Also, when you are posting your payables for 1099 Vendors, the Merchandise field in Open Item Maintenance module will appear as “Taxable Amount” and that will be the total for 1099 reporting. One additional area of setup involves adding a new Payment Type Code in the system via the Payment Type Code Maintenance module in the Sales Processing menu. This setup will need to be done only if you sell supplies and/or material to your 1099 Subcontractors through the system. Paying down A/R balances on your Installers is a part of the automated process in the Installers Payables System module. We suggest using the following Payment Type Code: INST with a description of Installer A/R. For the G/L Account, we suggest using an Expense Account such as Installer A/R Clearing, much like you use a Claims Clearing account for claims processing.
When you enter the Installer Maintenance module, the system will first prompt an Installer Maintenance lookup box as follows:
Any existing Installers will automatically prompt in the screen above. This screen be sorted by (Pay) Type (1) of Installer and by whether they are Active or Inactive (2). You can also sort by Branch (3). If no Installers have been added, this screen will be blank. Before you begin adding Installers, you will need to add key G/L Account Numbers (these need to have been added to your chart of accounts prior to being used here) to this module via the Installer G/L Maintenance option located in the Functions menu at the top left of the screen above. Only Users with permission will be allowed access to these fields. Prior to completing this setup, consider whether you would like to track these G/L’s by Branch, by Company or a combination. The Installer G/L Defaults box will appear as follows:
If you would like these accounts to be tracked the same for the entire Company, select the ** COMPANY ** option from the drop-down menu at the Branch field. If these accounts will be different by Branch, you will need to complete this setup for each Branch. Click each G/L button to prompt a G/L Lookup box and make your selection for each G/L Account. Be sure to click the Save button to keep any changes. The next section will describe how to Add a new Installer, followed by an explanation of options available for existing Installers.
To Add an Installer, click the Add button at the bottom right of the first Installer Maintenance screen to prompt the following screen:
An Installer Notes icon/feature appears at the top left of this screen. This will be specific to each Installer ID and can be accessed at any time after an Installer has been added to record internal notes. At the ID (1) field, create an ID for the Installer, up to 8 alphanumeric characters, based on the method discussed with your BMS Trainer. In the next few (2) fields, type in the Installer’s Name or Business Name, a Contact if applicable, Address info, and Telephone (3) number(s). The Email (4) field can hold up to 100 characters for multiple Email addresses, but this field is display only at this time, and does not currently tie into any other part of the system. The Specialty (5) field is informational for you to record whether the Installer primarily works with carpet or vinyl, etc. This field holds up to 200 characters.
The Max(imum) Installs/Day (6) field was added to assist with preventing an Installer from being overbooked on a given day in the BMS Install Calendar app. The default setting is “999,” which is essentially unlimited, or no change. To prevent overbooking, set this field to “1” or “2” or a higher number depending on the Installer’s capabilities or typical labor work performed, or based on whether this Installer ID runs multiple crews. The Language (7) field will only be active if the Language Translation feature has been enabled in your system via a Company Control 4 screen option in the System Control Maintenance module. Using the drop-down menu, select the default language for the Installer. To the right of that field, you will also see a checkbox as follows: Auto Print Translated Notes on Work Order. When checked, where this Installer is selected on a Work Order, Notes in his selected Language will appear, even if another Language is selected in the Work Order print screen. This allows for multiple translated notes on a Work Order for each applicable Installer.
In the Pay Type (8) box, make a selection that best defines the Installer from a payroll standpoint. The Lic.(ensed) Contractor option was added for subcontractors where you want the system to exclude Labor Overbill charges from all paid Labor Lines assigned to these Installers. The Employee – Piece Work option allows an employee who is an Installer to be assigned to piece work in the Installer Payables system, without the system running through the “Post to A/P” routine when the work is updated as paid. This feature will also allow you to skip the A/R Trade Deduction process.
At the Loan Balance and Retain Balance (9) fields, only Users with permission will have access to these fields for set up and to make any changes. Please Note: the system will not allow deletion of an Installer with amounts in either of these fields. These two fields keep track of any loans or retained amounts that apply to a 1099 Subcontractor. As you are adding Installers, if any Subcontractors have outstanding loans or accumulated retained amounts, you can enter a starting balance in these fields. As mentioned above, a User Control 4 permission must be enabled for a User to use these fields. That control appears as follows: Allowed to modify Installer Deduc. /Rpt. If this control is set to “Y” for yes, the User will have full access to making adjustments/changes. Please be aware that if any adjustments are made in this screen other than entering beginning balances, the report that keeps track of these fields in the Print Payables Report will not be accurate. If a User has this permission, by clicking the Edit button, the system will enable these fields. Type in the outstanding Loan Balance in this field and hit enter to get to the Retain Balance field. Type any retained amount that has been accumulated on this subcontractor and hit enter.
The Retain % and Limit (10) fields allow you to set a standard percentage deduction amounts for Installer retainage and then also set a Limit so that once that figure has been retained, the system will no longer withhold any retainage. The W.C. % (11) and Exp. Date (for Worker’s Compensation percentage) and L.I. Ins% (11) and Exp. Date for (Liability Insurance percentage) fields will allow you to program a default percentage to be deducted from each Installer’s check as well as enter an expiration date for when these policies will expire. Please note: these percentages can be overridden in the Installer Payables module at the time you are processing Installer checks, if applicable. To enter a default, simply type a percentage in whole numbers in each applicable field, i.e., 2 for 2 percent. That percentage will automatically default in Installer Payables and will calculate the percentage amount to be deducted from the Installer’s check based on the amount to be paid to the Installer. To the right of these two fields, you will also see checkboxes as follows: On Expiration Only. When either or both of these are checked, and if accurate expiration dates have been entered, the system will begin deducting these percentages from an Installer’s check when the date has expired. Otherwise it will remain manual to deduct upon expiration.
The Reg(ular) Type (Code for Payment Register) (12) field is tied to the Installer Payroll Register module. You can create a single digit code to produce a breakdown of different installation categories on the Installer Payroll Register. Suggested categories include subs vs. employees, installation companies vs. independent subs, or you can break down the different types of installation, or not at all—this is strictly an option.
The Pay Rate (13) field is used primarily for employees rather than subcontractors and will only work in the Job Labor Maint. / Installer Payments module if no catalog items are built under the Labor Product Codes. You will need to add a Labor Product Code for every possible rate with the exception of Time and a Half (13) and Double Time, which can be added directly in those fields, and then selected in the Job Labor Mtc./Installer Payments module (explained above). The Trip Charge (14) field is informational for you to record what the Installer charges to go back on a job, make a special trip, or charge for a trip outside of an acceptable travel area.
The License ID (15) fields are for recording that info for Installers who are licensed.
If a License ID is entered in any of the three fields, along with a Percentage amount to collect and an Expiration Date of the license, the User can then determine whether they select to Charge on Expiration Only, so the amount will begin to be deducted from the Installer’s paycheck upon expiration of the license, and/or Disallow Work Order on Expiration, preventing a Work Order or Batch Work Order from printing upon expiration—the system will display the following message: Bad Installer Info. Also, the Install Date fields/tabs in Order Entry, the Installation Schedule, the text Work Order and Graphical Work Order will not allow assigning an Installer with an expired license with the above option checked. Additionally, the G/L functionality in the A/P Open Item Maintenance module has been adjusted for these fields. Further, the BMS Install Calendar app will not allow assigning of an Installer where the license is expired and the option checked. These fields will also appear in the Installer Payables System when you print the Installer Payables report, as well as in the Installer Payables History module when exporting to Excel. The fields will not display in the History screen because of space limitations, but they will factor into the total calculations. And finally, these fields can be imported in the Installer import and they appear on the Installer Listing Report to Excel.
With all this functionality, if you do not wish to utilize these fields, they can be left blank for no change in the system.
Back at the very top left of the Installer Maintenance screen, a Provider (16) field has been added to allow for setting up Provider/Installer or Crew relationships in the system for billing/payment purposes. Before this option can be utilized, you will first need to make sure the Provider (Licensed Contractor in charge of one or more install crews) is set up with an Installer ID to use in this field. The default for all existing Installers will be their own ID, which means no change will take place in the system unless a different Provider is selected. Once the setup is complete, during the Installer Payables process, even though an Installer is tied to a Job Labor Line, the system will automatically flip to the Provider ID to process the payment. The Installer Payables Report will display the Installer ID in the last eight digits of the Memo line for reference purposes. Also, this relationship flows through to the BMS Web Install Calendar, allowing a Provider to log in and see all jobs scheduled for their crews, whereas the individual Installer can still log in and only see Jobs assigned to him or her. Invoices can still be submitted, as new User Web Dashboard controls in the System Control Maintenance module have been added to control which Users can submit and/or see cost.
Once all applicable fields are completed, click the Save button to create the Installer ID and keep the information you just typed. When adding a new Installer and saving, the current Branch is automatically selected as Active and a pop-up message appears asking if you want to add to other Branches. If “Yes” is selected, the Branches selection screen will prompt (explained below). Once an Installer is saved, there are a few more options that can then be accessed from this screen. The first appears at the top left of the screen as follows: Restrict Installation by Accum. This feature is dependent upon having Accumulator Codes set up in your system. It allows for deactivating an Installer from being scheduled based on Accumulator Codes. When this option is selected, the system will prompt a Restrict Installation by Accum box as follows:
All Accumulators Codes will be Active by default. You can double-click on individual Codes to Deactivate, or click the Deactivate All button. The Activate All will reset all Codes to Active.
Another couple of options available once an Installer has been successfully added to the system appear along the bottom of the screen as follows:
The first is the Preferred/Excluded Installers button. This option can also be accessed in the first screen by highlighting and right-clicking on an existing Installer. If this Installer appears as a Preferred or Excluded Installer on a Customer Ship To Code, this button will be available to click and view details of that setup. That screen will appear as follows:
This feature allows for Printing (1) a current list of Customers/Ship To addresses that are currently set up under the Installer’s account. New Customers/Ship To addresses can also be Added (3) from this feature, as well as Deleting (2) existing. The Excel icon will allow for exporting existing setup data displayed in this screen.
The third option is the E-Docs button for BMS clients with that added functionality. Where an asterisk appears, an E-Doc exists pertaining to this Installer. You can view existing E-Docs, or add new attachments, such as copies of licenses, Worker’s Comp certificates, etc., from this screen by clicking this option. The Branches button allows for making Installers Active or Inactive in existing Branches. When you click this option, the system will prompt an Installer Active in Branch screen as follows:
From this screen you can determine in which Branches an Installer ID will appear. You can double-click on any Branch Name to change the Active status for that Branch, or use the Unselect All and Select All buttons at the bottom of the screen to make changes to all Branches.
From the main Installer Maintenance screen displaying the list of all existing Installers, you can Edit the data on an existing Installer ID by double-clicking the ID or by right-clicking on an Installer ID to prompt the following menu options: Edit Installer, Delete Installer, Branches and Preferred/ Excluded Installers. The Edit Installer option will prompt the existing Installer Maintenance box data for the selected Installer, explained above. The Delete Installer option should be used with care, and will only work where there is no longer any balance due to an Installer or any value showing in his or her Loan Balance or Retain Balance fields. Ideally, if there is any current or historical data in the system associated with the ID, consider using the Installer Active in Branch feature to hide the ID in some or all Branches rather than delete entirely. The Branches and Preferred/Excluded Installers are the same options explained above, but can also be accessed here.