The following article highlights how to add and edit both Direct and Reimbursable claims. Click the following links below to which is most relevant to you:
- Direct Claims:
- Reimbursable Claims
- Editing a Claim
- Other features: PDF Report, Payment Schedule PDF
- Other features: Reset Claim and AutoSave
- Claim Groupings
What is this feature? What's New? We have recently released a BETA* version of the new Add Claim/Reimbursable Claim form, which you can now use in the Cost Module, on the Claims tab on Mastt. There are now two different Add Claim forms. You can also access the older version: by Overall Cost page > + Add Claim. * The term 'beta' means that this is a new feature with more to come and we'd love to hear your feedback by submitting a ticket here. Why is this valuable for you? With this new and efficient design, you can now claim against multiple contracts, and have the ability to add an Original Claim Amount, if this differs from the certified amount. We also know how stressful it can be when we lose data, so we've integrated 'Auto Save' so no data is lost when closing the form or navigating to another page, and a 'Reset' Button has been added to easily clear the claim.
Quick Note for Reimbursable Claim Users: The Reimbursable Claims are now here! The reimbursable claim tick box allows you to group the contracts in the claim all in one reimbursable claim. This will allow you to edit them all in a single form and single click to get the Payment Statement generation.
Quick Note: Things to note when Creating Claims Contracts Draft/Pending Contracts: Contracts with the Status of 'Draft or Pending', will not be shown in the Claims dropdown menu. Additionally, for part-approved contracts, all milestones with the status ‘Pending’ will not appear in the claim. Claims can only be added to contracts with an 'Approved’, or ‘Part-Approved’ status. Variations Adding a claim against Variations: It is only possible to add a claim to a Variation that has a status of 'IN PRINCIPLE' or 'APPROVED'. If the contract is part-approved then only variations on the approved milestones will be shown in the Claim Beta form. Variations with a status of: 'PENDING, REJECTED or WITHDRAWN', will not be shown in the Claims Beta form.
Step 2 - Adding a Claim: After navigating to the Claims page, click + Add Claim, and a smart form will appear where you are able to select the contract/s you wish to claim against.
Add a Claim: Smart Form
If you are adding in a Reimbursable Claim, you must click 'This is a reimbursable claim' and ensure that your Contract is Selected as "Reimbursable".
Contract Type as Reimbursable:
NOTE: Only Reimbursable Contracts will show when clicking "This is a reimbursable Claim". Without this selected, only direct contracts will show on the Add Contract selection.
Step 3 - Add Claim Form: Claim Information
First, you want to put in a Title for the Claim, this for example could be 'Progress Claim 1'.
You can also add a Payment Claim Reference and an Invoice Number.
Payment Claim Reference: This is the reference to the payment claim from your contractor
Invoice Number: This is the invoice associated with the claim.
It is important to put in the Claim Month. This is the month stated on the claim, or that you received it. If the claim period is not from the first day to the last day of the month, you are able to add exact dates in the ' Additional Fields' section below.
Status: There are 5 options for status. Rejected, Draft, Submitted, Approved, and Paid. If the status is;
Approved, a Date Approved field will appear, and if the status is,
Paid, you are required to populate the Cash Flow Month.
Cash Flow Month is the month that the claim is paid, or when this is unknown it is generally assumed to be the month following the claim month.
Check out the example below:
Step 4 - Add Claim Form: Additional Fields
You can also add Additional Fields to the claim if required. This includes the Payment Statement No., Period From and Period To. Make sure to click the ( ^ ) to access and close this.
Step 5 - Add Claim Form: Claim Amounts
To Add a Contract to a Claim, this is visible in the Claims Amount area (underneath Additional Fields).
Click ' + Add a contract' or you can search for a contract. This will automatically add the selected contract to be claimed. You can now add multiple claims to the one contract (Direct Claims).
Claims can now be populated using two fields, % Completed and This Claim. Entering data into either field will populate the other giving you more flexibility when adding claims into Mastt. This Claim amount is the amount you are certifying to be paid. You can also click remove on any contract if you want it removed from the claim.
Note: If a milestone has been 100% Completed, the input will be disabled.
Where your certified amount (This Claim) varies from that on the submitted claim, you can now record both values and add supporting justification using the Original Claim column. Once you click Add you are able to add the value, and a field will popup to populate a reason for variance between claimed amounts and certified amounts.
When you are completed, you can click the 'Submit Claim' button or you can press 'Reset' claim to start again.
Editing a Claim
To Edit a Claim, you will need to access the All Claims Page. On your specific claim, click on the three dots ( ... ) and Edit Claim.
NOTE: When editing a claim, you will only be able to edit a claim for one contract for Direct Claims. However, for Reimbursable claims, you can edit multiple contracts. You can only add and remove contracts from the most recent claim (reimbursable claims), you cannot add contracts to previous claims.
To download a PDF Report of a specific claim for a contract, click on the three dots ( ... ) and PDF Report. A generated PDF will download, as shown below:
To download a Payment Schedule Statement of a specific claim for a contract, click on the three dots ( ... ) and Payment Schedule PDF. A generated PDF will download, as shown below:
Other features: Reset Claim and AutoSave
Did you know?
Did you know that the Add Claim form Auto Saves itself to prevent accidental data loss. If you refresh or navigate elsewhere, you won't lose your data.
You can also reset the form, by clicking 'Reset' on the bottom left if you need to.