This document demonstrates how to enter bills/invoices using a Schedule of Values (SOV), also known as AIA-style format billing.
To begin entering an SOV Bill, go to Job Contract Manager > Select Working Job through the tree menu (as shown in Figure 1) or use the Menu Search to find “Select Job.”
Click on the appropriate hyperlink job name (Figure 1).
Figure 1: Click Job Name Hyperlink
When the working job is selected, the job number will appear in the Job Contract Manager tree menu as a sub-folder, with a variety of folders and functions (Figure 2).
Before billing, check to see if the correct period is marked as current. Under the job sub-folder, select Admin > Periods (Figure 2).
Figure 2: Job Sub-Folder in Tree Menu
The current period is checked in the “Current Billing Period” column. If this period needs to be changed, select the appropriate row, and use the Action Bar at the bottom to Set as Current Billing Period (as shown in Figure 3).
Additionally, the current fiscal/financial period throughout the system (which may or not be different than the SOV invoice being entered) is listed along the top of the screen (Figure 3).
Figure 3: Set as Current Billing Period
To create an invoice, under the job sub-folder, go to Billing > Certifications (Figure 4).
Click Add at the bottom of the screen (Figure 4).
Figure 4: Click Add to Create an Invoice
Alternatively, use the Job Contract Manager > Billing Workbench to see every job’s current invoice status. Find the appropriate job and click Add (Figure 5).
Figure 5: Click Add to Create an Invoice via Billing Workbench
Fill in the appropriate details (Figure 6). Note that certain fields appear and disappear based on what options are selected for the fields. Then, click Save.
Billing Periods cannot be changed here – go to step 5 of this document if the period on this page is incorrect.
Series will allow the user to select which job receivables series of this job the bill is being processed for – if there are no options available on this drop-down, refer to the document “How to Set Up a Job Receivables Series.”
The Take on Balance checkbox (which may or may not be visible) is used to record a value that has already been billed and paid for – this should never be used except during initial data migration or when specifically advised by COINS.
Adj. To. is optional. For this field, select the internal reference to an adjusting transaction to be copied to the application/certificate transaction after it is created.
Certificate Ref and Client Ref are simply the invoice number. If the client has a different way of counting invoices, a different number can be entered in these two fields, but typically the same number is entered in both fields.
Certificate Date is the invoice date. This is the date that is used by the aging report to age the invoice.
Due Date will default based on the certificate date plus the payment terms defined on the job receivables series; or, if the terms on the receivables series are left blank, then this date will default based on the certificate date plus the payment terms from the customer file. This can be manually changed to any other date if needed.
Notes are optional.
Figure 6: Fill in Details, Click Save
Back at the Certifications page, the started invoice will appear. Click on the hyperlink under Internal Reference (Figure 7).
Figure 7: Click Hyperlink under Internal Reference
The Cost Transactions tab (as seen in Figure 8 to the left of Measures) is only relevant for T&M (cost-based) billings. If billing does not have any T&M elements, ignore this tab. For T&M billings, refer to the document “How to Set Up TM Billing.”
Under Measures, click Items, Retention and Material (Figure 8).
Figure 8: Click Items, Retention and Material
This tab will be populated with all the SOV line items that have been set up for the job receivables series used on this certificate (for instructions to set up the line items of the SOV, see the how-to document titled “Set Up a Schedule of Values (SOV)”). Click the Open folder to edit an SOV line (Figure 9).
Figure 9: SOV Line Items, Click the Open Folder
There are several options (different styles of entry) for how to enter the amount of money to be billed against each SOV line item. These fields re-calculate based on what is entered in the other fields (Figure 10).
% - The percentage measure.
Qty This Measure - The quantity measure since the last time updated.
Qty TD - The quantity measure to date.
Work Completed This Measure - The work completed since the last time updated.
Material Stored TD - The value of materials stored to date for the item.
Completed & Stored TD - The value completed and stored to date for the item.
Ret % - The work retention percentage for the item.
MOS Ret % - The material retention percentage for the item.
Work Retention TM - The work retention measure since the last time updated.
Retention (Ret %) will default in based on the contract definition, but that can be overridden. In the example, retention is manually changed to 20 percent (Figure 10).
Click Save (floppy disk) in the appropriate line (Figure 10).
Figure 10: Edit an SOV Line, Retention, Click Save
Alternately, multiple lines can be edited at the same time by clicking Concurrent at the bottom of the screen (Figure 11).
Figure 11: Edit an SOV Line, Retention, Click Save
Click over to the Certificate Details tab, which shows the top-level summary (Figure 12).
Figure 12: Certificate Details Tab
The submission and approval steps that follow will vary based on individual client needs. COINS allows certificate entry to use up to 4 statuses, but only the “Started” and “Posted” are required. “Submitted” and “Unposted” statuses are optional stages that allow for review and approval, or a formal division of labor.
1-STARTED
This is the only status where billing amounts can be entered.
2-SUBMITTED
Moving to this status will prevent changes to the billing amounts, but no other changes will occur when the certificate is moved into this status.
In practice, this can signify “pencil copy submitted to customer” or “PM has completed entering % complete values and submitted to the billing department.”
3-UNPOSTED
A certificate batch is created in Job Receivables > Applications/Certifications > Applications/Certifications (but this batch will not be posted).
4-POSTED
The certificate is now fully posted to the GL and job revenue code.
This is the only status that will not allow the user to “Return to Started” and make changes to the billing amounts.
Under Options in the upper-right corner of the page, the available options will change as the stages are advanced through.
Figure 13 shows the Options when the status is “1-STARTED.”
This is the only status that allows certain functions (Delete/Empty, Copy Measures, Copy Materials, Populate/Recalculate) shown in Figure 13 than can change the bill amount.
Click Submit at the bottom of the drop-down to advance to “2-SUBMITTED” (Figure 13).
Figure 13: Options When Status is 1-STARTED
Figure 14 shows the Options when the status is “2-SUBMITTED.”
The user can click Create Unposted Batch to advance/move forward and change the status to “3-UNPOSTED” or click Return to Started to move backwards and change the status to “1-STARTED” (Figure 14).
Figure 14: Options When Status is “2-SUBMITTED”
Figure 15 shows the Options when certificate is in the status “3 - UNPOSTED.”
The user can click Post Batches to advance or click Return to Started or Return to Submitted to move backwards (Figure 15).
Figure 15: Options When Status is “3-UNPOSTED”
Once posted, the Status will change to “4-POSTED” (Figure 16).
Then, the only actions that can be taken under Options are printing the bill or running the Standard Cost Based Report (Figure 16).
Figure 16: Options When Status is “4-POSTED”
Alternatively, statuses can be changed from Job Contract Manager > (selected job number) > Billing > Certifications (Figure 17).
All the options are shown here no matter what status your certificate is in (Figure 17).
An error message will pop up if the stages are not moved through in the correct order (Figure 18).
Figure 17: Change Statuses from Certifications Page
If the steps are taken out of order or if a step is skipped, an error message will be generated. Figure 18 shows the error message that appears if the certification/invoice is attempted to be Posted, when it is in “1-STARTED” status.
Figure 18: Error Message if Steps are Skipped
In the above example, the certificate/invoice must be submitted (2-SUBMITTED) and then moved into status “3-UNPOSTED,” before it can be posted.
Printing the Invoice
There are two options when printing the invoice (Figure 19):
Draft Print – Invoice will be printed with a watermark that reads “Draft.” Can be printed at any time during the process.
Final Print – The final print of the invoice to be sent out. Can only be printed if the status is beyond 1-STARTED.
Go to Job Contract Manager > (selected working job) > Billing > Certifications (Figure 19).
Select the appropriate invoice to print (Figure 19).
Using the drop-down on the bottom action bar, select either Draft Print to preview the invoice as a draft, or Final Print as a final invoice to be sent out, and click the arrow to “Apply Action” (Figure 19). Final Print will be selected for this example.
Figure 19: Print a Draft or Final Print
At the next screen, select the appropriate Form (Figure 20).
Select All Items for the Print field (Figure 20).
Then, click Next in the lower, right corner of the screen to generate the invoice (Figure 20).
Figure 20: Select Form, Print All Items, Click Next
Select OK when the warning message appears (Figure 21).
Figure 21: Print a Draft or Final Print
The two pages of generated invoice are shown in Figure 22:
Figure 22: Generated AIA-Style Invoice
