This process shows you how to :
It is important that you understand the concepts of Progress Claim in CivilPro before you proceed to update your Progress Claim. See Related Links below.
Related Links:
Progress Claim Concepts and Terms
1. Use the View Options
On the Progress Claim register, select the period to open the Claim Details page. Click on the "Views" tab and select from the options.
The available views are:
- Standard – shows the previously Claimed, Certified and Claim Qty columns, and corresponding values. Also includes the difference in Claim value calculated for the current claim less the previous one (Diff).
- Min – shows the previously Claim and Claim Qty columns, and corresponding values, and Diff values.
- Earned – shows the Qty to Date, O/U Qty adjustment and the Actual Qty (Actual Qty = Qty to date – O/U Qty), and totals to date and for the current claim.
- Forecast – shows the Qty to Date and Value to Date, as well as the Quantity at completion, Sell Rate at completion and Total Value at completion.
- Budget – shows the Prev Qty, Qty to Date, Over/Under, Actual Qty, Forecast Qty with matching DJC Rates and totals.
- All – shows all the data columns.
Tip : You can also create custom views. See Set Up and Save Custom Views in Registers.
2 Update Progress Claims
2.1 Unlock a Claim
If a Claim is locked, it cannot be updated. To unlock a claim on the Progress Claim Register (under Payment ), select the relevant Report Period, and click on "Claim lock". Conversely, if the Claim is initially unlocked, selecting this will lock it.
2.2 Summary Panel - Update Security, Retention and Paid this claim
Almost all the information shown on the Summary Panel is calculated from other Registers or the Claim Detail except for Security, Retention and Paid this claim. The Summary Panel is displayed below the Progress Claims register.
First select the relevant Report Period, and click on the Enable Editing icon. The Summary Panel related to the selected Report Period is displayed below the register. You can now edit the values directly for Security, Retention and Paid this claim.
2.3 Claim Details Section - Update Claim Quantities
If you are using a QA backed Progress Claim, then the Quantity to Date can be automatically set to the sum of your Lot Quantities when you create the Claim, or later if you re-take a snapshot, or rebuild the Claim. You can then edit the QTD or any of the other quantities manually.
If you are not using a QA backed claim, then all quantities are manually entered.
a. On the Progress Claim register, double click on the "Select Arrow" of the Report Period that you want to update.
Note: Ensure the register is not locked. Refer to Section 1 of this page to learn how to unlock.
b. Under the columns " Certification - Qty" and "To Date - Qty" , go to the selected row and update the values in the grid.
Note: The type of a Claim item is indicated by its shading as follows :
| Fixed Rate | Variable Rate | |
| Claimed | White | Blue |
| Not Claimed | Green | Yellow |
2.4. Update Claim Properties
a. This allows you to update the basic Claim Properties such as the Claim Name, cutoff date and previous claim.
Under the "Operations" tab, click on " View / change claim properties". Update the values in the dialog box. Click "Update".
Notes: Changing the Claim Date will not update your snapshot. Use the update snapshot function to do this.
Your claim will be updated if necessary (if you changed the previous report period).
2.5 Update a Claim after Changing the Lot Register or Lot Quantities
If you have made changes to your Lot Register or Lot Quantities, you can update the snapshot. This will not update the Quantities in the Claim itself unless you answer yes to the prompt "Do you want to update the claim quantities to match the updated snapshot?" which occurs during the update.
a. Under the "Operations" tab, click on "Claim operations", then select " Renew Quantity Snapshot" from the dropdown menu.
b. Select the appropriate options (refer to " Building a snapshot of lot quantities" in Project Claim Details (V11) ).
Click "Create".
Notes : If you already have a snapshot, you will be prompted to advise that the snapshot will be overwritten and asked to confirm.
If you have the set the Auto-Unguarantee Option in the Project Options, you will be prompted whether to Unguarantee Lots.
2.6 Update a Claim after Changing the Schedule
When you create a claim, a copy is made of the schedule. This ensures that if changes are made to the Schedule for future Claims, then it does not change the previous ones as well. As a consequence, if you make changes to the schedule you will need to update your Claim. Examples of when these might happen are:
- Adding a new Schedule Item (usually for a Variation)
- Changing the description, schedule number etc of a Schedule Item (again usually due to a Variation)
- Changing the structure or order of your schedule
a. To rebuild your claim, under the "Operations" tab, click on "Claim operations", and select " Update claim items from schedule" from the dropdown list.
b. Select the option that applies to your change:
- Add items in the schedule but not in the claim - When this option is selected, any items that have been added to the schedule ( usually variations) will be retrieved and added to the Progress Claim. Any items that are added will have their claim quantity set in accordance with the option in the New Item Claim Quantities selector.
- Update existing schedule items - When this option is selected, any items that exist in both the schedule and the claim will be updated in the claim. No quantities or rates are changed by this function, only the schedule number, description, units and metadata associated with ordering and structuring. If you want to update rates or quantities from the schedule, there are dedicated Claim Operations functions for this.
- Delete claim items without matching schedule items - When this option is selected, any items in the claim that are no longer in the schedule are removed. It is not expected this is an option you would select often.
Click "Update".
2.7 Changing the Type of a Schedule Item
You can change the type of a schedule item depending on:
- Fixed Rate or Variable Rate and
- Not Claimed or Claimed
You can tell the type of a Claim item by its shading. Cells for items of each type are coloured as follows:
| Fixed Rate | Variable Rate | |
| Claimed | White | Blue |
| Not Claimed | Green | Yellow |
On the Claim Item Details page, enable editing and select the item to update. Under the "Operations" tab, Click on "Mark Items" on the top toolbar to select the appropriate option from the menu.
You will be prompted “ Do you want to update the schedule item to reflect these changes in the claim?” Generally, you will want to do this to ensure the type is maintained in future Claims. Previous Claims will be unaffected unless you rebuild the Claim.
2.8 Automatically Setting the Certified Quantities
Generally, a Progress Claim has to be certified by the client’s representative prior to payment. The Quantities may differ to those submitted in the Claim. In order to be able to track real revenue and subsequently, the total Claimed between one Claim and the next, CivilPro needs to be updated with the Certified Quantities. While you can simply enter this Quantities directly into the Claim, there is generally an easier way to do provide them.
While the Certified Quantities usually differ from the Claimed Quantities, the majority of Quantities claimed will be the same. Hence, you can set the Certified Quantities as equal to the Claimed Quantities, and then just update those that are different.
To set the Certified Quantities as equal to the Claimed Quantities, on the Claim Item Details page, under the Operations tab, click on Claim operations, then select “Set Certified = Claimed”.
3. Generate Reports
CivilPro provides many different reports for viewing your Claim and financial performance, you should find a standard report for pretty much any purpose.
Use Certified Quantity - By default, all Claim presentation reports and the Lot Qty Report(Val) use the Claim Quantity to Date. You can change this option to “Use Certified Quantity” on the report menu.
Setting a Split Date - Adding a split date summarises the Lot Quantity information prior to the split date. This is to prevent creating massive reports with significant overlaps of data every month. The split date is commonly set to the date of the previous claim. This ‘rolls up’ all the previous Lot Quantities and lists those Lot Quantities after the date in Lot-by-Lot detail. Totals are performed for Guaranteed and Conformed Lots separately. Open Lots are not summarised.
The date used for each Quantity to determine whether or not it should be split is the latest of:
- The date the lot quantity record was last modified.
- The conformed date (for conformed lots) or guaranteed date (for guaranteed lots).
Types of Reports
Claim presentation
- Progress Claim Cover – shows a one page summary for the Claim including the amount claimed, adjustments for security, retention and previous payments, and the amount claimed (+ GST amounts).
- Progress Claim – shows each Schedule Item in the Claim with Schedule Qty, Quantity claimed, sell rate and total value.
- Progress Claim Detail – adds columns for previous Certified Qty and Amount, and This Claim Qty and Amount to the Progress Claim report.
- Claim – Completion – adds columns for to Complete Qty and Amount, and At Completion Qty and Amount to the Progress Claim report.
Lot Qty
- Lot Qty Report (Val) – shows each Schedule Item in the Claim and the Lots (by status) which support the Claim. Includes the qty and value of each Lot.
- Lot Qty Report (No val) – shows each Schedule Item in the Claim and the Lots (by status) which support the Claim. Includes the qty of each Lot only.
Cost vs. Revenue
-
Cashflow – A summary of the forecast incoming monies vs outgoing costs for the current period and to date. This reports:
- Revenue which is based on the Claim’s sell amounts, less any cash security and retention.
- Costs are calculated from the Daycosts Register.
- Free Cashflow = revenue – costs
- Risk – any overclaim included in the revenue or Supplier invoices in dispute
- Reconciliations – compares the Daycost totals with the invoice totals.
-
Profit and Loss – a summary of the earned budget vs costs for the current period and to date. This reports:
- Budget – which is based on the Claim’s djc amounts adjusted for overclaim.
- Costs are calculated from the Daycosts Register.
- Profit / Loss = budget – costs.
- Reconciliations – compares the Daycost totals with the invoice totals.
To generate reports, select the reporting period on the Progress Claim register and click on the “Reports” tab to select the report option. Select your settings and click on the report to generate
Note: There are options to customize your report but most of the report formats are based on industry-standard reporting, so you don’t really need to change the design unless there is a special reason for you to do this. This option is available on Custom Reports under the same tab.
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