Construction Help and User Guide


Table of Contents

1. Construction Settings

2. Customer Applications

2.1. New Applications

2.2. Adding a Valuation to an Application

2.3. Generate Invoices and Receipts

2.4. Post Valuation Invoice / Credit

2.5. Retentions Release

2.6. Reversing a Valuation

2.7. Single Valuation

2.8. Final Application

2.9. Opening Balance Valuations

2.10. Writing off Applications

2.11. Writing off Valuations

2.12. Writing off Retention based on Application

3. Customer Applications Ledger

3.1. Adding an Application

3.2. Adding a Valuation

3.3. Print Invoice

3.4. Post Valuation

3.5. Filter Transaction in the Application Ledger

3.6. Deleting Applications

3.7. Application Ledger Valuations

3.8. Invoice Printing

3.9. Application Import

4. Customer Valuations

4.1. Generating a Valuation

4.2. Creating Single Valuation for Multiple Applications

4.3. Reversing a Valuation

5. Supplier Applications

6. Print Supplier Application Certificates

7. Subcontractor Purchase Orders

7.1. New Order

7.2. Receive Stock against PO

7.3. Record Application

7.4. Create Supplier Valuation

7.5. Post Valuation

8. Construction Sales Orders

8.1. New Order

8.2. Create Application

8.3. Adding a Valuation to an Application

8.4. Generate Invoice

8.5. Post Valuation

9. Import Applications

10. CITB Settings

11. Relevant Contract Tax

12. Period End

13. Customer Retentions

13.1. Creating a Customer Retention

13.2. Release Single Retention

13.3. Post Invoice

13.4. Multiple Retention Releasing

13.5. Releasing Retentions while creating a new valuation

14. Retention Settings

14.1. Retentions

14.2. Retentions Release Options

14.3. Releasing Retentions

14.4. Adding Retentions to Posted Invoices

14.5. Importing Retentions

15. Capped Retentions

16. Reports

16.1. Customer Application Reports

16.2. Supplier Application Reports

16.3. Customer Retentions Reports

16.4. Supplier Retentions Reports

16.5. CIS Reports

16.6. Sales Order Reports

16.7. Purchase Order Reports

16.8. Applications Ledger Reports

17. CIS Help and User Guide

18. Job Costing Help and User Guide

19. Enable Module

20. Release Notes

21. New Features & Important Information

21.1. Sicon v20.1

21.2. Sicon v20

21.3. Sicon v19.2

21.4. Sicon v19.1

21.5. Sicon v19

21.6. Sicon v18


Product overview

Construction v20 Help and User Guide Coming Soon!

Help and User Guide maintained for Construction version 201x.18.0.0 and upwards


This Construction Help and User Guide will take you through the features and settings for the Sicon Construction module for Sage 200.  Construction uses the well established Sicon Projects to capture costs from purchase orders, invoices, stock issues and labour to create reliable and accurate costings linked directly to transactions processed within Sage 200.

Sicon Construction Manager Menu


1. Construction Settings

Within the general construction settings you can set the options to enable specific functionality.  You can choose the functionality you require (based on the enabled modules) and disable features such as CITB that are supplied with the CIS module at no extra cost.

CIS: option available to disable this feature if not needed

CITB: option available to disable this feature if not needed

Retentions: option available to disable this feature if not needed

Applications: option available to disable this feature if not needed

  • Applications
  • Default expiry: period as a number of Days
  • Post application retentions on: select from Posting Valuation (recommended) or Saving Application

Turn on auto application number generation (by Job)

  • Prefix: 3 characters for this field
  • Length: Select how long you want the application number to be

Sicon Construction Manager Settings

  • M.I. Enquiry Tab: Sales WIP Screen to determine which nominal accounts are used when entering manual cost and sales adjustments directly into the WIP enquiry screen in order to produce monthly management accounts.
  • Period End Accrual Nominal: This is the nominal account that will be used when accruals are applied to the period end enquiry screen.Sicon Construction Manager Settings - MI Enquiry

2. Customer Applications


2.1. New Applications

A Customer application for payment is a construction document that outlines how you will be paid.  The application for payment would generally include documentation outlining what services and materials were used on the Project.  The document would include materials used, unit prices and quantities of each and any Labour used.  This is generally supplied as backing documentation to the Sicon application.  The application itself provides both the owner and the contractor (you as the Customer application) a method of controlling what items or materials have been provided by the contractor

The following screen allows you to enter Customer Applications.   You have to start by entering a Project from the Current Project List, you can add further filters is required such as Customer, Application date, Valued date, Project Header, Project Manager or Invoice / Credit Note number, Reference, Status or Currency.

Note: The Status is set to ‘Open’ by default, meaning Applications that are Paid or only have retentions remain are not shown.

Once you have entered a Project the Customer Application Screen will display all Open Applications related to that Project.  Selecting an Application from the Outgoing Application selection will show all related Valuations in the Application Valuations Transactions section.

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To create a new Application, click the Add button in the middle of the window, which opens the New Outgoing Application Window.

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Account Details:

Project Number – Automatically populated from the main screen.

Customer details – This will be automatically populated from the Project (if populated) or can be selected from the Customer lookup fields (Code, Short Name or Postcode).

Project Manager – This will automatically populate from the Project (if populated) or can be selected from the drop-down list or Manually typed.

Project PO Number – Populated from the Project if set (this cannot be amended or entered here).

Reference Details:

Application Date – The date of the Application, will default to today’s date.

Expiry Date – A date that the Application will Expire.  For reporting purposes only,

Valuation Date – A date the Application is expected to be Valued.  For report purposes only.

Pay Less Date – The date you must be notified of a Pay Less notice:

https://www.designingbuildings.co.uk/wiki/Pay_less_notice_for_construction_contracts

Reference – Combination of the Project number and Application number which is system generated if the auto application number generation (by Project) is turned on

2nd Reference – Free text field to record an Internal or External Reference number

Query Flag – Flag that allow a user to set the Application on query.

Group – The ability to Group Applications together.  For example, where a Project, may have multiple Customers, or to Group Applications from a specific phase of a build.  The Cumulative figure will be calculated per Group.  By default, the group is set to ‘Default’.

Application Values Tab:

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Cumulative Gross – Total Gross value for all applications for the Project and Customer.  If using Groups, then it calculated the total figure for the Group.  If the Cumulative Gross is updated, this will update the Gross Application

Cumulative Retentions – Total Retention value for all applications for the Project and Customer.  If using Groups, then it calculated the total figure for the Group.  Not editable.

Cumulative Discount ­– Total Discount value for all applications for the Project and Customer.  If using Groups, then it calculated the total figure for the Group.  Not editable.

Cumulative Payable – The total amount payable for all applications for the Project and Customer.  If using Groups, then it calculated the total figure for the Group.  Not editable.

Cumulative Tax Value­ – Total Tax value for all applications for the Project and Customer.  If using Groups, then it calculated the total figure for the Group.  Not editable.

Gross Application – The total Gross value being applied for this Application.  If this is update, then the Cumulative Gross is updated.

Retentions Total – Total Retentions for the Application.  This is updated from the Deductions Tab.  Not editable

Value Payable – Total amount payable for this Application.  Gross Application – Retentions Total.  Not editable.

Tax Value – Total Tax value for the Application.  This is calculated from the Tax Value of the detail lines under Nominal Analysis.  Not editable

Discount % – Discount percentage for the main contractor that should be applied to the Application.  This can be applied before or after any other deductions (e.g. Retention).  This will populate the Discount Value Field.

Discount Value – Discount value for the main contractor that should be applied to the Application.  This can be applied before or after any other deductions.  This will populate the Discount % Field.

Risk Amount – This is a way to record on risk on the applied for value and is for reporting purposes only.  (e.g. If you are applying for 10,000 but realistically expecting the Valuation to be 8,000 the Risk Amount would be 2,000)

Nominal Analysis – This allows you to break down the Application into Multiple lines, either based on Project Header, Project Level, Nominal, Narrative or Tax Code.  The total must equal the Gross Application.  If there are Retentions being held on the Application these will be shown as negative lines on the Nominal Analysis.  This will allow you to split the Retention to different Tax codes if required.

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Valuation Detail – This tab shows you current valuations against the Applications as well as the Cumulative.  The Cumulative will be based on the Project and Customer or the Group.

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Accumulations Tab:

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Accumulations – Displays all Applications related to the Project.  This isn’t dependant on the Group.

Note Tab – Note tab allows the recording of Notes against the Application.  These notes will appear on the Valuation Invoice when it is produced

Deductions Tab:

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Retentions – The type of retentions you are retaining against the Application.  These are used to break down the types of Retention which will be taken off the whole Applications (or default through to the Valuation).  The different types of retention are used for filters on the Retention Release.  When adding a retention for the first time, these will add the retention lines to the Nominal Analysis section.  You can set defaults on the Project which will automatically add the retention percentages to the Application(s)

Retention % – Used to record the Retention Percentage on the Gross Application.  Will update the Retention Value

Retention Value – Used to record the Retention Value for the Application.  Will update the Retention %

NOTE: The retention amount on the Application will be generated and be available to be released at a later date.  Adjusting the Retentions value on the application will adjust the retention created.  In order to release retention please see Retention Release

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Due Date – The due date of the Retention Release.  The due date is for reporting purposed and will be used on Retention filters.  The Due Date is also a compulsory field if a retention value has been added.

Note: The retention total is updated on the Applications Values Tab

Memo:

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Memo – Adding a memo to the memos tab records any notes made against the Application with a Date, Time and the User that made the note.

Analysis:

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Analysis Codes – The Analysis Code available on the Application are configured within the Maintain Invoice and Order Analysis Codes within Sage.

The Analysis Code, first need to be setup within the Maintain Analysis Code in Accounting System Manager

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They can then be added to the Maintain Analysis Codes in the SOP Maintenance Menu

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2.2. Adding a Valuation to an Application

As the contractor the work applied for is going to be valued by the Customers Project Owners, Quantity Surveyor, Architect or Engineer and presented as a Payment Certificate.  The certificate contains the work approved for payment by the Customer, this is not always equal to the amount applied for.  We enter the payment Certificate supplied by the Customer as a Valuation against the Invoice.

Using the Customer Application Screen, you can add a Valuation to an Application by highlighting the Application and click the lower Add Button, on the Valuation half of the Window.  If there were any existing Valuations for the Application they would be shown in the Application Valuation Transactions box.

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When you click on Add the Valuation the Valuation Window is shown.

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Project Number – The Project number is automatically populated from the Customer Application (and the Application). This is not editable.

Customer Details (Code, Short Name, Post Code) – The Code is automatically populated from the associated Application.  This can be overwritten is required.

Project Description – Description of the Project.  This is not editable

Project PO Number – The Project PO Number if stored on the Project.  This is not editable

Reference – The Reference associated to the Valuation Invoice.  This is a required field

Valuation Date – The date of the Valuation, defaulting to today’s date.

Payment Date – A date field when the Payment is expected, defaulting to today date.  This is for reporting purposes only.

Invoice Date – The date of the Invoice.  This is updated when the Invoice is printed

Valuation Type – A selection of Invoice or Credit Note, depending on the Type of Valuation

Opening Balance – This sets the Valuation as an Opening Balance.  An Opening Balance Valuation doesn’t create an Invoice, or update the Nominal (apart from reversing the Application).  The Valuation will automatically be marked as Paid and won’t be editable once it has been saved.  Retention can still be created off the back of an Opening Balance Valuation.

Gross Valuation – The Gross Valuation value for the specific valuation.  This will update the Net Valuation based on whether there are any retention values.

Retention – The Retention value based on the Gross Valuation and retention(s) from the deduction tab.  This is not editable.

Net Valuation – The Net Valuation value for the specific valuation.  If the Net Valuation is entered, this will update the Retention and Gross values.

Discount % – Percentage main contractor discount percentage.  This will calculate the Discount Value based on the Gross value.  The Apply Discount first option, controls whether the discount is added before or after any deductions.

Discount Value – The main contractor discount value.  This will calculate the % value is entered.  The Apply Discount first option, controls whether the discount is added before or after any deductions.

Invoice Narrative – The Invoice Narrative appears on the Invoice.  This can be used to describe the work carried out so it appears on the Invoice.

Project Summary:

Application Gross – Total of the Application based on Project and Customer or the Application Group.  This is pulled from the related Application.

Application Net – The Application net value based on the Project and Customer or the Application Group.  This is pulled from the related Application.

Outstanding – The outstanding Gross amount remaining on the Application.  This is the Application Gross minus all associated Valuations.

Outstanding Net – The outstanding Net amount remaining on the Application.  This is the Application Net minus all associated Valuations.

Valued to Date – Total Valuations to date including the current Valuation

Nominal Analysis – This allows you to break down the Application into Multiple lines, either based on Project Header, Nominal, Narrative or Tax Code.  The total must equal the Gross Application.


2.3. Generate Invoices and Receipts

In order for the Invoice to be generated against the Customer, a Valuation must be entered first.  The Valuation is the agreed amount the Customer is going to pay and the Invoice is generated directly from the Valuation.  There are a number of ways you can generated the Invoice, which can be controlled from the Sage user role.  As an example you might want the Project Owner to enter the Application and Valuation but leave the Invoice creation to the Finance team.

Prior to Posting the Invoice, the Valuation must be printed.  From the Customer Application, highlighting the Valuation, click the Print Invoice Button:

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Prior to the Invoice printing you will need to confirm the Invoice Date, which will default to today’s date.  Once confirmed an Invoice will be produced.

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2.4. Post Valuation Invoice / Credit

After printing the Invoice (or Credit Note), the system will allow you to post the Invoice and Receipt.  This again can be done from the Customer Applications Screen as outlined below.  Often, but under specific circumstances the Posting of the Invoice is held until the Money agreed to be paid is in the bank so both the Invoice and the Receipt are posted at the same time.

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Alternatively, you can post Valuation from the Sage Menu.  This screen will allow you to either Post for a Single Document Number, Single Job or All Jobs.

  • Single Document Number: Select a specific Project and Document Reference to post
  • Single Projects: Select a specific Job and choose the Document you want to post
  • All Projects: Prompt display all Documents to choose what to post.

You can also Post the Invoice and Credit Notes, Payments & Receipts or Both at the same time.

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The example below will take you through posting both and Invoice and Receipt using the All Jobs option.

You will display a list of all printed Invoices or Credit Notes allowing you to select the ones you would like to Post.

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Once the Invoice or Credit has been posted you are then prompted to select the Bank the Receipt or Payment is being processed to/from.  If you were just posting the Receipt or Payment you would be prompted with this screen only.

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2.5. Retentions Release

When it comes to releasing any retention held there is the ability to release this as part of another application or as a Retention Release Application.

Retention Release included with an Application

The first option, is typical of the retention release as practical completion.  This would be included as part of a ‘final application’ and release part of the retention held against ‘practical completion’.

In order to release Retention as part of an Application, you first need to add an Application.  An Application has been added, which also included further retention, but this time the retention being held is only against the Defects, so a total of 2.5%.  To add an Application see here.

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This Application would then be certified (although the likely hood is the Final Application value had already been agreed prior to the Application).

A Valuation would be added as a standard Valuation, however on the deductions tab you would add a value in the Retentions Release filed:

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Once, that has been added, you need to select a Retention previously created to release by pressing the ‘Select Retentions’ button.

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You will then be prompted to select retentions from the Retentions Ledger, which displays a list of retentions that have been created against the Applications for the Project.  As we releasing the retention against ‘Practical Completion’ this is already pre-filtered into the retentions type filter (this can be changed if required).

A Release Amount needs to be entered in the highlighted column for all retentions that require releasing.  You need to ensure the Total to Release and Total Retentions selected are equal.

Once you have selected all the retentions that require releasing, press the release button.

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Once the retention has been selected for release, this will add a Retention Release line to the Valuation.  For this example we have the following:

  • Gross Valuation: 10,000
  • Retentions Held: – 250
  • Retentions Release: 500
  • Net Valuation: 10,250

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You would then post the Valuation Invoice with the Retention Release.

The Result of this would leave both Application with just Retentions waiting to be release for Defects on both Application 1 and 2.

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Releasing Retentions Only

When it comes to the release of the defect retention or just releasing retentions without an application, the release retention option can be used.  When looking at the Customer Applications screen not all applications will be show so you may have to change the Status filter to All or Retentions Only.  The default filter will only show Open Applications.

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On this Project there is 750 remaining on the Retention which I want to release.  After click the Release Retention button enter the amount that is being released (this again may have already been agreed between the QS or PM)

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The same a releasing a Retention via Application you are then prompted to select which retention are being released.  In this instance I am selecting more that one Retention to release ensuring the Total to Release value is the same as the Total Retentions Selected.

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The system will then create a Retention Release Application and corresponding Valuation.

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The Invoice can then be printed, posted and receipted as a standard valuation.


2.6. Reversing a Valuation

If a Valuation has been created or even posted in error, this can be easily reversed and will create the corresponding Credit/Debit to correct it.

Within Customer Applications select the Project Number, highlight the required line from the Outgoing Applications which will show the corresponding Valuation then click the Reverse Valuation button.

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A message box will be displayed asking you to confirm the reversal.  This explains that if you have already posted the Invoice and/or Receipt to the Customer Ledger account, then it will create and post the reversing transactions (Credit Note and Payment)

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Once confirming that you want to continue another prompt will appear to confirm the date of the reversal.  Change the Date to reflect the original valuation invoice, or the date you require the reversal to be posted – click OK.

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This will create a Credit Note and Payment where applicable.  If creating a posting

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To check these postings, you can open the Customer Transaction Enquiry screen by clicking the Transaction Enquiry button.

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Note: These Credits do not need to be posted via the Post Valuations screen they are done automatically; you only need to allocate them.


2.7. Single Valuation

A Single Valuation can be added and allocated against multiple applications, if the working being valued covers more than one Application.

You would load the Project within the Customer Applications screen and click the ‘Create Single Valuation’ button.

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This then loads a Single Valuation Entry screen, where the Project should be pre-selected, set and Valuation, Invoice and Payment date of the Certificate.

Select the Valuation Type (Invoice or Credit) and click Add to add a single valuation

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Select the Application line to be added to the Valuation.  At this point in the process you are adding these line by line.  Clicking next takes you through to the Valuation screen to be added for this Application.

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This part of the valuation is entered in the same as a valuation directly related to a single application

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When saving this valuation, it takes you back to the Single Valuation Entry screen.  You would repeat the process, adding in the applications, to create a single valuation.

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You can Edit and Remove the valuations, that have been added if required.

Clicking click Confirm will process the Valuation

The Invoice line will show against all Application lines entered on the Single Valuations, you can print the Invoice from any of these Applications:

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Each line entered on the valuation appears as a separate line with the associated comments on the invoice.

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Once the invoice has been printed you will then be able to post it using the two methods as outlined previously.

Because there are multiple lines to this valuation, when you click Post you get the option to decide to post the full invoice amount or not. Click Yes to post the full amount.

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When posting the receipt to the invoice, the Transaction Date is pulled through from the Valuation screen (and may be changed if required). Select the Bank from the Bank A/C drop down list. Pay this time is the total of the valuations and could be changed if needed. Allocate this time is pre-populated with the figures from the valuations.

Click Post to continue, the Post Complete confirmation will then be generated.

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2.8. Final Application

At the end of the Project or when the Project is coming to an end and the final application has been finalised with the Customer there are number of options.

  1. Create a Single Valuation for the outstanding unpaid applications.
  2. Create a Final Application to write down any unpaid applications and create an application of the final agreed amount

In the Customer Application screen, with the Project select, click the Final Application button:

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This will load the Final Application Window.  This will show you the outstanding amount remaining against all open applications, the New Gross Application Column will show the current application value on load.

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When you select an Application Line, this automatically update the New Gross Application Value to equal the current Valuations that are allocated against that Application.  This New Gross Application can be updated if required to be the Final Application Value.  In this example, there isn’t going to be any further Valuations against the Applications so we are reducing the remain balances to equal the current Valuation.

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Once the new values are accepted, you can then allocate the new Gross and Retention Values to the Nominal Lines.  The screen will show you the New Gross Total, New Net Total and Remaining Retention Value to advise you of what is required.

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Once you confirm the amended values, the Application are then updated with their new Gross Application Value.  In this instance the Status of the Application move to ‘Retention Only’ as they are only waiting a Retention release.


2.9. Opening Balance Valuations

Opening balance valuations are predominately used to show the opening valued amount when bring over certified applications from another system.  Doing this also ensures you have the correct Opening Balance Retentions on Projects

In this example, there have been 2 previous application prior to moving over to Sicon Construction with a cumulative application value of 62,000, as the history of the individual applications isn’t required a single application for 62,000 has been entered.  This also creates any retentions they would have been outstanding.

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As part of this Project, 54,000 had already been valued and posted to the Sales Ledger as an Invoice, thus only requiring the outstanding balance of 8,000 (including Retention) to be valued at a later date.  When adding the Valuation Certificate for this, we are using the ‘Opening Balance’ flag.  This tells the system that nothing is further needed with this Valuation, no nominal posts are made, and no Invoice or Receipts are created off the back of it.

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2.10. Writing off Applications

There are a number of different methods of writing off Application values depending on the scenario.  If you are reducing down the outstanding Application values to prepare a Final Application then you can use the Final Application option.

If you are reducing down the Application of a specific Application as the value is never to be received, you can edit an Application and reduce the gross Application value to be what is required.  As an example, previously, we had an opening balance Application for 62,000 and a Certified value of 54,000.  The 8,000 difference isn’t going to be received, so we can edit the Application and reduce the gross application value to 54,000.  At this point, you would also need to adjust the nominal analysis to match the new Application Value

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If this reduced the Application to the amount that has Valued, then the Application Status, is either moved to ‘Retentions Only’ if there are outstanding Retentions, or Paid if not.

Another method of writing off an application is to enter a negative Application.  This method is ideal if the Valuation has already been Invoiced.  As an example, an Application has been added for 20,000 and been Valued and Invoiced.

A negative Application is then added to the Project for the amount that is being written off.  In this instance, it is a full reversal of 20,000.

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You would then need to Value this Application using the Credit Note option, which would also need to be printed and Posted to reverse off the Invoice Post to the Customer Ledger.  This has an impact of the cumulative values of the Project reducing the cumulative value applied for.

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Another option available if an Application was added incorrectly, is to delete the Application.  You are able to Delete applications if they have not been valued.  This will delete any Retentions created related to that Application.

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The system will prompt prior to removing the Application.  Selecting ‘Yes’ will remove the Application.

NOTE: Deleting an Application will consume an Application Reference.  In the example, P00007/AP0005 would be the next Application Number

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2.11. Writing off Valuations

If a Valuation has been entered incorrectly, similar to writing off Application there are a number of scenarios and methods that can be used, which can be dependant on the current status of the Valuation.

If a Valuation had been entered against an Application, and the Values or References where incorrect prior to posting the Invoice to the Sales Ledger, you can edit and amend the Valuation.  Highlighting and click Edit Allows you to do this.

Once the Valuation has been printed, certain values cannot be changed.  As an example, on printing the Invoice No. is reserved for when you post the Invoice and the Invoice date is set.  If the Invoice date is incorrect at this point, then you can delete the Valuation and re-enter, however the Invoice No. would be consumed.  You can still Edit the Valuation and change the values and re-print the Invoice at this point.

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If you want to record and audit type trail of the Valuations that have been entered, rather than Deleting and re-entering, you can use the Reverse the Valuation using the Reverse Valuation Button.

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The system will then create a Credit Note for the incorrectly posted Invoice.

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If the Invoice had been printed and post and you need to correct, you will always need to use the Reverse Valuation option.  In this instance the routine, will also post a credit note to the Customer Account.  If the Payment for the Invoice had also been Posted, this routine will also Post the Receipt.

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2.12. Writing off Retention based on Application

The Retention Value is created in the system based on the Application.  In some cases, the Valued amount on the Application, is going to be the total amount received for the application and thus the relevant retention.  In this instance, editing and reducing the Application and Retention Values will reduce the Retention amount held.

If the case is that you have a Valued Retention value that isn’t going to be received or you want to write off part of a Retention, then the following steps will remove the Retention from you Retentions Ledger.

The first step is actually releasing the Retention, using the Release Retentions button on the Customer Application.

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You then want to add the Retention amount you want to write off.

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Once you have entered the amount you want to write off then you are shown the Retention Ledger and the Retention values currently associated to the Project.

Select the Retention you want to write off and adjust the Released Amount where applicable and select Release.

Sicon Construction Help and User Guide - 1.12-3

This will create a Retention Release Application with an associated Valuation.

Sicon Construction Help and User Guide - 1.12-4

You will then want to Edit the Associated Valuation, mark the Valuation as an Opening Balance and if required, make a comment on the Narrative that this is a Retention Write Off.  As the Valuation and Associated Retentions are now mark as opening balance the don’t have an impact on the Application apart from reducing the balance on the Project.

Sicon Construction Help and User Guide - 1.12-5


3. Customer Applications Ledger

The Application Ledger allows you to enter Applications, Valuations, Print Invoices, Release Retentions, Reverse Valuations and Amend Allocations all from the one area.

From the Construction menu, select Applications, Customer and Applications Ledger.

The Job Number needs to be entered as the primary search criteria.

When you have selected the Job – the Job Description, Job Manager and Job PO Number will pull through as entered when the job was created, these fields are not editable here and need to be updated from the job itself.


3.1. Adding an Application

Click Add Application to enter a new application for this customer and populate the fields as shown below.

  1. This is the Job number and is automatically populated from the main screen
  2. Customer details – linked to the Job
  3. Job Manager – pulls through from the Job if set, this can be entered manually
  4. PO Number – pulls through from the Job if set (this cannot be amended or entered here)
  5. Application Date – defaults to today but can be changed
  6. Expiry Date – if not paid by this date, assumes payment will be made in full
  7. Valuation Date – date the valuation needs to be completed by
  8. Pay Less Date – the date you must be notified of a Pay Less notice:
    https://www.designingbuildings.co.uk/wiki/Pay_less_notice_for_construction_contracts
  9. Reference – combination of the Job number and Application number which is system generated
  10. 2nd Reference – free text field
  11. Cumulative Gross – this figure updates each time another application is added to the job
  12. Gross Application – the amount being applied for this time (if the Cumulative Gross figure is updated, this will automatically calculate the figure and populate into the Gross Application field)
  13. Discount % – Input the percentage discount to be deducted (this will automatically update the Discount Value field. If Discount Value is populated, this will update the Discount %). Apply Discount First – if this is checked, any discount will be deducted before any retentions
  14. Risk Amount – amount not realistically expected to receive

Query Flag – can indicate if the application is queried by using a one-character flag, this can be used as a marker to be identified on reports

Where you need to generate a retention against the application, select the Deductions Tab. Values in here will default to the values on the job if configured on the Construction tab of the job.

Sicon Construction Help and User Guide - Deductions tab

On the Deductions tab you can set

  1. Works (Practical Completion) retention this can be a % amount or value, if you enter a value this will update the percentage field. Enter a Due Date for the retention release – this is a mandatory field
  1. Works (Defects) the amount you want to retain against defects
  2. Materials (Practical Completion)
  3. Materials (Defects)

NB: The Due Dates are mandatory fields and must be entered for each Retention.

The Note tab allows you to enter a note against the application, these notes will appear on the Valuation Invoice when it is produced.

Memo tab also allows a note to be created against the application however, this will also store the Date, User and Memo details.

The Accumulations tab will display all applications to date for this job.

In the Applications Ledger, when the application has been entered, this will add a line into the Transaction List and will show as a Type of Application. The Applied For value is a cumulative field and updates with each new application.


3.2. Adding a Valuation

To create a Valuation, click the Add Valuation Button.

Sicon Construction Help and User Guide - add valuation button

  1. Reference for the Valuation is a mandatory field
  2. Gross Valuation – figure entered here will update the Net Valuation
  3. Net Valuation – if the value is entered here it will back populate the Gross Valuation
  4. Retentions – this will calculate from the percentage input on the Application
  5. Discount – can be entered as a percentage or value and will back populate the one that has not been populated, this can be applied before or after the Retention
  6. Opening Balance – if this is ticked the Valuation will be created on the system with no nominal postings
  7. Valuation Date – will default to today’s date but may be changed
  8. Payment Date – also defaults to today’s date but should be amended to the date you expect to be paid
  9. The Invoice Narrative is a Free Text field and allows you to enter details that you want to appear on the invoice.

Click Save to Continue.

When creating valuations from the Application Ledger, if there is more than one application you have the option to stipulate which application(s) the valuation is linked to.

In this example you can either click Auto Allocate and the Allocate This Time field will update or you can populate the Allocate This Time field.

Click Save to return to the Customer Applications Ledger and finish creating the Valuation.


3.3. Print Invoice

To print the invoice, highlight the Valuation line (the Valuations Job Totals field now shows the amount of the valuation and will update with each new valuation added) then click Print Invoice.

Change or confirm the date for the invoice.

The invoice is produced with the details below:

  1. Application Reference – a combination of the Job Number and Application Number
  2. Date – Invoice date (that may be changed on invoice generation)
  3. Invoice Number – takes the next available invoice number from Sage
  4. Account Number – Sage Customer Account Number
  5. Job Number
  6. Job Description
  7. Cumulative figure of all applications for this job
  8. Valuations – cumulative valuations to date
  9. Invoiced – amount previously invoiced
  10. Paid (Including Tax) value paid to date against valuations on this job
  11. This – figures for the current valuation, this shows any discount and Retentions that have been flagged against the valuation together with the Tax (VAT) Rate and Value and shows the Total to be paid this time

3.4. Post Valuation

To Post the Valuation you need to select Post Valuations from the Customer Applications menu.

The default is for Invoices & Credits only, Single Document Number but these can be changed as required.

  1. All Jobs – will change the view so you don’t see the Job and Document drop down fields or the Invoice and Credit Note radio buttons
  2. Single Job shows only the Job drop down field
  3. Single Document Number shows all options as above

Using the settings shown above, select the Job and document number and click the Post button.

Confirm Post complete message.

From the Post Valuations screen, select Payments & Receipts Only followed by the Job Number and the Invoice Number. Click Post.

The Transaction Date is pulled through from the Valuation but may be changed if required, the 2nd Reference field shows the Valuation Reference input – this will appear in theCustomer Transaction Enquiry screen. Select the Bank A/C from the drop down list, the Pay this time amount can be amended but will default to the amount on the valuation.

Click Post to complete the transaction.

In the Customer Transaction Enquiry screen the Invoice and Receipt are shown as Fully Allocated and the Valuation Reference is shown in the 2nd Reference field.

In the Applications Ledger the view is now updated to show the different transactions that have taken place for this job.


3.5. Filter Transaction in the Application Ledger

Transactions can be filtered by using the Filter drop down list to make your selections – the default is for them all to be ticked. Untick to remove the options from the view.


This view has been filtered to only show Retentions, therefore only the Retention figure shows in the Job Totals column.


3.6. Deleting Applications

Applications can be deleted from the system before a Valuation has been created however when this is done, the Application number is removed from the system – see example below:


3.7. Application Ledger Valuations

When making valuations for subsequent applications via the Application Ledger, the Job Summary totals are cumulative which is different from when the valuations are done from the Customer Applications screen.

Enter the Valuation Reference, Gross Valuation (or enter Net Valuation which will back populate the Gross Valuation amount). If a discount is to be given, it can be entered here and can be flagged to be applied before the retention is deducted or afterwards if the tick is removed.

Sicon Construction Help and User Guide - Image

Click Save to continue to the Allocations screen.

Sicon Construction Help and User Guide - Deleting Applications

Auto Allocate will allocate to the oldest outstanding application first and if there is a remaining amount this will be allocated next.

Click Save to continue to the Allocations screen.

If you want to allocate manually, click into the Allocate This Time field for the required line and enter the amount to allocate – click Save.


3.8. Invoice Printing

Invoice printing and posting is handled in the usual manner.


3.9. Application Import

Applications can be imported into the Construction module using the CSV File generated from within Import Customer Applications.

Click the Template button to generate an xlsx file.

Sicon Construction Help and User Guide - import template

This gives details of what can be imported and the mandatory fields.

This is the CSV file and is the one that is used for the import – if the file is not saved as a CSV you will not be able to find it to run the import.

From the Application Import screen click the Find button and select the file you have populated.

Click the Check button to validate the information on the file – any errors will be highligted and when you hover over the ‘problem’ you will see a tip that tells you what needs to be corrected.

When the errors have been corrected and the file is checked, the Import button will be active. Click to action the import.


4. Customer Valuations


4.1. Generating a Valuation

To generate a valuation against the application, highlight the application in the Outgoing Applications section of the screen then click Add.

Sicon Construction Manager

Sicon Construction Manager - Applications and Valuations

  1. Reference – mandatory
  2. Valuation Date – this will default to the date the valuation is raised
  3. Payment Date – enter the expected date payment is to be received
  4. Valuation Type – Defaults to Invoice but can be changed to Credit Note if a credit is to be raised against the application.
  5. Gross Valuation – Gross amount for this valuation, can also enter a Net Valuation and this will update the Gross figure
  6. Retentions – calculates using the percentages entered on the Application (details can be viewed/amended by clicking the Retentions tab)
  7. Discount % – if a discount has been entered on the Application it will appear here. If you need to give a discount against the valuation it can be added here this will update the Discount Value field (entering a Discount Value will update the Discount %). Tick Apply Discount First is this shoud be deducted before the Retention
  8. Tax Code – can be changed here, if the Application was raised excluding VAT the Valuation can be generated including VAT

Click Save when all details have been entered.

To print the valuation invoice, highlight the Outgoing Application line in the top section of the screen then click on the Application Valuation Transaction in the bottom half of the screen.

Click Print Invoice.

Sicon Construction Manager - Customer Applications - Print Invoice

Amend the invoice date if required as this is the date that will appear on the invoice.

Sicon Construction Manager - Customer Applications - Amend Invoice

Click OK

Sicon Construction Manager - Customer Applications - Invoice

To post the invoice, highlight the Outgoing Application line in the top section of the screen, click on the Application Valuation Transaction in the bottom half of the screen then click Post Invoice.

To post the receipt, highlight the Outgoing Application line in the top section of the screen, click on the Application Valuation Transaction in the bottom half of the screen then click Post Receipt.

Sicon Construction Manager - Applications and Valuations Post Complete

Select the Bank Account from the drop down list. Amend the Transaction Date (this is the date that will link through to the Cash Book Transaction Enquiry screen).

Enter the amount in the Pay this time field.

Click Post to complete the transaction.

Sicon Cosntruction Manager - Receipt Bank Selection Screen
If there are outstanding receipts on the account when you click on Post Receipt, you will be presented with the following dialog box.

Sicon Construction Manager - Select Outstanding Receipts to Allocate

Select Yes to allocate them to this application.

Any outstanding receipt will be displayed. Enter the amount to allocate and click Next.

Sicon Construction Manager - Select Outstanding Receipts to Allocate 2
Enter the amount in the Pay this time field.Select the Bank Account from the drop down list. Amend the Transaction Date (this is the date that will link through to the Cash Book Transaction Enquiry screen).

Sicon Cosntruction Manager - Receipt Bank Selection Screen 2

Click Post to complete the transaction.


4.2. Creating Single Valuation for Multiple Applications

Select the Job, click Create Single Valuation then Add. Tick the first application line you want to create a valuation for and click Next.

Populate the Valuation details and Save.

Click Add to repeat the process as per the screenshots below:

Input an Invoice Date (if you try to confirm without entering one you will get the message below).

Click Confirm.

Each application line included on the single valuation will have a valuation line displayed when you select the outgoing application.

Click Print Invoice – the invoice generated will show all application lines selected for the valuation.

Post Invoice will display a message stating that it is linked to multiple applications.

Post Receipt also shows all lines linked to the valuation.


4.3. Reversing a Valuation

To reverse the valuation (only to be used if the valuation invoice has been generated and received), highlight the Outgoing Application line in the top section of the screen, click on the Application Valuation Transaction in the bottom half of the screen then click Reverse Valuation.

Sicon Construction Manager - Customer Applications - reverse application

You will then get a dialogue box asking you to confirm that you want to reverse the transaction.

Clicking Yes will open the Receipt Bank Selection screen. Change the Transaction date as applicable (this is the date that will appear in the Cash Book Transaction Enquiry screen), select the Bank Account the Credit is to be applied to and click Post.

Sicon Construction Manager - Receipt Bank Selection - Applications and Valuations

The reversal will now show in the Application Valuation Transactions section of the screen as a Credit Note. The Document Number is the next available Credit Note number generated from Sage.

Sicon Construction Manager - Customer Applications - Outgoing Adjustments

Highlight the Credit Note line and click View to see details of the Credit Note transaction. These details are view only and not amendable.

Sicon Construction Manager - Valuation - Valuation Details Tab

Opening Balance Application

Enter the Application details for the Opening Balance including discounts and retentions as applicable.

Sicon Construction Manager - Amend Outgoing Application

Highlight the Outgoing Application line and click Add in the Application Valuation Transactions section.

Enter the Reference (mandatory), Gross Valuation amount and tick Opening Balance. Any discount/retention applied to the application will be calculated against the Gross Valuation amount and update the Net Valuation field.

Sicon Construction Manager - Valuation details showing regerence and gross value fields

Click Save.

The Application Valuation Transactions section is updated to show this is an Opening Balance Transaction and that it has been Invoiced and Received. The Post Invoice and Post Receipt buttons are greyed out as they cannot be used against this transaction.

Sicon Construction Manager Help and User Guide - Application Valuation Transactions

When you add the next application for this job, the cumulative values reflect the opening balance details.

Sicon Construction Manager Help and User Guide - New Outgoing Application


5. Supplier Applications

Purchase Orders can now be linked to Supplier Applications.

In order to do this, you have to amend each supplier account as required to flag this option.

Select the Construction Tab then tick Use Supplier applications to finish purchase orders.

Construction Manager Help and User Guide - Supplier Applications

When retentions are to be applied to the account, this can also be set and separated out by the 4 different types as shown above. The Retention duration field is mandatory and you will not be able to save the details until this is populated.

Should you wish to cap the amount of retentions for the supplier, tick Enable Capped Retentions and enter the Limit – this will allow retentions to be generated up to this amount.

Click Save.

In Job Costing, Maintenance, Amend Jobs, select the Construction Tab and change the Billing Method to Application and Save.

Construction Manager Help and User Guide - Supplier Applications

Enter a Purchase Order selecting the Job(s) that are flagged for Billing Method Application and Goods Receive as per your Sage settings.

If you try to Record the Invoice through Purchase Orders you will get the following message:

From the Construction Menu select Applications, Supplier then Supplier Applications.

Select the Job from the drop down list and click Add.

Select the supplier account using either Code, Short name or Postcode. If required, a Job Manager can be assigned to the application.

From the Linked PO drop down list chose the order then the associated PO Line (Note: this is a one to one link, if there are multiple lines on the PO they have to be entered as separate application lines).

Populate the Gross Application figure.

The nominal Analysis details may be changed here if required.

Click Save.
To create the Valuation, select the Job from the drop down list and click Add below the Application Valuation Transactions section of the screen.
Enter a Reference, Gross Valuation figure and a narrative if required.

Click Save.
Note: There is no need to enter a retention figure here as this will be created when the invoice is produced.
To print the certificate, highlight the Valuation line, click Generate Certificate.
Tick the line, enter the QS Reference and any notes then Print.

When the certificate has been printed, click Post Invoice to open the Record Purchase Invoice screen.
Enter the goods value and VAT value for the PO line then click Accept and Post.

If there are outstanding PO Lines you will get the message below, click Yes to continue.

Check all details are correct and click Save.

If the invoice is for a Subcontractor, depending on the CIS Settings (Calculate deductions using Supplier account percentages) you will be able to enter the split between Labour and Materials as below:

Enter the Labour percentage or tick Enter Value and input the invoice value for the labour amount in the field to the left of the tick box. The percentage field will calculate automatically.

Where the amount is less than 100%, the remainder of the invoice amount will update into the Materials field – if a portion of this is not materials, e.g. Agency Fees, this can be entered manually into the Other field.

Where a retention is set against the supplier account, this information will be populated and can be overridden if required either by changing the percentage figure or the Value.

The system calculates the retention from the Gross figure e.g.

£500 labour less 5% retention = £475 less CIS @ 20% = £95

£100 materials less 5% retention = £95

When you OK to save this information you will get confirmation of the credits generated against the invoice:

These are automatically allocated against the invoice in the Supplier Transaction Enquiry screen so when payment is made it is for the reduced amount.

The invoice is showing as Part Allocated, the Retention Credit Note is fully allocated against the invoice and has the same reference as the invoice with a suffix of RET and the CIS Credit Note is also fully allocated against the invoice – this too has the same reference as the invoice however to denote this is the CIS credit note it has a suffix of C.

Supplier Applications can also be created without having to be linked to a PO. In this case the Job would remain with a Billing Status of Sales Order.

The application is started in the same way as before by selecting the Job number from the drop down list and clicking Add.

This time, there is no link to a PO or PO Line.

The supplier account is selected and a Job Manager (if required). Gross Application figure needs entering (if you have an application already generated, you could enter the Cumulative Gross figure which would update the Gross Application figure).

Amend the Nominal Analysis if necessary and click the Retentions Estimate tab.

Enter the % amount or the Retention Value together with a Due Date for all types or retention to be created and click Save.

Create the Valuation line – select the Job from the Supplier Applications screen and click Add against the Application Valuation Transactions section of the window.

The minimum detail in this screen is Reference and Gross Valuation. Valuation Date, Payment Date, Employee, Discount, Narrative and Nominal Analysis are all editable as required.

When all details are populated click Save.

Generate the Certificate and Post Invoice as before.


6. Print Supplier Application Certificates

Print Supplier Application Certificates

On opening this window, it will automatically show all Application Certificates. This view can be refined by entering filters – Account details, Application Date From and To, Valued Date From and To, Reference and Hide lines already printed.

Tick the Applications you want to produce certificates for, input the QS Reference and enter an Approved Date then click Print.


7. Subcontractor Purchase Orders

Within the Construction Module there is now the ability to enter Subcontractor Purchase Orders.

From the Construction menu select Subcontractor Purchase Orders.

Click Subcontractor Purchase Order List to load the list view – this will give access to icons at the top of the screen to create a new order, amend an order and record a subcontractor application.


7.1. New Order

Click the New Order Icon or select from the menu.

Chose the Job Number and Supplier to create the order for, click Add Items.

On the Purchase Order Line entry, you can select between Stock and Measured Works. The Stock Option allows you to enter a Quantity as well as a Unit Price, Measured Works is Unit Price only.

Enter an Item Description, Unit Price, Job Header and select to either Manually or Automatically Receive. The Nominal A/C will update with the default one set against the Job Header and may be changed if required.

Click Save to continue and add extra lines.

The order lines show as below – the Stock items with quantities are displayed with a value in the Quantity column as well as Unit Value and Line Total, Measured works have no Order Quantity.

Click the Line Quantities Radio Button to see the order quantity / received for the lines entered.

Clicking the Application Detail Radio Button shows the % and value applied for as the subcontractor applications are recorded against the Purchase Order.


7.2. Receive Stock against PO

Select the Order from the Subcontractor Purchase Order List or click on Amend Purchase Order from the Menu.

If selecting from the Menu item, you will need to enter a Job Number as the minimum search criteria before clicking Display.

Highlight the required PO in the list and click Amend (if selecting Amend from the list view you need to highlight the required PO from the list before clicking the Amend Order icon).

To manually receive stock, click the Line Quantities Radio Button, click in the Received Column and input the amount to receive this time (this function can be repeated until the stock is fully received).

Measured Works need to be updated with % Complete prior to recording an application.

Click Save and Process to continue.


7.3. Record Application

From the list view highlight the purchase order and click the Record Subcontractor Application icon (alternatively select from the menu and enter the required Job Number and click Display).

Tick the lines to create the Application for – the example below is to create an application for both lines.

Measured Works need an Apply for Value entering and Stock items require a Quantity which updates the Apply for Value column.

Click Create Application to continue.

The application screen is pre-populated with details from the Purchase Order – the fields below are editable.

  1. Application Date
  2. Expiry Date
  3. Invoice Number – Supplier Invoice number
  4. Query Flag – for reporting purposes only
  5. Discount % – tick to apply discount before retentions are deducted if required
  6. Discount Value – enter a monetary amount as oppose to a percentage

On the Deductions Tab tick Enter Value to say how much of the application invoice is Labour, this will automatically work out the Material value. The CIS rate is picked up from the Supplier account and the CIS Due is calculated using this figure.

Click Save to continue.


7.4. Create Supplier Valuation

From the Construction Menu, select Applications, Supplier, Supplier Applications.

Enter the Job Number and Supplier Code (Job Number is the minimum requirement, as you can have multiple suppliers linked you may want to filter by supplier).

Highlight the Incoming Application line and click Add at the bottom of the screen to enter the Valuation details.

The Invoice Number entered on the Application line is pre-populated on the Valuation. Enter the Gross Valuation (if you have entered a discount on the application this will also be displayed here). Text can be added to appear on the Certificate for the subcontractor.

NB: On the Deductions tab (if you have a split between labour and materials) you need to enter the labour value again to ensure the CIS calculation is done.

Click Save to continue.

Highlight the Valuation Line and click Generate Certificate.

Ensure the line is ticked, enter QS Reference and Notes as required and click Print.

Payment Certificate.


7.5. Post Valuation

From the Construction menu select Applications, Supplier, Post Valuations.

From the options available, if you select Single Document Number you will need to input the Job Number and select the document number, All Jobs will post for all and Single Job requires the job number to be selected and all outstanding transactions from the Application will be posted.

Click Post to create post the Valuation, confirm the Date for the invoice.

A CIS Credit is automatically generated where the application and supplier account was flagged for CIS Deductions.

The invoice in the Supplier Transaction Enquiry screen shows as Part Allocated as the CIS Credit is automatically linked to the invoice.


8. Construction Sales Orders

Within Construction you can create Sales Orders which can be converted to applications.

From the Construction menu select Sales Orders.

Click Construction Sales Order List to load the list view – this will give access to icons at the top of the screen to create a new order, amend an order and create an application.


8.1. New Order

Click the New Order Icon or select from the menu.

Chose the Job Number, this will display the Customer that is linked to the Job then click Add Items. (Note: The Job will need to be edited to change the Billing Method on the Construction tab to Applications).

The PO number is the one linked to the Job and is not editable, the document date defaults to today’s date and you can enter a Promised Delivery Date.

Default Job Header can be entered at this level or against each order line as they are created.

When adding sales order lines, you have the option to select between Standard Item, Free Text Item and Comment Line. Selecting the Standard Item allows you to select the Product Item Code or Name and the appropriate Warehouse together with Quantity and Unit Price.

Choosing Free Text Item allows you to select between Stock which gives Quantity and Unit Price fields or Measured Works which is Unit Price only.

Delivery Addresses can be linked to the order via the Delivery & Analysis tab, this is linking through to the Sage SOP Delivery Address fields.

In the Customer Delivery Address screen, you can add new delivery addresses (or select from any that are already there), sub locations can also be identified.

 

Click Save and Process when all details have been added to the order.

Depending on the Settings (Construction > Utilities > Settings) you may need to manually enter an order number and allocate stock – the example below is for the system to generate the order number and Auto Allocate Stock.

Clicking the Line Quantities radio button displays the stock that has been allocated to the order for Stock Items and % Complete for Measured Works Orders.

Click into the Despatched field to update the amount of stock despatched and into % Complete to flag how much of the Measured Works is complete.

From here you can print Picking Lists and Despatch Notes.


8.2. Create Application

From the Construction Sales Order List view, select the Sales Order to create the Application for and click Create Application.

As the Sales Order has been selected, the Job Number is automatically populated.

Tick the lines to create the application for (they don’t have to be done all together), input the quantity for the stock item which will update the Apply for Value column and for the Measured Works line enter the amount in the Apply for Value column.

Click OK to generate the application.

NB: This can also be accessed from the Create Application menu item – when the screen opens using this option you will need to enter the Job Number and click Display to continue.

  1. This is the Job number and is automatically populated from the main screen
  2. Customer details – linked to the Job
  3. Job Manager – pulls through from the Job if set, this can be entered manually
  4. PO Number – pulls through from the Job if set (this cannot be amended or entered here)
  5. Application Date – defaults to today but can be changed
  6. Expiry Date – if not paid by this date, assumes payment will be made in full
  7. Valuation Date – date the valuation needs to be completed by
  8. Pay Less Date – the date you must be notified of a Pay Less notice:
    https://www.designingbuildings.co.uk/wiki/Pay_less_notice_for_construction_contracts
  9. Reference – combination of the Job number and Application number which is system generated
  10. 2nd Reference – The Construction Sales Order Number (not editable)
  11. Cumulative Gross – this figure updates each time another application is added to the job
  12. Gross Application – the amount being applied for this time
  13. Discount % – Input the percentage discount to be deducted (this will automatically update the Discount Value field. If Discount Value is populated, this will update the Discount %). Apply Discount First – if this is checked, any discount will be deducted before any retentions
  14. Risk Amount – amount not realistically expected to receive

Query Flag – can indicate if the application is queried by using a one-character flag, this can be used as a marker to be identified on reports

Where you need to generate a retention against the application, select the Deductions Tab. Values in here will default to the values on the relevant job if configured when creating the job.

On the Deductions tab you can set

  1. Works (Practical Completion) retention this can be a % amount or value, if you enter a value this will update the percentage field. Enter a Due Date for the retention release – this is a mandatory field
  2. Works (Defects) the amount to be retained against defects
  3. Materials (Practical Completion)
  4. Materials (Defects)

NB: The Due Dates are mandatory fields and must be entered for each Retention.

The Note tab allows you to enter a note against the application, these notes will appear on the Valuation Invoice when it is produced.

Memo tab also allows a note to be created against the application however, this will also store the Date, User and Memo details.


8.3. Adding a Valuation to an Application

Search for the Job in the Customer Applications screen, highlight the Application line you need to create the Valuation for, click the Add button at the bottom of the screen.

The Job Number, Code, Short Name, Post Code, Job Description and Job PO Number are all populated from the Application line details.

Application Gross and Application Net figures are also brought forward from the Application.

  1. Reference for the Valuation is a mandatory field
  2. Gross Valuation – figure entered here will update the Net Valuation
  3. Net Valuation – if the value is entered here it will back populate the Gross Valuation
  4. Retentions – this will calculate from the percentage input on the Application
  5. Discount – can be entered as a percentage or value and will back populate the one that has not been populated, this can be applied before or after the Retention
  6. Opening Balance – if this is ticked the Valuation will be created on the system with no nominal postings and will not update against the job. In order to see a value in the Job Costing enquiry screen you would need to import a SL Invoice to the same value.
  7. Valuation Date – will default to today’s date but may be changed
  8. Payment Date – also defaults to today’s date but should be amended to the date you expect to be paid

The Invoice Narrative is a Free Text field and allows you to enter details that you want to appear on the invoice.


8.4. Generate Invoice

To generate the invoice, highlight the Valuation Line and click the Print Invoice Button.

You will then have the option to change the invoice date if required or click OK to continue with the default date of today.

The Invoice is generated and displays the information as shown below.

  1. Application Reference – a combination of the Job Number and Application Number
  2. Date – Invoice date (may be changed on invoice generation)
  3. Invoice Number – takes the next available invoice number from Sage
  4. Account Number – Sage Customer Account Number
  5. Job Number
  6. Purchase Order Reference – entered on Job creation
  7. Cumulative figure of all applications for this job
  8. Valuations – cumulative valuations to date
  9. Invoiced – amount previously invoiced
  10. Paid (Including Tax) value paid to date against valuations on this job
  11. This – figures for the current valuation, this shows any discount and Retentions that have been flagged against the valuation together with the Tax (VAT) Rate and Value and shows the Total to be paid this time

8.5. Post Valuation

To Post the Valuation you need to select Post Valuations from the Customer Applications menu.

The default is for Invoices & Credits only, Single Document Number but these can be changed as required.

  1. All Jobs – will change the view so you don’t see the Job and Document drop down fields or the Invoice and Credit Note radio buttons
  2. Single Job shows only the Job drop down field
  3. Single Document Number shows all options as above

Using the settings shown above, select the Job and document number and click the Post button.

When the post has done, you will get a Post Complete message.

From the Post Valuations screen, select Payments & Receipts Only followed by the Job Number and the Invoice Number. Click Post.

The Transaction Date is pulled through from the Valuation but may be changed if required, the 2nd Reference field shows the Valuation Reference input – this will appear in theCustomer Transaction Enquiry screen. Select the Bank A/C from the drop down list, the Pay this time amount can be amended but will default to the amount on the valuation.

Click Post to complete the transaction.


9. Import Applications

Customer Applications can be imported using the import tool below.

Sicon Construction Manager Help and User Guide - Application Import screen

Click Template to open file number 1 – this identifies the Mandatory Fields to be populated in the Sample, file number 2.

Sicon Construction Manager Help and User Guide - Application Import screen

Input the required details into the Sample file and name as required. This is a CSV file and should be saved as such.

Click Find to locate the file then click Check to validate the details in the file. If any of the details are incorrect they will show in Red and you will get a description as to what needs to be changed.

Action any changes, re-save the file, find and Check again. When all the details are correct the Import button will be active.


10. CITB Settings

CITB Deduction rate: This is the percentage of the invoice value that will be deducted for the CITB levy.

CITB Company Contribution: Where the company pays the CITB levy you can specify the expense account to debit and the control account to credit when creating this journal.

CITB Recharge: Where the suppliers are to be re-charged for the deduction of a CITB levy this nominal is configured so that when the credit note is created and applied to the supplier account it will be posted to the CITB nominal control account.

The CITB functionality on this module allows a posting to be created for the CITB levy. This can happen in two ways:

  1. The company pays the CITB levy for all the subcontractors.
  2. The Subcontractor is recharged for the CITB levy and a deduction is made from their account.

11. Relevant Contract Tax

The CIS Help and User Guide details the features and settings of RCT in the Sicon CIS module for Sage 200. The Help and User guide for this module can be accessed from the link below:

Sicon CIS Help and User Guide

12. Period End

End of Period Settings: Job costing can be configured to use period end balances. When this process is run it will create total balances for each job and job header. These figures are then available for enquiry and reporting purposes and will not be affected by transactions entered with dates in these closed periods (similar to Sage 200 nominal closed periods).


Job Period Enquiry Settings: These options change the format of the displayed information on the Job Enquiry screen.

Sicon Construction Manager MI Enquiry


13. Customer Retentions

Retentions created against Customer Applications MUST be released from the Application module.

The Retentions Settings need to be configured before you can create any retentions.

From the Construction menu select Applications, Customer, Customer Applications.


13.1. Creating a Customer Retention

Search for the Job Number to display the list of Applications, you can change the Status (the default is Open) between All, Open, Paid and Retentions only.

Sicon Construction Help and User Guide - Creating a customer retention

Applications only update to Paid when the retentions have been released too.

The difference between Retentions (Est) and Retentions (Actual) figures is that the Estimated figure is calculated on the Gross Application amount whereas the Actual figure is updated from the Valued amount and unless the Gross and Valued figures are the same there will always be a difference.


13.2. Release Single Retention

To release a single retention from an application, select the Job, highlight the Application line the retention is to be released from then click the Add button at the bottom left of the screen.

Click the Deductions tab and enter the amount for the retention to be released (Note that is you enter the figure in the Works Practical Completion fields this is the retention type that will be displayed when the ledger is shown), then click the Select Retentions button.

Click OK to proceed from the Valuation message shown to the Retention Ledger.

The Ledger will display all the lines of Retention Type Works Practical Completion as this was the field we populated.

Tick the Retention line to release – this will update the Released Amt and Released Date columns. If the amount to release is less than the line value, click in the Released Amt field and amend the figures. As long as the values in the Released Amt column and the Total to Release and Total Retentions fields all match you can click the Release button.

When you are returned to the Valuation Details screen, the Net Valuation field will be populated, enter a Reference and Save.

You will now have an extra Valuation line for the Application – highlight this and Print Invoice.

The corresponding invoice will have a release line.

  1. Cumulative Applications
  2. Valued amount
  3. Invoiced
  4. Paid including VAT
  5. This invoice amount
  6. Total including VAT

These figures update each time a retention is released and a new invoice is produced.


13.3. Post Invoice

The Invoice is now ready to be posted. In Construction, Applications, Customer Applications select Post Valuations.

Ensure the default Invoices & Credits Only is checked. Enter the Job Number and select the Document No. from the drop down list and click Post.

From the Post Valuation screen, change the radio button to Payments & Receipts Only. Enter the Job Number and select the Document No. from the drop down list and click Post.

Select the Bank Account and Post the receipt.


13.4. Multiple Retention Releasing

To releasing Multiple Retentions in one transaction from the Construction menu select Applications, Customer, Customer Applications.

Search for the Job Number to display the list of Applications then click the Release Retentions button.

Enter the value of the retentions to release and click OK.

The Retention Ledger opens with a Retention Type of ALL selected. To change this click on the drop down and select the Retention Type you want to see (if leaving as All you will be able to see which is Practical Completion and which is a Defect retention from Type 2 column).

Sicon Construction Help and User Guide - retentions ledger

Tick the retentions to be released – in this example we have changed the Released Amt of the second line from 400.00 down to 243.75 so the Released Amt column and the Total to Release and Total Retentions fields all match.

Click the Release button.

This time as we have multiple retentions from the Release Retention function, an Application line with a Corresponding Valuation has automatically been created.

Sicon Construction Help and User Guide - retentions release

Ensure the Retention Release Application line is highlighted and click Print Invoice.

Amend the Date for the invoice if required – it will automatically default to today’s date.

Click OK to continue.

The invoice is produced using the next available invoice number from Sage. This is now ready to Post and Receipt, this can be done as separate transactions or as a combined process.

In Construction, Applications, Customer Applications select Post Valuations.

For this process, we have chosen to Post the Invoice and Receipt together by clicking the Both radio button.

The Job Number and Document Number have been selected from the drop down lists which allows us to click the Post button to activate the transactions.

Select the Bank A/C from the list, amend the Transaction date if required. The 2nd Reference field is automatically populated with Retention Release so this is visible in the Customer Transaction Enquiry screen.

Click Post to complete the process.

From the Customer Application screen, click the Transaction Enquiry button to open the Customer Transaction Enquiry screen.

The 2nd Ref. field shows the references entered when valuations are created and also the multiple retention release one too.


13.5. Releasing Retentions while creating a new valuation

Retentions can be released while adding a new valuation – the steps are below:

Add a new application with retention.

Sicon Construction Help and User Guide - SS19

Click to add the Valuation entering the Gross Valuation amount then select the Deductions Tab.

The retention added on the Application will show here, in the Retentions Released field enter the amount to be released this time and click the Select Retentions button.

Click OK on the Valuation message to continue to the Retention Ledger.

As we had entered the amount to be released against Works Practical Completion the Ledger has opened showing the outstanding retentions for Works Practical Completion.

Tick the line that you want to release, remember this will want to release the full amount, if you are releasing a lower amount you need to change the figure in the Released Amt field. The Total to Release and the Total Retentions selected must all equal before you can click the Release button.

Enter a reference for the Valuation and add any text to appear on the valuation invoice. Click Save.

Highlight the Valuation Line and click Print Invoice – amend the Invoice date as required.

The retention shown on the Valuation Invoice is the current retention amount less the retention being released this time.

Post the invoice from the Application menu.


14. Retention Settings

The section below outlines the following:

  • Sales Retentions
  • Release Options

14.1. Retentions

From the Construction Menu select Retentions.

Select Retention Settings

Sales Retention Control Account: When a sales invoice is created a retention credit note will automatically be generated. The credit note will be posted to the nominal code entered in this setting.

Sales Write-Off Account: If a retention is requested early or is not going to be paid/collected due to an agreement then the balance of a retention can be written off. The written off value will be posted to the nominal account specified in this setting.

Purchase Retention Control Account: When a purchase invoice is created a retention credit note will automatically be generated. The credit note will be posted to the nominal code entered in this setting.

Purchase Write-Off Account: If a retention is requested early or is not going to be paid/collected due to an agreement then the balance of a retention can be written off. The written off value will be posted to the nominal account specified in this setting.


14.2. Retentions Release Options

Allow tax to be changed at release time: This allows the VAT to be amended at the point of release. It is a feature that enables you to deal with rounding on client/supplier systems

Allow CIS labour % of invoice value to be changed at release time: Retention releases will use the original nominal codes and create CIS transactions where applicable.

Create 1 release record per customer/supplier from multiple retention releases: With this feature there is less detail posted to the ledgers because of fewer transactions but the detail remains in the retentions module.

Show unreleased retentions before processing suggested payments: Ticking this option will show unreleased retentions to be offset against invoices before processing suggested payments.


14.3. Releasing Retentions

From the Retentions menu, select Retentions Ledger.

The default is to display all transactions with retentions, this display can be filtered by Type – Sales or Purchase, and this would update the screen display to only show the Type selected. Searches can also be by Job, Customer or Supplier, the example below is for a Customer retention.

Note: Retentions created with Applications cannot be released from the retention ledger and must be released from within the application module.

Opening Balance Retentions will be shown as 100% in the ledger, from v20xx.17.0.7 these may be generated from the Application and therefore should be released from there. Retentions added to already posted invoices, imported retentions and ones created from Sales or Purchase invoices should be released from the ledger if they are not subsequently attached to an application.

The default display is for all transactions with retentions, this display can be filtered by Type – Sales or Purchase, and this would update the screen display to only show the Type selected. Searches can also be by Job, Customer or Supplier, the example below is for Customer retentions.

Click the retention to be released, this automatically enters the Released Amt and the Released Date. To change the amount to release click into the Released Amt field and enter the new figure.

Click Release.
Enter a reference for the retention release -if this is not entered you will get the message below prompting you to enter it.

If a retention needs to be amended, highlight the retention to be released, the released date should not be populated.

Click the Adjust Retention Button to open the adjustment window, make sure you have NOT ticked the retention line as this will populate the Released Amt and this needs to be blank when adjusting the value.

Enter the New Value and a Reason For Change description and click Save. You can now Release the retention as described previously.

Retentions can be Written Off, highlight the retention to be released, the released date should not be populated, Click the Write Off button.

Click Yes to confirm you want to Write Off the retention.

Retentions can be added from the retention ledger if required.

Click the Add Retention button to open the window below.

Select the Ledger from the drop down list, account Code or Short Name, Job Number, Job Header, Retention amount, Reference and Retention Due Date. The Tax amount will default to the Std Rate but can be changed if required.

Click Save to generate the retention.

Retentions created here will show with a 100% Retention figure.

Releasing a Supplier Retention.

Click the Retention to be released, this will populate the Released Date field automatically.

Click the Release button.

Enter reference and click Release.

If a retention is for CIS, Select the line as described above, enter the reference and click Release.

A CIS Information window will open, giving you the option to change the percentage if required if this setting is flagged in the Retentions Settings screen. Click OK to confirm the CIS details.

The CIS element of the retention will be confirmed and a credit note will be posted to the supplier account.

The CIS element of the retention will be confirmed and a credit note will be posted to the supplier account.

Purchase Retentions can be Added, Adjusted and Written Off in the same manner as Sales Retentions.


14.4. Adding Retentions to Posted Invoices

From the Menu options select Add Retentions To Posted Invoices

From the drop down lists, select Invoice Type, Code or Short Name and enter a date range and click Search.

Input a Retention Percentage and a Due Date, click Save.

You will see a confirmation dialogue box stating that the retention(s) has been created.


14.5. Importing Retentions

From the Retentions menu select Import Retentions.

Click the Template button to generate an xlsx file to populate.


Enter the details as required – noting that Opening Balance Retentions need to be flagged as 100%. Columns A to H are all compulsory all others are optional.

Save the file as a CSV, removing the lines highlighted in yellow above.

In the Import Retentions screen click Find to locate the saved CSV file then click Check.

Any lines with errors will be highlighted pink and will indicate what is wrong. Edit the import file to correct this then Find and Check again.

When the import file is checked with No Errors the Import button will become active, click to complete the import.


15. Capped Retentions

Amend the Supplier Account and select the Construction Tab.

Here you can flag the account to have retentions applied and also to set a cap on the value of retentions that can be set.
Ticking Apply retentions to this supplier allows you to set the percentage to retain against the four options as required. You must enter a Retention Duration in order to Save this information.
If you want to cap the value of retentions, Tick Enable Capped Retentions and input the Limit you can go up to.
When you enter the invoice details and Save, a Retentions dialogue box will be displayed. This calculates the retention amount according to the values entered on the supplier account and displays the projected release date for the retention.
The Total Retention percentage and amount are shown at the bottom of the screen. Click OK to proceed.

A confirmation of the value of retention is displayed, OK to continue.

As you add invoices, the retention value will increase up to the amount the cap has been set to. When this is reached you will get the following warning:

OK this message and amend the values or percentage amounts until you are below the capped amount. OK to confirm these changes.

Sicon Construction Help and User Guide - Capped Retentions

As retentions are released from the ledger you will be able to generate more invoices with retentions applied to them however when the cap is reached you cannot exceed it and would need to enter invoices with a zero retention.


16. Reports

From the Construction Menu select the Reports folder.

There are sub folders for Customer Application reports, Supplier Application reports, Customer Retention reports, Supplier Retention reports, CIS reports and Sales Order reports.

In the Customer Applications folder you have 12 reports to choose from:

 


16.1. Customer Application Reports

Aged Application Detail – select the criteria for the report and click OK

Aged Application Summary – select the criteria for the report and click OK

Applications Detail and Retentions – select the criteria for the report and click OK

Applications Invoices and Credit Notes – select the criteria for the report and click OK

Invoices and Credits Raised By Customer – select the criteria for the report and click OK

Customer Applications Invoices & Credit Notes – select the criteria for the report and click OK

Sicon Construction Manager Help and User Guide - Reports

Customer Applications – select the criteria for the report and click OK

Customer Applications Summary – select the criteria for the report and click OK

Customer Applications With Valuation Transactions – select the criteria for the report and click OK

Detailed Applications With Retentions – select the criteria for the report and click OK

Reprint Valuation Invoice (and Credit Note) – select the criteria and click OK

Application Document – select the criteria and click OK

 


16.2. Supplier Application Reports

Supplier Applications List

Supplier Applications – select the criteria for the report and click OK

Supplier Application Summary – select the criteria for the report and click OK

Supplier Applications With Valuation Transactions – select the criteria for the report and click OK

Invoices and Credits Raised By Supplier – select the criteria and click OK

Reprint Payment Certificate


16.3. Customer Retentions Reports

Aged Retentions Detail – select the criteria for the report and click OK

Aged Retentions Summary – select the criteria for the report and click OK

Outstanding Retentions List – select the criteria for the report and click OK

Outstanding Retentions List by Date – select the criteria for the report and click OK

Retentions List Including Released – select the criteria for the report and click OK

Customer Retentions List Export

Customer Retention Held Summary

Reprint Retention Release Certificate


16.4. Supplier Retentions Reports

Supplier Retentions List

Outstanding Supplier Retentions List – select the criteria for the report and click OK

 

Outstanding Supplier Retentions List By Date – select the criteria for the report and click OK

Supplier Retentions List Including Released – select the criteria for the report and click OK

Supplier Retentions List Export

Supplier Retentions Summary

Reprint Retention Release Certificate


16.5. CIS Reports

CIS

Reports List

CIS Payments Audit Report – select the criteria for the report and click OK

CIS Payments Detail Report – select the criteria for the report and click OK

CIS Payments Detail Report (E-Mail) – select the criteria for the report and click OK

CIS Return Summary – select the criteria and click OK

CIS Subcontractor Monthly Statement – select the criteria and click OK

CIS Subcontractor Monthly Statement (E-Mail) – select the criteria and click OK

CIS Supplier List – select the criteria and click OK

CIS Return Summary by Supplier – select the criteria and click OK

Pending CIS Verifications – no criteria to select for this report

Outstanding CIS Subcontractor Invoices – select the criteria and click OK.

Will only produce a report if there are outstanding invoices

Outstanding CIS Subcontractor Credit Notes – select the criteria and click OK.

Will only produce a report if there are outstanding invoices.

Public Liability Insurance Details – select the criteria and click OK.


16.6. Sales Order Reports

SOP Reports List

Print SOP Picking List

Reprint SOP Picking List

Print SOP Despatch Note

SOP Order Details

SOP Order Details by Order Date

SOP Order Lines by Stock Item Report

SOP Applications

SOP Applications by Stock Item Report


16.7. Purchase Order Reports

Purchase Order Reports List

Print Purchase Orders

Purchase Order Details


16.8. Applications Ledger Reports

Applications Ledger Reports

Applications Ledger

Applications Ledger Detail

Applications Ledger by Transaction Type


17. CIS Help and User Guide

CIS Help and User Guide will take you through the features and settings for the Sicon CIS module for Sage 200. The Help and User guide for this module can be accessed from the link below:

Sicon CIS Help and User Guide

18. Job Costing Help and User Guide

Job Costing Help and User Guide will take you through the features and settings for the Sicon Job Costing module for Sage 200. The Help and User guide for this module can be accessed from the link below:

Sicon Job Costing Help and User Guide

19. Enable Module

Each year your Construction module will require a new enable string to continue working.  When you have been issued with your new key, select this option and enter the code into the New enable string field as shown below (copy and paste is the easiest way).

Sicon Construction Manager Enable Module

To see which modules you have enabled within Sicon Construction, please refer to the Construction Settings.

Sicon Construction Manager Settings


20. Release Notes

The release notes page shows which release of the system includes new features or issues resolved.

With the release of the Sicon v19, our version numbering has changed slightly. Previously our add-on versions were numbered in the format 201x.18.0.1.  From Sicon v19, our modules will be numbered in the format 201x.190.0.1  This is because we have three Sicon releases planned per year and we will use the second group of digits to reflect these as xx1 and xx2. We use the third set of digits to reflect whether it is a release or a pre-release build and the fourth set then give the build number.

New features detailed in the Release Notes relating to Pre-Release versions will not be detailed in the current Help and User Guide until the end of development phase.

Construction & CIS Release Notes

21. New Features & Important Information