Create a Record for a Payment Received

Objective

To create a record in the project's Payment Applications tool for a payment received from an owner invoice.

Background

An owner invoice is an itemized record of a financial transaction between a project owner and a company responsible for completing work. Typically, it is issued by a main contractor and submitted to a project owner to signal that payment is due for completed work. When you receive a payment from an owner,  you can create a record of that payment in Procore's Payment Applications tool using the steps below. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Main Contracts tool.

     Notes

    • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
    • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
      • A Procore User account.
      • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
      • Membership on the 'Private' list of a specific contract or funding
      • Designated as an 'Invoice Contact' on the contract or funding.

Prerequisites

• The project's main contract must be in the 'Approved' or 'Complete' status. See Approve a Main Contract.
• Create the payment application that you sent to the owner. See Create an Owner Payment Application.

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Owner tab.
3. Locate the owner payment application in the list. The click to open it.
4. Click Create Payment.
   
5. Complete the following fields:
   • Payment Application. Select the associated payment application from the drop-down list.
   • Date. Select a date that the payment was received. 
   • Payment #. Enter the payment number.
   • Payment Application #. Enter the payment application number for the payment, if applicable. 
   • Check #: Enter the check number for the payment.
   • Notes. Include any additional notes to provide details about the payment.
   • Amount. Enter the amount of the payment received. 
   • Attachments. Include any attachments related to the payment. For example, you might want to attach the check image or the payment application file. 
6. Click Add. The payment is listed under the 'Contract Summary Report' section in the 'Payments Received' column. 
   
7. Click Save.

    Notes

   • You will see a list of all payments received, which you can then export to a PDF by choosing Export > PDF. 
   • All payments received on the project are tracked in the Contract Summary Report in the Main Contract tool's General tab (see illustration below).

See Also

• Create an Owner Payment Application