Select Pay Apps from the (Project Menu) to access the Pay Apps Log page. All of the items are automatically logged and categorized by Draft, Issued, Acknowledged, Pending Comments (In Discussion), Pending Complete, Approved, Declined and Archived.
How do I create a new Pay App?
1. Select the icon at the upper right of the window.
2. The Add Pay App page will be displayed with several fields for you to fill out.
3. Click the button at the bottom of the page once you have filled out the fields.
4. The Pay App will be displayed with a red DRAFT VERSION header and the information from the fields you completed. It is ready to for proofing and adding attachments; however, it is not formally issued until the button is clicked.
5. Optional: Select the + icon to the right of the Attachments header. An Add Attachment window will be displayed.
- Select the "Click to select files" button to display a dialogue window from which you can navigate from your local desktop to the desired files.
- Select the desired files and then select the Open button.
- The Add Attachment window will display a file upload status bar followed by a list of files successfully attached to the draft.
- Select the Close Window icon (X) in the upper right.
6. The Pay App is still in DRAFT mode, and now lists any attachments added.
7. Optional: Select the + icon to the right of the Email Recipients header. An Add Email Recipients window will be displayed.
- Select the Add Group or Add Contact check boxes next to the Group and/or team members that need to see the Change Order, followed by Save Information.
8. The Pay App is still in DRAFT mode, and now lists any new team members added to the e-mail recipients list.
9. Perform a final review of the Pay App and if anything needs revising you can click the button and make any necessary changes.
10. Once you are ready to distribute, click the button and MasterLibrary will automatically send an e-mail to everyone in the E-mail Recipients list and attach a PDF of the Pay App (and any attachments) to that e-mail.
11. Alternatively, you can click the button to add a Comment to the Pay App at this time.
Note: You are only able to create a Pay App once any previous ones in that Contract have been Approved.
Note: If the Contract is linked to a Schedule of Values then you will edit each line item on the SOV to indicate Work Done and Materials Stored and it will total automatically on the Application.
How do I input the amount of the Pay App if it uses a Schedule of Values?
1. Once you have followed the steps above to create your Draft Application for Payment and uploaded any attachments you may have, but before clicking Submit Pencil Copy.
2. Right above the table listing the Contract Values you will see a section for "Schedule of Values" with a link to "show".
3. Once you click "show" you will see the entire Schedule of Values with a to the right.
4. This will open a window where you can enter the Work Completed, Materials Stored and Retainage for this specific Item.
Note: Clicking the will allow you to enter these values for all items within the Section at once instead of having to go through each one individually.
How do I override the calculated Retainage on a Pay App?
1. Click the next to the Retainage.
2. Set the "Override Calculated Retainage" field to Yes and then enter the % you want to use for this Pay App.
3. Click the button at the bottom of the page once you have filled out the fields.
How do I acknowledge a Pay App?
1. Click the desired item that has been issued to you from the Pay App Log page or the e-mail you received when it was Issued.
2. Review the information on the screen, including any attachments, and click the button.
How do I initiate discussion on a Pay App?
1. Once it has been Acknowledged the Recipient will have the option to allowing other people to weigh in with their comments.
2. You can then where you can select up to 3 additional project team members to enter comments of their own.
3. All comments are immediately e-mailed out to the other comment users as well as the From and To on the item.
How do I add a comment to a Pay App?
1. Once it has entered a "Pending Comments" status, anyone who was selected as one of the comment users will now see which will allow them to enter their comment.
2. Clicking that button will then show a textbox for the user to enter their Comments.
3. All comments are immediately e-mailed out to the other comment users as well as the From and To on the item.
How do I close the discussion on a Pay App?
1. The Recipient will have the option to at any point during this comment phase which will block users from posting new comments.
2. The Recipient will also then have an option to which will open it back up for discussion again.
How do I Approve a Pay App?
1. The Recipient (or Contract Admins) will have the option to the Application as long as the Balance is not negative.
Note: If the Contract has set Users for Architect, CM or Owner Approval then those Users must Approve before final approval can be done.
How do I Decline a Pay App?
1. The Recipient (or Contract Admins) will have the option to the Application after they have Acknowledged it.
How do I flag a Pay App to be Revised and Resubmitted?
1. The Recipient (or Contract Admins) will have the option to the Application after they have Acknowledged it.
2. This will take the Application back to a Draft and allow the Creator to edit it and then again.
How do I Mark a Pay App as Submitted for Payment?
1. Contract Admins will have the option to the Application after they have Approved it.
Who can perform what actions at each status?
Draft
- Entered By can
or
- Created By can
or
- Any Contract Admin
or
Issued
- Action By can
Acknowledged
- Action By can
if >= $0
or
- Any Contract Admin can
if >= $0
or
Pending Comments
- Comment Users can
- Entered By can
- Action By can
or
- Any Contract Admin can
or
Pending Complete
- Action By can
if >= $0 or
- Any Contract Admin can
if >= $0 or
Approved
- Any Contract Admin can
Comments
0 comments
Please sign in to leave a comment.