Product overview

Help and User Guide maintained for Construction version 201x.15.4.24 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 Job Costing module 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. Applications


2.1. Customer Applications

This screen allows you to enter Customer Applications and search for previously created applications by Customer, Application date range, Valuation date range, Job / Job Header, Reference and Status of Open, Paid or All.

Sicon Construction Manager - Customer Applications

To create a new application click Add and populate the fields identified below.

Sicon Construction Manager - Customer Applications - New Outgoing Application

  1. This is the Job number – mandatory field
  2. Job Header – defaults to Revenue
  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
  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 expect to be paid by
  9. Reference – combination of the Job number and Application number which is system generated
  10. 2nd Reference – free text field
  11. 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
  12. Is Final Application – allows the user to indicate that this is the final application
  13. Gross Application – Enter the gross amount being applied for
  14. 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 %)
  15. Apply Discount First – if this is checked, any discount will be deducted before any retentions
  16. Risk Amount – amount not realistically expected to receive
  17. Tax Code – This will default to the Standard Rate, but may be changed if the application is to be raised excluding VAT
  18. Cumulative Gross – will include any previous applications – this figure will change/update to reflect the cumulative total according to the Application Date selected. The default is always today’s date.

Sicon Construction Manager - Customer Apps - New Outgoing Applicatino

Where you need to generate a retention against the application, select the Retention Tab. Values in here will default to the values on the relevant job.

On the Retentions 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 you want to retain 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.

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

Sicon Construction Manager - Customer Application Memos

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

Image 8
The Accumulations tab will display all applications to date for this job.


2.2. Customer Applications V201x.16.0.6 Onwards

Search for the required Job, select the Application Line the retention is to be released from and click View for the Application Valuation Transaction.

SIcon COnstruction Manager Help and User Guide - Application Retentions

Select the Retentions tab and Click the Release button. (Note the Release button will be greyed out unless the valuation invoice has been posted. Until this has been done the retention has not been created).

You will get a dialogue box asking if you want to fully release the retention as this action will generate a new valuation line.

Click Yes to confirm.

SIcon COnstruction Manager Help and User Guide - Application Retentions

Click Cancel to close out of the Valuations window.

The Customer Application screen will update to show the new Valuation line as shown below.

Sicon Construction Manager Help and User Guide - Application Retentions 3

Print the Invoice.

Post Invoice and Post Receipt in the usual manner.

Sicon Construction Manager Help and User Guide - Application Retentions

Click Transaction Enquiry to view the transactions processed.

Sicon Construction Manager Help and User Guide - Application Retentions

NB: Application retentions will not be allowed to be released from the retention ledger and can only be done via applications.

An application will not be marked as ‘Paid’ until all (if any) retentions are released.

To adjust the value/percentage amount of the retention, select the Application and click Add to create a new Valuation line.

Select the Retentions tab and enter a negative Retention Value, this will show a Valuation message stating that you have to select a retention from the ledger to release.

Click OK to continue.

Sicon Construction Manager Help and User Guide - Application Retentions

In the Retention Ledger screen, tick the retention line and adjust the Released Amount. The Released Date defaults to today’s date.

Sicon Construction Manager Help and User Guide - Application Retentions

Click Release to action the amendment and return to the Valuations screen.

Click Save to generate the Retention Invoice line (NB: remember to enter a reference on the Valuation Details tab).

Sicon Construction Manager Help and User Guide - Application Retentions

Print and Post invoice/receipt in the usual manner.

Sicon Construction Manager Help and User Guide - Application Retentions


2.3. Sales Orders through Construction

In order to enter Sales Orders through Construction, you will need to flag the Job that they are to be assigned to.

Amend the Job and select the Construction tab.

From the Billing Options drop down menu, select Application (see Job Costing Help and User Guide for full details of the available fields in this tab). When this is set to Application you will not be able to process standard Sales Orders for that Job.

Save.

In the Construction menu, select Sales Orders then Enter New Order.

  1. Job Number – mandatory
  2. Default Job Header – mandatory
  3. Document Date will default to today’s date
  4. Promised Delivery date – updates all lines
  5. PO Number will populate from the Job, this is not an editable field.

Click Add Items to input lines for the Sales Order, this can be Standard items or Free Text items depending on the radio button selected.

Job Header, Nominal Account and Promised Delivery dates can all be amended if required.

Click Save

Allocated amount will update according to the setting flagged in Construction Settings.

Add more lines until the order is complete.

Click Save and Process, this will generate the Sales Order Confirmation number.

Amend Sales Order

Select Amend Orders from the menu.

Search for the customer by Code, Short Name or Postcode and click Display to show the list of orders.

Click Amend to change order details. Despatching the goods also needs to be done from here.

Enter the figures in the Despatched column then Save and Process to generate the Despatch note.

Create Application

Select Create Application from the menu.

Choose the Job from the drop down list and click Display to show all Sales Orders that have not had an application created.

Tick the Sales Order lines and update the New Application Qty (Note: if there is more than one item on the order line, you can enter the actual quantity you wish to generate the application for).

Click Create Applications.

To create the valuation for the application, from the menu list select Applications, Customer, Customer Applications.

Choose the Job Number from the drop down list. If you have retentions set agains the Job this will update the retention column for the application.

Highlight the Outgoing Application Line and click Add in the Application Valuations Transactions.

Enter the valuation details – minimum is Reference and Gross Valuation.

Save.

Print, Post and Receipt the valuation in the usual manner.

To create a Free Text order to enter Labour:

From the menu select Sales Orders then Enter New Order

  1. Job Number – mandatory
  2. Default Job Header – mandatory
  3. Document Date will default to today’s date
  4. PO Number will populate from the Job, this is not an editable field.

Click the Free Text Item radio button and Measured Works.

Enter an Item Description and a Unit Price, the Job Header and default Nominal A/C is pulled through from the main screen. The nominal account may be changed if required.

Click Save.

Update the Despatched figure to 1 (this can be done on order entry or on Amend).

Click Save and Process to generate the Sales Order number for this transaction.


3. Customer Valuations


3.1. 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.


3.2. 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.


3.3. 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


4. 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.


5. 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.


6. 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.


7. CITB Settings

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

Sicon Construction Manager CITB Settings

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.

8. Relevant Contract Tax

In Construction menu select RCT Settings.

Enter the Principal Name – this is the company trading name and the Tax Registration Number for the company.

Select the Nominal Control Account for the Standard and Higher rates of deduction.

Assign the Tax Code for the Override Credit Notes which will be applied for the RCT transactions.

In the Supplier Account on the Subcontractor Details tab select RCT from the Subcontractor Scheme drop down option.

Update the Subcontractor Rate if it is different from the default Standard Rate of Deduction.

The account can be flagged as Labour only if required and/or a Default Labour % may be set if the labour percentage of the invoice is always the same.

The Unique Tax Reference (UTR) must be in the correct format i.e. 7 digits followed by 1 or 2 letters.

Title, First Name and Main name along with Suffix (to show their qualifications e.g. BEng etc.).

When you add an invoice for the subcontractor, this will automatically be flagged as RCT with the rate of deduction as set on the supplier account.

To pay the invoice and confirm the RCT deductions run Generate Suggested Payments, then Amend Suggested Payments, select the Supplier to pay enter the Payment amount and click Pay Now.

Update the payment details as necessary and click OK. This will present a dialogue box advising that the RCT Deductions for the supplier need to be confirmed.

Click OK to continue.

In the Confirm RCT Deductions screen you are able to enter the split between Labour/Materials and Other and amend the RCT % if required. When the Labour figure is input, this will automatically update the RCT and Payment Total amounts.

Click OK to continue.

Payment Confirmation is displayed followed by the Remittance Advice.

The Supplier Transaction Enquiry shows the Invoice, corresponding RCT Credit Note – identified with the reference RCT Deduction and the Payment.

Clicking the RCT Tab will show the details recorded against the supplier account on the left and gives a breakdown of the invoice on the right.

The Nominal postings for RCT Deductions are updated as shown below.


9. 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).

Sicon Construction Manager help and User Guide - Period End
Job Period Enquiry Settings: These options change the format of the displayed information on the Job Enquiry screen.

Sicon Construction Manager MI Enquiry


10. Retention Settings

The section below outlines the following:

  • Sales Retentions
  • Release Options

10.1. Retentions

From the Construction Menu select Retentions.

Select Retention Settings

Sicon Construction Manager 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.


10.2. 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.


10.3. 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.


10.4. 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.

Adding a Retention to Posted Invoices

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.

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.


10.5. 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.


11. Writing off a Retention

v201x.17.0.14 onwards

From v201x.17.0.14 this is the method used to create a retention write-off.

Create a zero value application, with a negative value retention and a discount value to balance the Value Payable amount to zero.

Writing off a retention 201x.17.0.14

Writing off a retention 201x.17.0.14 2

NB: if you have default retention percentages set against the job you need to change these to zero before entering the negative retention amount to be written off.

Click Save to complete the application.

Create a valuation – enter the amount of retention to be written off and click Select Retentions.

Writing off a retention 201x.17.0.14 3

OK the message to take you through to the Retention Ledger.

Tick the required retention and adjust the Released Amt. then click Release.

Writing off a retention 201x.17.0.14 4

Enter a Reference and in the Discount Value field input the same amount as the retention to be written off so this creates a Net Valuation of Zero.

Writing off a retention 201x.17.0.14 5

NB: Do NOT click into the Gross Valuation or Net Valuation fields as this will recalculate the figures and will not give a Zero net valuation.

The invoice will show a valuation of 0.00 with a positive discount amount that matches a negative retentions figure as below.

Writing off a retention 201x.17.0.14 6

 

 


12. Capped Retentions

v2016.17.0.xx onwards

Amend the Supplier Account and select the Construction Tab.

Sicon Construction Manager Hel and user Guide - Capped Retention screen 1

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.

If CIS is applicable against the invoice you will also get confirmation for this.

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.

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.


13. 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:

 


13.1. 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

 


13.2. Supplier Application Reports

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

 


13.3. 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

 


13.4. Supplier Retentions Reports

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


13.5. CIS Reports

CIS

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

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.


13.6. Sales Order Reports

Print SOP Despatch Note

SOP Picking List

SOP Order Details

 


14. 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

15. 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

16. 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


17. Release Notes

The Release Notes document below shows which release of the Construction system includes which new features and for which version of Sage these will work. The version number indicated in the Construction Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software.  Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list.  If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 6.1.39.113. It is unlikely that these features will be documented in this help and user guide until the end of the development phase.

Construction & CIS Release Notes


19. Sicon V18 New Features & Important Information

New Features

  • New Sales orders sub module added to construction. This will follow the feel of standard sales orders but will then be able to generate applications.
  • Purchase orders can now be linked to supplier applications.
  • Single valuations can be added to multiple applications.
  • You can now apply a cap to the amount you can retain from an account.
  • Retentions are now split into Works/Materials and complete/defects for standard invoice and credit note transactions.
  • CIS percentage split can now be specified on part payment allocation of an invoice.
  • Retention release from applications have been improved so you can now add a valuation and add and release a retention at the same time.
  • Nominal lines can now be specified on an application. along with job header and tax code per line.
  • CIS is now integrated with supplier applications.
  • New status on applications to show applications that have been fully valued but only have retention releases left to complete.
  • Nominal codes can now be set up for posting Application and valuations before an eventual invoice is produced. These nominals will then be reconciled to a job transaction.
  • Job transactions will now be created for valuations.
  • Individual due days added for all retention types on Sales and purchase accounts.
  • New import screen added to import purchase applications.
  • New column in retention ledger to indicate the origin either from ledger of from applications.
  • Retention tab added to transaction enquiry in sales and purchase ledger to list any related retention’s to invoices.
  • 2nd reference can now be entered for bank transactions in applications.
  • On HMRC verification notification screen there is now a new button to print a supplier report with verification details.
  • CIS details import will now allow you to import the rate for a subcontractor.
  • Sicon SOP line tab in applications will show either a quantity or percentage depending on line type.
  • New setting to choose where to get job headers from in Construct data.
  • Application and valuation screens changed to use a sage salvable pattern.
  • Tax codes can now be maintained on construction purchase order lines to then be copied on to applications.
  • Job and Job Manager filters added to the MI Enquiry
  • ‘Correct transactions’ feature in sage will now have CIS, Retention and CITB enhancements
  • Default tax code setting added for PL retentions added through the purchase ledger.
  • Valuation invoice dates will now validate with sages period validation rules if enabled.
  • Construct now import addresses for jobs.
  • Reversing valuations will now prompt for a date

Important Information

  • Various database changes have been made so an update of companies in Sage200 system administrator needs to be run. [v17.0.0]
  • Update companies. New table ‘SiconRetentionSOP’ [v17.0.3]
  • Please update companies. New table ‘SiconSalesOrderPickingListLine’ added. [v17.0.5]
  • Update companies required. [v.17.0.6]
  • Please update companies. New tables added to SQL script. [v17.0.11]
  • Please install latest reports for construction. New Retention release document. Comment lines on SOP documents. [v17.0.11]
  • Update companies needed for new column ‘RetentionsReleased’ [v17.0.12]
  • Update companies for new columns to be created. [v17.14.15]
  • Job costing v17.24.20 or higher required. [v17.14.15]
  • Please make sure latest common components [v17.37.51 or higher] and Job costing [v17.29.22 or higher] (if applicable) pre-release are installed. [v17.15.18]
  • Update companies required for new columns. [v17.15.18]
  • Update companies required for new table changes. [v17.17.19]
  • Update Companies for new ‘taxcodeID’ column on Purchase Orders. [v17.21.20]

[Last important info applied August 17, 2018. v17.21.20]

Sicon Construction v18 New Features & Important Information

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