Working with 3-Accounts Receivable > 3-5 Jobs (Accounts Receivable) > Accounts Receivable Holdback > Creating final holdback invoices

Creating final holdback invoices

The preferred method to request final payment for holdback is to print a progress bill report.

Important! Because the holdback has been included in the previous progress billing applications, you must credit the holdback amount before you can create a separate holdback invoice. Follow the six parts of this procedure to release the holdback, create a holdback credit, apply the credit, and create your holdback invoice.

ClosedPart 1—To create a holdback credit invoice for the amount of the holdback due

Create a holdback credit invoice and use the amount of holdback due as the Price of the credit.

  1. Open 3-2 Receivable Invoices/Credits.

    1. In the Invoice# text box, enter the credit invoice number.
    2. In the Date text box, enter the date of the invoice.
    3. In the Job text box, enter the job number.
    4. If the job uses phases, enter the phase number in the Phase text box.
    5. In the Description text box, enter a brief statement about the invoice.
    6. In the Due Date text box, enter the invoice due date.
    7. In the Discount Date text box, enter the due date by which payment must be received for the discount to apply.
    8. In the Status list, select the invoice status.
    9. In the Type list, select the invoice type.
  2. In the grid:
    1. In the Description cell, enter a brief statement about the item.
    2. In the Quantity cell, enter the quantity of items as a negative amount.
    3. In the Price cell, enter the amount of the holdback due.
    4. In the Account cell, enter the ledger account number.
    5. Repeat step 3 for each item.
  3. On the File menu, click Save.
ClosedPart 2—To apply the credit to holdbacks
  1. In the 3-3-1 Cash Receipts window, apply the credit to all open holdbacks.
  2. Apply the holdback credit invoice created to all open holdback invoices.

    For detailed instructions on applying a credit to open invoices see the link below.

  3. Open 3-3-1 Cash Receipts, and then:
    1. In the Account box, type the ledger account number for the cash account.
    2. In the Deposit# box, type the deposit number.
    3. In the Date box, type the deposit date.
    4. In the Description box, type a brief statement about the transaction.
    5. Do one of the following:
      • In the Client box, type the client number.
      • In the Job box, type the job number.
    6. Do one of the following:
      • Click the Contract Invoices tab.
      • Click the Service Invoices tab.
    7. Click the Display button.
    8. Repeat step 3 for each credit you want to apply.
    9. On the File menu, click Save.
ClosedPart 3—To create an invoice for the holdback due amount

Create an invoice using the amount of holdback due as the Price of the invoice.

  1. Open 3-2 Receivable Invoices/Credits.
    1. MadCap:autonum="a. ">In the Invoice# box, type the invoice number.
    2. In the Date box, enter the date of the invoice.
    3. In the Job box, type the job number.
    4. If the job uses phases, type the phase number in the Phase box.
    5. In the Description box, type a brief statement about the invoice.
    6. In the Due Date box, enter the invoice due date.
    7. In the Discount Date text box, type the due date by which you must receive payment for the client to receive the discount.
    8. From the Status list, select the invoice status.
    9. In the Type list, click the invoice type.

      Note: Select an Invoice type Memo if you do not want the transaction to effect the job balances

  2. In the grid:
    1. In the Description cell, type a brief statement about the item.
    2. In the Quantity cell, type the quantity of items.
    3. In the Price cell, type the amount of holdback due as the Price of the invoice.
    4. In the Account cell, enter the ledger account number.
    5. Repeat step 3 for each item.
  3. From the File menu, click Save.
ClosedPart 4—To print a 3-4 Statement for detailed billing information
  1. Open 3-4 Statements.
  2. Select the 21-Job Statements report.
  3. In the Job# box, type the job number.
  4. Select the Include Paid Invoices check box.
  5. Select the Include Payment History check box.
  6. From the File menu, select Print.
  7. On the Statement Variables window, type the Statement Date, and then click OK.
  8. Your statement details all outstanding amounts due, including the holdback invoice.
  9. Close the 3-4 Report Printing window.

Links to more information . . .

About billing holdbacks

More resources

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