Add an invoice for a Fixed Lump Sum prime contract

Step 1: Open the Add Prime Contract Invoice wizard

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 Actions > Add Manually.

Step 2: Add the general invoice information

1. Optionally, update the Project number if needed.
2. Select the Prime Contract # number as needed.

   The client and contractor information are populated automatically based on the prime contract.

3. Optionally, update the Client Contact and Client Address Type.

   The Client Address Type is typically set to the Company Billing Address.

4. Optionally, update the Contractor Contact and Contractor Address Type.

   The Contractor Address Type is typically set to the Company Billing Address.

5. Optionally, update the Order Number if needed.

   The order amount determines previous invoice amounts.

6. Optionally, update the Invoice # if needed.

   Sage Construction Management automatically assigns the next invoice number in sequence, based on the existing records and the default format.

7. Optionally, update the Issue Date if needed.

   The default value is today's date.

8. Optionally, select the Payment Terms.

   Sage Construction Management automatically calculates the Payment Due Date according to the selected term’s text format.

9. Optionally, update the Payment Due Date.

10. Optionally, select the Approved checkbox if the prime invoice has been approved.

    It's recommended to leave the Approved checkbox unchecked until the prime invoice has been completed.

11. Enter the Work Retainage % and Stored Material Retainage %.

    For example, enter 10 for 10%. You can set the default percentages in the prime contract.

12. Select Save & Next.

Step 3: Select the method to enter invoice amounts

1. Select one of the following options:
   • Option A - Enter Invoice Amounts For Original Contract and CO Line Items In Separate Steps
   • Option B - Enter Invoice Amount Per Job Cost Code for Unbilled Original Contract and CO Line Items
   • Option C - Invoice Retainage Only
2. Select Next.

Step 4: Enter the amounts

1. Do the following based on the method that you selected in the previous step:

   Option A - Enter Invoice Amounts For Original Contract and CO Line Items In Separate Steps

   Add unbilled items from the original contract

   Any items that have been fully invoiced will be excluded from the import list. Only original items that are scheduled to be billed in the current period need to be imported.

   • If all original items have already been fully billed, select Skip.

   • To add original prime contract items, do the following:

     1. Optionally, use the Search field to filter the items.

     2. Do the following as needed:

        • To import items manually, for each item, enter either the Current Work, Current Stored, or % Complete.

        • To enter the same % Complete for all the imported items, do the following:

          1. Select one or more items from the list.

          2. Select Choose Bulk Action.

          3. In the dialog, select % Complete, enter the amount, and select Save.

     3. Select Add & Next.

   Add unbilled items from change orders

   Any items that have been fully invoiced will be excluded from the import list. Only change order items that are scheduled to be billed in the current period need to be imported.

   Approved Change Orders (COs) are only available for import if both their issue date and status date are earlier than the prime invoice’s issue date. Negative Approved CO line items must be imported and billed in full, just like positive changes.

   Skip this step if all change order items have already been fully billed.

   1. Optionally, use the Search field to filter the items.

   2. Do the following as needed:

      • To import each item manually, for each item, enter either the Current Work, Current Stored, or % Complete.

      • To enter the same % Complete for all the imported items, do the following:

        1. Select one or more items from the list.

        2. Select Choose Bulk Action.

        3. In the dialog, select % Complete, enter the amount, and select Save.

   3. Select Add & Next.

   • Current Work and Current Stored values reflect only the amounts for the current billing period. They do not include any amounts from previous periods.

   • % Complete represents the cumulative progress and does include values from prior billing periods.

   Option B - Enter Invoice Amount Per Job Cost Code for Unbilled Original Contract and CO Line Items

   Any items that have been fully invoiced will be excluded from the import list. Only original or change order (CO) items that are scheduled to be billed in the current period need to be imported. Approved COs can only be imported if their issue and status dates are earlier than the prime invoice's issue date. Negative approved CO items must be imported and fully billed, just like positive changes.

   1. Optionally, use the Search field to filter the items.

   2. Optionally, select a Job Cost Code from the dropdown to filter the items.

   3. Do the following as needed:

      • To import items manually, for each item, enter either the Current Work, Current Stored, or % Complete.

      • To enter the same % Complete for all the imported items, do the following:

        1. Select one or more items from the list.

        2. Select Choose Bulk Action.

        3. In the dialog, select % Complete, enter the amount, and select Save.

   4. Select Add & Next.

   • Current Work and Current Stored values reflect only the amounts for the current billing period. They do not include any amounts from previous periods.

   • % Complete represents the cumulative progress and does include values from prior billing periods.

   Option C - Invoice Retainage Only

   Retainage is tracked by job cost code, not by item type, such as original contract items or change orders. It’s typically released in a separate invoice after all work meets the specifications.

   1. Optionally, use the Search field to filter the items.

   2. Optionally, select Show Owner Code to view and filter by owner code.

   3. Do the following as needed:

      • To release retainage for individual cost codes, for each job cost code, enter the Release Amount either for Work Retainage or Stored Retainage.

      • To release retainage for multiple cost codes, do the following:

        1. Select one or more job cost codes from the list.

        2. Select Choose Bulk Action.

        3. In the dialog, select one or more of the following options, enter the appropriate amount, and select Save:
           • Work Retainage Release Amount
           • Work Retainage Release %

             For example, enter 10 for 10%.

           • Stored Retainage Release Amount
           • Stored Retainage Release %

             For example, enter 10 for 10%.

   4. Select Save & Next.