Payment Application Business Process

Use the Payment Application business process to submit and approve payments to a commitment with a vendor (Contract). Usually only one Payment Application record for a specific Contract can be in process at any time.

Special Behaviors

For more information about using this business process (BP), such as working with Base Commits and Change Commits or importing and exporting information, see Payment Application Business Processes in the Unifier Essentials Business Processes Reference Guide.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Payment Application business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Creating a Payment Application Record

Create a Payment Application record by navigating to Actuals / Payment Application on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Payment Application task that has been assigned to you from the Tasks log.

Complete the Payment Application form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Actuals, and then select Payment Application.
  3. On the Payment Application page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Payment Application.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Payment Application but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Payment Application Form

Key Information

Key information about this Payment Application is provided below.

Field Name

Access

Description

Title

Required

Enter a title for the record.

Reference Commit

Required

Select the reference commitment (Contract) for this transaction.

Vendor Pay App No

Required

The vendor Payment Application number

Amount

Read-Only

Amount of this record or line item

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Payment Application Details

Details about this Payment Application.

Field Name

Access

Description

Invoice Date

Required

Indicates the last date of the billing period covered by the payment application (also known as the Period To)

Payment Due Date

Editable

The date the payment is due

Period Start

Editable

The start date for the Payment Application being billed

Period End

Editable

The end date for the Payment Application being billed

Payment Application Version

Editable

This field is optional. If a previous Payment Application has been rejected or canceled, you can increment the version in this field.

Financial Summary

Financial snapshot of the Contract and the impact of this Payment Application. It will be updated after the Payment Application Lines are updated.

Field Name

Access

Description

A. Original Commitment

Read-Only

The amount of the original contract

B. Total Approved Change Orders

Read-Only

The total amount of all approved Change Orders

C. Revised Commitment (A+B)

Read-Only

The revised Contract amount

Percentage Complete to Date (D / C)

Read-Only

The Total Completed and Stored to Date divided by the Revised Commitment

D. Total Completed and Stored to Date

Read-Only

The Payment Application total value for the Completed and Stored to Date, including the line items

Work Retainage %

Read-Only

The percentage retained for work or services. The default value is set in the project setting. Can be changed at the Contract level or Contract line-item level.

E. Total Work Retainage

Read-Only

The Payment Application total value for the Work Retainage, including the line items

Stored Materials Retainage %

Read-Only

The percentage retained on stored materials. The default value is a project setting. Can be changed at the Contract or Contract line item level.

F. Total Stored Materials Retainage

Read-Only

The Payment Application total value for the Stored Materials Retainage, including the line items

G. Total Retainage (E + F)

Read-Only

The Payment Application total value for the Retainage, including the line items

H. Total Earned Less Retainage (D - G)

Read-Only

The total amount that is earned, after subtracting the retainage

I. Total Previous Payments

Read-Only

The total of all previous payments against this contract

J. Current Payment Due

Read-Only

The current payment due date, from the line items of the Payment Application

K. Balance to Finish Including Retainage (C - I - J)

Read-Only

The balance to finish, including the retainage for this Contract

Description

Enter the description of this Payment Application. This information might appear in any formal printouts of this Payment Application.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Reference Contract Details

Details about the referenced contract are shown below.

Field Name

Access

Description

Contract Number

Read-Only

The unique number for the contract, which might come from a corporate financial system

Vendor Name

Read-Only

The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Contract Type

Read-Only

The type of contract

Payment Terms

Read-Only

The payment terms (in days) for this contract

Original Contract Completion Date

Read-Only

The target completion date of the original contract, prior to any change orders

Revised Contract Completion Date

Read-Only

The latest contract-completion date, based on all approved change orders

Change Order Details

Summary of the Change Orders against this Contract

Field Name

Access

Description

Add Change Orders

Read-Only

The sum of any positive Change Orders since the last Payment Application

Deduct Change Orders

Read-Only

The sum of any negative Change Orders since the last Payment Application

Previous Add Change Orders

Read-Only

The sum of previous positive Change Orders

Previous Deduct Change Orders

Read-Only

The sum of previous negative Change Orders

This Period Add Change Orders

Read-Only

The sum of the Add Change Orders minus the Previous Add Change Orders

This Period Deduct Change Orders

Read-Only

The sum of the Deduct Change Orders minus the Previous Deduct Change Orders

Vendor Information

Details of the Vendor for this Payment Application. If the Vendor has Unifier Essentials users, be sure to select them here so that they can see the contract.

Field Name

Access

Description

Legal Vendor Name

Read-Only

Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both.

Vendor ID

Read-Only

If Unifier Essentials is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank.

Vendor a Unifier User?

Required

Indicates whether or not the vendor should be CCed when the contract is approved. CCing the vendor allows the vendor to see the contract, with some restrictions, as well as to access the contract when creating Change Orders, Payment Applications, or other business processes.

Vendor User

Editable

Indicates whether the vendor is a user in the system

Vendor Contact First Name

Editable

First name of the main vendor contact

Vendor Contact Last Name

Editable

Last name of the main vendor contact

Vendor Contact Phone

Editable

Phone number of the main vendor contact

Contact Email

Editable

Contact email address for the main vendor

Vendor Address

Vendor address from the Contract

Field Name

Access

Description

Address

Read-Only

The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include contact name

City

Read-Only

City

State/Province

Read-Only

The state or province

State/Province - Other

Read-Only

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Country

Read-Only

Country

Zip/Postal Code

Read-Only

ZIP Code or postal code

MWBE Tracking

Tracks the Minority/Women-owned Business Enterprise (MWBE) eligible amount for this Payment Application

Field Name

Access

Description

Eligible Designations

Read-Only

MWBE designations eligible for this contract

MWBE Eligible Amount

Editable

Amount eligible for MWBE designation

Payment Processing

Information about the actual payment to the Vendor. This information might come from a corporate financial system.

Field Name

Access

Description

Payment No.

Editable

Indicates the payment number, which might include the check number, wire number, electronic funds transfer (EFT) number, and so on.

Payment Date

Editable

Date of the payment

Payment Processed Date

Editable

Date the payment was processed by the finance department

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Number

Read-Only

Unique Project Number

Project Name

Read-Only

Name of the project

Additional Information

The Payment Application Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Payment Application Date Picker UDF 1

Disabled

Reserved for future use by your organization

Payment Application Date Picker UDF 2

Disabled

Reserved for future use by your organization

Payment Application Decimal UDF 1

Disabled

Reserved for future use by your organization

Payment Application Decimal UDF 2

Disabled

Reserved for future use by your organization

Payment Application Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Payment Application Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Payment Application Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Payment Application Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Payment Application Picker UDF 1

Disabled

Reserved for future use by your organization

Payment Application Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Payment Application Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Payment Application Text 255 UDF 1

Disabled

Reserved for future use by your organization

Payment Application Text 255 UDF 2

Disabled

Reserved for future use by your organization

Payment Application Text 255 UDF 3

Disabled

Reserved for future use by your organization

Payment Application Text 255 UDF 4

Disabled

Reserved for future use by your organization

Payment Application Long Text UDF 1

Disabled

Reserved for future use by your organization

Payment Application Long Text UDF 2

Disabled

Reserved for future use by your organization

Currency

If the currency of this Payment Application is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Rate in Project Currency

Read-Only

Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed.

Project Currency Amount

Read-Only

This field shows the amount of the transaction, according to the project currency.

Completing the Payment Application Lines tab

Primary Section

Lists all the key information typically needed on a Payment Application continuation sheet.

Field Name

Access

Description

B1. Description (from Commitment)

Read-Only

The description of this Payment Application

C. Scheduled Value

Read-Only

The scheduled value of this Payment Application. This comes from the original contract and includes any adjustments coming from approved change orders.

D. Work Previously Completed

Read-Only

The sum of completed work covered by the previous payment application (columns D & E from the previous application). Values from column F (Materials Presently Stored) from the previous application may have been automatically moved here.

E. Work Completed this Period

Required

The work performed during the current pay period, including the value of materials incorporated in the project that were listed on the previous payment application under Materials Presently Stored (column F).

F. Materials Presently Stored

Editable

The value of materials presently stored for which payment is sought. This value covers both materials newly stored for which payment is sought and materials previously stored that are not yet incorporated into the project. Mere payment by the Owner for stored materials does not result in a deduction from this column. Only as materials are incorporated into the project is their value deducted from this column and incorporated into column E.

G1. Tot Compl & Stored to Date (D+E+F)

Read-Only

The total value of all previously completed work, work completed this period, and materials presently stored

G2. Percentage Complete (G1 / C)

Read-Only

The Total Completed and Stored to Date divided by the Schedule of Value (SOV)

H. Balance to Finish (C-G1)

Read-Only

The Schedule of Value (SOV) minus the Total Completed and Stored to Date (column G1)

Work Retainage %

Editable

The percentage retained for work or services. This value is inherited from the SOV and should only be changed with approval from the Owner.

Stored Materials Retainage %

Editable

The percentage retained on stored materials. This value is inherited from the SOV and should only be changed with approval from the Owner.

Retainage Details

Information about the Retainage on this Payment Application line item

Field Name

Access

Description

Total Retainage to Date

Read-Only

The total Retainage to date, including this transaction (Work and Stored Materials)

Previous Retainage Released

Read-Only

The retainage previously released, from the Schedule of Value (SOV)

Retainage Released (This Period)

Editable

Total value of retainage being released in the current Payment Application

Retainage Balance

Read-Only

The sum of the Total Retainage to Date minus the Total Retainage Released, including this period

Additional SOV Data

Remainder of the SOV fields

Field Name

Access

Description

Total Earned Less Retainage

Read-Only

The sum of the Total Completed and Stored to Date minus the Retainage Balance

Total Previous Payments

Read-Only

The total Previous Payments against this Contract, from the Schedule of Value (SOV)

Current Payment Due

Read-Only

The current payment due date, based on the Total Earned Less Retainage minus the Total Previous Payments

Balance to Finish including Retainage

Read-Only

The balance to Finish including Retainage, based on the Scheduled Value minus Total Earned Less Retainage

Remarks

Additional remarks about this item.

Field Name

Access

Description

Additional Comments

Editable

Any additional comments about the payment being requested this period

Owner Information

Information used by the Owner to track costs.

Field Name

Access

Description

Cost Code

Required

For owner use only. Enter a cost code for this line item.

Code Name

Read-Only

Populates the code name of the selected cost code

Change Order # (Manual)

Read-Only

If not using the automatically numbered change orders, tracks a change order number here.

Effective Date

Required

Enter the date this record takes effect.

Breakdown

Editable

Any breakdowns provided at the SOV level for each referenced Contract line item

Stored Materials Moved / Not Moved

Displays whether any stored materials were automatically moved over to Work Previously Completed, based on the "Keep Stored Materials" setting.

Field Name

Access

Description

Stored Materials (Moved)

Read-Only

Displays the value of Materials Presently Stored (column F) from the previous period that were automatically moved to the Work Previously Completed (column D) in this period.

Stored Materials (Not Moved)

Read-Only

Displays the value of Materials Presently Stored (column F) from the previous period that were carried over to the current period. The value of any materials that have been incorporated into the Project should be manually deducted from Materials Presently Stored (column F) and added to Work Completed this Period (column E).



Last Published Monday, April 14, 2025