Management and Project Costs

Functions
  • The "Profile" profile allows a precise definition per employee so that when entering the timesheet, the employee operates in a setting that automatically minimizes errors.
  • Save time by creating a management profile based on a project's budget structure.
  • The summary profitability analysis report offers the possibility to define the desired drilldown level: "Project", "Activity", or "Transaction". This improvement allows you to increase delegation of project control to various managers, all the while protecting the confidentiality of sensitive information, such as salaries. 
  • Definition of a customizable "Project-Activity-Extra-Equipment" coding structure tailored to the needs of your company.
  • Hierarchical project structure (master project/secondary project).
  • Hierarchical activity structure (mother activity/daughter activity). The activity record includes an "Activity category" field that provides, among other things, an added flexibility for the use of analysis reports.
  • Indicators incorporated in the project record to display actual percentages of completion of project billing, along with minimum and maximum profit percentages. These indicators are also used for profitability analysis.
  • The "Equipment" record allows you to define a standard rate for billing and maintenance. The record also allows you to consult total figures for the use of a given item of equipment. An “Equipment category” field provides, among other things, an added flexibility for the use of analysis reports.
  • Additional breakdown of costs into four expense categories where needed.
  • Management of extras. Extras can be standardized using an extra standards code table.
  • All essential project management information is centred on the project record. Information is, therefore, easy and straightforward because all you have to do is select the project of your choice and launch one of the secondary options: "Budget", "Transaction", "Profile", "Billing", "Order tracking" and "Profitability".
  • Use the "Budget" option to define and consult specific budgets per project. Budgets can be defined according to a "Project-activity-extra-equipment-division-employee-job category" structure and on the basis of expense category.
  • Using the "Transaction" option, you can quickly consult the complete history of transactions carried out for the selected project.
  • Using the "Profile" option, you can perform an in-depth set up of parameters for the use of time sheets for a project. This option allows you to define security access to a project during daily company operations. Each transaction window also contains a "Profile-Project" field that, for information purposes, shows the description of the profile on the basis of a "Project-Activity-Extra-Equipment" combination.
  • A "Billing" option allows you to configure all of the billing parameters that apply to a given project.
  • Closely track purchase orders for a project using the "Order tracking" feature. Please note, however, that the "Order tracking" and CTRL/Product modules must be present for complete control of purchases.
  • A "Profitability" option instantly summarizes the total profitability of a selected project to date. This option provides a summarized analysis of a given project: billing and cumulative works in progress are displayed opposite costs according to the four categories defined in your coding structure. The summary also includes a budget analysis.
  • A summarized profitability analysis per project can be completed via a comprehensive analysis report of the profitability of all projects. This report features two drilldown levels (Activity-Transaction). All basic information is presented for a detailed analysis of a project’s profitability. The report provides the option of conducting an analysis on the basis of the estimated actual completion of work per project manager. By using the definable ''Profitability per project'' option in exemption mode, the report, can be used to spot any projects in financial difficulty.
  • Complete project archiving function.
  • Centralized costs in a multi-company setting.
  • Management of inter-division transactions on the basis of billing tables that have been defined per project.
  • Automatic accounting entries with a breakdown on the basis of percentage per project with CTRL/Finance.
  • Accounting trail per project for General Ledger transactions in CTRL/Finance.
  • Management of payables and receivables per project or per project manager with CTRL/Finance.
  • Where the CTRL/Finance payroll module is present, daily allocation of project costs and works in progress on the basis of time sheets. Expense statements are also incorporated if necessary.
  • Dynamic allocation of project costs by CTRL/Product or accounting journals in CTRL/Finance.
  • Manual adjustment of cost transactions.
  • Fully integrated with CTRL/File for efficient and comprehensive management of project communications (integrated CRM).
  • Import of project records, activities and budgets on the basis of projects, from external software (ex.: appraisal software).
  • Export of files in DBase format for external applications (ex.: analysis spreadsheets).
Report
  • The periodic cost analysis report uses all the details that were defined at the project budget level to present a more accurate analysis. 
  • Profitability analysis per project, per project manager or per client basis, with or without purchase orders.
  • Profitability analysis on the basis of the percentage of actual or calculated project completion.
  • Profitability analysis on the basis of management by exception approach (profitability interval).
  • Profitability analysis with "Budget-Actual" deviation on the basis of cost category.
  • Cost analysis per project, per project manager or per client, with or without purchase orders.
  • Cost analysis with "Budget-Actual" deviation on the basis of cost category.
  • Cost analysis per activity and master activity.
  • Periodic cost analysis (parallel view of one period, year and project-to-date).
  • Analysis of costs and time per employee.
  • Analysis of time sheets for purposes of a payroll control point.
  • Analysis of productivity, profit percentage and markup "Sale/Cost", per employee and per project.
  • Analysis of average rates (cost and sale) per division.
 

Work in Progress (WIP)

Functions
  • Increased flexibility and accuracy in the purging of WIPs in which the system allows you to force cleanup of your ongoing work if the context warrants it. Moreover, validation allows you to avoid adjustments by mistake. 
  • The "Billing" option in the "Project" record allows you to define all WIP evaluation parameters. Parameters can be defined for a master project, wide-ranging project, one project, or according to the activity, as the case may be.
  • Flexible WIP evaluation methods (billable selling price, “Cost plus” and cost price).
  • Each WIP transaction has an end date for calculation and an end date for the transfer. The calculation end date indicates the date of the end of an interval when the selling price is calculated. The transfer end date represents the end date entered when accounting entries are added to the genereal ledger.
  • Option to automatically cancel WIPs when the evaluation is calculated, along with a "Cancellation start date". It is, therefore, possible to ensure that CTRL/Project automatically cancels the WIPs that were created when they were evaluated if the new option has been enabled and if the billable cost transaction comes after the cancellation start date.
  • Transactional WIP with a reconstruction option at any date.
  • Full integration of periodic WIP accounting entries with CTRL/Finance. Accounting breakdown of WIPs on the basis of project-activity-extra-equipment, as the case may be.
  • Cumulative or periodic mode for the transfer of accounting entries.
  • Work in progress analysis report with two drilldown levels (Activity-Transaction). The selection criteria available allow an overall evaluation of WIPs on a project manager or project basis, for a specific period.
  • Evaluation of suggested WIP adjustments (overbilling or underbilling).
  • Purging or reactivation of WIP transactions per project, project manager, activity, extra, equipment and division.
  • Management of inter-division WIPs
  • Export of WIPs in different formats for an external application (ex.: analysis spreadsheet).
  • Security access on a project manager basis.
  • Entirely seamless inter-software integration through a series of validations. For example, during the validation of General Ledger accounts, the software checks that the account exists and that it is a transaction account.
  • Supplier invoice number displayed during a project cost transaction for maximum information.
Main Reports
  • Analysis of WIPs displaying the amount that should be billed, with no project billing parameter restriction and the billable amount that corresponds to an adjusted amount based on project billing parameters.
  • Analysis of cumulative WIPs or for a specific period, in a summarized or detailed format.
  • Analysis of WIPs on a project-activity basis, with multiple options (project, master project, project manager, client, activity, billing frequency).
  • Analysis of WIPs on a project-job class basis, with multiple options (project, master project, project manager, client, job class, billing frequency).
  • Analysis of WIPs adjustments on the basis of a project per division, with multiple options (project, master project, project manager, client, division).
  • Suggested adjustments of WIPS for an interval of actual or calculated percentages of work completion.
 

Equipment Management

Functions
  • Billing rate by project-equipment.
  • Ventilation of equipment cost according to four spending categories. 
  • Complete integration with CTRL/File for the establishment of a preventive maintenance system per equipment.
Main Reports
  • Maintenance cost analysis per equipment.
  • Service hours analysis per equipment.
  • Profitability analysis per equipment.
 

Professional Billing

Functions
  • A field allows you to control the order of batch billing transactions accurately to better match your customers' requirements.  
  • As part of the extension of the functionalities that are linked to the inter-division and inter-company management concepts of all CTRL solutions, the "Source division", "Source company", and "Destination company" criteria are integrated with the batch billing generation of professional services billing for better accuracy. 
  • Facilitate the allocation of payment discounts depending on the invoice, or specifically to a project, an activity, an extra, a piece of equipment, a cost category or the WIPs. 
  • Overall billing tables (hourly rates and increased expenditures) or by job class.
  • Billing rate configurator to set all the parameters of billing of the company.
  • Application of one billing table per project, per project-activity or for a group of projects (master project) according to billing parameters.
  • Billing parameters per project allow you to control a percentage of adjustment that will apply to the standard hourly rates on a rate table used for a project. The percentage of adjustment converts into a “discount” when its value is negative and into an add-on when its value is positive.
  • Billable rate exception defined per employee, per job class and for a specific activity or project.
  • The batch billing approach can be prepared, for example, by the project managers for their specific projects. Batches that have been prepared and approved by project managers can then be transferred to the administrative department. Since a batch billing is linked to a user, such as a project manager’s code, the secure access is easy to control thanks to the CTRL/Smigg “filter” function. Therefore, a project manager can only view and change their personal batches while the administrative department can access all billing to complete the process.
  • The "Batch Billing" function displays the total time, amounts and adjustments per batch. In addition, a billing batch indicates the starting and ending dates that apply when transactions are included in a batch. The billing date is also displayed for information purposes.
  • The software supports progressive billing, a lump-sum or hourly amount and billing for deliverable goods.
  • The software supports repetitive billing according to a billing frequency per project (monthly, quarterly and on demand).
  • Periodic billing option (according to frequency) on the basis of a minimum and maximum billable.
  • Total billing estimate (bid amount) per project or per project-activity for subsequent analysis of discrepancies with actual billing.
  • Project-to-date billing and date of final billing per project or project-activity for consultation purposes.
  • Option to invoice transactions for a series of projects that are related to only one master project in a context where only one bill must be issued. When you use this option, all the transactions are grouped together and the information is displayed according to the format defined in the master project file.
  • Multiple display formats using a combination of groups on the basis of the type of billing, activity, job class and employee.
  • Option of defining billing rates according to the unit of hours worked, as well as the type of salary (weekly, hourly, etc.)
  • Billing procedure that incorporates the billing exemption rates for a specific project or master project, as the case may be.
  • Automatic recalculation of the amount of adjustment when financial information is changed within a billing batch.
  • Integration of customized bills according to project or client.
  • Fields to customize messages, allowing you to include information to be printed on bills.
  • Summary of billed transactions, to provide a customer with a follow-up document.
  • Inter-division billing.
  • A combined use of CTRL/Product billing for follow-up needs.
  • Full integration with the work in progress module.
  • Full accounting integration of billing with CTRL/Finance.
  • Accounting breakdown of income billed on the basis of Project-Activity-Extra-Equipment-Division.
  • Accounts receivable analysis per project and per project manager with CTRL/Finance.
  • Option of paperless invoicing by generating billing batches in PDF format, followed by email invoicing.
Main Reports
  • Accounts receivable analysis per project and per project manager with CTRL/Finance.
  • Printout of invoices in French or English, depending on client preference.
  • List of details of billed transactions (fees charged and expenditures).
  • Analysis of average cost and selling rate per division.
  • Accounting entry audit report prior to transfer to CTRL/Finance.
  • Collective billing on the basis of Type-Class-Employee-Time-Rate.
  • Collective billing on the basis of Type-Class-Activity-Time-Rate.
  • Collective billing on the basis of Type-Activity-Time-Rate.
  • Collective billing on the basis of Type-Time-Rate.
  • Collective billing on the basis of Employee-Time-Rate.
  • Collective billing on the basis of an overall amount, without time or rate.
 

Subcontracting

Functions
  • Single purchase order for various projects with the management of items and quantities.
  • Possibility to activate interactive validation of budget overrun at the time of purchase orders in CTRL/Product.
  • Dynamic integration of purchase orders with the Purchase Journal of CTRL/Finance. Assisted entry related to order concerned by the transaction.
  • Withholding percentage and type (progressive or final) definable by purchase order.
  • Complete integration with CTRL/Product for advanced inventory management
  • Quick capture of standard comments for supplementary descriptive purposes.
  • Three follow-up levels for purchase orders: initial purchase, extras, and total purchased.
  • On-screen detailed follow-up of order balances, received invoices, withholdings, payments made, and balance due.
Main Reports
  • Analysis of pending orders: by order, supplier and project
  • Analysis of payable accounts using CTRL/Finance  per project manager and project. 
 

Timesheets, and Expense Reports

Functions
  • With the additional fields to the ''Employment category'', ''Table of levels'', and ''Rate configurator'' files, the update of the CCQ rates is automated and highly simplified.   
  • Timesheets and expense reports offer a "Reference date" field which allows the entry of the real transaction date in the context of a closed accounting period.