IPCs, retention and subcontractors

Bill the client and pay subcontractors in Hayat Projects — the mobilisation advance certificate, interim and final payment certificates (IPC / running bills) worked out from measured quantities, with retention, advance recovery, sales tax and income tax withheld; certifying into a Sales invoice; client receipts; retention release; variation orders with approval; subcontract work orders, measured subcontractor bills with retention and deductions, posting to Purchasing and releasing their retention.

The Billing (IPC) tab of a project holds every certificate raised on the client; Variations and Subcontracts hold the changes to the contract and the work given out. Certificates, receipts and subcontractor bills need proj.bill; variation orders and subcontract work orders need proj.manage.

Advance certificate

Billing (IPC) → Advance certificate: the date, the amount (the default is worked out for you), the client's certificate no. and notes. It is saved as a draft; Certify & invoice makes it a Sales invoice. The advance is then recovered bit by bit from each interim certificate.

Interim and final IPCs

Only one draft can be open per project at a time; Cancel removes a draft.

How the net is worked out

Certifying posts one Sales invoice to the client for the gross and the tax (due in 30 days), and at the same time settles the retention, the advance recovery and the tax withheld against that invoice. So the client's balance in Sales is exactly the net payable — what they really owe. A certificate whose net is 0 is Paid at once.

After the first certified interim or final IPC the BOQ is locked.

Client receipts

On the IPC, Receive payment: the amount, the tax withheld by client (if they deducted more at source), the method, reference and date, then Save receipt. It is a Sales receipt against the IPC's invoice. Payments taken directly in Sales against that invoice count as received too. The IPC shows received and balance; the IPC register lists them all.

Print gives the certificate with its lines and deductions for the client's signature.

Retention release

When the project is Completed (or Closed), Billing (IPC) → Retention release: the amount (all retention held by default), date and the client's certificate no. Certify it like any IPC: the retention moves from Retention receivable back into the client's normal receivable, ready to be collected. If Retention release needs completion is off in the settings, you can release before completion.

Variation orders

A variation order (VO) changes the contract after the BOQ is locked.

The outcome shows at once: approved (when no approval rule applies, or when the approver accepts it in the Approvals inbox), pending approval, or rejected. An approved VO adds the new items to the BOQ, changes the rates and quantities, and adds its amount to the project's variations — the revised value = contract value + variations. A draft or rejected VO can be edited and submitted again, or deleted.

Subcontractors

A subcontract work order gives part of the BOQ to a subcontractor — a Purchasing supplier — at agreed rates.

Statuses: Draft → Active → Completed, or Cancelled (an active work order only while nothing is billed). A completed one can be made active again. The open quantity of active work orders counts as committed cost.

Measured bills. Each time the subcontractor claims, + Measured bill: the date, the subcontractor invoice no., the quantity to date per line (this bill = to date − already billed) and any deductions with a note (materials you supplied, penalties). Save draft bill, check it, then Post bill:

The subcontractor's balance in Purchasing is then the net you owe, paid there like any supplier. A draft bill can be deleted; Print gives the bill for signature.

Release retention on the work order (all retention held by default) makes a payable charge in Purchasing so you can pay it.