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 Building the Dream System By Michael Roselius, CPA Construction Data Control, Inc. (800-285-3929) offers the construction industry a powerful solution in its Profit Builder Millennium (PBM) version 3. PBM is a Windows package, with a core that consists of General Ledger, Accounts Payable, Job Cost, Contact Manager and System Manager. A rich set of optional modules covers virtually all the special needs of this industry, such as Certified Payroll, Subcontract Control and Equipment. PBM can be run either as a stand-alone or networked program. It requires Windows 9X, 64MB of RAM and a Pentium processor. PBM uses Microsoft Access as the database, is written in Visual Basic and uses Crystal Reports for report generation. It supports multiple companies, and each company’s database can be shared with other companies or kept separate. A wizard is available to assist with setting up a new company and takes care of details such as account number and job cost ID input masks. Multiple users with passwords are standard, and user access can be defined by module. The GUI screens are well designed and allow for screen navigation by keyboard. The SmartFill feature will suggest completion of frequently used fields, such as vendor names, based on the first few characters typed. The user can make entries into any company without exiting the program, which will be a real time saver for environments where there is constant work with multiple accounting entities. Getting data into or out of this database is supported by an excellent import/export function. Any table in the database, and any field within it, can be selected interactively, the data easily imported or exported, and then be read into documents or spreadsheets for further analysis. Using another innovative and unique feature, the data can be automatically exported nightly to the CDCI web site, stored securely, and then accessed for reporting and analysis from anywhere with web access. The heart of construction accounting management is in job costing, and PBM has designed an excellent system for keeping close tabs on actual and budgeted numbers, with a focus on profit analysis. The user can see the profit by contract or by the pay item. The financial status of each job can be presented in a cash flow basis, even if the accrual method has been chosen for accounting purposes. When creating a new job, an existing job can be used as a template to copy from, with or without percentage changes. Change order tracking is included within Job Cost. Custom fields can be added to the job description screen, and free form text can be appended to the job description. When running inquiries on actual costs and budgets, the numbers are presented in either a summary or detail level. The Purchase Order function provides the beginning point for actual cost data input into Job Costing. Another important part of Job Costing is the Subcontract Control function, with complete detail level control and inquiry available for draws and retainage. A very nice manual called the Learning Companion provides step-by-step instructions on getting started and doing basic tasks. A compact yet well-written Reference Guide complements the rich on-screen help system. There are two sample companies provided to use in learning. Also, formal classroom instruction is offered in various major U.S. cities throughout the year. PBM is sold either directly by CDCI or through a network of certified dealers who provide support for their customers. Direct support from CDCI is provided by a toll-free support line, e-mail, fax and via the Internet. The company web site offers detailed product information, training schedules and program updates. Since there are many optional modules, each company can select just those parts that meet their needs. This is an excellent, well-designed product with an open architecture, ready for the future, adaptable to the needs of most any contractor. It would be a terrific choice for the forward- looking contractor. 2000:  REPRINTED FROM CPA SOFTWARE NEWS © 2000, CPA Software News, April/May 2000 |
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