Setting up the Payment Claims module
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      Coding Structure for the Payment Claims Module

      The Payment Claims module relies on a structured coding system to manage contracts efficiently. Here's a breakdown of the essential codes and fields within this module.

      1.  Client (Receivable Account)

      • The client represents your customer for the project.
      • You can create a new receivable account when adding a head contract.

      2.  Project

      • Each head contract requires a unique project code.
      • Key project details include a project code, description, branch, and project type.
      • While the general ledger code is optional, it is recommended for comprehensive reporting.

      3.  Cost Codes and Cost Types

      • Cost codes are assigned to trade summary lines in head contracts and subcontracts.
      • You can create new cost codes during head contract creation or import standard master cost codes.
      • Cost codes help track labour and material costs.
      • Grouping cost codes by cost type enables detailed reporting, such as using cost types to differentiate Material, Labour, Subcontractor costs, etc.
      • Click here for an Overview of using Cost Codes, and to read about adding master cost codes to a project, click Add Master Cost Codes and apply them to Projects.

      4.  General Ledger Account Codes

      • General ledger codes can be assigned to projects and cost codes.
      • Assign a general ledger code in the Payment Claims Manager to create claims invoices.
      • There is also the ability to set the General Ledger code at a branch level if required, which can then be accessed via the Branch.

      5.  Supplier (Payable Account)

      • Payable accounts represent subcontractors and suppliers for expense and material payments.
      • You can set up new payable accounts as needed.


      NOTE: When setting up any new payable accounts, projects and cost codes etc, it is important to be aware of the information and how it should be set up. This enables the information to flow into your accounting system correctly. Our recommendation is that only certain members of the team create new coding.

       

      Establishing a well-structured coding system is crucial for efficient management, enabling you to track budgets, costs, claims, and payments accurately throughout your projects. These codes help streamline the process of creating and managing payment claims contracts, providing clarity and organization.

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      Last updated: 19 October 2023