Deep Dive Session 2 - Preparation

In the deep dive session 2, we will be building on the core functionality that we reviewed in the first deep dive session.  This session will cover Vendors, Billing Items, Supplier Items, Purchase Orders, and Vendor Selections. We encourage you to review and complete each step below prior to the Deep Dive Session 2.

Step 1: Vendors

Vendors in HBS are any company who you pay to perform a service and/or supply a product.  Your vendors will have access to HBS to view items which they've been assigned.

Step 2: Billing Items

Billing Items are the individual pieces that make up a work order in the homebuilding process. These can include materials being delivered, construction work being performed, installations, or any combination of those tasks. Each billing item helps track the billable items that are associated to each individual work order.

In HBS, managing billing items involves two main steps:

1. Building the Billing Item Library
   This is where you create and maintain a list of all possible billing items that can be used. Think of it as a master list of tasks and materials that might be needed on any project.
   

2. Adding Billing Items to Work Orders
   Once your library is set up, you can select items from it and attach them to specific work orders. This creates the actual billing records for that job, allowing you to track costs, suppliers, and progress.

Learn how to work with billing items here:  

• Creating a New Billing Item
• Updating an Existing Billing Item
• Deleting an Existing Billing Item
  
• Adding Billing Items to a Work Order
• Deleting Billing Items from a Work Order
• Completing a Takeoff

Step 3: Supplier Items

Supplier items are vendor-specific child records of billing items. They store pricing and details that are unique to each supplier, including optional date ranges that define when the pricing is valid. These items are created and managed within the billing item library and become available for use when making a vendor selection on a billing item associated to a work order. 

Learn how to work with supplier items here:  

• Creating a New Supplier Item
• Updating an Existing Supplier Item
• Deleting an Existing Supplier Item

Step 4: Vendor Selections

When making a selection on a billing item, you’ll choose a specific vendor to indicate who will perform the work and to pull in their associated pricing. Billing items are organized by classification, and when expanded, they display all available supplier (vendor) items for that category. Selecting a vendor item links it to the billing item, finalizing the vendor choice and applying their pricing details.

Learn how to work with vendor selections here: 

• Making a Selection

Step 5: Purchase Orders

A purchase order outlines the scope of work, price, and schedule for a vendor or subcontractor.  In HBS, multiple work orders can be added to the same purchase order as long as the classification of the work order is the same.  Once created the purchase order is submitted to the vendor for approval and then approved in HBS. If changes are needed after approval, a purchase order addendum is used to update the PO.  Payment schedules can be added to the purchase order to manage payments on the purchase order.

Learn more about purchase orders here:  

• Creating a New Purchase Order
• Creating a Purchase Order Addendum
• Submitting a Purchase Order
• Approving a Purchase Order
• Deleting an Existing Purchase Order
• Creating a Payment Schedule