Demo Sage 300 Construction and Real Estate (Timberline) - Take a Tour

hello my name is Olivia Romer and I'm a
Sage 300 construction and real estate
certified consultant today I'm going to
show you a demonstration of Sage 300
construction and real estate as you see
here this is the sage 300 desktop within
the desktop you have all your
applications these are all the modules
that you own if you don't own a module
it will not appear on this application
bar here you also have your favorites
menu your favorites menu is customized
to each individual user and it's easy to
change and modify your favorites all you
have to do is come here click on
favorites look at the applications pick
the tasks that you want to do in this
example I'm going to say print checks
I'm gonna grab that task pull it and put
it into my subfolder now I have two
items in there entering invoices and
printing checks once I save it now I
have both items in when I click on it it
launches me in to the window to complete
that action now I'm going to go into the
applications themselves I'm going to
start with project management since Sage
300 construction and real estate is a
construction specific accounting
software program I want to show you
everything that's available that's
specific to job costing so within an
inquiry here in project management I'm
going to show you the job
overview inquiry within this inquiry I
can see all my active projects and
pretty much most of the information that
I would want to know about a job what my
original contract is if I have any
pending change orders what my total
approved change orders are my revised
contract amount my total revised
estimate my total commitments
commitments our sub
contracts and purchase orders my job to
date costs what the system calculates as
my cost at completion my anticipated
profit on this job what I've built to
date and how many RFI's submittals
drawings meeting minutes and
transmittals I've issued on this project
what I like about the inquiries is their
drill down functionality for example if
I want to know what makes up this
$19,000 impending change orders all I
have to do is double click now I can see
it's change orders 1 2 3 6 and 14 these
are really overdue so I should probably
try and contact someone to get these
collected any of the fields you see can
be double clicked so you can get more
detailed information the other feature
of inquiries is this export to excel by
clicking on this button here I can
export all the information that you see
here on the screen into Microsoft Excel
keeping all of its formatting now if I
want to run some pivot tables or some
graphs on the data that I exported I can
do so next I want to show you the two
main features of project management
documents and contract control within
documents you have all your typical
construction type documents transmittals
drawing logs meeting minutes
RFI's submittals field or daily reports
and you also have custom logs as well
within contract control you have your
contract this would be your contract
with your customer commitments which are
sub contracts and purchase orders change
requests change orders and commitment
change orders you can also enter in your
budgets enter in miscellaneous worksheet
items and your subcontractor compliance
management
which we'll get to in a few also within
project management I can set up my job
at a company or a person to my software
address book add standard spec sections
and I can also create custom logs there
are over 1,100 enquiries in reports that
come standard with Sage 300 construction
in real estate so let's see how a change
order works so I'm gonna open up a
change order here for Clackamas office
part and here I'm going to pull this
change order number 3 so as you notice
here there are three change requests
that are added to this change order the
way the software operates is my customer
requests that I give them a price on a
change I then create a change request
for that particular request in this
example the customer asked to remove
some trees at the northwest corner of
the lot I put how many days it was going
to impact my schedule and that it was in
relation to an RFI if you wanted any
more additional information I could put
that here
so this was initiated by Stuart west of
Northwest landscaping and it's in
regards to item 19 on my contract on the
price cost estimate tab I can enter the
price to my customer the cost to me and
if I need to get a subcontractor or
material provider involved in this case
this is going to impact our contract
with Northwest landscape now that the
customer has given me a verbal approval
I can add it to a change order that they
can then sign I decide when I want the
change order to adjust my contract
amount or when I want it to update my
job budget typical in the construction
industry we usually perform work on a
job before actually receiving the signed
change order
so I might want to update my budget
before actually revising my contract
amount you have the capability to do so
I can choose to send this directly out
of the software it sends it through my
app Microsoft Outlook email as a PDF
attachment I can also add attachments to
this as well
perhaps it's drawings or photos that I
need to send along with this change
order if I'd like to send a physical
copy I can come in here and print them
so here is an example of one of the
canned change orders here it has my job
the change order number my name the
three change requests and the total
price to my customer what my original
contract was my previous change orders
the net amount prior to these new change
orders the total of my new change orders
and my new proposed revised contract it
also has a place for the architect to
sign me to sign and my customer to sign
any of these forms can be changed and
modified to look the way your current
change orders look now let's take a look
at how the commitment function performs
I click here on commitments and it opens
up my commitment screen so here I have a
commitment that was done previously this
is for a purchase order on this purchase
order I have two line items going to two
different cost codes this is for
material so I've put the total units in
this example I have tons and cubic yards
I also have put the total costs per unit
for these two line items of materials if
I needed to I could calculate tax based
on where I set up the job location or
perhaps where the material may be
delivered after I've entered all the
information I have a couple of choices I
can add the scope of work here I can put
the sched
I can put insurance information for that
supplier I can add checklists for things
like if a payment bond has been received
or required when the contract was issued
and signed who would be signing on my
behalf and on the subcontractor or
suppliers behalf if I have any
inclusions or exclusions I need to add
to this purchase order if there are any
secondary vendors involved in this
transaction if they have sent a
preliminary notice I can record that
information here and then last but not
least I can create my purchase order
using the document designer when I click
on the document designer this box here
pops up I have several templates here
that I'm able to use since I am issuing
a purchase order I'm going to pick my
purchase order template you can create
as many different templates as you'd
like and here is my purchase order this
is just a standard Word document
and I've chosen which fields in Sage 300
construction in real estate I want it to
fill within this form this can be
customized and changed to look however
you'd like I also have the ability to
keep track of my construction document
for example let's take a look here at
RFI's here I have an RFI that's already
been filled out its RFI number seven
here I want to know if we need to move
forward on the removal of the excluded
trees I also have my answer that a
change order is on the way there is a
verbal okay to move forward if I wanted
to I could send this again using a
integration with Microsoft Outlook or I
could print and actually send a physical
copy as well again any forms that you
see here can be changed and modified to
look however you desire I can also send
this with a transmittal just by clicking
this button
or I can change this RFI into a change
request I have many options available to
me now let's take a look at some of
these standard job cost reports here in
project management I'm gonna go to
reports and cost control and job costs
by cost code here you can see one of the
standard job cost reports that come with
the software in this particular report
I can see Clackamas office Park I can
see all the cost codes that are related
to this particular project so I have a
group of general condition cost codes
some site work cost codes some concrete
cost codes etc etc in here this report
is showing me what my original budget
was if I had any approved change orders
that modified my budget in any way what
my new revised budget is any commitments
I had against these particular cost
codes again commitments or sub contracts
or purchase orders my job to date costs
by cost code and my remaining cost which
is calculated by my total estimate - my
job to date costs another great report
is my subcontract log with detail in
this particular report I can see all of
these sub contracts I have on Clackamas
office Park so I have this one here for
fire protection from sprinkler
contractors plumbing from Kingston
plumbing some HVAC from Jackson heating
and air conditioning electrical with a1
Electric and the cost codes associated
with their sub contracts I can also see
the original subcontract if I have any
pending or approved change orders with
them what the revised amount of their
subcontractors and how much I've been
invoiced by that sub against these two
contract items how much I've held in
retaining and how much payment I've
actually issued them against their
subcontract agreements
another great feature inside of Sage 3
construction and real estate is the
subcontractor compliance management this
tool is a great way for you to keep
track of all your subcontractors and
suppliers here I can keep track of lien
waivers unconditional and conditional
progress and final certified reports
insurance certificates and any
miscellaneous items miscellaneous can be
any type of items that you want to keep
track of on your subcontractors or
suppliers anything like city business
licenses or punch lists maybe they need
certain certifications or they need to
be a certain type of business to be able
to perform work on this particular job
any item that doesn't fall within the
category of lien waivers certified
reports or insurance can be kept track
of in the miscellaneous tab another
great option is you can have the
software automatically email a report to
your vendors letting them know if they
have outstanding lien releases or other
items that way you can make sure that
you're communicating with them and it'll
help them to receive payment on time
within Sage 300 construction and real
estate you have a full billing package
inside here I can do progress based
Billings or cost based Billings or quick
bills which are essentially quick little
invoices where I write out the
description and in the amount here in
contract based invoices I have an
invoice are based on a schedule of
values that I create within my contract
I can also have the contract hold
retention based on information that I
set up
I can also decide to build based on
percentage or total amount so here I can
either do 50 percent and then it
calculates the amount for me or I can
put the amount here and it'll calculate
the percentage for me notice how it's
calculating the retainage held based on
the information setup final step is to
put the period through day on my invoice
and then the last thing I need to do is
print as you can see the invoice looks
very similar to the AIA G 702 in G 703
form here I have my summary form at the
top that gives my contract totals with
changes what I've build and received and
then on the second page I have my
schedule of values I can also do cost
based Billings as well within here all
the information is pulled from payroll
and accounts payable and job cost of any
cost that I have associated with this
job as you can see all the unbuild costs
are listed here I can choose whether or
not I want to bill an item whether or
not I want to change the amount to be
built or if I just want to delete an
item from the list this will pull the
billing amount based on the rate and
markup tables that I have set up on this
particular job here is my cost based
invoice I have everything separated by
category labor material equipment sub
etc here I can see the description and
the employee that worked on this
particular job so here I had an
equipment operator a Mason and then
another individual that was not in a
certified class I have two material
invoices that I'm billing as well one
from Northwest concrete the other from
Oregon lumber specialties
I'm also charging them for some of my
equipment I have a caterpillar dozer and
a Komatsu dozer that I used on this
particular project any of these invoice
formats can be changed or modified to
look however you desire with an accounts
receivable I can view my accounts
receivable aging in here I can see by
customer and contract all my outstanding
invoices where they stand whether its
current 30 60 90 or 120 and how much
retainage is being held on each invoice
by project if I'd like to I even have
the ability to send a statement to each
one of my customers
if they're outstanding invoices within
Accounts Payable I can enter in all my
invoices it opens up the grid here by
using lookup functions I can find the
exact vendor I want to use and it'll pop
up any warnings here in this example
this particular vendor has insurance
that has expired
if I want more details I can click here
if I've received updated information I
can come here or based on settings I can
choose to ignore it in this example
we're going to ignore I'm going to enter
in the invoice the date of the invoice
amount if any sales tax needed to be
calculated on it it would calculate it
here or if I have the vendor set up to
receive any discounts those would
calculate based on these settings I have
on the vendor setup screen the
description of the invoice the payment
date is calculating based on the vendor
setup if any discounts were set up the
discount date would be set up then I
have my accounting date the accounting
date is very different from the invoice
date the accounting date tells the
software which accounting period you
want this cost to hit for example
perhaps I got this invoice very late and
I've already run my financials for
August I no longer want this invoice to
hit my August general ledger because my
financial statements have been finalized
so instead I can change my accounting
date to reflect the new period in which
I want these costs to hit then the
bottom grid which is called the
distribution grid appears here I can
enter in the commitment so this would be
the subcontractor purchase order number
if I don't know which one it is I can
hit the list button here or f4 and it'll
list all the commitments that I have
with this vendor oh yes it's this one
here now I can pick the particular line
item that I want to apply this invoice
to Oh
it's for this line item oh wait a second
they have insurance certificates and
lien waivers that are
out of compliance oh I dunno about those
and I have those so I'm just gonna
ignore I'll update that later it pulls
my job cost code and category
information directly from the commitment
that I entered it also pulls my general
ledger account based on the information
I have set up it's warning me that I'm
posting this to a future period I know
that and I'm ok with that
oh wait they're trying to invoice me for
more than the amount of the invoice hmm
is this correct I can choose to hit OK
or I can cancel and find out if I need
to enter in a change order or perhaps
this is against the wrong commitment
based on security settings I can hit OK
or I would be stopped right now and
won't be able to continue until
modifications have been made based on
what I've set up it's automatically
calculating any retain inch that needs
to be held on this invoice oh I need to
do a joint check on this invoice I can
hit the button here and put who I need
to joint with now when I paid this
invoice it will provide a joint check
with ABC material now I'm finished with
this invoice and can proceed to the next
invoice I also have various reports that
I can use to see what's going on with my
payables here I'm going to look at an
invoice aging here I can see by vendor
the total amount of outstanding invoices
that I have and how much retention I
have held for each vendor next is
payroll Sage 300 construction and real
estate offers a full functioning payroll
module to their construction accounting
software suite within payroll I can
handle payroll for union employees and
on certified jobs all I have to do is
set up my unions the type of fringes
pays and deductions those union classes
receive and when any increases may be
required based on information that I set
up it will automatically pull
the correct union that is used on a job
or the correct certified class might be
required Sage offers a full-functioning
construction accounting payroll suite
within here I can handle payroll
internally for all my employees whether
they're Union or they work on certified
jobs Sage 300 construction and real
estate payroll can handle it all
I can even print all my certified
reports directly out of the software I
can handle all my ACA reporting and all
my tax filings as well to do so I come
here under TAS pick whether I'm filing
for the state or federal here I'm doing
federal because I have a davis-bacon
wage job then I need to submit certified
payroll reports for as you can see here
it's pulled up the official Department
of Labor certified report it's pulled in
all my employees that worked on this
particular job what their classification
was the hours worked their rate of pay
any taxes withheld or deductions etc all
I have to do is print and send many of
the state certified reports are also
within Sage 300 construction in real
estate
I can even efile some of the state forms
for example here in California we must
be file this certified report notice it
says here
this report is efile only this will
submit the necessary file to the
California dir no additional work
required from your end the last item
we're going to view today is general
ledger within general ledger I can view
my financial statements make journal
entries look at particular transactions
in detail to learn more information if
necessary here I'm going to print my
financial statements here in the Box I
have a couple different financial
statement packages I'm gonna pick my
standard package on the roll back button
I can choose to print either current
month or previous month financial
statements I have the option to print a
consolidated financial statement or
financial statement for individual
companies in this particular example I
have three different companies within my
data set I want to run a consolidated
financial statement that consolidates
all three companies together so I can
see how we're operating here is my
standard balance sheet and my standard
income statement and my standard trial
balance these financial statement forms
can be changed and modified to have
additional information I also have the
option to run my financial statements
into Excel here you can see my trial
balance balance sheet and profit and
loss here on the brackets if I double
click them it'll show me all the
transactions that make up that total I
also have the option to do an entity by
entity comparison here you can see I
have two of my companies together
side-by-side and the total that the two
companies create now I can see how each
of my company is doing compared to one
another Sage 300 construction and real
estate can also alert you of certain
events that you pick for example I asked
it to tell me when I have unapproved
change requests as you can see here the
system has emailed me a list of all my
unapproved change orders by job the date
that they were issued and the amount I
also asked it to send me a list of
vendors with expired general liability
insurance in the next 30 days here
they've listed all my vendors who to
contact a phone number if it was in my
vendor setup and the expiration date of
their insurance here I asked for lien
waivers not received within 30 days from
my vendors here you can see the job the
commitment and who the vendor is in this
example I asked
show me any jobs that are over budget by
more than $500 you're really limited to
your imagination on what the system can
alert you to it can also send you
reports at specified time to specified
individuals and that was a brief
overview of Sage 300 construction and
real estate if you'd like to learn more
about the software or get a demo for
yourself please contact us at sales at
team tagged dotnet or you can visit our
website at www.nasa.gov a roamer and
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