Submit, withdraw, or approve a payment

In this article:

• submit or withdraw for approval
• approve payment
• update project payment date/mark as paid

Related resources:

• Appia® | Payments microtraining

Once the payment is complete, it must be submitted for approval. From there, the payment can either be approved and mark as paid or withdrawn. You cannot create a new payment until the previous payment has been approved.

1. Select the desired project from the Under Construction section of the My Projects page if you are not already there.

2. Select Payments in the Sidebar menu. This will bring you to the Payments page.

3. Select the date of the payment to view the payment.

Submit or withdraw for approval

When a payment is submitted for approval, all daily reports associated with this payment are moved to a status of Final, and they can no longer be edited. Change orders associated with this payment cannot be unapproved, and stockpile advancements cannot be deleted. The status of the submitted payment changes to pending and you cannot make any changes to the payment.

If you are withdrawing the approval submission, the payment returns to a draft status. 

1. If you are submitting the payment for approval, click Submit for Approval.

2. If you are withdrawing the approval submission, select Withdraw from the Actions menu. 

The Appia service submits or withdraws the payment for approval and returns you to the Payment Information page. The action is noted the audit log.

Approve payment

You can approve or withdraw a payment for approval. You can't change the approval once a newer payment is created unless the newer payment is deleted.

Click Approve. The Appia service approves payment and returns you to the Payment Information page.

To reject the payment, select Withdraw from the Actions menu. The Appia service puts the payment back in Draft status.

Each action is noted the audit log.

Update project payment dates/mark as paid

Once the payment has been approved, you can update the approval and payment dates. This is not required. The Approval Date is the date the payment was approved. The Payment Date is the date the actual payment was made. You also cannot enter a date that falls before the last payment produced. Once the payment is marked as paid, you cannot edit these fields.

When all updates to the payment have been made, mark the payment as paid. The Appia service changes the status of the payment to Paid. You will not be able to change this status or make changes to payment or any daily reports that were included on the payment. 

1. Click Edit in the Payment Information header.

2. Click in the Approval Date field and use the calendar to select the approval date.

3. Click in the Payment Date field and use the calendar to select the payment date.

4. Click Save.

5. Click Mark as Paid.

6. Click OK in the payment confirmation window.

The Appia service returns you to the Payment Information page and changes the payment status to Paid. The action is noted the audit log.