RA bills

Find, approve, reject, download and delete running account (RA) bills, the bills of contractors for the work done so far on a work order.

Where to find it: Accounts > RA Bills
Who can use it: People who have the View RA Bills permission. Creating needs Add, editing needs Edit, deleting needs Delete, approving and rejecting need Approve.

A running account (RA) bill is a contractor's bill for the work done so far on a work order. The contractor does not wait for the whole job to end. Every few weeks the contractor bills the work measured in that period. Each bill is numbered RA-1, RA-2, RA-3 and so on.

For example, Acme gives a work order for plastering to a contractor. In October the site measures 400 square metres of finished plaster. The contractor sends RA-1 for those 400 square metres. In November it sends RA-2 for the next measured work.

An RA bill is built from approved measurement sheets, not from typed quantities. This is how Superwise stops a contractor from being paid twice for the same work.

This screen lists the RA bills of the project you have selected.

The RA Bills list. Mark 1 is the Create button. Mark 2 is the Export to CSV button. Mark 3 is the three dots menu of a row.

How an RA bill moves

The site measures the work. The measurement sheets are approved. See Measurement book.
You create an RA bill. It is Pending.
An approver clicks Approve. The status becomes Accepted. The measurement sheets and the debit and credit notes of the bill become Billed.
The accountant pays the bill. See Payments.
If the bill is wrong, the approver clicks Reject. The status becomes Rejected. The measurement sheets can be billed again.

Before you start

Select the project at the top of the screen.
The contractor must have a work order, and the work must be measured and approved. See Work orders.
To create, edit or delete a bill you need the Add, Edit or Delete permission on RA Bills. To approve or reject you need the Approve permission.

How to find a bill

Open Accounts in the left menu and click RA Bills.
Use the filter boxes under the column names: Created On, Project, Contractor, Bill Date and Status. Click a column name to sort.
Click Export to CSV to download the list.

The row at the bottom of the table adds up Amount, Tax Amount and Total Amount.

How to approve, reject, download or delete a bill

Click the three dots at the end of the row (mark 3 in the picture above).
Choose an action.
A box titled Confirm Action opens. Click Confirm. Click Cancel to stop.

The menu of a Pending RA bill row. It lists Edit, Approve, Abstract, Reject and Delete. The two download items appear only for an Accepted bill.

Action	When you see it	What it does
Edit	You have the Edit permission.	Opens the bill in the form.
Approve	You have the Approve permission and the bill is Pending or Rejected.	Approves the bill.
Abstract	You have the Edit permission.	Opens the abstract of the work order. See RA bill abstract.
Download Bill (PDF)	You have the View permission and the bill is Accepted.	Downloads the bill as a PDF.
Download Bill (Excel)	You have the View permission and the bill is Accepted.	Downloads the bill as an Excel file.
Reject	You have the Approve permission and the bill is Pending or Accepted.	Rejects the bill.
Delete	You have the Delete permission.	Deletes the bill.

Click the arrow at the start of a row to open its details. The tabs are Details (code, work item, rate, billed quantity and amount), More Details, Debit / Credit Notes and Payments.

What the columns mean

Name	What it means
Created On	The day the bill was created.
Bill No	The number of the bill within its work order: 1, 2, 3.
Project	The project of the bill.
Contractor	The company that sent the bill.
Bill Date	The date of the contractor's bill.
Invoice No	The number on the contractor's invoice. It can be empty.
Amount	The value of the measured work, before tax.
Tax Amount	The tax on that work.
Total Amount	Amount plus tax, minus debit and credit notes.
Status	Pending, Accepted or Rejected. A flagged bill shows Flagged.
Status Changed By	The person who last approved or rejected the bill.

Rules to know

Only a measurement sheet that is Accepted can go on an RA bill. A sheet can be on one bill only.
When you approve a bill, its measurement sheets and its debit and credit notes become Billed.
When you reject a bill, its measurement sheets become available again. Its debit and credit notes stay linked to the rejected bill.
When you delete a bill, its measurement sheets and its debit and credit notes become available again.
You cannot delete a bill that is paid. Superwise shows Cannot delete RA Bill, since bill has been paid.

If something goes wrong

What you see	What to do
You cannot see Create.	You do not have the Add permission on RA Bills. Ask your administrator.
Cannot delete RA Bill, since bill has been paid.	A paid bill cannot be deleted.
The work you want to bill is not offered.	Check that the measurement sheet is approved and not on another bill. See Create an RA bill.