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Procore (en-GB)

Create a Payment Application for Release of Retention

Objective

To create a subcontractor payment application for the release of retention.

Background

Things to Consider

  • Required User Permission:
    • To create a payment application to release retention (both before and/or after the billing date has passed) from the Invoicing tool, 'Admin' on the Commitments tool.
      Note: Access permissions on the Invoicing tool for the steps below is governed by the user's permissions on the Commitments tool. 
      OR
    • To create a payment application to release retention (only before the billing date has passed), 'Standard' on the Commitments tool. 
      AND
      • You must be listed as a member of the Private drop-down menu for the specific commitment. This also lists your user name as a Payment Application Contact on the commitment. 
         Note
        Your ability to perform certain tasks with the Invoicing tool depends on the access permission you've been granted to the Main Contracts or Commitments tool, as well as the privacy and payment application contact settings set on each main contract or commitment that you are working with. To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Payment Applications.

         

Steps

  1. Navigate to one of the following tools:
    • If you have 'Admin' permissions on the Commitments tool:
      Note: Access permissions on the Invoicing tool for the steps below is governed by the user's permissions on the Commitments tool. 
      1. Navigate to the project's Invoicing tool.
      2. Click the Subcontractor tab.
      3. Click the link that corresponds to the commitment to work with.
    • If you have 'Standard' or 'Read Only' permissions on the Commitments tool:
      1. Navigate to the project's Commitments tool.
      2. Under 'Committed - Summary,' click the link that corresponds to the commitment to work with. 
  2. Click Create Payment Application
    Note: This button is only available when a commitment is in the Approved status.
  3. Enter the following in the 'Create New Payment Application' page:
    1. Billing Period. By default, the system creates the payment application in the current billing period. See Start a New Billing Period and Send Payment Application Emails and Create Automatic Billing Periods.
    2. Payment Application #. Enter the payment application number for the payment application.
    3. Payment Application Start. This value is typically prefilled with the date enter by the contractor.
    4. Payment Application End. This value is typically prefilled with the date enter by the contractor.
    5. Billing Date. This value is typically prefilled with the date enter by the contractor.
  4. Click Save as Draft.
  5. In the payment application, click the Detail tab.
  6. Click Edit.
  7. In the Retention - Released this Period columns, enter the retention amount to be released.
    Note: The Retention - Currently Retained column shows what retention is being withheld.

    released-this-period.png

     
  8. If the contractor will create a payment programme once the payment application is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column.
    • NOTE: In order for the 'Subcontractor Claimed This Period' column to appear, the payment programme feature must be enabled in the Payment Application tool’s configuration settings. See Configure Settings: Payment Applications.

subcontractor-field.png

  1. Click Save.
  2. If the contractor requires the payment application to be signed, complete the following steps:
    1. Choose Export > PDF.
    2. Sign the PDF.
  3. Click the Summary tab.
  4. Click Edit.
  5. In the Attachments section, upload any required backup documentation, such as lien waivers and the signed export PDF.
  6. Choose from the following options:
    • If you are ready to submit the payment application to the contractor, click submit for Review. This changes the payment application status to Under Review
    • If you are NOT ready to submit the payment application, click Save. This sets the payment application status to Draft.
      Note: Once you submit the payment application to the contractor, you will no longer be able to edit it unless the contractor changes the status Revise & Resubmit.