Use this screen to maintain the subcontractor progress payments file, which is used by projects that bill using government form 1443, Contractor's Request for Progress Payment. You fill in this screen manually during Costpoint initialization; it is then automatically updated each period by the Update Subcontractor Progress Payments process. During that process, this screen is updated with data from the Open Billing Detail file and the voucher and check history files. This process is executed at month end to update subcontractor invoices that have been entered and paid through Accounts Payable. This process is necessary because subcontractor costs are treated separately from other transaction types on form 1443. When you calculate the progress payment bills, the system obtains subcontractor costs from the Maintain Subcontractor Progress Payments screen (Projects » Billing » Billing History) instead of Open Billing Detail, which is the source of all other transactions. Since form 1443 treats subcontractor costs different from all other costs, every organization billing progress payments must maintain and update this table regardless of status (large or small business).
The screen is updated only for projects that have a progress payment billing formula. It reviews transactions from Open Billing Detail that have been charged to accounts identified as company-wide subcontractor accounts in the Maintain Billing Accounts screen. The voucher history files (VCHR_HDR_HS and VCHR_LN_ACCT_HS) are referenced for the selected transactions to obtain information such as the bill type, shipment value, and invoice amount. Payment information is added from the vendor check history files (VEND_CHK and VEND_CHK_VCHR). After the Maintain Subcontractor Progress Payments screen is updated, the system deletes the transactions from Open Billing Detail. Maintain Subcontractor Progress Payments then becomes a source for lines 9, 10, and 14 of the form 1443.
Most of the fields on this screen are editable; those that are not will be noted in the documentation.
For more information, please see Billing Special Topic BL-6, "Progress Payment Bills."
Update this screen before executing the Calculate Progress Payment Billings screen (Projects » Billing » Calculate Billings).
This field displays the project to which the subcontractor invoice was charged. If the system updated this record, you cannot edit this field. The name of the project is shown in the non-editable field to the right.
This field displays the account to which the subcontractor invoice was charged. If you are manually initializing this screen you should enter an account here that has been set up as a subcontractor account in the Maintain Billing Accounts screen (Projects » Billing » Controls). If the system updated this record, you cannot edit this field. The name of the account is shown in the non-editable field to the right.
This field contains the organization to which the subcontractor invoice was charged. If the system updated this record, you cannot edit this field. The name of the organization is shown in the non-editable field to the right.
This field contains the vendor that was used on the voucher of the subcontractor invoice. If the system updated this record, you cannot edit this field. The name of the vendor is shown in the non-editable to the right.
This table displays information about the subcontractor invoices that have been posted.
This field displays the voucher number used to record the subcontractor invoice in Costpoint Accounts Payable. If the system updated this field, you cannot edit it.
This field displays the invoice number used to record the subcontractor invoice in Costpoint Accounts Payable.
This field contains the invoice date used to record the subcontractor invoice in Costpoint Accounts Payable.
This field displays the subcontractor invoice type, Progress or Delivery. You can designate the invoice type in the Header Information subtask of the Enter A/P Vouchers screen (Accounting » Accounts Payable » Vouchers) and the Enter PO Vouchers screen (Accounting » Accounts Payable » Vouchers).
Progress payment billing is used on projects that require a long lead time before deliveries are made or where substantial amounts of money must be expended before the contractor becomes eligible for partial payments on deliveries. Under this arrangement, you can submit interim bills that cover a percentage of your expenditures, even though deliveries have not been made. These types of bills are called progress payment invoices.
When you bill the customer for shipment of a finished good, this type of bill is called a delivery invoice. Delivery invoice amounts are reduced by a liquidation amount that liquidates the progress bills already paid. Therefore, when the customer pays the delivery invoice, the invoice amount paid will be net invoice amount, which is the value of the shipment, less the liquidation amount, which is the amount of paid progress payment bills.
Subcontractors are subject to the same progress payment billing rules as your company. When you receive a delivery invoice from a subcontractor, you should enter the net amount of the invoice, which represents the amount owed to the subcontractor, in the Enter A/P Vouchers screen (Accounting » Accounts Payable » Vouchers) or Enter PO Vouchers screen (Accounting » Accounts Payable » Vouchers). Enter the delivery, or shipped, amount in the Delivery Value field in the Header Information subtask of the Enter A/P Vouchers or Enter PO Vouchers screens. The difference between the delivery amount and the invoice amount is the liquidation amount, which is liquidating the amount of progress payments the subcontractor has been paid. Therefore, the same method of billing full invoice amounts for progress payment bills and reducing delivery invoices by the liquidation amount can also be used for subcontractor invoices.
The amount in this field depends on the type of subcontractor invoice. For subcontractor invoices designated as Progress Payment, this field displays the invoice amount from the Enter A/P Vouchers screen (Accounting » Accounts Payable » Vouchers) or Enter PO Vouchers screen (Accounting » Accounts Payable » Vouchers). For Delivery subcontractor invoices, this field displays the invoice amount from the Enter A/P Vouchers or Enter PO Vouchers screens. However, since subcontractors are also subject to the rules of Progress Payments, this invoice amount has already been reduced by the liquidation amount before you enter the voucher.
The amount in this field depends on the type of subcontractor invoice. For subcontractor invoices designated as Progress Payment, this field is not used because no shipment, or delivery, is made using a Progress Payment bill. For Delivery subcontractor invoices, this field displays the amount of the Delivery Value field from the Header Information subtask of the Enter A/P Vouchers screen (Accounting » Accounts Payable » Vouchers) or Enter PO Vouchers screen (Accounting » Accounts Payable » Vouchers). On the Progress Payment bill, this field displays the billable amount on line 9 or 10 for subcontractor delivery invoices.
The amount in this field depends on the type of subcontractor invoice. For subcontractor invoices designated as Progress Payment, this field is not used because no liquidation is made using Progress Payment bills. For Delivery subcontractor invoices, this field displays the difference between the Shipment Value and Invoice Amount.
This field displays the total of the Check Amount Applied column from the Payments subtask. Payment information is obtained from the Vendor Check History files (VEND_CHK and VEND_CHK_VCHR). This field cannot be edited.
This field displays the amount of the subcontractor invoice that has been previously billed. For both progress payment and delivery invoices, this field is updated when you post the Progress Payment bills.
This field displays the fiscal year in which the subcontractor invoice was posted. If the system updated this field, you cannot edit it.
This field displays period in which the subcontractor invoice was posted. If the system updated this field, you cannot edit it.
This field displays the subperiod in which the subcontractor invoice was posted. If the system updated this field, you cannot edit it.
This field, which is applicable to both Progress Payment and Delivery invoices, indicates with a Y (Yes) or an N (No) whether the goods have been accepted. This field will automatically display a Y (Yes) if the Invoice Amount and Paid Amount columns are equal.
This non-editable field displays the source of the subcontractor invoice: S (System) or U (User).
Click this button to open the Payments subtask, where you can review the check detail for the Paid Amount field.
Changes to this screen update the SUBCTR_PRG_PMT table: