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If a project progress report is added as the basis, the system can use it to fill in the document. A confirmation message will appear before replacing any existing data.
Main Tab
- Project - Connects the document to the project and its data.
- Company - The client or contracting company.
- Contract - Taken from the project; includes pricing, retention, and advanced details.
- Entity - Legal entity creating the document.
- Basis - Shows where the data comes from, like a Project Progress Report.
- Retention - Indicates if retention rules are used.
- Ret. VAT at Retention Invoice – If enabled, VAT will be included as part of the retention amount and calculated when the retention invoice is issued.
- Currency and Price Settings - Taken from the contract.
- Comment - Optional note or remark.
Select the invoice type to determine the applicable structure:
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It displays the list of project tasks with their hierarchy, estimates, progress, and billing details for preparing the payment application.
- Code – WBS code showing task hierarchy.
- Project Task – Name or description of the Task.
- Estimate Qty/Amount – Planned quantity and planned total contract amount for the task.
- Progress Reports Qty/% – Actual completed quantity and percentage based on progress updates.
- Payment Application Previous Qty/Amount/% – Values already invoiced in earlier payment applications.
- Previous Qty / Amount / % – Work quantities, values, and percentages previously billed.
- Current% % – Percentage of work being claimed in this application.
- Cumulative% – Total completed percentage including current and previous.
- Quantity – Calculated from cumulative % and estimate.
- Amount (Excl. VAT) – Net value of current application before VAT.
- VAT%
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- – Tax rate applied (e.g., 5%).
- Retention Total / % / Retention – Gross amount before retention, retention rate, and retained amount.
- Retention VAT – VAT applied on the retained amount.
- VAT Amount – VAT on the payable amount after retention.
- Total – Final payable amount (amount minus retention plus VAT).
- Comment – Any additional remarks, if needed.
Summary linked table
At the bottom of the Project Structure tab, a financial summary section provides a quick view of all key billing values for the current period.
Estimate Qty & Amount – The original planned quantity and value from the contract or BOQ, used as the baseline.
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Invoiced Qty & Amount – The value already invoiced, typically matching the certified amount unless split or deferred.
Deduction tab
The Deductions tab is used to apply reductions like penalties or back charges before calculating the net payable amount.
- Item / Content-Identifies the specific service, work, or resource being billed.
- Quantity: Indicates how many units are being applied for in this billing cycle.
- UOM (Unit of Measure): Defines the measurement types.
- Price: Unit rate defined in the contract.
- VAT% and VAT Amount: Shows the tax percentage and the calculated VAT based on the price and quantity.
- Amount: The total value before tax, calculated from quantity multiplied by price.
- Total: Represents the complete billing amount, which may include VAT depending on system logic.
Additional Information tab
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This tab is for adding extra details related to the project
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These fields do not affect accounting, but they ensure clarity in printed documents like the payment certificate and invoice.
2. If the Advance option is enabled, below tabs will be available
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When an invoice is generated from a Payment Application and Certificate document marked as an advance invoice type, it is recognized as an advance or prepayment. This amount can subsequently be offset within the Payment Application document.
If only a Payment Application with the advance type is created without the corresponding advance invoice, it will not appear in the offset list. The advance invoice must be completed for it to be available for offsetting.
While offsetting can occur in the final invoice, including the advance in these documents serves two key purposes:
a) To reflect the advanced impact on the print form
b) To automatically carry forward the advance amount in the prepayment field to subsequent linked documents, such as payment certificates and invoices, thereby eliminating the need for manual selection on each document.
Print form
a) Payment Application- It provides a complete breakdown of all items, including VAT, retention amounts, progress details, and any deductions applied.
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