The following table contains descriptions of the Contractor Pay Apps fields and the location within the module where the fields appear.
| Field | Description | Location |
|---|---|---|
| Actual Amount | The actual cost item amount. This read-only field is the Total To Date amount for this contractor pay app line item minus the Previous Total To Date amount for this line item. Note: This field displays only if the Allow Cost Item Creation option is enabled in Module Customization and you have selected a Budget Code on the SOV Heading Items tab for the line item. See Module Customization for Contractor Pay Apps for more information. | General tab |
Address | The address for the selected To contact. | General tab |
Amount | The dollar value for the item. This value is what drives the Scheduled amount per line item in the Contractor Pay App SOV. If the SOV is a “Units Complete” SOV, this column is read-only, and calculated as Quantity X Unit Price. | SOV Setup SOV Setup Headings tab SOV Setup Heading Items tab |
Amount Currently Due | The amount that is due the contractor or supplier. | New/Edit Company |
Amount Paid | The payment amount received on the payment application. | Main log General tab Multi-Edit |
Amount Previously Paid | The amount already paid to the contractor or supplier. | New/Edit Company |
Approved | The approval date of the payment application. | General tab |
Attached Items | Indicates whether any other documents are attached to this payment application. | General tab |
Balance due to Contractor/Supplier | The remainder of the contract to the Contractor/Supplier (total contract minus work completed to date). | New/Edit Company |
| Budget Code | The budget code associated with the cost item. Note: This field displays only if the Allow Cost Item Creation option is enabled in Module Customization and you have selected a Budget Code on the SOV Heading Items tab for the line item. See Module Customization for Contractor Pay Apps for more information. | SOV tab SOV Setup Headings tabSOV Setup Heading Items tab |
Checked By | The individual who checked the inventory log entry. Clicking the Quick Add button enables you to type a string of characters and then click Add. If found, the system displays the exact match. If there is no exact match, the standard contact dialog box displays so you can select from the matches found, or enter additional search criteria. | New/Edit PayApp Inventory |
| CI No. | Displays the Cost Item number. Cost Items are created when the Allow Cost Item Creation option is enabled in Module Customization and you have selected a budget code on the SOV Heading Item and you do one of the following:
Note: This field displays if there is an active cost item associated with the line item. See Module Customization for Contractor Pay Apps for more information. | SOV tab |
Commission Expires | The date the notary’s commission expires. | Details tab |
Contract/PO Amount | The amount of the contract or purchase order. This amount defaults to the amount entered on the previous company/ payment application record. This amount is not related to the Contracts and Purchase Orders within Cost Management, but is filled in manually on this tab. They will roll forward to future applications. | New/Edit Company |
Contractor/Supplier | The name of the contractor or supplier. | New/Edit Company |
| Copy SOV Headings | Copies the SOV Headings. The fields in this section become available for completion once you select the radio button. | SOV Setup - Copy |
| Copy SOV Heading Items | Copies the SOV Heading Items. The fields in this section become available for completion once you select the radio button. | SOV Setup - Copy |
| Cost Status | The selection made in this field updates all Cost Items for any SOV item entries matching this value. Note: This field displays only if the Allow Cost Item Creation option is enabled in Module Customization. See Module Customization for Contractor Pay Apps for more information. | General tab SOV tab |
Date | The original date of the payment application. | General tab Multi-Edit |
Date Paid | The date the payment application was paid. | General tab Multi-Edit |
Description | A brief description of the item. | New/Edit PayApp Inventory window SOV tab SOV Setup Headings tab SOV Setup Heading Items tab |
Description of Work | A brief description of the work the contractor or the materials the supplier is providing. | New/Edit Company |
Distribution To | The recipients of the payment application. Clicking the Quick Add button enables you to type a string of characters and then click Add. If found, the system displays the exact match. If there is no exact match, the standard contact dialog box displays so you can select from the matches found, or enter additional search criteria. | Details tab |
From | The contact the payment application was sent on behalf. Click the Quick Add button to type a string of characters and then click Add. The system displays the exact match, if found. If there is no exact match, the standard contact dialog box displays so you can select from the matches found, or enter additional search criteria. | General tab |
| From Contract | The contract containing the SOV Headings you want to copy. | SOV Setup - Copy |
| From Heading | The heading from which you want to copy the SOV Heading Items. | SOV Setup - Copy |
| From Project | The project containing the SOV headings you want to copy. | SOV Setup - Copy |
Headings | A drop-down menu of the active headings defined for the SOV. | SOV Setup Headings Items tab |
Include After | The date after which this item should appear on the payment application.
| SOV Setup Headings Items tab |
| Include Amounts | When selected, this checkbox will copy the Heading Item amounts. Note: If items are copied without amounts, the amount will be set to $0.00 for each item. | SOV Setup - Copy |
| Include Budget Codes | When selected, this checkbox copies the related Budget Codes for the SOV Heading Items from the source project. Note: To copy Budget Codes, the Enable Cost Item Creation option in Module Customization must be enabled. If copying SOV Headings, the option must be enabled for both the Source project and the Destination project to copy Budget Codes. | SOV Setup - Copy |
| Include Items | Copies the associated amounts. You will also need to select the appropriate checkbox. | SOV Setup - Copy |
| Invoiced Amount | The Cost Item amount for this SOV line item. Invoiced Amount is the total to date for the Pay App line item minus the previous total to date for this same line item. Note: This field only displays if the Allow Cost Item Creation option is enabled in Module Customization and you have selected a Budget Code on the SOV Heading Items tab for the line item. See Module Customization for Contractor Pay Apps for more information. | SOV tab |
Item No. | The number for the item. | New/Edit PayApp Inventory |
Joint Checks? | An indication of whether a joint check agreement exists with the contractor or supplier. | New/Edit Company |
No. | The number of the Contractor Payment Application. This number is generated based on the numbering system you established for the project as defined in Module Customization:
The item number of the item within the Heading. | Main log General tab Multi-Edit SOV Setup Headings tabSOV Setup Heading Items tab |
Notary | The name of the person responsible for notarizing the payment application. Clicking the Quick Add button enables you to type a string of characters and then click Add. If found, the system displays the exact match. If there is no exact match, the standard contact dialog box displays so you can select from the matches found, or enter additional search criteria. | Details tab |
Notify | A checkbox identifying whether to notify contacts of the payment applications by Constructware message and email. | General tab Details tab |
Notes | Any additional notes about the payment application. | Details tab |
Payment Due | Payment received for a non-SOV payment application. This field is visible only for non-SOV payment applications. | Main log General tab |
Period From | The first day of the payment application period. | General tab |
Period To | The last day of the payment application period. | General tab Multi-Edit |
Prepared By | The user that prepared the inventory item. | New/Edit PayApp Inventory |
Previous Work Complete | The amount billed for the work completed before the period of this payment application. This figure is calculated from all previous payment applications. If the SOV is a Unit Price SOV, this column will be broken into the following sub-columns: Units and $. | Main log SOV tab |
Received | The date the Owner or Owners representative received the payment application. | General tab |
Ref. No. | For tracking external reference numbers, if required. | General tab New/Edit PayApp Inventory |
Retainage, Work in Place | The retainage percentage applied to work in place for that period. | General tab |
Retainage, Stored Materials | The retainage percentage applied to stored materials for that period. | General tab |
Rounding of Output | A system-defined, drop-down menu to select how the values are rounded. This only affects the output of the values on the payment applications view. See Pay Apps Rounding Field in Pay Apps for more information. | General tab |
Scheduled | The amount scheduled for payment. This figure is pulled from the SOV Item as entered in the SOV Setup. If the SOV is a Unit Price SOV, this column will be broken into the following sub-columns: Units, Unit, Unit Price, and $. | Main log SOV tab |
Sent To | For tracking additional routing recipients, if required by contract. | Details tab |
Sent Via | For tracking additional routing recipients, if required by contract. | Details tab |
Signed By | The individual swearing accuracy of the payment application. Clicking the Quick Add button enables you to type a string of characters and then click Add. The system displays the exact match, if found. If there is no exact match, the standard contact dialog displays so you can select from the matches found, or enter additional search criteria. | Details tab |
Signed Date | The date the payment application was signed. | Details tab |
State | This drop-down menu indicates whether this item is active or void.
| SOV Setup Headings tab SOV Setup Heading Items tab |
Stored Material Retainage | The percentage and dollar amount of the Retainage withheld for stored materials this period. | SOV tab |
Stored This Period | The amount of the materials stored this period. (Materials Presently Stored) | SOV tab |
Summary table | The payment application information in summary form. This table only shows for standard payment applications. | General tab |
Template | The Microsoft Word template used when printing the payment application and the system template view. Client Administrator can add or change templates. | General tab |
To | The contact that received the payment application. Clicking the Quick Add button enables you to type a string of characters and then click Add. If found, the system displays the exact match. If there is no exact match, the standard contact dialog displays so you can select from the matches found, or enter additional search criteria. | General tab |
| To Contract | Select the associated contract. | SOV Setup - Copy |
| To Heading | Select the heading to which you want to copy the SOV Heading Items. | SOV Setup - Copy |
| To Project | Select the project to which you want to copy the SOV headings. | SOV Setup - Copy |
Type | Indicates whether it is a standard or non-SOV payment application. An example of a non-SOV payment application is an invoice for non-contract work. | Main log General tab Multi-Edit |
Total to Date | The sum of the Previous Work Complete, Work Complete this Period, and Materials Stored this Period. This field is automatically calculated based on the values entered for Work Complete This Period and Stored This Period. If the SOV is a Unit Price SOV, this column will be broken into the following sub-columns: Units and $. | SOV tab Total Retainage |
| Total Retainage | The total Retainage withheld this period. This is the sum of the WIP Retainage and the Stored Material Retainage. | Main log SOV tab |
Quantity | Appears only in a Units Complete SOV. The total quantity of units to be billed for the line item. | New/Edit PayApp Inventory SOV Setup Headings Items tab |
Release Date | The date the release of lien is effective. | New/Edit Company |
State | This drop-down menu indicates whether the heading is Active or Void.
| New/Edit Company New/Edit PayApp Inventory SOV Setup Headings tab |
Total Amount | The total dollar value based on the quantity and unit price. | New/Edit PayApp Inventory |
Unit Price | Appears only in a Units Complete SOV. The value per unit of the line item. | New/Edit PayApp Inventory SOV Setup Headings Items tab |
U.O.M. | Appears only in a Units Complete SOV. The Unit of Measure for the line item (for example., square feet, cubic yards, and so on). | New/Edit PayApp Inventory SOV Setup Headings Items tab |
User-defined Field | For tracking additional routing recipients, if required by contract. | Details tab |
Value of Work Completed to Date | The dollar amount of the contractor or suppliers services to date. | New/Edit Company |
Witness | The individual who witnesses the signing for the notary. Click the Quick Add button to type a string of characters and then click Add. The system displays the exact match, if found. If there is no exact match, the standard contact dialog displays so you can select from the matches found, or enter additional search criteria. | Details tab |
Witness Date | The date the witness signed. | Details tab |
WIP Retainage | The percentage and dollar amount of the Retainage withheld for WIP this period. | SOV tab |
Work Complete This Period | The dollar value of the work done this period.% Complete calculates automatically based on the value entered in this field. If the SOV, this column is broken into the following sub-columns: Units and $. Either one may be input, and the other will be calculated.% Complete calculates automatically based on the value entered in this field. | Main log SOV tab |
% Complete | The percent complete based on the Scheduled and Work Complete this Period for the SOV Item. Work Complete This Period calculates automatically based on the value entered in this field. Work Complete This Period calculates automatically based on the value entered in this field. If one ore more items has a % complete greater total that is than 100, a message displays to notify you, but you can go ahead and save the data, if desired. | SOV tab |
* Constructware automatically populates these fields based on the information from the previous payment application.