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Procore (en-CA)

Add a New Payment to the Payments Issued Tab of the Invoicing Tool

Objective

To add a payment to the Payments Issued tab of a commitment from the Invoicing tool. 

Background

To keep track of any payments that your company issues for subcontractor invoices, you can use the steps below to add a payment record to the Payments Issued tab on a commitment. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool. 
       Notes
      • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
      • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.

Steps

Open the Invoice's Commitment

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab. 
  3. Locate the invoice that you want to issue a payment for.
  4. Click the link in the invoice's Commitment column to open that commitment. 

Add a Payment to the Commitment

  1. In the commitment, click the Payments Issued tab.
  2. Click Edit.
    create-payment-issued.png
  3. In the Add Payment window, enter the following:

    add-payment.png
    • Invoice
      Select an existing invoice from the drop-down that the issued payment is attached to.
      Note: If the payment is linked to the invoice, the Payment Status column on the Billings page will update from Unpaid to either Partially Paid or Paid for that invoice's billing period only.
    • Payment #
      Enter the related payment number for the issued payment.
    • Payment Method
      Select a payment method from the drop-down list: CheckCredit Card, and Electronic.
    • Amount
      Enter the amount of the payment.
    • Date
      Enter the issue date for the payment
    • Invoice #
      Enter the related invoice number for the payment issued.
    • Check #
      Enter the related check number for the payment issued.
    • Notes
      Enter any additional notes regarding the issued payment for record purposes.
    • Attachments
      Attach any relevant files or documents.
  4. Click Add