Construction Help and User Guide


Table of Contents

1. Construction Settings

2. Applications

2.1. Customer Applications

2.2. New Application

2.3. Adding a Valuation to an Application

2.4. Generate Invoice

2.5. Post Valuation

2.6. Reversing a Valuation

2.7. Single Valuation (for multiple Applications)

2.8. Final 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. Writing off a Retention

16. Capped Retentions

17. Reports

17.1. Customer Application Reports

17.2. Supplier Application Reports

17.3. Customer Retentions Reports

17.4. Supplier Retentions Reports

17.5. CIS Reports

17.6. Sales Order Reports

17.7. Purchase Order Reports

17.8. Applications Ledger Reports

18. CIS Help and User Guide

19. Job Costing Help and User Guide

20. Enable Module

21. Release Notes

22. New Features & Important Information

22.1. Sicon v19.1

22.2. Sicon v19

22.3. Sicon v18


Product overview

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 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

Sicon Construction Help and User Guide - Applications Menu

The Applications module is split between Customer and Supplier.


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 Help and User Guide - Customer Applications Screen

 


2.2. New Application

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

Sicon Construction Help and User Guide - New Application

  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.

Sicon Construction Help and User Guide - New outgoing application

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 against 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 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, 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.

Sicon Construction Help and User Guide - Memo tab

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

Sicon Construction Help and User Guide - Accumulations tab


2.3. 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.

Sicon Construction Help and User Guide - Customer application - job finder box

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.

Sicon Construction Help and User Guide - Valuation Details

  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

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


2.4. Generate Invoice

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

Sicon Construction Help and User Guide - Generate Invoice

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

Sicon Construction Help and User Guide - Confirm Invoice Details Screen

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

Sicon Construction Help and User Guide - Applications Invoice

  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. Cumulative figure of all applications for this job
  7. Valuations – cumulative valuations to date
  8. Invoiced – amount previously invoiced
  9. Paid (Including Tax) value paid to date against valuations on this job
  10. 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

2.5. Post Valuation

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

Sicon Construction Help and User Guide - Post valuation screen

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.

Sicon Construction Help and User Guide - Post valuation post

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

Sicon Construction Help and User Guide - post complete screen


2.6. Reversing a Valuation

If a Valuation has been posted in error, this can be reversed and will create the corresponding Credit to correct it.

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

Sicon Construction Help and User Guide - reversing an application

A message box will be displayed asking you to confirm the reversal, click Yes to continue.

Sicon Construction Help and User Guide - are you sure warning?

Change the Date to reflect the original valuation invoice – click OK.

Sicon Construction Help and User Guide - confirm reversal date

This will create a Credit – the credit note number will be the next available one from Sage.

Sicon Construction Help and User Guide - view credit note on customer application

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

Sicon Construction Help and User Guide - Credit note on invoice application

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 (for multiple Applications)

To create one Valuation invoice for multiple applications, within Customer Applications select the Job Number then click the Create Single Valuation button.

Sicon Construction Help and User Guide - single valuation for multiple applications

Select the Invoice Date, amend the Valuation and Payment Dates and click the Add button.

Sicon Construction Help and User Guide - invoice date add

Tick the Application line to be added to the Valuation – noting that this process is a line by line one and you cannot multi select here then click Next.

Sicon Construction Help and User Guide - select application

Enter the Reference, the Payment Date will update from the date entered on the Single Valuation Entry screen, input the Gross Valuation amount and any Invoice Narrative text to appear on the invoice. Click Save.

Sicon Construction Help and User Guide - Valuation screen regerence, payment, invoice, valuation detail

To add the next Application line to the valuation click Add again – note that the first line is now showing in the Valuation Detail section of the screen.

Sicon Construction Help and User Guide - Single valuation entry

Tick the next Application line to be valued and click Next.

Sicon Construction Help and User Guide - List of outstanding applications for job

Repeat steps as before.

Sicon Construction Help and User Guide -

Repeat these steps until you have all the Application lines that you want to value this time.

Highlighting the lines on the Valuation Detail section will enable the Edit and Remove buttons – if required you can edit the valuation line which takes you back to the Valuation screen and remove will take the line off this valuation.

The totals of the lines added to this single Valuation are shown at the bottom of the screen.

Click Confirm to process the Valuation.

The invoice line will show against the first Application line entered on the Single Valuation as shown below – click Print Invoice to produce the document.

Sicon Construction Help and User Guide - c applications

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

Sicon Construction Help and User Guide - Homestyles kitchen invoice

Once the invoice has been printed you will then be able to post it.

Select Post Valuations from the Customer Applications menu.

Sicon Construction Help and User Guide - post valuation document drop down

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.

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. Click OK.


2.8. Final Application

When a project is coming to a close and you need to finalise the applications there are a couple of options.

  1. Create a Final Application to write down the outstanding amounts
  2. Create a single valuation for the outstanding unpaid applications amounts

Option A

In the Customer Application screen search for the job number.

Sicon Construction Help and User Guide - Final Application 1

Click the Final Application button.

This shows the Outstanding amounts against the application.

The Gross Application and New Gross Application figures are the same at this point.

When you tick to select the application line, the New Gross Application amount changes to the Valuations figure.

Click Accept when all the selections have been made.

The original Gross Application values will now show as the amended values.

Option B

Follow point 4.2


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

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.).

In order for the RCT deduction to be made the Construction tab within the Job needs to be updated with the Site Identifying Number (SIN) received from Office of the Revenue Commissioners IE.

Sicon Construction Help and User Guide - Relevant Control Tax RCT Details

As well as the Site Identifying Number you need to populate the List of Subcontractors that are assigned to the Job along with the Contract Identification ID.

Sicon Construction Help and User Guide - Relevant Control Tax List of subcontractors

For information on the SIN for the job please see:

https://www.revenue.ie/en/self-assessment-and-self-employment/rct/notifications-for-principal-contractors.aspx

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.


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. Writing off a Retention

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

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.

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

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

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.

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.


16. 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.


17. 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:

 


17.1. 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

 


17.2. 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


17.3. 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


17.4. 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


17.5. 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.


17.6. 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


17.7. Purchase Order Reports

Purchase Order Reports List

Print Purchase Orders

Purchase Order Details


17.8. Applications Ledger Reports

Applications Ledger Reports

Applications Ledger

Applications Ledger Detail

Applications Ledger by Transaction Type


18. 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

19. 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

20. 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


21. 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

22. New Features & Important Information





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