Job Billing - Process Owner Billing

Preparing the Contract

This step should have been completed during the Job Setup process.  The Contract setup should be confirmed prior to the first Owner Billing.

Navigation:

Job Billing – Contracts – Enter Contract

Ensure that the Company is correct, and press F11 then F9 in the Job field. Select the proper job. Alternatively, press F11, enter the job number, then press F12.

Press the Defaults button.

Validate/update the settings for Retainage Code (initially setup by the FM).

If the job is located in Washington, there will be “WA” codes in the Tax 1 and Tax 2 fields so the system will calculate Washington sales taxes for each billing.  Also, the box will be checked  in the Calculate Tax on Gross Amount field.

For jobs located in Canada, the “CN” code will show in the Tax 1 field.  The box will be unchecked in the Calculate Tax on Gross Amount field so the system will calculate tax based on the net billings amount.

Click the Close button.

Click the Address button to see what will be displayed on the Job Billing AIA form as the Project Address. 

Note that for go-live and several months thereafter, Swinerton will process “one-line” billings in CMiC and continue to present Excel-based billings to owners. When the company decides to use more detailed invoice formats and present system-generated billings to owners, then you may need to change the customer address information (e.g. sending billings to alternative locations).

Click the Close button.

Click on the Description button.

The existing contract name will appear in the Name field.

The Description field can be used to enter notes and will not be printed anywhere.

Invoice Format 1701 should be displayed.  If not, press F9 or double-click in the field.

In the Term field, press F9 and select the billing terms (typically N30).

Click the Close button.

Click the Risk Management button to validate/update insurance and GRT (if applicable) rates, which may have already been selected by the Financial Manager. 

The system will automatically generate insurance and GRT (if applicable) job cost transactions based on the gross billing amount.  The costs will land in the current period and, by default, will be billed in the next accounting period.

Click the Close button.

Note:  Bill Rates are setup to equal Charge Rates (except for SMC).  So, there is no need to click the Bill Rates button and make changes.  

The remaining steps in this section should be performed after the PM has loaded the job budget. 

Click the Add New Bill Codes button. This step adds any phases or categories to the Contract that may have been added by the Project Manager since the Billing Contract was entered or last updated, and must be performed before every billing.

Click OK (the default “Add New Bill Codes Only” is appropriate).

Press the Page Down key on your keyboard or click on the button near the top of the screen to populate the Contract.

Click Page Down and click the Generate (or Re-Generate) Time Phased Budget button. 

Time phasing of revenue must be performed before WIP is processed for the first time. 

If the Synchronize button is red, click it to adjust the projected revenue amount.

You will then be prompted to choose how to spread the adjustment, or if additional periods are needed. Just click the Accept button.

Press F3 or the Save icon and then F4 to exit the screen.

 

Preparing the Billing

Navigation:

Job Billing - Billing – G/C Prepare Billing

Ensure the appropriate Company number displays in the top block.

In the next block, input the Job number, press F12 or click the Draw # button.

If you are prompted, click OK.

A pop-up box appears and the user must “recalculate” the billing amount.  By default, “Include New J/C (Job Cost) transactions in Billing Recalculation” is checked.

Delete the date in the “To Reference Date” field.

 In the “To Posting Date” field, input the date as follows: 

If you are entering a billing during the early part of a month (e.g. June 3rd) prior to billing cutoff, enter the last day of the prior month (05/31/2013) to capture transactions posted in the open period.

If you are entering a billing after billing cutoff, simply enter the current day’s date (e.g. June 9^th) to capture cost transactions for the billing through that date.

Click ReCalc. Billings.

By default, the system shows the date that the billing is created in the Billing Date field, the Due Date is based on contract terms, and the Period End Date is the last day of the open period.  

If you are entering a billing after billing cutoff, simply enter the current day’s date (e.g. June 9^th).

Note:  The posting date of the transaction is selected in the posting process (see page 14).

Enter a description (job #, draw #, GL date, etc.) in the Description field.

In the screen shot above, note that the system displays Previous, Current and Total To Date amounts for Cost, Billing (gross) and Retainage, as well as other data.

If you get a pop-up box that says “Warning: Job/Phase/Categories exist without being mapped to Contract (Job #),” just click OK.

On the main screen of G/C Prepare Bill, you may override amounts in the Current Draw or Total to Date “Billed” white fields by entering new amounts and immediately clicking the Accept Override Value button.

Overrides will be displayed in a red background and do not represent errors.

Total To Date Billed amount overridden from $300,000 to $400,000.  Retainage automatically recalculated but that amount may be overridden.

Click the ReCalc. Billings button.

At the pop-up box, simply click the ReCalc. Billings button again (no changes needed).

Next, click the Generate button and click OK at the pop-up box.

Next, click the Print button and then click Run Report.

Check that billing amounts match your input screen.

Click Cancel at next prompt. 

The main screen shows the billing amounts. 

Finally, press F3 to save and F4 to exit (click OK if prompted).

Posting the Billing

Navigation:

Job Billing - Billing – Post Invoices

Ensure the Company number is correct.

If you are posting a billing during the early part of a month (e.g. June 3rd) prior to billing cutoff, enter the last day of the prior month (05/31/2013).

If you are entering a billing after billing cutoff, simply enter the current day’s date (e.g. June 9^th).

Click Page Down, check the box in the Select column , and the click in the box next to Preview Posting. 

Click Post.  That will create three pre-posting reports and does not actually post the billing.

When prompted, click Run Reports.

Ensure that the proper GL date, gross billing and retention amounts, and other details are correct. Close the reports screen and return to the posting screen.

Finally, just click the Post button to post the transactions.