Search Tips
Contract set up in the Job Billing module is an extremely important step in the successful and accurate billing preparation and invoice posting. Retainage code rules, tax percentages, maximums and minimums, project managers, billing types, and billing codes, milestones and burdens, budget billing and billing rate changes, groupings, and subcontractors and more are all assigned on the Job Billing Enter Contract screen.
Set Up the Job
Contracts can only be entered against existing jobs. The job must be declared to have the billing method “Job Billing”. Jobs are set-up in the Job Costing module. Please refer to the Job Costing guide for further information.
Manually Create Template
If you are not going to use the system defined contract templates for billing codes and group codes then:
-
Create Group Codes
The creation of user-defined group codes allows you to group and subtotal billing items in alternate formats for backup documentation. The system allows up to five group codes per contract. This is an optional set up.
-
Create the Master Billing Structure
The creation of a master billing structure allows you to create the default billing structure for your company. If you are going to be using one of the standard billing code mappings available when the job is created, (e.g. one to one mapping, or cost code to bill code mapping) then this step is not necessary.
Create Your Job Billings Structure
This step is only necessary if you do not wish to use one of the standard mappings available.
The Set-up Billing Codes Maintenance screen allows you to create the billing structure. It allows you to set up your billing codes and assign those codes to the cost elements (cost codes/categories) which will receive the revenue when invoices are posted through to the Job Costing module.
The system allows you to use the master billing structure, or customize the billing structure on a job by job basis.
Assign Billing Codes to Phases/Categories
This step is only necessary if you do not wish to use one of the standard mappings available.
The assign billing codes to phases/categories allows you to map the costs to the billings. This enables you to analyze the cost to bill ratio on each job and facilitates the creation of job bills.
Create Contract
Create the contract by using the Create Contract screen. This is where the details of the contract are entered and modified.
Print Edit Listing
Once you have entered the details of the contract, print an edit listing to view your entries prior to approving the contract.
Approve Contracts
If the contract approval functionality is being used, it is necessary to manually approve contracts.
The approve contracts process also allows the user to unapprove a contract and return it to an editable state within the Enter Contract screen. When automatic approval is used, the contract cannot be unapproved.