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Subcontract CO Settings - General

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Send to Job Cost

This setting determines when a Subcontract CO entered into Prolog Manager will be sent to Sage Timberline Office.  You may not want to send a Subcontract CO to Sage Timberline Office immediately if the amount or budget codes have not been finalized because these values cannot be re-imported later if they were to change.  The options are:
Immediately When this option is chosen, Integrator will send a Subcontract CO to Sage Timberline Office when it detects that the Subcontract CO does not yet exist in Sage Timberline Office.  No other criteria is applied.
Upon "Approve for budget" When this option is chosen, Integrator will send a Subcontract CO to Sage Timberline Office when it detects that the Subcontract CO does not yet exist in Sage Timberline Office and the Approve for budget box has been checked in Prolog Manager.
Upon "When "Date Executed"
is entered		 When this option is chosen, Integrator will send a Subcontract CO to Sage Timberline Office when it detects that the Subcontract CO does not yet exist in Sage Timberline Office and a date has been entered in the Date Executed field in Prolog Manager.  The specific date entered does not matter.

Timberline Commitment CO Status

This setting determines the status for new Commitment COs that are sent to Sage Timberline Office by Integrator.  While testing the Integration process, it is advisable to use the Pending status so that Commitment COs that are created can be modified or deleted if needed. The options are:
Not Issued A Commitment CO with this status does not update any accumulated totals for Commitments.  This type of Commitment CO may be edited and deleted.
Pending A Commitment CO with this with this status will update the Pending Commitment COs totals in Job Cost but will not update the Revised Commitment amounts.  This type of Commitment CO may be edited and deleted.
Approved A Commitment CO with this status updates the Approved Commitment CO accumulated totals as well as the Revised Commitment amounts.  WARNING:  This type of Commitment CO cannot be edited or deleted.

Mark as Printed

Check this box to indicate that the Commitment CO document has already been printed (in Prolog Manager).  This prevents a prompt about printing from occurring when editing and saving the Commitment CO in Sage Timberline Office.

Item Creation

To understand the purpose of this setting, one must first understand how Sage Timberline Office tracks Subcontract CO information differently than Prolog Manager.  With Prolog Manager, a contract begins with a set of items (the Schedule of Value items).  When Subcontract COs are created, the line items of the Subcontract CO do not reference the original schedule of values.  They would be considered separate line items for tracking purposes.  Sage Timberline Office provides two ways to record Commitment COs.  Like Prolog Manager, when a new Commitment is created, it contains a set of Commitment Items.  Each Commitment Item is capable of tracking its original amount, approved changes (the accumulation of associated Commitment CO items) and revised amount.  When a Commitment CO is recorded, the line items can either create new items for the Commitment (which would be similar to how Prolog Manager works) or they can reference existing Commitment Items.  This setting in Integrator allows the desired method to be used when sending a Subcontract CO to Sage Timberline Office.  This setting determines whether new Commitment Items are added to the Commitment or whether the Revised Amount of existing Commitment Items is updated.  The options are:
Always create
new commitment
items		 This option works similar to Prolog Manager.  Each new Commitment CO created in Sage Timberline Office will result in one or more new Commitment Items being added to the Commitment.  The original amount for the newly created Commitment Items will be zero.  The amount of the change will appear in the Approved Changes amount as well as the Revised Amount.  This setting could be undesirable due to the number of line items that could be created over time.  For example, assume that a Commitment begins with only one line item.  Then assume that five change orders are issued with two line items each.  The result would be a Commitment with eleven line items.  When coding accounts payable invoices to the Commitment, the data entry person would need to code the amount of the invoice to the eleven separate items.  For a very large number of items, this may be impractical.
Only create new
commitment items
when needed		 When this option is selected, line items of Commitment COs will reference existing Commitment Items.  The existing Commitment items will identify their original amount, total changes to-date and revised amount.  New Commitment items will only be created if none of the existing items contain a budget code that matches the budget code of the line item of the change order.  This option results in the fewest number of Commitment Items being created.  The caveat to this method is that invoiced amounts are tracked against the original items and are not broken out by the individual Subcontract CO line items.  For example, if a Contract is written with one line item and then two Subcontract COs are written for the same budget code, Prolog Manager would show this as three separate items.   Timberline would show this as one line item with an original amount and a revised amount equal to the sum of the three.  Invoices would be applied to the single line item.  When cost is transferred to Prolog Manager, the cost would be applied to the first line item.  This would result in the appearnace that the first line item is overbilled and the second and third items would never have an amount invoiced.  In total, this is correct.
Create new items
for each change order
but group by
budget code		 This option is similar to the first option except that line items on a Subcontract CO that have the same budget code are combined in order to reduce the number of Commitment items being created.  Again, invoiced amounts would be applied to a single item out of a group of items being combined.

Include Items that have no amount

Check this box if you want to send Subcontract CO line items to Sage Timberline Office that have no dollar amount.  If this box is not checked and none of the line items on a Subcontract CO have an amount, the Subcontract CO is not sent to Sage Timberline Office at all.  Checking this box ensures that all Subcontract COs (and line items) will be accounted for in Sage Timberline Office even if they have no dollar impact.  Leaving this box unchecked results in fewer records in Sage Timberline Office (by not transferring records that may serve no purpose for accounting).
Content updated 5/25/2011
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