Overview:
Contract Claims are created through the Contract Reports module using the Contract Claims tab or through Job Sales Invoices. This invoice type uses predefined Contract Schedules and are claimed in "To Date" fashion in a sequential manner from one claim to the next.
Despite being a claim, Workbench may reference the document as an invoice, even though it isn't considered an invoice until the claimed amounts are certified by the client and the actual invoice is sent.
Screen Guide:
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- Job Code is the job this invoice relates to.
- Client is the client Company of the invoice.
- Invoice Title is the billing title, defaulting to the job description, but can be modified here or the default in Job Maintenance.
- Invoice Format determines what type of report is generated when sending the document to the client.
- Billing Address defaults to the job's default, but can be changed to any address for the Client Company.
- Billing Contact defaults to the job's default, but can be changed to any person listed under the Client Company.
- Email Option can be chosen from the following, where Company Postal is the default Postal Address in the Client Company:
- To Billing Contact Only
- To Billing Contact, CC Company Postal
- To Company Postal, CC Billing Contact
- To Company Postal Only
- Invoice Number is automatically generated based on the Setting "Next Job Invoice Number". This setting can be altered to produce different ranges of invoices based on FinCo, Location, Profit Centre, or global.
- Claim No automatically generates in sequence for each Contract. Ensure all previous claims have been finalised before generating a new one.
- Invoice Date defaults to today's date but should be updated to reflect the intended date of the invoice/claim.
- Year/Period results from the Invoice Date selection.
- Invoice Status can be one of the following:
- Entered means that it has been created, but not yet approved. It may or may not need additional data before being approved.
- Approved means that an authorised approver has clicked approved for this document, indicating that it is ready to be sent to the client. It can be unapproved at any time and edited.
- Sent means that the document was finalised and implies that the invoice was actually sent to the client. It can be unfinalised, but a copy of each sent invoice will be attached to the claim.
- Updated means that the invoice has been exported with its batch to the financial software. The claim cannot be edited to retain consistency with the financial software.
- Cancelled means that someone clicked cancel in the claim, removing all data but leaving a record of the cancelled claim.
- Invoice Trans To Date is not used for Claim calculation, unless you want to mark a date for reference purposes.
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Details
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- Comment is a free text area to include messages or notifications on the invoice/claim. This is visible to the client in standard reports.
- Due Date is determined by the Contract Dates field Claim Payment Days, but can be manually changed.
- Job Status is usually set in Job Maintenance, but can be updated here. This is useful if completing the final claim for the job.
- Claim Reference is an optional text field for any useful references.
- Billing Type is determined by the Job Maintenance settings.
- Bill POs is used in Input Based Selling for situations where you want to bill the client the value of unprocessed Purchase Orders.
- Batch displays the AR Invoice batch number that this invoice is located in, and is populated automatically after the invoice has been finalised.
- Prepayments is the net balance of the Prepayment Sales Code for the parent Job Code and all sub jobs.
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Dates
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- Job Value is derived from the Job Maintenance field of the same name and is used when billing Quoted jobs the value will be populated when Get Sales is clicked. Otherwise this is a reference-only field.
- Order No is derived from the Job Maintenance field of the same name and can be manually entered/updated here.
- FC Rate is the Foreign Currency rate.
- Currency is the Currency derived from the client Company.
- Created By is the User that created this AR invoice.
- Approved By is the User that approved this AR invoice.
- Approval Required By is the current User assigned to approve this AR invoice. The user must have appropriate Permissions to approve AR invoices.
- Created Date is automatically populated when the invoice is created, and is not necessarily the same as the Invoice Date.
- Edited Date is the last date that this invoice was edited.
- Printed Date is currently unused.
- Approved Date is the date that the Approved By user approved this invoice.
- Claim Submitted Date is an optional manual entry to track when Contract Claims are submitted, as opposed to the final invoice.
- Updated Date mirrors the Edited Date field.
- Cancelled Date logs the date that the X Cancel Invoice button was clicked.
- Job Completed Date tracks when the Job was marked as completed.
- Job Finalised Date tracks when the Job was marked as finalised.
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Body
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- Derived shows how the line was derived:
- C - Contract Claims
- I - Input Based
- O - Output Based
- M - Manually Created (automated retention lines show as M)
- Job is the job this invoice line relates to in the instance of subjob billing.
- Sales Code is the Sales Code that this line uses, directing the General Ledger codes to the correct place.
- Description is usually defaulted to the Sales Code but can be modified. For Contract Claims, this will not appear on the claim request report.
- Work Centre is used if you are employing Work Centre level revenue tracking in the Contract Schedules, otherwise it can be left blank.
- Quantity is left at 0 for Contract Claims.
- Rate is the combination of all schedule line claims.
- Value is the combination of all schedule line claims. Retention lines can be manually adjusted
- GST is calculated based on your GST Type settings. This can be manually adjusted if needed.
- Total is the GST-inclusive amount of the claim line.
- GST Type uses the GST Type settings from your Contract Schedules. This can be manually adjusted if needed.
- Details can be added here but are not displayed on the claim report.
- The Bin icon cannot be used to delete claim lines. Instead, go back to Get Sales and modify your claim lines.
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- Import opens the import dialogue that allows you to import invoice lines. This is not compatible with Contract Claims as the Get Sales process must be used.
- Report Text allows you to select from predefined Header and Footer Report Text Templates.
- Print will open the default report, or you can click the ^ button to open a list of available reports. The report can then be sent to the appropriate person or printed.
- Attachments opens the attachment window, allowing you to attach files to this document.
- + New Line is used to create manual lines.
- Cancel Invoice will convert the invoice to a cancelled state, retaining the Invoice Number but removing the Claim Number. Consider whether reusing/repurposing an invoice is more appropriate than cancelling.
- Approve / Unapprove will change depending on the state of the invoice. Assign an approver in the Dates section, or submit the document through a Workflow. Approving an invoice locks it from being edited, but it can be unapproved to make changes. This cannot be done once the invoice has been finalised.
- Final Invoice / Unfinalise can be done once the approver has approved the invoice. In the case of Contract Claims, the invoice should be finalised when the claim has been approved by your client. Finalising immediately opens the print window with the invoice ready to send to the client, and locks the invoice. The invoice can be unfinalised by a user with appropriate Permissions, but only if the invoice has not been exported to your financials.
- Get Sales opens a window showing the contents of the Contract Schedules where you can enter claim amounts. See the next section for more information.
- Save commits any changes to the database. Be sure to save before changing pages.
- ← To Invoice List returns you to the Job Sales Invoices screen.
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Get Sales / Claim Schedule View
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- Expand / Collapse All expands or collapses the display of lines below where groupings are used.
- Schedule shows which Contract Schedule the Item originates from.
- Schedule section shows what the original Contract Schedule values are.
- Previous section shows the cumulative claim amount from previous claims.
- To Date is the amount inclusive of Previous claims. It is important to enter the cumulative amount claimed against the selected line and not just the amount for this claim. The resulting calculation will be shown in the This Claim section.
- % Done takes the percentage of the line completed to date and populates the following two columns.
- Quantity can be entered instead, especially in cases where the schedule contains a specified quantity of claimable items in the Schedule section rather than a percentage complete. Entering here completes the other two fields.
- Value is the total amount claimed to date for this line. Entering a specific amount here reverse calculates the previous two fields.
- This Claim is the section that shows the difference between the To Date section and the Previous section. This is the amount that will be billed to the client.
- Refresh is used in situations where you make additions to the underlying Claim Schedules and want to bring the changes into this claim. This will reset all entered amounts but will not revert if the screen has been saved.
- Reset reverts the claim to base values, effectively starting the claim over. This does not change Previous claims.
- Save - Generate Billing saves all changes and populates the invoice with the resulting lines. Retention amounts will automatically be calculated as per the retention setting in Contract Settings.
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Next Steps:
Once the claim has been populated, approve the claim (if necessary) and Print the Contract Claim Certificate and send it to the client. Once the client certifies the claim, Approve and send the Final Invoice to the client. If the client rejects part of the claim and there is no dispute, Unapprove (if necessary) and adjust the values in Get Sales to the approved amounts, then proceed to the Final Invoice.