HOW TO... Use Lump Sum Billing Items

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1 Date: 17 October 2011 Document Version: 1.0 Prepared by: Earliest available version of COINS: Richard Werner COINS Ti These notes are published as guidelines only. This How to Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact the COINS Support Center or your account representative to arrange for some COINS consultancy. Please note that you should not expect the Support team to conduct configuration changes for you Construction Industry Solutions

Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require.

2 CONTENTS 1 Purpose of this Document Procedure... 4 Attachment A: Unit and Job Cost and Variance Report and Bonding Report... 9 Construction Industry Solutions, 17 Oct 2011 Page 2 of 9

3 1 Purpose of this Document This document explains how you can set up and use the Construction Billing Module s Lump Sum Billing Items functionality in conjunction with the Job Status Module. Construction Industry Solutions, 17 Oct 2011 Page 3 of 9

Billing Items functionality in conjunction with the Job

4 2 Procedure The table below shows a typical relationship between Job Status job cost codes and Construction Billing billing items if the user wishes to establish such a relationship. Table 1: Typical Cost Code/Billing Item Relationship COST CODE FILE BILLING ITEM FILE COST CODE REVISED BUDGET INCURRED COST BILLING ITEM FOR ALL COST CATEGORIES BILLING ITEM SCHEDULE OF VALUES FOR BILLING ITEM A* 5, , B* 25,000 5,000 1 C** 50,000 10, , TOTAL 80, TOTAL 100, *Cost Codes A and B reference Billing Item 1. **Cost Code C references Billing Item 2. Follow the steps below to set up Lump Sum Billing Items in COINS Ti (these are the steps generally taken, but there can be several variations of them). The steps are similar in Character COINS. NOTE: DBI will be used as the sample job throughout these steps. 1. Go to the Job Status module. 2. Go to Job File Maintenance and add a job (e.g., DBI). 3. On the AIA Billing tab screen (see Figure 1), go to the Schedule of Values Calculation Method for Lump Sum Billing Items field. If you want to manually enter the Schedule of Values in the Billing Item File, check S. If you want to have Add Cost Code Budgets/Revenue Contracts or Change Control to add the Schedule of Values in the Billing Item File, check R. Construction Industry Solutions, 17 Oct 2011 Page 4 of 9

BILLING ITEM A* 5,000 2000 1 1 40,000.00 B* 25,000 5,000 1 C** 50,000 10,000 2 2 60,000.00 TOTAL 80,000 17000 TOTAL 100,000.00 *Cost Codes A and B reference Billing Item 1.

5 Figure 1. Job F/M AIA Billing tab screen 4. Go to the Billing tab screen (see Figure 2). If R is checked on the AIA Billing tab screen, check which Revenue Event Types should automatically update the Schedule of Values in the Billing Item File. In our example, only Original and Revised are checked, which is common. Construction Industry Solutions, 17 Oct 2011 Page 5 of 9

automatically update the Schedule of Values in the Billing Item File.

6 Figure 2. Job F/M Billing tab screen 5. To add Billing Items, go to Construction Billing > File Maintenance > Billing Item File. If S is checked on the Job F/M AIA Billing tab screen, you need to manually add the Billing Item Schedule of Values when adding the Billing Items. If R is checked on the Job F/M AIA Billing tab screen, the Schedule of Values is automatically added during Add Cost Code Budgets/Revenue Contracts or Change Control processing. Up until this point, no relationship between the cost codes and the billing items has been established. 6. You can now add cost codes associated with the Job. Although there is no requirement to associate Billing Items to cost codes for Lump Sum jobs, it may be useful to do so as explained below. When adding cost codes, the Billing Items default according to the Job Status Tailoring screen (Tab 11) shown in Figure 3 below. Construction Industry Solutions, 17 Oct 2011 Page 6 of 9

If R is checked on the Job F/M AIA Billing tab screen, the Schedule of Values is automatically added during Add Cost Code Budgets/Revenue Contracts or Change Control processing.

Figure 3. J/S Tailoring Tab 11 The field Default Billing Item from Cost Code Number or from Billing Item in Standard Cost Code file when adding Cost Codes is almost always set to S.

7 Figure 3. J/S Tailoring Tab 11 The field Default Billing Item from Cost Code Number or from Billing Item in Standard Cost Code file when adding Cost Codes is almost always set to S. In general, Billing Items do not default because either the Standard Cost Code File does not contain this information, or there is no Standard Cost Code File at all. If Billing Items are defaulted to cost codes, all cost categories for a cost code have the same Billing Item (which is not required, and can be changed by the user). 7. Add Cost Code Budgets and the Contract Amount by using either Add Cost Code Budgets/Revenue Contracts or Change Control. (Change Control is generally suggested.) This occurs if COINS is set up to automatically update the Schedule of Values during this process, as described above (i.e., R is checked on the Job F/M AIA Billing tab screen). If R is checked and Change Control is used, it should be noted that only one Billing Item can be referenced per proposal. Therefore, if there are NN Billing Items in a single proposal, PP (the proposal number) might be broken down in PP.01 to PP.NN. If there are many Billing Items per proposal, it might make sense to use the Add Cost Code Budgets/Revenue Contracts function rather than Change Control. 8. Attachment A on page 9 shows the Unit and Job Cost Report and the Bonding Report resulting from the transactions above if either the S or R methods are used on the Job F/M AIA Billing tab. 9. During the Enter Billings process for Lump Sum jobs, if cost codes are assigned Billing Items, Show % Comp on LS Items is set to Y, as shown in Figure 4 below. Construction Industry Solutions, 17 Oct 2011 Page 7 of 9

If Billing Items are defaulted to cost codes, all cost categories for a cost code have the same Billing Item (which is not required, and can be changed by the user). 7.

Figure 4. Enter Billings screen During the Enter Billings process for Lump Sum items, the Cost % Compl. column is populated, giving the biller information regarding which % Complete to Bill.

8 Figure 4. Enter Billings screen During the Enter Billings process for Lump Sum items, the Cost % Compl. column is populated, giving the biller information regarding which % Complete to Bill. The only reason to add Billing Items to cost codes associated with Lump Sum Billing Items is to obtain the Cost % Comp. data during the Enter Billings process (see Figure 5 below). Figure 5. Enter Billings Construction Industry Solutions, 17 Oct 2011 Page 8 of 9

The only reason to add Billing Items to cost codes associated with Lump Sum Billing Items is to obtain the Cost %

9 Attachment A: Unit and Job Cost and Variance Report and Bonding Report Construction Industry Solutions, 17 Oct 2011 Page 9 of 9

HOW TO... Set Up US End of Year in OA

HOW TO... Set Up US End of Year in OA PR-HT002 HOW TO... Date: 13 August 2010, revised 05 January 2011 Document Version: 0.1 Earliest available version of COINS: COINS OA 10.20 These notes are published as guidelines only. This How to Guide