Entering Scheduled Billing Information

The billing information for a User-Defined or Cost Code billing type job is entered in the Schedule Invoice window, which displays the bill code number, schedule value, previous billings amount, percent paid, current due, and current bill amount. It also shows the contract amount to date, the gross bill to date, and the contract remaining amounts.

Step 1: Enter Application Information

1. Select Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and select Schedule.
3. If you bill for an AIA job, enter an application number and the last day of the billing period for the invoice.

Step 2: Enter Bill Code Information 

Enter the bill code numbers to bill on the invoice. Select Select All to select all bill codes.

The bill code description, total schedule value, and previous billings display in the scrolling window. These amounts are based on the information you entered in the Job Bill Codes window and for previous invoices posted using this bill code. See Adding Bill Codes to a Job.

Step 3: Enter Billing Amounts or Percentages 

Enter billable amounts in one of three ways:

• Percentage amount
  Enter a percentage amount in the Bill % field to invoice a percentage of the code's total billable amount. The calculation of the current bill amount is the percentage multiplied by the total billable amount for this bill code minus any previous billings. For Cost Plus and Cost Plus NTE billing type jobs, 100% appears in the Bill % field. The current bill amount calculates automatically as 100% multiplied by the cost plus markup amount for the selected bill code.
• Invoice amount
  Enter the current invoice amount for the bill code in the Current Bill field. The bill percentage calculates automatically in the Bill % field.
• Billable amount
  In the Current Bill field, accept the default billable amount, which comes from the bill amount entered in the Job Bill Codes window.

Step 4: Enter Detailed AIA Information

1. If you use AIA billing, select the Current Bill expansion button to open the Application for Payment window. The full amount of the invoice appears as the default in the Work in Place field. You can change this amount, dividing the total billable amount between the Work in Place and Stored Materials fields.
2. Enter the amount of the current bill to apply to Work in Place.
3. Enter the amount of the bill to apply to Stored Materials or items purchased for the job not delivered to the job site.
4. The Retention Withheld amount is set to the retention percentage (specified for the job in the Job Maintenance window) multiplied by the current bill amount for the bill code. You can change this amount.
5. Select Save.
6. In the Schedule Invoice Window, select Save.