Automated Client Receipts in PROCAS author avatar

Entering receipts in PROCAS

Entering client receipts has been made easier than ever with our new Record Client Payments process. This process starts with a selection screen of what bills are outstanding, followed by the generation of a cash receipts journal transaction to record the amount of cash received in your bank account.

If you have experience paying vendor invoices using PROCAS, you should be familiar with the touch and feel of the new receipt forms. If not, follow along with the detailed breakdown below.

 

Recording Client Payments

To access Record Client Payments, go to Accounting --> Accounts Receivable --> Record Client Payments.

Record Client Payments in PROCAS

If you are using our integrated invoicing process for billing, or are recording revenue transactions manually, this screen will show you what bills need to be collected.

By default, the populated lines will only show outstanding amounts recorded against receivable accounts. If a receivable has already been collected and recorded, it will not appear.

Bank Payments PROCAS

This detailed information will update when you select the "Search" button and can be filtered by Receivable Account, Client, and Task.

Because there is only so much space here for a screenshot, I spliced the above image into the two key sections:

 

1) Descriptive Journal Information

AR PROCAS

Most columns in the first half of each row are read-only and provide descriptions for the Client, Payment Method, Account, Task (WBS), Transaction, Transaction Date, Invoice Number, and Invoice Date for each entry recorded in the system.

Select the checkboxes on the furthest left column to process the payments you have received from your client(s).

Tip 1 - You can filter or sort by each column to help find the receivable you are looking to process.

Tip 2 - You can "select all" or "deselect all" checkboxes simultaneously using the checkbox in the header.

 

2) Payment Amounts

A/R PROCAS

Once you've selected the entries to relieve, it's time to determine how you would like to apply the cash received from your client(s). These columns on the right side of the form are more interactive and are broken down as follows:

Invoice Amt - The original invoiced amount recorded on the sales journal. (Read Only)

Open Amt - The remaining balance open to be received (Read Only).

  • This amount is original invoice amount less any payments already received.

Payment Amt - The amount of cash received (Editable).

  • Defaults to the Open Amt.
  • Should be overwritten if a different amount of cash was received from your client.

Remaining - The remaining balance of the Open Amt less the Payment Amt entered today (Read Only).

  • This amount will most often be $0.00.
  • If this amount is not $0.00,
    • Do nothing, this balance will remain in your AR for your client.
    • Proceed to one of the following checkboxes: Write-Off or Reclass.

Write-Off - If selected, the Remaining Amt will be written off to your default write off account.

  • Example 1 - If you do not expect to collect the remaining amount, write it off to 9803000U - Bad Debt
  • Example 2 - If you collected slightly more than expected, and your client does not expect you to record the difference to unearned revenue, write it off to 49000000 - Other Revenue (Immaterial)

Reclass - If selected, the Remaining Amt will be reclassed to your default reclass account.

  • Example 1 - If you received too much cash from your client, reclass to unearned revenue account 2600 - Advances from Customers on Contracts
  • Example 2 - If you do not expect to collect the remaining receivable for an unknown amount of time, reclass to 1240 - Accounts Receivable - Doubtful Accounts

Once the Payment Amts have been determined for each payment being received, proceed to the "Next" button in the bottom right-hand corner of the screen.

 

Processing Receipts

Once you've selected the receivable entries to be relieved, the next step is to process these receipts.

Accounts Receivable PROCAS

Payment Date will default to today's date. The Cash, Write-off, and Reclass accounts will auto-fill with your Default Accounts established under Setup --> Account Structure --> Default Accounts. These default accounts should be established before processing receipts.

You may overwrite any of these defaults if needed, and add a Cash Receipt Transaction Description if you'd like a header description to be added to the final journal entry transaction(s).

You also have the option to create one journal entry transaction for the receipts received, or multiple broken out by client, task, or invoice. We recommend creating a receipts journal transaction for each deposit recorded by the bank.

  • Example 1 - If checks are received by multiple clients and recorded on one bank deposit slip, then one cash receipts journal transaction should be recorded.
  • Example 2 - If payments are received by separate EFT or ACH deposits, then multiple cash receipts transactions should be recorded.

Recording one transaction per bank deposit will simplify the Bank Reconciliation process. Select the "Next" button to proceed to the Transaction Preview screen.

 

Cash Receipt Journal Preview

Bank Deposit PROCAS

The final step in the receipt process is the preview screen to create your entry. This screen displays your total Cash Balance as well as Total Payment Received per bank deposit. You can add descriptions by line item if preferred, or select "Back" if any information looks incorrect.

If everything appears in order, select "Create" to create your Cash Receipts Journal Transaction(s).

 

Cash Receipts Journal Transaction(s)

Cash Receipt Journal in PROCAS

Congrats, your cash receipt journal entries have been created in PROCAS! To access them, go to Accounting --> Accounts Receivable --> Cash Receipts Journal. If you need to modify your entries in any way, they can be edited on this screen.

For further assistance using Record Client Payments, you can reach out to us at consulting@procas.com.

Using PROCAS Mobile Time - Part 1 author avatar

PROCAS Mobile Timekeeping on iOS

PROCAS has recently released a new mobile friendly timekeeping system! Whether you’re Team iPhone or Team Android, all users will get to utilize the new timekeeping system with the same mobile friendly end user experience.

PROCAS Mobile Timesheet - iOS and Android

To clarify, this is NOT a mobile application, but rather a mobile friendly web application.

  • When you access it via your smart phone or tablet, the system will be aware of the device and adjust accordingly.
  • Because this is not a natively installed mobile application, you will always have the most up-to-date version of our software and will not have to worry about routinely updating your timekeeping application or operating system on your mobile device.

For instructions on how to login to your PROCAS timesheet on a desktop or laptop computer, please click here.

Otherwise, follow along to engage in our new mobile timekeeping process in 2 parts:

  • Part 1 - Login and Setup (Below)
    • Logging into PROCAS Mobile Time
    • Creating a Web Shortcut or Bookmark
    • Additional Login Notes

Logging into PROCAS Mobile Time

The link for our mobile timekeeping web application can be found here.

The link for the login screen is the same as the link for the desktop version of the timekeeping system. You will be automatically redirected to the mobile optimized version of the timekeeping system, which should appear as follows:

PROCAS Time Login Screen on Phone

We highly recommend bookmarking this login screen to your phone's web browser or setting it as a web shortcut for easy access. Help for creating a web shortcut is broken out by device type:

Web Shortcut - Apple Devices (iOS)

The steps for creating a web shortcut on Apple devices are as follows:

  1. On PROCAS Mobile Time, select the "More Options" icon
    1. iPhone - Bottom of screen
    2. iPad - Upper right-hand corner of screen
  2. Scroll to the right and select "Add to Home Screen"
  3. Name shortcut and hit "Add"
  4. Shortcut now available on "Home Screen"

PROCAS Timesheet on Apple iOS    PROCAS Time on Apple iOS

iOS Web Shortcut - Add    PROCAS Timekeeping Web App on iOS Apple

Tip - Leverage iOS' security features such as facial recognition, fingerprint, and/or pin code to store your PROCAS username and password for easier future use of the shortcut.

Web Shortcut - Android Devices (Google Chrome)

To create a web shortcut through Google Chrome on Android Devices, follow this step by step process:

  1. On PROCAS Mobile Time, select the "More Options" hamburger icon
  2. In the upper right-hand corner of the options, select "Add Page To"
  3. Add the current webpage to "Home Screen"
  4. Name shortcut and hit "Add"
  5. Shortcut now available on "Home Screen"

 

PROCAS Timekeeping on Android   Adding Procas Time Shortcut on Android

Add PROCAS shortcut to home screen   PROCAS timekeeping shortcut on Android

Final Web app shortcut for PROCAS Timesheet on Android

Additional Login Notes

Once your shortcut is saved, go ahead and proceed to login with your assigned username and password.

Note 1 - If you have access to multiple companies, you will first need to select which company you are attempting to log into before accessing your timesheet.

Note 2 - If you do not know your username or password, please refer to this prior post with steps related to obtaining that information, or reach out to your system administrator. However, you can always reset your password from this screen if you know the email assigned to your account. 

Note 3 - If you prefer to operate in the desktop version of the timekeeping system, please select the link "Switch to Desktop" (red arrow) under the hamburger menu (orange arrow) when logged into the system.

PROCAS Time Additional Options

Once logged in, you should proceed to a screen that looks similar to the screenshot of a timesheet in the next section - PROCAS Mobile Time Overview.

To Continue to Part 2, please click here -->

Using PROCAS Mobile Time - Part 2 author avatar

For information related to logging into PROCAS Mobile Time, click here for Part 1.

PROCAS Mobile Time Overview

Once logged into the system, your timesheet will populate for the current day, with your default charge codes on display. An example can be seen below, which will be broken down piece by piece.

PROCAS Mobile Timekeeping on iPhone and Android

PROCAS Mobile Time Header

The timesheet header provides context to what is being presented in the body of the timesheet, as well as functional buttons for navigating throughout the system:

 Hamburger Menu for more PROCAS Timesheet options - Hamburger Menu 

  • Allows the end user to enter today's time, see their timesheet summary, submit their timesheet, or log out.
  • See below section Other PROCAS Mobile Time Options for utilizing these additional functions.

 Pay Period Icon for changing periods in PROCAS Time - Pay Period

  • Displays current pay period and allows for the end user to toggle to any prior open period.

Pay Period End Date in PROCAS Time - Pay Period End Date

  • Displays when the current pay period ends for the end user to see when they have to submit their timesheet.

Total hours recorded on a PROCAS Timesheet on phone - Total Time for Current Day

  • Sums up the hours recorded on the current day for a total across all used charge codes.

Date range slider on PROCAS mobile devices - Date Range Slider

  • Allows end user to scroll left or right across days of the available pay period with the touch of a finger.

Sort and Filter options on PROCAS Time for mobile devices - Sort & Filter Functions

  • Sort - Toggle controls end user's preference to sort their timesheet by charge code or by charge code description.
  • Filter Box - Text box limits what charge codes end user sees by typing in specific words or phrases. Helpful for searching for specific codes or descriptions from the available list of charge codes.

 

PROCAS Mobile Time Detail

The timesheet detail provides available charge code information as well as the ability to enter daily time. This section describes important aspects of using a DCAA compliant timekeeping system and passing DCAA timekeeping audits. 

Consolidated charge code for PROCAS Timesheets - Consolidated Charge Code

  • Charge code description example in PROCAS time - Charge Code Description
    • Describes the contract/task for which work is performed.

  • Charge code detail example in PROCAS Timekeeping - Charge Code
    • Concatenation of Account, Task, Labor Category, & Pay Code (see breakdown below).

  • Hours recorded for charge codes in PROCAS time - Hours Recorded
    • Total hours recorded for each charge code.
    • To add/remove/modify time, please select the number of hours recorded.

  • Drop down carrot to expand charge code detail in PROCAS Time - Drop Down Carrot
    • Expands the consolidated charge code screen into the expanded view below.

Expanded charge code in PROCAS Timekeeping - Expanded Charge Code

Established by accounting staff, the codes below are combined to make up the overall charge code.

  • Account - Type of labor performed, either direct (for a contract) or indirect (fringe, overhead or G&A)
  • Task - Contract/project being completed at the work breakdown level
  • Lbr Cat - Type of work performed for the contract, signified by a labor category
  • Pay Code - Type of pay due to the employee (regular, overtime, straight-time overtime, leave without pay, etc.)

Adding time to PROCAS Timesheet - Add Time

  • Shows all available charge codes for the end user to select when inputting time.
  • Only charge codes marked as 'default' will appear on the timesheet upon logging into the system.
    • All other available charge codes will need to be picked using this button.
    • To change your 'default' charge codes, you must access your timesheet via the desktop version of timekeeping.

 

Entering Time

Entering time in our new mobile optimized software can be done two ways:

1) Default Charge Codes - Simply select the hours    on the appropriate charge code.

2) Other Charge Codes - Must select the    icon to find all other charge codes not marked as default. Find the appropriate charge code in this list and select the description    in the title.

Both options will lead to the below screen for time entry.

Entering time in PROCAS Timekeeping on a phone or mobile device

On this screen, you will see the following two informational pieces:

Remaining hours on PROCAS Timesheet charge code - Remaining Hours on Project/Contract

  • Budgeted hours set by administrative staff less hours already recorded against charge code.
  • Hours remaining for employee to use for each charge code.

Authorized Dates on PROCAS Timesheet charge code - Authorized Dates to charge against Project/Contract

  • Dates set by administrative staff for which employees can record time against charge code.

And will have the following two functions to complete time:

Where to record hours on PROCAS Timecard - Hours Input

  • Select this box and enter time worked for the day.

Where to record comments on PROCAS Timecard - Comments

  • External - Optional comments for administrative staff to use on documentation being sent out of the system.
  • Internal - Optional comments for approver to see specifics related to the work being performed.

Once hours (required) and any comments (optional) have been entered, select Save to record time on your timesheet. This process can be done for as many charge codes as needed per day.

Audit Trail of Changes

If previously entered hours or comments are changed or deleted, the system will require that the user add a reason for the change/deletion. This reason and the change/deletion are then added to an audit trail, which is available for supervisors, managers, and auditors to see.

 

Other PROCAS Mobile Time Options

By selecting the hamburger menu in the upper left hand corner, the end user will be presented with the following options:

Additional options for PROCAS Timesheets on phone or mobile device

1) Enter Time - If selected, user will be taken to today's time entry screen.

2) Timesheet Summary - Once selected, user will be presented with an expandable date view for time entered for each charge code (see below screenshot under Submit Timesheet).

3) Submit Timesheet - This menu presents the user with the view referenced in Timesheet Summary with the addition of a submit button at the bottom, which allows the user to submit their overall timesheet for the current pay period selected.

Summary view of time entered in PROCAS Timekeeping on phone or mobile device

Once the submit button is selected, a notification screen will pop up to confirm that the time entered for the period is true and accurate.

Submitting time in PROCAS timekeeping on phone or mobile device

At this point, the user will confirm that they want to submit their time, or if they need to make any adjustments.

4) Switch to Desktop - If selected, the user will be switched over to the original desktop version of PROCAS Timekeeping. This option is recommended if the user is looking for a menu option that is not yet available in PROCAS Mobile Time.

5) Log Off - If selected, the user will be completely logged out of the system.

  • Additional ways to log out of the system include:
    • Closing out of your web browser
    • Sitting idle on the timekeeping screen for 60 minutes.

Note - Letting your phone go to the lock screen should NOT log you out of the system unless you have hit the timeout limit.

 

Additional Help

For any additional feature requests, please submit emails to feedback@procas.com.

As always, operating DCAA compliant timekeeping software not only incorporates the software itself, but how it is used. Please be sure to check with your administrative staff for an explanation of how your policies and procedures align with our government contract timekeeping system.

PROCAS has Achieved a SOC 2 Type 2 Report author avatar

PROCAS invests in establishing and maintaining currently recommended security practices to make sure your data stays safe. Today, we’re excited to share a milestone achievement in our continuous improvement process! PROCAS has achieved the AICPA Service Organization Controls (SOC) 2 Type 2 report with an unqualified audit opinion.

In addition to our SOC 2 Type 2 report, we also have a SOC 3 Type 2 report available for download from our website. The SOC 3 report provides a summary of the SOC 2 Type 2 report.

Current clients can access a copy of the PROCAS SOC 2 Type 2 report after signing a nondisclosure agreement. For more information related to this report, please reach out to your PROCAS consultant.

What is SOC Compliance?

Businesses are increasing the outsourcing of basic functions such as data storage and access to applications to Software as a Service (SaaS) providers and other service organizations. The importance of having a standard assessment and reporting process for internal controls has become increasingly important.

For many, SOC 2 is considered the benchmark for security compliance for Software as a Service (SaaS) companies in the US. SOC 2 requires companies to establish and follow strict information security policies and procedures, encompassing the secure protection of customer data.

Our Focus on Your Security

Our 2019 SOC reports provide assurance that PROCAS is complying with the standards of the AICPA guidelines. To achieve the unqualified opinions of our SOC reports, PROCAS has implemented and maintains policies, procedures and processes to comply with these security controls to protect the important data that our clients have entrusted to us. The audit demonstrates that the controls are defined adequately, and they are operating effectively.

These controls cover the topics and operational practices like logical and physical access management, data storage and recovery, encryption, change management, vendor management, incident management, detection and response, security and privacy awareness training, organizational management, and personnel security.

We’re proud of this milestone, but we recognize that security is an ongoing effort. Our information security program is constantly focused on providing the highest level of delivery for PROCAS Accounting Solutions Software.