Applies to: RollMaster (RM) Core
Use this article as a reference for the Lead Processing module, including setup requirements, lead entry and maintenance, duplicate checks, reports, lead conversion, appointment scheduling, and related mobile setup.
Does Not Cover: Retail Lead Management (RLM).
Menu Path: Sales Processing > Projects
For other Sales Processing programs, refer to the Sales Processing module documentation.
This module is available to all customers, but may only apply to commercial or multi-family focused businesses. This module was designed to allow for grouping together multiple Orders (and Quotes where applicable) for the purpose of tracking costs, margins, sales, change orders, and billing. In order to see this new module, it must first be turned on via a Company Control 4 option in the System Control Maintenance module that appears in that menu as follows: Activate Projects Module. There are also a few new User Control 7 options, also located in the System Control Maintenance module, relating to this module that should be reviewed prior to turning on the feature. When you enter this module, the screen will appear as follows:
Existing Projects will display in the screen above. When you highlight a Project in this view screen, the Project Totals will display on the right side of the screen for the entire Project. If you right-click on a Project, the system will prompt the following options: View Project, Add Order to Project, and Add Quote to Project—you will also be able to Add an Order or a Quote from inside the Project. To create/add a new Project, click the New Project button at the top left of the screen. The system will prompt the Project Summary tab screen, but you will first need to navigate to the Detail tab screen to add Orders or Quotes to your Project as follows:
The cursor will be positioned at the Name field. Begin by entering a title or description for the Project. This can be edited at any time. The General Contractor field can be left blank, primarily because the Customer on each job or quote tied to a project is the same. However, you can run reports by this field, meaning you can run reports across all Projects for a particular GC, or you may have other jobs listed because of installer chargebacks or vendor claims, and you would not want those tied to the GC. The General Contractor button and field is tied to the Customer ID lookup.
When you right-click in the screen above, the menu you see displayed in the image above will appear. Click the Add Order to Project to begin building a Project. The system will prompt the Sales Processing screen for you to locate an applicable Order for the Project. Double-click on an Order to select. Please Note: If an Order is tied to another Project, a message will prompt to that effect and you will not be able to select. If any Quotes have been created that will be included in the Project, those can be added in the same manner via the Add Quote to Project option. The View Order/Quote option will prompt the Order or Quote so you can make edits and then return to the Projects module. The Remove From Project option will allow you to untie an existing Order or Quote from the Project. The Cost Review option will prompt the Cost Review screen and include data for all existing Orders. Please Note: if a User is not allowed to see Costs or is not allowed to use the Retail Cost Review feature via the User Control 3 option, they will not have access to the Cost Review feature in this screen. The Change Order option can be used to identify a Job or Quote that should be designated as a Change Order on the Project. If you highlight the applicable Job or Quote and click on this option, a “Y” will appear in the Change column of the screen above. The View Install Dates option will prompt the Install Dates tab screen of the Order you have selected. You can make changes and return to the Projects module. And finally, the Add Order/Quote to SOV Line option will allow you to add the selected Order or Quote to an existing SOV Line. A box with a current list of SOV Lines will prompt and you can double-click to select.
Once you’ve created a Project, you can move to the Summary tab screen to enter initial Project amounts to begin tracking the project. That screen appears as follows:
All of the editable fields in the screen above are highlighted. In the Original Contract A and B fields, enter the contracted Sell and Cost figures for the entire Project. These fields can be updated if the info has not been finalized. The remainder of this screen details the accounting side of the project and updates based on completion of work, revenue earned, and invoicing. Below is an example of a Project in progress for example purposes:
As you Invoice in RollMaster, the system will recognize any revenue and/or cost on what is invoiced and report to this screen. Please Note: It is up to you whether you put your revenue on the principal material lines, or on a Special Charge line for billing (Pay App) only purposes. Across the top of the columns in the screen above, you will see letters, i.e., A, B, C, etc. If a formula is involved in the column calculation, that will also display at the top, along with a brief description. Column D, Cost to Date Invoiced, is coming from any RollMaster Invoices processed on any of the Orders associated with the Project where costs exist. They may or may not have had revenue associated with them, but they had material or labor costs. The Est % Complete, Column E, is taking Column D and dividing it by Column B, which is estimated at this point because final costs are not in. This amount then informs the Column F, Est Revenue Earned, by dividing Column A by Column E. Column G, Contract to Date – Invoiced, displays the total revenue invoiced out on the Project to date. That total then provides Invoiced vs Earned – Over/(Under) amount for Column H, which is the difference between Column G and Column F. A negative amount reflects the Project is under billed, or you are behind on billing, by that amount. A positive amount reflects over billing, which means you have billed revenue you have not yet earned. It’s not uncommon for this column to be over or under during the length of the Project, but extreme values should be addressed.
Another reason to pay attention to these numbers is for making Journal Entries at the end of the month to “true up” your revenue recognized to revenue earned. However, you wouldn’t do this on a single Project level, you will want to use the Project Revenue vs Billing report accessible from the main Project Processing screen. This will give you a total over/under figure for the company, which is the total amount that should be journalized. Similarly, the last two columns will track Pay Apps to Date less Contract to Date and determine if you are over or under on submitting Pay Apps. That covers the columns, so next we’ll explain the purpose of the three groups of rows. When you first land a project, you may not necessarily set up all your phases of the job, for example if this is a long-term multifamily project where completion may not happen for several months or more. In this case, you will still want to put your original contract amounts in first row, but in the middle section, you will want to know what’s happening with just the current building or current phase. Eventually, these will even out as the project concludes, but you may encounter Change Orders that need to be entered, so you can adjust the first two columns in the first two rows as needed. The final three rows are for tracking Schedule of Values, as it progresses.
The Retainage Setup option allows up to three setup items per Project. These must be setup prior to submitting any SOVs. When you click on that option and select a Retainage Setup item, the system will display the following:
You will create a Code, Name, Rate and Description for each. These need to be setup for each Project according to what was contracted initially.
The Print menu at the top left of the screen will prompt the following options: Print Job Summary, Print Line Summary (Excel Only), and Print Line Detail (Excel Only). The first report displays one row per Job, the next displays one row per Line Item, and the last somewhat mirrors Detailed Job Cost View/Print. In addition to displaying one row per Line Item, it will also display additional rows for Inventory Reserves and Labor Payments.
The Function menu, to the right of the Print menu, will prompt the following options: Close Project, Open Project, Lock/Unlock Project. There are User Control 7 options (explained below) that determine which Users will have access to these options. The Close and Open options impact the entire Project and will typically only be used to Close upon completion of the entire Project, and Open only if necessary. Neither of these options impacts billing or sales analysis in any way. The Lock/Unlock feature allows a User to Lock the entire Project and prevent anyone from adding or removing Orders/Quotes, or making changes to the Original Contract fields in the Summary tab screen. The E-Docs button at the top left can be used to attach documents relating to the entire Project. Please Note: It will not display any E-Docs on individual Quotes or Orders tied to the Project.
Schedule of Values and Pay Apps:
These are both optional to use, but once you understand the functionality, you may decide to take advantage. Some people may prefer to use Excel to track their Schedule of Values (SOV), which is fine, but this module does allow for importing and exporting SOV Lines (importing only works up until a submitted Pay Apps exists). When you click on the Schedule of Values option, the system will prompt the following:
The Functions menu at the top of the Schedule of Values screen contains three options as follows: Export SOV, Import SOV, and Pay Apps (this option is explained below). To manually add, click Add SOV Line and the system will prompt that screen as follows:
Begin by adding a Description of the work, the Scheduled Value of that work, and any Retainage that has been set up (explained below.) Then click Save. The system will automatically track the other columns in the main screen. Once the SOV Lines have been added and the Project is moving forward, at some point you may wish to schedule Pay Apps. This is commonly referred to as a G703, and if the contractor requires this, you will not submit Invoices for payment, but rather scheduled Pay Apps. When you select that option, a Pay Apps screen will appear as follows:
In the Pay App Sequence field, any existing Pay Apps can be accessed via that drop-down. When it’s a new month, the Save button at the bottom right will display New. If you click that button, or click in the This Period column of an existing SOV Line, the system will prompt a box as follows:
Based on what you’re allowed to submit, you can enter an amount in the Current field, or you can type a percentage in the field below. Click Save to continue. When you are ready to send a Pay App, you will hit the Submit button. Moving forward, you will access via the Pay App Sequence field. The Unsubmit Last Pay App option will reverse that process and allow you to make changes to resubmit, but this can only be done on the last Pay App submitted. You will use the Excel export icon to create the data you will need to submit to the contractor in their required format. One reason to use this feature is so you have a running list these you can view as Receivable Items (not tied to the system G/L) on the Project. From the main screen of the Project, when you click on the Pay Apps tab, it will display a running list of Pay Apps that have been submitted as follows:
In order to use these successfully, you will need to track payments received and apply payments received in the Pay Apps screen, in addition to Post Customer Payments in A/R. In the Pay Apps screen, select the Pay App Sequence from the drop-down field, and then place the cursor in the Paid Amount field at the bottom right to enter the amount. You can repeat this for each Pay App Sequence as needed. You may need to exit out of the Project to refresh the display screen to reflect the amounts applied. The Print Pay Apps Due report, accessible from the main Project Processing screen, looks similar to the A/R Aging Reports, but is helpful in tracking Pay Apps across all Projects.
In the Order and Quote Entry modules, when Projects is enabled, a Project tab will appear next to the Job Detail tab and will display the Project name, basic data, and includes a button to View Project as follows: