POWER TOOLS
Documentation – Pay Request Processing
The Pay Requesttile provides the ability to process Owner pay applications.
Scheduled Values are user defined or may be generated from the budget.
Each pay application is saved for viewing or printing. Changes can be made to prior pay requests but the changes must be made to all requests entered after the changed request.
Several formats are available. The AIA Pay Request will print directly on AIA Document G702 “Application and Certificate for Payment”. Custom prints may be programmed to meet specific needs.
The pay requests can be linked to Accounting to generate an Accounts Receivable invoice for the application values of each request.
Adding Scheduled Values
A ‘0’ pay request is added when the job is added in JCPM. The ‘0’ pay request is created to allow the addition of scheduled values in anticipation of the 1st request.If the pay app ‘0’ does not display, simply reselect the job number to refresh.
To add the scheduled values, select the ‘0’ pay request and select Edit.
The scheduled values can be added manually, copied from another pay application, or created from the budget. Standard descriptions can also be added to create consistency with the item descriptions.
Phase – this column is used to break out the continuation sheet by phases, building numbers, floors, etc. The by-phase continuation sheet will print separate pages for each phase and include a subtotal for each. A grand total of scheduled values will be included on the last page. This field is left blank if not used.
Manual/SOV Description entry. Enter the scheduled values by assigning a code. The code is simply the order in which the line item should display in the continuation sheet. Because this field is a text field, to create the correct sort order, use leading zeros for the total amount of digits that you plan to use.
For example, enter numbers with leading zeros such as: 001, 002, 003, 004, 005, etc.
Do NOT enter numbers such as: 1, 2, 3…10, 11, 12…, 20, 21, 22…etc.
as they will be sorted in this order: 1, 10, 11, 12…., 2, 20, 21, 22…, 3, 30…etc.
Select the Auto Add From Budgets button at the top of the screen to populate the scheduled values from the existing budget added for this job. The values/description may then be edited if necessary.
Once all the scheduled values are entered, select the Refresh button to view the totals in the summary.
Although Approved Change Orders will be included in the cover sheet, Change Orders do not update the scheduled values automatically. Any applicable changes to the scheduled values due to change orders must be made on this screen.
You may go back and delete, change or add additional scheduled values at any time.
Select the Addbutton from the Pay Request screen.
Enter the Last Pay Request number from the drop-down. If this is the first pay request, select the ‘0’ request used to enter the scheduled values. Enter the New Request #. It does not have to be sequential if you are beginning in the middle of a job.
Enter description and date* of the new pay request. The values from the prior request will now be updated to the Previous Application field for each scheduled value.
*The Request Date is important as it determines the cover sheet information. If change orders are approved outside the pay request date, they will not be reflected in the recap on the cover sheet. For example, if a change order has been approved with an approval date of 8-27-13 and the pay request date is 8-25-13, the change order will not appear in the contract summary on the Pay Application. The change order must be within the pay request date.
Enter This Application values and Stored Materials. Enter This Application values by either entering the amount for the application and/or stored materials in the field boxes or you may enter a percentage complete. By entering the percentage complete, the application values will be calculated using the percentage entered and the scheduled value.
The Retainage Amount is entered as a decimal, not a percentage amount. For example, 5% retainage is entered as .05. The system will change the .05 into 5%. If you would like to change this percentage for the whole job, you must go to the main Job screen and choose the Change Job Dataoption.
The Retainage percentage will default to the retainage percentage set up in the Job File unless changed while setting up the project. You may override this percentage during entry if necessary.
For your convenience, the mainPay Requestscreen keeps a summary of the pay request information. This includes Scheduled Values, Current and Previous Applications, Stored Materials, Total Application, Balance to Finish, Retainage, and Previous Payments.
Once this is complete and the totals are checked for accuracy, the pay request may be printed.
Select the Refresh to apply the information to the summary record.
Billing Retainage
The retainage is billed by changing the percentage remaining on the pay application. The calculation is done by calculating the difference between the total retainage on the current pay app from the prior pay app.
The retainage may be changed on each line item but can also be changed for the whole pay application.
To change for all line items at once, select the Change button at the top. Enter the new retainage percentage to be withheld. This can be a smaller percentage or 0 if all retainage is billed.
Once selected, the individual line retainage will change to the selected percentage.
Printing Pay Requests
Several prints are available for both the cover sheet and the continuation sheet. Select each to determine which works best for the job selected.
Power Tools LLC
Sales/Support (407) 834-0700
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