Checking a partial invoice as site supervision
Every partial invoice ends up with the site supervision: do the quantities match the measurement and the prices the contract, and where is the final total heading? Here is a procedure – and where simmpel AVA spares you the comparison by hand.
What to check in a partial invoice
A partial invoice covers the work up to a cut-off date, usually cumulatively: all quantities since the start of construction, less what earlier partial invoices have billed. The site supervision checks whether the quantities are backed by a measurement, whether the unit prices match the contract and whether items are billed that were never commissioned.
Then there is the outlook: which items are heading for an overrun? The earlier this is known, the more time remains to clarify the cause with client and contractor.
Step by step with simmpel AVA
Upload the partial invoice as an ONRE file to the project that already holds the LV – reading the LV is covered in Opening and checking an ONLV file. simmpel AVA matches each invoice item to the LV by its OZ and shows per item the previous, current and cumulative quantity with its amount, rounded to the cent.
Every item receives a status: “Warning” at more than 10 % above the LV quantity, “Critical” at more than 20 % – both thresholds can be set per project – and “Not in LV” for items never commissioned, where a change order is to be checked. For the background to the 20 % limit, see Quantity overrun above 20 % and price adjustment.
The forecast final quantity records what you expect at the end, judging by progress on site. It flows into the status and the projected final total, so an overrun shows before the billed quantity reaches the limit.
Recording checked quantities and passing them on
If a quantity does not match the measurement, enter the checked quantity in a version of the invoice, with a reason such as “Section 3 re-measured”. Items can also be struck out, or added from the LV. Once the version is released, the overview, billing and quantity report use the checked quantities. The contractor’s file stays unchanged; the exported ONRE shows the correction as a separate line in the quantity calculation or, in files without one, as a changed quantity.
For the client, simmpel AVA produces the quantity report as PDF or Excel – with the amounts billed to date and in this invoice, the projection and the action needed – and emails it to the distribution list with a running dispatch number. Security retention, warranty retention and cash discount can be set per project; the amount payable then appears with every invoice.
Frequently asked questions
Does the partial invoice have to be an ONRE file?
For the comparison, yes: simmpel AVA reads invoices as ONRE files under ÖNORM A 2063. If you only have a PDF, ask the contractor for the file.
What is the difference between the checked quantity and the forecast final quantity?
The checked quantity corrects the billed quantity of this invoice, with a reason, in a version. The forecast final quantity is your estimate for the end of construction; it changes no invoice but feeds into status and projection.
What happens to the contractor’s file?
It is stored unchanged and checked against its checksum whenever it is read. Corrections exist only in the version; without changes, the exported file is byte-for-byte identical to the one submitted.
Does this also apply to the final invoice?
Yes. The invoice type comes from the file and can be changed in the “Invoices” tab. The final invoice releases a security retention and withholds a warranty retention.
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