Timberline – Textura User Manual - Oracle
Timberline – Textura User ManualVersion 1.0May 2, 2017Copyright 2014, 2017, Oracle and/or its affiliates. All rights reserved.
Table of ContentsTimberline – Textura User Manual . 1Terminology. 31. Overview . 3Description . 3Textura-Timberline Workflow. 3Textura Billing Process. 42. Export and Import Commitments/Commitment Change Orders. 4Introduction . 4A.Export Commitments from Timberline . 5B.Export Commitment/Subcontract Change Orders . 5Introduction . 5I. Timberline, version 9.1 or less . 6II.Timberline, version 9.2 or greater. 6III.Timberline default for PJ/JC Change Orders . 6IV.Export JC Change Orders . 6V.Export PJ Change Orders . 73. Export and Import Owner/Prime Contract Change Orders . 8Introduction . 8A.Export Owner/Prime Contract Change Orders from Timberline . 84. Export and Import Legal Documents and Requirements (Insurance Expiration Dates)9Introduction . 9A.Export Legal Documents and Requirements from Timberline . 95. Import Invoices into Timberline. 10A.Ask Name Setting for Invoices . 11B.Pay Joint Check Vendors . 13I. Select Invoices to Pay . 13II.Print Checks . 15III.Print a Joint Check Custom Design . 16C.Paying Manual Checks . 16I. Select Invoices to Pay . 16II.Print Checks . 16D.Recording Paid Retainage and Paid Invoices from the ACH Release Notice . 17I. Select Retainage Invoices . 17II.Select Retainage Invoices . 18III.Print Checks . 18Page 2
TerminologySince you can change some field descriptions in Timberline, this manual uses the Timberline defaultdescriptions. If you changed any of these standard field names and need to identify the defaultdescription, select File, Data Folder Settings, and Custom Descriptions, and scroll to respectiveTimberline field types.TexturaTimberline Field TypeTimberline (Default Description)SubcontractorAP VendorVendorRetention (Subcontractor)AP RetainageRetainagePrime Contract Change Order(hidden/visible)Prime Contract Change Order(hidden/visible)Prime Contract Change Order(hidden/visible)Account CodeCN Change OrderOwner Change Order (billable)JC Change OrderOwner Change Order (billable)PJ Change OrderOwner Change Order (billable)JC CommitmentCommitmentContract ComponentsCommitment ItemsSubcontract Item NumberCommitment Item NumberSubcontract Change Order(hidden/visible)Subcontract AmountJC Commitment COCommitted AmountScheduled ValuePhase CodeCommitment COScheduled ValueCN Item(Contract/AIA) Item1. OverviewDescriptionThis manual is a guide for setting up the interface between Textura and Timberline and processing therelated workflow in Timberline. It is not intended to be a complete guide for Timberline. For moreinformation regarding Timberline, please see the Timberline documentation.Textura-Timberline WorkflowIntegrate Textura’s services with Timberline to optimize your payment process. The interface points are: Commitments—Export commitments/subcontracts and change orders from Timberline toTextura Prime Contract Change Orders—Export Prime Contract Change orders from Timberline toTextura Invoice Entry—Export a file containing the subcontractor invoice information for a draw andimport the invoice details into the Timberline accounting system Legal Document Validation—Export required legal document data from Timberline to Textura. Payment Entry—Record subcontractor/vendor payouts in Timberline.Page 3
Textura Billing ProcessA. Commitments/Subcontracts Change Orders2. Export and Import Commitments/Commitment Change OrdersIntroductionCommitments and commitment change orders are entered in Timberline and exported to Textura.Textura will accept all commitments new to Textura. If a commitment is updated in Timberline andcurrently in an incomplete status in Textura, the commitment will be updated. If the commitment isalready in a complete status in Textura, the record will be rejected as a duplicate.Timberline will only export approved commitment change orders. Duplicate change orders will berejected in Textura.Caution: Use a file naming convention that includes the date the file you are exporting the file. If there isan issue with the export, the file is easily identified by the date.Page 4
A. Export Commitments from Timberline1. From the AP main menu, click Reports, Textura, and select Export Commitments.2. Select jobs by entering job numbers in the Job No. fields, and click Ranges to select ranges ofcommitments/subcontracts.Commitments/Items that have been committed, but not invoiced, will be exported.If you wish to export all commitments, including those that have invoiced, check the Export allCommitments box.If you wish to export 0 Commitments and/or POs, check the Export 0 commitments and/orExport POs boxes respectively.Caution: Do not make any changes to committed costs once they are complete in Textura becausecommitments can be changed in Timberline until they are invoiced or have an approved change order.Any subsequent changes must be made in Timberline through Approved Change Orders.If you are just starting to use Textura and would like to set up jobs already in progress in Timberline, clickExport all Commitments. This will export all commitments whether or not they have been invoiced.3. Click Start.B. Export Commitment/Subcontract Change OrdersIntroductionExport approved change orders prior to initiating a draw to allow subcontractors to invoice against themost current revised budget totals.Page 5
To export Subcontract Contract Change Orders from Timberline:I. Timberline, version 9.1 or lessUse Export JC change orders for all jobs.II. Timberline, version 9.2 or greaterIf Change orders are handled by JCChange orders are handled by ProjectManagementThen use Export JC change ordersExport PJ change ordersIII. Timberline default for PJ/JC Change OrdersTo verify whether PJ or JC is the source for change orders on a specific job:1. From the PJ main menu, click Setup and select Jobs.The system displays the Job Setup screen.2. Type the Job number.3. Click the Change Management tab. If the Use PJ Change Management box is checked, thedefault location is PJ. If unchecked, the change orders are created in JC.IV. Export JC Change OrdersTo export JC change orders:1. From the AP main menu, click Reports, then Textura, and select Export JC Change Orders.2. Select jobs by typing job numbers in the Job No. fields, or click Ranges to select ranges ofcommitments/subcontracts. If blank, change orders for all jobs are exported. Check the Export 0 C/O if you wish to export 0 change orders. If unchecked, onlyPage 6
nonzero change orders are exported. Check the Export PO C/O box if you wish to export PO change orders. If unchecked, onlysubcontract change orders are exported.3. Click Start.V. Export PJ Change OrdersTo export PJ Change Orders:1. From the AP main menu, click Reports, then Textura, and select Export PJ Change Orders.2. Select jobs by typing job numbers in the Job No. fields, or click Ranges to select ranges ofcommitments/subcontracts. If blank, change orders for all jobs are exported. Check the Export 0 C/O if you wish to export 0 change orders. If unchecked, onlynonzero change orders are exported. Check the Export PO C/O box if you wish to export PO change orders. If unchecked,only subcontract change orders are exported.3. Click Start.Caution: If you have some jobs that use PJ as the entry point for Commitment Change Orders, andsome that use JC as the entry point, you will need to run both exports.Page 7
3. Export and Import Owner/Prime Contract Change OrdersIntroductionOnly approved owner change orders will be exported.In Textura, change orders can be visible or hidden. The interface does not distinguish between hiddenand visible change orders. All change orders are visible.TipA visible change order revises the total price of the contract, with the adjustment appearing as a changeorder on the AIA G702 form.A hidden change order can also adjust the total price of the contract, but the adjustment is not displayedas a change order on the AIA G702; instead, the Original Contract Sum is adjusted.A. Export Owner/Prime Contract Change Orders from Timberline1. From the PJ or JC main menu (depending on where you enter change orders), click Reports,then Textura, and select Export Owner/Prime Contract Change Orders.2. Select the Range(s) of jobs.3. Click Start.Page 8
4. Export and Import Legal Documents and Requirements (InsuranceExpiration Dates)IntroductionInsurance effective dates, expiration dates, and policy numbers can be exported from Timberline toTextura for all compliance documents including the following four types of insurance: Auto Insurance General Liability Insurance Umbrella Insurance Worker’s Compensation Insurance.During the export, priority for the source of insurance information can be selected from the followingchoices:If you select Last expirationCommitment recordVendor recordThen the Date for each type of insurance on the commitment/subcontract record willbe compared to the date on the vendor record. Information from the recordwith the latest date per type of insurance will be exported.Information will be taken from the commitment/subcontract record if theinformation is available, or it is taken from the vendor record.Information will be taken from the vendor record if it is available, or from thesubcontract record.A. Export Legal Documents and Requirements from TimberlineLegal requirements data is exported from Timberline and imported to Textura. Using the trackedinformation, Textura will conditionally withhold payment and alert the subcontractor of missingdocuments or the status of a document when the invoice invitation is emailed.1. From the AP main menu, click Reports, then Textura, and select Export Legal Documents.2. Select the Range(s) of jobs. If blank, legal documents for all commitments are exported.3. Check the Insurance Information and Checklist information.Page 9
4. Click Start.5. Import Invoices into TimberlineTo alleviate the need to re-enter invoices into Timberline, a file containing the subcontractor invoiceinformation for a draw is imported into Timberline.1. From the AP main menu, click Tools, and select Import Invoices.2. To import a file, click to browse and select the following: Files of type: All.Select import file.Page 10
3. Click Start.4. Review the import invoice journal to verify all invoices were imported.5. Post Invoices.Caution: Even if you are set to post invoices automatically (from the AP main menu, click File,Data Folder Settings, AP Settings, Post and Interface Settings, Accounts Payable PostingSetting, and select Automatic) imported invoices must be posted.6. From the AP main menu, select Tasks, Post Invoices, and click Start. Select a specified batch byclicking the Ranges button.This creates the same entries for Job Cost and General Ledger as if you were posting invoicesentered through AP, and clicking Tasks and Enter Invoices.7. Print any standard reports you use after entering invoices (for example, Committed Cost Status).A. Ask Name Setting for Invoices1. If Ask Name for the AP Invoice file (File, Data Folder Settings, File Locations) is checked, then theuser is prompted to select a new API file when importing invoices.2. Select the default New file or create an additional file by typing in a different file name. ClickOpen.Page 11
3. If Include historical invoice file in verification (AP, File, AP Settings) is selected, then there is alsoa prompt to select a history file.4. Click an existing file and then click open. If you do not have a history file yet, click Cancel.5. Click to browse and select a file to import. (Files of type: select All.) Select file to import.6. Click Start.7. Review the import journal to verify all invoices were imported. Post invoices.Page 12
B. Pay Joint Check VendorsIf the ACH Release notice contains any Joint Vendors, pay them first. This is an actual check printedin Timberline. After selecting the invoices to be paid with a joint check and entering the joint payeeinformation, print the checks using either special check stock or standard stock.I. Select Invoices to Pay1. From the AP main menu, click Tasks, then Select Invoices to Pay, and select on-screen list.The system displays the Select Invoices to Pay – Selection Criteria dialog.2. Click Vendor for the Selection List Order.3. Click Conditions. The system displays the Add a Condition dialog.4. Select the Job Field, Equal to operator, type the job number Value, and click OK. Thesystem displays the Condition Selection dialog.Page 13
6. Click Printer Setup.7. Check Print to File.8. Click OK.III. Print a Joint Check Custom DesignTo print a Joint Check Custom Design:1. Load the check stock in the printer.2. Click Reports, Textura (menu), and select Print Joint Checks.3. Type the range of check numbers.4. Click Start.C. Paying Manual ChecksIf the ACH Release notice contains any Textura Manual Checks, pay those next.Caution: These are payments to vendors who will not be receiving an ACH payment. Instead theymust be paid with an actual computer check printed from Timberline.I. Select Invoices to PayTo select Invoices to pay,1. From the AP main menu, click Tasks, Select Invoices to Pay, and select on-screen list.2. Click Vendor for the Selection List Order.3. Click Conditions.The system displays the Add a Condition dialog.4. Select the Job field and the Equal to Operator, type the job number Value, and click OK.The system displays the Condition Selection dialog.5. Click Add.The system displays the Add Condition dialog.6. Select the AND radio button, select the Draw field and the Less or equal to Operator, typethe current draw number value, and click OK.This will include invoices entered for a previous draw, but not approved for payment in timefor the previous draw.The system displays the Select Invoices to Pay – Selection Criteria dialog.7. Click Ranges, and select the manual check vendors/subcontractors.8. Click Start.9. Highlight the first invoice of the vendor/subcontractor to be paid as a Textura Manual checkand click Pay.10. Repeat for all Textura Manual checks.11. After all Textura Manual checks have been selected, click Other and Show Totals, andcompare the Net to Pay with the Textura ACH Release report subtotal for Textura Manualchecks.12. If the totals match, click OK, OK, and then Close. If the totals do not match, compare thedetail report to vendor/invoices selected and make any necessary changes.II. Print ChecksTo print checks.1. Load the check stock in the printer.2. From the AP main menu, click Tasks and select Print Checks.3. Type the main bank’s Bank Account.4. Type the Starting check number.5. Type the Check date.6. Click Start.Page 16
D. Recording Paid Retainage and Paid Invoices from the ACH Release NoticeThe invoices and retainage to be paid through Textura via ACH payments must be recorded aspaid in Timberline. This is done through a check run where the checks are sent to a print file orprinted on blank paper.Caution: These are not real checks and should not be printed on check stock.If the ACH Release Notice contains any retainage releases, select them first.Retainage on regular checks can be paid on the same check run as payments for the net invoice,but must be selected separately under Select Invoices for Payment.I. Select Retainage Invoices1. From the AP main menu, click Tasks, Select Invoices to Pay, and select on-screen list.The Select Invoices to Pay – Selection Criteria dialog is displayed.2. To select Retainage invoices to pay:If this isThenAn early release of retainage prior tothe final bill for the job1. Click Vendor for the Selection List Order.2. Select the Retainage Invoices Only checkbox.3. Click Conditions.The system displays the Add a Conditiondialog.4. Select the Job field and Equal to Operator,type the job number value, and click OK.5. The system displays the Condition Selectiondialog.6. Click Add.7. The system displays the Add Condition dialog.8. Select the AND radio button, select the Drawfield and the Less or equal to Operator, typethe draw number Value, and click OK.This will include invoices entered for aprevious draw, but not approved for paymentin time for the previous draw.The system displays the Select Invoices to Pay– Selection Criteria dialog.9. Click Ranges and select the vendors10. Click Start.Page 17
The final bill and you want to includeall or most retainage3.4.5.6.1. Click Job for the Selection List Order andRetainage Invoices Only checkbox.2. Click Conditions.3. The system displays the Add a Conditiondialog.4. Select the Draw field and the Less or equal toOperator, type the current draw number, andclick OK.The system displays the Condition Selectiondialog.5. Click Add.6. The system displays the Select Invoices to Pay– Selection Criteria dialog.7. Click Ranges and select the job.8. The system displays the Select Invoices to Pay– Selection Criteria dialog.9. Select the Automatically include invoices forpayment checkbox.10. Click Start.Pay or unpay vendor/invoices as needed.Compare ACH Release Report totals.Click Other, Show Totals, and then OK.Verify that the Pay Now total matches the RETAINAGE RELEASE total from the TexturaACH Release report. If it does not match, make necessary corrections and compareagain.II. Select Retainage InvoicesTo select invoices to pay:1. From the AP main menu, click Tasks, Select Invoices to Pay, and select on-screen list.2. Click Job for the Selection List Order.3. Click Conditions.The system displays the Add a Condition dialog.4. Select the Draw field and the Less or equal to Operator, type the current draw number, andclick OK.The system displays the Select Invoices to Pay – Selection Criteria dialog.5. Click Ranges, and select the Job.The system displays the Select Invoices to Pay – Selection Criteria dialog.6. Select the Automatically include invoices for payment checkbox.7. Click Start.8. Pay or unpay vendor/invoices as needed.9. Compare ACH Release Report totals.10. Click Other, Show Totals, and then OK.11. Verify that the Pay Now total matches the combined total of Invoices and RETAINAGERELEASE from the Textura ACH Release Report. If it does not match, print the TimberlineInvoices Selected for Payment Report if necessary, make changes, and compare again.III. Print ChecksTo perform a Mock Check run and record the payment to be made via ACH:1. From the AP main menu, click Tasks and select Print Checks.2. Select ACH Bank (if using a separate bank for ACH transactions, or select appropriate bankaccount), Starting check number, and Check date.Page 18
3. If you are sending checks to a print file, click Printer Setup and check Send to Print File.Caution: If you are not sending the checks to a print file, make sure that you print them on plainpaper, not check stock.4. Click Start.Page 19
Legal NoticesTimberline – Textura User ManualCopyright 2016, 2017, Oracle and/or its affiliates. All rights reserved.Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarksof their respective owners.Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarksare used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD,Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks ofAdvanced Micro Devices. UNIX is a registered trademark of The Open Group.This software and related documentation are provided under a license agreement containing restrictionson use and disclosure and are protected by intellectual property laws. Except as expressly permitted inyour license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast,modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by anymeans. Reverse engineering, disassembly, or decompilation of this software, unless required by law forinteroperability, is prohibited.The information contained herein is subject to change without notice and is not warranted to be errorfree. If you find any errors, please report them to us in writing.If this is software or related documentation that is delivered to the U.S. Government or anyone licensingit on behalf of the U.S. Government, the following notice is applicable:U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software,any programs installed on the hardware, and/or documentation, delivered to U.S. Government end usersare “commercial computer software" pursuant to the applicable Federal Acquisition Regulation andagency-specific supplemental regulations. As such, use, duplication, disclosure, modification, andadaptation of the programs, including any operating system, integrated software, any programs installedon the hardware, and/or documentation, shall be subject to license terms and license restrictionsapplicable to the programs. No other rights are granted to the U.S. Government.This software or hardware is developed for general use in a variety of information managementapplications. It is not developed or intended for use in any inherently dangerous applications, includingapplications that may create a risk of personal injury. If you use this software or hardware in dangerousapplications, then you shall be responsible to take all appropriate failsafe, backup, redundancy, and othermeasures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damagescaused by use of this software or hardware in dangerous applications.This software or hardware and documentation may provide access to or information on content,products and services from third-parties. Oracle Corporation and its affiliates are not responsible for andexpressly disclaim all warranties of any kind with respect to third-party content, products, and services.Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due toyour access to or use of third-party content, products, or services.Page 20
3. If Include historical invoice file in verification (AP, File, AP Settings) is selected, then there is also a prompt to select a history file. 4. Click an existing file and then click open. If you do not have a history file yet, click Cancel. 5. Click to browse and select a file t
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