Contract Claims
Overview:
When using the Contract module, it is assumed that you will be creating progress claims when it comes time to bill the client. Progress claims use Contract Schedules as the source of what needs to be claimed, and therefore must be completed before attempting to claim. It is very important that the schedules are correct from the beginning of the project as reversing claims can be extremely difficult, requiring your consultant or the support team to intervene. It is also important that retentions are set correctly, if used, in Contract Settings.
A typical workflow for claiming progress is one where a Claim is prepared, a Payment Claim Certificate is sent to the Client, and a Payment Certificate is sent back bythe client with the details of the values they have decided to certify. The existing progress claim process has been enhanced to support a clear distinction of the claim and certification stages with specific statuses every step of the process, retaining the individual values of each stage, and reflecting these in the associated reports. We refer to the current process as legacy. All details on this enhanced process are here if you are ready to migrate.
Screen Guide:
+ New Claim will open a new Job Sales Invoice based on the Charge Type assigned to the Job. Generally this will be the Contract Claim type. Claims are sequential, so every time a new claim is created, it will create the next claim number in the sequence. Note that it is better to reuse an accidentally created claim rather than continually creating claims as they cannot be deleted, only cancelled.
Filter is available to narrow or expand the view of claims. Be sure to check which periods are being filtered for because a claim may have been created in a future period. The default filter is set to before or equal to the current Period Ends period.
+ expands the grid to reveal any Contract Receipts or AR Credits that have been entered against this claim:
Rec/Cr defines whether it is a receipt or a credit.
Receipt/Cr No. is the number assigned to the receipt or credit.
Date is the date that was assigned to the receipt or credit.
Batch is which batch number the receipt or credit belongs to. This is useful for investigation.
Amount is the value that was receipted or credited.
Job shows which Job was claimed against. Generally this will be the Hierarchy 1 Job in the Contract.
Inv/Cr defines whether this is an invoice or crediting claim.
Claim No is the sequence of the claim. Cancelled claims are all set to "0" in the sequence, but do not move position.
Invoice No is the unique number assigned to this claim, and also serves as a link to edit/view the claim.
Date is the nominated date of this claim.
Claim Date
Title is set up as a default in Job Maintenance but can be modified while creating the claim.
Status see table below
Value incl. Ret is the total value of the claim including any retention amounts. (legacy process only)
This Certified incl. Retention is the value certified by the client, which could be less than the original value in This Claim column. (only displayed on the new process with Certification step)
Retention is the retention amount withheld by the client, if any.
Value is the value after accounting for any retentions.
GST is the total tax amount for the claim.
$ Receivable is the total amount owed to you taking into account the claim, retentions, and tax.
$ Credit is the total amount being credited.
$ Received is the total amount of all Contract Receipts applied to this claim.
$ Balance is the difference between $ Receivable and $ Received, indicating how much is left for the client to pay towards this claim.
Status is the current state of the claim:
Claimed values only (legacy claiming process) | Claimed & certified values (current process) | ||
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Standard Approval | Workflow Approval | Standard Approval | Workflow Approval |
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| To Review/ To Approve (Internal approval) |
| To Review/To Approve (Internal approval) |
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Schedule based contract claim reports
The Contract Summary on the below reports is from the Contract Claim Schedules, rather than from the Budgets. They can be used when the Budget is not existant or the budgets are not kept up to date with all the Schedules and Schedule Variations.
Detailed Payment Claim Certificate (Schedule)
Payment Claim Invoice (Schedule)
To use this Tax Invoice, edit the current Invoice Type or create a new one from Invoice Type Maintenance, and select the new report.
Original Contract Value: Is the total of all the Contract Schedules with a Schedule Type = Original Contract
Plus Variations: Is the total of all Contract Schedules where the Schedule Type is not Original Contract.
Next Steps:
If you want to enter a new claim or review an existing one, see Contract Claim for more information.
FAQs:
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Process Flow: