Create an Owner Payment application (Legacy)

Create the Payment application

1. Navigate to the project's Main Contracts tool.
2. Locate the contract to work with. Then click its Number link. 
3. Click the Create Payment application button.

    Note

   If you've already created the payment application for current billing period, click the Payment applications tab. Next, click the Edit button to open it. 
4. In the 'New Payment application (Payment Application)' page, do the following:
   • Commitment Billing Period
     Select the current billing period from the drop-down list. To learn how to create a billing period, see Create Billing Periods.
   • Payment application #
     Procore automatically assigns payment application numbers in ascending numerical order, starting with one (1). The number entered in this field does NOT affect Procore's default payment application numbering scheme and you can change it as you want.
   • Period Start
     Procore automatically populates this field with the selected billing period's start date. 
   • Period End
     Procore automatically populates this field with the selected billing period's end date. 
   • Billing Date
     Click the calendar control and choose a billing date for the payment application.
   • Status
     Procore automatically places the payment application in the 'Draft' status. Select a different status from the drop-down list. See What are the default statuses for Procore payment applications?
   • Percent Complete
     If previous payment applications exist, this field shows the percentage of work completed.
   • Attachments
     Click Attach Files or drag-and-drop any files to associated with the payment application in the attachments area.
5. Click the Create button. 
6. In the Do You Want to Pre-Fill the Owner Payment application? message, review the list of items that Procore will add to the payment application and compile a payment application backup from. Choose one (1) of these options to proceed:
   • Cancel. Click this button to cancel payment application creation. 
   • No Thanks. Click this button if you want to manually perform the data entry on the payment application. 
   • Yes. Click this button to allow Procore to automatically complete the payment application amounts as described in How does Procore automatically complete amounts on an upstream payment application? 
7. After Procore creates the payment application, you can preview it as follows:
   • Scroll to the Summary Preview area.

      Tip

     How does Procore calculate the 'Current Amount Due' value? To learn more, see How does Procore calculate a payment application's 'Current Payment Due' amount?
   • Ensure the payment application appears as expected. 

Edit the Payment application Line Items on the Detail Tab

If your Procore user account has been granted the required user permissions for viewing the Detail tab, you can update the payment application line items:

1. Click the Detail tab. 
2. Click the Edit button.
   
3. Enter data only in the YELLOW boxes:
   
   • Work Completed: This Period
     If you confirmed the option to automatically complete the owner payment application's amounts. See How does Procore automatically complete amounts on an upstream payment application?, the values from the 'Work Completed: This Period' column from any related subcontractor payment applications and any direct costs amounts are included in this column.
   • Materials Presently Stored
     If you confirmed the option to automatically complete the owner payment application's amounts. See How does Procore automatically complete amounts on an upstream payment application?, the values from the 'Materials Presently Stored' column in any related subcontractor payment applications are included in this column. 
   • Work Retention Retained this Period
     Enter a percentage or monetary amount for work retention retained this period. You can also set retention on all line items by entering a value into the right sidebar and clicking Set.
   • Materials Retention Retained this Period
     Enter a percentage or monetary amount for materials retention retained this period. You can also set retention on all line items by entering a value into the right sidebar and clicking Set. 
   • Work Retention $ Released This Period
     Enter a monetary amount of work retention released this period.
4. Scroll to the bottom of the payment application and continue with the next step.

Add Approved Variations to the Payment application

If a variation is in the 'Approved' status and has line items that impact a payment application, the system lists the variation in the 'Approved Main Contract Variations to Add to this Owner Payment application' table. If you want to add the variation to the payment application now, follow these steps:

1. Scroll to the bottom of the payment application's Detail tab.
2. Review the variation number, title and amount.
3. Optional: In the Add to Owner Payment application As column, click the Add to Payment application button.
   A GREEN banner confirms the payment application was added successfully. 
4. Continue with the next step.

Save the Payment application

To save your changes, click Save.