routing jobsite field data for approval and billing in 4castplus
TRANSCRIPT
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4castplusENABLING “THE INTELLIGENT JOBSITE” FOR REAL-TIME FIELD COST CAPTURE, VENDOR INVOICE MATCHING AND BILLING
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In this explainer presentation, I’m going to walk you through a scenario where field data is tracked from the jobsite …
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And automatically routed for approval and billing … all in 4castplus
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First I’ll describe the scenario so that you get a picture of all the steps and moving parts.
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Then I’ll take you through each step, showing you how to perform each step in 4castplus. So, first …
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The Scenario
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You have a crew at a jobsite that need to track their hours for labor and equipment, along with materials & any other charges – On a Daily Basis
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At the end of each day, your Site Foreman produces a “LEM” Report that needs to be signed by the client.
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You might call it a Superintendent Report, or Site Foreman’s Report.
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In any case, it’s a summary of all the hours & associated costs from the resources & any 3rd party charges that occurred on the day.
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Once that report is signed by the client, it gets scanned, uploaded and is ultimately used as “Invoicing Backup” by accounts receivable when billing the client.
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In addition to the client sign-off, all the daily LEM entries need to be recorded as cost & billing transactions on the project.
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So … When he’s got the report signed by the client, and all the documents uploaded, the Site Foreman will submit the whole thing for internal approval.
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Once it’s approved, the finance team can take all the LEM entries, and attached documents, and invoice the client.
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The scenario looks a bit like this ...
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Site Foreman:• Enters LEM data• Prints LEM Report
1
Customer:• Client Reviews and
signs report
2 4
Project Manager:• Reviews and Approves
submitted Daily LEM Timesheet
• Other approvers may also approve
Site Foreman:• Uploads Report• Uploads other documents• Submits the whole thing for
internal approval
3 5
Accounts Receivable:• Creates customer invoices using
approved LEM transactions and uploaded documents
• Matches and approves 3rd party (vendor) invoices
JOBSITE OFFICE
Each of the above steps occurs directly in 4castplus
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As you saw in the last slide, the submitted “Jobsite Timesheet” will be (optionally) routed for approval.
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After the entries are approved, they will be visible to Accounts Receivable for client billing.
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Accounts Receivable creates invoices using the LEM data (billable transactions and progress) and Documents tracked from the jobsite.
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Accounts Receivable can also use 4castplus to match and approve 3rd party vendor charges.
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So, that’s the end of the scenario
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Now I’ll show you how all this happens in 4castplus.
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Tracking Jobsite LEM Data1
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The next slide shows a screenshot of the 4castplus “Daily Jobsite Timesheet”.
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In that one screen, your field personnel can capture ALL field data. Including…
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Field Data that can be Captured by 4castplus:
1. Labor, Equipment and Materials
2. Labor Expenses like Subsistence, Hotel, Fuel, etc.
3. Non-PO Third-Party charges: any ad-hoc vendor expenses not previously committed on a purchase order
4. Any Uploaded Documents
5. Physical progress of any measurable work
6. Site Foreman’s Daily Log
7. Third-Party receipts from items previously committed on a purchase order. (Field Receiving)
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In the following slides, I’ll show that 4castplus screen again, broken out into the sub-sections. With some annotations about where to enter stuff
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Here’s were you capture your LEM
entries
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Here’s were you capture your 3rd party (non-PO)
charges
3rd Party Charges can be marked up, passed
through, or not charged to the client
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Here’s were you upload any documents. Just drag
& drop into the configurable drop-zones.
These documents can be made available in the
Billing module for invoicing backup
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Here’s were you enter any physical progress
completed on the day.
Progress amounts can be billable on Unit Price projects. Or used as Progress Measurements on Fixed
Price Projects
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Here’s were you enter the Site Foreman’s Daily Log .
Each of these Log Sections is configurable
and reportable.
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Once the information has been entered & saved, the user can generate a summary LEM report. See the next screen …
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Here’s were you can generate a formatted
report.
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Customer Sign-off2
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That report can be printed, signed, scanned – then uploaded into the Documents area
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The whole package is now stored in the system in a big fat database so that the data can be reported on and accessed by many other people and used for many other purposes …
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Like Billing for example. Or reporting project Costs, Revenues, WIP, Payroll, Progress, etc.
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The next step for the Site Foreman, is to “Submit” the Jobsite Timesheet for Approval.
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Submit for Approvals3
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Using approvals is optional, but recommended, since mistakes can be made in the Field – and this is your source for payroll, cost & revenue information
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In 4castplus, you can design multi-level, multi-role approvals workflows that the system will auto-manage. You’ll have reporting, debottlenecking, overrides, delegates, SOD, etc. capabilities built-into the approvals system.
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To submit the package for approval, the Site Foreman simply has to click the Submit button.
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That will route the package to the appropriate people to be approved.
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Site Foreman:• Enters LEM data• Prints LEM Report
1
Customer:• Client Reviews and
signs report
2 4
Project Manager:• Reviews and Approves
submitted Daily LEM Timesheet
• Other approvers may also approve
Site Foreman:• Uploads Report• Uploads other documents• Submits Daily Entries for
approval
3 5
Accounts Receivable:• Creates customer invoices using
approved LEM transactions and uploaded documents
• Matches and approves 3rd party (vendor) invoices
JOBSITE OFFICE
We’re here now
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Once fully approved, all the transactions and documents will be available to Billing to generate a customer invoice.
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We’ll get to Billing in a minute. First, let’s have a little chat about those Third-Party Expenses that have been entered.
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Vendor Invoice Matching and Attest
4a
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As we saw earlier, third-party (vendor) expenses can be PO or Non-PO expenses.
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What does THAT mean?
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Through the 4castplus Procurement module, you can create contractual Purchase Orders that you issue to vendors to perform work or provide materials/equipment. This is for a “Committed Purchase Order”.
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For those vendor charges, you’d use the Field Receiving section to ‘receive’ the work completed on that day – or the materials delivered – against the committed amount on the line-item from the associated Purchase Order.
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Situations can occur, however, where you may not already have a PO in place with a particular vendor. But that vendor did work for you and generated a chargeable expense – so you need to account for that.
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That situation therefore has no Committed PO, and is considered a Non-PO expense.
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For both situations, 4castplus provides tools for matching & approving the actual Invoice that you later receive from the vendor against the incurred transaction(s).
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The next screen shows the Non-PO invoice matching module, called Vendor Invoice Tracking. This is also known as the second half of a 2-Way Match: Incurred, Invoiced.
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The Vendor Invoice Tracking Module is where you can Match, adjust & Approve the invoices received from vendors against the original receipt entry
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And the next screen shows what the PO Invoice Matching screen looks like. It’s found in the Procurement Module. This is also known as the third part of a 3-Way Match: Committed, Incurred, Invoiced.
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This module allows users to match quantities or costs accrued through receiving or completion of work against committed amounts on a purchase order.
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These invoice matching modules will negate the accruals generated through the original incurred entry. As a side-note to this, 4castplus provides robust Accrual Reporting.
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Once your vendor invoices are approved – and any adjustments are made – you should have a complete picture for Billing.
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Of course, you may not want to wait until you receive invoices from your vendors before billing your client. So that whole matching step can happen later if you prefer.
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Customer Billing
4b
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Now that all the field data and documents have been entered and approved, you can now use that data to bill your client.
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Of course, you’ll bill for more than just one day. Maybe you invoice bi-weekly, for example.
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When you create an invoice, you simply pick the billing period, and the system will collect all the jobsite timesheets, documents and transactions for that date range.
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Everything’s connected together in that big fat database in the cloud, so your finance group doesn’t have to go searching for what is and isn’t billable. It’s all just there.
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The next screen shows the top portion of the invoicing module which shows the summary dashboard
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This is the list of created invoices and other summary invoicing information for this
project
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You can invoice based on various different billing methods. For example:
• Time & Materials• Cost Plus• Fixed Price• Unit Price
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You can even have a mix of more than one billing method in the same project. Like, some T&M and some Fixed Price for example. The 4castplus invoicing will take care of the combination billing for you.
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4castplus will consolidate and sum all the reimbursable transactions and/or progress amounts into a single invoicing package
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You can also create “Adjustments” for those situations where an audited change to transaction(s) needs to be done at time of billing.
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One of the most important aspects of streamlined invoicing, is being able to easily create Invoice Backup.
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4castplus has very robust and flexible invoice backup reporting …
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Including the ability to attach all those signed LEM Report documents uploaded from the Jobsite.
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Along with any other scanned photos, receipts, surveys, etc. that may be relevant for invoicing.
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And if you need to report the transactions on a reimbursable project, or a progress report on a fixed price – or both – 4castplus has great backup reporting for those too.
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You can also design your own Invoice and invoice backup using the Custom Report Templates.
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Then when you’re all done, and you’ve committed your invoice, you can submit that for a multi-level approval (again, this approval step is optional).
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And finally, once it’s all approved, you can additionally export your 4castplus invoices to your Finance System / ERP.
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That completes the walk-through of this scenario. There were a lot of details that I’m sure you have questions about – so we’d be happy to talk to you about it all. So…
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To Learn More or Contact Us:• Visit our Website at: www.4castplus.com• Sign-up for a Free Demo at: www.4castplus.com/freedemo• Contact us by Phone: +1-403-450-7887• Contact us by email at: [email protected]
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We are a Quality and Service-Driven Organization