Creating and Linking a Declaration

Please note that the Declaration feature is only available to customers subscribing to the Advanced or Enterprise plans of the Aidi platform.

Declarations of contract are used by subcontractors who do not deal directly with the construction owner who is the subject of the contract. A subcontractor can declare his contract to the construction owner before starting work, in order to register a legal hypothec.

The purpose of the declaration is to inform the owner of a building under construction that, in the event of a dispute, they will have to withhold a sum sufficient to pay the subcontractors, if necessary, from the contract price. Follow-up on declarations and discharges is an important element in ensuring that subcontractors and suppliers are paid.

Objective with Aidi

Aidi allows you to record and track the declarations received, associating partial discharges as intermediate payments are made and a full discharge when the subcontractor has been paid in full. Once entered, all denunciations and discharges can then be summarized by project and reported in the project list. In order to be able to enter declarations and discharges, a user must have the necessary permissions. 

Creating a declaration

Declaration associated with a parent declaration

Declaration list

Creating a Declaration

Access the Declarations page from the Execution menu and click on the Create button in the top right-hand corner. The purpose of this page is to document the declaration associated with a project, to facilitate follow-up.

1. In the creation modal, select the project if it is not already entered.
2. The sender is the subcontractor who declares his contract. This supplier may not be defined in the Aidi Supplier list.
3. The supplier is the general contractor for whom a purchase order is issued. The subcontractor is hired and paid by this supplier.

✏️Note: A declaration is associated with a supplier, not a purchase order.

4. You can associate a declaration with another declaration to define a parent/child structure.
5. Declaration date
6. Declaration amount
7. Save

8. The blue fields in the image below can be modified at any time. It is possible to enter an Adjustment Amount if required. The Adjusted Total amount is calculated automatically.
9. After a discharge has been entered on an invoice, you'll find the discharge amount and the expected discharge here.
10. If additional fields have been configured in your Aidi environment, a Custom fields section is displayed after the Description section. Custom fields are specifics to your organization, so check your internal processes to find out how to complete this section.
11. Add documents or URL links related to the declaration.
12. The declaration can be deleted by a user whose role allows deletion.
13. A Word document with details of the declaration can be extracted if a letter template has been defined.

Once the declaration has been created, the declaration amount will be added to all invoices associated with the supplier mentioned in the declaration, in the Discharges section. This addition is made to both existing and future invoices.

Declaration Associated with a Parent Declaration

As mentioned previously, you can link declarations together and thus have a tree structure with parent and child declarations. 

Example: Subcontractor A issues a declaration for the value of the work he is carrying out, but subcontractor A hires subcontractor B for part of the work. Subcontractor B can also issue a declaration linked to that of subcontractor A, who hires him.

In the Description section of the "child" declaration, the sender of the parent declaration is displayed in the Link to field. Note that in the parent declaration the link is not visible.

In the invoice, the related declarations are displayed in the Discharges section in a tree structure where you have to expand the lines to see everything.

Declaration List

The declaration list displays important information, such as : 

1. The total amount of discharges recorded for this claim.
2. Discharge waiting amount.

The blue box in the image above shows that when there is an association between declarations, an arrow in front of the parent declaration opens the tree structure.

✏️Note: The amount of the sum of declarations associated with a project can be added to a customized view of the Project List or Portfolio.