1. Guide to Entering things in QB
1. Job Set-Up
2. Contracts
3. Purchase Orders/Purchase Agreements
4. Change Orders
5. Invoices
6. AIA’s
Job Set Up: Go to top of Page
1. CustomerCenter(See if Customerinthere inSearchbox,If notthenProceed enteringNew
Customer)
A. NewCustomer
B. Enter all the information(Date,Name,Address,W-9,GL, WC, etc...) If youdo nothave
Some of the information, enterwhatyouhave. ThenExit
2. NewJob:Clickonthe Customeryouwant to addJob
A.AddJob (Jobname will be Site Name)
B. Enterall the information(Date,Name,Address,W-9,GL, WC, etc...) If youdo not have
some information,enterwhatyouhave
C. Lookon the leftof thistab and there shouldbe tabs.
1. Additional info(Rep:PMworkingJob) 2. Jobinfo( Job Status:Awarded,Inprocessor etc) Thenlook
on Jobsetup sheetandthere will be a start date and projectedenddate.
D. Save or ClickOk
E. Clickthe Job youjustset upand attachedJob Set-upSheet.
Contracts/Purchase Orders or Purchase Agreements:
1. VendorCenter( Searchfor the Vendor) If not there,addvendorunderNew vendorTababove
searchBox
A. Top of page go to Vendorand(Create Purchase Order)
B. Drop shipto ( Job Number)
C. P.O Number( Cost-code (If more thanone,thenPutmulti andWhere youput
informationinthenincludeall costcode andamounts) andthenJob number)
D. Cost Code ( Put the Code forwork)
E. Customer( Job Number)
F. Rate ( amountfor that cost code)
G. QTY ( Usually1)
H. Amount( How much cost code)
I. Checkthe amountand make sure it matchesup

2. J. AttachedPOor PA youjustdidfor our records
K. Save and Close
Change Orders: Change Ordersgoesdirectlyonthe Purchase Orderor Purchase Agreement
1. VendorCenter( Searchfor vendor)
A. Double Clickthe Purchase Orderonthe Vendor
B. The Change Order goesrightunderthe lastthingyou did
C. Cost Code ( Change OrderCost code)
D. Scope of Work(Label Change order# andthenthe Date. EX. Change order#2 09/55/15)
E. Customer(Job#)
F. Rate ( Amount)
G. QTY ( 1)
H. ThenAttachedand Save & Close
Invoice:Go to top of Page (Make sure it has an approval stampon the Invoice) AlsoStampandSign/File
1. VendorCenter
A. Type in VendorinSearchBox ( If Vendornotinthe system, Double Checkif it’sunderanother
name similar) If notinthenClickon tab above the searchbox ( New vendor andenterinformation)
B. NewTransactionandclick EnterBills
C. Date of approval
D. Ref Number(Invoice numberandthenthe Jobnumber)
E. Amountdue (Invoice Amount)
F. Clickthe tab that saysItemsinsteadof Expenses
G. Item(CostCode,Mighthave to add 0 infrontof Costcode #)
H. Qty( Usually1) Checkand make sure
I. Cost (amountforinvoice)
J. Customer(JobNumber,whichcanbe foundonapproval stamp)
K. Double checkthe amountyoubillingfor
L. Uncheck the box that has a checkin it
M. Attach bill (Attachbill whichcanbe foundinthe S Drive)
N. Save and close

3. AIA’s: Go againstthe Purchase Order/Purchase Agreement.(Important:Checktosee if theyHave Lien
Release,W-9attachedor inQB. Alsomake sure it hasthe Approval stamp)
1. VendorCenter( Searchfor Vendor)
A. Newtransaction( Enter bill)
B. Clickyesyou want to go againstthe Purchase Order
C. Look forthe JobNumberyoudoingthe AIA forand clickit and pressOK
D. Date ( Date approve)
E. Ref Number( AIA #, Job #, CO/RTN)
F. Do not Touch amountdue rightnow
G. FindWhat youbillingforbythe Costcode on the Approval Sticker onAIA
H. Delete outeverythingyounotbillingfor
I. Qty ( Change to0 and then)
J. Cost( Leave alone )
K. Amount( Putthe amountyoubillingfor andthiswill change the QTY)
L. Clickthe Box to Uncheck
M. Do all the onesyou are billingfor
N. If numbersdo notmatch up thensenditback to whoevergave ittoyou
O. The AmountBox shouldbe the amounton the AIA
P. Attach AIA
Q. Stamp/File/SaveandClose
R. Alwaysdouble checknumbers
Attachments: These attachments go by the vendor on the left.
1. W-9
2. GL
3. WC
4. Supplylist
5. Permits
Arizona with Tax Change Code- CheckwithJanae because she istryingtogettax Exempt
09/01/16 Texas- We are Tax exemptsoanythingyougetwithtaxes,Flagandsendback