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I'm trying to create a retainage invoice in QI, and I'm having a great deal of trouble. I've been able to create the form in maintenance, but I'm not able to figure out what/where the specific specs should go, and then how/where to apply the dollar amounts when actually putting the invoice into QI.
For ex:
Body of invoice - could be several lines of text with each line representing a. original contract; b. change order #1; c. change order #3

Total section is:
Subtotal: representing Total of dollar amounts in body (ie: a + b + c).
Total Complete: Represents total billed this inv.
Retainage: Is Retainage for "Total Complete"
Total earned less Retainage: Is "Total Complete" less "Retainage"
Previously Appl. Inv.: Is amt. previously billed.
Current Payment due this Inv.: Is "Total Earned Less Retainage", less "Previously Applied Invoices"

I'm stumped, and would appreciate your help. Thanks so much.....
Karen

Hi Karen,

When you wish to invoice the left over retainage amount, you need to select the 'Retainage invoice' document type, rather than the 'invoice' type. This makes the entry behave a little differently. Essentially a retainage invoice will use all the standard fields as a regular invoice for the amounts, but you can't assign further retainage.

Are there particular fields you see on the retainage invoice that aren't printing on your specification as you expect them to?

Hi,

Sorry I didn't make this clearer. I'm not referring to the "retainage" invoice. I'm referring to creating a "regular" invoice that has to be printed showing in the totals area, what the retainage held amount is, along with the other information I mentioned in my original post that our contractors require, that follow the AIA standard form- and it needs to print out exactly as I ordered them.

The retainage invoices themselves are no problem. It's creating the invoices our contractors require that follow the AIA standard form that have me stumped.

Hope this helps you help me!

Thanks again,
Karen

Hi Karen,

OK so you want to determine which specification codes to use when printing an invoice with a portion retained for later? This makes sense.

I have a feeling you can get some but not all of the information you listed here. This is because Adagio Invoices likely does not keep track of 'previously applied' invoices as you indicated.

So let's use numbers as part of an example: You have an invoice for $100.00, of which 10% (or 10.00) will be retained. Are these the numbers you need?:

Subtotal: 100.00 (maybe M7)
Total Complete: 100.00 (maybe E58) - how is this different than Subtotal?
Retainage: 10.00 (E60)
Total earned less ret: 90.00 (E61)

Previously applied - where would you see this in the system? That would help to identify what is possible. If from another invoice, then you won't be able to print this. Maybe this could be an optional field (manually entered) which can be printed in the Totals section.

Payment Due - Likely this field doesn't exist either, needing a calculation from above. Unless a different optional field is used...

Yes,I need to determine which codes to use, and where to put the "details" the specification codes get their information from.

Previously applied should be available from job cost information, but if the invoice module can't pull from there, then it can be an optional field. That's the way I set it up originally.

Total Complete is different than the subtotal. The subtotal represents the "TOTAL CONTRACT" including any change orders. The Total Complete is the dollar amount that represents the percentage of the job (Total Contract) that is actually complete and that can be billed to date. This is probably the 2nd optional field, and with each "new" invoice relating to this particular job, the Total Complete changes (increases), and therefore the subsequent dollar amounts in the following lines also change.

Using numbers - 1st Invoice

Subtotal: 100
Total Complete:

Yes,I need to determine which codes to use, and where to put the "details" the specification codes get their information from.

Previously applied should be available from job cost information, but if the invoice module can't pull from there, then it can be an optional field. That's the way I set it up originally.

Total Complete is different than the subtotal. The subtotal represents the "TOTAL CONTRACT" including any change orders. The Total Complete is the dollar amount that represents the percentage of the job (Total Contract) that is actually complete and that can be billed to date. This is probably the 2nd optional field, and with each "new" invoice relating to this particular job, the Total Complete changes (increases), and therefore the subsequent dollar amounts in the following lines also change.

Using numbers - 1st Invoice

Subtotal: 100
Total Complete: 30
Retainage: 3
Total Earned Less Retainage: 27
Less Previously Applied:
Current Payment Due this Invoice: 27

2nd Invoice
Subtotal: 100
Total Complete: 50
Retainage: 5
Total Earned Less Retainage: 45
Less Previously Applied: 27
Current Payment Due this Invoice: 18

3rd Invoice
Subtotal: 100
Total Complete: 100
Retainage: 10
Total Earned Less Retainage: 90
Less Previously Applied: 45
Current Payment Due this Invoice: 45

I've billed 3 invoices - Total due from the 3 = 90
Then I create the Retainage invoices for the retainage = 10

This is what I need. The form is ready to go. It's how to get the information onto the form and therefore into Invoices that I need to know.

Thanks, and sorry it's so long,

Karen

Hi Karen,

Adagio Invoices does not read JobCost files for any information stored with the job, such as Job percentage complete or Previously applied. If you require this information to print on your invoice, it would have to be entered into Adagio Invoices in a field such as an Optional Field or a Misc Charge.

Because this information is for the invoice as a whole (rather than for individual item details), you would have to edit the Company Profile to set up the Optional fields there - as opposed to the optional fields you see when editing items within Adagio Invoices. I should also point out that the specifications do not allow calculations with the optional fields, such as 'Total Invoice Amount plus Optional Field 1', so even if you use both to print JC information, you may not get all of the totals you want.

Misc Charges can be used in calculations on printing invoices, but they also generate general ledger activity, whish also does not appear to be what you want to happen.

I did set up the optional fields, so that was not a problem for me.

Are you saying that I will in all probablility not be able to print the invoices as I need them? If this is the case then I'm going to have some big problems with invoicing. More and more of our customers are requiring their invoices to be printed this way in order to process payment.

Do you have any suggestions as to how I can "build" the invoice to work for me, or am I attempting the impossible?

Karen

If you require the invoice to calculate values based on optional fields, then this won't be possible for you. For example, you have a field 'current payment due this invoice' which is a calculation of subtracting 'previously applied' from 'total earned less retainage'. There are no Invoices spec codes such as 'Total Amount minus Optional Field 1' - because optional fields could also be defined as text or dates. This is where the problem will probably lie for you.

In a more general sense, you are looking to do partial billing - which Adagio Invoices is not really set up to do at this time.