Getting Ready For Year-End

That dreaded time of year for most of our Sage 300 Construction and Real Estate clients is quickly approaching and will be here before you know it. One key to running a successful year-end is proper planning. Preparation is critical and part of the prepping is making sure you have the proper resources in place. Establishing a timetable or a having "to-do" list in place is helpful:

October: Schedule time with your consultant for year-end processing help. 

Early November: 
1) (Year-End Procedures Guide available )
2) Order your 2013 Tax forms at http://cpatechnologyforms.com  (25% discount if ordered by November 8, 2013)
Early-Mid November:   Enroll in Aatrix services
December: (Year-end updates available per download) Attend a year-end training class.
Late December: (2013 payroll tax update available)

Another key is making sure your key employees who are involved in the process commit to year-long education and training. Attending some of the many quality webinars, free breakfast meetings and classes that we offer help our clients achieve successful year-end processing.  CPA Technology offers hands-on, interactive year-end training where participants can upload their own data and leave with “their finished product.” (Register here) Another important and necessary part of year-end preparation is ensuring your software is up-to-date (version 9.8 or later) and supports the 2013 year-end updates. With that being said, there are two important points which involve upgrading your year-end software that are often overlooked which could spell disaster in the end:

1)    Not reading the release notes from Sage
We strongly recommend against aimlessly installing your software upgrade without going over any critical issues specified in the release notes from Sage and placing you company data at risk. Sage does a decent job in delineating any changes in database or file structures. It’s always crucial to backup your data.  (Test your backups by restoring them to test folders.  Periodic testing of your backup system is important because backup media has a limited life, backup devices may malfunction, and the backup software settings may have changed).  In case of a mistake or a computer failure during the upgrading procedures, you can quickly restore your data and perform the procedures again, saving valuable time and headaches.

2)   Not hiring a Certified Consultant

Don’t lose sight of the big picture. A fair amount of customers think they will save money by attempting an upgrade themselves by not bringing a Certified Consultant in to help. For an upgrade, this is penny wise, penny foolish.  Certified Consultants are well-versed on the pitfalls during the upgrade process and knowledgeable in navigating around a potential pricey setback. Getting the upgrade done correctly the first time will avoid more costly problems (and necessary fixes) down the road.

A year end resource page with helpful tips & tricks will be on our website shortly at www.cpatechnology.net. Year end can be a potentially smooth and trouble-free process with proper planning and year-end training.  Now is the time to get started!

Top 10 Reasons Why You Should Upgrade Your Sage 300 Software

Now that Sage 300 Construction and Real Estate 2013 (formerly Timberline Office) has been released, many of you are deciding whether or not it’s time to make the jump. CPA Technology wants our customers to get the most from their software investment. Besides CPA Technology’s continuing training and Certified Sage Consulting services, the features and capabilities of the software itself is key to making your operations run smoothly. The enhancements incorporated in this newest release will help simplify your tasks and help you work more efficiently saving valuable time. Compiled is a list of the top reasons why you should upgrade to Sage 300 CRE 2013:

1. Modern, sleek menu styling and improved screen design enhances the user experience. Some windows such as AP Select to Pay windows support re-sizing for better usability
   
2.  Starting up tasks and reports run significantly faster
   
3. The system provides a more proactive way to track and manage critical subcontractor and vendor compliance items (including lien wavers, weekly certified reports, insurance certificates and more)
   
4. Initiate electronic payment of vendor invoices using AP (you can also choose to pay vendors by check or electronic payment)
   
   Sharing information across systems is easier: 
5. When you’re in an Inquiry, you can now copy all your information into an Excel spreadsheet
   
6. Capability of dragging and dropping MS Outlook emails and attachments into any attachment window within Sage 300 CRE has been added
   
7. You can now send purchase orders, invoices and inventory costs directly to Job Cost and Accounts Payable, eliminating the previously required manual import routine
   
8. Office Connector report templates can now be added to the Sage 300 CRE report menu, providing easier access and an improved method for viewing/working with your data in Excel
   
9. You are now able to deactivate vendors you no longer work with in a single click. Doing this, they will no longer appear in the software’s drop-down lists. Easily reactivate a vendor at any time with a single click.
   
10. With integrated online access to guaranteed compliant state and federal forms, you’ll have access to the most current forms. Built-in integration to eFile services through Aatrix simplifies your tax filing process. 

Download a Sage 300 Construction and Real Estate whitepaper

Sage Construction Anywhere Enhanced Capabilities - Coming Soon

With a new monthly subscription fee-based model on the horizon for Sage Construction Anywhere customers, Sage is paving the way for businesses to leverage the efficiency of the cloud in their organizations.  Beginning in March of 2013, Sage Construction Anywhere will be offering two new valuable services:  Time and Project Files. (Now Available!)

Time – Tackles one of the most common areas of opportunity for construction companies; visibility to labor costs and profitability.  By strengthening field-to-office communication and offering new capabilities to collect, review and approve employee timecard information, Sage will address this challenge with this newest enhancement.  Employees and supervisors can use an iPhone or Android app to quickly and easily submit employee time worked on a project and link it to activities performed (cost codes).  Submitted time can then be reviewed and approved using the mobile app or online in Sage Construction Anywhere.  Once finalized, the Payroll department can share the approved time with Sage CRE Payroll and Job Cost.  Automating time collection and approval speeds up companies access to accurate, complete Payroll information, and to the Job Costing information needed to spot potential labor issues and profit erosion sooner.

Project Files – Makes it effortless to provide project teams online access to share and retrieve project documents, drawing and photos.  With a central location for sharing and storing all files, everyone has access to the latest information available when planning and acting, including field staff.  Foremen and superintendent have on-the-spot access while at the site ensuring they have all the details needed to make sure the work is done correctly the first time.

See Sage Construction Anywhere in action:




With the existing Project Reports service, Sage Construction Anywhere users can access Sage 300 project reports through any mobile device or PC.  Integrating these newest enhancements, Sage 300 is dedicated to helping customers take their business to the next level.  For more information Sage Construction Anywhere, call CPA Technology and talk to Fred at 610-862-0039.

Construction and Manufacturing Software Are Not Created Equal

As a provider of business software solutions for the construction and manufacturing industries, we come across many contractors that manufacture most, if not all of their products they install and/or service for their customers.  Those businesses shopping around for an integrated accounting solution are often baffled by which direction to go.  Finding construction accounting software that covers both facets of the business is not as easy as it sounds.  I came across a great article recently that points out the issues those companies should consider when making a purchasing decision:

Construction Software Is Not The Same As Manufacturing Software
by David Kraft

In today's world, it is fairly common to come across a contractor that also manufactures some or all of the products that they install for their customers. Custom cabinets are a common example, as are some structural steel and low voltage products. Companies that fall in to this category that are looking for new software often have assembly job shops that design custom pieces and a separate installation department that installs the products at a customer's site. These companies especially can benefit from new construction software that allows for the most accurate estimating and quoting capabilities.

Unfortunately, finding a piece of construction accounting software that covers both sides of the business is not as easily done as it is said. Although both sides of the business deal with job cost, there are several issues that arise when trying to integrate the two sides with one piece of software.

For example, manufacturing jobs involve a separate set of constraints than construction jobs. In manufacturing, you often deal with work centers, machinery, and individuals that carry out the manufacturing process. These job shops often have to rush jobs, change schedules, or make other changes on the fly based on priority shifts. Having software that is flexible enough to deal with these sudden changes is imperative in a manufacturing situation. However, this is not the case with construction jobs. Construction projects generally involve longer lead times and have to consider variables such as subcontractor scheduling that make quick and extreme changes in plans very difficult, if not impossible to pull off.

Second, manufacturing and construction differ in the way that cost accounting works. Manufacturing projects track direct labor, materials, and a set overhead allocation when calculating job cost. These job costs are accumulated as the project moves forward from one work center to another. These costs are tracked on the balance sheet as assets until the job is shipped off, meaning that inventory costs constantly change as projects move along. Manufacturers also need to know the current progress of a job to tell customers when the project will be complete and delivered.

Construction projects, on the other hand, recognize revenue and costs on a percentage complete or job complete basis.

Most contractors do not record costs until they are actually billed for them, regardless of whether or not the labor has been completed. They are concerned with the cost to date of a project in relation to the estimated budget for the project and monitor under or over billing based on the percentage of the job complete and the percentage of the estimated cost incurred to date. This kind of cost break down simply does not work in a manufacturing environment.

Construction software will record costs in a linear fashion as the job moves along. These costs can be captured and tracked in real time with the right combination of software and processes.

Another difference between construction and manufacturing sides of a business is that the construction side often has to deal with project management issues such as RFIs, change orders, and submittals. These things are simply not relevant in manufacturing but must be accounted for in a construction accounting package. Construction software also allows for progress billing, which is not necessary in manufacturing.

Last of all, manufacturing jobs require quotes that involve a bill of materials which is not usually done in a construction job. Manufacturers like to use software to keep track of things such as change orders, revision histories, and drawings that are not covered by construction software.

Therefore, although manufacturing and construction companies both deal with 'job cost,' the term refers to different things in the two companies. As a result, it is necessary to separate construction software and manufacturing software. 

About the Author:  David Kraft writes articles to help companies in construction, manufacturing, medical, and accounting industries select new software. Learn more about construction software at http://www.ctsguides.com/construction-accounting-software.asp

The Latest...Right from the Comforts of Your Own Office Chair

With businesses trying to catch up to a slow recovering economy, competition is fiercer than ever. A lot of folks are looking for better solutions to handle their business operations but are just too busy to leave and cannot afford to leave the confines of their office. Well, CPA Technology has got you covered! We've added monthly interactive, live web demonstrations on some of the best solutions out on the market today. The webcasts provide a great opportunity for those to see key product features in action with a chance to get answers to any questions you may have from an expert.

Here are some of the webcasts on tap for the upcoming months:

Sage MAS 90 Distribution Management
April 4, 2012
9:00 - 10:00 AM
Register

Sage Fixed Assets - Fixed Asset Management
May 2, 2012
10:00 - 11:00 AM
Register

Barracuda Security & Backup
June (Date & Time TBA)

On "Virtual Newstands" Now! Fall/Winter 2011 CPA Technology Newsletter

If you've been wondering what "good read" to immerse yourself in during your lunch breaks...here's your answer!

The latest issue of CPA Technology's newsletter is on "virtual newstands" now! Included in this issue is important information on both recent and upcoming software updates and helpful tips for preparing for year-end.

Read it here!

Beyond the Horizon: Sage Timberline Office Version 9.8 Release

Sage is gearing up for Timberline Office’s latest release, Version 9.8, which will feature several enhancements and performance improvements across the board to make the job of running your business easier.

The improvement of speed in starting up applications and tasks in v9.8 will save you hours in a week so you can spend your time more efficiently. Field reporting in Project Management, security improvement, along with workstation installation enhancements are other features to look forward to in the new release, scheduled for launch early fall of 2011.

Two major challenges of a majority of Timberline office users will be addressed: managing your workforce and credit card payment management. Reduce the time spent managing your employees and avoid costly claims and other employee related liabilities with proper HR documentation. With over 70 customizable forms, you can now easily hire, probate or terminate employees by automatically pre-filling these forms with information from your Timberline Payroll application. Better credit card management capabilities will now benefit businesses using corporate credit cards. You will be able to enter and distribute credit card receipts, reconcile credit card statements and create statement invoices in AP.
Look for more enhancements coming in 2012. Sage is looking to extend credit card management into broader electronic payment processing in Timberline Office. Continued enhancements in Accounting and Property Management, and improvement in business intelligence and forecasting tools are in the works as well.

[Download Timberline Office v9.8 Enhancements Brochure]
[Download Timberline Office v9.8 HR Documentation Manager Brochure]

Customers who are currently on a Sage Business Care software assurance plan will receive this release as part of their plan. For more information on Timberline Office v9.8, contact CPA Technology at (610) 862-1998 and speak to one of our Certified Timberline consultants.

Hop Into Spring Savings!

Be sure not to miss out on Sage's newest Spring promotion.  New and current customers* can receive 0% financing (dependent upon credit approval) for any Sage Timberline Office, Sage Estimating, Sage Master Builder or Sage Timberline Enterprise purchase. Current customers can choose from the 0% financing offer or take 15% off any order over $3,000.  Hurry though...offer lasts now until June 24, 2011!

Call CPA Technology for more details (610) 862-1998

(* Does not apply to third-party or off-schedule applications. Customers must be on an active service plan at the time of purchase.)

CPA Technology's Fall Goings-On

Apparently, the leaves are falling (proven by the body aches I'm feeling today from the amount of raking I did over the weekend) and so are the prices for On Center Software, but you have to act fast...this promotion only lasts until the end of November!

Boost your Estimating - On Center Software is running a November promotion; 15% - 25% discount to new and existing customers!  Purchase On-Screen Takeoff, Quick Bid, and/or Digital Production Control and receive a 15% to 25% discount off the software purchase.

Eligible software licenses for this promotion include On-Screen Takeoff, Quick Bid, and/or Digital Production Control. The End of the Year 15% discount replaces On Center Software, Inc.’s standard 10% Bundle discount however can be applied to single license purchases. The 15% discount applies to software only and does not include any services or License Manager. Volume discounts are to be calculated, if eligible, at the standard volume discount levels ($10,000, $20,000, $30,000, and $40,000 list price). The total discount available, if applicable, is 25% off any one order. This offer cannot be combined with any other promotion or discount. Previous purchases are not eligible for this promotion. Purchase must be made on or before November 30, 2010! Contact CPA Technology at (610) 862-1998 if you're interested.

And just a side note, here's a way to stay abreast on the latest Sage product updates, year-end information and more!!!  Read "The Net", Vol IV.

Fall/Winter 2010 "The Net" Vol IV

Increase your chances to win more bids with the right estimating technology. View the newest estimating technology out on the market at CPA Technology's Estimating Open House - July 16, 2010

(Part of the Product Knowledge Seminar Series)

Come check out hands-on construction takeoff and estimating applications of the newest technologies that are out on the market today designed to propel winning bids into profitable projects.

Featuring New Estimating Technology:
- Construction Takeoff Software from PlanSwift
- BIM
- Digital Takeoff
and more!!!

… also a preview of the future release of Sage Timberline Enterprise, Sage’s newest CRE product developed especially for service and specialty contractors

* Open House runs from 8:30 AM-3:00 PM (Friday, July 16, 2010). Stop in anytime and stay as long as you want.

Unable to travel that day? Sign up for the Online Open House. An online participation schedule will be posted soon!

Call Bruce at CPA Technology at (610) 862-1998 or register here:
http://www.cpatechnology.net/est.html

Free Continuing Education Event - Hosted by CPA Technology (in partnership w/ Keystone Wealth Management)

Conshohocken, PA - According to Javeline Strategy and Research (2009) and the Federal Trade Commission, identity theft is on the rise, having affected almost 10 million victims in 2008 (a 22% increase from 2007), with 71% of fraud happening within a week of stealing a victim’s personal data.  One in every 10 U.S. consumers has already been victimized by some sort of identity theft.  For those of us protecting every penny like it's our last in this shaky economy, this is scary stuff, huh?

CPA Technology, in partnership with Keystone Wealth Management, is offering a free speaking engagement featuring Special Agent Scott Duffey of the FBI.  The focus of discussion will be "Identity Theft and Safeguarding Confidential Information."  For those looking for a quality, informative free continuing education course (part of CPA Technology's Continuing Education Series), this is it.  Attending this lecture may save you from being the next victim of identity theft.

Agent Duffey will provide you with a host of information and practices that will help prevent you or your business from becoming a victim of identity theft.

The lecture will take place from 8:30 - 10:30 AM, Tues., June 15th.  To request a registration form, visit our website at www.cpatechnology.net to find a link on the homepage.

        

www.cpatechnology.net                          www.keywealthman.com

Are You "REALLY" prepared for Year-End?

Year-end is closer than you might think, and we would like to help you make a smooth transition by providing information that you can use now to resolve potential issues in the future.

If you process your Payroll through Timberline Office, visit our Year-End Resource Page for important year-end information regarding your Timberline Office software.

http://www.cpatechnology.net/yearend.html

CPA Technology Newsletter- Fall/Winter

Read CPA Technology's 2009 Fall/Winter's Newsletter edition for some important updates, Timberline Year-End information and more…

CPA Technology, LLC - Leading provider of business software solutions for the Construction and Real Estate industries in the Philadelphia Metro Region since 1971!

Read “The Net” – Fall/Winter 09, Volume II

Helpful Hint for the Upcoming Holidays (I Sent a Holiday Card to....Oh Wait....Did I???)

(Q): Help! How can I use Accounts Payable to track which AP vendors we send holiday cards to each year?

(A): You can actually use Timberline Office to record and report on your company's sent holiday cards! Just follow the steps below to create a custom field that tracks which Accounts Payable vendors you sent holiday cards to:

1) From the File menu, select Company Settings > Custom Fields (for v 9.5.x and later) or Data Folder Settings > Custom Fields (for v 9.4.x and earlier).

2) In the Available Records list, select AP Vendor.

3) Click [Edit] and then click [Add].

4) In the Description box, type Sent Holiday Card.

5) In the Type section, select Check Box.

6) Click [OK] and then click [Close].

7) Click [OK] to close the window that appears.
Note: Upgrade your files to add this custom field to your other data folders. The next time you use the Upgrade Files tool in TS-Main (Tools > Upgrade Files), vendor custom fields from other data folders are added to the vendor custom fields on the folder you upgrade.

8.) In Accounts Payable, from the Setup menu, select Vendors.

9) Click [List], select a vendor, and then click [OK].

10) Press ENTER, and then select the Custom Fields tab.

11) You now have a check box that you can select to indicate that you sent this vendor a holiday card. You can use this field in reports and conditions.

12) Click [Save] and then click [Close].

Sage Timberline Office Users...Go Green! (& Save a Tree or Two!)

Looks like everyone and everything is "going green" nowadays and has quickly become the "hot, cool trend." Is your business concentrating on becoming more environmentally friendly?

On top of adopting the standard "green" practices such as recycling office supplies, replacing company cars with hybrids or installing solar panels into your commercial space, have you thought of other ways, specifically in the software you use on a daily basis or through your network infrastructure? Going green cannot only preserve our world's natural resources, but it can also save your business money.

In an effort to save a few more trees (and a few more bucks), here are a few tips for you Timberline Office users to reduce the amount of paper when printing from STO:

• Print preview your reports to verify the information is correct before you print to paper


• Save and file electronic copies instead of paper copies. Print your reports to a .prn or .pdf and save them to a designated location on your computer's hard drive disk or on your network.


• Set your printing defaults to print to file.


• Use selection criteria to limit the number of pages that print for the report.


• Send copies of reports by e-mail instead of printing paper copies and handing them out.

To jump on the "green" bandwagon, I'm going to conclude by stating "please consider the planet before printing this page." Pass it on via email - you'll help save a tree, reduce desk clutter and save your friends and co-workers from adding to the avalanche of "needless paper." :)

CPA Technology's Spring/Summer 2009 News!

Read the latest from CPA Technology...leading provider of business software solutions for the Construction and Real Estate industries in the Philadelphia Metro Region since 1971!

Read "The Net" - Spring/Summer 09, Volume I