Progress Payments is for setting up claim stages in which sales invoices can be raised against. It helps you track the current stage amount owing, payments received and the balance owing. You can customise the Progress Payment Stages to suit each job with the percentages or amounts required for each payment stage.
|This button allows you to add a New Payment Stage. Then you can use the Arrows Up/Down to move it to where you want it.|
|This button allows you to edit a Payment Stage. Select the Payment Stage first that you are wanting to edit, then click the Edit Payment Stage button. You can also double click on the Payment Stage to edit.|
|This button allows you to Delete a Payment Stage. Once this action is done, you can not undo.|
|This button allows you to raise an Invoice to the Client for a Payment Stage Claim.
See Sales Invoice to learn more ►
|This button allows you to Edit an Invoice. First select the invoice by clicking on it, then press the Edit Invoice button. You can also double click on the invoice to edit.|
|This button will allow you to Delete an Invoice. Once this action has been done, you can not undo.|
|Apply Payment||This button allows you to Apply a Payment to an Invoice. You can also open an invoice by double clicking on it and from their you can also apply a Payment from inside the Payments (Tab).|
|Print Invoice||This button will open the Print Invoice window where you can select a printer or your PDF writer before previewing the Invoice.|
|Progress Summary||See Progress Summary to learn more ►|
|Settings||The Settings button will open a window in which you can Add or Edit Terms and Conditions for Terms of Trade and Invoicing.|
|The Help button opens the SoloAssist Help Centre with instructions on how to use the software. (Internet connection required).|
|Stage #||This will show you the number of Payment Stage Claims that have been setup for this job.|
|Payment Stages||This column shows you the Payment Stage Names and their Descriptions.|
|% Claimed||This is the % Claim Amount for each Payment Stage Claim.|
|Claim Amount (Inc. GST)||This is the Payment Stage Claim Amount for for each Stage.|
|Date Invoiced||This records the date of when the Invoice was raised for each stage.|
|Received (Inc. GST)||This is the Payment Amount received from the client for each stage.|
|Contract Total||This has two fields, firstly a percentage total % Claimed which should total to 100%, if not it will appear red to alarm your Progress Payment % Claims do not total to 100% of the Contract Total.
Secondly, the Contract Total in the Claim Amount column should be showing the same as the Contract Total top right-hand corner of the screen which will total to the Payment Stages Claim Amounts.
|Prime Costs||This is the total of Prime Cost (PC) adjustments to the job.|
|Provisional Sums||This is the total Provisional Sums (PS) adjustments to the job.|
|Variations Approved||This is the total balance of all Variations Approved for the job.|
|Revised Contract Total||This is the current contract total after all Prime Costs, Provisional Sums and Variations Approved adjustments have been added to the original Contract Total.|
|Deposit Withheld||This is the deposit amount received from the client but withheld from adding into the job total received amount. If an amount is showing here it will need to be applied against the final payment stage to balance the completion amount owing. This is typically used for Lump Sum or Cost Plus claim methods to help keep the job cash flow positive.
Note: This option is only available in the first and final payment stages.
|Received||This is the total amount of money received from the client by applying payments to each Sales Invoice raised.|
|Balance Owing||This is the total balance owing for the job after the total Received amount has been deducted from the Revised Contract Total.|
|Payment Stages (Setup)||Ensure to setup your Payment Stages before running your job. This will help with allocating Variation payment claims to the original Contract Total Payment Stages for invoicing the correct amount for each Payment Stage.
Each Payment Stage is setup with a % Claimed amount of the Contract Total (Inc. GST) which will automatically fill-in the Claim Amount for that Payment Stage. If you enter 0% it will not include this stage, showing N/A for the stage number. A stage showing N/A will not show in the print preview or printout so you do not have to delete it out of your Progress Payments List.
|Move Payment Stages |
|Use your mouse to drag and drop payment stages up or down as required.|
|Invoicing||To invoice a client you must raise an invoice against a payment stage. Firstly, select which payment stage you wish to invoice then click the invoice button. If you need the invoice printed or converted to PDF, then click on the Printer picture located bottom left-hand side in the Invoice window.
To apply a payment against an invoice, you will need to select the invoice and click the Apply Payment button. Then, fill-in the details in the Apply Payment window and click OK. Note the Balance change in the Invoice window.
|Variations||Variations, PC (Prime Costs) and PS (Provisional Sums) will work in with the Payments stages, but their are a couple of things to remember in how it works. Variations Payment Claims can only be allocated to existing Payment Stages but is flexible to divide out the total between different payment stages.
See Variations Overview to learn more ►
If you are using the Progress Summary Lump Sum or Cost Plus Claim Methods, remember to allocate your Variations to a Claim Group in the Progress Summary –> Unallocated Cost Centres. Otherwise they will not contribute in the Claim Amount calculations. If your Variation was allocated to an existing Cost Centre when raising the Variation, it will already be contributing in that Cost Centre which should already be allocated to one of the Claim Groups.
|PC & PS Items||PC & PS Items Excess of their total allowance will apply the difference plus markup automatically into the next un-invoiced payment stage. PC & PS Excess Markup Rate % is setup in the Job Specifications Settings.
PC & PS Item Credits back to the client will only appear in the last payment stage. If you do not want it showing in the current stage you will need to add another payment stage after this stage.
|Progress Summary |
Claim Amount Setup
|The Progress Summary Lump Sum Claim Method works by manually entering the % Complete of each Cost Centre in Cost Control. This then allows you to raise a Progress Summary 'Progress Payment Claim' for the job. The Progress Summary Claim Groups are built up of allocated Cost Centres from the Cost Control view. The Progress Summary then calculates the Claim Group Cost Centres claim amounts for a Claim Amount Payable.
Once you have produced a Progress Summary's 'Claim Amount Payable', you will need to add a Progress Payment stage into Progress Payments manually adding the Claim Amount Payable as the Payment Stage Claim Amount, then you can raise an invoice for this stage.