This workflow is for Supplier Operations users configured with the Senior or Hide Rates skill level; users with the Junior skill level cannot submit a Final Claim. Requesting payment for a job is referred to as “Making a Claim” in ConSol. Once all work has been marked complete within an Order, the user can submit a Final Claim, which initiates the invoicing and payment process. Items that require supporting evidence to be claimed (i.e. documents, images, etc.) will need to have that evidence uploaded and tagged to the appropriate item prior to submitting the claim.
1. Locate the specific order for which you wish to submit a Final Claim - the order must have been marked as "Work Completed". You can do this by using the Find Orders screen, actioning an order from one of the "Work Completed - Final Claim Not Yet Submitted" worklists, or directly through the Project View screen where the order exists.
2. Click the Action/Acquire/Takeover button next to the order.
3. The Items tab will be displayed by default; Click on Work Complete if the order hasn't been marked as done yet; if it has, move to the next step.
4. From the Submit Final Claim screen, the Final Claim radio button on the Items tab will be selected by default. Enter the Claimed Qty or Unit Rate for each item you want to claim.
NOTE:
- The Claim Qty is automatically populated with the quantity available to be claimed (calculated as the difference between the approved ordered quantity and any previously delivered quantity). The user can adjust this to what they actually want to claim. For items defined with an "at cost" rate type, the user can adjust the item rate to reflect the item's actual cost. You can add items used to complete the work that were not specified on the order by selecting Add More Items.
- If the Customer requires some or all variations (changes of order scope) to be pre-approved before the Final Claim is submitted, the user can click the Request Variation radio button at the top of the Items tab to easily submit a variation request.
5. Navigate to the Gallery tab to map relevant artefacts to the items you are claiming, should it be required by the Customer. Click here for more instructions.
NOTE:
If artefact requirements have been specified, a red cross or green tick will appear next to each item to show whether the requirements have been met. A claim cannot be submitted if there are any red crosses displayed.
6. When all items on the Claim are correct, click Submit Claim
7. The order is now with the Customer to verify the claim. You can view this claim request using the Worklist > Viewable menu in the Work Completed - Docket Submitted For Approval (View Only) list.
NOTE:
- For items where the Claimed QTY was greater than the Ordered QTY, the cell will be highlighted in red
- For newly added items outside the scope or not agreed upon through a variation request, the entire item row will be highlighted in red.
Next Step:
The Customer Verifier will verify the claim. The claim will then be available in the Supplier's Requests for Invoice Worklist for users with Accounts role to submit an Invoice (non RCTI Invoices only).