Line items on payment applications have special functionality. Payment application line items are created automatically from the line items on the associated base commit and any change commits. The columns that appear on the grid (including formula columns) are part of the business process detail form design.
To enter line item information on a payment application
- In the Standard tab of the payment application business process form, click Add. This displays all the SOV lines with the selected Base Commit BP record in the upper form.
Notes:
- Depending upon the design of the BPs, some fields may be auto-populated with data from the base commit and change commit. For a field to auto-populate, the same data element must be used on the base commit, change commit, and payment application. Line items appear from the base commit and any change commits based on the statuses of those business processes, as designed in uDesigner.
- For classic Payment Applications BP, when the upper form has a DE which is configured as “Auto-populate <sum of all lines>,” the system will calculate the sum of all SOV line items. The system will not calculate the sum of all detail line items.
- Enter details for the line items that must be paid. You can enter values in any editable field on the grid.
- The grid is locked after the first five columns. To lock another column while viewing or editing data, you can drag the column from the unlocked part of the sheet into the locked part of the sheet. This layout will not be saved into the database.
- When you have completed editing the Line Items window, click Save.
- When the form is saved, lines that have payments are added to the grid.
- If a payment must be made in a subsequent step, click on Add again to re-invoke the SOV lines screen. All lines become visible and any lines that were previously added open up in edit mode.
A pen icon appears in the second column to indicate which rows have been modified. When a payment has been added and saved, the pen icon turns green. When the row is still being edited, the pen icon is yellow.
To Remove an SOV line that you added to the grid, click the trash-can button on the toolbar.
Errors
The first column of the payment applications grid is marked by an (x) icon and indicates errors within edited line items. An (x) icon appears in this column when rows have errors. To view errors in the log, click Check Errors or click on the (x) icon.
Payment Status
The second column of the payment applications grid is marked by a pen icon and indicates payment status. A pen icon appears in this column to indicate which rows have been modified. When a payment has been added and saved, the pen icon turns green. When the row is still being edited, the pen icon is yellow.
To undo line item changes without closing the Line Items window
In the Line Items window, click the Cancel button. Any line item information that you have entered or changed will be cleared, and the fields will revert back to their original values.
SOV type Payment Application and SOV line items type Individual commit line items
Note: The following applies when the "Update Auto-populate on payment application" option (in Options tab) is selected for a Change Order BP, in uDesigner.
When you create a new Payment Applications in your project (Payment Applications node), in the Line Items tab of the Create New Payment Applications window:
- The Description column and the Spend Category column are set to auto-populate from the Base Commit and receive the latest updated values from the Change Order that references this SOV line items.
- The Change Order then routes the record to the terminal status.
- The Description column and the Spend Category column are set to auto-populate from the Base Commit and receive the latest updated values from the Change Order that references this SOV line items.
When the auto-populated data elements are updated in referenced SOV line items (in the Change Order) and route to approved step, creating a new payment record elements that are set to auto-populate from Base Commit will be updated with the latest values from the Change Order. The new payment record elements will always get the values from the latest Change Order whenever these values are updated in the payment record. Upon routing the payment record to terminal status, it will further update the values in SOV line items.
Pending SOV type Payment Application, or SOV type Summary Payment Application, and SOV line items type Individual commit line items
Note: In the payment record, the values are auto-populated from the Base Commit if the "Update Auto-populate on payment application" option (in Options tab) is not selected for a Change Order BP, in uDesigner.
For a pending payment record, in the Line Items tab of the Payment Applications window:
- The Description column and the Spend Category column are set to auto-populate from the Base Commit and receive the latest updated values from the Change Order that references this SOV line items.
- The Change Order then routes the record to the terminal status.
- The Description column and the Spend Category column are set to auto-populate from the Base Commit and receive the latest updated values from the Change Order that references this SOV line items.
When the auto-populated data elements are updated in referenced SOV line items (in the Change Order) and route to approved step, the pending payment (after opening and accepting the task) will receive an SOV alert, if there is an SOV merge. When you click OK, the auto-populate data elements (from Base Commit) are updated with the latest Change Order in the grid, along with the latest SOV line items values.
If you open a pending payment which is in accepted state and navigate to the payment grid, then all of the existing payment lines will receive the latest values for the auto-populated data elements from the latest Change Order.
Summary Payment Applications behavior for Variable Unit Cost Lines
For the Variable Unit Cost line items, the Quantity this Period column is editable for both the summary and costed lines. You can enter quantity at the summary and push that quantity to the costed lines.
The Requested this Period amount will be calculated based on the Unit Price and Quantity this Period for each costed line. In the summary line item, the Amount this Period is populated with the sum of costed lines - unit price * Quantity this Period, and the request this period will be calculated accordingly.
In the Payment Applications for the Variable Unit Cost line items, the Amount this Period for the summary line will be calculated as sum of each costed line (uuu_unit_price * quantity this period), if "Total the cost breakdown values to line item" is in the design. The Amount this Period will be read-only for both the summary and the costed lines.
Amount this Period (uuu_spa_amt_tp)
This uuu_field DE will be calculated by the system in the summary line if you enter Qunatity this Period in the costed lines. The calculation of this field in summary line will be: uuu_spa_amt_tp = sum of each costed line (uuu_unit_price * quantity this period). In the design,the "Total the cost breakdown values to line item" must be selected. For costed lines, the uuu_spa_amt_tp DE value will always zero (0).
The same applies when you import the payment line items for Variable Unit Cost line items, using CSV or Restful services. The Amount this Period in summary line will always be the sum of each costed line (uuu_unit_price * quantity this period). For the costed line items, the uuu_spa_amt_tp DE value will be zero (0).
The Requested this Period will be calculated based on the user-defined formula, for both the summary and the costed line items, and % Complete to Date (for the summary and the costed line items) is calculated based on the existing formula as: % complete to date = (uuu_spa_prev_amt + (uuu_spa_qty_tp * uuu_unit_price) + uuu_spa_amt_tp + uuu_spa_other_tp + uuu_pa_mat_stored) / scheduled_value.
Note: The Percent Complete to Date field is read-only for the summary Variable Unit Cost line item.
Percentage Complete to Date
In the Create New Payment application with Summary grid, you can edit the value of the Percentage Complete to Date for the variable unit cost line items, when the Apply line item value of Percentage Complete to Date to costed lines check box is selected--and can push percentage down to the costed lines).
Note: In the Create New Payment application with Summary grid, the value of the Percentage Complete to Date for the variable unit cost line items is read-only if the Apply line item value of Percentage Complete to Date to costed lines check box is selected.
In the Create New Payment application with Summary grid, based on the value of the Percentage Complete to Date for the variable unit cost line items, the value of the Quantity this Period will get calculated for costed lines, and the value of the Amount this Period will be calculated for summary line.