The outline below covers the setup and workflow for phase builders. The term "phase builders" will be used throughout this documentation, however, the setup and workflow also applies to builders who use a lump sum database with trade-specific cost codes (e.g. one cost code is used only for rough plumbing, another cost code is used only for drywall, etc.).
The following terms will be used throughout the Phase Release topics.
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Supplier Contracts |
Documents containing a supplier's bid for work in a specific cost code for each model/option selected for construction in an area |
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Purchasing Contracts |
Documents issued to suppliers that represent a summary of all purchase orders for work on a nominated cost code for lots in a phase |
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Cost Codes |
The standard cost codes as defined in Sage Timberline Accounting represent the sequential stages of construction for each lot. Suppliers bid by cost code, and each bid includes all the models/options in an area. |
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Pay Points |
Each cost code is divided into a variable number of pay points. Pay points determine the percentage of the total bid paid to the supplier as each pay point is completed on each lot. Pay points are synonymous with purchasing activities. |
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Phases |
Predetermined group of lots within an area that define the sequence in which lots are built |
After setting up areas in WMS, assign phases to areas in the Setup > Areas > Phases tab. If importing jobs from Accounting, it is required to map the Job Cost job mapping sections so they exactly match the Phase Code number format assigned in this tab. See the Phase Release Mapping scenarios section in the Job Number Format Mapping topic for mapping recommendations.
Each phase contains a code, a description and a sequence. It is recommended to set up phases in sequential order, such as 01, 02, 03, etc. and to only use numeric characters.
The sequence and the code must be unique within the area.
The area then ‘owns’ the phase.
Since variances from the original cost projection are typically tracked throughout the entire project, check the Track Variance Budget Commitment Differences and Track Variance Categories on Reissued Items settings in the Accounting DB Settings > Send to Timberline Accounting Options tab.
Select the supplier contract number format and pay points settings in the Setup menu > Divisions > Purchasing > Cost Management tab.
Ensure the Setup > Division > Purchasing > Purchase Order Options setting, Combine activities with same supplier within release code setting is left unchecked. Otherwise, all pay points will combine into one purchase order when issued.
Select the Allow Change Order Estimates for jobs with Sales Configurations setting, found in the Setup menu > Divisions > Purchasing > Purchasing tab.
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IMPORTANT |
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If integrating with a sales center, this Change Order Estimates setting should not be enabled. |
The next recommended step is to complete the Receive New Jobs from Job Cost function found in the Integration menu > Timberline Accounting. Additionally, any new suppliers that were set up in Accounting should be imported into WMS using the Receive All Suppliers from AP function.
If using the Sales Pricing module, the Master Models/Options screen must be set up correctly so they will be available at the area levels in the Models/Options by Community screen. When models and options are assigned at the master level, they can be used again in different areas. The available mix of models and options for each area supplies the Phase Releases screen with data and notifies the Supplier Contracts screen of the available models and options for contracts. If supplier bids will occur per plan, place the options under the base house in the Sales Worksheets screen. If bids will occur by elevation, place those options under the elevations in Sales Worksheets.
See the topic, WMS Requirements for Sales Center Integration, for related information.
Purchasing activities must be set up prior to assigning pay points to them. In the Purchasing Activities screen, the Default Job Cost Code and Default Job Cost Category must be assigned for the activity. The Trade must also be selected for the activity and if the appropriate ones are not available, create the trades in the Setup > Trade Setup screen.
The Pay Points screen allows users to assign purchasing activities as pay points for cost codes that are imported from Sage Timberline's® Job Cost module. The list of purchasing activities in this screen allows mapping against cost codes. Here, default division cost codes and area-specific pay points can be assigned.
Supplier bids are entered for every model and option at the cost code level in the Supplier Contracts screen. Here, bids are broken down into pay points based on predetermined percentages in the Pay Points screen. Each bid is automatically split into pay points based on percentage defaults set up for each cost code that has been set up in the Sage Timberline® Office Job Cost module. The supplier and phase has to be chosen in the desktop prior to creating new contracts in this screen.
It is required to enter bids for each model/option, even if the cost is zero, so all theBid Entered checkboxes are selected.
Once bids are entered, activate supplier contracts (and change orders as necessary) for each cost code and area in the Supplier Contracts screen. During the activation of a contract, the selected supplier in the desktop is assigned as the default supplier for that cost code and area, and any unissued items are automatically repriced for the cost code in the area.
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Note |
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If users have not entered bids and/or selected a supplier, the cost for each item is looked up based on the current rules for determining item costs by default supplier and area. |
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IMPORTANT |
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If employing the round trip Sales Center integration between WMS and a sales center, do not populate this screen with plans and option types. Sales configurations will be received from the builder's respective sales center. Specifically, the sales center populates plans and options. |
Once the mix of available models and options is finalized for the area in theSales Pricing > Models/Options by Community screen or are imported from Sage Timberline Estimating during replication, decide on the jobs, models and options mix for the phase in the Phase Releases screen. Jobs are assigned to phases either by importing from Accounting (using the Job Section mapping) or by using Purchasing's Phase Releases screen. After jobs are assigned to a phase, the model/option mix is determined for the phase using this screen. Once the models/option mix is determined, this mix is sent to the Issue Budgets screen for all jobs from the Phase Releases screen.
Each job is automatically assigned to the correct area and phase when jobs are imported into WMS from Sage Timberline®. For successful integration, the areas and phases must also be set up in WMS prior to importing jobs.
If no match is found for the area and phase code during the import process, the job will NOT import into WMS. Instead, the area number or sales code maps to the area section in the job number. The phase code maps to phase code in the job number as long as the area also matches.
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Note |
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If using the job number sections in Sage Timberline's® Job Cost to identify the area, phase and lot number, the lot allocation must be determined prior to setting up jobs in Sage Timberline's® Job Cost module. |
Once a model is assigned to every job/lot, select options for the model along with their quantities.
This process is repeated until all the jobs/lots in the phase are assigned to a model along with the 'pre-plotted' options.
The lot construction sequence is determined within the phase, saved and updated as necessary before the mix is sent to the Issue Budgets screen.
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Note |
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If a supplier is not selected prior to sending the mix of models and options toIssue Budgets, the default supplier for each cost code will be based on the default supplier in the Purchasing Activity screen. |
Budgets are issued for an entire cost code using the Phase Releases sorting view in the Issue Budgets screen. This sorting view displays all jobs and lots for a selected phase, and users can issue budgets using default costs and suppliers.
All items' costs in the cost code automatically refresh with the selected supplier's bid.
Budgets are issued for either the selected cost codes or entire phase.
After budgets are issued, they appear in the Send to Accounting screen, sorted by area/phase.
The Send Budgets to Accounting process will be identical to the existing workflow.
Purchase orders are issued for an entire cost code using the Phase Releases sorting view in the Issue Purchase Orders screen. Once supplier bids are received, purchase orders are issued by selecting costs codes in the phase. If necessary, a customized Purchasing Contract report can be printed from the Issue Purchase Orders screen.
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Note |
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When issuing purchase orders by entire cost codes, ensure the Setup > Division > Purchasing > Purchase Order Options setting, Combine activities with same supplier within release code setting is left unchecked. Otherwise, all pay points will combine into one purchase order when issued. |
The screen presents all jobs/lots for the selected phase.
Suppliers should be verified for each cost code in the phase.
If the supplier is changed, all items' costs in the cost code are refreshed with the new supplier's bid. (The supplier must have an active contract for costs to be successfully refreshed).
Purchase orders are issued for selected cost codes or the entire phase.
The Purchasing Contract Report will display automatically after purchase orders are issued in the phase release sort view and can be printed at any time.
After purchase orders are issued, they appear in the Send to Accounting screen (sorted by supplier or contract).
The Send Purchase Orders to Accounting process will be identical to the existing workflow.
To add or delete options after generating estimates, use the Add Change Order function found in the Supplier Contracts screen.
Approve and send purchase orders to Sage Timberline® Office Accounting, which is identical to the existing workflow. After receiving the signed contract from the supplier, approve purchase orders (Approve Payment of Purchase Orders screen) and send them to Accounting (Send POs to Accounting screen). The Send Purchase Orders to Accounting tab is also sortable by supplier and contract.
This process in the Send Invoices to Accounting tab is identical to the existing workflow, except the view in this tab is also sortable by contract accounting date and follows a contract accounting date/supplier/area, phase, contract/invoice/purchase order/item hierarchy.
How to Map JC Job Number Sections
How to Assign, Edit and Delete Pay Points
Models/Options by Community Screen
Issue Purchase Orders by Cost Code
Send Purchase Orders to Job Cost
Approve Payment of Purchase Orders