Add/ Edit Master Invoice Page

The Add/Edit Master Invoice page allows you to add master invoices or make modifications to the details of a master invoice.

A detailed description of the fields and buttons located on this page is provided below.

Invoice Overview

  • Save and Add New: Click to save the master invoice and add a new master invoice.
  • Save: Click to save the master invoice.
  • Cancel: Click to cancel any edits you've made. All unsaved changes will be lost.
  • Master Commitment*: Select the master commitment for the invoice. Master commitments are contracts that span more than one Trimble Unity Construct project, so they are typically set up to handle a program manager, architectural/ engineering firm, or job order contractor that has been engaged by an owner to provide services on more than one project.
  • Master Invoice Number*: Enter the number for the master invoice. This value may be an auto-filled number or user-entered invoice number depending on the Account Cost setting.
  • Date Received*: Enter or select the date when the invoice was received. This can be set to the date that someone creates a master invoice by default or a user-entered date, based on the setting in Account Settings.
  • This is a retainage release: Select this check box to process a retainage release invoice. For more information, see About Retainage Release. Select this check box to flag the master invoice as solely an invoice designed to release retainage.
  • Description*: Enter a description for the master invoice. For example, Pay Application for February 2021.
  • Status*: Select the status. The available statuses are: Draft, Received, Approved, Paid, or Void.
  • Company/ Contact: For master invoices, this is the company that has the master commitment against which master invoices will be submitted.
  • Date Due: Enter or select the desired due date for the payment.

Master Invoice Items

  • Download Schedule of Values Worksheet.xls: Click this link to download and save the schedule of values worksheet (.xls file format) to your computer. This link is available when the master commitment is selected in the Invoice Overview section above.
  • Import Invoice Items: Click to import master invoice items (.xls file format) using the Import Invoice Items popup. This button is available when the master commitment is selected in the Invoice Overview section above.
  • Manage Funding: Click to display the Funding Distribution popup and view the invoice amounts allocated for each item against the available funding sources. This button is available only when funding is enabled on actuals for Account Level Cost.
  • Commitment Item #: The item number of the master commitment that is being invoiced against.
  • Description: The item description of the master commitment Item that is being invoiced against.
  • Account Code: The budget line item number that is linked to the master commitment item that is being invoiced against.
  • Funding Rule: If a funding rule has been created on the associated project, this allows a user with funding permissions to select the appropriate funding rule for each line item. If a custom allocation of funding is created on an invoice, this field will display the term “Custom”.
  • Current Commitment: The approved value of the master commitment item that is being invoiced against. This value cannot be entered by the user.
  • Invoiced To Date: The total value that has been invoiced to date against the master commitment item (this changes based on invoice status, so when the invoice status is Draft, Received, or Void, it does not include the current Invoice Item Amount. Once the status changes to Approved or Paid, the current Invoice Item Amount is included).
  • Retained To Date: The total value that has been retained to date against the master commitment item (this changes based on invoice status, so when the invoice status is Draft, Received, or Void, it does not include the current Invoice Item Retainage Amount. Once the status changes to Approved or Paid, the current Invoice Item Retainage Amount is included.)
  • Remaining to be Invoiced: The Current Commitment value minus the Invoiced To Date value.
  • Invoice Amount: The amount (user- entered) that is being invoiced against the master commitment item.
  • Retainage %: The retainage percentage and this value is equivalent to the master commitment item’s retainage percent.
  • Retained This Invoice: The amount retained in this invoice. The value is calculated by multiplying the retainage percentage and the invoice amount (Retainage % x Invoice Amount).
  • Custom Fields: Click on the icon to display the master invoice custom fields configured for the account.

Master Invoice Custom Fields

This section displays master invoice custom fields that have been created for the account.