Create Subcontract Payment Requests
Use the Subcontract Payment Requests page to view all Payment Requests by Subcontract Number with Project No., Subcontractor, Approved Request Amounts, Payment Status, and Subcontract Invoice Number.
To create new Payment Requests, use these steps:
Navigate to the Role Center > Subcontract > Subcontract Payment Requests.
To view existing Payment Requests, click the Subcontract link on the line to review.
To create a new Payment Requests, click New.
Select the Project from the Project No. drop-down field.
Use the Subcontract field drop-down to select the Subcontract Number.
If this is to be a final Payment Request on the Subcontract, select Final Payment.
Subcontract Payment Request
General FastTab
| Field Name | Description |
|---|---|
| Project No |
Specifies the Project for the Payment Request. |
| Project Description | Specifies information about the Project |
| Subcontract | Specifies the Subcontract for the Payment Request. |
| Subcontract Name | Specifies the Name of the Subcontract. Defaults from the Subcontract Card |
| Pay Req No | Specifies the system-generated unique number for the Payment Request. |
| Subcontractor | Specifies the Subcontractor who performs the work. |
| Subcontractor Name | Specifies the Name of the Subcontractor/Vendor assigned to the Subcontract. |
| Sub Pay Status | Specifies the Subcontract payment status. Populated from the Subcontract Card |
| - OK to Pay: The Payment Request should not be held up for any reason. | |
| - Hold Payment: Do not pay the request. | |
| Pay Req Status | Specifies if the Payment Request, is in process, waiting for approval, approved, or posted. |
| Final Payment | Specifies, if selected, that this is the final Payment Request for the Subcontract. |
Invoice FastTab
| Field Name | Description |
|---|---|
| Invoice Date |
Specifies the Invoice Posting Date. Defaults to current system date. |
| Invoice No | Specifies the Subcontract Invoice Number. |
| Purchase Invoice No. | Specifies the Purchase Invoice Number populated when the Payment Request is posted. |
| Purchase Credit Memo No | Specifies the Purchase Credit Memo Number populated if a Credit Memo is posted. |
| Override Vendor | Specifies an alternate Vendor to submit payment to for this request. |
| Terms | Specifies the terms to be used for payment of the request. Defaults from the Subcontractor Vendor Card. |
| Pay When Paid Invoice | Specifies the Customer Invoice that must be paid for the Payment Request to generate a Purchase Invoice. Select the customer invoice from the dropdown to link it to the Payment Request. |
| Posted Purchase Invoice No. | Specifies posted Purchase Invoice document number. |
Approval FastTab
Approvers listed here default from the Subcontract Card.
| Field Name | Description |
|---|---|
| Preparer |
Specifies the user preparing the Payment Request. |
| Approver 1 | Specifies the user who will perform as first level approver on this Payment Request. |
| Approver 2 | Specifies the user who will perform as second level approver on this Payment Request. |
| Approver 3 | Specifies the user who will perform as third level approver on this Payment Request. |
| Date Approved 1 | Specifies the date the Payment Request received first level approval. |
| Date Approved 2 | Specifies the date the Payment Request received second level approval. |
| Date Approved3 | Specifies the date the Payment Request received third level approval. |
Totals FastTab
The Totals FastTab displays information about the Subcontract, including the Subcontract Amount, Approved Requested Amount, Current Requested Amount, Current Retention, and Net Pay Amount which is the total amount to be paid to the subcontractor.
Payment Request Details FastTab
Use Payment Request Details FastTab to view or manage amounts to include in the current Payment Request. Use either of these steps to add transactions to the Payment Request:
Select Load Subcontract Items to display all lines from the Subcontract.
Lines can be deleted by selecting the line and selecting Delete Line or choosing the Line No. ellipsis and selecting Delete line.
- OR: Select Transaction Selection to choose from the Project Ledger transactions.
Select Transaction Selection to select from Project Ledger entries.
Tip
Populate the Total Request %, Request Units or Request Amount field to determine the amount to pay on the line item. The Net Pay Amount is updated on the line item, and in the Totals FastTab.
Tip
Payment Request Details fields populated from the Subcontract Card Details, where available: Subcontract Line No., Task, Task Description, Line Type, Item No., Gen. Prod. Posting Group, Subc Units, Subc Rate, Subc Amt, Retention, Project No., Subcontract, Cost From, Price From, Department Code, Customergroup Code.
Fields populated from Project Ledger transactions:
| Field Name | Description |
|---|---|
| Line No. |
Specifies the Line number of the Subcontract Payment Request. |
| Subcontract Line No | Specifies the Line number from the Subcontract Card, Subcontract Details. |
| Task | Specifies the Task number for this Payment Request line. |
| Task Description | Specifies the Description of the Task number on the Project. |
| Line Type | Specifies the Type of charge, Resource, Expense or Item. |
| Item No. | Specifies the Item associated with the Subcontract. |
| Gen. Prod. Posting Group | Specifies the Posting Group to be used for accounting when creating the invoice. |
| Subc Units | Specifies the Quantity for this line on the Subcontract. |
| Subc Rate | Specifies the Cost for this line on the Subcontract. |
| Subc Amt | Specifies the Amount (Subc Units times Subc Rate) for this line on the Subcontract. |
| Prior Amt | Specifies Amounts for this line that have been previously approved. |
| Total % Request | Specifies the Percentage of the Units for the Payment Request. When Percentage is used it will calculate the Request Units and Request Amt. |
| Request Units | Specifies the Units for the Payment Request. The number of Units will calculate the Total % Request and Request Amt. |
| Request Amt | Specifies the Amount for the Payment Request. When Amount is selected it will calculate the Total % Request and the Request Units. |
| Retention | Specifies the Retention Amount calculated for this line. |
| Net Pay Amount | Specifies the Request Amount less the Retention Amount. |
| Project No | Specifies the Project for this Payment Request. |
| Subcontract | Specifies the Subcontract for which payment is requested. |
| Cost From | Specifies where cost totals will take values from, either the detail records attached to the Subcontract or the Subcontract Purchase Invoice entries. |
| Price From | Specifies where prices will be obtained for invoicing the Customer - either from the detail records attached to the Subcontract or from the price entered on the Subcontract Lines. |
| Global Dimension 1 | Specifies the Global Dimension 1 for the Subcontract. |
| Global Dimension 2 | Specifies the Global Dimension 2 for the Subcontract. |
Select Submit when the Payment Request is complete.
Click Yes to message Do you want to submit the payment request xxxxxxx?