Project Financials: Modernised Owner Payment application Experience (Beta)

This announcement represents a single point in time. Future releases may impact the information below.
Feature Announced: June 27, 2023  /  Beta Started: July 10. 2023  

Procore is modernizing the Main Contract tool's owner payment application experience. This update includes new features and requested enhancements to reduce the amount of time spent creating and managing upstream payment applications. Some of the key benefits of the update include:

• Automatically populating the payment application's bill of quantities with costs from the selected billing period. 
• Streamlined payment application creating and bulk-updating and grouping options. 
• Improved prefill logic and better attachment handling. 
• Enhanced configuration options to group and sort line items on the Bill of Quantities. 
• Bulk-select options to streamline data entry on multiple line items all at once. 
• Customise descriptions of work for export PDFs and export to an industry-standard or a customised configuration. 

Key Features

The following features are included in this release:

• Simplified Create Payment application Page
• Simplified Edit Payment application Page 

Simplified Create Payment application Page

A new experience streamlines the payment application creation process.  Procore continues to automatically create new payment applications in the Draft status. You can continue to assign your payment application a number and the current open billing period is automatically selected. To learn how to create a payment application, see Create Main Contract Payment Applications. 



The Create Payment application page contains these elements. 

Element	Element Type	Description
Payment application No.	Field	Enter the payment application number. This is a required field. See Create Main Contract Payment Applications.
Billing Period	Drop-down list	Automatically selects the current open billing period. See Create Billing Periods.
Populate the Bill of Quantities with Costs from the Selected Billing Period	Tickbox	Simply mark this box to automatically populate a payment application with cost amounts for the relevant billing period: Subcontractor payment applications in the Approved, Approved as Noted, and Pending Owner Approval status. See What are the default statuses for Procore payment applications? Direct costs in the Approved  status with a 'Received Date' in the billing period and a corresponding budget code from the Bill of Quantities in a main contract. See Create a Direct Cost.  Commitment variations billed on subcontractor payment applications with a corresponding main contract variation or a corresponding budget code in the main contract's Bill of Quantities. See Create a Commitment Variation. Commitments created from change events now use the same logic as commitment variations to populate the Bill of Quantities. A subcontractor payment application from the commitment must be in the Approved, Approved as Noted, and Pending Owner Approval status with a corresponding main contract variation or have a corresponding budget code in a main contract's Bill of Quantities. See Create a Commitment.
Include Backup from Direct Costs and Payment applications in the Selected Billing Period	Tickbox	Mark this box to upload attachments from related Project Financials tools that impact the billing period to a payment application. Automatic attachment uploads include: Subcontractor payment applications for the selected billing period in the Approved, Approved as Noted, and Pending Owner Approval status. See What are the default statuses for Procore payment applications? Direct costs with a 'Received Date' in the selected billing period and in the Approved  status with a corresponding budget code in the main contract's Bill of Quantities. See Create a Direct Cost.

Simplified Edit Payment application Page

Once created, you'll see a new page layout that organises all the information you'll need to submit to your project's upstream collaborator. 

Easy-to-Update Card Layout & New General Tab

A new General tab on the Edit Payment application page replaces the existing Summary, Detail and Configurable PDF tabs in the legacy experience. A new card layout breaks down your payment application's content into digestible bits to simplify data entry. In the General Information card, new payment applications are placed into the Draft status automatically at creation. Click the Edit button to update the card information. Information includes Status, Payment application No., Billing Period, Billing Date, Period Start and Period End dates. 

Convenient Summary Preview

Below the General Information card, an expandable Summary Preview provides a realistic view of the final payment application. Procore has also added a new Variation Summary table at the bottom of the page, to summarise any additions and deductions on the payment application caused by variations. See View a Summary Preview of an Owner Payment application. 

Flexible Bill of Quantities

Procore has updated the owner payment application's Bill of Quantities. You'll notice new data table features, new columns and new column labels designed to streamline data entry and improve flexibility.

Improved Data Table

New features for the owner payment application Bill of Quantities are detailed in the table below. An asterisk (*) in the table below indicates the feature is only available when the bill of quantities is in edit mode. Columns also include an enterprise-grade  Overflow menu to auto size, pin, sort and reset columns to their default settings. 

Feature	Feature Type	Description
Edit	Button	Click the Edit button to place the Bill of Quantities into editing mode. To learn more, see Edit Main Contract Payment Applications.
Column View When Exported	Menu	Select Industry Standard or Custom Configuration option from the drop-down menu to change the column layout of the data table and export PDF.  To learn more, see Export an Owner Payment application.
Search	Field	Enter a keyword or a phrase to search the data table for line items that match the criteria you enter.
Select Groups to Display	Menu	Select from a variety of standard and customisable grouping options to group the data table using column data.
Table Settings	Icon	Click the  Table Settings icon to choose the row height by clicking the Small, Medium or Large option. Use the toggles in the Configure Columns area to toggle columns ON (BLUE) or OFF (GRAY) configuration.
Expand Column Group	Icon	Click the  Expand Column Group icon to show all of the columns in that group.
Collapse Column Group	Icon	Click the  Collapse Column Group icon to show only specific column(s) in a group.
Open First Group	Icon	Click the  Open First Group icon to open the first group of columns in the data table.
Open All Groups	Icon	Click the  Open All Groups icon to open all groups of columns in the data table.
Close All Groups	Icon	Click the  Close All Groups icon to close all grouped columns in the data table.
Manage Custom Groups	Icon	In edit mode, click the  Manage Custom Groups icon to create and manage custom groups to customise how your bill of quantities line items are grouped in Procore or on PDF exports.
Assign to Custom Groups	Button	In edit mode, click the Assign to Custom Groups button to add or move selected items to custom groups.
Bulk Select Line Items and Edit Values *	Tickboxes	To edit line items in bulk, click Edit to place the Bill of Quantities into editing mode. Then select the desired line item tickboxes and click the Edit Values button that appears. This opens an Edit Values panel on the right side of the data table so you can edit values on multiple line items for bulk billing.

New Data Columns & Labels

The table below details the new columns in the Industry Standard view, which is listed as an option in the new Column View When Exported menu at the top of the Bill of Quantities. To customise the columns when viewing and when exported, click the Table Settings icon and then toggle the columns ON and OFF as described in New Data Table Features above. 

Column	Description
Item Number	Shows the line item number.
Budget Code	Shows the budget code.
Description of Work	Shows the description of the line item's work. Users can edit the default descriptions for each line item on the payment application.
Line Item Type	Shows the contract line item type:  BOQ or Variation.
Source	Provides a hyperlink to the line item's main contract or variation, so you can view the source.
Main Contract Value	Shows the original value of the main contract.
Change Value	Shows the value of any line items when from any variations. Not every line item on a payment application has a change value. Only line items from variations have a change value.
Bill of Quantities	Shows the sum of the 'Main Contract Value' and the 'Change Value'. Hover your mouse cursor over the tooltip for more information about this value.
Work Completed from Previous Application (£)	Shows the sum of any values in the 'Materials Presently Stored' column on related subcontractor payment applications.
Work Completed from Previous Application (%)	Shows a percentage value that corresponds to the values in the 'Materials Presently Stored' column on related subcontractor payment applications.
Work Completed This Period (£)	Shows the sum of any values in the 'Work Completed This Period (£) column on related subcontractor payment applications.
Work Completed This Period (%)	Shows a percentage value that corresponds to the values in the 'Work Completed This Period (%)' column on related subcontractor payment applications.
Previous Materials Stored	Shows a percentage value that corresponds to the values in the 'Work Completed This Period (%)' column on related subcontractor payment applications.
New Materials Stored	Shows the value that corresponds to the 'New Materials Stored' column on related subcontractor payment applications.
Materials Presently Stored	Shows the value that corresponds to the 'Materials Presently Stored' column on related subcontractor payment applications.
Total Completed and Stored to Date (£)	Shows the value that corresponds to the 'Total Completed and Stored to Date (£)' column on related subcontractor payment applications.
Total Completed and Stored to Date (%)	Shows the value that corresponds to the 'Total Completed and Stored to Date (%)' column on related subcontractor payment applications.

Updated Attachments Area

For better attachment handling, a new Attachments card lets users download any attachments in a ZIP file at the click of a link. Users can also click the Edit or Upload Attachments button pictured below, to upload new files. The tool automatically uploads any attachments associated with the open billing period from clearly marked sections for subcontractor payment applications or direct costs. It also adds identifying information to the beginning of Direct Costs attachment file names for easy visual identification. To learn more, see Create Main Contract Payment Applications.

New Save and Change Status Button

A new Save & Change Status button at the bottom of every owner payment application eliminates the need to change the status on the General Information tab at a later time. Now, you can simply click Save & Change Status to immediately update its status. To learn more, see Create Main Contract Payment Applications and Edit Main Contract Payment Applications. 

Example

The illustration below shows you the new Save & Change Status button at the bottom of every owner payment application. 

The example below shows you the 'Save Edits and Change Status' window.