Polaris Business Solutions

Scale to Cash Cycle

Scale to Cash Blog

Companies across the asphalt industry have similar ways to complete their scale to cash process. No matter the company, the process depicted in the timeline below must happen for a company to drop off a product, create a sales order, a have a customer create an invoice. Many asphalt companies need a system that can manage estimates, project management, change orders, and many other items related to this industry. Typically, one system cannot handle all these functions and they must be done in several different systems making an integration challenging and difficult for the user.

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Cost of a Project in Acumatica

Cost of Project Blog Many companies like yours typically use more than one system in tandem with their accounting system to manage their asphalt business. Systems that aren’t integrated can bring added costs to the company. The beauty of an all-in-one system like Acumatica eliminates the need for multiple systems to be integrated to complete a single task. Completing accounting tasks such as invoicing, billing, and project costing is done within the same system and a few screens. Users can work within an integrated system and see updates in real time for reporting purposes.

With Acumatica, users in the Asphalt industry can connect all aspects of their business, including sales, inventory, materials management, project management, payroll, finance, and service management. This not only increases everyone’s visibility into business processes but also reduces the need for tedious data entry. Acumatica brings the office and field together for a cohesive company. The graphic above depicts how Acumatica can do this for your asphalt company.

Quote creating in Acumatica

Quoting Blog

Creating a quote in Acumatica starts the process of capturing all relevant information for a project in Acumatica. Information such as an address, billing method, project manager, and other project specific data is entered into the quote. Specific to the asphalt industry, Acumatica can house data in the project quote such as the asphalt price index. Once a quote is approved by the customer, it can be converted into a project with just a couple of clicks.

As seen in the screenshot, Acumatica stores all the information related to the quote previously needed for and related to the asphalt price index. The screen shows all the information related to a project, proving Acumatica to be easy to use. As shown in the photo, users can access information such as change orders, commitments, invoices, and more on the same screen. This is a powerful tool for Acumatica and a great benefit for construction users who can use this screen to get more information about the costs of the project.

Invoicing when taking the Asphalt Price Index into Account

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Using the asphalt price index can be complex when used to calculate the amount and quantity needed for an invoice. Polaris Business Solutions has worked to build functionality suited specifically for Acumatica. Formulas embedded right into Acumatica have created a simple and easy-to-use system when considering the asphalt price index. The process can easily be streamlined for quoting, invoicing, and revenue recognition.

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Top 5 things to look for in innovative technology

Are you in Technolody debt

Choosing a new ERP can be a challenging and confusing time. It may be difficult to know what to look for, who to involve, and when it’s the right time to move to a new technology. There is no right time to change to a new IT product, however having a few things to look for can make the process easier and less daunting.

  • Productivity: What can a new product do to make you and your team more productive?
  • Functionality: What features does the product have that perform the daily accounting and business management functions of your company?
  • Technology: Does the product leverage technology for mobility, usability, and customization?
  • Value: How does the product maximize features and functions versus the cost of the product?
  • Risk: How does the product minimize risk and is there a risk to changing to a new product?

Assessing these items can be a great way to start your search for innovative technology. If your company is looking to make a change to your IT, please reach out to Polaris Business Solutions at info@polaris-business.com.

Appointment Scheduling in Acumatica with 2022 R2

Appointment Blog

Acumatica has the ability to integrate with several different ISVs, including those that help with the scheduling of service appointments. These add-ons to Acumatica are a great way to enhance the use of Acumatica. With the release of Acumatica 2022 R2, appointment scheduling has been enhanced and the functionality has been optimized.

The new release has some essential features that help to enhance how Acumatica can work for scheduling appointments. Acumatica now has the ability to consider a staff member’s skills and abilities when they are being assigned to an appointment. When a user runs the process for scheduling an appointment a new form titled Optimize Appointment Scheduling has more information with specific users skills. The system will then allow a user to assign a staff member to a job based on the skills they hold, not just based on their calendar availability.

Above is a screenshot of the new form used to manage schedule optimization based on skills.

There are a few things that have to be selected to ensure this form is filled out properly:

  • The type must be selected
  • The branch, location, and date have to be selected for the appointment
  • The checkbox labeled “consider skills” must be checked to ensure skills are taken into consideration

If you think your company could benefit from the new appointment optimization in Acumatica, please reach out to Polaris Business Solutions at info@polaris-business.com.

Mobile enhancements across multiple workspaces | Acumatica2022 R2

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Acumatica has a mobile app that allows users to see many of the same features as they can on their browsers. Included with the update to Acumatica in 2022 R2, there have been several enhancements and additions to the mobile platform. Here is a brief overview of some of these:

  • Field Services: On the mobile application for the Field Services module, the appointments screen now shows the invoice total which can also be drilled down further. The totals tab shows even more information about appointment billing and invoicing amounts.
  • Finance: With the new release of Acumatica, users have the ability with the proper access rights to do now review a list of GL transactions with the pending status, approve or reject a transaction on the Approvals screen, and use the Journal transactions screen to review transactions. These new screens are visible in the mobile application of Acumatica.
  • Mobile Functionality: The mobile application of Acumatica is connected to a user’s instance of Acumatica online, the web-based platform. On the mobile app, users can now choose to see key performance indicators, workspaces, and favorite screens. Users have the ability to edit the main screen of their mobile app to best suit their needs. This includes matching the mobile app to company colors, logo, and exactly how the browser-based system looks with the same sign-on screen, main menu, and workspaces.
  • Payroll: In the new release, there is a payroll workspace. Users will be able to see a paystubs menu. On this menu, the system shows the payment date, net pay amount, payment type, and ID.

 

To see these new mobile features in action, reach out to Polaris Business Solutions for more information. Our email address is info@polaris-business.com

2022 R2: Improved Processing of Batch Payments

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Finance: Improved Processing of Batch Payments

In previous versions of Acumatica, the batch could be exported to a file that would then be sent to the bank after the release of a batch payment. If there was a rejected payment, the user had to void all of the payments and create new payments that excluded the rejected payment. In the new release of Acumatica 2022 R2, there have been several updates to help with the process of releasing batch payments:

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2022 R2: Tracking Project Progress by Unit

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Before the release of Acumatica’s newest version, users of the construction edition did not have the ability to track a project by units used or installed. With the release of 2022 R2, construction edition users will be able to capture project activities on a unit level and track project progress through a new document: a progress worksheet. There have also been changes to the daily field report that affect the tracking of project productivity.

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Acumatica 2022 R2: Approval of GL Transactions

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Many companies require the approval of GL transactions before they are posted to the ledger. In the new release of 2022 R2 of Acumatica, it is now possible to only release and post transactions to the GL after the appropriate person has approved them. In the system, users can assign an approver based on an approval map. This map is defined and the transaction is approved once the approval follows the map. The conditions of approval can be the amount, date, or other items the user would like to set up the map. There can be multi-level or sequential approval maps.

Only transactions directly from the general ledger are valid for approval. Administrators have access to configure rules as to who should be approving these transactions and when. These rules can be for single transactions or batches. This new feature of 2022 R2, Approval Workflow, is available once enabled on the Enable/Disable Features form.

On the Approval Maps Form the new Journal Transactions option has been added to the entity type in the header selection. With the option selected, an approval map can be created for journal transactions.

If this new feature is something your company is interested in, please reach out to Polaris Business Solutions; info@polaris-business.com.