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Recording Payments to Sub-Tiers

To record your payment information to Sub-Tier Subcontractors:

1. Navigate to your Billing Workflow for Subcontractors
   • The action to Enter Billing Details for Period appears under Tasks. You can find it on the Tasks, Project Home, and the Period Home pages.

     Notes: 

     • The Enter Billing Details task remains available until the payment application is signed.
     • If the period has previously been rejected, a Re-enter Billing Details task will appear instead.
     • The name of this link changes depending on your workflow step. For example, you may see Record Sub-Tiers if you already entered progress or retention billing amounts.
   • If you are accessing your Billing Workflow as a part of the signing process, you will see a Sign Payment Application link on the Tasks, Project Home, and Period Home pages.
2. From your Billing Workflow, select the Record Sub-Tiers tab.

   Note: If the period does not include payments to Sub-Tier Subcontractors or Suppliers, select Proceed to confirm that you are not adding suppliers to a project before selecting the Save & Continue button to move on to the next step in the workflow.

3. (Optional) Add Sub-Tier Subcontractors and Suppliers. Include all Suppliers and organisations you are going to pay through the project.
   1. Select Add New Sub Tier.

      A dialogue box opens.

   2. In the dialogue box, enter the name of the Sub-Tier in the Organisation Name field.

      Notes:

      • If your Suppliers are required to sign VAT invoices on the system, use the auto-complete feature.
      • When you start entering an organisation's name, auto-complete shows a drop-down list of matching organisations on the system.
   3. Enter Location information.

      Required Fields:

      • Country
      • City
      • County
      • Postal Code
      • Phone Number
      • Tax ID

      Optional

      • Address
      • Contact Name
   4. Select Save.

      Organisation information displays in a table on the Record Sub-Tiers tab. If location is editable, you can select the pencil icon in the table to make changes.

4. Select an organisation.
5. In the Service field, enter a description for the services the Sub-Tier provided.
6. In the Contract Amount field, enter the total expected value of the Sub-Tier's contracted services.
7. In the Current Payment field, enter a payment amount.

   If you are entering payment for a VAT Invoice Only Sub-Tier (VAT Sub), this payment amount will display on their VAT Invoice when they are prompted to sign it. A VAT Only Sub cannot manually change their payment amount so if this value needs to be updated later, you will need to update it on the VAT Sub's behalf.

8. Confirm that the amounts are correct, and select the Save & Continue button to progress to the next step of your Billing Workflow.

   Note: The payment application is not submitted for payment until it is signed. Final payment applications must be signed by the Subcontractor in order to be included in a period.

Informational Fields

Users cannot edit the following informational fields:

• Org Status: Shows the relationship between the Sub-Tier and the Prime Subcontractor
  • Manual: An off-system organisation that provides materials or additional labor for an on-system Subcontractor
  • VAT Sub (VAT Invoice Only Sub-Tier): An off-system organisation that provides materials or additional labor for an on-system Subcontractor, is paid off-system, but provides VAT Invoices through the system
  • On-Sys: A Sub-Tier Subcontractor or Supplier that provides materials or additional labor for an on-system Subcontractor, provides VAT Invoices through the system and is paid through the system

    Note: On-System Sub-Tiers will display on the Record Sub-Tiers tab, but the fields are not editable.

    Did you forget to invite an On-System Sub-Tier?

    If an expected payment is not included on the Record Sub-Tiers tab, add a period participant. If you proceed to the signing step before approving a Sub-Tier's payment application, the Sub-Tier will be excluded from the period.

• Location: Displays the location entered in an on-system contract. This field is editable for Manual Sub-Tiers.
• Previously Paid: Shows the currency amount of the work billed for this line item, before the period
• Balance Due: Shows the amount left to bill on the contract (the total amount of work outstanding on the contract)

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Last Published Monday, February 5, 2024