AIA Billing

 

This document will cover the process of the (A)merican (I)nstitute of (A)rchitects billing

 

DSM has the capability of producing both the statndard AIA G702 and G703 forms.

 

The steps to begin using the AIA billing procedure are as follows: 

1.     Set up the job site in the job site table.  To do this, go to File, table maintenance, job sites. 

2.     Click the add button at the bottom and enter in the information about the site.   When complete, notice the highlighted area below.  This is the link to the AIA billing screens.

 

 

3.     Put a check mark next to “enabled” and click the edit button.  This will allow you to define the items for the contract.  You will see a screen similar to the one below.

4.     On the AIA Billing setup screen, the fist item you’ll want to check is the units in which to base the invoicing by.  These options are:

a.     Unit (based on number of feet on the job ticket)

b.    By percentage complete.  (if done, the quantity for 1 would be displayed as 100)

5.     The next step is to define your contract payable items.  Do this by clicking the big button entitled the same.  An example screen is below:

 

 

As seen in the example above we’ve already put in some data for this contract job.  You are allowed to enter categories and line items.  Once you’ve entered the categories (optional), you would add the payable items and arrange them any way you wish.  To arrange the items on the screen, take your mouse and “Click and drag” the items to the proper position by clicking and holding the gray boxes at the left of each item.  When printed, they will appear in the order you’ve placed them.  Click EXIT and we’ll proceed further.

 

6.     Now back at the main setup screen (below), we’ll fill out the rest of the information.

 

 

The remaining items on this screen are:

a.     Description – a description you fill in.  Put in anything you like here.

b.    Original contract sum – a calculated field based on the payable items you defined earlier.

c.     Net change order – if change orders are created, will be added here to the final sum or “Total contract” (see d. below)

d.    Total contract price – ads all payable items, change orders and gives a total for the contract.

e.     Default labor retention – Chosen by you, the percentage of labor on this contract to deem as retention

f.     Default materials retention – the percentage of materials cost to hold

g.    Start application #’s – A field for you to decide what number you’d like to start with.  Typically this would be 1.

 

The rest of the information should be self explanatory.  If you have any questions, please contact Peak Software Systems, Inc. for assistance.

 

Finish the input and click OK.  You’ll now be looking at the Add/Edit Job Site Screen. 

 

The next step is to print the detail sheet (if needed).  You may do so by checking the status by clicking the STATUS BUTTON.   (highlighted below)

 

 

 

After clicking the status, you can print the detail sheet by putting the dot next to Detail sheet and click print.  This is shown below.

 

 

Regardless of what is selected, the detail sheet can be printed.  Just select the detail sheet and click print.  You’ll be presented with the following report as shown below: (using our example figures)

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The report is a generic report showing the details of this contract so far.  It will be similar to what you saw on the screen prior to printing the report.

 

NOTE:  At this time, you will not be able to produce the G703 and G703 Reports because the job has not yet been invoiced.  You can only print the reports, or the invoice from this screen after the invoice has been generated. 

 

When you’re ready to bill:

 

The rest of the process is pretty much the same from here with the exception of one area, the Job Ticket.  When adding items to any job ticket that is defined as AIA billing, you’ll see a different screen.  This is illustrated below.

 

 

During the billing process, the job ticket will only allow you to pick from the items you previously defined in the contract.  It will show you the details of the item when you click new or edit an item on the job ticket.  Once items have been added, finish filling out the job ticket and bill it.  

Upon generating the invoice, the system will prompt you with a message explaining what to do next.  This screen is shown below:

 

 

 

 

 

AIA Invoice reprinting, Reports G702 and G703:

 

Upon going back to the jobsite definition screen, click the STATUS button to see the status of the contract.  From here you can reprint the invoice if you wish to, or print the G702 and G703 reports.  

 

The Invoice:  You can reprint the invoice at any time by highlighting it, then put the “dot” next to highlighted invoice, then clicking print.

 

The G702 and G703:  To print these reports, you must fill in the AIA period start and end dates on the invoice.  Highlighting the invoice, then selecting the G702 and 703 report will cause the system to give an informative message as seen below:

 

 

 

 

 

 

 

 

Click ok to the message.  Next, you’ll want to “Double Click” the invoice and you’ll be presented with the invoice detail screen as seen below.  Highlighed is the are you need to fill in.  Once complete, click OK.

 

 

Now you can print the G702 and G703 Forms.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Change orders:

 

The process of inputting a change order is simple.   To implement a change order you will:

 

1.     Go to the job site and click “edit”

2.     As shown highlighted below, click Ad.

 

 

3.     You’ll be prompted with the following screen.  Please note, this entry is only a general title for the change order.  You’ll have to enter your payable items after this step.

 

 

4.     From this point, you’ll enter the information in and click ok.  It will now appear as an item with projected cost.

 

5.     Your next step is to define the contract payables for this change order.  Click the “Define Contract Payables” button and proceed. 

 

 

6.     Click Add Line item as we did before.  You’ll see the following screen.

 

 

Make sure you make this item part of the general item you entered previous to this step.  (highlighted above)  Once done, click OK and you’ve entered the change order.  Make sure to drag it up into the proper group when completed.

 

 

Click Exit when complete, then click OK. 

 

Now, let’s go look at the status of this contract.

 

Looking at the contract after one portion has been billed, but a change order has been entered and not billed.  You can go and print a detail sheet again to reflect what’s going on.  See example below.