In this article
Labour applications
Applications can be approved and certified for payment once they have been input and reviewed against scope and progress data. This can be done onsite by the commercial manager who will advise the contractor what has been approved against their application. You can do this by downloading a spreadsheet which itemises everything they initially applied for, and what has been approved.
Cross checking labour applications
- Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
- Search for and click the 'Project' required.
- Within the project homepage, click the ‘Project hub’ sub-menu.
- Expand the main Chalkstring blue menu bar and click ‘Labour’.
- Select the ‘Previous Applications’ sub menu and click on the application to view.
The application page stores all the details and any associated attachments.
A - Application details
- Application number for reference.
- The date it was created.
- The date for the payment to be effective from, this can be back dated.
- The subcontractor name.
- The applied value.
- The approved value.
- Retention percentage for the subcomtractor.
- Pre-tax total.
- VAT. Once a value is approved for payment for the invoice, Chalkstring automatically calculates the VAT elements for the invoice.
- CIS details and value.
- Payment due amount.
B - Nominal codes based on the labour activities in this order
- Item e.g. Drylining
- The subcontractor reference associated with this subcontractor.
- The nominal code the item relates to.
- The pre-tax value of the item.
- Any tax rate associated with the item.
- The tax total for the item (if applicable)
- The total for the item.
Chalkstring will automatically calculate these totals for you however there may be instances where your accounting software may result in a slight difference in values due to a difference in rounding calculations.
Clicking the edit button for a line item will allow you manually adjust the values if required.
Clicking 'recalculate' will reset any changes made for all items back to Chalkstrings calculation totals.
C - Items
- Shows a breakdown of the activity details.
- Names of the activities included in the application
- The package the application and activities relate to
- The zone which the application is for
- The applied for values
- The approved values (if the application has been approved)
To download a record of what was applied for against what basis of payment was approved, click the ‘Export Application’ button in the top right corner of the application. This can then be emailed to your contractors.
Making payments
Payments should be made via your 3rd party accounting software. The accounts team can see the approved figures in Chalkstring and use these, or the batch export, to make the payment through 3rd party software or procedures.
Once paid, they can be marked as paid in Chalkstring. See article 'How to mark invoices as paid'.
Want to know more?
- Video: Managing labour applications
- Video: Accounts reporting
- How to input a received labour application
- How to edit a labour bill
- How to review and approve labour applications
- How to mark invoices as paid