TopFloorStore.com

a Torgo Software company (since 1996)

G702 - G703 Billing   (How To Fill Out The Form)

How to Enter your data


Notes:

The G702 calculates PAYMENT
The G703 reflects WORK PERFORMED

    The program automatically calculates the G702 & G703, including Retention.
    It transfers data between the Forms.
    There is an auto update feature for Progress Payments.

You can manually modify any existing record.
      Click inside the red bordered fields.
      The changes do not move forward or backwards to other existing records.

The value on the G702 Line 3 should equal the Total of the G703 column C.

      For product description, options, and features, click here.

Yellow Menu Bar
    PRINT, generate a PDF, and other basic program functions are performed by clicking these buttons.
    Each button contains a dialog box to assist the user.
    We have disabled the computer’s dropdown menu for use with this program.

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How Records Are Saved
    Once you create a New Form or use the Duplicate / Update feature,
    the New forms and Data are automatically saved
    (existing records are unaffected).
    You don't have to do anything.

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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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Start Each New Project
    New Form
    Click this button (Yellow Menu Bar) for a blank form.
    The G702 and G703 are considered 1 record (created at the same time).
    These forms are connected and data transfers between them.
    Click the page indicator, ( 0 G 702 - 0 G 703 ), to move between forms (Yellow Menu Bar).

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G702       Quick Start
    To start using the G702,    manually enter data in the blank form:
    Manually Fill in the Red bordered fields.
    Line 1    Original Contract Sum, required
    Line 7    Previous Pay Requests (if any)
    Change Order Summary (if any)    Must also be entered as a Line Item on the G703

 *  Other Line Number amounts automatically calculate and transfer here from the G703.

            For more information: Line by Line Details for the G702     Click Here

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G703       Quick Start

Schedule of Values (columns A, B & C)
      Enter an itemized List, detailing the types of work and the amounts.

    Column "B"Brief description of the work or service. (Do not stretch field - it will not print.)
    Column "C"Scheduled Values (dollar amount) for each Line Item
    Column "D"Accumulation of all work previously completed. If none, enter zero.
    Column "E"The new amount of work completed.
    Column "I"Retainage amount, if any. Calculates, line by line. Use the Blue I column.
    Change Order(s)Typically, create a New Line Item at the end of the List.
            For more information: Column by Column Details for the G703     Click Here

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Options
    Click this button (yellow menu bar) to access available form choices and features:
    G732 CMa -- G703 Unit Cost -- G703 Group Subtotals and other options
    You will not lose any data when switching options.

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Progress Payments     (Existing Project)

This is an automated process.

    Put the most recent Pay App on-screen.
    Duplicate/Update
    Click this button (yellow menu bar) for progress payments on the same project.
    Select #2
    It moves, combines and transfers data to prepare for the next pay request.
    Enter data in the G703 Column E, as needed.

      Existing Records are saved and unaffected.

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Change Order(s)

Add the amount to BOTH the G702 & G703.

G702 Change Order Summary
      Add the amount(s) to the G702 Change Order Summary.

G703
      Typically, create a new line item at the end of the List (G703)
      Treat it the same as any other line item
      You can Change the number in the # column A to re-arrange the line position.

    Extras (Additions)
    Treat it the same as any other line item.
    Credits
    The are two (2) different G703 formats (Standard & Unit Cost)
    Enter the credit (negative amount) in the D or E columns at the end of the project.
    Calculate the original line item(s) at 100% completed, after all work is completed.
    Standard Format
    Enter the negative amount in column C with a minus sign (-).
    Unit Cost Format
    In Column B (UnitCost / Unit Type)   Enter the Unit Cost with a negative number (-).
    Then enter the Quantity without the negative sign in the C and D or E columns.

      Note:
 *   Enter the credit (negative amount) in the D or E columns at the end of the project.
 *   Calculate the original line item(s) at 100% completed, after all work is completed.

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Troubleshooting

G702 calculates PAYMENT.
G703 reflects WORK PERFORMED.

You can manually modify any existing record.
      Click inside the red bordered fields.
      The changes do not move forward or backwards to other existing records.

Accounting Tips

Check the following (most common errors):

    Change Order(s) are to be recorded on both the G702 (Summary) & G703 (Line item)
    G702 line 7     The amount received prior to this billing.
    G703     Data entry (Typo)
    G703     Columns D & E
    Do not include payments or retention in Columns D & E.
    (It calculates on the G702.)
    The value on the G702 Line 3 should equal the total of the G703 column C.

If the G702 Line 3 & Line 7 are correct,
      all other data will transfer to the G702 from the G703.
      Therefore, any errors most likely are on the G703.

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Payment
    Collect Retention or Final Payment
    Select the most recent Pay Request for the project in question.
    Click the Duplicate / Update button, if needed.
          Final Payment   G703   Column E
          Complete each line, if needed, so that they are 100% compete (see column G).
          Retainage          G703
          Set column I to 0 (zero) for all line items.

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G702 - Details

Header

When a field permits more than one (1) line of text to be entered:
      Enter the first line of text, stop typing.
      To drop a line, use the Enter / Return Key.  (middle of keyboard)
      (do not use the Arrow Keys or the Enter Key in the numeric keypad.)

    Do not stretch the field size. (It will not print)
    Field sizes are fixed and can not be changed.

Line 1
      The Original Contract Sum (manual entry)
      Required     Enter the amount to allow for the transfer of data from the G703.
      Any changes to the Original Contract Sum should be made with Change Orders.

Line 2
      Automatically calculates
      Amount transfers from the Change Order Summary.

Line 3
      Automatically calculates (Line 1 + Line 2)
      (adjustments to Line 3 are typically made with the Change Order Summary or Line 1)
 *   Line 3 should Equal the total of the G703 column C.

Line 4
      Automatically calculates
      Equals the total of the G703 column G.

Line 5
      The retainage is calculated in the G703 column I for each line and the total.
      Automatically transfers here.

Line 6
      Equals the total of the G703 column G minus column I
      Automatically transfer here.

Line 7
      Previous Pay Requests
      If incorrect, you can manually adjust the amount.
      (Do not add retention or current payment to this line.)

Line 8
      Equals Line 6 minus Line 7
      Automatically calculates.

Line 9
      Equals the total of the G703 column H + column I
      Automatically calculates.

Change Order Summary
      Enter the amounts only, as needed.
      The Total, automatically transfers to Line 2.
      If any change orders exist, the amounts must also be added to the G703 as a Line Item.

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G703 - Details

Schedule of Values (columns A, B & C)
      Enter an itemized List, detailing the types of work and the amounts.
      Break-out the parts of the work you are performing along with their amounts.
      (The program automatically adjusts for multiple pages.)

    Complete your set-up once.
    For future Progress Payments (same project), click the (Duplicate / Update) button.

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Line Item Management (Instructions)

Column A (Item #)
      This column is used to organize the Line Items in sequence.
      Enter a number for each Line Item in the # column.
      The lines sort automatically by number, lowest number first.
      (Letters do not sort.)
      (A blank # field will automatically sort to the top of the list.)

    Add / Skip / Insert a new line - click the New Line button.
    (It will locate at the bottom of the List.)

    Delete a Line Item   click on the Line to be removed then click the Delete Line button.
    Re-organize the lines in sequence   Change the Line #.
    Note: The Lines will sort automatically once you click out of the line item fields.

Column B
      Brief description
of the work or service.
      Field sizes are fixed and can not be changed.
      Do not stretch the field size, will not print the text beyond the field size.

    For longer line item descriptions,
    Use two (2) or more lines to describe the line item.
    Example: Repeat the line # or use a decimal (2.1, 2.2) - (3.1, 3.2) etc.
    Stop typing at the end of the line (one (1) line)     (Standard Format)
    Stop typing at the end of the line (two (2) lines)   (Unit Cost Format)

Column C
      Scheduled Values ($ amount)
      Typically a break-out, line by line, of each component of the contract amount.
      Required   enter an amount for the Line Item to calculate.

    Change Order(s)   list as a new Line Item
    Change Order credits are listed with a negative sign (-) in each column.
    Note: The Total of column C should equal the (G702 Line 3)

Column D
      Accumulation of all work previously completed.
      (prior to the current pay request, if any).
      Do not include payments or retainage (calculates on the G702).

Column E
      The new amount of work completed.
      Do not include payments or retainage (calculates on the G702)

Column F
      Pre-approved materials stored on-site for future installation (large amounts).
      Use a separate line item for this.
      The values entered are to be for material only,
      Do NOT add labor or non-material items.
      Use columns C and F only
      Do NOT use columns (D or E)

    Progress Payments (same project)
    Add the current amount to the previous amount(s) in column F (until 100% of column C).
    Do NOT remove or lower any previous entries (amounts).
    Alternative to using Column F (when permitted):
    This is the easier way to understand and calculate the values.
    Create a separate Line Item, and use columns (C + D & E)
    Note: Treat it the same as any other line item.
    Do not use column F
    The values entered are to be for material only,
    Do NOT add labor or non material items.

Column G
      Equals the Total of columns (D + E)
      Automatically calculates - to modify the amount, change column D or E.

Column H
      Equals the Difference of columns (C minus G).
      Automatically calculates - to modify the amount, change column D or E.

Column I
     Retainage
amount, if any. Accumulates with each pay request.

    Calculates, line by line. Use the Blue I column.
    Optional methods, click the (I-Set All) button (top of column I).
      Split (Variable)
      Maximum (Fixed Amounts)
      Set All line items (same %)
    Automatically transfers to the G702
      The Total Retainage will show on the G702 Line 5.
      Payment Due (G702 Line 8) will reflect the amount
    Collect Retainage amount:
    After clicking the Update / Duplicate #2 (progress payment)
    Set column I to 0 (zero) retainage for each or all line items, use the (Blue I column).

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Number Rounding

Go to the G703 layout
    See the top of column C
    Click the yellow Rounding button

Turn Rounding ON - OFF

You can round off to 1 dollar (whole numbers).
You can not round ON-OFF for specific columns individually.
    (It is all or none.)

The exception is Retention
    See the G703     I - Set All     yellow button (located above the I column)
    (Manually enter a fixed amount.)

    This will allow you to modify the G702, line 5 total to adjust for the difference.
    Just enter the amount of the current retention, rounded off or modified to your needs.

It displays & prints the accumulated amount in G702 Line 5 Total and G703 page totals only.
    (Does not print retainage amounts on each G703 line.)

    You will NOT lose any data switching between program layouts / options.

** Rounding does not work for the Unit Cost option.

Note
A slight difference can occur when rounding-off calculations.
    Particularly when dealing with fractions of a whole number.
    Retainage amounts may also vary.
    Duplicate / Update may transfer a rounded number.

There are a variety of methods and no standard for how numbers are rounded.
Therefore there may be a slight difference with the amount(s)
when compared with others using different methods.

At the end of the project there will be no difference.

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Group Calculate the G703 Line items by percentage (%)

    Total % of work completed, is based on the total of column C.
    Works best when all Lines Items are to be calculated at the same %.
    (It calculates ALL Line Items at the same %)

Click the Yellow (Set All) buttons at the top of the column.

    Column D   Enter the % to be calculated

    Column E   Enter the % of work completed to date (Column D + E)
    (Accumulated % of work completed to date).
    Example:
    When the 1st draw is / was 25% (column D)
    Then the 2nd draw is another 25% (column E)
        1st click the (Duplicate / Update) button (Yellow Menu Bar)
        Enter 50% (accumulated total to date)

    Column G   Calculates the total of Columns D + E (work completed to date)
    Column G will fill-in the E column, when you do not use the E column.
    (Entire project / all line items)

Note:
     To change the $ amount of an individual Line
     Click inside the field you want to change, either column D or E only.
     (it will auto calculate column G)

    The column totals are displayed in the Blue Total fields (bottom of columns)
    It is the sum of all Line Items in the column.

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Customize

Click these buttons (Yellow Menu Bar) to access their features.

Options
      Contains the available form choices and features.

Edit Form
      You can modify the pre-formatted text, if needed.

Edit Popups
      Allows you to add or delete reusable data. (mini database)

Formatting
      Highlight the text you want to change.
      Go to the Format menu in the gray drop down bar.
      Select from the submenu, as needed.

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Program Help
    Access help (on-screen assistance) at the point of use.
    Quick Help   (G702)
    Click on the text next to or above a data field.
    Change Order Summary   Click on the Title.
    Quick Help   (G703 - Continuation Sheet)
    Click on the gray column titles for detailed instructions and examples.
    Click on the yellow buttons at the top of each column (options and features).
    Zoom
    Click these buttons (image display) at the bottom-left of the program screen.
    Allows you to Zoom In and Out (change the screen size).

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