Construction Interim Payment Certificate (IPC) Management for Contractors

Project Based IPC and Retention Management for Contractors and Subcontractors

Construction Finance: IPC, Retention and Billing Integration

Contractor Payment Management with IPC and Retention Logic

The Interim Payment Certificate (IPC) serves as a formal document in construction projects to certify the value of work completed by a contractor or subcontractor up to a specific date. It facilitates periodic payments, ensuring that contractors are compensated for the work they have completed, while also accounting for elements like retention and advance recoveries. This process aids in maintaining cash flow and financial transparency throughout the project lifecycle.

Main Features of the IPC Module :

• Comprehensive IPC Record Management:
• Unique IPC Number:
• Automatically generated for each IPC using a sequence.
• Project and Contractor Association:
• Links each IPC to a specific project and contractor/subcontractor.
• Date Tracking:
• Records the date of the IPC issuance.
• Status Management:
• Utilizes stages to track the IPC progress (e.g., Draft, Approved, Cancelled).
• User Roles:
• Assigns roles such as Site Engineer, Approver, and Responsible User.

• BOQ (Bill of Quantities) Line Items:
• Detailed Line Items:
• Each IPC can have multiple BOQ lines detailing products/services, quantities, unit prices, and total amounts.
• Automatic Calculations:
• Computes subtotal amounts for each line and aggregates them for the total IPC amount.
• Integration with Tasks:
• Links BOQ lines to specific project tasks or job orders.

• Financial Calculations:
• Retention Amount:
• Calculates retention based on a specified percentage of the cumulative certified amount.
• Advance Recovery:
• Accounts for any advance payments that need to be recovered.
• Net Payable Amount:
• Determines the net amount payable after deductions.
• Cumulative Certified Amount:
• Tracks the total certified amount over multiple IPCs for the same project and contractor.

• Integration with Purchase and Accounting Modules:
• Purchase Order Creation:
• Generates purchase orders directly from the IPC, including BOQ lines, retention, and advance recovery lines.
• Vendor Bill Creation:
• Creates vendor bills from the IPC with detailed line items and appropriate accounting entries.
• Linkage:
• Associates created purchase orders and vendor bills back to the IPC for easy tracking.

• Communication and Collaboration:
• Email Integration:
• Allows sending IPCs via email using predefined templates.
• Activity Tracking:
• Utilizes Odoo chatter to log activities, discussions, and status changes.
• Tags:
• Supports tagging IPCs for better categorization and searchability.

• Security and Data Integrity:
• Deletion Restrictions:
• Prevents deletion of active IPC records to maintain data integrity; recommends archiving instead.
• Access Control:
• Leverages Odoo access rights and record rules to control user permissions.

• QWeb Report Template:
• The module includes a QWeb report template for generating printable versions of the IPC. This template can be customized to match company branding and include necessary details such as project information, BOQ lines, financial summaries, and approvals

• Stage Tracking for IPCs:
• You can track the progress of each Interim Payment Certificate (IPC) through different stages like draft, submitted, approved, or cancelled. Each stage can be customized and even hidden when not needed.

• Tagging Categorization:
• You can assign colored tags and types to IPCs, making it easier to group, filter, and organize them based on purpose (e.g., final payment, partial payment).

• Project Integration:
• Each IPC is connected to a specific construction project. On the project page, you can instantly see how many IPCs are linked and open them with a single click.

• Vendor Bill and Purchase Order Linking:
• IPCs can be connected to purchase orders and vendor bills, making it easy to trace payments, expenses, and work done under each IPC.

• Contractor Overview:
• Each contractor has a clear view of how many IPCs they are involved in. You can quickly open and review all IPCs related to any contractor.

• Retention Tracking:
• You can set and view retention percentages directly on each project, helping manage the amount held back for quality assurance until project completion.

For a more comprehensive understanding, please find the relevant screenshots and video.

Odoo Standard Project Menu

Interim Payment Certificates Menu

Interim Payment Certificates Kanban View

Interim Payment Certificates Form View

Interim Payment Certificates Form View with Create Vendor Bill Button

Vendor Bill Created from Interim Payment Certificate

Interim Payment Certificates Form View with Send by Email Button

Send Email Wizard View

Email Composer Form View

Interim Payment Certificates Form View with Create Purchase Order Button

Purchase Order Created from Interim Payment Certificate

Purchase Order Form View with IPC Reference

Interim Payment Certificates Form View with Purchase Order Smart Button

Interim Payment Certificates PDF Report

Interim Payment Certificates List View

Interim Payment Certificates Calendar View

Interim Payment Certificates Bar Chart View

Interim Payment Certificates Line Chart View

Interim Payment Certificates Pie Chart View

IPC Stages Configuration Menu

IPC Stages Form View

IPC Tags Configuration Menu

IPC Types Configuration Menu

Vendor Linked to IPC

Project Form with IPC Smart Button Odoo Standard

Contact Form with IPC Smart Button

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