The Invoice 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
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.
Company - The company from which this invoice has been received.
Contract - Refers to the contract related to the service.
Recognize expenses in the Payment Application received - This field becomes enabled if it was activated at the start of the workflow, typically moving from Subcontractor Agreement → Payment Application Received → Payment Certificate Issued → Invoice Received.
Apply Retention - Enables retention deduction based on the agreement settings.
Ret. VAT at Retention Invoice - Indicates that VAT on retention will be accounted for when retention is invoiced.
Subcontractor Agreement - References the subcontractor agreement under which this invoice was processed.
Project - Links the invoice to a specific project for cost tracking.
Transaction Type - Defines the nature of the transaction: Receipt from Vendor for subcontractor invoices.
Basis - The document from which this invoice is generated is typically a Payment Certificate Issued.
Warehouse - Optional, used only when materials are involved (not applicable for services).
Regular / Progressive - Defines the invoicing method:
Regular - Used for one-time or standard service invoices not linked to cumulative progress.
Progressive - Used for ongoing subcontractor works where the invoice is based on certified progress or cumulative quantities.
Comment - Free-text field for additional notes or internal references.
Note: The Inventory tab is not used for subcontractor service invoices received.
Expense Tab
The tab lists all service or subcontractor work items being invoiced.
- 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
- Qty - Agreed quantity of work or service.
- Agreement Amount-Total co9+ntractual value = Agreement Quantity × Unit Price.
- Agreement Discount-Discount applied to the agreed amount, if any.
- Payment Certificate
Qty-Quantity certified for the current payment period.
Amount-Certified amount corresponding to the approved quantity.
%-Percentage of the total agreement certified for payment.
- Invoiced
- Previous Qty-Quantity invoiced in previous payment periods.
- Previous Amount-Amount invoiced in previous payment periods.
- Previous %-Percentage invoiced up to the last period.
- Current %-Percentage invoiced in the current period.
- Cumulative %-Total invoiced percentage to date.
- 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.
- 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.
Summary
Subcontractor WBS - Code linking work scope to project cost structure.
Item - Task or activity code from BOQ or contract.
Content - Description of the executed work or service.
UOM - Unit of measure used for quantity tracking.
Agreement
Quantity - Original contract quantity.
Amount - Corresponding contract value for the agreed quantity.
Payment Application
Qty - Claimed quantity submitted for approval.
Amount - Value corresponding to the claimed quantity.
Payment Certificate
Qty - Quantity approved for payment.
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.
Additional Information
In Doc # - unique reference number assigned to a document received from an external party,
From Date - Date when the invoice is issued.
Department - Internal division responsible for processing or approving the invoice received.
Responsible - Employee accountable for the transaction.
Delivery Address - Location where the goods or services were delivered.
Delivery Terms - Terms and conditions agreed upon for the delivery of goods or services.
