Payment form submittal

The process for submitting your payment form depends on whether you have an approval workflow set up on your project or contract level Workflow Assignments tab. See Workflow Assignments for more information on how to set up an approval workflow.)

When you are ready to submit a payment form, you must update the columns in the This submission section of the line items tab for the payment form.

  • If you are submitting a payment form with a standard invoice, update the value in the Quantity or Net price column for the line item.

  • If you are submitting a payment form with a retention release invoice, update the value in the Retention release column for the line item.

Submittal without Workflow Assignments

If your company has not enabled workflow assignments, the submittal process is managed from the Payment form status drop-down list on your payment form record. From the drop-down list, you can keep track of the payment form’s status by selecting either New, In Review, Submitted, or Dropped.

Selecting Submitted will send the payment form automatically to your ERP (Accounts Payable) system for processing. Once submitted, you cannot recall the payment form, and you can no longer make changes the form.

Submittal with Workflow Assignments

Note that even before starting the approval process, you still have access to the Payment form status drop-down list, but it is limited to only the New, In Review, and Dropped options.

This allows you to track the progress of the payment form prior to sending it off for approval.

With workflow assignments enabled for your payment forms, once your payment form’s invoice amount is allocated to your contract line items, submittal of your payment form begins by clicking the Save and start approval button, located next to the Save button on the top right of the page.

After you click on the Save and start approval, the following occurs:

  • Email notification is sent to the first approver in the workflow assignments specified for your project or contract. The default payment form downloads as the cover letter. If no payment form is marked as a default, Contract uses the standard payment letter provided with the product.

  • The approver can view the payment form by clicking the appropriate link within the email
  • When you start the approval process and you are the first approver in the approval workflow, the first step of the workflow is automatically approved, and continues with the next step, if applicable. If you are the only step in the approval, you receive a second email confirming the new issue has been approved.
  • Any invoices that were attached to the payment form are added to the attachment
  • Once reviewed, the approver can approve or reject the payment form by clicking on the appropriate link within the email
  • Once approved, the next approver receives email notification to view and approve or reject the payment form
  • When the final approver approves the payment form, it is sent automatically to the ERP system (Accounts Payable) for processing.

Once submitted, you cannot recall the payment form, and you can no longer make changes to the form.

At any time during the approval process, you can:

  • Recall the payment form. You do this by clicking on the Save and recall approval button on the payment form record

  • Check which workflow step the payment form is on by hovering over the three blue dots Approval status

Auto submission fails when the retention on a line item across payment forms is more than the total retention withheld.