Review Payment Applications as an Admin

Objective

To accept or reject individual payment application line items submitted for review on a subcontractor invoice.

Background

Project Managers and users with 'Admin' permissions on the project's Commitments tool have the ability to approve or reject individual line items on payment applications using the project's Invoicing tool. This tutorial shows you how to complete this review. 

Things to Consider

• Required User Permissions:
  • 'Admin' permissions on the project's Commitments tool. 

     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.
  • Prerequisites:
    • Create payment application contacts. See Add Payment Application Contacts to a Commitment.
    • Create a billing period. See Create Manual Billing Periods or Create Automatic Billing Periods.
    • Create a payment application. See Create a Payment Application on Behalf of a Subcontractor or Create and Submit a Payment Application as a Subcontractor
  • Additional Information:
    • Users with 'Standard'  permissions on the Commitments tool and users set as 'Payment Application Contacts'  for a commitment have permission to view the status of payment application line items on the Edit Payment Application page. 

Steps

1. Navigate to one of the project's Invoicing tool. 
2. Click the Subcontractor tab. 
3. Locate commitment that contains the payment application you want to review. Then click View. 
4. Click the Payment Applications tab. 
5. Locate the payment application to review in the list. Then click Edit.
6. Click   to approve or   to reject each line item.

    Notes

   • You have the option to add a comment to explain the rejection reason.
   • Your comments are NOT included in any email notifications sent from Procore to the subcontractor. 
   • Your comments will be included on Export PDFs for the payment application in the 'Reason for the Difference' area. See Export a Payment Application as a PDF, CSV or PDF with Attachments.
   

    Notes

   • If the 'Show Amounts Subcontractors Claim' setting is enabled (see Configure Settings: Payment Applications), the system displays the 'Subcontractor Claimed This Period' column on the Detail tab as shown below. The 'Subcontractor Claimed This Period' column reflects the amount submitted on the subcontractor payment application. To learn more, see Create a Payment Programme.
   • A user with 'Admin' permission can also adjust the values in the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts for the line item. 
   
   
7. Click Save. 
8. In the Finish Review window, do the following:
   1. Status. Select a status from the list.
      • If all line items have been accepted, the default setting is Under Review.
      • If one or more line items have been rejected, the default setting is Revise and Submit. The system also sends a notification email to the subcontractor to alert them about the need to resubmit information.
   2. Overall Comments. Enter any additional comments in this box. 
      
   3. Click Update.

See Also

• Create and Submit a Payment Application as a Subcontractor
• Create a Payment Application on Behalf of a Subcontractor
• Create a Payment Programme
• Export an Owner Payment Application as a PDF, CSV or PDF with attachments