All posts by admin

Email Distributions in Cost Monitor

Cost Monitor has provides a distribution list function where Purchase Orders, Correspondence and Variation submissions are broadcast not only to the required recipient (e.g contractor) but also to an additional list of recipients or CC’s.

On the Contact Details tab of each Project is a Distribution list. Names and email addresses are entered here as a permanent resources for people who may wish to receive copies of submissions as they are formally broadcast.

Enter your name and email address here if you want to be a part of the distribution list. Make your contact a primary contact if you wish to receive copies all submissions. If a contact is not marked as primary, you may still receive a submission by selection at the time of posting.

Contacts marked as primary are pre-selected int eh distribution list of the purchase order or Correspondence. Other contacts may still be selected (ticked) for particular submissions.

By including yourself in the CC list, a copy of the purchase order is delivered to your in-tray and becomes a permanent (dated) record of the order execution.

Cost Monitor BIlling

Recent observations have revealed a loss of corporate memory in how Cost Monitor billing is carried out.

Please ensure that all billing (revenue/AR) billing is posted in TEMPLA using the Cost Monitor Master Workbill and NOT a workbill generated in the Purchase Order module for purchasing.Previously purchase orders could not be initiated until the project had been posted. From this point forward, purchase orders will be barred until the workbill number is retrieved (see above). Normally, workbill numbers are retrieved during (as the first step in) project posting but workbill numbers can also be manually retrieved via the edit menu ‘Retrieve Master Workbills’.

If, for any reason, the workbill generation process fails, the posting process can be attempted a second time by selecting the ‘Reset Posted – allows re-post’ menu option above. Please ensure no duplicate workbills exist in TEMPLA.

Transaction Records and the story they tell

The expenditure records tell a story. It’s the place where:

  • purchase orders (committed cost) are inserted from the purchase order module (or manually),
  • expenses are records from supplier/contractors, and
  • forecast end costs are maintained.

The forecast costs are what you, as project managers, need to think about and they show your knowledge of the job and your trusted expectation for the final financial result.

When a purchase order is ‘posted’ by admins in the purchase order module, the value is inserted into the transaction register. It’s posted as a ‘reconciled’ transaction (bold date) and as such, is not accidentally deleted by Project Officers. If it is ever deleted, the associated purchase order acquires a black bar meaning ‘no associated transaction’.

When a TEMPLA workbill is retrieved from TEMPLA for the PO, the Order/Inv entry is updated to include the workbill number as well as the PO number e.g. CMP:45621-WB:112435 is both numbers, and the expenditure column acquires a blue bar.

Right click on the order and select ‘Enter Invoice for PO’ to start recording an invoice against the PO. The amount, by default, is the full amount of the purchase order. But this amount can be edited to something less than the full amount. Subsequent invoices can be entered against the same purchase order when they are presented.

Time now to re-assess the forecast cost for this work and add a line either reducing or increasing the forecast. It’s always better to add a line (either negative or positive) rather than edit the original forecast. Each entry adds to the story and provides a way to annotate the adjustment.

 

Using Google Earth for As-Built Drawings

A recent Movie (“Lion”) told the story of a boy, separated from his mother for many years, who used Google Earth to locate her based on logic and vague memories. The story was also documented on Google Earth.

In fact, Google Earth offers many opportunities to utilise regular map updates with overlays and integrated content. One such integration provides a highly accessible and easily maintainable as-built drawings set for work on a golf course re-development.

The as-builts for Bonnie Doon Golf Club are currently up to date with the 3rd stage of works completed in April 2017. The video demonstration above offers a walk through of the drawing features.

The interface provides a very accurate drawing of fixtures all set in relation with the underlying ground features. This makes it very fast to locate items like sprinkler heads and valves when they are often subject to being hidden in over growth.

Power lines and main potable water lines are often ‘lost’ over the years when minor earthworks confuse the memory of where things used to be.

The drawings are also easily maintainable and only require a normal revision status protocol to ensure all stakeholders are kept up to date with the latest drawings.

Progress Claims

Cost Monitor can maintain a project’s billing history. The video below shows where to access the billing register and where the total billing is shown in the project summary list.

 

Delete Multiple (unrequired) Cost Codes

Cost Monitor projects can be created by estimate import or default project creation. In either case, the project may be left with cost codes which have no original value and no prospect of being used for orders.

In other cases, cost codes previously inserted may no longer be required.

The procedure shown above is a quick an easy way to remove these unrequired cost codes.

Premier League Manager

Premier League Manager is designed to provide comprehensive management of league table construction from marketing/CRM data, then score maintenance and draw reports.

Match scores are easily entered and automatically published to the league website as well as printed for notice board publication.

Player accounting features and performance statistics are also maintained.

Premier League Manager is written in Delphi and uses MySQL as the datastore.

PP2

Lundbeck Web Expenses

Lundbeck Australia has implemented an expenses claim website which allows sales staff to enter their expenses, receive approval and integrate with company accounts including direct bank transfer for reimbursement.Lundbeck1

This website is accessed by the entire sales staff of Lundbeck in Australasia. Expenses are submitted to approval managers, approved, and processed all within the confines of the website interface. Export files are generated for both direct deposit of expense reimbursements and account system journal entries.

Firebird

mPace of Play Manager

mPaceIcon    mPace of Play Manager is add-on software to the miClub© timesheet booking management interface for Golf Clubs.

mPace1mPace Manager:
• provides fast and painless analysis of the Times per Round report.
• automates the broadcast of reminder letters for both Pace of Play and Late Swipe conditions.
• Stores comprehensive metrics and player statistics
• Provides trend analysis of round times and expansion rates
• Displays data in easy to read charts for monthly reports
mPace Manager relies on end of play statistics and operates in an environment where a clear statement or pace of play policy exists within the Club. Sample policies are available to use as a model.

mPace2Monthly reports provide full metric analysis including tee block expansion rates.

mPace3Full statistics provide trend analysis.

Read more about mPace of Play Manager at the micro website devoted to it.

miClub is a specialist developer of golf management software, focusing on the private member club, pay-for-play courses, tournament golf and golf associations.

More information on how the software works can be found in the help file

Firebird