As before
The Payment Application is used to request payment for completed project works, based on the progress achieved. It links project estimation, actual progress, and contractual terms to calculate the amount due for the current period. This document forms the basis for generating the Payment Certificate and eventually the Progressive Invoice.
It can be accessed from
Project costing→ Project Progress Reports → Payment Application
Click Create and select the required project from the list.
The system fills in the details automatically based on the project’s structure and settings. This includes contract-related information like billing terms, retention rules, and VAT. Users can still manually adjust progress percentages, discounts, retention, amounts, and other relevant fields if needed.
If a project progress report is added as the basis, the system can use it to fill the document. A confirmation message will appear before replacing any existing data.
Project - Connects the document to the project and its data.
Company - The client or contracting company.
Contract - Taken from the project; includes pricing, retention, and advanced details.
Entity - Legal entity creating the document.
Basis - Shows where the data comes from, like a Project Progress Report.
Retention - Indicates if retention rules are used.
Ret. VAT at Retention Invoice – If enabled, VAT will be included as part of the retention amount and calculated when the retention invoice is issued.
Currency and Price Settings - Taken from the contract.
Comment - Optional note or remark.
Select the invoice type to determine the applicable structure:
Progressive – Used for billing based on completed work or project milestones.
Advance – Used for requesting upfront payments before work begins.
Note: Based on the selected invoice type, the relevant tabs, fields, and calculations will automatically adjust to suit the billing method.
It displays the list of project tasks with their hierarchy, estimates, progress, and billing details for preparing the payment application.
Code – WBS code showing task hierarchy.
Project Task – Name or description of the Task.
Estimate Qty/Amount – Planned quantity and planned total contract amount for the task.
Progress Reports Qty/% – Actual completed quantity and percentage based on progress updates.
Payment Application Previous Qty/Amount/% – Values already invoiced in earlier payment applications.
Previous Qty / Amount / % – Work quantities, values, and percentages previously billed.
Current% % – Percentage of work being claimed in this application.
Cumulative% – Total completed percentage including current and previous.
Quantity – Calculated from cumulative % and estimate.
Amount (Excl. VAT) – Net value of current application before VAT.
VAT% – Tax rate applied (e.g., 5%).
Retention Total / % / Retention – Gross amount before retention, retention rate, and retained amount.
Retention VAT – VAT applied on retained amount.
VAT Amount – VAT on the payable amount after retention.
Total – Final payable amount (amount minus retention plus VAT).
Comment – Any additional remarks, if needed.
At the bottom of the Project Structure tab, a financial summary section provides a quick view of all key billing values for the current period.
Estimate Qty & Amount – The original planned quantity and value from the contract or BOQ, used as the baseline.
Progress Report Qty & % – The completed work so far, shown as quantity or %, based on the latest progress report (can be negative if reversed).
Payment Application Qty & Amount – The portion of progress being claimed for payment in this application may differ from actual progress.
Payment Certificate Qty & Amount – The approved amount from the client or consultant after reviewing the payment application.
Invoiced Qty & Amount – The value already invoiced, typically matching the certified amount unless split or deferred.
The Deductions tab is used to apply reductions like penalties or back charges before calculating the net payable amount.
Item / Content-Identifies the specific service, work, or resource being billed.
Quantity: Indicates how many units are being applied for in this billing cycle.
UOM (Unit of Measure): Defines the measurement types.
Price: Unit rate defined in the contract.
VAT% % and VAT Amount: Shows the tax percentage and the calculated VAT based on the price and quantity.
Amount: The total value before tax, calculated from quantity multiplied by price.
Total: Represents the complete billing amount, which may include VAT depending on system logic.
Detailed Print: Provides a complete breakdown of all items, including VAT, retention amounts, progress details, and any deductions applied.
Summary Print: Shows just the key totals like net payable amount, VAT, and advance offsets for a concise overview.