Invoice Date

Enter the transaction date of the contract invoice or click to select the date from a date picker.

Posting Date

Enter the posting date for the contract invoice or click to select the date from a date picker. The posting date is the date the contract invoice affects the general ledger.

Posting Group

Enter the code of the Contract Invoice Posting Group screen for the contract invoice or click to select the posting group from a list.

Payment Terms

Initially displays the default Payment Terms screen for the customer. If you want to modify the payment terms or if the customer is a new customer, enter the payment terms for the contract invoice or click to select the payment terms from a list.

Invoice Through Date

Initially displays the date based on the current month, the default invoice through day entered in Project Billing, and the current year. If you want to override this date, enter the new date or click to select the date from a date picker.

Invoice Format

Initially displays the default invoice form for the project billing format. To change the invoice form, enter the name of the invoice form you want to use for the contract invoice or click to select the form from a list.

Continuation Format

If the project billing format is AIA, initially displays the default continuation form for the billing format. To change the continuation form, enter the name of the form you want to use for continuation reports or click to select the form from a list.

Pending COR Format

Initially displays the default pending COR form for the project billing format. To change the form, enter the name of the form you want to use for pending change order requests or click to select the form from a list.

Invoice Due Date

Initially displays the date on which payment for the contract invoice is due based on the invoice date and the payment terms. If you want to override this date, enter the new date or click to select the date from a date picker.

Discount Due Date

Initially displays the date on which the discounted payment is due based on the invoice date and the payment terms. If you want to override this date, enter the new date or click to select the date from a date picker.

Owner

Enter the Users screen for the contract invoice owner or click to select the owner from a list.

Assigned To

Initially displays the ID for the contract invoice owner. Once the Contacts/Routing tab is completed, displays one of the following:

• If there is only one person on the Contacts/Routing tab who has a distribution type of Action Required, displays that user.

• If multiple people on the Contacts/Routing tab have a distribution type of Action Required, displays Various.

Priority

Click to select the priority of the contract invoice. The priority of the invoice can be used to filter invoices on the View Contract Invoice Log screen and to filter views of related alerts and tasks.

• High

• Normal

• Low

Memo

Enter any comments or notes about the contract invoice.

Invoice Description

Enter a description for the contract invoice that can be printed on the invoice form. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Billing Code

Displays the billing code defined on the Project screen for the project billing format and customer combination.

Owner CO

Displays the owner change order if any, associated with the billing code line item.

Name

Displays the name of the billing code.

Sort

Displays the text used for the billing code in lookup lists.

Sales Tax Authority

Displays the name of the sales tax authority for the billing code line item.

Taxable

Displays whether the billing code line item is taxable. If this checkbox is not selected, the taxable amount and the tax amount are set to zero. If needed, click to indicate whether tax should be charged on the line item.

Scheduled Value

Displays the current scheduled amount for the billing code line item.

Previous Work Complete

Displays the dollar amount of the previous work completed for the billing code line item.

% Work Completed

Displays the percentage of work completed for the billing code line item.

If needed, enter a new value to update the work completed percentage for the billing code line item. The Current Work Completed field and Retainage to Date field are updated based on the value you enter in this field.

Current Work Completed

Displays the dollar amount of current work completed for the billing code line item based on the percentage work completed.

If needed, enter a new value to update the work completed dollar amount for the billing code line item. The % Work Completed field and Retainage to Date field are updated based on the value you enter in this field.

Stored Material

Displays the value of the stored materials for the billing code line item.

If needed, enter a new value to update the stored materials used for the billing code line item. The % Work Completed field and Retainage to Date field are updated based on the value you enter in this field.

Retainage to Date

Displays the calculated amount of retainage to date for the billing code line item. If you want to override this amount, enter a new value to update the retainage to date for the billing code line item. Enter 0 to release all retainage to date and include it on the invoice.

Project Cost Code grid - When you click to display the card view, you can enter details on the billing amounts by project cost code. This grid is available only if the Track Revenue by Project Cost Code checkbox is selected on the Project screen for the billing format and customer combination. Click to add a row to the grid. Click to delete the active row from the grid. You can only delete rows if there are no transactions posted to the billing code. See Grids for tips on using grids in ProContractor.

Project

Displays the code for the project for the cost code line item.

Division

Displays the division associated with the cost code project.

Cost Code

Displays the cost code for the cost code line item.

Owner CO

Displays the code for the owner change order for the cost code line ite

Sales Tax Authority

Displays the sales tax authority for the cost code line item.

Taxable

Displays the taxable status for the cost code line item. If needed, you can change the taxable status for the cost code line item.

If the line item is not taxable, the taxable amount in all lines of the associated Tax Detail grid will be zero.

Scheduled Value

Displays the current scheduled amount from the cost code line item.

Previous Work Complete

Displays the dollar amount of the previous work completed for the cost code line item.

% Work Completed

Enter the current percent of work completed for the cost code line item. The Current Work Completed field and Retainage to Date field are updated based on the value you enter in this field.

If you selected the Generate Billing Amount from WIP Entries checkbox on the Project screen, ProContractor calculates the percentage of work completed based on the work in progress (WIP) entries made through Invoice Through Date and then updates the current work completed, stored material, and retainage to date.

Current Work Completed

Displays the calculated dollar amount of current work completed for the cost code line item based on the percent work completed and the stored material. If you want to override this amount, enter the amount of work completed. The % Work Completed field and Retainage to Date field are updated based on the value you enter in this field.

Stored Material

Displays the calculated value of the stored materials used for the cost code line item. If you want to override this value, enter the value of the stored materials for the cost code line item. The % Work Completed field and Retainage to Date field are updated based on the value you enter in this field.

Retainage to Date

Displays the calculated amount of retainage to date for the cost code line item based on the percent work completed. If you want to override this amount, enter the retainage to date. Enter 0 to release all retainage and include it on the invoice.

Tax Detail grid - When you click to display the card view, the Tax Detail button appears. Click Tax Detail to display and edit details on the tax authorities and rates for the line item (including linked tax authorities). Each row on the grid is a tax authority for the line item. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in ProContractor.

Tax Authority

Displays the codes of the tax authorities for the line item. You cannot modify or delete the primary tax authority from the Tax Detail grid.

Name

Displays the names of the tax authorities for the line item.

Taxable Amount

Displays the taxable amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the taxable amount, enter the taxable amount.

Tax Amount

Displays the tax amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Non-Taxable Amount

Displays the non-taxable amount (current amount - taxable amount) of the line item for the tax authority.

Retainage Taxable Amount

Displays the retainage taxable amount of the line item for the tax authority, which is calculated based on the current retainage to date. If tax isn't being charged on unreleased retainage, you can modify the retainage taxable amount.

Retainage Tax Amount

Displays the retainage tax amount of the line item for the tax authority, which is calculated based on the retainage taxable amount. If tax isn't being charged on unreleased retainage, you can modify the retainage tax amount.

Retainage Non-Taxable Amount

Displays the retainage non-taxable amount (retainage taxable amount - retainage taxable amount) of the line item for the tax authority. If tax isn't being charged on unreleased retainage, you can modify the retainage non-taxable amount.

Footer

Total Scheduled Value

Displays the total scheduled value for the line items.

Total Current Work Complete

Displays the total current work complete for the line items.

Total Stored Material

Displays the total stored materials for the line items.

Total Retainage to Date

Displays the total retainage to date for the line items.

Total Invoice Amount

Displays the total invoice amount for the line items.

Billing Code

Displays the billing code defined on the Project screen for the project billing format and customer combination.

Owner CO

Displays the owner change order if any, associated with the billing code line item.

Name

Displays the name of the billing code.

Sort

Displays the text used for the billing code in lookup lists.

Sales Tax Authority

Displays the name of the sales tax authority for the billing code line item.

Taxable

Displays whether the billing code line item is taxable. If this checkbox is not selected, the taxable amount and the tax amount are set to zero. If needed, click to indicate whether tax should be charged on the line item.

Contract Amount

Displays the contract amount for the billing code line item.

Previous Amount

Displays the previous amount for the billing code line item.

Percentage Completed

Displays the percent of work completed for the billing code line item

If needed, enter the percent of work completed for the billing code line item. The current amount and retainage to date update based on the percent entered.

Current Billing Amount

Displays the calculated current amount of work completed for the billing code line item.

If needed, enter the current dollar amount of the work completed for the billing code line item. The percentage completed and retainage to date update based on the amount entered.

Retainage to Date

Displays the calculated retainage to date for the billing code line ite

If needed, enter the retainage to date for the billing code line item. Enter 0 to release all retainage and include it on the invoice.

Project Cost Code grid - When you click to display the card view, you can enter details on the billing amounts by project cost code. This grid is only available if the Track Revenue by Project Cost Code checkbox is selected in the Project screen for the billing format and customer combination. Click to add a row to the grid. Click to delete the active row from the grid. You can only delete rows if there are no transactions posted to the billing code. See Grids for tips on using grids in ProContractor.

Project

Displays the code for the project for the project cost code.

Division

Displays the division associated with the project.

Cost Code

Displays the cost code for the cost code line item.

Owner CO

Displays the code for the owner change order for the cost code line ite

Sales Tax Authority

Displays the sales tax authority for the cost code line item.

Taxable

Displays the taxable status for the cost code line item. If needed, you can change the taxable status for the cost code line item.

If the line item is not taxable, the taxable amount in all lines of the associated Tax Detail grid will be zero.

Contract Amount

Displays the contract amount for the cost code line item.

Previous Amount

Displays the previous amount for the cost code line item.

Percent Completed

Displays the percent of work completed for the cost code line item.

If you want to override this amount, enter the percent of work completed. The current amount and retainage to date update based on the percent entered.

If you selected the Generate Billing Amount from WIP Entries checkbox on the Project screen, ProContractor calculates the percentage of work completed based on the work in progress (WIP) entries made through the Invoice Through Date and then updates the current amount and retainage to date.

Current Billing Amount

Displays the calculated current amount of work completed for the cost code line item. If you want to override this amount, enter the current amount of work completed. The percentage completed and retainage to date update based on the amount entered.

Retainage to Date

Displays the calculated retainage to date for the cost code line item. If you want to override this amount, enter the retainage to date. Enter 0 to release all retainage and include it on the invoice.

Tax Detail grid - When you click to display the card view, the Tax Detail button appears. Click Tax Detail to display and edit details on the tax authorities and rates for the line item (including linked tax authorities). Each row on the grid is a tax authority for the line item. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in ProContractor.

Tax Authority

Displays the codes of the tax authorities for the line item. You cannot modify or delete the primary tax authority from the Tax Detail grid.

Name

Displays the names of the tax authorities for the line item.

Taxable Amount

Displays the taxable amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the taxable amount, enter the taxable amount.

Tax Amount

Displays the tax amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Non-Taxable Amount

Displays the non-taxable amount (current amount - taxable amount) of the line item for the tax authority.

Retainage Taxable Amount

Displays the retainage taxable amount of the line item for the tax authority, which is calculated based on the current retainage to date. If tax isn't being charged on unreleased retainage, you can modify the retainage taxable amount.

Retainage Tax Amount

Displays the retainage tax amount of the line item for the tax authority, which is calculated based on the retainage taxable amount. If tax isn't being charged on unreleased retainage, you can modify the retainage tax amount.

Retainage Non-Taxable Amount

Displays the retainage non-taxable amount (retainage taxable amount - retainage taxable amount) of the line item for the tax authority. If tax isn't being charged on unreleased retainage, you can modify the retainage non-taxable amount.

Footer

Total Contract Amount

Displays the total contract amount for the line items.

Total Current Amount

Displays the total current amount for the line items.

Total Retainage to Date

Displays the total retainage to date amount for the line items.

Total Invoice Amount

Displays the total invoice amount for the line items.

Billing Code

Displays the billing code defined on the Project screen for the project billing format and customer combination.

Owner CO

Displays the owner change order if any, associated with the billing code line item.

Name

Displays the name of the billing code.

Sort

Displays the text used for the billing code in lookup lists.

Sales Tax Authority

Displays the name of the sales tax authority for the billing code line item.

Taxable

Displays whether the billing code line item is taxable. If this checkbox is not selected, the taxable amount and the tax amount are set to zero. If needed, click to indicate whether tax should be charged on the line item.

Contract Quantity

Displays the contract quantity for the billing code line item.

Unit of Measure

Displays the unit of measure for the billing code line item.

Unit Price

Displays the price per unit for the billing code line item.

Previous Quantity

Displays the quantity completed in the previous period for the billing code line item.

Current Period Quantity

Displays the quantity for the current period for the billing code line item.

If needed, enter the quantity for the current period for the billing code line item. The current period amount, project-to-date amount, and retainage to date update based on the quantity entered.

Current Period Amount

Displays the calculated amount for the current period for the billing code line item. If you want to override this amount, enter the current period amount.

Amount Project To Date

Displays the calculated project-to-date amount for the billing code line item.

Quantity Completed To Date

Displays the to-date quantity completed for the billing code line item.

Retainage To Date

Displays the calculated retainage to date amount for the billing code line item. If you want to override this amount, enter the retainage to date. Enter 0 to release all retainage and include it on the invoice.

Project Cost Code grid - When you click to display the card view, you can enter details on the billing amounts by project cost code. This grid is only available if the Track Revenue by Project Cost Code checkbox is selected in the Project screen for the billing format and customer combination. Click to add a row to the grid. Click to delete the active row from the grid. You can only delete rows if there are no transactions posted to the billing code. See Grids for tips on using grids in ProContractor.

Project

Displays the code for the project for the project cost code.

Division

Displays the division associated with the project.

Cost Code

Displays the cost code for the cost code line item.

Owner CO

Displays the code for the owner change order for the cost code line ite

Sales Tax Authority

Displays the sales tax authority for the cost code line item.

Taxable

Displays the taxable status for the cost code line item. If needed, you can change the taxable status for the cost code line item.

If the line item is not taxable, the taxable amount in all lines of the associated Tax Detail grid will be zero.

Contract Quantity

Displays the contract quantity for the cost code line item.

Unit of Measure

Displays the unit of measure for the cost code line item.

Unit Price

Displays the price per unit for the cost code line item.

Previous Quantity

Displays the quantity completed in the previous period for the billing code line item.

Current Period Quantity

Enter the quantity for the current period for the cost code line item. The current period amount, project-to-date amount, and retainage to date update based on the quantity entered.

Current Period Amount

Displays the calculated amount for the current period for the cost code line item. If you want to override this amount, enter the current period amount.

If you selected the Generate Billing Amount from WIP Entries checkbox on the Project screen, ProContractor calculates the current period amount based on the work in progress (WIP) entries made through the Invoice Through Date and then updates the current period quantity and the current period amount in the Units Complete grid.

Quantity Completed To Date

Displays the to-date quantity completed for the billing code line item.

Amount Project to Date

Displays the calculated project-to-date amount for the cost code line item.

Retainage to Date

Displays the calculated retainage to date amount for the cost code line item. If you want to override this amount, enter the retainage to date. Enter 0 to release all retainage and include it on the invoice.

Tax Detail grid - When you click to display the card view, the Tax Detail button appears. Click Tax Detail to display and edit details on the tax authorities and rates for the line item (including linked tax authorities). Each row on the grid is a tax authority for the line item. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in ProContractor.

Tax Authority

Displays the codes of the tax authorities for the line item. You cannot modify or delete the primary tax authority from the Tax Detail grid.

Name

Displays the names of the tax authorities for the line item.

Taxable Amount

Displays the taxable amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the taxable amount, enter the taxable amount.

Tax Amount

Displays the tax amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Non-Taxable Amount

Displays the non-taxable amount (current amount - taxable amount) of the line item for the tax authority.

Retainage Taxable Amount

Displays the retainage taxable amount of the line item for the tax authority, which is calculated based on the current retainage to date. If tax isn't being charged on unreleased retainage, you can modify the retainage taxable amount.

Retainage Tax Amount

Displays the retainage tax amount of the line item for the tax authority, which is calculated based on the retainage taxable amount. If tax isn't being charged on unreleased retainage, you can modify the retainage tax amount.

Retainage Non-Taxable Amount

Displays the retainage non-taxable amount (retainage taxable amount - retainage taxable amount) of the line item for the tax authority. If tax isn't being charged on unreleased retainage, you can modify the retainage non-taxable amount.

Footer

Total Current Period Amount

Displays the total amount for the current period for the line items.

Total Project to Date

Displays the total amount for the project to date for the line items.

Total Retainage to Date

Displays the total retainage to date amount for the line items.

Total Invoice Amount

Displays the total invoice amount for the billing line items.

Lien Notice Number

Displays the lien notice number.

Project

Displays the project for the lien notice.

Remaining Balance

Displays the remaining balance for the lien notice.

Action

By default, displays the action selected on the Lien Management Settings screen. If needed, click to select the type of lien release record to create for the lien notice.

• Do Not Create - A lien release record will not be created for this notice.

• Create Conditional Progress Release - A conditional progress release record will be created for this lien notice.

• Create Conditional Final Release - A conditional final release record will be created for this lien notice.

• Create Unconditional Progress Release - An unconditional progress release record will be created for this lien notice.

• Create Unconditional Final Release - An unconditional final release record will be created for this lien notice.

Release Sent Date

Enter the date the lien release was sent or click to select the date from a date picker.

Release Through Date

Enter the date the lien was released through or click to select the date from a date picker.

Release Amount

By default, displays the amount of the invoice without tax. If needed, enter the amount of the lien being released. If the release amount is equal to the remaining balance, the action will default to a final release.

Release Description

By default, displays Release created during Enter Contract Invoice [invoice number], dated [invoice date]. If needed, enter a description for the release.

Create Lien Release Notice Form

Select the checkbox to indicate that ProContractor will create the lien notice document when the invoice is posted based on the form selected on the Enter Customer Lien Notice & Release screen for the release type and attach it to the lien notice record.

Lien Notice Description

Displays the lien notice description.

One Time Contact

Select the checkbox to indicate whether this contact is a one-time contact.

Contact Type

Enter the Contact Type screen for this contact or click to select the contact type from a list. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. ProContractor will associate the contact with the new contact type when you save the document.

Name

Enter the name of an existing Contact screen or click to select the contact from a list. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.

Role

Click to select the contact's role.

• To

• From

E-mail As

Click to select the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail.

• Primary

• CC

• BCC

Notes

Enter any comments or notes about the routing. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Routing Type

Click to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a ProContractor user ID.

• Review Only - No response is expected from the reviewer.

• Action Required - A response is expected from the reviewer.

• No Routing - The contact does not review the document.

Routing Date

Enter the routing date or click to select the date from a date picker.

Routing Due Date

Enter the date the contact's response is expected or click to select the date from a date picker.

Routing Priority

Click to select the priority of the contact's response to the routing distribution.

• High

• Normal

• Low

Routing Status

Enter the code for the Document Management Types screen for the routing distribution or click to select the status type from a list. The status type sets the active/inactive status of the routing distribution.

Closed Date

Enter the date the routing distribution is closed or click to select the date from a date picker.

Routing Memo To User

Enter any comments or notes about the document to the user on this line. If you are the user on this line, other users can enter memos to you here. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Routing Memo From User

Enter any comments or notes about the document if you are the user on this line. This memo appears from you to all other users. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Routing Created By

Displays the user who added the contact to the document and the date and time the contact was added.

Company

Displays the company for the contact.

E-mail Address

Display the e-mail address for the contact.

Work Phone

Displays the work phone number for the contact.

Extension

Displays the work phone extension for the contact.

Cell Phone

Displays the cell phone number for the contact.

Main Address Street 1

Displays the first line of the contact's main address.

Main Address Street 2

Displays the second line of the contact's main address.

Main Address City

Displays the city of the contact's main address.

Main Address State

Displays the state of the contact's main address.

Main Address Zip

Displays the zip code of the contact's main address.

Main Address Country

Displays the country of the contact's main address.

Document Activity sub-tab - Use this sub-tab to record actions taken on the document. ProContractor automatically enters activities for printing the PDF file using the On Save of Document options, sending an e-mail with the PDF file attached, and importing daily field report information into ProContractor. In addition, you can enter other activities manually based on the activity types you defined on the Document Management Types screen. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

System Generated

Indicates whether ProContractor automatically created the row. If the checkbox is selected, the row cannot be modified or deleted. This field is display only.

Date

Enter the date the activity occurred or click to select the date from a date picker.

Time

Enter the time the activity occurred.

Type

Enter the code for the Document Management Types screen or click to select the activity type from a list.

Description

Enter a description of the activity.

Memo

Enter any comments or notes about the activity. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Document History sub-tab - This sub-tab records details every time the document is saved, including when it was saved, who saved it, and the owner. If a PDF file was created when the document was saved, you can view the document.

Change Comment

If you are modifying the document, enter the reason for the changes. You can enter formatted text in this field. Click to open the Formatted Text Editor. Depending on your Document Management Settings, this field may be required.

Revision History grid - Each row in the grid is a revision of the document. The fields are display only.

Revision Number

Displays the number for the document revision.

Modified Date

Displays the date the revision was saved.

Modified By

Displays the user who saved the revision.

Owner

Displays the document owner at the time the revision was saved.

Change Comment

Displays the change comment saved with the revision.

Document File

Click View to view the PDF file created when the document was saved. If the PDF file was not created the button is disabled.

Documents This Document References sub-tab - Use this sub-tab to attach related documents to this document. Most of the fields are display only. The only enterable fields are Type, Document, and Attach when E-mailing Doc. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Type

Click to select the document type for the related document from a list.

Document

Enter the code for the document to attach or click to select the document from a list.

Attach when Emailing Doc

Select the checkbox to have ProContractor include the document as an attachment when sending an e-mail using the On Save of Document E-mail checkbox.

Description

Displays the description of the document.

Date

Displays the date of the document.

Due Date

Displays the due date for the document.

Owner

Displays the owner of the document.

Priority

Displays the priority of the document.

Status

Displays the status of the document.

Documents That Reference This Document sub-tab - Use this sub-tab to view documents that reference this document.

This document appears as an Item on the following Transmittals and Issues grid - Use this grid to attach transmittals and issues for the same project to the document. Most of the fields are display only. The only enterable fields are the Type and Document fields. When you add a transmittal or issue on this tab, the document is added to the Referenced Documents tab on the corresponding transmittal or issue. If you delete the transmittal or issue document from this tab, the document is deleted from the Referenced Documents tab on the corresponding transmittal or issue. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Type

Click to select the document type for the related document from a list.

Document

Enter the code for the document to attach to the transmittal or click to select the document from a list.

Description

Displays the description of the document.

Date

Displays the date of the document.

Due Date

Displays the due date for the document.

Owner

Displays the owner of the document.

Priority

Displays the priority of the document.

Status

Displays the status of the document.

This document is also referenced by the following documents grid - Use this grid to attach documents for the same project to the document. Most of the fields are display only. The only enterable fields are Type and Document. When you add a document on this tab, the document is added to the Referenced Documents tab on the corresponding document. If you delete the document from this tab, the document is deleted from the Referenced Documents tab on the corresponding document. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Type

Click to select the document type for the related document from a list.

Document

Enter the code for the document to attach to the transmittal or click to select the document from a list.

Description

Displays the description of the document.

Date

Displays the date of the document.

Due Date

Displays the due date for the document.

Owner

Displays the owner of the document.

Priority

Displays the priority of the document.

Status

Displays the status of the document.

Binder sub-tab - If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs.

Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items in ProContractor.

Click to add a row to the grid. Click to delete the active row from the grid.

When you create the pdf document for a contract invoice, multiple binder items are automatically created —one for each individual format that is valid for the invoice (based on its billing format) and one that includes all formats. The binder item for the Pending COR format is created only if there are pending change order requests for the project.

Binder items for a contract invoice can also be manually created by adding rows to the grid.

Reference Existing Binder Item

If a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item).

Click Reference Existing Binder Item, select the binder item you want to reference from a list, and click OK.

Open

You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.

E-mail

You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.

Binder grid

Select

Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.

Binder Item Type

Enter the Binder Item Types screen for the binder item or click to select the binder item type from a list. The binder item type determines the various behaviors of binder items.

Description

Enter a description of the binder item.

Date

Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a date picker.

Shared

Select the checkbox to make this binder item available for reference throughout ProContractor.

Attachment Value

Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.

Attachment Type

Displays the file type for the attachment.

Attachment Method

Defaults to the last attachment method used. Click to select the method to use for the attachment.

• Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail.

  • Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system.
  • Note: If you delete the attachment file from the file system, the link is broken.

• Embed - An embedded attachment is stored within ProContractor. You can set an embedded attachment so that it can be shared throughout ProContractor. Sharing an embedded attachment allows other users to reference it in other records in ProContractor. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record.

  • Note: If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in ProContractor.
  • Note: If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in ProContractor.

Attach when E-mailing

Select the checkbox to have ProContractor include the attachment when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.

Status

Click to select the status of the binder item.

• Active - Binder item is available for use and appears in lookup lists.

• Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.

Owner

By default, displays the current ProContractor user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a list.

Reminder Date

Enter the date for the reminder for the binder item or click to select the date from a date picker. ProContractor uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.

Notes

Enter any comments or notes about the binder item. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Inactive Date

If the status is Inactive, enter the date the binder item became inactive or click to select the date from a date picker.

Priority

Click to select the priority of the binder item.

• High

• Normal

• Low

Source Type Grid - When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid.

When you add a binder item to another source using the Source Type grid, the binder item is automatically shared.

Source Type

Enter the type for the source to which you want to add the binder item or click to select the source type from a list.

Source Area

Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.

Source

Enter the code that identifies the source to which you want to add the binder item or click to select the source from a list.

Source Name

Displays the name of the source.

User-Defined Fields sub-tab - If any user-defined fields exist for this function, this sub-tab appears. You can User-Defined Fields screen to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.