Payment Application Work Flow - End User Walkthrough

To create a payment application:

1. Click Add Work Flow.

   This displays in the Actions menu on the right side of the page.

   The Select Work Flow Kickoff Form window opens.

2. Select the Submit Pay Application form from the Select Work Flow Kickoff Form field.

   The name of this form will depend upon your configuration. Consult with your system administrator if you are unsure which form to use.

3. Click OK.

   The form opens.

4. Enter a descriptive title for the payment application in the Title field.

5. Enter the retainage percent in the Retainage Percent field.

   Your retainage percent is specified in your contract.

6. Enter a description of the payment application in the Description field.

   Note:

   The values in the Contract Amount, Change Orders, Previously Paid Pay Applications, and Line Item Balance to Complete columns are automatically populated by a report. See the instructions in your Submit Payment Application form for more information.

7. Click Upload Data in the lower-right corner of the Payment Application list.

   A window opens.

8. Click Download Sample Template link in the window.

   A spreadsheet is downloaded to your computer.

9. Open the spreadsheet.

   The spreadsheet contains a list of all the line items to which you have access.

10. Enter the appropriate value in the Current Pay Application Amount column for the line items relevant to this pay application.

11. Save the spreadsheet.

12. Return to Lucernex.

13. Click Browse.

14. Select the spreadsheet you populated.

15. Click Upload.

    The payment application list populates with the data from the spreadsheet.

16. To attach a document:

    1. Click Add Document.

       The Documents window opens.

    2. Do one of the following:

       • To select a document that has already been uploaded:

         1. Use the folder tree to navigate to the folder where the document is saved.

         2. Select the document.

         3. Click Select Document.

            The document is now attached.

       • Upload a new document.

17. Click Add.

    The form closes. Your payment application has been submitted.

To review a payment application:

1. Click next to the payment application work flow to expand the work flow steps.

2. Click Review Payment Application work flow step.

   The system will ask if you want to check out the form or open it as read-only.

   The name of this step will depend upon your configuration.

3. Click Check Out.

   The step opens in a window.

4. Review the details of the payment application.

5. Enter any comments in the Approver 1 Comments field.

6. Click Update and Take Action.

   The Action page opens.

7. Choose between three options:

   • Select Approve from the Action field.

     This action will initiate the approve payment application step.

   • Select Reject from the Action field.

     This action will deny the payment application and close the work flow. It will also send a notification to the initiator of the work flow.

   • Select Request Revisions from the Action field.

     This action will initiate the revise payment application step.

8. Enter any comments about your action in the Action Comment field.

9. Click Update.

   The window closes. The step is complete.

If the client requests revisions to a payment application, the Revise Payment Application step will become active.

To revise a payment application:

1. Click next to the payment application work flow to expand the work flow steps.

2. Click Revise Payment Application work flow step.

   The system will ask if you want to check out the form or open it as read-only.

   The name of this step will depend upon your configuration.

3. Click Check Out.

   The step opens in a window.

4. Follow steps 5 - 17 of the Create Payment Application procedures above.

5. Click Update and Take Action.

   The Action page opens.

6. Select Submit Payment Application Revisions from the Action field.

7. Enter any comments about your action in the Action Comment field.

8. Click Update.

   The window closes. The step is complete. The client will need to follow the Review Payment Application procedures again.

To approve a payment application:

1. Click next to the payment application work flow to expand the work flow steps.

2. Click Approve Payment Application work flow step.

   The system will ask if you want to check out the form or open it as read-only.

   The name of this step will depend upon your configuration.

3. Click Check Out.

   The step opens in a window.

4. Review the details of the payment application and the previous approver's comments.

5. Enter any comments in the Approver 2 Comments field.

6. Click Update and Take Action.

   The Action page opens.

7. Do one of the following:

   • Select Approve from the Action field.

     This action will initiate the update budget step.

   • Select Request Revisions from the Action field.

     This action will initiate the revise payment application step.

8. Enter any comments about your action in the Action Comment field.

9. Click Update.

   The window closes. The step is complete.

Once a payment application has been approved, the client must update the budget.

To update the budget:

1. Click next to the payment application work flow to expand the work flow steps.

2. Click Update Budget work flow step.

   The system will ask if you want to check out the form or open it as read-only.

   The name of this step will depend upon your configuration.

3. Click Check Out.

   The step opens in a window.

4. Do one of the following:

   • Click Copy To button in the Budget Cost column.

     Lucernex copies the values from the Current Pay Application Amount column to the Budget Cost column.

   • Enter the approved amounts in the Budget Cost column.

5. Click Update and Take Action.

   The Action page opens.

6. Select Approve from the Action field.

7. Enter any comments about your action in the Action Comment field.

8. Click Update.

   The window closes. The work flow is complete.