creating a zero cost invoice to bring CARS up to date

As a prime, one thing that you may be requested to do is to create a zero cost invoice.

One reason you may need to create a zero cost invoice is simply to create an invoice so you can include a subconsultant and submit up to WisDOT so they can get paid. While this may be easy to do, I do want to remind you to put in the percent complete when you are invoicing a lump sum or actual cost. If you do not, it will appear in CARS that you owe money, as your percent complete will be 0%, and your invoice will be negative. We don't want that. Just make sure you put in the same percent complete on the last invoice you submitted in CARS.

A second reason you may want to create a zero cost invoice is to catch CARS up money-wise. For instance, what if you are invoicing in CARS, but you have a subconsultant that is all done with their work? You can create an invoice in CARS indicating the sub has previously invoiced for "x" dollars. This will essentially get CARS all caught up, and your invoices will be easy for the WisDOT PM's who are approving invoices to understand how much money they have left on the entire contract.

You may also want to create a zero dollar invoice for your subs just to get them caught up. While this may be a pain, it will be nice to get this information into CARS. If you have a sub that invoices every three months, maybe it would be worth it for you or them to create a simple $0 invoice just to get CARS caught up with previously paid invoices outside of CARS.

Here is a video explaining how it is done.

I know I owe all of you another chance at learning more about CARS. 

My plan for training is this:

1 webinar which focuses on the questions you have

1 webinar to go through a traditional class, learn navigation, learn invoices, learn evaluations

Hoping to find time for some training classes at Hill Farms - 1 in late-June, 1 in July

Since CARS is mandatory for all July costs, the busy time will be in August when you are invoicing for July's costs.

A link to all firms in CARS is here.

A link to the CARS Training Videos is here.

getting the information to create your XML

This is going to be an open ended blog. If you need help knowing the four components for your XML, please let me know. I can run a database query to get all that information for you. To be successful at XML, you will need to know this:

1. The basis of payment
2. overhead rate type
3. contract function
4. DBE status

Those four components need to match exactly in your XML as they are in CARS.

Knowing this information ahead of time, rather than clicking through each contract will help you quickly understand how to create your XML.

A link to the CARS training videos is here.

A link to the firms in CARS is here.

Mandatory CARS Implementation has been set

CARS Implementation has now been set. You can find more information in the Frequently Asked Questions part of the CARS Website

Now a quick tip to help clarify an issue that is coming up now and then.....

When you are starting your first invoice in CARS, you are prompted with the question if you have invoiced previously outside of the CARS application.

If you answer yes, you need to make sure you are including only the amount YOU have been paid, not your subs, not your subs of subs. When your subs start an invoice in CARS, they will also be prompted with this question, and they will in turn put in their previous paid amount.

The list of firms in CARS is here.

The training videos can be found here.

having everyone on board

I know there are some firms that are now requiring all their invoices to be done in the CARS application. There may be some firms that are not aware of CARS, how it works, or what it is all about.

The first thing a firm unfamiliar with CARS will need is the ability to get in. The link to the form to get the vendor administrator into CARS can be found on the CARS Website. The form DT1522 needs to be filled out and sent to the email address found on the form. When they send it in, it gets processed almost immediately.

If you have been using CARS, and are familiar with the application, we would appreciate your assistance with helping all the new users on the ins and outs of the application. The training manual is also able to assist a new user. Of course, you can always direct them to me too.

Another thing, I know there are some firms that are using CARS for all their invoices, and others that aren't. If your firm is a subconsultant and you are submitting an invoice to a firm that is not using CARS for invoicing, please stop. As a subconsultant, I want to make sure we are not creating orphaned records in CARS. These will only create issues down the road.

The message is, as a sub, make sure your prime is all on board with creating the invoice through the CARS application. If not, please continue to invoice the traditional paper way.

A link to firms in the CARS Application is here.

A link to the training videos is here.