MyAssistant Task List

Your virtual assistant

How much more efficient could you be at work if you had an assistant? Could an assistant help you:

  • Get job cost reports to project managers to help them manage their jobs
  • Alert your project managers when specific jobs are approaching a budget threshold
  • Contact vendors when their insurances are expiring
  • Send statements or other correspondence to your customers or tenants
  • Send earnings statements, letters and other correspondence to all of your employees
  • Alert you when costs are posted to your suspense account in General Ledger
  • Alert you when something new is setup in your Sage 300 CRE system

PLUS monitor your Sage 300 CRE software for about 300 other things and send emails to the appropriate parties to provide information and/or prompt for action, all according to criteria you define?

And what if your assistant could do all of this in the middle of the night while you’re enjoying a stress-free night’s sleep? This isn’t a new employee you’d have to hire, with the expense of a salary and benefits. This is a much more cost-friendly Sage software product that integrates with your Sage 300 CRE!

MyAssistant can save you time, increase efficiency and timeliness in reporting, expedite communications with vendors, customers, and employees, and maybe even help improve accountability and profitability! Here are the 300 tasks MyAssistant can do for YOU!

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 specified number of days
  • Invoices missing retainage
  • Invoices open for 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
  • Invoices (un-posted) from the same vendor, for the same amount with different invoice numbers
  • Invoices from the same vendor, for the same amount with different invoice numbers
  • Invoices that are on hold
  • Invoices paid with a credit card in the last 15 days
  • Send Vendors their lectronic Payment Statement (Report Attached)
  • Payments for job related costs made the last 30 days
  • Invoices with an open balance sorted by Job (Spreadsheet Attached)

Vendor Compliance

  • Send a letter to Vendors with expiring insurance
  • Missing certified reports
  • Send vendors a list of certified reports that have not been received
  • Invoices selected for payment from vendors missing certified reports
  • Miscellaneous compliance items not received
  • Send vendors a list of their missing or expired miscellaneous compliance items
  • Miscellaneous compliance items expiring
  • Vendor Insurance Call List (Spreadsheet Attached)
  • Vendors with open invoices or commitments and expiring insurance
  • Vendors missing a Recipient Tax ID
  • Lien Waivers not received in 30 days from primary vendors
  • Lien waivers not received in 30 days from secondary vendors
  • Lien waivers not received in 30 days from all vendors
  • Invoices from vendors with outstanding Lien Waivers
  • Send project managers a list of lien waivers that have not been received
  • Send vendors their list of outstanding lien waivers
  • Invoices selected for payment from vendors with missing lien waivers
  • Invoices from vendors with missing or expiring insurance (vendor specific)
  • Invoices selected for payment from vendor’s with expiring insurance (vendor or commitment)
  • Invoices from vendors with missing or expiring insurance (vendor or commitment specific)

Accounts Payable

Vendor Setup

  • Vendors marked inactive
  • Send vendors a request for updated contact information
  • Vendors with no invoices in the last three years and marked as active
  • Vendors missing address information
  • Vendors recently setup in Sage Accounts Payable
  • Vendors whose address information has been changed
  • Vendors whose banking information has changed
  • Vendor List
  • Vendor Contacts without an email address
  • 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 threshold

AR and Billing

Receivables Management

  • Customers with a balance over $10000
  • 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 AR Aging by Job Spreadsheet
  • Customers recently setup in Accounts Receivable
  • Customer Contact list
  • Customers missing a “Days before due” value
  • Customers missing an email address
  • Cash receipts for the current year
  • Customers exempt from finance charge
  • Invoices coming due in a specified number of days
  • Send Customers their Statements (Report Attached)
  • Customers with no Credit Limit entered
  • 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 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 cost is too high compared to revenue

General

System Maintenance

  • New Sage 300 CRE user added

General Ledger

Accounting Managment

  • GL Open Periods
  • 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 balance above threshold
  • Accounts with a balance under threshold

Job Cost

Change Control

  • Send Cost to Complete spreadsheet to project managers
  • Send Cost Breakdown spreadsheet
  • Change orders that have not been submitted for approval
  • Change orders waiting to be approved
  • Change orders that are not marked as billable
  • Commitment change orders not linked to a revenue change order
  • Change orders that have been denied

Contract Setup

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

Cost Control

  • Jobs with overtime payroll
  • Cost Codes over budget on labor dollars (includes unposted payroll)
  • Categories that are over budget by 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%
  • Categories over budget by a specified percent
  • JC Misc Worksheet 5 Entries
  • Cost Codes with costs in the last seven days
  • Commitments committed today
  • Cost Transactions from the last seven days
  • Cost Transactions posted after the Job’s Completion Date
  • Jobs where the percent of budget used exceeds the percent billed
  • Jobs without costs in the last 90 days
  • Jobs with labor costs last week
  • Jobs where work is complete and not fully billed
  • Send WIP Spreadsheet
  • Commitments with Retainage-only balances over 30 days old
  • Jobs with a completion date one year ago and not closed

Job Cost, Continued

Job Setup

  • Jobs list with contact information
  • Jobs missing a Worker’s Comp group
  • Jobs missing a project manager email address
  • Jobs missing a Superintendent email address
  • 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

Subcontract Control

  • Commitments with expiring Auto insurance
  • Commitments with expiring insurance (Vendor or Commitment specific)
  • Commitments with expiring worker’s comp. insurance
  • Commitments with expiring umbrella insurance
  • Subcontracts and PO’s entered at least 14 days ago and are not commited to JC

Payroll

HR

  • Employees with employment anniversaries next month
  • Employees with a birthday next month
  • Employee Contact List
  • Employees whose pay rates have changed
  • Employees who have been employed between 90 and 120 days
  • Employees with Overtime (Posted)
  • Employees with an employment anniversary in the next 14 days
  • Employee records without an email address

Processing

  • Send employees their pay statements (report attached)
  • Send direct deposit Statements for employees without an email address
  • Send Employees their direct deposit notice
  • Employees with less than X regular hours worked in current pay period
  • Send employees their pay statements (report attached) – 10 days
  • Employees with Overtime (not posted)
  • Time coded to Jobs where the work state & employee home state differ (no reciprocity agreement)
  • Employees who have reached a deduction limit
  • Send employees their pay statements (Master file-based report attached)
  • 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

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
  • Employees whose address information has been changed
  • Employees missing a Worker’s Compensation code
  • Send a welcome letter to salary employees hired in the last 7 days
  • Send employees request for updated information

Project Management

Change Control

  • 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
  • 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 accountingChange Requests submitted and not approved

Document Management

  • 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
  • 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
  • RFI Log (Spreadsheet Attached)

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
  • Report Distribution
  • Send vendors their reports
  • Send Project Managers their reports
  • Send a Report

Service Management

Parts – Inventory

  • Purchase Order Items where the quantity received is less than the quantity ordered
  • Purchase Order Items without reciepts after the date promised
  • Purchase Orders for Work Orders with no reciepts after 20 days
  • Purchase Order Items where the quantity received is less than the quantity invoiced
  • Purchase Orders linked to a Work Order and are backordered
  • Purchase Orders ready to be sent to Vendors
  • Parts where the quantity on hand is less than the minimum stock quantity
  • Parts with a negative quantity on hand

Service Agreements

  • Agreements expiring in the next 30 days or in the last 120 days
  • Parts needed for PM tasks scheduled for the next month
  • Agreement Quotes expiring in the next 30 days
  • Active Leads not contacted in specified days
  • Agreements that expired in the last 30 days and were not renewed
  • Agreements that have expired in the last 30 days with an unbilled balance
  • Customers who have not purchased an agreement in 12 months
  • Agreement Renewal Spreadsheet

Setup – Other

  • Employees not set up to send time to Payroll
  • Employees set to send time to payroll and missing needed settings
  • Service Sites missing a sales person
  • Service Sites that have been newly added
  • Vehicles due for an oil change

Work Orders

  • Work Orders completed this week
  • Work Orders entered yesterday and assigned as Urgent or High priority
  • Work Orders entered today that have a specified Problem code
  • Work Orders invoiced in the last 5 days
  • Work Orders missing a sales personWork Orders not scheduled
  • Work Orders that have been canceled and have an open PO
  • Work Orders that have been completed and not billed
  • Work Orders that have not been assigned to a technician
  • Work Orders waiting on parts
  • Work Orders with costs and flagged as non-billable
  • Work Orders Quotes that expired in the last 7 days
  • Work Orders without a job number
  • Work Orders without a PO number
  • Invoices ready to be sent
  • Work Orders completed and not billed