Application Entry (Claim Process) in Profitz Feature

Description: Application Entry allows you to create and manage progress payment Applications, which may then be certified as Claims and finally converted into Tax Invoices. This feature supports the full progress payment workflow, including application creation, claim certification, retention calculations, variation handling, and strict posting sequence control.

Purpose and Benefits

• Supports the full progress payment workflow: Application → Claim → Tax Invoice.
• Ensures accurate tracking of contract values, variations, retention, GST, and cumulative totals.
• Enforces a strict posting sequence to maintain logical order.
• Allows multiple applications or claims to be entered at once while ensuring they are posted in sequence.
• Provides a detailed grid for entering and reviewing claim values.

How to Access

Navigate to Jobs › Claims or Claims › Application Entry.

Instructions for Use

 1. Understand the Claims Process

Application → Claim → Tax Invoice

• Application: Based on the percentage/value of work completed, you create a payment application and send it to the client. 📸 Screenshot placeholder: mceclip0.png
• Claim: Once the client agrees to the application values, they can be certified and entered into Profitz as a Claim.
• Tax Invoice: Generated from the Claim and includes:
  • Contract values
  • Variations
  • Retentions
  • GST
  • Total amount due

This cycle repeats until the full contract and variation values have been claimed.

 2. When Are Applications Mandatory?

Applications are not mandatory unless the order has Application Required ticked.

• If Application Required is not ticked → You may skip straight to Claim Entry.
• If Application Required is ticked → You must enter and post an Application before creating a Claim.

See Orders for more information on order settings.

3. Posting Sequence Rules

Profitz enforces a strict posting order to maintain logical sequence.

Key Rules

• You may enter multiple applications or claims in any order.
• You may not post them out of sequence.
• Application/Claim numbers must be posted in numerical order.
• If Application Required is enabled, an Application must be posted before a Claim can be created.

Example Sequence:

Tip:

Leave Application No or Claim No blank when adding a new entry. Profitz will automatically assign the next sequential number.

4. Application Entry – Header Section (Top Section)

Toolbar Buttons

• Schedule: Opens the Claim Schedule if one exists.
• VO: Not applicable.
• Post: Posts the application.
• Delete: Deletes the application.
• Preview: View, download, or print a PDF.
• Submit: Sends the application into an approval workflow.
• Send Email: Emails the application to the client.
• Save Above: Saves header changes.

Header Fields

• Ref1: Application No.
• Ref2/Ref3/Ref4: Additional references.
• Date: Application date.
• Date Due: Due date for the application amount.
• Period From / Period To: Example: Work completed between June 2021 (03.21) and August 2021 (05.21).

⚠️ Important Warning

Changes in the top section are NOT automatically saved. Click Save Above to save header changes.

5. Application Entry – Grid Section (Bottom Section)

Use the grid to enter application values.

Grid Rows (Descriptions)

1. Contract Value: The base contract value.

2. Agreed Variations: The total value of variations on the job.

3. Total Claim: The total application amount (Contract Value + Agreed Variations)

4. Retention: Retentions held on application amounts.

Note: Retention calculations are based on settings applied to the Order.

5. Estimated GST: Estimated GST for application amounts.

• GST is calculated on the Total Claim, not on held Retention amounts.

6. Total Payable: The total payable amount for this application. (Total Claim – Retention) + GST

Agreed Order Value Section

Contract Value

The base contract value from the order.

Applied For Total (Cumulative Total to Date)

Includes all previous applications + current application.

Example:

• 2,500.00 previously claimed
• 2,500.00 this application
• 5,000.00 total applied for to date

Previous Claim Total (From Last Application/Claim)

Shows the values from the previous posted application/claim.

Applied For Movement (This Application Only)

Values for this application:

1. Contract Value
2. Agreed Variations
3. Total Claim
4. Retention
5. Estimated GST
6. Total Payable

Example calculations included exactly as in the original article.

Applied For Percentage

Shows the Applied For Total as a percentage of the contract value.

 Best Practices

• Leave Application/Claim numbers blank to auto‑assign them.
• Always click Save Above after editing header fields.
• Review the posting sequence before posting.
• Verify retention and GST calculations in the grid.

Limitations

• Applications cannot be posted out of sequence.
• If Application Required is enabled, you cannot create a claim without a posted application.
• Header changes are not auto‑saved.
• Variation lines only appear if linked to the order.

FAQ

Are applications mandatory? No — unless Application Required is ticked on the order.

Can I enter claims without applications? Yes, unless Application Required is enabled.

Why can’t I post my application or claim? It must follow the posting sequence.

Why are some values locked? Lines may be fully claimed or restricted by order settings.