Job Tracking must be turned on to see the menu.

The AR Use Retainage option determines whether retainage fields display.

Required setup:

In eFinancials AR setup, for Customer - Terms, AR Accounts, Markup

In eFinancials setup, Company (Simplified Setup) / Entity (Standard Setup) - Expense Codes

In Job Cost setup, for Jobs - Tax

The following fields appear on the page.

Header

Add AIA Application

Use this button to add an AIA Application.

Include Billings in Approved Batches

Select the box to include these AIA Application Billings in approved batches.

Grid

NOTE that Filter Buttons in column headers allow you to change what appears in the grid.

Application Number

The number associated with the AIA application for payment, for example, "1" or "2" for the first or second applications for payment.

Click the Application Number link to edit the Application.

Job

The job associated with the AIA Application. Only one Job is allowed per AIA Application.

Job Name

The name of the job associated with the AIA Application.

Billing ID

The billing identification. Click the link to drill to the Billing in eFinancials for this AIA Application.

Billing Type

The Billing Type: Regular, Credit or Retainage Draw Credit.

Batch ID

The identification of the batch for this AIA Application.

Date

The Billing (Application) date. Refer to Add/Edit fields, below, for additional information.

Customer ID

The customer identification associated with this AIA Application.

Customer Name

The customer name associated with this AIA Application.

Status

The status of this AIA Application.

Description

The description of the AIA Application.

Documents

One of the following icons appears in this column:

No documents are currently stored for the AIA Application. Click the icon to upload documents for the AIA Application.

At least one document is currently stored for the AIA Application. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.  

For more information, refer to the Documents Tab instructions.

Void

Use the Void iconto void an AIA Application and all related Billings in eFinancials.

The Void icon is only available on the most recent AIA Billing per Job; the rest are view only.

Delete

Use the Delete icon to delete an AIA Application and all related Billings in eFinancials.

An AIA Application is only available on the most recent AIA Billing per Job; the rest are view only.

Footer

Company | BatchEntity | Property | Batch (Footer Links)

Make changes using the Footer Links to use the appropriate combination of Company and Batch. The AIA Applications associated with that  batch display in the grid.

Make changes using the Footer Links to select the appropriate combination of Entity, Property, and Batch. The AIA Applications associated with that  batch display in the grid.

Use this section to add or edit AIA Applications. Note that you cannot add or change an AIA Application for an approved batch.

Note

A red dot indicates a required field or selection.

Header

AIA Authorized (check box)

This defaults in from the global policy group setting for CompanyEntity for Default AIA billings to Authorized.

Billing (Application) Date

Click in the field and use the Electronic Calendarto select a date.The Billing Date on the AR Billing date.

Job

Click the Lookup icon to display the Select Job pop-up and select a Job ID. Selecting a Job will :

Determine the next Application Number and fill in the field.

Bring up the detail lines in a grid, and may provide the ability to expand the row. There is one line per income estimate. Refer to Grid Fields section for more information.

Application Number

The Application Number, which defaults in for a new application and cannot be edited. The number is assigned by the system for the AIA Application. Initially, it defaults to "New." Upon save the system fills in "1" or "2" for the first or second applications for payment, etc..

Period End Date

Click in the field and use the Electronic Calendarto select a date. The Period End date prints on the Application as the Period To Date.

Description

The description of the AIA application for payment. Defaults to AIA Billing. This field is editable.

Retainage Draw Percent / Update All (button)

This is a tool to add the retainage draw amount to all records when the Update All button is selected, based on a percent of the Retainage Available. This is optional.

The Retainage Draw Percent for the AIA Application is in the format 0.0000. The field does not save and always defaults to 0.0000.

Grid Fields

Selecting a Job will bring up the detail lines in the grid, and may provide the ability to expand the row.

There is one line per income estimate.

The fields available for update are based on the update method of the line.

Update Methods:

- Percent Complete (Dollar Percent / Update Amount %)

- Job to Date (JTD Dollar Earned / Update Amount)

- Current Period (Period Dollars / Update Amount)

Possible grid fields are:

Billing Code

Phase

Cost

C/O - Change Order number

Description

UOM - Unit of Measure Unit Price

JTD (Job to Date) Billed Amount

JTD (Job to Date) Billed Quarterly

Material Retainage

Work Retainage Available

Possible sub grid fields are:

Completed Work Method (view only)

Work by Method (view only)

The fields that are editable, based on Methods, are:

Revised Contract - Refer to Job Setup AIA Tab, the Update income estimates when entering completion amounts field, for important information.

Revised Quantity

Completion Amount

Completion Quantity

Completion Percent

Retainage Pct Work

Stored Material Amount New

Stored Material Amount Used

Retainage Pct Materials

Retainage Draw

Save

Click the button to save changes to the form.

These steps provide a process for adding, modifying, printing, and finalizing an AIA Application. Your organization may not need to complete some of the optional steps, which include a manual review of a printed copy of the AIA Application, and subsequent modification of the AIA Application.

1. Select eFinancials—Accounts Receivable—Transactions—AIA Application Entry.
2. Add an AIA Application using the Add instructions below, but do not check the Authorized check box.
3. Print the AIA Application using the Print AIA Applications menu item. NOTE that you cannot print an Authorized AIA Application.
4. At this point, follow your internal process, which may include having someone of authority review the printed AIA Application.
5. When ready to modify and then approve the AIA Application, return to eFinancials—Accounts Receivable—Transactions—AIA Application Entry.
6. Modify the AIA Application, if necessary. This may include following the steps in the section, To Update (Edit) Completion Amounts.
7. Check the box for AIA Authorized to authorize the AIA Application.
8. Approve the Batch that the AIA Application is in. NOTE t hat you cannot approve the batch until all the AIA Applications in the Batch are Authorized.

Note that adding only brings in journal entries that are current.

1. Select eFinancials—Accounts Receivable—Transactions—AIA Application Entry.
2. Click the Add AIA Application button.
3. Complete the form using the Fields List for help.
4. Click Save.

Use the field lists for help completing the form.

1. Select eFinancials—Accounts Receivable—Transactions—AIA Application Entry.

2. Locate the AIA Application you want to edit using the grid Filter buttons, if necessary, and then click on the link in the Application Number column.

3. Enter the Update Amount (based on update method) per line item (income estimate). Retainage fields, stored materials and Schedule amounts become available per options. Refer to Grid Fields List, above, for help.

4. Note that Update Amount displays cumulative amount of all previous entries if not current period.

5. Note that the difference in the Update Amount is stored on the item in the Current Fields

6. Click Save.

Note

An error message will appear if the accounting void date is earlier than the accounting billing date.

1. Select eFinancials—Accounts Receivable—Transactions—AIA Application Entry.
2. Locate the AIA Application you want to void . Use the grid Filter buttons to locate the AIA Application in the grid, if necessary.
3. Click the Void icon for the AIA Application you want to void. A Delete icon replaces the Void icon.

1. Select eFinancials—Accounts Receivable—Transactions—AIA Application Entry.
2. Locate the AIA Application you want to delete. Use the grid Filter buttons to locate the AIA Application in the grid, if necessary
3. Click the Delete icon for the AIA Application you want to delete.
4. Click Confirm Delete.

Use the Print AIA Applications menu item in eFinancials.