Assigning Invoices to Contracts
New invoices can be assigned to contract cost through the inBox. You can also add existing invoices to contract costs through the Accounts Payable center.
Assign a Cost Type
By default, the line items added to an invoice will be Direct Cost. To change the cost type click on the dropdown menu next to the Line Items section title. Select Contract Cost.
A new dropdown will appear requiring you to Assign a Contract. This contract list will depend on the selected Project and Vendor assigned to the invoice. If no contract exists for these conditions, you will be prompted to create a new one. Once you have selected a contract to assign costs to, the Schedule of Values will load. This will include the original contract SOV, as well as any Change Orders appended to the original contract.
💡 When switching cost types, the app will warn you before removing any entered line items.
Editing the Schedule of Values
Line items added as a direct cost will look different than those in Contract Cost. Instead the contract Schedule of Values will load. Through here, you can edit This Period costs of the contract and change order items.
Change the line item type to Contract Cost and Assign a Contract (see above)
The Schedule of Values for the contract will load.
Select 📝 Edit on the bottom-right.
Edit the This Period values for the relevant items.
Click 💾 Save
Not happy with your changes? Any edits can be removed by hitting ❌ Cancel. No changes are finalized until you click 💾 Save.
Create a Contract
Invoice View
If the desired contract does not yet exist within your project, this can be created during the Assign a Contract portion of the invoice review process. Select the option to Create New from the dropdown menu. A modal will open with the fields to create a new contract. The Project and Vendor are automatically assigned based on the invoice's details that have already been assigned.
💡 The only required field to create a new contract in this workflow is the Order Number, which will autofill based on your other pre-existing contracts.
Project View
To create a contract from within a Project navigate to the desired project page and open the Contracts tab. From here, click on ➕ Add New Contract.
This will open the Add Contract modal, which will allow you to enter the relevant details. Select a Vendor Name and enter an Order Number then 💾 Submit.
Adding Contract Details
Once the contract has been created, you will be taken to the contract (purchase order) page. Here you can ☁️ Upload the relevant documents by clicking on or dragging a document to the upload field. After your document has loaded, click the blue ☁️ Upload button to save your document.
To 📝 Edit the contract Schedule of Values click the 📝 Edit button in the lower right-hand corner of the SOV table. Here you can add SOV Line Items in the same fashion as coding an invoice.
FAQs
Can invoices be added through the contract tab?
Can invoices be added through the contract tab?
Invoices can be added to an existing contract from the invoice review page or accounts payable. Invoices cannot be added to the contract from the contract page.
Can I correlate an invoice with more than one contract?
Can I correlate an invoice with more than one contract?
Invoices can only be assigned to a single contract. If you wish to assign an invoice to more than one contract, create a duplicate of the invoice and assign the costs to the other contract.
Do the invoices automatically assign costs to the schedule of values for a contract?
Do the invoices automatically assign costs to the schedule of values for a contract?
Invoices will not automatically be assigned to a contract, but after selecting the relevant contract to assign costs to, our AI will assign costs to the item that can be seen when editing.