Accounting FAQ's

Last updated 9 months ago

1) What are Paskr's Accounting Capabilities and Limitations? Paskr automatically tracks, updates and e-mails accounting information when project managers change committed costs in Paskr. Paskr also has a forecasting feature. While Paskr tracks these items, it is not designed to replace current accounting software. Accounting information is e-mailed to project accountants so the data can be entered into appropriate accounting software, such as Quickbooks. Paskr is now fully integrated with Intuit Quick Books. Data will seemlessly flow from Paskr to QB with information on Budgets, Sub Billing, Owner Billing, Change Orders, Time Cards, etc. Paskr software can be set to import budgets into most accounting software programs if the client does not have Quick Books.

2) Is it possible to import the divisions, phase codes and cost codes from Paskr into Quickbooks? Yes, we can provide you with a file you can import into QB.

3) Once jobs are put out for bid and accepted, is the budget imported into Quickbooks? The budget is automatically sent to your accountant for entry when the project moves in status from Will Start Soon to In Progress once the Construction Budget has been finalized. While not a part of the basic purchase package, it can be sent as an import routine so it can be uploaded into QB eliminating data entry.

4) Once the Subcontracts are Awarded and Signed by all parties, do GC's generally update Quickbooks with all contracts at the beginning (invoicing 100% of the subcontract) or do they typically input Sub Bills as they are approved by the project manager to be paid? Subcontracts are entered as cost commitments and Sub Bills are input as they are approved by the project manager.

5) Does Paskr track how much committed cost remains on a contract? Once payment is made on a subcontract, does Paskr track that a portion was approved thus showing the portion yet to be approved on the subcontract? Example: Subcontract set up for $100,000. Sub submits AIA for $20,000. Project manager approves the $20,000 invoice. Will Paskr then reflect that there is $80,000 left of a committed cost thus leaving only $80,000 of costs for the project manager to approve?"

Paskr has an accounting report that keeps up with amount awarded and amount billed. To access this report, you must be logged in as an accountant. Go to Accounting > View Sub Billing > Summary. Or go to the Sub Billing Report. Go to Accounting>Sub Billing Report by Sub.

6) Do subs have to have insurance on file to be paid? Paskr does not control when a sub gets paid, only when they submit a bill. Insurance is not one of the requirements for billing but if there is no insurance on file, insurance has already expired, or is expiring within 30 days at the time the Subcontract is sent, Paskr notifies the sub and a designated person in your company automatically.

7) What types of Notifications are sent to the Accountant? Any time there is a change made inside Paskr that affects budget or cost, the Accountant is automatically notified via e-mail. This feature aids your accounting budget information to stay real time instead of lagging behind. See more specific notifications in #8 Guide for Accountants.

8) Guide for Accountants

The Job Set-Up Report – When a project manager sets a job to Will Start Soon, it is because it has been awarded to your company. The accountant will receive a Job Set Up Report as an attachment via email.

  1. The Accounting Budget - When a project manager sets a job to In Progress, it is because he is finished creating his accounting budget. The accountant will receive the Budget as an attachment via email.

  2. Subcontracts

    1. If a project manager changes the award amount of a subcontractor cost item, the accountant will receive an internal change order budget.

    2. If a project manager locks a subcontract awarded to a company whose insurance expiration dates have not been entered, are expired, or set to expire within 30 days, the GC employee that is set to insurance receiver and the subcontractor will get email notification.

    3. When a project manager signs a subcontract, a copy is sent to the subcontractor and the accountant.

    4. When the subcontractor signs the subcontract, a copy is sent to the accountant and to the project manager.

    5. If a project manager needs to make changes to a locked subcontract, he must contact an accountant to do so. Unlocking a subcontract – From inside the project, Tasks > Subcontracts > View Subcontract List > Click the checked lock box to unlock. This can only be done if the subcontractor has not signed it.

  3. Purchase Orders – If a project manager awards a purchase order for material that exceeds the budget amount for that item, the accountant will receive an email notifying of the budget change and a copy of the purchase order.

  4. Owner Change Orders – When a project manager signs an owner change order the accountant receives an email to log in. Upon logging in, they will be directed to the change order in the filing cabinet. The owner change order budget can be found by the following path: Tasks > Change Orders > View Change Order List > Click the box left of the change order > Owner CO Tasks > Print checked owner change order budgets. Note: At this time the sub change orders may be pending. To determine this, click the plus sign left of the owner change order. If it is not signed it is pending and the amount is subject to change.

  5. Sub Change Orders – When a project manager signs a sub change order it is no longer pending and the accountant will receive the change order as an attachment via email.

  6. Internal Change Orders – Project Managers can adjust the project budget at any time using internal change orders. When this is done, the accountant receives an internal change order budget.

    1. Project managers can use internal change orders to forecast the outcome of a project. This should be done on a regular basis using the actual cost report provided by the accounting software combined with his knowledge of the project and his projections. After this is done, the accountant can view project budgets (projections) under Accounting > Project Budgets.

  7. Time Cards, Subcontractor Billing & Owner Billing

    1. The Project Manager’s role

      1. On a designated day every week

        1. Approve Sub bills – Accounting > Approve Sub Bills

NOTE: Sub bills can be deleted – Administration > Administration > Delete Sub Bills. This must be done in reverse chronological order.

  1. Approve Time cards – Accounting > Approve Time Cards

  2. On a designated day every month

    1. Create and sign owner pay applications

  3. The Accountants’ role – On the following day

    1. Review and Notarize all owner bills – Accounting > Notarize Billing > Select Bills = Owner bills pending > Notarize > Print

    2. Review and approve, reject or import liens

      1. Accounting > View Sub Billing

      2. Set filters to Bill Approved YES, Lien Approved NO, and Printed NO.

      3. Liens submitted correctly will show as:

        1. Select Approve to view the bill

        2. From here you can Approve, reject or delete the lien release. If you would like to replace the lien release, select choose file, browse your hard drive to select file, then select Replace Lien from the orange bar.

      4. Liens that have not been submitted or have been rejected will show as:

        1. Select Import if the subcontractor has submitted the lien outside of Paskr or comes to your office to sign.

        2. Lien Releases can be found in Accounting > View Sub Billing > Approved Bills, Approved Liens or in the project Filing Cabinet > Lien Releases > Imported.

    3. Print bill list and bills

      1. Set filters to Bill Approved YES, Lien Approved YES, Printed NO

      2. Check All to Print (orange task bar)

      3. Print Bills > Print Checked Bill List

      4. Print Bills > Print Checked Bills (this will print bills and lien releases)

      5. The next time you set the filter to Printed NO, only bills approved since this print cycle will show.

    4. Print Time Cards – Accounting > View Time cards > Select pay period, employee if desired and Approved = yes.

  4. Accounting Reports

    1. PO Summary Report – Accounting > PO Summary Report

    2. Owner Billing Report – Accounting > Owner Billing Report

    3. Sub Billing Report (by cost code) – Accounting > Sub Billing Report

    4. Subcontractor Billing Summary (by Subcontractor ) - Accounting > View Sub Billing > Summary

    5. Bid Items List Reports – Administration > Reports

    6. Insurance Reports – Administration > Reports

9) Will Paskr permit a subcontractor to e-sign a subcontract if they do not have insurance on file? Yes

10) Does Paskr Track Costs? Paskr tracks cost commitments made in Paskr such as subcontracts and POs. It does not automatically synchronize with your accounting software so purchases made outside of Paskr must be manually entered. This is done with an internal change order. You can learn more about this process in the user manual under the section Will Start Soon > Budgeting.

11) Can a subcontractor add their own insurance documents in Paskr? Yes, subcontractors can add their own Insurance documents, if it is project specific insurance. This is done in the filing cabinet in required documents. Overall Insurance certificates are requested at the time of locking a subcontract if the expiration date is nonexistent, expired or going to expire within 30 days. These certificates are usually submitted electronically, printed by the GC accountant and added to an insurance binder.

12) How does a project manager request project insurance and other required project documents? A blank form or sample of a completed document should be stored in the project filing cabinet under 'Required Documents'. You can also store this in Administration > Administration > Required Documents. Storing anything in Administration as opposed to the project filing cabinet ensures that it will apply to every project by default. When you are ready to request the document, go to Filing Cabinet > Required Docs > Send. This will trigger an email to be sent to selected project contacts that contains instructions and a link to upload the document directly into the project filing cabinet. The project manager will receive an email when this is done and the document can be found in the required document drawer of the filing cabinet.

13) How can I get in and release a lien so that a Sub can submit their next Pay Application? From your Dashboard go to Accounting>View Sub Billing>click on Pending Liens on the Orange Tool Bar. All Lien Releases that Subs have uploaded into Paskr will be listed. You will click on the Yellow Approve button.

14) Can the AIA Invoice can be exported to Quickbooks or does it have to be manually entered? Paskr now integrates with Intuit's Quick Books program. The Subcontractor's Bill can now seemlessly move from Paskr into your QB program. Please contact Customer Support to learn how to integrate Paskr with Quick Books.

15) Is there a way to track subcontractor's insurance? If so, are there any notifications in place to send reminders, to myself and the subcontractor? Notifications are sent to you and the subcontractor when a subcontract is issued if they have no insurance on file or insurance set to expire within 30 days. Then every month Paskr will send you a report listing all active subs with expiring insurance. We are giving you all the tools to make sure this does not fall through the cracks.

16) Does the Budget in Paskr reflect the numbers after Subcontractors have been paid? Paskr does not incorporate anything about sub billing into the budget. There is a sub billing report that tracks what has been billed that can be used by accountant to track their budget in their accounting software.

17) Does Paskr track budget amounts in real time and show profitability? What is paid and what is due is tracked in accounting software. Paskr will track what cost is committed and what is billed. Profitablity, however, is based on committed costs plus the forecast for the remainder of the project. Paskr does help you track this but it is not automatic or in real time. The actual costs of items purchased outside of Paskr must be gathered from accounting and forecasting must be managed in Paskr by the project manager.

18) Will Paskr work with other accounting Software? Paskr can create import files for any accounting software that will allow an import. The best way to be sure is to contact the help desk and ask them if they allow imports and if so for what data. We can export budgets, cost commitments, change orders, sub billing, owner billing and time cards.

19) What is the cost for Paskr Integration with Quick Books software? What is required? And what is included in the Integration? In order for integration, we require that you run the desktop version of QuickBooks for Contractors 2015 (or earlier versions) or the new QuickBooks Enterprise. For this integration to work properly, the QuickBooks system must be utilized as intended by Intuit; meaning that if you modified the process in any way, you will be required to adopt the standard QuickBooks workflow. We also require that you begin integration with Project Budgets. All other modules can be added in addition to Project Budgets for a minimal fee.

PAYMENT TERMS PER MODULE

Budget $300 (Required)

Owner Billing $150

Sub-billing $150

Change Orders $150

Time Cards $150

Cost Commitments $150

20) How does Paskr handle accounting integration? PASKR now fully integrates with Intuit's Quick Books accounting software. However, we can write an import routine for most accounting packages. Paskr does not have accounting functionality within the program. Job Costing is handled from a project management perspective, it will not replace accounting software.

21) Does Paskr Integrate with Timberline for accounting? Yes, Paskr integrates with Timberline accounting software. Paskr can create an import, so the accountant can import all information that a PM does in Paskr. It is as simple as opening Timberline software and selecting the option ‘Import’ then selecting the file that Paskr creates.

22) Does Paskr do Job Costing? Paskr only does job costing from a project management perspective. It does NOT replace accounting software.

23) Can I edit an owner bill that has been signed? Go to Accounting>Notarize Billing>Select Notaries to View>Owner bills already notarized (it takes a while for this to populate), go to the project, view the bill, click Void & Revise. Once you've voided the bill, the project manager will be able to edit it when he logs in.

Or, if your company does not have a notary go to Accounting>Approve Billing>Select Notaries to View>Owner bills already notarized, go to the project, view the bill, click Void & Revise. Once you've voided the bill, the project manager will be able to edit it when he logs in.

24) How do you enter purchase order reciepts into Paskr?

  • Your Paskr Website:

    • Payment Types must be set first from the Global Dashboard by going to Administration > Administration > Set Payment Types.

    • Type the Payment Nick name in and click the sign.

  • Paskr On the Move mobile app:

    • From inside a project in the Will Start Soon or In Progress status click on Expenses.

    • Select the Payment Type

    • Enter the Amount

    • Click Next.

    • Type in Vendor Name and click Add Vendor.

    • Choose cost item to apply to and click Done.

  • Your Paskr Website:

    • Hover over Accounting and click on Approve Field Purchases.

    • Can search by Project or Project Manager or sort status by:

      • All

      • Approved

      • Not Approved.

    • Click on the PO/Expenses to open it.

      • Choose the Payment Type.

      • Click the sig to add a cost item and type in $ amount.

      • Click Save, Approve, Void or Close.

25) What built-in financial reporting does Paskr offer? Accounting Reports include Job Setup, Original Budget Report, Budget Report, Supervisor's Worksheet, PO Summary Report, PO Detailed Report, Owner Billing Log, Sub Billing Log, Owner Change Order Log, Sub Change Order Log, Job Status Report

26) Can I do Forecasting once the project is In Progress? Yes, you can do Forecasting when In Progress, but since the budget is locked at this point, these items have to be done via Internal Change Order. You can move money from one cost code to another, or simply assign to Overhead and Profit and reassign later. You can view these changes using the Job Status Report that is located on the Cost Items Task Bar.

27) I created & notarized the owner bill without clicking the button to distribute it to the owner or architect. How can I get it to them? Accounting>Notarize Billing>Select Notaries to View>Owner Bills Already Notarized>Click on the Bill and then click on Respond -- that will bring up an email prompt wherein they can put in the email address for the owners and architect and send. They can put in a message asking for approval

28) If a customer wants to bill by milestone and NOT include a Schedule of Values to the owner can that be done in Paskr? The schedule of values must be created first. Then they can add milestones as change orders.

29) Is there a way I can add another accountant to get copied on change orders? At this time, only the project accountant gets copied on change orders. A great work around is to have the project accountant set a rule in their email settings to forward them.

30) How many accountants can be listed as an employee for the GC? One official Accountant can be listed on the job. Others can be added by clicking the plus sign to add them under GC Contacts.

31) What if I have a project manager who is also functioning as the accountant? You cannot be set up as both a Project Manager and Accountant at the same time because accountants view time cards and subcontractor bills once they are approved by the project manager. Accountants are also the final eyes on owner bills when they are created by project managers. If you need Accountant capabilities, you will need to set yourself up as a seperate contact such as JoeAccountant.

32) How do you export the Budget Report into a file to be imported into Quick Books? Go to a Project in In Progress>Cost Items>Export Original Budget or Current Budget. That will export the information to an Excel sheet that can be imported into Quick Books.

33) Is their a location to put an Accounting Code for subcontractor payment? No, presently there is not a field to collect that information in Paskr.

34) What is the difference in choosing between cost codes for overhead (OH) & other (O); does it show up differently on reports? They are different expense types; some things are Overhead (OH), some costs are other (O); they are used for accounting purposes. On reports that show cost codes it will show the difference in suffix.

  1. L - Labor

    1. Labor Burden applied in bidding phase

    2. Will be available to select on time cards

  2. M - Material

    1. Sales Tax applied in bidding phase

    2. Will be available to select on POs.

  3. S – Subcontractor

    1. Will be available to select for subcontracts

    2. Will be available for sub billing

  4. O – Other

    1. Will be available to select on POs

  5. OH – Overhead

    1. Will be available to select on POs

  6. EQ – Equipment

    1. Will be available to select on POs

35) Is there a report that shows the hours used on the job so far? Yes. If you are logged in as an accountant go to Accounting > View Time Cards > Time By Job

36) If there are two owner bills on a project and the first one is blank, how do we get rid of it? The only way to correct this is to have your Accountant go into the project and go to Tasks > Billing > Billing, click on Bill #2, click Void and Revise, and delete the bill. Then you can have the Accountant hit Void and Revise on bill #1 allowing you to go in and edit bill #1 to what you want it to be.

37) How do I VOID an Owner Bill that has been Signed and Notarized by the GC, but needs to be corrected? The accountant for the GC will go to Accounting>Notarize Billing>Bills Already Notarized>Click on the bill>Void & Revise.

38) How does a GC add a Lien Release that has been given to them outside Paskr when using hand signed lien waivers? From the Global Dashboard click Accounting>View Subilling> and click Pending Liens. On the right hand side of the sub listing click on the Red Import Button under the heading 'Liens'. You may have to adjust some of the filters to view the subcontractor billings you want to upload Liens to.

39) QB Integration White Paper Attachment 1 PASKR Quickbooks Information (1)_1172.pdf

40) Do you have a sample of the report for Time Sheets that would go to accounting for payroll processing. Attachment 1 Time Card2.pdf

41) How can I add an Owner Deposit and show that reflected in the Owner Bill? Put the deposit amount in the Owner Bill Worksheet where it says Payment by Purchase Order. When you print the bill, it will be reflected on the top portion of the bill for Less Owner Payment by Direct Purchase Order. It will be deducted from the balance to finish.

42) Retainage on an Owner Bill is incorrect. How can I fix this if it was originally entered incorrectly for the project? On Owner BIlling Worksheets, the Work and Material Retainage is shown in the upper left corner of the worksheet. It can be adjusted there on the first bill. Scenario #1: If Owner Bills have been created and it is discovered they the retainage is incorrect but the bill is not yet finalized or signed, the percentage just needs to be adjusted in the upper lefthand side of the BIll Worksheet. Scenario #2: If the bills have been signed by the GC, they will need to be Unsigned by the Accountant. Then the bills can be revised by the PM. Scenario #3: If the bills have been signed by the PM and Notarized by the Accountant, the Accountant will need to Void/Revise the bill.

43) Will QB send information from all jobs in Paskr? PASKR will only push data to Quickbooks for jobs that are moved to In Progress AFTER the integration is setup. PASKR is only aware of data in their Quickbooks that it adds and makes record of, so data for jobs that commenced before the integration was setup will not push to Quickbooks.

44) Can you un-approve time cards? Attachment 1 Unapprove Time Cards.gif Accounting> Approve Time Cards> change to Approved> Select job> Click on employee name> Click to remove the check mark under Approve

45) Do we have a report that will show labor cost used to date on a job? It will pull into the Job Status Report.

46) Does QB's connect to Paskr if they are using it on a MAC? No, it only works for Windows.

47) Can the comma delimited files be imported into QuickBooks? The comma delimited files were built for Timberline.

48) What can and cannot be pulled into Owner Billing? Currently, Purchase Orders are cost commitments, and you do not pay Vendors on cost commitments inside of Paskr, therefore, you do not bill the Owner on cost commitments inside of Paskr. Sub bills and Labor costs (Time Cards) are AP (Accounts Payable in Paskr) and therefore can be pulled into the WIP (Work In Progress) column of the owner bill.

49) Can we write an import routine for the Accouting Software within Computer Ease? Yes. It is custom and we require an accountant from their company to work closely with us to get it done. We have done it before.

50) What is Included in GC General Cost Category? It is General Liability Insurance in Bidding and when you move to WSS, you have the option to drop tax and Labor Burden into General Costs.

51) Do you have the ability to integrate Sage for Accounting? You can pay Sage $1000 for a key and $500/yr as a service fee to integrate your budgets and sub bills seamlessly with Paskr. The data migration is triggered by project manager actions such as moving a project into the awarded phase and approving sub bills. These two modules are the most labor intensive data entries for accountants. The remaining information (Cost Commitments, Change Orders, Time Cards and Owner Bills) can either be manually entered into Sage by your Accounting team or Paskr can provide import files ala carte for a small one time fee. The Budget module must either be seamlessly integrated or imported in order for any of the other integrations to be possible. The cost for the budget import is $300 and all other modules are $150.

52) When a PO is sent over budget, what should an Accountant receive? The Accountant should receive a txt (comma delimited file) and a pdf of the Internal Change Order that was automatically created.

53) What are our plans to integrate with Intersoft Accounting Software? INTEGRATION: Intersoft is an accounting software geared toward the construction industry/General Contractor. Right now, Paskr will prepare the Documents for Export (Budget, Cost Committments, etc.) and Intersoft is set up to import those documents into their accounting software. It is very similar as to what we have done with Quickbooks, although there is not a web-connector that will automatically pull the data into Intersoft. That API is not built and we are unsure of the timeline. We plan to test it this way for now. If we get traction with companies who want it, we will build it out. PRICING: We will not charge for the reports that will import to Intersoft, Then if we do build a bridge that will directly pull information in from Paskr to Intersoft, we will charge a monthly fee...not sure what that fee will be yet. Our information will import in. That has been confirmed. CONTACT: If you would like more information on their accounting software you can contact Dan at Intersoft (info below) and let him know that they are a Paskr client and interested in the integration. Dan Cotten Intersoft Systems, Inc. 800-5476429 http://www.intersoftsystems.com

54) Does Paskr Integrate with outside Accounting Software programs? Yes, Paskr can integrate with Quickbooks Desktop, Foundation, Sage 100, and Sage 300 Accounting Software programs.

55) Is their a copy of the End User Agreement?Attachment 1 Paskr Standard End User License Agreement as of 2018_01_01_1433.docx Yes their is. It is attached.

56) What is the Owner Budget vs Construction Budget Report? Owner Budget vs Construction Budget – This report is the perfect tool for the General Contractor (GC) to provide to his/her Accountant at the start of the job. It includes the Revenue, Budgeted Expense, and Profit Margin by cost code line item. The report can serve to set-up the job in the GC’s financial systems.

  • Revenue (Owner Project Cost) - These columns represent the Project Owner Cost which is the project amount awarded to the General Contractor, in- essence the General Contractor Revenue. These columns include the GC’s cost of labor, materials, subcontracts, overhead, and profit by cost code line item.

  • Expenses (Construction Cost Budget) - These columns represent the General Contractor’s budgeted cost for the project. The GC assigns this budget to the project manager to manage and complete the project. These columns include the GC’s estimated cost of labor, materials, subcontracts, and overhead by cost code line item.

  • Proift/(Loss) - These columns reflect the budgeted profit for the job. Budget profit is what is expected at the start of the job. Revenue less Budgeted Expenses. A negative represents a loss for the line, which indicates Budget Expenses are higher than Revenue. A budgeted loss on a line item may be unusual at the start of project, however it may occur if internal change orders are utilized to move monies (Revenue and/or Budgeted Expenses) from one line to another after the job is awarded.