Payment Forms

VIDEO | Payment Forms

Overview

An InEight Contract payment form is the form used to communicate with the Accounts Payable team, to ensure that invoices are paid. The payment form allows the Contract Manager to identify the work period represented by the invoice and to which line items the invoice should be applied.

As invoices are received at the jobsite, you can attach them to your payment form and allocate how much of the invoice will go towards your contract line items. As the contract manager, you can then submit the payment form for approval. Once the payment details are reviewed to validate the charges are correct and approved according to the project’s workflow assignments, the payment form will directly sync to your ERP (Accounts Payable) system for accounts payable to process. The ERP system will then send back an APAY number for reference on your payment form, along with the status of the invoice in the ERP system.

The following diagram illustrates the typical workflow for processing payments between InEight Contract and your ERP system.

Payment Workflow – InEight Contract and ERP

In a proxy ERP environment, the payment form is used to track line items for an invoice. Responses, such as status, are autogenerated.

The payment form is initiated at the project level, routed to your Business Services team for approval, and then submitted to Accounts Payable. A goods receipt or service confirmation must be completed (if required) before the Accounts Payable team will approve the pay form.

Add a Payment Form

The following steps walk you through how to add a new payment form to your contract.

Add a payment form

You can add a payment form when all invoices are received, and you want a standardized form to submit for approval.

On the Contracts register, select a contract.
Select the Payment forms tab, and then click the Add payment form icon.

The Payment form details page opens.
Enter payment form information.
Click Save.

If you leave the Payment form details page without saving, the details you added are discarded.

The default payment form automatically downloads as the cover letter.

Overview – Payment Form Header
	Field/Section	Function
1	Net payable	The total amount you are paying to the vendor towards the invoices on this payment form.
2	Remaining to allocate (pre-tax)	The total amount of this payment form’s invoices that are not yet allocated to contract line items. The value of this field must be zero +/- 0.00999 to start workflow, submit, publish, or execute the payment form. The +/- 0.00999 accounts for differences in decimal precision.
3	Previous gross	The total amount from the invoices of all payment forms submitted before the one you are currently on.
4	Current gross	The sum of the invoices attached to the payment form you are on.
5	To-date gross	The total of all invoices on all this contract’s payment forms. This is the sum of your Previous gross and To-date gross amounts.
6	Percentage complete	The percentage that the To-date gross is of your total contract amount (contract Current value).
7	Payment form status	Indicates if the payment form is new, in review, or submitted.
8	Tabs	The payment form is organized into three tabs: Details, Invoice Attachments, and Line Items.
9	Download payment form as PDF	Provides a PDF summary of the payment form, including line items, invoices attached, back charges, and approvers. This summary becomes the cover sheet for Accounts Payable when the form is submitted.
10	Cancel, Save and start approval and Save Buttons	These buttons allow you to cancel, save and begin approval or save the payment form.

Overview – Payment Form – Details Tab
	Field/Section	Function
1	Tabs	Tabs that let you add invoice attachments, line items and supporting documents to payment forms.
2	Toolbars	Tools that let you do the following: Download a payment form. View contract totals. Add a supporting document. View and add notes. The Notes slide-out panel has tabs for Contract notes, Supporting document notes, and Administrative notes. Administrative notes are captured automatically when an administrator makes changes to a payment form record or invoice on the Payment progress tab.
2	Actions menu	Lets you generate a payment form document.
3	Payment form details	Where you can input or review the payment form’s basic information, including: description, work completed dates, progress estimate number and billing period, and comments.
4	Summary	Summarizes the total gross amount of the invoices attached to the payment form, less retention and back charges, resulting in the Net amount payable this request, which is the amount you will pay to the vendor. The Progress estimate number and Billing period fields in invoices that are associated to a payment form are manually entered by the user in the payment form. If the information is different from the values from the ERP system, Contract updates the fields with what was sent from the ERP system.
5	Back charges	Allows you to apply back charges from your contract’s Back Charges tab to the payment form, to short-pay the invoice according to the back charge amounts.

When the Progress estimate number and Progress estimate billing period fields are required for the payment form, you can still save the form. The fields are required for submittal and workflow. When the status of the payment form is New, a yellow warning icon shows next to the Progress estimate number and Progress estimate billing period fields to remind you that the fields are required for approval and submission.

Overview – Payment Form – Invoice Attachments Tab
	Field/Section	Function
1	Invoice details	Shows the invoice information you enter when adding the invoice, including invoice number, date, amount, tax, and invoice total.
2	Taxes	The Total tax column shows a sum of all tax columns. The subsequent tax columns are the active project-level tax types. You can hover over the Information icon in the Total tax column to see a summary of all taxes.
3	File/Link	References the link to or file name of the invoice When you click the file name to access it, the document opens a preview in a new tab, so you can view the pages. The preview lets you view all pages of the document by clicking the Previous and Next buttons. If you want to download the document, click the Download file button in the preview.
4	Record ID and Invoice status	These fields update with the number and status of the payment form once it is processed, so you don’t have to manually search for it. The status updates every time you open the payment form.
5	Estimated posting date	For organizations that use a proxy ERP, this column lets you define your own posting date instead of using the submitted date. If you are relying on the integration with InEight Control for actuals, using the estimated posting date with your proxy ERP can prevent incorrect actuals in Control. When you use an ERP system, the ERP system provides the posting date regardless of the value of this field. You must have permission edit payment form to update the Estimated posting date column. The actual posting date is on the Payment progress tab.

Overview – Schedule of values tab

The Schedule of values tab contains schedule of value items from the contract-level Schedule of values page that you can use to build a payment form. Using a schedule of values to populate a payment form gives you the flexibility to create a payment form based on the values claimed in a specific period. For example, you could use the schedule of values to track the values used in a month. You can then push the values to the Payment form Line Items tab, so you pay against the line items.

The payment form Schedule of values tab format is similar to the contract Schedule of values tab. It contains the following sections:

Section	Description
This submission	The values used in this payment form.
Pending submission	The values used in previous payment forms that are not in Submitted status.
Previous submissions	The values used in previous submissions that have been submitted.
Current total	The sum of values in the This submission and Previous submissions columns.
Remaining	The Schedule quantity column in the Schedule of Values items section minus the current total.

See "Schedule of Values Tab" for more information about the schedule of values.

Add schedule items

Add a schedule item to the payment form schedule of values to use in creating a payment form.

You can add schedule items that have already been added to the contract-level schedule of values.

From the Payment form Schedule of values page, click the Add icon. The Add schedule item dialog box opens with a list of schedule of value items from the Contract schedule of values, including the value remaining and the percent complete.
Select one or more items, and then click Add. The items are added to the schedule.
Update the Quantity or Value columns in the This submission section. When you update the Quantity column, the value in the Value column is automatically adjusted, and vice versa.

You can push the schedule of value items to the Line items tab. From the Line items tab, you can also pull the items from the schedule of values.

Push schedule items to the Line items tab

You must push the schedule items to the Line items tab, so they can be included in a payment form.

From the Payment form Schedule of values page, click Push to line items. A warning message indicates that the push updates the Line Items tab with values from the schedule items.
Click Yes to continue. All schedule items are pushed to the line items. Any value or line item that was added to the Line Items tab is removed.

Contract pushes only the line items that are associated to the Contract schedule of values and calculates the line item values. On the Line items page, the total values are shown in the Net price column in the This submission section. If there are multiple schedule items tied to the line item, Contract adds them together to populate the Net price column.

Overview – Payment Form – Line Items Tab

Overview – Payment Form – Line Items Tab
Field/Section	Function
Details	Provides detailed information for the line items added to the payment form.
This submission	The total net amount and quantity allocated for this payment form. When you enter the Net amount, the Quantity, Tax, and Retention are automatically calculated. The tax column calculates a proportional estimate of the line item taxes based on the taxes received in the purchase order response or manually uploaded via a Logic Apps file, and whether the tax type should calculate on net price or gross amount. These taxes are shown as a total and hovering over the information icon shows the individual taxes.
Pending submissions	The total amount and quantity allocated to this line for pending payment forms.
Previous submissions	The total net amount and quantity allocated to this line item from previously submitted payment forms.
Current total	Calculates the total quantity and net amount allocated to the line item from all payment forms (previous and current) on the contract, along with the percentage of the total line item amount that has been allocated.
Remaining	Calculates the total quantity and amount remaining for this line in the payment form.
Pull from schedule items	Lets you pull items from the Payment form Schedule of values tab into the line items. The values on the Line items page are overwritten. A warning message indicates that values in the line items will be overwritten. When you click Yes, the values from the Schedule of values page overwrite the values on the Line items page. If there are no values on the Schedule of values page, Contract sets the quantity and net price to 0.00. Any value or line item that is not associated to schedule items is removed.

You can use the arrows in the column headers to collapse or expand the section. Multiple sections can be collapsed. The first section, which includes the line item ID, description, and WBS, cannot be collapsed. You can click the double arrow in the first section to collapse the rest of the sections.

You can rearrange the columns within a section using the Column Selector Builder. To open the Column Selector Builder, click the Manage columns icon. The Available columns section shows all columns that are available for each section. To add a selection or column, select it, and then move it to the Selected Columns section. To remove a section or column, select it, and then move it to the Available columns section. Click Save to apply the changes. You can also rearrange sections from the Column Selector Builder dialog box. To move a section, select it, and then use the arrows to move the section up or down. You cannot add columns to the first section in the grid. You cannot move columns between sections.

Pull items from schedule of values

You can pull items from the Payment form Schedule of values tab into the line items. When you click the Pull from schedule items button, the values on the Line items page are overwritten.

A warning message indicates that values in the line items will be overwritten. If there are no values on the Schedule of values page, Contract sets the quantity and net price to 0.00. Any value or line item that is not associated to schedule items is removed.

Pull items from schedule of values

You can pull in schedule of value items to the line items page to update line item values.

The values from the Schedule of values page overwrite the values on the Line items page. If there are no values on the Schedule of values page, Contract sets the quantity and net price to 0.00. Any value or line item that is not associated to a schedule item is removed.

From the payment form Line items page, click Pull from schedule items. A message warning that the values in the line items will be overwritten is shown.
Click Yes. The values from the Schedule of values page overwrite the values on the Line items page.

Previous, Current, and To-Date Gross Amounts

To follow along, select Contract > contracts > Payments forms tab and select a form which you just completed.

The Previous gross, Current gross, and To-date gross amounts displayed in the payment form header help you keep track of how much you have been invoiced.

Previous gross represents any invoices already submitted on previous payment forms. When you fill out your first payment form for the contract, your Previous gross will be $0.00 since no previous payment forms are submitted.

Your Current Gross is the total amount of the invoices you’ve added to your current payment form.

Once you’ve submitted the first payment form, when you add a second payment form to the contract, the Current gross from your first payment form becomes the Previous gross amount.

The Current gross ($20,000.00) is the total of the invoices attached to your current payment form, and the To-date gross amount is the total of all invoices on all your payment forms to date.

Line Items

With any invoice, you will want to pay on the correct line items of your contract that you are being invoiced for. If for some reason you or your team receive an invoice that has line items on it that are not on the contract, you will need to verify that these charges are in fact correct. You will then need to determine if your companies’ policy on change orders should be followed.

Payment Form Download

From the Payment form record, you download a PDF summary of your payment form, which includes the following information:

Summary information

Contract number, current value and work completed dates
Gross amount this request
Net amount this request
Net payable this request
Line items
Back charges
Invoice attachment
List of supporting documents
Approvers

Downloading a PDF version of your payment form allows you to see how the payment form will look for Accounts Payable and gives you an opportunity to verify the Gross amount this request amount matches the Invoice amount (pretax).

To download the PDF, click on the Download payment form as PDF icon on the right toolbar.

Generate a payment form document

You can generate a payment form document from selected templates. The templates are specific to payment forms and are configured in the project settings.

Generate a payment form

Generate a payment form when you want a document that has more information than what is supplied in the payment form download. Payment form documents are saved in the Payment forms Supporting documents tab.

You must have templates with the template type Payment Form. If no templates of this type are available, you can click the Settings icon in the payment forms wizard to go to the Contract templates page of the project settings to add templates.

From any page in a payment form, expand the Actions menu, and then select Generate Payment form. The Payment forms wizard opens.
Select the Payment form templates you want to use from the Available templates column and move them to the Selected templates column.

Use the up and down arrows to the right of the Selected templates column to change the order of the templates, if needed.
In the Contract template details section, choose one of the following in the Generate document as field:
- Individual documents to get a separate PDF or template file type document for each template you selected.
- Merged document (PDF only) to merge the templates into a single PDF document.
Use the toggle to indicate whether to save the contract document in the Supporting documents tab for the payment form. If you choose to save in the Supporting documents tab, add the name of the document.
Select the watermark text. If the organization-level settings require a watermark and the end watermark event has not occurred, the Select watermark stamp field is required. If the end watermark event has occurred, the watermark is optional.
Click Next. The Review templates page shows the templates in the order you selected them.
Choose the template you want to review from the Review templates list. The template tags show as fields in the display area. The message, "No general tags found in this template" in the display area can indicate that the table consists of only collection tags. If the Allow users to edit the document during creation toggle in the template details is set to No, the fields on the Review page are disabled.

The Review templates dialog box lets you edit or add information to the fields that populate the document after it is generated. Any field that is blank is not added to the document, and you cannot add information later.
Make changes and additions to the payment form information. Use the Review templates list to select the next template, and then make changes. Changing data in Review contract fields updates the data published in the contract document but does not update the data field in Contract.
After you have reviewed all changes, you can click Preview document to see a preview of your document. The preview opens in a separate window with the tags filled in. If you used collection tables in any of your templates, you can view them in the preview document. The content of the preview varies as follows:
- If you selected Download as a PDF document when you generated the document, the preview contains all the templates in the order you specified.
- If you selected Download as individual documents when you generated the document, the preview contains only the template that showed when you clicked Preview document. You can preview other documents by selecting the file from the Review templates list, and then clicking preview document.
Click Finish. If you created a merged document, Contract writer downloads a PDF that includes all the templates. If you created individual documents, Contract writer downloads a PDF or original file type for the selected template only.

If you chose to save the document to the Supporting documents tab, the document is saved to the Payment forms Supporting documents tab with type Payment request. It is not saved to the project- and contract-level Supporting documents tabs.