Using the AIA Billing Console

The AIA Billing Console form is for end users acting as contractors who are required to submit their invoices using the AIA billing forms. The billing manager can use the form as a guide for suggested application for payment values. The billing manager can export the information to Microsoft Excel, generating the proper AIA forms. This form supports the Application for Payments (G-702) and the Continuation Sheet (G-703).

Note:  Any SRO set with the AIA billing type must process invoices using this form.

To submit invoices using the AIA billing method, follow these steps:

  1. Open the AIA Billing Console.
  2. The AIA Projects grid lists all SROs that are designated with the AIA billing type. Use the Select check box to determine whether actions can be performed on an SRO.

    When you highlight a row in the grid, the Billing Detail section is refreshed, displaying operation information for the selected SRO.

    If you change the Period To date, the save button is enabled. Saving the change stamps the change on the SRO header.

  3. The buttons in the Action section are enabled based on the state of the selected SROs in the AIA Projects grid.
    • Click Generate Applications for Payment to generate applications for payment. This button is enabled when the selected SROs have at least one operation where Completed and Stored To Bill is not equal to zero, and Application Submitted is not selected.
    • Click Reject Applications for Payment to reject the current application. The Application Submitted check box is cleared and the fields are enabled. The billing manager can change the application and resubmit it. This button is enabled if Application Submitted is selected originally.
    • Click Approve and Invoice to approve the applications for selected SROs, and to process the invoices using the AIA Invoicing form. This button is enabled when the selected SROs have Completed and Stored To Bill values not equal to zero, and Application Submitted is selected.
    • Click Recognize Revenue to post the revenue and to relieve WIP on associated operations. Use this process to recognize revenue outside of invoicing, such as pre-recognizing revenue on a large project that has not been billed. This button is enabled when the selected SROs have Completed and Stored To Bill values equal to zero, Revenue to Recognize values not equal to zero, and the application for payment is not selected.
  4. The Billing Detail shows actual calculations based on system values and allows you to edit the values. You can set the true amount to print on the application for payment and continuation sheets. Specify this information:
    Work Completed This Period
    Specify the sum of the price of actual transactions that have not been invoiced.
    Materials Presently Stored
    Specify the sum of the price of planned material transactions, cross-referenced to a PO line with a status of Filled.
    Completed and Stored to Bill
    Specify the value of Work Completed This Period plus the value of Materials Presently Stored.
    Price Percent Complete
    Specify the Total Completed and Stored To Date value divided by the planned price values.
    Cost Percent Complete
    Specify the percentage of actual cost compared to forecasted (planned) cost. The maximum value that the to process amount can be set to is the system calculated Actual Cost Percent Complete.
    Revenue to Recognize
    Specify the Cost Percent Complete value as a percentage of actual work completed. The percentage to process cannot be greater than the Cost Percent Complete shown in the Actual column. Revenue to Recognize is reverse-calculated based on the percentage, and can be greater than an invoiced amount (for instance when revenue is being recognized apart from invoicing), or can be less than the invoiced amount (for instance, during invoice when revenue was previously recognized).

Use the buttons on the form as described here:

  • Click Service Orders to open the Service Orders form.
  • Click Service Order Lines to open the Service Order Lines form.
  • Click Service Order Operations to open the Service Order Operations form.
  • Click SRO Transactions to open the Service Order Transactions form.
  • Click Invoice History to open the Order Invoice Listing form.