost and revenue (one BL transaction per cost code or revenue code transaction).

•	Job Cost -- direct costs (one BL transaction per direct cost item) and commitments (one BL transaction per commitment item). Commited cost transactions are sent only if the check box on Contract Item, Bill Commitments is checked; otherwise, JC sends direct costs only.

•	Payroll -- time (one BL transaction per time entry line), burden (summarized according to BL settings in the Payroll application), and EQ revenue (one BL transaction per EQ revenue item).

•	Service Management -- work order items (one BL transaction per work order item).

When you enter worksheets in Billing (contract-based billing types), the system retrieves information directly from Contracts to determine the rate, markup, and add-on tables; the invoice format; the tax group and exempt status; and the General Ledger accounts.

After you generate and final print invoices, Billing creates entries that are sent to Accounts Receivable during the Post Invoices process. When these entries are processed, Accounts Receivable creates additional entries that are sent to Contracts, General Ledger, and Job Cost.

In the Inventory application, you can enter items (Setup, Items) and then copy them into Billing as standard items (Setup, Send Items to Billing command). For more information, see Help topics in the Inventory application. In Billing, you can add these Inventory-generated standard items to both Quick Bill and cost-based invoices. After you post invoices, for Quick Bill invoices only, you can relieve the items from inventory using the Update from Billing task in Inventory.  You can use the Reference 2 field on the Enter Quick Bill Additional Information window to associate the item with a stocking location.

Related Topics


Contracts application

Refer to Contracts Help for information about this selection.


About cost types

Each cost set up in the Job Cost application can be identified and accumulated by the particular type of cost the expense represents. Six cost types (accumulate as) are available in Job Cost; Labor, Material, Subcontract, Commitment, Equipment, Overhead, and Other. You can assign one of these types to category (or cost code if not using categories).

During Rate Table Setup in Billing, you select the cost type for each table. When Billing processes transactions from Job Cost during Generate Work-In-Progress, the cost type is identified and the appropriate rate table is applied. You also select cost types when setting up individual amounts and percents on Add-on and Markup tables.


About the billing type origin

The billing type determines whether a transaction is cost-based or contract-based and is processed accordingly. The billing type is determined during contract setup in the Contracts application. Each contract item can be assigned its own billing type.

Cost-based billing types include: Time & Material and Cost Plus to a Maximum

Contract-based billing types include: Progress Billing, Lump Sum, and Unit Price types

Refer to Contracts Help for information on setting up contracts.

Related Topics


Billing tables

Tables are created in Billing to establish the markups, rates and add-ons you use during invoicing. During Generate Work-In-Progress, records are created from the costs entered in Accounts Payable, Equipment Cost, Job Cost and Payroll. Billing tables are used to determine the rate or markup for each cost item. Generate Work-In-Progress looks at the contract item for the specified rate table. If there is no matching rate table, the command uses the markup table specified on the contract item to determine the rate.

You may have additional costs you want to bill at a flat amount, such as discounts or administrative fees, for both cost-based and contract-based invoices. Add-on tables are used to apply these additional fees during Generate Invoices. See the following for individual definitions:

 Add-ons

 Markups

 Rates


File types in Billing
About file types in Billing

The following list outlines the file types in the Billing application and the records they contain:

•	.BLT – contains transactions received from other applications such as Accounts Payable, Job Cost and Payroll. These transactions are placed in the New.BLT file.

•	.BLW – contains Work-In-Progress detail records that are used in creating cost-based invoices. These records are created during Generate Work-In-Progress based on transactions in the New.BLT file. The .BLW files in Billing are:

Unbilled.BLW – created during Generate Work-In-Progress and used to generate cost-based invoices.

Billed.BLW – created during Post Invoices.

Histroy.BLW – created during Generate Work-In-Progress and contains Work-In-Progress detail records created for contract-based contracts.

•	.BLI – contains records that make up invoices such as Invoice, Section, Section Detail, Add-on and Sales Tax. Also contains worksheet entry records created during Enter Worksheets.

The .BLI files in Billing are:

Unbilled.BLI – created during Generate Invoices.

Billed.BLI – created during Post Invoices.

•	.BLM – (Master.BLM) contains the following records created in Billing: BL Processing Controls (the generation of the next Work-In-Progress ID, Work-In-Progress Sequence and the Draw ID are drawn from this record),  BL Settings (contains options selected in BL Settings), and BL Print Time Settings (contains information needed to print invoices).

•	.BLS – (Standard.BLS) contains the following records created in Billing: Standard Markup Table, Rate Table, Rate Table Detail, Standard Item, Standard Add-on, Add-on Table, Add-on Table Detail, Invoice Format, Invoice Format Detail and View (Worksheet Entry Views).


About the Billing Contact retrieval

The Billing contact is one of the key fields that define an invoice record. Each invoice record contains a unique combination of Customer, Contract, Billing contact, and Invoice format. In the Print Invoices command, you can print invoices by Billing contact.

The Billing contact is stored in three locations: the contract record in Contracts, the contract item record in Contracts and on the AR Customer record in Accounts Receivable. In the Billing application, when generating Work-In-Progress, entering worksheets, or adding Work-In-Progress records, the Billing contact is retrieved in the following manner:

Billing looks at the Billing location field on the Contract record (Billing tab) in Contracts.

If the Billing location is Item, the Billing contact is retrieved from the Contract item record (Reference tab). If no Billing contact is found on the Contract item, it is retrieved from the Contract record (References tab). If no Billing contact is found on the Contract, the Billing contact is left blank.

If the Billing location is Customer, the Billing contact is retrieved from the Customer record (Billing tab) in Accounts Receivable. If no Billing contact is found on the Customer record, the Billing contact is left blank


About billing types

When you set up contract items in the Contracts application, the billing type you select determines how the contract item is processed in Billing when invoices are generated. The following list explains the different billing types that are available:

Contract-based

Lump sum -- used for contract-based billing. Worksheet entries must be set up in before invoices are generated for the contract item. This options allows you to enter one lump sum. If you mark the Send cost to Billing box on the contract item in Contracts, transactions are sent to Billing for reporting purposes only.

Unit priced -- used for contract-based billing. Worksheet entries must be set up in Enter Worksheets before invoices are generated for the contract item. This option allows you to enter unit prices which automatically prefill from the contract item. If you mark the Send cost to Billing box on the contract item in Contracts, transactions are sent to Billing for reporting purposes only.

Progress billing -- used for contract-based billing. Worksheet entries must be set up in before invoices are generated for the contract item. The option is most often used when AIA invoices are required. If you mark the Send cost to Billing box on the contract item in Contracts, transactions are sent to Billing for reporting purposes only.

Cost-based

Time & Materials -- used for cost-based billing. Cost transactions are sent to Billing and Work-In-Progress records are generated.

Cost plus to a Maximum -- used for cost-based billing. Cost transactions are sent to Billing and Work-In-Progress records are generated. During Generate Invoices the Total amount billed on the contract item is verified to make sure it has not exceeded the contract item's Contract amount. If it has, the invoice is marked as Maximum exceeded which can prevent final printing depending upon your BL Settings. Refer to Specifying Settings for information about printing invoices with this status.

Related Topics


How contract and contract item status affect invoicing in Billing

For cost-based invoicing to process successfully using the Generate Invoice task in Billing, contract and contract items must be approved in Contracts.

For contract-based invoicing, the contract must be approved, but contract items can either be approved or not approved (pending or proposed).

For information about approving contracts and their items, see Contracts Help topics titled About contract status and About contract item status.


Send cost to Billing

The transactions received by Billing from Accounts Payable, Equipment Cost, Job Cost, and Payroll are determined by the setup of several components found on the transaction, such as the contract item, standard item, cost code, and category. The method used to determine whether a transaction is sent to Billing is complex and requires several searches for information on multiple records. For a topical overview of this method, select Summary. For a detailed step-by-step illustration of this method, select Detail.

 Summary

 Detail

The following transactions can be sent to Billing:

•	Accounts Payable -- invoice distributions (at the distribution level, one Billing transaction per Job distribution)

•	Equipment Cost -- cost and revenue (one Billing transaction per cost code or revenue code transaction)

•	Job Cost -- commitments (one Billing transaction per commitment item) and direct cost (one Billing transaction per direct cost item)

•	Payroll -- time (one Billing transaction per time entry line), burden (summarized according to BL Settings in Payroll), and EQ revenue (one Billing transactions per EQ revenue item)

•	Service Management -- work order items (one BL transaction per work order item)

Note

•	Costs charged to a job with a Use Quick Bill billing method (on the job setup in Job Cost) are not sent to Billing.


Send cost to Billing summary

To determine if an entered cost should be billed to the customer, the system uses the following steps to determine whether transactions are sent to Billing. If on any of these steps, the system is successful in locating a Send cost to Billing definition, the search is terminated and the process jumps to step 10. Click Detail on any step for detailed information on the process.

  1	Search the standard item and standard category for information specifying that the transaction should not be billed. If information is found, the search is stopped and the transaction is not sent. Otherwise, the system continues with the next step.

  2	Attempt to link the transaction to a contract item. If a link is made and the Send cost to Billing box is marked on the contract item, the transaction is sent. If the box is not marked, the cost is not sent. If no contract link is made, the transaction is put on hold in Billing until a link is established.

  3	Attempt to associate the transaction with a commitment item and an associated contract item where Send cost to Billing is defined.  Details

  4	Attempt to associate the transaction with a Billing standard item where Send cost to Billing is defined.  Details

  5	Attempt to associate the transaction with a category whose standard category record specifies that the cost is to be billed.  Details

  6	Determine whether the transaction is associated with a non-group cost code where Send cost to Billing is defined.  Details

  7	If a non-group cost-code exists on the transaction, attempt to link the transaction to a contract item, where Send cost to Billing is defined, using the associated cost code hierarchy.  Details

  8	Summarize the contract items linked to the extra associated with the transaction.  Details

  9	Summarize the contract items, where Send cost to Billing is defined, linked to the job associated with the transaction.  Details

10	Determine whether the transaction should be sent based on the Send cost to Billing definition.  Details

  11	Determine the source of the transaction (Accounts Payable, Equipment Cost, Job Cost or Payroll).  Details

Note

•	Costs charged to a job with a Use Quick Bill billing method (on the job setup in Job Cost) are not sent to Billing.


Send cost to Billing_detail
Send cost to Billing detail

To determine if an entered cost should be billed to the customer, the system searches several records for information about billing costs using the following hierarchy:

  1	The search begins with Standard item and Standard category records. If information is found that specifies the cost should not be billed, the search is stopped and the cost is not sent. Otherwise, the system continues with the next step.

  2	The system then attempts to link the cost to a contract item. If a link is made and the Send cost to Billing box is marked on the contract item (Billing tab), the cost is sent. If the box is not marked, the cost is not sent to Billing.

If no contract link is made, the cost is sent and put on hold in Billing until a link is established and a billing determination can be made.

The following list of procedures is presented in the same order the search is conducted. Click on each item to see how that particular procedure is conducted to determine if the associated cost should be billed. Keep in mind that some procedures may be skipped due to results of an earlier procedure.

 Commitment item

 Billing standard item

 Standard category

 Individual cost code

 Cost code hierarchy

 Extra linkage summary

 Job linkage summary

 Check Send cost to Billing setting

 Send based on source

Notes

If the cost is eventually sent, a field in the transaction record, Salary Basis, is set according to the results of the search procedures. Even though the cost may not be a payroll cost, this field is still set to some value. One of the factors involved in setting this field is the Type of salary cost field found on the contract item (Billing tab). If this field cannot be retrieved, it is interpreted as being set to "To Be Decided". The Type of salary cost is used in step 3 of Send based on source, Send based on source to determine the Salary Basis setting.

Costs charged to a job with a Use Quick Bill billing method (on the job setup in Job Cost) are not sent to Billing.


Commitment item

This part of the search determines whether the cost can be associated with a commitment item and an associated contract item. The steps are:

  1	If the cost cannot be associated with a commitment item, go to step 4.
Otherwise, go to step 2.

  2	If the commitment cost did not originate with Accounts Payable, go to step 3.
If the commitment cost is on an Accounts Payable invoice and the cost was sent when it was committed, the cost is not sent again; the search routine is done.
Otherwise, go to step 4.

  3	If the following is true, the cost is not sent and the search routine is done:

•	the cost originated from an application other than Accounts Payable, and

•	the commitment item is linked through a job with a contract item, and

•	the contract item specifies commitments are not to be billed.

        Otherwise, go to step 4.

  4	The cost is still eligible to be sent to billing. The search continues with Billing standard item.


Billing standard item

This part of the search determines whether the cost can be associated with a Billing Standard Item. The steps are:

  1	If a Billing Standard Item ID was entered on the cost transaction and that Standard Item does not have the Send costs to Billing box marked on the General tab, the cost is not sent; the search routine is done.
Otherwise go to step 2.

  2	If no Standard Item is associated or if the Standard Item's Send cost to billing is marked, the cost is still eligible to be sent. The search continues with Standard category.


Standard category

This part of the search determines whether the cost is associated with a category whose standard category record specifies that the cost is to be billed. The steps are:

  1	If a category ID was entered on the cost transaction, the category's standard record is examined for the setting of the Send Cost to Billing box. If it is not marked, the cost is not sent; the search is done.
Otherwise, go to step 2.

  2	If no Standard category record can be found or if the Standard category's Send Cost to Billing is marked, the cost is still eligible to be sent. The search continues with Individual cost code.


Individual cost code

This part of the search determines whether the cost is associated with an individual (non-group) cost code. The steps are:

  1	If an individual cost code ID was entered on the cost transaction, the Send Cost to Billing box on the cost code's Contract Link tab is examined. If it is unmarked, the cost is not sent; the search is done.
Otherwise, go to step 2.

  2	If the cost code's Send Cost to Billing is marked, the cost is still eligible to be sent. The search continues with Cost code hierarchy.


Cost code hierarchy

This part of the search checks to see whether a record in the associated cost code hierarchy is linked to a contract item. The steps are:

  1	If no cost code ID was entered on the cost transaction, the search continues with Extra linkage summary.
Otherwise, go to step 2.

  2	The search begins with the individual cost code entered and searches upward through its highest level group cost code. If a contract link is found, the contract item's Send cost to Billing and Type of salary cost settings are retrieved to be used in subsequent procedures. The search continues with Check Send cost to Billing setting.
Otherwise, go to step 3.

  3	If no link to a contract item is found in the cost code hierarchy, the cost is still eligible to be sent. The search continues with Extra linkage summary.


Extra linkage summary

This part of the search summarizes the contract items linked to the extra associated with the cost transaction. This procedure is performed only if you are processing the Extended edition and are using extras. Otherwise, the search continues with Job linkage summary.
This procedure's steps are:

  1	If there is no extra associated with the cost transaction, the cost is still eligible to be sent. The search continues with Job linkage summary.
Otherwise, go to step 2.

  2	If no contract items are linked to the extra, the cost is still eligible to be sent. The search continues with Job linkage summary.
Otherwise, go to step 3.

  3	If only one contract item is linked to the extra, the contract item's Send cost to Billing and Type of salary cost settings are retrieved to be used in subsequent procedures. The search continues with Check Send cost to Billing setting.
Otherwise, go to step 4.

  4	If multiple contract items are linked to the extra, the Send cost to Billing setting on each is examined. If they are all unmarked, the cost is not sent and the search is done.
Otherwise, they are mixed or all set to "send"; go to step 5.

  5	The multiple, linked items' Type of salary cost settings are now examined. If they are mixed, the Type of salary cost for them is interpreted as  "To Be Decided". Otherwise it is interpreted as "Actual" or "Normal" depending on the common finding.
The search continues with Job linkage summary.


Job linkage summary

This part of the search summarizes the contract items linked to the job associated with the cost transaction. The steps are:

  1	If there are no contract items linked to the job, the cost is still eligible to be sent. The Type of salary cost is interpreted as  "To Be Decided". The search continues with Check Send cost to Billing setting.
Otherwise, go to step 2.

  2	If only one contract item is linked to the job, the contract item's Send cost to Billing and Type of salary cost settings are retrieved to be used in subsequent procedures. The search continues with Check Send cost to Billing setting.
Otherwise, go to step 3.

  3	If multiple contract items are linked to the job, the Send cost to Billing setting on each is examined. If they are all unmarked, the cost is not sent and the search is done.
Otherwise, they are mixed or all set to "send"; go to step 4.

  4	The multiple, linked items' Type of salary cost settings are now examined. If they are mixed, the Type of salary cost for them is interpreted as  "To Be Decided". Otherwise it is interpreted as "Actual" or "Normal" depending on the common finding.
The search continues with Check Send cost to Billing setting.


Check Send cost to Billing setting

This part of the search either checks the linked contract item's Send cost to Billing setting or the corresponding search result setting based on procedures in which no link to a specific contract item could be found. The steps are:

  1	If the setting is "don't send", then the cost is not sent; the search routine is done.
Otherwise, go to step 2.

  2	The cost is sent with the Salary Basis set in accordance with the steps listed in Send based on source.


Send based on source

This part of the routine determines how the cost transaction is sent to Billing. It is primarily based on the transaction's source. The four sources are Accounts Payable, Equipment Cost, Job Cost, and Payroll. The steps are:

  1	If the source is not Payroll, then the cost is sent with a Salary Basis set to "None".
Otherwise, the source is Payroll, and the procedures in steps 2 and 3 are used to send the cost with an appropriate Salary Basis.

  2	If this payroll cost is regular pay, the cost transaction is sent with a Salary Basis set to "None".
Otherwise, the pay is salary and step 3 determines how the Salary Basis is set.

  3	If the Type of salary cost retrieved or interpreted in previous procedures is "Actual" or "Normal", then the cost is sent with the respective "Actual" or "Normal" setting in the Salary Basis field.
Otherwise, the Type of salary cost is interpreted as  "To Be Decided", and both an Actual and a Normal cost are sent. The cost eventually billed is later decided during processing by the Billing application. Refer to Payroll and Billing online Help for more information.


Quick Bill (Tasks menu)
Enter Quick Bill (Tasks menu)

Use to enter an invoice that does not have an associated contract in the Contracts application and bill it to an Accounts Receivable customer with or without including a job. Using Quick Bill, you can get your invoices out quickly by taking advantage of current Billing tables (Standard items, Rate tables and Standard add-ons) without the need to set up a contract in another application and linking it to a job. If you enter percent complete, the job or job/extra is updated automatically.

Quick Bill invoices include one job and GL prefix per invoice and one extra, cost code and GL account per invoice item.

You can also include text lines of up to 1000 characters in the body of the invoice.

Quick Bill invoices are entered, edited and printed through the Enter Quick Bill command. To post Quick Bill invoices, use the Post Invoices command (Tasks menu).

 How To

 Additional Information


Enter Quick Bill window

Use to enter an invoice that does not have an associated contract in the Contracts application and bill it to an Accounts Receivable customer with or without including a job. You can take advantage of current Billing tables (Standard items, Rates tables and Standard add-ons) without the need to set up a contract and linking it to a job.

Quick Bill invoices are entered, edited, and printed through the Enter Quick Bill command. To post Quick Bill invoices, use the Post Invoices command (Tasks menu).

 Using the Enter Quick Bill entry grid

 How To

 Additional Information

For help on an item in this window, click [image] on the window and then click the item.


Using the Enter Quick Bill entry grid

If the status of the invoice in the upper left corner is In Use, the invoice is currently being accessed on another workstation and only the header and totals sections can be viewed. The items are not available for viewing or editing until the invoice has been saved and closed on the other workstation.

You can change the customer drop-down list to display in customer name order or customer ID order with your mouse by right-clicking the customer field. Select Customer Sort and choose By Name or By ID.

The best fit feature works with the drop-down lists , such as Customer and Job, in this window. When you are in a list window you can type an item and the one that most closely matches what you typed is selected.

You can automatically skip a column during entry.  How?

If no entry is necessary in a column on this grid, you can hide the column.  How?

To keep some of the left most columns visible as you scroll across this grid, you can split the grid vertically into separate panes and freeze the left pane.  How?

If you have marked the Tracking taxes box in AR Settings in Accounts Receivable, a Tax Group and Taxable column display on the entry grid.

Related Topics


Customer

Select an existing customer (Alt+ [image] to display the list) or enter a new customer for this invoice. You can change the customer list to display in customer name order or in customer ID order by right-clicking your mouse when in the customer field. Select Customer Sort and choose By Name or By ID.

Only customers with a status of Active display in the list. You can add a new customer to Accounts Receivable by entering a new customer ID in this field and answering Yes to the question "Do you want to add this customer?".

To change the customer after you have started entering items, or after an invoice has been printed, you need to delete the invoice and reenter it. If the invoice has been posted, you need to void the invoice in Accounts Receivable (do not reinstate) and reenter it in Billing.

The title of this item may be different if changed in Custom Descriptions.


Job

If a job is associated with this invoice, select an existing job (Alt+ [image]) or enter a new job for this invoice. Only jobs with a billing method of Use Quick Bill and a status other than Closed display in the list. You can add a new job to Job Cost by entering a new job ID in this field and answering Yes to add a new job.

A job is not required to process the invoice.

To change the job after you have started entering items, or after an invoice has been printed, you need to delete the invoice and reenter it. If the invoice has been posted, you need to void the invoice in Accounts Receivable (do not reinstate) and reenter it in Billing.


Invoice form

Select the form you want to use for this invoice. The type of invoice you are processing, as well as the fields that display in the Quick Bill window, is determined by the form you select. The options are:

Unit-based -- includes unit information in the invoice detail and totals.

Non unit-based -- excludes the unit information in the invoice detail and totals.

Bill Retainage -- excludes unit information and retrieves available retainage information.

This field prefills with the last non-retainage billed invoice form you processed.

To change the invoice form after you have started entering items, or after an invoice has been printed, you need to delete the invoice and reenter it. If the invoice has been posted, you need to void the invoice in Accounts Receivable (do not reinstate) and reenter it in Billing.

The title of this item may be different if changed in Custom Descriptions.


Invoice

Enter an invoice ID (up to 15 characters). This field is not required to process a Quick Bill invoice. If you leave this field blank, it is assigned based on the last invoice number in AR Settings when you print the invoice.

Duplicate invoice IDs are not allowed unless you have marked the Allow duplicate invoices box in the AR Settings, Entry Settings window.

The title of this item may be different if changed in Custom Descriptions.


Draw

Accept the prefilled draw ID or enter a new one. The draw ID prefills by adding 1 to the last draw ID on the associated job (Job Cost, Job Setup, Receivables tab). If no draw exists on the job, the draw ID prefills with 1. If no job is included on the Quick Bill invoice, the draw ID does not prefill and is not required.

See About the draw ID retrieval in Billing for detailed information about how this field is prefilled.

The title of this item may be different if changed in Custom Descriptions.


Invoice date

Accept the prefilled invoice date or select a new invoice date (Alt+ [image] to display the list). This date is used to prefill the Accounting date field in the Additional Information window. You can change the Accounting date in the Additional Information window by clicking [Additional Information].

The title of this item may be different if changed in Custom Descriptions.


Due date

Accept the prefilled due date or select a new due date (Alt+ [image] to display the list). This date is prefilled from the customer record by adding the Days before due to the Invoice date.

The Due date is not required to process a Quick Bill invoice.


Billing address

Accept the prefilled billing address or enter a new billing address. This field is not required to process a Quick Bill invoice. The billing address is prefilled from the customer record in Accounts Receivable by using the first address it encounters in the following retrieval method:

  1	Billing contact address (Contact Setup, General tab)

  2	Customer billing address (Customer Setup, Billing tab)

  3	Customer address (Customer Setup, General tab)

You can enter up to six lines of text in this field. To move to the next line within this field, press [Shift] + [Enter].


Job address

Accept the prefilled job address or enter a new job address. This field is available only if a job has been entered on the invoice. The job address is prefilled from the job record.

You can enter up to six lines of text in this field. To move to the next line within this field, press [Shift] + [Enter].


Item Number

Accept the prefilled item number or enter an item number. Each item is incremented by one beginning at the top of the invoice. To create a blank line on the invoice, delete the item number and use the down arrow on your keyboard to move to the next item.


Standard Item

Select an existing standard item from the drop-down list or enter a new one to prefill information for an invoice item. When you select an existing standard item, the description, unit of measure (UOM), price or amount, and taxable check box prefill in the entry grid. The revenue account prefills in the Item Accounting Information window.

When you enter a new standard item, complete the entry of the standard item fields, such as Description, Standard item type, Cost type, and GL account in the Quick Add—Standard Items window that appears.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description for this invoice item (up to 1000 characters). This column prefills from the standard item if you enter one in the entry grid or from the prefill selection you make after clicking [Prefill Item]. When prefilling from the standard item, if you entered text on the standard item setup (Setup menu, Standard Items), the text prefills in the Description column rather than the standard item description.


Units

Enter the units for this item. The units are sent to the Job Cost transaction file when you post entries in Accounts Receivable.


Unit of Measure (UOM)

Enter the unit of measure for this item. This column prefills if you enter a standard item in the entry grid or click [Prefill Item] and make your prefill selections.


Price

Enter the unit price for this item. This column prefills if you enter a standard item in the entry grid or click [Prefill Item] and make your prefill selection.


Amount

Enter an amount for this item. This column prefills if you enter a standard item in the entry grid or click [Prefill Item] and make your prefill selection.


Tax group

Enter the tax group for calculating taxes for this invoice item. The invoice item amount is multiplied by all the tax rates in the tax group.

The tax group prefills from the following places:

•	The job setup (AR Tax Group on the Billing Info tab) in Job Cost.

•	If no tax group is entered on the job or if no job is entered for this invoice, from the customer setup (Taxes tab) in Accounts Receivable.

Tax groups for subsequent invoice items entered, prefill from the line entered above it. To change the tax group for an invoice item, select another tax group from the list. Use Alt+ [image] to display the list. You can also quick-add a new tax group by entering a unique tax group ID.

This column is available only if you have marked the Tracking taxes box in AR Settings in Accounts Receivable.


Taxable

If this item is taxable, mark this box. This box prefills based on how you enter an invoice item. The prefilled selection can be changed. For details on what prefills, see the Help topic titled About exempt status retrieval for Quick Bill invoicing.

This column is available only if the Tracking taxes box is marked in AR Settings in Accounts Receivable.


Hold retainage

To hold retainage for this item, mark this box. For the first item entered in the grid, the retainage held is calculated using the Retainage percent on the job setup (Billing tab) in Job Cost. If no retainage percent is entered on the job or if no job is entered for this invoice, then it calculates using the Retainage percent on the customer setup (Billing tab) in Accounts Receivable. You can change the item retainage percent or amount by clicking the Item Accounting Information column (to the right of the Retainage column). After entering the first item, the retainage held calculation for the next item is based on the item entered above it.

The total retainage held on an invoice is displayed below the item entry grid.

To automatically skip this column during entry, right-click on the column heading and select Column Skip from the shortcut menu.

The title of this item may be different if changed in Custom Descriptions.


Extra

Enter the extra for this Bill Retainage invoice. Click the arrow on the right to display the list. To automatically skip this column during entry, right-mouse click and select Column Skip from the shortcut menu.

The title of this item may be different if changed in Custom Descriptions.


Cost code

Enter the cost code for this Bill Retainage invoice. Click the arrow on the right to display the list. The cost code is required when the Billing level on the Job is Group cost code or Cost code. To automatically skip this column during entry, right-mouse click and select Column Skip from the shortcut menu.

The title of this item may be different if changed in Custom Descriptions.


Retainage billed

Enter the amount of retainage you want to bill on this invoice or click [Prefill Item] and prefill the amount.

The title of this item may be different if changed in Custom Descriptions.


Tax retainage billed

Enter the amount of tax retainage you want to bill on this invoice or click [Prefill Item] and prefill the amount.

The title of this item may be different if changed in Custom Descriptions.


Opens the Item Accounting Information window where you can specify the extra, cost code, revenue account, and other billing information to the current invoice item. To automatically skip this column during entry, right-mouse click and select Column Skip from the shortcut menu.


[Select Invoice]

Opens the Quick Bill - Select Invoice window where you can select from a list of existing Quick Bill invoices for editing or printing. Only unposted Quick Bill invoices display in the list.

The title of this item may be different if changed in Custom Descriptions.


[Additional Information]

Opens the Additional Information window where you can change information about the invoice. For example, you can change the status to Hold, you can add a Purchase order number, you can change the Prefix, etc.


[Prefill Item]

Opens the Prefill Item window where you can select standard items, standard add-ons, rate table detail or percent complete information, depending upon the Invoice form you selected. This information is then prefilled on the invoice item.


[Total Item]

Opens the Total Item window where you can define the sub-total levels on the invoice. See About subtotals and down totals in Enter Quick Bill and Creating subtotals and down totals on Quick Bill invoices for details about totaling options on invoices.


[Print Invoices]

Opens the Print Invoices window where you can print the current Quick Bill invoice, a range of Quick Bill invoices, or all Quick Bill invoices.

The title of this item may be different if changed in Custom Descriptions.


Item Accounting Information window

Use to specify the extra, cost code, revenue account, and other billing information to the current invoice item. You can set this window to remain open during this session of Quick Bill by clicking the pushpin icon in the upper left corner of the window. To reverse this setting, click the pushpin again.

For help on an item in this window, click [image] on the window and then click the item.


Job

Displays the description of the job assigned to this Quick Bill invoice.


Extra

Enter the extra for this invoice (Alt+ [image] to display the list).

The title of this item may be different if changed in Custom Descriptions.


Show cost codes: For this job only

To list cost codes associated with this job only, mark this box, then select the cost code you want to assign from the list on the right. Use (Alt+ [image] to display the list).

The title of this item may be different if changed in Custom Descriptions.


Show cost codes: Standard cost codes

To list the standard cost codes, mark this box, then select the standard cost code you want to assign from the list on the right. Use (Alt+ [image] to display the list).

The title of this item may be different if changed in Custom Descriptions.


Cost code list

Select the cost code you want to assign to this invoice item. Use (Ctl+ [image] to display the list). The cost codes that display in this list are determined by your selection to the left of this item.

The title of this item may be different if changed in Custom Descriptions.


Revenue account

Select the revenue account for this invoice item. Use (Ctl+ [image] to display the list of accounts. The Revenue account prefills with the first revenue account it finds using the following retrieval hierarchy:

  1	Job setup (Billing Info tab for Use Quick Bill job) in Job Cost.

  2	Total billed revenue account in AR Settings, [GL Settings], [Revenue Accounts] in Accounts Receivable.

When invoice items are prefilled using a standard add-on or standard item, the Revenue account prefills with the first revenue account it finds using the following retrieval hierarchy:

  1	GL account from either the standard add-on or standard item (Setup menu) in Billing.

  2	Job setup (Billing Info tab for Use Quick Bill job) in Job Cost.

  3	Add-on revenue account in AR Settings, [GL Settings], [Revenue Accounts] in Accounts Receivable.

  4	Total billed revenue account in AR Settings, [GL Settings], [Revenue Accounts] in Accounts Receivable.

If the standard add-on is a deduction, the following retrieval hierarchy is used:

  1	Deduction revenue account in AR Settings, [GL Settings], [Revenue Accounts] in Accounts Receivable.

  2	Total billed revenue account in AR Settings, [GL Settings], [Revenue Accounts] in Accounts Receivable.

When invoice items are prefilled using rate table detail, the Revenue account prefills with the first revenue account it finds using the following retrieval hierarchy:

  1	Revenue account from AR Settings [GL Settings], [Revenue Accounts] in Accounts Receivable based on the cost type from the rate table.

  2	Job setup (Billing Info tab for Use Quick Bill job) in Job Cost.

  3	Total billed cost type in AR Settings, [GL Settings], [Revenue Accounts] in Accounts Receivable.

If you are using the control account type feature in General Ledger, enter a Revenue, Other or non-control account.


Standard item

Displays the standard item associated with this invoice item.

The title of this item may be different if changed in Custom Descriptions.


Amount

Accept the amount or enter an amount for this invoice item. This is the same as the Amount column on the invoice item grid. When you change this amount, the Amount column in the grid is automatically updated.


Exempt status

Accept the prefilled exempt status or enter a tax exempt status for this invoice item. You can click the arrow on the right to display the list.


Hold retainage

To hold retainage on this invoice item, mark this box. When this box is marked, you can enter an amount or percent to hold. This field is the same as the Hold retainage column in the invoice item grid. When you change this field, the Hold retainage column is automatically updated.

The title of this item may be different if changed in Custom Descriptions.


Retainage: Percent

Enter the percent you want to use to calculate the amount of retainage to be held on this invoice item. The amount is automatically calculated based on the percent you enter. If you do not know the percent, enter the amount and it will be automatically calculated.

The title of this item may be different if changed in Custom Descriptions.


Retainage: Amount

Enter the amount of retainage to be held on this invoice item. The percent is automatically calculated based on the amount you enter. If you do not know the amount, enter the percent it will be automatically calculated.

The title of this item may be different if changed in Custom Descriptions.


Quick Bill - Select Invoice window

Use to select from a list of unposted Quick Bill invoices to change or print.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.


Invoice list

To select an invoice, highlight it and click [OK]. Only Quick Bill invoices that have not been posted display in the list.


Additional Information window

Use to include additional information on the invoice, such as the contact, ship date, or purchase order number. You can also change the invoice hold status here. You can set this window to remain open during this session of Quick Bill by clicking the pushpin icon in the upper left corner of the window. To reverse this setting, click the pushpin again. When you change invoices in the main window, this window is updated with the information on the current invoice.

For help on an item in this window, click [image] on the window and then click the item.


On hold

Mark this box to place the current invoice on hold. Invoices that are placed on hold cannot be printed or posted.


Add Tax Group window

Use to enter a new tax group that has not previously been set up in Accounts Receivable (Setup menu, Taxes). Information such as description, state, tax rates, and compounding is entered in this window.

Tax groups allow you to take several tax rates and group them together. For example, California has a state sales tax rate; also, the cities in California may have additional sales tax that they charge. You can set up a tax group for California for the combined state tax and the city taxes.

Tax groups are used to calculate taxes during Enter Quick Bill and Generate Invoices in Billing, and during Enter Invoices in Accounts Receivable.

For more information, see topics titled Setting up taxes and Setting up tax groups in Accounts Receivable Help.


Group

Displays the identification (ID) for the new tax group entered in the previous Enter Quick Bill window.


Description

Enter a description for the tax group (up to 30 characters). The description displays when you click [List] during tax group entry in Enter Quick Bill.


Compound Tax Rates

Mark this box if you want compounded taxes calculated for this tax group.

The total tax group percentage must not be greater than 100% or less than -100%. Positive and negative percentages are not allowed in the same tax group (i.e., all tax rates must be positive, or all tax rates must be negative). The first tax rate in a tax group is used to calculate taxes on the invoice item amount entered. The next tax rate in a tax group is used to calculate taxes on the sum of the invoice item amount plus the tax amount from the first tax calculation. Each subsequent tax rate from the tax group is used to calculate taxes on the sum of the invoice item amount plus the tax amounts from all previous tax calculations.


State

Select the state that applies to this tax group. You can leave this field blank and it will prefill based on the first tax rate you select for this tax group. Once a selection is made and a tax rate is entered, the state cannot be changed unless you delete the tax rate and reenter the state and tax rate.

The title of this item may be different if changed in Custom Descriptions.


Taxes

Enter the ID for the tax rate you want to include in this tax group. You can include a maximum of nine (9) taxes in each tax group. After you enter the tax ID, the description and rate displays for verification. When you click [List] to select a tax rate ID, only tax IDs that are not already included in this tax group display. If you enter a tax ID that does not exist, you have the option of adding it.


Total tax

Displays the combined tax rate for all of the taxes included in this tax group. For example, if you have included a tax with a rate of 5.00% and a tax with a rate of .30% in this group, it displays 5.30%.


[OK]

Saves your entries for the tax group.


[Cancel]

Closes this window without accepting any of the current entries.


[List]

Displays a list of items you can select from for the current item in this window.


Attachments

Opens an attachment window to add, change, view, or delete attached notes or files.


[Help]

Opens Help and displays information about this window.


About tax retainage held on Quick Bill invoices

Tax retainage held is calculated for an item on a Quick Bill invoice if the tax rate(s) included in a tax group that applies to the invoice item also has the Tracking tax retainage in AR box marked on the tax rate in Accounts Receivable (Setup menu). Tax retainage held is deducted from the Tax amount displayed in the invoice totals box below the item entry grid.


Accounting date

To change the accounting date, enter a new date. Use (Alt+ [image] to display the date picker). This date is automatically prefilled with the invoice date from the Header section of the current invoice.


GL prefix

To change the GL prefix, select a prefix from the list (Alt+ [image] to display the list). This field is automatically prefilled by using the first occurrence of a prefix value in the following locations:

  1	Job Setup

  2	Customer Setup

  3	AR Settings


Purchase order

Enter the customer's purchase order number for this invoice.  To make this field required, mark the PO required box on the Customer in Accounts Receivable (Setup, Customers menu).

This field is not required to process a Quick Bill invoice.


Work order

Enter the customer's work order for this invoice. The work order prints on the invoice.

This field is not required to process a Quick Bill invoice.


Contact

To change the contact for this invoice, select a new contact from the list (Alt+ [image] to display the list). You can add a new contact to the Accounts Receivable database by entering a new contact ID.

This field is automatically prefilled with the Billing contact on the customer record.

The title of this item may be different if changed in Custom Descriptions.


Ship date

Enter a ship date for this invoice. You can select a date from the calendar by pressing Ctl and [image].

This field is not required to process a Quick Bill invoice.


Ship via

Select the shipping method for this invoice (Alt+ [image] to display the list). You can add or change the items on this list in Custom Descriptions (File menu).

This field is not required to process a Quick Bill invoice.


Reference 1

Enter a reference (up to 10 characters) for this invoice item. This field is not required to process a Quick Bill invoice.

The title of this item may be different if changed in Custom Descriptions.


Reference 2

This is a user definable list field. You can add or change the items on this list in Custom Descriptions (File menu).

Example: You can set up a terms list, such as Net 10, Net 15, etc., to be used for Quick Bill invoices.

If you use Inventory you can define a list of inventory locations for this field. If you use the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions) to modify BL Reference 2, you can click [Customize List] to set up a list of inventory locations that match those in Inventory. Then, when the Update from Billing task is run in Inventory, the value you select here prefills the Location field.

This field is not required to process a Quick Bill invoice.

The title of this item may be different if changed in Custom Descriptions.


Invoice description

Enter a text description for this invoice (up to 30 characters). This information is written to the Accounts Receivable and Job Cost transaction records.

Example: "Resetting light fixtures" or "Bill Retainage Invoice"


Prefill Item Standard Item
Prefill Item - Standard Item window

Use to select an existing standard item or to add a new standard item for prefilling information on the current item of this invoice. You can add a new standard item by entering a unique ID in the Insert standard item field and clicking [image].

 How To

For help on an item in this window, click [image] on the toolbar and then click the item.

The title of this item may be different if changed in Custom Descriptions.

Note

Entering a standard item in the Standard Item column on the Enter Quick Bill item entry grid is the same as entering one from this window.


Standard item

Displays the standard items available. Select the item you want to use to prefill the current invoice item and click [Prefill]. You can add a new standard item to the database by entering a unique ID in the Insert standard item field and clicking [image].

The title of this item may be different if changed in Custom Descriptions.


Insert standard item

Enter the new standard item ID you want to add to the Standard item database. Click [image] to open the Standard Item Setup window after you have entered the new standard item ID.

The title of this item may be different if changed in Custom Descriptions.


To add a new standard item to the standard item database, click this button. This button is available only when a unique ID has been entered in the Insert standard item field to the left.


Prefill Item Rate Table Detail
Prefill Item - Rate Table Detail

Use to select an existing rate table from which to prefill information on the current item of this invoice. Only rate tables that include a Unit Price column appear in this window.

 How To

For help on an item in this window, click [image] on the toolbar and then click the item.


Select a rate table to display: Show tables for this customer only

Select this option to display only the rate tables that are set up on the customer in Accounts Receivable.


Select a rate table to display: Show all rate tables

Select this option to display all available rate tables, except those that use the Unit Cost column.


Rate table

Select the rate table you want to use to prefill the current item. The rate tables displayed in this list are determined by the Show rate tables selection on the right.


Select a rate to prefill with:

Highlight the rate you want to use to prefill the current item and click [Prefill].


[Prefill]

Prefills the current invoice item with the prefill selection you have made in this window.


Prefill Item Standard Add-on
Prefill Item - Standard Add-on

Use to select an existing standard add-on or to add a new standard add-on from which to prefill information on the current item of this invoice. You can add a new standard add-on to the database by entering a unique ID in the Insert standard add-on field and clicking [image].

 How To

For help on an item in this window, click [image] on the toolbar and then click the item.

The title of this item may be different if changed in Custom Descriptions.


Add-on list

Displays the available add-ons which you can use to prefill the current invoice item. Highlight the add-on you want to use to prefill with and click [Prefill]. You can add a new standard add-on to the database by entering a unique ID in the Insert standard add-on field and clicking [image].

The title of this item may be different if changed in Custom Descriptions.


Insert standard add-on

Enter the new standard add-on with which you want to prefill the current item. When you have entered the add-on ID, click [image] to open the Standard Add-on Setup window.

The title of this item may be different if changed in Custom Descriptions.


To add a new standard item to the standard item database, click this button. This button is available only when a unique ID has been entered in the Insert standard item field to the left.


Prefill Item - Percent Complete

Use to enter the prefill information you want to use for this item of the invoice. This tab is available only when the billing level in Job Cost is set to Job.

 How To

For help on an item in this window, click [image] on the toolbar and then click the item.


Extra

Accept the prefilled extra, select an extra from the list, or enter a new extra for this item. This field is available only when extras are tracked in Job Cost and the current invoice includes a job.

To add a new extra to the Job Cost database, enter a new extra, then [Return]. The Extra Setup widow opens where you can enter information about the new extra.

The title of this item may be different if changed in Custom Descriptions.


Contract amount

Displays the contract amount. This amount is retrieved from the Extra table in Job Cost when an extra is included on the item. The amount is retrieved from the Job table in Job Cost when no extra is included on the item.


Job-to-date work billed

Displays the job-to-date work billed. This value is retrieved from the Extra table in Job Cost when an extra is included on the item. The value is retrieved from the Job table in Job Cost when no extra is included on the item.


Percent billed

Displays the percent billed. This value is calculated as the Work billed divided by the Contract amount.


Percent to bill

Enter the percent to bill on this invoice. The percent you enter should be the total percent of the contract amount that should be billed to-date. Billing will then subtract the Percent billed (from previous invoices) from this amount to arrive at the Amount to bill this invoice. This value is recalculated when the Amount to bill this invoice is changed.

For example, if the total billed-to-date percent should be 75% after this invoice is processed, enter 75. Any previously billed invoices (Percent billed) will be subtracted from the Amount to bill this invoice automatically.


Revised job-to-date work billed

Displays the new Job-to-date work billed. This value is calculated by multiplying the Percent to bill by the Contract amount. The Job-to-date work billed is then subtracted from this amount to arrive at the Amount to bill this invoice.


Amount to bill this invoice

Displays the amount to bill on this invoice. This amount is derived by subtracting the Job to-date work billed from the Revised Job to-date work billed.


Enter Quick Bill - Print Invoices

Use to select and print Quick Bill invoices. To print non-Quick Bill invoices, use the Print Invoices command (Tasks menu).

 How To

 Additional Information

 Troubleshooting

For help on an item in this window, click [image] on the window and then click the item.


Print Range

Use to print the current invoice only, or a range of invoices. The options are:

Current Invoice -- prints the current Quick Bill invoice only.

Selected Invoices -- activates the invoice form field and the [Select] button which allows you to specify the type or range of invoices to print.


Invoice form

Select the invoice form for which you want to print invoices. If you do not want to limit the invoices in the selection list to a specific invoice form, select All. This field is available only when Selected Invoices is marked on the left.

For additional information about the invoice forms available see About Quick Bill invoice form.

The title of this item may be different if changed in Custom Descriptions.


[Select]

Opens the Enter Quick Bill - Select Invoices to Print window where you can select one or more invoices to print. This button is available only when Selected Invoices is marked on the left.


Starting invoice number

Accept the prefilled invoice number or enter a starting invoice number for the selected invoices. This number is prefilled based on the last invoice number in AR Settings.

The title of this item may be different if changed in Custom Descriptions.


Enter Quick Bill - Select Invoices to Print

Use to select the invoice or invoices you would like to print. The invoices available in this window are determined by the Print Range selection you made in the previous window. Invoices that have a status of On hold are not available for printing.

For help on an item in this window, click [image] on the window and then click the item.


Invoice list

Select the invoice or invoices you want to print. To select multiple invoices, hold down the [Ctrl] key and select the invoices with your mouse.

The title of this item may be different if changed in Custom Descriptions.


Enter Quick Bill - Confirm Amount Change

Billing automatically recalculates the amount when you enter a new unit price or number of units on the item. By manually changing the amount column for this item, you are overriding this feature. If you continue, any subsequent changes to the unit price or number of units will require that you manually recalculate the amount column.

For help on an item in this window, click [image] on the toolbar and then click the item.


Enter Quick Bill - Confirm Future Period

The accounting date you have selected for this item is a future period. If you want to continue, click [Yes] or [Yes, and don't warn me again] which will suppress this warning for all subsequent occurrences in this session. To change the accounting date, click [No] to return to the previous window.

For help on an item in this window, click [image] on the toolbar and then click the item.


About Quick Bill invoices

Quick Bill invoices do not require an associated contract in the Contracts application and can be billed directly to the customer and/or job. Quick Bill invoices can be produced quickly by taking advantage of current Billing tables (Standard items, Rates tables and Standard add-ons) without setting up a contract and linking it to a job.

Quick Bill invoices include one job and GL prefix per invoice and one extra, cost code and GL account per invoice item.

You can also include text lines of up to 1000 characters in the body of the invoice.

Quick Bill invoices are entered, edited and printed from the Enter Quick Bill command on the Tasks menu. Quick Bill invoices are posted through the Post Invoices command (Tasks menu) as are all Billing invoices.

 Quick Bill information

 How To


About statuses available for Quick Bill invoices

The invoice status is displayed in red on the upper left side of the invoice in the Enter Quick Bill window. The statuses available for Quick Bill invoices are:

Printed -- depicts that the invoice has been printed.

Hold -- depicts that the invoice has been placed on hold and is not available for printing. To place a Quick Bill invoice on hold, from the Enter Quick Bill window, click [Additional Information] and mark the On hold box.

No status displayed -- depicts that the invoice is new and has a status that is equivalent to Approved.


About the Quick Bill invoice form

The fields that appear in the Enter Quick Bill window and print on an invoice are determined by your selection in the Invoice form field. The options are:

Unit-based -- includes unit information in the invoice detail and totals.

Non unit-based -- excludes the unit information in the invoice detail and totals.

Bill retainage -- excludes units, taxes and retainage held from the invoice.

The invoice forms available when printing Quick Bill invoices

The invoice form you select in the Enter Quick Bill window also determines which type of printed invoice form is used. These forms are assigned in BL Settings (Journals and Forms tab). Within the three types of invoices outlined above, there are three types of invoice forms you can select from: continuous feed, preprinted individual sheets (sheetfed), and plain paper. The following is a list of the standard invoice forms provided by Timberline which are available for Quick Bill invoices:

Unit-based Invoices:

Unit Price Continuous Forms (BL Unit-based Invoice (cf).rpt)

Unit Price Preprinted Sheetfed Forms (BL Unit-based Invoice (to form).rpt)

Unit Price Plain Paper Forms (BL Unit-based Invoice.rpt)

Unit Price TRet Continuous Forms -- use when tracking tax retainage (BL Unit-based Invoice (TRet) (cf).rpt)

Unit Price TRet Preprinted Sheetfed Forms -- use when tracking tax retainage (BL Unit-based Invoice (TRet) (to form).rpt)

Unit Price TRet Plain Paper Forms -- use when tracking tax retainage (BL Unit-based Invoice (TRet).rpt)

Non Unit-based Invoices:

NonUnit Price Continuous Forms (BL Non Unit-based Invoice (cf).rpt)

NonUnit Price Preprinted Sheetfed Forms (BL Non Unit-based Invoice (to form).rpt)

NonUnit Price Plain Paper Forms (BL Non Unit-based Invoice.rpt)

NonUnit TRet Continuous Forms -- use when tracking tax retainage (BL Non Unit-based Invoice (TRet) (cf).rpt)

NonUnit TRet Preprinted Sheetfed Forms -- use when tracking tax retainage (BL Non Unit-based Invoice (TRet) (to form).rpt)

NonUnit TRet Plain Paper Forms -- use when tracking tax retainage (BL Non Unit-based Invoice (TRet).rpt)

Bill Retainage Invoices:

Retainage Continuous Forms (BL Bill Retainage Invoice (cf).rpt)

Retainage Preprinted Sheetfed Forms (BL Bill Retainage Invoice (to form).rpt)

Retainage Plain Paper Forms (BL Bill Retainage Invoice.rpt)

The Bill Retainage invoice form does not require a TRet version.

These invoice forms can be modified using Report Designer.

If your preprinted invoice forms ("to form" invoices) do not line up and you are using a Timberline certified printer, you may need to edit the margins on the designs in Report Designer. A list of the Timberline certified printers is available in the Netguide.pdf file, which is located in the \docs\common folder on your CD.


About subtotals and down totals in Enter Quick Bill

There are several options for creating section totals on Quick Bill invoices. You can apply these subtotals as many times on the invoice as necessary.

Subtotal 1 -- totals all items from the last total (Subtotal 1, Subtotal 2 or Down total) line. If it is the first total line, it totals all items from the top of the invoice.

Subtotal 2 -- totals all items from the last total (Subtotal 2 or Down total) line. If it is the first total line, it totals all items from the top of the invoice.

Down total -- totals all items from the top of the invoice. You may have several down total lines in the invoice, however, each of these down total amounts include the sum of all items from the top of the invoice.

Example:

invoice item 1 (labor)          $100.00

invoice item 2 (labor)          $100.00

invoice item 3 (labor)          $100.00

             Subtotal 1             $300.00

invoice item 4 (labor)          $100.00

invoice item 5 (labor)          $100.00

invoice item 6 (labor)          $100.00

              Subtotal 1            $300.00

invoice item 7 (labor)          $100.00

              Subtotal 2           $700.00

invoice item 8 (material)      $100.00

invoice item 9 (material)      $100.00

              Subtotal 1            $200.00

invoice item 10 (material)    $100.00

invoice item 11 (material)    $100.00

          Down Total             $1100.00

invoice item 12 (material)     $100.00

              Subtotal 2             $100.00

          Down Total             $1200.00

Related Topics


About the text colors in Quick Bill
About the text colors on Quick Bill invoices

Color is used in the Quick Bill command to easily distinguish between the different types of items on the invoice. The item amount is displayed in color as follows:

Black -- represents all revenue item (rates, standard items, percentages, and manually added items) and bill retainage lines.

Red -- represents add-on lines.

Blue -- represents sub-total 1 lines.

Green -- represents sub-total 2 lines.

Purple -- represents the down total lines.

Related Topics


About the account retrieval for Quick Bill invoices during posting

	Total billed	Add-on or Deduction	Retainage billed or Tax retainage billed	Tax
Accrual debit	1 - BL invoice prefix 2 - AR Settings accounts receivable account	1 - BL invoice prefix 2 - AR Settings accounts receivable account	1 - BL invoice prefix 2 - AR Settings accounts receivable account	1 - BL invoice prefix 2 - AR Settings accounts receivable account
Accrual credit	1 - BL invoice prefix 2 - Item revenue account	1 - BL invoice prefix 2 - Item revenue account	If retainage billed, blank. If tax retainage billed, tax retainage of Accounts Receivable distributions	1 - BL invoice prefix 2 - Tax rate credit account
Cash debit	Blank	Blank	Blank	Blank
Cash credit	1 - BL invoice prefix 2 - Item revenue account	1 - BL invoice prefix 2 - Item revenue account	Blank	1 - BL invoice prefix 2 - Tax rate credit account
Retainage	1 - BL invoice prefix 2 - AR Settings retainage receivable account	1 - BL invoice prefix 2 - AR Settings retainage receivable account	Blank	1 - BL invoice prefix 2 - AR Settings retainage receivable account
Tax retainage	Blank	Blank	If tax retainage billed, tax rate retainage credit account; if blank, then tax rate credit account.	If Tax rate retainage credit account exists: 1 - BL invoice prefix 2 - Tax rate retainage credit account If Tax rate retainage credit account is blank: 1 - BL invoice prefix 2 - Tax rate credit account
Related Topics


Shortcut keys in Quick Bill (keyboard only entry)

The following is a list of the shortcut keys (keyboard strokes) available in Enter Quick Bill:

Enter Quick Bill window

Any of the icons can be activated by tabbing to the icon and using the space bar.

Alt+left arrow	previous invoice in file

Alt+right arrow	next invoice in file

Alt+Insert	inserts new invoice

Alt+Delete	deletes current invoice

Shift+Enter	adds new line to Billing and Job address fields or deletes the current address when it is highlighted

Alt+up arrow	closes the list and date picker when available

Alt+down arrow	opens the list and date picker when available

Alt	activates main Billing menu bar

For grid columns:

Alt+down arrow	opens the description box or list where available

Shift+Enter	adds a new line to the description box

Ctrl+Insert	inserts a new row

Ctrl+Delete	deletes current row

Ctrl+1	inserts subtotal 1

Ctrl+2	inserts subtotal 2

Ctrl+D	inserts down total

Ctrl+Alt+1	inserts subtotal 1 with units

Ctrl+Alt+2	inserts subtotal 2 with units

Ctrl+Alt+D	inserts down total with units

Shift+Enter	adds a new line to the Item Description field

Item Accounting window

Alt+P 	activates and deactivates the pushpin feature

Alt+Home	first item of invoice

Alt+left arrow	previous item of invoice

Alt+right arrow	next item of invoice

Alt+End	last item of invoice

Additional Information window

Alt+P 	activates and deactivates the pushpin feature

Alt+Home	first invoice in the file

Alt+left arrow	previous invoice in the file

Alt+right arrow	next invoice in the file

Alt+End	last invoice in the file

Prefill Item windows

Ctrl+Tab 	moves to the next tab


About selecting dates in Enter Quick Bill

The date fields available in Enter Quick Bill (Invoice date, Due date and Ship date) use a new feature called a "date picker". When you click the down arrow on the right side of the date field, a calendar displays which allows you to select the year, month and day you want to assign.

To access the year selector, click on the year in the calendar title. Then use the up and down arrows to the right to change the year.

To access the month selector, click on the month in the calendar title. Then select the month you want from the list. You can also click on the left and right arrows on the calendar title bar to move back and forward by one month.

To go to the current date, right-mouse click on any day in the calendar, then select Go to today. Or you can click Today on the bottom of the calendar.


Some Quick Bill invoices are not printing when a range is selected

A range of invoices was selected to print. Some printed and others did not. The Billing Enter Quick Bill Journal lists one of the invoices with a status of “Unable to print” with a reason as “Duplicate invoice”.

This could occur when an invoice entered with a pre-assigned invoice number falls within the invoice numbers automatically assigned during the print process, and the Allow duplicate invoices setting in Accounts Receivable, AR Settings is unmarked. Once a duplicate invoice number is encountered during a print session, only invoices with pre-assigned, non-duplicate numbers will print. The first duplicate invoice will be listed as a duplicate on the Billing Enter Quick Bill Journal. Be sure to compare any pre-assigned invoice numbers with the Starting invoice number on the Enter Quick Bill – Print Invoices window before printing invoices.


My Quick Bill preprinted invoice forms alignment is off

If your Billing Quick Bill preprinted invoice forms (“to form” invoices) do not line up and you are using a Timberline tested printer, you may need to edit the margins of the invoice form designs using Report Designer. The affected Billing Quick Bill designs are:

BL Bill Retainage Invoice (to form).rpt

BL Non Unit-based Invoice (to form).rpt

BL Unit-based Invoice (to form).rpt

BL Non Unit-based Invoice (TRet) (to form).rpt

BL Unit-based Invoice (TRet)(to form).rpt

To see which Quick Bill invoice forms you are using, check the defaults selected in BL Settings (File, Data Folder Settings, BL Settings, Forms window).

 Click here for instructions on changing invoice form margins.


Correcting Quick Bill invoice form margins

  1	Open the invoice design in the Report Designer application.

  2	From the File menu, select Page Setup, Margins.

  3	Adjust the margins using the following table. Note that all the bottom margins are negative:

Laser Printer Model	Margins
Hewlett Packard 4	Top =.29 Bottom = -.25
Hewlett Packard 5	Top = .25  Bottom = -.25  Left = .25
Hewlett Packard 6L	Top = .25  Bottom = -.25
Hewlett Packard 1100	Top = .29  Bottom = -.25
Hewlett Packard 6P	Top = .33 Bottom = -.25
Hewlett Packard 4000	Top = .25  Bottom = -.25
Hewlett Packard 5SI	Top = .29  Bottom = -.25
Lexmark Optra S 1625	Top = .29  Bottom = -.25
  4	Click [OK] to exit.

  5	Save the report design with a different name (using File, Save As) so it is not overwritten during an upgrade.

  6	Select the new report design as the default for the appropriate Billing Quick Bill Invoice form in BL Settings, Forms window.

Tip

Another option for correcting the margins would be to edit them using the Page Setup button at the time of printing an invoice. However, changing the margins for an invoice at the time of printing changes the invoice only for that specific print run; it does not permanently change an invoice form design.


Add New Job window

Use this window to Quick-Add a new job while entering a Quick Bill invoice.

You can enter a new job without going to the Job Cost application using this Quick-Add feature. This requires that you have security permission to use the Setup, Jobs command in Job Cost. Only basic job information is entered during the Quick-Add process. At a later time, complete the entry of additional job information in Job Cost (Setup menu, Jobs command).


Job

Displays the ID of the job being added.


Description

Enter the description (up to 30 characters) for the job.


Address

Enter a one or two-line address (up to 30 characters each) for the location or mailing address of the job. The information entered here prefills on the invoice when using Quick Bill invoicing in the Billing application.


City St ZIP

Enter the city (up to 15 characters), state or province (up to four characters), and ZIP Code (up to 10 characters) for the address. If using ZIP + 4, enter the dash before the suffix. The information entered here prefills on the invoice when using Quick Bill invoicing in the Billing application.


Phone Numbers

Enter up to three telephone numbers in these three items. These items are for reporting only.


Assorted Titles and Miscellaneous Information

Enter any names or alphabetic data of your choice (up to 30 characters) in these five items. These items are for reporting only.


User def key 1

Enter an alphanumeric sort key (up to 30 characters) that will allow you to inquire and report on jobs in a different order than by Job ID. For example, you might want to enter the foreman's name in this item. This would allow a report of jobs by foreman.

Because this is a "key" item, it allows the reporting to begin immediately without first requiring a time-consuming sort.

This item's title can be changed in the Custom Descriptions window.


User def key 2

This is the second user-definable key that will allow you to inquire and report on jobs in a different order than by Job ID. Enter an alphanumeric sort key of up to 30 characters. For example, you might want to reserve User def key 1 for the foreman's ID and use this key for the ID of the bank carrying the loan.

This item's title can be changed in the Custom Descriptions window.


Cost account group

This group appears only if the Cost account Retrieval method in the GL Entry Settings window in Job Cost is By cost code or By category.

The selection indicates the cost account group associated with this job. For example, your company might be involved in new construction (Group A), rehab (Group B), and tenant improvement (Group C). You can debit the applicable GL account for costs depending on the type of job. When a category or cost code is set up for this job, the Cost account group for this job is checked to determine which one of the three accounts (A, B, or C) is to be assigned to the new category or cost code. The account in the corresponding line of the standard category or standard cost code then prefills the Cost account in the new category or cost code.


GL account prefix

Enter the General Ledger account prefix for this job. This prefix is combined with a base account to form the full account assigned to cost entries for this job. The base accounts are retrieved from this job's cost codes or categories, depending on the Retrieval method setting in the GL Entry Settings window.

This item displays only if you marked the Retrieve account prefix from job check box in the GL Entry Settings window in Job Cost.

Click [List] to display available General Ledger prefixes.


Billing Level

When using Quick Bill to generate invoices for a job, select a billing level specific for this job. The billing level specified in Job Cost (Data Folder Settings, JC Settings, [Billing]) is the default setting for this field and can be changed for each job with a billing method of Use Quick Bill.

Select a billing level according to the amount of detail needed on the invoice:

Job - Bill at the job, or extra level.

Cost Code - Bill at the cost code level.

The options displayed will vary. You can have anywhere from 1 to 4 cost code sections.


[OK]

Accepts your entries and closes this window.


[Cancel]

Closes this window without accepting your entries.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Opens Help and displays information about this window.


Add Extra window

Use this window to Quick-Add a new extra while entering a Quick Bill invoice.

You can enter a new extra without going to the Job Cost application using this Quick-Add feature. This requires that you have security permission to use the Setup, Jobs command in Job Cost. Only basic extra information is entered during the Quick-Add process. At a later time, complete the entry of additional extra information in Job Cost (Setup menu, Extras command).


Extra

Displays the ID of the extra being added.


Description

Enter the description (up to 30 characters) for the extra.


[OK]

Accepts your entries and closes this window.


[Cancel]

Closes this window without accepting your entries.


[Help]

Opens Help and displays information about this window.


Tax

Displays the tax ID you entered during Tax Group setup.


Description

Enter a description for the tax (up to 30 characters). This description displays when setting up Tax Groups.


Tax liability payee

Enter the vendor name to use for this tax. You can click [List] to select a vendor name. This name can be used during Inquiry and when creating reports. This is the name of the taxing authority that you are collecting tax for.

This field does not apply to Property Management.


Tax Rate Percentage

Enter the tax rate percentage for this tax (up to 3.4 digits). Use whole numbers and decimals when entering the percentage. For example, enter 5.1% as 5.1. You can enter a rate of zero.


State

Enter the state in which this tax is set up. You can use the State field for reporting all taxes by state or area.

The title of this item may be different if changed in Custom Descriptions.


Debit account

If you are interfacing with General Ledger, enter the General Ledger account number to use for debit tax transactions. You can click [List] to select an account number. The account number you enter can be unique for each tax, or you can use the same account number for all taxes.

If the Debit account is blank, the tax amounts are added to the Distribution total during posting and the invoice expense account is used for these tax transactions. If the Exclude tax in amount sent to Job Cost box is marked, a debit account is required.

If you are using the control account feature in General Ledger, enter a non-control account or an other control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.

This field does not apply to Property Management.


Credit account

If you are interfacing with General Ledger, enter the General Ledger account you want to use for tax liability (credit) transactions. You can click [List] to select an account number. If you are tracking actual and liability taxes, this account is required.

If you are using the control account feature in General Ledger, enter a non-control account or an Other control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.


Retainage debit account

If you want tax retainage to debit a different General Ledger account, enter the account number. You can click [List] to select an account number. When the retainage is paid, the tax on the retainage amount is transferred from the Retainage debit account to the Debit account entered above.

If you enter a Retainage debit account you must also enter a Debit account and mark the Tracking tax retainage in AP box.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.


Retainage credit account

Enter the General Ledger account to use for tracking retainage on tax (credit) transactions. You can click [List] to select an account. When the retainage is paid, the retainage portion of the tax amount is transferred from the Retainage credit account to the Credit account. If you enter an account in this field you must also mark the Tracking tax retainage in AR box on this window. If you enter a Retainage credit account and are tracking Accounts Payable tax and tax liability, you must also mark the Tracking tax retainage in AP box on this window.

This field is available in Accounts Receivable Tax Rate Setup if the Tracking tax retainage box is marked in AR Settings, or if you are tracking tax and tax liability in Accounts Payable (AP Settings, Invoice Settings).

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.

This field does not apply to Property Management.


Exclude AP tax in amount sent to Job Cost (and Billing)
Exclude AP tax in amount sent to Job Cost, Equipment Cost, and/or Billing

If you are creating entries in Accounts Payable for Job Cost, Equipment Cost, and/or Billing and do not want the tax amount included in these entries, mark this box. If this box is marked, you must enter a debit account.

This field does not apply to Property Management.


Tracking tax retainage in AP

If you are tracking tax and tax liability for this tax rate on Accounts Payable invoices, mark this box. If a Retainage debit account is entered above, you must mark this box.

This field does not apply to Property Management.


Exclude AR tax in amount sent to Job Cost

If you are creating entries in Accounts Receivable for Job Cost, and do not want the tax amount included in these entries, mark this box.

This field does not apply to Property Management.


Tracking tax retainage in AR

If you are tracking tax retainage for this tax rate on Accounts Receivable invoices, mark this box. You must also mark the Tracking tax retainage box in AR Settings and enter a Retainage credit account on this window.

This field does not apply to Property Management.


[List]

Displays a list of items you can select from for the current item in this window.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Help]

Starts Help and displays information about this window.


Add Tax Rate window

Use to enter a new tax rate that has not previously been set up in Accounts Receivable (Setup menu, Taxes). Information such as tax rate percentage, description, and state is entered in this window.

For more information on setting up tax rates, see the Accounts Receivable Help topic titled Setting up taxes.


Customer is not set up

The customer you have entered is not set up in Accounts Receivable. To add this customer to Accounts Receivable now, select Yes. This option opens the Customer Quick Add window where you can set up the minimum required information for a new customer. When you are finished with the current task, be sure to complete the customer setup information in Accounts Receivable (Setup menu). To return to the Customer field, select No.


Customer Quick Add window
Add New Customer window

Use to add a new customer to the Accounts Receivable customer database. This window allows you to enter the minimum required information for a new customer. Be sure you complete the customer setup information in Accounts Receivable when you are finished with this task.

For help on an item in this window, click [image] on the window and then click the item.


Customer ID

Enter the customer ID (up to 10 characters) you want to assign this customer. You can set up customer IDs that are alphabetic, numeric, or a combination of both. You may want to group different types of customers according to a coding scheme.

The title of this item may be different if changed in Custom Descriptions.


Name

Enter the customer name (up to 50 characters).

You can display customer names in alphabetical order for ease of use on reports, viewing [List] and when using Inquiry. To use this feature, enter the customer name in the following order: Last name; First name.

Examples: Simpson Construction; Tom  or  Drywall Company;The


Type

Select the type you want to assign this customer. You can modify or add items to this list in Custom Descriptions.

Examples: Government, Commercial, Residential


Customer Key

Enter the key (up to 15 characters) you want to use for this customer. Keys can be used for sorting customers in alternate orders. For example, you may want to sort several reports by Salesperson or Project Manager. You can set up Key 1 as Type. Another use for this field may be to sort customers by city or state.

The title of this item may be different if changed in Custom Descriptions.


Address

Enter the customer's street address (4 lines, up to 30 characters each).


City

Enter the customer's city (up to 15 characters).


State

Enter the state abbreviation (up to 4 characters).


ZIP

Enter the ZIP code (up to 10 characters).


Phone

Enter the customer's telephone number (area code is optional). Punctuation is automatically entered for you.


Fax number

Enter the vendor's Fax number (area code is optional). Punctuation is automatically entered for you.

You can change the description of this item by clicking [Change desc] when the cursor is in the item. If using security, you must have unlimited security permissions to change item descriptions, otherwise, all operators can change item descriptions.


GL prefix

Enter the General Ledger prefix for this customer.

When entering invoices, the prefix is retrieved first from the Contract item (Accounts tab) in the Contracts application. If no prefix is found, the system looks at the Contract (Accounts tab) also in the Contracts application. If no prefix is found there, it looks for the prefix here, on the Customer record. If this is blank, the system looks at AR Settings, GL Settings.


Retainage

Enter the default retainage percent for this customer. See About calculating retainage during Enter Invoices for details.


Tax group

Enter the tax group you want to use for this customer.


Contact

Enter the name (up to 15 characters) of the person you want invoices directed to.

The title of this item may be different if changed in Custom Descriptions.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[OK]

Accepts this customer and returns to the current task.


[Cancel]

Closes this window without accepting this customer and returns to the current task.


[Help]

Starts Help and displays information about this window.


Contact is not set up

The contact you have entered is not set up in Accounts Receivable. To add this contact to Accounts Receivable now, select Yes. This option opens the Contact Quick Add window where you can set up the minimum required information for a new contact. When you are finished with the current task, be sure to complete the contact setup information in Accounts Receivable (Setup menu). To return to the Contact field, select No.


Contact Quick Add window
Add New Contact window

Use to add a new contact to the Accounts Receivable contact database. This window allows you to enter the minimum required information for a new contact. Be sure you complete the contact setup information in Accounts Receivable when you are finished with this task.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.


Contact

Enter the contact ID (up to 15 characters) you want to assign this contact. If you want the contact to display in alphabetical name order on reports and inquiries, use the following name format: Last name; First name. See About setting up customer names for additional information on name formatting.

The title of this item may be different if changed in Custom Descriptions.


Name

Enter the contact name (up to 30 characters).


Type

Select the type for this contact. Items on this list can be set up and modified in Custom Descriptions. To ensure that you know who to reach for any given situation, you can select up to 10 for each customer. There is no limit to the number of types you can set up in Custom Descriptions.

Examples: Billing, Financial, Project Manager, AP Clerk

You can also set up your own employees as contacts and include them on the Customer records for which they are responsible.

The title of this item may be different if changed in Custom Descriptions.


Customer

Enter the customer number (up to 10 characters) associated with this contact. If you use this contact for multiple customers, leave this blank.

The title of this item may be different if changed in Custom Descriptions.


Title

Enter this contact's title (up to 30 characters). You can use this field to depict the contacts professional title (e.g., Senior Architect, Purchasing Agent, etc.) or to determine Mr., Mrs., Miss, etc. If you are interfacing with the Payroll application, the later example is generally used.


Department

Enter the department (up to 30 characters) this contact represents.


Company

Enter the company (up to 30 characters) this contact represents.


Address

Enter the street address and suite number (up to 4 lines, 30 characters each) for this company.


City

Enter the city (up to 15 characters).


State

Enter the state (up to 4 characters).


Zip

Enter the Zip code (up to 10 characters).


Phone

Enter this contact's telephone number. The area code is optional. Punctuation is automatically entered for you.


Fax

Enter this contact's fax number. The area code is optional. Punctuation is automatically entered for you.


Cellular

Enter this contact's cellular telephone number. The area code is optional. Punctuation is automatically entered for you.


Pager

Enter this contact's pager number. The area code is optional. Punctuation is automatically entered for you.


E-mail address

Enter this contact's E-mail address (up to 50 characters).

The title of this item may be different if changed in Custom Descriptions.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[OK]

Accepts this customer and returns to the current task.


[Cancel]

Closes this window without accepting this customer and returns to the current task.


[Help]

Starts Help and displays information about this window.


Quick Add - Standard Items window

Use to set up new standard items to be used on this Quick Bill invoice. Standard items can be used to group items for billing and reporting. You can specify billing rates and markups by standard items or standard item type. For example, you can group specific types of materials for 10% markup, while others may be 15%.

For help on an item in this window, click [image] on the window and then click the item.


Standard item

Displays the standard item ID you entered in the prefill window.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description for this standard item. This description can be printed on the invoice.

Example: Medium grade wiring


Standard item type

Select the type you want to assign to this standard item. You can click the arrow on the right to select from a list of types. You can modify or add items to this list in Custom Descriptions. You can also set up rates and markups on the rate tables by type.

The title of this item may be different if changed in Custom Descriptions.


Cost type

Select the cost type for this standard item. You can click the arrow on the right to select from a list of cost types.


GL account

Enter the GL credit account you want to use for this standard item. You can click the arrow on the right to select from a list of GL accounts. If you leave this blank, the account is retrieved from the contract item.

If you are using the Control Account Type feature in General Ledger, select a revenue control account, other control account or any non-control account from the list.

This account stores the base and suffix account only.


Exempt status

Select the exempt status for this standard item. You can click the arrow on the right to select from a list of statuses. You can modify or add items to this list in Custom Descriptions.


Send cost to Billing

To include this standard item in entries created for Billing when you assign it to an item in another application, mark this box.


Basis

Select the entry method for this standard item. The options are:

•	Units -- allows you to enter units and makes the Unit of Measure, Unit Cost, and Unit Price fields available on this tab.

•	Amounts -- allows you to enter dollar amounts and makes the Cost Amount and Price Amount fields available on this tab.


Cost amount

Enter the cost amount (up to 9.2 digits) for this standard item. This field is available only if you select Amounts in the Basis above.

Example: 20.00 ($20.00)


Price amount

Enter the price amount (up to 9.2 digits) for this standard item. This field is available only if you select Amounts in the Basis above.

Example: 20.00 ($20.00)


Unit cost

Enter the unit cost (up to 6.4 digits) for this standard item. This field is available only if you select Units in the Basis above.

Example: 20.0000 ($20.00)


Unit price

Enter the unit price (up to 6.4 digits) for this standard item. This field is available only if you select Units in the Basis above.

Example: 20.0000 ($20.00)


Unit of measure

Enter the unit of measure (up to 20 characters) for this standard item. This field is available only if you select Units in the Basis above.

Example: Feet, Each


Text

Enter text (up to 1000 characters) for this standard item.

This can be used for reporting, inquiry, or invoice format purposes.


Quick Add - Standard Add-on window

Use to set up a new standard add-on to specify additional charges or deductions you want to include on this Quick Bill invoice. For example, you can mark up Labor by 10%, Materials by 5%, and subtract $200.00 from the total invoice amount.

For help on an item in this window, click [image] on the toolbar and then click the item.


Add-on ID

Displays the add-on ID you entered in the prefill window.


Description

Enter the description (up to 30 characters) you want to use for this add-on. This description prints on the invoice.

Example: Labor Burden


Type

Select the type of add-on this is. The options are:

•	Charge -- creates an invoice record which increases the amount of the invoice.

•	Deduction -- creates an invoice record which decreases the amount of the invoice.


Basis

Select the basis for calculating this standard add-on. The options are:

•	Amount -- allows you to enter an amount for this add-on.

•	Percent -- allows you to enter a percentage for this add-on.


GL account

Enter the GL credit account you want to use for this add-on. You can click the arrow on the right to select from a list of GL accounts. If you leave this blank, the account is retrieved from the contract item.

If you are using the Control Account Type feature in General Ledger, select a revenue control account, other control account or any non-control account from the list.

This account stores the base and suffix account only.


Exempt status

Select the exempt status for this add-on.

You can modify or add items to this list in Custom Descriptions.


Amount

If you are applying a flat amount, enter the amount (up to 9.2 digits).

This field is available when you select Amount in the Basis field above.

Example: 250.00


Percent

If you are applying a percentage amount, enter the amount (up to 3.4 digits).

This field is available when you select Percent in the Basis field above.

Example: 35.0000 (35%)


Hold retainage

To hold retainage on this standard add-on, mark this box.

The title of this item may be different if changed in Custom Descriptions.


Text

Enter text information about this add-on (up to 1000 characters).

This text can be used for reporting and inquiry purposes.


About stored materials

There are two ways to process stored materials:

Stored materials are considered stored and complete (used or incorporated into the project) when billed, and they are added to Previous Work Completed.   How?

Stored materials are considered stored, but not complete (not used or incorporated into the project) when billed, and they are not added to Previous Work Completed. This is the method outlined on the instruction sheet for AIA® Document G703.   How?

Each method requires a different setting on the contract in the Contracts application, which determines whether or not stored materials billed are added to Previous Work Completed in Billing. Each method requires different data entry in Enter Worksheets in Billing.

Notes

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

The Stored Materials column is available only on the Progress and Standard Billing worksheet view.


Stored materials are considered stored and complete when billed

Setting up

In the Contracts application, mark the Add stored materials to previous work completed box on the contract (Billing tab).

Entry

In Enter Worksheets (Billing Tasks menu), in the Materials Presently Stored column, enter the stored materials amount to bill this period. The stored materials amount accumulates in the Previous Work Completed amount, and replaces the Previously Stored Materials amount on the next worksheet entered for that contract item.

Refer to the following Help topics for details on entry and calculations:

  Field entry and calculations

  Entry example

Notes

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

The Stored Materials column is available only on the Progress and Standard Billing worksheet view.

Stored materials that are complete are considered used or incorporated into the project.

Related Topics


Stored materials are considered stored but not complete when billed

Setting up

In the Contracts application, do not mark the Add stored materials to previous work completed box on the contract (Billing tab).

Entry

In Enter Worksheets (Billing Tasks menu), in the Materials Presently Stored column, enter any new stored materials to bill this period that are not complete, plus any previously billed stored materials that are not complete.

When previously billed stored materials are complete, enter both the completed stored materials amount plus all other work completed in the Work Completed this Period column, and reduce the amount in the Materials Presently Stored column.

Refer to the following Help topics for details on entry and calculations:

  Field entry and calculations

  Entry Example

Notes

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

The Stored Materials column is available only on the Progress and Standard Billing worksheet view.

Stored materials that are not complete are considered not used or incorporated into the project.

This is the method outlined on the instruction sheet for AIA® Document G703.

Related Topics


Entry and calculations when stored materials are considered stored and complete when billed

The following tables show how stored materials and related fields are entered and calculated on the Enter Worksheets grid and during Generate Invoices, when adding stored materials to previous work completed.

Enter Worksheets field	How the Enter Worksheets field is filled
Previous Work Completed (Previously Billed Amount)	Prefills from Total Billed on the contract item derived record in the Contracts application. Includes any previously billed stored materials.
Work Completed this Period (Amount to Bill this Period)	Work completed this period (not including stored materials) is entered here.
Previously Stored Materials (on the Enter Worksheets, Detail window, Billed Information tab)	Prefills from Stored materials on the contract item. The stored materials amount on the contract item is replaced with the Materials Presently Stored amount each time a new worksheet for that contract item is entered, and its invoice is generated, printed and posted in Billing, Accounts Receivable, and Contracts.
Materials Presently Stored	The stored materials amount to bill this period is entered here. The stored materials are complete.
Total Work Completed and Stored (Total Billed)	Prefills from Total Billed on the contract item derived record, or calculation is: Previous Work Completed + Work Completed this Period + Materials Presently Stored.
Retainage Held this Period	Is calculated as follows: (Work Completed this Period + Materials Presently Stored) * Retainage % this Period.
Generate Invoices field	Calculation
Billed Amount	Is calculated as follows: Work Completed this Period + Materials Presently Stored.

Notes

To add stored materials to previous work completed, mark the box on the contract (Billing tab) in the Contracts application. Mark this box if you consider stored materials complete (used or incorporated into the project) when billed.

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

The Stored Materials column is available only on the Progress and Standard Billing worksheet view.

The Stored materials field on the contract item is located on the contract item (Contracts tab) in the Contracts application.

 Return to the previous topic


Entry and calculations when stored materials are considered stored but not complete when billed

The following tables show how stored materials and related fields are entered and calculated on the Enter Worksheets grid and during Generate Invoices, when not adding stored materials to previous work completed.

Enter Worksheets field	How the Enter Worksheets field is filled
Previous Work Completed (Previously Billed Amount)	Prefills using the following calculation: Total Billed on the contract item derived record – Stored materials on the contract item in the Contracts application.
Work Completed this Period (Amount to Bill this Period)	Work completed this period plus any previously billed stored materials that are now complete are entered here.
Previously Stored Materials (on the Enter Worksheets, Detail window, Billed Information tab)	Prefills from Stored materials on the contract item. The stored materials amount on the contract item is replaced with the Materials Presently Stored amount each time a new worksheet for that contract item is entered, and its invoice is generated, printed and posted in Billing, Accounts Receivable, and Contracts.
Materials Presently Stored	Prefills from Stored materials on the contract item. You can accept the prefilled amount or add any new stored materials to bill this period that are not complete, and/or subtract any previously billed stored materials that are now complete. (Only stored materials that are currently not complete are entered here.)
Total Work Completed and Stored (Total Billed)	Prefills from Total Billed on the contract item derived record, or is calculated as follows: Previous Work Completed + Work Completed this Period + Materials Presently Stored.
Retainage Held this Period	Is calculated as follows: (Work Completed this Period + (Materials Presently Stored – Previously Stored Materials)) * Retainage % this Period.
Generate Invoices field	Calculation
Billed Amount	Is calculated as follows: Work Completed this Period + (Materials Presently Stored – Previously Stored Materials).

Notes

If you do not want to add stored materials to previous work completed, be sure that the Add stored materials to previous work completed box is not marked on the contract (Billing tab) in the Contracts application. Do not mark this box if you consider stored materials not complete (not used or incorporated into the project) when billed.

Different columns display in the entry grid, based on the selected contract’s Billing worksheet view setting which is on the contract (Billing tab) in the Contracts application. Also, some column titles may differ, but the field content is the same. For example, the Work Completed this Period column in the Progress billing worksheet view is the same as the Amount to Bill this Period column in the Standard billing worksheet view.

The Stored Materials column is available only on the Progress and Standard Billing worksheet view.

The Stored materials field on the contract item is located on the contract item (Contracts tab) in the Contracts application.

 Return to the previous topic


Example of stored materials considered stored and complete when billed

In the Contracts application, the Add stored materials to previous work completed box on the contract (Billing tab) is marked. The contract item is entered with a contract amount of $7,500 ($6,500 is labor and $1,000 is materials).

Draw 1: The general contractor completes $3,000 of labor and stores $1,000 of materials.

Draw 2: An additional $2,250 of labor is completed with no change to the materials.

Draw 3: $250 of the $1,000 of stored materials is used on the job. An additional $400 of labor is completed.

Draw 4: Another $600 of labor is completed.

Draw 5: A subcontractor finishes installation and uses the remaining $750 of stored materials.

Draw 6: A change order is entered to cover an additional $200 of materials delivered to the site.

Draw 7: The general contractor completes the last $250 of labor and uses the last $200 of stored materials.

Billing Draw ID	Contract Item Amount	Contract Item	EW Previous Work Completed	EW Work Completed this Period	EW Previously Stored Materials	EW Materials Presently Stored	EW Total Work Completed & Stored	EW Balance to Finish	Generate Invoices Billed Amount
1	7,500.00	1	0.00	3,000.00	0.00	1,000.00	4,000.00	3,500.00	4,000.00
2	7,500.00	1	4,000.00	2,250.00	1,000.00	0.00	6,250.00	1,250.00	2,250.00
3	7,500.00	1	6,250.00	400.00	0.00	0.00	6,650.00	850.00	400.00
4	7,500.00	1	6,650.00	600.00	0.00	0.00	7,250.00	250.00	600.00
5	7,500.00	1	7,250.00	0.00	0.00	0.00	7,250.00	250.00	0.00
6	7,700.00	1	7,250.00	0.00	0.00	200.00	7,450.00	250.00	200.00
7	7,700.00	1	7,450.00	250.00	200.00	0.00	7,700.00	0.00	250.00
Notes

EW in the table is the Enter Worksheets grid.

In Enter Worksheets, Previously Stored Materials is located on the Contract item detail window on the Billed Information tab, which is accessed by clicking [image] for the current contract item.

Print this page using landscape orientation.

 Return to the previous topic


Example of stored materials considered stored but not complete when billed

In the Contracts application, the Add stored materials to previous work completed box on the contract (Billing tab) is not marked. The contract item is entered with a contract amount of $7,500 ($6,500 is labor and $1,000 is materials).

Draw 1: The general contractor completes $3,000 of labor and stores $1,000 of materials.

Draw 2: An additional $2,250 of labor is completed with no change to the materials.

Draw 3: $250 of the $1,000 of stored materials is used on the job. An additional $400 of labor is completed.

Draw 4: Another $600 of labor is completed.

Draw 5: A subcontractor finishes installation and uses the remaining $750 of stored materials.

Draw 6: A change order is entered to cover an additional $200 of materials delivered to the site.

Draw 7: The general contractor completes the last $250 of labor and uses the last $200 of stored materials.

Billing Draw ID	Contract Item Amt	Contract Item	EW Previous Work Completed	EW Work Completed this Period	EW Previously Stored Materials	EW Materials Presently Stored	EW Total Work Completed & Stored	EW Balance to Finish	Generate Invoices Billed Amount
1	7,500.00	1	0.00	3,000.00	0.00	1,000.00	4,000.00	3,500.00	4,000.00
2	7,500.00	1	3,000.00	2,250.00	1,000.00	1,000.00	6,250.00	1,250.00	2,250.00
3	7,500.00	1	5,250.00	650.00	1,000.00	750.00	6,650.00	850.00	400.00
4	7,500.00	1	5,900.00	600.00	750.00	750.00	7,250.00	250.00	600.00
5	7,500.00	1	6,500.00	750.00	750.00	0.00	7,250.00	250.00	0.00
6	7,700.00	1	7,250.00	0.00	0.00	200.00	7,450.00	250.00	200.00
7	7,700.00	1	7,250.00	450.00	200.00	0.00	7,700.00	0.00	250.00
Notes

EW in the table is the Enter Worksheets grid.

In Enter Worksheets, Previously Stored Materials is located on the Contract item detail window on the Billed Information tab, which is accessed by clicking [image] for the current contract item.

Print this page using landscape orientation.

 Return to previous topic


Progress Bill (no form)
Contract-based, portrait invoice format samples

 Progress Bill (no form)


Correcting WIP records rejected during Regenerate Work-In-Progress

When the Regenerate Work-In-Progress command encounters a WIP record that cannot be processed, it remains in the Unbilled.BLW file and its status is changed to Rejected. An entry is written to the Reject journal. The entry includes the reason for the rejection and the key fields that relate to the rejected record. The following is a list of reasons records may be rejected:

•	The contract is unknown. This rejection has several possible causes and solutions.  How?

•	The Standard markup table and Rate table for the cost type on the transaction are unknown.

•	The Standard markup table specified on the contract item does not exist.

•	The Rate table specified on the contract item does not exist.

•	The Standard markup table or the Rate table does not have a valid Effective date.

•	The date of the WIP record is less than the Effective date on the Standard markup table or the Rate table.

•	The date of the WIP record is greater than the Through date on the Standard markup table or the Rate table.

•	No match is found on the Rate table and a valid Standard markup table does not exist.

•	A key match is found on the Rate table with a Unit cost or Unit price as the rate, however, no units exist on the WIP record and no calculation can be made.

•	The Rate table does not contain sufficient pricing information and the rate calculation cannot be made.

Once you have made corrections to the contract item, rate table, or markup table respectively, rerun the Regenerate Work-In-Progress command to process the rejected records.

Related Topics


Timberline Office Security: What do you want to do?

Develop a security plan

Set up security

Create an operator and set up task security

Create a group and set up task security

Set up file security

Set up record security

Modify security

Change password

Delete an operator or group

Assign an operator's security permissions to someone else

Turn off security

Modify task security permissions

Turn off file security

Modify file security permissions

Turn off record security

Modify record security permissions

Review security settings

Learn about security

Troubleshoot security

Security tips


Develop a security plan

Before you set up security in the software, create a detailed security plan. Store a copy of this plan off site.

For more information about developing a security plan, see the Security Guide. To access the Security Guide, select Help > Release Notes. Then open the file SecurityGuide.pdf.

Review security settings

Learn about security


Review security settings

To review task security settings

You must be an unlimited operator or have security access to Tools > Security > Reports to perform this task.

  1	From the Tools menus in an application that features Timberline Office security, select Security > Reports.

  2	In the Print Selection window, choose a report type. The reports display task, group, and operator information in a variety of ways.

  3	To view the report, click [Start] or [Print Preview].

Note: Task security reports vary by application. You should run these reports for each application.

To review file security settings

You must be an unlimited operator or have security access to Tools > Security > File to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > File.

  2	Select a file and click [OK].

  3	In the File Security window, review the text near the top. It indicates which operator or group has access rights to the file.

  4	Click [Cancel] when you have finished.

  5	Repeat steps 1-4 for each file.

To review record security settings

You must be an unlimited operator to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	Review the selections on the Activation tab. They control whether record security is active and how the software interprets blank security IDs.

  3	Select one of the record tabs.

  4	Review the operators and groups in the Security ID column.

  5	Repeat steps 3 and 4 for each record.

Note: Every report and inquiry has settings that control whether record security can affect the report or inquiry. For more information, see:

•	Requirements for record security to affect a report or inquiry

•	Indicators that record security affects a report

•	Indicators that record security affects an inquiry


Set up security

Timberline recommends that you set up security in the following order. However, once you create an operator and set up task security in step 1, the other steps are optional.

To set up security

  1	Create an operator and set up task security.

  2	Create a group and set up task security (optional).

  3	Set up file security (optional).

  4	Set up record security (optional).

Click [First Task >] below to display instructions for the first setup task.


Create an operator and set up task security

To create an operator and set up task security

  1	From the Tools menu in an application that features Timberline Office security, select Security > Task (operators/groups).

  2	In the Task Security (Operators/Groups) window, type an operator ID, description, and password for the operator.

  3	In the Permission level box, select Unlimited (privileged operator), Based on group memberships, or Custom for this operator.

  4	If you selected Unlimited (privileged operator), skip to step 9. You do not need to set task permissions because the operator automatically has permissions to all tasks.

  5	If you selected Based on group memberships, select one or more groups in the Select group memberships box. If you do not see any groups and you would like to set one up, click [Next Task >] at the bottom of this Help topic to create a group.

  6	If you selected Custom for this operator, click [Set Permissions].

  7	In the Set Security Permissions window, if you would like to copy the permissions of another operator or group, click [Copy]. In the Copy Security Permissions window, select an operator or group to copy; then click [OK]. Skip to step 9.

  8	In the Set Security Permissions window, if you would like to manually set permissions, select the permissions that will be accessible to this operator.

  9	If you would like to create another operator, click [Add]; then repeat steps 1-9. If you have finished, click [Exit].

Notes:

•	When you choose a permission level of Based on group memberships, your only option is to select group memberships. When you choose a permission level of Custom for this operator, you can select group memberships and set task permissions. However, your group memberships affect only your file and record permissions. Your task permissions come exclusively from the selections you make in the Set Security Permissions window for this operator.

•	Each application has its own task permissions. You must set these permissions from within each application.

•	Most tasks are associated with menu items or fields. You can specify how these menu items and fields appear to a user who does not have access rights. For more information, see Specify how secured tasks appear.

Tips:

•	The copy command can dramatically reduce setup time and ensure that your operators have the same permissions. For more information, see Copy task permissions.

Click [Next Task >] below to set up a group.

Learn about task security

Learn about operators


Copy task permissions

You can copy an existing operator's or group's task permissions and apply them to other operators or groups. This ensures uniformity and saves setup time. This command may be useful even if you copy operators or groups with permissions that are slightly different from those you want. For example, it may be useful to copy an unlimited operator's permissions (permissions to all tasks) and then clear a few permissions as needed.

Follow the instructions below to copy permissions between existing operators and groups. If you would like to use the copy command during the creation of new operators or groups, see Create an operator and set up task security or Create a group and set up task security.

You must be an unlimited operator to perform this task.

To copy task permissions

  1	Open the application for which you want to assign task permissions.

  2	From the Tools menu, select Security > Task (operators/groups).

  3	In the Task Security (Operators/Groups) window, select an operator ID. If you want to assign task permissions for a group, click [Groups]. Then, in the Security Groups window, select a group ID.

  4	In the Security Operators or Security Groups windows, click [Set Permissions].

  5	In the Set Security Permissions window, click [Copy].

  6	Select an operator or group whose permissions you want to copy; then click [OK].

  7	Click [Exit].

Assign an operator's security permissions to someone else

Learn about task security


Specify how secured tasks appear

Most securable tasks have an associated menu item or field. You can specify how these menu items and fields appear to a user who does not have access to them. You can specify whether the menu items and fields are hidden or whether they appear gray (which indicates that they are unavailable).

You must have task security access to the Tools > Options menu to perform this task.

To specify how secured tasks appear

  1	From the Tools menu, select Options.

  2	In the Options window, look in the Secured Menu Items box. Select Don't display or Display as disabled.

  3	Click [OK].

Notes

•	The Tools > Options menu is subject to task security. You may not be able to see this menu item if someone has selected Don't display in the Secured Menu Items box.

•	You need to specify this setting in only one application for the effect to be seen in all applications.

Learn about task security

Set up security


Create a group and set up task security

If you have operators with the same security requirements, consider creating a group that represents all of these operators. Using groups can reduce setup time and simplify your security plan.

You must be an unlimited operator to perform this task.

To create a group and set up task security

  1	From the Tools menu in an application that features Timberline Office security, select Security > Task (operators/groups).

  2	In the Task Security (Operators/Groups) window, click [Groups].

  3	In the Security Groups window, type a group ID and description. If one or more groups already exist, you must click [Add] first.

  4	In the Select group members box, select the operators for this group. To select an operator, simply click on the operator. You can select as many operators as you wish.

Note: Steps 5-7 describe how to set task permissions for your group. If you created a group for only record security purposes, you do not need to set task permissions. For more information, see Create separate groups for task and record security. If you do not want to set task permissions, skip to step 8.

  5	Click [Set Permissions].

  6	In the Set Security Permissions window, if you would like to copy the permissions of another operator or group, click [Copy]. In the Copy Security Permissions window, select an operator or group to copy; then click [OK]. Skip to step 8.

  7	In the Set Security Permissions window, if you would like to manually set permissions, select the permissions that will be accessible to this group.

  8	If you would like to create another operator, click [Add]; then repeat this procedure. If you have finished, click [Exit].

Notes:

•	Each application has its own task permissions. You must set these permissions from within each application.

•	You can assign an operator to more than one group. If you do this, the operator will have the combined task permissions of all of the groups.

Tips:

•	The copy command can dramatically reduce setup time and ensure that your operators have the same permissions. For more information, see Copy task permissions.

Click [Next Task >] below to set up file security.

Learn about task security

Learn about operators


Set up file security

You must have task security access to the Tools > Security > File menu to perform this task.

To set up file security

  1	From the Tools menu of an application that features Timberline Office security, select Security > File.

  2	In the File Security - File Types window, select the file that you want to secure and click [OK].

  3	If a file selection window appears, select a specific file (for example, a current or history transaction file).

  4	In the File Security window, select an operator or group that should have access to the file. All other limited operators and groups will not have access. Click [Allow All] to give all groups and operators access to the file.

  5	Click [OK].

Notes

•	If you limit access to a file and then delete all operators from the security system, no one will be able to access the file. To remove security protection from the file, add a temporary unlimited operator and remove security permissions from the file by clicking [Allow All] in the File Security window. Then delete the temporary operator from the security system.

•	You can grant file security access to only one operator or one group. If you want to grant file security access to multiple operators, these operators must be a member of a group.

Click [Next Task] below to continue setting up security.

Learn about file security

List of securable files


Set up record security

You must be an unlimited operator to perform this task.

To set up record security

  1	From the Tools menu, select Security > Record.

  2	On the Activation tab, select Activate record security.

  3	Select or clear the Give all users access to records with blank security IDs check box. Select the box if you want records with blank security IDs to be accessible to all users. Clear the box if you want only unlimited operators to access these records.

  4	In the Securable record types box, select the records that you want to secure.

  5	Assign security IDs to records.

This is the last step in the security setup process. To review the process, see Set up security.

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Learn about blank security IDs on a record

You assign security IDs in either the Record Security window or a record setup window. If you leave a Security ID field blank in one of these windows, Timberline Office security uses the Give all users access to records with blank security IDs check box to determine who can access the record. Your options are:

•	Select the check box to give all operators access to the record.

•	Clear the check box to give only unlimited operators access to the record. This is the default setting.

Overview of record security

Set up record security


Assign security IDs to records

To assign a security ID in the Record Security window

This is the quickest way to assign security IDs to existing records. You must be an unlimited operator to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	In the Record Security window, select the tab of the record to which you want to assign security IDs.

  3	In the Security ID column, type the ID of either an operator or group. You can type only a single ID.

  4	Click [OK].

Note: Record tabs in the Record Security window are accessible only if you have activated record security for that record on the Activation tab.

To assign a security ID in a record setup window

Use this method to assign a security ID when you set up a record (for example, when you set up bank accounts in Cash Management). In a record setup window, click in the Security ID field and type the ID of either an operator or group.

Notes

•	For the Security ID field to appear in a record setup window, record security must be active for that record.

•	Anyone can assign a security ID during the initial setup of a record. To change the security ID after the record has been created, you must be an unlimited operator or have permission to use the Change Security ID task. For information about setting task security permissions, see Create an Operator and Set Up Task Security.

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Modify security: What do you want to do?

Change password

Delete an operator or group

Assign an operator's security permissions to someone else

Turn off security

Modify task security permissions

Turn off file security

Modify file security permissions

Turn off record security

Modify record security permissions

Review security settings

Learn about security

Security tips

Troubleshoot security


Delete an operator or group

You must be an unlimited operator to perform this task.

To delete an operator or group

  1	From the Tools menu in an application that features Timberline Office security, select Security > Task (operators/groups).

  2	To delete an operator, select the operator ID and click [Delete].

  3	To delete a group, click [Groups]. Select the group ID and click [Delete].

  4	Click [Yes] to confirm the deletion.

  5	Click [Exit] in each window that appears until the Task Security (Operators/Groups) window closes.

Note: If you delete all operators before removing file security permissions, file security remains active and no users can access secured files. For more information see Security is off. Why can't I access files?

Turn off security

Assign an operator's security permissions to someone else

Modify task security permissions


Change password

To change your password

  1	Launch an application that features Timberline Office security.

  2	In the Operator Selection window, type your operator ID. Press TAB or click in the Password field; then click [Change Password].

  3	In the Change Password window, type your old password and your new password. Click [OK].

  4	A window appears that says Password verification required. Click [OK].

  5	The Change Password window appears again. Type your new password again. Then click [OK].

  6	A window appears that says New password implemented. Click [OK].

Tip: If you have lost your password, see I lost my password.

Delete an operator or group

Assign an operator's security permissions to someone else

Modify task security permissions


Modify task security permissions

You must be an unlimited operator to perform this task.

To modify task security

  1	Open the application that has the task permissions you want to modify.

  2	From the Tools menu, select Security > Task (operators/groups).

  3	To modify operator permissions, select an operator ID; then click [Set Permissions].

  4	To modify group permissions, click [Group]; then click [Set Permissions].

  5	In the Set Security Permissions window, select or clear task check boxes.

  6	When you have finished, click [Exit] in two successive windows.

Note: Each application has its own task permissions. Repeat the procedure above for each application that you want to modify.

Delete an operator or group

Assign an operator's security permissions to someone else


Modify file security permissions

You must have task security access to the Tools > Security > File menu to perform this task.

To modify file security

  1	From the Tools menu in an application that features Timberline Office security, select Security > File.

  2	Select a file and click [OK].

  3	If a file selection window appears, select a specific file (for example, a history file).

  4	In the File Security window, select either an operator or group that should have access to the file. Click [Allow all] to give all operators and groups access.

  5	Click [OK] when you have finished.

Turn off file security

Delete an operator or group

Assign an operator's security permissions to someone else


Turn off record security

You must be an unlimited operator to perform this task.

To turn off record security

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	Select the Activation tab.

  3	If you want to turn off record security overall, clear the Activate record security check box.

  4	If you want to turn off record security for a particular record, clear the check box of the record.

  5	Click [OK].

Notes

•	When you turn off record security, the Security ID field disappears from related record setup windows. However, Timberline Office security saves your security ID assignments. If you reactivate record security, these settings take effect again.

•	In addition to record security settings in Tools > Security > Record, each Timberline report and inquiry has record security settings. For more information on these settings, see Requirements for record security to affect a report or inquiry.

Turn off security

Modify record security permissions

Delete an operator or group


Modify record security permissions

To change the security ID in the Record Security window

You must be an unlimited operator to perform this task.

  1	From the Tools menu in an application that features Timberline Office security, select Security > Record.

  2	Select the tab of the record you want to change.

  3	In the Security ID column, change the security ID.

  4	Click [OK].

Note: Record tabs in the Record Security window are available only if you have activated record security for that record.

To change the security ID in a record setup window

You must have security access to the Change Security ID task. For information about

setting task security permissions, see Create an Operator and Set Up Task Security.

  1	Open the record setup window of a securable record (Cash Management bank account, General Ledger prefix, Job Cost and Project Management job, and Property Management property).

  2	Click the Security ID field and change the ID.

Turn off record security

I cannot see a security ID in a record setup window

I cannot change a security ID in a record setup window


Learn about security
Learn about security: What do you want to do?

Learn about Timberline Office security

Review security settings

Learn about operators

Learn about groups

Learn about task security

Learn about file security

Learn about record security:

Overview of record security

Effect of record security on tasks

Effect of record security on reports

Effect of record security on inquiries


Learn about operators

"Operator" is a Timberline Office security term for a user of the software.

There are two types of operators: unlimited and limited. Unlimited operators are typically Timberline Office security administrators. They have permissions to all features of the software and are the only ones who can create operators and groups, set task permissions, and set most record security permissions.

Limited operators have task permissions defined by an unlimited operator. These permissions can range from none to almost as extensive as an unlimited operator. Limited operators can have the same level of file and record access as an unlimited operator.

You create operators from the Tools > Security > Task (Operators/Groups) menu of any application that features Timberline Office security. When you create an operator, you select a permission level of Unlimited (privileged operator), Based on group memberships, or Custom for this operator. Both the Based on group membership and Custom for this operator permission levels create a limited operator.

Tip: Create two unlimited operators so that you have a backup person.

Learn about task security

Learn about groups

Create an operator and set up task security


Learn about groups

Use a group to represent operators who have the same security requirements. A group has its own ID and its own task, record, and file permissions.

The use of groups often saves setup time because you can assign permissions to new operators simply by assigning them to an existing group. The use of groups can also clarify your security plan because you can create groups that correspond to your company's organizational structure. For example, you can create groups for Accounts Payable clerks, Payroll clerks, property managers, and project managers.

You create groups from the Tools > Security > Task (Operators/Groups) menu of any application that features Timberline Office security. You must be an unlimited operator to create a group.

Note: You can assign an operator to multiple groups. If you do this, the operator will possess the combined access rights of the groups.

Learn about task security

Learn about operators

Create a group and set up task security


Create separate groups for task and record security

You may need to create certain groups for task security and other groups for record security. For example, a company has the following operators:

•	Project Manager 1

•	Project Manager 2

•	Accounts Payable (AP) Clerk 1

•	AP Clerk 2

Project Manager 1 and AP Clerk 1 always work together on jobs. Project Manager 2 and AP Clerk 2 always work together on a different set of jobs. In terms of record security, these two teams of operators should be members of different groups because they need access to different jobs.

Project Managers 1 and 2 perform tasks such as approving change orders (COs). AP Clerks 1 and 2 perform tasks such as entering invoices. In terms of task security, the project managers should be in one group and the AP clerks should be in a different group.

The overall security assignment for these users should look like the following:

Group ID	Members	Task Permissions	Record Permissions
PROJMGR	Proj managers	Approve COs
APCLERK	AP clerks	Enter invoices
TEAM1	Proj Mgr 1 and AP Clerk 1		Team 1 jobs
TEAM2	Proj Mgr 2 and AP Clerk 2		Team 2 jobs
Learn about groups

Learn about task security

Overview of record security


Learn about task security

With task security, you can restrict access to menu items and certain tasks found within windows. For example, task security can control access to the Setup > Vendors menu item in Accounts Payable (AP). Also, task security can control whether you can approve a change order in the Item Status field of the Enter Change Order Items - Scope of Change window in Job Cost.

In the following example of task security, a company assigns task permissions based on the tasks that the employees need to perform.

Operator or Group ID	AP Settings	Post Invoices	AP Reports
CONTROL (controller)
APCLERK (AP clerk)
PROJMGR (proj manager)
Learn about operators

Learn about groups

Learn more about security


List of securable tasks

To create a list of securable tasks, run security reports. These reports are available in applications that feature Timberline Office security. For more information, see the task security section of Review security settings.

Learn about task security


Learn about file security

File security allows you to block all access to a file. This includes access through open database connectivity and through all related tasks, reports, and inquiries. This differs from task security, which allows you to block tasks selectively and does not allow you to control ODBC access.

In the following example of file security, a company has two Payroll (PR) master files. One is for the executive staff and the other is for the field staff. In order to keep the executive payroll information private, the company creates a separate, small group of operators to handle the executive PR master file.

Group ID	Members	Access to Exec PR Master File	Access to Field PR Master File
EXECPR (executive PR)	Controller and a senior payroll clerk	Yes, for all group members
FIELDPR (field PR)	Controller and all payroll clerks		Yes, for all group members
Note: The senior payroll clerk is a member of both the EXECPR and FIELDPR groups. An operator can be a member of more than one group.

Learn about operators

Learn about groups

Learn more about security


List of securable files

Application	File
Address Book	Master file
Accounts Payable	Invoice (new)
	Invoice (history)
	Lien-waiver (current)
	Lien-waiver (history)
	Master
	Transaction (current)
	Transaction (history)
	Issue
Accounts Receivable	Activity (activity)
	Activity (history)
	Master
	Standard
	Transaction (new)
	Transaction (current)
	Transaction (history)
	View file
Billing	Invoice (unbilled)
	Invoice (billed)
	Invoice (history)
	Master
	Standard
	Transaction
	WIP (unbilled)
	WIP (billed)
	WIP (history)
Cash Management	Master
	Transaction (register)
	Transaction (history)
Contracts	Derived (active)
	Derived (history)
	Contract (active)
	Contract (standard)
	Contract (history)
	Settings
	Transaction (active)
	Transaction (history)
Equipment Cost	History
	Master
	Standard
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Issue
General Ledger	Allocate
	Master
	Recur
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Auto
	Issue
Information Assistant	Issue
Job Cost	Master
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Issue
Project Management	Document
	Log
	Master
Property Management	Accumulator
	Lease
	Tenant
	Property
	Retail
	System
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Recovery
Payroll	Master
	System
	Transaction (new)
	Transaction (current)
	Transaction (history)
	Tax
Remote Time Entry	Time (current)
	Time (history)
Tax	Master
Learn about file security


Overview of record security

With record security, you can control access to the Cash Management bank account, General Ledger prefix, Job Cost and Project Management job, and Property Management property records.

When record security is active, reports and inquiries display only the records to which the operator has access. For more information, see Effect of record security on reports and Effect of record security on inquiries.

Record security also affects Job Cost, Contracts, and Project Management tasks. In these applications, you can type or select only jobs to which you have access. For more information, see Effect of record security on tasks.

Example of using record security

In the following example, a property manager, Accounts Payable (AP) clerk, and Property Management (PM) clerk work as a team on certain properties. Another project manager, AP clerk, and PM clerk work as a team on different properties.

With the following record security setup, these employees have access to only their team's properties.

Group ID	Members	Access to Team 1 Properties?	Access to Team 2 Properties?
TEAM1	Prop Mgr 1 AP Clerk 1 PM Clerk 1	Yes, for all TEAM1 group members
TEAM2	Prop Mgr 2 AP Clerk 2 PM Clerk 2		Yes, for all TEAM2 group members
Create separate groups for task and record security

Indicators that record security affects a report

Indicators that record security affects an inquiry


Effect of record security on tasks

Record security can restrict access to the job record in certain Job Cost (JC), Contracts (CN), and Project Management (PJ) tasks. When record security is active for jobs, you cannot view a job in a list or type a job unless you have security access for that job. For example, in the PJ Job Setup window (PJ > Setup > Jobs), when you click [Find] to list jobs that have been previously set up, you see only jobs to which you have access.

Job record security affects the following tasks:

Contracts Tasks

•	Edit > Link

•	Edit > Add/Edit JC CO link

•	Edit > JC CO Item Link Details

Job Cost Tasks

•	Setup > Jobs

•	Tasks > Enter Estimates

•	Tasks > Change Orders

•	Tasks > Commitments

•	Tasks > Commitment Change Orders

•	Tasks > Enter Misc Worksheets

Project Management Tasks

All tasks that involve the job record (for example, job setup and document creation).

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Effect of record security on reports

When record security is active on a report, the report displays only the records that are accessible to the current operator. Moreover, totals on the report adjust to reflect only the accessible records. For example, in Job Cost, a Cost Entries by Job report (simplified for this example) would look like the following to an unlimited operator:

Job	Cost Code	Category	Amount
01-002	3-110	L (labor)	100.00
01-003	2-520	M (material)	350.00
		Report Total	450.00

To an operator with permissions to only job 01-002, the same report would look like the following:

Job	Cost Code	Category	Amount
01-002	3-110	L (labor)	100.00
		Report Total	100.00
Note: Some reports list information from several different records on the same line. If you lack access rights to the report’s driving record (the primary record upon which the report is based), the report skips the entire line. If you lack access rights to one of the nondriving records, the report skips only the information from that record.

Effect of an upgrade on reports

Requirements for record security to affect a report or inquiry.

Indicators that record security affects a report

Report record security settings


Effect of an upgrade on reports

When you upgrade from Timberline accounting products 7.x or earlier to Timberline Office 8.0 or later, the following changes take place with reports.

Stock Reports

New stock reports replace your existing stock reports. The new reports have settings that control whether record security can affect the reports. However, these settings take effect only if you activate record security.

Custom Reports

If you open a custom report created in Report Designer 7.x or earlier, the software displays a message that lists the secure records on that report. Once you save the report, you no longer receive this message.

The software also modifies the report's security settings. It changes these settings to allow record security, if active, to affect all securable records on the report.

You must use Report Designer to change a report's settings. If you do not own Report Designer, the only way to control record security on a report is to activate or deactivate record security. For more information, see Requirements for record security to affect a report or inquiry.

Effect of record security on reports

Indicators that record security affects a report

Report record security settings


Requirements for record security to affect a report or inquiry

Every report and inquiry has settings that control whether records can be secured. For record security to actually affect a report or inquiry, the report or inquiry must allow records to be secured and record security must be active for those records.

Do Report or Inquiry Settings Allow the Record to be Secured?	Is Record Security Active for That Record?	Is the Record Secured on the Report or Inquiry?
Yes	Yes	Yes
Yes	No	No
No	Yes	No
Notes:

•	You must use Report Designer to view the security settings on a report. From the Tools menu, select Security > Design.

•	You can view the security settings on an inquiry in two ways. Click the lock icon in the upper right corner of an inquiry or use Inquiry Manager in Inquiry Designer. For information on the Inquiry Designer method, see Inquiry Designer Help.

•	Stock Timberline reports and inquiries come with record security settings preset. For more information, see Report record security settings and List of stock Timberline inquiries and their security settings.

Effect of record security on reports

Effect of record security on inquiries


Indicators that record security affects a report

If you do not own Timberline Report Designer

The report's cover page indicates whether record security is active. You have the following options regarding cover pages:

•	If you want to print a cover page every time you print any report, select Tools > Options. On the Reports tab, select Attach to report.

•	If you want to print a cover page only some of the time, you must choose to print a cover page at the time of printing. From an applications Tools menu, select the report and from the Print Selection window, click [Page Setup]. Then select Attach to report.

If you own Timberline Report Designer

In addition to the report cover page (see above), record security information can appear in three additional areas.

•	A report's design information (Tools > Design Info) lists the report's record security settings.

•	A report's page heading (defined in File > Page Setup > Page Headings) indicates whether record security is active.

•	If you open a report created in Report Designer 7.x or earlier and the report contains secured records, you will receive an on-screen message that lists the secure records on that report. Once you save the report, you will no longer receive this message.

Note: You must own Timberline Report Designer to modify security settings on reports.

Effect of record security on reports

Effect of an upgrade on reports

Requirements for record security to affect a report

Report record security settings


Report record security settings

Each report has security settings that control whether record security can affect the report. If you own Report Designer, you can modify these settings (Report Designer: Security > Design). If you do not own Report Designer, you can control record security on reports only by activating or deactivating record security (for more information, see Turn off record security).

For a list of Timberline reports and their security settings, see the file SecurityGuide.pdf. To access this file, select Help > Release Notes.

Timberline defines the security settings on stock reports based on whether (a) the report contains sensitive information or (b) the report's content should be tailored to the user. For example, Timberline allows the bank record on the Cash Management Check Register report to be secured so that, if record security is active, you can generate reports that list only the entries for the banks to which the current operator has access.

In some cases, for practical reasons, Timberline does not allow record security to affect a report. For example, in Cash Management, you can type any bank in data entry tasks (bank account record security currently only affects reports and inquiries). Therefore, Timberline does not secure the bank account record on the Cash Management Journal report.

Effect of record security on reports

Requirements for record security to affect a report or inquiry

Indicators that record security affects a report


Effect of record security on inquiries

When record security is active on an inquiry, the inquiry displays only records that are accessible to the current operator. For example, in Cash Management, a Bank List inquiry would look like the following to an unlimited operator:

Bank Account	Description	Account Number	Register Balance
First	First Bank	042134526	56,650.97
Liberty	Liberty S&L	874613754	91,450.44

To an operator with permissions to only First bank, the same inquiry would look like the following:

Bank Account	Description	Account Number	Register Balance
First	First Bank	042134526	56,650.97
Note: Some inquiries list information from several different records on the same line. If you lack access rights to the inquiry's driving record (the primary record upon which the inquiry is based), the inquiry skips the entire line. If you lack access rights to one of the nondriving records, the inquiry skips only the information from that record.

Effect of an upgrade on inquiries

Requirements for record security to affect a report or inquiry

Indicators that record security affects an inquiry

Inquiry record security settings


Indicators that record security affects an inquiry

A button with a lock on it appears in the upper right corner of the inquiry. If you click this button, a Record Security window appears that lists which records are secured on the inquiry.

In this window, an unlimited operator can select or clear records to secure. However, the selections affect only the current operator's session. Therefore, selections are inconsequential because an unlimited operator already has permission to view all records.

Effect of record security on inquiries

Requirements for record security to affect a report or inquiry

Inquiry record security settings


Inquiry record security settings

Each inquiry has record security settings that control whether record security can affect the inquiry. These settings take effect in the following scenarios:

•	New installations of Timberline Office 8.0 or later.

•	Subsequent upgrades of a new 8.0 or later installation.

For a list of Timberline inquiries and their record security settings, please see the file SecurityGuide.pdf. To access this file, select Help > Release Notes.

If you upgrade from Timberline accounting and real estate products 7.x or earlier to Timberline Office 8.0 or later, these settings do not take effect. Instead, record security automatically affects your inquiries if it is active (for more information, see Effect of an upgrade on inquiries).

Timberline selects inquiry record security settings based on whether the inquiry contains sensitive information or whether its information should be tailored to the user. For example, Timberline allows the bank record on the Cash Management Bank Register inquiry to be secured so that, if record security is active, your inquiry displays entries for only the banks to which you have access.

If you own Inquiry Designer, you can modify inquiry security settings (for more information, see Inquiry Designer Help). If you do not own Inquiry Designer, you can control record security on inquiries only by activating or deactivating record security (for more information, see Turn off record security).

Effect of record security on inquiries

Requirements for record security to affect a report or inquiry

Indicators that record security affects an inquiry


Open Database Connectivity (ODBC)

Open Database Connectivity (ODBC) allows a Timberline database and a third party program such as Microsoft Access to communicate. Once you set up an ODBC connection (which requires a special ODBC driver), you can send data between the two programs.


Troubleshoot security

What do you need help with?

I cannot change a security ID in a record setup window

I cannot see a security ID in a record setup window

I know a job has been set up but I cannot see it in the software

I lost my password

Indicators that record security affects an inquiry

Indicators that record security affects a report

Menu items and fields are unavailable

My report or inquiry is missing information

Security is off. Why can't I access files?

The Tools > Security > Record menu is unavailable

Security tips


I lost my password

I am the only privileged operator and I lost my password

Timberline Software Support can restore access to your software, but only by resetting security. You will have to set up security again.

To restore access to your software, write a letter to Timberline Software Support. This letter must be on company letterhead and must be signed by your company's primary contact with Timberline.

Mailing address:

Timberline Software Support

15195 NW Greenbrier Parkway

Beaverton, OR 97006

USA

Fax number:

•	(503) 439-5700

•	1 (503) 439-5700 (international)

Tip: Create two unlimited operators so that you have a backup person.

I am an operator and I lost my password

Request a new password from one of your company's unlimited operators.

Troubleshoot security


Assign an operator's security permissions to someone else

You can assign an operator's security permissions to someone else in two ways. You must be an unlimited operator to perform either procedure.

Assign an operator's security permission to someone else by transferring an operator ID

Consider this option if an employee leaves the company and you want to quickly reassign identical permissions to a replacement. Keep the former employee's operator ID, change the password, and give this ID to the replacement employee.

Assign an operator's security permission to someone else by copying permissions

If you do not want to transfer an operator ID, copy the security permissions of the original operator.

Note: The following instructions pertain to only limited operators. If you want to create an unlimited operator, simply select this permission level when you create the operator. You do not need to copy permissions.

  1	Review the original operator's security settings. Write down these settings.

  2	Create a new operator and set up task security. Be sure to copy the original operator's permission level, permissions, and group memberships.

  3	If the original operator's file and record permissions are assigned directly to the original operator (not assigned to a group), decide whether the new operator or the original operator should have these permissions. If both operators need the permissions, you must add both operators to a group and assign permissions to the group. For more information, see Create a group and set task permissions.

  4	If the original employee has left the company, delete the original operator ID.

Learn about operators

Learn about groups

Learn about task security

Troubleshoot security


Menu items and fields are unavailable

Menu items and fields can be unavailable for two reasons. First, the task associated with the menu item or field requires a previous task that has not been performed. For example, the Edit > Paste menu is unavailable if you have not previously cut or copied anything. Second, you lack task security permissions (for example, access to PM > Setup > Properties).

You can specify how secured menu items appear to operators who do not have permission to access those menu items. For more information, see Specify how secured tasks appear.

Learn about task security

Troubleshoot security


My report or inquiry is missing information

A report or inquiry can be missing information for several reasons. One explanation could be that you lack record security permissions. To investigate this possibility, see the following Help topics.

Reports:

•	Effect of record security on reports

•	Indicators that record security affects a report

•	Report record security settings

•	Review security settings

Inquiries:

•	Effect or record security on inquiries

•	Indicators that record security affects an inquiry

•	Inquiry record security settings

•	Review security settings

Troubleshoot security


I cannot see a security ID field in a record setup window

The Security ID field appears in a record setup window only if record security is active for that record. For more information, see Set up record security.

I cannot change a security ID in a record setup window

Assign security IDs to records

Troubleshoot security


I cannot change a security ID in a record setup window

During the setup of a new record, anyone can type a security ID. Once the record has been saved, only unlimited operators or operators with permission to use the Change Security ID task can change the security ID.

I cannot see a security ID field in a record setup window

Assign security IDs to records

Troubleshoot security


I know a job has been set up but I cannot see it in the software

In most Timberline applications, record security affects only reports and inquiries. In certain Contracts, Job Cost, and Project Management tasks, though, record security also affects whether you can type jobs or select jobs from lists. For more information, see Effect of record security on tasks.

Jobs may not appear for several reasons:

•	The job may have a status of closed; some lists do not display closed jobs.

•	The job may have been moved to a different file, such as a history file.

•	Record security may be active on the job and you do not have permission to access that job. To determine your record permissions, see Review security settings.

Overview of record security

Effect of record security on reports

Effect of record security on inquiries


Security tips

•	Assign an operator's security permissions to someone else

•	Be careful with print files

•	Copy task permissions

•	Create at least two unlimited operators so that you have a backup.

•	Create separate groups for task and record security

•	Specify how secured tasks appear


Be careful with print files

If you print to a folder that is not secure, others may have access to your reports.

By default, Timberline prints files to your data folder. If you run the software over a network, all users print to this location. Although you can change the default file location in File > Data Folder Settings > File Locations > Printouts, all network users will still print to whatever location you designate.

To print to a different folder, you must redirect the print job at the time of printing. From a Print Selection window, click [Printer Setup]. Then click [Select File] and browse to the desired location.

More security tips


Security requirements for using ODBC

If Timberline Office security is active, you must satisfy two requirements before you can access a data folder using Open Database Connectivity (ODBC):

•	You must provide a valid operator ID and password.

•	You must have the appropriate file security permissions. For example, if you want to use ODBC to export a list of all Accounts Payable vendors, you must have access to the Accounts Payable master file.

Learn about file security

List of securable files


Unlimited operator

An unlimited operator has unrestricted access to all features of the software. Unlimited operators are typically administrators of Timberline Office security. Only unlimited operators can create operators and groups, set up task security, and set up most aspects of record security.

Like a limited operator, an unlimited operator has an ID and password. If Timberline Office security is active, you must type this ID and password after you start an application.


Primary contact

This person is your company's representative to Timberline Software Support.


Overview of Estimating security

Estimating products allow you to secure certain files. This file security is similar to Timberline Office file security but is different in that it uses only a password and not a combination of operator ID and password.

You can assign a full access password to all securable Estimating files. This password allows you to both read a file and write to a file.

With Estimating databases, you can also assign a read-only password. This password allows you to take off items from a database but not modify a database. If you create a read-only password, you can also create a supervisor password by clicking [Set Supervisor Password] in the same window in which you create the read-only password. The supervisor password allows you to control who can modify the read-only password.

See the following list for specific information about securable Estimating files.

Precision database file (*.dat)

Locations from which you can secure the file:

•	Estimating > Database > New Database > Step 3

•	Estimating > Database > Database Settings > Company (assign only a full access password from this location)

•	Estimating Tools > File > Edit Passwords

Precision estimate file (*.pee)

Locations from which you can secure the file:

•	Estimating > File > New Estimate. After you create the estimate, click [Password] in the Main tab.

•	Estimating > Takeoff > Estimate Settings > Company

•	Estimating Tools > File > Edit Passwords

Precision options file (Pewin.opt)

You can secure the file from Estimating Tools > Edit Passwords

Buyout database file (Bos.dat)

Locations from which you can secure the file:

•	Buyout > Database > Database Settings > General

•	Estimating Tools > File > Edit Passwords

Buyout work file (*.bow)

Locations from which you can secure the file:

•	Buyout > Actions > Work File Information > General

•	Estimating Tools > File > Edit Passwords

Means Integrator file

You can secure the file from Estimating Tools > Edit Passwords

Effect of Timberline Office security on Estimating


Effect of Timberline Office security on Estimating

If Timberline Office security is active, you must supply an operator ID and password immediately after you launch Estimating. If the operator ID and password are valid, you can begin using Estimating.

A valid operator ID and password allow you to begin using Estimating, but you must have the appropriate security permissions to fully use Estimating's features. Be sure to set up users of Estimating with the following permissions.

Task security permissions:

•	Address Book Person Setup

•	Address Book Company Setup

File security permission (only if file security is active):

•	Master.jcm (Job Cost master file)

•	Master.abm (Address Book master file)

•	Master.apm (Accounts Payable master file)

•	Master.arm (Accounts Receivable master file)

Learn about Timberline Office security

Learn about task security

Learn about groups


Learn about Timberline Office security

With Timberline Office security, you can restrict access to tasks, files, and records. For example, you can use task security to restrict who can set up vendors in Accounts Payable. With file security, you can restrict access to sensitive payroll files. Finally, with record security, you can produce reports that display only the jobs to which the user has security access.

Timberline Office security has the following characteristics:

•	It prompts the user for an operator ID and password.

•	It is set up from an application's Tools > Security menu.

•	It offers three types of security: task, file, and record.

The following applications feature Timberline Office security:

•	Accounts Payable

•	Accounts Receivable

•	Address Book

•	Billing

•	Cash Management

•	Contracts

•	Equipment Cost

•	Financial Statements

•	General Ledger

•	Information Assistant

•	Inquiry Designer

•	Job Cost

•	Payroll

•	Project Management

•	Property Management

•	Remote Time

•	Report Designer

The following applications use a limited form of Timberline Office security: Estimating, Purchasing, Inventory, and Service Management.

•	Estimating is affected by Timberline Office file and task security. You cannot set up Timberline Office security from Estimating, but if Timberline Office security has been set up in one of the applications listed above, you must type an operator ID and password before you use Estimating.

Estimating offers its own form of file security on estimate and database files. Although similar to Timberline Office file security, it is different because it is not set up from the Tools > Security menu and it requires a password but not an operator ID. For more information on Estimating's file security, see Overview of Estimating security.

•	Purchasing and Inventory are affected by Timberline Office task security. Like Estimating, you cannot set up Timberline Office security from these applications but you must type your operator ID and password if Timberline Office security is active. Purchasing and Inventory also offer their own form of task security. For more information, see Help in these applications.

•	Service Management uses Timberline Office task security. You can create operators and groups and set up task security in Service Management just as you would in the bulleted list of applications above.

Learn more about security


Timberline Office security

With Timberline Office security, you can restrict access to tasks, files, and records. For example, you can use task security to control who can set up vendors in Accounts Payable. With file security, you can restrict access to sensitive payroll files. Finally, with record security, you can produce reports that display only the jobs to which the user has security access.

Over a dozen Timberline applications feature Timberline Office security. Some applications, such as Estimating, Inventory, Purchasing, and Service Management, offer a limited form of Timberline Office security or are affected by Timberline Office security.

For more information about Timberline Office security, see Learn about Timberline Office security.


Security IDs

Security IDs are used in record security. A security ID can be either an operator ID or group ID.

When you run a report, inquiry, or task that uses record security, the application compares the security ID on the record with your operator ID.  If the security ID matches your operator ID or if it matches a group to which you belong, the software allows you to access the record.


Record setup window

The menu paths to record setup windows that have a security ID field are:

•	Cash Management > Setup > Bank

•	General Ledger > Setup > Prefix/Base > Company

•	Job Cost > Setup > Job

•	Project Management > Setup > Job

•	Property Management > Setup > Property


Record Security window

The Record Security window has tabs that list all securable records. This window is a good place to quickly assign security IDs to existing records.

An unlimited operator can access this window from an application that features Timberline Office security. Select Tools > Security > Record.


Limited operator

A limited operator is a Timberline Office security term for a user who has restricted access to the software. A limited operator can have security permissions that range from very restrictive to almost as complete as an unlimited operator.

All operators have an ID and password. If Timberline Office security is active, you must type an operator ID and password immediately after you start an application.


Task (Operators/Groups)

Use to set up task security and create operators and groups.


Task Security (Operators/Groups) window

Use to create security operators and groups and to set up task security.

What do you want to do?

•	Create an operator and set up task security

•	Create a group and set up task security

•	Delete an operator or group

•	Modify task security permissions

For more information about any item in the Task Security (Operators/Groups) window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about groups

Learn about task security


Operator ID

Type an ID for this operator (up to 8 characters). An operator ID can consist of letters and numbers but no spaces. Characters are automatically uppercase.


Operator ID

Select an operator ID from the list.


Description

Type a description for this operator (up to 30 characters). For example, type the operator's name for the description.


Password

Type a password for this operator (up to 8 characters). A password can consist of letters and numbers but no spaces. Characters are uppercase regardless of the [Caps Lock] setting. After you type or edit the password and press [Enter], the characters change to asterisks for additional security.


Permission level

Select the permission level for this operator:

•	Unlimited (privileged operator) gives the operator access to all tasks, files, and records. It also gives the operator permissions to create operators and groups and to set task and file permissions for other operators or groups.

•	Based on group memberships gives the operator the task, file, and record permissions of one or more groups.

•	Custom for this operator gives the operator the task permissions selected in the Set Security Permissions window. With this permission level, you can also assign the operator to groups. Any group memberships affect only the operator's file and record permissions. The task permissions remain only those selected for this operator in the Set Security Permissions window.


Select group memberships

To add the operator to a group, click a group that is not selected. To remove the operator from a group, click a group that is selected.

The current operator is a member of each group that is selected. The current operator has the combined permissions of all groups that are selected. If no groups are selected, the operator is not assigned to any security groups.


[Exit]

Ends security setup and closes this window.


[Undo]

Removes changes made for the operator during the current session.


[Add]

Allows you to add an operator to the security system by typing the new operator information in the Operator ID field.


[Delete]

Removes the current operator from the security system. The security system becomes inactive if you delete all operators.


[Set Permissions]

Opens the Set Security Permissions window to determine which commands in the current application are accessible to the selected operator. This button is available only when you select the Custom for this operator permission level.


[View Permissions]

Opens the View Security Permissions window to view the accessible commands for the selected operator. This button is available only when you select the Based on group memberships or Custom for this operator permission level.


[Groups]

Opens the Security Groups window to set up or change security groups.


[Help]

Starts Help and displays information about this window.


Security Groups window

Use to set up or change a collection of operators that have the same permissions. You can add and delete security groups and define group memberships.

What do you want to do?

•	Create a group and set task permissions

•	Delete an operator or group

•	Modify task security permissions

For more information about any item in the Security Groups window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about groups

Learn about operators

Learn about task security


Group ID

Type an ID for this security group (up to 8 characters). A group ID can consist of letters and numbers but no spaces. Letters are automatically uppercase.


Group ID

Select a group ID from the list.


Description

Type a description for the security group (up to 30 characters).


Select group members

To add an operator to the group, click a group that is not selected. To remove an operator from a group, click a group that is selected.

Operators that are selected are members of the current group. If no operators are selected, the group has no members.


[Exit]

Accepts any additions or changes and closes this window.


[Undo]

Removes changes made for the group during the current session.


[Add]

Allows you to add a group to the security system by typing a new group in the Group ID field.


[Delete]

Removes the current group from the security system.


[Set Permissions]

Opens the Set Security Permissions window to determine which commands this group can access in the current application.


[Help]

Starts Help and displays information about this window.


Set Security Permissions window

Use to determine task permissions for an operator or group for the current application. If you opened this window from the Task Security (Operators/Groups) window, you can set permissions for the operator. If you opened this window from the Security Groups window, you can set permissions for the security group.

What do you want to do?

•	Create an operator and set task permissions

•	Create a group and set task permissions

•	Modify task security permissions

For more information about any item in the Set Security Permissions window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about groups

Learn about operators

Learn about task security


Tasks

Select a task to make it accessible to the operator or group. You must select the check box for the overall menu before you can select tasks on that menu.


[Exit]

Closes this window.


[Undo]

Removes changes made in this window during the current session.


[Copy]

Opens the Copy Security Permissions window to copy a set of permissions from one operator or group to another.


[Help]

Starts Help and displays information about this window.


View Security Permissions window

Use to view security permissions for an operator who has a permission level of Custom for this operator or Based on group memberships. You can view permissions in this window but cannot modify them. Use the Set Security Permissions window to select permissions.

For more information about any item in the View Security Permissions window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about groups

Learn about operators

Learn about task security


Tasks

Displays the tasks for the current application. Selected tasks are available to the operator or group.


[Exit]

Closes this window.


[Help]

Starts Help and displays information about this window.


Copy Security Permissions window

Use to copy a set of permissions from one operator or group to the current operator or group.

For more information about any item in the Copy Security Permissions window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Copy task permissions

Learn about operators

Learn about groups

Learn about task security


Copy permissions from

Select the operator or group from which you want to copy security permissions.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


File

Use to change security access to specific files. This command is available only when security is active.


File Security - File Types window
File Security window

Use to restrict operator access to the data file selected in the File Security - File Types window.

What do you want to do?

•	Set up file security

•	Modify file security permissions

For more information about any item in the File Security window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about groups

Learn about task security


Group and operator list

Select the group or operator for which you want to restrict file access. You can select only one group or operator. If you want to restrict access to the file for multiple operators, you must add these operators to a group. If a group with the desired operators does not exist, create a new group.


[Allow All]

Allows all operators in the security system to access the selected file. Also gives automatic access to future operators.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Select Security Access window

In Report Designer, use to select which operator or group will have full access to the report design. You can give design access to only a single operator or group. Therefore, if you want to give design access to multiple operators, you must assign them to a group and give design access to the group.

In Information Assistant and Submit Issue, use to select operators you want to assign to issues. Also, use to limit access to issues.

For more information about any item in the Select Security Access window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about security


Group and operator list

Select an operator or group.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Record

Use to restrict or change security access to specific records. This command is available only when security is active and only to unlimited operators.


Record Security window

Use to activate record security and to assign security IDs to records.

What do you want to do?

•	Set up record security

•	Modify record security permissions

•	Turn off record security

For more information about any item in the Record Security window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about record security


[Help]

Starts Help and displays information about this window.


[OK]

Accepts the current entries and closes this window.


[Ranges]

Opens a Range Selection window to specify a range of records and possibly subrecords to access during processing. [Ranges] appears with asterisks if you have specified ranges.


[Conditions]

Opens the Add Condition window if you have not specified conditions, or opens the Condition Selection window if you have already specified conditions. [Conditions] appears with asterisks if you have specified conditions.


Activate record security

Select to activate record security. You must activate record security before you select other options in this window.


Give all users access to records with blank security IDs

Determines how the security system treats records with blank security IDs.

•	Select to give all operators access to records with blank security IDs.

•	Clear to give only unlimited operators access to records with blank security IDs.


Securable record types

Select records to secure. Records are available only if Activate record security has been selected.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record

Select the record to secure it. You must select Activate record security before you can select a record.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record column

Lists securable records that have been created.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Securable record description

Lists descriptions of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Security ID

Lists security IDs of securable records.


Reports

Use to print reports about operators, groups, and task permissions.


Report Type

Select a security report type. The reports display operator, group, and task permission information in a variety of ways.


[Start]

Begins processing, which includes printing according to your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Send]

Use to send a document and any attachments to a printer, fax, or e-mail address.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


[Help]

Starts Help and displays information about this window.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] appears with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] appears with asterisks if page options have been changed.


[Ranges]

Opens the Task Range Selection window to specify which tasks to include in the security report. [Ranges] appears with asterisks if you have specified a range.


Operator Selection window

Use to type your operator ID and password. After you start an application, you can use all the commands and files permitted and available.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about security


Operator ID

Type your operator identification code (up to 8 characters).


Password

Type your password (up to 8 characters). Each character appears as an asterisk for additional security.

Change your password by clicking [Change Password].


[OK]

Accepts the current entries and closes this window.


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


[Change Password]

Opens the Change Password window to change your current password. [Change Password] is available only after typing an operator ID.


Change Password window

Use to change your current password. Type your old password and assign a new password; then verify the new password by typing it again.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about operators

Learn about security


Old password

Type your current password. Each character appears as an asterisk for additional security.


New password

Type your new password and press [Enter], then verify the new password by typing it a second time. Each character appears as an asterisk for additional security.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Exits this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Turn off security

You must be an unlimited operator to perform this task.

To turn off security

  1	If you use file security, remove security protection from all files before you delete all operators from the security system. If you do not do this, file security remains active and no one can access your files. If this happens, create an unlimited operator. Remove security permissions from the file by clicking [Allow All] in the File Security window. Then delete the temporary operator from the security system.

  2	Delete all operators. For instructions on how to do this, see Delete an operator or group.

Note: If you are using record security, when you turn off security overall, the Security ID field disappears from related record setup windows. However, Timberline Office security saves your security ID assignments. If you reactivate record security, these settings take effect again.

Turn off file security

Turn off record security


Turn off file security

You must have task security access to the Tools > Security > File menu to perform this task.

To turn off file security

  1	From the Tools menu in an application that features Timberline Office security, select Security > File.

  2	Select a file and click [OK].

  3	If a file selection window appears, select a specific file (for example, a history file).

  4	In the File Security window, select either an operator or group that should have access to the file. Click [Allow all] to turn off file security for the file.

  5	Click [OK] when you have finished.

  6	To turn off file security completely, repeat steps 1–5 for each secured file.

Turn off security

Turn off record security

Security is off. Why can't I access files?


Security is off. Why can't I access files?

File security may still be active.

If you use file security, be sure to remove security protection from all files before you delete all operators from the security system. If you do not do this, file security remains active and no one can access your files.

To restore access to your files

You must be an unlimited operator to perform this task.

  1	Create an unlimited operator. For instructions on how to do this, see Create an operator and set up task security.

  2	Remove security permissions from the files. For instructions on how to do this, see Modify file security permissions.

  3	Delete the temporary operator from the security system. This turns off security.

Troubleshoot security


The Tools > Security > Record menu is unavailable

The Tools > Security > Record menu can be unavailable for three reasons:

•	Security is turned off.

•	Security is active but you are a limited operator. The record security menu is available only to unlimited operators.

•	You have another task open.

Troubleshoot security


Print selection window

Use to specify print options before printing a file, audit report, report, journal, or design. The Printer Information area displays the current printer and page setup information. Other options in this window vary based on what you are printing, for example, you may be required to enter prompt fields for a report.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Range Selection window

Use to specify ranges of records and sub-records that are subject to processing. The displayed information varies by the task you are performing. Highlighted items are included in the range, and non-highlighted items are excluded. If necessary, you can specify several ranges.

For more information about any item in the Operator Selection window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.


[Start range]

Begins the range on the current item.


[Include all]

Selects all items in the list.


[OK]

Accepts the current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Securable record

Select to allow record security to affect the inquiry. If the check box is unavailable, record security is not active for the record.


Record Security window

Use to specify whether record security can affect records on this inquiry. You must be an unlimited operator to modify these settings.

Note: For record security to affect the inquiry, it must be active and the settings in this window must allow it to affect the inquiry.

For more information about any item in the Record Security window, right-click the item and then select What's This?, or click [image] on the toolbar and then click the item.

Learn about record security


Effect of an upgrade on inquiries

After you upgrade from Timberline accounting products 7.x or earlier to Timberline Office 8.0 or later, record security affects your stock and custom inquiries to the extent that it is active (new installations and subsequent upgrades are different; see next section). For example, if record security is active for the Cash Management bank account record and the Job Cost and Project Management job records, these records are automatically secured on the inquiry. If record security is active for only the Cash Management bank account record, only this record is secured on the inquiry.

If you own Inquiry Designer, you can specify settings on each inquiry that control whether record security affects the inquiry. For information about specifying these settings, see Inquiry Designer Help.

Difference between upgrades from 7.x and new 8.x installations

New installations of Timberline Office 8.x (and subsequent upgrades) utilize Timberline's predefined inquiry record security settings. These settings control whether record security can affect the inquiry. For example, if an inquiry's settings do not allow Cash Management bank account record security, this record is not secured on the inquiry (even if record security is active). On the other hand, for a 7.x upgrade, record security would automatically affect the bank account record.

Effect of record security on inquiries

Indicators that record security affects an inquiry

Inquiry record security settings


New in Billing 5.3

The following changes and enhancements have been made to Billing in this release. For additional changes in this release, read the Release Notes (BLreadme.wri) located on the Help menu.

Quick Bill Invoices

A new command has been added which allows you to enter an invoice that does not have an associated contract in the Contracts application and bill it to the customer and/or job. Using Quick Bill, you can get your invoices out quickly by taking advantage of current Billing tables (Standard items, Rates tables and Standard add-ons) without the difficulty of setting up a contract in another application and linking it to a job.

Refer to these Help topics for details:

 About Quick Bill invoices

 Entering a Quick Bill invoice

 Changing a Quick Bill invoice

Draw IDs and Invoice Numbers

The draw ID has been added to the invoice record in this release. The ID retrieval method which was used for invoice IDs in previous versions has been applied to the new Draw ID.

Refer to the following Help topic for details:

 About the draw ID retrieval method in Billing

The invoice ID has been changed to a 15 character numeric field in this release. The Last invoice number is located in Accounts Receivable, AR Settings - Entry Settings and is incremented by 1 when an invoice number is entered in Accounts Receivable - Enter Invoices, invoices are imported into Accounts Receivable, invoices are final printed in Billing, or when a Quick Bill invoice is printed in Billing.

Invoice Formats

The ability to use invoice formats created in Crystal Reports™, 7.0 Professional Edition has been added to the Invoice Formats command in this release. All of the existing pre-designed invoice formats provided by Timberline have been recreated in Crystal Reports and included with this version. The use of these designs enhances the speed when printing invoices.

Refer to the following Help topic for details about how to use this new feature:

 About invoice formats


New in Billing 5.4

The following changes and enhancements have been made to Billing in this release. For additional changes in this release, read the Release Notes (BLreadme.wri) located on the Help menu.

Stored Materials

A second option for processing stored materials has been added in this release. Previously, when entering stored materials in Enter Worksheets, the store materials amount was added to Previous Work Completed. In this release, you can choose whether or not stored materials are added to Previous Work Completed.

Refer to the following Help topics for more details:

 About stored material


New in Billing 7.0

The following changes and enhancements have been made to Billing in this release. For additional changes in this release, read the Release Notes (BLreadme.wri) located on the Help menu.

Automatic Posting to Accounts Receivable (File, Data Folder Settings menu)

A new button titled Post and Interface Settings has been added to the General tab. Use it to choose whether you want to manually or automatically post entries in the Accounts Receivable application. If you choose to post automatically, when transactions are posted in Billing, Accounts Receivable will automatically post Billing entries. If you choose to post automatically, you may also want to select automatic posting for Contracts in AR Settings in Accounts Receivable for consistency and reconciliation purposes.

Editing Billing invoices voided in Accounts Receivable

Invoices created in the Billing application can now be voided within the Accounts Receivable application. You have the option to reinstate the invoices in Billing for further editing using the Enter Quick Bill, Enter Worksheets, or Change Work-In-Progress commands. For more information, see the Help topic titled About voiding Billing invoices in Accounts Receivable in Accounts Receivable.

Entry Grids

In previous versions, when you changed the entry grid in Change Invoices, Change Work-In-Progress, and Enter Worksheets (e.g., change the column widths), it affected the current session only and was not saved. This has been changed. Your entry grid changes will be saved (by Worksheet view in Enter Worksheets) when exiting a session.

Conditions in Generate Work-In-Progress

The ability to set conditions has been added to the Generate Work-In-Progress command. You can enter conditions for the Billing transaction or batch record, which limits the records that process during Generate Work-In-Progress. You can add as many conditions as necessary to complete the task.

Cost-based landscape invoice formats for AIA and Progress Bill invoices

Six new .crs Cost-based landscape invoice formats for AIA and Progress Bill invoices have been added. Refer to the Billing Release Notes for a list of the reports. For special printing considerations, refer to the following topic:

 AIA-type billing considerations

Contract-based landscape invoice formats

New Contract-based landscape invoice formats that include Change Order detail, Summary Item, and Summary Item with Change Orders were added for detail invoice formats with stored, no stored, and units. A total of 18 new .crs files were added Refer to the Billing Release Notes for a list of the reports.

Invoice text retrieval

Invoice formats that contain certain sub-reports now retrieve and print invoice header, footer, and cost type text determined by the BL Settings (Invoice Text tab). Text may be retrieved from the contract (Text tab) in Contracts or the customer in Accounts Receivable. There are other places in Billing to enter header and footer text such as on the Print Invoices - Print Selection window at invoice print time or on the Default Text tab in BL Settings.

Refer to the following Help topic for details:

 About the invoice text retrieval process


New in Billing 7.1

The following changes and enhancements have been made to Billing in this release. For additional changes in this release, read the Release Notes (BLreadme.wri) located on the Help menu.

ABN

For those doing business in Australia, your customer's ABN (Australian Business Number) now prints on Enter Quick Bill retainage invoices with tax retainage and on invoice designs that contain tax retainage (TRet designs). Billing retrieves the recipient ABN from the contact setup (General tab) in Accounts Receivable and if none entered there, from the customer setup (Taxes tab) in Accounts Receivable. Owner ABNs, entered in General Ledger, also print on tax retainage invoices.

Refer to the following Help topic for details:

 ABN

Calculating taxes

With the addition of separate tax groups entered for each amount type on a contract item (Taxes tab) in Contracts, Generate Invoices now looks to the amount type tax group when calculating taxes.

Refer to the following Help topic for details:

 About calculating sales tax during Generate Invoices

Compound tax rates

Generate Invoices and Enter Quick Bill calculate compounded taxes for invoice items with a tax group that has the Compound Tax Rates setting in the Tax group setup window (Setup menu) in Accounts Receivable marked. For more information see the Accounts Receivable Help topic titled About compounding tax rates.

Enter Quick Bill (Tasks menu)

The drop-down list in the customer field can be changed to display in customer name or customer ID order. To change the sort, right-click in the customer field. Select Customer Sort and choose By Name or By ID.

In previous versions, the tax group was at the invoice level, located on the Additional Information window. It is now at the invoice item level and a Tax Group column has been added to the Enter Quick Bill entry grid. Enter the tax group used for calculating taxes for an invoice item. The invoice item amount is multiplied by all the tax rates in the tax group. The tax group prefills from the job setup (Billing Info tab) in Job Cost. If no tax group is entered on the job or if no job is entered for an invoice, the tax group prefills from the customer setup (Taxes tab) in Accounts Receivable. Tax groups for subsequent invoice items entered, prefill from the line entered above it. This column is available only if you have marked Tracking taxes in AR Settings in Accounts Receivable.

The revenue account on the Item accounting information window now prefills from the job setup  (Billing Info tab) in Job Cost. If no account is entered on the job, or no job is entered, the account prefills from AR Settings (GL Settings, Revenue Accounts tab) in Accounts Receivable. When invoice items are prefilled using a standard add-on or standard item, the Revenue account prefills with the GL Account from the standard add-on or standard item (Setup menu), and if none entered, from the revenue account from the job and then from AR Settings. When invoice items are prefilled using rate table detail, the Revenue account prefills from the AR Settings based on the cost type from the rate table, then from the job, and finally from the Total Billed cost type in AR Settings.

The retainage percent on the Job setup (Billing tab) in Job Cost is retrieved when calculating retainage held on the first item entered in the Quick Bill entry grid. If no retainage percent is entered on the job or if no job is entered for an invoice, then it calculates using the Retainage percent on the customer setup (Billing tab) in Accounts Receivable. You can change the item retainage percent or amount by clicking the Item Accounting Information column (to the right of the Retainage column). After entering the first item, the retainage held calculation for the next item is based on the item entered above it.

Fill Down in Enter Worksheets

A Fill Down feature has been added to the Percent Billed and Retainage Percent this Period columns in Enter Worksheets. Use it to copy one contract item's Percent Billed or Retainage Percent this Period value to all contract items listed below it. To use this feature, enter a Percent Billed amount for a contract item. With your cursor still in the Percent Billed field, right-mouse click to display a menu. Highlight and left-mouse click the Fill Down option. The Percent Billed for the first contract item prefills for the contract items listed below it. The same applies for the Retainge Percent this Period.

Freeze Column

The Freeze Column feature has been added to the entry grids in the following programs: Enter Worksheets, Change Invoices, Change Work-In-Progress, and Rate Table setup. The Freeze Column feature allows you to keep a specified number of left most grid columns stationary when the horizontal scroll bar is used. Only the columns to the right of the "frozen" column will scroll.

Refer to the following Help topic for details:

 Freezing columns in entry grids

Hide/Show Columns

The Hide/Show Columns feature has been added to the Change Work-In-Progress entry grid. It allows you to remove the display of a column when no entry is necessary in that column. This will reduce the number of columns you need to scroll through.

Refer to the following Help topic for details:

 Hide/Show column

Print Invoices Options tab

A new tab titled Print Invoices Options has been added to BL Settings. It includes settings that specify invoice printing information:

•	Invoice print order (formerly on the General tab)

•	Limitations for final invoice printing (formerly on the General tab)

•	Primary billing ID - a new setting that lets you choose whether you want the invoice ID, draw ID, or both printed on Billing invoices.

Regenerate Work-In-Progress

The ability to regenerate Work-In-Progress entries has been added. Access the Regenerate command from the Work-In-Progress submenu. If you have changed a rate table, markup table, or job link on a contract in Contracts, which affects existing Work-In-Progress entries, you can use Regenerate Work-In-Progress to recalculate and revise existing Work-In-Progress entries. It retrieves the new change from the rate and markup tables and recalculates the billed amount. Work-In-Progress entries with a status of Billed or Rejected are reprocessed during Regenerate Work-In-Progress. New Work-In-Progress entries that are manually added using the Change Work-In-Progress command, cannot be regenerated.

Refer to the following Help topic for details:

 About Regenerating Work-In-Progress

Tax Retainage

In Accounts Receivable, there is a new Tracking tax retainage box on the tax rate (Setup menu) that allows you to choose whether or not to track tax retainage for each tax rate. Previously, the Tracking tax retainage box in AR Settings enabled or disabled tracking tax retainage for all tax rates. With tracking tax retainage by tax rate, tax retainage is now calculated for invoice items whose tax group contains tax rates that have the Tracking tax retainage box marked.

Work-In-Progress (Tasks menu)

A new item titled Work-In-Progress has been added to the Tasks menu. The Generate Work-In-Progress and Change Work-In-Progress commands, previously listed on the Tasks menu, are now listed as Generate and Change in the Work-In-Progress submenu. In addition, Regenerate has been added to the Work-In-Progress submenu.


New in Billing 7.2

This version of Billing has no new enhancements.


New in Billing 7.2.1

This version of Billing has no new enhancements.


New in Billing 7.3

Hide/Show Columns

The Hide/Show Columns feature has been added to the Enter Worksheets and Enter Quick Bill entry grids. It allows you to remove the display of a column when no entry is necessary in that column. This will reduce the number of columns you need to scroll through.

Refer to the following Help topics for details:

 Hide/Show column

 Enter Worksheets window

Transaction rollback

The Post Invoices task has a new feature called "transaction rollback". If processing is interrupted by a power failure or system abort, this feature allows you to restart this task at the point where the interruption occurred. For more information about transaction rollback, refer to the Release Notes for TS Main (TSReadme.wri).

Purchasing and Inventory

The following applies only if you are using the Purchasing and Inventory (PO/IV) application. In Accounts Receivable, when you void a Billing Quick Bill invoice that has standard items, the system now clears the Misc Check Box on the Billing Item record. Unmarking this box indicates that the item needs to be added back to inventory. The Adjust Receivables journal identifies these items. You need to manually add these inventory items back in PO/IV.


New in Billing 7.4

Custom Invoice Formats

Previously, Billing used Seagate Crystal Reports® Professional v7 for its invoice formats. Now Billing uses Seagate Crystal Reports Professional v8. To create custom invoice formats, you need to use Crystal Reports Professional v8. For more information on invoice format options, including custom formats, see the following Help topic:

 About invoice formats


New in Billing 7.5

Enter Quick Bill

A Standard Item column has been added to the Enter Quick Bill item entry grid to prefill invoice items in the grid. Entering a standard item in this grid is the same as entering one from the Enter Quick Bill Prefill Item window.

Crystal Reports®

Seagate Software, the maker of Crystal Reports, has become Crystal Decisions. This change does not affect the Billing software and is informational for those who use Crystal Reports to customize Billing invoice format.


New in Billing 7.5.6

Purchasing and Inventory

The following changes affect you if you use the Purchasing and Inventory (PO/IV) application:

•	Posted Quick Bills with attached jobs now interface with Inventory.

•	If an Inventory item ID exceeds 10 characters, the system creates a Billing interface code that shortens the ID to the first 10 characters. If the shortened ID already exists, the system sequentially numbers the last character until it finds a unique ID.

•	You can use the Quick Bill Reference 2 field to record location information in Inventory. You must use Custom Descriptions to create a list of inventory locations in the BL Reference 2 field before you can record Iocation information in Billing.  How?


New in Billing 8.0

Add New Job

A [Renumber] button has been added to the Add New Job window. If you use different job numbering schemes in Job Cost and Project Management, you can use this feature to change the numbering of a PJ job that you invoice in Quick Bill.

Crystal Reports®

Previously, Billing used Crystal Reports Professional 8. Now Billing uses Crystal Reports Professional 8.5.