Configuration

OBJECTIVE

The Configuration function is used to determine which general ledger accounts are used by the system to conduct certain transactions and to configure the various options in the Invoicing - Contractual Billing module. They are also used to create various invoice formats.

 

PREREQUISITE 

• Chart of Accounts

 

Steps

maestro* > Invoicing > Maintenance > Contract > Configuration

 

Enter configurations

As Configuration in the Accounting module has already been completed, certain accounts are displayed by default.

1. Click General in the menu on the left.

Field	Description
Sales Account	General ledger account for revenues that is used by default in all invoices. NOTES: This is the general ledger account used by default in the Contractual Billing and Progress Billing modules. It is possible to have multiple revenue accounts. However, it is necessary to enter a default account, preferably the most used one. Furthermore, to distinguish the revenue of a particular contract, it is possible to specify, in the Contract Management option, a different revenue account. Maestro* will use the first revenu account found, in the following order: the revenue account linked to the group identified in the Group field of the contract Details, the revenue account linked to the contract activity, the revenue account entered in the contract (Sales field of the GL Account sub-tab), then the revenue account specified in this field of the Configuration option.
Extras Account	General ledger account for revenues that is used by default for extras (change orders). NOTES: This is the general ledger account used by default in the Contractual Billing and Progress Billing modules. If extras are not supposed to be managed is a separate general ledger account, the account of the previous field can be entered here as well.
Bank Account	Bank account used by default when entering receipts in maestro*. NOTES: This is the bank account used by default in the Contractual Billing and Progress Billing modules. It is possible to have multiple bank acocunt. However, it is necessary to enter a default account, preferably the most used one.
Accounts Receivable	General ledger accounts for customers used by default. NOTES: This is the general ledger account used by default in the Contractual Billing and Progress Billing modules. It is possible to have multiple AR accouts. However, it is necessary to enter a default account, preferably the most commonly used one. If the AR is different for a contract, it is possible to modify it: either directly in the invoicing window or in the Contract Management option.
Tax on Holdback Account	General ledger account used to account for taxes applied to customer account holdbacks (QST, GST, etc.) when the Holdback Calculation Method of the Holdback Invoicing is With Tax. NOTE: This is the general ledger account used by default in the Contractual Billing and Progress Billing modules. This is the general ledger account used by default in the Contractual Billing and Progress Billing modules.
Cost of Sales Account	General ledger account for sales costs if work is managed as active. NOTES: This is the general ledger account used by default in the Contractual Billing and Progress Billing modules. This account is used during the sale transfer when the project Work in Progress Method is Active (in the Parameter section, Project Desc tab, Project Management option) to temporarily account for fictitious expenses.
Work In Progress Account	General ledger account for works in progress, if work is managed as active. This account is used during the sale transfer. NOTES: This is the general ledger account used by default in the Contractual Billing and Progress Billing modules. Works in progress are deducted from this account.
Group	Fields to complete: Rev Revenue group by default, used when invoicing a contract. C/O Revenue groupe by default, used when invoicing change orders. NOTE: It is always possible to modify the revenue group when entering the invoice.
Maximum Length of Description	Maximum length available for the Description field when printing invoices. NOTE: The maximum value by default is 60 characters. It is possible to adjust the length of the description to the number of characters set up on the invoice form. Maestro* validates the number of characters when entering the invoice and prevents the limit from being exceeded.
Number of Decimals	Fields to complete: Quantity Number of decimal places necessary in the Qty field when entering sale transactions. Unit Price Number of decimal places necessary in the UP field when entering sale transactions. NOTE: the number of decimal places may vary from 0 to 4. By default, maestro* uses 2.
Transfer to Accounting	Generates an entry in the general ledger when transferring the sale. NOTE: This box must always be checked.
Transfer of Holdbacks	Affects the posting of the transaction only, not the invoice form. Available values: Yes Displays the holdback in the various accounts in the general ledger (taxes on holdbacks and holdbacks receivable) on posting the invoice. NOTE: This value must be selected when the Standard holdback calculation method is used. At the end of the project, you do not need to create an invoice in the system for holdbacks because they have already been posted to the general ledger. The holdback and tax amounts on the latter are reversed when a receipt is entered. No Does not display the holdback in the general ledger when posting the invoice. NOTE: At the end of the project, you must create an invoice in the system for the holdbacks. Postponed Does not display the holdback in the general ledger when posting the invoice. NOTE: At the end of the project, you must create an invoice in the system for the holdbacks using the Holdback Invoicing option. When invoicing holdbacks, the system posts the invoice to the holdbacks receivable and taxes on holdbacks accounts. Holdbacks amounts are reversed when a receipt is entered.
Default Invoice Acceptance Status	Allows to define a default acceptance status when entering an invoice. This field indicates to maestro* that the default status of the Acceptance field is Yes. NOTE: Only invoices with the Acceptance status set to Yes can be transferred.
For Progress Billings	Allows to define a default acceptance status when entering an invoice. Thies field indicates to maestro* that the default status of the Acceptance field is Yes. NOTE: Only invoices with the Acceptance status set to Yes can be transferred.
Show Closed Contracts	Check the box to display and see closed contracts when searching or in the Contract Management and Progress Billing Contracts options.

1. Holdback Calculation Method section:

Field	Description
Holdback Invoicing	Allows to determine whether the holdbacks invoiced via the Holdback Invoicing option are with or without tax. NOTE: As the Standard - Tax Differed Holdback mode is favoured by maestro* and, therefore, the Release Holdback option is used to generate a second invoice, this field is now rarely used, as it does not apply to the Standard mode.

2. Default value for the ‘Print’ column section:

Check box	Description
Detail rows set to ‘Print’ by default	When this box is checked, the detail lines are printed by default on invoices, for both lump sum invoicing and progress billing.
Total rows set to ‘Print’ by default	When this box is checked, the total lines are printed by default on invoices, for both lump sum invoicing and progress billing.

3. Progress Billing Invoicing section:

Setting

Description

Billing the contract and change orders separately

This parameter allows the user to specify whether or not to invoice in separate transactions the sale specified in the contract and each of the change orders related to that same contract. Available values: No The progress billing invoice, generated in maestro*, combines the original contract and all invoiced change orders in a single a unique transactions, via the Progress Billing option. Yes Separate invoices are generated for the contract and for every change order. The original contract is billed via the Progress Billing option and the change orders are billed via the Contract Invoicing option. A specific invoice number is assigned to each transaction. The Contract Invoicing option can be accessed through the following path: maestro* > Invoicing > Contactual Billing > Processing > Contract Invoicing. Upon Request By selecting this value, maestro* will ask the user if the invoice must be combind to the contract and change orders or if everything must be billed separately when saving every progress billing invoice.

2. Click Forms in the menu on the left.

Field	Description
Statement of Account	Form used by default when printing a Statement of Account.
Delivery Preparation	Delivery preparation form. NOTE: If a form has been set, it will be available through the Contract Invoicing and Cost Plus Invoicing options.
Contract Invoicing	Form used by default when printing a contract invoice through the Print Contract Invoicing option (Processing tab of the Contractual Billing menu).
Continued Page Num. for Extras	If this box is checked, it allows to print extras after the regular invoice, keeping up with the pagination. NOTE: This functionality avoids the page number being reset to 1 for extras.
Payment Request	Form used by default when printing in the Print Payment Requests1 My new footnote option.
Progress Billing - Rate	Form used by default to print an invoice whose Progress field, defined in the Progress Billing Contracts, is set to Rate. NOTE: It will be used if no other form has previously been defined in the Progress Billing Contracts or Customer Management options.
Progress Billing - Quantity	Form used by default to print an invoice whose Progress field, defined in the Progress Billing Contracts option, is set to Quantity. NOTE: It will be used if no other form has previously been defined in the Progress Billing Contacts or Customer Management options.
Construction Management Billing	For used by default when printing a construction management billing invoice in the Print Invoices option (Contruction Management tab of the Contractual Billing menu).
Payment Request	Form used by default to print using the Print Payment Requests option (Construction Management).
Prints Extras Separately	If the box is checked, extras (change orders) are displayed on a separate document when printing the invoice generated in the Prepare Progress Billing option. NOTE: The checkbox displayed to the right of the Progress Billing - Rate applies to both progress billing forms (Rate and Quantity).
Cost Plus Invoicing	Form used by default when printing a cost plus invoice in the Print Invoices option (Cost Plus tab of the Contractual Billing menu).

3. Click Statement of Account in the menu on the left.

Field	Description
Print Holdback?	Allows to display the statement of accounts holdbacks, if this box is checked.
Message	Allows to enter a message to print on the statement of accounts. NOTE: This field is limited to 60 characters and must be setup on the form to be printed.
Printing if Balance=0	Tells maestro* to print statement of accounts even if the balance is 0, if this box is checked.

4. Click Cost Plus in the menu on the left.

If this function is used, an amount must be entered for all customers in the Credit Limit field in Customer Management.

 

Field	Description
Sales Account	General ledger income account used by default for all invoicing. NOTE: You can have multiple income accounts. However, a default account must be entered, preferably the most often used account. NOTE: To distinguish income from a specific contract, you can specify a different income account in Contract Management. By default, the system uses the following order: the activity of the contract, the contract account and Configuration.
Extras Account	Default general ledger income account for extras. NOTE: If the extras should not be managed separately in the general ledger, this can be the same account as the sales account.
Bank Account	Bank account used by default when entering receipts. NOTE: You can have multiple bank accounts. However, a default account must be entered, preferably the most often used account.
Accounts Receivable	Accounts payable general ledger account used by default. NOTE: You can have multiple A/R accounts. However, a default account must be entered, preferably the most often used account. NOTE: If the A/R is different for a contract, you can change it in the invoicing screen or in Contract Management.
Tax on Holdback Account	General ledger account used to post taxes related to holdbacks on payables (GST and QST included).
Transfer to Accounting	Generates an entry in the general ledger on transfer of the sale, if the box is checked.
Cost of Sales Account	The General Ledger Expense account used to post the costs transferred from the balance sheet WIP account to the income statement. If the Work in Progress Mode for the Project is set to Asset, the system can automatically transfer a part of the expenses from the Work in Progress account to this Cost of Sales account during the transfer of a sale. NOTE: The cost amount to be transferred is calculated by multiplying the Sale Amount by the Cost Rate Factor set up in Progress Billing Contracts or Cost Plus – Contract Management.
Work in Progress Account	The Work in Progress Asset account used to post the costs transferred from the balance sheet WIP account to the income statement. If the Work in Progress Mode for the Project is set to Asset, the system can automatically transfer a part of the expenses from this Work in Progress account to the Cost of Sales account during the transfer of a sale. NOTE: The cost amount to be transferred is calculated by multiplying the Sale Amount by the Cost Rate Factor set up in Progress Billing Contracts or Cost Plus – Contract Management.
Default status at preparation	Default status of transactions processed with the Invoice Preparation option. Valeurs disponibles : Billable Transactions to be invoiced. Non-Billable Transactions that are not billable. Next invoice Transactions that are pending, but billable after future preparation.
Include non-committed transactions in the transactions lists	Allows the display, in the List of Transactions report, of cost plus invoices generated in the Preparation option that have not been recalled and saved in the in the Invoicing option.
Format du rapport pour déterminer l'ordre des pièces jointes	Allows to indicate the order of attachments in cost plus invoices. Available values: Undefined Displays the attachments according to the default order selected in the invoice preparation. Activity Displays the attachments according to their activity. Detailed Employee Displays the detailed attachments by employee. Employee Displays the attachments according to the employee number. Type Displays all attachments by type.
Tax Code	Tax codes used by default.
Revenue Group	Default income group.

5. Click Save.

 

See also

• Configuration
• Customer Statements

 

Last modification: September 20, 2024