How to Add an Application and Enter a Schedule‑based Application

Description: Use the Application Entry screen to Add a new payment Application in Profitz. Applications are formal requests for progress payments and may be entered against standard orders or schedule‑based orders. This guide explains how to set batch details, add a new Application, and enter values for schedule‑based items.

Step‑by-step instructions

Before starting, ensure you know which Job, Customer, and Order the Application relates to. If the Order is schedule‑based, ensure a Claim Schedule has already been created.

Set Batch Details

When you navigate to Jobs › Claims › Application Entry, the Batch Header screen appears.

Date: The default date applied to the Application.

Period: The financial period for the Application.

• Important: The Period must match the Date.
  • Example: If the Application Date is August 2025, the Period should be 05.26.
  • The Period determines the month recorded on the GL transaction.

Click Next to continue.

View the Application List

The Application Entry – List screen displays all un‑posted Applications.

You can:

• Add – Create a new Application.
• Edit – Select an Application and click Edit to modify it.
• Delete – Select an Application and click Delete.
• History – View audit history.

Add a New Application

1. Click Add to create a new Application.

Job No: Select the Job the Application relates to.

Account Code: Select the Customer account.

Order No: Select the Order the Application will be recorded against.

Application No:

• Leave blank to auto‑assign the next sequential number (1, 2, 3…).
• Or manually enter your own number (e.g., customAppNo1).
• Click Get Results to create the Application and open the Application Entry screen.

Enter a Schedule‑based Application (If the Order Has a Claim Schedule)

If the Order is schedule‑based, you must enter values against individual schedule items.

Open the Claim Schedule Entry Screen

1. In the Application Entry screen, click Schedule.

This opens the Claim Schedule Entry screen.

 Understand the Claim Schedule Entry Fields

Each row represents a schedule item:

1. Ref No: Reference number (e.g., V4).
2. Description: Short description (e.g., Foyer Glazing).
3. Order Value: Total value of the schedule item.
4. Last App Value: Total applied in the previous Application.
5. Previous Claim Value: Total certified in the previous Claim.
6. Total Value: Last App Value + Movement Value.
7. Movement Value: Amount being applied for in this Application.
8. Movement Percent: Movement Value expressed as a percentage.

Enter Movement Values

You can enter values using any of the three editable columns.

Option 1: Enter a Movement Value

1. Double‑click the row you want to apply for.

   

2. Enter the amount.
3. Press Enter to confirm.

Example: Applying 2,500.00 of a 10,000.00 Base Contract Value.

Option 2: Enter a Total Value

Add the amount you are applying for to the existing total.

To apply for 2,500.00, you could add it to the Total Value.

Example: Previous total = 5,00.00 New total = 7,500.00 (adds 2,500.00)

Option 3: Enter a Movement Percent

Enter the percentage instead of the dollar amount.

Example: 25% of 10,000.00 = 2,500.00

Apply Movement Values to Any Schedule Item

You can enter Movement Values for any item in the schedule.

When finished, close the schedule. Changes are automatically saved.

Review the Updated Application Grid

After closing the schedule:

• Contract Value and Agreed Variations update automatically.
• Retention, GST, and Total Payable are recalculated.

Post the Application

1. Review all values.
2. Click Post to confirm and post the Application.

After posting, the Send Email button becomes available.

Email the Application to the Client

1. Click Send Email.
2. Profitz automatically attaches the Application document.
3. Enter the client’s email details.
4. Click Send.

FAQ

Do I need to enter an Application before creating a Claim? Only if Application Required is enabled on the Order.

Are schedule‑based entries saved automatically? Yes. All Movement Values save when you close the schedule.