Financial Management: New Admin View for Subcontractor Payment applications

Simplified Admin View for Creating & Editing Subcontractor Payment applications 

A redesigned 'New Payment application' page provides payment application administrators with a simplified layout, consistent formatting and a reduced number of data entry fields to streamline payment application entry. Administrators also have the option to save their updates as a draft to complete updates later or to simply click 'Save' to submit their payment application for review. See Create a New Payment application on Behalf of a Payment Application Contact. Automatic calculations also simplify data entry for progress billing, so you can input accurate bills based on your collaborators' work progress, track work completed against the plan and expedite regular payment installments to your collaborators. In addition, we've added new Edit buttons on the lower right corner of each section's card on the payment application. 

New Summary Preview Area

When reviewing a subcontractor payment application, a new expandable 'Summary Preview' area lets you see what your payment application actually looks like so you can review subtotals and grand totals. This new preview area is available in edit mode and also includes a 'Variation Summary' that summarises the payment application's totals for additions and deductions. See View the Summary Preview for a Subcontractor Payment application. 

Improved Bill of Quantities

A newly improved Bill of Quantities (BOQ) card provides you with the flexible column, row and layout options. It also provides improved options to enhance the data entry process and allows payment application administrators to edit the card when the payment application is in the 'Draft' or 'Revise and Resubmit' status. 

• Updated columns to better support the Amount-Based and Unit/Qty Based accounting method on commitment contracts (see How do I set the accounting method for a contract or funding?).
  • For contracts using the Amount Based accounting method, you have more flexibility when updating BOQ line items entering data in these columns: Total Progress %, New Quantity, New Value, Materials Stored, Work Retention (Amount), Work Retention %, Materials Retention (Amount), Materials Retention % and Released Retention. See Create a Payment Application on Behalf of a Payment Application Contact.
    
    
     
  • For contracts using the Unit/Qty Based accounting method, you can update BOQ line items Total Progress %, New Quantity, Work Retention (Amount), Work Retention %, and Retention Released. See Create a Payment Application on Behalf of a Payment Application Contact.
    

     Note

    For contracts using one accounting method with its variations using a different method, the editable line items on the payment application will depend on the line item.

• Set and Release Retention. To set and release retention on payment application line items, click the desired line items in the Bill of Quantities table to place a mark in the corresponding tickbox. Next, click the pencil icon above the BOQ table to open the 'Edit' pane on the right side of the page. You can then enter your retention values and click Apply to apply to update the selected payment application line items with the settings. See Set or Release Retention on a Subcontractor Payment application.
  
  
   
• Approve and reject payment application line items and add an optional rejection reason. To approve line items, click the GREY tick so it turns GREEN. To reject line items, click the GREY 'x' so it turns RED (pictured below). When rejecting a line item, you can also have the option to enter 'Reason' and click 'Add' to save it. See Review a Subcontractor Payment application as an Administrator. Payment application administrators can also review line items on any payment application and are no longer limited to reviewing only the most recent payment application. However, it is important to keep in mind that rejecting a line item will NOT change the value of the payment application. 
  
• Line item search. You no longer have to scroll through a long list to find the exact line item to update. A new magnifying glass icon at the top-left of the 'Bill of Quantities' area lets you enter keywords and quickly locate a specific line item. The new search feature uses the 'Description of Work' column as its search scope. See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• Personalised table settings. Click the new Table Settings  icon to reveal a new 'Table Settings' area in the right sidebar. In addition, new controls under the 'Configure Columns' section let you choose which columns to show and hide on the BOQ by moving a toggle switch to the left (hide) or right (show). The option at the top of the page lets you toggle the tables totals ON and OFF. In addition, a new vertical scroll bar also lets you move up and down the columns list. To quickly restore Procore's default column settings (which is to show all available columns) at any time, simply click Reset to Default. See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• Adjust row height. New 'Row Height' buttons let you choose a Small, Medium or Large row height for your line items (the default setting is Medium). See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• Group by column. All columns contain an 'Group By' option in the Overflow menu. This lets you group the table's data by the column you select. See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• Adjust column width. You can now adjust the width of a single column, hover your cursor over the right border of a column heading until the resize handle  icon appears. Then drag the handle to the left or right to set the desired column width. If you press the SHIFT key while holding down the resize handle, a blue outline appears over the active column to help you see your column adjustment. See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• Arrange columns using drag-and-drop. You can move a column to another position in the table, click and hold the desired column's heading. Then use a drag-and-drop operation to place in the position you want. See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• New column sorting options. To sort the table's data by a specific column, click any column heading to reveal a BLUE arrow to adjust the sort order of the contracts table. See Manage Rows and Columns in a Payment Application's Bill of Quantities.
  
• New overflow menu with additional column options. All columns also include additional column options. Simply click the vertical ellipsis  to reveal an Overflow menu with the additional options: Pin Column, Autosize this Column, Autosize All Columns and Reset Columns. See Manage Rows and Columns in a Payment Application's Bill of Quantities.

  

Configure Separate Billing for Stored Materials on Commitments 

For commitment contracts that require billing for stored materials, payment application administrators will be able to turn an 'Enable Billing Separately for Stored Materials' tickbox at the commitment level. On the contract's 'Advanced Settings' tab, these new settings allow you to control how entries in the 'New Materials' column behave from payment application to payment application. This column allows users to enter a 'New Materials' value for the current billing period. 

When you mark the new tickbox, the Payment applications tool automatically sets the value of the entry in the 'New Materials' column to zero (0) on the first payment application so that the payment application contact can update the entry to the appropriate value. It also adds a 'Materials Stored' column to the right of the 'New Materials' column. When a subsequent payment application is created, the value entered in the 'New Materials' column is reset to zero (0) and the value previously entered in the 'New Materials' column is automatically moved to the 'Materials Stored' column.

For more details, see How do I bill for stored materials in a subcontractor payment application?

Relocated Attachments Area

The attachments area has been conveniently relocated to the bottom of the payment application page. You can click the Attach Files button to open a separate window or use a drag-and-drop operation to attach files from your computer or network to the payment application, such as project files, lien waivers, delivery details, photos, diagrams and more. 

Send a Payment Application with DocuSign^©

Added February 7, 2022. The new view has been updated to support the Lien Waiver Management by Built integration with the Procore + DocuSign® integration. 

If your project team wants to collect signatures on your payment applications using the Procore + DocuSign^© integration, click the Send with DocuSign^© button at the top of the page. To use this button, the DocuSign^© integration must be enabled on the project (see How do I enable the DocuSign® Integration?) and the payment application must be in the Approved, Approved as Noted, or Pending Approval status. To learn more about the DocuSign^© integration and preparing envelopes for signature, see DocuSign®.