Overbilling in Payment Applications
Overbilling in Autodesk Cost Management occurs when the billed amount exceeds the budgeted or contracted amount for a specific item or service. This can lead to discrepancies and potential disputes between project stakeholders. Understanding how to identify and manage overbilling is essential for accurate payment processing.
In this article:
Check for Overbilling
Overbilling happens when:
- The billed amount exceeds the budgeted amount for a line item.
- Total work completed plus materials stored exceeds the scheduled value.
- Payment applications contain errors that result in inflated amounts.
To ensure accurate billing, follow these steps to check for overbilling in your payment applications:
Go to the Budget or Cost tool in Cost Management.
Switch to the Budget Payment Application or Cost Payment Application tab. For a cost payment application, open the detail view by clicking the icon next to it.
Select between Line items and Column view modes to identify where overbilling occurs.
Important: Overbilling may appear in one view mode but not the other. Always review the payment application in both view modes. For example:Due to negative change orders, there may be no overbilling item in line items view mode:
However, there may be overbilling items in column view mode:
Expand the SOV (Schedule of Values) tree structure to view all items. Overbilling checking will iterate through every child item in the SOV tree structure.
Tip: For budget payment applications, the system also checks hidden SOV subitems. If you receive an overbilling error message, unhide any hidden subitems to identify the overbilling items accurately.
Best practices for overbilling management:
- Use line items view: Overbilling checking is most accurate in line items view mode, so avoid submitting payment applications from the list view.
- Regular reviews: Check for overbilling before submitting payment applications to prevent delays and disputes.
- Expand all items: Always expand the full SOV tree structure to ensure comprehensive checking.
- Both view modes: Review payment applications in both line items and column view modes.
- Foreign currency considerations: If overbilling is disallowed, the validation process will only apply to the foreign currency values, not base currency values, when working with foreign supplier payment applications.
Allow Overbilling (When Needed)
In some cases, you may need to allow overbilling:
- Open the payment application.
- Click the More menu
. - Select the option to allow overbilling.
- Document the reason for allowing overbilling for audit purposes.