Submit a vendor payment claim

When you have all the information entered for the payment claim, you can submit it to the contractor, so they can begin their certification procedures.

Step by Step — Submit a payment claim to the contractor

Summary: Send a payment claim to the contractor to add it to their Payment claims register.

Considerations: Any invoices that are in the Draft state are automatically submitted, and their statuses are set to Pending.

From the payment claim Details page, click the Submit button.

If the payment claim has any invoices attached that have not been submitted, the Submit Payment Claim dialog box opens.
Enter submissions notes for the unsubmitted invoice, and then click the Submit button.

What's next: The payment claim is submitted to the contractor. If you submitted an invoice, the invoice status is updated to Pending. The Payment claim details become disabled, and the Submit button changes to Recall.

Step by Step — Recall a submitted payment claim

Summary: When you find an error or have another reason to undo a recently submitted payment claim, you can recall it. After you recall a payment claim, you have the ability to update it as needed.

Considerations: You can only recall payment claims that have not been received by the contractor. Payment claims that have been received show a value other than New in the Payment claim ID field. You can add or edit notes at any time; you do not need to recall the payment claim.

From the payment claims Details page, click the Recall button. The Recall Payment Claim dialog box opens.
Enter notes in the Recall Notes field, and then click the Recall button.

What's next: The payment claim is recalled. The payment claim status is removed from the contractor's Payment claims register. You can make changes to the payment claim and resubmit it.

Working with the contractor

After the contractor receives your claim, the Recall button changes back to Submit on theDetails page, and the Payment claim ID field of the payment claim details shows a number ID. The notes for the payment claim includes a note from the contractor saying the claim was received.

If the contractor has made changes or wants you to make corrections, they can send the payment claim back. A returned payment claim shows Returned as the payment claim status. The Notes page shows the Returned status and shows you if any changes and comments were made by the contractor.

You can now make any corrections and additions and resubmit the claim to the contractor.