The first step in the Payment Applications business process workflow is the Creation step.
To create a new Payment Applications record:
- Go to your project. Ensure that you are in the User mode.
- Expand the Financial Transactions node and expand the Budget node.
- Select Payment Applications to Owner.
- From the BP log page, click Create.A new Payment Applications to Owner business process form opens. Complete the Upper form according to the Upper form table below. You must enter a value in all required fields before you can send the record to the next step in the workflow. If you save the form before you send it, Unifier will save it in your Drafts folder.
- In the Line Items section either click Add or Grid. The Line Items List opens.
- Complete the Line Items list according to the Line Items table below. You must complete all required fields before you can save the Line Items form.
- Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.
- If you are using the grid and do not click Save before closing it, you will lose your line item changes.
- The SOV structure is derived from the Payment Applications detail form.
- Complete the Line Items form according to the Line Items table below. You must complete all required fields before you can save the Line Items Grid.
- Click OK to save the Line Items.
- In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
- In Action Details, select who should receive the record.
- Click To... The User/Groups picker opens that shows a list of available task recipients.
- Select the user or group who will receive the task on the Approval step.
- Click Add.
- Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipients Tasks log.
- (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
- Click Send to route the record to the Approval step.
Upper Form
In this field | Do this |
|---|---|
Record Number | This is a read-only field that Unifier populates when you click Send. |
Title* | This is a required field - Enter a name for the record. |
Project Number | This field is auto-populated from the project. |
Project Name | This field is auto-populated from the project. |
Transaction Currency | This field is auto-populated from the contract. |
Creator | This is a read-only field that identifies the person that created the record. The field appears as a link to the creator's contact information. |
Creation Date | This is a read-only field that Unifier populates when you send the record to the next step in the routing. |
Due Date | This is a read-only field. Due Date shows when the record is due, based on the business process setup. If the record becomes late, Unifier displays the record Title in bold red. |
Status | This read-only field is blank while on the Creation step. The status will change when the task is accepted on the next step in the workflow. |
Amount | This is an auto-calculated field that shows the total amount of the line items. |
Other Details and Comments | Enter any additional comments. |
Contract/PO* | This is a required field - Select the reference contract. This selection drives contract-related field values. |
Contract No | This field is auto-populated from the contract. |
Contract Type | This field is auto-populated from the contract. |
Priority | This field is auto-populated from the contract. |
Vendor ID | This field is auto-populated from the contract. |
Contract Title | This field is auto-populated from the contract. |
Contract Date | This field is auto-populated from the contract. |
Expiry Date | This field is auto-populated from the contract. |
Vendor Name | This field is auto-populated from the Vendor record. |
Invoice Date* | This is a required field - Use the calendar icon to select the date of the invoice. |
Payment Due Date* | This is a required field - Use the calendar icon to select the date of the invoice. |
Work Retainage % | Enter the amount to retain from each payment. The Payment Applications SOV tracks retainage. |
Check No | This field is read only until the record reaches the End step, where you can manually enter the check number. |
Check Processed Date | This field is read only until the record reaches the End step, where you can manually enter the check processed date. |
Check Date | This field is read only until the record reaches the End step, where you can manually enter the check date. |
Original Contract Amount | Unifier auto-populates this value based on the contract selection. |
Net Changes by Change Orders | Unifier auto-populates this value based on net changes to change order amounts (additions and reductions). |
Revised Contract Amount | Unifier auto-populates this value based on the formula: |
Total Work Completed | Unifier auto-populates this amount based on the sum of line item entries from this business process. |
Total Retainage | Unifier auto-populates this amount based on the sum of line item entries from this business process. |
Total Earned Less Retainage | Unifier auto-populates this amount based on the sum of line item entries from this business process. |
Total Previous Payments | Unifier auto-populates this amount based on the sum of line item entries from this business process. |
Current Payment Due | Unifier auto-populates this value based on the line item amount, less retainage. |
Balance to Finish Plus Retainage | Unifier auto-populates this amount based on the sum of line item entries from this business process. |
Add Change Orders | Unifier calculates the value of this field based on a query defined in Configuration. |
Previous Add Change Orders | Unifier calculates the value of this field based on a query defined in Configuration. |
This Period Add Change Orders | Unifier calculates the value of this field based on a query defined in Configuration. |
Deduct Change Orders | Unifier calculates the value of this field based on a query defined in Configuration. |
Previous Deduct Change Orders | Unifier calculates the value of this field based on a query defined in Configuration. |
This Period Deduct Change Orders | This is a read-only field. The value is calculated using the formula: Deduct Change Orders<uconApvdDeductChgQE> - Previous Deduct Change Orders<uconPrvApvdDeductChgQE> |
P6 Activity | Select a P6 activity. |
P6 Planned Cost | This is a read-only field. |
P6 Planned Start | This is a read-only field. |
P6 Planned Finish | This is a read-only field. |
Item Logs
Line Items Tab
In this field | Do this |
|---|---|
General block | |
Cost Code* | This is a required field -Enter the cost code for this line item. You can either enter it directly or use the cost code picker. |
Code Name | The code name is auto-populated from the cost code. |
Short Description* | This is a required field - Enter a brief description of the item specified on the line item. |
Description | This is not a required field - Enter a description for the line item. |
Commit Short Description | Enter a short description for the commitment. |
Work Package | You can select a Work Package. |
Payment Application block | |
Scheduled Value | Unifier calculates the schedule value based on the formula (approved contract + approved change orders) for that contract. |
Previous Work Completed | Unifier carries forward the value from previous Payment Applications records. |
Work Completed (This Period) | Enter a value for the amount of work completed, (based on a portion, or all, of Item Quantity). |
Total Work Completed | Unifier calculates this value based on the formula (Previous Work Completed + Work Completed (This Period)) |
Percent Complete | Unifier calculates this value based on the formula (Total Work Completed / Scheduled Value )*100 |
Balance To Finish | Unifier calculates this value based on the formula defined by the user in the detail form of Payment Application. |
Previous Retainage | Unifier carries forward the value from previous Payment Applications records. |
Work Retainage% | Unifier auto-populates this field from the Upper form of this record. |
Retainage (This Period) | Unifier calculates the period retainage value based on the formula ((Work Completed (This Period) * Work Retainage%)/100) |
Retainage Released | Enter a value for the amount of retainage paid on this cost code. |
Total Retainage | Unifier calculates the total retainage value based on the formula (Previous Retainage + Retainage (This Period) - Retainage Released) |
Total Earned Less Retainage | Unifier calculates the total earned less retainage value based on the formula (Total Work Completed - Total Retainage) |
Total Previous Payments | Unifier auto-populates this value from the upper form of this record. |
Current Payment Due | Unifier calculates the currently due payment based on the formula (Total Earned Less Retainage - Total Previous Payments) |
Balance to Finish plus Retainage | Unifier calculates the balance-to-finish-plus-retainage value based on the formula (Scheduled Value - Total Earned Less Retainage) |
Total Payments | Unifier calculates the total payments value based on the formula (Total Previous Payments + Current Payment Due) |