Invoicing a Progress Billing Job

A progress-billing job can be billed with subsequent invoices. Go to the Progress-billing tab of a job to invoice the customer or contractor for a specific job and the following window will appear:

Each one of the progress-billing columns will be explained below. The italicized column labels indicate that the information within these columns should be entered at the time the job is confirmed. See the previous section - Entering Billing Items for a Progress-Billing Job for instructions on entering these columns. The column labels that are underlined are the figures that the user needs to enter before creating and processing an invoice. All other columns are calculated and cannot be altered by the user.

• ID

a unique code for each line of the progress-billing table. This code may be used within different jobs but cannot be duplicated within the same job.

• Description

Should describe the progress-billing line.

• G/L Account

This account is used in the sales invoice to allocate the revenue within the general ledger.

• Scheduled Value

Reflects the total contracted amount for each progress-billing item of the job. This value should not change after the initial billings have been processed. Adding additional change order lines will reflect any changes made to the scheduled value.

• Previous Application

Contains the total amount that has been billed.

Note: The number of billings is contained on the header part of the window and is labeled Number of Billings.

• Select

The progress billing line will show on the invoice if the Select option is enabled. This option will be enabled by the system when a new line is created or if the user enters a value in the This Period, Materials Stored, or % Complete columns. These columns will be cleared if the Select option is disabled by the user. This column may be hidden. See the Features > Column Appearance section of the main manual for details on showing hidden columns.

• This Period
  Enter the billing amount for the current invoice excluding any unused materials. This Period amount can be calculated by entering a percentage within the % Complete column. Both amount (This Period or % Complete) can be edited and the other column will be changed accordingly.

• Materials Stored
  Enter the total materials costs that are to be billed but have not been used for the current job. Note that the total will be added to the This Period amount and posted to the Previous Application column at the completion of the billing. The Materials Stored amount should reflect the Total amount of materials stored to date. For example, if the job contained $ 1,000 of materials stored at the time of the last billing and a total of $ 1,500 is being stored currently, $ 1,500 should be entered as materials stored rather than $ 500 (the additional materials this month).

• Total Completed
  Reflects the total billings, including the current billing. This total can by altered by changing the previous two column amounts or by entering a percentage in the following column.

Total Completed = Previous Application + This Period + Materials Stored.

• % Complete
  This Period amount will be changed to reflect the percentage entered within this column. For example, if 50 percent is entered than This Period will reflect the balance to bill this period to total 50 percent of the Scheduled Value amount.

This Period = (Scheduled Value * 50%) – Previous Application – Materials.

• Balance
  Reflects the balance that needs to be billed after the current billing is completed.

Balance = Scheduled Value – Total Completed.

• Previous Retainage
  Reflects the retainage that is withheld from the customer's invoice to date. This total does not include the amount shown in the Retainage column.

• Retainage
  Total retainage withheld from the progress-billing invoice can not be entered within this column. Review the Retainage section for details on withholding retainage on a customer's invoice.

Enter the desired amounts for each line of the billing table. Click on the Bill Now button to process the progress-billing invoice and the following dialog will appear:

The process will create a sales invoice for a customer listed within the job. A progress-billing document will be printed instead of the standard sales invoice. The progress-billing document is set within Job Costing > Options > Progress Billing tab.

Enter the appropriate billing date and click the Finish button.

Click the Print button on the print dialog to print the progress-billing document. Go to Job Costing > Options > General tab to change the Progress-billing Report document setting.

The Number of Billings value located on the Progress-billing tab will be incremented each time a billing is completed.