overview summit a - redsky it

RedSky IT RedSky IT RedSky IT RedSky IT Viking House, Swallowdale Lane, Hemel Hempstead HP2 7EA

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Email: [email protected] www.redskyit.com

Overview Overview Overview Overview

Summit Summit Summit Summit AAAAECECECEC is the synthesis of over 25 years of successfully delivering software solutions to Professional

Services organisations who design, engineer, construct and manage the world we live in.

Summit software is unique in providing both professional services and construction based functionality if

required, in a single integrated package. From Design Inception to Facilities Management, Summit will

support the entire project lifecycle.

Summit AEC software provides a business wide operational and financial solution that embraces;

• Personnel Records Staff Details for costs, charges, grades, disciplines, division

etc

• Project and Contract Management Standard and User Defined information store for Job details to

ensure accurate administration, management and analysis.

Completely flexible work breakdown structures.

• Time and Expenses Cost collection From all locations via Web Browser update

• Project Accounting Comprehensive Management Information available by report

or the unique and powerful Generic Enquiry Tool, allowing you

to design enquiry formats and produce graphical information

delivered to any location via Web Browser.

• Invoicing Flexible and trusted routines for Draft and Final Invoices for

any mix of Time and Materials, Fixed Fee, Percentage Fee,

and Milestone Invoicing.

• Project Forecasting Cost and Fee Planning for Monthly Profit forecasts by user

defined breakdowns

• Financial Suite A comprehensive Financial Suite with all the benefits of full integration to the

Project Based operational software

• Purchasing Purchase Management and automatic posting of costs to

Projects and Financials

• Web based Project Tools The Project Managers Toolkit to allow easy access to all

required enquiry and maintenance routines

• Reporting and Enquiries To produce the management information you need to

whatever level of detail, “sliced” and presented as required,

traditionally or graphically

• Event Management Automated e-mail updates according to user defined business

rules

• Project Folders Content Management to provide a common document store

for all project files.

• Contacts Database Central Database of contacts allocated to Projects as needed.


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Who uses RedSky IT AEC Software?Who uses RedSky IT AEC Software?Who uses RedSky IT AEC Software?Who uses RedSky IT AEC Software?

RedSky IT has dominated the professional services marketplace for over 25 years. It is the solution of

choice for such organisations as:

Arup Gardiner & Theobald Broadway Malyan Roads Service Consultancy

Scott Wilson Turner & Townsend Sheppard Robson BDP

Sandwell MBC Ryder Birmingham CC Cornwall CC

What Benefits will Summit AEC What Benefits will Summit AEC What Benefits will Summit AEC What Benefits will Summit AEC bring to my organisation?bring to my organisation?bring to my organisation?bring to my organisation?

Summit AEC has been developed to enable your Project Managers to make business critical decisions

based on project and financial information. It can provide a total management and financial solution that

fulfils the requirements of a busy professional organisation, whether it be centred in a single office or

spread across geographically diverse locations

From the initial entry of personnel information to the production of client invoices and trading accounts, the

whole system may be completely integrated. Single postings update several ledgers reducing both

duplication errors and time. The modular approach allows the most important areas to be brought on line

whilst developing further functionality at a later date. The introduction of a comprehensive management

system will significantly improve time control. This will enable service costs to be monitored more closely

and prevent overrun against budgets. Efficiency is maximised. Summit AEC provides an all-embracing

solution to support your business by providing a comprehensive business information system allowing your

Project Managers to become Commercial Managers.

The Summit AEC ModelThe Summit AEC ModelThe Summit AEC ModelThe Summit AEC Model


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Professional businesses have fundamental requirements from a new system:

• A reliable and robust solution which is functionally rich

• The ability to share data

• Fast and easy access to Information that meets the varied needs of the finance, commercial and

operational teams

• Simple and easy to use

• The backing of a partner that provides quality support and service

Summit AEC is a series of application modules, which can be used independently or integrated together to

give a full management information system that helps you manage the lifecycle of a Project. At the heart of

the solution is the central data store where information can be shared by those with the correct security

levels. Key functions that can contribute to the overall picture are:

• Personnel

• Project ledger

• Forecasting

• Time and Expenses Capture including Mileage

• Draft Fee Notes and Final Invoices

• Financials

• Personalised graphical dashboards for management information, with drill downs

• Document and Contact Management

• Business Alerting

This approach differs from the older generation products which dictated that everything was built on the

accounts system, now the picture can start, shared from any key department. The important aspect is that

as data is built up from any application, future processes can then utilise data already available to give the

full picture.


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Enquiries and Enquiries and Enquiries and Enquiries and ReReReReportportportportssss

Access to Summit AEC data from the desktop can be achieved in a number of different ways.

All modules have ready to use standard reports and web based enquiries allowing immediate access to

information. As well as this, data can be accessed via Windows™ tools such as Excel, Word and Access for

familiarity of use and consistency of presentation.

The browser based Generic Enquiry Tool delivers out of the box enquiries with drill down and drill back and

then allows you, using the application not the programming language, to amend the output formats to suit

your business needs. This can be in the form of single enquiries or role based dashboards.

Direct integration with Excel enables data to be accessed directly from the database via a formula in a cell.

Windows applications such as excel or word can also directly access the database subject to security,

enabling queries to be constructed across the data.

Document imaging is a feature incorporated into Summit AEC allowing original documents i.e. invoices,

Project documents, etc to be viewed while looking at information on the system. Taking the technology one

stage further the posting of the invoice can be done directly from the image on screen. In addition

documents printed by the system can be automatically filed in the document store as a pdf document

allowing them to be quickly emailed if a customer or supplier requires another copy.

Voice notes, spreadsheets, images etc can all be easily attached to transactions and master files, which

can be accessed when viewing the data.

Summit AEC’s Project LifecycleSummit AEC’s Project LifecycleSummit AEC’s Project LifecycleSummit AEC’s Project Lifecycle

Browser based functions for the Project Manager


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Drill anywhere facilities allow both vertical and horizontal enquiries through the data so that the enquiry

could start at the Project, drill down to the transactions, drill across to the purchase order, drill across to

the purchase invoice, view the invoice image and then go back to the Project where you originally started.

A list keeps track of where you have been so that at any point you can access any previous part of your

search.

Summit AEC consists of a series of applications:

• Core accounting ledgers: General, Sales, Purchase, Project

• Operational ledgers: Personnel, Forecasting, Charging, Time and Expense Capture, Invoicing,

Procurement, Requisitions, Document Management, Contact Management, Business Alerting

Technology NoteTechnology NoteTechnology NoteTechnology Note

Choice is the key; Summit AEC can be deployed to operational users via a browser whereas financial staff

can access the system using a client /server application, a web browser or a mix of both, depending on

your own circumstances.

Browser Access; Supported browsers include Microsoft IE, Firefox and Safari

Client / Server;

Thin Client/Server architecture involves information being processed on two or more computers, a client

and a more powerful server, these being linked by a network. The client runs the user interface software,

which handles the user interaction, providing control of data entry and presentation of information. The

server handles the business logic and generally controls the application.

Within Summit AEC the client is a true 32-bit windows application, which allows full integration to the

desktop. The server in turn connects to the database which may or may not be on the same machine. The

server business logic processes the data and passes the relevant results to the client. This is different

from a Thick Client/Server setup where all the data is passed by the database server to the application

running on the workstation. Thin Client/Server therefore makes more efficient use of the network and

allows a more efficient WAN (Wide area network) to be utilised.

* All Trademarks herein mentioned are recognised by RedSky IT Holdings Limited


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ModulesModulesModulesModules

Financial Management Financial Management Financial Management Financial Management

• Ledgers (Purchase, Sales, General, and Project and optionally Payroll)

• Multi level structure i.e. region, branch, cost centre

• Cashbook with central banking facility

• Payment control and selection

• Multi Company with consolidation

• Multi Company posting with inter-company reconciliation

• Multi currency

Procurement Procurement Procurement Procurement

• Sub Consultants, stationery, materials, and sub contractors if required

• Purchase order production or electronic issue

• Vendor Management

ProjectProjectProjectProject Management Management Management Management

• Multi level Project analysis i.e. region, phase, division, section

• Activity and/or resource costing multiple views of data i.e. budgets, actual, committed, etc.

The Building Blocks of Summit AECThe Building Blocks of Summit AECThe Building Blocks of Summit AECThe Building Blocks of Summit AEC


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Personnel ModulePersonnel ModulePersonnel ModulePersonnel Module

The Personnel Module gathers together all of the information needed on your prime resources – your Fee

Earners.

Sharing Information with Payroll if required, the module provides the baseline data needed on your people;

• Who they are – Name and Personnel Number

• What they are – Discipline and Grade

• Where they are – Location or Division

• What they Cost – Cost Rate

• What they Charge - Default Charge Rate

as well as a broad range of other personnel data items as required. In conjunction with the database

module, skills sets, user defined analysis codes and all manner of information can be held in a single

integrated data store.

All of the information held is date stamped to ensure that the correct cost and charge rates are used and

moreover, overhead recovery factors uplift “raw” costs to provide a comprehensive view of cost recovery.

Productivity Targets are also held to analyse ongoing performance

Costs Rates can be built up using all costed and factored elements of employee remuneration with user

defined cost elements being used as needed – eg National Insurance, Car Allowance and so on. User

defined formula are used to establish both cost and charge rates giving complete flexibility in date stamped

employee reviews.


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Project Project Project Project Ledger Ledger Ledger Ledger

The Project Ledger gathers all information relating to the Project in a concise format for enquiry and

reporting purposes.

Seamless integration from all Project related Summit AEC modules ensures quick access to cost, value,

budget and committed cost information in numerous user definable layouts.

A multi-level cost structure allows cost/budget reporting and enquiries at summary, transaction and

intermediate levels using the drill down feature to step down through the levels.

In addition two further parallel cost structures can be defined, allowing the cost data to be viewed from

three different perspectives.

Reporting: Reporting: Reporting: Reporting:

Information from the Project Ledger can be reported in standard reports, or for presentation in any

Windows™ tool recognising an Access database format or via direct integration with Excel. Direct access to

the SQL/Oracle database is also available (See technology sheet).

Features include:

• Multiple user definable enquiry screens.

• 30 character code for Projects with alpha short name.

• Multi level Subsidiary Jobs.

• Up to 30-character multi level user-definable work breakdown structure.

• Workstages linked to nominal account codes for automatic posting.

• Any mix of Time and Materials, Lump Sum or Percentage Fee Workstages within a Project

• Flexible cost analysis including Permanent Staff, Sub Consultant, Expenses by any level of the

workbreakdown structure

• Transactions held for life of Project.

• Maintenance of budgets for comparison with actual.

• Overhead recovery – variable recovery rates on selected workstages.

• Committed costs maintained for purchase orders with transfer to actual cost on invoice posting.

• Full on screen enquiry with drill down to source of data.

• Additional Project information, images, documents, spreadsheets, project plans etc can all be accessed

from the Project enquiry.

• Detailed audit trails.

• Full reporting including Projects listing, workstages, sales and cost transactions, invoicing, profitability

by Project.

Charging Module Charging Module Charging Module Charging Module

Projects may be undertaken on any mix of Time and Materials, Fixed Fee or Percentage Fee basis. For

Time Charge work, it is vital that the correct rates are used.


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Job labour charging in Summit AEC allows users to set up different types of charging, so that for time

posted to the project, the standard charge rate held in the Personnel Module, is overridden by the rate set

in the Charging Module.

Standard Charge Rates are held against individual Personnel Accounts in the Personnel Module. The rates

can be directly entered or calculated using formulae and are date stamped. The formulae take into account

Salary, any Additional Costs such as Car Allowance etc, Overhead Recovery Factors (and whether they are

applied to each cost element) and working hours per annum. This determines the default charge rate for

the Fee Earner in the absence of any rate overrides in the Charging Module. All charge rates are date

stamped.

Summit AEC provides “Set and Forget” options to ensure the correct charges are applied by Project, Job or

Workstage.

Charge Overrides can be applied as follows;

Employee specific – the simple entry of a fixed charge rate for that person on that job.

Grade specific – the simple entry of a specified charge rate for a discipline/grade combination

Formulae – There are standard formulae in the system which are applied to personnel in the Personnel

Module. The charging module allows these formulae to be overridden on a job by job basis.

Rather than set a specific charge rate, a user defined formula is used which is applied to the persons

salary and (optionally) additional costs which are held in the Personnel Module in the latest Salary Review.


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A fixed Charge Rate may be entered against an individual or examples of formulae that can be set up

include;

Salary + Factored extras x factor + chargeable extras (ie no uplift) ) / hours in year

Salary + Factored extras + chargeable x factor / hours in year

Salary + factored + chargeable / 100 * no of pence / 100

PPPPrice Table Chargingrice Table Chargingrice Table Chargingrice Table Charging

Grade Charges are maintained in a table that can be applied to a job, thereby allowing the same table to be

used for many jobs.

A Price Table code is setup and assigned Personnel Grades as required, eg Principal Architect, Senior

Architect. Each Discipline and Grade assigned to a Price Table is given a charge rate.

The Price Table is assigned to a Project – the rates in the table then override the default Personnel Rate.

Only where a person’s grade is being amended for the purposes of invoicing this job, does a specific entry

need to be made for that person.

As Charging overrides are date stamped, the override to use is determined by the timesheet week ending

date, so for example a late timesheet for December posted in February, would pick up charge overrides set

in place for December.

A cascade process is used to determine which charging override is actually used; the hierarchy used is as

follows;

• Work Stage Personnel Rate then Grade Rate then Formula then Price Table

• Job Personnel Rate then Grade Rate then Formula then Price Table

• Project Personnel Rate then Grade Rate then Formula then Price Table

• Default Personnel Rate.


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Time and Expenses Capture Time and Expenses Capture Time and Expenses Capture Time and Expenses Capture

This module has been designed to deliver;

• Timesheets

• Expenses

• Timesheets and Expenses

………in a single integrated module.

This means that through one screen and in one application, users can post time and expenses and mileage

claims together under a single login – one place to go to record and submit everything they need!

For your business, this application is simple to deploy – your Summit Web server receives a Service

Release and all users access the application through a web browser. Overall, an “easy to use” and an “easy

to deploy” application!

The application recognises the user from the login used (this may be passed through from Network login

so the user does not need to re-enter login details at all!) and from the menu the user can choose the

menu item and the application opens;

Example of Combined Header ScreenExample of Combined Header ScreenExample of Combined Header ScreenExample of Combined Header Screen

Distinct Entry Screens are available for timesheets, mileage and expenses or a combined input screen can

be used if desired. Screens can be tailored to order columns and amend terminology. A selection of views

is shown below the user able to directly edit any cell on the input form, save and submit for Authorisation.


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Timesheet ViewTimesheet ViewTimesheet ViewTimesheet View

Expenses ViewExpenses ViewExpenses ViewExpenses View

Combined ViewCombined ViewCombined ViewCombined View

Timesheets and Expenses Claims can be submitted to a single line manager or may be routed through an

“Authorisation Chain” if required according to value limits.

Following Authorisation the completed timesheets and claims are “pushed” into the Summit AEC

accounting ledgers and batches are created in the normal manner. Please note the Authorisation Module

is the same as that used for Purchase order Processing.


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TTTTime and Expenses Feature Listime and Expenses Feature Listime and Expenses Feature Listime and Expenses Feature List

• User Defined Timesheet and Expenses Claims Views and Column Headings

• Choice of Initial View Timesheet, Expenses, Mileage or Combined Views

• Organise Users into Groups

• Define Timesheet Rates by Group

• User Defined Job “favourites” Listings

• Timesheet / Claim History Available

• User Defined Formats for Timesheet / Claim Listing

• Graphical Display

• Header Notes

• Enhanced Job Selection (Own centres, favourites, all centres)

• Choice of Time Posting Formats

• Post future entries

• Copy job information forward from previous week / to future week

• Default Jobs onto timesheets eg Holiday

• Roll Forward Hours

• Copy line

• Narrative Limit

• User Defined Expense Types

• Integral VAT Handling

• Ability to sort on columns

• Ability to traffic light

• Authorisation Chain Available

• Ability query between authoriser and claimant

• Authoriser can amend entries

• Ability to tailor column headings / all terminology

• Output to Excel Printing From Browser or via Excel


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Fee Forecasting Fee Forecasting Fee Forecasting Fee Forecasting

The business needs to form a view of future income and costs to determine such factors as Business

loading, Resource requirements, Cashflow and Profitability.

Businesses vary in their requirements for Fee Forecasting, some simply want the next three months,

others a longer term view. Some require costs and fees rather than simply Fees. The Generic Enquiry

Version in Summit Web provides all of these options with additional fields such as Profit by period able to

be added by the user if required.

Furthermore, consolidation is available at every level given the data tags that are held against each job.

The creation of a new view in the Generic Enquiry, secure by user or Group, allows reporting at the

required level with graphing being a standard option.

Ultimately all of the data is held in a single central database which can be reported on as required, and the

data turned into business management information.

For your business, this application is simple to deploy – your Summit Web Server receives a Service

Release and all users access the application through a browser. Training needs are minimal – completing

cells on a screen is a standard functions for IT literate users. Acceptance of the Fee Forecasting module is

assured as it is so easy to use.

Overall, an “easy to use” and an “easy to deploy” application, and the effort required to produce

management information is decimated.

The application recognises the user from the login used (this may be passed through from Network login

so the user does not need to re-enter login details at all!) and from the menu the user can choose the

menu item and the application opens.

SSSSelection Criteriaelection Criteriaelection Criteriaelection Criteria

Fee Forecasting is undertaken at the Job/Workstage Level and the selection criteria in the standard screen

allows the returned jobs list to be filtered as needed;

Default Selection Criteria can be set using the Query Manager function available in all Generic Enquries –

i.e. pre-defined search criteria can be stored and retrieved using a drop down list.


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Results List Results List Results List Results List –––– Default Default Default Default

The returned set of information is partially shown on the screen shot below, which scrolls the right with

user defined frozen left hand columns and headers for ease of use;

Data ListData ListData ListData List

The full list of available columns in the default view is as follows;

• Centre

• Job Runner Personnel Number

• Job Number (with drill through to Job Maintenance), Job Name

• Workstage Code (with Drill through to Workstage Maintenance), Workstage Description

• Job Status, Job Type, Service Review Date

• Total Fee and Cost (From Workstage Maintenance)

• Previous Years Fees, Fees to Date this Year

• Actual Costs and Fees by Period for the Current Year

• Current Period Costs and Fees

• Future Periods Costs and Fees ( by period) for up to 36 Periods

• Onward Costs, Onward Fees, Comments / Narrative

• Last Updated Date

• Probability (Chosen from a list defined by your business, eg probable, likely, committed etc)

The functionality of the Generic Enquiry allows this default view to be amended and user defined views with

perhaps a shorter set of columns displayed.

Generic Enquiry allows calculations to be performed on columns allowing for example, the insertion of

Period Profit (Fees less Costs)….Generic Enquiry also allows results to be graphed as needed.


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Scrolling functionality has been introduced to Freeze Panes and scroll within the results window to ensure

ease of use.

Finally the export of data to MS Excel is a standard menu option allowing results to be downloaded and

analysed as needed.

Fee Forecasting Feature ListFee Forecasting Feature ListFee Forecasting Feature ListFee Forecasting Feature List

• User Defined Listings

• User Defined Views

• User Insertion of additional columns form the Database

• Period Breakdown of actuals for previous 12 months

• Freeze columns and Scrolling for Ease of Use

• Cost Fields

• Expected Fee Fields

• Entry by Workstage – Summary and Graphing by Job

• History Available

• Graphical Display

• Post future entries

• Ability to sort on columns

• Ability to order columns

• Ability to traffic light

• Ability to insert calculated columns

• Ability to tailor column headings / all terminology

• Output to Excel / Word

• Printing From Internet Explorer or via Excel


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Percentage Percentage Percentage Percentage CompletionCompletionCompletionCompletion

For Lump Sum and Percentage Fee work, the user can update the system to show financial progress

against the Workstage for Invoicing purposes.


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Browser Entry of Draft Fee NotesBrowser Entry of Draft Fee NotesBrowser Entry of Draft Fee NotesBrowser Entry of Draft Fee Notes

The ability for the Project manager to select the values for the Draft Fee Note. This is then available to the

finance team for confirmation and issue.

Select the JobSelect the JobSelect the JobSelect the Job

Review anReview anReview anReview any existing Drafts (My existing Drafts (My existing Drafts (My existing Drafts (Multiple Draft Fee Notes are supported)ultiple Draft Fee Notes are supported)ultiple Draft Fee Notes are supported)ultiple Draft Fee Notes are supported)

Review and Select / Deselect Transactions Review and Select / Deselect Transactions Review and Select / Deselect Transactions Review and Select / Deselect Transactions on the Feeon the Feeon the Feeon the Fee NoteNoteNoteNote


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Invoicing Invoicing Invoicing Invoicing

Invoices, credit notes and applications for payment can be produced with a choice of free format text entry

or standard text libraries and invoice from stock with integration directly with the sales and Project

ledgers. Invoices can be printed for checking prior to updating ledgers.

Features include: Features include: Features include: Features include:

• Draft Fee Note creation – ability to amend before confirmation of values

• Application for payment production

• Invoicing, credit note production

• Auto generation of invoice references

• Invoicing of products held in stock system

Choice of: Choice of: Choice of: Choice of:

• Free format text

• Standard text library

• Standard products from stock

• Pre printed or plain stationery

• Settlement discount


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Sales Ledger Sales Ledger Sales Ledger Sales Ledger

All Invoicing automatically updated Sales and General Ledgers and comprehensive Credit Control is

available from the core system or from the operational browser based application.


• Multi period

• Definable transaction types including

• Advance payments, Applications, Invoices,

Cash and Credit Notes

• Sundry Invoicing if required

• Full tracking of application, final invoices, with

aged analysis

• Overdue listings

• Code search facility on account code or short name

• 30 character alpha/numeric codes for customers aged debtor analysis

• Integration to Summit Service Management

• Integration to invoicing systems

• Label printing

• Variable history file

• Inter company journals with automatic inter

company contract accounts

• Automatic accruals

• Detailed audit trails

• Credit control


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GeneralGeneralGeneralGeneral Led Led Led Ledger ger ger ger

The General Ledger is at the centre of the accounts system, controlling all the financial aspects of your

business. Utilising a flexible user definable divisional structure it provides for summarised or detailed

management information.

User definable Profit & Loss and Balance Sheet reporting is standard, with actual, budget and variance

reporting for the year to date with current period – with comparisons to last year.

Security within the General Ledger is at menu option and account level, ensuring only authorised

personnel have access. This security is carried over for reporting.

The General Ledger has standard accruals, standing journals, reversing journals along with other user

definable transaction types. All information is easily accessible using the flexible on-screen enquiry

routines.

Reporting: Reporting: Reporting: Reporting:

Information from the Project Ledger can be reported in standard reports, “client side”* reporting for

presentation in any Windows™ tool recognising an Access database format or via direct integration with

Excel. Direct access to the SQL/Oracle database is also available. (*See technology sheet).


• Up to 36 periods can be kept open as required.

• Up to 30 character nominal code with 7 levels user

defined.

• Budgets for up to 36 periods.

• Posting of special journals, e.g. auto reverse,

prepayments, accruals, recurring, and schedule of

charges.

• Automatic journal listing and auctioning.

• Comprehensive cashbook system with sundry

payments, receipts and central payments facility.

• Automatic trial balance.

• Code search facility on account.

• Description, code or short name.

• Full on screen enquiry and reports.


• User definable Profit & Loss and balance sheet.

• Full narrative against each nominal transaction.

• Up to 99 companies


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PayrollPayrollPayrollPayroll

Summit AEC includes a straightforward Payroll package that is already used throughout the construction

supply chain.


• Up to 8 payrolls per company

• No practical limit to user definable payment/deduction

types

• User access to PAYE and NI tables for rate changes

• Automatic calculation of PAYE

• Automatic calculation of NI

• Multiple holiday credit types

• Automatic calculation of statutory sick pay

• Statutory sick pay maintenance

• Comprehensive payslip production meeting all statutory

requirements

• Facility to amend and reproduce payslips

• Payment by cash, cheque, giro or BACS

• Employee address labels

• Optional overhead recovery by trade applied to project

costs

• Comprehensive reports - reconciliation, payment deduction analysis

• Automatic update of cost and General ledgers with detailed audit trail

• Year end P35 and P60 form printing

• Year end electronic P35/60 via XML to HMRC

• Full on screen enquiry

• Full history and reporting


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Cash Book and Bank Reconciliation Cash Book and Bank Reconciliation Cash Book and Bank Reconciliation Cash Book and Bank Reconciliation

The cashbook module gives you complete cash control. Unlimited cash books per company can be held.

Payments and receipts entry is straightforward and special transactions such as standing orders, sundry

payments and receipts and transfers are also catered for.

Within the bank reconciliation module, all cash transactions entered from the system are matched off

against the relevant bank statement. As with all Summit AEC routines, this information is instantly

retrievable through the comprehensive enquiry options.


• Unlimited bank accounts per company

• Multi Currency

• Cheque & statement enquiry

• Statement dates displayed

• Ability to leave statements open

• Displays un-reconciled amounts

• Cashbook listing with source ledger indicator

• On-screen bank reconciliation

• Bank balance enquiry

• Cancelled cheque facility

• Expenses entry and report for P11D

• Sundry receipts and payments

• Drill to source posting

• Payments via BACS, including sundry payments.


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Purchase Ledger Purchase Ledger Purchase Ledger Purchase Ledger

The Purchase Ledger allows fast invoice input, flexible payment routines and fast retrieval of supplier

information, invoices and payments – whether current or several months old.

Multi-currency options, integration with purchase order processing enabling automatic authorisation of

invoices, a “hold” facility for unapproved invoices and the result is a flexible and comprehensive purchase

ledger.


• Multi Period

• Multi Currency

• 30 characters alpha/numeric codes for

suppliers

• Hold facility for disputed or unauthorised

invoices

• Code search facility on account code or short

name

• Automatic payment option following

acceptance and or editing of suggested

payment listing

• Part payment of invoices

• Remittance advices print, fax or e-mail

• Payments by cheque, giros and BACS

• Due dates and settlement discounts automatically calculated

• Variable history file

• Facility for processing invoices from image

• Enquiry drill down to cost allocations

and source documents including

source image

• 50 character narrative per invoice line

• Inter company journals with

automatic inter company control

accounts



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Purchase Order Processing Purchase Order Processing Purchase Order Processing Purchase Order Processing

The Purchase Order Processing system is concerned with the production and management of orders

placed with suppliers of materials, plant, etc and the subsequent matching with goods received notes

(GRN’s) and eventually the supplier’s invoice. The module is enabled to use the RedSky IT Xchange hub for

sending orders electronically as well as by post. This facility is incorporated into the software as standard

and means you do not have to go off line to process electronic orders.

Purchase Orders may be sent to addresses other than that held on the Purchase Ledger record. Project

addresses may be used to provide detailed delivery information.

The enquiry shows the status of each order with value outstanding, received, not invoiced and invoiced. All

order lines can be viewed showing the order value/quantity and received quantity. The enquiry can be

accessed by a number of criteria including Order, Project, Supplier, Buyer and Date.

Integrates with Summit Estimating, Purchase Ledger, Sub Contractors Ledger, Project Ledger, Stock

Control, General Ledger and Spreadsheets.

Features Include: Features Include: Features Include: Features Include:

• Bulk orders/call off orders

• Orders may be placed for either stock, Projects

or for overhead items

• Multi levels of discount by value or quantity

• Optional GRN registration

• Matching facilities for invoices received either

against individual GRN’s or against total

delivered or just against total ordered

• Option for sub-contractor ordering

• Committed costs are updated to job record

giving cumulative committed costs

• Total for goods delivered not invoiced

• Invoice posting reduces reserves and generates actual cost.

• Invoice posting compares against original order value

• Analysis against cost heads, plot or operations

• Multi line free format text entry

• Text library

• Auto generation of orders from estimating

• Ability to place orders electronically using our Xchange hub


Tel: 020 3002 8700 Fax: 020 3070 0925


Fixed Assets Fixed Assets Fixed Assets Fixed Assets

The module integrates with the General Ledger and Project Ledger, and the asset database records

information on financial data, location, depreciation, revaluations, maintenance cycles and maintenance

Project information.


• Analysis by:

• Asset types

• Location

• Asset database

• Financial data

• Location

• Depreciation

• Revaluations

• Maintenance cycles

• Maintenance Project information

• Depreciation can be charged to

nominal account or Projects

• Depreciation Methods:

• Straight line

• Written down amount

• Depreciation can be charged Monthly Quarterly Half yearly Annually

• Maintenance agreements

• Logging

• Preventative maintenance schedules

• Inventory listings by department

• Profit/Loss on disposal report

• Year end asset reporting


Tel: 020 3002 8700 Fax: 020 3070 0925


Requisitions Requisitions Requisitions Requisitions


The Requisitions Module offers customers a seamless process enabling requisitions to be logged,

approved, processed and tracked. The module can be used by both office and site-based staff and fully

integrates with Summit AEC.

For the requisitions module to work, the purchase order processing module needs to have been

implemented. The requisitions module also integrates with the stock module if needed.

How does the Requisitions Module work? How does the Requisitions Module work? How does the Requisitions Module work? How does the Requisitions Module work?

There are three steps in the requisition process:

Requisition Entry

Requisition Approval

Generation of Purchase Orders

The requisition module is simple to use and is ideal for use by site staff who can place the requisition with

basic information and the it is passed to the buyer to fully specifiy and obtain pricing.

Where the buying is carried out centrally, this module allows easy management of materials requests and

enables the buyer to have control over the purchasing function at all times.

1. Requisition Entry

The requisition is entered onto the system by the site user who requires the goods using the requisition

entry screen. At this stage a supplier does not need to be specified. The system will, however, allow the

user to nominate a supplier.

The requisition will allow multiple products to be requested along with alternative delivery addresses and

separate delivery dates for each item. The requisition is then passed to the buyer on-line.

2. Requisition Approval 2. Requisition Approval 2. Requisition Approval 2. Requisition Approval

The completed requisition form can then be accessed by the central buyer in order to place the order.

At this stage the buyer completes the requisition form with cost heads, prices and suppliers if not already

specified. The requisition can then be converted into a purchase order.

The site user can now access this requisition to track its progress and to check on delivery times. Any

errors on the requisition can be sent back to the requisitioner by the buyer who can then amend it and pass

back to the buyer electronically.

3. Generate Orders 3. Generate Orders 3. Generate Orders 3. Generate Orders

Requisitions can be selected individually or as a range in order to convert to purchase orders. A summary

screen will list all orders that have been created which can be printed.

The system will automatically check that sufficient detail has been added to the form prior to conversion to

a purchase order and will flag up any inconsistencies. .


Tel: 020 3002 8700 Fax: 020 3070 0925


Where there are multiple requisitions for the same item for the same site, the system will consolidate

them into one purchase order along with other requisitions for the same supplier and site.

A major benefit when used with the purchase order processing module is the ability to not only track the

requisition and order through to invoice, but to see the commitment of costs on a Project at earliest

opportunity.

Benefits of the Requisitions Module Benefits of the Requisitions Module Benefits of the Requisitions Module Benefits of the Requisitions Module

• Offers a automated process to order goods

for site staff

• Avoids paperwork and lost documents

• Seamless integration with Summit AEC

Purchase Order Processing

• Still retains control for central buying

process

• Simple easy to use form for site staff to use

to request goods

• Reduces errors and time chasing for lost

information to complete orders

• Offers Managers views on order status to

help manage Project planning

• Saves money by reducing local purchasing

where central


Tel: 020 3002 8700 Fax: 020 3070 0925


Database Module Database Module Database Module Database Module

The Database Module is a fully integrated database system, which allows the user to create and maintain

additional data tables. The layouts of these tables are user-definable. The database has a facility to use

data from existing Summit AEC tables as well as being able to including fields to store additional data.

Elements created using the database module can be attached to an existing Summit AEC master tables

(e.g. Projects or suppliers)..

A very powerful feature of the database module is its ability to access the contents of Summit AEC tables

such as the accounts file or the purchase ledger transaction file. This feature can be used to validate the

contents of a field.

The Database programs: The Database programs: The Database programs: The Database programs:

• Data dictionary maintenance - this is used to define the file layouts in the database maintenance.

• Database maintenance - this is used to create and maintain your database records. In addition, it is

possible to perform searches on a database using wildcards and relational operators.


• Links to existing Summit AEC data

• Ability to access the contents of Summit tables

• Ability to include additional user defined fields

• Validating the contents of a filed

• Create several relational databases

• Link user defined databases

• Attach user defined databases to an existing Summit AEC master tables.

• Perform searches on a database using wildcards and relational operators


Tel: 020 3002 8700 Fax: 020 3070 0925


OLE Attachments OLE Attachments OLE Attachments OLE Attachments

OLE Attachments is available to all modules within the Summit AEC family including Summit financials,

Summit Service Management and Summit Estimating.

OLE means ‘Object Linking and Embedding’ it is a standard term for describing the attachment of files, of

whatever format into another application.

Within the Summit AEC family this OLE functionality can be used to attach documents at an account or

transaction level anywhere within the system. This means that scanned images, digital pictures, Microsoft

Office documents including Word, Excel, Project and even audio and video files can all be accessed via the

Summit AEC system.

Standard directory structures can be set-up that ensures documentation can be stored and retrieved more

easily. The user can also create ad-hoc folders. The system actually stores links to a network location used

to store all objects rather than storing the objects within the database.


• Attachments possible to all file types

• Image viewer built in to software

• User definable directory structures

• User definable object locations

• Account and transaction level

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