A full accounting software system designed by Bluegrass Technology, Inc. Scalable software ideal for small to large contractors. Affordable packages for startup businesses.
The best integrated Service, Dispatch and Construction software available. With Bluegrass Software Solutions, you can better manage your Service and Installation Departments by:
- Create proposals in detail or summary with multiple print options
- Produce more accurate estimates and compare to actual cost
- Award proposals and generate job, budgets and material list
- Automatically create work orders for service contracts
- User customized Dispatch Board with color indicators to reveal important info
- Many billing options to choose from such as AIA & Contract Billing with retainage, T&M, Service, Repetitive etc.
- Tracks history by equipment and service site
- Tracks warranty per piece of equipment
- Tracks profitability by customer
- Improve job profitability by keeping better cost control during the job
- Inventory Tracking
- Control vendor and subcontractor cost
- Screen designed specifically for the Project Manger
- Several Field applications to choose from
- Image storing by drag and drop, scanning or inserting
- Manage your fleet
- Manage cash flow and better know your business from all points of view
Bluegrass Software Solutions has been designed to meet the needs of all types of contractors. Whether you are a General Contractor, Heavy Highway, Trade or Specialty Contractor, our software has a solution for your management and operational needs.
Why purchase our software? While Bluegrass has been designed to meet all types of Contractors, we specialize in Contractors that have a need for both a strong Service /Dispatch and Job Cost Accounting package. For over 30 years we have been working with service and construction contractors and dealing with their unique situations. We have listened to what you wanted and have always been a leader in taking advantage of the latest technology to keep you up to date. We have developed a comprehensive service and construction management product that is not only logical and easy to use, but very well thought out. Bluegrass Software Solutions is fully integrated within all the modules. With one entry you can establish a service location, and billing customer, set up a job and create a work order. When the service call is completed, the hours the technician turns in go to payroll and billing at the same time, saving you hours of double entry, which in turn, insures that you are billing for all the hours that you are paying your technicians.
More Reasons to Choose Bluegrass:
Support / Assistance
Two lead support persons – Sue Hill / Owner/Developer of Bluegrass and extremely familiar with your industry and Judy Opperman / Software Specialist who has been an end user and support/training tech for almost 20 years with Bluegrass. Eight regularly assigned Bluegrass technical and programming staff in addition to contracted specialty assistance when needed. We are not the typical 9 to 5 company. We pride ourselves on being available when you have a critical issue arise and are just a phone call or email away. We offer our cell phone numbers to ensure you get a response no matter the day or time. You do not get a message that says “you are 40 minutes away from being helped”
Most often within your stated budget. Getting Started Software Packages as low as $10,000 and you can add additional users and modules at any time as your business expands. Onsite Training available for $1,250 per day plus expenses. Telephone Training available for $125 per hour. Annual Support Agreement based on 18% of purchase price. Prerecorded webinars on specific task and manuals are included as part of your support agreement. Total package purchase or Cloud subscription is determined upon understanding your specific needs and requirements. The contents of your purchase are negotiated at that time. Bluegrass provides three options to operate software.
1.) Purchase and run on your server.
2.) Purchase and run in the Cloud.
3.) Subscribe and run in the Cloud (you only own the data).
Bluegrass is always researching and developing to keep our product on the cutting edge and can provide custom tailoring to bring everything you need to one software package. Sometimes one or more aspects of the way you run your business; does not fit a packaged-software. We don’t require you to change what works for you. Whatever your needs, our software is quickly operational.
All Modules are fully integrated-no duplicate entry is required.
All Bluegrass Data Files are stored in a Sequel Database. This gives the user the ability to directly link to Access, Crystal Reports, Excel, Word, or any other standard Windows Products. In addition, reports can be saved so that other software programs such as word processing or spreadsheets can use them. This means that you will always have access to whatever information is in your database in any report format you wish to create. We have found over the years that even with the hundreds of reports that are standard with the package, every contractor at some point or another needs something special.
Easy Set Up:
We can deliver the system completely setup, according to your preferences, including your master files. You can use your own GL accounts or use the standard set we provide. Bluegrass is with you every step of the way.
Setup of the system can accommodate conversion of existing files. No need to lose the history you have accumulated over the years. If it can be exported to a spreadsheet or text file, it can be imported into Bluegrass and we are here to help you, or handle the complete project.
With our Accounts Payable module, you can now manage the countless invoices without the drudgery and costly mistakes; achieving a whole new level of control over this important aspect of business. It integrates with Job Management, General Ledger, Equipment Management, Purchase Orders and Subcontracts, which supply job information, verifying the amount of the invoice to reduce input time, and ensure a supplier is not overpaid. Purchase Orders post cost as soon as material is received and creates a transaction to General Ledger to book purchase orders received not posted to General Ledger. This feature allows more up to date job cost yet keeping your General Ledger and Job Cost in balance.
1099 processing produces federal 1099 tax forms for non-incorporated vendors/subcontractors paid more than the specified amount. Selection is based on the paid date of checks written so there need not be a year end crunch to produce 1099’s before any invoices for the new year are entered. Cash requirement reports are available to identify pending disbursements. Reports are available by Vendor or Job/Vendor and include selection by cut-off date.
Check reconciliation ability to select all checks in a range plus modern point and click make selection of cleared checks a speedy process.
Flexible invoice selection select invoices to be paid by due date or individually. Partial payments are allowed; discounts are automatically calculated based vendor terms. A pre-check report is provided so that you may review your selection and make adjustments before checks are printed.
Void Checks, if necessary to void a check simply enter the vendor number and check number. All invoices paid by this check will be displayed for review. Press the update button and the check will be voided, the invoices placed back into open payable and all general ledger transactions created. The ability to void a check without adding back to payable is also available. Remit to and order from addresses since many vendors have different addresses for ordering material and remitting payment, Bluegrass provides for both addresses in the vendor files.
Retainage for work you subcontract, Bluegrass will withhold, track and pay retainage with ease.
Subcontract compliance and tracking, Bluegrass automatically tracks insurance expiration dates and checks against the subcontract balance to prevent overpayment.
Use Tax accrues for invoices where use tax is due. Updates job cost and makes information available for use tax reporting.
Vendor Account Inquiry – This is the gateway to much of your Accounts Payable system. List all open invoices, shows invoice and due dates, discount amount and net due. A double will drill down to the distribution for the selected invoice. Invoice not on the open list? Click the history button and select to view by check or invoice number within date range. Distribution drill down is also available from history.
Some of the many features of the Accounts Payable module include:
- Screen inquiry into vendor accounts, so you can check status of an invoice without printing a report.
- Distributes invoices to any number of jobs and general ledger account numbers.
- Selects invoices for payment by due date, job, or invoice.
- Allows partial payments of selected invoices.
- Maintains vendor history of paid invoices including check number and date.
- Calculates payment due date and discounts based on vendor terms.
- Prints a pre-check writing report to view payment before actual checks are printed.
- Prints your choice of information on the check stub, detail or summary. This feature allows you to print only invoice number and amount, eliminating the waste of checks for vendors with a large number of invoices.
- Reconciles cleared checks, making balancing your checkbook a snap.
- Adjusts automatically all corresponding entries, vendor totals, and general ledger balances, for checks written in error.
- Updates equipment records. Allows part costs for vehicles or equipment to be charged directly to the piece of equipment. This information is automatically updated to the service work order, with mechanic hours from payroll, if applicable.
- Prints checks directly without updating Accounts Payable, making it faster to write a single check and eliminating the need for most hand-written checks.
- Updates commitments and check balances for subcontractor invoices, preventing over-payment and providing a complete report per subcontractor, showing the invoice amount, amount paid, and retainage.
Accounts Receivable & Billing
Our Accounts Receivables Billing system was designed to provide all types of contractors with all the timely information needed to manage cash flow. As with the other modules, flexibility is the key.
Customer Account Inquiry provides a wealth of information about your customers
- See open receivables or include history.
- Drill down to the invoice and even reprint if necessary.
- Job information is listed so communication with your customer includes this important information.
- Contact person and phone number are displayed so collection calls can be made from the screen.
- Comments are available at the push of a button so you will be able to review what was promised as well as record new notes.
- Press the additional information button to see account balance, unposted balance, last payment amount and date as well as YTD and PTD sales.
- A summary version of Account Inquiry is available that lists invoice and payments on the same line.
- If there is more than one payment on an invoice, a drill down details the payments. Information about customer balances may be displayed on the screen for quick analysis, as shown here.
- Commissions – If you pay sales commission, Bluegrass has a number of reports to provide you with sales and gross profit per salesman. Sales commission is automatically calculated in the Close Job process. Counter sales also provide automatic calculations.
- Customer Notes – Bluegrass provides the capability to record notes, so that during collection calls, notes can be entered into the system to reflect promises made. Notes may be used proactively if promises are kept.
- Finance Charges – finance charges can be automatically calculated and shown on statements. You have the ability to exempt a customer from the finance charge calculation. Once calculated, finance charges can be modified prior to posting to Accounts Receivable.
- Miscellaneous Cash Receipts – Provided to enter cash receipts for items for which there is no invoice issued. For example, refund of plan deposit.
- Cash Receipts – Enter check number and check amount then just point and click to select invoices to be paid by this check. If the invoice in unknown or for a deposit on a job that has yet to be billed, you may enter as an open credit and reapply at a later time, when the proper invoice(s) has been identified.
Accounts Receivable links to service contracts to provide a time saving feature. Cash receipts for service contracts can be entered ahead of the invoice and when invoice is generated the cash receipt can be automatically applied before printing the invoice.
All billing functions interface with Accounts Receivable and are integrally tied to the job status module. Service Management and counter sales have their own specialized billing functions. Other billing methods include American Institute of Architects (AIA) payment documents, contract progress billing, free form billing, and ticket billing. Billing information may be linked to a report writer or Excel to produce custom billing documents.
Bluegrass tracks the retainage calculated in AIA and progress billing, automatically moving retained receivables to Accounts Receivables when retainage is billed. AIA handles retainage on a line-by-line base and allows for different retainage percents for work complete and stored material.
Bluegrass has a great deal of flexibility built into the calculation of sales tax. Up to 999 sales tax codes are available. Each tax code can be coded as to whether to tax material or labor.
Other Accounts Receivables/Billing features include:
- Prints aged receivables by customer, job, or salesman.
- Handles cash receipts automatically, showing the oldest invoice first.
- Computes service charges and prints statements for specific customers.
- Allows entry of unapplied cash and non-AR cash.
- Special unapplied cash receipt entry for Service Contract.
- Maintains complete billing history.
- Integrates with Job Cost, General Ledger, Estimating, and Service Management.
Below are descriptions of a few of the wide-ranging standards Accounts Receivable reports:
- Sales Tax Report – This report lists all the invoices by sales tax codes. The invoice amount, taxable amount, sales tax, and sales tax percentage are printed.
- Sales Analysis – Numerous reports are available which provide analysis by any date range, detail by invoice number, totals by customer, separation of labor and material, and deposit amounts.
- Payment Analysis – This report includes the check total and invoice being paid. Any date range can print it.
- Draw Requests/Billings – Complete AIA G702 and G703 from equivalent billings are produced.
- Salesman Report – This report can be printed in detail or summary and selected by any date range. It provides sales, cost, and net profit totaled by salesman.
Asset Tracking (includes Vehicle Maintenance)
This module is a very useful tool if you own trucks and/or heavy equipment. Whether you use the complete package, which includes preventative maintenance, scheduling, and service order generation; or just capture repair costs and hours used, this module will provide a worthwhile investment.
The module tracks the actual maintenance cost for labor and material for each truck or piece of equipment. To ensure accuracy and reduce input time, the Equipment module is completely integrated with all other Bluegrass modules.
Other features include:
- Tracks fuel and oil for each piece of equipment.
- Calculates depreciation automatically.
- Prints a listing of vehicles due for state inspection.
- Reports vehicles due license tag renewal.
- Allows set up of preventative maintenance based on hour or mile interval, indicating next require service.
- Provides detail report of all repairs and preventative maintenance for a piece of equipment for any time period.
- Interfaces with Accounts Payable.
- Operates stand-alone.
- Track revenue by piece of equipment.
- Charges equipment to jobs.
Bluegrass provides a simple, straight forward Estimating system that allows you to enter quantities on the screen from your take off sheets. Many of our users that have more sophisticated take off systems use our Estimating module for quick estimates and Residential New Construction.
The Estimating system supports assemblies. This allows you to create a detail material list with one entry. However, you can modify assemblies on the fly; change the quantity of an item or add/delete the item completely.
The Estimating module interfaces to proposals so that all estimates and proposals can be tracked. For awarded jobs, the Estimating module automatically creates a work order, set ups the jobs with budgets and can create Purchase Order or Inventory requisition.
The feature includes:
- Supports assemblies to take off.
- Integrates fully will all Bluegrass modules including proposals.
- Maintains a Bid To file.
- Set ups the job with budgets for awarded jobs.
- Creates work orders for future scheduling.
- Creates purchase orders for awarded jobs.
- Creates Inventory Requisitions for awarded jobs if material is in stock.
- Allows for seven cost and markup options.
- Open proposals tracked by project number and letting date.
- Access similar historical jobs during the estimate process.
- A bid history is accessible from within the estimate process to provide history by job or item.
- Prior cost history by item is available by hot key.
- Items such as tax, bonds, and assemblies are supported and may be modified on the fly.
- Overhead & profit etc, are standard on all estimates.
- A table is available which is used to maintain miscellaneous items as well as the default percentage.
- Prints Proposals.
- Allows recalculation of material and labor based on current information even months after takeoff entry.
- Multiple labor rates.
- Often options will be required or revisions will be made to the estimate. We track both the original and revised estimates. Multiple versions of an estimate may be maintained with and without various options or changes.
- Use material cost as of your last purchase, but allows manual override.
- Links to Trade Service.
- Selects from two fields for labor units.
- Provides view of each takeoff in detail including add-on cost and markup.
- Allows adds or deducts to alternates.
- Transfers accepted bids to Job Cost Management and Service Management.
- Allows change orders to accepted bids.
- Creates a customer file for future billings.
- Generates purchase orders and inventory requisitions automatically.
- Interfaces to word processing or the Bluegrass Proposal module for printing of your proposal.
Ever wish you had the ability to come in each morning (or call in from the job site, golf course, boat or anywhere) and quickly and accurately get a clear picture of your company’s financial status? That this critical financial information, like bank balances, payables, receivables, committed cost, and job status would be available at the click of a button AND provide details when you wanted them?
Well now you can with the Executive Summary module from Bluegrass Technology.
This screen is intended for owners and general managers. It will automatically be the first screen to appear when the user logs onto Bluegrass, if profile indicates this feature.
The screen will give a financial picture of the company at a glance showing information such as cash in bank, credit line, Accounts Payable, Accounts Receivable, and committed cost. Drill downs will provide additional details.
Field Service Management
Bluegrass Field Service Management System is a smart, cost-effective way for small and medium sized organizations to leverage the latest mobile and wireless technology to enhance their field operations.
Allows a technician in the field to access customer information, history, inventory, work orders, signature capture, barcode scanning, invoicing and includes directions to job sites. Gives the technician the ability to print professional invoices or work orders directly from the truck. Time captured for invoice, payroll and creates purchase orders. Gives restocking report and labor & rate mark-up table per customer. Seamless integration to back office Bluegrass Software Application.
- Field workers are more productive.
- Customers are serviced faster and more efficiently.
- More billable service calls.· Real time order placement.
- Faster invoicing.
- Reduce time to invoice from days to hours.
- Reduce or eliminate duplicate data entry.
- Improve response times to customer Service Level Agreements.
- Reduce collection issues through accurate invoicing.
- Eliminate missed revenue by efficiently recording all service and/or sales data in the field.
- Increase billable work time per day.
- A complete Work Order including directions to Job Site - cuts down on phone calls and saves the Technician from writing things down.
- Interface to state of the art main office software, including dispatch boards with drop and drag technology.
- Print professional Invoices or Work Order right from the truck.
- Signature capture.
- Multiple Work Orders may be stored in each Palm.
- On the fly Work Orders for after hours service calls.
- History of previous calls - you decide how much - studies have shown that knowing about previous calls increases productivity.
- Part List with a flat rate - or cost created automatically from inventory file.
- Time captured for invoice and payroll - Start - stop, real time rounded according to your preference, Completed Work Order returns information ready for billing.
- Restocking report by the time the Technician returns to shop.
- Labor and rate mark-up by table customer.
The General Ledger module maintains all the information necessary to make important financial decisions and track profitability. It is the hub of any accounting system; therefore, it integrates with all other Bluegrass modules. This reduces input time and increases accuracy.
This allows for customization of reports, which provides flexibility. Income statements can be created for each department. Reports can be generated on a monthly, quarterly, or yearly basis. Balance sheets are easily customized. Comparisons with prior years and budgets can be maintained. Consolidations can be handled for two or more companies.
Some of the many features include:
- Maintains user-defined closing dates.
- Recalculates year-end balance at any time.
- Limits on-line storage of General Ledger transactions only by disk capacity.
- Displays itemized detail in General Ledger inquiry.
- Supports recurring journal entries.
- Provides user-defined General Ledger codes with up to seven digits.
- Ensures posting to the correct month using control dates.
- Allows prior year postings while working in current year.
- Intercompany, Division, and Cost Center capability
Bluegrass iNet Service, an application designed to provide your customers with on-line work requests and access to their active work orders and work history records. This provides you with a true competitive advantage when dealing with commercial, industrial and property management companies by helping you solve their more demanding service and related information requirements.
This internet-based module integrates directly with our Dispatching and provides multiple levels of security. You control which customers have access to the service, the level of details they see and whether or not history is available to the company and or individual users. You have the option of allowing customers to setup their own users or maintain absolute control over access. In either case, users only have access to information related to their companies and each users session is logged.
Transfer of data between the databases is also under your complete control – you determine how often new requests are downloaded, work orders uploaded and when the daily maintenance should occur. If errors occur during normal operation or during a transfer of data, the problem is logged and an email alert is sent to you and we can be copied, as well.
For those of you with technical interests, the site has been developed using ASP.net, vb.net and SQL-Server as its database.
We have created a package that includes the Webmaster and Bluegrass applications, website setup and training and 12 months support. If you already have a company website, there are additional issues that normally must be addressed to handle this type of web application. If you don’t have a company website, we can provide help in that area, in addition to creating the Webmaster site.
- Multiple levels of security, insuring that your customers’ information is safe
- Username/Password setup including multiple levels of access to data
- Web data is managed by an SQL database for each installation
- Access to your Bluegrass data files is under your control
- A System Administrator (that’s you, with support from us) function that provides access to all web data. It also allows you to control whether you want to include history to individual customers and users. You also have the option of creating your own message headings for use in on-line and email alerts and acknowledgements.
- A Customer Administrator function that provides your customers with the ability to setup and maintain their own group of users. Users are given various levels of access to information: Full, Add/Edit, View-only, No-notes, No-History, even if you’ve given the customer access to history.
- An entry page requiring a minimum of input to create new work requests. These Web-initiated Work Requests (WWRs) can be reviewed and changed up until the point they are transferred to Bluegrass.
- Transfer of WWRs is handled automatically and can be done as often as required.
- WWRs will be managed thru a new Bluegrass function, allowing your service department to review the requests before turning them into work orders. This provides the same control over these work requests that you would have if you entered them directly into Bluegrass.
- An upload function, also timed as you require, transfers work orders to the web, where they are linked to the WWR. An email acknowledgement can be sent to the person who originated the request.
- Customers will also be able to see current open work orders and work order history without any financial details.
Some of the benefits this tool will provide to you and your customers are:
- The inclusion of an exciting and proven technology into your company’s information management system and marketing efforts.
- Your customers will have direct access to their work orders and history in limited detail providing them with a greater sense of control, without compromising the integrity of your service department.
- You’ll have an alternative to booking work during periods of heavy demand for your services. Your customers have the satisfaction of knowing the work order has been entered, and your service people can review WWRs to decide priorities and callback order.
What is involved and how much does it cost?
Browser – since this is a web-based product, there are no requirements for local installation of anything other than a web browser, and that should be Microsoft IE 5.1 or higher. Other browsers are not supported.
Bluegrass Software – there will be an additional module to install on your server that controls the interface between the web-based SQL and your files.
Web Site – if you already have a web server or service provider that will support multiple addresses (URLs) you can make use of that resource. We can refer a hosting site company, payable directly to the hosting company. In any case, we will setup and test the site for you. If you use your own resources, the site must offer and support the following Microsoft products: SQL Server 2000 or higher, the .Net Framework v1.1 and ASP. Net. In addition, they must allow direct, open access to their email servers without requiring Authentication. We strongly recommend you take advantage of our hosting service – we’ve already worked-out the bugs with them.
Web Access – you will need to have broadband web access (DSL, cable modem or bi-directional satellite) to handle the data transfer requirements. A dial-up connection will not provide the speed required. Your customers will only need a dial-up connection.
Webmaster. This includes reviewing your current database for potential problems. Training will focus on Username/Password maintenance and work order entry activities. It is expected that you will be able to provide training to your customers very quickly.
Entry-level pricing for web hosting should be sufficient for many users, with upgrade paths priced according to on-going usage.
If your business requires the stocking of inventory, Bluegrass has the solution for controlling that costly endeavor. Even if you purchase material directly for the job and don’t require tracking of inventory quantity, this module is still a worthwhile investment. The Inventory module provides a database to track cost, supply item descriptions, and determines prices. As with other Bluegrass modules, tremendous flexibility has been built into the Inventory module.
Other features of the Inventory module include:
- Calculates and maintains items cost by average cost, last cost, Trade Service Price (TSP), or basis cost.
- Bases price charged on quantity ordered, customer type, or markup.
- Interfaces with National Price and Trade Service.
- Provides for multiple locations.
- Allows unlimited descriptions of items.
- Includes a multi-level product category search for ease in locating an item.
- Searches for items by description, number, or product category.
- Prints Reorder Advise Report for items at or below the reorder level.
- Prints evaluation Report by location based on last, average, or basis cost.
- Print tags or count sheets for physical counting.
- Stores price paid for the last three purchases.
- Bar Coding for receiving or stock transfer.
- Serialized Inventory tracks each serial number for those items requiring serial tracking.
The use of assemblies speeds up invoicing and estimating. You may use flat rate pricing for the assembly or markup the cost of the items that make up the assembly.
Job Cost Management
Job Cost Management us one of the hubs of the Bluegrass Solution. While General Ledger keeps track of your financial position, The Job Cost Management module enables you to effectively manage jobs from a revenue and cost perspective.
To do this effectively, Bluegrass allows for a work breakdown, which is referred to as a cost code. User defined cost codes can be established as a master by type of job and can be quickly copied to similar new jobs. An unlimited number of masters are allowed, and any job can be customized. Cost Codes are automatically copied to any job established through work orders. Once the cost codes have been established, budgets may be entered (this is automatic if job was created from Estimating).
Incurred labor cost and benefits are automatically updated from Payroll. Incurred material costs are updated from Accounts Payable, received Purchased Orders, Inventory transfers and from stock taken from service trucks. If company owned equipment is charged to the job, it may be entered along with labor hours. Committed cost from both subcontracts and open purchase order are included on certain reports.
Production or percent complete may be entered by cost code. All billing modules update revenue. Variance and projected cost at completion reports enable the contractor to effectively manage and control job cost. Even small job cost variances have a high impact on the bottom line. For a typical mechanical construction firm, a reduction of 5% in direct job cost from what was budgeted results in an increase in net profit before taxes of 253%. Bluegrass gives you the ability to have job cost that up-to-date so that cost overruns can be identified while there is time to make corrections.
Special features of Bluegrass include:
- Ability to divisonalize within the job.
- Contract, revenue, budgets, and cost can all be separated by department or division.
- Foreman, estimators, and salesman can be tied to each division of the job.
- In order to obtain true job cost, it is necessary to allocate indirect cost. Bluegrass allows for separate allocation percents by job, division for labor materials and subcontracts. These allocations are kept separate from actual job cost.
- Job Inquiry – Provides quick reference to job status information and provides drill down to view cost and budget summary or detail. Anything you need to know about the project is available at the push of a button or double click. Labor detail viewing is limited by password. You may view or print any free form comments that were entered for the project. Any document can be linked to a project. Any email or outgoing faxes can be stored. Any incoming document, such as faxes, or even a set of plans can be scanned and stored. Job Inquiry can be made available to users without to make changes to job master information.
- Change Orders – Projects are always changing; therefore, change orders are tracked and automatically update appropriate totals. Change order inquiry includes proposed and approved change status option. Change orders may be printed and the status can be easily changed from proposed to approve.
- Subcontractors – If your business involves the services of subcontractors, our Committed Cost file gives you complete control. This file is linked with the Accounts Payable module and will prevent the entry of an invoice for a subcontractor if the invoice will result in an overpayment of the contract. Tracks amount paid, retainage, and change orders.
- Close Job Process – Provides a screen display of contact/sale amount, cost by class or type of job expense and gross profit. Job close date and warranty expiration dates default to current date, but may be modified. If a commissioned salesman is assigned to the job, the commission is calculated. If your contract amount includes sales tax, the tax is accrued automatically. A hard copy of the completed screen may be printed. The job is marked closed and only warranty cost may be added to the job.
- Transfers from Stock to Job – Transfers material from any warehouse you designate to a Job and/or workorder. A cost code may be selected so that the cost for the items may be properly distributed to job cost and General Ledger profit center. Bar coding is supported, and picking tickets by bin number, may be printed for selected job or requisition.
- Permits and Inspections – Allows tracking of this vital function. A handy template is provided to prompt the user for the applicable permits and inspections for the location or type of job.
- Use Tax – Bluegrass offers a sophisticated method of computing use tax if the job controls your use tax requirements. You may designate the job as use taxable and specific cost codes as exempt from use tax. Specific cost codes may also be designated as always use taxable even if the job is not us taxable. I.e. company owned equipment may always be use taxable, even if the job is not, labor is never taxable even if the job is subject to use tax. A recalculation program is provided, in the event the job was miscoded when it was originally entered. Both Job Cost and General Ledger transactions are automatically created. Reporting is provided and includes use tax determined at the invoicing step, for those contractors that only have occasional use tax requirements.
- Job Site – Ability to maintain Job Cost at the job site for the job or jobs under control at that location. Provides the periodic exchange of information from the job site without the need for dedicated phone lines. Merging of job site information from all job sites with cost maintained at the corporate office. Periodically, normally after payroll, transfer back to the job site updated job cost. This replaces the job cost at the site; therefore, giving corporate final control.
- Reports – The Bluegrass Job Cost Management module contains over 60 reports. They provide comprehensive reporting of normal contract jobs, time and material jobs, and service contracts. Information includes cash flow, unit costing, percent complete, and projection of cost to complete. All reports provide the option of printing to screen or printer or any report may be saved to disk. Reports saved to disk are available to fax or email or may be imported into Excel to add additional calculations or produce charts and graphs. Selected pages of any report saved to the screen can be printed. If by chance the report is not available, all information in your database can be directly linked to Access, Crystal Reports, Excel or any other window product to produce a custom report made to your specifications.
Extensive inquiry screens allow you to view information immediately without having to print reports.
The Bluegrass philosophy is to give management concise summary reports from which to make decisions, but with the ability to print detailed information when needed.
All reports provide a flexible selection menu that allows you to filter the data that is included on the report. A global preference table allows you to choose which type of costs (referred to as class) should be grouped together, which should be kept separate. For example, some contractors prefer to see labor and burden separately. Others want labor and burden combined on reports, but with the ability to see separately if requested. We let you choose. You can label column headings on reports and direct which type of cost is to appear under each heading.
Below are just some examples of the included reports and the allowed selections.
Job Cost Summary report gives you a one line summary of all jobs showing contract amount, actual cost, billed amount, and amount paid. Select job range, Project Manager range, Open or Complete jobs, department or division and one or all customers. A detail option is included, which gives one line per cost code.
Cost Analysis by Cost Code report gives you a complete picture of your job. Variations of this report include option for subtotals by phase.
Cost Analysis by Phase summarizes by phase and gives budget actual and remaining for each phase. Cost Analysis by Class prints summary by type of cost.
Cost Analysis by cost code/class prints each class of expense with budget, expanding the report to 2 lines per cost code.
Cost Analysis with Committed Cost includes both purchase order and subcontract committed cost. These reports may be selected by job range, open or complete jobs, department, or division and one or all customers.
- Bonding Report
- Job in Process
- Detail Cost Report
- Billing Report and by Class
- Gross Profit Report Project Manager Type of Service Salesman
- Excess Billing
- Completed Jobs Summary
- Job Cost Summary by Class is a profit and loss picture of each job
- Job Summary with Committed Cost
- Unit Cost Analysis
- Jobs in Process
- Detail Cost Report
- Billing Report and by Class
- WIP Report produces report from Excel
- Dept/Division report for Excel
- Labor Reports
Other Features of the Job Cost Management module Include:
- Phase code may be tied to a profit center so that tracking revenue and cost to multiple departments and divisions is automatic once the job is set up.
- Modern drill down and filtering functions make it easy for managers to review job information.
- Maintains subcontractor committed cost.
- Upon approval of a bid, the Estimating module will interface to job cost to create the Job and budget records.
- Cost codes are user defined. They may be customized to your needs and preferences. You may set up a different code structure for each job or create a set of master cost codes for each type of job. This master set of cost codes will be automatically copied each time a job of this type is created.
- Balancing your jobs to General Ledger is easy because nothing hits Job Cost without hitting General Ledger.
- Payroll and Job Cost interface to allow for workman’s comp to be tasked specific where required.
- If you determine workman’s comp by task, the actual workman’s comp is applied to the job as burden.
- As an option, workman’s comp may be tied to the man and a percent applied to the labor for taxes and insurance burden.
- Reporting of labor burden cost allows you to have more accurate Job Cost by allowing you to see not only what you pay an employee, but also what he/she is costing you in invisible cost. These costs cannot always be applied directly to the job. The system allows for actual, percent, or actual plus a percent labor burden, which can change from job to job.
- The job determines the union area, which determines the rate and benefits. Any union burden is applied to the job.
Fully integrated with other Bluegrass modules, Residential New Construction simplifies the complete process for those contractors that do work for builders.
- The builder table stores billing information and lists the subdivisions for each builder.
- The subdivision table stores the sales tax code and lists the models available in each subdivision. Each model has the list of materials needed along with the options available for each model. For those contractors that pay piece rate, the piece rate is stored for each billing phase and option.
- To start a new home, simply select the builder, pick the subdivision and model along with any options. The job is automatically set up and work orders are created for each billing phase. A material list is created which can be automatically turned into a picking ticket and/or a purchase order.
- When closing the work order, the piece rate is assigned to the first technician on the work order. Other technicians can be added to the work order and the piece pay divided between all technicians on the work order. The piece pay and the hours actually worked, with zero rates, goes to payroll and the work order is available for billing.
- The Residential New Construction module has its own billing, which pulls information from the applicable tables. To create an invoice requires only selecting the work orders to be billed.
- Everything else is automatic!
See how this module can:
- Save job setup time
- Help control inventory
- Make billing more timely and with consistent descriptions.
- Provides the ability to tie job back to a builder and subdivision even after the customer has changed to the homeowner.
- Assure that all options are billed
Construction payroll is typically much more complicated than other businesses. There is no better or easier way to handle this difficult, time consuming, and vital task than the Bluegrass Payroll module. Even if you have employees that work in multiple states, have to comply with Davis-Bacon prevailing wage requirements, are union contractors working in multiple locals, with multiple trades or have multiple workers compensation rates depending on the job being performed, Bluegrass has the tools to get the job done quickly.
- Allocation based on labor cost – If you allocate indirect cost based on labor, Bluegrass provides the ability to allocate these costs by employee automatically with the payroll process.
- Davis-Bacon processing – For prevailing wage jobs, Bluegrass selects the appropriate rate for the job, different trades and effective date. The system also provides for adjusting the fringe benefit portion of the prevailing wage by the allowed benefits for company provided health insurance, vacation, etc…
- Union – Bluegrass handles all union requirements. Even if you have employees that travel between locals, whether their fringes are paid to the home local or the away local, Bluegrass is designed to handle the requirements. Even reciprocal agreements are supported.
- Flexible labor burden calculations and distribution – Bluegrass provides a very flexible method of calculating labor fringes and deductions. We even calculate the appropriate federal, state, and local taxes on these fringes and deductions. Job Cost and General Ledger are updated and reporting is provided.
- Layoff checks – Because employees often leave in the middle of a payroll period, Bluegrass provides the ability to easily produce a layoff check at a moment’s notice.
- Multiple timecard input formats – The standard input format is by employee, job, and cost code by day. This input allows for charging expenses and equipment to the job. Other formats are available and time may be automatically posted to the Payroll system in a variety of ways. Work orders, from the dispatcher or the technician, remote job sites, or hand held devices can all update payrolls. Any automatic entry can be edited before checks are processed. If you enter time on a daily basis, why not make this important part of Job Management available to your project managers on a daily basis? With Bluegrass, you can! We provide an update to Job Cost that saves the information for payroll. If a mistake is discovered, a simple adjustment entry will adjust both Payroll and Job Cost at the same time.
Crew Time Entry – If you have jobs with crews that are fairly constant over several weeks, you can significantly reduce your input time with the crew hours type of input. This optional module allows you to log time for an entire crew with a few mouse clicks. Available in both desktop and PALM versions. Worker’s Compensation by work type – If your workman’s compensation rates are based on the type of work performed, you may enjoy significant savings and reduced workers compensation cost by using this method of calculation. If your employees typically perform the same type of work, you can calculate based on the employee.
In addition to the normal payroll functions of calculating taxes, handling travel pay, and generating quarterly reports and year-end W2s, the Payroll module includes these features:
- Allows for random entry of time codes or time sheets on a daily or weekly basis.
- Allows input of data from multiple sources and multiple formats.
- Selects rate from prevailing wage table, union file, or employee master file.
- Allows for multi-city tax deductions and user defined tax tables.
- Figures union fringes at time of entry and can be immediately reflected on the job.
- Allows for the distribution of salaried employees’ hours to be specific job.
- Handles company burdens.
- Prints certified payroll register in the number of copied needed.
- Retains check history and include check reconciliation module.
- Maintains dates of hire, termination, pay rate, and review.
- Prints multiple pay rates and deduction detail on payroll checks.
- Allows payroll adjustments after checks are calculated, but not yet printed.
- Integrates with General Ledger and Job Cost.
- Provides optional direct deposit.
Payroll reports are the backbone of any good payroll system. Contractors often have special reporting requirements related to union, prevailing wage jobs, and Workman’s Compensation. In addition to a full complement of wage history, tax and job cost reports, Bluegrass addresses the special reporting needs of our contractor clients. A small sample of the numerous standard payroll related reports available with Bluegrass are included here.
- Workmans Comp Report – detailed report by WC code.
- Payroll History Report – detailed report on employee earning, deductions, and time worked.
- Union Reports – Flexible reports print hours, burden and deductions as required for union reporting. Non-union contractors to report other employer paid benefit can also use these reports.
- Time Card Edit List – The edit list can be printed by employee or by job for easy reconciliation with the manual time cards. Payroll time card entries can be edited at any time before updating, even after payroll has been calculated.
- Tax Reports – Tax reports can be printed for any period of quarter and W2 forms can be printed at any time after year end. If you are not ready to print W2s before the first payroll of the new year, just select save from the year end menu and all information will be saved. You can process payroll for the new year and adjust and print W2s at any time from the file.
- Certified Register – This report meets all certification reporting requirements for Prevailing Wage jobs.
The Project Management module was designed at the request of a number of our users, to provide quick and easy access to all Bluegrass information a project manager needs. In addition to providing access to Bluegrass Job cost and purchasing information, the Project Management module provides project management tools like Printing and storing Transmittals, Faxes, Punch list, meeting minutes, pictures and other documents. The advantage of using the Project Management module instead of a word processor to send faxes, etc is that these documents are automatically tied to the project and accessible immediately.
Project Manager provides a fully integrated process for managing project workflow by tracking all items that must be fulfilled under a contract, plus anything else that must be tracked during the project.
Project Managers are able to work more effectively with all members of the project and stay on top of the many details required. At the same time, senior Management is able to access the status of any project quickly and easily.
Just think …….You get a call about a project, and everything about the project is just a click away. No rooting through files, which may not be where they should be, no looking through stacks files your desk, just click on the appropriate button.
Other features of the Project Management include:
- Change requests such as revisions to drawings, supplemental instructions, and proposal requests are quick and easy to enter.
- Standard & User-defined
- set up on a company-wide and/or project-by-project basis.
- Elements such as requests for information (RFIs), submittals, change requests, and CPM are visible to all authorized users.
- Project Managers will have complete project details to assist in decision-making
- From RFIs and submittals, to proposed and approved change requests, to executed change orders, Project Manager helps you invoice promptly and accurately for changes on a job.
- A database of documents used by project managers to communicate with customers, suppliers, subcontractors and colleagues.
- Know the status of every RFI, submittal, change request, and change order, from beginning to end
- Direct links to existing Bluegrass functions such as Purchase Orders, Change Orders and Sub-Contracts.
Proposals and Contact Management
Proposals provide standard and individualized formats to present to prospective customers. Formats can be based on simple text approach or you can draws from a database of material and labor items. Both types can draw predefined descriptions, which can be modified for a specific proposal.
The Proposal features include:
- Fully integrated to setup work orders and service contracts.
- Text and Line-item formats.
- No limit to the number of formats defined.
- Boilerplate entries are user-defined.
- Separate Proposal database serves as a marketing tool.
- On acceptance of proposal, work order or service contract can be created.
- Proposals can be generated from work orders.
The Bluegrass Purchase Order module updates your last cost as each purchase order is entered. This assures current cost figures. But what if you make a special purchase and you don’t want this reflected in your last cost? Just say no to update last cost and this feature is skipped.
Job Cost and Service Management is updated when the purchase order is received, eliminating the problem of materials not being charged to the job. Any extra materials can be charged to stock. Lump sum orders are tracked by dollar amount and items received.
Purchase orders are electronically matched to the Accounts Payable invoice. Never again pay an invoice for more than you were quoted. Freight may be entered as a separate item on the invoice and multiple shipments are no problem. Below are some of the other features:
- Identifies payment terms, shipping terms, ship via, and FOB point.
- Allows special instructions, unlimited messages, and notes for each purchase order.
- Tracks order date, requested delivery date, and date received.
- Codes frequently used shippers and terms for quick entry.
- Integrates with Bluegrass Inventory module to increase speed during data entry.
- Supports an inventory database if you do not need Bluegrass’s Inventory module.
- Supports taxable, non-taxable, and special order items.
- Supports discounts for each line item.
- Allows editing of purchase order line items during the receiving process.
- Provides vendor, item, and job searches.
- Distributes to General Ledger and Job Cost by line item.
- Allows the closing of purchase orders,
- Even if not received in full.
- Interfaces with Estimating, Inventory, Accounts Payable, Job Cost, and General Ledger.
- Select correct price per vendor.
- Allows view of all vendor prices for the item.
- Cross reference search to vendor part number.
- Electronic Transfer.
View all Purchase orders for a job, vendor or buyer just enter the desired filter information and hit the search button.
If you wish to see the detail of a particular PO, simply highlight it and drill down to view details.
If you wish to make a modification to a purchase order or see comments you can select the modify PO button from either inquiry screen.
Purchase orders print with all the information needed by your vendor. They may be printed on stock paper or custom forms. They may be printed with or without costs.
Bluegrass also allows you to direct your printed purchase order to your fax. Whether printing or faxing, you specify the job range and/or desired vendors.
Submittals - On jobs requiring that technical specifications be submitted, the tracking is started with the purchase order. You may update and view the submittal status of all items for the job at any time.
Automatic Receiving - For call-ins from the supply house there is no need for a separate receiving step. The purchase order is placed and received in one easy step.
Purchase Order Status Report - This report details all pertinent information about outstanding or closed purchase orders, including the original order amount, received amount, and remaining on order.
Purchase Order Receiving Report - This report details the receiving history against the original purchase order. This allows you to trace the history of any previous receivings.
*Material Tracking * - A vital part of the management of any job is the tracking of materials and equipment. With Bluegrass the tracking starts with the estimate for original quantity and includes any change orders for a revised estimated quantity. Requisitions from stock are detailed with a requisition number and quantity. Date, purchase order number, and vendor list purchase orders placed and received.
If you ship material and equipment to the job site, we will print the packing slip for you and include this information on the report. If you don’t use Estimating, the Material Tracking Report is valuable for keeping track of the quantity of each item used on the job.
Purchase Order Interface to Other Modules - Estimating can automatically create a purchase order. Modifications can be made in Purchase Orders before printing or faxing. When an item is received, the total amount of the received item is passed to Accounts Payables. The supplier invoice may not be entered for more than this amount.
At the time of receiving, Job Cost is also updated with this same amount. One purchase order may be split between several jobs or between jobs and stock.
If the purchase order was for a Work Order, the detail is transferred to Service Management, with the correct price per your chosen mark-up method.
For stock items, the quantity on hand is updated in Inventory. For all items the last cost is updated and the cost per vendor is saved. Purchase Order History is maintained per item and for as long as desired. This provides the cost, quantity, and vendor for each item.
Quote / Counter Sales
- Easy to Install
- Interfaces to Bar Code Scanners
- Interfaces to Cash Drawer
- Quote to Order
- Included Register Checkout
- Prints Receipts / Invoices /Picking Tickets
- Includes features for businesses that deal with contractors
- Inventory Control
- Order Status Screen inquiry until item is shipped
- Maintains order history after the order is shipped
- Job names within customer’s account
- Drop shipments
- Kit Inventory
- Substitute Item for out-of-stock situations
- Credit Memos (with ability to return goods to inventory)
- Prints price lists, picking tickets, and invoices
- Has full back-order retention with complete backorder reports
- Handles broken-case ordering
- Sales tax control at item level
- Calculates salesman commissions
- Automatically updates Accounts Receivable
Remote Time Entry
Do you know if your jobs are on budget on a daily basis? Well with the Bluegrass remote time entry system you could with no extra effort.
Designed for hand-held devices or lap-top computers the Bluegrass Remote time entry system gives the field supervisor the tool he needs to record hours and production as well as job conditions on a daily basis. With less effort than it takes to enter this information on his field report, he can record the time for the crew and transmit to the home office in a matter of minutes. The Bluegrass remote time entry system instantly synchronizes with Bluegrass for windows and can be modified to interface with other cost control systems.
Service and Dispatch
For service calls or jobs you don’t estimate, set every thing in motion from your work order. (We also give you the option of using a proposal to create a new work order or a service contract) Select Work Order Entry from the Bluegrass Main Menu Bar and enter the job address.
If you have worked previously at this location, select it from the displayed list. All billing information is displayed. This includes: who to bill, contact person at the job and billing location, and phone and fax numbers. The customer balance is displayed along with any messages from your credit department. Work history is also displayed. This includes: the last time you were at the location and the type of work you performed. Further detail about parts used, work performed, and customer history is available with the touch of a button.
Next, the program automatically sets up a job and prints a work order. Now you may issue a purchase order or requisition from inventory. The cost goes directly to job cost and the materials are listed automatically on the invoice, marked-up based on the mark-up method you chose for the customer.
If you track warranty information, you can maintain service history by individual unit showing the serial number, date of installation, and the length of warranty for parts and labor. In addition, serial number and warranty information per component part can be tracked. Detailed description is also saved by unit.
The Service Management process starts with the recording of the service call. Work orders can then be printed, scheduled, and dispatched. Once the call has been completed, invoices can be printed for time and material or a contract price. These invoices are then posted; updating Job Cost and Accounts Receivable, keeping track of customer history, and tracking inventory.
Work Order Entry has been placed on the Main Menu Bar, making it available no matter where in Bluegrass you are working. If you are entering AP invoices and a service call comes in, just click on W/O on the title bar and enter the work order information. When you are finished you will pick up where you were in Accounts Payables.
All calls are initiated in Work Order Entry, ensuring that no more calls slip through the cracks The date and time of call was entered along with the User Code of the person taking the call. Service history, customer and service location information can be viewed by the touch of a button no more searching for folders while the customer holds. These features are presented in the following sections.
Work orders can be printed in advance or as they are entered and can be printed on stock paper or custom forms. Bluegrass offers multiple formats, with customization available. Previously entered work orders are always available - they can be viewed and reprinted at any time.
As often happens during the process of taking a customer call, you may need to review historical, financial or other customer information to help you decide how best to respond to the call. Bluegrass offers a wealth of such information by simply clicking the mouse button to display the menu shown within the work order. Viewing any of the items on the menu is a matter of second mouse click.
From reviewing current credit status to scrolling through Work Order and Service Invoice histories, Bluegrass offers a complete picture of service activities for the Location displayed on the Work Order. You also have the option of reviewing Service Contract and System information from the same menu.
The System screen shows all systems at a service location, with details on installation and warranties. A part list may be entered for each unit. New system information can be entered from this point and the system can be tied to the work order all the way through to billing
The Additional Service Information is a user-defined database used to track information specific to your company needs. Answers may be pre-defined or unique, as required. Items may be printed on work orders.
Service Contracts for the customer may be accessed from the work order screen when taking the call. If there is already an open work order for the customer you will be alerted so that calls could be combined
Service History- Another example of the information available during Work Order entry is the Service History drill-down. After selecting this option from the Work Order drop-down menu, you have the option of reporting on a single system at a location or reviewing all history notes, beginning with a list of Service Invoices in reverse order, as shown on the first screen.
By clicking on a system, details of the invoice are displayed, below. You also have the option of seeing the parts/materials used on the job.
While Bluegrass offers you the option of tracking service history by system, it does not require the entry of Service Location systems if you do not need that amount of history detail.
For users with password access level to view this much detail, a drill down to gross profit for this work order is available. This is very useful to the service manager when dealing with complaints about a bill that is too high.
Credit Information- The dispatcher is alerted that the customer has past due invoices by the customer code turning red. Selecting credit information from the right mouse menu displays the invoices that are past due and shows balance and last payment amount.
Create Proposals- You can create a proposal from the work order screen.
Job Item-Gives you immediate access to reports and queries.
Scheduling-Can be done from the work order screen or from the graphical dispatch board. Scheduling from the work order is handy when you are giving the customers a promised date. This will flag the work order for this date and allow assignments to a specific technician who you know is available.
If the call is from a new customer From the work order entry screen you can create the work order, establish the service site and billing customers and set up the job, all from the same information. Task and general ledger codes are created in the background with out operator input.
Multi-Board Dispatching- All activities related to Dispatching are available at all times from the desktop. So no matter what you may be doing when your service technician calls, you can enter their completion time, find their next call, pull up the detail of the work order, confirm the call, or give directions and specific information about the call. You are provided flexibility in your dispatch inquiry:
- Up to five boards may be defined to separate by dispatches or division.
- Look at work orders for today or all work orders.
- Pick out emergency calls or special status calls.
- Monthly summary boards can be reviewed during call entry
- Work Orders may be set as Multi-tech and Multi-day and each technician can still be tracked on the board.
- Board position may be changed according to your preferences.
- Uses Drag and Drop technology.
- Credit checking with past due invoices listed.
- Daily scheduling or long term planning.
- Push button status change.
- Arrange calls in any order.
- Arrange technician by name or code.
Interface to Proposal - If you need to quote for a suggested repair, no need to exit dispatch, just click on the proposal option and you will be transferred to the proposal form. The software knows what customer and service site you want based on the work order, so this information is automatically displayed. When the proposal is accepted, just click on the awarded button and a work order will automatically be generated.
Interface to Service Contract - The Bluegrass Service Contract Module automatically generates a work order for Preventative Maintenance to be done in the time period you requested, generally a month. These work orders may be placed on a separate board designated for this purpose so that they can be tracked separately, until ready to schedule. At a glance, you can see preventative maintenance separated from service calls.
Equipment - Keeping track of the equipment you install and service allows you to better serve your customers and control your costs. Equipment information such as make, model, serial number, installation date, warranty information and who did the installation is available with the click of a button.
Purchase Order and Requisitions are tied to the work order - After the Service call has been taken and scheduled you may need parts that are not on the service technicians trucks. Simply click a button to create a purchase order or requisition the part from your main warehouse. The purchase order or requistion will now be linked to the work order so that you cannot forget to bill for it.
Multiple Day or Multiple Technician Jobs - If you need schedule one or more technicians to a work order, Bluegrass provides this capability in the simplest way possible. Just push a button and select the technicians from the drop down list. Each technician can then be scheduled for the same or different hours.
If you need to add one or more days to the job, just bring up the calendar and pick the days you want to schedule. You can add days for all technicians at the same time or add a day for just one technician.
Closing a Work Order - When the technicians calls in to say he is complete for the day or the work order, a push of the button gives you the list of all technicians on the job for all scheduled days. You may close the day for all Technicians if they worked the same hours or each technician separately, if they have different hours on the job and travel times have been recorded based on time dispatched or on job, depending on how you billed. Hours may be overridden. Time is passed automatically to billing and payroll. Employee pay rate are determined by employee master pay rate, prevailing or union requirements. The billing rate is determined by, the flexible mark-up table for that customer.
Billing for Dispatch - A work order need not be complete before invoice items are recorded. Labor is automatically transferred as the day is closed. Any purchase order marked received or any material requisition marked shipped are automatically transferred to the invoice. If there is a need to see the cost to date for an invoice, this is available. The system checks to see if work order is marked complete or if there are any open purchase orders or inventory requistion and will prevent an invoice from accidentally being billed. Accurate and timely invoicing is critical for cash flow. Service Billing works in conjunction with Service Dispatch to streamline and expedite the billing process.
A few of the many features of invoice entry include:
- Multiple labor rates
- Labor rate and material markup per customer
- Multiple dates
- Limitless descriptions
- Flat rate pricing
- Contract prices
- Direct distribution to payroll
- Partial billings, with automatic creation of new work order
- Overhead and profit percent per customer
- Rental invoices
- Multiple work order per invoice.
- Flat Rate or quoted price invoices
Labor may be automatically entered from the Work Order or may be entered at the time of invoicing. Both types of entry can be used on one Notes entered on the Work Order can be transferred, edited and used as the basis for the Work Performed note and printed on the customer invoice and stored as history.
For rapid data entry use our unique component problem and resolution table to select the standard resolution. Materials and Miscellaneous charges make-up the final invoicing steps. Materials can be entered directly or via a Purchase Order. Inventory can be searched by: Item, Assembly or Category. Prices are determined by Inventory setup to be based on a markup based on varying cost levels, standard pricing or markups by Customer. Bluegrass also offers links to pricing services and flat rate databases. Material entered may be in your database or be a non-stock item. If the item is in your database, you may view all cost information while entering the invoice. By pressing a key, you can see last cost or Trade Service cost. In addition, you can see dates of the last three purchases of the item, the vendor, and the amount you paid.
Standard invoice formats are numerous, and can be set based on degree of detail requirements. Customized invoice formats can be provided to fit your particular needs.
- Bluegrass provides the most flexible invoice printing imaginable:
- Print invoices on letterhead or custom forms.
- Control what prints on the invoice, for example:
- List materials and show price.
- List materials but no price.
- Do not list materials.
Reports - But the Bluegrass solution doesn’t stop with invoicing and work orders, many valuable reports are provided, such as:
Open Work Orders - Shows all un-billed work orders and dispatched status code. This allows for tracking of all closed work orders to ensure that invoices do not get skipped because some on forgot to turn in the paper work.
Recap by Technician - Evaluate your technicians based on facts. The Recap by Technician reports gives you hours spent and profits picture by technician. You can even exclude types of service, such as callbacks, that would distort the profit picture, yet account for all hours worked. Easily linked to Excel to present information in a chart of graft format.
Customer History - Prints hours, work requested and work performed for any time period for any service site. The option to include or exclude dollars makes this a report that can be given to your customer.
WIP report - Shows revenue and cost for jobs in process.
Lead Source - Allows you to see where your advertising dollars are the most effective.
Recap by Type of Service - Do you know what type of work is making you the most money, or what type of work you should discontinue? Do you know how much money you have made this year on a particular customer? Even if the preventative maintenance does not have as high a margin as you would like, maybe be billable service makes up for it. The Recap by Type of Service gives you this type of information. Multiple selection criteria allows for filtering of the information, allowing you to see all work done ever done for a specific customer, or you can ask for all work done for all customers for a date range.
Recap by Salesman - Gives you the tools to measure salesman performance. Easily linked to Excel; to produce comparisons in chart and graft format.
Customer History by Unit - Prints hours, work requested and work performed for any time period for any service site, by piece of equipment. The option to include or exclude dollars makes this a report that can be given to your customer. Makes a great sales tool to justify replacing older equipment and is becoming a necessary value added part of your service to your customer. Information from this report can be made available to your customer from your web site.
This module provides a number of automated tasks to help insure that inspections are scheduled, and contract billing is done on a timely basis. A set of standard inspection codes, tasks and parts lists are the basis for the module.
These standard items are then used to create contract details with almost unlimited flexibility.
Creating a contract is a two-step process, beginning with the entry of the information shown on the first screen. Financial information is used to generate invoices; with the billing dates being compared to the Expiration Date for validity and then updated after each invoice is created.
The Details button opens the Service Coverage section of the contract, which includes the equipment to be covered, inspection codes for each unit and a list of tasks and parts to complete each inspection code. Each inspection code is given a Frequency that defines how often the inspection code is to be performed. There are numerous standard (annual, semi-annual, monthly, etc.) interval options including a free-form code so that you can define up to four non-standard times per year to schedule the work. Time and Costs per task are totaled.
The operation side of Service Contract contains reporting work order management and billing. Activities. Reports include Contracts Due for Work, Invoicing and Due to Expire. If parts lists are entered for task, a report listing requirements may be generated. A date range generates all reports and all provide a preview type report.
Work Orders can be generated prior to their due dates so that labor and other resources can be identified. Scheduling can also be done ahead of time, or work can be assigned as technicians become available. Work Orders can be generated for each piece of equipment covered, grouped by Inspection Codes or singly by Service Location. Work Orders include all tasks and parts in checklist form.
The automatic billing feature operates in much the same way the report and work order generation functions: a date range is entered for which invoice should be created. Contract Expiration Date is checked for validity and the Payment Amount is used as the Invoice Amount. Invoice details are passed to the Repetitive Billing section of Service Management for optional printing and posting.
The Bluegrass Service Contract Module helps you manage this critical and lucrative part of your business. Hundreds of invoices may be generated with the push of a button. Work orders are generated for preventative maintenance due for the time period selected. Work Orders may be stored on separate schedule board to separate scheduling board to separate preventative maintenance from unscheduled service.
- What do you want to know?
- Do you want to know what you did at a particular service location or job site last week, last month, or 5 years ago?
- Is a piece of equipment in or out of warranty?
- What technicians are making you the most money?
- How much are callbacks costing you?
- Does the customer have a service contract?
- Any outstanding proposals?
- Does the customer have any past due invoices?
- What percentage of your active customer base has a service contract?
Our powerful management search tool easily gives you the ability to review all jobs and service location details of your customers. Simply typing in the customer’s ID number will give you the ability to locate credit information, work order history, system equipment lists, service contracts, proposals and jobs.
Multiple look-ups make it easy to access Client Site records by: Id, Name, address, etc. Site information defaults to Work Orders/Invoices, streamlining your data-entry procedures. For example, the directions to site include a virtually unlimited number of Equipment records.
If your business is not standard or if you have more than one company, Bluegrass has solutions to many unique customer requirements:
- Multiple companies are supported.
- Consolidated General Ledger is available and may be customized to your requirements.
- If you do tract projects, be sure to ask about our New Construction option.
- If you do any type of work that requires generation of a work order or an invoice on a preset schedule, be sure to ask about our Repetitive Billing and Service Contracts Modules.
- If you sell over the counter, take orders, or give quotes, you will want to take a look at the Bluegrass Order Entry and Quote System.
- If you manufacture some of the items you install and sell, Bluegrass has a simple to use module to help with that part of your business.
- If rentals are a part of your business, ask how we can help stay on top of that endeavor.
All of the above solutions are completely interactive with all other Bluegrass modules. Suggestions for enhancements are always welcome and considered for implementation.
Bluegrass offers several package options. You will want to discuss options with a sales representative to find out what best suits your needs and budget constraints. Some modules are required, but others may be added at a later date.
An installation plan
Planning is critical to a successful installation. Bluegrass provides the expertise to guide you through this critical phase. Phone consultation is included in the purchase price and we also offer onsite consultations at an additional cost.
The system will be installed preloaded with a chart of accounts and control files and preferences are preset on what we know about how you do business. Of these may be modified. We provide phone support and Internet training to assist you in creating master files. If you have files from an existing system to be converted, we provide you with the formats to make the conversion. If you prefer a more turn-key installation, we will be happy to provide you with this service. The Bluegrass Team makes a real effort to know your business so that we can help you get the most from your investment.
Training and Support
Whether your company is new to Bluegrass or new employees get hired in, our support team offers blocks of training so your staff is always able to work effectively and comfortably within the system. We offer support through webinars throughout the year, one-on-one phone training and onsite visits. When you select the Bluegrass solution, you are getting a sincere commitment to ongoing support and service. Our customers are provided with the Bluegrass toll free line as well as technicians’ cell numbers for when critical issues arise. The Bluegrass support email is also continuously monitored so that you get a reasonable response time to your questions or issues.
Want to easily control your inventory with affordable wireless technology using Palm OS?
- Turn your handwritten material requisitions into job or warehouse/truck.
- Transfers by simply scanning the item.
- Save $$$ in lost materials.
- Improve productivity by having the material you need when you need it.
- Make taking physical inventory a breeze.
- Maintain truck inventory.
- Update job cost automatically.
- Print bar coded labels.
- Stores list of stocked items for scan validation.
- Creates transfers to job cost or a different warehouse.
- Prints shelf or product labels from the Bluegrass Inventory and Purchase Order modules.
- Physical Count feature interfaces to Bluegrass Inventory, Purchasing and Job Cost systems.
For easy access, the Work Order entry has been placed on the Main Menu so workorders can be entered as your working in other Bluegrass programs. All calls are initialed so that nothing slips through the cracks. Date and time of call along with the user code of the person taking the call. Complete service history, credit status, customer and service location information can be viewed by the touch of a button – no more searching for folders while the customer holds. Workorders can be printed in advance, as they come in. Previously entered workorders can be printed to stock paper or custom forms. Bluegrass offers multiple formats with customization available.
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