We have reviewed the first steps involving getting started in FabSuite – adding a new Project Management job, saving documents and adding a project schedule. Next on the list would be to develop a Schedule of Values to be used with invoicing, the location for which is ‘Contract & Invoicing’ in the Project Management window.
The ‘Contract & Invoicing’ button is at the bottom of the Project Management window. This is where you will find the data entry location, the AIA document and invoice reporting for your use.
Click the button for ‘Contract & Invoicing’ at the bottom center of the Project Management window to open the selection window, and then click the ‘Contract’ button, opening the data entry window.
The side for Contract Items is where you list your Schedule of Value items, the ‘Other’ side is for your purchase order or contract information. Click the ‘New Contract Item’ button to begin adding your billing items.
The left side list in the example below shows a list of contract items. Click to highlight a listed item to see the applicable selections for type, amount, Schedule Task and notes. The ‘must haves’ in this window are for the Description, Type (original contract or a change order item) and the amount.
The optional items for Schedule Task and Notes are for your convenience. The Schedule Task allows for an automated link to Project Scheduling for driving billing amounts. So as the Project Schedule is updated, the billing amount to be invoiced may automatically determine that level of completion.
If your billings typically project to reflect to the end of the month, manually entered percentages or amounts may be entered into the invoice side. Linking contract items to a schedule task would not be used for projected billings, so you may not choose to make a selection there. Use the notes if you find it helpful.
When you are completed with listing your items and price, click Save. Click the red ‘x’ to close at the top right, returning to the Contract items list. Click the ‘Properties’ button, returning to the data entry window when you need to edit an item. Click the red ‘X’ at the top right to close, returning to the entry window.
Click the ‘Invoices’ button at the bottom right, opening the invoice selection window.
When opened for the first time, this window is blank, as you will see only the list of completed billings here. Click the ‘New Invoice’ button to see the list of billing items.
To bill an item, enter the amount complete, either by percentage or a fixed amount, and then click the ‘Apply to Completed Work’ button for each item I want to bill. Click ‘Save’, returning to the Invoice selection window. Click the ‘Invoice’ drop down, and then click on ‘Reports’, opening the Report Selection window.
Review the list of Available reports. Click to highlight and then click the ‘View’ button, or double click on a report selection to open.
See the example of Form AIA702 below:
See the example of Form AIA 703 below:
Just so you know, when the Project Management job has a Project Schedule and is linked to Production Control job using a route, the percent complete will auto populate with the level of completion according to the last update of the Project Schedule.
If you need to make a billing projection through to the end of the month and have to change those amounts, you may do so for your billing.
So there you have it! You may continue with the progressive billings to the end of your project and the program does the math for you. Using Contract and Invoicing to track your billings reduces your time and maintains accuracy. My hope is that you will find it to be a very helpful and time saving tool.
With this installment we have developed our Schedule of Values in the Contract and Invoicing window, and made our first billing, next time we will import our bill of materials provided with that first set of shop detail drawings ready to submit for approval. Take care till then!
Written by Kerri Olsen