Unit Price prime contract invoice with item details summed by job cost code Microsoft Word template

Default templates and upload category

Default Microsoft Word template:

• AIA Style: PrimeInvoice-UnitPrice-ItemsSummedByCostCode.dot

Upload feature category: Prime Invoice - Unit Price - Items Summed By Job Cost Code

About bookmarks and mail merge fields

• All bookmarks and mail merge fields are optional.
• There's no limit on the number of times that bookmarks can be repeated. For example:
  • CompanyName, CompanyName2, CompanyName3, .., CompanyName10, .., CompanyName20, .., CompanyNameX
  • ProjectNumber, ProjectNumber2, ProjectNumber3, .., ProjectNumber10, .., ProjectNumber20, .., ProjectNumberX

Bookmarks - General project information

• ProjectNumber
• ProjectTitle
• ProjectDescription
• ProjectAddress1
• ProjectAddress2
• ProjectCity
• ProjectState
• ProjectZipCode
• ProjectCountry
• ProjectPhone
• ProjectFax

Bookmarks - Project bid date, plan room info, estimated dates, and stakeholders

• ProjectOwnerBidDate
• ProjectOwnerBidTime
• ProjectPlanRoomInfo
• ProjectStartDate
• ProjectFinishDate
• ProjectSalesPerson
• ProjectSalesPersonMobilePhone
• ProjectSalesPersonEmailAddress
• ProjectBidContact
• ProjectBidContactMobilePhone
• ProjectBidContactEmailAddress
• ProjectManager
• ProjectManagerMobilePhone
• ProjectManagerEmailAddress

Bookmarks and mail merge table options - Project classifications

Learn more about your options here.

Bookmarks - Prime contract number, type, subject, and scope

• PrimeContractNumber
• PrimeContractType
• PrimeContractWorkSubject
• PrimeContractWorkScope
• PrimeContractInclusions
• PrimeContractExclusions
• PrimeContractClarifications
• PrimeContractOwnerPORef

Bookmarks - Prime contract status and dates

• PrimeContractIssueDate
• PrimeContractIssueDateSpelled
• PrimeContractStatus
• PrimeContractSignedDate
• PrimeContractSignedDateSpelled
• PrimeContractNTPDate
• PrimeContractEstStartDate
• PrimeContractEstSubstantialCompletion
• PrimeContractEstFinishDate

Bookmarks - Prime contract specific address

• PrimeContractAddress1
• PrimeContractAddress2
• PrimeContractCity
• PrimeContractState
• PrimeContractZipCode
• PrimeContractCountry
• PrimeContractPhone
• PrimeContractFax

Bookmarks - Prime contract referenced architect

• ArchitectPrefix
• ArchitectFirstName
• ArchitectMiddleName
• ArchitectLastName
• ArchitectSuffix
• ArchitectContact
• ArchitectTitle
• ArchitectMobilePhone
• ArchitectEmail
• ArchitectCompanyCode
• ArchitectCompany
• ArchitectAddress1
• ArchitectAddress2
• ArchitectCity
• ArchitectState
• ArchitectZipCode
• ArchitectCountry
• ArchitectPhone
• ArchitectPhone2
• ArchitectFax
• ArchitectWebsite
• ArchitectGovTaxID

Special e-Sign bookmark (Contract Admin and Procurement module templates only):

The following bookmarks must use a white font so the e-Sign tag is clearly visible and not obstructed.

• ArchitectE_Signature
• ArchitectE_SignatureDate
• ArchitectE_Initial

Bookmarks - Prime invoice from company/contact (prime company or contractor)

• FromPrefix
• FromFirstName
• FromMiddleName
• FromLastName
• FromSuffix
• FromContact
• FromTitle
• FromMobilePhone
• FromEmail
• FromCompanyCode
• FromCompany
• FromAddress1
• FromAddress2
• FromCity
• FromState
• FromZipCode
• FromCountry
• FromPhone
• FromPhone2
• FromFax
• FromWebsite
• FromGovTaxID

Special e-Sign bookmark (Contract Admin and Procurement templates only):

Bookmarks listed below must use a white font so the e-Sign tag is clearly visible and not obstructed.

• FromE_Signature
• FromE_SignatureDate
• FromE_Initial

Bookmarks - Prime invoice to company/contact (owner or client)

• ToPrefix
• ToFirstName
• ToMiddleName
• ToLastName
• ToSuffix
• ToContact
• ToTitle
• ToMobilePhone
• ToEmail
• ToCompanyCode
• ToCompany
• ToAddress1
• ToAddress2
• ToCity
• ToState
• ToZipCode
• ToCountry
• ToPhone
• ToPhone2
• ToFax
• ToWebsite
• ToGovTaxID

Special e-Sign bookmark (Contract Admin and Procurement templates only):

Bookmarks listed below must use a white font so the e-Sign tag is clearly visible and not obstructed.

• ToE_Signature
• ToE_SignatureDate
• ToE_Initial

Bookmarks - Prime invoice number, dates, terms, and comments

• PrimeInvNumber
• PrimeInvOrderNumber
• PrimeInvDate
• PrimeInvDateSpelled
• PrimeInvPaymentDueDate
• PrimeInvPaymentDueDateSpelled
• PrimeInvTerms
• PrimeInvPrintComments
• PrimeInvInternalComments

Bookmarks - Prime invoice previous and current change orders

• PrimeInvPreviousCOSubtotal
• PrimeInvPreviousCOTaxTotal
• PrimeInvPreviousCOTotal
• PrimeInvCurrentCOSubtotal
• PrimeInvCurrentCOTaxTotal
• PrimeInvCurrentCOTotal

Bookmarks - Prime invoice revised contract totals

• PrimeInvOriginalContractSubtotal
• PrimeInvOriginalContractTaxTotal
• PrimeInvOriginalContractTotal
• PrimeInvNetChangesSubtotal     (PrimeInvPreviousCOSubtotal + PrimeInvCurrentCOSubtotal)
• PrimeInvNetChangesTaxTotal     (PrimeInvPreviousCOTaxTotal + PrimeInvCurrentCOTaxTotal)
• PrimeInvNetChangesTotal     (PrimeInvPreviousCOTotal + PrimeInvCurrentCOTotal)
• PrimeInvRevisedContractSubtotal
• PrimeInvRevisedContractTaxTotal
• PrimeInvRevisedContractTotal

Bookmarks - Prime invoice current work completed gross values

Bookmarks listed below do not include retainage and taxation.

• PrimeInvCurrentTotal
• PrimeInvCurrentTotalSpelled

Bookmarks - Prime invoice retainage percentages

• PrimeInvWorkRetainagePercent
• PrimeInvMaterialRetainagePercent

  Only applicable to Fixed Lump Sum invoices.

Bookmarks - Prime invoice previous, current, and total retainage

• PrimeInvPreviousRetainTotal
• PrimeInvCurrentRetainTotal
• PrimeInvRetainTotal (includes billed retainage)

Bookmarks - Prime invoice previous, current, and total billed retainage

• PrimeInvPreviousBilledRetainTotal
• PrimeInvCurrentBilledRetainTotal
• PrimeInvBilledRetainTotal

Bookmarks - Prime invoice current net values

• PrimeInvCurrentLessRetainSubtotal
• PrimeInvCurrentLessRetainSubtotalSpelled
• PrimeInvCurrentLessRetainTaxTotal
• PrimeInvCurrentLessRetainTaxTotalSpelled
• PrimeInvCurrentLessRetainTotal
• PrimeInvCurrentLessRetainTotalSpelled

Applicable to Fixed Lump Sum and Cost Plus with GMP invoices only.

• PrimeInvPercentComplete
• PrimeInvBalanceToFinishSOVGrossSubtotal
• PrimeInvBalanceToFinishCOsGrossSubtotal
• PrimeInvBalanceToFinishGrossSubtotal     (PrimeInvRevisedContractSubtotal - PrimeInvTotal)
• PrimeInvBalanceToFinishSubtotal     (PrimeInvRevisedContractSubtotal - (PrimeInvTotal - PrimeInvRetainTotal))
• PrimeInvBalanceToFinishTaxTotal
• PrimeInvBalanceToFinishTotal
• PrimeInvLessRetainSubtotal     (PrimeInvPreviousLessRetainSubtotal + PrimeInvCurrentLessRetainSubtotal)
• PrimeInvLessRetainTaxTotal
• PrimeInvLessRetainTotal

Bookmarks - Breakdown of PrimeInvCurrentLessRetainTaxTotal per tax code

Learn more here.

Mail merge fields - Job cost codes

Typically, a job cost code would be created for every Unit Price item referenced in the prime contract Unit Price items table (original items) and new Unit Price items introduced through change orders. These job cost codes can then be used to group and sum financials and quantities as shown below.

Merge table start and end tags: PrimeInvItemsSummary

• JCCOrderNumber
• JCCCode
• JCCDescription
• JCCQuantity
• JCCUnit

The following fields are a summary of prime contract original item and CO item tables by job cost code:

• RevisedContractItemUnitPrice
• RevisedContractItemEstimatedQuantity
• RevisedContractItemEstimatedValue

  The RevisedContractItemEstimatedValue is the unit price documented in the prime contract or CO item's table depending on where it was initially created.

• RevisedContractItemPreviousBilledQuantity
• RevisedContractItemCurrentBilledQuantity
• RevisedContractItemTotalBilledQuantity
  
  
• RevisedContractItemPreviousTotal
• RevisedContractItemCurrentTotal
• RevisedContractItemTotal
• RevisedContractItemPreviousTotalRetainage
• RevisedContractItemPreviousBilledRetainage
• RevisedContractItemCurrentTotalRetainage
• RevisedContractItemCurrentBilledRetainage
• RevisedContractItemTotalRetainage
• RevisedContractItemCurrentTotalLessRetain
• RevisedContractItemCurrentTotalLessRetainTax
• RevisedContractItemCurrentTotalLessRetainTotal
• RevisedContractItemPercentComplete
• RevisedContractItemBalance

The following fields are Unit Price items entered in the prime contract Unit Price table and summarized by job cost code:

• PrimeContractItemUnit
• PrimeContractItemUnitPrice
  
  
• PrimeContractItemEstimatedQuantity
• PrimeContractItemEstimatedValue
• PrimeContractItemPreviousBilledQuantity
• PrimeContractItemCurrentBilledQuantity
• PrimeContractItemTotalBilledQuantity
• PrimeContractItemPreviousTotal
• PrimeContractItemCurrentTotal
• PrimeContractItemTotal
• PrimeContractItemCurrentRetainTotal
• PrimeContractItemCurrentTotalLessRetain
• PrimeContractItemCurrentTotalLessRetainTax
• PrimeContractItemCurrentTotalLessRetainTotal
• PrimeContractItemPercentComplete
• PrimeContractItemBalance

The following fields are new Unit Price items entered in the CO table and summarized by job cost code:

• COItemUnit
• COItemUnitPrice
• COItemEstimatedQuantity
• COItemEstimatedValue
• COItemPreviousBilledQuantity
• COItemCurrentBilledQuantity
• COItemTotalBilledQuantity
• COItemPreviousTotal
• COItemCurrentTotal
• COItemTotal
• COItemCurrentRetainTotal
• COItemCurrentTotalLessRetain
• COItemCurrentTotalLessRetainTax
• COItemCurrentTotalLessRetainTotal
• COItemPercentComplete
• COItemBalance