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The Task Actuals view allows you to create a progress claim for the job costs incurred against a project, its stages or tracking centres. These costs may exceed an original estimate.

Example scenario

AVC Services are managing a renovation project. The project is for an insurance provider and is due to flood damage.

Their client requires a claim to be submitted each month for job costs expended to date. This might be split into stages such as initial demolition, room refurbishments and roof repair.

A portion of the demolition works was completed in the first month, which resulted in a labour timesheet total of 40 hours at $80p/hr.

In this case, a claim can be created (using the Task Actuals calculation) to invoice for $3200 in the demolition stage. Additional markups or discounts could also be applied.

Claim grouping options

Depending on how you want to group costs within your claims, you can create invoices with the following methods:

  1. By Project (overall)
  2. By Stages
  3. By Tracking Centre

Learn more about each group option below.

It's highly recommended the chosen method is selected in the Project Progress Settings. This means that any future project invoices will be created using a consistent method.

The Project Progress Settings should also have thecalculation method set to 'Task'.

Create an invoice

If you have set Project Progress Settings, click Create Invoice > Project Default Settings. The Project Invoice screen will appear.

To group costs differently to the default project settings, refer to the sections below.

If you create an invoice and the settings differ from the project's default progress settings, you will need to confirm which settings you want to use for the invoice.

Group costs by project

Use this method to create a claim for the total value of costs incurred to date for the overall project.

  1. From the Progress tab, set the progress view to Project Overall.

  2. Select Task Actuals.


  3. Click Create Invoice > Task Actuals Calculation.

  4. The Create Project Invoice screen will appear. See below for further instructions.

Group costs by stages

Use this method to create a claim for the total value of costs incurred to date grouped by stages.

For example, stages could be the phases of a renovation such as foundations, external, internal etc.

  1. From the Progress tab, click the Stage button to display the stages of the project.



  2. Set the view to show Task Actuals.
  3. Scroll down and click Create Invoice by Stage - Task Actuals Calculation (bottom right of screen).
  4. The Create Project Invoice screen will appear. See below for further instructions.

Group costs by tracking centre

Use this method to create a claim for the total value of costs incurred to date grouped by tracking centres.

For example, you can set up tracking centres to group costs for each type of trade used during the renovation such as electrical, plumbing, carpentry etc.

  1. From the Progress tab, click the Stage button and select Tracking Centre.  
  2. Set the view to show Task Actuals.
  3. Scroll down and click Create Invoice by Tracking Centre - Task Actuals Calculation (bottom right of screen).
  4. The Create Project Invoice screen will appear. See below for further instructions.  

Create Project Invoice screen

This screen is used to build the key elements of the progress claim. It features an HTML editor which allows you to use various types of formatting in the invoice description, such as coloured text, fancy fonts and bullet points.

The pre-filled line items are based on actual expenditure incurred since the last progress claim was raised.

You can edit the line item descriptions and values without affecting the original job costings recorded on tasks within the project.


FieldDescription
Invoice No.

Will display the invoice number once the invoice has been saved.

Invoice DateAutomatically populates with the date of creation. This can be edited if needed.
Invoice HistoryExpand to view previous invoices for this project.
Description

Enter a description for this invoice.

Invoice line items

When creating an invoice from the Progress tab, the line items are automatically added based on the calculation method and groupings selected. You can edit or delete these line items if needed, or add new line items against any stage or tracking centre.

Field / IconDescription

Provides an itemised view of the job cost items that are associated with each line item.

If there are task items that can be claimed at a later stage, you can click the X to remove them from this claim.

The Add Task Item button allows you to view and select items that have not yet been claimed.

The task item type must match the line item type. For example, only labour task items can be added to a labour line item. Task items can only be invoiced once.

Ref/Order NoUsed to record a reference or order number (optional).
Method

Task Actuals   indicates the line items are calculated based on actual expenditure recorded on tasks linked to the project.

This method uses the value of costs recorded since the previous invoice . The line item will be prepared based on the value of works carried out up to and including the day of the claim.

Breakdown

Displays the type of breakdown: overall project, stages, or tracking centres.

Any adjustment to these values will recalculate the line item.

Type

Indicates the item type:

  • Lab = Labour
  • Mat = Materials
  • Fre = Freight
  • Exp = Expenses

The Item Type cannot not be changed once the line item has been added.

DescriptionPre-filled item description based on the method and breakdown. This can be edited if needed.
Acc.Select an account code from the drop-down list (used for accounting integration only).
Task Sell

Total sell value of labour, materials and expenses recorded on tasks.

You can update the Task Sell Value which will re-calculate the Method % if you wish to claim for a rounded figure.

MarkupEnter a mark up % (if applicable).
Sell

Task Sell value + mark up.

If you enter a sell value, the markup % will update automatically.

DiscountEnter a discount % (if applicable).

Total

Sell value minus any discount %.
TaxSelect a tax code from the drop-down list (used for accounting integration only).
XClick to remove the line item.

When you click Save, you will be taken to the Invoice Worksheet. From here, you can choose a suitable layout for printing or emailing to your customer.

AroFlo provides a range of project elements and tables which can be added to an invoice layout to provide more detailed cost information.