Edit a Cost Plus prime contract invoice

These instructions apply regardless of whether the contract includes a Guaranteed Maximum Price (GMP).

Before you begin

• The prime contract invoice must be unlocked.

Open the invoice details

1. Go to Projects and select the appropriate project in the Quick Select section.

2. On the Project Home page, select Prime Invoices in the Client Contract Admin section.

3. Select the Prime Invoice # from the list.

Edit the invoice header information

1. On the Prime Contract Invoice Information page, select Edit.
2. Update the available fields as needed.
3. Select Save & Close.

Edit expense and timecard items

1. On the Prime Contract Invoice Information page, select View Invoice Details - Expense and Timecard Items in the Invoice Details section.
2. To add items manually, do the following:
   1. Select Add / Import > Add Manually.
   2. Enter or select the following required fields:
      • Item #
      • Item Description
      • Quantity
      • Unit Price
      • Job Cost Code
      • WIP Type
   3. Optionally, enter the following fields:
      • Reference
      • Units
      • Tax Code
   4. Click the Save and Close button shown at the bottom of the form.
3. To import items, do the following:
   1. Select Add / Import.
   2. Select one of the following options:
      • Import Bills
      • Import Sub Invoices
      • Import Labor Timecards
      • Import Equipment Timecards
      • Import Employee Misc. Expenses

        Expenses and timecards must meet the following criteria to be eligible for import:

        • Not referenced on a previous prime invoice.

        • Expense issue and status dates must be on or before the prime invoice's Issue Date.

        • Timecard date must be on or before the prime invoice's Issue Date.

        • Status must be Approved.

        • Billable Status must be Billable.

        • Billable Amount, for either an expense or timecard, must be greater than zero (0).

      • Import Default Invoice Markups
        The Import Default Invoice Markups option must be selected after all other setup steps are complete.

      The page displays items that have not yet been imported into a Cost Plus prime invoice.

   3. Optionally, select the From Date and To Date, and select Apply to filter the results by date.

      The To Date must be later than the prime invoice's issue date.

   4. Select the expenses or timecards to be imported from the list.
   5. Optionally, for bills, sub invoices, and employee miscellaneous expenses, select to Tag related uploaded Linked Files to the Prime Invoice.
   6. Optionally, for labor or equipment timecards, select to Import Timecard Comments into Description.
   7. Optionally, select Import with Markup and enter the markup percentage.

      The imported invoice amount is calculated by adding the markup percentage to the original expense or timecard subtotal.

   8. Optionally, clear the Use Default AR Tax Code checkbox, if needed.
   9. Select Add or Add & Close.
4. To edit an existing item, do the following:
   1. Select the Item # or Description.
   2. Update any of the following fields as needed:
      1. Item #
      2. Reference
      3. Item Description
      4. Quantity
      5. Units
      6. Unit Price
      7. Job Cost Code
      8. Tax Code
      9. WIP Type

   3. Select Save & Close.

5. To edit all items in the list, do the following:
   1. Select Edit List in the Invoice Items section.
   2. For each item, update the following fields as needed:
      • Item #
      • Reference
      • Description
      • Quantity
      • Unit
      • Unit Price
      • WIP Type
      • Tax Code
   3. Select Save.
6. To edit multiple items at once, do the following:
   1. Select one or more items from the list.
   2. Select Choose Bulk Action.
   3. In the dialog, select one or more of the following options as needed:
      • Select WIP Type and select the appropriate option from the dropdown.
      • Select Tax Code and select the appropriate option from the dropdown.
      • Select Set Inv. Item Subtotal to Original Value + X% and enter the percentage.

        For example, enter 10 for 10% markup.

      • Reset Item Number by Removing Gaps in Numbering.
      • Reset Item Number Using Reference and Description as a sorting method.
      • Delete
   4. Select Save.