Textura Maxwell Integration Manual · Textura-Maxwell Integration Manual 2 ... change order will be displayed in black below the far right column with the red change order title

Textura Maxwell Integration Manual

Version 2.0

July 21, 2008

Textura-Maxwell Integration Manual 2

Contents 1. Overview ................................................................................................................................ 3

Description ........................................................................................................................................ 3 Textura-Maxwell Workflow ............................................................................................................... 3

I. Textura Billing Process ........................................................................................................................... 4 Subcontracts Change Orders .......................................................................................................... 4 AP Invoices ........................................................................................................................................ 4 Accounts Payable ............................................................................................................................. 4

2. Identifying your Accounting Package in Textura ............................................................... 5 Setting up Your Accounting Package ............................................................................................. 5

3. Export Data from Maxwell and Import into Textura ........................................................... 7 Introduction ....................................................................................................................................... 7 Export Data ........................................................................................................................................ 7

Import Accounting Information into Textura ..................................................................... 8 Subcontracts and Subcontract Change Orders ............................................................................. 8 Import Subcontractor Change Orders: ......................................................................................... 13 Import Prime Contract Change orders: ........................................................................................ 13

4. Export and Import Textura Invoices .................................................................................. 17 Introduction ..................................................................................................................................... 17

Import Textura Invoices into Maxwell .............................................................................. 19 Report and Update Validation (Invoices) ...................................................................................... 21 Posting Invoices ............................................................................................................................. 23

5. Export Payments from Textura .......................................................................................... 24 Import Textura Payments into Maxwell ........................................................................... 26

Report and Update Validation (Payments) ................................................................................... 28 Posting Payments ........................................................................................................................... 30


1. Overview

Description This manual is a guide for setting up the interface between Textura and Maxwell and processing the related workflow in Maxwell. It is not intended to be a complete guide for Maxwell. For more information regarding Maxwell, please see the Maxwell documentation.

Textura-Maxwell Workflow Integrate Textura’s services with Maxwell to optimize your payment process. The interface points are:

• Subcontracts/Subcontract Change Orders: Export subcontracts and change orders from Maxwell to Textura. • Prime Contract Change Orders: Export Prime Contract Change orders from Maxwell to Textura. • Invoice entry: Export a file containing the subcontractor invoice information for a draw and import the invoice details into the Maxwell accounting system. • Payment entry: Export a file containing the subcontractor payment information for a draw and import the payment details into the Maxwell accounting system.


I. Textura Billing Process

Subcontracts/Subcontract Change Orders Enter Subcontracts in Maxwell and export them to Textura. Enter approved subcontract change orders in Maxwell and export them to Textura. Only approved subcontract change orders are exported to Textura. Textura will accept all new change orders and reject duplicate or previously exported change orders.

Note: Do not change the Commitment or Subcontract Change Order number after importing.

AP Invoices Vendors/subcontractors will enter invoices in Textura. After the invoices are approved by the general contractor in Textura, they are imported, validated and posted in Maxwell. Imported records with duplicate invoice numbers (invoice number already exists for a vendor) will be rejected by Maxwell.

Accounts Payable After ACH payments have been disbursed in Textura, they are available for export. Payments are then imported, validated and posted in Maxwell.


2. Identifying your Accounting Package in Textura

Setting up Your Accounting Package The Textura Administrator must identify the Accounting Package (interface) that is used when the Organization is set up in Textura.

When an Organization is invited to join a project on Textura, the Edit Organization link is displayed on the main home page. Click this link.

The system displays the Edit Organization page.

Verify the correct accounting package is selected.

If your Accounting Package is not set up on the Edit Org screen, contact the Textura System Administrator to assign your Accounting Package.


When creating a project, type your Maxwell job number in the Internal Project Number field. These fields must match between systems in order for the interface to work properly, as Internal Project Number is one of the unique identifiers for the interface.


3. Export Data from Maxwell and Import into Textura

Introduction Subcontracts and subcontract change orders are entered in Maxwell and exported to Textura. Textura will accept all subcontracts new to Textura. If a subcontract is updated in Maxwell, and currently in an incomplete status in Textura, the subcontract will be updated. If the subcontract is already in a complete status in Textura, the record will be rejected as a duplicate.

Maxwell will only export approved change orders. Duplicate change orders will be rejected in Textura.

Note: It is recommended that when exporting from Maxwell, to use a file naming convention that includes the date the file has been exported. If there is an issue with the export, the file is easily identified by the date.

Export Data For export settings, please refer to your Maxwell user guide. To export Subcontracts, Change Orders, and Prime Contract Change Orders: 1. From the Job Cost Application, Click on the Textura Bulk Export under Job Cost Files Maint/Inquiries:

2. Select job(s) and export options:

The bulk export generates one CSV file containing all jobs selected and all export options selected. To view the files, right click on the file name and choose Open With. Select notepad from the list of options.


Import Accounting Information into Textura

Subcontracts and Subcontract Change Orders To import Subcontracts and Subcontract Change Orders:

1. From the Project Homepage, select Import Accounting Info under the Interfaces tab:

The Import Accounting Information Screen is displayed.

2. Select the Subcontract and Subcontract Change orders radio button.

3. Click Browse to locate the file to be imported.

4. Hit the Import CSV File Button


The system displays the import results notifying you that the Subcontracts and Subcontract Change Orders have been created:

5. To view the Subcontracts added to each project, click the SoV/Subcontracts menu from the Project Home Page and select Subcontract List.

The system displays the Subcontract Listing page with incomplete subcontracts. Subcontracts will be imported as incomplete if the Maxwell Vendor ID has not been previously assigned to a Textura Organization and the GC’s SoV is more than one line. If the Vendor ID has been previously assigned and the SoV is one line, the contract will automatically import as complete.


To complete the subcontracts,

6. Click the Contract Number link for each Incomplete Subcontract:

The system displays the Contract Maintenance page:

7. Click on Edit Settings button

Note: The Subcontract Item # is fed from Maxwell on import. NEVER manually adjust the item number.


8. Under the Organization heading, type in the Subcontractor’s Company Name and hit find. Select the proper Subcontractor, and the grey box above will auto-populate:

Note: This will need to be assigned a subcontractor once, and it is automatically assigned after that.

At the bottom of the screen is the contract component.

9. Click the Find button to populate the Phase Code and Description, and hit Save Changes (Top of Screen):

If the GC’s SoV is only one line, the Phase Code will automatically be assigned.

This is a Maxwell accounting vendor ID and is stored automatically. May be used for reference to assign org in Textura.


10. The system displays the Status message notifying you that Changes to the contract have been saved and the contract is complete:

11. To complete another subcontract, click the “To return to the subcontract listing, click here link”

12. Repeat steps 6-11 until all Subcontracts are complete.

13. When finished, return to your Project Home Page.


Import Subcontractor Change Orders If the import file contains a subcontract change order that already exists in Textura, Textura will reject the record as a duplicate.

To Import Subcontractor Contract Change Orders, follow steps 1-4 listed above.

The Subcontractor will need to allocate the Change Order(s). There is no further action for the general contractor.

To view The Subcontractor Contract Change orders, return to the project home page, and click on Show Subcontract Change Orders link:

Import Prime Contract Change orders: If the import file contains a Prime Contract Change Order that already exists in Textura, Textura will reject the record as a duplicate.

To Import Prime Contract Change Orders:

1. From the Project Homepage, select Import Accounting Info under the Interfaces tab:


2. Select Prime Contract Change Orders radio button from the Import Account Information Screen.

3. The system displays a status message notifying you that the Prime Contract Change Order has been created:


4. Return to the Project Home Page and you can view the imported Prime Contract Change Orders. Click on Show Prime Contract Change Orders link.

Notice that the SoV/Subcontracts menu is red, notifying you that you now have unallocated Change Orders.

5. Click the red SoV/Subcontracts menu and select Edit Schedule of Values (Unallocated Change Orders).


The system displays the Edit Schedule of Values page.

6. You may add a new line to the budget as illustrated below or you can allocate the change order to one or more existing line items.

7. Enter the values in the far right-hand column until you have completely allocated the change order. The total value of the change order will be displayed in black below the far right column with the red change order title. Remember to Save Changes.

8. The system displays a Status page notifying you that the budget for General Construction has been saved.


4. Export and Import Textura Invoices

Introduction Invoices are entered and approved in Textura. Invoices MUST be approved before they are available to export.

To Export Approved Invoices:

1. From the Draw Homepage, click the Export Subcontractor Invoices link under the Interfaces heading.

2. The Generate Invoice page is displayed, listing the Subcontractors and their Vendor IDs. Click the Generate Invoice File button.


3. The Invoice Report is displayed, listing the Vendors, Draw number, Invoice Number, Date and amount.

Click on Download CSV File button

4. Click Save to Disk and then OK


Import Textura Invoices into Maxwell

Introduction Vendors/subcontractors will enter invoices in Textura. After they are approved and exported from Textura, they are imported into Maxwell. Imported records with duplicate invoice numbers (invoice number already exists for a vendor) are rejected by Maxwell. To Import Textura Invoices: 1. Click on DataLINK Plus folder:

2. Click on Import Data in DataLINK. The Import Data Screen displays:


3. Click in the Destination Box and the Import Destination List displays:

4. Select AP3 for A/P Vendor Invoice Import and select TEXTURAH or TEXTURAD for the format:


5. Next Select the Invoice File to be imported:

Report and Update Validation (Invoices) To validate the invoice files imported correctly:

1. Select Report and Update in DataLINK, the Report and Update screen displays:



3. Select AP3 (Invoices) from the list:


4. Select TEXTURAD in the format code and check the All Batches box:

Posting Invoices To post Invoices into Maxwell:

1. Select Purchase Journal. For detailed information on posting invoices, please see Maxwell user guide.


5. Export Payments from Textura Payments are authorized and disbursed in Textura. Funds MUST be disbursed for payment before they are available to export. To Export Payments from Textura: 1. From the Draw Homepage, click the Export Payment Report link under the Interfaces heading:

2. The Generate Payment page is displayed, listing the Subcontractors and their Vendor IDs. Click the Generate Payment File button.


3. The Payment Report Page is displayed listing the Project number, Vendor, Draw Number, ACH check number, payment date and amount.

Click the Download CSV File Button.

4. Select Save to Disk and then OK.


Import Textura Payments into Maxwell To Import Textura Payments: 1. Click on DataLINK Plus folder:

2. Click on Import Data in DataLINK. The Import Data Screen displays:



4. Select AP5 for Payments and select TEXTURA for the format:


5. Select the Payment File to be imported:

Report and Update Validation (Payments) To validate the payment files imported correctly:

1. Select Report and Update in DataLINK, the Report and Update screen displays:



3. From the Report and Update Screen, select AP5 (payments) in the Destination field:


4. Select TEXTURA from the Format Code field and check the All Batches box:

Posting Payments To post Payments into Maxwell, select A/P Check Register. For detailed information on posting payments, please see Maxwell user guide.

Documents

Textura Maxwell Integration Manual · Textura-Maxwell Integration Manual 2 ... change order will be displayed in black below the far right column with the red change order title