Microsoft Word Template - Prime Contract Invoice - Unit Price - Item Details Summed By Job Cost Code

Default Templates:

AIA Style: PrimeInvoice-UnitPrice-ItemsSummedByCostCode.dot

Upload Feature Category: Prime Invoice - Unit Price - Items Summed By Job Cost Code

Important Things To Know Regarding Bookmarks and Mail Merge Fields

All Bookmarks and Mail Merge Fields are optional.
Bookmarks can be repeated with no limit on the number of times. Examples:
- CompanyName, CompanyName2, CompanyName3, .., CompanyName10, .., CompanyName20, .., CompanyNameX
- ProjectNumber, ProjectNumber2, ProjectNumber3, .., ProjectNumber10, .., ProjectNumber20, .., ProjectNumberX

Bookmarks - General Project Information

ProjectNumber
ProjectTitle
ProjectDescription
ProjectAddress1
ProjectAddress2
ProjectCity
ProjectState
ProjectZipCode
ProjectCountry
ProjectPhone
ProjectFax

Bookmarks - Project Bid Date, Plan Room Info, Estimated Dates, and Stakeholders

ProjectOwnerBidDate
ProjectOwnerBidTime
ProjectPlanRoomInfo
ProjectStartDate
ProjectFinishDate
ProjectSalesPerson
ProjectSalesPersonMobilePhone
ProjectSalesPersonEmailAddress
ProjectBidContact
ProjectBidContactMobilePhone
ProjectBidContactEmailAddress
ProjectManager
ProjectManagerMobilePhone
ProjectManagerEmailAddress

Bookmarks and Mail Merge Table Options - Project Classifications

Click here for options.

Bookmarks - Prime Contract - Number, Type, Subject, and Scope

PrimeContractNumber
PrimeContractType
PrimeContractWorkSubject
PrimeContractWorkScope
PrimeContractInclusions
PrimeContractExclusions
PrimeContractClarifications
PrimeContractOwnerPORef

Bookmarks - Prime Contract - Status and Dates

PrimeContractIssueDate
PrimeContractIssueDateSpelled
PrimeContractStatus
PrimeContractSignedDate
PrimeContractSignedDateSpelled
PrimeContractNTPDate
PrimeContractEstStartDate
PrimeContractEstSubstantialCompletion
PrimeContractEstFinishDate

Bookmarks - Prime Contract - Specific Address

PrimeContractAddress1
PrimeContractAddress2
PrimeContractCity
PrimeContractState
PrimeContractZipCode
PrimeContractCountry
PrimeContractPhone
PrimeContractFax

Bookmarks - Prime Contract - Referenced Architect

ArchitectPrefix
ArchitectFirstName
ArchitectMiddleName
ArchitectLastName
ArchitectSuffix
ArchitectContact
ArchitectTitle
ArchitectMobilePhone
ArchitectEmail
ArchitectCompanyCode
ArchitectCompany
ArchitectAddress1
ArchitectAddress2
ArchitectCity
ArchitectState
ArchitectZipCode
ArchitectCountry
ArchitectPhone
ArchitectPhone2
ArchitectFax
ArchitectWebsite
ArchitectGovTaxID

Special e-Sign Bookmark (Contract Admin and Procurement Templates Only):

Bookmarks listed below must use a white font so the e-Sign Tag is clearly visible and not obstructed.

ArchitectE_Signature
ArchitectE_SignatureDate
ArchitectE_Initial

Bookmarks - Prime Invoice - From Company/Contact (Prime Company | Contractor)

FromPrefix
FromFirstName
FromMiddleName
FromLastName
FromSuffix
FromContact
FromTitle
FromMobilePhone
FromEmail
FromCompanyCode
FromCompany
FromAddress1
FromAddress2
FromCity
FromState
FromZipCode
FromCountry
FromPhone
FromPhone2
FromFax
FromWebsite
FromGovTaxID

Special e-Sign Bookmark (Contract Admin and Procurement Templates Only):

Bookmarks listed below must use a white font so the e-Sign Tag is clearly visible and not obstructed.

FromE_Signature
FromE_SignatureDate
FromE_Initial

Bookmarks - Prime Invoice - To Company/Contact (Owner | Client)

ToPrefix
ToFirstName
ToMiddleName
ToLastName
ToSuffix
ToContact
ToTitle
ToMobilePhone
ToEmail
ToCompanyCode
ToCompany
ToAddress1
ToAddress2
ToCity
ToState
ToZipCode
ToCountry
ToPhone
ToPhone2
ToFax
ToWebsite
ToGovTaxID

Special e-Sign Bookmark (Contract Admin and Procurement Templates Only):

Bookmarks listed below must use a white font so the e-Sign Tag is clearly visible and not obstructed.

ToE_Signature
ToE_SignatureDate
ToE_Initial

Bookmarks - Prime Invoice - Number, Dates, Terms, Comments

PrimeInvNumber
PrimeInvOrderNumber
PrimeInvDate
PrimeInvDateSpelled
PrimeInvPaymentDueDate
PrimeInvPaymentDueDateSpelled
PrimeInvTerms
PrimeInvPrintComments
PrimeInvInternalComments

Bookmarks - Prime Invoice - Previous and Current Change Orders

PrimeInvPreviousCOSubtotal
PrimeInvPreviousCOTaxTotal
PrimeInvPreviousCOTotal
PrimeInvCurrentCOSubtotal
PrimeInvCurrentCOTaxTotal
PrimeInvCurrentCOTotal

Bookmarks - Prime Invoice - Revised Contract Totals

PrimeInvOriginalContractSubtotal
PrimeInvOriginalContractTaxTotal
PrimeInvOriginalContractTotal
PrimeInvNetChangesSubtotal (PrimeInvPreviousCOSubtotal + PrimeInvCurrentCOSubtotal)
PrimeInvNetChangesTaxTotal (PrimeInvPreviousCOTaxTotal + PrimeInvCurrentCOTaxTotal)
PrimeInvNetChangesTotal (PrimeInvPreviousCOTotal + PrimeInvCurrentCOTotal)
PrimeInvRevisedContractSubtotal
PrimeInvRevisedContractTaxTotal
PrimeInvRevisedContractTotal

Bookmarks - Prime Invoice - Gross Values - Current Work Completed

Bookmarks listed below do not include Retainage and Taxation.

PrimeInvCurrentTotal
PrimeInvCurrentTotalSpelled

Bookmarks - Prime Invoice - Retainage Percentages

PrimeInvWorkRetainagePercent
PrimeInvMaterialRetainagePercent (Only applicable for Fixed Lump Sum Invoices)

Bookmarks - Prime Invoice - Retainage - Previous, Current, and Total

PrimeInvPreviousRetainTotal
PrimeInvCurrentRetainTotal
PrimeInvRetainTotal (Includes Billed Retainage)

Bookmarks - Prime Invoice - Billed Retainage - Previous, Current, and Total

PrimeInvPreviousBilledRetainTotal
PrimeInvCurrentBilledRetainTotal
PrimeInvBilledRetainTotal

Bookmarks - Prime Invoice - Current Net Values

PrimeInvCurrentLessRetainSubtotal
PrimeInvCurrentLessRetainSubtotalSpelled
PrimeInvCurrentLessRetainTaxTotal
PrimeInvCurrentLessRetainTaxTotalSpelled
PrimeInvCurrentLessRetainTotal
PrimeInvCurrentLessRetainTotalSpelled

Applicable to Fixed Lump Sum and Cost Plus With GMP invoices only.

PrimeInvPercentComplete
PrimeInvBalanceToFinishSOVGrossSubtotal
PrimeInvBalanceToFinishCOsGrossSubtotal
PrimeInvBalanceToFinishGrossSubtotal (PrimeInvRevisedContractSubtotal - PrimeInvTotal)
PrimeInvBalanceToFinishSubtotal (PrimeInvRevisedContractSubtotal - (PrimeInvTotal - PrimeInvRetainTotal))
PrimeInvBalanceToFinishTaxTotal
PrimeInvBalanceToFinishTotal
PrimeInvLessRetainSubtotal (PrimeInvPreviousLessRetainSubtotal + PrimeInvCurrentLessRetainSubtotal)
PrimeInvLessRetainTaxTotal
PrimeInvLessRetainTotal

Bookmarks - Breakdown of PrimeInvCurrentLessRetainTaxTotal Per Tax Code

Click here for details.

Mail Merge Table - Linked Documents and Images

Only linked files and images that have grant access checked will be shown in the report.

Linked Documents Listing

Merge Table Start and End Tags: LinkedDocuments

Merge Fields:

DocumentName
DocumentDescription
DocumentUploadedBy
DocumentUploadDate

Linked Images Listing

Merge Table Start and End Tags: LinkedImages

Merge Fields:

DocumentName
DocumentDescription
DocumentUploadedBy
DocumentUploadDate
DocumentImage

Example Microsoft Word Template Showing Both Mail Merge Table Options

Mail Merge Fields - Job Cost Codes

Typically, a Job Cost Code would be created for every Unit Price Item referenced in the Prime Contract Unit Price Items table (aka Original Items) and "new" Unit Price items introduced via Change Orders. These Job Cost Codes can then be used to group and sum financials and quantities as shown below.

Merge Table Start and End Tags: PrimeInvItemsSummary

JCCOrderNumber
JCCCode
JCCDescription
JCCQuantity
JCCUnit

The fields listed in the section below are a summary of Prime Contract Original Item and CO Item tables by Job Cost Code.

RevisedContractItemUnitPrice
RevisedContractItemEstimatedQuantity
RevisedContractItemEstimatedValue (See note below)
RevisedContractItemPreviousBilledQuantity
RevisedContractItemCurrentBilledQuantity
RevisedContractItemTotalBilledQuantity
RevisedContractItemPreviousTotal
RevisedContractItemCurrentTotal
RevisedContractItemTotal
RevisedContractItemPreviousTotalRetainage
RevisedContractItemPreviousBilledRetainage
RevisedContractItemCurrentTotalRetainage
RevisedContractItemCurrentBilledRetainage
RevisedContractItemTotalRetainage
RevisedContractItemCurrentTotalLessRetain
RevisedContractItemCurrentTotalLessRetainTax
RevisedContractItemCurrentTotalLessRetainTotal
RevisedContractItemPercentComplete
RevisedContractItemBalance

RevisedContractItemEstimatedValue is the unit price documented in the Prime Contract or CO Item's table depending on where it was initially created.

Fields listed in the section below are Unit Price Items entered in the Prime Contract Unit Price table and summarized by Job Cost Code.

PrimeContractItemUnit
PrimeContractItemUnitPrice
PrimeContractItemEstimatedQuantity
PrimeContractItemEstimatedValue
PrimeContractItemPreviousBilledQuantity
PrimeContractItemCurrentBilledQuantity
PrimeContractItemTotalBilledQuantity
PrimeContractItemPreviousTotal
PrimeContractItemCurrentTotal
PrimeContractItemTotal
PrimeContractItemCurrentRetainTotal
PrimeContractItemCurrentTotalLessRetain
PrimeContractItemCurrentTotalLessRetainTax
PrimeContractItemCurrentTotalLessRetainTotal
PrimeContractItemPercentComplete
PrimeContractItemBalance

Fields listed in the section below are "new" Unit Price Items entered in the CO table and summarized by Job Cost Code.

COItemUnit
COItemUnitPrice
COItemEstimatedQuantity
COItemEstimatedValue
COItemPreviousBilledQuantity
COItemCurrentBilledQuantity
COItemTotalBilledQuantity
COItemPreviousTotal
COItemCurrentTotal
COItemTotal
COItemCurrentRetainTotal
COItemCurrentTotalLessRetain
COItemCurrentTotalLessRetainTax
COItemCurrentTotalLessRetainTotal
COItemPercentComplete
COItemBalance