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
Click on Action on Selection ( Notebook icon) on the right panel, then click on "Views” (3 vertical columns) icon.
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, Qty O/U (Over Under) adjustment and the Actual Qty (Actual Qty = Qty to date – Qty O/U), 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.
For Custom Views, see “ Set Up and Save Custom Views in Registers”.
2. Update Progress Claims
2.1 Unlock a Claim
By default, when a new claim is created, the previous claim will be locked for editing. This is to ensure that only the latest claim is open to editing after all the previous claims have been finalized and to prevent errors in editing the wrong reporting period.
However, if there are valid reasons to update the previous claim, you can unlock the claim by using the Toggle Claim Lock. Right-click on the relevant report period to select and select Toggle Claim Lock. You can choose the same from the “Action on Selection” menu.
2.2 Summary Panel - Update Security, Retention and Paid this claim
Most of the information shown on the Summary Panel is calculated from the other Registers or the Claim Details. The Summary Panel is displayed below the Progress Claims register.
On the other hand, the values for “Security”, “Retention” and “Paid this claim” can be entered directly. First select the relevant Report Period by clicking on the row (do not click on the hyperlink as it will open the Claim Details page).
Then, click on the “INPUTS” tab. You can now edit the values directly for Security, Retention and Paid this claim. (Note : The Summary Panel corresponding to the selected Report Period will be displayed below the register).
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, click on the hyperlinked Report Period that you want to update.
b. Under the columns " Certification - Qty" and "To Date – Qty Claimed" , 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 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.
Click on Action on Selection ( Notebook icon) on the right panel, then "Renew Qty Snapshot".
2.5 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, click on Action on Selection ( Notebook icon) on the right panel, then click on "Update Claim Items from Schedule".
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".
2.6. Update Claim Properties - please refer to desktop
This allows you to update the basic Claim Properties such as the Claim Name, cutoff date and previous claim. This function is currently not available in the Web App but you can do this on Desktop. Please refer to Update Claim Properties (Desktop).
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, click to select the item that you want to change and click on Action on Selection ( Notebook icon) on the right panel, then 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, click on Action on Selection ( Notebook icon) on the right panel, then “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.
Note: More report options (Cashflow, Profit and Loss) are available on CivilPro Desktop. See View, Update and Generate Progress Claim Reports (D) – TBA.
To generate reports, select the reporting period on the Progress Claim register and click on the “Reports” ( Printer) icon on the right menu panel.
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. Click on the three vertical dots next to the report to customize.
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