Arrow Accounts Receivable Integration - Framework Preparation

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For claims integration to be successful there are several requirements to be aware of:

External System Link (Accounts Reference)

To successfully use claims integration the job must already exist in Arrow and be known to Framework ECM.

The job will be known to Framework ECM if the job numbers are the same in each system or if the job number as it appears in Arrow is entered into theAccounts Reference field on Framework's Job Overview screen.

Invoice Numbers

Invoice numbers used when invoicing in Framework ECM must be unique and must not have been previously used in Arrow.

Not Applicable Functionality

To exclude a claim from integration, the progress claim requires updating.

In Framework ECM:

1. Open the Construction Claims screen (Production > Construction > Progress Claims).

2. From the Progress Claims list, select the progress claim to be excluded from integration. The Progress Claim dialog will be displayed.

3. In the External System Links group, enter N/A in the Accounts Reference field.

4. Click the OK button. The dialog will close.

5. Click the OK button.

Reconciliation 

A full reconciliation between Framework ECM and Arrow must be completed before performing integration.

For all of the jobs that are to be integrated, both Framework ECM and the accounting system must contain the same invoices and receipts as each other, establishing a clear starting point for automated integration. For assistance with this reconciliation and for any mass data updates, contact Insula Software (see Contact Insula Software).

Claims Integration Pre-Requisites

All Jobs Must Be In The Correct Work Flow Stage

Reports should be run to ensure that all of the jobs are up-to-date in Framework ECM. They should be in the correct major stage:

• Pre-Administration

• Administration

• Construction

• Maintenance

Work Flow Reporting Must Be Working Correctly

Common reports must be correctly set up and returning correct data.

Accounts Integration Must Be Running Correctly

Accounts integration must be running daily. All jobs must be being created and updated in the accounting system.

Processes For Rolling Out Claims Integration

Client Focussed Reporting

Obtain letters and reports that are currently being used by the client and customise the common reports to accommodate their needs.

Claims Rounding Method

Confirm the current claim rounding method used in the client's contracts and set the claims rounding method preference to reflect this.

In Framework ECM:

1. Open the Security module (File > Module > Security).

2. Open the Preferences screen (Security > Preference).

3. From the Preference Groups list, expand: Framework ECM > Production Management > Construction Claims

4. From the Preference Level list, select the required preference level.

5. From the Preferences list, select -11045 (Claims Rounding Method).

6. Click the Modify button. The Preference dialog will be displayed.

7. Select the required claims rounding method.

8. Click the OK button. The dialog will close.

9. Click the OK button.

Method For Raising Claims

Identify whether claims are raised on forecast or actual completion dates.

If claims are raised on forecasts, remove any manual forecast dates that are forecasted further out than the next construction day meeting.

Implementing The Claims Template

Confirm that the claims template(s) have been created in the Administration module of Framework ECM. If the claims template(s) have not been created, assist the client in implementing them.

Building Contract Amount

Ensure that the building contract amount exists and is correct on the Building Contract screen in Framework ECM.

In Framework ECM:

1. Open the Building Contract Document screen (Document > Building Contract).

2. In the Details group, ensure that amounts exist for the following fields: 

   • Amount (ex GST)

   • Amount (GST)

   • Amount (inc GST)

3. Click the Close button.

Existing Variations (Post Contract Variation (PCV)/ Building Variation (BV))

Update the status of any existing post contract and building variations to draft.

To update existing post contract variations, in Framework ECM:

1. Open the Post Contract Variation screen (Document > Post Contract Variation).

2. From the Post Contract Variations list, select the required post contract variation.

3. Click the Edit button. The Document dialog will be displayed.

4. In the General group, ensure that the Status field is set to Draft.

5. Click the OK button. The dialog will close.

6. Click the OK button.

To update existing building variations, in Framework ECM:

1. Open the Building Variation screen (Document > Building Variation).

2. From the Building Variations list, select the required building variation.

3. Click the Edit button. The Document dialog will be displayed.

4. In the General group, ensure that the Status field is set to Draft.

5. Click the OK button. The dialog will close.

6. Click the OK button.

Applying The Claims Template

Apply a claims template to existing jobs that are between a contract signed date up to PCI complete.

In Framework ECM:

1. Open the Construction Claims screen (Production > Construction > Progress Claims).

2. Select or Search for the required job.

3. Click the Template button to apply a template.

4. Select a template construction claims, if required.

5. Click the OK button.

Checking The Claims Breakdown

In Framework ECM, on the Construction Claims screen (Production > Construction > Progress Claims), check the stages of the Progress Claims list against the signed, physical copy of the building contract to ensure that they are exactly the same. If they are not the same, modify the claims manually to match the signed, physical copy of the building contract.

Creating Historical Variations (PCV/BV)

Create any historical post contract and building variations as a one line item including total value.

To create an historical post contract variation, in Framework ECM:

1. Open the Post Contract Variation screen (Document > Post Contract Variation).

2. From the Post Contract Variations list, select the required post contract variation.

3. Click the Edit button. The Document dialog will be displayed.

4. Click the Items tab.

5. From the Groups list, select the required group. The Items list will be refreshed.

6. Select the Items list.

7. Click the New button. The Item dialog will be displayed.

8. Enter the details for the historical variation.

9. Click the OK button. The dialog will close.

10. Click the OK button. The dialog will close.

11. Click the OK button.

To update existing building variations, in Framework ECM:

1. Open the Building Variation screen (Document > Building Variation).

2. From the Building Variations list, select the required building variation.

3. Click the Edit button. The Document dialog will be displayed.

4. Click the Items tab.

5. From the Groups list, select the required group. The Items list will be refreshed.

6. Select the Items list.

7. Click the New button. The Item dialog will be displayed.

8. Enter the details for the historical variation.

9. Click the OK button. The dialog will close.

10. Click the OK button. The dialog will close.

11. Click the OK button.

Raising Invoiced Claims

Raise all claims that have been invoiced in the accounting system.

In Framework ECM:

1. Open the Construction Claims screen (Production > Construction > Progress Claims).

2. From the Progress Claims list, select the claim to be raised.

3. Click the Edit button. The Progress Claim dialog will be displayed.

4. In the Invoice group, complete the following details: 

   • Invoice Number (from the accounting system)

   • Invoice Date

   • Sent to Client Date

5. In the External System Links group, modify the Exported? field to Yes.

6. Click the OK button. The dialog will close.

7. Click the OK button.

Creating Payments For A Claim

Create the payments in Framework ECM that have already been received in the accounting system (linking them to the claim stage).

In Framework ECM:

1. Open the Construction Claims screen (Production > Construction > Progress Claims).

2. From the Progress Claims list, select the claim the payment is attached to.

3. Select the Payments list. A shadow will appear around the list to indicate it is selected.

4. Click the New button. The Deposit dialog will be displayed.

5. Enter the payment details.

6. Click the OK button. The dialog will close.

7. Click the OK button.

Resetting The Claim Rounding Method (Recommended)

Discuss with the client the different rounding methods available in Framework ECM and set the claim rounding method (preference) for yet to be prepared contracts/new jobs.

In Framework ECM:

1. Open the Security module (File > Module > Security).

2. Open the Preferences screen (Security > Preference).

3. From the Preference Groups list, expand: Framework ECM > Production Management > Construction Claims

4. From the Preference Level list, select the required preference level.

5. From the Preferences list, select -11045 (Claims Rounding Method).

6. Click the Modify button. The Preference dialog will be displayed.

7. Select the required claims rounding method.

8. Click the OK button. The dialog will close.

9. Click the OK button.

Testing

Set up both Framework ECM and the accounting system databases in a test environment for extensive testing.

System Backup

Backup both the Framework ECM and the accounting system's databases.

Go Live

Turn on integration.

Procedural Requirements

With the implementation of claims integration, several procedural requirements should be observed when working with Framework ECM and Arrow.

Processing Initial Deposits

When commencing claims integration, the receipting of all money through Arrow means that no deposits/payments should be recorded directly intoFramework ECM.

A procedural change is required that when a new job is created in Framework ECM, the initial deposit date should be recorded but the initial deposit amount should be left as zero (0).

The receipting of the deposit into Arrow will create the deposit in Framework, ensuring the jobs are reconciled between the two systems. 

Note: Not following this procedure and recording the deposit amount in Framework ECM will result in the deposit being doubled when integration is performed.

With this procedural change, Framework ECM will show an Initial Deposit of zero (0) and, separately, the integrated deposit from Arrow. This is normal and the Framework ECM initial deposit entry should be ignored.

Claims Preparation

The following work flow model displays the process by which claims are prepared before implementing Framework Integration with the third party application.

Open