1. ONPOINT Construction Software
Tips & Tricks for Sage CRE 300 (formerly known as Sage Timberline) Presented by: Linda Whitener
ONPOINT Construction Software

2. Agenda Understanding file structure
Difference between ”Moving to History” and ”Archiving”
Recommended Archive File Structure
Moving transactions to history
When and how to Archive Jobs
Are there any reversing entries to make after audit?
Over/Under billing adjustments
YOUR specific questions... Bring 'em!

3. Understanding File Structure
Most modules have New, Current and History transaction files
New = Unposted transactions
Current = Posted transactions
History = Older transactions that you have moved to history (does not do this automatically)

4. Difference between “Moving to History” and “Archiving”
Moving to History = Moving transactions from the Current file to the History file while remaining in the same data folder.
Archiving = Moving transactions from your current data folder to a totally different data folder. These transactions would still be accessible to report on by opening the archive data folder (File>Open Company)

5. Recommended Archive Folder Structure
GL (Complete copy of data folder)
FYE 2016
FYE 2017
PJ/JC Jobs (Jobs and transactions only)
No sub folders
AP & CM (Copy of current Vendor and Bank master files and history invoices)
2015
2017
PR (Copy of all PR files before closing year)
2016

6. Moving Transactions to History
XX>Tools>Move Transactions>Current to History
XX = Module in which you wish to move transactions
Each module has different recommendations on when to move transactions to history
GL – Current FY should be in the Current file and prior FY’s are in the history file
JC – Can move monthly for “Closed Jobs”
PR – Current CY should be in the Current file and prior CY’s are in the history file
AP & CM – Usually kept in the Current file until archived every couple of years.

7. Archiving PJ and JC Jobs
This must NOT be performed until after audit is complete
Move jobs (and its transactions) that are on the “Completed Contracts” schedule from your Auditor
If PJ is installed, you must move PJ jobs first, then move the JC Jobs into that same folder
PJ>Tools>Move Jobs
JC>Tools>Move Jobs
Check Box to move commitments
Use Ranges or Conditions to select Jobs
JC>Tools>Move Transactions
Current to Current and/or
History to History

8. Reversing Entries after Audit?
When making the AJE’s from your auditor, watch out for entries to Cash, Accounts Receivable, Accounts Payable.
These type of entries would most likely need to be reversed unless it is an entry to balance to subsidiary ledgers.

9. Over/Under Billing Adjustments
Typically this adjustment is what I call the “3 Ring Circus”. Made monthly, quarterly or yearly.
Asset
Liability
Income
Recommended that the Income account be specifically for these entries (not made to a regular income account)
I like to make the entry for the last day of the month being adjusted and then making the reversal as of the first of the following month. These entries can all be made in the same journal entry batch. Then you don’t have to worry about the reversal later.

10. Wrap up Thank for being here!
Kerrie – What are the questions that were sent in during the presentation?
Did anyone have some specific questions of their own?
You will receive a link in an to this presentation and recording.
Thank for being here!