Dictionary
11-4000
AAN
AIA
The American Institute of Architects.
Architectural Drawings
Technical drawings of a building that can consist of a layout of the building from above showcasing walls and rooms and a vertical view of the building or part of a building to show the elevation of windows, walls, doors, etc.
As Built Drawings
Drawings that illustrate the exact dimensions that a piece of equipment has been or will be produced.
AutoQuotes
Software used primarily by our Estimating and Sales Departments to build customer quotes. Our Project Coordinators subsequently use the quote in AutoQuotes to facilitate some of their job duties.
We technically use a version called AutoQuotes CPQ.
Authorized Service Agent
A person or entity that is authorized by a vendor or manufacturer to provide services and perform repairs and maintenance for their products.
Architectural Supplemental Information
Additional instructions, revisions, or changes issued by an architect during the construction process.
Bid Proposal
A document that outlines the cost of fulfilling the conditions outlined in an Invitation to Bid or Request for Proposal.
CAD Background
Computer Aided Design (CAD) files used in the design of a project. They are used as a reference for designers.
Cash Sale
A transaction that records the sale of goods or services for which immediate payment is received at the time of delivery.
CCD
See Construction Change Directive
CCIP
See Contractor Controlled Insurance Program
Contractor Controlled Insurance Program
A type of insurance policy that consolidates insurance coverage for all parties on a job site into one policy. Under a CCIP, a general contractor controls the insurance program.
Change Order
A formal document that modifies the original contract between a contractor and a subcontractor.
Change Order Request
A proposal issued by the Arizona Restaurant Supply to the General Contractor, either as a self-initiated claim or in response to a proposal request to modify the original contract from the General Contractor.
COR
Competent Person
An individual who is responsible for ensuring that safety protocols are followed on a construction site.
Contract Status Report
Contract Value
Construction Change Directive
A directive used when changes must be promptly implemented on a project that the parties have not yet agreed to adjustments in the contract sum or contract time.
Cost Breakdown
Credit Memo
A credit transaction that records a decrease in the amount a customer owes us.
A Credit Memo created from a Return Authorization has no impact on inventory; however, a Stand-Alone Credit Memo does impact inventory.
When a Credit Memo is issued, it can be used in the following ways:
- Apply the credit amount toward the customer's account balance. When you apply a credit against an open Invoice or Cash Sale, the amount of the credit is deducted from the total amount due
- Refund the amount of the credit to the customer.
CSI Master Format
The Construction Specifications Institute publishes the MasterFormat, which is the standard that is used most often for formatting construction specifications. The standard is used to provide synchronicity between manufacturers and builders. The MasterFormat is also used by manufacturers to ensure that their products meet requirements such as size, weight, or material types.
Customer Deposit
A transaction that records the funds received when a customer makes an advance payment for an order. This payment is recorded in the general ledger as a liability until the goods or services are delivered, and does not affect the customer's accounts receivable balance. After the order is filled, the deposit is applied against the invoice.
Cut Sheet
A document that summarizes the information and characteristics of a product, material, or piece of equipment. Cut sheets typically include information such as: the equipment’s name and manufacturer, the equipment’s dimensions, weight, and other physical characteristics, and the equipment’s electrical and mechanical specifications.
Davis-Bacon Wage
The prevailing wage rates that must be paid to workers on federally funded or assisted construction projects.
Dealer Net
DCIP
Draw
An invitation to submit an invoice to a General Contractor.
A General Contractor will open a draw, send notice to a subcontractor, who then has a limited amount of time to submit an invoice.
Drawings
The term Drawings is a catch-all statement that could mean something different depending on the context in which the word is used. Usually, Drawings refer to Architectural Drawings, Food Service Drawings, MEP Drawings, Shop Drawings, [Seismic Engineering Drawings], As Built Drawings, or Preliminary Drawings.
Estimate
A transaction, sometimes referred to as a quote, is a non-posting record of estimated charges to a customer. After the customer accepts the estimate, it can be converted into a sales order, invoice, or cash sale.
Field Measurement
The set of measurements that a Project Manager takes while out at the job site to confirm that equipment will fit within a given space constraint. Normally this also involves determining if the equipment has any access issues such as maneuvering down a hall way, whether a crane is necessary to lift the equipment, or if custom equipment needs to be built in multiple pieces and assembled or welded together on the job site.
Food Service Drawings
Technical drawings that show the layout and design of food service areas in a building or facility.
Food Service Bid proposal
A preliminary estimate of the cost of meeting the requirements of a Request for Proposal or other information-gathering process specific to Food Service. Usually this will refer to Arizona Restaurant Supply’s “Bid Proposal”.
Form C
See Project Tracker
Inventory Item
Inventory item records are used to track information about physical items for sale.
See also Non-Inventory Sale Item and Serialized Inventory Item
Intercompany Transfer Order
A transaction used to move inventory from a location for one subsidiary to a location for another subsidiary.
Invitation to Bid
Formal document that a construction company issues to potential contractors that they are considering for a project.
Invoice
Creates a bill for goods, services (or both) sold to a customer for which payment is not received at the time of delivery. The invoice indicates terms of payment that specify payment is to be received. Invoices consists of line items whose sales amounts add up to the total of the invoice.
Item Fulfillment
Item Fulfillments can be created from Sales Orders, Transfer Orders, Intercompany Transfer Order, or a Vendor Return Authorization
Normally when creating an Item Fulfillment from a Sales Order, it would mean that we are shipping the items to the customer or jobsite. However, because fulfilling is required to bill customers, we utilize it as more of a billing feature. Thus the Project Coordinators will fulfill the items well in advance of shipping so that they can bill the customers.
For Transfer Order, Intercompany Transfer Orders, and Vender Return Authorizations, an Item Fulfillment will mean that the item has been shipped from our facilities.
Item Receipt
Item Receipts can be created from a Purchase Order, Return Authorization, Transfer Order or an Intercompany Transfer Order.
An item receipt transaction records the receipt of items received from manufacturers via the Purchase Order. It can also record items returned from jobsite or customer via an Return Authorization.
Letter of Intent
A preliminary agreement between two or more parties indicating their intention to enter into a formal agreement.
Lien Waver
Jobsite Hazard Analysis
A systematic process used to identify and mitigate potential hazards associated with a specific task or job on a construction site.
Master Project Folder
MEP
This is the abbreviated form for “Mechanical, Electrical, and Plumbing”
MEP Drawings
Technical drawings that show the layout and design of all the Mechanical, Electrical, and Plumbing specifics of building or facility.
Non-Inventory Sale Item
Noninventory sale item are used to track items we sell but do not stock. We primarily use this for services, things that are not tangible.
Non-Posting Transaction
A transaction that does not directly impact the General Ledger or affect the financial statements.
Notice to Proceed
Pay Application
Performance Bond
A financial guarantee that the terms of a contract will be honored. If one party to a contract cannot complete their obligations, the bond is paid out to the other party to compensate for their damages or costs.
Prevailing Wage
The basic hourly rate of wages and benefits paid to a number of similarly employed workers in a given geography.
PCO
Potential Change Order
Pre-Task Plan
A process performed before each task of a project starts to preemptively overcome any hazards or logistical issues that would impede progress.
Purchase Order
A document created by a buyer and sent to a seller to confirm their intention to purchase products and/or services.
Purchase Order Requisition
An internal document created by an employee within an organization to request the purchasing of goods or services from an outside vendor.
OCIP
Project Hand-off Form
This form is filled out by the Estimating Department to help Project Coordinators get started building out the project in NetSuite and the Project Tracker.
Project Tracker
Quote
See Estimate
Request for Information
A formal process used to gather information from potential suppliers of goods or services.
RFI
Return Authorization
Also known as RMA, Return Materials Authorization, or Return Merchandise Authorization. This transaction records information about an expected return of items from a customer. It will list the items, vendors, quantities, and prices (which determine the amounts to be credited or refunded to the customer. This transaction is non-posting).
You can initialize an RMA from a Cash Sale, an Invoice, or a Sales Order.
When an item needs to be returned, but a Cash Sale, Invoice, or Sales Order do not exist, you would create a Stand-Alone Return Authorization.
RMA
Sales Order
Records a commitment to sell goods or services to a customer. Sales orders have no accounting impact until items are shipped or services are completed.
Recording Sales Orders helps you track the following:
-
What your customer has ordered
-
What must be pulled from inventory
-
What you have already shipped
-
What still remains to be shipped
After items on sales orders are shipped, the sales orders can be turned into Invoices or Cash Sales to Bill the customer. When sales orders are converted into Bills, they automatically show the items, quantities, and prices from the order without having to re-enter the information.
Sales orders can be created in two ways:
- From an existing Quote.
- As an individual Sales Order.
For more detailed steps on how each subsidiary or department creates Sales Orders, select one of the following options:
SCO
See Subcontractor Change Order
Seismic Drawings
Drawings that are produced by a Seismic Engineering firm that outline the necessary installation materials, procedures, and standards for Installations that occur in Seismic Zones.
Seismic Zone
A region or area classified and categorized based on the liklihood and intensity of earthquakes. The higher the zone number, the higher the seismic hazard level. Building codes differ depnding on the seismic zone it is constructed in.
Serialized Inventory Item
Used to track information about physical items that have serial numbers. If an item has a serial number, this is the preferred inventory type.
Shop Drawings
Drawings that usually illustrate custom equipment, although some manufactururs and vendors will produce and provide Shop Drawings for stock or standard items.
Special Conditions Plan
A document that outlines project-specific matters and includes additional or amended clauses to the general conditions section of a construction contract.
Stand-Alone Credit Memo
You can return an item without a Return Authorization by issuing a Stand-Alone Credit Memo. The quantity is added back to inventory however the value of the item is not credited to the Cost of Goods Sold (COGS) account for that item. Issuing a Stand-Alone Credit Memo for a return can result in innacurate costing for the item.
Best Practice is to use the Return Authorization process to return items to inventory to maintain accurate costing. When you use the Return Authorization process, costing is sourced from the originating Sales Order or Invoice. Then, creating the Credit Memo from the originating transaction retains the link or costing.
Stand-Alone Return Authorization
Subcontractor Change Order
A document used to record changes to existing subcontracts between a general contractor and a subcontractor
Submittals
Submittal Package
Primarily consists of three documents: [Manufacturer Shop Drawings], Cutsheet Book, and Rough-In Drawings. If the project was designed by Design-Tec, A20, or Arizona Restaurant Supply there won’t be Rough-In Drawings. The Submittal Package can also include approved Seismic Drawings from a company like ISAT, and counter top or plastic laminate samples.
TERO
See Tribal Employment Rights Ordinance or Office
Textura
Textura Payment Management, TPM, or Textura is a construction invoicing and payment processing software. Subcontractors can digitally send and receive [Payment Applications], invoices, sworm statements, compliance documents, and lien wavers, etc.
Tribal Employment Rights Office
A unit within a tribal government structure that monitors and enforces Tribal employment rights ordinances. TERO requires that all covered employers, who are engaged in operating a business or performing work on a reservation, create opportunities and give preference to qualified Indians in all aspects of employment including contracting and other business activities.
Value Engineered Items
Items or Equipment that have been assessed and deemed comparable to a more expensive or better suited alternative.
Vendor Bill
The term Vendor Bill is often used interchangeably with Vendor Invoice, but there are differences. In our case, its simplest to think of a Vendor Bill as our NetSuite version of the Vendor Invoice. The Vendor creates an Invoice in their accounting software and we need a way to reflect that Invoice in ours, so we create a Vendor Bill in NetSuite. We will only create a Vendor Bill when we are in possession of an Invoice.
A Vendor Bill transaction records payables as they arrive from vendors, allowing us to pay bills from the payables list as they are due, and providing an accurate picture of payables at all points of the billing cycle.
Vendor Credit
A transaction that creates a credit, from a vendor, that can be applied to a payables account. For example, a vendor credit transaction may occur when items are returned to a vendor or when a discount is negotiated with a vendor.
Vendor Payment
The transaction record created in NetSuite when paying a vendor for goods or services received.
Vendor Prepayment
A payment that is made to a vendor usually before the vendor starts their process of procuring, producing, or delivering the goods or services we ordered. Essentially a down payment for their future efforts.
Vendor Return Authorization
A non-posting transaction that tracks a return to a vendor, including the items to be returned, their quantities, the approval status, the shipment status, and the amount refunded or credited from the vendor.
The vendor return process includes four steps: creating a vendor return authorization record, approving or canceling the authorization, shipping items authorized to be returned, and crediting an authorized vendor return.
VRMA
See Vendor Return Authorization
Written Specifications
Detailed descriptions or lists of features that outline the technical requirements and characteristics of food service equipment. These specifications provide clear guidelines and standards for the design, construction, performance, and functionality of the equipment.