Accounts Receivable: Contractor Draw Request Accounts Receivable: Contractor Draw Request
The accounting system has the capability of generating Draw Request forms and automatically generating a Progress Billing to match the draw request. This means that once a schedule of values has been entered into the system, billing the customer for work done only requires updating the current completion percentages on each scheduled value, submitting the draw request for owner approval and instructing the accounting system to bill the customer.
In order to do this billing, the accounting system needs to have certain information about each of the scheduled billing values. This is accomplished in Job Setup using the Billing Phases tab. Within that process, it is specified whether this job is to be treated as a Contractor Draw job, and specific information for each scheduled value must be entered. See Job Setup Billing Phases for instructions on setting up billing phases.
Select Contractor Draw Request from the Accounts Receivable Main Menu. The following screen will appear.
Highlight the desired Job and press the Update Draw button.
Show Draw Jobs Only (check box)
Select this option to view only jobs that have been designated as a Draw Request job.
If the following warning screen comes into view, it means the job was not set up to do Draw Requests. Before a Draw Request may be generated, the job must have the correct settings. The setup is done in the Billing Phases tab within the Job Setup Program.
This button closes the program and returns to the main screen.
Help (button)
see How to use help
Show Inactive Jobs (check box)
Select this check box to include Inactive Jobs in the listing.
Show Closed Jobs (check box)
Select this check box to include Closed Jobs in the listing.
Print Draw Application (button)
Click this button to print a Draw Application form for the highlighted job. If multiple jobs are tagged, Draw Application forms will be printed for all tagged jobs.
Print Phase Status Report (button)
Click this button to print a Phase Status Report that will show the current billing status of each scheduled value for selected jobs.
Print Blank Draw Form (button)
Click this button to print a blank Draw Form.
Highlight the Job and press the Update Draw button and the following screen will come into view.
The Cover Sheet Preview tab is a representation of what the printed Draw Request will look like. The figures on this tab are not directly editable. Click the Continuation Sheet tab or the Printing Options tab to modify the displayed values.
Continuation Sheet (tab)
This tab shows the Scheduled Values, entered through Job Setup, and allows the creation of the current Draw Request by entering current completion percentages or the billing amounts.
Printing Options (tab)
This tab allows the editing of the architect information, the date, and the distribution of the draw.
When this button is pressed, the application is printed. For more information, see Printing Reports.
Report Description - Draw Request
Report Sample - Draw Request Cover Sheet
Report Sample - Draw Request Continuation Sheet
Print Scheduled Values Only (button)
When this button is pressed, the program will print an application that includes scheduled values but does NOT include any current or to-date draw figures.
When this button is pressed, the program will print a Worksheet that includes all the scheduled values with blanks for the user to fill in.
Post Application /Generate Progress Billing (button)
This button, when pressed, will post the draw application and/or generate a progress billing. For more information, see Post Application and Generate a Progress Billing from a Draw Request
Print Envelope / Label (button)
This button allows the operator to print envelopes or a mailing labels for entities associated with the draw. When the button is pressed, the following window comes into view:
Use the buttons to print an envelope or label for the desired entity.
This tab shows the scheduled values entered through Job Setup and allows the creation of a Draw Request by entering current completion percentages or billing amounts.
The columns displayed are those which will be printed on the draw request form. The rows represent all the Scheduled Values created during in the Job Setup window on the Billing Phases tab. The first column includes an icon that indicates the billing status of the scheduled value. A full square indicates that the line item has been fully billed, a triangle means the line item has been partially billed. If there is no icon, the line item has yet to be billed. The buttons at the bottom of the screen are described below.
Change Phase (button)
Add Change Orders (button)
see Add Change Orders to Current Draw
Calculate Percent / Amount Complete (button)
see Calculate Percent / Amount Complete
Bill Retainage (button)
see Bill Retainage
Mark 100% (button)
see Mark 100%
This tab allows the user to indicate the date of the draw request period. Also, it is indicated whether architect information should be included on the cover sheet and the distribution information. Select the Printing Options tab and the following screen will come into view.
Architect Information
Firm Name
This field contains the name of the architectural firm.
Address
This field contains the street or mailing address of the architectural firm.
City, State Zip
This field contains the final part of the street or mailing address for the architectural firm.
Project No.
This field contains the number assigned by the architectural firm.
Contract Date
The date of the contract is shown here.
Invoice Number
Use these fields to assign an invoice number to this draw. This number will be printed on the draw request form and used as the invoice number when an invoice is created in the batch entry system.
Incorporate App No (radio button)
Use this setting to use the application number as part of the invoice number. The user can enter a prefix that will be combined with the application number.
User Defined (radio button)
Use this setting to type in any desired invoice number.
Auto Number (radio button)
Use this setting to have the system assign the next available AR Invoice number.
Miscellaneous Information
Application No
This field refers to the number of applications for payment made to the contract owner.
Application Date
Today's date will automatically be entered as the date of the application. To enter an alternate application date, press the up or down arrows to adjust from today's date or press the lookup button and a Calendar will come into view. Choose the correct date and press the OK button.
Period To
This is the date an application for payment was made. Press the lookup button and a Calendar will come into view. Highlight the desired record and press the OK button.
State and County
This is the state and county of the job site.
Readability Bars
Use this checkbox to indicate whether colored readability bars should be included on the report. Click the sample color rectangle and the following will appear:
Select the desired color and click the OK button.
Zero Figures Print as "0.00" (checkbox)
If this box is checked, any figures that contain a zero amount will print as "0.00" on the draw document. If it is not checked, nothing will be printed for zero-value figures.
Distribution To
Indicate to whom the Draw will be given.
Owner (check box)
If this box is checked, this box will be checked on the cover sheet.
Architect (check box)
If this box is checked, this box will be checked on the cover sheet.
Contractor (check box)
If this box is checked, this box will be checked on the cover sheet.
Other (check box)
If this box is checked, this box will be checked on the cover sheet. Enter any additional names.
Owner / Recent Billings
Preferred Customer (radio buttons)
The program will print the name and address of the Owner of the project. This is usually the customer defined as Customer 1 in the Job Setup window. This selection will allow the user to use Customer 2 as the owner for the purposes of printing the draw document.
List of Prior Billings
This list box contains information about all previous billings on this job. As the Customer 1 / Customer 2 radio buttons are selected above, the list box will be filled with the billings for the selected customer.
Cover Sheet Version
Standard (radio button)
If this box is checked, the Architect's Information will be printed on the cover page.
Construction Manager-Adviser Edition (radio button)
If this box is check, the Construction Manager or Adviser's information will be printed on the cover page.
FormMaker (radio button)
If this box is checked, the user can select a FormMaker version of the Draw Cover Sheet.
FormMaker Filename
Click the lookup button to browse the computer for the desired FormMaker Draw Cover Sheet
Fill in AIA Forms (radio button)
If this box is checked, the printed draw will print only the data fields, not the entire form. This is intended to print the draw information on official pre-printed AIA forms G702 (Application and Certificate) and G703 (Continuation Sheet).
Left and Rigt Margins
Use these settings to fine tune the placement of the printed fields on the form.
Hide Arhitect / Construction Manager Certification Section (checkbox)
If this box is checked, the Cover Sheet will be printed WITHOUT the section at the bottom right that requires the Architect's or the Construction Manager's signature.
Continuation Sheet Columns
The user can select from Standard format, Include Extra Columns format, or Quantities format. The Extra Columns format includes columns J and K.
Press the Change Phase button and the following screen comes into view. When all desired changes have been made, press the OK and the program will automatically allow the next line to be edited. Press Cancel or ESC on the keyboard to return to the main Draw Request window.
This Application
Enter the amount of the draw. The amount entered in this column will change the Completed percent amount and the Retainage amount. Example: The scheduled value for Completed is $5,000.00. If $1,500 is entered into the This application field, the Completed amount will be changed to 3,750.00 and the % column will be changed to 75%. If the Retainage percentage for this scheduled value is 10%, $375.00 will appear in the Retainage column.
Totals to Date
Enter the Amount of the Completed job or the Percent Completed. The amount entered will change the This Application amount and the Retainage amount. Example: The scheduled value for Completed is $5,000.00. If $3,750 is entered into the Totals to Date field, the % column will be changed to 75%. If the Retainage percentage for this scheduled value is 10%, $375.00 will appear in the Retainage column. The This Application field will be changed to $1,500.
Billing Amount
Enter the amount or percentage of the Billing. The field not entered will be automatically calculated from the field entered.
Billing Quantity
Enter the quantity billed for this application or the quantity billed to date.
Retainage
Enter the amount or percentage of the Retainage. The field not entered will be automatically calculated from the field entered.
Stored Material
Enter the amount of Stored Material.
Previous Billings
Click on the Edit check box to access this field. This field will only be used if the Include Columns from Previous Billings and Amount Due check box are selected on the Cover Sheet tab.
Add Change Orders to Current Draw
The system can automatically pull in approved change orders for this job. When the Add Change Orders button is pressed, the system will scan the change order file and add any approved change orders which have not been pulled in to date. These will become a permanent addition to the line items on the draw. Press the Add Change Orders button and the following screen comes into view
Press the Yes button and the Add or Change a Change Order screen comes into view. If the No button is pressed, the previous screen comes into view.
Calculate Percent / Amount Complete (button)
When the Calculate Percent / Amount Complete button is pressed, the following screen will come into view.
Using the settings on this window, the operator can have the system calculate a new Percentage of Completion and This Application amount based on current costs.
Calculation Method (radio buttons)
Percent of Completion (requires up to date Field Reports) (radio button)
This method uses the Percent Complete figure entered during Field Report entry for each budgeted cost code. This option will scan the reported completion percentage values for cost codes assigned to each line item and give estimated completion percentages which can then be fine tuned or replaced with any completion percentage(s) that is appropriate. This process draws from the field reports to calculate the percent complete. If the field reports are not current, the resulting figures will be wrong.
Cost to Date (Actual costs posted to the phase) (radio button)
This method merely totals the cost to date figures for all the cost codes assigned to a given line item, and sets the Billed to Date figure for that line item equal to that total.
Marked-up Cost to Date (Actual costs plus mark-ups) (radio button)
This method uses the markup settings from Job Setup to calculate the amount to be billed on each line item.
Calculation Scope (radio buttons)
Select the appropriate radio button to instruct the program to calculate the draw amount for only the highlighted line item, or for all line items.
Costs (button)
If Costs is selected, the system will calculate percentages of completion by looking at the Cost to Date fields in all the budget line items tied to a specific phase. It will use these costs to calculate an estimated percentage of completion for the phase.
Post Application and Generate a Progress Billing from a Draw Request
When the Post Application/Generate Progress Billing button is pressed, the following screen comes into view:
No (button) (Don't Generate a Billing)
If the No button is pressed, the following screen will come into view. To post the application, press the Yes button.
Yes (button) (Generate a Billing)
If the Yes button is pressed, the following screen will come into view. The accounting system will now generate an A/R Progress Billing for the amount of this draw application. Before proceeding, make sure the contract owner has reviewed and authorized the amount of the draw. The Progress Billing can be proof listed and posted using the normal Accounts Receivable options. It can also be Deleted through Invoice Entry. If it is deleted in this manner, the figures on this screen will return to their current values.
Enter the Batch number into which the Billing is to be entered or press the lookup button and the following screen comes into view. Highlight the desired Batch and press the Select button. For information on Inserting, Changing, or Deleting a Batch, see Batch Management.
Press the Proceed button and the Invoice will be created. Once this step is taken, the Draw Request screen will remove the figures from the This Application column and add them to the Previous Application column. The system will then be ready for the next draw request. Press the Cancel button to cancel the posting.
Click this button to include Final Retention Billing in the Progress Billing:
To quickly mark all scheduled values as 100% complete on this draw, click the Mark 100% button. The following prompt will allow confirmation:
As each draw is generated, a historical record of the draw is created. Clicking this button will display this draw history on the following screen:
Each draw application that has been completed will appear in the list box.
Reprint Draw (button)
Click this button to reprint the highlighted draw application.
Report Description - Draw Request
The Draw Request form includes a cover sheet and a continuation sheet. Information for both sheets is gleaned from different entry points within the program.
Report Header Information
The owner information comes directly from the customer record in the customer file.
The contractor information comes from the company name and address setup in Miscellaneous Tailoring.
The project address, architect name and address, application number, architect project number and contract date come from the Job Header Data Entry program in Job Costing.
Contractor’s Application for Payment
Information in this section comes from the contract and draw entries made in Job Costing and Accounts Receivable. Figures follow a logical flow and can be tied to figures on the continuation sheets.
Change Order Summary
Change orders from prior billings are totaled into the first box. Change orders added during this draw period are itemized in the Approved This Month box.
Signatures
The right hand side of the cover sheet is reserved for contractor and architect signatures. The architect portion may be omitted during printing.
Continuation Sheet
The system now prints one or more pages itemizing the draw request. All scheduled values are listed with their current completion percentages and requested draw amounts. If change orders are present, subtotals are supplied for original contract items and change orders, with grand totals at the bottom of the last sheet.
Report Sample - Draw Request Cover Sheet
Report Sample - Draw Request Continuation Sheet
Report Sample - Draw Worksheet
