Workflow to Transfer Costs and previous claims to Lentune part way through a Project

Suggested workflow to migrate existing Project Costs from a third-party system into Lentune.

When transferring your existing Projects to your new Lentune system, we endeavour to make this process as straight forward as possible for you, while maintaining data integrity.

This process can be divided into two main parts:

Part 1: Transfer costs to Lentune and ensure all costs are correctly accounted for once transferred.

Part 2: Manage ongoing projects and claims in Lentune, ensure continuity and accuracy in billing and project tracking.

Part 1: Migrating Costs to Lentune

1. Select Cutover Date

   • Choose a specific date (e.g., 1st of February) to stop entering costs into the third-party system and start using Lentune. We recommend that you select a date to include the most recent claim for the Project, so that you can duplicate this claim in Lentune and be able to verify that claim values are correct as a double check that you have got all data transferred correctly.
   • Implement a setting in the third-party system to lock down further entries after the cutover date, if this is possible. This will help to ensure that nothing is lost by being entered into your previous system now that Lentune is in use.

2. Export Costs from Third-Party System

   • We recommend that you perform a separate export per project for easier processing and checking. This helps you to keep track of the transfer process and aids data checking for completeness and accuracy.
   • Export the costs from the third-party system from the cutover date onwards. We recommend having the exported data in a format that Lentune can easily import. Refer to this File Format for our suggested file structure.

1. Importing into Lentune

   • Create a dummy supplier in Lentune, e.g. Old Invoices Supplier. (We're bringing in the costs for the Head Contract, and don't need the individual invoice details.)
   • Create the Project and associated Cost Codes in Lentune.
   • To import the costs into Lentune, go into the Invoice Automation > Check screen and from the Actions tab, select Manually add invoice. Drag and drop the file here, select your dummy supplier and click Confirm to import. You can read about importing invoice lines from a spreadsheet here: Import Invoice Lines.
   • Now you can assign the costs to the Lentune Cost Codes. To do this, go into each of the invoice lines of the invoice file that you have imported and check/assign the correct cost code.
   • Confirm the GST/tax codes for the imported lines, and determine if the values you are importing are GST exclusive or not. Additionally, you can check that the labour rates are correct, if applicable.
   • Perform a cross-check between the totals of the imported invoice lines and the exported data. The invoice total should add to the correct value of all lines on your spreadsheet.

2. Invoice Verification and Approval

   • After verifying the invoice lines, either check or approve the invoice to move it to the process screen.

3. Manual Batch Creation

   • Go to the Invoice Automation > Process screen and create a manual batch in Lentune to clear the invoice from the process screen. Refer to Batching and processing invoices manually for more information about this.

4. Completion

   • At this point, the costs have been added to Lentune successfully. To confirm, that the values are correct, you can compare the total of all cost lines that you have exported from your previous system and imported to Lentune by going to Administration > Project and then the Cost Codes tab. The value columns are summed at the foot of this screen. Note that these values are GST/tax exclusive.

Part 2: Managing Ongoing Projects and Claims

1. Contract Setup

   • Set up the Head Contract in Lentune with identical Trade Summary lines as those in your previous system. This facilitates user familiarity. Refer to Add a Head Contract for your Payment Claim for notes on this topic.

2. Cost Code and Contract Line Alignment

   • Align cost codes accurately with the Trade Summary lines in Lentune, reflecting the costs imported in Part 1.

3. Creating the First Claim

   • We recommend that you duplicate the last live claim from your previous system. This gives you the opportunity check that the transferred data is correct and ensures continuity.
   • Verify that the values added are margin exclusive. (This applies to cost-plus claims).
   • Cross-check the total claim value to ensure it matches the claim previously sent to your customer.

Notes and Recommendations

Accuracy and Verification

• Throughout the process, it is important to ensure the accuracy of data and to verify the figures at each step of the process to ensure a smooth transition.

Documentation

• Keep detailed records of each step, especially when dealing with financial data and contractual obligations.

Staff Training

• Ensure that your staff are trained on the new processes and understand how to use Lentune effectively.

By following these steps, you can effectively migrate old costs from another system into Lentune and manage ongoing projects and claims within the Lentune system, ensuring a seamless transition and accurate financial tracking.

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Last updated: 11 January 2024