Recording Payments Made to Sub-Tiers
To record payment information:
- 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 progress claim is signed.
- 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 Claim link on the Tasks, Project Home, and Period Home pages.
- 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.
- 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.
- (Optional) Add Sub-Tier Subcontractors and Suppliers. Include all Suppliers and organisations you are going to pay through the project.
- Select Add New Sub Tier.
A dialogue box opens.
- In the dialogue box, enter the name of the Sub-Tier in the Organisation Name field.
Notes:
- If your Suppliers are required to statutory declarations 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.
- Enter Location information.
Required Fields:
- Country
- City
- State
- Postal Code
- Phone Number
- Tax ID
Optional:
- Address
- Contact Name
- 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.
- Select Add New Sub Tier.
- Select an organisation.
- In the Service field, enter a description for the services the Sub-Tier provided.
- In the Contract Amount field, enter the total expected value of the Sub-Tier's contracted services.
- In the Current Payment field, enter a payment amount.
If you are entering payment for a Statutory Declaration Only Sub-Tier (SD Sub), this payment amount will display on their statutory declaration when they are prompted to sign it.
- Confirm that the amounts are correct, and select the Save & Continue button to progress to the next step of your Billing workflow.
Note: The invoice is not submitted for payment until it is signed. Final invoices must be signed by the Subcontractor in order to be included in a draw.
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
- SD Sub (Statutory Declaration Only Sub-Tier): An off-system organisation that provides materials or additional labor for an on-system Subcontractor, is paid off-system, but provides statutory declarations through the system
- On-Sys: A Sub-Tier Subcontractor or Supplier that provides materials or additional labor for an on-system Subcontractor, provides statutory declarations 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 claim, 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 dollar 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)
Last Published Wednesday, July 10, 2024