Contract Claim Process Enhancement (Draft July 2024)
Overview
The enhancement supports clear distinction of the claim and certification stages with updates to the process, retaining the individual values of each stage, and reflecting these in the associated reports.
This feature is enabled on the ‘BETA FEATURE - Contract Claims’ control parameter. Pre-existing claims will reflect as claim values only regardless of their status.
Process
The process remain mostly the same with clear distinction on the use of approval, and claim and certification steps. The key steps of the revised process is depicted below.
Process Step | Status |
|---|---|
Prepare Claim - Is the initial capture of the claim in Workbench prior to internal review. | Entered |
Internal Claim Review - The claim is internally reviewed with the usual Standard or Workflow approval process and their accompanying statuses, typically ending as with Internal Approval. | Ready for Certification |
Send Claim - Once internally approved the claim certificate will be sent to the client for assessment, indicated by a Send To Client tickbox. | Sent for Certification |
Client Claim Review - This is the external review by the client and their response of the certified values. |
|
Record Certified - The certified values received from the client are recorded against the initial claim values. | In Certification |
Finalise Invoice - When all the certified values are recorded and the invoice is finalised the claim invoice is generated and attached to the record. It is displayed prompting the user to optionally send to the client at this point. | Certified |
Send Certified - Once finalised the claim invoice can be sent to the client if required, indicated by a Send To Client tickbox. | Sent Invoice |
Export Batch - Once ready the batch including the invoice can be exported. | Updated |
These status have been updated to list screens and filters on:
Job Invoices list
Job Enquiry, Invoicing tab
Job Contract, Claims tab
Claim Get Sales
The main user interface enhancement is on Get Sales to distinguish the claim and certification stages as depicted.
Claim Stage
Prior to internal approval the familiar ‘Claim To Date’ and ‘This Claim’ sections are available to prepare or edit the claim.
The initial values are based on the certified values of the previous claim.
Any report viewed or printed at this stage reflect the claim values.
Certification Stage
After internal approval the new ‘Certified To Date’ and ‘This Certified’ sections are available to prepare or edit the certification values.
The initial values are based on the certified values of the previous claim.
Ticking a line certifies the claimed value for the line.
Comment and Reason fields added.
Any report viewed or printed at this stage reflect the certified values.
Claim Reports
The report enhancements also relate to the separation of the claim and certification stages. No reports were added; simply the sourcing of values based on the stage was enhanced.
Claim Stage
The Claim Stage is the notable introduction from a report perspective since the certification is essentially an invoice.
Invoice Type has been enhanced to support specification of a Claim Certificate format to automatically use at internal approval based on the selected invoice type on the claim.
A warning is displayed on the claim if the Invoice Type selected does not have a Claim Certificate format specified.
Any report viewed or printed before ‘In Certification’ status reflect the claim values.
Certification Stage
This stage essentially remain unchanged as it is equivalent to an invoice.
The Invoice Report Format on the Invoice Type dictates the format used to auto generate the Claim Invoice when the claim is finalised.
Any report viewed or printed after and including the ‘In Certification’ status reflect the certified values.
Sent To Client
In order to record whether the claim or final invoice has been sent to the client , versus sent to anyone else, the user needs to indicate this action.
This indicator is a tickbox available just above the Send Email popup’s Submit button.