Go to Job Contract Manager > Select Working Job (Figure 1).

Click the hyperlink of the appropriate job (Figure 1).

Figure 1: Select Working Job

Before billing, check to see if the Current Billing Period is correct. The Billing Period, in Job Contract Maanger, is used to determine the Fiscal Period of the batch that is created during the posting process. Under the job sub-folder, go to Job Contract Manager > (selected working job) > Admin > Periods (Figure 2).

Check the Current Billing Period column. If this period needs to be changed, select the appropriate row, select Set as Current Billing Period from the drop-down on the bottom action bar, and click the arrow to “Apply Action” (Figure 2).

Additionally, the current fiscal/financial period throughout the system (which may or may not different than the SOV invoice being entered) is listed along the top of the screen (Figure 2).

Figure 2: Set as Current Billing Period

To view transactions costed to a job, before starting an invoice, go to Job Contract Manager > (selected working job) > Billing > Cost Transactions (Figure 3).

Figure 3: Cost Transactions

Next, to create an invoice, go to Job Contract Manager > (selected job number) > Billing > Certifications (Figure 5).

Click Add at the bottom of the page (Figure 5).

Figure 5: Click Add in Certifications

Billing Periods cannot be changed here – go to step #3 of this document if the period on this page is incorrect.

Select the appropriate job receivables Series that the bill is being processed for (Figure 7).

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.

Select JRCT-Job Rec Certificate as the Transaction Type (Figure 7).

Enter in the invoice numbers Certificate Ref (invoice # we are sending out), which should auto-populate based on the number of the previous invoice/certificate. If the client has a different way of counting invoices, a different number can be entered in the Client Ref field, but typically, the same number is entered in both fields (Figure 7).

Certificate Date is the invoice date (Figure 7). This is the date that is used by the aging report to age the invoice. The Populate measure using actual costs function will pull in all transactions from the date of the last certificate, to this date.

Due Date will default based on the Certificate Date, plus the payment terms defined on the job receivables Series; or, if terms on the job 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, if desired (Figure 7).

Optionally, enter in any appropriate Notes (Figure 7).

Then, click Save in the bottom, right corner of the page (Figure 7).

Figure 7: Enter in Certification Information, Click Save

Back at the Certifications page, the started invoice will appear with a status of 1-STARTED. Note that This Total Value reads 0.00 (Figure 8).

Highlight the started invoice (Figure 8).

Select Populate measure using actual costs from the drop-down on the bottom action bar, and click the arrow to “Apply Action” (Figure 8). This submits a background report to create new billing cost transactions from existing cost transactions to the job.

Figure 8: Populate Measure Using Actual Costs

Notice that now This Total Value has changed to 17,150.43 from 0.00 (Figure 9), but that number will not necessarily be the amount of the invoice because the user will get to choose later what to bill.

Click on the hyperlink under Internal Reference (Figure 9).

Figure 9: Click Internal Reference Hyperlink

Hover over Cost Transactions – and select each appropriate page (Figure 10):

Figure 10: Cost Transactions Menu

Optionally, use the Filter on the bottom of the screen, select Not yet Billed from the drop-down, and click the Filter button (Figure 11).

Figure 11: Filter for “Not yet Billed”

Payroll Transactions display cost transactions that come from either Job Status Cost Transactions or Payroll Time Cards.

Job Status TimeSheets shows Job Status Timesheets Cost Transactions for the job that are associated and not associated with a specific Application or Certificate.

Equipment Transactions shows Equipment Cost Transactions associated with the job.

Accounts Payable Transactions displays cost transactions that come from either Job Status Cost Transactions or Accounts Payable.

Subcontract Ledger Transactions displays cost transactions that come from either Job Status Cost Transactions or Subcontract Ledger.

Other Transactions displays cost transactions that come from Job Status Cost Transactions and/or Payroll, Timesheets, or Equipment transactions per Job Rate Type settings.

All (Inquiry) will show all cost transactions for this invoice.

On each appropriate page, use the action bar at the bottom of the page to choose how to what to do with the cost transactions, and click the arrow to “Apply Action” (Figure 12). The options are:

In Figure 12, we are marking two Accounts Payable cost transactions “To Bill” for this invoice.

Figure 12: To Bill, Don’t Bill, or Never Bill

Optionally, users can have the ability to override multiplier for cost transactions as a quick fix. This can be done by adding Over-ride Rate & Multiplier and Multiplier fields into a column set (Figure 13).

Click the Open folder in the appropriate row (Figure 13).

Figure 13: Fields Added via Column Set

Select the checkbox for Over-ride Rate & Multiplier, edit the Multiplier, then click the floppy disk to Save (Figure 14).

Figure 14: Select Over-ride Rate & Multiplier Checkbox to Edit Multiplier

Optionally, see the Revenue Distribution tab (Figure 15). This page is useful if this certificate needs to be distributed to multiple Revenue Analyses; that is, if the full amount of the revenue will be split to two or more revenue cost codes. This page would be used to allocate how much of the revenue from the invoice would be allocated to each Revenue Analysis.

Figure 15: Revenue Distribution Tab

Next, go to the Measures tab and select Items with Retention (Figure 16). It would be a best practice to check this page after all the appropriate cost transactions were marked to be billed for this invoice or not, and look at the Cost Based lines. This 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 on how to set up the line items of the SOV, see the how-to document for “Set Up a Schedule of Values (SOV)”).

If in addition to billing for cost based (T&M) lines, the user wants to also bill for Lump Sum (or another type of line) on the same invoice, see the document for “Detailed Job Billing.”

Figure 16: Measures > Items with Retention

Click over to the Certificate Details tab, which shows the top-level summary (Figure 17).

Figure 17: Certificate Details Tab

Next, run the Standard Cost Based Report, which serves as proof to the customer as an explanation for the amount of the bill. The report shows details on all the cost transactions being billed for in the invoice.

Figure 18: SV Parameter CRTDETPR

Go to the Options menu in the upper, right corner of the page and select Standard Cost Based Report (Figure 19).

Figure 19: Select Standard Cost Based Report under Options

At the next screen, go to the Export tab. Select Export Attached Documents and select the appropriate categories of cost transactions (Figure 20). This will create a .zip file when the report is generated that will contain relevant documents, such as purchase order forms, timesheets, etc., that will be sent to the customer along with the invoice.

Optionally, select Include Unlinked to include documents for cost transactions that are not linked to any SOV lines (Figure 20). These cost transactions will not be billed in the invoice, so this will be left unselected for this example.

Optionally, select any Additional Documents to export (Figure 20).

Then, click Next in the bottom, right corner of the page (Figure 20).

Figure 20: Export Tab, Click Next

When the report(s) are generated, click into the appropriate report (Figure 21).

Figure 21: Reports Generated with Standard Cost Based Report

Figure 22 shows “Standard Cost Based Report (Certificate) - Cost Transactions Report,” which details the cost transactions being billed for in the invoice, separated by category.

Figure 22: Cost Transactions Report

Then, go to System > My Files. In the My Files tab, click on the hyperlink of the .zip file that was generated with the Standard Cost Based Report (Figure 23).

This .zip file will include folders with attached documents to the cost transactions that can be provided to the customer (Figure 23).

Figure 23: System > My Files, .zip File

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.

Under Options in the upper-right corner of the page, the available options will change as the stages are advanced through.

Once posted, the Status will change to “4-POSTED” (Figure 27).

Then, the only actions that can be taken under Options are printing the bill or running the Standard Cost Based Report (Figure 27).

Figure 27: Options When Status is “4-POSTED”

Alternatively, statuses can be changed from Job Contract Manager > (selected job number) > Billing > Certifications (Figure 28).

Figure 28: 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 29 shows the error message that appears if the certification/invoice is attempted to be Posted, when it is in “1-STARTED” status.

Figure 29: Error Message if Steps are Skipped

There are two options when printing the invoice (Figure 30):

Go to Job Contract Manager > (selected working job) > Billing > Certifications (Figure 30).

Select the appropriate invoice to print (Figure 30).

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 30). Final Print will be selected for this example.

Figure 30: Print a Draft or Final Print

At the next screen, select the appropriate Form (Figure 31). An AIA-style Form will be selected for this example.

Select All Items for the Print field (Figure 31).

Then, click Next in the lower, right corner of the screen to generate the invoice (Figure 31).

Figure 31: Select Form, Print All Items, Click Next

Select OK when the warning message appears (Figure 32).

Figure 32: Print a Draft or Final Print

The two pages of generated invoice are shown in Figure 33:

Figure 33: Generated AIA-Style Invoice