We are working with a homebuilder who needs a program to track, bill & or deduct backcharges to their subcontractors & vendors. They need a system to which they can key backcharges & keep it on file ready to be taken when a subcontractor or vendor is ready to be paid or to be able to invoice. The current problem is that this is all done by paper. The flaw in this that many times the backcharge has not reached the payables clerk in time for payroll & the payroll clerk pays the contractor or vendor when there was a backcharge or pending backcharge that needed to be taken. Now the contractor is paid out & they have no way of collecting this money, unless he happens to do other work for them. What we need is a system where they can enter a backcharge, or pending backcharge & keep track of that backcharge & NOT allow a vendor or subcontractor to be paid unless 1) the backcharge is taken from bill payable, or 2) the pending backcharge is either completed, entered & taken, or 3) management overrides the backcharge or pending backcharge. In order to keep data integrity we need to be able to use only the vendor, subcontractor, job list & item list as is set-up in QuickBooks. Please bid if you are CONFIDENT you can do this in the required time.
I would like for. . . 1) The bill payment screen to poll the backcharge data base & pull back any pending or completed backacharges for any vendor or subcontractor & to NOT ALLOW that vendor or subcontractor to be paid until the backcharge is either selected to be paid or selected not to be paid. 2) Allow the clerk to select whether or not to apply & take the backcharge. 3) Each backcharge is to have a unique identification number that will be referenced on the backcharge & check stub showing the deduction or invoice. Identification number would in the form of: BC_YYMMDD_XXXXXX 4) Reporting & printing capabilities on the backcharges or pending backcharges - need to be able to print individual backcharge - need to be able to generate reports by vendor/subcontractor, job, item code, paid, open, pending 5) Ability to deduct from bill payables screen or to invoice. The ability to invoice would be for the backacharges where there is no payable for the backcharge to be taken against. 6) We will need to be able to charge each line item on the backcharge to a job cost item code 7) We will need the ability to charge the backcharge to a job 8) Can it be set-up to create a backcharge from the PO screen? That is the clerk is typing a PO & a particular line item is backchargable to a certain vendor or subcontractor. Can it be set-up where the clerk can click on an icon & send that item to either a new backcharge, open backcharge or pending backcharge?
This of course is going to need to have MS Access, Quick Books and perhaps some of the tools at [url removed, login to view] to be involved.