Add an invoice for a cost-plus contract and import expenses and timecards with a markup option for the resource type

These steps describe adding an invoice for a cost-plus contract. You'll import the actual expenses and timecards with a markup option for resource types.

Before you begin

Refer to Add a Cost-Plus Prime Contract Invoice. This article describes option B under step 3.

  1. Navigate to the Step 1. Select Transaction Cutoff Date section.
  2. Select a From and To Date. The To Date must be less than or equal to Prime Invoices Issue Date.
  3. Click Apply button to calculate number of transactions and subtotal amounts for each type of transaction, which is shown in the Step 2 section.
  4. Navigate to the Step 2. Select Transactions To Be Imported section.
  5. Select transaction and resource types to be imported by selecting the appropriate Import checkbox.
    • Material Options: Bills - Materials, Misc. Expenses - Materials
    • Labor Options: Bills - Labor, Misc. Expenses - Labor, Labor Timecards
    • Equipment Options: Bills - Equipment, Misc. Expenses - Equipment, Equipment Timecards
    • Subcontractor Options: Bills - Sub, Sub Invoices, Misc. Expenses - Sub
    • Other Options: Bills - Other, Misc. Expenses - Other
  6. Optional: Enter Transaction Type Markup Percentage (10% = 10). The Potential Invoice Import Subtotal will be updated automatically based on the percentage entered.
  7. Navigate to the Step 3. Tag Related Linked Files section.
  8. Files uploaded to expense and timecard transactions, such as a vendor invoice in PDF format, can also be linked to the prime invoice. Select the checkbox under this section to link these files.
  9. Click Add and Next to import expenses, timecards, and transaction markups.

Important Things To Know:

  • Expenses and timecards must meet the following criteria to be imported.
    • Not referenced on a prior Prime Invoice
    • Expense Issue and Status Date≤ Prime Invoices Issue Date
    • Timecard Date ≤ Prime Invoices Issue Date
    • Status = Approved
    • Billable Status = Billable
    • Expense or Timecard Billable Amount > 0
  • The imported transaction items invoice amount is as follows.
    • Bills: Line Item Subtotal * (1 + Resource Type Markup %)
    • Sub Invoices: Cost Code Current Gross Amount * (1 + Resource Type Markup %)
    • Misc. Expenses: Expense Subtotal * (1 + Resource Type Markup %)
    • Labor Timecards: Timecard Billable Amount * (1 + Resource Type Markup %)
    • Equipment Timecards: Timecard Billable Amount * (1 + Resource Type Markup %)

Import default prime invoice markups

Import the invoice markups that were established in the prime contract

  1. Optional: Check the Import field if Default Prime Invoice Markups are to be added to the current Prime Invoice.
  2. Click Skip or Save and Next.

For more information, see Adding Default Cost Plus Prime Invoice Markups.