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How does Procore automatically complete amounts on an owner payment application?

Background

When creating an owner payment application, Procore saves time by automatically completing the data you see on the payment application by pulling data from other Procore tools. This includes:

Answer

After you create a main contract payment application, a confirmation prompt asks you to decide if you want Procore to automatically complete the fields in the payment application the amounts entered in your project's CVs, direct costs and payment applications.

prefill-owner-payment application.png

When responding to this message, you have these choices:

 
 

  • Cancel. Closes the window.
  • No Thanks. Does NOT allow Procore to automatically the payment application. 
  • Yes. Allows Procore to automatically complete the amounts on the payment application. Procore includes only amounts for the current billing period. The payment application is designed to bill by 'Division' and 'Cost Code.' It also automatically includes data from the 'Work Complete' and 'Materials Presently Stored' columns.
     Tip

    To ensure Procore includes the monetary values that you intend, ensure that the following items match the 'Division' or 'Cost Code' on the main contract's line item;

    • The cost code and cost type on the owner payment application should match the ones on the main contract.
    • The cost code and cost type on any direct cost line items should match the ones on the main contract.  
    When you click Yes on the confirmation message, the relevant payment application PDFs and any payment application and direct cost PDF attachments from the selected commitment billing period will combine into a single PDF file and automatically be attached to your new main contract payment application under the Attachments field. 

How Procore Uses Your Data to Autofill the Payment Application 

For Procore to properly complete an payment application using the amounts from your payment application and direct costs for a commitment's billing period, the following must be true:

For Direct Cost Amounts

  • Direct cost amounts must have a status of Approved.
  • The 'Received Date' must fall within the commitment billing period 'Start Date' and 'End Date.'
  • Only direct costs from the project's Direct Costs tool will copy. 
     Important
    For customers using the ERP Integrations tool, keep in mind that Procore does NOT copy ERP direct costs to owner payment applications.

For Subcontractor Payment Application Amounts

  • The subcontractor payment application must be associated with the selected commitment billing period.
  • The subcontractor payment application must have a status of ApprovedApproved as Noted, or Pending Owner Approval.
  • The subcontractor payment application should have at least one (1) line item.
  • The subcontractor payment application's line items must meet one of the following conditions: 
    • The cost code and cost type on the line item must match the cost code and type on either the subcontractor payment application and/or direct cost line item.
      OR
    • The cost code on the line item must be a member of the division. For example, let's assume there is a line item on a subcontractor payment application for cost code 03-300 and a separate line item for division 03. In this scenario, the amount on the line item for cost code 03-300 will be copied to the line item for division 03.
       Caution

      If a subcontractor payment application has multiple line items on a subcontractor invoice and/or direct cost line item that shares the same cost code and cost type, it is important to keep in mind that Procore will duplicate the amount on BOTH line items in the owner payment application, doubling the amount on the payment application.  To avoid this behaviour, it is important to ensure that you have only one line item per cost code/cost type combination.  

  • If you choose to compile your subcontractor payment application backup (see Compile Payment Application Backups), the compiled backup will be attached to your payment application. The compiled payment application backup will also include the DocuSign©  version of the PDFs (if the DocuSign© integration is being used). 

For Direct Costs and Subcontractor Payment Application Amounts

  • After an owner payment application is created, you cannot automatically copy values from subcontractor payment applications or direct costs to that payment application at a later time. Instead, you must manually enter the amounts.
  • Only subcontractor payment applications and direct costs amounts are copied. If the copied subcontractor payment application and direct cost are revised after the copy action is complete, the owner payment application is not updated with the revised amounts.
  • If a commitment's accounting method is Unit/Quantity-Based, only the value copies over. Quantity is NOT reflected in the owner payment application. See How do I set the accounting method for a commitment or main contract?

Additional Information

  • CV billed amounts are automatically filled in from the subcontractor payment application to the owner payment application when line items have the following:
    • The MCV and its corresponding CV need to be on the same line item as the change event that the items were created for (projects must have change events enabled).
    • Line items have variations broken down by line item. By default, this function is automatically enabled on Procore projects created on or after March 29, 2018. 
  • When automatically filling data, this data is copied from the commitment payment applications (or direct costs) and entered into the 'Detail' tab of your owner payment application:
    • Amounts from the 'Work Completed (This Period)' column on commitment payment applications and direct costs are copied into your owner payment application's 'Work Completed (This Period)' column.
    • Amounts from the 'Materials Presently Stored' column on commitment payment applications are copied into your owner payment application's 'Materials Presently Stored' column.