How To Fill Out The Form

Supplemental help instructions for this program are listed below.

G702 G703 Billing

This program contains three different G702 formats and four ways to prepare the G703.
These formats can be accessed through the "Print Options" or "Options" button in the yellow menu bar.

The G702 calculates PAYMENT and the G703 reflects WORK PERFORMED.

The G702 and the G703 are considered one (1) record.
The G703 is unlimited in length and automatically adjusts for multiple pages.
The data transfers automatically between the G702 and the G703.

Special Features

For Progress Payments, use the Duplicate / Update button.
This feature will combine and transfer your existing data for use in the next pay request.

On the G703 see the column titles for instructions and access to these special features:

  • Retention: (Set All). See "Set All" column "I"
  • Retention: Maximum (fixed) amount. See "Set All" column "I"
  • Retention: Split Retainage. See "Set All" column "I"
  • Round Off: See "Round - Off" column "C"
  • Percentage (%) draws: See "Set All" column "D", "E", "F", and "G"

Create "drop down" lists for reusable data, see the "Pop Ups" button. It also has an ON - OFF switch.

G702 CMa Format (Construction Manager and Architect): See "Print Options" or "Options" in the yellow menu bar.

G703 Group Sub-Totals: See "Print Options" or "Options" in the yellow menu bar.

    G703 Group Sub-Totals are available after selecting Group Sub-Totals from the "Print Options" or "Options" button in the yellow menu bar. When Group Sub-Totals are active, there will be a Blue column on the G703 layout, located to the left of Column "A". Click on the column title for Quick Help on Group Sub-Totals.

    Example:

    Enter the number 1 in the blue field for each line item in the 1st group or phase.
    Enter the number 2 in the blue field for each line item in the 2nd group or phase.
    And so on.

    NOTE: The Sub-Totals from this option are only visible when printing. They are NOT visible on-screen.

G703 Unit Pricing. See "Print Options" or "Options" in the yellow menu bar (Version 7.0 or later)

  • Column "B": You must enter a Unit Cost for each line item before all columns will calculate.
  • Column "C": Optional: Complete the column title in the red-bordered field.
    Example: Estimated, Revised, Actual, etc.
  • Column "C": If the final quantities are different than the initial (estimated) quantities,
    you should change the QTY. This will properly calculate the "G" column %
  • Column "C": If the "C" column Total changes, you should change the total on G702 line 1.
    If there are any "Change Orders" then column "C" should equal the G702 line 3.
  • Line 1 (G702): Always enter a value in this field for all calculations to properly function.

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Accounting Tips

To verify you have filled out the form correctly, the value on the G702 Lines should equal the total of the G703 columns as follows:

  • G702 Line 3 = G703 (column C)
  • G702 Line 4 = G703 (column G)
  • G702 Line 5 = G703 (column I)
  • G702 Line 6 = G703 (Column G minus Column I)
  • G702 Line 7 = Do not add retainage to this line.
  • G702 Line 7 = Do not add the current pay request to this line.

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Change Orders

Enter the amount(s) on BOTH the G702 and the G703.

Additions (Extras)

    G702:
    Add the total value to the "Change Order Summary" in the Additions section.

    G703:
    Do not change the amount of any original line item.
    Create a new line item at the end and enter the total amount of the addition in the "C" column.

      Example:   "Net of Change Order #1":   1,000.00

    Calculate the amount up to 100%, as work is completed.

    Note:
      It is a good practice to refrain from altering previous Pay Requests.
      Use the program's "Duplicate / Update feature, then add any changes.

Credits or Deductions (Negative Numbers)

    G702:
    Add the total value to the "Change Order Summary" in the Deductions section.

    G703:
    Do not change the amount of any original line items.
    Calculate the original amount in column "C" at 100% completed, after all work is completed.

    Create a new line item at the end of the list and enter the deduction amount with a minus sign.

      Example:   "Net of Change Order #2":   -5,000.00

      Enter the amount in column "C" with a minus sign. (-)
      Enter the amount in column "E" with a minus sign (-) after all work is completed.
      Calculate retainage, column "I", if any. It will display a negative amount.

    Summary:
      To balance the accounting, calculate both the original amount and the credit
      at 100% completed after all work is completed.

    Note:
      It is a good practice to refrain from altering previous Pay Requests.
      Use the program's "Duplicate / Update feature, then add any changes.

Alternate Method of Presenting Change Orders

    When you need to adjust or add multiple line items (extras and / or credits), consider:
    Add a new line for each of the original lines to be adjusted.
    Enter the amount for each line item adjusted.
    Example:


    EXTRAS:
      Calculate the extras amount in the new line item as work is completed.
    CREDITS:
      Calculate the original amount in column "C" at 100% completed, after all work is completed.

      Create new line items and enter the deduction amount with a minus sign.
        Enter the amount in column "C" with a minus sign. (-)
        Enter the amount in column "E" with a minus sign (-) after all work is completed.
        Calculate retainage, column "I", if any. It will display a negative amount.

      Summary:
        To balance the accounting, calculate all the original amounts and the credits
        at 100% completed after all work is completed.

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Retainage %       (G703 Column I)

Data entered into this column will transfer to the G702 Line 5.

You have the option to enter individual retainage values (variable %) for each line item
by using the blue I column.

Alternatively, you can use the I - Set All button to:

  • Set All line items to use the same percentage value.
  • Set a Maximum or Fixed retainage amount.
  • Use a Split Retainage method (when the rate changes in the middle of a project).

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Retention and / or Final Payment

How To Collect Retention and / or Final Payment:

  • Select the most recent pay request for the project in question.
  • Use the "Update / Duplicate" button and select #2 from the dialog box.
  • Complete the G703 column "E" if needed.
  • Each of the line items should be 100% completed (see column "G").
  • Set column "I" to 0 (zero) retainage for all line items.
  • The Total Retainage will show on the G702 line 5 (total will be zero).
  • Remember that the G702 line 7 should have only the actual money received (do not include the current pay request and do not include retainage here).

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G703 - "Materials Stored" (Column F)

This specialty column typically is used ONLY for large amounts of material or product
stored on-site for future use and approved separately for payment.

Use a separate line item for this and do not include labor or any non-material items with it.

The G703 reflects WORK PERFORMED and the G702 calculates PAYMENT.

The amounts entered into column "F" will be calculated into the value of line "4" on the G702
Any retention on these amounts will be calculated into the value in line "5b" on the G702.

When using column F, you accumulate and display the material stored until 100% stored.
It is always the equivalent of the sum of columns D and E (without using columns D and E).

Therefore if you were to remove the materials stored from a previous pay request,
it would lower your Current Payment Due (G702 Line 8).

NOTE:
When using Column "F" do NOT use columns "D" and "E" on that line item.
When using Column "F" do NOT reduce the values of entries when "Updating" in a series.
When using Column "F" do NOT include labor or any non-material items on that line item.

Alternatively: If not required, do not use Column "F". Instead, use Columns "D" and "E".

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G703 - Line Item List

Many of our forms feature a Line Item List section.

New Line button

    Click this button to create as many new blank lines as needed.
    The number in the "#" column automatically generates in sequence (can be changed).
    Enter a Line Item Number for Each Line (required).
    The line items will automatically sort by #, lowest first.
    A blank "#" field automatically sorts to the top.
    (Letters do not sort)

Delete Line button

    To remove a line, click on the line to be removed, then click this button.

Insert or Skip a line

    Create a New line, then change the number in the "#" column to reflect the line's new location.

Rearrange the lines

    Change the numbers in the "#" column for the lines you want to rearrange.

    The line sorting will process after you click outside of the list area.

For longer descriptions, you may need to use two (2) or more lines.
(Data beyond the red-bordered field size does not print. Do not use the "Enter" key.)

Example 1:


Example 2:

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G703 - Group Subtotals

This feature can be accessed from the "Print Options" or "Options" button in the Yellow Menu Bar.

The Sub Total Group column is used to group line items for generating group subtotals (print only).
The blue column will not print, and has no effect when subtotals are OFF.

For example, enter '1' in this field for all the line items in the first subtotal grouping,
                    enter '2' for all in the second grouping, etc.

Example 1:


Example 2: (Printed Form)

The Blue Column is shown for demonstration purposes only. It does not print.

Example 3: Change Order (alternate method)

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G703 - Unit Cost

This feature can be accessed from the "Print Options" or "Options" button in the Yellow Menu Bar.

Enter the Unit Cost, Unit Type and Quantity for each Line Item.
The calculations for each Line Item is based on the Unit Cost and Quantity entered for that Line Item.

Optional: Enter the status of the Scheduled Value in the title of the C Column.
              (Examples: Estimated, Revised, Actual, etc.)

Example 1:


Example 2: (Printed Form)


Example 3: Changes To Estimated Amounts

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