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Quantum Project Manager
-Billing Module-

Frequently Asked Questions

(click on the link for the answer)

1. How do I bill out the retainage on a Final bill?

2. How do I move Stored Materials out of column F?

3. What options do I have for showing retainage on the 702 + 703 forms?

4. How can I enter a flat amount for retainage instead of a percent?

5. After Installation, how do I enter a project that is already started? 

6. How do I show Sales Tax?

7. Should I be using Project CATEGORIES?

8. How do the Page Breaks and Sub-Totals work?

9. Does the program handle change orders and negative change orders?

10. Can I enter more than one project at a time?

11. Can I delete old project information?

12. Why are my forms not lined up or why does the rightmost portion of my Billing Forms print on a second page ?

13. I have an older version of the program that does not include some of the forms you added. Can I upgrade to the new version ?


 


1. How do I bill out the retainage on a Final bill?

To bill out the retainage on a Final bill you must go to the Payment Apps screen and:
a. Set your retainage type to FINAL BILL FOR RETAINAGE
b. Decide, when asked, if you want to include the retainage due with the current
amount due OR create a new separate application for retainage only.
c. Print out your 702 Form, it should be correct at this point.

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2. How do I move Stored Materials out of column F?

a. To have the program automatically move it for you. First, from the Main Menu, click on the Preferences button then click on the Billing tab. On the right side, below Other Options, select the Auto-Move Stored Materials? option. This sets the default for new projects. To enable for existing projects, open the project, click on the Billing tab, and click the Auto-Move Stored Materials? option. Selecting this option will add any stored material billed on previous applications into the "Prev Pd" column (D) on the continuation sheet (Form 703) automatically. 

OR 

b. (Please note: do not have the Auto-Move Stored Materials option enabled for this option.) To manually move the stored materials, first, go to the Payment Apps screen for the project. You must be on the payment application that you originally billed the stored material on. For example, if you are on app#5 and you originally billed the stored material on app #2, scroll back to app#2 by using the Prev App button. After you are on the correct application, add the stored amount to the This Pd column and put a zero in the Stored column. If you have subsequent applications, just put a zero in the Stored column, do not add it to This Pd or you will over bill.

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3. What options do I have for showing retainage on the 702 + 703 forms? You have 2 options:

a. To show retainage on the Payment Application form in lines 5a and 5b, you must have the retainage type set to Fixed Rate or Fixed (2 Stage) with Apply 2nd Stage To Entire Amount.

b. To show retainage in Column I on the Continuation Page, you must either have the retainage set to Variable Rate or Variable (by app) OR have it set to Fixed or Fixed (2 Stage) with Apply 2nd Stage To Entire Amount and check the box "Show Retainage Column on Continuation Page" which is on the Payment Apps screen, under the “Print Apps” selection.

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4. How can I enter a flat amount for retainage instead of a percent?

a. Set your retainage type to "L" for lump sum.
b. Enter the lump sum retainage amount.
c. Print out your 702 and the retainage amount should now be correct.

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5. After Installation, how do I enter a project that is already started? 
(2 options)


a. You could enter each application individually to bring the program up to date.
(This way will take a little longer but will get you familiar with how the program
works. This is not a bad idea, especially if the program is totally new to you.)

If time is the key factor, follow the steps below. Let's assume for this example
that you have already finished applications 1, 2, 3 and 4 previously and now you are ready to bill for application 5 using the Quantum Project Manager.

a. Enter your project information.
b. Enter your Schedule of Values.
c. Then, go into Payment Apps, change the App # field to 4. Click “Yes” to the Change Application Number prompt.  Set the Period-To and App Date fields to the date that appears on application number 4.  For this example, let's assume application 4 billed through 11/30/2003. This is the date that you will want to enter for both fields.
d. Set your retainage type and the appropriate retainage percentages for that project.
e. Next, enter the dollar amounts in the "This Pd" column or enter the percentages complete in the “%Comp” column using the amounts from Column G (Total Completed and Stored To Date) from the last application that you submitted. (In our example, this would be number 4). 
f. Next, click on the "Summary (702)" button on the top, right corner and enter the amount paid up through and including app 4.  In the Amount Credited field, type in the total amount earned LESS Retainage through application 4. This amount should be on line 6 of your payment application from application 4 (the last one you had done before using our program).
g. Next, click on "Create New App" button to create the new application, set the application and period-to dates to reflect the CURRENT billing period (for application 5).
h. Enter the amounts that you want to bill for in the current application. 
i. Print your 702 and 703 forms. They should be accurate. 

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6. How do I show Sales Tax?

On the Preferences screen, click on the "Billing" tab, on the right side, below Other Options, select the "Include Sales Tax?" option and then type in the Sales Tax percentage. This sets the default for new projects.  To enable this option for existing projects, open the project, click on the Billing tab, and click the "Include Sales Tax?" option. On the payment applications summary screen, you will see the sales tax percent and amount used as well as a message that will print on the payment application.  You can manually override the tax amount and message that will print.

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7. Should I be using Project CATEGORIES?

This option is not for everyone. Generally speaking, the only time you would need to use this feature is if you need several different Continuation Pages with separate individual totals that directly coincide with just one Payment Application. 

This feature has been requested by many of our users who have a single project that have multiple individual locations that require a separate schedule of values and continuation page for each location but one cumulative payment application. 

For the most part, utilizing headings with the PAGE-BREAK and SUBTOTAL options on the Schedule of Values will give you what you need, without the need for categories (see below).

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8. How do the Page Breaks and Sub-Totals work?

In the schedule of values screen, select the “H” line type.  Then for "heading" lines only, check the "Brk" option to go to a new page (page break) before printing that heading, for example, to have a page break after line 10, make line 11 a heading line with “Brk” checked.  Check the "Tot" box to sub-total a heading group of items, for example, to subtotal between line 20 and 40, enter line 20 as a heading line with “Tot” checked and then line 40 as a heading line to end the group of lines to subtotal.


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9. Does the program handle change orders and negative change orders?

Yes. When you enter the schedule of values, enter the line type as "C" for Change Order. For negative change orders simply enter a negative number by using the minus sign "-" in front of the number.

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10. Can I enter more than one project at a time?

Yes, the program will handle as many projects as you need to enter.

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11. Can I delete old project information?

Yes, open the All Projects screen and scroll to the project or click on Locate Projects and use one the methods to go to the project you wish to delete. After the specific project is showing on the screen, click on the "Delete Project" button. There is one exception, if you have the Payroll module and have time cards entered for the project, you cannot delete the project until you delete all the time cards for that project.


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12. Why are my forms not lined up or why does the rightmost portion of my Billing Forms print on a second page ?

Your printer may not support the margins on the reports. Your printer must support these settings. If your printer doesn't, you may be able to adjust the printer properties in the Windows printer control panel to set the "unprintable area" to 0 or .5. You can also use the "Print Setup" button (next to the printer icon on the toolbar) to adjust printer settings and margins. 

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13. I have an older version of the program that does not include some of the forms you added. Can I upgrade to the new version ?

Yes. Call us at 610-373-4835 and we can help you upgrade to the latest version.

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If you still can't find the answer you need after reading the instruction manual and our FAQ page, please feel free to contact our technical support using one of the options below

Support Contact Information

You can contact us by using any of the below methods.

Email:     support@quantumss.com
Phone:  (610) 373-4835
Fax:        (610) 373-5215
 
Last modified: December 29, 2011
 

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