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Procore (en-GB)

Set or Release Retention on an Owner Payment Application

Objective

To set or release retention for line items on an owner payment application with the Payment Applications tool. 

Background

You can use the steps below to:

  • Set the Retention Amount. Enter a percentage to calculate the withholding amount. This percentage will be applied to all of the line items on the payment application. For example, enter 10% to withhold 10% on each payment application line item. 
  • Release the Retention Amount. Enter a percentage to calculate the amount to release on the payment application. This moves the calculated amount from the 'Currently Retained' column to the 'Released this Period' column in the main contract. You can adjust this amount to perform a partial or full release as follows: 
    • A partial release indicates an amount is being withheld. For example, you would enter 50% if you are halfway through the project and your payment application is for a progress payment.
    • A final release means you are releasing the full amount and retention is no longer being withheld. For example,  you would enter 100% after all of a project's contractual obligations are substantially complete and your payment application is for final payment.

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.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Owner tab. 
  3. Locate the commitment that you want to work with. Click its link in the Contract column. 
  4. Click the Payment Applications tab. 
  5. Locate the payment application that you want to work with. Then click View or Edit
  6. Click the Detail tab.
  7. Click the Edit button in the payment application. 
  8. Choose one of the following:

Set Retention on All Line Items

  1. Under Set Retention on All Line Items, do the following:
    set-retainage.png
  2. Enter the percentage to withhold in the Work Completed box. 
  3. Click Set.
  4. Enter the percentage to withhold in the Materials Stored box. To learn more, see How do I bill for stored materials in Procore?
  5. Click Set.

Release Retention on All Line Items

  1. Under Release Retention on All Line Items,  do the following:
    release-retainage.png
  2. Enter the percentage to release in the Work Completed box. 
  3. Click Release

 

If you would like to learn more about Procore's payment application management software and how it can help your business, please visit our construction payment application management software product page icon-external-link.png.