AIA Job Cost Billing: How It Works

AIA Job Cost Billing compiles the information needed to produce an AIA billing that includes:

• G702 - Application and Certificate for Payment
  (the invoice)
• G703 - Continuation Sheet
  (the billing detail)

The standard Sage MAS 90 or 200 Job Cost module does not accomplish this special requirement; AIA Job Cost Billing is a convenient and time-saving solution.

Setup

Before using AIA Job Cost Billing, AIA jobs are set up in the Sage
MAS 90 or 200 Job Cost module with "AIA" selected in the billing method drop box. Next, details of AIA jobs are set up in AIA Job Cost Billing either by entering them or copying them from another AIA job that was entered previously, saving data entry time.

The details for each AIA job contain items such as the Architect's Project Number, the Architect's Name, the Application Number, Last Invoice Date and Last Invoice Number, as well as the header and cost line items, or work phases, that will be billed for each job. Line item details include the Description of Work, Scheduled Value, Stored Materials, Retention Percentage and other details.

If desired, the cost item lines may be linked to Cost Codes in the Sage MAS 90 or 200 Job Cost module.

Billing Selection and Maintenance

When setup is complete, the AIA jobs to be billed can be selected individually or by a range of jobs and/or by job type. The AIA Job Billing Selection calculates the Percentage Complete for each line detail. After jobs are selected for billing, the AIA Job Billing Selection Register may be printed. This report prints all header information such as the Job Number and description, Customer Number, Contract Number and so on. This report also prints the current Scheduled Value, Previous Applications, Work in Place, Stored Materials, Completed and Stored, Percentage Complete, and Retention for each line item detail.

AIA Job Billing Data Entry enables you to bill line items for the AIA jobs that have been selected for billing. You may change the Architect's Project number, Invoice Number, date fields, or sales person information, or accept the defaults. Each line entry includes modifying either a percentage or dollar amount for completed and stored values and/or retainage values. Individual bills can be set up for exclusion from the AIA Job Billing Register update when updating a batch of AIA Job billings.

Bill Printing

To print the bills, a range of job numbers is selected to first print G703 forms and then print G702 forms, using either plain paper, customized Sage MAS 90 or 200 forms (included), or pre-printed AIA contract documents.

Update

After printing the G703 and G702 forms, the AIA Job Cost Billing Register (an audit report listing all of the entries made during AIA Job Billing Data Entry) can be printed. If you are using Work-in-Process accounting, a General Ledger Work in Process Recap report will print after the AIA Job Billing Register. Finally, the appropriate Accounts Receivable, Job Cost and General Ledger information is updated into standard MAS 90 files. The AIA Job Setup file is updated with all information from the current AIA Job Billings (i.e.; Work Completed, Stored Materials, and Retention to Date by line).

Learn more about AIA Job Cost Billing.