Process Advance Payment Request from Construction Invoice Plan Sales with Measurements

When processing an Advance Payment request from the Construction Invoice Plan when measurements are used, a sales order is created using the Cumulative Invoicing model.

After creating the connection to the Advance Payment Plan, the construction invoices are created by calculating the measurements and then advance payments are posted. To create the cumulative invoices, deduction templates must be used. After all advance payment requests are posted from the construction invoice plan, you must create and calculate all measurements to be included in the invoice and update the sales order to include relevant positions. Then you can release the final construction invoice/advance payment lines and post the sales order to create the final invoice with all measurement quantities replacing sales order quantities.

Prerequisites

Before creating the Construction Invoice Plan, the following settings must be done:

  • Job Card, Invoice Model = Cumulative Invoicing
  • BoQ Budget Calculation
    • Sales Code must have Posting by = Sales Order
    • BoQ lines are calculated
    • BoQ job line to connect the invoice plan to (in WBS field)
  • Sales Order created from Job Budget Calculation or BoQ Position List
    • Created using Bill of Quantities option in request page to get only BoQ applicable lines from the job
    • Invoice Base = Measurement
  • Registered Measurement has been created from the sales order
  • Report Selections - Sales
    • Draft Invoice = 5292688
    • Invoice = 5292689
  • Deduction Templates
    • Down Payment with at least a row with Totaling Type = Minus Net Amount (is reduced with previously invoiced advance payment requests)
    • Final Invoice with only deduction amounts (is not reduced with previously invoiced/paid advance payment requests)

Create Connection to Advance Payment Plan

  1. On the Sales Order, choose the Advance Payment action on the Posting menu.
  2. Choose the Yes button to create the advance payment plan.
  3. Go back to the Sales Order.
  4. Expand the Advance Payment FastTab to view the connection to the Advance Payment Plan.

Create First Construction Invoice and Advance Payment Plans

Once the prerequisites are done, you can create the first construction invoice and advance payment plans, which includes creating the Construction Invoice Plan, calculating measurements, and posting the Advance Payment Request and Sales Invoice.

Create Construction Invoice Plan

  1. On the Related menu, choose Construction Invoicing > Construction Invoice Plan.
  2. Click the Yes button to create a new Invoice Plan for the sales order.
  3. In the WBS field, choose the BoQ job line to connect the invoice plan to.
  4. Ensure that the Contract Type field is set to Unit Price Contract.
  5. Choose Show more and then enter the deduction templates in the Deduction Template Down Payment and Deduction Template Final Invoice fields.
  6. In the Status field, choose the Released option.

Add First Down Payment Line

  1. In the Invoice Plan Lines FastTab, choose the Down Payment option in the Type field.
  2. In the No. field, enter the identifier for the down payment, such as "01" for the first down payment.
    Notice that the Advance Payment No. field is updated with the advance payment plan assigned to the sales order.
  3. In the Description enter a description for the down payment, such as "1. AP" for the first down payment.
  4. In the Planning Date field, enter the date the invoice process is planned.
  5. On the Process menu, choose the Calculate Measurement action.
  6. Choose the Yes button to calculate the measurement value.
  7. In the Filter Measurements page, set filters as needed and then choose the OK button.
    The Net Amount (LCY) and Net Total Amount (LCY) fields are updated in the line based on the calculated measurement.
  8. Choose the value in the Net Deductions (LCY) field to open the Deduction Calculation page.
  9. Update the deduction calculations as needed and then choose the Calculate action.
  10. Choose the Transfer Value action to transfer the calculated deduction values back to the Construction Invoice Plan.
  11. Choose the Close button.
    The Net Deductions (LCY) and Net Total Amount (LCY) fields are updated in the lines to reflect the deduction and reduced invoice amount.
  12. In the Posting Date field, enter the posting date for the invoice.

Create and Post First Advance Payment Line

  1. On the Process menu, choose the Release Line (Advance Payment) action.

  2. Choose the Yes button to release the invoice plan line.
    The Advance Payment Plan Sale page opens with the construction invoice plan information in the line. In addition to calculated values, the line has the Invoice Plan No. and Invoice Plan Line No. to connect the advance payment request to the construction invoice plan as well as the Measurement Summary Code field with the measurement information.

  3. Select the To Invoice checkbox on the line.

  4. On the Process menu, choose the Post action.

  5. Choose the Yes button to post the Advance Payment Request.

    The advance payment sales invoice is created with two lines:

    • Both with the proper G/L Account.
    • First line with the description and amount from the Advance Payment Request line.
    • Second line for the net deduction from the Advance Payment Request line.

    The Construction Invoicing FastTab contains the measurement and invoicing information. Choosing the value in the Measurement Amount field opens the Measurement Summary page, which shows all the measurement lines that were included.

  6. On the Posting menu, choose the Post action.

Create Second Construction Invoice and Advance Payment Plans

After processing the first advance payment, you can begin the process for the second one, which includes creating a measurement and construction invoice plan, calculating measurements, and posting the Advance Payment Request and Sales Invoice.

Create Measurement for Second Down Payment

  1. Go back to the Sales Order.
  2. On the Process menu, choose the Create Measurement Document action.
  3. Choose the Yes button to transfer all BoQ positions or the No button to manually enter the BoQ positions.
  4. In the General FastTab, fill in the Measurement Date and Measurement Location fields.
  5. If the complete BoQ was not inserted in the Lines FastTab, choose the button in the BoQ Position No. field and then choose the line(s) to include in the measurement.
  6. Update the Quantity field with the correct measurement values.
  7. On the Process menu, choose the Register action.
  8. Choose the Yes button to register the measurement document and then choose the OK button to close the message.

Add Second Down Payment Line

  1. On the Related menu, choose Construction Invoicing > Construction Invoice Plan to open the invoice plan.
  2. In the Invoice Plan Lines FastTab, go to the next line and then choose the Down Payment option in the Type field.
  3. In the No. field, enter the identifier for the down payment, such as "02" for the second down payment.
  4. In the Description enter a description for the down payment, such as "2. AP" for the second down payment.
  5. In the Planning Date field, enter the date the invoice process is planned.
  6. In the Predecessor Down Payment No. field, enter the number of the previous down payment line.
  7. On the Process menu, choose the Calculate Measurement action.
  8. Choose the Yes button to calculate the measurement value.
  9. In the Filter Measurements page, set filters as needed and then choose the OK button.
    The Net Amount (LCY) and Net Total Amount (LCY) fields are updated in the line based on the calculated measurement and net amount from the previous line.
  10. Choose the value in the Net Deductions (LCY) field to open the Deduction Calculation page.
  11. Update the deduction calculations as needed and then choose the Calculate action.
  12. Choose the Transfer Value action to transfer the calculated deduction values back to the Construction Invoice Plan.
  13. Choose the Close button.
    The Net Deductions (LCY) and Net Total Amount (LCY) fields are updated in the lines to reflect the deduction (including the previous net amount) and reduced invoice amount.
  14. In the Posting Date field, enter the posting date for the invoice.

Create and Post Second Advance Payment Line

  1. On the Process menu, choose the Release Line (Advance Payment) action.

  2. Choose the Yes button to release the invoice plan line.

    The Advance Payment Plan Sale page opens with the new construction invoice plan information in the second line. In addition to calculated values, the line has the Invoice Plan No. and Invoice Plan Line No. to connect the advance payment request to the construction invoice plan as well as the Measurement Summary Code field with the measurement information.

  3. Select the To Invoice checkbox on the line.

  4. On the Process menu, choose the Post action.

  5. Choose the Yes button to post the Advance Payment Request.

    The advance payment sales invoice is created with two lines:

    • Both with the proper G/L Account.
    • First line with the description and cumulated amount from the Advance Payment Request line.
    • Second line for the net deduction from the Advance Payment Request line.

    The Construction Invoicing FastTab contains the measurement and invoicing information. Choosing the value in the Measurement Amount field opens the Measurement Summary page, which shows all the measurement lines that were included.

  6. On the Posting menu, choose the Post action.

Create the Final Invoice

Before you can process the final invoice, you must create and calculate all measurements to be included in the invoice and update the sales order to include relevant positions. Then you can release the final construction invoice/advance payment lines and post the final invoice by posting the sales order.

Note

Previously invoiced/paid Advance Payment Requests must not be reduced for Final Invoices in the deduction calculation.

Create Final Measurement

  1. Go back to the Sales Order.
  2. On the Process menu, choose the Create Measurement Document action.
  3. Choose the Yes button to transfer all BoQ positions.
  4. In the General FastTab, fill in the Measurement Date and Measurement Location fields.
  5. Update the Quantity field with the correct measurement values.
  6. Delete any positions that have 0 quantity or have not been processed/executed.
  7. On the Process menu, choose the Register action.
  8. Choose the Yes button to register the measurement document and then choose the OK button to close the message.

Add Final Invoice Line

  1. On the Related menu, choose Construction Invoicing > Construction Invoice Plan page.
  2. In the Invoice Plan Lines FastTab, go to the next line and choose the Final Invoice option in the Type field.
  3. In the No. field, enter the identifier for the final invoice, such as "10".
  4. In the Description enter a description for the final invoice.
  5. In the Planning Date field, enter the date the invoice process is planned.
  6. In the Predecessor Down Payment No. field, enter the number of the previous down payment line.
  7. On the Process menu, choose the Calculate Measurement action.
  8. Choose the Yes button to calculate the measurement value.
  9. In the Filter Measurements page, set filters as needed and then choose the OK button.
    The Net Amount (LCY) and Net Total Amount (LCY) fields are updated in the line based on the calculated measurement and net amount from the previous line.
  10. Choose the value in the Net Deductions (LCY) field to open the Deduction Calculation page.
  11. Update the deduction calculations as needed and then choose the Calculate action.
  12. Choose the Transfer Value action to transfer the calculated deduction values back to the Construction Invoice Plan.
  13. Choose the Close button.
    The Net Deductions (LCY) and Net Total Amount (LCY) fields are updated in the lines to reflect the deduction and reduced invoice amount.
  14. In the Posting Date field, enter the posting date for the invoice.

Update Sales Order

The Sales Order must be updated before initializing the final invoice to include all relevant positions for which Measurements have been registered, e.g., supplement positions.

If you release the Final Invoice line in the Construction Invoice Plan before the Sales Order is updated, a message will open stating that the values are different.

  1. On the Invoice Plan Lines FastTab, choose Line > Sales Order.
  2. Add any relevant positions that are missing.

Release Final Invoice Line

  1. Go back to the Construction Invoice Plan Sales page.
  2. Select the final invoice line.
  3. On the Process menu, choose the Release Line (Advance Payment) action.
  4. Choose the Yes button to release the invoice plan line.

The Sales Order page opens with all related BoQ positions and a final line with the net deduction from the final invoice line in the construction invoice plan information.

Post Sales Order and Print Document

  1. On the General FastTab, update the Posting Date field.
  2. On the Posting menu, choose the Post action to ship and invoice the sales order. After posting, choose the Yes button to open the Posted Sales Invoice. The Construction Invoicing FastTab displays related construction information.
  3. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page. Choose to show measurements and invoicing information.
  4. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains measurement information.

The Sales Order was deleted because it has been completely processed.

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