Company Screen Field Reference

General tab

FieldDescription
GL StructureClick to select the general ledger structure for the company.
  • Company Only: Divisions cannot be associated with the company. The company operates with a single balance sheet. When you select a Company Only GL structure, ProContractor creates a single corporate division with the division code 0000. The corporate division is entered automatically in all Division fields throughout the application.
  • Company with Divisions: Divisions can be associated with the company. A division is a business unit within a parent company that operates with its own balance sheet. When you select a Company with Divisions GL structure, ProContractor creates a corporate division with the division code 0000. You can add more divisions on the Division screen.
Doing Business AsIf the company uses a different business name for remittances, enter that name.
CountryClick to select the country in which the company exists. This is critical information used in tax calculations.
PhoneEnter the main phone number for the company.
FaxEnter the main fax number for the company.
E-mailEnter the main e-mail for the company.
Web PageEnter the address for the main Web page for the company.
Use Sequential Numbering for all AR InvoicesSelect the checkbox to enable automatic sequential numbering across all accounts receivable invoices (contract invoices, manual time and material invoices, generated time and material invoices, and customer invoices).

If the checkbox is not selected, automatic sequential numbering is enabled only across time and material invoices.

Next AR Invoice NumberDisplays the next system-generated accounts receivable invoice number for the company. If needed, you can modify the number to use as the next system-generated accounts receivable invoice number for the company.
Note: The next AR invoice number is automatically updated whenever an accounts receivable invoice with a system-generated invoice number is saved.

When an invoice is deleted, its invoice number will not be included in the AR invoice numbering sequence. However, you can manually assign the invoice number if needed.

StatusClick to select the status of the company.
  • Active: Company is available for use and appears in lookup lists.
  • Inactive: Company is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
MemoEnter any comments or notes about the company.
Non-Taxable AuthorityEnter the code of a tax authority with a 0% tax rate for non-taxable transactions or click to select a tax authority from a lookup list.
Note: ProContractor uses the Non-Taxable Authority when creating the invoice for a vendor pre-payment.
Current Year Earnings AccountEnter the general ledger account for current year earnings or click to select the GL account from a lookup list. If you enter an account that doesn't exist in ProContractor, a GL retained earnings account is created automatically.
Payroll CountryClick to select the country in which payroll will be processed.
Federal ID

Enter up to 15 alphanumeric characters for the Federal ID for the company.

For the United States, this is typically an Employer Identification Number (EIN), although it can be a Social Security Number (SSN) for an unincorporated business that is owned by one individual in certain circumstances. The typical formats for these are:
  • EIN - XX-XXXXXXX
  • SSN - XXX-XX-XXXX

For Canada, Viewpoint recommends that you use the business number applicable to federal sales tax because the number entered here is the default Payer Account Number printed on the T5018 slips.

Enter the Federal ID in the appropriate format (including the dashes). It will appear throughout the application as you enter it here.

Default Tab ColorSelect the Default Tab Color checkbox to use the default color on the tabs and borders for screens using this company.

To enable the Color field, clear the Default Tab Color checkbox. Click to select the color for the screen tab and border. They appear in the selected color when the company is the active company.

Note: Screens that are not associated with a particular company use the default color for the tab and border.
Company LogoClick Attach to attach a company logo, which will appear on printed reports and checks. The company logo must be in JPG, PNG, or BMP format. A thumbnail of the attached logo displays next to this field. Click Detach to remove an attached logo.
Tip: For best results, use a 1280x1024 image.

Additional tab

In the Additional tab, enter the main address of the company. Click to copy the main address to the Windows clipboard. Click to view the location using Google Maps.

For companies based a state that has electronic filing requirements for certified payroll reporting, complete the Certified Payroll section of the Additional tab.

Tip: Select the country first so that the appropriate jurisdictions are available.
FieldDescription
Street 1Enter the first line of the street address for the company.
Street 2Enter the second line of the street address for the company.
CityEnter the city for the company.
StateClick to select the state or province for the company.
ZipEnter the ZIP code or postal code for the company.
CountryClick to select the country for the company.
Certified Payroll
Contractor's License NumberEnter the contractor license number for the state in which the company resides.
Specialty License NumberIf licensed as a specialty contractor, enter the specialty license number for the state in which the company resides.
Self-Insured Certificate NumberIf the company is self-insured, enter the self-insured certificate number.
Tip: If there is a different number for each project, you can specify this value at the project level. If specified, the project value overrides the company value .
Workers' Compensation Policy NumberEnter the workers' compensation policy number
Tip: If there is a different number for each project, you can specify this value at the project level. If specified, the project value overrides the company value .

Email Settings tab

In the Email Settings tab, enter server settings that enable ProContractor to send emails from functions that support SMTP protocol.

FieldDescription
SMTP Server AddressEnter the address of the SMTP server (for example, smpt.office365.com). You can enter up to 256 characters.
Tip: The SMTP server handles the email delivery process.
Note: If you are using ProContractor in a ProContractor Cloud environment, this value is hard-coded, so the field is disabled.
Server PortEnter the port number that your SMTP server uses for email. If left blank, ProContractor uses port 587.
Tip: The port is the communication endpoint of the server that is assign to the email process.
Note: If you are using ProContractor in a PCC environment, this value is hard-coded, so the field is disabled.
Use Secure ConnectionSelect the check box if your email provider requires authentication prior to sending emails.
Function grid: Each row in the grid is a function that supports SMTP email.
FunctionDisplays the name of a function that supports SMTP email. Currently, only the View Payroll Check Log function supports SMTP email.
Allow SMTP EmailingSelect the check box to allow SMTP emailing from the function.
From Email AddressEnter the email address that appears as the "From" email address on emails sent from the function. Enter the address in the following format: name@domain.com. This field is enabled only if the Allow SMTP Emailing check box is selected.
Tip: You may want to consider either or both of the following:
  • Setting up a dedicated email address on your SMTP server to be the "From" email address.
  • Specifying an infrequent password expiration (or no password expiration) for the from email address so that you do not need to update the password in the application.
Note: If your "From" email address is a Gmail, Hotmail, or Yahoo account (or an account from a similar provider), you must edit your account and turn the "Allow Less Secure Apps" setting on. After enabling this setting in your email account, be sure to use the Test button (described below) to test your setup
User NameEnter the name to use on emails sent from the email address for this function.
PasswordIf a password is required to send emails from the SMTP server, enter the SMTP password.
Important: When the password expires on the SMTP server, you must update the password specified here. You may want to consider a less frequent expiration period for the password (for example, once per year) or no password expiration.
Note: If you are using ProContractor in a PCC environment, this value is hard-coded, so the field is disabled.
TestClick the Test button to verify that the information entered is valid and that an email can be sent.

Binder tab

This tab contains the following sub-tabs:

  • Binder sub-tab
  • User-Defined Fields sub-tab
FieldDescription
Binder sub-tab: If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs.

Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items.

Click to add a row to the grid; to delete the active row from the grid.

Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs:
  • From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment.
  • From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.
Reference Existing Binder ItemIf a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item).Click Reference Existing Binder Item, select the binder item you want to reference from a lookup list, and click OK.
OpenYou can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.

E-mailYou can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.

Binder grid
SelectSelect the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.
Binder Item TypeEnter the binder item type or click to select the binder item type from a lookup list. The binder item type determines the various behaviors of binder items.
DescriptionEnter a description of the binder item.
DateInitially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a date picker.
SharedSelect the checkbox to make this binder item available for reference throughout the application.
Attachment ValueEnter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment TypeDisplays the file type for the attachment.
Attachment MethodDefaults to the last attachment method used. Click to select the method to use for the attachment.
  • Link: A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail.
    Note:
    • If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system.
    • If you delete the attachment file from the file system, the link is broken.
  • Embed: An embedded attachment is stored within the application. You can set an embedded attachment so that it can be shared. Sharing an embedded attachment allows other users to reference it in other records. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record.
    Note:
    • If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded.
    • If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available.
StatusClick to select the status of the binder item.
OwnerBy default, ProContractor displays the current user ID. If needed, enter the ID for the binder item owner or click to select the owner from a lookup list.
Reminder DateEnter the date for the reminder for the binder item or click to select the date from a date picker. ProContractor uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
NotesEnter any comments or notes about the binder item. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Inactive DateIf the status is Inactive, enter the date the binder item became inactive or click to select the date from a date picker.
PriorityClick to select the priority of the binder item.

Source Type Grid: When you click to display the card view, the Show All References button appears. Click it to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source.

Click to add a row to the grid. Click to delete the active row from the grid.

When you add a binder item to another source using the Source Type grid, the binder item is automatically shared.

Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.
Source TypeEnter the type for the source to which you want to add the binder item or click to select the source type from a lookup list.
Source AreaDisplays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
SourceEnter the code that identifies the source to which you want to add the binder item or click to select the source from a lookup list.
Source NameDisplays the name of the source.
User-Defined Fields sub-tab: If any user-defined fields exist for this function, this sub-tab appears. You can create user-defined fields to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.