- ABN (Australian Business Number) – All Australian businesses have an ABN Australian Business Number or if foreign owned, an ARN Australian Registration Number (11 characters long)
- Account – A formal record that represents a single aspect of business such as money, assets and resources.
- Accounts Control 241 – (See Accounts Control 243)
- Accounting – The process of recording and reporting financial transactions.
- Accounting Date – The date applied to the transaction for accounting recognition.
- Accounts Control 243 – This control changes the way Muli automates the accounting processes and should be thoughtfully applied. This is a 2-character control.The first position indicates the Contract type, ie: what is the basis of contracting for the project and this controls the rules Muli applies with the accounting and reporting processes.V = Invoice
The Contract Value is equal to the value of invoices raised dated prior to accounting end date. This would not be used if any form of Variation Management is applied to the project. Automatically updates the Adjusted Contract Value. “Do and Charge” supply of goods type work.L = Lump Sum
Traditional Lump Sum Contracting where you contract an agreed Sum of money to complete an agreed Scope of Work that may be adjusted by agreeing Variations.C = Cost Based
There are a large number of Contracts that fall into this category, where a portion of the contract is “Reimbursement of Actual Costs”. However, there are usually other parts of the contract that are at Contractors Risk. Hence, a cost based project will usually be associated with a Management project for managing the fixed portion which includes agreed fees.
Claims are based on Cost Report and fixed fee elements budget in allocations 1150 to 1159. These projects do not have Project Contribution.M = Management Fee
This project type is used in conjunction with Cost Based. No income is usually received directly by project. Income is normally received via Journal allocations 1150 to 1159 (Not Project Income).
The fixed fee items are then budgetted in normal allocations.
This project would have project contribution.S = Small Jobs
This project is used to manage that part of the business where a number of Small Jobs are undertaken, usually less than one month in duration. Allocations 2001 to 6999 allow for a maximum of 5000 small jobs per project. Also, common reserves for the small jobs may be budgetted in allocations 1000 to 1999 and 7000 to 9998.R = Responsibility/Profit Centre P/L
This is a special project type numbered CP999YY, where YY = financial year.
Generally uses allocations 1800 to 1999.
The role of this project for companies that assign managers to Profit Centres to enable the production of individual Profit Centre Profit & Loss (not Balance Sheet) and allow consolidation of multiple profit centres and overhead P & L for an extended company report.The Second position indicates Project Operational Status.A = Active
The Project is ActiveB = Budget Frozen
The project has been passed from Estimator to the Project Manager with Management agreeing the goals. The prevents the Budget being adjusted except by Budget Journal whcih will leave an audit trail.C = Completed
The project is financially complete.
The Muli test that will stop you putting in a Completed status is:
Adjusted Contract = Invoice to Client = Received from Client = Approved for payment (includes project contributions) = Paid , and Retention = 0 and project last transaction date is before today.
F = Finished
This status is applied by Muli process when you process a financial year end after the last transaction date. This stops recording project history and reports.
G = General Ledger
This is a special project PZYY000 created by the system each financial year to record all transactions and produce company reports. Only Overhead projects are allowed in Profit Centre Z.
T = Template Project
These are special projects used as a starting point / checklist for setting up the various project types.
ZZ99xxx are Muli created templates
ZZ98xxx are User modified templates
No real costs or income may be applied to these projects.
- Account Name
- Account Number
- Accounting Period – The time period of when financial statements are prepared. Most accounting periods are calculated on a monthly, quarterly or yearly basis.
- Accounts Payable – Accounts payable by us. The amount owed to suppliers for goods or services, referred to in traditional Accounting as Creditors.
- Accounts(A/C) Processing Point 230
In larger organisations this allows for control of where accounts are processed, ie allocated to project.
- Account Processing RPC
- Accounts Receivable – The amount due from debtors, usually after a sale or service has been completed.
- Accruals – Expenses that have been incurred but not paid, such as salaries or the interest payable on a loan. Estimates of these items should be included in profit and loss accounts and adjusted when the invoice is received.
- Accrual Method – A system used to record revenue and expenses when a transaction occurs as opposed to when cash exchanges hands. When invoices are issued on credit they are subject to tax whether it has been paid or not. The accrual method is used by most businesses (if turnover of closely related entities exceeds $2M.
- Accrued – The value of work done but not approved for payment; i.e. bricks delivered to site – but no invoice processed to approve payment. Generally not processed in Muli, noting that costs may be accrued using [7.3] to support Accounts receivable progress claims.
- ACN (Australian Company Number) – Australian Company Number (9 long)
First company identification process now generally replaced by ABN.
Note: If Trust, different to ABN.
- Active – Project is in Active phase.
- Actual Practical Completion – The date on which practical completion was achieved (in accordance with the terms of the applicable contract).
- Address – Muli uses 3 x 60 character address lines for all external documents. If you have a building name, etc, use the first, otherwise the street number and name should be placed on the second address line. Although we may ask for separate town, state and postcode and country, they are combined as the third address line.
- Address (Project) – The project address appears on most project related documentation such as Purchase Orders, Subcontracts, Progress Claims. This should include relevant delivery information for goods to be delivered to the correct location. If there are special lift access times, this should be referenced with site contact phone and fax numbers.
- Address (RPC-Home) – This address is used in RPC with very limited access, but needed for Tax Advice on Payment declaration forms.
- Address (RPC-Advice) – This address (located 2.4/33/12)is used for notification of personal communications, if empty home address used.
- Address Type
- Revised Contract Value – The original contract value and approved variations.
- Adjusted Finish Date – The adjusted date for practical completion obtained by taking original contract completion date, then adding approved extension of time.
- Adjusted Defects Finish Date – Date which on which a final list of defects may be submitted by the client. When resolved, the builder and subcontractors received the final retention release. Obtained by taking achieved practical completion. (If blank, forecast practical completion + Defect Duration)
- Adjustments (hrs)
- Aging: When accounts receivable are sorted by age. Aging is often used to focus on accounts that are overdue.
- All Risk – Type of Insurance generally referred to as CAR “Contractors All Risk”
- Allocated Budget – The amount of budget allowed for the scope of works being let.
- Allocation – The allocation number in Muli is a numerical coding structure to organise revenue and cost codes. Allocations 0001-0997 are General Ledger accounts; 1000-1150 are reserved for Project Income; and 1500-9997 relate to Project Expense Accounts.
- Alternative Email – This is a secondary email address. For example a home email address for the individual or organisation.
- Photo Amend Type 445
Cropped enhanced time progress
- Amendment – Used to monitor all financial changes in a Subcontract or Order. May also be used to record changes with no $ value. (The head contract adjustment is referred to as a variation.)
- Amendment- committed orders – You can change the value of project review cost and processes by follwing steps below:Click on contract income in 7.1 and click on the date and description row in the screen below order number. That should give you the screen- Order Enquiry report. Press F10- Reactivate. Now go to 6.6 and change value, which creates contract order amendment with amendment figure you just made.
- Amendment Date – Date the amendment applied to Contract
- Amortization – A regular repayment of an asset over a fixed time period. For example, if a $12,000 loan is amortized over one year without any interest, the monthly repayments will be $1,000.
The value applied to transaction.
Note: always excludes GST which is added as a separate step.
- Annual Report – A report for shareholders that includes a breakdown of a company’s annual statements, shareholders and equity cash flows, and any other important financial information.
- Appreciation – When an asset increases in value. For example, if a piece of machinery was purchased for $1,000, but goes up in value to $1,100 the next year, the appreciation is $100. Appreciation is the opposite of depreciation.
- Apply-to Date – When we receive money, we ask for this date (get from linked invoice) to enable Aged AR Report.
- Approval 288
A = Approved as invoiced
B = Approved with credit request processed
D= Delivery document signed
E = Credit required
F = Work partially done – credit request
R = Recommended for payment
S = Recommended subject to Credit
W = Work has been done
- Approver (1-3) – In Muli we allow the allocation of Approvers by project or just use overall RPC authorisations
- Approved Extn Days – The number of worked days to one decimal place. The project Practical Completion is extended as a result of this change as approved by Client.
- Approved (Invoice) – Approved for payment, entered into the accounts payable but not necessarily paid. Includes retention although this is reported separately.
- Approved for Payment – The value of Invoices and Subcontract progress payments approved for payment.
- Approved RPC – The RPC code of the person who approved the Unapproved Invoice.
- Approved to Order (AP) – This is a displayed value confirming the value being applied to the Order approved.
Note: This includes Retention as the retention deducted value is also applied to the Order.
- Approved (Value)
- Approved Value(Variation) – When you have written verification of client agreement to the value of a variation (that you accept) then it should be recorded in Approved Value(Variation). Note: Where you do not agree with a client’s variation assessment, do not update approved value as this implies your acceptance that the approved value is complete. ( At times a client will authorise a % approved to allow claim processing. Muli does not require approved to be updated to claim same and will allow claiming Ballpark or Submitted value in absence of an approved value. Variation for which the client has agreed (and signed) a piece of paper with a Scope of Works and a sum of money – an authority to proceed with a variation is not satisfactory unless it contains an approved $ value.
- Arrears – Bills that haven’t been paid. For example, rent that is three months late is considered three months in arrears.
- Assessing Risk Treatment Options – Where the cumulative cost of implementing all risk treatments exceeds the available budget, the plan should clearly identify the priority order in which individual risk treatments should be implemented.
- Assets – Things of value that a business either owns or is due, such as physical property, money, vehicles, stocks and certain rights.
Fixed Assets include land, buildings, machinery, vehicles and long-term investments that can’t be turned into cash without affecting the day-to-day operation of a business.
Current Assets include cash, accounts receivable and inventory that can be turned into cash quickly.
Intangible or Non-Current Assets include patients, copyright, trademarks, licenses or anything that has value but can’t be touched physically.
- Audit – The process of reviewing financial records to verify their accuracy and completeness. Internal auditing is performed by accountants within an organization while independent auditing is performed by an outside party.
- Aus SCOA – The National Standard Chart of Accounts (NSCOA) is a free data entry tool and data dictionary for charities and other not-for-profit organisations. All Australian governments (Commonwealth, state and territory) have agreed to accept NSCOA when requesting information from not-for-profits. While NSCOA is not compulsory, there are benefits in using it.
- Authorised Allocation – See Allocation.
- Paid To Date (RPC Payroll) – Someone taking Leave may be paid a number of periods in advance, this control restricts the possibility of double pay.
- Authority to Deliver – Generally replaces the foreman’s order book to provide a written confirmation of requests against a bulk order.