Progress Payments

Overview

Progress Payments is used for setting up the jobs payment stages. Each jobs payment stages can be customised with the number of stages and all their details. You can even setup default payment stages to select from to save time in the future.

It has a feature to withhold the deposit received so you can start running the job cash flow positive. Then add the deposit withheld back into your last payment stage claim.

Progress Payments lets you raise Sales Invoices against each payment stage and apply the payment received against them. This lets you track the balance owed to you by the client at any stage of the building process.

Toolbar


New Payment Stage

This will add a new Payment Stage to the Progress Payments view.

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Edit Payment Stage

This will open the edit window of the selected Payment Stage in Progress Payments view.

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Delete Payment Stage

This will delete the selected Payment Stage in the Progress Payments view.


Move Payment Stages

Use your mouse cursor to drag & drop a Payment Stage to a new location. SoloAssist will automatically renumber the payment stages to suit its new location.


New Sales Invoice

This will raise a new Sales Invoice for the selected Payment Stage.

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Edit Sales Invoice

Opens the selected Sales Invoice to view or edit.

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Delete Sales Invoice

This deletes the selected Sales Invoice from the Payment Stage its been raised in.


Apply Payment

Lets you apply a received payment against the selected Sales Invoice.


Print Invoice

Opens the print setup of the selected Sales Invoice so you can Preview, Print or Save to PDF.


Progress Summary

Opens the Progress Summary for contract claim methods, Lump Sum (% Complete monthly / fortnightly) or Cost Plus. This is not used for standard fixed price and payment stage contracts.

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Progress Payments Settings

Opens the Progress Payment Settings so you can setup or edit the default text on Sales Invoice and Business Terms & Conditions. It also lets you customise the default Payment Stage selections. This makes it easier and faster for you to set up each jobs Progress Payments.

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Sales Invoice

This is where you setup the default Sales Invoice Terms & Conditions and Comment.

Default Payment Stages

This is where you setup and edit your default payment stages to select from when setting up Progress Payments claim stages for each job.

() Add Payment Stage

To add a new default payment stage, select the add symbol () then change the Stage Name to the 'New Payment Stage' name required. Then fill-in the Description and % Claimed fields. Then click OK.

() Delete Payment Stage

To delete a default payment stage, select the Payment Stage, then select the delete symbol ().


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Terminology

Sales Invoice

A Sales Invoice is typically raise for a job Deposit, Payment/Claim Stage, Variations, Prime or Provisional Sum cost adjustments for the job.

Variations - Approved / Unapproved

1) Unapproved Variations will not show in Cost Control or Progress Payments until they are marked as Approved.

2) Variations set up with Bill to Client selected, will only show in Progress Payments.

Job #

Ensure you always enter a Job number into the Job Details when first starting a quote/job. The Sales Invoice number incorporates the Job # into its Invoice number.

This is handy for tracking job payments on your bank statement and reconciling them with the Jobs Sales Invoices in SoloAssist.

The Job # is also required for sending to MYOB & Xero.

Withhold Deposit Received

This option is only available in the first and final Payment Stage claims. It is used for Lump Sum and Cost Plus claim methods only.

When selecting to Withhold Deposit Received, this will apply a rule to the first payment stage (typically called Deposit Stage). Once selected you will not be able to raise multiple Sales Invoice for this stage. This is because the Deposit Stage will not total the 2nd and on Sales Invoices into the Total Received. If this affects you, you will need to allocate the 2nd and on Sales Invoices into the next Payment Stage or add a new payment stage for the payments received to calculate in the Received Total.

This option is only used for Lump Sum and Cost Plus claim methods that you want to withhold the deposit payment received to keep the job cash flow positive until the final payment stage. Then you can apply the withheld deposit received back into the total Received amount to balance the final Payment Stage amount owing.

PC and PS Item Credits

The PC & PS item credits back to the client, are default setup in SoloAssist to automatically deducted from the final Payment Stage claim.

If the PC & PS item credits are not balancing in the final Payment Stage, try the following.

1) Make sure you have entered the Actual Costs of each PC & PS against their respective budgets in Job Specifications.

2) Delete any unused Payment Stages marked as N/A in Progress Payments.

3) Make sure all Sales Invoices have been raised against each Payment Stage and the payments received to date have been applied against them.

MYOB, XERO Connection

For more information, see MYOB & XERO Connection.

MYOB Connection XERO Connection

How do I...

Print and email Sales Invoices?

When printing reports from SoloAssist, select the Microsoft Print to PDF printer option, then select Preview. After checking over the document in Preview, select Print and you will be prompted to save the file to PDF. Then you can attach the PDF file to email.

Create multiple Sales Invoices for a Payment Stage?

Payment Stage amounts cannot be split within the same Payment Stage.

If you want to split a Payment Stage amount into two (2) separate Sales Invoices, you will need to create a new Payment Stage to split the amounts.

User Tip: Payment Stages can have multiple Sales Invoices and Sales Invoices can receive multiple payments.

Force a Payment Stage with a client credit, into the next Payment Stage?

To force a Payment Stage with a client credit to the next Payment Stage, follow the steps below.


Step 1
Add a new Sales Invoice to the Payment Stage.

Step 2
In the Items (tab), make sure the Items are selected (with a green tick). This will add there amounts into the Sales Invoice.

Step 3
Select the Payments (tab) and enter a received amount of 1 cent. e.g: $0.01 (Then click OK).

Step 4
After closing the Sales Invoice, the balance owing should have now moved to the next Payment Stage below. It should now be showing in red, as an Unclaimed Overpaid Residual in the Claim Amount column.

Note
a) A Sales Invoice cannot accept a received amount of $0.00

b) A Sales Invoice raised has to have a payment applied otherwise the payment stage will not calculate correctly.

Troubleshooting

Contract Total Lock (Adjustment)

When the Contract Total has been locked, it will only allow you to set up progress payment claims to the Contract Total locked amount. After a Contract Total has been locked, a contract total adjustment can only be made through Variations or PC & PS Actual Costs in Job Specifications. The Progress Payments view will then show the Revised Contract Total.

Unlocking the Contract Total will cause SoloAssist to re-calculate the Contract Total to any previous adjustments made. If you have done this, then you will need to open the Contract Total Lock window and re-enter the original Contract Total amount again, then lock it. You should find your Progress Payment claim stages have re-balanced back to the Contract Total amount.

If you have run the job with the Contract Total unlocked and made adjustments that have affected the Contract Total amount, and you have to raise progress payment claims as well, then after re-entering the Contract Total and locking it, you will need to re-enter the Progress Payments Sales Invoices with the payments received in date order from the start of the job to re-balance the claim stages. You may also have to Unapprove then Reapprove some of your Variations so each claim stage balances correctly.

Claim Method - Lump Sum (% Complete / week / fortnight / month)
If you have manually adjusted the Contract Total in the Contract Total Lock window, and you're using a Lump Sum (% Complete) claim method in the Progress Summary, you will then need to adjust a Cost Centre in Cost Control to the same difference of the Contract Total manual adjustment to balance your claim amounts.