Speak to an Independent Software Expert Now
(800) 827-1151 8am-5pm (ET)

Spectrum Construction Management Software

A full ERP system designed by Dexter + Chaney for construction and professional services companies.
Questions about Spectrum Construction Management Software? Call (800) 827-1151 and talk to a software expert now.

Version 14 is the most innovative new version of software in Dexter + Chaney’s 30+ year history. With v14, Spectrum enters the cloud. But we’ve done much more than simply move our existing software to a hosted environment. We’ve completely redesigned the user interface and user experience, creating the construction industry’s easiest to use and most accessible business management software.

The V14 Experience

The experience begins with the dashboard. This is your launch pad to all your most important information. Customize the dashboard by choosing from a wide variety of applications, from job cost graphs to industry newsfeeds. Simply drag and drop them using the Dashboard Builder. Want to take a deeper look into the information you see? Simply click on a dashboard element and go directly to the place in Spectrum where you can see all the details behind the scenes.

Companies use Spectrum to run their entire construction business, so with version 14, we decided it was time to make Spectrum available to everyone. All your employees can log in and access the dashboard to see important company information—and it costs you nothing!

Ready to do some work? Choose from a list of favorite tasks in your navigation bar, or use the Info Bar to select something specific—a job, a vendor an employee, a report, and so on. Your dashboard turns into a desktop setup for you to work on the task you’ve selected, and the Info Bar displays relevant information and navigation.

Need to work on more than one thing at a time or view information in different ways? Spectrum’s browser-based interface opens a new tab for every new task and lets you keep your tabs open and accessible. No more closing and re-opening screens or trying to remember how to move through complex menus. With Spectrum v14, all your information is one click away.

Doing More For Less

Less complexity. Less effort to get up and running. Less investment in hardware, operating systems, and databases. And less time spent installing, maintaining, and upgrading your software. Spectrum v14 delivers lower cost of ownership because we deliver a true cloud solution. There is no software to maintain, no special hardware to purchase, and no updates or upgrades to install.

Want to run Spectrum on your own hardware? No problem! Install Spectrum on your server, and because it’s browser-based you still won’t have to install software on client machines. You simply access your company network, open a browser, and get to work.

Comfortable with using web-based software? Then choose the cloud option and completely avoid any hardware purchases or software maintenance overhead. Is security a concern? With Spectrum, your data is your own and is protected by the same level of security used for online banking.

Either way, you get the full v14 experience with less upfront investment and less ongoing operating cost than ever before. And as always, once you purchase Spectrum, you never pay again for any new version or update.

Accounts Payable

Spectrum’s Accounts Payable / Subcontract Management module provides complete control over cash flow. The wide variety of reports and inquiry screens allows an accurate understanding of the status of each job and subcontract. And, scheduling payments is fast and easy.

The system includes complete subcontract control. For example, payments cannot be entered if they exceed the revised subcontract amount. Retentions are automatically calculated by the percentage set up in each subcontract. Change orders are entered once and automatically update the subcontract amount and the revised estimate or committed cost in the Job Cost module.

The Subcontract Management feature also allows you to track a wide variety of paperwork related to construction projects. You can keep track of lien releases, releases from vendors and subcontractors, insurance certificates, and other important, time critical documents required to remain in compliance. The documents may be tied to invoices. The system can be set up to beep a warning or refuse to release a payment until an item has been signed and cleared in the Spectrum system.

Checks can be selected by job, vendor, payment date, or vendor type, and retentions are easily selected and paid when a job is completed. If a check is issued in error, when corrected, the system will automatically set up all the corresponding invoices and adjust the vendor, subcontractor, and General Ledger balances.

Features:

  • The A/P Invoice inquiry window, which is available in General Ledger, Job Cost, Equipment Control, and Accounts Payable inquiry screens, displays timely payment information when the invoice or credit memo is unpaid.
  • The Pre-Check Register, Manual Check Register, Check Register, and Void Check Register reports are enhanced to display Cash Management bank account information when the Cash Management bank accounts are used.
  • Aging reports can be reconstructed for any prior period retained on the system.
  • Electronic workflow for invoice approval tracks invoices electronically, provides email notification, and flexibly routing of invoices to each in a series of approvers. Document Imaging enables original invoices to be viewed throughout the approval process.
  • Year-end balances can be recalculated at any time if data changes.
  • Vendors can be looked up by name if code is not known. Retention is held until payment is authorized.
  • Vendor inquiry can display open items and history.
  • AP Account Inquiries display activity totals and itemized detail for any account.
  • Flexible payment selection is available (single invoice to entire job).
  • On-line calculators are available in several fields. System is able to place invoices or vendors on indefinite payment hold.
  • Partial payments are allowed for any invoice, including retained amounts.
  • Retention is held until payment is authorized.
  • Vendor inquiry can display open items and history.
  • AP Account Inquiries display activity totals and itemized detail for any account.
  • Flexible payment selection is available (single invoice to entire job).
  • On-line calculators are available in several fields. System is able to place invoices or vendors on indefinite payment hold.
  • Partial payments are allowed for any invoice, including retained amounts.
  • A vendor history file of paid invoices is maintained, including check number and date.
  • Check reconciliation is performed by bank statement date.
  • 1099 printing can be performed at any time.
  • A void check entry completely reverses related paid invoices.
  • Retention can be paid for an entire job, vendor, or vendor type.
  • Change orders are entered once and tracked in both the subcontract and job.
  • Invoice remarks are also tracked in AP, JC, and GL.
  • If a duplicate invoice is entered, a window automatically opens displaying information on the existing invoice.
  • Open commitment PO amounts can be displayed in numerous cost information screens.
  • Vendors can be looked up by name if code is not known.
  • A/P Account Inquiries display activity totals and itemized detail for any account.
  • Spectrum is able to place invoices or vendors on indefinite payment hold.
  • Check reconciliation is performed by bank statement date and cleared checks may be kept online indefinitely.
  • Accounts Payable is fully integrated with Document Imaging, General Ledger, Job Cost, Equipment Control, Preventive Maintenance, Time & Materials, Purchase Order, Order Processing, and Sales Analysis.

Inquiry Screens

  • Vendor Inquiry
  • Subcontract Detail Inquiry
  • Subcontract Inquiry by Vendor
  • Subcontract Inquiry by Job
  • Display Batch Invoice Totals
  • Display Total A/P Balance
  • Subcontract Change Order Inquiry
  • Payment Selection Pre-Check Inquiry

Reports

Subcontract Analysis Report: Complete listing of each subcontract with the contract, to be billed, total billed, retention, paid, discounts taken, and balance amounts all displayed for quick analysis. This report is very useful in evaluating the current status of your subcontracts for each subcontractor or for each job.

Aged Payables Report: Shows all open invoices as Current, 30, 60, 90, or over 90 days. Retention amounts are also tracked and the report can be printed to show each invoice separately or a summary total for each vendor, subcontractor, or job. Selecting a date from any prior period can reconstruct a history of invoices outstanding on that date.

Cash Requirements Report: This report will aid in projecting cash required for any future dates selected (up to three dates can be chosen). This analysis can be sorted by job or by vendor.

Document Tracking Reports: This is a very flexible report, which can be used as a tickler or to track all open documents. You can print an exception report when printing checks. It may also be run by job, or other selection criteria.

Other Accounts Payable Reports

  • Payments GL Detail Reports
  • GL Distribution Reports
  • Trial Balance Reports
  • Pre-check & Check Registers
  • Check Register History Reports
  • Manual Check Log
  • Subcontract Status Reports
  • Subcontract Detail Payment Report
  • Subcontract Billing Register
  • Subcontract File Listings
  • Subcontract Change Order Print
  • Subcontract Change Order Logs
  • Subcontract Change Order Form
  • Subcontract Form
  • Vendor Labels
  • 1099 Edit Listing
  • 1099-MISC Form Printing
  • Vendor 1099 Listing
  • Vendor History
  • Vendor File Listings
  • Transaction Registers
  • Accounts Payable Checks
  • Recurring Invoice/Credit Memo
  • Recurring Invoice Reports
  • DBE Job Cost History Report
  • Use Tax Code Listing
  • Use Tax Reports
  • Document Tracking Item Listing
  • Invoice Approval Routing Listing
  • Approval Performance Report
  • Change Vendor Code Listing

Accounts Receivable

Spectrum’s Accounts Receivable module is designed for the construction industry. The wide variety of contract and payment types are easy to understand and handle with the system. Complete integration with other Spectrum modules ensures total control over industry-unique receivables management issues.

Industry standard billing formats are supported for both general contractors and subcontractors. Lump sum and unit price billings are easily processed, and a single step makes it easy to reverse and revise billings long after the original revenue was posted.

A flexible tracking system lets you control change orders from initial proposal to final billing and change orders to contracts are easy to enter. Additionally, integration with Job Cost provides a single-entry system.

Features:

  • The Accounts Receivable | Contract File Maintenance screen has a Distribution tab to allow users to set the distribution percentage for each G/L account. This tab includes the option to ‘Distribute draw request to invoice by G/L code?’ check box for use when posting Accounts Receivable draw requests to Accounts Payable invoices, similar to the General Ledger distribution available in the vendor file.
  • The Details tab allows the G/L code to be entered only if the ‘Distribute draw request to invoice by G/L code?’ check box is clear, otherwise they will be disallowed.
  • The Contract File Listing shows the distribution by G/L information only if the ‘Include detail?’ check box is selected.
  • The Update Draws to Invoice Entry creates the invoice detail lines from the Distribution by G/L code if the check box is selected.
  • The Contract File Maintenance screen allows entry for a virtually unlimited number of user-defined fields.
  • In the Change Orders Log Report, two summary lines stating Executed CR’s that do not have any CO detail“ or “Approved CR’s that do not have any CO detail include the totals for each line.
  • A Contract Status Reconciliation report option appears on the Change Request Log Print starting screen.
  • No requirement for ”period closing“; system may be kept open for any period. User-defined closing dates can be maintained.
  • Fiscal calendar controls posting to appropriate fiscal periods.
  • Monthly account activity totals are maintained (up to 4 years).
  • On-line storage of AR detail transactions is limited only by disk capacity.
  • Year-end balances can be recalculated at any time if data changes.
  • AR Account Inquiry displays activity totals and itemized detail for any account by customer or by job.
  • AIA G702 and G703 form equivalents are printed automatically.
  • Subcontractor billing is supported.
  • Reports can be generated by customer or by contract.
  • Customer inquiry shows open items and payment history.
  • Change order inquiry includes proposed and accepted change orders.
  • Change order status can be easily changed from proposed to executed.
  • Change orders update contract, job cost estimates, and billing.
  • Retention is calculated and tracked for contracts and customers.
  • Look-up by name is available if customer code is not known.
  • Search for open items is available during cash receipts entry.
  • Miscellaneous and non-AR cash can be entered and tracked.
  • Contract inquiry displays change orders, open items, and payments.
  • Statements can be printed by contract or by customer.
  • Deposit slips can be printed automatically.
  • Finance charges can be calculated for specific customer.
  • Complete billing history is maintained.
  • Customer labels are available.
  • Recurring invoices can be set up to allow routine billings to be automatic.
  • System allows unlimited customer remarks and contract remarks.
  • Automatic reversal of draw requests and automatic reversal of invoices is available.
  • Accounts Receivable / Billing is integrated with Project Management, Document Imaging, General Ledger, Job Cost, Time + Material, Accounts Payable / Subcontract Management, Order Processing, Inventory Control, Work Order, Scale Interface, Equipment Control, Cash Management, Service Contract, Sales Analysis, and Esti-Link modules, which reduces input time and ensures accuracy.

Inquiry Screens

  • Customer Inquiry
  • Contact Detail Inquiry
  • Contract Inquiry by Customer
  • Invoice Inquiry
  • Display Total Accounts Receivable
  • Change Request Inquiry
  • Change Order Inquiry

Reports

Draw Requests/Billings: Produces complete AIA G702 and G703 form equivalent billings. Sales tax calculations have been incorporated into the billing forms. An optional subcontractor application for payment billing form is also available.

Aged Open Items Report: Ages all the open invoices as current, 30, 60, and 90 and over categories. The retention amount is also printed with the customer name and telephone number. The report is available as summary or detail and by job or customer.

Sales Tax Report: Lists all the invoices by their respective sales tax codes. The invoice amount, taxable amount, sales tax, and sales tax percentage is printed. This report can be printed for any period and for any tax codes.

Contract Detail Report: A complete listing of open invoices or payments made against the contract. The original contract, change orders, revised contract, billed, paid, and retention amounts are printed.

Other Accounts Receivable Reports

  • Sales GL Distribution Report
  • Cash Receipts GL Distribution Report
  • AR Trial Balance Report
  • AR Sales Register
  • Recurring Invoice Report
  • Statements
  • Billing Quantity History Report
  • Pre-Billing Quantity Journal
  • Invoices
  • Draw Request Worksheet
  • Cash Receipts Journal
  • Cash Receipts Report
  • Transaction Code Listing
  • Change Order Trial Balance
  • Invoice Log
  • Invoice Edit Listing
  • Deposit Slip Listing
  • Finance Charge Listing
  • Contract Summary by Customer
  • Contract File Listing
  • Customer File Listing
  • Customer Sales Report
  • Customer Inquiry Report
  • Customer Labels
  • Sales Tax Code Listing
  • Sales Journal
  • Billing Item Listing
  • Terms Code Listing
  • Salesperson Listing
  • Unit of Measure Listing
  • Item Description/Message Listing
  • Change Request Logs
  • Change Request Pricing Reports
  • Change Request Profit Reports
  • Change Request Proposal Forms
  • Change Request Status Listing
  • Change Order Status Listing
  • Change Order Log
  • Change Order Profit Reports
  • Change Order Forms
  • Invoice User-Defined Fields Listing
  • Change Customer Code Listing

Cash Management

Spectrum’s Cash Management module provides contractors with an efficient method of tracking and maintaining cash assets. Fully integrated with Accounts Payable, Accounts Receivable, Payroll, Job Cost, and General Ledger, Cash Management automatically accumulates all cash-related transactions during routine daily processing.

Because of its integration with other Spectrum modules, the Cash Management system streamlines related accounting functions to single entry procedures. At period-end, Cash Management provides a fast, efficient process to reconcile each bank statement to the General Ledger cash account balances.

For contractors who use interest earning accounts to fund payroll or payables accounts, information provided by Cash Management’s Check History Float Inquiry can be invaluable. By evaluating historical data relating to when checks are written and when they clear the account, users can determine the date they actually need to fund these accounts, thereby keeping their money in the interest earning accounts until it is actually needed.

Features:

  • The Transaction History Report starting screen offers convenient check boxes within the ‘Transaction types’ and ‘Source’ sections. The check boxes allow users to specify which information will display on the report and where the information will originate from.
  • Handles multiple bank accounts.
  • Keeps track of check sequences for multiple checking accounts.
  • Flexibility to handle a wide variety of different banks.
  • Bank reconciliation screen provides automated reconciliation of bank statements.
  • Electronic check clearing is available by importing bank-provided files; this creates historical data relating to the check print date vs. the actual clear date.
  • Entry of bank charges in Cash Management automatically posts to the general ledger.
  • Automatically records deposits entered in accounts receivable.
  • Wire transfers between accounts or to third parties automatically update to the General Ledger.
  • Direct check feature allows for simplified cash expensing, without an entry in accounts payable, such as for payroll tax deposits, permit checks, and other direct payments.
  • Voiding or reversing direct checks is fast and easy.
  • User-defined security is built in to allow for various levels of access.
  • Creates a database of account information, including account numbers, representatives, and telephone numbers.

Inquiry Screens

Current Bank Balance: This screen allows the user to view details about the bank account information stored in the Spectrum General Ledger.

Bank Statement History: This inquiry prompts the user to enter the General Ledger date and the bank account to view statements that have been reconciled or updated. The user may also view the deposit and cleared check transactions.

Check History Float: This screen allows the user to view the check float history (the number of days between the check date of an item and the date that it is cleared by the bank). The display detail includes the checks that are cleared and stored in the reconciled check history file for a particular check issue date. The screen also summarizes checks not yet cleared as of the date specified.

Reports

Bank Statement History Report: This report allows the user to view bank statement information, which can be reproduced at any time from the history file. Two formats of this report can be printed: detail or summary.

Transaction History Report: This report prints directly from the history file and shows the transactions that have been reconciled or updated for any date range specified. Each bank account prints on a new page and can be sorted by the check date or number. This report can also be displayed in detail or summary.

Other Cash Management Reports

  • Check History Float Listing
  • Positive Pay Data File Report
  • Bank Reconciliation Listing
  • Additional Transaction Update Report
  • Direct Check Print
  • Direct Check Register
  • Void Direct Check Listing
  • Void Direct Check Register
  • Wire Transfer Listing
  • Wire Transfer Register
  • Void Wire Transfer Listing
  • Void Wire Transfer Register
  • Outstanding Check Conversion Report
  • Bank Account File Listing
  • Clearing Data File Format Listing
  • Electronic File Table Listing
  • Electronic Category Group Listing
  • Electronic File Formula Listing
  • Bank Statement History Purge Report
  • Direct Check History Purge Report
  • Wire Transfer History Purge Report

Document Imaging

Imaging technology has been around for years. With the advent of Spectrum™ Document Imaging, however, it’s now practical for construction management. That’s because Document Imaging is not just an add-on. With Spectrum Construction Management Software, it’s fully integrated, built in from the ground up.

Spectrum Document Imaging lets you incorporate documents - AP invoices, time cards, change orders, etc. - into your everyday workflow. For example, when a vendor invoice arrives, you immediately enter it into Spectrum, press the Image button and put the invoice into the scanner. The invoice is scanned and the image is automatically indexed and attached to the invoice. Automatic indexing eliminates the possibility of error. Reporting is immediately available to show pending invoices, and how long they’ve been outstanding (very helpful at month end for WIP and for cash requirements reporting). The approver - a Project Manager, for example - receives an email announcing that invoices are ready for approval. The approver goes to the invoice approval screen to view pending invoices. Thanks to Document Imaging, the approver can view the original invoice on screen and can even attach notes to the invoice with questions or instructions. Once approved, the invoices are routed back to accounting for payment.

Here’s an example of scanning an AP invoice. An invoice is entered into Spectrum. When the invoice is entered, you press the Image button and put the invoice into the scanner. The invoice is scanned and the image is automatically attached to the invoice. That’s all there is to it! From now on, any Spectrum user who looks up that invoice can press the Image button to see the image. The image is stored as part of the Spectrum database and can be viewed anywhere an invoice is viewed within Spectrum.

When viewing a Spectrum transaction on the screen, an Image button is available. Simply click and the document appears on screen. You can print it, fax it, even email it with another click - without ever digging through a file cabinet. Or you can scan a new image or even attach an Excel spreadsheet or a photo. Images may be as many pages as you like, and may be annotated with sticky notes. Images may be in one of over 30 different file formats.

Spectrum Document Imaging makes your important files available instantly. And your documents are more secure. Paper documents are subject to mishandling and loss or even fire. Documents in Spectrum are safe and duplicated by regular electronic back-ups. Can you imagine backing up your paper files safekeeping? You can easily keep off-site back-ups of all your critical documents with Spectrum Document Imaging.

Features:

  • Spectrum Full-Text Indexing (also known as Optical Character Recognition or OCR Indexing) provides you with the ability to search documents using any typed text on the scanned document (not just keywords that were entered at the time the image was added to the system).
  • An image button on several module screens allows users to attach files more conveniently.
  • Drill-down capability is incorporated throughout Spectrum to enable you to view documents quickly and easily.
  • Document Imaging is integrated to transactions and events throughout Spectrum such as invoices, change orders, and employee reviews. Integration also extends to master files such as jobs, employees, vendors, and customers.
  • Automatic indexing ensures that documents are filed correctly and are easy to locate. Flexible searches make it easy to find a single document or a group of documents. The “Build CD” feature allows the selected documents to easily be transferred to a CD.
  • For documents that do not relate to a specific vendor, job or other Spectrum file, such as tax returns or audit information, you can use Electronic Filing to create your own custom electronic file cabinets, drawers, and folders to hold virtually any type of scanned document. The number of documents and folders is limited only by available disk space.
  • Scanned images are stored as compressed TIF files. The images can be scanned at 200 or 300 dpi, at your option. 200 dpi is fax quality, 300 dpi is photocopy quality. You can mix and match among these.
  • Document Imaging is integrated with the Accounts Payable, Accounts Receivable, Equipment Control, Equipment Tracking, General Ledger, Human Resources, Job Cost, Payroll, Project Management, Purchase Order, and Work Order modules.
  • Images are conveniently stored within multiple folders, where applicable. Once an image has been scanned into SPECTRUM, references to the document may be added to multiple folders.
  • Cross-reference files are automatically maintained by the system to link the Time + Material billing files and Job Cost history files with Document Imaging transactions. These files are updated for new transactions as they are posted to Job Cost and Time + Material.
  • Some Crystal reports offer drill-down capabilities to Document Imaging display.

Reports

Job Cost History Report: Provides a complete listing of specific job cost transactions. More than a dozen selection criterion make the report extremely flexible. Document Imaging produces a hyper-link to each image reference in the report. Clink on the link to see the image. The Create CD feature enables the user to build a CD with the report and all the associated images.

Time + Material Detail Billing Report: Presents transaction records for T + M billing. Flexible selections and sorts enable the user to selection exactly the records needed. Integration with Document Imaging provides a link to each image in the report and the ability to build a CD with the report and all associated images. Provide billing amounts and complete transaction level detail to customers in just moments.

Search Image Report: Provides a report listing all transactions selected based on a variety of flexible search criteria. As with other reports integrated with Document Imaging, a CD may easily be created that includes a report and each document in its original format.

Fixed Assets

Whether you have a fleet of construction equipment or a high end printer, all assets lose value over time. Spectrum Construction Software helps you calculate depreciation with its Fixed Asset solution. The Fixed Asset module calculates the depreciation on your equipment fleet, or other assets, and sends the information to the Equipment Control solution, giving you accurate recovery costs. As part of an integrated construction management software application, Fixed Asset expenses depreciation amounts on the income statement, and depreciation is coded on the General Ledger.

Each asset can have up to three depreciation methods applied to it. The Fixed Asset solution supports the following depreciation methods:

  • Accelerated Cost Recovery System
  • Straight Line
  • Sum-of-the-Years’ Digits
  • Declining Balance

General Ledger

Created specifically for the construction industry, Spectrum Construction Software’s General Ledger lets you post costs directly to specific line items. With this functionality, you can post directly to a job, specific piece of equipment, or a work order. The General Ledger integrates with other construction management features, such as Accounts Payable and Accounts Receivable, eliminating the need for double entry.

Other features of the construction software include:

  • Real-time information
  • Multi-company cost center

Human Resources

Dexter + Chaney’s Human Resources Module automates the process of employee management. From recruitment to retirement, Spectrum Construction Software provides comprehensive and flexible human resources (HR) solution designed for contractors.

Human Resources offers true flexibility so contactors can tailor employee record keeping to fit their unique needs and remain in compliance. Track applicants; set up new employees; document employee reviews, skills, and certification; make salary adjustments; record drug testing results; track OSHA and safety requirements; set up employee benefits; track vacation accruals; and much more. Unlimited user-defined fields allow contractors to customize the software to meet their individual HR needs.

Integration for Spectrum’s Document Imaging further streamlines HR processes by making documents available with a simple click of the mouse. Paper documents such as applications, performance reviews, drug and skills testing results, and L&I accident reports are scanned into Spectrum where they are automatically attached to specific events and employees.

Once scanned, a document becomes a permanent part of the contractor’s HR database. Spectrum automatically indexes all scanned documents for instant retrieval and usage. Images can be annotated, printed, faxed, or e-mailed directly from Spectrum.

Software triggers within Human Resources provide a powerful tool for users to automate specific actions such as warnings, e-mail notifications, and updates to data fields. Triggers can be used to warn of empty vacation hour banks, driver’s license dates expiring, and many other purposes.

Flexible, multi-level security features give the Human Resources administrator complete field-by-field control over who is able to view and/or edit employee data. Employee confidentiality is ensured and those who are authorized have access to the specific information they need.

Integration with Payroll, accounting, and Document Imaging, along with user-defined customization and multi-level security, make Dexter + Chaney’s Human Resources Module a logical choice for contractors seeking to streamline HR.

Features:

  • A SuperSelect search field on the Applicant Tracking and Employee Management screens. This field searches using the applicant code or the employee code, respectively.
  • Dexter + Chaney’s Human Resource Module offers an organized way to set up new employees, document employee reviews, perform salary adjustments, track applicants, track drug tests, track OSHA and safety requirements, perform skills and certification reporting, set up employee benefits, track vacation accruals, and much more. Operators can set up many user-defined features, such as questionnaire forms, mail-merge forms, triggers, and employee access screens.
  • Unlimited user-defined fields allow users to define alphabetic, numeric, and date fields with optional validation. There are no restrictions on the number of dates versus numeric versus alphabetic fields, and the ability to set the status to ‘Active’ or ‘Not used’ has been included. In addition, this feature allows users to track the history of all changes to these fields.
  • The Employee Management screen is the complete source for accessing all personnel information. Fourteen different editing tabs provide access to review forms, training logs, auto deposit information, employee earnings history, the history log that tracks changes to the employee file, and more.
  • The Properties tab displays all of the information that can also be set up in the Payroll module and allows the display of an image file for each employee, such as an employee picture. The ability to reference the path and file name of other files that could be referenced to this employee (original resume, reference letters, and so forth) is also available. The ‘Financials’ and ‘Taxes’ windows are identical to those found in the Payroll module.
  • User-defined Triggers allow users to set up warnings, e-mail notifications, and automatic updates to other data fields. Triggers can be used to warn of vacation hour banks going to zero, I-9 dates expiring, driver license dates expiring, incomplete employee fields during setup (for example, Social Security number, birthdate, or hire date), and many other user-defined purposes.
  • The Recurring Benefits feature allows users to set up and manage eligibility requirements for benefits. The Benefit Management function allows users to change the benefit limits and rates for a selected group of employees (for example, highly-compensated 401(k) limits).
  • The Rate Management screen allows users to make pay rate adjustments from one screen. The system automatically logs any changes in the salary history log for each employee. When changes are saved in the system, the Payroll change log and the Human Resources salary log are automatically updated. In addition, new and previous pay rates are updated in the employee master file. This is an easy and effective way to maintain the employee (salary or hourly) pay rates in the system.
  • The Vacation / Holiday / Sick Accrual feature allows users to accrue vacation, holiday, and sick dollar amounts and post them to the General Ledger. The accrual codes for calculating the hourly balances have been available in the Payroll module for years, but now users can calculate the dollar impact of these accruals for the General Ledger module by multiplying the hourly balances by the employee pay rates with an additional percentage burden.
  • Human Resources is integrated with the Payroll, Document Imaging, and General Ledger modules, which decreases data entry time and ensures accuracy.

Inquiry Screens

  • Employee History
  • Skills / Certification
  • Item Requisition
  • Safety / OSHA
  • Benefit Management
  • Employee Civic/Legal/Other
  • Employee Drug and Alcohol
  • Crew Assignment

Reports

Employee History Report: Use the Employee History Report to print event history information for a selected employee or group of employees. This report can be printed as needed to review employee activity, including information such as auto-deposit activity and , for a select period of time.

Skills/Certification Report: Use this screen to print a report of training/certification skill history. Use the Selections portion of the screen to select who you want to appear on the report according to employee code, job title, department, and so forth. Use the Skill selection portion of the screen to select up to four training/certification codes that you want to appear on the report.

Vac/Hol/Sick G/L Accrual History Report: Use the Vac/Hol/Sick G/L Accrual History screen to print vacation, holiday, and sick benefit accrual information for an employee or group of selected employees.

OSHA Forms: Use the OSHA Forms screen to select the type of OSHA forms you want to print or preview. Spectrum supports OSHA form 300, 300A and 301. You also have the option to print blank forms to complete manually.

Safety Report: Use the Safety / OSHA Report screen to print a report of safety / OSHA incidents. The fields available on this screen enable you to define which safety / OSHA incidents you want to include on the report.

Benefit Management Report: Use the Benefit Management Report screen to print a report of employee benefit information. This report can be printed for a select employee or for a group of employees.

Overdue Items Report: Use the Overdue Items Report screen to print a listing of items that are past due for return by an employee or group of employees.

Item Requisition Report: Use the Item Requisition Report screen to print a listing of item tracking requisitions.

Employee Drug and Alcohol Report: Use the Employee Drug and Alcohol Report screen to print a listing of items that are past due for return by an employee or group of employees.

Employee FMLA Report: Use this screen to select the FMLA information you want to print on the Employee FMLA Report.

Forms Report: Use this screen to print a copy of a questionnaire or mail-merge form for a selected employee/form combination. Provides a complete listing of specific job cost transactions. More than a dozen selection criterion make the report extremely flexible. Document Imaging produces a hyper-link to each image reference in the report. Clink on the link to see the image. The Create CD feature enables the user to build a CD with the report and all the associated images.

Inventory

Although construction accounting differs from accounting in many other industries, it still follows the same practices for recognizing inventory. Whether you use the perpetual or period inventory method, Spectrum’s Inventory solution can support your construction business. For inventory costing, Spectrum supports FIFO, LIFO, and average costing methods.

If you take physical inventory, Spectrum locks down all inventory entry while you take stock of items, ensuring your data is correct. Once inventory is complete, Spectrum’s Inventory solution adjusts any discrepancies and applies them to the General Ledger.

Because materials aren’t always shipped to a job site immediately after an order is placed, Spectrum’s Inventory solution handles job requisitions, so your materials are committed to a job, even though they aren’t on the job site.

Job Cost

Spectrum’s Job Cost module provides project managers, controllers, and owners with all the information necessary to keep jobs on track and spot any potential cost overruns.

Accurate and timely monitoring of job costs and profitability can make or break any company. Job Cost provides an easy way of monitoring profitability on any job with completely up-to-date information. Tight integration with other Spectrum™ modules allows updates to Job Cost virtually as soon as information is entered into other modules. For example, daily time card entry in Payroll ensures accurate labor costs at all times.

Online analysis of costs and income is easily done at any point during the life of a project. A variety of inquiry screens allow the project manager to view information immediately, without having to print reports.

Features:

  • The Projected Cost Entry screen offers users the ability to project by dollars, hours, dollars per hour, quantity, dollars per unit or units per hour.
  • A new Proposed Job Maintenance screen on the Job Cost Maintenance menu helps track current proposals, including future expected profit before a job is set up.
  • A JTD Contract Status Report is on the list of Contract Status Report formats.
  • Allows different types of cost breakdowns for each job if desired. Cost projections at completion are calculated using any combination of four models: direct entry of projections, cost to complete, percent complete, and quantities installed to date.
  • Owner billing item and cost code can be limited to multiple phases, allowing cost and revenue analysis throughout the job.
  • Four pricing methods: Fixed Bid, Time + Material, Cost Plus, and Unit Cost.
  • Optional GL account validation by cost type and division.
  • Quick job setup allows you to use user-defined template to set up similar jobs and number automatically.
  • Offers a comprehensive job-based operator security feature. This can control access by individual job. For example, a given project manager may only look at the jobs he or she is responsible for.
  • Monthly job and phase activity totals maintained.
  • Contract status reports produce complete WIP schedules.
  • Ability to track earned revenue.
  • Quantity tracking is fully supported and unit costs are provided in both inquiries and report.
  • Productivity reports measure actual work performance vs. estimate.
  • Projected cost at completion can be reviewed by job, phase, or cost type. Original contract amount and change orders are tracked.
  • Cost types are user-defined and can be set up for each job phase.
  • Super Select feature allows reports to be specified using “wild-card” searches across a broad range of criteria including job, phase, cost type, division, project manager, estimator, superintendent, vendor, employee code, and item code.
  • Phase field lengths (up to 12 characters and alphanumeric) may be user-defined on a job-by-job basis.
  • Flexible job phase setup allows for two levels of subtotaling on reports.
  • Reports and inquiry screens can be displayed with projected cost or actual cost vs. estimated cost.
  • Costs of proposed, approved and executed change orders can be identified separately. Profitability of proposed change orders can be easily determined.
  • Committed costs from PO, Subcontracts, and Inventory Requisitions are fully tracked.
  • Payroll burdens can be posted using an actual or percentage basis.
  • User-defined fields may be set up in job and phase.
  • Many look-up windows are available throughout the module as a quick way to access information available through reports.
  • Spreadsheet type entry of projected costs allows for fast input and calculation.
  • An Export to MS Project allows Microsoft Project information to be updated from current Spectrum phase, employee, and equipment information.
  • Job Cost is completely integrated with Project Management, Document Imaging, General Ledger, Payroll, Accounts Receivable, Accounts Payable, Equipment Control, Time + Material, Work Order, Purchase Order, Inventory Control, Cash Management, Esti-Link, Scale Interface, Equipment Tracking, Confidential Payroll, and Small Tools modules, which reduces input time and ensures accuracy.

Inquiry Screens

  • Job Overview Inquiry
  • Job History Inquiry
  • Job Cost Inquiry
  • Billing Item Inquiry
  • Productivity Inquiry
  • Job Unit Cost Inquiry
  • Subcontract Inquiry by Job
  • Historical Analysis Inquiry Reports

Job Cost Analysis Report: Provides job-to-date comparison of committed and estimated costs, broken down by phase and cost type. The report can be printed with projected costs for comparison. The weekly, monthly, and yearly costs are also available for analysis. Unlimited job and phase notes may be included.

Job Profitability Report: Provides a quick summary of the actual, projected, and estimated profit and profit percentage for each job. This report can also analyze the overall profitability by project manager.

Contract Status Report: Generates a complete Work-in-Progress report for all current and completed jobs in the current year. This report meets and exceeds all financial and bonding requirements. A complete picture of projected, job-to-date, year-to-date, and month-to-date billings, plus costs, profits, and over/under billings is presented.

Other Job Cost Reports

  • Job Cost GL Detail Report
  • Earned Revenue Journal
  • Job Overview Report
  • Job Profitability Report
  • Job Cost Analysis Report
  • Job Cost Projected Report
  • Job Cost Trial Balance
  • Job Comparison Report
  • Quantity Complete Report
  • Quantity History Report
  • Quantity Complete Worksheet
  • Job Summary Cost Report
  • Job Cost Transaction Report
  • Job Cost History Report
  • Job Billing Analysis Report
  • Job History Billing Report
  • Billing Item Analysis Report
  • Projected Cost Report
  • Standard Contract Status Report
  • Expanded Contract Status Report
  • Job Cost Type Summary Report
  • Job Unit Cost Report
  • Job Cost Billing History Report
  • Job Cost Billing Transaction
  • Projected Cost Worksheet
  • Payroll Hours Analysis Report
  • Job Productivity Report
  • Labor Analysis Report
  • Committed Cost Trial Balance
  • Cost Variance Report
  • Hours Variance Report
  • Job File Listings
  • Phase File Listings
  • Cost Type Listing
  • Standard Group/Phase Listings
  • Overhead Allocation Listing,/li>
  • Tax Classification Listing

Payroll

Spectrum’s Payroll module is designed to meet the very unique requirements of the Construction Industry. Within the same pay period, multiple pay rates, multiple states, and multiple union fringes may be handled in order to efficiently process a payroll cycle. Spectrum’s Payroll system not only tracks the direct cost of labor, but it calculates all of the employer taxes, union benefits, fringe benefits, and allocation of other overhead, such as G & A expenses, small tools, and hours of equipment usage. The time card entry allows unlimited job and phase distributions with multiple pay rates per employee and per union.

A virtually unlimited number and variety of individual payroll requirements are available. Garnishments, 401Ks, cafeteria plans, and employee purchases are some examples. The structure of these deductions or add-ons is user-defined for maximum flexibility. The tax effects for each variable are also user-defined. Reporting provides a detailed history of all transactions.

The entire payroll process is handled efficiently, and includes quarterly tax reports, certified reports, union reports, and EEOC reports - which are automatically generated.

Features:

  • Change the auto-deposit status of a new employee, even when checks are in progress, when a new employee is being added via the New Employee Code window (which defaults to Add mode). Changes to the auto-deposit status of all other employees are prevented when checks are in progress.
  • In Payroll and Accounts Payable Payment Processing, if duplicate check numbers are found during printing, users must reprint the checks before the Payroll | Payment Processing cycle can be updated.
  • Users can specify a bank account for the cycle when the Cash Management module is installed and the ‘Post payroll transactions’ check box is selected in the Cash Management Installation screen.
  • The Layoff Check Entry, Pre-Time Card Entry by Employee, and Time Card Entry by Employee screens allows users to specify a different payroll cycle bank account for manual checks.
  • The Pre-Time Card Import supports special pay types: Special Amount (SA), Commission (C), Miscellaneous (M), or other pay types 1, 2, and 3.
  • The Pre-Time Card Edit List screen offers the ability to sort by batch code and by department, along with a summary version of the sort by employee format. Likewise, the Time Card Edit List offers the ability to sort by employee and by department, along with a summary version of the sort by employee format.
  • The Check Print screen has the ability to save filters. If this is the first check run, then only the ‘Print options’, ‘File copy’, ‘Auto deposit check format’, and ‘Spoiled checks’ values will be saved/loaded from a filter.
  • Fast and efficient time card entry only allows job distribution to WIP accounts.
  • All employer taxes and burdens are calculated. Full union reporting with fringes, multiple pay rates, and multiple states and locations is supported.
  • Multi-state work is shown at the line item level on time card / pay stub. Unlimited state, county, and local taxes are supported.
  • Employee change log tracks any changes to employee’s data.
  • Dates of hire, rehire, termination, pay rate, and review are maintained.
  • Employees and equipment can be set up ‘on the fly’ throughout the system.
  • W-2 and W-3 forms can be printed any time after year-end.
  • I-9 reporting is supported.
  • Payroll checks include multiple pay rates and deduction detail.
  • Layoff paychecks can be calculated any time so that a manual check can be prepared.
  • Repeated re-computation of current period payroll is possible. Voided checks will reverse in GL and JC automatically, as well as actual employer taxes.
  • Check reconciliation is included.
  • All tax reports can be printed for any period or quarter.
  • EEOC reporting is fully supported.
  • Labor totals can be distributed to an unlimited number of GL accounts.
  • 941 report is identical to actual government form; automatic deposit is supported.
  • Time card entry integrates with Equipment Control for both hours used and repairs. Pre-time card entry is supported; this information appears in Equipment Control, Time + Material, and Job Cost.
  • Time card entry can be uploaded from ASCII text file.
  • Payroll is completely integrated with Project Management, Document Imaging, Human Resources, Mobile Computing, General Ledger, Job Cost, Job Site Processing, Preventive Maintenance (hours used), Accounts Payable, Equipment Control, Equipment Tracking, Time + Material, Cash Management, and Confidential Payroll modules, which reduces input time and ensures accuracy.
  • Certified payroll reports can be printed for any period.

Inquiry Screens

  • Employee Earnings History Inquiry
  • Time Card History Inquiry
  • Employee Inquiry
  • Remarks Inquiry

Reports

Employee Earnings History Report: Provides historical information on all personnel regular and overtime earnings, FIT, FICA, and other taxes. This report can be printed in summary for each employee, or in detail on every check stub printed for each employee. It may be generated from any pay period through any pay period.

Certified Payroll Report: Computes the regular and overtime hours for each employee for every certified job. Employee earnings, taxes, union deductions, and other deductions are also listed per the certification reporting requirements.

Union Report: Shows monthly hours, fringe rates, union deductions, and totals for each union employee, as required for union reporting. This report can also be used for non-union contractors who must pay union benefits to their employees.

Employment Utilization Report: Tracks all the necessary EEOC reporting by job and work class. This report is identical to the required government report, with the hours worked by minority class, minority percentage, and total number of employees.

Other Payroll Reports

  • State Wage and Tax Listing
  • Worker’s Compensation Reports
  • Unemployment Tax Report
  • Quarterly Federal Tax Reports
  • Quarterly State, County, and Local Tax Report
  • State Disability Report
  • State Tax History Report
  • State History Trial Balance
  • W-2 Form Listing
  • W-2 Form
  • W-3 Form
  • GL Summary Report
  • GL Distribution Report
  • Job/Wage Code Summary
  • Payroll Trial Balance Report
  • Pre-Check Register
  • Check Register
  • Reconciliation Reports
  • Check Reconciliation File Listing
  • Job Distribution Report
  • Labor Distribution Report
  • Payroll Checks
  • Layoff Checks
  • Replacement Checks
  • Manual Check Log
  • Auto-Deposit Check Log
  • Time Card History Report
  • MTD/QTD/YTD Payroll Register
  • Earnings Register
  • Time Card Edit Listing
  • Pre-Time Card Edit Listing
  • Overtime Edit Listing
  • Deduction History Listing
  • Add-on History Listing
  • Employee and Other File Listing
  • Non-union Pay Group Listing
  • Union File Listing
  • Union Reports
  • Employee Deduction Listing
  • Deduction Report
  • Add-on Report
  • Employee Change Log
  • Seniority Report
  • New Hire/Terminated Report
  • Supervisor/Employee Report
  • Employee/Spouse Birthday List
  • Retro Pay Allocation History Report
  • Merge Add-on/Deduction Code Listing
  • Change Employee Code Listing
  • Employee User-Defined Fields Listing
  • Electronic Data File Report
  • Electronic File Table Listing
  • Electronic Category Group Listing
  • Electronic File Formula Listing

Project Management

At any given moment, do you know the status of each and every RFI, submittal, change request, and change order? With Spectrum™ Construction Project Management Software, you will. Spectrum tracks all of these project components—from initiation to final resolution - by date and detail in an organized, uniform, easy-to-access system.

Spectrum’s Project Management Software provides a fully integrated process for managing workflow. Project Management tracks all items that must be fulfilled under a contract, plus anything else that must be tracked during the job. Designed to coordinate details throughout an organization, Spectrum Construction Project Management Software places vital information and documentation at the users’ fingertips instantly.

Full integration with Spectrum’s Job Cost Software, Document Imaging, Accounts Payable, Accounts Receivable, and Payroll Software makes the Project Management Software both powerful and efficient. Single data entry, along with information sharing, streamlines project setup and maintenance. Elements such as requests for information (RFIs), submittals, change requests, and daily logs are visible to all authorized users. And, reports are more accurate and meaningful since they are based on a common database of shared information.

Change orders, when handled efficiently, become profit generators for each project. Spectrum’s integration and detail tracking automates and expedites the change order process, managing both cost and revenue. From RFI’s and submittals, to proposed and approved change requests, to executed change orders, Spectrum Construction Project Management Software helps you invoice promptly and accurately for changes on a job.

Document Imaging Software—another integrated component of Spectrum - adds a unique dimension to the Project Management software. With Document Imaging, every job-related document, photo, spreadsheet, etc. is electronically filed within the project for easy access by everyone in the organization.

For example, if an RFI was generated by a handwritten note and a photo, these documents would be stored electronically as permanent elements of that RFI. A simple mouse click would allow both local and remote users to view these documents on screen. They can even be printed, faxed, or e-mailed directly from within Spectrum’s Project Management Software.

Features:

  • New project setup is minimal. The set-up of a contract in the Job Cost Software automatically sets up the job in the Project Management Software. Project team lists can be copied from other jobs so information doesn’t need to be re-entered. Additionally, once a project is established, faxes and e-mails pertaining to the project can easily be sent to the entire project team.
  • RFIs are open items that have not been answered. A distribution list shows the circulation status of each RFI. An RFI can also be attached to a cost estimate record, which can eventually lead to an owner change order and/or subcontract change order.
  • Change requests are generated from answered RFI’s or custom issues such as owner directives. Once a change request is approved, it is submitted to the project owner as a change order. When a change order is updated, the accounting information is updated to other Spectrum modules, including Accounts Payable, Accounts Receivable, Payroll, and Job Cost.
  • Project Managers can create subcontract change orders directly from subcontractor quotes on the same change request using the Subcontract change order Log.
  • Change requests initiated by the owner or architect, such as revisions to drawings, architects’ supplemental instructions, and proposal requests are quick and easy to enter.
  • Spectrum Project Management Software tracks submittals at each stage of the process as they pass to and from subcontractors and suppliers through the final approval by the architect or owner.
  • The Directory File provides a complete directory of all of the subcontractors, vendors, and the design team, complete with built-in distribution lists. The Project Management Software makes it simple to contact anyone on the project. The directory is also utilized for all memo and information distributions generated through the software.
  • The Daily Log records information that occurs on the project each day. Daily reports may include items such as weather conditions, the contractor’s work accomplished, and the subcontract work finished each day. Manpower summaries can also be entered or viewed for each workday.
  • Speed Memo Entry allows the operator to write quick memos that are easily logged and distributed in a pre-defined format.
  • Transmittals are cover sheets automatically generated for sending information to members of the project team. Transmittals are logged in the Project Management software and provide a convenient integration with Spectrum Document Imaging software.
  • Spectrum Remote-Link enables Spectrum users to log onto their Project Management Software (and other Spectrum modules) from any job site or home office with Internet access. Spectrum’s Thin-Client architecture makes these remote connections easy to set-up and fast to operate.
  • Employee Data allows the operator to set up and coordinate the employees used during the project. The Project Management Software allows the operator to set up employee start/release dates for projects.
  • User-defined terminology can be set up on a company-wide and/or project-by-project basis to refer to RFIs and other documents. This creates a standardized vocabulary to enhance communication within your organization and for the entire project team.
  • Use of Spectrum’s Construction Project Management Software creates a consistent system and process for recording data and managing project information. Project Managers are able to work more effectively with all members of the project team and stay on top of the many details required. At the same time, senior management is able to assess the status of any project quickly and easily using the reporting and tracking tools provided.

Inquiry Screens

Executive Overview Inquiry: The Executive Overview Inquiry enables the user to view the status of the contract and all changes and potential changes to it. For example, you’ll know immediately how many RFI’s are open, how many have been resolved, and what the average time for resolution is. You’ll also know the impact on cost and revenue of the various changes in process.

Reports

  • Executive Overview Report
  • Request for Information Form
  • Request for Information Log
  • Request for Information Transmittal
  • Submittal Letter
  • Submittal Log
  • Submittal Transmittal to Subcontractor
  • Submittal Transmittal to Architect
  • Transmittal Form
  • Transmittal Log
  • Daily Log
  • Speed Memo
  • Speed Memo Log
  • Custom Issues Transmittal
  • Custom Issues Log
  • Change Request Log
  • Change Request Price Log
  • Change Request Pricing Detail Report
  • Change Request Profit Reports
  • History Change Logs
  • Project Purge Report
  • Project Listing
  • Building Listing
  • Area Listing
  • Employee Listing
  • Directory Listing
  • Phone Listing
  • Submittal Status File Listing
  • Change Request Status File Listing
  • Standard Message Listing

Purchasing

With Spectrum’s Purchasing solution, you can:

  • Create purchase orders
  • Make changes to purchase orders
  • Track any changes made to purchase orders

Purchasing fully integrates with Accounts Payable, Work Order, Equipment Control, Preventative Maintenance, and Job Cost. With this integration, you only have to enter data once in Purchasing to update your entire management system. If you buy out projects, Spectrum’s Purchasing helps track all of your purchase orders and any changes made to them in one location.

Time + Material Billing

Spectrum’s Time + Material module provides contractors with an easy method of calculating and preparing time and material invoices and billing details for ongoing jobs. Contractors who bill on a time and material or cost-plus basis will find that this module provides a simple and efficient way of tracking and billing these jobs. Bills are produced as soon as the costs have been committed, eliminating the need to wait for all the invoices to arrive and for payroll to be processed.

Time + Material allows for user-defined markups for each cost type or job total. Contractor fees can be added automatically or entered after the billing has been created. Multiple billing formats are available for each job and all line items can be modified, even after the bill has been created. When the bill is printed, amounts are automatically transferred to the Accounts Receivable module without duplicating entries, and an invoice is created. The system tracks billings so that only new items are billed; previously billed items are not mistakenly re-billed. New items entered to a previously billed period are not lost, but are billed through a currently open billing period.

Features:

  • When the ‘Create billing for jobs with no activity?’ box is selected, the system will automatically create a single billing transaction detail record (assigned to the first phase of the job).
  • Automatically creates the billing from the actual and committed costs for each job.
  • Transfers the bill to the Accounts Receivable module as an invoice.
  • Billing rates can be established for each employee, by employee category, or by phases, which can be set up for all jobs or on a job-by-job basis.
  • Descriptive information on bills can be automatically transferred from detail descriptions in the job and phase files.
  • Virtually unlimited new billing line items and descriptions can be added to the bill, even after automatic creation.
  • Multiple billing formats, from detail history to summary totals, are available for the printed billing formats.
  • Fees and other markups can be added to each billing line or they can be added as a new, separate line item.
  • Billing rates allow for regular, over-time, and double-time.
  • The user can specify the exact date range for accumulating cost transactions when creating bills.
  • User-defined markup can be based on percentages, fixed amounts, or rates per hour.
  • Markup can be made for each of the different cost types, or on the job total.
  • Special billing rates can be set up for selected equipment codes and inventory items.
  • Taxable and non-taxable billings are supported.
  • Billing history is stored for use in inquiry and reprinting for as long as the user desires.
  • Daily time cards can be billed through Time + Material without a full completion of a payroll process for inclusion as a committed cost in a billing.
  • Contractor fees can be added automatically or entered after billing has been created.
  • Multiple billing formats are available for each job and items can be modified, even after the bill has been created.
  • New items entered to a previously billed period are not lost, but are billed through a currently open billing period.
  • The Time + Material module is fully integrated with the Job Cost, Esti-Link, Purchase Order, Inventory Control, Equipment Control, Payroll, Accounts Payable / Subcontract Management, General Ledger, and Accounts Receivable modules, to ensure accuracy and reduce input time.

Inquiry Screens

  • Cost Type Billing History Inquiry
  • Phase Billing History Inquiry
  • Job Detail Billing History Inquiry

Reports

Time + Material: This report produces a complete time and materials bill with options for a detail history for each phase/job cost type, each phase only, or each cost type only. The bill can also be sorted by cost type or by phase, with selection options for job range, project manager, division, phase, or cost type.

Profitability Report: This report generates a summary or detail report with the billing amount, actual cost, profit, and profit percentage for each Time + Material bill, with subtotals by phase and cost type. Markups and profitability are easily evaluated by job, project manager, or division. Since all items involved in billings can be stored as long as desired, profitability reports can be run for any date for comparison purposes.

Other Time + Material Reports

  • Pre-Billing Report
  • Detail Billing
  • Cost Type Summary Billing
  • Detail Billing History
  • Cost Type Summary Billing History Report
  • Phase Summary Billing History Report
  • Job-to-Date Recap Report
  • Job Billing Listing
  • Job Labor Billing Rates Listing
  • Job Equipment Billing Rates Listing
  • Labor Billing Rates Listing
  • Equipment Billing Rates Listing
  • Markup File Listing
  • Add-on File Listing
  • Time + Material Edit Listing
  • Transaction Journal
  • Update Pre-Time Cards Edit Listing
  • Transfer Update Journal

Work Order

Spectrum’s Work Order module provides a complete billing, tracking, and dispatch system for companies that perform service work. With Work Order you can control service activity, review customer service history, quickly invoice work performed, and control profitability for each invoice. Reporting provides customer history and profitability across a variety of selections.

When a call comes in, the Service Calls screen allows you to immediately determine whether an open work order for the site or job already exists. A credit check can be performed, open AR items can be reviewed in detail, and work order history can be viewed. From Service Calls, you can either modify an existing work order or create a new one.

Work Order Dispatch can be used to assign technicians to work orders and to view the work order schedule on any given day. Dispatch allows you to view detailed information about the various assigned and unassigned work orders and technicians. Searching for a specific work order, reassigning a work order, or adding a new work order are also possible.

Entering labor, materials, and other costs (such as travel expense) in Work Order is very easy. Unlimited descriptions of work performed, or work recommended, can be entered. When a work order is updated to Accounts Receivable for billing, invoice amounts are totaled on the screen, allowing you to check your work immediately.

Work Order allows up to five pricing levels for material charges and labor. Work orders can be associated with a job in Spectrum’s Job Cost module and become part of the Job Cost WIP schedule. Stand-alone billings have standard costs associated with labor and material, and entries automatically create cost of sales entries in General Ledger.

Features:

  • The Work Order Site User-Defined Fields Maintenance screen allows entry for a virtually unlimited number of user-defined fields.
  • Users can choose from the following date type options: Technician scheduled start date, Entered date, Requested date, Scheduled date, Assigned date, Arrived date, or Finished date.
  • The Work Site Address File Maintenance | Equipment window allows users to enter equipment for sites that do not have service contracts set up.
  • On the Site Address File Maintenance screen, include directions as free-form text and make them available in the Web Portal Work Order application.
  • Send an e-mail to a technician with a simple right-click of the mouse is available for each work order.
  • Work orders can be entered, completed, printed, and transferred to AR, all in the same entry screen, for fast and efficient processing.
  • The Service Calls screen simplifies the creation of new work orders while providing advanced search capabilities, including credit check information, the customer’s work order history, and the work order’s lead source.
  • New work sites, jobs and customers can be added immediately to the master files during work order entry.
  • Work Order’s Dispatch System allows you to assign and reassign technicians to work orders, view the work order schedule, and create new work orders. Technicians and assigned work orders are displayed in a timeline format, based on user preference. Additional information about the work orders, technicians, and sites or jobs is also available from Dispatch.
  • Transferring completed work orders to Accounts Receivable automatically creates invoices for billing.
  • Separate dates and times are stored for order entry, assignment, and completion of each work order for use in later analysis.
  • Five billing levels for labor and material rates can be set up for each customer.
  • Labor billing rates can be set up for each employee, employee category, customer, or job phase.
  • Labor burdens can be calculated by a percentage, dollar per hour, or actual cost.
  • Technician actual hours vs. billed hours are maintained for each work order and can be printed for productivity analysis.
  • Flat rate tasks, such as the installation of a dishwasher, provide a convenient method for speeding entry and a way to simplify quotes. Flat rate tasks are comprised of a group of labor, material, and other cost items, and can serve as single line items on work orders or as templates for additional detail.
  • Other costs not included under labor and material, such as travel expenses, can be computed as a flat fee, an hourly rate, a percent of amount billed, or a percent of the cost.
  • The Lead Source feature provides a way to track the source of new work order business. Lead sources might include the yellow pages, direct mail marketing, or contractor referrals.
  • Customer approved proposed work orders can easily be transferred to actual work orders.
  • New work orders can be created from Service Calls, Dispatch, or Work Order Entry.
  • Multiple GL departments are supported for sales and cost of sales reporting. Unlimited comments can be entered for work ordered, work completed, site address, and other notes about the job.
  • Material usage is integrated with inventory items maintained in the Inventory Control module. Material codes may also be set up in the Work Order module for customers who do not have Inventory Control.
  • Job work orders with inventory items automatically reduce inventory on hand when materials are updated to the Job Cost module.
  • Separate sales and cost of sales GL codes can be set up for labor, materials, and inventory usage.
  • Global price updating allows you to automatically calculate the five price levels based on a standard cost markup or as a discount off of list price.
  • Price adjustments are also available based on a constant dollar increase by category or by a percentage increase by category.
  • E-mail communications and the ability to dispatch a technician via paging is available through the Dispatch Board.
  • Inquiry screens can show the entire work order information by status, job, site, customer, technician or date.
  • Work Order is fully integrated with the Accounts Receivable, Inventory Control, Job Cost, Payroll, Purchase Order, and Service Contract modules, which reduces input time and ensures accuracy.

Inquiry Screens

  • Work Order Inquiry by Technician
  • Work Order Inquiry by Status/Date
  • Work Order Inquiry by Job/Site
  • Work Order Inquiry by Customer
  • Work Order Inquiry by Zip Code/Zone
  • Zip Code Inquiry by Zone
  • Work Order Reports
  • Work Order Reports
  • Work Order History Report
  • Work Order Profitability Report
  • Proposal Form
  • Labor Billing Rates Listing
  • Labor Category Listing
  • GL Department File Listing
  • Standard Phase File Listing
  • Technician Listing
  • Work Order Type File Listing
  • Work Order/Site Address Listing
  • Work Order Item File Listing
  • Work Order Message File Listing
  • Work Order Dispatch Form
  • Work Order Forms
  • Labor Hours Edit Listing
  • Material Edit Listing
  • Zone File Listing
  • Dispatch Status Listing
  • Other Cost Listing
  • Task Listing
  • Lead Source Listing
  • Labor Hours Edit Listing
  • Material Edit Listing
  • Other Cost Edit Listing
  • Dispatch Listing
  • Priority Listing
  • Technician Status Listing

Reviews of Spectrum Construction Management Software

Louis from Garrard Building Contractors says...

Very difficult as there was no team to assist in implementation. We used Sage 300 and access to consultants are more accessible.

The good: Difficult conversion from Sage 300. Abandoned the program.

The bad: Lack of full disclosures.

An anonymous Spectrum Construction Management Software user says...

I am very happy with the program, it is great and everything works great on it.