Edit Payment Status
Use the Edit Payment Status screen to place and release payment holds.
- Overbilled Contract Tracking Hold—An automatic hold created if a Subcontractor's claimed amount is greater than the current contract value, based on the Payment Hold settings selected on the Project Settings screen.
- Stored Materials Tracking Hold—An automatic hold created if an invoice includes stored materials based on the Payment Hold settings selected on the Project Settings screen.
- Head Contractor Split Payment Tracking Hold—An automatic hold created when a split payment is made based on Payment Hold settings selected on the Project Settings screen; it is enforced until the Head Contractor releases the hold.
Tip
Progress Claim Tracking Holds do not appear on the Manage Payment Status screen unless the Project Manager chooses Invoice Payment Hold settings on the Project Settings screen.
- Subcontractor Split Payment Confirmation Hold—An automatic hold created when a split payment is made; it is enforced until a Subcontractor approves a split payment.
Note: Payment remains on hold until the Head Contractor releases the Head Contractor Split Payment Tracking Hold if the project includes the Track Split Payments setting.
- Discount Outside of Terms Hold—An automatic hold created when discount terms are made; it is enforced until a Subcontractor approves a discount..
- Statutory Declaration Tracking Hold—An automatic hold enforced when a hold is applied from the Manage Statutory Declarations screens.
- Sub-Tier Unconditional Statutory Declaration Hold—An automatic hold enforced when a Sub-Tier's unconditional statutory declaration has been requested on the Manage Statutory Declarations screen and is out of compliance.
- Sub-Tier Conditional Statutory Declaration Hold—An automatic hold enforced when a Sub-Tier's conditional statutory declaration has been requested on the Manage Statutory Declarations screen and is out of compliance.
- Document Compliance Hold—An automatic hold based on enforcement selections made when compliance requirements are set up
See Setup Document Requirements. - Pending Export Hold—An automatic hold placed on progress claims for which TPM has not received an export receipt from the Head Contractor's ERP. The hold is automatically released when TPM receives the export receipt. Head Contractors can use the Edit Payment Status page to manually release the hold. This hold is applied only if the Track Failed Progress Claims Exports setting is enabled on the Project Settings page.
- Variation Compliance Hold—An automatic hold enforced based on Hold settings selected on the Project Settings screen.
- Manual Hold Payment—A hold created by a user with the Manage Projects permissions:
- Can be placed any time until funds are disbursed.
- Does not require either Available to Pay or Requested payment status.
Place a Manual Hold
To place a hold the Place on Hold button on the Manage Payment screen must be active.
Conditions for Manual Hold
- The Subcontractor's claim is approved
- Payments have not been disbursed
- The payment status is Available to Pay or Requested
Add a Reason
In the Reason Field for the Manual Hold payment hold type, add a comment.
Choose the Place on Hold Button
- The button changes to Release.
- The Manage Period Payments screen shows the payment amount in the On Hold column.
Manage Period Payments.
Release a Hold
To release a hold the Release Hold button on the Manage Payment screen must be active.
Choose the Release Button
- The button changes to Place on Hold
- The Manage Period Payments screen shows the payment amount in the Available to Pay column.
See Manage Period Payments.
Automatic Payment Holds
- Document Compliance Payment Holds are automatically applied when a document uses the Withhold Payment enforcement setting.
Note: You can use the Edit Payment Status screen to release a Document Compliance Payment Hold.
See Applying Payment Holds for Document Compliance for more information on setting up compliance holds.
- Statutory Declaration Tracking Holds are automatically applied based on the Payment Holds Project Settings screen.
Note: You can use the Edit Payment Status screen to release Statutory Declaration Payment Hold.
See Configuring Statutory Declaration Payment Holds for more information on setting-up statutory declaration holds.
Other Actions
Payment Options
Use the Edit Payment Status screen to update the method used to pay an organisation. The Payment Options section on the upper right-hand side of the screen shows which payment methods are available.
- EFT—An electronic payment made using Electronic Funds Transfer
- Manual Cheque—A manual cheque sent to the Subcontractor outside the system
- TPA—An electronic payment provided from a third party Funder
Notes:
- The current payment method can be seen in the Progress Claim Remaining Balance section. The TPA Payment Method cannot be selected once another payment option is selected.
- ATL disbursers and owners disbursing funds to Head Contractors can use the Edit Payment Status page to switch payment option for individual HC progress claims from EFT to Manual Cheque. The change will not affect On System Sub-Tiers. Signed statutory declaration documents are removed when the HC's progress claim is switched to Manual Cheque payment option.
Partial and Split Payments
Use the Edit Payment Status screen to create partial payments, split payments, or joint cheques.
See Creating Partial Payments and Creating Split Payments and Joint Cheques.
Payment Due Date Information and Override
Projects that use the Calculate Payment Due Date setting display a Payment Due Date section on the right-hand side of the Edit Payment Status screen.
See Calculating Payment Due Dates.
It includes:
- Contract Payment Due Date Setting—The variable used to calculate when Subcontractor payments are due
- Edit Contract Settings link—A link to the Contract Maintenance screen; only Project Managers will see this
- Payment Due Date—The date Subcontractor payments are due
If the project uses the Allow Payment Due Date Override setting, this section also includes an Override Due Date button.
See Overriding Payment Due Dates for how to use this feature.
Owner Funding Information
Projects that use the Track Owner Funding Date setting display an Owner Funding Information section on the right-hand side of the Edit Payment Status screen.
It includes:
- Payment— The number assigned to an Owner's payment.
- Date Payment Received — The date an Owner's payment was received.
- Progress Claim— A unique number assigned to hte progress claim by the accounting system.
- Owner Funding Comment — Additional information regarding the funding (Optional).
See Configuring Owner Funding Settings.
Disbursement Comment
A Disbursement Comment addresses a specific payment and displays on the Authorise Payments screen, Manage Period Payments screen, and the Enterprise Wide Disbursement screen. Enter text into the Disbursement Comment field to add one.
See Authorise Payments, Manage Period Payments, and Enterprise Wide Disbursement.
Tip
Limit disbursement comments to 238 characters. Any comment longer than 238 characters may cause errors when generating reports.
Next: Use the Manage Period Payments screen to disburse project funds. Use the Enterprise Wide Disbursement screen to manage disbursements across multiple projects.
See Manage Period Payments and Enterprise Wide Disbursement.
Last Published Wednesday, July 10, 2024