How To Fill Out The Form - G702 G703 Billing

How to Enter your data


Start Each New Project

Click the "New Form"button (yellow menu bar) for a blank form.
(The G702 and G703 are considered 1 record)

Do not modify or delete any existing forms.
Existing records are saved and unaffected.

Fill in the Red Bordered fields
(Field sizes are fixed and cannot be changed)

G702

Enter your data:

    Header information, as needed.
    Line 1 ..... Original Contract Sum
    Line 7 ..... Less Previous Pay Requests, if none enter zero (0).
    Change Order Summary, enter amounts (if any, it must also be added to the G703)
    The program automatically transfers data to the other lines after completing the G703.
    The G702 calculates PAYMENT.

G703     (Continuation Sheet)

    Schedule of Values     (Completes columns A, B and C)
    Enter an itemized list detailing the types of work to be performed in the contract.
      Click the "New Line" button (top of column "B") for each blank line.
    It is unlimited in length and automatically adjusts for multiple pages.
    Data automatically transfers to the G702.
    The G703 reflects WORK PERFORMED.

    Column "A"Enter a number for each line item in the "#" column.
    Column "B"Brief description of the work or service.
    Column "C"Amount (scheduled values).
    Column "D"Accumulated total of all work previously completed
    (prior to the current pay request)
    Column "E"The new amount of work completed.
    Column "F"Large quantities of pre-approved materials stored on-site for future installation.
    When permitted, use columns “D” & “E” only in place of column F.
    Column "G"Automatically calculates - (to modify, change column “D” or “E”)
    Column "H"Automatically calculates - (to modify, change column “D” or “E”)
    Column "I"Select the retainage % from the blue “I” column, if none enter zero.

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Progress Payments

Additional Pay Request on the same project:

This is an automated process.

Do NOT change the existing record(s).
The G702 and G703 are considered one (1) record.

Put the form on-screen you want to update (most recent) for the next pay request.
Click the "Duplicate / Update" button (yellow menu bar).
Select # 2 in a series (progress payment).
This will automatically combine and move data between both the G702 & G703 (ready for the new pay request).

Then complete the G703 column "E" to finish the new pay request.

Existing records are saved and unaffected.

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Page Turn
    Click the page indicator, ( G 702 -- G 703 ), to move between forms.
    Located in the 3rd row of the yellow menu bar
    Once you enter text it is automatically saved.
    You will not loose data switching between the forms and records.

The G702 and G703 are considered 1 record.

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How Records Are Saved

Once you create a "New Form" or use the "Duplicate / Update" feature,
the New forms are automatically saved along with the existing records,
which are saved and unaffected.

You don’t have to do anything.

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Project Folder

To create a folder, use the program's "Search" feature (see the Yellow Menu bar).
Find / search the record(s) by name or any other criteria in the search layout.
(See the search Instructions)

This will bring forward only the project(s) searched (project folder).

Click the “Sort” button to organize the Project Folder.

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Yellow Menu Bar
    Provides the basic program functions (we have disabled the dropdown menu).
    Each button contains a dialog box to assist the user.
    Provides access to the Form Choices and Options.
    Allows for various ways to create, edit and navigate the records.
    Print the record - Use the program’s "Print" button in the yellow menu bar.

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The Status Bar

This can be found in middle row of the yellow menu bar and lets you know:

    How many records are being viewed
    The Total number of records
    Sort status
    Example:This is record 1 of 5 records found. Total records 17 Sorted
    To access all 17 records, click the "Browse All" button.

To organize your records, click the "Sort button.

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Navigation

To find your records click the following buttons in the Yellow Menu Bar:

    Next - BackMove between records
    SearchFind a specific record(s) or Project Folder
    View ListA summary list of records

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Email-Fax-PDF

Select this button located in the program's yellow menu bar.
You can generate a PDF (Portable Document Format) file,
which can be e-mailed, faxed or stored in another folder.

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Line Item List - G703

# Column "A"

Sort: The lines sort automatically by #, lowest number first.

    Letters do not sort.
    A blank # field will automatically sort to the top of the list.
    Sorting takes place after clicking out of the line item fields.
    To insert or re-organize the lines, change the number in the # column.

Add / Skip / Insert a new line

    Click the "New Line" button, above column "B", to create a blank new line.
    It will add the new line to the bottom of the list.
    Enter a number for each line item in the "#" column.
    Change the number in the # column to the desired position in the list.
    It will sort automatically once you click out of the line item fields.

Delete a Line

Use the "Delete Line" button above column "B", to remove unused lines.

    Click on the line to be removed
    Click the Delete Line button.

There are detailed instructions and examples for the Line Item List in the:
QUICK HELP > can be accessed by clicking on the gray column titles on the form.

 

Description Column "B"

Enter a brief description of the work.

All field sizes are fixed and can not be changed.
Expanded fields will not print the text beyond the field size.

For longer line item descriptions, you need to use two (2) or more lines.

    Example:Describe one (1) item on two lines or more ...
    Repeat the line # or use a decimal (2.1)

When you approach the end of a line stop typing,
Click or skip (tab) to the next line to complete your description.
Do not "wrap around" text (continuous typing).
Do not use the "Enter" key to stretch the field.

There are NO limits on the number of line items.
The program will automatically adjust for multiple pages when printing.

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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.
    It will automatically transfer to Line 2 and calculate Line 3.

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:     (standard description)     "Net of Change Order #1":     1,000.00
    Calculate the amount up to 100%, as the work is completed.

Credits or Deductions     (Negative Numbers)

G702:

    Add the total value to the "Change Order Summary" in the Deductions section.
    It will automatically transfer to Line 2 and calculate Line 3.

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:     (standard description)     "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.
    Accounting Tip, negative numbers:
      To balance the accounting, calculate both the original line item amount and
      the credit line item at 100% completed after all work is completed.

Note:

    It is a good practice not to altering previous Pay Requests.
    Use the program's "Duplicate / Update" feature, then add any changes.

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Retention

Retainage %     (G703 column "I")

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

Enter variable % retainage values for each line by using the blue "I" column.

Enter individual retainage values for each line item by using the blue "I" column.
Alternatively, you can use the (I - Set All) button, located at the top of the column 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).

 

Retention and / or Final Payment     (How to Collect)

Select the most recent pay request for the project in question.
Use the "Duplicate / Update" button and select #2 from the dialog box.

G703     (Continuation Sheet) Retention / Final

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 (use the blue “I” column).

The Total Retainage will show on the G702 line 5 (total will be zero).

 

Note: Retention

    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).
    On the G703 line item(s) in question, you can change the retention by
    clicking in the blue "I" column and select the % you want from the List.
    Modify the % List     Retention
      Click the "Edit" button at the top of the blue "I" column
      Click the "Edit List" button
      You can enter the % amount you need.

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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.

There are two (2) separate ways to display and calculate Materials only.

1. When using Column "F", you accumulate and display the material stored until 100%

    Enter the Scheduled Value in Column "C".
    Do NOT combine it with anything else.
    Do NOT use Columns "D" and "E" on this line item.
    Enter the current amount of the Pay Request in Column "F".
    Add the current amount to the previous amount(s) until you get to 100% of Column "C".
    Do NOT remove or lower any previous entries or amounts.

    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.

2. Alternative to using Column "F", when permitted:

    This is an easier way to understand and calculate the values.
    This procedure allows you to track the results from each progress payment.
    Column "B"Description of material type
    Column "C"Enter the total value that will be stored
    Column "D"Enter the Previous amounts billed(as you would with any other line item)
    Column "E"Enter the Current amount billed(as you would with any other line item)
    Column "F"Do NOT use

    The values entered are to be for material only,
    Do NOT add labor or non material items.
    Do NOT use Column "F".

    The amounts entered into columns "D" and "E" 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 "5a" on the G702.

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Accounting Trouble-Shooting

Accounting Tips     How 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:

    G702Line 3 = G703 (column "C")
    G702Line 4 = G703 (column "G")
    G702Line 5 = G703 (column "I")
    G702Line 6 = G703 (column "G" minus “column "I")
    G702Line 7 = Previous Pay Requests
    (Automatically calculates on the G702 when using the "Duplicate / Update")
    G702Line 8 = Line 6 minus Line 7
    G702Line 9 = G703 (column "H" + column "I")
     
    G702"Change Order Summary"
      Any entries should also be added to the Line item list on the G703.
      (standard description: "Net of Change Order #1" etc).

 

Back-Check for data entry errors first by reviewing the:

G702

    G702Line 1The Original Contract Sum (manual entry)
    G702Line 2Automatically calculates
    (amount transfers from the Change Order Summary)
    G702Line 3Automatically calculates (Line 1 + Line 2)
    (adjustments to Line 3 are typically made with the Change Order Summary or Line 1)
    G702Line 7Previous Pay Requests
    (If incorrect, you can manually adjust the amount)
    (Do not add retention or current payment to this line)
    G702Change Order Summary
    (if any change orders, the amounts must also be added to the G703)
    If Line 3 & Line 7 are correct, all other data will transfer to the G702 from the G703.
    Any errors are most likely on the G703.

G703     (Continuation Sheet)

    Column "C"Total = (scheduled values + Change Orders, if any).
    Column "D"Total = Accumulation of all work previously completed.
    (prior to the current pay request)
    Column "E"Total = The new amount of work completed.
    Column "F"Total = Pre-approved materials stored on-site for future installation.
    When permitted, use columns "D" & "E" only in place of column F.
    Column "G"Total = Total of columns "D" + "E"
    Automatically calculates -- to modify, change column "D" or "E".
    Column "H"Total = Total of columns "C" minus "G".
    Automatically calculates -- to modify, change column "D" or "E".
    Column "I"Total = Retainage amount, if any, accumulates with each pay request.
    Transfers to the G702 Line 5, Total Retainage.
    Reduces the current Payment Due (G702 Line 8)

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Special Features

Click the "Options" button (yellow menu bar) to select form choices.

G703 Gray column titles, click the yellow buttons to access various options.

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
    Maximum (fixed) amount
    Split Retainage
    See "Set All" column "I"
    See "Set All" column "I"
    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 (yellow menu bar).
        It has an ON - OFF switch.

 

G732 CMa Format     (Construction Manager and Advisor):

    See the "Options" button in the yellow menu bar.
    Any reference to the G732 CMa format also includes the G703.

 

G703 Group Sub-Totals: Click the"Options" button in the yellow menu bar.

    When Group Sub-Totals are active, there will be a Blue column on the G703 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, etc.
    Note:The Sub-Totals from this option are only visible when printing.
    "Print Preview", click this button to see the results. They are NOT visible on-screen.

 

G703 Unit Pricing. See "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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Customize
    Edit Form
      Allows you to modify the pre-formatted text.
    Edit Popups
      Add your reusable data in a pull-down list accessible from the form.
    Formatting
      This allows you to change the font type, size, style and color, where permitted.
        Highlight the text you want to change.
        Go to the "Format" menu in the gray drop down bar.
        Select from the submenu, as needed.
    Options
      Use this to change printers.
      Access various pre-selected print and layout options.

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Program Help

Details, instructions and examples are available.

Located in the program’s yellow menu bar and though out the form at the point of use.
Read these program files for detailed information and instruction.

    Help FilesHow To Use This Software
    How to Fill Out The Form
    Quick HelpAccess help (on-screen assistance) at the point of use:
      by clicking on the text next to or above a data field.
      by clicking on the grey column titles.

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