2019

RJ Petersen & Laura Thrasher

RFMS, Inc.

4/24/2019

ULTIMATE GUIDE: RFMS for Commercial

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Overview

RFMS gives you the tools to managing commercial projects, bids and accounting with the combination of core Management Advantage system and specifically designed modules making available a robust, industry specific commercial management system.

And, because all of the RFMS modules are completely integrated, the need to enter data more than once is totally eliminated. We understand the differences between managing commercial jobs and other types of flooring sales and have used that knowledge to create one of the top commercial flooring software systems available.

Start with the core system which includes accounting, billing, order processing and much more. Then add on the modules that are needed in your specific operation. All of this allows you to customize a commercial package that works the way you want!

The Workflow: Use Measure for Plan takeoffs and creation of layouts, export to Bid Pro to create a bid illustrating actual costs and apply appropriate profit margins. Once Bid is awarded, export Bid to Order Entry along with any notes or documents attached to the Bid. RFMS then captures a Job Cost Base Line illustrating beginning cost and quantities for future reference. Once job is in process, RFMS allows you to progress bill and track retainage.

Agenda

Measure: Learn how to create a takeoff and trace, build the worksheet, and export to RFMS Core Bid Pro: Learn how to adjust margin on a bid, create templates, and copy bids. Order Entry: Learn how to create a billing group, toggle lines to Gen PO, export lines, bill retainage, and explore percentage billing Labor & Materials: Learn how to decipher the WIP reports CMM: See how this module can track a project from bidding through final installation

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Measure Premier (Desktop)

Measure is industry-leading flooring estimation software that follows the workflow of the estimating process. You create precise estimates in only 5 easy steps. Measure can estimate carpet, tile, laminate and hardwood flooring for projects of all sizes. Step 1 – Drop in your blueprint and trace the rooms/areas

As you can see in the above diagram, we have a blueprint for a commercial build out. The rooms were traced over for Measure to do the hard work of estimating the space.

Step 2 -Choose products and Addons

Open the Product List

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Search the database to bring over products from your RFMS database and add these products to your measure project

Step 3

Add the products and Addons to your project

First select your room(s), then click the product dropdown list and select your product and

press OK

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For add ons click the Addon button and add those to your room(s)

Step 4

Click Layout

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Next confirm your layout at the bottom/side of the screen

Step 5

Click Worksheet and Forms

You can create your estimate from here if you would like or export to RFMS using the Export drop down box

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Complete the process in RFMS Online App

Your Quote is now created and ready for more editing or exporting to Order Entry.

CMM The Commercial Project Management version of CMM is designed to help manage and track everything about a multiple-phase project and jobs in the builder and commercial sectors.

• Group together project data to stay on top of everything that happens during a sale process

• Alert the sales person when purchase orders are generated & material is

received • View all records together in the Order History screen related to the order

including purchase orders, installations scheduled, and accounts payable records

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Activity: Create New Project

Goals:

Create New Project

Link Existing Bid to project

Link Existing Order to project

Review Milestone Dates

Add Task to Project

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BidPro

BidPro guides users through the bidding and estimating process by allowing the entry of estimates and estimate templates. Overhead and other factors can be used in the bidding process as well, and may be itemized or entered using a flat dollar amount or percentage. BidPro eliminates the inconvenience and drudgery of doing bidding by hand. With the tools that BidPro provides, become a "bidding pro" right away! Quickly and easily set criteria using simple "point and click" commands, and finish bidding in a fraction of the time it previously took.

BidPro allows the use of Product information for estimating directly from the RFMS Products module. Finally, BidPro integrates with the RFMS Order Entry module, allowing an estimate or template to become a live customer order with the click of one button. BidPro also utilizes the RFMS customer file and credit check features.

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Activity: Open Bid Pro from the Navigator, then search for Bid JE000016 – Vandalay Industries, and open bid.

Activity: Review BidPro Icons

Goals:

Adjust Line GP%

Adjust Bid Total

Copy Line

Goals:

Copy Bid

Designate Bid as a Template

Export to Order Entry

Update cost on tagged bids

Adjust Bid Total

Copy Line

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Order Entry Once you have received the Bid, you will export it to order entry. From here you will generate purchase orders, picking tickets, and work orders, Bill out Orders and more.

Activity: Billing Groups

Activity: Percentage Billing, Partial Billing Partial Billing of customer orders is accomplished by using Billing Groups. The overall concept works like this: (1) an order is entered for the entire job, (2) material and service lines are split and exported to a new order(s), (3) a billing group is created that includes the original order and all new orders, (4) those new order(s) are job costed as they are completed, (5) a billing notice is produced, (6) the original is final billed when the entire job is completed.

Percentage billing allows a portion of an original customer order to be billed by percentage instead of on a line by line basis. When using the Percentage Billing feature, the portion to be billed will be exported to a separate order within a billing group. This process puts a negative line(s) on the original order and creates lines on the new order showing the percentage billed amount

Goals:

Search for Billing Group

Add new job to billing group

Designate Bid as a Template

Export to Order Entry

Update cost on tagged bids

Adjust Bid Total

Copy Line

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Activity: Percentage Billing, Partial Billing

Activity: Toggle Line Statuses

Goals:

Batch Toggle Line Status

Search CG900006

Designate Bid as a Template

Export to Order Entry

Update cost on tagged bids

Adjust Bid Total

Copy Line

Goals:

Export lines to partial bill

Export lines to percentage bill

Designate Bid as a Template

Export to Order Entry

Update cost on tagged bids

Adjust Bid Total

Copy Line

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WIP Labor – Non ERRM With Non-ERRM, to calculate WIP Labor, run the following three reports from Order Entry:

Order Entry - Reports - Provider's Earnings History Calculate prepaid labor and make the necessary adjusting journal entries. Report 1 to calculate prepaid labor:

• Choose the Delivered Status as Undelivered • Choose the Paid Status as Paid • Choose Use Pay Date and select the date from 01/01/80 to the end of the month

you are closing. Select • Select all stores and leave all other fields defaulted

This report reflects labor that was paid in the month being closed for jobs that have not been job costed. Report 2 to calculate prepaid labor:

• Choose the Delivered Status as Delivered • Choose the Paid Status as Paid • Choose the Delivery Date range as the first date of the month following the

month you are closing through the current date. • Choose the Pay Date range as 01/01/80 to the end of the month you are closing.

This report reflects the prepaid labor for the month being closed. This is the labor paid in the current month on jobs that were job costed in the following month. Report 3 to calculate negative prepaid labor:

• Choose Delivered Status as Delivered • Choose Pay Status as Paid • Choose the Delivery Date range as first date of the month to be closed through

the last date of the month to be closed. • Choose the Pay Date range as the first day of the month following the month to

be closed through the current date This report reflects the labor that has been paid after month end on jobs that were closed during the month.

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WIP Materials & Labor – ERRM ERRM adds four WIP End of Month Reports to keep your WIP Materials, WIP Labor, and WIP Percentage billed accounts in balance. WIP Material is debited when a delivery ticket is generated, and WIP Labor is debited when the provider earnings are entered onto the order. Accounts are credited when the order is Booked.

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