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Set or Release Retention on a Subcontractor Payment Application

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Objective

To set or release retention for line items on a subcontractor payment application from the Project level Payment applications tool. 

Background

In Procore, the term Retention refers to the practice of withholding of a portion of a contract amount until the work is deemed satisfactorily complete. The withheld amount is specified in an agreement between the contracting party (the party paying for the work) and a contracted party (the person or company performing the work).  A common practice is to withhold 5-10% of a contract's total value until a milestone is reached. Then, the withheld amount can be released as a progress payment. When work is substantially complete, the withheld amount can be released as a final payment. 

Things to Consider

  • Required User Permissions:
    • To set and release retention when editing the most recent payment application before, during or after the billing period's 'Due Date':
    • To release retention when editing the most recent payment application during the current billing period:
      • You must have 'Standard' level permissions on the Project level Commitments tool. 
        AND
      • You must be added to the 'Private' drop-down list on the commitment. 
    • Read about required user permissions for downstream collaborators: Show/Hide  
      • Some Procore customers choose to provide their downstream collaborators with access to the Project level Commitments tool:
        • To modify retention amounts on the most recent payment application before the billing period's 'Due Date':
          • You must be an payment application contact on the commitment.   
            AND
          • You must have 'Read Only' level permissions on the Project level Commitments tool. 
  • Additional Information:
    • If there are multiple payment applications for a single billing period, you can only edit the billed amounts on the most recent payment application.
    • If you are adding a payment programme after the payment application is approved, enter the amount for the work you are claiming this period in the 'Proposed Amount' column of the payment application detail. To learn more, see Create a Payment Programme. 
    • You can also manage withholding using the sliding scale retention feature. To learn more, see What is sliding scale retention?
    • To learn how to create a payment application to release retention on a final billing, see Create a Subcontractor Payment application for Release of Retention. 

Steps

Place the Payment application BOQ in Edit Mode

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab. 
  3. In the table, locate the payment application that you want to edit.
  4. Click the Payment application # link to open it. 
  5. Scroll to the Bill of Quantities section.
  6. Click the Edit button.

Set and Release Retention on BOQ Line Items

If you want to set and release retention on the line items in the BOQ, follow these steps:

  1. Choose from these options to select the line items:
    • To select all of the line items in the BOQ, click the tickbox in the 'Item Number' header of the data table. 
      OR
    • To select individual line items, mark the tickbox(es) in the 'Item Number' column for the desired line item(s). 
  2. In the Bill of Quantities, click the Edit button. 
  3. Optional: If you are a payment application administrator who wants to set the retention for the payment application, do the following: 
    • Mark one or more Item Number tickboxes. Then click the pencil icon above the data table in the Bill of Quantities. 
      This opens the Edit pane on the right side of the page. 
    • Enter the retention values to apply to the selected line item(s):
      • Work Retention This Period (%). Enter a percentage amount to indicate the percentage of work retention to be released this billing period. 
      • Retention Released. Enter a percentage amount to indicate the percentage of retention released.
      • Materials Retention (%). Enter a percentage amount to indicate the percentage of work retention to be released this billing period. 
    • Click Apply. 
  4. Choose from these options for entering work retention:
    • Work Retention This Period (£). Shows the currency amount for the work retention this period. The value that appears here is based on your entry in the 'Work Completed this Period' column. An entry in this cell lets Procore automatically calculate the percentage value in the 'Work Retention This Period (%)' column. 
      OR
    • Work Retention This Period (%). Enter a percentage amount for the work retention that you are requesting to be released this period. An entry in this cell lets Procore automatically calculate the currency value in the 'Work Retention This Period (£)' column. 
  5. In the Total Retention Released column, enter the total amount of work retention being requested for release on the line item. 
  6. Choose from these options for entering materials retention: 
    • Materials Retention (£). Enter a currency amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column. 
      OR
    • Materials Retention (%). Enter a percentage amount for the material retention that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retention This Period (%)' column. 
  7. In the Total Retention column, Procore calculates the sum of the 'Work Retention This Period (£)' amount plus the 'Materials Retention (£)' amount to represent the total retention amount on the payment application.