Progress Claim Invoice & Statement - Adding an Image to (Method 1 - Prior to Construction Logistics Tablets being implemented)

Invoicing Progress Claims with Site Images in Framework ECM – Quick Guide

Who is this document intended for?
Framework System Administrators and/or Progress Claims Staff

Background
Many Framework clients now have a requirement to send Progress Claim Invoices with site images, confirming that the works have been completed. This guide demonstrates the process to automatically raise an invoice and statement from construction progress, including a stage photo that has been captured for that stage. This can be done simply by capturing the photo and the date the stage was completed. The email that will send the invoice is also a template, meaning it does not need to be typed up each time. (cst_claim&StatementSiteImage.rpt [Image Version])

Note: The part in this process that is not automated is the actual decision to send it.

Being "raised" means the claim will be presented, both in reports and on-screen for your AR accounts person to process and send.
This is for a few key reasons:

• Typically you'll want to approve invoices going out.
• You need to make sure you have the photo before you send it
• As you might be integrating the claim to the accounting system, you may wish to do this at the same time as sending to know the whole process is complete.

Importantly, the claim will not be missed, and you won't forget to send it, as it's raised and pending invoicing until it is done.

Prerequisite:
Static Data – Image Category List Items have been established. This is a once only task. See: To create the RMS/ Static Data/ Image Category/ List Items records, please follow these steps:

Image 1: Administration App – RMS/ Static Data/ Image Category/ List Items

Method 1: (Prior to Construction Logistics Tablets being implemented)

• create categories for each stage required, they should be named in a way that the report can match the claim stage to the photo e.g Base Claim Photo
• images should be added (Crystal will support .jpg, .bmp, .tiff, .png and the vector-based image format - Note that Crystal Reports will be converting the image to bitmap format internally, therefore it is possible the image quality changes when viewed in Crystal Reports.)
• the report can then read/show the latest image of the correct category on the claim (the report should cater for no image if there is none.

To create the record/s that appears on the Invoice, please follow these steps:

1. Select Job
2. Navigate to the CRM/ Gallery, select the Category Claim Photo stage e.g . Base Claim Photo and click on the New button icon
3. After clicking New, the Gallery Image dialog screen, with three tabs (General, Thumbnail & Image) will be displayed
4. Enter a name in the General\Name field on the General Tab e.g. Base – Site Photo

Image 3

1. Click on the Image tab and the Select Image button. Navigate to the network location where Job/Project site images reside and select the applicable job and stage image

Image 4

1. Click OK to save the image

Image 5

Over the coming days and weeks, the construction staff will provide further site images that can be used on subsequent Progress Claim Invoices by repeating steps 1 – 6 e.g. Frame, Lock Up, Fix, PCI/Final)