Demo | Sage 300 Construction & Real Estate (Timberline) *NEW* Construction Accounting Software Video Lecture | A detailed Guide to SAGE 300 - Data & Analytics

hello my name is Olivia Romer I am a
sage certified consultant at TAC a
premier sage partner for construction
software with the team of experts in
construction accounting and software
solutions today I am going to give you a
demo overview 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
tract ml my total revised estimate my
total commitments commitments are 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 enquiries 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 and 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 schedule 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 use
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 cost
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 costs 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
retain inch
and how much payment i've actually
issued them against their subcontract
agreements
another great feature inside of Sage 300
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 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 fifty 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
to put the period through date 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 within 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 it's
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 with their
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
me 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 do know about those and I have
those so I'm just going to 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 okay
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 okay
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
okay 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 inche 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
duck shion's 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 tasks pick
whether I'm filing for the state or
federal here I'm doing federal because I
have a davis-bacon wage job that 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 the 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 it to 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.engvid.com