Creating and submitting

Opening the Reports panel

Every contract has its own Reports (Отчети) panel. As the contractor, open it from your contract with the client:

1. Open the project and click Contract with client (Договор с възложител) in the project sidebar. The contract's bill of quantities (BoQ) opens.
2. Click Reports (Отчети) in the action bar. The panel opens on the right, and the address gets ?panel=paymentApplications, so the panel opens again when you come back from a report.

The client opens the same panel from Contracts with contractors (Договори с изпълнители): open the contract, then click Reports on the Contract details page or in the action bar of the contract's BoQ.

1. The Newest first (Най-нови) sort toggle.
2. Create report (Създай отчет) starts a new draft.
3. New from a previous version (Нов от предишна версия) starts a draft from an earlier round.
4. Files (Файлове) and Preview (Прегледай) on a card. A draft card also shows the trash icon Delete draft (Изтрий чернова).
5. The Assignee (Отговорник) control on the card.

The Reports panel contains:

How to create a payment application

1. Open the contract's Reports panel.
2. Click Create report (Създай отчет). BuildColab creates the next report number (for example Report #3) as a Draft (Чернова) and opens it.
3. The draft already lists every position of the contract with the contracted quantity and unit price. Every period quantity is 0.

Each click creates a new, separate draft. Several drafts and submitted reports can coexist on the same contract, so check the cards first if you only meant to continue an existing draft: click Preview (Прегледай) on its card instead.

How to start from a previous version

Use this when a new report should repeat, or continue from, the quantities of an earlier one, for example after a report was withdrawn.

1. In the Reports panel click New from a previous version (Нов от предишна версия). The dialog New report from a previous version (Нов отчет от предишна версия) opens.
2. In Select report (Избери отчет) choose the earlier report.
3. In Select version (Избери версия) choose a round: Initial submission (Първоначално подаване) or Version #{n} (Версия №{n}).
4. Click Create from this version (Създай от тази версия). A new draft opens with that round's quantities, remarks and positions outside the contract.

Positions that are no longer in the contract are skipped. On a capped contract, the quantities are checked again against what is still left; if a copied quantity would exceed it, the draft is not created.

The report page

1. The Assignee (Отговорник) pill and Total: (Общо:), the running total of the period.
2. The search button opens the box Search tasks (Търсене на задачи).
3. Columns (Колони) chooses which contract columns and column groups are visible.
4. Import from Excel (Импортирай от Excel) and Pull from contractor reports (Изтегли от отчети на изпълнители) fill quantities automatically.
5. A This period (За периода) cell, where you type the quantity. A quantity above the contracted one is shown in red with the excess below it (here +15).
6. A remark in the REMARK (ЗАБЕЛЕЖКА) column, free text per position.
7. Submit for Approval (Изпрати за одобрение) sends the report to the client.

The left part of the grid is frozen and shows the contract data, the section From contract (От договора): description, UNIT (МЕРНА ЕД.), NOTE (ЗАБЕЛЕЖКА), QUANTITY (КОЛИЧЕСТВО), UNIT PRICE (ЕД. ЦЕНА) and TOTAL (СТОЙНОСТ). To the right scroll the groups This period (За периода), Executed to date (Изпълнено до момента) and Remaining (Остатък), and the remark column. The floating dock at the bottom has Expand all (Отвори всички), Collapse all (Затвори всички) and Full screen (Цял екран).

How to enter quantities

1. Click a This period (За периода) quantity cell on the report page and type the quantity done in this period. Press Tab or Shift+Tab to move to the next or previous editable cell.
2. To bill everything that is still open on a position, use the position's action Certify full quantity (Актувай пълното количество). It fills contracted quantity − executed to date, never less than 0.
3. Type a remark in the REMARK (ЗАБЕЛЕЖКА) cell if the client needs an explanation ("Add a remark…" / „Добавете забележка…“).
4. Watch the header: Saving… (Запазва се…) appears while a change is stored, and Total: updates.

Rules while typing:

• On a fixed-price contract a quantity that would pass the contracted quantity is refused with Maximum: {max} (Максимум: {max}).
• On a unit-price contract an over-run is allowed. The position turns red and shows "Over the contracted quantity by {qty}" (Над договорното количество с {qty}).
• The toggle Certified lines only (Само актувани позиции) hides positions with no quantity in this period. It is off by default in a draft. With nothing entered yet it shows "No lines with quantities for this period." (Няма позиции с количества за този период.)

How to choose columns

1. Click Columns (Колони) in the action bar of the report page.
2. Under From contract (От договора) tick or untick UNIT, NOTE, QUANTITY, UNIT PRICE and TOTAL. The description is always shown.
3. Under Column groups (Групи колони) tick This period, Executed to date and Remaining.
4. Once the report has rounds, a Versions (Версии) section lets you add rounds as columns; see Reviewing, approving, countering, rejecting.

Your column choice is saved for you and applies to every report you open.

How to import quantities from Excel

Use this when the period quantities come in a spreadsheet, for example a measurement sheet from site. The import only fills quantities and remarks on positions that are already in the report; it never adds positions.

1. On the draft report page click Import from Excel (Импортирай от Excel).
2. Pick the file from your computer, from Company files (Файлове на организацията) or from Project files (Файлове на проекта). Excel files only (.xls, .xlsx). Click Next (Напред).
3. Check the preview and click Recognize data (Разпознай данни). BuildColab recognizes the columns with the same AI recognition as the BoQ import.
4. In Confirm column mapping (Потвърди съответствието на колоните) make sure every sheet has a quantity column and a code or description column. If the header row is wrong, right-click the correct row to set it as the header row and map the columns with Edit (Редактирай). If recognition fails you see "Automatic recognition failed…" and map them by hand.
5. In Review and apply (Преглед и прилагане) check the groups:
   • Matched rows ({count}) (Съвпадащи редове), with the match type Code match (Съвпадение по код), Description match (Съвпадение по описание), Description + unit match (Съвпадение по описание + мярка) or Manual (Ръчно), and the Current (Текущо) and New (Ново) quantity.
   • Ambiguous rows ({count}) (Нееднозначни редове): rows that matched more than one position. Pick the right one in Report line (Позиция в отчета) to include them.
   • Unmatched rows ({count}) (Несъвпадащи редове): pick a line manually with Pick a line… (Изберете позиция…) to include them.
   • On a capped contract, rows marked Over contracted quantity (Над договореното количество) are not applied.
6. Read the summary "{applied} row(s) will update {lines} report line(s)." and click Apply (Приложи). A message confirms "Applied: {applied} applied, {skipped} skipped, {unmatched} unmatched."

1. The summary "{applied} row(s) will update {lines} report line(s)."
2. Matched rows ({count}) (Съвпадащи редове) with the Match type (Тип съвпадение) and the Current (Текущо) and New (Ново) quantities. Untick a row to leave it out.
3. Unmatched rows ({count}) (Несъвпадащи редове): rows of the file that match no line of the report, each with a Report line (Позиция в отчета) picker to assign it by hand. Rows that fit several lines are listed the same way under Ambiguous rows ({count}) (Нееднозначни редове).
4. Apply (Приложи) writes the quantities into the draft.

If you close the wizard while the mapping is not saved, BuildColab warns "Unsaved column assignments" (Незаписано разпределение на колони).

How to pull quantities from subcontractor reports (general contractor)

A general contractor bills its client for work its subcontractors did. Instead of retyping, it can carry the quantities of its subcontractors' approved reports up into its own report to the client. The button appears only on a draft report where your company is the contractor, for example on your contract with the investor.

1. On the draft report page click Pull from contractor reports (Изтегли от отчети на изпълнители). The dialog Pull quantities from contractor reports (Изтегляне на количества от отчети на изпълнители) opens.
2. In 1. Select source reports (1. Избери изходни отчети) tick one or more reports under Approved reports from contractors (Одобрени отчети от изпълнители). Only approved reports of your subcontracts in the same project are listed. With none: "No approved reports from contractors were found in this project." Click Next (Напред).
3. In 2. Preview and apply (2. Преглед и прилагане) choose Fill empty lines only (Попълни само празните позиции, the default) or Overwrite existing entries (Презапиши съществуващите стойности), and tick Include remarks (Включи забележките) if the subcontractors' remarks should come along.
4. Read the summary "Will fill {filled} lines · {skipped} skipped (already entered) · {unmatched} unmatched source lines" and the list Unmatched lines ({count}) (Несъвпадащи позиции).
5. Click Apply (Приложи). The transfer runs in the background with the progress title "Pulling from contractor reports" (Изтегляне от отчети на изпълнители) and a message when it is done.

1. The step title 2. Preview and apply (2. Преглед и прилагане).
2. The options Fill empty lines only (Попълни само празните позиции) and Overwrite existing entries (Презапиши съществуващите стойности); here Overwrite is chosen because the draft already has quantities on these lines.
3. The Include remarks (Включи забележките) checkbox.
4. The summary of lines to fill, skipped (already entered) and unmatched source lines.
5. Apply (Приложи) starts the transfer.

How matching works: a subcontractor's position is matched to your position when it is the same task in the same place of the BoQ category structure, not by similar text. Several subcontractor lines that belong to one of your positions are added up. Only quantities move; your own contract unit prices stay. On a capped contract, lines that would exceed your contracted quantity are skipped and counted in the preview.

How to attach files

1. On the report page click Files (Файлове). The number on the button shows how many files are attached.
2. Drop files onto "Drop files here, or pick them from your computer" or click Attach files (Прикачи файлове).
3. Each file in the list has Preview (Преглед), Download (Изтегляне) and Remove (Премахни).

Files are uploaded from your computer straight onto the report. They are reachable only through the report, not in the File Manager tree, and both companies can open them. Files can be attached and removed at any status, also after approval. Remove asks "Remove this file from the report? The file itself will not be deleted." Uploads count against your company's storage; when it is full you see "Storage is full. Free up space or upgrade your plan to attach more files."

How to set the assignee

1. On the report page (or on the report's card in the Reports panel) click the Assignee (Отговорник) pill.
2. Choose an active employee of your company, or No assignee (Без отговорник).

The assignee is the person responsible for the report. They get an e-mail "You are the assignee of payment application No. {n}" („Вие сте отговорник по отчет №{n}“) and an in-app notification. The assignee can be changed only while the report is a draft, and only by the company preparing it. The registers can filter and group by assignee.

How to submit for approval

1. Check the total and the remarks on the draft report page.
2. Click Submit for Approval (Изпрати за одобрение).

The button stays disabled until the report claims something (at least one non-zero quantity or one new position) and every position outside the contract has a price ("Price every new position before submitting the report."). On a fixed-price contract that is already fully claimed, a report that only re-bills contracted positions cannot be submitted.

After submitting, the status becomes Submitted (Изпратен), round 1 Initial submission is saved, the turn passes to the client, and the client receives an e-mail and a notification. The report page switches to the review view. You can no longer edit the report; while you wait you can Withdraw (Оттегли) it. See Reviewing, approving, countering, rejecting.

How to delete a draft

How to revise a rejected report

1. Read the reason at the top of the rejected report: Rejection reason: (Причина за отхвърляне:).
2. In the Reports panel click Revise (Ревизирай) on the rejected report's card.
3. A new draft opens with the rejected report's quantities and remarks. Correct it and submit it again.

Only the newest report on the contract can be revised. If a newer report exists, Revise is disabled with "A newer report already exists." (Вече съществува по-нов отчет.) Revising is also not possible if the contract changed after the rejected report was created, for example through a change order; create a new report instead.

Common questions

Related

• How a payment application works
• Positions outside the contract
• Reviewing, approving, countering, rejecting
• Register, summary and exports
• Contracts: signing, details and history