Many job contracts include retention. When you create a receivable invoice, Sage 100 Contractor withholds retention at the rate specified in the job file. If you do not set up a default rate in the job file, you can withhold a flat amount on each individual invoice.
Posting an invoice declares the gross amount of the invoice as income. However, a percentage of the gross amount is withheld as retention, so the client is actually billed for the net amount (gross invoice amount – retention = net invoice amount). Therefore, retention is already declared as income but is not yet due. Consequently, Sage 100 Contractor does not include retention in the invoice aging, and does not apply finance charges to it.
When you are ready to bill the client for retention, it is not necessary to create a new invoice. The retention has already been declared income, so you only need to release the retention that has been withheld. You can release retention on each invoice individually, or you can release the retention for the entire job at one time. Having released the retention, you can then send the client a statement reflecting the amount that is due your company.
In the 3-5 Jobs (Accounts Receivable) window, you can change the retention rate for a job contract simply by entering the new rate in the Retention Rate text box. Sage 100 Contractor will calculate retention for all new invoices using the new rate, while existing invoices maintain the previously calculated retention.
You can also apply the new retention rate to all existing job invoices. When you increase the retention rate, Sage 100 Contractor calculates the new amount of retention based on the gross invoice amount. If the invoice balance is smaller than the calculated retention, Sage 100 Contractor adjusts the retention accordingly. For example, the retention is increased from 5% to 10% for a job and the change is applied to all job invoices. A $1,000 invoice is 95% paid and the remaining $50 balance is for retention. Because the invoice is already 95% paid, Sage 100 Contractor cannot recalculate retention at the 10% rate on this invoice. Consequently, Sage 100 Contractor does not change the retention for the invoice.
Applying a decreased retention rate can also affect previous invoices. While retention is decreased, the net balance due on invoices can increase. Suppose you decrease the retention from 10% to 5% for a job and apply the decrease to all job invoices. The net amount due for a $1,000 invoice was originally $900, but is changed to $950. If client had paid $900, the client now owes an additional $50, and the last $50 is withheld as retention.
1 | Open 3-5 Jobs (Accounts Receivable), and then select the job. |
2 | In the RetentionRate text box, enter the new rate. |
3 | If the new retention rate only applies to new invoices, go to step 5. |
4 | On the Update menu, click Recalculate Retention. |
5 | In the New Due Date for Invoices text box, enter the due date you want to assign the invoices. |
6 | Under Select Recalculation Option, do one of the following: |
7 | Click OK. |
8 | On the File menu, click Save. |
You can add a retention rate to the entire job which applies a single retention rate to all the job invoices. You can also enter retention to individual invoices as a flat rate.
1 | Open 3-2 Receivable Invoices/Credits. |
2 | Locate the invoice to which you want to add retention. |
3 | Under the grid, locate the Retention box, type an amount, and the press Enter key. |
4 | Select File > Save. |
1 | Open 3-5 Jobs (Accounts Receivable), and then select the job. |
2 | Under the Terms area, select the Retention Rate value, and then click the Delete key. |
3 | On the Update menu, click Recalculate Retention. |
4 | On the Recalculate Retention window in the New Due Date for Invoices box, type a new due date. |
5 | Under the Recalculation Option area, do one of the following: |
6 | Click OK. |
7 | On the File menu, click Save. |
Tip: You can verify that retention has been released by clicking the Invoices button (bottom of the window) and reviewing the Net Due amount.
When you bill a customer for retention for a job that is 100 percent complete, it is not necessary to create a new invoice. The retention is included on the invoices created from 3-7 Progress Billing applications. This three-part procedure shows you how to release retention, print a progress billing report, and then print a job statement to request final payment.
Important! All past due accounts receivable invoices must have been collected before completing this procedure.
If you need to print a retention invoice instead of a statement, see the topic Creating final retention invoices.
Part 1—To close the current bill, release retention, and print a progress billing report
Note: The Retention Total amount becomes the Current Due amount.
Note: The final application remains in Submitted status because there is not an invoice amount to post.
Part 2—To recalculate the retention and due dates
Important! If you complete this part and have not received payments for amounts outside of retention, the current balance due will reflect retention and any outstanding amounts. This could be perceived that current receivables are overstated.
Part 3—To print a 3-4 Statement for detailed billing information
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