Construction Management Billing

Objective

The Construction Management Billing option is used to invoice sales slip items previously entered in the Contruction Management Contracts option.

This invoicing method allows to bill the customer according to the construction work progress, mark up cost prices of profit percentages as determined on the contract, and, if needed, add administration fees. The invoice is produced for a given period and all transactions to bill are listed and grouped by activity.

 

Prerequisites

• Construction Management Invoice Preparation
• Contruction Management Contracts
• Project Management
• Credit Terms Management

 

Icons

Construction Management Billing option 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. Print Used to print an invoice or a payment request. Recalculate Table (F9) Recalculate data and refresh the grid in the Billing Schedule tab. Modify Total Display Display the holdback amount and the net amount at the bottom of the grid. Only icons specific to this window are defined in the table above.

 

Steps

maestro* > Invoicing > Contractual Billing > Construction Management > Contractual Management Billing

 

Creating a Contract Management Bill

1. Enter and/or view the information displayed in the header:

Field	Description
Contract	Contract number. NOTE: Only construction management contracts can be selected in this field.
Customer	Customer associated with the contract. NOTE: Changes must be made using the Contruction Management Contracts option.
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.
Telephone	Customer's phone number.
Fax	Customer's fax number.
Progress	Greyed-in field since the constuction management contract progress is systematically set to rate.
Interco	Indicates whether the customer is managed in intercompany mode or not.
Original Value	Contract Original value of the contract saved in the Construction Management Contracts option. Invoiced to date Contract value recorded up until now, without taking into account the current invoice. Holdback to invoice Holdback values to bill on the contract.

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 on the Generate a New Invoice Number icon. Upon the transfer of the numbered transaction, it will always be possible to reprint the invoice through the Reprint an Invoice option, since maestro* will consider the invoice as already printed by the user. Otherwise, the invoice number will only be assigned upon the transfer of the transaction and will be available to print in the Print an Invoice option.
Date	Accounting Date
Due Date	The invoice's due date. NOTE: When saving the transaction, if nothing is written, maestro* will calculate a due date based on the customer's credit tems. If there are no credit terms entered in the Customer Management option, the due date will be the same as the invoice date. It is possible to manually modify this date.
Period	The period applicable to the invoice. This field is made up of the start and end dates of the invoice period.
Accepted	Indicates that the invoice can be transferred if the field is set to Yes.
Credit Terms	The invoice's credit terms as issued from the Credit Terms Management option.
Discount Account	General ledger account used to record the discount applied to the invoice.
Proposed #	Allows to enter a request number linked to the invoice.
Stored Material	Stored material amount entered on the contract. NOTE: This field is for informational purposes and can be printed on the invoice form.
P.O. Number
Cust. Project	Allows to follow-up on receipts by customer project if a lien is attached to the invoice. NOTE: This field is linked to the Lien Management option.
AR Account	General ledger account used to record the customer account.
Sale	Invoice's total amount, with or without tax, according to the selected mode in the Mode field. NOTE: This field is calculated by maestro* and cannot be modified.

1. Holdback section:

Field	Description
Rate	Holdback rate applied to the invoice.
Amount	Holdback percentage and amount applied to te invoice.
Mode	Available values: Standard Indicates to maestro* that taxes should be calculated on the invoice's amount after the substraction of the holdback amount. The holdbacks and those holdbacks' tax will be calculated during the Release Holdback. With tax The calculated holdback amounts and percentages will include taxes. Without tax The calculated holdback amounts and percentages will not include taxes.
Account	General ledger account used to record the holdback.

Tax section:

Field	Description
Contract	Tax codes applicable to the contract. NOTE: To know the origin of the applicable tax code and rate, consult the How To - Reading of Tax Codes in maestro*.

Immediate Payment Section:

Champ	Description
Immediate Payment	Allows to immediately create a receipt upon the transfer of the invoice if the selected value is Yes. NOTE: If the Generate the receipt automatically checkbox is activated, in the configurations (Projects > Intercompany > Sales), the fields value will be set to Yes.
Cheque No.	Cheque number to assign to the receipt that will be created upon the transfer of the invoice if the selected value in the Immediate Payment field is Yes.
Bank Account	Bank account number in which the immediate receipt will be recorded if the selected value in the Immediate Payment field is Yes.
Amount	Receipt amount to be recorded immediately if the selected value in the Immediate Payment field is Yes.

3. The Addition Fields tab allows to personalize the Contruction Management Billing by adding fields. To do so, 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. Section Fields. 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. Amount Total amount to be invoiced.
Prior Progress to Date	The values are taken from the sum of previous invoices and cannot be changed.Available Values: Rate Rate invoiced to date. Amount Amount invoiced to date.
Current Period	These values represent the amounts on the current invoice. Available Values: Rate Rate invoiced to date. Amount Amount invoiced to date.
New Progress to Date	These values are the new cumulative values including the current invoice. Available Values: Rate Cumulative rate following the transfer of the transaction. Amount New cumulative amount 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: Rate Percentage left to complete on the item. Amount Amount left to complete on the item.
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 informational purposes only.
Comments	Memo. NOTE: This information is from the contract and is available for information purposes only.

5. Click on Save.

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

 

See Also

• Print Invoices
• Reading of Tax Codes in maestro*

 

Last modification: May 11, 2024