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

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)
      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

Background

When creating an upstream payment application, Procore asks if you want to automatically populate the payment application with data from other Procore tools. This includes data from:

  • Subcontractor payment applications in the Approved, Approved as Noted, or Pending Owner Approval status for the same billing period as the owner payment application. 
  • Direct costs in the Approved status when the 'Date Received' is in the same billing period as the owner payment application.
  • Commitment variations in the Approved status that are also included on main contract variations for the same billing period as the owner payment application.

Answer

After you create an upstream payment application, a confirmation prompt asks you to decide if you want Procore to automatically complete the fields in the payment application using the amounts entered in your project's variations, direct costs and downstream payment applications.

 Important

To ensure Procore includes the intended monetary values on the upstream payment application, the following items must exactly match the 'Division' or 'Cost Code' on a contract's or funding's line item:

  • The cost code and cost type on the payment application must exactly match the cost code and cost type on a line item in the contract's or funding's bill of quantities.  For Procore to automatically complete the payment application with a specific division and cost code (01-100), the cost code must exactly match (01-100) a line item on the bill of quantities.
  • The cost code and cost type on any cost line item must exactly match the cost code and cost type on the contract or funding.  
Example

The example below shows the message prompt for automatically completing an upstream payment application. In this example, the message is for an upstream payment application created in the Main Contracts tool. 

prefill-owner-invoice.png

When responding to this message, you have these choices:

 
 
  • Cancel. Closes the window.
  • No Thanks. Does NOT allow Procore to automatically populate 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.

When you click Yes on the confirmation message, the relevant 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 upstream payment application under the Attachments field. 

How Procore Uses Your Data to Automatically Complete the Payment application 

For Procore to properly complete a 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' on the direct cost (see Create a Direct Cost) must fall between the 'Start Date' and 'End Date' of a payment application's billing period. See Manage Billing Periods.
  • Only direct costs from the project's Direct Costs tool are automatically populated. 
     Important
    • Users can work with their Procore point of contact to request that Procore's ERP team configure a setting in the hh2 synchronisation client to set the 'Accounting Date' or 'Transaction Date' from the Sage 300 CRE® contract as the 'Direct Cost Received Date' in Procore. This allows the job cost transactions from your ERP system to auto-populate the main contract payment applications in Procore for the relevant billing period. 
    • For customers using ERP Integrations, direct costs can only be automatically completed on an owner payment application when using certain Procore + ERP integrations. See Things to Know about Your ERP Integration for details. 

For Downstream Payment application Amounts

Downstream payment applications include both subcontractor payment applications and contractor payment applications created in the Project level Commitments tool.

  • The downstream payment application must be associated with the selected commitment billing period.
  • The downstream payment application must have a status of Approved, Approved as Noted or Pending Owner Approval.
  • The downstream payment application should have at least one (1) line item.
  • The downstream 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 upstream 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 downstream 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 downstream payment application has multiple line items on a subcontractor payment application 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 upstream 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 a payment application backup, Procore attaches the compiled backup to the downstream payment application. If the DocuSign© integration is being used, the backup also includes any PDFs. 

For Direct Costs and Downstream Payment application Amounts

  • After an upstream payment application is created, you cannot automatically copy values from downstream payment applications or direct costs to the upstream payment application at a later time. Instead, you must manually enter the amounts.
  • Only downstream payment applications and direct costs amounts are copied. If the copied downstream payment application and direct cost are revised after the copy action is complete, the upstream 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 upstream payment application. See How do I set the accounting method for a contract or funding?

Additional Information

  • Amounts billed for variations are automatically completed by taking values from the downstream payment application and including them on the upstream  invoice when line items have the following:
    • The contract or funding variation and its corresponding commitment variation must be same line item as the change event that the items were created. Keep in mind that your projects must have the Change Events tool enabled.
    • Line items have variations broken down by line item. By default, this function is automatically enabled unless your Procore project was created before March 29, 2018. 
  • When automatically completing data, this data is copied from the downstream payment applications (or direct costs) and entered into the 'Detail' tab of your upstream payment application:
    • Amounts from the 'Work Completed (This Period)' column on downstream payment applications and direct costs are copied into your upstream payment application's 'Work Completed (This Period)' column.
    • Amounts from the 'Materials Presently Stored' column on downstream payment applications are copied into your upstream payment application's 'Materials Presently Stored' column. 

See Also