Pay Requests are a summary of the approved inspections within a single project or a group. They contain total placement values along with a summary of the dollar value of the placed items and any adjustments. Adjustments include things like basic Pay Request-level adjustments, item withholding/releases, and retainage withholding/releases.
Only Project Managers and Admins can create Pay Requests.
Groups, Projects, and Pay Requests
In general, Pay Requests are created at the project-level. A single Pay Request is essentially a snapshot of the approved inspections within the Pay Request's date range, within the project.
When a project is part of a larger group, Pay Requests behave a little differently. In these cases, Pay Requests can only be created at the group-level and cannot be created at the project-level. The group-level Pay Request will contain a summation of the approved inspections across all projects in the group, along with a breakdown of each project that's a part of the Pay Request.
Inspections and Items
Approved Inspections and their items can only be added to a single Pay Request (item withholding can affect this behavior).
Once an Inspection's items have been added to a Pay Request, the Inspection is locked and cannot be edited. To edit the Inspection, you will need to delete the Pay Request it is attached to first.
Create a Pay Request
The directions listed below apply to both Project and Group Pay Requests.
Navigate to the Project or Group you want to create the Pay Request in.
Select the Pay Requests menu option within the Project/Group.
Select the Create New Pay Request (Create New Group Pay Request if within a Group) to start the Pay Request creation wizard.
At the top of the screen, you will see Start Date and End Date fields. The Start Date field is disabled but is populated with the day after the end date of the most recent Pay Request. Use the End Date field to control the time range used to collect the approved inspections.
The item list below the date fields shows the items from the approved inspections within the date range. Review this list to make sure you are seeing the items you expect to see. Items can only be added to one Pay Request. Once an approved inspection is added to an Pay Request, it becomes locked and cannot be edited.
At the bottom of the screen, there are two save options, Save as Draft and Submit. Once you are happy with the item list, clicking either of these buttons will save the result.
Save as Draft - Allows you to come back to the Pay Request and update the date range and/or update the item list if additional inspections have been approved within the Pay Request date range.
Submit - Clicking Submit will generate a more finalized version of the Pay Request that can be exported to PDF and sent for approval by a Project Manager or Admin.
At this point, a Pay Request has been created. Check out our other Pay Request-related articles for more information about Adjustments, Invoices Workflows, Discrepancies and more.