SAM Pro supports the printing of standard construction (AIA-style) invoices using a bitmap (form) background on plain paper. By setting up the appropriate user-defined functions and registry entries, you will be able to generate invoices to be distributed to the Owner, Purchaser and Construction Manager.
The RAIA-R report calculates retainage on G702 form (1st page) and has subtotals for billing items and change orders on G703 form (pages >1)
See the Record Billing Adjustment Registry for an option to prevent the user from setting an invoice to Posted in Record Billed Adjustments. This is HIGHLY RECOMMENDED if your construction invoices are auto-saved, to prevent them from being accidentally posting without a printed invoice.
1. SAM Pro Version
You must be running a current version of SAM Pro.
2. Import the Report
If you have not already done so, import the updated raia.rpt or raia-r.rpt into your database.
3. Create the User-Defined Functions
You must create one user-defined function for each report version (Owner, Architect and Construction Manager) that you wish to print. These functions must all point at report raia.rpt and/or raia-r.rpt. The reason that you need three/six of them is to that the appropriate bitmap back will be linked to each.
Examples - RAIA:
User Defined Function for Invoice Distributed to Owner:
Function Id: RAIA_owner Function Name: Report Invoice Owner – G702 & G703
Report Id: RAIA
Menu Category: Report
User Defined Function for Invoice Distributed to Architect:
Function Id: RAIA_architect Function Name: Report Invoice Architect – G702 & G703
Report Id: RAIA
Menu Category: Report
User Defined Function for Invoice Distributed to Construction Manager:
Function Id: RAIA_cm Function Name: Report Invoice Construction Manager – G702 & G703
Report Id: RAIA
Menu Category: Report
Examples – RAIA-R:
User Defined Function for Invoice Distributed to Owner:
Function Id: RAIA-R_owner
Function Name: Invoice Owner with Retainage – G702 & G703
Report Id: RAIA-R
Menu Category: Report
User Defined Function for Invoice Distributed to Architect:
Function Id: RAIA-R_architect
Function Name: Invoice Architect with Retainage – G702 & G703
Report Id: RAIA-R
Menu Category: Report
User Defined Function for Invoice Distributed to Construction Manager:
Function Id: RAIA-R_cm
Function Name: Invoice Construction Manager with Retainage– G702 & G703
Report Id: RAIA-R
Menu Category: Report
4. Registry Settings and Bitmaps
Next, you need to create the registry entries that will point each of the functions to their applicable bitmaps.
Important Note: See Registry Entry for Report Graphics and Autosave for additional options for setting report archiving options for this report.
Examples (using standard bitmaps):
Registry Id: sys-report-RAIA_owner or sys-report-RAIA-R_owner
Registry Name: Report Invoice Owner – G702 & G703
Setting Key: bitmap Setting Value:\\sharepath\standard_construction_owner.bmp
Setting Key: sectionbackerbitmap
Setting Value: \\sharepath\standard_construction_continuation.bmp
Registry Id: sys-report-RAIA_architect or sys-report-RAIA-R_architect
Registry Name: Report Invoice Architect – G702 & G703
Setting Key: bitmap
Setting Value: \\sharepath\standard_construction_architect.bmp
Setting Key: sectionbackerbitmap
Setting Value: \\sharepath\standard_construction_continuation.bmp
Registry Id: sys-report-RAIA_cm or sys-report-RAIA-R_cm
Registry Name: Report Invoice Construction Mgr – G702 & G703
Setting Key: bitmap
Setting Value: \\sharepath\standard_construction_cm.bmp
Setting Key: sectionbackerbitmap
Setting Value: \\sharepath\standard_construction_continuation.bmp
Note on Bitmap Alignment: an updated set of bitmaps what supports both the RAIA and the RAIA-R reports is available from support. These reports are aligned correctly without y or x alignment specifiers.
This report supports sectionkeyvalue for naming the saved report and document archiving (attaching the various versions of the report to the Client, Client Site, Job and Invoice Master records). Note that the appropriate registry options (see below) must be implemented, as well as the updated report being installed.
Setting Key: autosavebysection Setting Value: true
Setting Key: autosavefilename Setting Value: name,^sectionkeyvalue^
You may use some or all of the parameters in this option. If more that one is used, parameters should be separated by commas. name should be replaced a short description of the report (Invoice or AIAInvoice).
The system will replace ^sectionkeyvalue^ with the invoice number. Note that if you use this parameter you must also specify the autosavebysection=true option.
Setting Key: autosavewhenprinted Setting Value: true
Setting Key: autosaveoverwrite Setting Value: true
Setting Key: autosavedirectory Setting Value: path (to appropriate directory)
5. Folders Viewer Links (optional)
You may wish to include links on your Folders Invoicing page to each of your construction invoices. Contact your Data-Basics support representative for assistance in setting these up.
The Invoice Report Id on the Job must be set to a construction-type report (e.g., RININV3), NOT RAIA.
In addition to the fields calculated by SAM Pro, the following fields are used to complete the informational sections of the invoices:
To Owner: (from Job’s Invoice tab)
Job Invoice Name
Job Invoice Street 1
Job Invoice Street 2
Job Invoice Street 3
Job Invoice City, State Zip
From Contractor: Company Name (from Registry)
Company Address (from Registry)
Contractor for Purchase Order: Job PO
Project: Job Invoice Description OR Job Name
Job Id
Client Site Name
Client Site Shipping Address
Date of Contract: Job Date Contract Signed
Period To: Invoice Date Date: Invoice Date
Contractor By: (this is entered on-screen when the user runs the AIA report)
Page 2, Continuation page prints:
Job Name, Company Name and any info in the Job User 1 field.
Note:
Newer versions of the AIA report does not utilize the following fields:
Job Contact 1 and 2 (First/Last name) fields
The Job must be in a state of Ready to Print (by processing in Record Billing Adjustments).
Print the invoice from the Reports menu or Folders viewer (if implemented).