How do I Accept Sub Bill as an Accountant if my Company uses Hand Signed Lien Releases?

ACCOUNTANT GENERAL INFORMATION

Accountant-level approval for Sub Billing is called Accept.

If you are using HAND-SIGNED Notary option for Sub Billing, Approving the Lien in the Lien column (or Uploading and Approving the Lien from the GC Accounting area) will trigger the bill to be marked as Accepted.

In Hand-Signed lien release setting, both PMs and Accountant roles can Approve Lien Releases (which will move bills to Accepted status).

If you have a PASKR QuickBooks Accounting Integration Accept is the trigger that sends Sub Bills over to the Accounting integration.

If Accountants need to get an Invoice over to their Accounting integration Prior to obtaining the lien release, they can us Batch Print option on the Actions drop down. This will move the Bill to Accepted while waiting for the Subcontractor to submit the lien release.

APPROVING LIENS

When using Hand-Signed Lien option, Accountants will Accept by Approving the Liens as they are returned by the Subcontractors or by importing and Approving the Liens themselves. These actions will be handled through the Lien Column.

Blank Lien column – Pending Status: when a Subill is first submitted or entered, it will need to be approved by a PM to trigger the Lien Document to be sent.

Import Lien – Approved Status: when the Lien has been sent but not yet returned the Import Lien link appears. The Accountant or PM will be able to Import and Approve a Lien here.

Lien to Approve – Approved Status: When a Lien has been submitted requires Approval (Paper with Signature Icon)

Approved Lien – Accepted Status: when a Lien is approved this will mark as Accepted

PLEASE NOTEWhen using Hand Signed Lien option, both PMs and Accountants can both Import and Approve a Lien document. This action will automatically mark the bill as Accepted. If you have an Accounting Integration and wish to control when the bills are pushed to an Accounting Integration in NEW Subilling module, you will want to make it a company policy to only permit Accountants to import and Approve Lien documents.

ACOUNTANT BATCH ACTIONS

Batch Actions, including Print and Mark as Paid allow you to select multiple items at once. Check box next to the Sub Bills you wish select then Click on Batch actions and select from Menu.

NOTE: The items must be visible onscreen for the action to take place.

How do I approve Sub Bills as a PM if my company uses Hand-Signed Lien Releases?

Subills can be approved by a PM from Accounting>Billing>Approve Sub Billing or from within the Project at Billing>Sub Billing which connects to the bill list in Accounting.

APPROVE BILLS AS PROJECT MANAGER

Sub Bills can be Approved either by clicking on the Subcontractor name or by launching the Approve Bills Quick Link button to start with the oldest Sub Bill and work through all Bills on all projects, without returning to List Screen.

Review of Sub Bill

Use the Action buttons in upper right:

  • Click Approve if bill is correct.
  • Use Request Edit to send an email to the Subcontractor with your reason for the rejection. The subcontract will be able to edit and resubmit the bill.
  • Use the Skip to move to the next bill without making a decision. It will remain in the current status and you can always return the bill at a later time.  

Once you Approve or Request Edit from the subcontractor, you will be moved to the next Pending Bill to review. If there are no additional bills that require your action, it will return you to the list screen.

Click Sub Billing List in the upper left to return to the main screen at any time

HINT: PM Approval of the Bill will Send the Lien Release to the subcontractor to complete.

FILTER

  • Use the filter icon to change the Items displayed on the Subilling list screen
  • After you have selected your filters, Click anywhere outside the filter for options to take affect

Status Checkbox Definitions

Pending – New Bills that have been submitted and require PM Approval to Send out the Lien Release to the subcontractor. When a Project Manager logs in, their view will default to show all Pending Sub Bills ready for PM approval on their Projects.  Users with the Dual PM/Accountant settings will also default to show Sub Bills in Pending.

Approved – Sub Bills that have been Approved by a PM. This action will trigger the Lien Release to be sent to subcontractor for Companies using Hand-Signed Lien Release setting.

Accepted – In Hand-Signed Lien releases Approval of the Subcontractors Lien Release moves the Bill to Accepted status. For those with a PASKR QuickBooks Accounting Integration, Accept is the trigger that pushes the subcontractor Billings to the Accounting Integration. [Note: For Projects still using old Sub Billing module the PM Approval will continue to be the trigger that push to Accounting Integrations until those projects close out]

Rejected – Bills that have been sent back to the subcontractor to edit and resubmit.

Paid – Bills that have been marked as Paid from the Bulk Actions menu.

Not Printed – Bills that have not yet been Printed by an Accountant using the Batch Actions Tab. THIS BOX SHOULD ONLY BE CHECKED IF YOU ARE LOOKING TO SEE WHICH BILLS HAVE NOT YET BEEN PRINTED. It should be used in combination with at least one other Status box (Approved, Accepted) and the system will alert you to any that have not yet been Printed. Companies that still Print bills and send the PDF or Hardcopy Bill to your Accounting Department can use the Not Printed box to check their work.

SAFETY CHECK! If you used the Print Feature in your company work flow, Not Printed provides a way to check and confirm that you have not missed sending any bills to your Accounting Department.

ENTER SUB BILLING

You can enter Sub Bills for Subcontractors that will not participate in Sub Billing through their portal. The bills prepared this way will use the existing cost code layout as the Schedule of Values (SOV), even if you have the custom SOV rule set under Accounting>Billing>Billing Requirements.

  • Set the Billing Date Period
  • Enter bill amounts, either in Work in Progress (WIP$) column or enter a Percent Complete in the % Comp Column. These two cells are linked, entering a value in one will automatically complete the other.
  • Attach any supporting document, such as a copy of the bill you received from Subcontractor outside the PASKR system. Even if you attach a bill, you will still need to enter the correct billing values.
  • Submit Bill when complete

HINT: A Sub Bill entered by a PM will automatically be set to the Approved status.

What is the QB Integration Reconciliation Report?

The Integration Reconciliation Report is an excel report that can be used to match the transactions that are sent from PASKR to QuickBooks through our Accounting Integrations. The report is only available for users who have a PASKR Integration with QuickBooks Desktop (QBD) and QuickBooks Online (QBO) active.

TO ACCESS THE REPORT

  • Go to Accounting and click on your QB Accounting integration tab on the left Navigation Widow
  • Click Settings> Integration Reconciliation
  • Enter the the Date Range you would like use for the Report
  • Click Generate

You can wait for the report to Generate and open into Excel or you can continue working elsewhere and Pending Report will be available to download from Completed Reports list when compiled.

WHAT INFORMATION IS INCLUDED/ EXCLUDED?

The Reconciliation Report will include transactions that have been sent to QB on the following Cost and Revenue items during the selected date period:

  • Purchase Orders
  • Expenses and Field Expenses
  • Sub Bills
  • Timecards
  • Owner Billing (Lump Sum Total)

The Reconciliation Report will NOT include the following transactions because these Budget and Award transaction values are tied to one of the above transactions.

  • Original Budget Values (Revenue tracked by Owner Bills)
  • Owner Change Orders (Revenue tracked by Owner Bills)
  • Subcontractor Award Amounts (Costs tracked by Sub Bills)
  • Subcontractor Change Orders (Expenses will be tracked by Sub Bills)

REPORT LAYOUT

The Report will show the Projects Names ordered by Project number across the top of the report

The Transactions that have been sent to QB are on the left, including the Cost Codes, Vendors/Subcontractors and Transaction dates.

TRANSACTION DETAILS

  • The Cost Codes are organized to appear by EXPENSE TYPE on the report
  • EXPENSE TYPES are the letters used in PASKR to designate the type of cost item and what types of transactions they can be used with
  • The order of EXPENSE TYPES appear on the report:
    • Material (.M)
    • Subcontractor (.S)
    • Equipment (.EQ)
    • Other (.O)
    • Overhead (.OH)
    • Labor (.L )
    • General Costs (if used for a Purchase)
    • Permit Cost (if used for a Purchase)
    • Owner Billing (Lump Sum at the Bottom of the Report)

HOW EXPENSE TYPES ARE PAIRED WITH TRANSACTIONS IN PASKR

Purchase Orders, Field Purchase Orders and Expenses can be made with the following EXPENSE TYPES

  • Material (.M)
  • Equipment (.EQ)
  • Other (.O)
  • Overhead (.OH)

Subcontracts and their associated Subcontractor Bills can only use

  • Subcontractor (.S)

Timecards used to track Labor Cost can only use with

  • Labor (.L)

NOTE ON LABOR: Labor items will send the total number of hours that have been applied to each Labor code during the selected period for both QBD and QBO. QuickBooks Online will also include the monetary value calculated for each Labor cost (Number of Hours x Employee Rate in Administration).

QuickBooks Desktop will ONLY receive Labor Hours from PASKR because Intuit does not provide a method to send the monetary value via the integration.

TOTALS

The bottom of each EXPENSE TYPE section will include a total for that section (by Project).

The bottom of the report will also display a Grand Total of all cost items that are included on the report.

How does the Job Cost Statement work with QuickBooks integration?

Use this post in conjunction with What is Shown on the Job Cost Statement?

Job Cost Statement (JCS) is the only report that is capable of using QuickBooks (QB) Push/Pull back of data via the PASKR Accounting Integration. This means that as transactions are updated in QB, those values will pull back into the JCS. The benefit is real time Revenue and Cost data from Accounting Department will be directly communicated for the Project Manger to see.

Project Managers may need to update PASKR data to match these values communicated back from QuickBooks to keep the rest of their PASKR values in step with the Accounting Department and the Job Cost Statement.

WHAT ARE SOME OF THE EXAMPLES WHERE PMs WILL NEED TO UPDATE PASKR TRANSACTIONS ?

  1. Purchase Orders – If a discount for early payment to vendor is made on a PO in QB, the PM would need to create a credit PO transaction to keep the rest of the project Budget values in lockstep with Accounting data.
  2. Owner Billing – If an Owner refuses to pay a portion of a submitted Owner Pay Application, this would require the PASKR Owner Bill to be unsigned and edited to match the expected Revenue from the Owner Payment.
  3. With the QB Accounting integration, it is possible that payments that are created in QB will duplicate an existing PASKR Entry. (See the Section Below on how to Delete Duplicate entries.)

HINT: Payments made on the PASKR entry that is Pushed/Pulled from QB will NOT create Duplicates!

HOW DOES THE REPORT WORK WITH THE INTEGRATIONS TURNED ON?

The Primary difference with a QB integration is that much of the information needs to go to QB first and then pull back into PASKR Job Cost Statement. This will cause a delay in the appearance of some items.

The following items will populate in directly from PASKR:

  • Budget (Estimate)
  • Award Amounts to Subs (.S codes in Projected Cost column only)
  • Owner Change Orders (OCO)
  • Subcontractor Change Orders (SCO)

The following items must get a QB ID before they will appear on the JCS:

  • Owner Billing (Revenue Section on top of Report)
  • Subilling (in the Cost to Date column)
  • Timecards (OB Online only, QB Desktop does not offer Pull back capability)
  • Expenses

These will not show up as a Cost on JCS until Invoice is PAID in QB:

  • Purchaser Orders (Traditional POs, under Commitments)
  • Field Purchase Orders (from Expenses Module)

HOW COME I DON’T SEE MY TRANSACTIONS RIGHT AWAY ?

Routine Delay – There is a delay of up to 5-7 Minutes for some transaction to appear on the JCS. This is due to a combination of the Push and Pull between QB and PASKR and the information copying between databases for accuracy.

QB Connection Active? – Make sure your QB integration for QBD or Web Connector for QBO is turned on.

Check QB Integration Log – Go to Accounting >QuickBooks integration tab in PASKR to see if there are errors or issues with the Transactions you are expecting.

Transactions Approved? Confirm that the Transactions are Approved in PASKR to initiate the send to QB.

HINTS on Specific Transactions:

Purchase Orders and Field Purchase Orders will not show up on the JCS Cost columns until they are PAID via QB.

Subcontractor amounts will not show up on the JCS Cost Columns until Subilling has been submitted.

Labor Costs will not show up on the JCS if you do not have the Timecards Module turned on with your QB Integration. While Timecards is the module most frequently turned off (due to other Payroll methods) this is true of any Module not turned on, such as Purchase Orders or Expenses. For more information on which QB Modules are currently active for you company contact concierge@paskr.com

NOTE: Labor Costs for QB Desktop users will be the PASKR labor cost value from Timecards. Intuit does not provide a mechanism for the Pull Back of Labor cost information from QBD.

HOW DO I DELETE DUPLICATE OR INCORRECT TRANSACTIONS?

WARNING: Notes on Duplicate Transactions:

With the normal workflow, PASKR transactions will pass to QB and any updates made to Payment Totals will display in the entry details on the far right. However, if a Payment Transaction is generated FROM QB and pulls into PASKR, you will see both Transactions appear on the Job Cost Statement. In order to keep values in line, the PM will need to delete one of the duplicate entries.

  • Click the Red Trashcan next to the transaction you wish to Delete
  • Click on the Restore button to review deleted transactions
  • Select to Restore an item to the JCS report
  • Click Restore button next to the item you would like to return to JCS report.

Enter Sub Billing

You can now enter Sub Bills for Subcontractors with a locked/signed agreement, that will not participate in Sub Billing through their portal. This is only available for projects using new sub Billing. The bills prepared this way will use the existing cost code layout as the Schedule of Values (SOV), even if you have the custom SOV rule set under Accounting>Billing>Billing Requirements.

Click Accounting>Billing>View Sub Billing>Add New Sub Bill

  • Set the Billing Date Period
  • Enter bill amounts, either in Work in Progress (WIP$) column or enter a Percent Complete in the % Comp Column. These two cells are linked, entering a value in one will automatically complete the other.
  • Attach any supporting document, such as a copy of the bill you received from Subcontractor outside the PASKR system. Even if you attach a bill, you will still need to enter the correct billing values.
  • Submit Bill when complete

What are the Quick Links for Accountants in Sub Billing?

Additional Quick links have been added to the Subilling page to Assist Accountants with their work. The Quick Links will appear differently depending upon:

  • User Roles (PM, Accountant, Notary)
  • GC Lien release setting (Digital or Hand-signed)

DIGITAL LIENS

  • Approve/Accept – Quick link that launches the User into Approvals or Acceptance of Sub Bills from Oldest to most recent. The text in this button depends upon user role settings in company contact.
  • Liens to Notarize – Only Accountants with Notary will have a this Quick Link
  • Unsigned Liens – Allows PM/Accountants to checked for unsigned digital liens before Approve/Accept/Notarize
  • Not Printed – a Quick link to view which Bills in Approved, Accepted, Paid categories.

Other Updates

  • The Settings Icon will only appear for Notaries using Digital Lien option. It provide a way to turn Notarize Sub Billing on and off.
  • The Submitted on Toggle was added to help locate bills by the date they were Submitted On (default), Bills Approved On or Accepted On

HAND-SIGNED LIENS

  • Approve or Accept – Quick link that launches the User into Approvals or Acceptance of Sub Bills from oldest to most recent. The text in this button depends upon user role settings in company contact.
  • Liens to Approve – Displays all Liens that have been submitted by the Subcontractor and are ready for Approval (show piece of Paper Icon)
  • Awaiting Liens – Allows PM/Accountants to check to see which Bills Hand-signed Liens have been requested for, but have not yet been returned by the Subcontractors.
  • Not Printed – a Quick link to view which Bills in Approved, Accepted, Paid categories have not yet been Printed. (NOTE: Check Pending & Not Printed on Filter to check for Printed items in Pending status)

Other Updates

  • Printing in Pending status is now possible for an Accountant, but it will ONLY post the Print Date and will not move the status out of Pending. It will still need to be Approved by a Project Manager to change Status. NOTE: This update is simply so Accountants who Print bills first can see which items have already been Printed so they will not duplicate or miss any bills.
  • The Submitted on Toggle was added to help locate bills by the date they were Submitted On (default), Bills Approved On or Liens Approved On

What are the triggers that move Sub Billing Statuses on the Accounting Page?

The Statuses for Sub Bills are: Pending, Approved, Accepted, Rejected, Paid

The Filter allow you to select which of these Status items display on screen

The Triggers that can change the statuses on the Accounting Subilling page or inside the Project at Billing>Subilling are different depending upon whether your company uses Hand-signed Liens or Digitally Signed Liens.

There are also slight differences in how they are moved in Old Subilling Module

HAND SIGNED LIENS

For Hand-Signed Liens, Project Manager Approval moves bill from Pending to Approved in Status column and sends the Lien Release to the Subcontractor.

To move Bills from Approved to Accepted Status do one of the following:

  • Approve the subs Hand-Signed Lien (PM or Accountant can do this)
  • Use Accept or Print and Accept in Accountant Accept Screen
  • Accountant checks bills and uses Print on Batch Actions (Pending Bills excluded*)

*WHY ARE PENDING BILLS EXCLUDED? If an Accountant Prints a Bill in Pending status, it will post the Print Date but will NOT move the bill to Accepted. This is because it would be difficult to see that those bills have not yet been Approved by a Project Manager which emails the lien release to the sub!

In Old Billing Module the triggers to move Approved to Accepted are:

  • Approving the Hand-Signed Lien (PM or Accountant can do this)
  • Clicking Accept on the Ellipses next to the Bill
  • Accountant checks boxes and select Accept on Batch Actions
  • Accountant checks boxes and selects Print on Batch Actions. (Important for old Billing Module because there was no Accept option in old billing. Printing was the old action that typically designated work on the bill to be complete in Paskr.

DIGITALLY SIGNED LIENS

For Digital Liens, Project Manager Approval moves bill from Pending to Approved in Status.

To move Bills from Approved to Accepted Status Accountants will do one of the following:

  • Accept/Notarize or Print and Accept from Accountant Accept Screen
  • Accountant checks boxes and select Accept on Batch Actions
  • Accountant checks boxes and selects Print on Batch Actions (not permitted on Bills in Pending)
  • Users with the PM/Accountant Dual Role set their contact can Approve/Accept in one click. If will also Notarize at same time if they have this enabled.

How can we turn off Sub Billing Notarization?

You can turn off this option by having the GC employee with Notary

  • Go to Accounting > Approve Sub Billing
  • Click on the Settings Gear
  • Check the box that says ‘Do Not Notarize Subcontractor Billing’
  • This will remove the Liens to Notarize Quick Link from view and will not apply the Notary seal when they Accepting Sub Bills under the Digital Lien setting.

This option to turn off Sub Billing Notarization is for GCs who may Notarize Owner Bills but either do not require Lien releases from subcontractor, do not need to Notarize signed Liens or who cannot digitally notarize liens in their jurisdiction.

What is shown on the Job Cost Statement?

Job Cost Statement is a higher-level interactive report that is designed to provide a better Over/Under view of Cost to Revenue on a project. While other In Progress reports display Committed Costs in a manner that meets the needs of Project Managers, this report is designed to more closely match the way Accounting teams track project revenue against project expense.

For clients with a QuickBooks Desktop (QBD) or QuickBooks Online (QBO) PASKR Accounting integration, the report uses Push Pull of information to provide the most accurate up to date information.  

The numbers from the Job Cost Statement feed into the calculations that that are included in the Work In Process (WIP) report which is a company level report available to Accountants and Company Executives.  

To access the Job Cost Statement:

  • Enter project that In Progress
  • Click Reports on left side navigation
  • Click on Job Cost Statement under the Accounting Budgets section of the right-hand column.

The report displays Revenue metrics on the top (highlighted in Green Box) and Expenses below by cost items (highlighted in Red Box)

REVENUE

HINT: Any value displayed in parenthesis (7,409.63) in the REVENUE section means that this value is being subtracted from the other values. In other words, it is being used as a negative value to reach the total value in the section

Each section in Revenue builds on the calculations of the previous sections from left to right.

Contract Values section will show Original Contract and any approved Owner Change Orders. Click hyperlinks to show details.

Balance will show take the Revised Total contract value and subtracts the Billed to Date Revenue portion (Owner Billing invoice totals – Retainage held by the Owner). Then the Retainage Held is also subtracted to show the remaining balance still to be billed to the Owner.

Profit Projection Compares the Total Contract Value against Projected Total Costs column of the Report to display the projected or Budgeted Profit

The Budgeted Profit will match your Gross Profit on the PASKR Budget Report.

How does this differ from the Earned Profit?

  • The Projected Column will display the amounts that is in each cost code (during selected filter dates)
  • Labor, Material, Equipment, Other and Over Head items will show the total amount in the cost code as the forecasted amount you will spend NOT the Current amount spent (the values SPENT will show in the Cost to Date column)
  • Subcontractor Cost items will show the amount budgeted

The Budgeted Profit hyperlink will open to display additional Information on the the Projected Profit/Loss. It breaks out the Budgeted Amount (original Bid Amount plus any changes made to Profit when setting up Construction Budget in WSS) as well as any profit/loss as a result of any Internal Change Order or Owner/Subcontractor Change Order transactions.

Earned Profit shows the Profit Earned (Total % of Costs Billed x Budgeted Profit) plus the Total Cost To Date to create the Earned to Date value used in the final Billing Over/(Under) Section

HINT: Moving funds that will not be spent out of cost codes via Internal Change Order will increase Earned Profit on JCS by reducing your Projected Total Costs.

Billing Over/(Under) This section will show if you have billed the Project Owner for the costs you have incurred on the project. A positive Over value shows that you have billed more than you have paid out, while (Negative) Under value means your costs have exceeded what you have billed the Owner so far. This is a benchmark to check before you create the next Owner bill to be certain to remain ahead of your expenses.

How does this section calculate? See Image and Explanation below:

It takes the current Billed to Date amount in as Owner Billing Revenue number (which represent the Payments due to the GC) less the Retainage Held currently by the Owner, less Earned to Date total (the Profit Earned plus Costs to Date) to give the Over/(Under) value.

EXPENSES

HINT: Everything below EXPENSES is all about Project Cost. It displays the originally Budgeted amounts by Cost Code, Current Projected costs, Committed Costs. Last two columns show what remains to be spent/billed and a percentage to show if you are over or under your Budgeted costs.

WARNING! If you have a Quick Book Integration using the Job Cost Push/Pull functionality the report will behave differently. Please also refer to the following post to learn the Push/Pull works How does the Job Cost Statement work with QuickBooks Integration?

Below is a description of what each Expense column represents:

1.) BUDGETED AMOUNT – This represents the original amount allocated to the cost code without any mark ups included. This budget is set under Commitments>Budget when the project is in the Will Start Soon Status. (This column will match the Budget Report “Budgeted Amount” column).

2.) APPROVED CHANGES – Approved changes will include amounts from the “Sub Price Box” in an Owner Change Orders, Sub Only Change Order Amounts, and Internal Change Orders used to move funds in and out of Cost Items.

3.) PROJECTED TOTAL COSTS – (Columns 1 + 2 = 3) Budgeted Amount + Change Orders = Projected Total Costs. Click on the hyperlink to see the transactions that contributed to the projection.

HINT: Subcontract Award amounts are not distinguished here, they are treated as the Projected amount to be spent on the cost item, just like the other cost items. Since this is the EXPENSE or COST section, they will be detailed when the Sub Bills are included in cost columns below.

4.) PRIOR PERIOD COSTS – Cost from the previous billing periods are automatically moved to the Prior Period Costs.

5.) CURRENT PERIOD COSTS – The costs that have accrued during the current billing period.

6.) RETAINAGE – This column will only populate for .S (Subcontractor) Cost Items that have Approved Subcontractor Bills. More detailed retainage can be seen in Sub Bills details in the Total Cost to Date column hyperlink.

7.) TOTAL COSTS TO DATE – This column will display all the transactions that were used to reach the total cost. Transactions that will be included here are Sub billing, Purchase Orders, Field Purchase Orders, Expenses and Labor Costs (from Timesheets)

8.) BALANCE TO FINISH COSTS – The remainder of the Projected cost that has not been spent/billed. At the close of the project use negative Internal Change Orders to move unspent funds out of cost code and into Profit. If you have .S cost codes that were never awarded to subcontractors, go to the Award Subcontractors page and reduce those values to 0.00 and Save to move to Profit.

9.) % OF COSTS BILLED – This will show you at a glance if you are over or under expenses on a cost code. Anything less that 100% means there are still funds in the cost code to spend (or to be billed by Subs for awarded .S cost codes). Anything over 100% means you spent more than Projected.

How do I approve Sub Bills if our Company used Hand Signed Lien Releases?

All Sub Bills for projects using the old Sub Billing format and new Sub Billing format will be Approved from the List Screen at Accounting>Billing>Approve Sub Billing or from within the Project at Billing>Sub Billing which connects to the bill list in Accounting.

APPROVE EXISTING SUBILLS

Project Managers

  • PM view will default to show new bills that require PM Approval on their projects.
  • The Filter Icon can be used to change the default settings.
  • Click on Subcontractor names to View, Approve bills or send back for Edit as needed.

Projects already using the old module will open to the same Approval page as before. Click to Approve or Request Edit and use View Bill list to return to the List screen to Approve additional Bills.

When using Hand Signed Lien Releases on Existing Bills

PM Approval still sends the Hand-Signed Lien release email to Subcontractors with the upload link. When these are returned, they will be reviewed and Approved/Rejected using the Lien Column on the Subilling List Screen

Filter Icon

  • Use the filter icon to change the Items displayed on the Subilling list screen
  • After you have selected your filters, Click anywhere outside the filter for options to take affect

Status Checkbox Definitions

Pending – New Bills that have been Submitted or Entered Project Manager view will default to show all Pending Sub Bills ready for PM approval.  Users with the Dual PM/Accountant settings will also default to show Sub Bills in Pending.

Approved – Sub Bills that have been Approved by a PM. This action will trigger the Lien Release to be sent to subcontractor for Companies using Hand-Signed Lien Release setting.

Accepted – This is a new Status that represents Approval by an Accountant. Accepted replaces the old action that used to be called ‘Printed’. Printing would remove the Sub Bill from the list of active bills to be processed. If an Accountant is also a Notary, Accepting will Notarize. Accepting in new Sub Billing we will now be the trigger that pushed the Sub Bills through PASKR Accounting Integrations. For Projects still using old Sub Billing the PM Approval will continue to be the trigger that push to Accounting Integrations until those projects close out.

Rejected – Bills that have been sent back to the subcontractor to edit and resubmit.

Paid – Bills that have been marked as Paid from the Bulk Actions menu.

Not Printed – Bills that have not yet been Printed using the Batch Actions Tab. If you still Print these bills and send to your Accounting Department, you can use the Not Printed box to make sure that you have not missed any bills. If Bills do not show up when you check the appropriate Statuses (Approved, Accepted etc.) on the Filter in addition to the Not Printed box then you will know that they have already been Printed.

Accountants

When using Hand-Signed Lien option, Accountants will Accept by Approving the Liens as they are returned by the Subcontractors or by importing and Approving the Liens themselves. These actions will be handled through the Lien Column.

Blank Lien column – Pending Status: when a Subill is first submitted or entered, it will need to be approved by a PM to trigger the Lien Document to be sent.

Import Lien – Approved Status: when the Lien has been sent but not yet returned the Import Lien link appears. The Accountant or PM will be able to Import and Approve a Lien here.

Lien to Approve – Approved Status: When a Lien has been submitted requires Approval (Paper with Signature Icon)

Approved Lien – Accepted Status: when a Lien is approved this will mark as Accepted

*Please Note: When using Hand Signed Lien option, in both old and new Subilling modules,an Accountant and a PM can both Import and Approve a Lien document. This action will automatically mark the bill as Accepted. If you have an Accounting Integration and wish to control when the bills are pushed to an Accounting Integration in NEW Subilling module, you will want to make it a company policy to only permit Accountants to import and Approve Lien documents.

Batch Actions

Batch actions, including Print and Mark as Paid allow you to select multiple items at once. Check box next to the Sub Bills you wish select then Click on Batch actions and select from Menu.

NOTE: The items must be visible onscreen for the action to take place.

APPROVING NEW SUB BILLS

New Bills can be Approved either by clicking on the Subcontractor name and reviewing the bill or you can click on the Quick Launch Button, which will appear when you have a project that start Sub Billing in new using new sub Billing

New Subill Approval Screen

  • After reviewing the bill use Approve to or Request Edit to send an email to the Sub with your reason for rejection.
  • Use the Skip option to go to the next bill without making a decision. It will remain in the current status and you can always return the bill at a later time.  
  • Once you Approve or Request an Edit from the subcontractor you will be moved to the next bill to review in that project. If there are no additional bills that require your action, it will return you to the list screen.
  • Click Sub Billing List in the upper left to return to the main screen at any time

NOTE: PM Approval of the Bill will Send the Lien Release to the subcontractor. New Sub Billing uses the same Hand-signed Lien Workflow as the old version.

Quick Launch Button

The Quick Launch Button allows users to move through all bills created in a the new Billing format quickly and efficiently.

The Button Name itself, will reflect your personal user role settings.

  • Button will say Approve for a PM
  • Button will say Accept for an Accountant
  • Button will say Approve/Accept if you have the Dual Role PM/Accountant setting in your company contact.

Quick Launch button :

  • Can Only be used on Projects using NEW Sub Billing Format
  • Will automatically open the oldest bill requiring your level of Approval or Acceptance
  • As soon as you Approve, Reject or Skip a bill it will move to the next bill in the list

ACCOUNTANTS

An Accountant level of approval has been introduced to Sub Bills is called Accept.

  • For companies using Hand-Signed Lien Releases approving the Lien release from the List Screen will mark the Bill as Accepted. This is the same when you are working with new or old Bills (Please see detailed instructions in the APPROVE EXISTING BILLS Accountants section above).
  • When using Hand-Signed Liens both a PM and an Accountant can approve the Liens. This needs to be possible for companies where an Accountant may not work in PASKR. *PLEASE NOTE: If your company only permits an Accountant to approve the liens, you will need to make it a company policy that only Accountants can take this action.
  • Approving the submitted lien is what will send the bill to the Accounting Software through the PASKR Accounting Integration. Same caution applies here as above. If Accountant wants to control when bills are sent to Accounting software you must make it a company policy that only Accountant can approve the Lien in PASKR.

Why has this changed?

ACCOUNTING SOFTWARE INTEGRATIONS (QB Desktop, QB Online, SAGE, Foundation)

Accept will now also serve as the trigger that sends New format Sub Bills to an Active PASKR Accounting Integration. Previously, PM Approval was the trigger, but Accountants have requested better control over when Sub Bills are sent to Accounting software.

NOTE: Projects using old Sub Billing will continue to send to Accounting Integrations upon PM Approval until those projects close out.

ENTER SUB BILLING

You can now enter Sub Bills for Subcontractors that will not participate in Sub Billing through their portal. This is only available for projects using new sub Billing. The bills prepared this way will use the existing cost code layout as the Schedule of Values (SOV), even if you have the custom SOV rule set under Accounting>Billing>Billing Requirements.

  • Set the Billing Date Period
  • Enter bill amounts, either in Work in Progress (WIP$) column or enter a Percent Complete in the % Comp Column. These two cells are linked, entering a value in one will automatically complete the other.
  • Attach any supporting document, such as a copy of the bill you received from Subcontractor outside the PASKR system. Even if you attach a bill, you will still need to enter the correct billing values.
  • Submit Bill when complete

NEW Accountant/PM Dual Role

It is now Possible to have an Accountant/PM Dual Role that will permit you to perform both PM and Accountant Actions.

To set user account with Dual Role

  • Go to Settings>Company Settings
  • Click employee name to open Contact
  • Check boxes for both Project Manager and Accountant,
  • Scroll to bottom and click Save
  • You may need to log out and back in to see new setting take effect

If you are using both Hand-Signed Liens and the Dual PM Accountant role, Approving the Bill here on the Bill screen will ONLY apply the first Approval and send the email to the Subcontractor with the Lien Document and an Upload link.

You will then Approve the Lien when returned, as usual, from the list screen Lien column to mark those Sub Bills as Accepted.