Initiate Period Fields

The table on the Initiate Period page includes contract and organisational details. These are not editable.

SC (Subcontract number)

Subcontract number or purchase order number and contract description

Note: If the column includes ellipses (…), hover over the subcontract number to display the full contract description.

Organisation Name

Name of the Subcontractor participating on a project.

Contract Amount

Total amount of the subcontract.

Billed to Date

Amount invoiced to date (changes based on Period Context).

Remaining Balance

Amount left to bill on the contract (the total amount of work outstanding on the contract).

Retention Balance

Total retention held on the contract.

Choose Period Due Date

The date Subcontractor payment applications are due. The date:

Progress Billing Only

Limit the Subcontractor's billing to progress ONLY

Retention Billing Only

Limit the subcontractor's billing to retention ONLY.

Progress and Retention

Allow the Subcontractor to bill for progress and retention.

Full and Final

Auto-request previously held retention and reduce the Retention % to zero.

Specified Billing

Select the Specified Billing option in the row for an organisation to take control of Subcontractor billing. When Subcontractors are on Specified Billing, you will enter their payment application amounts for the period.

Turning on the Specified Billing setting when initiating a period will automatically turn the setting on for all following periods. If you do not want to control the Subcontractor's payment application in the future, you can turn off this setting.

Lock Payment Application

Lock a payment application to prevent Subcontractors from editing payment application details. In the Lock Payment Application column, choose Select All to lock all payment applications for a period, or choose a tick box in an organisation's row to lock an individual payment application.

Note: Only a Full and Final or Retention Only payment application option with a retention reduction can be locked at period initiation.

(Optional) Change Retention %

Enter a value in the Retention % column header to adjust the retention held for all participants in the current period, or enter a value in an organisation's line to affect a single subcontract. If the period allows retention billing, entering a lower percentage will also request previously held retention equal to the difference between the old and new value. This may pre-populate amounts in the Request Previously Held column of the Subcontractor's payment application.

A retention percentage on the Initiate Period or Manage Period Participants page becomes the new default value for the subcontract and will reflect on the Contract Maintenance page. Changing the percentage on the Contract Maintenance page will also change the value in the Retention % column on the Initiate Period and Manage Period Participants pages.

Note: Retention percentage changes are only available for projects using the Line Item Retention mode. Project Managers cannot adjust retention rates for projects with the Contract Level Retention (CLR) mode. The Retention % field will not be editable, but the table will show the current retention percentage set for the CLR contract.

(Optional) Retention Lock

Lock retention to prevent Subcontractors from requesting or changing retention held while entering a payment application. In the Retention Lock column, choose the Select All check box to lock retention for all invited Subcontractors. Choose a check box in an 's row to lock retention on a single contract.

Note: Subcontractors cannot manually bill for retention when retention is locked at period initiation