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 system initialization; it is then automatically updated each period when you run the Update Subcontractor Progress Payments process.
When you run the Update Subcontractor Progress Payments process, the application updates this screen 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. It is necessary because subcontractor costs are treated differently than other transaction types on form 1443. When you calculate the progress payment bills, the system obtains subcontractor costs from the Subcontractor Progress Payments screen (Projects\Configure\Billing History) instead of Open Billing Detail (Projects\Maintain\Billing), which is the source of all other transactions. Since form 1443 treats subcontractor costs different from all other costs, each company that bills 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. The system 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 Subcontractor Progress Payments screen (Projects\Configure\Billing History) is updated, the system deletes the transactions from Open Billing Detail. The Subcontractor Progress Payments screen then becomes a source for lines 9, 10, and 14 of the form 1443.
This screen consists of two blocks (one containing a table window) and one subtask, as follows:
Use the Identification block to enter the project, organization, account, and vendor.
Use the table window in the Invoice Details block to enter the details of the subcontractor invoice.
Use the Payments subtask to enter or review the payments made on subcontractor invoices.
Update this screen before executing the Calculate Progress Payment Bills screen (Projects\Process\Billing).
Use the fields in this block to enter or review the project, organization, account, and vendor. You must manually enter the information in this block if you are initializing progress payments. The system will automatically update the fields in this block if you have run the Update Subcontractor Progress Payments process.
Project *
Enter, or use Lookup to select, the project to which the subcontractor invoice was charged. If the system updated this record, the project charged will automatically display and the field will be non-editable. The name of the project displays in the non-editable field to the right.
Account *
Enter, or use Lookup to select, the account to which the subcontractor invoice was charged.
If you are manually initializing this screen, enter an account that has been set up as a subcontractor account in the Maintain Billing Accounts screen. If the system updated this record, you cannot edit this field. The name of the account displays in the non-editable field to the right.
Enter, or use Lookup to select, 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 displays in the non-editable field to the right.
Vendor *
Enter, or use Lookup to select, 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 displays in the non-editable field to the right.
Use the fields in this table window to enter or review the details of the voucher that was posted. The system will automatically update the fields in this table window if you have run the Update Subcontractor Progress Payments process. Any fields updated by this process are non-editable.
Enter the voucher number, up to 11 alphanumeric characters, used to record the subcontractor invoice. If the system updated this field, you cannot edit it.
Enter the invoice number, up to 15 alphanumeric characters, used to record the subcontractor invoice.
Enter, or use Calendar Lookup to select, the invoice date used to record the subcontractor invoice.
This field displays the subcontractor invoice type, "P - Progress Invoice" or "D - Delivery Invoice." You can designate the invoice type in the Subcontractor Info tab of the Enter A/P Vouchers and Enter PO Vouchers screens.
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 or Enter PO Vouchers screens. Enter the delivery, or shipped, amount in the Delivery Value field in the Subcontractor Info tab 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 entered or updated by the system for this field depends on the type of subcontractor invoice. Subcontractor invoices are either "Progress Payment" or "Delivery." This field will be populated, or should be entered, in the following manner:
Enter the invoice amount from the Enter A/P Vouchers or Enter PO Vouchers screens if the invoice is a progress payment invoice. The value in the Invoice Type field is "P - Progress Invoice" for progress payment vouchers.
Enter the invoice amount from the Enter A/P Vouchers or Enter PO Vouchers screens that have been reduced by the liquidation amount for delivery invoices. The value in the Invoice Type field is "D - Delivery Invoice."
This non-editable field displays the amount from the Delivery Value field in the Subcontractor Info subtask of the Enter A/P Vouchers or Enter PO Vouchers screens for delivery invoices. This field will not be used if the voucher is a progress payment voucher.
On the progress payment bill, this field displays the billable amount on line 9 or 10 for subcontractor delivery invoices.
This non-editable field displays the difference between the shipment value and total invoice amount fields in if the invoice is a delivery invoice.
This field will not be used if the invoice is a progress payment invoice.
This non-editable field displays the total of the Check Amount Applied field from the Payments subtask. Payment information is obtained from the Vendor Check History files (VEND_CHK and VEND_CHK_VCHR).
This non-editable field displays the total of the Check Amount Applied fields in the Payments subtask.
This non-editable 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.
Period *
This field displays the 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.
Select this checkbox to accept the goods that have been delivered. This field is automatically selected if the Invoice Amount and Paid Amount fields are equal.
This non-editable field displays the source of the subcontractor invoice: "S" (System) or "U" (User).
* A red asterisk denotes a required field.
Select this link 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 (Subcontractor Progress Payments) table.