CHEMS
County Highway Expenditure Microcomputer System

Job Invoice

Job Invoice

                              

        *** Create MPM Invoice Files for Submission *** 

 

Description
Submitting an invoice to the DOT via the Maintenance Program Management (MPM) system requires three separate files you will create using the CHEMS invoicing program and upload using the MPM system. Each type of invoice, RMA, DMA, TMA will be submitted separately into different screens in MPM. You will create these three files for each type of invoice you plan to submit.

  1. Daily Detail PDF
    A PDF of a full detail invoice run in "expanded" report size option.
     
  2. Invoice Cost Summary Template
    A spreadsheet created by running the "Inv Template" report size option.
     
  3. Equipment Summary Template
    A spreadsheet created by running the "Eqp Template" report size option.

 

 Daily Detail PDF

 

Description
The required MPM daily detail invoice is a CHEMS full detail, don't combine sub-jobs, expanded size invoice saved in PDF format. Setup your invoice run as shown above by selecting the options outlined below.

  • Report Options
    Select "Full Detail" for all report option breakdowns, specify the date range and invoice month and year.
     
  • Report Control
    UN-check the "Combine Sub-jobs" box, Check the "Summary Sheet" and "DOT Information" boxes
     
  • Selected Items
    Select all activity codes and then select by either by job type or job number, whichever is easier to pick the desired type of project you will be submitting.  RMA, DMA or TMA.
      
  • Output Options
    The output device should set to "Screen" and the size set to "Expanded".

  Use the 'F6' key and select "Full Detail" to quickly set all breakdowns to "Full Detail".

 


Create and Save the Daily Detail PDF

  1. Run the actual invoice by hitting 'F9' or clicking on "Save/Run".

     
  2. Select the correct job numbers or type(s) for the invoice you are submitting. RMA,DMA or TMA. An easy way to select by project ID is to sort the Job Number selection box by Project ID by dragging the RMA column to the left most side and the popup will sort by project ID. Scroll down and highlight the desired projects for this invoice submission.  Shift-Click on the first and last project ID in a range to highlight a block of projects, click OK. The invoice will run and show on the preview screen.

       
  3. To save the invoice as a PDF click the printer icon on the upper left corner of the preview screen to open the printer options box. 

      
  4. Check the "Print to File" box and select the PDF file type, specify a valid filename / location and click on OK to create the PDF file. Be sure the file extension (The dot and what follows the name itself) matches the type of file you selected.  In this case the extension should be ".pdf"

 

Invoice Cost Summary Template

 

Description
The required MPM invoice cost summary template is a CHEMS full detail, don't combine sub-jobs, Inv Template  size report saved as an XLS data file. Setup your cost summary template  run as shown above by selecting the options outlined below.

  • Report Options
    Select "Full Detail" for all report option breakdowns, specify the date range and invoice month and year.
     
  • Report Control
    UN-check the "Combine Sub-jobs" box, Check the "Summary Sheet" and "DOT Information" boxes
     
  • Selected Items
    Select all activity codes and then select by either by job type or job number, whichever is easier to pick the desired type of project you will be submitting.  RMA, DMA or TMA.
      
  • Output Options
    The output device should set to "Screen" and the size set to "Inv Template".

 

Create and Save the Invoice Cost Summary Template

  1. Run the template report by hitting 'F9' or clicking on "Save/Run".

     
  2. Select the correct job numbers or type(s) for the invoice you are submitting. RMA,DMA or TMA. An easy way to select by project ID is to sort the Job Number selection box by Project ID by dragging the RMA column to the left most side and the popup will sort by project ID. Scroll down and highlight the desired projects for this invoice submission.  Shift-Click on the first and last project ID in a range to highlight a block of projects, click OK. The invoice will run and show on the preview screen.

     
  3. To save the template as a XLS data file click the printer icon on the upper left corner of the preview screen to open the printer options box. 

      
  4. Check the "Print to File" box and select the XLS Data file type, specify a valid filename / location and click on OK to create the template file. Be sure the file extension (The dot and what follows the name itself) matches the type of file you selected.  In this case the extension should be ".xls"

  

Equipment Summary Template

 

Description
The required MPM equipment summary template is a CHEMS full detail, don't combine sub-jobs, "Eqp Template" size report saved as an XLS data file. Setup your equipment summary template  run as shown above by selecting the options outlined below.

  • Report Options
    Select "Full Detail" for all report option breakdowns, specify the date range and invoice month and year.
     
  • Report Control
    UN-check the "Combine Sub-jobs" box, Check the "Summary Sheet" and "DOT Information" boxes
     
  • Selected Items
    Select all activity codes and then select by either by job type or job number, whichever is easier to pick the desired type of project you will be submitting.  RMA, DMA or TMA.
      
  • Output Options
    The output device should set to "Screen" and the size set to "Eqp Template".

 

Create and Save the Equipment Summary Template

  1. Run the template report by hitting 'F9' or clicking on "Save/Run".

      
  2. Select the correct job numbers or type(s) for the invoice you are submitting. RMA,DMA or TMA. An easy way to select by project ID is to sort the Job Number selection box by Project ID by dragging the RMA column to the left most side and the popup will sort by project ID. Scroll down and highlight the desired projects for this invoice submission.  Shift-Click on the first and last project ID in a range to highlight a block of projects, click OK. The invoice will run and show on the preview screen.

     
  3. To save the template as a XLS data file click the printer icon on the upper left corner of the preview screen to open the printer options box. 

     
  4. Check the "Print to File" box and select the XLS Data file type, specify a valid filename / location and click on OK to create the template file. Be sure the file extension (The dot and what follows the name itself) matches the type of file you selected.  In this case the extension should be ".xls"

 

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