Hi @ChrisLee,

Thanks for reaching out. Did you ever find a resolution to this issue? If you are still looking for guidance, please let us know and we can try to point you in the right direction or suggest some resources or next steps.

Warm Regards,
Erzsi

Hi Erzsi, 

No I have not found a resolution to my questions. I would much appreciate any assistance.

This belongs in the Sage 300 Construction forum, Sage 300 ERP doesn't have a Draw function.

Thanks for the insight Jay!

ChrisLee, since it looks like you are using Sage 300 CRE, I am going to move this post to that Support Group so that other users of this software will see it and can offer you their thoughts and insight.

Thanks,

Erzsi

In Sage 300 Construction, the "Last draw number" is maintained on the Job record. When you post a billing to the job, the "Last draw number" is advanced.  Entering invoices in AP adds one to the "Last draw number" stored on the job record at the time of invoice entry.  I believe the underlying software design concept is to allow you to select AP Invoices for Payment based on Draw Number assigned to  invoices on specific jobs. Many companies pay the subcontractors or job invoices when they've been paid on their billing to their customer.  This provides an easy way to select those vendor and subcontract invoices for payment when you've been paid for the designated draw number.

Art Minds
Independent Senior Consultant
Pasadena, CA

Thanks for the helpful answer Art Minds!! 

Yes, I've since explored a little more since posting my question. 

The main goal I'm trying to understand is if this "AP Draw Number" information is carried over to the Job Cost module. Since we submit draws to a lender, I would prefer to use a more precise "Draw #" than the Accounting Date which we are currently using. (i.e. We may have items spanning several accounting months that we are requesting in a single draw) However, it seems only AR based transactions with an AR Draw Number appear in the Job Cost report. 

My secondary goal is to understand if the AP Transactions with Draw numbers are connected or carry over to AR (or vice versa). Essentially, what I am looking for is an automatic AR billing of a AP transaction (since the payable is a reimbursable). Otherwise is does seem like entering draw numbers in AP and then in AR would require more substantial reconciliation.

If anyone know, please respond! Thanks! 

To respond more thoroughly to your questions, we would need to know  specifically the Sage 300 CRE modules you are using. For example, are you using the full workflow provided by using Accounts Receivable (AR), Contracts (CN), and Billing (BL)?  Are you using a Quick Bill format or Contract billing? 

You will find a large list of KB articles in the Sage Knowledgebase by searching the phrase "Job Cost last draw number" and specifying Sage 300 Construction as your product. The information found there is too extensive to provide in this forum.

Here is a brief list:

ID:58936 Where do I change the next draw number that prefills on my quick bill invoice?
ID:97645 Where does the Draw number prefill from when entering an invoice in Accounts Payable?
ID:24360 How do I change the draw number that prefills when printing contract or cost-based invoices in Billing?
ID:71850. What is the Draw field used for when entering invoices in AP?

The Sage Knowledgebase appears as a tab in Sage Desktop default configuration.

Hope this helps.

Art Minds
Independent Senior Consultant
Pasadena, CA