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

Objective

To add a payment to the Payments Issued tab of 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 projects Commitments tool. 

     Notes

    • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
    • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
      • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
      • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
      • Your designation as an 'Invoice Contact' on a prime contract, purchase order or commitment.
    • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.

Prerequisites

• Enable the Payments Issued Tab for Invoicing

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Subcontractor tab. 
3. Click the link in the Commitment column to open the commitment that you will be issuing a payment for.
4. Click the Payments Issued tab.
5. Click Edit.
   
6. Complete the following fields:
   • 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.
   • Date
     Select the date you wish to record the issued payment.
   • Payment #
     Enter the related payment number for the issued 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.
   • Amount
     Enter the amount of the payment.
   • Attachments
     Attach any relevant files or documents.
7. Click Add. 

See Also

• Enable the Payments Issued Tab for Invoicing