Construction Reports: AIA Reports

The following sections describe the structure of the American Institute of Architects (AIA) report in Acumatica ERP Construction Edition and the available report variations. Also, the sections provide information on how you can reflect historic retainage and the release of change orders for the project, and how you can print the AIA report for billing only the retainage.

AIA Report Structure

The AIA report consists of a signed summary sheet (AIA Document G702™–1992, Application and Certificate for Payment), followed by a schedule of values (G703™–1992, Continuation Sheet) that details the project tasks that have been completed and billed to date. Together, these documents are considered an application for payment, because the recipient can review the schedule of values and either accept or dispute the billed amount. If the recipient or contractor disagrees, they will send back redlines so that the contractor can revise and resubmit the AIA billing application. The prepared document that includes both the application sheet (G702) and continuation sheet (G703) is called an AIA report.

In an AIA report, the application sheet and continuation sheet provide convenient and complete forms on which the contractor can apply for payment and the architect can certify that payment is due. The application requires the contractor to show the status of the contract totals to date, including the total amount of the work completed and stored to date, the amount of retainage (if any), the total of previous payments, a summary of change orders, and the amount of payment currently being requested. The continuation sheet breaks the contract sum into parts of the work, in accordance with a schedule of values prepared by the contractor as required by the general conditions.

Note: An AIA report serves as both the contractor’s application and the architect’s certification. Using an AIA report helps to expedite payment and reduces the possibility of errors. If the application is properly completed and acceptable to the architect, the architect’s signature certifies to the owner of the project that a payment in the amount indicated is due to the contractor. The form also gives the architect the ability to certify an amount that is different than the amount applied for and to provide a corresponding explanation.

Configuration of AIA Report Parameters for a Project

Based on project requirements, for a particular project, you define the format in which the AIA report will be prepared. To prepare a printable version of the AIA report, you select the line with the needed pro forma invoice in the table on the Invoices tab of the Projects (PM301000) form, and click AIA Report on the table toolbar; you can instead open the pro forma invoice on the Pro Forma Invoices (PM307000) form and click Print AIA Report on the form toolbar.

By default, a newly created project has the AIA Level set to Summary and the Show Quantity in AIA Report check box cleared. When you create an AIA report for a project with these settings, the standard AIA Report (PM644000) report is prepared with continuation sheet lines grouped by project tasks.

If you need to include quantities in the lines of the continuation sheet of the AIA report prepared for a project, in the settings of the project on the Projects form, you select the Show Quantity in AIA Report check box, so that the system will create the AIA Report with Quantity (PM644500) report. To list the continuation sheet lines without grouping them by project tasks (that is, as the lines are presented in the corresponding pro forma invoice), select Detail in the AIA Level box.

Date-Sensitive Data in AIA Reports

AIA reports are date-sensitive, which means that the particular amounts are included or not included in the report based on the report date; this in turn could lead to differences between the calculation of amounts in AIA reports and the financial calculations in other documents. The date on which the AIA report is prepared affects the amounts in the AIA application sheet as follows:

In the Net Change by Change Orders amount, the system includes only change orders that have an approval date before the invoice date of the pro forma invoice for which the AIA report is being prepared.
In the Retainage amount, the system does not include the retainage that has been released before the creation of the pro forma invoice for which the AIA report is being prepared (that is, the invoice date of the retainage invoice is earlier than the invoice date of the pro forma invoice).
In the Less Previous Certificates for Payment amount, the system includes the sum of the retainage amounts that have been released before the date of the previous application (that is, the invoice date of the retainage invoice is earlier than or the same as the invoice date of the previous pro forma invoice prepared for the project).
In the Current Payment Due amount, the system includes the amounts of the retainage invoices that have been prepared since the last application (that is, the invoice date of the retainage invoice is after the invoice date of the previous pro forma invoice and is earlier than or the same as the invoice date of the pro forma invoice for which the AIA report is prepared).

The date on which the AIA report is prepared affects the following amounts in the AIA continuation sheet:

In the amounts in the Change Orders and Change Qty. columns, the system includes only change orders that have an approval date that is earlier than the invoice date of the pro forma invoice for which the AIA report is being prepared.
In the Retainage Held amount, the system does not include the retainage that has been released before the creation of the pro forma invoice for which the AIA report is being prepared (that is, the invoice date of the retainage invoice is earlier than the invoice date of the pro forma invoice).