Accounting

The Accounting page handles change orders, subcontractor purchase orders, billing, and a transaction audit. It is organized into tabs, and you only see the tabs you have permission to view. Each tab has its own filters, including a Division filter and a date range whose label tells you what it filters (created date, payroll date, or schedule date), and lets you export the data. On most tabs the Division applies as soon as you change it; on Billing it applies when you select Apply. Switching tabs resets the Division to your default, so each tab keeps its own selection.

The Change Order Log tracks change orders and service calls. It shows details such as the Builder, Project ID, Trade, Phase, the date created, the Reason and Description, the change order amount, the purchase order number, Payment Status, the responsible party, Notes, and Status. Filter by builder, community, trade, and reason, and choose whether to show archived items. Edit a row to update its reason, description, amounts, responsible party, and notes, send an email about it, and create the related transaction in Dynamics 365.

The Subcontractor P.O.'s tab manages subcontractor labor purchase orders. It shows the subcontractor, Builder, Project ID, Trade, the labor purchase order amount, Phase, Schedule Date, retention, the approval state, and the final contract amount. Filter by installer and trade, and toggle options to hide zero-dollar amounts or include warranty and complete projects.

Select rows to act on several at once: set their status to Active or Sent, and mark them approved or unapproved. Marking items sent also emails a notification. Edit a row to update the subcontractor, amounts, retention, deposit date, and notes. An export option lets you prepare a subcontractor pay upload.

The Billing tab syncs budget phases to Dynamics 365 and is where stages are marked complete. Projects expand to show their trades and stages, each with its purchase order, amounts, and sync status.

The filters are grouped by what they narrow. Project filters choose which projects appear: Overall Division (the project's main division), Builder, and a Search box where you pick whether to search by Project ID, Community Name, Address, Lot, Block, or Builder PO #. Phase filters choose which phases within those projects count: Effective Division (matched against each phase's own division, so a project whose gas phases belong to another division appears there only when those phases match), the Schedule Date range, Phase, Builder PO Status, Sync State, Marked Complete, and Reviewed (choose whether to show phases that are not reviewed, reviewed, or have had their reviewed amount edited).

A phase matches when it satisfies every Phase filter at once. A project is listed only when at least one of its phases matches, and matching phases are highlighted. The Show option controls whether you see only the matching phases or every phase of the matching projects. Set your filters and select Apply to run them, or Clear All to reset them before applying. A count next to Apply shows how many projects match your filters.

Each project row shows its Project ID, builder, community, model, address, and lot and block numbers. When your search matches any of these, the matching text is highlighted in the row.

You can sync a whole project or a single trade to Dynamics 365, manage the related transaction, and attach files to it. When a sync would change the Effective Division on a phase that already has posted transactions in Dynamics 365, a Confirm Effective Division change in Dynamics window opens before those changes are made. It lists the full set of division changes, grouped by whether they still need your confirmation, were already updated, could not be verified in Dynamics 365, or failed to update. Each line names the division the phase is on today and the division it will move to. Select Change Effective Division to apply the changes that need confirmation, or Cancel to leave them as they are. If any division could not be updated, a warning tells you to review the list for details.

Mark Complete records a phase as finished with a completion date, which updates the project page, schedule, and audit log; you confirm the date before it applies. For a phase that is already synced to Dynamics 365, marking it complete also updates its Dynamics 365 transaction with the completion date, so you no longer need to update the transaction separately. If the completion date's year looks unusually early, a warning asks you to double-check it before continuing.

If your organization sets a Dynamics 365 go-live cutoff date, phases scheduled before that date cannot be pushed to Dynamics 365. The transaction action for those phases is turned off, and hovering it explains that the phase is scheduled before the go-live date. If a project has no phase scheduled on or after the cutoff, the option to sync the whole project is turned off as well.

If a project's ID is too long for Dynamics 365, the Sync Project option is turned off and hovering it explains that the community code needs to be shortened. Shorten the community code, then try syncing again.

Each phase shows a Builder PO Amount that you review and confirm. Amounts must be a plain number, cannot go over $30,000, and cannot be finer than cents, so a builder purchase order number typed into the amount field is refused with a message asking for numbers only. Once an amount is reviewed it is locked so it cannot be changed by mistake: the Builder PO Amount field in the edit drawer is turned off with a note saying the line is reviewed, and any other attempt to change it, including a bulk amount paste, is refused with a message asking you to clear the review first. To change a reviewed amount, Clear review on the phase, edit the amount, and review it again. Reviewing a phase also protects its billing figures during imports: an import leaves a reviewed phase's purchase order numbers and amounts as they are, while still updating its schedule and inspection dates. Builder PO Status keeps updating too, so a purchase order can still move from Approved to Completed as the builder works through it. Reviewing protects the figures you signed off on, not the purchase order's progress. This holds no matter which builder the project was imported from.

Once a phase's Builder PO Amount changes after it was first set, a history count appears next to it. Select it to open the Builder PO amount history, which lists every change to that amount, newest first. Each entry shows the previous amount, the new amount, who made the change, where it came from (an edit on the Billing page, an import, a data repair, and so on), and when it happened. The newest entry is marked Current and matches the amount shown on the row.

When an import would have changed a reviewed phase's figures, it records the attempt in Reports → Import Log as a Skipped (Reviewed) entry naming each field, the value that was kept, and the value that was ignored. Use it to see where a builder is still sending a different purchase order than the one you signed off on. Nothing is recorded when the builder sends the same values you already have, but a genuine disagreement reappears on each import until it is settled: either the builder starts sending the figures you agreed on, or you Clear review on the phase so the next import can take the builder's values (review it again afterwards to lock in whatever it lands on).

If you have the Edit Review permission, the row's actions menu lets you Clear review to return the phase to unreviewed so you can edit the amount and review it again. When a reviewed amount has been cleared, a history count appears next to it; select it to open the Reviewed amount history, which lists every change, the amount, and who made it, newest first.

The tab's actions menu includes an Export for Spectrum option that downloads the budget data as two Spectrum import files, a Step 1 file and a Step 2 file. Spectrum uses these to create the project IDs that subcontractors clock in and out against, so labor costs land on the right project. When you start an export, a message lets you know it is preparing the data, which can take a moment for large date ranges. If the export comes back empty, a message explains why: no rows match your current filters, your organization has no phase codes set up (the Step 2 file is built from them), or none of the current rows could be turned into export rows.

The Transaction Audit tab lists completed stages that have been synced to Dynamics 365. It shows the Project ID, Stage, Trade, Division, the Builder, supervisor and crew, the builder purchase order number and amount, the Dynamics 365 identifiers, the Schedule Date, and when the transaction was created. Filter by the Dynamics transaction status and by completion status, and search by project or by builder purchase order number.

Turn on edit mode to select rows and bulk-edit their completion date and completion status. Save your changes when you are done. Reviewed purchase order amounts are shown here but can only be changed on the Billing tab.

Use Export to download the list as a CSV using your current filters. The file covers every matching row, not just the page you are viewing. If the results go over 20,000 rows, the file is capped at that number and you are asked to narrow your filters to export the full range.

Each tab requires its own Accounting permission, so the tabs you see depend on your access. Marking a stage complete requires the relevant permission. Clearing a reviewed builder PO amount requires the Edit Review permission, which is given to Division Administrators by default.