Create a Payment Programme

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Note

The Payment Programme feature is designed for Procore users in Australia and New Zealand to satisfy the legal requirement to provide claimants with a payment programme. However, this feature is available for use by all Payment application Management users.

Objective

To create a payment programme for a subcontractor payment application.

Background

Construction businesses operating in Australia and New Zealand are creating payment programmes to facilitate the payment application approval process, as well as claims of work performed by downstream collaborators. In a typical payment programme workflow, downstream collaborators submit payment applications for work performed. The upstream collaborator reviews the payment application and approves the amounts on the claim. A payment programme is then created for the payment application to show the following information:

Claimed amounts
All 'Approved' amounts
Reasons for 'Rejected' amounts

Things to Consider

Required User Permissions:
- 'Admin' level permissions on the Project level Commitments tool.
Additional Information:
- To automatically notify an payment application contact by email when a payment application's status changes to 'Approved', see Configure Settings: Commitments.
- To define custom text for the footer on the payment programme's PDF export file, see Configure Settings: Commitments.

Prerequisites

Turn the 'Show Amounts Subcontractors Claim' setting ON. See Configure Settings: Payment applications or Configure Settings: Progress Billings.
Complete the steps in Create a Subcontractor Payment application.
For amounts to show on a Payment Programme, amounts must be entered in the 'Work Completed This Period' and 'Materials Presently Stored' columns on the payment application's Bill of Quantities. To learn how to enter these amounts, see:
- Create a Subcontractor Payment application
- Bulk Edit a Bill of Quantities

Steps

The steps that you use depend on which experience you are using.

Legacy Content

These steps describe how to create a payment schedule using the legacy experience for the Commitments tool. These steps will only be available for a limited period of time. For details, see Project Financials: Modernized Experience for the Commitments Tool.

Navigate to the Project level Commitments tool.
Click the Contracts tab.
Locate the commitment associated with the payment application that you want to create the payment programme for.
Click the commitment's Number link to open it.
Click the Payment Applications tab.
Choose from these options:
- Locate the payment application line item in the table. Then click the PDF icon on the right side of the line item.
  OR
- Locate the payment application line item in the table, then click its View button. Click the Export button and choose PDF from the drop-down menu.

The example below shows you a sample payment programme.

Limited Release

These steps below describe how to create a payment schedule using the modernized experience for the Commitments tool (see Project Financials: Modernized Experience for the Commitments Tool) and the modernized experience for subcontractor invoices (see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing).

Navigate to the Project level Commitments tool.
Click the Contracts tab.
Locate the commitment associated with the payment application that you want to create the payment programme for.
Click the commitment's Number link to open it.
Click the Payment Applications tab.
Locate the latest payment application in the Payment applications (Payment applications) table. The click the Payment application Position or Payment application # link to open it.

Tip
How do I find the latest payment application? Review the values in the Payment application Position column. Each payment application is assigned a number, in the order payment applications are created. This column sorts payment applications from newest to oldest by default. To change the sort order, click the Overflow menu in the column heading and choose one (1) of the Sort By This Column options.
In the payment application, click the Export button and choose PDF from the drop-down menu.