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Spectrum bill sample for Management

good morning everyone and welcome to today's webinar my name is barkley hagan i am the director of client care with onpoint and today we have mike posinski who is going to present on spectrum tnm changes with that uh mike i'm going to going to turn it over to you thanks sparkly and and you can see my mouse moving around the screen here yes okay and and i'm coming through okay voice yes sounds good okay thank you so good stuff today we're going to cover um the common the really the common questions that we get whether it's in implementations or in the call center uh the clients have when they're processing tnm and also tips and tricks because these can make a huge difference to help you you know stay on top of things and get things out you know as efficiently as you can specifically we're just going to go through pretty quickly the tnm invoice process in spectrum and then we're going to talk about changes to tnm invoices under different scenarios uh i wouldn't work worry about taking notes we're going to make a recordings of this available the main thing is the concept and the flow all right all right quick note about setups the one main thing that we always stress around setups for tnm is on the job so i'm going to pop over to this job called branson hills i've got him set up to demonstrate this morning and what you want to make sure of is that for t m jobs under properties and under t m billing setup that you have equipment material and labor levels set they don't even have to be exact right they have to be in there and the reason is if they're not your transactions will not flow to tnm and be part of the billing file to process those bills these need to be in there incidentally when we do new implementations we have customers make these defaults on the customer so that they pop in here and then instead of different for a specific job you can of course change them okay enough of that let me pop that over to the webinars okay we got through the mustangs and so now let's go through uh processing uh the processing and then the changes so in my example here on this project i've got some costs in there that have already flowed flowed through accounts payable and through payroll right so the first thing that we generally see most people do to process tnm is to go to 10m and go to reports pre-billing and to just get a view of what's ready to be processed all right tips and tricks if you've got some large jobs or things you're monitoring perhaps weekly don't hesitate to set up save selections to look for the specific things you want to i'm going to pop back over to the standard template but these save selections can be very very helpful if i say every week you want to check to see what's in a certain job or what ran through ap or something like that kind of save selections make it easy on yourself in this case i'll uh type in my job number everything's looking good and i hit preview and again this is going to tell me what's ready to well should tell me what's ready to be billed 21 042 21.42 so as i as i look at this print preview i can see that under mobilization i've got payroll time a certain number of hours there with the billing rates i'm sorry with the extension of cost not the billing rates um and then i've got a materials invoice and i've also got an equipment i've got an ap invoice and that kind of would raise a red flag should i have equipment cost coming from accounts payable well in this case i'm saying yeah maybe it was a piece of rental equipment we're directly charging to the job the reason you want to do this here is once you get into a billing cycle if you want to add costs there's a little extra work to do that we'll cover later so it's so important to come in here and do a quick overview of what's about to be processed before you pull it into a cycle so what does that mean pull it into a cycle so i'm starting the process now i'm in tnm data entry and i'm going to do a summary billing selection in this i'm going to give it the job number and my dates are fine and everything's looking good i'm on select and you can see right now i have five jobs with 32 transactions in in my billing cycles when i hit continue it'll flip over to six jobs with so many so many transactions if you want to review this hit the pull down and double and hit your job and look at your billing detail uh tip tips and tricks here let's just say that i don't know payroll overhead came over or burden came over and it shouldn't have if you need to remove a lot of things at once you can hold down your control key oops your shift key and just arrow down and delete be very very careful when you do this though delete is permanent all right deselect just unselects them so now they're waiting as unselected billing transactions for the next cycle just make sure you understand that distinction important tips and tricks are how to manage this so now i've got this in my cycle right and another tip and trick stay on the hot keys if you can f3 is save and close all right i've got my little function guys set funny on my keyboard f3 is save and close my function keys aren't working so i'll just i'll hit cancel here actually i should i should have escape or cancel there all right so now i've pulled into my cycle the next thing we generally see people do is printing the detail billing form this is an internal process for the moment and it's allowing you then to look through and see what's in your system that's currently being processed most folks will do it by cost type and then date so you can see what's hitting your different cost types by date so i'll expand this and and it's going to look very similar now for equipment i've got the one ap invoice for labor here's my my labor charges by date all right with with totals retention if there was going to be any all right so now a lot of companies will print this and give it to whomever reviews and so that they can redline things mark this up should don't build that this should be this rate you know the things that happen every billing cycle that's the intent of doing it at this time if if there are changes and i won't show this to you just just burn into memory if you've got a few changes in their one-offs you can go into modified billing and change specific line items all right let's say in a different example maybe billing rates had changed or the wrong rates you can change your labor billing rates across the board for this particular invoice here and same thing with equipment billing rates and also with your markups all right so one off just in and out or global for that invoice if you want to change a lot of lines the next step then is generally people will print either the detail or phase billing forms we just printed the detail i'll print the phase billing form and they'll print this as backup so 21042 i want the current billing in this case it's just a different report of the same data now i'm getting a summary by phase i've got 100 mobilization i've got labor and materials and then 200 clearing i've got some equipment and some labor that i'm charging out all right so companies will will print this or the detail report or if you've got modified versions to back up the invoice and then they'll update and i'll tell it 2142 and it's showing me the tnm and it burned this into memory the t and m billing it's about to be updated giving me a chance to change the invoice and the gl date and then i click update when i'm ready to do that i hit continue i look at my my journal and then good work habits you always archive and now this is telling me i've got an unposted ar invoice and to use the sales journal to complete that some of you may not get that and that's because you don't have your system set to only update printed ar customer invoices all right so that's what we did we basically processed our tnm invoice we reviewed it we i showed you how to make changes and then we updated it in tnm and at this point it's sitting in accounts receivable customer invoices waiting to be printed and then updated and and here the little rascal is all right it's this one okay we've got to print them and then we can update them and then boom we're done now let's say that i'm looking at a cheat sheet to make sure i cover cover the important stuff that i wanted to tell you about let's see say we've got changes right um if if you try to go into data entry customer invoices and hit that reverse button it's going to say wait wait wait this thing started in tnm you have to you have to go back to where it started to reverse it so it would just take you there i'll take you there directly though we'll go to tnm data entry and we're going to reverse billings okay give it the job and it's spilling one in this case um if if you another tip and trick a lot of times the billers won't be aware of the jail closings or what period they're currently in so if this is for a prior date a lot of times we'll always tell them actually go back to the controller confirm the date you should reverse it on in this case it's the original date all right so i'm going to hit continue and it's telling me again i've got a credit now sitting over there in ar got it's going to go alongside of that original invoice and it kind of burned that into memory and we'll come back to that that thought in a moment very very important when this invoice was reversed in t m he remained in the selected invoice transactions file excuse me so if i were to go to data entry if i were to go to tnm reports back to that pre-billing and i would have looked at 21042 and let's say i wanted to look at unselected transactions i would not see what i just reversed all right they're going to be in the selected transactions and that can be good and that can be that can be good and that can be bad uh i need to go to my standard template for my date 21042 this can be good and bad where it's good is let's just say that the the grand total was not going to change but maybe something had to be reclassified or you had to change a memo or something something real trivial on an invoice but the total does not change well that's real good because all you have to do then is go back to tnm to data entry and then make make those changes and modify billing again the total is not changing just just verbiage or something that you might want to do and then from there then you can print your form and re-update it now when you do that remember that the totals didn't change right so what a lot of people will do in those cases is so that the ar customer record doesn't get all muddied up you can actually go into accounts receivable data entry customer invoices and now you'll see that we've got the original invoice and we've got that credit if on this new one that we're about to process that total doesn't change a lot of folks will come in here and they'll actually delete these that's an admin function that just keeps then the the muck from going through that customer record all right that's something you'll discuss internally does that work for you and then the right people with security would be able to delete those okay so that's that's an example of when a reverse t m invoice going into the selected file is kind of convenient well let's just say in a different scenario you posted it and then somebody realized oh we hadn't updated some accounts payable invoices that really need to get billed well that's fine our situation right now is that we're in tnn and we're we're in the billing process what we have to do is we have to go into summary billing selection and we have to deselect that invoice okay in other words send all of these transactions back to unselected and then of course we post what's coming in from ap now they're all mushed together in the unselected and then when we select them they're going to be all together in that next invoice all right if we don't do that if we don't do that and we have the originals that are selected and then we add the ap is do they pay invoices that we we need to get in there we can do that but when we select those additional ap invoices they'll come into a billing cycle but it's another bill number so in in this case we would have uh bill number bill number two because this is the second one bill number two for the original ones and then bill number three would have those additional link invoices and that's generally not what you wanted to do that's not why you reversed it so you would deselect you would then give the job and all that hit continue deselect add whatever transactions need to be added to normal processing and then basically start over all right select it and start over um so we talked about the total scenario something existing changing and also if you need to add to what's there so that's that's really in our experience as end users and then when we're working the call center or working calls and support calls and consulting gigs these are the big rocks we get through this and then it's a matter of you know what are your processes okay berkeley are there any questions popped up we do have one question and the question is what about t m change orders okay i'm going to assume forgive me that these are change orders on a fixed price or unit price billing okay we've got a fixed price job but now we're doing a t m change order which is pretty common okay um a couple things one is the system has to know which phases are going to go to the tnm file in other words when the guys are working on and the people are working on the original scope of work we don't want to build that through tnn but when they're working on this change order we do want it to go to tnm so one thing that we'll do and i'm going to pick on this what i don't know that he's not tnm pick on this hcss heavy bid job what the first thing we have to think about is set up phases that have instructions to go to tnm so what is he talking about this particular job is set as a unit price so the phases if i pop into one of these phases they're told to use that job default use unit price okay no excuse me allergies um what we have to do is for the phases on the change order we have to create new ones and when we do those and we'll just kind of be creative creative here if that's created change order one here's the labor we have to tell these phases don't use the job default when you code to me you're tn that's the first thing that has to be done is get those phases in there and make sure the folks in the field know the code to those for the change okay uh a lot of people will have templates set up here or a job where they can copy phases all right because this is an exception but so there's there's ways to expedite this and streamline it but however you do it you need to get those phases in there okay so then the phases are in there i'm going to cancel this so i don't look at that job and then normal processing occurs now it's the end of the billing cycle you've got your schedule of values uh with with that unit price for fixed price billing now you need to get the change in there right well you'll have a the change request that you created all right and it's going to have these phases that we just talked about as as as the ones associated with that change uh you will also have gone into tnm billing setup actually you had done this initially i'm talking about it now this is one of the first steps on that job you're going to tell it that there is tnm and maybe there are markups or add-ons and fees you know but here's the key the billing method here is not going to be ar invoice like the default the billing method is a change request so we're saying create a change request everything's the same except we're going to bill it through tnn so here's where we're connecting the two notice i've got my rates in here and everything's good so that that's been set up now when you process that change order so now everything's flowing you're processing the change order and i'll put back over to this rascal to do that here's where the here's where the difference will come in i need to be in tn when you're ready to update that change i'm going to update tnm billings now this is that other job we're talking about this is just for for example on this job now everything is the same except the price type will change to change order we'll change that to change order and then we'll tell it what that change request number is here that we created so this is where the difference becomes is when you update that that t m billing for the t m change order on the fixed price job we get to this screen you'll make the price type change and then you'll indicate which change here and then you update now what does that do for us right um the change request then price will be updated with that tnm total so let's say that t m total read 20 000 bucks that'll update to the tnm price i'm sorry to the change request price and then you'll process that change request like like you do all the rest of these we're very consistent now we quickly attach it to a change order and then we attach that to the schedule of values when we're ready and then that will add that twenty thousand dollars to the schedule of value so we can build it if if this interests you i realize you know there are a few steps to it it flows though it's a lot faster than doing this manually as well as taking a chance on mistakes if you're interested in this and you want to walk through give us a holler glad to walk you through it show it to you even in your sample data that's relevant to you okay barclay were there any other questions it does not look like it okay uh thank you everybody for being here uh we're doing these to help companies grow and transform into what's next as everybody changes and all these all companies change if you have any topics you'd like to see please let us know about it happy to present them and with that berkeley i'll hand it off to you okay um like mike said thank you for being here and um please let us know if there's something else you'd like to hear about we can be reached at 877 or to keep up to date on new resources and upcoming events um you can follow us on facebook linkedin and subscribe to our youtube channel and we look forward to working with you and everybody have a great day thank you thanks berkeley bye-bye