The Lump Sum claim method is based on the % of works complete to date. This is commonly used in Architectural and Commercial Contracts with contract retention. The table below will guide you step by step through the Lump Sum claim process.
|Step 1||Make sure you have entered the % Complete for each Cost Centre in the Cost Control.|
|Step 2||Go to the Progress Summary and select the Lump Sum Claim Method.|
|Step 3||Make sure any Unallocated Cost Centres have been allocated to their Claim Groups. Also, make sure any Unallocated Variations throughout the Jobs Life Cycle that popup get allocated to the Variations Claim Group as you go. If you have a 'Non Job Invoices' Cost Centre you should leave it Unallocated as this is not a client cost and should be covered in the jobs business overheads allowance.|
|Step 4||If you need to enter a Contract Retention you will need to fill-in the Claim Retention %, Contract Retention (Overall) or a Retention Claim Back in your last progress claim. Then enter the Description of Works for this claim. After you have filled in the appropriate fields for the current claim, then press 'Continue'.|
|Step 5||In the Progress Payment Claim preview, you will need to take note of the Claim Amount Payable. You will need to enter this Claim Amount Payable into the Claim Amount field of your Progress Payment Stage.|
|Step 6||Go to Progress Payments and add a New Payment Stage or Edit an existing Payment Stage. Then enter the Claim Amount Payable from the Progress Summary into the Payment Stage as your Claim Amount. You will also need to re-enter the Description of Works into the Description field of the Payment Stage.
User Tip: It is handy to name each claim stage with the Claim # number and the Claim Date. e.g. Claim #7 - 28/07/2014
Then click OK.
|Step 7||Then press the Invoice button to raise the Invoice for this Payment Stage. Then attach both the invoice with the Progress Summary and forward it to your client.|
The Cost Plus claim method lets you claim your job costs from the invoices entered against their Cost Centres in Cost Control. The table below will guide you step by step through the cost plus claim process.
|Step 1||Enter all the current job invoices to date against their Cost Centre Budgets in Cost Control.|
|Step 2||Update the Cost Centre budgets by adding a New Budget override that makes the budget total the same as the current cost/expenses total of each Cost Centre. Once the contributing cost centre budget overrides are entered, then the Job Net Profit will display correctly to the current overall job costs/expenses. This will also rebalance any profits and losses to $0.00 in the balance column.|
|Step 3||Go to the Progress Summary and select the Cost Plus claim method.
Note: When selecting the Cost Plus claim method, the From date will automatically show as the earliest dated expense invoice entered into Cost Control.
|Step 4||Make sure Unallocated Cost Centres have been allocated to a Claim Group. If you have a 'Non Job Invoices' Cost Centre you should leave it Unallocated. Make sure any Unallocated Variations have been allocated to the Variations Claim Group.|
|Step 5||Enter the Description of Works for this claim, then press 'Continue'.|
|Step 6||In the Progress Payment Claim preview, you will need to take note of the Claim Amount Payable, as you will need to enter this in as your Progress Payments stage claim amount.|
|Step 7||Go to Progress Payments and add a New Payment Stage or Edit an existing Payment Stage. Then enter the Claim Amount Payable from the Progress Summary into the Payment Stage as your Claim Amount. You will also need to re-enter the Description of works into the Description field of the Payment Stage.
User Tip: It is handy to name each claim stage with a Claim # number and the Claim Date. E.g. Claim #7 - 28/07/2016
|Step 8||Then raise an Invoice for the Claim Stage. Then attach the Invoice with the Progress Summary together and send it to your client.|
|Variations||Be sure to tick the box for 'Use Lump Sum / Cost Plus Claim Method' when raising a new Variation. See Variations to learn more ►|
|Building Estimate||When submitting a Cost Plus Building Estimate to your client, there are a few things you need to get right. Be sure to select 'Building Estimate' as the Title for the print report and do not use a valid number of days. Remember an Estimate is an Estimate not a Quotation! And by its very definition it doesn't require valid days of acceptance otherwise this makes it a contractual quotation!|
|Prime Costs & Provisional Sums||Do not use Prime Cost or Provisional Sum allowances in a Cost Plus contract or estimate. A Cost Plus contract does not use Prime Costs or Provisional Sums in the claim process. If you have, then SoloAssist will not balance correctly. You will then need to reverse the costs out of Job Specifications and relocate them into the Cost Schedule so they are allocated directly to a Cost Centre in Cost Control.|
|Limit Your Liability||a) Limit your liability by making the Building Estimate as accurate as possible. A client will always be unhappy if you go grossly over your estimated budgets, as this will question your integrity, professionalism and duty of care. Therefore making the client nervous to ask more questions backed by more paperwork.
b) Be confident you know all your contract terms and conditions and how they apply.
c) Keep accurate records of job variations from the original Cost Estimate by using the Variations view.
|Cost Control||When finalising the last Claim Amount Payable, be sure to enter 100% Complete into all the contributing Cost Centres in Cost Control. This will then update your Progress Summary Claim Groups to show 100% Complete.|
|Progress Summary||The Cost Plus Claim Groups % Complete is an average percentage (%) calculated from adding up all the contributing Cost Centre percentages of a Claim Group, then dividing that total by the number of contributing Cost Centres of its Claim Group.|
|Progress Payments||In the Progress Payments first and last Payment Stages and their Sales Invoices, it allows you to withhold the deposit payment received from being totalled into the total payments received so you can apply it at the end of the job.
See Progress Payments to learn more ►
See Sales Invoice ► Total in Payments Received to learn more ►