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TheInvoice Received document is used to record incoming invoices from subcontractors or service providers for work completed under a Subcontractor Agreement or Project Contract.
This document is primarily used for service-based invoices, such as subcontracted works, consulting, and professional services, excluding material inventory.

How to create

a) Purchasing→ Purchasing documents → Invoice received

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b) The Invoice Received document may also be generated directly from an issued Payment Certificate using the Generate function. This automatically imports certified work quantities, amounts, and VAT details, ensuring full alignment with the certified progress.

Main Tab

This tab shows the basic details needed to identify and manage the invoice.

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• Item - Specific work or service line
• Subcontractor WBS - Project WBS code linked to the subcontractor’s scope of work.
• Content - Description of work or service performed; must align with the contract scope.
• Agreement
  1. Qty - Agreed quantity of work or service.
  2. Agreement Amount -Total co9+ntractual  Total contractual value = Agreement Quantity × Unit Price.
  3. Agreement Discount -Discount  Discount applied to the agreed amount, if any.
• Payment Certificate

  1. Qty -Quantity  Quantity certified for the current payment period.

  2. Amount -Certified  Certified amount corresponding to the approved quantity.

  3. % -Percentage  Percentage of the total agreement certified for payment.

• Invoiced
  1. Previous Qty -Quantity  Quantity invoiced in previous payment periods.
  2. Previous Amount -Amount  Amount invoiced in previous payment periods.
  3. Previous % -Percentage  Percentage invoiced up to the last period.
  4. Current % -Percentage  Percentage invoiced in the current period.
  5. Cumulative % -Total  Total invoiced percentage to date.

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• Qty - Current claimed quantity of work or service.
• UOM - Unit of Measure (e.g., m², m³, pcs).
• Price - Unit rate applied for invoicing.
• Discount - Value of discount applied to the line item.
• Discount % - Percentage of discount applied to the line item.
• Amount - Net value after applying discounts.
• VAT% - The applicable VAT rate for the line item.
• Total (Before Retention) - Gross total before applying retention deduction.
• Retention % - Percentage of retention applied as per contract terms.
• Retention Period (Days) - Duration after which the retained amount can be released.
• Retention - Amount withheld from the total payable for quality or performance assurance.
• Retention VAT - VAT calculated on the retained amount.
• VAT Amount - Total VAT applied to the invoice value.

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• Total - Final invoice total, including VAT and after applying retention.
• Customer Order - Reference to the corresponding customer order linked to the transaction. Not required for Subcontractor Invoice Received.
• Requisition - Linked requisition document initiating the purchase or service request.
• Project Task - Specific project or task code associated with the invoiced work or service.

• Project WBS - Work Breakdown Structure code for the project.

• Department - The department responsible.

• Expense Item - Categorization of the expense.

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Summary 

• Subcontractor WBS - Code linking work scope to project cost structure.Item - Task or activity code from BOQ or contract. Work Breakdown Structure for subcontractor scope

• Item - Specific work/service line

• Content - Description of the executed work or /service .performed

• UOM - Unit of measure used for quantity tracking.Measure

• Agreement

  • Quantity - Original contract quantity.

  • Amount - Corresponding contract value for the agreed quantity.Contractual value

  • Discount - Any discount applied to the contract amount

• Payment Application

  • Qty - Claimed quantity submitted for approval.Quantity applied in Payment Application

  • Amount - Value corresponding to the claimed quantity.applied in Payment Application

• Payment Certificate

• • Qty - Quantity approved for payment.Certified quantity for invoicing

  • Amount - Certified amount corresponding to the approved quantity.

• Invoiced

  • Qty - Quantity included in the invoice.

  • Amount - Final invoiced value based on certified work; must match approved amounts.

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• • for invoicing

• Invoiced

  • Qty - Total invoiced quantity to date

  • Amount - Total invoiced value to date

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Deductions Tab

The Deduction tab is used to record amounts that reduce the invoice total.

• Item - The deducted service, work item, or reason for deduction.

• Content - Description of the deduction.

• Quantity - Quantity applicable for the deduction.

• UOM - Unit of Measure for the deduction
• Price - Unit rate for the deduction

• VAT % - Applicable VAT rate

• VAT Amount - VAT calculated on the deduction

• Amount - Net value of the deduction before VAT

• Total - Total deduction including VAT

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• Subcontractor WBS - Work Breakdown Structure code linked to the deduction

• GL Account - General Ledger account for posting the deduction

• Department - Department responsible for or related to the deduction.

• Business Activity - Type of business activity associated with the deduction

• Income Item - Income category linked to the deduction

• Comment - text field for notes or explanations about the deduction

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Additional Information

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