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CHS Software Features And Sample Reports
ALL FEATURES LISTED BELOW (and more) ARE INCLUDED. USE THE FEATURES YOU NEED NOW, AND OTHER FEATURES LATER AS YOU NEED THEM. SINCE OUR FEATURES HAVE BEEN BUILT BASED ON WISH LISTS OF PROFESSIONAL HOME BUILDERS, YOU PROBABLY WILL NEED ALL OF THE FEATURES AS YOU GROW!
Just SOME of the Features Included In CHS:
Cost Codes for Job Cost Centers
Items attached to Cost Centers.
Jobs Of All Types (Costs Plus, Fixed Contract, Specs, Remodels, Property Mgt, etc.)
Job Stages and SCHEDULING to track the construction status and scheduling of a job.
Cost Types like Materials, Labor, Turnkey, Sales Tax to use to search for records by type.
Job Budgets / Estimates (Get the job with accountable proposal!)
Allowances (Track if over/under. Add to Contract Balance.)
Vendor Bids (Request, Upload, Post, Select From, Attach Bids to PO's)
Purchase Orders / Work Orders (issue, approve work done and write notes, post bills to pay from open PO's)
Estimated Costs At Completion and Job Cost Variances (in real time)
Contract Balance (in real time... add Change Orders, Allowances, less monies received)
Accounts Payable (Post Bills To Pay, Receive Overage Alerts, Back Charges, Insurance Deductions, and more...)
Credit Card Tracking (credit card charges, payments, and ledgers)
Paid Vouchers (job costs paid by an outside party)
Draw Requests (Fixed Contract using percents, Costs Plus using posted costs, and more...)
Departments (track accounting records by departments, financial statements by department)
Financial Statements (Trial Balances, Balance Sheets, Income Statements, Cash Flow - whole company, job, or department)
General Ledgers (based on multiple search features and groupings)
Journal Entries with special features for Job Closing and Year End Closing
Percentage Of Completion (reports, calculations, and tools for posting POC journal entries)
Bank Reconciliations and Cash Management
Payroll (Enter your payroll and use billing rates to charge employee wages to jobs.)
AND SO MUCH MORE...
Set Up Job Cost Centers Using 'Cost codes'
The backbone of CHS is that it uses what we call Cost Codes to identify job cost centers such as plan costs, framing, plumbing, etc. Cost Codes are used throughout CHS to identify cost centers for job budgeting/estimating, change orders, purchase orders, and actual job costs posted. They are used to INSTANTLY gather and compare data to monitor where your job costs are heading. Quickly load the NAHB recommended cost codes (and edit, add to, or delete them as needed) OR set up your own cost codes from scratch. To keep your Cost Codes from becoming too detailed, lists of Items can be attached to Cost Codes to help you estimate for your job budgets or build detailed purchase orders. Group Cost Codes by category and/or by job stages.
USE ITEMS BEHIND THE COST CODE CENTERS
Attach ITEMS to Cost Codes to use as the detail for reminders, materials lists, labor units, etc., that are associated with the cost center. Items can be loaded into job budgets for budget detail, to requests bids from trades or suppliers, to create Purchase Orders,
or to set up home buyer selections lists.
JOBS - Set Up As Many Types Of Jobs As You Like
Set up as many types of Jobs (or Projects) for Spec Homes, Custom Homes, Remodeling, Property Management, and more as needed. Job Codes for each job will be used to identify records for job budgets, change orders, purchase orders, actual job costs, job revenues, schedules, and more, in order to search for and gather data as needed for each job. Attach job specs and measurements to each job that can be dropped in as Quantities on Job Budgets / Estimates.
NOTE: Download the Help Docs to your own computer to view them without heavy CHS watermark.
JOB STAGES And SCHEDULING
Job Stages are used in various ways to track the construction status of a job. Using stages, you can prepare weekly job status reports, forecast draw request dollars, prepare a Percent Complete Draw Request through a selected stage, create job schedules, issue Purchase Orders by stage, approve work done on PO's through a stage, and more. Generally, you should set up Stages based on the points in time that you usually request draws during the construction progress.
Auto Gantt Scheduling and Scheduling List View that comes with the full power of being included within a full accounting and job costing program so that you have real time access to job costs, variances, purchase orders, and change orders while working on the schedule.
COST TYPES - Broad Categories Like Materials, Labor, Etc.
Cost Types can be used to classify costs in broad categories like Materials, Labor, Turnkey, Office Help, Sales Tax, etc. Almost all accounting transactions in the program can be marked with a Cost Type. They are handy for totaling costs by Cost Type on Insurance Audit reports, Workmens Comp reports, PO reports, job cost reports, and more. The SALES TAX cost type can be very handy for producing sales tax reports for home buyers that request the total of taxes paid on their job costs.
Cost Types Help Document (Download to your own computer to view without heavy CHS watermark.)
JOB BUDGETS / ESTIMATES, PROPOSALS, SET PRICE
Builders tell us that the Job Budget window in CHS has saved them because they do not miss costs when preparing proposals anymore, AND that they have sold jobs just because of the professionalism of their budget proposals from CHS. Open a Job Budget worksheet based on the Cost Codes and Master Pricing, OR copy a Job Budget worksheet from another similar job. CHS will make the needed adjustments based on the job's measurement specifications. Add To, Edit, and Delete budgeted costs as needed.
One of the benefits in using a program that stores Job Budgets in the same place as Accounting Job Costs is the instant ability to compare actual costs between jobs! This can be a great help in determining average unit costs for budgeting future jobs.
Set Price and Contract Type: Select Type Of Job like Fixed, Costs Plus Markup, or Costs Plus Builder Fee and CHS will help you calculate a Price based on a desired Profit Margin you enter AND on your total job budget. From there, CHS can recalculate your Estimated Profit as the job progresses based on daily effects on your estimated costs.
Job Allowances (or Options)
Some builders authorize their customers to spend a limited amount on certain areas of the budget, and then make an agreement with the customer that the customer will pay any overages for that cost (AND perhaps that the builder will credit the customer for amounts that are under the limited amount). This type of cost is referred to as an Allowance in CHS, but some some builders refer to it as Options. CHS will calculate Allowances Over and Under amounts, produce reports of them, and will add or deduct the difference to Revised Estimated Price if appropriate for the type of contract selected for the job.
Bids From Trades And Suppliers
Use CHS tools for requesting bids from vendors (trades and suppliers), either by using a simple contact and plans tracking list that groups vendors by cost code, OR by creating a list of items behind a line on a job budget and then using tools there to request bids.
Create bid records in CHS to use for comparison of bids from different vendors. Upload a copy of the bid and attach it to the bid record. Then select a bid for the budget and create a purchase order FROM the bid record that includes a copy of the vendor bid.
Vendor Bids Help Document (may need to download to your own computer to view without heavy CHS watermark)
PURCHASE ORDERS or WORK ORDERS
It is not required that you use Purchase Orders in CHS, but you will see how much they can do for communication to all parties inside and outside of your company! AND how handy they are for spotting job budget overages even before job costs are paid. Some builders are even going 'paperless' by using PO's and only paying off of PO's. Instead of adding to your time, they really can save you a lot of time and money!
How To Streamline Your Operations With POs (may need to download to view without heavy watermark)
Purchase Orders or Work Orders Setup: Set up Default Notes and Attachments (like Scope Of Work) associated with Cost Codes that will automatically drop in when creating a new Purchase Order. ALSO, set up various PO Report Styles WITH signatures to select from before printing or emailing a Purchase Order. For example, you might set up a style for a purchase order, or a work order, or a credit memo, etc.
Types Of Purchase/Work Orders: There are 3 types of Purchase/Work Orders available in CHS:
Budgeted PO's: Create Budgeted POs directly from an amount on the Job Budget Worksheet, from the Estimated Cost at Completion Worksheet, from Vendor Bids Posted, from a list of Items, or from scratch.
Variance PO's: No matter how good your purchasing system is, sooner or later you will need additional material or labor that was not included in PO's issued that were related to the job budget or change orders. Whenever this occurs, you should issue a Variance Purchase Order (VPO). VPO's can be used to not only document that there is an issue on the current job, but to analyze where those types of issues are occurring in all jobs, with an eye towards preventing the issue in the future. When creating a PO, you can select another trade or supplier that should be back charged for the cost and CHS will know to post that back charge deduction from the other vendor when posting a bill to pay from a PO. Search for variance PO's based on several kinds of criteria, like type of variance, etc.
Change Order PO's: Create Purchase Orders from the Change Order window OR from vendor bids received and posted for change order costs. By attaching Purchase Orders to Change Order lines, you can monitor whether actual costs for change orders are going over the estimated cost for the change order.
Upload and attach copies of bids from trades or suppliers for review OR to attach to an email that includes the PO AND the Bid. Since a person entering or approving bills to pay can drill down to the PO, they can also easily see an uploaded bid that is attached to the PO.
Spot budget overages right ON the window for posting Purchase Orders!
Approve Work Done On Open PO's and Communicate With Office With Field Notes: It can be VERY handy to use Purchase Orders as a means of communicating with the office about whether the work has been done AND to write any field notes about the work and whether to pay. A person entering bills to pay can search for all POs that have been marked that the work is done and review any notes written by the field before posting the bill. ALSO, anyone in the office that is Approving the posted bills for payment can see the notes written by the field AND whether or not the work is marked as done.
PO's and Actual Costs Management: Quickly review actual job costs that have been attached to PO's issued and spot any over payments. Use Search features to print reports of PO's Versus Costs for selected jobs, cost codes, OR vendors.
Purchase/Work Orders Help Doc (may need to download to view without heavy watermark)
Sample of Vendors TO USE On Jobs (report based on POs issued)
Changes to the original plans or specs that will affect the initial contract price are usually referred to as Change Orders. Enter the estimated costs for Change Orders and those costs will be added to the initial budgeted costs in a separate column on job cost variance reports and info. Price the Change Order for the customer with a markup percent or flat fee. Enter Delay Days and those days will be added to your job schedules.
Enter Approved OR Unapproved Change Orders. Home Buyer can view and approve Change Orders Online. Multiple styles of Change Orders can be printed to give to the customer. Purchase/Work Orders can be produced directly from the Change Order entry window.
Set up as many different Styles for printing Change Orders as needed. The Style selected before printing a Change Order will determine what Title is printed at the top AND what main body of text is printed after the change order data. The main body of text usually contains info about what a change order is, how payment will be handled, and might contain one or more signature lines.
Produce ledgers of Change Order Activity, Payments, and Balances Due for internal use (with costs and prices) or for giving to customers (prices only).
Change Orders Help Document (may need to download to your own computer to view without heavy watermark)
Job Costs Management...
Job COSTS MANAGEMENT
The most important feature in CHS is the ability to instantly review the cost status of a job. The Estimated Costs at Completion Worksheet brings everything together for "at a glance" review. Since CHS can QUICKLY calculate a job's daily, revised Estimated Costs at Completion for you, excellent Management Reports are available at your fingertips. Know when to promise extra frills to your customers, or NOT.
Estimated Costs At Completion (ECC) Help Doc (may need to download to view without dark watermark)
CHS will produce INSTANT reports of amounts that are Outstanding to Pay for jobs based on the percent of work that is complete, AND through the completion of the job.
CHS will ALSO produce a "quick picture" of the current Profit and Cash Status Of Open Jobs OR the Profit Variance on closed jobs. CHS is 'smart' enough to know the difference between calculations for Fixed or Costs Plus jobs. The report of Open Jobs includes a calculation of additional monies expected less outstanding estimated costs.
Profit Cash Transfers: CHS will calculate current profit earned on a job based on a percent complete that is applied to the current estimated price, according to the job's contract type. It will also track how much of this earned profit has already been transferred to your overhead bank account.
Contract Balance Report: Based on whether the contract type for a job is Fixed, Costs Plus Markup, or Costs Plus Builder Fee, CHS will calculate the current contract price and then compare it to Job Revenues Received to determine the current contract balance. NOTE that CHS will ADD Change Order Prices and Allowance Adjustments to the current contract price IF the job is a Fixed Contract! It will ALSO add Change Order Fees to the Builder's original fee IF the job is marked as a Costs Plus Builder Fee contract.
Vendors USED or TO USE on Jobs: Your customer, bank, or warranty auditor may require a list of Trades and Suppliers that will be used on the job, OR a list of ones that WERE used on the job. Find the job in the jobs list, click a Used link, and give it to them!
Sample Vendors To USE On Job Report - based on Purchase/Work Orders Issued
Sample Vendors USED On Job Report - based on Actual Posted Job Costs to date
NOTE: There is also a Vendors USED On Job report that does not show amounts paid. (good for home buyers)
ACTUAL Job Costs are costs that have been posted directly to your accounting records. Most often they are records that have been posted as payables bills, either unpaid or paid, but CAN be records posted in other areas. Search the Actual Job Cost database for the records you need and produce various types of Actual Job Cost Reports based on your search results.
Reports and windows that compare costs between jobs WITH averages are very valuable tools to use when budgeting/estimating estimating costs for a new job. Filter for similar jobs.
Quickly see how much is in each GL Account on your Chart of Accounts for EACH JOB using the Trial Balance Summed By Job. It is a very handy report for the accountant AND owner of the company.
CHS also tracks Cash By Job for you! Use the tools for reviewing the Cash Flow for a job to see how much cash each job has contributed so far. Also review how much each job has contributed or used in each Bank Account. Drill down to the detail.
Sample Report - Cash Balances By Job (Based on cash and credit card activity)
Vendors Control (Trades and Suppliers)
Trades and Suppliers that provide goods and services are referred to as Vendors. CHS is designed to keep you from overpaying vendors ever again! As Vendor bills to pay are entered, CHS will alert about Job Budget overages, Purchase Order overages, and duplicate invoices. Set up a Vendor to withhold retention, track General Liability and Worker's Comp Insurance expirations, and more! Upload and attach various documents like sub contracts, IRS W9's, insurance certificates, and more to vendors. Set up activities, reminders, and alerts that will show up when posting bills to pay. An alert can trigger the bookkeeper to enter a note to the person approving bills to pay.
Search the list of vendors in various ways. Print labels and vendor lists based on your search results. Print a vendor list by Cost Codes assigned to vendors which is very handy for tracking plans picked up and returned.
Vendors Used OR To Use On A Job: Print list of vendors USED on a job with contact info, based on payables job cost bills, with or without the total paid. Print list of vendors TO USE on a job with contact info, based on Purchase Orders issued.
CHS will gather and print 1099's for trades marked for 1099's that you have paid during the calendar year. Print a Preview report to find vendors that need addresses and tax id numbers. Also, print reports that will show the detail of costs behind the 1099 totals.
Waivers Of Lien...
WAIVERS OF LIEN
Design Waivers of Lien based on your state's requirements for progressive waivers, final waivers, or other types of waivers. Instantly produce and track Waivers of Lien for checks that have been written to vendors.
TIP! If you plan to attach Waivers of Lien to checks that have been printed so that Vendors can sign them when they pick up their checks, it is a good idea to print the Waivers right after the checks are printed. However, Waivers of Lien may be printed (OR reprinted) at any time. You can use the SEARCH features to find a range of Paid Dates, or Jobs, or Vendors, or Types Of Vendors that can be used for printing the Waivers of Lien.
ACCOUNTS PAYABLE - BILLS FROM TRADES AND SUPPLIERS
POSTING ACCOUNTS PAYABLE BILLS (The HUB of a job costing system!):
Post Bills And Expenses To: Pay Later, Pay Now, or That Have Been Paid by Check, Debit, Credit Card, or by an Outside Party. Post jobs costs, overhead bills, debit card charges, credit card charges, and any other expenses that have been deducted from a bank account on the Add New Payable Bills window.
Overage Alerts: IF you use the Purchase/Work Orders features, the program will check for PO's issued to the vendor and job and provide alerts about overages. It will ALSO check for job budget overages and provide overage warnings (whether or not you use PO's)! Check on the status of a cost directly from the screen where Vendor bills are entered. Drill down to budgets info, variance info, POs versus Costs, costs posted so far for a cost code, etc. Write notes to person that will be approving posted unpaid bills.
Back Charges: If damages are caused by a Vendor on the job, back charge the Vendor when you are entering bills to pay for the damages. CHS provides features to select the vendor to back charge, and creates the back charge entry for you.
Expired Insurance Alerts and Deductions: If a Vendor is marked that either General Liability or Workers Comp insurance is required, CHS will check to see if their insurance has expired or too low. When receiving the alerts, you can elect to use CHS features to deduct an amount for insurance from the vendor's bill.
Payment Discounts: If a Vendor offers a payment discount for paying within a certain number of days, CHS will prepare payment discount entries for you!
Recurring Vendor Bills: Set up vendor payables bills that recur regularly so they can be easily posted. Receive reminders that recurring bills are due.
Track Sales Tax Paid On Job Costs - For Home Buyer: If your Home Buyer requests a list of Sales Taxes that you have paid on their job costs, CHS helps with that! When bills are posted from Purchase Orders, OR from scratch, there is a field for entering the Sales Tax. CHS will post the record for the sales tax amount separately and with a Cost Type of SALES TAX so that you can search your job cost database OR your vendor transactions for just the records that are for Sales Tax.
NOTE: You may need to download the Help Doc to your own PDF reader to view the doc without heavy watermark
CREDIT CARD CHARGES AND PAYMENTS
Post bills paid with credit cards directly to the Vendor that was paid with the credit card. CHS will track the charges to the credit card and produce credit card ledgers to tie to your credit card statements. When you're ready to make a payment to the credit card company, CHS provides a handy way to post the payment due to the credit card company.
Credit Card Charges and Payments Help Doc (may need to download to your own computer to view without heavy watermark)
PAID VOUCHERS - POST JOB COSTS PAID BY AN OUTSIDE PARTY
Post job costs paid by outside parties (like a customer or title company) and track the job costs without affecting your accounting or bank balances. Paid Voucher Payments will show up BOTH as Job Revenues and as Job Costs to cancel each other out.
Paid Vouchers Help Doc (may need to download to your own computer to view without heavy watermark)
Approve Bills To Pay...
PAYMENT APPROVAL OF UNPAID PAYABLES: (STOP routing vendor bills around!)
Project Managers Can Approve WORK DONE On Open Purchase Orders AND Write Notes About Payment Of PO's.
Payables Bills Can Be Posted From Purchase Orders That Have Been Marked That Work Is Done.
Bookkeeper can drill down to possible overage info OR notes from field on the window to add new bill. If there are overages, bookkeeper can write notes to person approving the bill for payment. Bookkeeper can also upload a copy of the bill.
Project Managers can check mark Unpaid Posted Job Costs as OK To Pay (or not). Can see uploaded bill, view overages, and write notes about why they are not approving a bill.
'Big Boss' can check mark Unpaid Posted Bills (not just job costs) as OK To Pay (or not), and write notes.
SELECT BILLS TO PAY AND PRINT CHECKS
Select Posted Unpaid Payables TO PAY one at a time OR in groups based on certain criteria like approvals, due dates, jobs, retainage, etc. Create Deductions To Pay Later in order to pay a partial amount. Withhold Retainage to pay later. Drill down to overage info, notes written by field, or view uploaded bill. Search for bills that have been approved for payment, or for bills for one job, vendor, etc.
Check Printing or Posting Payments: Print batches of checks for the Unpaid Payables selected TO PAY. OR mark Unpaid Payables as PAID by manual check, debit card, credit card, etc.
NOTE! CHS WILL track cash BY JOB, no matter how many jobs' bills are included on one check!
Help Doc - Select Bills To Pay, Print Checks, OR Post Bills As Paid (may need to download to view without heavy watermark)
PAYABLES TRANSACTIONS AND VENDOR LEDGERS / Payables Aging
How many times have you needed to know how much you've paid a Vendor on one job? OR, for one type of cost on a job, or all jobs? Vendor transaction ledgers can be printed based on all types of criteria and selections. When a vendor says you haven't paid them everything on a job, INSTANTLY prove that you did (If you did!). What a time saver!
Use the Payables Transactions Database to open uploaded copies of the bills, drill down on job cost info, drill down to notes written about the bills, or to edit or delete vendor bills.
Sample Report - Vendor Ledger By Job Cost Code - Based on search for one job
Payables Aging: Accounts Payable Aging reports split your Unpaid invoices into columns for 30 day periods so that you can determine the age of unpaid invoices (how far past due they might be?). Accounts Payable Aging reports can be printed for any selected prior date. This aids accountants in matching Accounts Payable balances to Financial Reports. Detail of the invoices behind the aging is also available! CHS will EVEN group the invoices by account numbers from your Chart Of Accounts to quickly help that accountant that needs to convert your books to a cash basis at year end!
Draw Requests (Progressive Job Billings)
CHS provides various types of Draw Request features to use based on the Contract Type for a job OR on categories required by your bank. The types of Draw Requests or billings are:
Costs Plus Markup: CHS will gather Actual Job Costs that have been posted, at their marked up amount, and produce the Draw Request for you. After the Draw Request is marked as posted, the Actual Job Costs will be moved to a "Prior Drawn" status. New posted costs will be available on the next draw request. Impress your detail-oriented customer by giving them details of the costs behind the draw request!
Costs Plus Builder Fee: CHS will gather the Actual Job Costs, attach a Builder's Fee based on percent complete OR a fee amount you fill in, and produce the Draw Request for you. After the Draw Request is marked as posted, the Actual Job Costs will be moved to a "Prior Drawn" status. New posted costs will be available on the next draw request. Impress your detail-oriented customer by giving them details of the costs behind the draw request!
Percent Complete (usually for Fixed Price Contracts): CHS will gather the Budgeted marked up costs AND will display the posted actual cost totals for reference. You can enter the percentage to draw for each cost or click a button for CHS to enter the percent based on posted costs so far. CHS will calculate the amount to draw, reduce it by prior drawn amounts and produce the request for you! Don't miss the feature to prepare a Percent Complete Draw request based on completed Stages of the job!
'Fill In' Draw Requests: Sometimes the lender requires that Draw Requests are presented to them using the lender's cost categories rather than your own. Create Fill In Draw Requests based on lender (OR your own) categories. Copy the categories from job to job if needed. FILL IN draw requests can be prepared using Amounts OR using Percents.
Quick Job Cost Billings: CHS will quickly gather job costs that have not been included a prior billing, mark them up, generate a bill for the customer, AND post the bill to Accounts Receivable as an amount due. This is great for smaller jobs that do not require interim draw requests.
Quick Job Cost Billing Help Doc (may need to download to your own computer to view without heavy watermark)
PAYORS, Receivables, Bank Deposits, And Job Revenues
Payors: Payors in CHS are entities that will pay money to your company. Home Buyers, Investors, Lenders, Title Companies, Tenants, and others are included as Payors. Search the list of payors in various ways. Print labels and payor lists based on your search results. Upload PDF Files or Photos to attach to the Payor.
Accounts Receivable: In accounting lingo, 'Accounts Receivable' refers to amounts that are due to your company from an outside entity. To track amounts due to your company on your Financial Statements and Ledgers, AND to produce Accounts Receivables Invoices and Statements, use the Accounts Receivable Features in CHS.
Accounts Receivable Help Doc (may need to download to your own computer to view without heavy watermark)
Bank Deposits: Enter deposits AND post any deductions to job costs on the same screen. For example, you've received a draw request from the bank BUT the draw is reduced by an inspection fee. The Deposit data entry window allows you to post the total draw as a Loan Draw AND post the inspection fee as a job cost! Produce Deposit reports grouped by Payor, Job, or Date. Deposit reports can be grouped by the 'Deposit Category' used when posting the deposit. Deposits Categories can be set up for things like Down Payment, Change Order, Interim Draw, etc.
Help Doc - Post and Manage Bank Deposits (may need to download to your own computer to view without heavy watermark)
Post 'Zero Deposit' Lot Draws: CHS is specifically designed to track Deposits Received by Job AND to track any Job Costs that are deducted from the deposit. Builders often receive a draw from a lender for the purchase of a Lot, but do not receive money for the draw because the money goes to the seller of the lot. The Deposit data entry window in CHS is set up for posting this zero deposit and capturing all costs related to the zero lot draw deposit.
Job Closing Deposit: Posting the final closing deposit received from the Title Company or Customer on a job presents accounting challenges to most builders. CHS provides tools, Help Documents, and screenshots to step you through the job closing process.
Job Revenues: CHS will track monies (revenues) received by Job, AND produce reports to determine outstanding revenues.
Manage Rental Properties: Set up your books in CHS to handle properties that you own and rent out. Set up a department just for the rental properties. Set up rental properties as jobs to track each property's cash flow and net income. Copy Accounts Receivable invoices each month for rentals. (See our seminar videos for more info.)
Departments (Divisions) - Produce Ledgers And Financials By Department
Set up financials Departments (Divisions) to track profit centers.
Financial Statements, General Ledger, Cash Flow Statements, etc. can be printed for selected Departments.
Financial Departments Help Doc (may need to download to your own computer to view without heavy watermark)
Chart Of Accounts...
Accounting Methods, Chart Of Accounts, Balances Forward, Prior Data
We realize that accounting in the construction industry can be overwhelming for a home builder. SO, we try to provide information to educate and help you through the process! CHS is very flexible and can handle Accrual, Percentage of Completion OR Completed Contract accounting methods.. CHS also has information reports to help your CPS gather data to prepare your taxes based on the Cash method of accounting (although Cash method is not highly recommended for custom home builders).
BEFORE setting up your Chart Of Accounts, print the Help Document about Accounting methods and discuss which method you will be using with your tax accountant. You should enlist your accountant's help in setting up your Chart Of Accounts properly for the method you use.
Load the Chart of Accounts (General Ledger Accounts) that are recommended by NAHB OR a 'simpler' Chart of Accounts prepared by CHS. Edit and delete these as needed for your own company. OR, you can set up your own Chart of Accounts from scratch. CHS is very flexible to suit your company needs. Load Financial Statement Sections and Headings at the click of a button and edit them as needed.
Chart Of Accounts Help Doc (may need to download to your own computer to view without heavy watermark)
Use CHS features for entering Balances Forward from your prior books as of selected Balance Forward date. There are tools to help you keep your books in balance as the Balances Forward are entered.
Accounting Balances Forward Help Doc (may need to download to your own computer to view without heavy watermark)
Prior Period Data (from books before CHS): CHS has 'prior period' features that are designed so prior period entries will not interfere with your Balances Forward for accounting. NOTE: You may need to download the following to your own computer to view without heavy watermark.
Set up Financial Budgets for Profit and Loss Accounts. Compare Financial Budgets to Profit And Loss Statements for Entire Company or by Department.
Help Doc - Financial Budgets And Sample Reports (may need to download to view without heavy watermark)
FINANCIAL STATEMENTS: Balance Sheets, Income Statements, Trial Balances, Cash Flow
Balance Sheets, Income Statements (Profit and Loss), Trial Balances, and Cash Flow reports CAN be set up to gather and total numbers based on YOUR company needs. They can be produced for the whole company OR for selected departments or selected jobs.
One VERY handy window in CHS is the accounting Trial Balance Summed By Job that shows the totals for each job in each account!!
Help Doc - Financial Statements and Sample Reports (may need to download to view without heavy watermark)
ACCOUNTING DATABASE and GENERAL LEDGERS OF TRANSACTIONS
Quickly review accounting records based on a variety of criteria selections. Use the powerful Search features to review records for one account number, for one vendor and all account numbers, for one job and all accounts numbers, and so much more!
General Ledger Transaction Reports can be grouped by:
Account Number (from your Chart Of Accounts)
Quarters or Months
Job Cost Codes (Job Cost Centers)
Journal Entries, Close Job, Close Year End Books
All records posted to your Accounting database are posted in balanced 'journal entry' batches made up of debits and credits that total to zero. CHS handles most of this for you! Most journal entry batches are created automatically by CHS when posting things like Bank Deposits, Accounts Payable, Accounts Receivable, etc. BUT, if it is necessary to post other adjusting journal entry batches to your books, you can post your own as needed.
Help Doc - Journal Entries (may need to download to view without heavy watermark)
Journal Entries To CLOSE JOBS - CHS will gather all balances in each Balance Sheet account for a selected job for you and then open a window to help you quickly create the journal entry needed to move balances from Work In Progress accounts to Sales and Cost Of Sales.
Journal Entries To CLOSE BOOKS AT FISCAL YEAR END - CHS will create the journal entry for closing your books at year end for you! All you have to do is enter the year end date AND the equity account (like Retained Earnings, etc.) to close the books into.
Percentage Of Completion...
PERCENTAGE OF COMPLETION Accounting Method (IF YOU LIKE)
Although CHS is flexible and you can use whatever your accounting method you prefer, the Percentage of Completion method is highly recommended by consultants in the home building industry AND by Builder 20 clubs. The Percentage Of Completion method of accounting can be a bit overwhelming if you do not have software to handle it. CHS has powerful tools to make the Percentage Of Completion method EASY! Please click the Help Doc link to learn more about this method of accounting. (ALSO! Scroll back up to Chart of Accounts section and read about Accounting Methods!)
Help Doc - Percentage Of Completion (may need to download to view without heavy watermark)
Bank Reconciliation ('Bank Recs') and CASH MANAGEMENT
Prepare Bank Reconcialitions using tools in CHS that will help keep your cash accounts reconciled! Store copies of bank reconciliation reports AND related cash ledgers in your CHS file cabinet. The stored copies are VERY handy if you ever need to look back at a previous bank rec or at a copy of a cash ledger to see how it may have changed.
Open List Of Cash Accounts and drill down to deposits, check, or journal entries that affect the Cash Balance.
Use Lists Of Checks To print Check Registers, View Detail Behind Checks, Edit Check Numbers or Dates, or to void checks.
VERY VALUABLE FEATURE: Track Cash BY JOB or BY DEPARTMENT.
While CHS has an outstanding way to post payroll, since the largest majority of builders use an outside Payroll Service, CHS has decided not to take on the costs and liability of calculating payroll taxes for you. If we were to keep up with all of the constantly changing laws of the federal and state governments regarding payroll, we would have to increase our staff and charge more fees for our service. We are also absolutely certain that it is in a builder's best interest to use a Payroll Service, no matter what software they use.
By leaving payroll calculations to your payroll service or accountant, we can keep CHS focused on job costing and keep the price of using CHS affordable. Since CHS IS a full accounting and job costing program, CHS provides a very handy tool for POSTING your payroll AND for allocating wages to job costs using a marked up employee billing rate. There is a comprehensive Payroll Database in CHS that will allow you to search by Payroll Categories and produce reports of your payroll by Employee, Payroll Categories, Jobs, etc.
AND THERE's EVEN MORE! To Find Out About Other Features In CHS...
Please call us at 512-971-1069