Prepare Progress Billing

Objective

The Prepare Progress Billing option is used to invoice sales slip items and change orders entered using Progress Billing Contracts.

When the Billing the contract and change orders separately setting is checked (Configuration, General option, and Progress Billing Invoicing section), change orders linked to a progress billing contract are no longer accessible through the Prepare Progress Billing option but rather in the Contract Invoicing option.

 

prerequisites

• Progress Billing Contracts
• Project Management
• Credit Term Management

 

Icons

Prepare Progress Billing Icons

Icon Title Used to Generate a new invoice number Assign an invoice number before transferring the transaction in order to print an invoice following the numeric sequence of the counter. Recalculate Table (F9) Recalculate data and refresh the grid in Billing Schedule and Change Order tabs. Batch Acceptance Allow batch acceptance of invoices. Display the Proposed Invoicing Display invoicing suggestions under the selected period. Only possible if the links have been established using the Links Billing Schedule and Project Costs option. Apply the Cumulative Production Apply the cumulative production from the Production by Bid Item option for the contract. Modify Total Display Display the holdback amount and the net amount at the bottom of the grid.   Reverse the latest invoice of the contract Enables reversing the most recent progress billing invoice that is linked to a contract. Note: The icon is only active when non-transferred transactions are displayed in the window. Clicking the icon opens a window where the user must enter the number of the contract and confirm the task. They can afterwards reverse the invoice’s amounts without having to enter them. It will not be possible to reverse the invoice if the The user may not create credit notes setting is checked under the Access Restrictions tab of the Security Management option. Only icons specific to this window are defined in the table above.

 

Steps

maestro* > Invoicing > Contractual Billing > Progress > Prepare Progress Billing

 

Creating a Progress Billing

1. Basic information about the billing contract is displayed at the top of the window:

Field	Description
Contract	Contract number.
Customer	Customer associated with the contract. NOTES: Changes must be made using Progress Billing Contracts.
Address No.	Customer's invoicing address from Define Customer Addresses. NOTE: Only addresses identified as invoicing addresses are included in the list. The Invoicing Address box must be checked.
Progress	Type of progress selected in Progress Billing Contracts. Possible values include Rate or Quantity.
Interco	If the customer is an “inter-co” type customer, this information will be displayed beside the field.
Contract	Original value of the contract and change orders saved in Progress Billing Contracts.
Invoiced to Date	Value of the contract and change orders invoiced to date, not including the current invoice.
Holdback to Invoice	Value of the holdback to invoice on the contract and the change orders.

2. Enter the required information in the Detail tab:

Field	Description
Invoice No.	Invoice number. NOTE: It is possible to generate an invoice number before printing by clicking the Generate a new invoice number icon. When the numbered invoice is transferred, the user can always reprint the invoice using the Reprint Invoices option because maestro* considers the invoice already printed by the user. Otherwise, the invoice number will only be assigned when transactions are transferred and will be available for printing with the Print Invoices option.
Date	Accounting date.
Due Date	NOTE: When the transaction is saved, if nothing is entered, maestro* calculates a due date based on the customer’s credit terms. If there are no credit terms in Customer Management, the due date is the date of the invoice. This date can be changed manually.
Period	Period applicable to the invoice. This field contains the start and end dates of the invoicing period.
Accepted	Indicates that the invoice can be transferred if the field is set to Yes. NOTE: It is possible to accept multiple invoices by clicking the Batch Acceptance icon.
Credit Terms	Payment terms for the invoice from Credit Term Management.
Discount Account	General ledger account used to post the discount applicable to the invoice.
Proposed #	Used to enter a proposed number linked to the invoice.
Stored Material	Amount of material stored for the contract. NOTE: This field is provided for information purposes and can be printed on the invoice form.
Cust. Project	Used to monitor payments by the customer’s project number if a lien is attached to the invoice. NOTE: This field is linked to the Lien Management option.
A/R Account	General ledger account used to post the customer account.
Sale	Total amount of the invoice, with or without taxes, according to method selected in the Method field. NOTE: This field is calculated by maestro* and cannot be changed.

1. Holdback section:

Field	Description
Holdback	Percentage and amount of holdback applicable to the invoice.
Mode	Available values. Standard Tells maestro* that the taxes will be calculated based on the amount of the invoice after subtracting the holdback amount. The holdbacks and their taxes will be invoiced when releasing the holdbacks with the Release Holdback option. With tax The amount and percentage of the holdback calculated will include the taxes on the holdback. Without tax The amount and percentage of the holdback calculated will not include the taxes on the holdback.
Account	General ledger account used to post the holdback applicable to the invoice.

2. Tax section:

Field	Description
Contract Tax	Tax codes applicable to the contract.
Tx C/O	Tax codes applicable to change orders.

 

If a holdback with tax is selected, tax code 2 cannot be filled in if tax code 1 is empty. To determine the source of the code and applicable tax rates, refer to the Reading Tax Codes in maestro* help.

3. Immediate Payment section:

Field	Description
Immediate Payment	Allows the user to create a receipt instantly when transferring the invoice, if the field is set to Yes. NOTE: If the Generate the receipt automatically box is checked in the configurations (Projects > Inter-company > Sales), the field will be set to Yes.
Cheque No.	Cheque number to assign to the receipt that will be created when transferring the invoice, if the Inst Pmt field is set to Yes.
Bank Account	Bank account number to which the receipt must be posted, if the Inst Pmt field is set to Yes.
Amount	Amount of the instant receipt to create, if the Inst Pmt field is set to Yes.

3. The Additional Fields tab allows the user to personalize the Prepare Progress Billing option by adding fields. To do this, click on the Configuration icon.
4. Enter the required information in the Billing Schedule tab:

Field	Description
Billing Schedule section fields	These fields identify the list of items to invoice for the selected contract. Champs de la section. Billing Item Code that identifies the work performed. NOTE: This code can be the activity number or the number on the estimate, or any other number that identifies each of the items on the sales slip for invoicing. Description Description associated with the code invoiced. Progress Displays, for each line of the billing schedule, the type of progress: by quantity or by type. Original Qty Displays the original quantity of each item as entered in the Progress Billing Contracts option. NOTE: This column is not displayed by default. Quantity Quantity to invoice. Unit Unit of measure. UP Unit proce of the item. Amount Total amount to be invoiced.
Production Quantity / Production Rate	Displays the quantity of production entered to date, for information purposes, according to the progress type defined in the contract. OR Displays the rate of production entered to date, for information purposes, according to the progress type defined in the contract. NOTE: This information is updated from the data entered in the Production by Bid Item option; depending if the progress method is Quantity or Rate.
Production Value	Monetary value of the production indicated in the Production Rate or the Production Value column (according to the progress method entered in the contract). Calculation when the progress method is Rate: Production Value = (Production Rate * Contract Amount)/100 Calculation when the progress method is Quantity: Production Value = Production Quantity * UP
Prior Progress to Date	The values are taken from the amount of previous invoices and cannot be changed. Available values. Quantity If the progress mode is Quantity, quantity invoiced to date. % Complete If the progress mode is Rate, rate invoiced to date. Amount Amount invoiced to date.
Current Period	These values represent the amounts on the current invoice. Available values. Quantity If the progress mode is Quantity, quantity to be invoiced for this invoice. % Complete If the progress mode is Rate, rate to be invoiced for this invoice. Amount Amount to be invoiced on this invoice.
New Progress to Date	These values are the new cumulative values including the current invoice. Available values. Quantity If the progress mode is Quantity, cumulative quantity after the transaction is transferred. % Complete If the progress mode is Rate, cumulative rate after the transaction is transferred. Amount New cumulative amount including the current invoice.
Detailed Holdback Calculation	These columns present the values used in the calculation of holdbacks for every item. Available values. NOTE: These columns are available only when the Detailed Holdback box is checked in the contract. % Holdback rate to invoice. Prior Holdback amount invoiced to date. Current Holdback amount to invoice on the current invoice. To Date New cumulative amount of holdbacks including the current invoice.
% Complete	Percentage invoiced to date against the total to invoice for the item.
To Complete	These values represent what is left to invoice on the item. Available values. Quantity If the progress mode is Quantity, quantity left to complete. % Complete If the progress mode is Rate, percentage left to complete on the item. Amount Amount left to complete on the item.
Production Variance	These values represent the difference between the production invoiced to date and the total production. Available values. Quantity If the progress mode is Quantity, difference between the cumulative quantity invoiced to date and the production quantity. % Complete If the progress mode is Rate, difference percentage between the cumulative invoiced to date and the production quantity. Amount Variance amount between the amount invoiced to date and the total production amount.
Project	Determines the project to which income is assigned. NOTE: By default, the revenue is allocated to the project of the contract invoiced. It can also be a sub-project.
Activity	Determines the activity to which income is assigned.
Group	Determines the group to which income is assigned.
To Print	Specifies whether the item on the sales slip will be printed on the invoice or not. NOTE: This field is provided for information purposes only. Any modification must be made in Progress Billing Contracts.
Total	Specifies whether a total should be printed on the invoice. NOTE: If the column is not checked, there is no sub-total defined in on the sales slip. To add or remove sub-totals, the change must be made in Progress Billing Contracts.
Comment Summary	Comment on the billing schedule. NOTE: This information is from the contract and is available for information purposes only.
Comments	Memo. NOTE: This information is from the contract and is available for information purposes only.

4. Enter the required information in the Change Order tab:

Field	Description
Billing Schedule section fields	These fields identify the list of items to invoice for the selected contract. Champs de la section. Billing Item Code that identifies the work performed. NOTE: This code can be the activity number or the number on the estimate, or any other number that identifies each of the items on the sales slip for invoicing. Description Description associated with the code invoiced. Progress Displays, for each line of the billing schedule, the type of progress: by quantity or by type. Change Order Number Change order number. Quantity Quantity to invoice. Unit Unit of measure. UP Unit proce of the item. Amount Total amount to be invoiced.
Production Quantity / Production Rate	Displays the quantity of production entered to date, for information purposes, according to the progress type defined in the contract. OR Displays the rate of production entered to date, for information purposes, according to the progress type defined in the contract. NOTE: This information is updated from the data entered in the Production by Bid Item option; depending if the progress method is Quantity or Rate.
Production Value	Monetary value of the production indicated in the Production Rate or the Production Value column (according to the progress method entered in the contract). Calculation when the progress method is Rate: Production Value = (Production Rate * Contract Amount)/100 Calculation when the progress method is Quantity: Production Value = Production Quantity * UP
Prior Progress to Date	The values are taken from the amount of previous invoices and cannot be changed. Available values. Quantity If the progress mode is Quantity, quantity invoiced to date. % Complete If the progress mode is Rate, rate invoiced to date. Amount Amount invoiced to date.
Current Period	These values represent the amounts on the current invoice. Available values. Quantity If the progress mode is Quantity, quantity to be invoiced for this invoice. % Complete If the progress mode is Rate, rate to be invoiced for this invoice. Amount Amount to be invoiced on this invoice.
New Progress to Date	These values are the new cumulative values including the current invoice. Available values. Quantity If the progress mode is Quantity, cumulative quantity after the transaction is transferred. % Complete If the progress mode is Rate, cumulative rate after the transaction is transferred. Amount New cumulative amount including the current invoice.
Detailed Holdback Calculation	These columns present the values used in the calculation of holdbacks for every item. Available values. NOTE: These columns are available only when the Detailed Holdback box is checked in the contract. % Holdback rate to invoice. Prior Holdback amount invoiced to date. Current Holdback amount to invoice on the current invoice. To Date New cumulative amount of holdbacks including the current invoice.
% Complete	Percentage invoiced to date against the total to invoice for the item.
To Complete	These values represent what is left to invoice on the item. Available values. Quantity If the progress mode is Quantity, quantity left to complete on the change order. % Complete If the progress mode is Rate, percentage left to complete on the change order. Amount Amount left to complete on the change order.
Production Variance	These values represent the difference between the production invoiced to date and the total production. Available values. Quantity If the progress mode is Quantity, difference between the cumulative quantity invoiced to date and the production quantity. % Complete If the progress mode is Rate, difference percentage between the cumulative invoiced to date and the production quantity. Amount Variance amount between the amount invoiced to date and the total production amount.
Project	Determines the project to which income is assigned. NOTE: By default, the revenue is allocated to the project of the contract invoiced. It can also be a sub-project.
Activity	Determines the activity to which income is assigned.
Group	Determines the group to which income is assigned.
To Print	Specifies whether the item on the sales slip will be printed on the invoice or not. NOTE: This field is provided for information purposes only. Any modification must be made in Progress Billing Contracts.
Total	Specifies whether a total should be printed on the invoice. NOTE: If the column is not checked, there is no sub-total defined in on the sales slip. To add or remove sub-totals, the change must be made in Progress Billing Contracts.
Comment Summary	Comment on the change order. NOTE: This information is from the contract and is available for information purposes only.
Comments	Memo. NOTE: This information is from the contract and is available for information purposes only.

5. Click Save.

If a delivery preparation form has been configured in Configuration, maestro* proposes printing this form by default.

 

See also

• Print Payment Requests
• Print Progress Billing Invoices
• Reprint an Invoice

 

Last modification: September 19, 2024