Checking Differences between the Claimed and Certified Amounts

David Guinane
32 steps
4 minutes

Contrack

In the 'Current Claim Period" progress bar on the dashboard, you can see there is a difference between the claimed and certified amounts in August 2024.

The easiest way to view these difference is by generating the "Schedule of Differences" report

The report shows there is currently a difference between the claimed quantities and certified quantities on two schedule items, 32001.02 and 20687.02P.

We can now investigate these differences to ensure they are correct.

Differences can occur due to the Contractor claiming the wrong amount and then submitting Lots that add up to more or less than the claimed amount. Differences can also occur due to Administrator error. Checking the reason for all differences between the claimed and certified amounts is an important step to ensure the Contractor is paid correctly.

For the difference on Item 32001.02, Lot CLGR-01 was the corresponding Lot that certified a quantity against this item.

We can see that only 4800m2 was certified. This is creating the difference of 200, as the Contractor claimed 5000m2 in the August 2024 payment claim.

We can see that at the time of assessing the Lot, the engineer noted that the Contractor submitted a survey report with the Lot, showing that only 4800m2 was completed.

In this case, the difference is legitimate, and we don't need to make any changes to the Lot, as the Contractor is being paid correctly.

The other difference related to Item 20687.02P, and was a difference of 500m of Silt / Sediment fence.

In the August 2024 claim period, Item 20687.02P was certified on Lot ESCP-01.

When investigating the Lot, only two items were certified, and Item 20687.02P was not certified.

In this case, the Administrator made a mistake, and missed certifying a quantity against Item 20687.02P.

Even though the Lot is Closed, this can be easily fixed to rectify the mistake and remove the difference so that Contractor is paid correctly.

Re-open the Lot by changing the status to "Open"

Click the "SAVE" button.

The Lot is now "Open". Click the pencil icon to edit the Lot.

You can now add the missing Schedule Item and Quantity to the Lot by clicking the "ADD" button in the Items section.

Search for the item, in this case Item 20687.02P, and tick the Checkbox.

Enter the quantity to be certified in the Qty field. In this case, 500.

Click the "ADD" button.

To re-pay or certify the Lot, we now need to re-close it.

Change the Lot status to "Closed"

Click the "SAVE" button.

Lets go back to the "Schedule of Differences" report.

You can now see that there is only one item that has a difference, Item 20687.02P is no longer on the list or in the report.

The "Comment" column in the report above is empty, so we now need to provide a comment and explain why Item 32001.02 has a difference.

Go to the "Progress Claims" screen.

Click the "Search" field and search for the item that has a difference quantity, in this case Item 32001.02

Scroll over until you can see the "Comments" column.

Click the pencil icon to add or edit a comment.

A text box will appear to write your difference comment.

For this example, the reason for the difference is: "The Contractor claimed 5000m2 in the August 2024 claim. When the Contractor submitted Lot CLGR-01 for payment, the survey report provided with the Lot showed that only 4800m2 had been completed. The Administrator certified 4800m2 in accordance with the Lot QA documentation."

Click "OK" once you have written your difference comment.

Click the "SAVE" button on the Progress Claim screen to save your comment.

You will now be able to see this comment in the "Schedule of Differences" report.

The comment we write on the Progress Claim screen now shows in the report against Item 32001.02

Every difference that is in the report must have a comment explaining the reason for the difference.

Checking Differences between the Claimed and Certified Amounts

David Guinane
32 steps
4 minutes