Description
This article guides you through the full debtor billing workflow — from order creation to application entry, claim submission, and variation handling. It includes both Simple and Scheduled Orders, with optional application enforcement.
1. Create a Debtor Order
Simple Order
Go to Jobs > Job Setup > Simple Orders
Click Add
Enter header details:
| Field | Description |
|---|---|
| Order No | Unique identifier for the order |
| Description | Summary of the work |
| Value | Total contract value |
| Tax Code | GST code for the order |
Click Save
Simple Orders are single-line and do not support variations or operation codes.
🔹 Scheduled Order
Go to Jobs > Job Setup > Client Orders
Enter:
| Field | Description |
|---|---|
| Customer Code | Select the client |
| Operation Code | Optional for AR |
| Description | Summary of the work |
| Value | Line item value |
| Tax Code | GST code |
| Retention Applies | Tick if retention is applicable |
Click Save, then Click +Add to add lines
| Field | Description |
|---|---|
| Ref No | Unique reference for the line item |
| VO No | Optional: marks the line as a variation |
| Description | Work description |
| Value | Total value of the line |
🔁 Convert a Simple Order to a Scheduled Order
Select the Simple Order
Click Schedule
Confirm conversion
Re-enter the Value (not copied)
Use the blue link to access the new Scheduled Order or its Variations
2. Enter a Client/Schedule Application (If Required)
Go to Jobs > Claims > Application Entry
Click Add
Select:
- Job No
- Customer Account Code
- Order No
Click Get Results to open the Application Entry screen
Applications are not posted. They are used to validate claims and track requested vs certified amounts.
🔹 Enter a Simple Order Application
Simple Applications are entered directly into the grid on the Application Entry screen Header will appear the same for simple or schedule applications.
Double-click the row you want to apply for
Choose one of the following methods:
- Applied For Movement – Enter the amount you are applying for
- Applied For Total – Add the amount to the existing total
- Applied For Percentage – Enter the percentage to apply
Press Enter to confirm
Retention and GST are calculated automatically.
Click Post to confirm and post the Application
Click Send Email to notify the client
Enter a Schedule-Based Application
In the Application Entry screen, click Schedule
This opens the Claim Schedule Entry screen
For each line, enter one of the following:
- Movement Value
- Movement %
- Total Value
Close the schedule (auto-saves)
Totals update on the main screen
Click: Post
Click: Send Email
3. Enter and Post a Client Claim
Go to Jobs > Claims > Claim Entry
Click Add
Select:
- Job No
- Customer Account Code
- Order No
Click Get Results
Enter:
- Claim Date
- Period
- Claim Amount
- Retention
- GST
- Comments
Simple Orders
- Claim directly on the grid.
- Schedule and VO buttons are disabled.
Scheduled Orders
- Click Schedule to claim against Scheduled Order lines.
- Click VO to claim against Variation lines.
Claiming Variations:
- Click VO.
- Select the Variation.
- Click Schedule.
- Enter claim values for each line.
The value of the Claim is calculated based on the values entered on the Schedule Lines
After entering in your Claim Schedule with or without VOs you can then Submit and Post.
Click: Submit, then Post
Click: Send Email to notify the client
FAQ
- Do I need to enter an Application before creating a Claim? Only if Application Required is enabled on the Order.
- Can I convert a Simple Order to a Scheduled Order? Yes. Use the Schedule button and re-enter the value manually.
- Do Retention and GST calculate automatically? Yes. These values update as soon as you confirm your entry.
- Are schedule-based entries saved automatically? Yes. All Movement Values save when you close the schedule.
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