Cash Analysis Procedure

Cash Analysis


1. Print the Timberline Cash Analysis Report

A cash analysis is performed in order to select invoices for payment. Cash analyses are performed for invoices to be paid on a weekly basis and when draws have funded. Timberline reports each require several minutes to download. Be sure to allow enough time to run the reports, perform the cash analysis and meet the deadline. The deadline for submitting cash analyses is 2:30 PM daily.

A. Enter the Timberline Accounts Payable module.
B. From the menu bar, select “Reports,” then “Circulated Reports” and “Cnst Invoices w/Cut-off Date” from the drop-down menus.
C. Enter the Company number + Job number.
D. Select “Start” to send the document directly to print or select “Print Preview” if you wish to view it on your screen first.


2. Review the Report

Decide which invoices to pay. How:

A. Review the AP Trade Balance located in the upper right corner of the form. This is the total of open invoices listed on the report.
B. Review the AP Retention Balance, especially if paying retention. Retention does not show as a separate line item. See the Retention column of the original invoice number for retention balances.
C. Review the CM Register Balance. This is the current amount of funds available in the cash account. Maintained the cash account of a current project with no less than $10,000. Consider whether an advance is required in order to maintain an appropriate account balance when selecting weekly invoices for payment before the next draw funding is received.
D. Choose invoices to be paid.


3. Approve Invoices for Payment

A. From the menu bar, select “Tasks,” then “Approve Invoices” from the drop-down menu.
B. Click the “Job” button.
C. Select “Ranges” and type the Company number. Highlight by clicking on it with the mouse or pressing the Enter key. Click “OK” and “Start.”
D. Open invoices display. Choose invoices to pay and Click “Approve.” Click “OK” and “Close” when finished.


4. Print the Timberline “RFP Review-Prop” Report

A. From the menu bar, select “Reports,” then “Circulated Reports” and “RFP Review-Prop” from the drop-down menus.
B. Enter the Company number.
C. Select “Print Preview.” It is not necessary to print this report, which takes several minutes to upload to your screen.
D. Double-click the total in the Accounts Payable Amount column. The report displays invoices that have been approved for payment in step 3 above. An Adobe .pdf icon should be present for all invoices. It signifies that the invoice has been scanned, and that it exists in CIS as well as Timberline. If the .pdf icon is not present for an invoice, see the project’s Accounts Payable Coordinator to determine why.
E. Print the report.


5. Compare the Cash Analysis and “RFP Review-Prop” Reports

The “Balance Minus Retention” total of the Cash Analysis report should match the “Approved Amount” total of the RFP Review report. Provide an explanation for any variance that may occur between the two reports. The explanation should accompany the Request for Payment when it is submitted for approval.


6. Print the Timberline “Request for Payment – Job” Report

A. From the menu bar, select “Reports,” then “Circulated Reports” and “Request for Payment - Job” from the drop-down menus.
B. Enter the Company number + Job number.
C. Select “Start” to send the document directly to print or select “Print Preview” if you wish to view it on your screen first.
D. Check the total. It should be the same as on the other two reports.


7. Submit the Request for Payment

A. Sign and date the Request for Payment. Indicate whether the Request for Payment is for weeklies or for a draw funding.
B. Perform a draw funding reconciliation to account for all invoices which were included in the draw if the Request for Payment corresponds with a draw funding. The reconciliation is located in the draw workbook. It should accompany the Request for Payment, as well as a copy of the confirmation e-mail of the draw funding.
C. Attach the Timberline Cash Analysis and the RFP Review-Prop reports.
D. Submit cash analyses to the Administrative Assistant for further processing by 2:30 PM.