Collaborate on Aia Invoice Form for HR with Ease Using airSlate SignNow

Aia invoice form for HR

you good afternoon ladies and gentlemen welcome to the contract documents webinar payment applications and change order forms what you should know my name is hospita jazzy I have a few administrative items to go through before we get started all attendees are currently muted please use the chat or question feature in your GoToWebinar window on the right hand side to ask any questions the end of the presentation time permitting we will read and answer any questions this course is eligible for one CES learning unit when you registered for the course you entered your member number and will use that information to report your credit directly to the within two business weeks of the training date you will also receive the recording of today's webinar along with the powerpoints and any additional resources and information within this week so by the end of the week you will receive a follow-up email from contract documents with the recording and materials from today's course and with that I will go ahead now and turn it over to our first presenter Mike Bamba Thank You hasti and thank you everyone for attending we appreciate the time my name is Mike Bamba I am a director in counsel with a contract document team I've been with the for 13 years and they worked on a number of different documents in our library including the VA 201 editions as well as most of the owner architect documents that we've worked on and some of our IPD documents and digital practice accidents but today we'll be going over our payment applications and change order forms and so for the real expertise on those documents I have been Seigle with me here and I'll let them introduce himself hi my name is Benna Siegel and manager of contract documents information here at the so I answer content and usage questions about our many documents and a large part of that is talking about the payment applications and change orders I've been with the AF for a long time as well since 2005 and so I'm very familiar with these these forms they are deceptively simple but and a lot of little wrinkles and that's what we're going to go over today great thanks Ben before we get into the meat of the program we have a few preliminary slides to go over first our copyright standard slide that the presentation is protected by an copyright so please don't reproduce it and as hosta mentioned this program is eligible for one learning unit and we will I believe we've collected your information prior to this presentation and we will report your attendance to that directly and I think it usually shows up within a couple of weeks on your on your transcript so for learning objectives go we're going to take a look at each party's responsibilities and what the expectations are for the change order and payment application process we're going to be doing a live demo of how all of these forms work so then we'll walk you through a few of the common circumstances and questions that we get on each of these documents and one of the most common questions we get is how do you deal with you're tainted in the G 702 and B 703 and that requires a discussion of the difference between fixed-rate retainage and variable rate 14-inch basically fixed rate is when you have one rate that applies to everything variable rate is when you have multiple different rates or one-one different rate standing out from all the others but we'll go over that in more detail as we go through this program and so hopefully at the end you'll have a little better feel and how quick and easy it is to complete these documents and how them you can use them in your practice and then a little more background on the contract documents program itself contract documents has been around since 1888 our first document that we published was the uniform contract and it was actually an owner contractor agreement unknown architect agreements and that's then you know I think the map on this is wrong I think it's 131 years now I guess we should update this slide but you know we started with the one form and as the practice and construction industry has evolved so has our library we now have around 200 agreements and forms and because we've been around for so long the LexisNexis has actually published a legal fight ATAR that tracks case law throughout the country that references AAA contract this is a good resource out there for all the lawyers but in terms of our purpose we try to our purpose is the draft fair and balanced documents that's one of our drafting principles but of course that involves balancing various competing interests among the various project participants and we our goal is to put the risk where it can best be managed oftentimes that's with insurance that's purchased for projects but other times it has to rest with one of the parties on the project our drafting process is fairly involved it takes a good amount of time to to revise each of our documents the most recent a revision of the a201 document from beginning to end took around three years that's because we are pretty inclusive in terms of review and comment from the industry so our first step is to get initial comments on the first mean existing draft review legal decisions investigate the impact do at least one or two drafts and send those drafts out for comment to get feedback from various liaison groups in the industry and then go to the final publication process so but I mentioned our documents committee and they are key to our program the the documents committee consists of around 30 architect members members and they serve a 10-year term so it's a pretty committed group and and you would think it's hard to get people to serve 10 years but actually it's harder to get people to stop serving after 10 years we find that to be more often the case but the result of having such a committed group is that we have a pretty fully developed set of documents and this slide sort of shows the breakdown of how our documents are structured they're structured by family and series so we have a number of different families of documents mostly focused on the delivery model can you know conventional design-bid-build design-build PMO's advise their constructor so on and then with these within each of the families we have series of documents so it begins with an A to know under contract or agreement B is owner architect's cream and so on but we're going to be focusing on forms so our form family all have a G of their first that is the first letter in their title and specifically we're going to be focusing on the applications for payment and the continuation sheet as well as the change order has been indicated we those are popular documents in terms of user questions because they're very functional and they're used a lot in the industry and so we get a lot we do get a fair amount of questions on on some specific things so the G 702 and the G 703 are part of our project administration forms and and in short they reflect the payment process not outlined in the 800 in 2007 but the one outlined in 2017 which quite honestly didn't change much from 2007 to 2010 the g7x u is the actual application it's actually it serves two purposes it's an application with the contractor sends to the architect and the owner and it has a sort of a spot for the architect to certify what is doing owing to the contractor so it's an application and certificate for Pina the G 703 is the related document that's where you're going to Wes where the contractor will break down the contracts um and show the progression of the work from the last payment application that was submitted now as I said the forms reflect the process that's set forth in the 8201 there's nothing in the a2 a1 that requires anyone to use the G 7 or 2 in G 703 but if you use the G 702 and G 703 then your application for payment will be consistent with the requirements that are set forth in G in the a 201 so section nine point three point one says if the contractor is required to submit an itemized application for payment to the architect the G 703 allows the contractor to itemized everything in its payment application section nine point four point one then requires the architect within seven days of receiving that application to issue an owner issue to the owner its certificate for payment indicating how much is due to the contractor so you'll see when we get into the showing the actual G seven or two is there's a space for the architect to make that certification and then once the owner has received the architecture ticket for payment that's when payments trigger so making use of that process ensures that everything has been satisfied in your moving toward actually having payment approved and made this is just a screenshot of the G 702 and Ben's going to go into this in much more detail but I just wanted to point out that the relationship of the G 702 and the G 703 g 7 OS who references the G 703 for a lot of the information that populates this section of the payment application form which is where the calculation occurs for what the current payment due happens to be this is a screenshot of G 703 again just showing you what it looks like before we get into all the details but as you can see it allows for an itemization of the contract some as well as a way for the contractor to indicate how much work has been completed during this period what materials are stored on-site and how much what's the total completed in storm to date as well as if there is a variable retain a trace what that rate is or what that retainage is for each line item and again but I'll go over that much more detail in a few minutes now there's a spot on the g7x you for the contractor to essentially certify that is what it is submitting at least to its information belief is accurate and that amounts paid by the contractor for the work on previous certificates for payments were issued essentially paid to the sub the language on this form is consistent with what is the language that's required in cheat and a201 so again just effectuating that a201 payment process similarly when you get to the architecture tick certificate of payments again this is just a zoomed in screenshot of the G 702 you have language that's consistent here with what the architect is required to certify that to the best of the architects knowledge information belief the work is progressive indicated etc it also allows for the architect indicate the amount that is certified just because the contractors payment application is for one amount if the architect of determined that the work has been completed in the in ance with the contract document to the extent indicated in the payment application they can certify a different amount and so there is a spot for the architect to do that and then the article assignment data so that is just a brief overview of the two documents it's worth noting that we have different versions of the G 702 we have one to effectuate the payment process in our construction manager as advisor documents we also have a subcontractor version of the G 702 I only point that out to note that the g7 or to process permeates a few different families in our docks in our document but if you're familiar with how the G 702 works you'll be familiar with how those documents work because at least in their inner workings they're essentially identical to the to the g7 2 they just have to accommodate a slightly different project setups that are present in a construction manager as advisor specifically that the presence of a construction manager is advisor in their role in the payment process then obviously a subcontractor variation you're changing the names of the party and then same for the G 703 there is a subcontractor version but again the form actually operates the exact same way that it does for the the non subtract subcontractor version so I'm going to turn it over to Ben now and he's going to go through a live demonstration on how to complete the g7 or to need 703 under various different scenarios and then we'll turn our attention back to the change order form okay I'm getting logged in right now hmm so I'm going to talk about the pay apps first and then as Mike said we'll go over the change where is next there are a lot of different forms let me actually go over to the template library and just point out very quickly that we have a lot of these G Series forms so if we sort by G series you can see we have a wide wide variety of forms and so the we are only focused on a few of them and even if you look at the change wars and payoffs you can see that there are different versions so they there's this S version as Mike mentioned for a subcontractor for both and there's also design build and CMA which is construction manager advisor and that's just within the three forms we're talking about today that change order payment app and continuation sheet but then we also have other forms like architects you'll report proposal requests that that sort of thing construction change directive CCD a lot of those types of common forms as well so let's go ahead and get into it so when you're in a project you create a document in a project I'm not going to go into too much detail about this but we are in the the online system so I'm here we have a project we have our information there and we want to create a document in that project so starting with the payoffs we're going to go with the G 703 first the continuation sheet so I'm actually going to do this this first this pop-up box is very important for all of these forms that we're talking about today so you're creating a new document each time and you're importing the data so for my G 703 I can import from the prior prior to a period if there is one so I can I can do that if it's my first pay period then obviously this is not going to be you obviously can't can't do that let me cancel our this really quickly and see here you go back to projects sorry much that okay all right so I'm going to a different project here so here's my project and gonna be all documents you can see there's nothing else here so I'm doing my first date pay period so again I go to create document sorry but that wasn't a long project before so now there won't be any prior one so I'm gonna go my G 703 now I can't import because there's nothing prior this is my first pay period so nothing to import from and I'm already in the project so I just click OK and it creates a form so this is this is what it looks like on obviously it's just columns and rows that's not that that's really all it is you can add row and delete row here at the bottom I'll delete some rows just to make it a little more visible so just to go through each column really quickly then you also have application number and application date the period and the architect is a product number we have this information at the at the top here but just to go through the the columns you have item number this can be sequential like 1 2 3 or it can be some sort of numbering system CSI has something that they called master format CSI is the construction specifications Institute dancing they call master format which is a numbering and titling system you can use the master format numbers or any type of numbers that you want really or it could just be sequential as I as I said so it can be 1 1 & 2 & 3 just for purposes of this demonstration so for description of work that can be obviously anything and let me go ahead and save it first this is also another important point you're saving online so when saved before anything else okay now I know that it's saved so again description of work is just a description of whatever the work is then we get into schedule value and that's just the dollar amount of the total scheduler value for that item and then we have columns D and E which are work completed D is from the prior application and then e is from this period so for my first pay period obviously this is going to be 0 and then for this period it's going to be some amount and so if I've done some pennant and pardon me some work on this I can put in a number there and then you see as soon as I do that it pops up and these in these columns the total completed in storage a date which is d plus E Plus F so these white fields are our calculations mean I can't actually type here I cut them the gray fields and then it gives me totals in the white fields so then moving along we have store material so this is as it says materials presently stored they're not included in the work completed in D or E so if I have some amount of storage here oh I can put it here and then again it'll add up and it'll give me a percent of completion in or give me a balance to finish and so again all this is automatically calculated and then for routine age this is only used for a variable rate so if you had a variable rate you would put in the dollar amount of that item and so you would have to calculate and put the dollar amount in column I for every single line item otherwise if it's a fixed rate you can just leave it alone so let's assume a fixed rate for now and I'll just leave it alone and so you go through I'll just go ahead and save this and and close it but you go through every line item this way and also if you have a change order room you would just treat that as a line item I'm not going to fill all these out but you just go through and just thought all your line items and if you have a change order that pops up you just treat it as a separate row a separate line item go ahead and close this yep okay so now we have it saved here this this is the Adobe symbol that means that it's a it's a PDF it's something else that I that I had here and then this symbol it tells you that it's an online draft so I'm working online here for the agreements we work offline in Microsoft Word that's not what we're doing today these forms are saved online so that's I tells you what the number is an online form it's G 703 form draft one so that's great now we're ready to create our G 702 so again we go here there's gonna be another pop-up box I see that the first thing is we can choose fixed or variable so I'm going to choose Dick's in this case same project there's no prior g7o too so I can't import here but in subsequent pay periods you do import from the prior one I can however import from the previous G 703 meaning the one that I just did so let's import from that and click OK now when you have multiple project participants then they are it'll ask you which you know which which member so you just select those and it knows to put those in so I've already filled out my project and that's where the stuff comes from at the top the owner's name and address the contractors name and address the name of the project the architect's name and address all all this stuff's you throw these things out a position number period contract for the construction date construction contract date all these all these sorts of things then to go and start with the very first line with those of these things you just have to be very very careful and meticulous so this is the original contracts so this again comes from the project data just like this other stuff I put in a project amount before I write did this we you have next is next net change by change orders you can see this field is white so I can't change it the reason for that is because at the bottom this is where I do my change work so if I had a change order let's say it was from let's say it was from this month there's nothing's prior let us put in some numbers here so you just put in additions you put in deductions and put from you put it in the row for prior period or for this period and you're just putting numbers in these grape fields it'll calculate a total which will then put up into into line to these numbers obviously they're not going to match I'm just putting in random numbers but so the process for change orders is that you list each change order as a line item in G 703 as I mentioned and then you just have to summarize them here in this box at the bottom additions deductions you do not put a minus sign it knows that the deduction is negative and you can see that it gets a get the total total net and it puts that here at the top and then it just takes these two numbers one line 1 and line 2 and adds them together from line 3 also a white fields nothing there and that is the contract psalm to date then line 4 is the total completed in store to date and this comes from column G on the G 703 so because I told us import it just imported that number nice and neat and that's what that that is the total completed all the work completed prior period and this period and also store material that's what this number represents line 5 is retainage so retain ages an amount that is retained is withheld through each progress payment and then at some point it's released so for this one we have a fixed rate of retainage so I have to put in the fixed rate percentage here in 5a and 5b so let's say it's 10% put that there and let's say that it's 5% of store material and 10% of completed work so I put this number here and it's adding the work completed columns de so it's taking in this case 10% of that and giving the total and then for store material it's doing the same thing it's going to the store material column which is just one column column F on the G 703 and you can put in like I did a different percentage the same percentage whatever this is a fixed rate percentage of retained it calculates for you and you get a total and that's what that is then and now I will show a variable rate of change but this is you can see this is what this is 5a plus 5b fits fixed or total and column I of G 703 if it's if it's variable so that's that's what that is and then this next line is total earned less 14-inch so this is again just a calculation so it's just simply line four - line five again all these things tell you what they're supposed to be so you just simply you know read what it was what it is or where it's supposed to be and that's what it tells you what what it's going to be and so this is the tour and less retainage so it's just 1 4 - 9 5 total completing the store to date - the retainage gets you to learn lesser tangent line 7 comes from line 6 from the prior certificate this is the first certificate so that's 0 in subsequent pay periods there will be a line it'll come from line 6 from the prior so and then you get the current payment due again that's a calculation here's the number and that goes automatically over here into the section that Mike was talking about before the architect's certificate for payment this is what the Arctic is actually certifying so it assumes that this number the current payment due is going to be the same as what the architect actually certifies if the architect wishes to certify a different amount they can put a different amount here manually with this but this line or this box over here is is tied to the current payment - and then the only airline that's left is the balance to finish again a calculation line 3 - line 6 and that's what's left to to be done let's save again ok go ahead and close it so now I have two giraffes you'll notice one other little note is you notice I didn't find lies I can find lives by clicking finalize of course and that will create my final document which will be a locked PDF but you notice that the importing comes from the draft so I don't have to finalize before I move on in general and especially if you're buying documents individually you probably want to keep it as a draft as long as possible if you're buying individually this is definitely recommended because you can only find lies once per purchase so be very careful about that and mindful and again you don't have to find lies before moving on so I'm not going to finalize anything right now I don't have to at this point I'm ready to do my next pay period so let's say a month passes and raise you my next G 703 so I'm going to create a new document new G 703 now unlike before I can import from the priority 703 here's my first one so I'm gonna click OK it's going to create it you see that here it is everything's the same all my line items are the same the only thing it's done is this number that was in this period has now moved one column to the left it's gone from this period it's a prior period so that happens autumn automatically I you'll see that the store material did not move that is because that value might be that might still be store material so it could still be there and hasn't changed in which case I would leave it alone and do nothing if that that value or part of that value has been incorporated into the work let's say it was bricks on a pallet or something like that that sat under a tarp or something and then some of those bricks were laid then you can you can reduce it and move it into to column e so let's see let's say that that $25.00 we're out of the hundred has been incorporated to the work somehow so let's reduce that by $25 and put the $25 here so again moving it over this honor becomes 75 the zero becomes 25 you notice this doesn't change the totals so it's not double billing or anything like that it's still the same balance to finish and again if no the material is still stored and nothing's been done you just leave it there but I'm assuming that I move some of this over from storage hero into work completed so as you're going through this this pay app you will notice the right thing from everything from me who goes into D so you have to go through an update column e for every line item and potentially update column F store material if you even have any store material and or if that store material has gone through it has actually been been incorporated into the work let's go ahead and put some some value here of store material or I'm sorry a retainage so for a variable rate you just put in a value I'll just put it a random value there let's go ahead and save this so this is in our second so you can see what says number two here save it and close it now you can see that I have mine G 703 the first one the C 702 the first one and my g7 or three the second one so now I'm going to create my second G 702 okay this time we'll select variable rate and I'm going to import this time there is a previous G 702 and they're going to be two options for the previous G 703 so I want to do both of these imports and I want to import from the most recent 7th note the one I just did which is the second so again import from previous tree 702 and also import from previous tree 703 the most recent and then click OK creates it okay so here's my G 702 so again it imports the data the only thing I'm really importing or updating here is if I have any change orders I can update these you'll see that it goes from prior prior month or from I'm sorry from current month to prior month so it moves from from this column or this row rather to to this row so you can update this little table with these four boxes and then the only other thing is to update the retainage you can see that I put in a value in column a so it just brings that over this is variable rate we're tan inch it's just bringing over the total of column I from the Chi 703 so that's all that's all that is and you can you can change this number I can't put anything you can see this is white over here so I don't put in a percentage because this is not fixed anymore this is variable that's the only difference otherwise that is the the process it's crazy 703 import from previous pay period if there is one fill out the table create see 702 import from previous pay period if there is one and also import from G 703 which you can always do and that's why you do the C 703 first go ahead and save that and that is it for the G 703 and g7 or two I'm going to give it back to to Mike to talk about the change order process Thank You Ben all right the change order form which is our G 701 and just like the g7 m2 and then G 703 what we're talking about here are is a form that effectuate the process that's sort of set is set forth in the a2 at one and we do have other change order forms but they're they're all very similar the differences are just to accommodate for different delivery models so the g7 and one applies to a lot of our pal OTT of projects within our document system excuse me and we have a few different versions but all all based on the G 701 chassis so you know this form works which is a very simple form you know understand how all of those other forms work as well so again taking a look at the hol one and probably starting with why I change orders are important well obviously they're one of the few ways that you can modify the contract document so once the contract documents are established in the a1 ome in the owner contractor agreement and they're defined in the a2 a1 and so the only way you can modify the contract documents is through a modification and a modification is defined as a written amendment to the contract signed by both the parties or a change order a construction change directive or a written order for a minor change by the architect so obviously change order is extremely important you want to make sure you get it done correctly so that you can effectively modify the agreement as you as you need so the g 701 allows for the parties to document the changes in the work that are agreed to by the owner contractor and architect taking a further look at the requirements for a change order and the a201 section 7 point 2 point 1 a change order is defined as a written instrument prepared by the architect and signed by the owner director and architect stating the agreement upon hold about following the change in the work the amount of any adjustment to the contract some as well as the amount of any adjustment to the contract time again so it's linked to 702 and G 703 there's nothing in our documents that says you have to use a G 701 to issue a change order rather seven point two point one states two requirements for what what you need to do to qualify is change order under the agreements but if you use the G 701 and you fill out all the areas that are necessary to fill out in that document and you know you'll have a change order that satisfies the requirements in the a 201 so again they're not required but they do match the process that forth of G seven at one so that's really it as far as the background discussion on the G 701 there's not a whole lot like it said to go over so I'm going to turn it back over to Bend now and he's just going to run through filling out the G 701 maybe do a couple of scenarios for that document as well and then we'll kind of wrap things up after this document all right thanks Mike hmm so this portion is not going to take nearly as long so it's the same principle as the pea there's no importing from the change were to the pay app I directly as I had said change Wars can happen any time so when there's a change order or you do a change order when there's a pay up usually every month you do the pay app and you account for change orders on the payout so that just goes back and I just want to reiterate what I'd said before when you have a change order you to G 701 which I'm going to talk about right now and then you do have to account for the change order on G 703 as a line item of work and then also on G 702 in the change order summary box that I showed you at the bottom or G 702 so it's not a direct import you just keep track of it on the pay apps and that's that's how that that works so let's talk about the change order so doing my first change order so again we have this pop-up box that looks similar to what we've already seen in the 703 m g 702 this is between contractor and owner project is already selected my first this is my first change order so there's no nothing to import from and I'll just do to really quickly so for my first there's just nothing to import from there's nothing prior go ahead and click OK this is the change order you can see it's a relatively straightforward form and so you have the information at the top again project information very basic stuff names and addresses that's mostly what what this stuff is and then you have this first area here the contract has changed as follows then you have these these numbers these sort of lines and I'll go over each of those so this part this portion is for just any description of the change this does not have to be dollars and cents it doesn't have to be money at all it could be time it could be literally anything else it's any sort of change at all so to fill out this this box you just simply click this button that says edit sort of link that says edit and you can type in whatever you want so you can you can change the font a little bit you can change the size let's go through and make it bigger a little bit of formatting you can you can do in this text and then you click OK in this pop-up box and bam it shows up right there so again this can be anything you want just be some description you can format it you know in a limited sense in that box where you click edit and then now we'll get into the dollars and cents portion of it so we have the original contract sum or GMP you can change it to GMP but we'll say contract sum was this comes from the project data so then that change by previously authorized change orders well there weren't any previous ones that zero giving us Sam total contract some prior to this change or same same thing now the contract sum will be you can say increase decrease or stay the same unchanged in the amount of and here's where you put in some some dollar value so if I put that and then as soon as I hit tab or click to the next field it automatically will update with the information here if I select decrease it will decrease that amount here now you notice again I do not want to use a minus sign or parenthesis because that will end up adding if you subtract by a negative number it adds that that's that's the arithmetic here so again if it's if it's a deduction just like decrease and put the amount and it will automatically put that that there then the only other section is the contract time again increase decrease stay the same by a certain number of days new data so completion is X date and that's that's pretty much it then is this section below is just for everybody to sign the architect contractor an owner as Mike mentioned we have other versions we have a CMA version that also includes a construction manager advisor there's also a design-build version that just goes from owner to design builder but the point is everybody signs signs here and that's that's pretty much it so I'm going to go ahead and save this and I'll do another one okay okay so the most recent always appears on top so here's my most recent g7o one draft ones that's my first change order so now I'll do a second change order same principles as before create a new one a new change order and I'm going to import from my from my first so now this box is clickable I check it I import from the first change order click OK give me the same same deal select these people ok here's the change order so now it knows that there was a deduct here and this does use a minus sign and then that tells you what the current current number is you can update the numbers you can update this this section the same box here you want and you just put in put in the numbers increase decrease whatever and and that is that is it again I don't have to to find lines so I just simply saved my my draft always a good idea to do this frequently since you're working on line and then I can close it I can come back to it now have my two drafts so you have my to change or drafts and here the other drafts for the payoffs that I've that I've created and so now I can I can come back to these as much as I want I haven't finalized yet so nothing's set in stone and so I can come back to it I can make some changes if I want to save it eventually I finalize and then I can move on to the next change order the move it the next the next pay period that's pretty much it so I'm going to turn it back to hosta I guess and we'll see if there are any other questions we can answer on stuff ok thank you Ben and Mike so we do have some time allotted so if you have any questions please let us know right why can you just add rows and not add columns I know there are some a programs that allow you to add column okay so that's talking about the G 703 adding columns in the g7 on three I assume the right did say that costing okay okay okay I'm pretty sure that's what it is so the G 703 has a set number of columns and a set width you can't change the column width or add any new columns you can add rows so you can add up to 250 rows I didn't mention that there is a limit of 250 rows I was gonna say as many as you want that's not true you can add up to 250 rows so that's how you would deal with change orders you can't add any any columns though there's just a space restriction on on the form you can't do anything with the column width or anything like that one other note on a just on a related note the description of work column when you type in there it will expand vertically not horizontally so it'll wrap the text as I guess is a better way to put it so there's not not really a need necessarily to add a new column or a change the column width the description of work column will wrap text so that's that's a concern but no you can't you cannot add add column so the g73 only rows and just add that if you were to add insert column it would mess up the calculate equation calculations because they are tied to the existing columns and because it's not a live Excel spreadsheet you can't the column the the equations in our forms are locked you can't edit them alright and just exactly and as a general statement these are forms that we're talking about this is not an agreement it's not a Microsoft Word file that you download a lot of the text is is locked there's very little that you can that you can actually edit in in these forms so you can fill out numbers you can fill out some fields you can't really at the text there's just very there's very little that you that you can edit and very little quite frankly that you would need to edit hopefully you can get everything done within the the restrictions on on the form okay next question we build by percent of completion can you put in a percent of work completed rather than a scheduled value dollar amount no it works the other way around it goes from dollar amount and it gives you a percentage so that's one of those fields there's a column in G 703 for balance to finish and also a column the total complete in store to date gives you a percentage so it it doesn't go the calculation the formula only goes one way you put in a dollar amount and it calculates a percentage it does not go the other way and even when you're doing work on a percentage basis you're still under these two a one you're still required to provide a schedule of values breaking down the overall contract some so you should still have a schedule about values based on contract some amount to complete that portion of right but what I think this person is asking is okay I've got an item and to use a very simple example I've got a thousand dollar item and it's 25 percent done rather than putting in figuring out what that is $250 can I just put 25 percent and have it calculate 250 that's I think that's what they're asking the answer is unfortunately no you have to manually figure out what it is in my simple example it's easy but if it were dollars and cents in some crazy number oh you have to unfortunately without your calculator and figure out what that what that is is it okay to file save as on the g 701 and create the next one well I was doing the save as I was going along and when you save it for the first time that's basically the same thing as the save as button I wouldn't recommend doing the save as in the future because of the way the importing works so the idea is create a draft work on the draft edit it save it close it and when you're happy finalize then the next pay period or the next change order you're not going back into the previous one you notice I didn't reopen anything I'd already done I created a new document so you don't create a new document or I'm sorry you do create a new document you don't go back into the old one and do a save as you create you're creating a new document every new change order and also same principle every new pay period okay we've got a lot of questions coming in okay so there is not auto calculation for the increase in or decrease in days due to changes in the contract in days - oh in the change order yeah I think it just says that field says the contract sum is and then you select increase decrease or stay the same by and I think that our fault is zero you put in the number it does not auto increment the date that that that is accurate yes you have to figure out okay well let's say it's three days and so the date is November 15 but now it's November 18 so you'd have we would have to do that manually and in the change order yes in a cost-plus agreement with no GMT the contractor simply updates the schedule of values each month as the cost of the work changes obviously by changing the schedule of values this causes the original contract some value to change on the 702 this seems incorrect shouldn't the original contract thumb remain the same and then show a new total since change orders aren't typically required in a cost-plus environment how would this occur okay so the only thing that's different in a cost-plus situation is replacing the word contract sum with guaranteed maximum price the only other caveat there is well what if you have Cost Plus without a guaranteed maximum price in which case it would be some control estimate but you're right the the contract the original contract sum or the guaranteed maximum price the contracts um never changed the original contracts um never changes what does change or what could change is the contracts um to date or the GMP to date so yes the original never changes period original is original so if you have it a cost-plus situation then you might have a GMP you might not if you do not have a Jim P you would have to have some sort of control asset as the quote unquote original contracts some if you did have a GMP then it's just the GMP is X amount and if that changes then that can theoretically changes as well although as the person states that's that's where to have a change order in that situation when we prepare a g7 no one change order we always reference in the description the change order request received as an exhibit to the change order when it is finalized why won't a ia let you combine the G 7:01 PDF with the attached exhibit to become one document okay so there is a way to do that just not within the document itself that's the project manual feature so again you're not doing it with an Adobe the final document is a locked PDF so no you cannot use that combined or feature or whatever it's called in in Adobe but there is a way to do that and I'm suspecting we're getting kind of close to time here anyway there's a way to do it it's called the project manual feature maybe we can send that out later absolutely and if you look within the online service there is a beginner's guide to single user the project manual feature is highlighted in there there's also video tutorials in our Help section there is how to use the project manual feature there lastly we do hold weekly basics training you can and I'm going to actually link to our resources and contact on our learn page here you can access all of our free webinars there is basics weekly training and the trainer will go over how to create a project manual why does architect fill out the continuation G 703 and not the GC in its sub I'm not quite sure what that means if eclis the contractor will fill out the G 703 attach it to the G 702 and submit it to the architect right yeah the architects not you're normally going the g7 or three or g7 or two out there receiving it as Mike said the contractor fills it out the architect is receiving it the only portion of the architect refills out in the g7 on 2 + G 703 is its certification which is a small portion of the G 702 right and that it just indicates of course the amount of the payment application that the architect is certifying and doing owing to the to the contractor right I'm an owner working with subcontractors I'm the owner and contractor which forms would work the best for my situation if you're also the owner then I would just say the regular G 702 and 703 because the S version is subcontractor the contractor and if you're a contractor of going directly to the owner er not really a sub Mike to do that yeah right in that situation yeah the only the only real difference between the subcontractor variation and the normal G 702 and G 703 is that you don't because the word contractor has changed to subcontractor and the word owner has changed the contractor and then the section about architects certificates is deleted because subcontractor payment applications don't go to the architectural review they just go to the contractor if you have a situation where you're the owner in the contractor it you don't if you change the a201 if the if your contract still says that the architect reviews the payment application the standard forms is still why I can answer the next question are access to these documents and services free no they are not but you can purchase documents one at a time and pay as you go or you can purchase a subscription which is an annual subscription to the online service where you access all of our forms and agreements for the year you can learn more information on our website at contracts dot org and there'll be more information there why did Ben use the older versions of the G 702 and G 703 forms instead of the 2017 that were available so the the 2017 version is actually the S version the F stands for subcontractor so I was using the most current versions but I was using the contractor - owner versions the G 702 F and the G 703 s are from 2017 and the S stands for subcontractor so I was using the current version of those forms the subcontractor version is from 2017 so that's that's the that's the difference how can we treat a under payment on the payment request oh boy well so everything that I was going over is assuming that you request payment and actually receive that full payment now that's obviously not the case so there are different ways of doing that we don't have like an official recommendation but you could adjust one simple way is on the G 702 there's the line that's at line 7 it says less previous certificates for payment which as I had pointed out comes from the prior pay period you could adjust that so if it says a thousand dollars and you were only paid $800 you could manually change that to 800 and it would be that way it would it would reflect that so that that's that's one that's one way of doing anyway when will you update the change order G 701 to be imported directly into the pay app I don't think we have plans to do that just because it's just it's own separate animal so change order is G 701 and so it's that's its own sort of vertical system from prior change order the current change order and then on the 703 you have a bunch of line items there's no way to tell what line item is the change or what isn't so you have to do it that way and then you do have to as I said manually update the change order summary which is just a summary of all the change orders you could have a bunch of change order and you have to summarize them on 7:02 there's really no way to implement all those three together it's quite frankly complicated complicated enough as it is so there's just not not really a way to to do that okay great well I think we have gone through a problem question and we are right at the four o'clock hour just as a reminder you will be emailed the recording and the PowerPoint from today's session you should look to receive that by the end of this week your credit will also be reported to the directly if you're an member and you indicated your member number when you registered look for that to appear on your online transcript within two weeks do you have any follow-up questions at the conclusion of today's webinar you can always contact doc info at contract work then actually does manage this line so you will be talking to Ben and he will get the answers to your questions if you have any questions about the online service or our subscription options you can always contact dr. tech support at contracts or phone numbers are listed here with that I want to thank you all for your excellent questions and thank you to Ben and Mike for taking the time to present to us today have a great rest of the afternoon