Create a payment – Appia®

In this article:

Things to know | Overview tab | Retainage | Audit log | Exclusions | Summary | Work performed | Adjustments | Attachments | Export | Submit for approval | Delete payment

Related resources:

The Payment page displays information about the project. Each payment is numbered sequentially, starting with 1, and displays the current payment, the payment to-date, and a bar graph of the percentage of the project that has been paid and completed (based on the amount paid and the authorized amount). The payment is a draft until it has been submitted for approval.

Click the end date to view the payment’s page. Use the icons for each payment to edit or delete the payment. If the icons are not available, then you cannot change the payment.

Payments can have several statuses: Draft, Pending, Approved, and Paid.

Select the desired project from the Under Construction section of the My Projects page.
Select Payments in the Sidebar menu. This will bring you to the Payments page.
If this is the final payment, select Issue final payment?
If this is not the final payment, click Add to create a new payment or click the pencil Edit icon to edit an existing payment.

Enter the payment information as necessary.

Things to know

See the Field Definitions for specific field definitions
You cannot create a payment if a previous payment has not yet been approved or if your previous payment end date is the current day.
When you add or edit a payment, the Appia service displays the details of the payment on four main tabs: Overview, Summary, Work Performed, and Attachments. Depending on your project, you may also see tabs for exclusions and stockpiles.
Any exclusions are listed when you start the payment. If you selected to hold back retainage when the payments reach a percent of the project, you will see a message when that percentage has been met.
Approved daily report and change order information within the payment dates are automatically added to the payment.
If any daily report falls within the date range of the payment and has not been approved, you will see an exclusion message with this information and a link to the report.
If there is a quantity overage for any item that has not been approved in a change order, the item will be flagged on the Work Performed tab. It will be paid depending on your project settings.
Any item material associations that have not been approved for items in the payment will be flagged as insufficient on the Work Performed tab. Insufficient items will not be paid.
If an item with an asphalt or fuel factor is included in a daily report, use the adjustment calculator and your agency’s practices to determine the cost adjustment for the payment.
Approved payments will be considered Paid when a later payment is Marked as Paid, though their payment status won't change. You can't change a payment's approval once a newer payment is created.

Overview tab

The payment overview displays the details for the payment, including how much the payment will be and the pay period.

If any daily reports have not been approved, the Appia service displays a warning message with links to the unapproved reports. The payment will display the item quantity changes in approved daily reports that fall within the pay period.

Some of the information in the overview is entered by the Appia service and is updated automatically.

Change the pay period To Date if necessary.
Change the retain and release values if necessary.
Enter any remarks if necessary.
If you are approving the payment, enter the approval and payment dates.
When you are finished, click Save.

Click any of the tabs to edit another section of the payment.

Rounding rules

The Appia service allows three decimal places to be input and displayed for numbers like unit pricing, original bid quantities, and quantities placed. The service uses standard rounding rules to display prices, so the extended price for an item is an estimate.

When a calculation results in figures past these three decimal places, the Appia service uses the additional decimal places for specific calculations, even when they’re displayed as rounded numbers. This is important to note when looking at payments since payments are limited to two decimal places.

When you run an Appia payment, the most accurate value is displayed based on the numbers entered. Because of this, your payment may differ by a cent from what was expected.

Payment retainage

Retainage is a part of each payment and stockpile advance that is withheld. Depending on the type of retainage selected for the project, you can specify the percentage of the project or stockpile advance payment to withhold in the Retain field.

Enter the retainage or release information from Retainage section of the payment Overview page. The Appia service displays the type of retainage for the project and the retainage details.

Click Edit Project Cap Settings to change the way the project determines retainage. If a retainage rule for a project or stockpile changes, the Appia service will either retain enough money from the payment to make up the difference or not withhold any money if the amount has been met through previous retainage.

If you are retaining a percentage of the current payment, enter the percentage of the project or the advance being withheld in the Retainage field. If you are retaining a percentage after a set project amount has been paid, you won’t be able to enter an amount.
If you are releasing any retainage or advance, enter the dollar amount in the Release field.
Click Save if you are finished making changes to the payment overview.

The total amount of retainage and stockpile recovery is listed in the payment summary.

Payment audit log

Any action taken with this payment, such as its creation or submission for approval, is tracked in the audit log. This includes the time the action was taken, the user who took the action, and the action itself.

The audit information is listed at the end of the payment overview.

Exclusions

The Exclusions tab displays only when part of the work performed during the pay period will be excluded from payment. This can range from a daily report not being approved to having insufficient materials. Exclusions do not prevent a payment from being submitted.

Click the Exclusions tab to see what is being excluded.
Click the available information in the exclusion display to go to the excluded section. You may also be able to edit the section from this page.

Summary

The Payment Summary table provides a quick look at the previous, current, and up-to-date item payment information, including information about retainages, stockpiles, and credits.

The Payment Adjustment field allows you to add a one-time adjustment to the current payment. The adjustment can be positive or negative. Use the Adjustment Remarks field to add any comments.

Click the Summary tab to see the payment summary while the payment is in draft status. The summary will appear on the Payment Information page once the payment has been paid.

Work performed

The Work Performed tab displays details for the items posted for the current pay period. Use the In dollars? toggle option to see the amounts in dollars or quantities. To see the details and history of an item, click the item's line number.

Click the Work Performed tab.
To see a history of the item, click the item’s line number. Use the In dollars? toggle option to see the amounts in dollars or quantities.
If there is an overage, click View All Overages from the Overages check mark to see the item history. Depending on your settings, overages may be paid without a change order. If they aren't, you must create a change order or change the quantity in the item posting on the daily report to the authorized quantity.
If a material needs to be certified, click View Materials for Items from the Insufficient check mark to approve the material item usage.

Adjustments

When an item with an asphalt or fuel factor is included in a daily report, use the adjustment calculator and your agency’s practices to determine the cost adjustment for the payment.

The Appia service subtracts the index price from the posted price and displays the difference. Use that to determine the adjusted value for your items, which the Appia service will use to calculate the cost.

Project adjustment cost

When an item with an asphalt or fuel factor is included in a daily report, use the adjustment calculator and your agency’s practices to determine the cost adjustment for the payment.

With your project open, click More and then Adjustments in the Sidebar menu. The Appia service displays the Adjustment Costs page.
Enter the start and end dates for the daily reports that fall within the time frame for the posted price.
Remove any daily report status that you do not want to include, or select any missing status from the Status drop down list.
Enter the posted asphalt price and the posted fuel price.
Enter the adjusted value, based on your agency practices, in the Adjusted Value fields.
Click Calculate to calculate the cost for each item.

After the adjustment cost is calculated, use the values in the Cost column to determine the adjustment totals for your payment.

Export adjustment cost report

Once the adjustment costs are set, you can export the adjustment cost report into a PDF file.

Click Export from the upper right corner of the Adjustment Costs page.
Open or save the file.

The report will contain a date stamp indicating when the report was generated.

Attachments

Add or edit any attachments for your payment on the Attachments tab when the payment is in draft form or pending approval. You can view attachments after the payment is approved.

Click the Attachments tab.
To view an attachment, click the download arrow next to the document name.
To edit the attachment, click Edit, then enter or change the name or description.
To add an attachment, click Add Attachments if there aren't any attachments in your payment. Otherwise, click Edit first.
Open your file directory and drag the files into the Drag and Drop window, or click choose your files. Navigate to and select the attachment, then click Open.
Enter or change the description if necessary.
To upload another attachment, click Add Attachments and repeat these steps.
Once you are finished, click Save.

The Appia service uploads the attachment and returns you to the Overview page.

Delete any attachment by clicking the X for the attachment. Click Save.

Payment export

You can export the detailed payment report into a comma-separated-value file to open in a spreadsheet program.

Select the date of the payment to view the payment.
Select Export from the Actions menu.
Open or save the file.

Submit for approval

There are two ways to submit a payment for approval: in Appia, and in Doc Express® (when the integration has been enabled).

Submit in Appia

When a payment is ready for approval, click Submit For Approval > Submit in Appia®. You can withdraw your request for approval by clicking Actions > Withdraw.

Submit in Doc Express

Doc Express is a secure, web-based platform for construction administration document workflows created by Infotech® and included for free with your Appia subscription.

You can connect your Appia project to a Doc Express contract to seamlessly submit payments (and change orders) to Doc Express for a secure, documented review and approval process.

Learn how to enable the Doc Express integration and submit a document.

Delete payment

You can delete a payment when it is in draft status. If you do not see the X next to the payment, the payment cannot be deleted.

Click the X for the payment.
Click OK in the delete confirmation window.

The Appia service deletes the payment and returns you to the Payments list.