This client, a dynamic housebuilder based in Oxfordshire, approached Celox Software with a request to develop a system to control subcontract and material purchase orders from the issue of the orders through monthly valuations to authorisation and payment. It was important that the system could cope with the intricacies of CIS and would integrate seamlessly with Sage Line 50.
Working closely with the client Celox produced a detailed specification setting out both how the user interface would appear and how the underlying transactions would behave.
The highlights of the system, which became operational in September 2006 (3 months after the initial enquiry, and still in use 10 years later) include:
- Import of monthly subcontract valuations from Excel
- Automatic calculation of discount, retention, income tax (CIS 2007) and VAT where applicable
- Payment processing, including the production of a 'Subcontract Payment Certificate & VAT Invoice'
- Automatic posting to Sage of the subcontract 'invoice' covering the various elements for income tax and VAT, coupled with the payment transaction and its automatic allocation to the relevant invoice together with associated journal entries to record any retention
As well as these accounting functions the database keeps comprehensive information about sites and individual plots. This covers a range of data from tracking progress on plot sales from initial deposit through to completion, to detailed site budgets and monthly updates of forecast costs to completion.
A comprehensive reporting package has also been implemented integrating data from both Sage and the database allowing the client a complete spectrum of information from overall summary down to the finest detail.