• At the bottom right in the “Invoice Info” section, complete the following:
  • Period To: Enter the date for your billing period. This is typically the last Calendar Day of the month associated with the invoice.  For a pay application representing work completed in December, this date would be 12/31/20XX.
  • Status: Leave this set to “Pending”
  • Do not check the “On Hold” checkbox

Begin Entering the Dollar Amounts to be billed on this Pay Application in the spreadsheet section. Work with the PM to review how to determine the correct amounts to bill.   There are multiple ways to determine how much to bill for each project and each project may have specific requirements for monthly billings.  As noted below, there are multiple ways to enter the desired billed amounts.

• The actual desired billed amounts for the month can be directly entered under the “Work Completed This Period” column. 
• The “Total Work Completed and Stored” column can be used if the user prefers to enter the total amount the project should be billed to date, and not specifically for the month. 
• The “Percent Billed” column can also be used if the user prefers to enter a simple Billed To percentage for the project to date
• Using any of the three methods above is acceptable and Sage will automatically calculate the other columns effectively.   If the cell turns grey when selected, no information is able to be entered in this cell. 
•  If there are materials that are onsite not installed or materials stored off site, then these materials will need to be billed under the “Materials Presently Stored” column.
  • Additionally, most owners will require two forms of documentation for these stored materials.
    • Photo Documentation of the materials, clearly showing the materials and clearly labeled with the Project Name. 
    • Certificate of Insurance for the stored materials, if stored off-site. 

If there is retainage for the project, the “Retainage” columns will automatically calculate based on the Retainage % typed in during the Contract Setup procedures.  If the Owner is allowing Koester to reduce the Retainage for any given SOV line item, these amounts can be manually adjusted within those respective columns. 

• Invoice #: DO NOT edit this number. 
• Draw #: If set up correct during the Contract Setup procedure, this number will auto-populate as a 10 digit number; the first 5 digits are the Job Number and the last 5 digits are the Pay Application number….the first pay application will have 00001 as the last 5 digits, the second pay application 00002, and so on.  If this number is not auto-populating correct, it can be modified to match the correct Pay Application sequence.
• Invoice Date: This is typically the 1^st Calendar Day of the month following the month associated with the pay application.  For a pay application representing work completed in December, the “Period To” date established earlier would be 12/31/20XX as noted above, but here, the Invoice date is the 1^st of the following month or 01/01/20XX
• Then click “Start” to print a hard copy to the printer. 

• 09 Pay Applications\Pay App #1
• File Name: Job Name – Pay Application #1

• Some projects require a Hard Copy to be mailed or delivered to the Owner/Architect in addition to the electronic copy. Be sure to verify the project requirements. 

When finished with the Pay Application, click “Finish” on the right side of the Billing window. 

• Then a “Print Selection” window will pop up. Within that window, click “Printer Setup”

• The “Printer Setup” window will open, Select the “Print To File” check box, then Click “OK”;

   

After clicking “OK” it will direct back to the “Print Selection” window.  Click “Start”