Add an invoice for a Unit Price prime contract with billed quantities
Step 1: Open the Add Prime Contract Invoice wizard
- Go to Projects and select the appropriate project in the Quick Select section.
- On the Project Home page, select Prime Invoices in the Client Contract Admin section.
- Select Actions > Add Manually.
Step 2: Add the general invoice information
- Optionally, update the Project number if needed.
- Select the Prime Contract # number as needed.
The client and contractor information are populated automatically based on the prime contract.
- Optionally, update the Client Contact and Client Address Type.
The Client Address Type is usually set to the Company Billing Address.
- Optionally, update the Contractor Contact and Contractor Address Type.
The Contractor Address Type is usually set to the Company Billing Address.
- Optionally, update the Order Number if needed.
The order amount determines previous invoice amounts.
- Optionally, update the Invoice # if needed.
Sage Construction Management automatically assigns the next number in sequence, based on the existing records and the default format.
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Optionally, update the Issue Date if needed.
The default value is today's date.
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Optionally, select the Payment Terms.
Sage Construction Management automatically calculates the Payment Due Date according to the selected term’s text format.
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Optionally, update the Payment Due Date.
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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.
- Enter the Work Retainage %.
For example, enter 10 for 10%. You can set the default percentages in the prime contract.
- Select Save & Next.
Step 3: Select the method to add invoice item details
- Select one of the following options:
- Option A - Enter Invoice Quantity For Original Contract and CO Unit Price Items
- Option B - Invoice Retainage Only
- Select Next
Step 4: Add unit price item quantities
Do the following based on the method you selected in the previous step:
When creating an invoice, include only items that will be billed in the current period. Approved change orders cannot be imported unless their issue date and status date are earlier than the prime invoice's issue date.
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If you do not want to add quantities in this step, select Skip.
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To add quantities, do the following:
- Optionally, use the Search field to filter items.
- Enter the Current Inv. Qty. for the items that will be added to the invoice.
- Select Add & Next.
Retainage, also called retention or holdback, is tracked by job cost code rather than 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.
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Optionally, use the Search field to filter the items.
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Optionally, select Show Owner Code to view and filter the items by owner code.
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Do the following as needed:
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To release retainage for individual cost codes, for each job cost code, enter the Release Amount for the Work Retainage.
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To release the same percentage or amount of retainage for multiple cost codes, do the following:
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Select one or more job cost codes from the list.
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Select Choose Bulk Action.
- In the dialog, select one of the following options, enter the appropriate amount, and select Save:
- Work Retainage Release Amount
- Work Retainage Release %
For example, enter 10 for 10%.
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Select Save & Next.