MyAssistant

For Sage 300 CRE

Your personal activity and business monitor

The best way to keep an eye on your business and take action: Sage 300 Construction and Real Estate (formerly Sage Timberline Office) MyAssistant proactively monitors key performance indicators, providing instant alerts about issues needing attention and the information needed to take action. MyAssistant automatically generates reports, spreadsheets, documents, and email alerts—and distributes this critical information into the hands of those who need it, helping monitor and manage all phases of a project or property.

MyAssistant uses the Desktop, Windows Desktop, and Microsoft® Outlook® to deliver essential information when it’s needed. For example, MyAssistant improves operations by automatically:

  • Identifying subcontractors with insurance expiring in 30 days and sends them a personalized email requesting an updated certificate.
  • Providing each project manager with a list of costs codes that are over budget or close to going over for their jobs.
  • Generating and distributing each project manager’s job reports on a regular schedule.
  • Alerting affected parties when a change request, RFI, or submittal is overdue.
  • Enabling project managers to check their job profitability from their Windows Desktop, and notifying team members by email when jobs drop below a profit threshold.
  • Indicating jobs or contracts not billed in a certain number of days.
  • Alerting you when costs are entered to phases without estimates, to a job that has been billed completely, or to a closed job.

Benefits

• Cost control
• Change management
• Insurance compliance
• Automated alerts
• Tenant statement distribution
• Personalized email reports
• Human resources
• Subcontractor communication
• Payroll direct deposits
• Lease management
• Work orders, purchase orders, and invoices
• Receivables
• Setup and processing
• Automated letters
• Workflow integration

Stay in the loop on all fronts

With so many details, documents, and data that circulate throughout your business at any given time, it’s easy to overlook important information. MyAssistant helps keep you in the loop on all fronts, so you can act quickly to take advantage of opportunities and avoid issues important to your role and business.

Let MyAssistant take action so you can focus your attention on where it’s needed most and be more productive. For example, it can:

  • Provide a list of invoices as soon as they’re overdue and remind past-due customers of their delinquency.
  • Send employees their direct deposit pay stubs.
  • Generate and distribute tenant statements.
  • Notify you of work orders completed and not billed in a certain period of time.
  • Indicate leases or lease options expiring.
  • Reveal invoices with discounts soon to expire.
  • Generate a list of AP invoices that should be paid after a cash receipt.
  • Produce alerts when working capital drops below a certain amount.
  • Identify terminated employees and send the insurance company a letter to remove them from coverage.
  • Learn invoices not coded to a job but that use a job account number.
  • Audit processes such as job, contract, or employee set up to ensure they are completed correctly.

Simple to use and set up

Whether you choose to create your own MyAssistant tasks using a simple wizard or you use one of the 350 prebuilt rules in the product, your options are practically limitless. You can:

Identify exactly what will be monitored or take place.

Schedule a task to run at specific times, after the completion of a Sage 300 Construction and Real Estate task, or on-demand.

Identify who will be notified and the information they will receive.

MyAssistant can take action for almost any scenario. Use a simple task wizard to tell MyAssistant what you want to be done. Stay in the know about critical project details, including the most important—profit erosion!

Sage 300 CRE
MyAssistant Real Estate Task List

Accounts Payable

Invoice Management
Invoices entered into the future
Invoices with missing payment date
Banks with less cash than selected AP invoices
Invoices amounts greater than tolerance
Invoices with discounts expiring soon
Invoice Distributions on hold
Invoices beyond the current AP Year
Invoices beyond the current 1099 Year
Invoices that have been open for a long time

Vendor Management
Vendors with the same Tax ID Number
Vendors on Hold
Vendors with old open invoices
Vendors with credit balances
Vendors with missing 1099 tax information
Vendors without a link to AB
Vendors in next check run with credit memo not selected
Vendors with large balance of open invoices
Vendors with a large sum selected for payment

Cash Management

Bank Activity
Checks greater than Max Check Amount
Large AP Checks
Withdrawal Transactions requiring attention (CM)

Bank Management
Banks with balances that increased significantly yesterday
Banks with balances that decreased significantly yesterday
Bank Accounts with no record security operator
Bank Accounts that need to be reconciled
Bank Accounts with low balances

General Ledger

Accounting Management
Auto-Reversing entries due to run
Entity records (in GL) with no record security operator set
Property records (in GL) with no record security operator set
Accounts with Prior Year Adjustments to be made
Suspense accounts with a balance
Entries from GL to control accounts
Accounts with a current balance greater than specified amount
Accounts with a balance less than specified amount
Auto Recurring entries due to run

Property Management

Property Management
Lease/Tenant Control
Leases with incorrect interest payment tenant
Leases with incorrect refund payment tenant
Recurring charge scheduled increases coming up
Lease Recurring Charges not set up on Property
Leases with missing sales volumes last month
Terminated Leases with a balance
Terminated Leases without a balance
Leases due to run the escalation process
Leases due to run the recovery process
Leases due for scheduled recalculation
Lease Deposits that should be accrued
Tenants with too many returned checks
Leases with too many returned checks
Leases expiring
Lease Options expiring
Lease Insurance policies expiring
Start lease checklist items overdue
Terminate Lease Checklist items overdue
Leases with a credit balance
Tenants with a credit balance

Property/Unit Control
Properties with no record security operator set
Property Insurance policies expiring
Vacant Units
Units without market rent set up
Properties that need to run the Rent Roll task
Properties that need to run the Late Charge task
Property Management Fees that need to be run
Properties that are due to close

Receivables
Late Charges that have not been paid
Unpaid PM Charges and old PM Credits
Unpaid PM Charges

Setup
PM CPI values that need to be updated
PM Porters Wage values that need to be updated
PM Interest Rates that need to be updated

Reminders

General
Advance GL & PM periods, Generate rent roll

Sage Timberline Office
MyAssistant Construction Task List

Accounts Payable

Invoice Management
Pending Invoices out for approval too long
Invoices entered to Jobs without an estimate
Invoices entered to JC Categories without an estimate
Invoices missing a PO or Subcontract
Invoices above a threshold without a PO
Banks with insufficient cash
Invoices over threshold
Invoices with expiring discounts
Invoices posted to a closed job
Invoices posted beyond the current 1099 Year
Invoices coded to a future accounting date
Vendors who have not been paid in a specified number of days
Invoices missing retainage
Invoices open for a specified number of days
Invoices coded to a summary vendor in the last X days
Invoices posted to closed commitments
Invoices posted to Commitments that are not committed to JC
Open Commitments that have not been invoiced this month
Open Invoices for jobs that have received a cash receipt in the last X days
Open Invoices from subcontractors who do not have a contract
Send Direct Deposit statements to Vendors
Commitments with unsigned change orders and are selected to be paid

Vendor Setup
Vendors scheduled for payment that may need a joint check
Vendors with expiring insurance
Vendors on Hold
Vendors with expiring Worker’s Comp. Insurance
Vendors with expiring General
Liability Insurance
Vendors missing 1099 information
Vendors with a credit memo not selected for payment
Vendors with open invoices totaling above the threshold

AR and Billing

Receivables Management
Customers with balances over $10,000
Customers exceeding their credit limit
Contracts where work is complete but not fully billed
Contracts not billed in 40 days
Jobs not billed in 40 days
Jobs with receivable balances above $10,000
AR Invoices for Customers over their credit limit
AR Invoices with future Accounting Dates
Contracts billing retainage and pending Change Requests exist
Jobs billing retainage and pending
Change Requests exist
Customers with balances older than 45 days
AR Invoices issued X number of days ago
AR Invoices older than a specified number of days
Cash receipts received in the last specified days
Contracts with open receivable balances over a specified amount
Jobs losing their lien rights
Jobs marked as closed and the total billed is not equal to the revised contract amount
Jobs with open receivable balances over specified days
Jobs with unbilled WIP older than specified number of days
Jobs not billed in specified days with costs since the last billing
Send Billing Worksheet
Send Invoices
Send Invoice Verification

Cash Management

Bank Activity
Withdrawal transactions requiring attention
Bank balances that increased too much yesterday
Bank balances that decreased too much yesterday
Bank Accounts with balances under a specified threshold
Checks greater than Max Check Amount
Checks greater than a specified amount

Bank Management
Bank Accounts without a security operator
Bank Accounts that need to be reconciled

Equipment Cost

Equipment Control
Equipment in need of maintenance
Equipment Licenses expiring
Equipment rented to be returned soon
Equipment with no cost this month
Equipment with no revenue this month
Equipment under-utilized last month
Equipment with the cost is too high compared to revenue

General Ledger

Accounting Management
Company records (GL) with no record-security operator set
Accounts with Prior Year Adjustments
Suspense Accounts with a balance
Invalid entries to control accounts
Accounts with a balance above a threshold
Accounts with a balance under a threshold

Job Cost

Contract Setup
Contracts released to accounting
Contracts where items do not have the same Customer
Contracts where all items don’t have the same Billing Type
Contracts where items do not have the same Format
Contracts where items do not have the same Job
Contracts with costs and checklist items not checked

Cost Control
Categories over budget by a specified percent
Jobs with overtime payroll
Cost Codes over budget on labor dollars (includes unposted payroll)
Categories that are over budget by a specified amount
Commitments where the total invoiced exceeds the revised
commitment amount
Cost Codes over budget by a specified percent
Jobs over budget by a specified percent
Jobs where a retainage reduction might be needed
Jobs with missing change requests
Jobs where Committed costs are greater than the Estimate
Cost Codes with committed cost greater than the estimate
Change Orders released to accounting, not updated in Contracts
Jobs over budget
Cost Codes over budget
JC Cost Codes that are over budget based on percent complete
Jobs where projected profit is less than 5%

Job Cost, cont.

Job Setup
Jobs where a Payroll WC group has not been entered
Jobs where a Payroll state has not been entered
Jobs where a Payroll Local has not been entered
Group Cost Codes without a scheduled value
Jobs where costs have not been posted in 45 days
Jobs where a GL Prefix has not been entered
Started jobs that do not have an estimate
Started jobs without a contract amount
New Jobs that have been entered
Subcontracts / POs entered to a cost code without an estimate
Subcontracts where retainage held is greater than the amount that should be retained
Jobs without record-security setup

Subcontract Control
Subcontracts and POs released to Acct but not committed
Commitment COs not linked to a Change Order
Subcontracts without a signed contract
Commitments with expiring General Liability insurance
Commitments with expiring Auto insurance

Payroll

Processing
Unposted Time coded to a closed job
Employees who have used more vacation time than they
have accrued
Time coded to Jobs with no estimate
Time coded to JC Categories without an estimate
Unposted PR Checks greater than $ 2,500
Employee Deductions being missed this week
Salaried Employees with no Employee Pay records set to Auto
Jobs with Payroll time entered last week, but not this week
Employees with Payroll time entered last week, but not this week
Employees with too many hours in current pay period
Send Employees their direct deposit notice
Employees with less than X regular hours worked in current
pay period

Setup
Employees without specified Fringes
Employees who are becoming eligible for benefits
Employees whose employment anniversary is today
Employees without a specified pay setup
Employee without a specified deduction
Employees with same Social Security #
Employees whose birthday is today
Employees terminated in the last 14 days
Union Local records expiring soon
Employees without a birthday set up
Employees without a phone number entered
Employees with no WC State set up

Project Management

Change Control
Unapproved Change Requests
Jobs with internal budget changes more than $ 5,000
Jobs with too many open Change Requests
Unapproved Change Requests where work is completed
Internal budget change over $ 2,500
Change Requests where estimated cost is greater than the price
Change Requests needing a response in 4 days
Vendor quotes needed for Change Requests
Change Orders not released to accounting
Change Requests submitted and not approved
Approved commitment change orders not linked to a revenue
change order
Commitment Change Orders release to accounting but have
not updated the contract
Commitment Change Orders not released to accounting

Document Management
Current drawings and drawing revisions
Jobs missing a Daily Report
Meeting Minutes not sent to a specified project Role
RFIs answered in the last X days
Submittals not sent to a specified project Role
Field Reports filed in the last 7 days with Extras
Field Reports with an accident reported yesterday
Incomplete submittals coming up on required finish date
PJ Submittals coming due
PJ Jobs with too many open RFIs
Transmittals not sent to the Superintendent
RFIs not sent to Superintendent
Drawings not sent to the Superintendent
Submittals not returned in 5 days
Submittals not forwarded in 4 Days
Past due Meeting Minutes Items
Submittals without enough copies received
Correspondence Items waiting response
RFIs not returned in 5 days
Open correspondence item requiring action

Job Setup
Jobs without a specified contact on Job Contact List
Jobs that have not been released to accounting

Reminders

General
Print Quarterly Reports

Report Distribution

General
Send customers their reports
Send vendors their reports
Send Project Managers their reports
Send a Report

Interested in MyAssistant? Get in touch today!