Pay applications

A pay application is what you bill the owner for a billing period, against the prime contract's schedule of values. Open Pay Applications in the LEDGER rail.

Pay applications live in the same partition and the same number series as subcontractor invoices, and each register shows only its own direction, so neither screen shows the other's money.

Creating and changing a pay application needs Invoicing STANDARD plus the administer invoicing permission, which Invoicing ADMIN carries.

Create an application

1. Open Pay Applications and start a new one for the open billing period.
2. Read the seed report before you commit to it (see below).
3. Enter what you are applying for on each schedule-of-values line: work completed this period, and stored materials.
4. Submit it to the owner.

The seed report

Before an application is created, and again straight after, the surface shows what the system believes was completed in that period, by contract schedule-of-values line, built from approved subcontractor invoices and approved direct costs.

A proposal is only useful if you can see what it does not contain, so four facts render whether or not you scroll:

Disclosure	What it means
Truncated	A source read hit its ceiling, so the proposal was built on less than everything
Unmapped	Approved money the aggregation could not place on a contract line, with the reason. This is exactly the amount the application would otherwise under-bill by
Excluded direct costs	Approved-adjacent movements the proposal deliberately did not count
Credited sub billing	The same, on the subcontractor side

The seed is a proposal. What you apply for is what you type.

Seed figures require the administer-invoicing permission. A reader without it gets the application without them rather than a refusal on the whole page.

The worksheet

Each line carries:

Column	How it is derived
Scheduled value	The prime contract's SOV line
Previous	Work completed on earlier applications. Carried by the system
This period	What you are applying for
Materials stored	The standing balance of material on hand
Total completed and stored	Previous plus this period plus materials stored
Balance to finish	Scheduled value less total completed and stored
Retainage held	See Retainage

And at the foot:

• Total earned less retainage is total completed and stored less retainage held.
• Less amounts certified on previous applications is carried forward from the prior application's total earned less retainage. The system writes it.
• Payment due this application is total earned less retainage, less those previous certificates.
• Balance to finish, including retainage is the scheduled value total less total earned less retainage.

Percent complete is truncated rather than rounded.

This is your own worksheet layout. It carries no third-party form number and no third-party certification wording, and the product enforces that: a build check scans both the document model and the printable template for form vocabulary and fails if any of it appears.

Stored materials on the owner side

The owner side keeps stored materials as a standing balance, not as a per-period figure that rolls into previous work. Enter the balance on hand, and when material is installed, reduce the balance and bill the work.

Retainage held against materials moves onto the work ladder as material is installed. In the period that happens, the materials retainage figure for the line is negative. That is a transfer, not a release. The held total never goes negative, and an emptied balance transfers out exactly what was held against it.

Certified versus applied

The owner may certify less than you applied for. Both totals render side by side: the certified-effective one, which is what payment derives from, and the applied one beside it, so the divergence is a number you can read rather than a subtraction you have to perform.

There is no "approved as noted" status on a pay application, deliberately: the owner is the reviewer, and "as noted" is a certified amount, not a state.

Lifecycle

Status	Meaning
Draft	Being prepared
Under Review	With the owner
Revise and Resubmit	Sent back
Approved	Certified. Terminal
Voided	Terminal

The action labels are owner-voiced: Send to the owner submits it, and Record the certification approves it. Recording the certification needs Invoicing ADMIN. Every action needs the administer-invoicing permission.

Approval freezes the application. A correction is a new application, not an edit. A closed billing period locks it too, and that lock does unlock when the period is reopened.

The printable application

Open the document view of an application for the formatted worksheet, and download it as a PDF. This is a real generated PDF, not a browser print: it is laid out landscape and paginated deliberately.

The renderer computes nothing. Every figure on the page is a string the server produced through the money kernel, so the printed document cannot disagree with the register.

Long line descriptions are truncated to fit, and the final sheet discloses that they were.

Downloads are audited, including a fingerprint of the exact bytes and whether seed figures were included, so two downloads of the same application are distinguishable in the audit trail.

The package

The package view of an application assembles the supporting documents for the same month into one read:

Section	Source
Document	The application worksheet itself
Contingency	The contingency report, narrowed to the month
Equipment	The equipment report, for the month
Compliance	Vendor compliance, with a lien-waiver column

Each section is attempted independently and resolves to available, restricted or failed. A section is never omitted and never zeroed. If you lack permission for the Changes tool, the contingency section says restricted; it does not quietly vanish or read as nothing to report.

Each section mirrors its own tool's read permission: Changes for contingency, Direct Costs for equipment, Directory for compliance.

The package also states the reporting month and whether the reports cover the billed window. When the anchor cannot be resolved, it says so rather than guessing.

The credited-vendor set on a package is derived at read time from what was actually billed downstream through that period, so a correction filed in a later period cannot retroactively change which vendors an earlier package listed.

Limits

Limit	Value
Lines per application	500
Review note length	2,000 characters
Printed line description	80 characters, with the truncation disclosed

Troubleshooting

The seed total is lower than expected. Read the disclosures above the figure. Unmapped approved money is the usual cause, and it is exactly the amount the application would under-bill by.

Seed figures are absent from the application. You do not hold the administer-invoicing permission. The application still renders.

The application will not save. It is approved, or its billing period is closed. Record a correction as a new application, or reopen the period.

A package section says restricted. You lack the tool permission that section mirrors. Ask for READ_ONLY on Changes, Direct Costs or Directory as appropriate.