Create a Payment Program

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Note

The Payment Program feature is designed for Procore users in Australia and New Zealand to satisfy the legal requirement to provide claimants with a payment program. However, this feature is available for use by all Progress Claim Management users.

Objective

To create a payment program for a subcontractor progress claim.

Background

Construction businesses operating in Australia and New Zealand are creating payment programs to facilitate the progress claim approval process, as well as claims of work performed by downstream collaborators. In a typical payment program workflow, downstream collaborators submit progress claims for work performed. The upstream collaborator reviews the progress claim and approves the amounts on the claim. A payment program is then created for the progress claim to show the following information:

Claimed amounts
All 'Approved' amounts
Reasons for 'Rejected' amounts

Things to Consider

Required User Permissions:
- 'Admin' level permissions on the Project level Commitments tool.
Additional Information:
- To automatically notify an progress claim contact by email when a progress claim's status changes to 'Approved', see Configure Settings: Commitments.
- To define custom text for the footer on the payment program's PDF export file, see Configure Settings: Commitments.

Prerequisites

Turn the 'Show Amounts Subcontractors Claim' setting ON. See Configure Settings: Invoicing or Configure Settings: Progress Billings.
Complete the steps in Create a Subcontractor Progress Claim.
For amounts to show on a Payment Program, amounts must be entered in the 'Work Completed This Period' and 'Materials Presently Stored' columns on the progress claim's Schedule of Values. To learn how to enter these amounts, see:
- Create a Subcontractor Progress Claim
- Bulk Edit a Schedule of Values

Steps

The steps that you use depend on which experience you are using.

Legacy Content

These steps describe how to create a payment schedule using the legacy experience for the Commitments tool. These steps will only be available for a limited period of time. For details, see Project Financials: Modernized Experience for the Commitments Tool.

Navigate to the Project level Commitments tool.
Click the Contracts tab.
Locate the commitment associated with the progress claim that you want to create the payment program for.
Click the commitment's Number link to open it.
Click the Progress Claims tab.
Choose from these options:
- Locate the progress claim line item in the table. Then click the PDF icon on the right side of the line item.
  OR
- Locate the progress claim line item in the table, then click its View button. Click the Export button and choose PDF from the drop-down menu.

The example below shows you a sample payment program.

Limited Release

These steps below describe how to create a payment schedule using the modernized experience for the Commitments tool (see Project Financials: Modernized Experience for the Commitments Tool) and the modernized experience for subcontractor invoices (see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing).

Navigate to the Project level Commitments tool.
Click the Contracts tab.
Locate the commitment associated with the progress claim that you want to create the payment program for.
Click the commitment's Number link to open it.
Click the Progress Claims tab.
Locate the latest progress claim in the Progress Claims (Commitment progress claims) table. The click the Progress Claim Position or Progress Claim # link to open it.

Tip
How do I find the latest progress claim? Review the values in the Progress Claim Position column. Each progress claim is assigned a number, in the order progress claims are created. This column sorts progress claims from newest to oldest by default. To change the sort order, click the Overflow menu in the column heading and choose one (1) of the Sort By This Column options.
In the progress claim, click the Export button and choose PDF from the drop-down menu.