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.
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.
Title is set up as a default in Job Maintenance but can be modified while creating the claim.
Status is the current state of the claim:
Entered means that it has been created, but not yet approved. This claim may or may not need additional data before being approved.
Approved means that an authorised approver has clicked approved for this claim, indicating that it is ready to be sent to the client. It can be unapproved at any time to edit the claim.
Sent means that the claim 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.
Value incl. Ret is the total value of the claim including any retention amounts.
Retention is the retention amount withheld or claimed, 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.
Next Steps:
If you want to enter a new claim or review an existing one, see Contract Claim for more information.