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 Commitments node.
- Select Payment Applications.
- From the BP log page, click Create.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. |
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. |
Vendor Name | This field is auto-populated from the Vendor record. |
Vendor Pay App No.* | This is a required field - Enter the vendor payment application number. |
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> |
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 (Scheduled Value - Total Work Completed) |
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) |