Edit Prime Contract Invoice

Follow these steps to edit a cost-plus prime contact invoice. These step apply with or without GMP.

Edit Invoice Header Information

  1. At the Prime Contract Invoice listing, click on the Prime Invoice # to view the details.
  2. Review the Lock status to make sure it is unchecked. Admins can temporarily unlock it even if it has been exported.
  3. Click the pencil icon to the right of the "Prime Contract Invoice Information" section title shown at the top.
  4. Edit the Prime Contract Invoice header information as needed.
  5. Click Save and Close.

Edit Expense and Timecard Items

  1. With the Prime Contract Invoice form open, review the Lock status to make sure it is unchecked. Admins can temporarily unlock it even if it has been exported.
  2. Scroll down to the Invoice Details section.
  3. Click on View Invoice Details - Expense and Timecard Items link.

  To edit an existing item in the list:

  1. Navigate to an item and click on the item # or description which are both shown as hyperlinks. This will refresh the page showing the item details in a form.
  2. Update the following fields as needed:
    • Item #
    • Reference
    • Description
    • Quantity
    • Unit
    • Unit Price
    • Job Cost Code
    • WIP Type
    • Tax Code
  3. Click the Save and Close button shown at the bottom of the form.
  4. Repeat step above for other items that are being billed this period.

  To edit multiple items in the list at once:

  1. Click the pencil icon to the right of the Invoice Items section title.
  2. Update the following fields as needed:
    • Item #
    • Reference
    • Description
    • Quantity
    • Unit
    • Unit Price
    • Job Cost Code
    • WIP Type
    • Tax Code
  3. Click the Save button shown below the grid.

  To apply a global change to selected items or to delete:

  1. Select one or more items by using the checkbox shown on the left.
  2. Click Global Changes. This will open a popup form.
  3. Select one of the following options:
    • WIP Type: Labor, Other, Reimbursables
    • Tax Code
    • Set Inv. Item Subtotal to Original Value + X% (10% = 10)
    • Reset Item Number by Removing Gaps in Numbering
    • Reset Item Number Using Reference and Description as a sorting method
    • Delete
  4. Click the Save button shown within the form.

  To add invoice items manually:

  1. Click the Add/Import Items drop-down shown above the grid and to the right.
  2. Click the Add Manually option.
  3. Enter or select the following required fields:
    • Item #
    • Reference
    • Description
    • Quantity
    • Unit
    • Unit Price
    • Job Cost Code
    • WIP Type
    • Tax Code
  4. Click the Save and Close button shown at the bottom of the form.

  To import expenses and timecards that have not been invoiced yet:

  1. Click the Add/Import Items drop-down shown above the grid and to the right.
  2. Click one of the following options:
    • Import Bills
    • Import Sub Invoices
    • Import Employee Misc. Expenses
    • Import Labor Timecards
    • Import Equipment Timecards
    • Import Default Invoice Markups (This should always be done last!)
  3. The screen will refresh and show expenses or timecards that have not been imported into a Cost Plus Prime Invoice yet. See section below on transaction requirements.
  4. Optional: Filter the listing by selecting the From and To Date then clicking Apply. To Date must be later than the Prime Invoices Issue Date.
  5. Select the expenses or timecards to be imported by clicking the checkbox on the left.
  6. Optional: Tag related uploaded Linked Files to the Prime Invoice (An option for Bills, Sub Invoices, and Employee Misc Expenses)
  7. Optional: Import with Markup (ex. Imported Invoice Item = Expense or Timecard Item Subtotal * (1 + Markup %))
  8. Click Add or Add and Close button.

Expenses and timecards must meet the following requirements to be imported.

  • Not referenced on a prior Prime Invoice
  • Expense Issue and Status Date on or before Prime Invoices Issue Date
  • Timecard Date on or before Prime Invoices Issue Date
  • Status = Approved
  • Billable Status = Billable
  • Expense or Timecard Billable Amount > 0

For information on editing an invoice with retainage, see Releasing Prime Contract Invoice Retainage/Holdbacks