(Beta) Review a Subcontractor Invoice as an Admin from the Progress Billings Tool
Note
If you have the generally available version of subcontractor invoices, follow the steps in Review a Subcontractor Invoice as an Administrator instead of the ones below.Objective
Background
Things to Consider
- Required User Permissions:
- To review a subcontractor payment application as an admin from the Payment applications tool, 'Admin' level permissions on the project's Commitments tool.
- Additional Information:
- Payment application administrators can review line items on any payment application and are NOT limited to reviewing only most recent payment application. However, it is important to keep in mind that rejecting a line item will NOT change the value of the payment application.
- To learn how to review a project payment application using the project's Commitments tool, see Review Subcontractor Payment applications as an Administrator.
Prerequisites
Steps
- Navigate to one of the project's Progress Billings tool.
- Click the Subcontractor tab.
- Locate the payment application to review. Then click its Payment application # link.
- Scroll down to the Bill of Quantities card.
- Click the Edit button on the card.
- In the Line Item Approval column, approve or reject each line item on the payment application as follows:
Notes
As you review each line item, keep in mind:
- Payment application administrators can review line items on any payment application and are NOT limited to reviewing only most recent payment application. However, it is important to keep in mind that rejecting a line item will NOT change the value of the payment application.
- If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Proposed Amount' column appears. To learn more, see Create a Payment Schedule.
- The 'Proposed Amount' column can reflect what a payment application contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
- To learn more about the Schedule of Values in a subcontractor invoice, see Create an Invoice on Behalf of an Invoice Contact.
- To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
- To reject a line item:
- Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item.
This opens the Reason (Optional) box. - Enter a reason in the Reason (Optional) box.
- Click Add.
Important
- Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the invoice contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Invoice.
- Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item.
- Click Save.
- Scroll up to the General Information card.
- Click the Edit button.
- Change the status of the payment application as needed:
- If you reject any of the line items, Procore recommends setting the status of the payment application to 'Revise and Resubmit'.
- If you approved all of the line items, Procore recommends setting the status to 'Approved', 'Approved as Noted' or 'Pending Owner Approval' (depending on your situation).