Product overview

Help and User Guide maintained for Construction Manager version 201x.15.4.24 and upwards


This Construction Manager Help and User Guide will take you through the features and settings for the Sicon Construction Manager module for Sage 200.  Construction Manager 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 manager 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


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. 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

Applications will be received from suppliers and this provides a ledger to enter, track and manage these documents.

This screen allows you to enter Supplier Applications, Search for previously created applications by Supplier, date range, Job/Analysis, Reference and Invoice.

Siocon Construction Manager Supplier Applications

Details are entered in the same way as for Customer Applications

  1. This is the Job Code – mandatory field
  2. Cost Header Select from the drop down list
  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 have been made in full
  7. Reference – combination of the Job number and Application number which is system generated
  8. 2nd Reference – free text field
  9. 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
  10. Is Final Application – allows the user to indicate that this is the final application
  11. Gross Application – Enter the gross amount being applied for
  12. Retention Total – If a retention is entered this field will be updated automatically
  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 %)
  14. Apply Discount First – if this is checked, discount will be deducted before any retentions
  15. Tax Code – This will default to the Standard Rate, but may be changed if the application is to be raised excluding VAT
  16. Cumulative Gross – will include any previous applications

Accumulations, Note, Retentions and Memo tab all work in the same way as the Customer Application ones.

Sicon Construction Manager - Supplier Applications - Valued Amount Field

To create the Supplier Valuation, highlight the Application line then click Add in the bottom half of the window. Populate the details – minimum requirement is Reference and Gross Valuation amount. Valuation Date and Payment Date default to today and should be amended as necessary.

Any retentions that were applied against the Application would show in this window.

Click Save to continue.

To post an invoice against the Application Valuation Transaction, highlight the Application in the top half of the screen then click on the corresponding line in the bottom half, (you have the option to Edit, Delete and Post Invoice as well as Add another).

Sicon Construction Manager - Supplier Valuation

The Application certificate for this supplier can be generated now.

Supplier - Generate Certificate from valuation

Highlight the Incoming Applications line, then the Application Valuation Transactions line and Click Generate Certificate.

Tick the Application, enter the QS Reference, amend the Approved Date if appropriate and enter and Notes from the QS. Click Print to generate the certificate.

Supplier Print Application Certificate confirmation

Click OK to confirm the certificate print.

To post the invoice for this supplier, highlight the Incoming Applications line, then the Application Valuation Transactions line and Click Post Invoice.

Sicon Construction Manager - Supplier Applicatinos - Print Invoice

Supplier Application Post confirmation

The invoice will show in the Supplier Transaction Enquiry screen with the Job Number/Application Number as the Reference.

Sicon Construction Manager - Supplier Transaction Screen


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

To import applications, first generate a template by clicking the Template button.

Sicon Construction Manager Help and User Guide - Import Applications

Save the template in a folder of your choice.

Sicon Construction Manager Applications Import

Open the Template and populate with the Application details to import then Save.

In the Application Import window, click the Find button and locate the template you have created and populated, click Check to validate the template details prior to importing.

Any errors will be highlighted and identified as below – extend the field where the error is to see what you need to amend.

Sicon Construction Manager Applications Import Process

Image 16
Make the changes to the template then Find and re-check the details. Once there are no errors you can tick Select All and Import.

Sicon Construction Manager Applications Import

 


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. 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


9. Retention Settings

The section below outlines the following:

  • Sales Retentions
  • Release Options

9.1. Retentions

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.


9.2. 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.


9.3. 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.

Sicon Construction Manager Help and User Guide - Retention Ledger screen

Highlight and click the retention to be released, this will populate the released date automatically.

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.

Sicon Construction Manager - Retention Release prompt

Click Release.

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.

Sicon Construction Manager - Adjust Retention

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.

Sicon Construction Manager - Retention Write Off

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.

Sicon Construction Manager - Add New Retention

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.

Sicon Construction Manager - 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.

Sicon Construction Manager - Release Retentions 2

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. Click OK to confirm the CIS details.

Sicon Construction Manager - CIS LAbour percentage

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


9.4. 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.

Retention for posted invoice


10. Enable Module

Each year your Construction Manager 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 Manager, please refer to the Construction Settings.

Sicon Construction Manager Settings


11. Release Notes

The Release Notes document below shows which release of the Construction Manager system includes which new features and for which version of Sage these will work. The version number indicated in the Construction Manager 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 Manager & CIS Release Notes

12. Construction Manager Downloads

Sicon Ltd. Additions Software Licence Agreement

Sicon Main Menu