The payment application tabs in Cost Management record incoming and outgoing money flow. You can track, schedule, and make requests for payment using a Cost Payment Application or a Budget Payment Application.
To effectively work with payments:
Payment applications can't exceed the value entered in the budget or contract by default. Allow overbilling from the More menu to accept a payment application that exceeds the budget or contract value.
The following image shows a typical workflow for requesting and receiving payments.
There can be more than one main contract setup. Multiple main contracts allow different billing schedules for different phases of the project or different subcontractors. The main contract is where the owner sees what they are paying for. See the Main Contract article to learn more.
Billing periods define the timeframe that a payment covers and must be defined before pay applications can be created. Learn more about billing periods. Each contract requires its own billing period.
Cost Payment Applications are sent from a subcontractor to a general contractor to request a payment.
Budget Payment Applications are sent from the general contractor to the owner to request a payment.
The tables in the Budget and Cost Payment Application tabs contain the following sections:
The values populate and move across the columns in the Budget and Cost Payment Application tabs. Hover over a column to see the logic behind it. Click the icon to see all available columns.
Here is a handful of helpful examples:
Unit Cost: Track how variable prices may affect your budget.
Claimed Work Completed: Add this column group when you want to create a cost or budget payment application document. Include the claimed amount and rejected reasons to satisfy the legal requirement.
Payment Ongoing: Check an amount in the column for each cost payment application to follow up and regularly push the payment to full paid status.
Materials Stored: Number of materials stored from the previous application, for this application, or currently on site and retained for the project. Learn more about materials in payment applications.
The Cost Payment Application tab offers a list view of every cost payment application for your project. However, it also has a detailed view, where you can review the info on any listed item. To see this view, click the icon next to a payment item.
In the detailed view of a cost payment application, you can, for example:
Learn more about cost payment application-related actions.
Payment applications can also be entered and managed in foreign currencies. Set up a foreign currency on the contract and associate it with the cost payment application. Within the Cost tab, select the Cost Payment Application subtab and open the details view for the appropriate supplier. Now you can send it to your foreign suppliers.
In the cost payment application's list view, the values are shown in the base currency. Hover over the icon to see the converted values and the current exchange rate. To edit the exchange rate:
In the detailed view of the cost payment application, you can:
The system will automatically recognize the currency set for a supplier within their contract, so Work Completed will be entered in the local currency. And the system will auto-convert it back to the project’s base currency.