AIA Report

You use the AIA Report form to print American Institute of Architects’ G703 and G702 forms, required in the United States for the Application and Certificate for Payment for some contracts.

The AIA report separately identifies the cost of material stored and the cost of material actually used on a project.

The report includes only projects that use the same currency as the contract customer.

All amounts on the report are in the customer’s currency. (Functional amounts are converted using the cutoff date as the rate date.

Note:

• The report does not include headings that appear on the pre-printed AIA report forms.

• The report includes only billing amounts, not costs.

Back up your data before printing

The AIA report uses information from the last AIA report to generate the report for the current period. For this reason, the report is saved as of the last report printing, and the data is used the next time you print the report.

Therefore, be sure to back up your data — and ensure the backup is valid — before printing the AIA report. You will need the backed-up data to reprint the report in case you print it using the wrong date range or incorrect criteria, or you experience technical problems (such as a power failure) during printing.

To print the AIA report:

1. Choose the AIA Report icon from the PJC Analytical Reports folder.

2. Select the type of report to print. You can select one of the following:

3. AIA G702

4. AIA G703

You need to print both reports at the same time, to ensure that the same transactions are included on both reports. You should always print the G703 report first, because information from that report is used to produce the G702 report.

3. Complete the remaining fields on the form as follows:

Select By. Use this field to specify the level of detail for the report.

If you select Contract, Project and Category, the report includes details at the category level.

If you select Contract and Project, the report includes details at the project level. (On standard projects, information for categories and resource categories is "rolled up" to the project level.)

Contract From / To. Use these fields to specify the range of contracts for which to produce a report. The program prints a separate report for each contract included in the range.

Project From / To. Use these fields to specify the range of projects for which you are printing the report. Only projects included in the range will be included on the reports for the associated contracts.

Category From / To. These fields do not appear if you selected the option to print details by contract and project.

Use these fields to specify the range of categories for which you are printing the report.

Note: If you select by contract, project, and category for the following types of projects and accounting methods, you must include all categories :

• Fixed price projects that use the completed project, project percentage complete, accrual basis, or billings & costs accounting methods.

• Cost plus projects that use the completed project, total cost percentage complete, or labor hours percentage complete.

Because the program summarizes these project types and accounting methods at the project level, if you try to restrict the categories, the report will be incorrect.

Cutoff By. Enter an ending date for the report. The program uses the cutoff date in the Application Date and Period To fields on the AIA report.

Be very careful not to overlap date ranges. The values you enter for the AIA report in one period are used to generate the report in the subsequent period, so you need to keep the dates and ranges consistent from one reporting period to the next.

You can check the last AIA amount and dates for a contract on the Contract Maintenance form.

Include Non-billable / No Charge Stored Amount. Select this option if you are printing the G703 and you want to include non-billable or no charge project categories. Stored amounts are then included in the billing calculations regardless of the billing type.

If the project category is non-billable, the billing rate is zero.

If you do not select this option, non-billable or no charge project categories are excluded from the report G703 and are not considered in the billing calculations.

Include Contracts on Hold. Select this option if you are printing the G703 and you want the G703 report to include contracts that are on hold.

Projects on Hold. Select this option if you are printing the G703 and you want the G703 report to include projects that are on hold.

Completed Projects. Select this option if you are printing the G703 and you want the G703 report to include projects that use the completed project accounting method, whether or not they are marked completed.

4. Click Process/Print when you are ready to print the report.

IMPORTANT: Clicking Print/Process clears all the values from the previous report.

If you are printing the G702 report, or if you want to reprint the G703 report you printed last time, click Reprint.

If you are printing the G703 report, Project and Job Costing displays a message, warning you to make sure you have backed up your data before proceeding.

1. If you have not backed up your data, click Cancel, close the AIA report form, and back up your data before printing the report.

2. If you have backed up your data, click Continue.

Once the report has been printed, Project and Job Costing displays a message asking whether to save the report data permanently.

If the report is correct, click Yes. If the report is not correct, click No to return to the report form and correct your entries before reprinting the report.

Applying for Payment for Retainage

Before you can apply for payment for retainage on the AIA report, you must clear the retainage amount for the project, as follows:

1. In the Contract Maintenance form, display the contract and project.

2. On the Project tab of the Project Maintenance form, set the A/R Retainage Percentage field to zero.

3. Generate the AIA report.

If, at any point during the project life cycle, you change the retainage percentage, the program applies the new rate to costs or stored material charged to the project since you last ran the AIA report.

After printing the report

Keep a log of the values you used to print the AIA report. You will need them for the next report. Also, you should use the same dates and ranges when you produce the billing worksheet to ensure that the AIA report and your Accounts Receivable billings are consistent.

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