Add Subcontract Invoice Wizard - Fixed Lump Sum

Initiate Add Sub Invoice Wizard

  1. Click the 'Projects' icon on the left menu.
  2. Select the Project.
  3. On the Projects menu under Procurement, select Sub invoices.
  4. Click the 'Actions' button on the far right.
  5. Click 'Add Manually' option from the drop-down menu.

Add Sub Invoice Wizard - Step 1

  1. In the data entry form, the Project # should be selected already but can be changed.
  2. Select the Prime Contract Information:
    • Required: Prime Contract #
    • Optional: CO # or WO # Reference
    • Optional: Prime Contract Contact (ex. Project Manager)
    • Required: Prime Contract Address Type (Typically, this is Company Billing Address.)
  3. Select the Subcontract Information:
    • Required: Subcontract #
    • Optional: Subcontract Contact
    • Required: Sub Address Type (Typically, this is Company Billing Address.)
  4. Select or enter the Subcontract Invoice Information:
    • Required: Order # (This will determine previous invoice amounts.)
    • Required: Invoice # (This is the invoice number on the actual vendor's bill.)
    • Required: Issue Date
    • Optional: Terms (Selecting a Term should auto calculate Payment Due Date depending on the text format.)
    • Optional: Payment Due Date
    • Required: Billable Status (This is only applicable for cost plust Prime Contracts where expenses are imported into a Prime Invoice.)
      • Billable: Expense can be imported into Prime Contract Invoice.
      • Unbillable: Expense cannot be imported into Prime Contract Invoice.
      • On Hold: Unclear at this time if expense can be passed on to the customer.
    • Optional: Approved (Checked = Approved, Unchecked = Pending (Default), Recommendation: Leave the Approved field unchecked until the Sub Invoice has been completed.)
    • Required: Work and Stored Retainage % (10% = 10, Default percentages can be set in the Subcontract.)
  5. Click 'Save and Next'

Optional: Add Sub Invoice Wizard - Step 2 - Unbilled Subcontract Schedule of Values (SOV)

  1. Navigate to the SOV and enter a value in either 'Current Work', 'Current Stored', or '% Complete' cell.
    Comments:
    Current Work and Stored values DO NOT include previous amounts and are the net values just for the current billing period.
    % Complete is an overall percentage and DOES include prior billing periods.
  2. Repeat step above for other SOVs that are being billed this period.
  3. Click the 'Save and Next' button shown below the grid.

Important Things To Know:

  • This step will automatically be skipped if all SOVs have been billed 100%.
  • SOVs will be removed from the import list if they have been invoiced in full.
  • Only SOVs that will be billed in the current period need to be imported.

Optional: Add Sub Invoice Wizard - Step 3 - Unbilled Subcontract Change Orders (SCO)

  1. Navigate to the SCO Line Item and enter a value in either 'Current Work', 'Current Stored', or '% Complete' cell.
    Comments:
    Current Work and Stored values DO NOT include previous amounts and are the net values just for the current billing period.
    % Complete is an overall percentage and DOES include prior billing periods.
  2. Repeat step above for other SCO Line Items that are being billed this period.
  3. Click the 'Save and Next' button shown below the grid.

Important Things To Know:

  • This step will automatically be skipped if all SCOs have been billed 100%.
  • SCOs Line Items will be removed from the import list if they have been invoiced in full.
  • Approved SCOs are not available for import unless the SCO's Issue and Status Date is less than the Sub Invoice's Issue Date.
  • Only SCO Line Items that will be billed in the current period need to be imported.
  • Negative Approved SCO Line Items should be imported and billed fully similar to positive changes.

Optional: Add Sub Invoice Wizard - Step 4 - Release Retainage Held (aka Billed Retainage)

  1. Navigate to the Job Cost Code and enter a value in 'Work Release Amount' or 'Stored Release Amount'. The value entered must be less than or equal to the respective total retainage amount (ex previous + current).
  2. Optional: Select Tax Code (In the US, this is typically blank but for other countries a tax code may apply.)
  3. Repeat step above for other Job Cost Codes where retainage/holdback is being released.
  4. Click the 'Save and Next' button shown below the grid.

Important Things To Know:

  • Retainage is stored and tracked by Job Cost Code not item type (e.g. Original Subcontract Items and SCOs).
  • Typically, retainage is released in a separate invoice when all the work is complete and installed according to specifications.