The AIA Billing enhancement works by allowing the operator to first set up the job and determine whether the billings should be in the AIA format or not. If the job is set up for the AIA billing format, the Application Number, Architect's Project Number, and Architect's Name are entered directly in Job Masterfile Maintenance for the job itself. The operator then sets up the line items, or phases of work, being billed for each individual job. These line items are created with their own descriptions, scheduled values, and retention percentages (defaulted from the job retention percent). Change orders are referenced with these line item records as well.
Once the line items have been set up for a job, the job can be billed through Billing Data Entry. When the job is called up, the system will determine which format the billing should follow. For the AIA format jobs, the current Application Number will be increased by one from the last run of billings. Each line item will show up separately in the detail portion of the billing program, including a memo of the current schedule for the line and the amount previously billed (and previous retention) for that line. The operator indicates the percent complete (which defaults calculation of the amounts to bill), as well as any override billing amounts or stored materials to be billed for that particular phase of the job. The retention percent and amount are also entered at this time.
When the cover page and Application and Certification for Payment of the AIA type forms are printed, the change orders that have not been printed on previous applications will be printed in the Change Order Summary portion of the form. The forms can be maintained just like standard MAS 90 · MAS 200 forms (using the "FORM" option from the printing menu). The AIA type forms in their entirety (no pre-printed forms are needed) will be printed by the system in AIA Job Invoice Printing.
Once the AIA type forms have been printed, the Job Billing Register and Update programs will update the line item data back to the line item file (just as the normal invoicing programs update back to the cost code files). The normal update to the Accounts Receivable, Job Cost, and General Ledger files is also performed by the Job Billing Update. Thus, the system keeps track of the amount that has been billed not only for the entire job, as is done in the standard Job Billing Module, but for each AIA line item as well. The last date invoiced and last invoice number are also tracked and recorded at this point.