Enter Payment Application Line Item Information

Line items on the payment application 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. If the Add All SOV Lines option is enabled for a Payment Application BP with individual commit line items or group by CBS Codes and the grid contains more than 3000 line items, the grid displays a maximum of 3000 line items by default; however, you can adjust the grid to display between 200 and 10000.

To enter line item information on a payment application:

  1. 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.

    Note: If the Payment Applications business process has been configured with Add All SOV Lines selected, the Add button in the Payment Grid will be hidden.

    • 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.
    • 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.
  2. Enter details for the line items that must be paid. You can enter values in any editable field on the grid.
  3. When you have completed editing the Line Items window, click Save.
    • Line items with payments are added to the grid, and the total payment per page is displayed.
    • If a payment must be made in a subsequent step, click Add again to re-invoke the SOV lines screen. All lines become visible and any lines that were previously added open 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.

The columns with decimal values preserve, or maintain, the decimal values specified in the data element of the following business processes and SOV types:

As a result, the system will not round the decimal value to two decimals, for the preceding DEs.

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 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 to their original values.

SOV type Payment Application and SOV line items type Individual commit line items

Note: Although the system supports the inclusion of Pull Down DEs (string or integer) on the payment detail form for use with Auto Population from an SOV Sheet, the Pull Down DE column cannot be added to the SOV Sheet from the SOV Structure. Because of this, the Pull Down DE in a line item cannot auto-populate a value from the SOV Sheet when a classic Payment BP record is created. Auto Population is only supported for decimal or current amount DEs.

Update Auto-populate on payment application option is enabled for a Change Order BP

The Update Auto-populate on payment application option (located on the Options tab) is enabled for a Change Order BP. When you create a Payment Application in your project (Payment Applications node), in the Line Items tab of the Create New Payment Applications window, the following information applies:

  1. 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.
  2. The Change Order then routes the record to the terminal status.
  3. 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 routed to the approved step, 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.

Add All SOV Lines option is enabled for a Payment Application BP

The Add All SOV Lines option (located on the Options tab) is enabled for a Payment Application BP with individual commit line items or group by CBS Codes. If the grid on the Line Items tab contains more than 3000 line items, the following information applies:

Pending SOV type 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 enabled for a Change Order BP.

For a pending payment record, in the Line Items tab of the Payment Applications window:

  1. 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.
  2. The Change Order then routes the record to the terminal status.
  3. 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.

Note: When performing an SOV merge, line-item-level validations will be bypassed. To prevent over-payments, ensure that appropriate rules are configured for the SOV remaining commit balance in the SOV sheet. While the SOV merge keeps data in sync between the SOV and payment lines, the system will not enforce validation rules unless the payment lines are manually edited.

If you open a pending payment that is in an accepted state and navigate to the payment grid, all the existing payment lines will receive the latest values for the auto-populated data elements from the latest Change Order.


Last Published Monday, April 14, 2025