Issue/Symptom/Question

How do I fix a Jobs AR Retention after I already completed some billings?

Environment

PFW PENTA

Automated Invoice Processing

Resolution/Fix/Answer

Steps to correct AR Job Retention from previous invoices

Option 1 - Reverse Invoice and correct the retention on the Job and re-bill

• Navigate to the Reverse a System Generated Invoice and reverse the incorrect invoice 
• Navigate to the Job Information window and query back the Job
• Navigate to the Job >Invoicing>Calculation tab and open the Retention Job... button
• Make changes to the Retention setup and close the window
• Go to the Calculate Invoices screen and re-bill the Job

Option 2 - Can't reverse previous invoice(s)

• Navigate to the Job Information window and query back the Job
• Navigate to the Job >Invoicing>Calculation tab and open the Retention Job... button
• Click on Edit and Insert Record to enter a new record

• Enter a new Effective Date equal to the original date the retention was to be calculated at the new rate
• PENTA will pop-up the following window - click OK

• Click on the 'Retention Type' drop-down menu to select how the retention will be calculated
• If the 'Retention Type' is:
  • Billed Amount: enter in the lower left block the Billed Amount and the appropriate Retention % to be withheld
  • Fixed Retention %: enter the new percentage in the Retention Percent field
  • Percent Complete: enter in the lower right block the Job's Percent Complete percentage and the appropriate Retention %
• Using the scroll-bar navigate back to the original incorrect entry and uncheck the Active Status checkbox

• Use the scroll-bar to go back to the new record and check the Active Status checkbox and check the Retroactive checkbox

• Close the pop-up window once done
• PENTA now has the correct Effective Date and the proper Retention to withhold and knows that this should be in effect since the first invoice created after that date
• Close out of the Job Information window
• When you go to create the next invoice for this Job navigate to the Calculate Invoices screen
• Enter the Invoice Cycle # and the Calculate Through Date and enter a 'Y' in the  Apply Retroactive Retention (Y/N) field to tell PENTA you want to recalculate the retention retroactively on this new invoice
• Enter the Job Id in the Limit Jobs to Invoice block and close the window to start the process to recalculate the invoice 

• Complete the other invoice processes and confirm PENTA recalculated the retention correctly before completing the invoice

Cause 

Sometimes what was negotiated with the Customer as to what amount of Retention should be withheld is not always communicated to the Job setup person and adjustments are needed