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Before you can start using the Project Contract Management System (PCMS), you and your company must have secured from your system administrator the needed access rights. Click here for details. See also User Interface to familiarize yourself on how the system works.
Start configuring the PCMS based on your company requirements by setting up the following master files. If you have an Excel or csv file, you can use the copy/paste feature via grid's context menu in updating these master files:
MASTER FILES SETUP:
1. Books of Accounts Setup - Billings - refers to the books of accounts or document(s) used by the company in recording billings for services rendered. Most service companies used Service Invoice or Billing Invoice. Setup the this master file based on your accountable forms registered with the BIR.
2. Books of Accounts Setup - Collections - refers to the books of accounts or document(s) used by the ccompany in recording collections for services rendered. Most construction companies used Official Recepts to document collections. Setup the this master file based on your accountable forms registered with the BIR.
3. Billing Type-Clients - refers to type of billings to clients. There are usually three types of billing: 1. Downpayment 2. Progress and 3. Retention. The system is already shipped with billing types.
4. Cost ID - contains the list of cost classifications as used in project estimates.
5. Customers - contains the list of all customers of the company.
6. Vendors - contains the list of all vendors.
7. Vendor Category - contains the list of vendors categories such as suppliers, agencies, directors, producers, etc.
8. Project Contracts - contains the list of awarded contracts to the company by the clients.
9. Request for Payment-Authorizer - contains the list of authorizers in approving RFP.
10. Payment Instruction - contains the list of payment instructions in preparing the billing invoice to facilitate encoding of billing.
After setting up the master files above, you are now ready to enter financial transactions related to billings and collections.
DATA ENTRY:
1. Project Estimate - refers to the project estimate or budget which will be used in monitoring project cost.
2. Request for Payment (RFP)- refers to all payment requests. For good internal control, all payments must be supported by an approved RFP.
3. Billings to Clients per Contract- refers to billings to clients per contract.
4. Billing to Clients per Invoice - refers to billings to clients per billing invoice.
You may choose encoding the billings between #3 and #4 that is more suitable for the billing process of the company.
5. Collections-Project Contract - refers to collection of billings in #3 or #4 above.
REPORTS:
At any given time, you can generate the following reports. Reports are updated in real time as they are processed based on the raw data.
1. AR Aging
2. Billing and Accomplishment Report
3. Billing and Collection Report
4. Journal Register - Billings. The GL system is capable to import this journal register to automate the recording of journal entries.
5. Journal Register - Collections. The GL system is capable to import this journal register to automate the recording of journal entries.
6. Project Budget vs Actual vs Request
7. Project Cost - Actual also called Project Disbursement Report
8. Request For Paymentr - Details
9. SOA - Project Contract
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