Billing Format

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The Billing Format allows you to assign one of eight different billing formats to each job. Within each of the eight formats, there may be additional variations of the form that you may choose. In order to use a different variation of the form, you must make a copy of the desired form and then set up the Custom Form Assignment to replace the default form with your form.

• AIA Formats - The AIA format is the only billing format that provides a field for 'Materials Stored'.

•MAR Format - The default format prints on blank paper with a cover sheet for signatures followed by the standard continuation sheet (the list of billing items).

•JCBILL1.211 - AIA Billing (default) - Prints on blank paper with a cover sheet for signatures followed by the standard continuation sheet that summarizes the billing items by billing phase.)

•JCBILL1A.211 - AIA Billing - Preprinted Forms - Use this format if you have purchased the American Institute of Architects forms G702 (Application and Certificate of Payment) and G703 (Continuation Sheet). You may need to modify this format for alignment purposes depending on your printer and the issue date of your forms.

•JCBILL1B.211 - AIA Billing - Full Detail Breakdown

•JCBILL1C.211 - AccuBuild Schedule of Values Billing Form - This format prints on blank paper and is similar to the AIA forms G702 (Application for Payment) and G703 (Continuation Sheet).

•JCBILL1D.211 - AccuBuild Schedule of Values Billing Form - Change Order Detail - This format prints on blank paper and is similar to the AIA forms G702 (Application for Payment) and G703 (Continuation Sheet). All original billing items are summarized by phase but the change order items are shown in full detail

•JCBILLVA.211- Virginia Billing DGS-30-104 (Form CO-12 Rev. 08/07) - Similar to the AIA Billing format, the form is specific to the Sate of Virginia.

•JCBILLV2.211- Virginia Billing DGS-30-104 (Form CO-12 Rev. 10/10)

•AIA Style Contract Billings with Sales Tax - Refer to the FAQ document titled "Texas - Remodel Projects - Sales Tax Required on All Items"

•Traditional Format (Crystal Reports) - The default format (jcbill1.rpt) prints on blank paper in a format that is similar to The American Institute of Architects forms G702 (Application and Certificate for Payment) and G703 (Continuation Sheet). This format will always be printed on two or more pages, depending on the number of line items on the schedule of values. A summary of the billing amounts along with the required signature lines and the contractor's certification are printed on the first page. The billing detail items and item totals are printed on the subsequent pages.

If you need to submit your invoicing on the actual AIA G702 and G703 forms, then use the System Administrator > Report Substitution option to replace billing format jcbill1 with one of the following formats:

	Jcbill1a	Jcbill1b	Jcbill1c	Jcbill1d	Jcbill1e
G702 Form	Old	Old	New	Old	New
G703 Form	Old	Old	Old	New	New
G703 - C/Os grouped & subtotaled	No	Yes	Yes	Yes	Yes
G703 - Print C/Os on separate page	No	No	Yes	No	No

Both the 'old' and the 'new' G702 and G703 forms have a copyright date of 1992 but the 'new' formats include a red AIA logo and a large 'AIA' in the top left corner of the forms.

You may need to adjust the top margin settings (Job Cost > Properties) in order to get a proper alignment so be sure to test the print by printing the invoice on blank paper and then by holding the page up to the form.

Note: Billing format substitutions cannot be set up on a job by job basis. In other words, once the jcbill1 format has been substituted with jcbill1e, then the jcbill1e format will be used for any job that has been assigned the AIA billing format.

Note: As of Version 8.3.0.1. Maroon, the pre-printed forms version of the AIA billing format and the AccuBuild version of the AIA billing format have been designed thru MAR. This means that the default form designs can be copied and modified as needed. Use the Custom Form Assignments in Project Management to default a customized billing format based on user, customer or job. In addition, the Contract Billing Data Pipe now contains the client number (na_no), the sub payment sheet control number (sub_na_no) and the name of the subcontractor on each billing line when the billing phase is linked to a subcontractor. These fields can be accessed to design a Contractor's Sworn Statement.

•Standard 1 & 2 - The standard formats are similar to the AIA format with the exception that the 'Materials Stored' field is not available. Both of these formats will always be printed out on two or more pages, depending on the number of line items on the schedule of values. The difference between Standard 1 (jcbill2.rpt) and Standard 2 (jcbill3.rpt) is simply whether or not the billing summary page is printed as the first page of the billing or as the last page of the billing. On a Standard 1 billing, the billing summary is printed on the last page of the billing, whereas on a Standard 2 billing, the billing summary is printed on the first page. (These billings formats are only available in the traditional version at this time and may not be copied/modified).

•	Subcontractor - JCBILL4.141 - The subcontractor format is the most basic billing design and will not include any signature or certification lines. This billing will print on one page unless the number of billing items requires multiple pages.

•(If utilizing the traditional format Jcbill4.rpt, and the architect information is not listed on the Billing Info Tab, then the program will automatically switch to billing format Jcbill4a.rpt so that the invoice excludes these fields).

•	Residential - This format is used mainly for residential billings where only the items that are currently being billed will print on the invoice. This format does not include a summary of the total contract amount and prior billings (except as noted below).

•JCBILL5.181 - Residential Billing - Current Totals (default) - This format only prints those items that are billed in the current period and does not displayed any prior billed amounts. (If utilizing the traditional format Jcbill5.rpt, the program will automatically switch to the Jcbill5r.rpt format when billing retention so that certain fields will be excluded from the invoice).

•JCBILL5A.181 - Residential Billing - This format shows all the billing items and includes a column for prior billed.

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Unit Billing - JCBILL6.161 - The format is used by trades where it is necessary to invoice by quantity and unit of measure. This format includes a summary of the contract total and prior billed amount. This format should be used if the retention is billed at the end of the job and the retention is based on the historical billed amount rather than the current invoice amount. This billing format will allow line items to be billed for more quantities than those listed on the detail line item. This will allow projects to be billed more in line with state and federal projects where the scheduled units can end up over billed or under billed at the end of the project and simply adjusted at the end on the final billing.

Important Note: For Work in Progress Schedule (WIP) reporting, you will want to adjust your contract amounts for overbillings in order to avoid accelerating the percentage of completion on the project.

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Unit Billing / Retn - JCBILL8.162 - This unit billing format is similar to the unit billing format described above but is intended for those companies that bill retention immediately after creating the progress billing. This format computes the current retention amount on the current billing instead of the historical billed amounts. In addition, when the Auto Retn button is used on the contract billing screen, only the retention withheld to date is billed on the invoice instead of all the retention based on the total amount of the contract.

Jobs utilizing this format should be billed as follows:

1.	Generate the progress billing, print and post.

2.	Immediately after posting the progress billing, create a new billing and use the Auto Retn button. This will create a billing for the retention withheld on the progress billing.

3.	If Step 2 is skipped and another progress billing is generated, when the retention is billed it will pick up the unbilled retention on the current billing as well as the unbilled retention on the prior billing.

•	Res Lot Totals - JCBILL7.191 - Unlike the basic residential billing format, this option lists every billing item in the contract not just the items that are currently being billed. This format also provides subtotals for each lot for the contract price, prior billed, current billing and balance.

•	Time & Material Billing Setup - Although this is not an actual contract billing format, the set up for T&M billings is performed on a job by job basis and the option is found on the Job Cost > Update Jobs > Billing Info Tab.