Tracking costs that need to be withheld can be messy and confusing but PX360 provides a simple way to withhold and settle amounts. Costs can be withheld for a variety of reasons:
Retention
A defect
Incomplete work
Incomplete delivery
A dispute
Note: All withheld costs that are Awaiting Release are withheld from the planning budget's Exhausted Spend until they are settled. |
Included in this guide:
How to Withhold Payments
From inside a project, click the Cost tab and then the plus (+) button to expand Supplier Costs. Each cost row needs to be matched to the budget. An orange button on the row means that cost has already been matched. A green button is yet to be matched.
Click the green match button in the appropriate cost row
Check the correct box on the popup (e.g. Budget Allocate, Approved Variation/PSA, Split Allocate, or Work Order) and fill in the information for whichever was chosen (see tables below). Note: click the plus (+) button on the company Work Order to see the breakdown.
Check the Selector box to apply the cost invoice to the correct breakdown row
Click Pay Note & Withheld and complete the form fields (below) that pop up to withhold the payment
Finally, click Submit to send the approval request to the user's email
Budget Allocate / Approved Variation/PSA / Split Allocate
Cost Centre | Cost category for the withholding |
Variation Title & Number (Approved Variation/PSA only) | Enter the name and number of the approved variation or provisional sum adjustment (PSA) |
Tasks | Select one or more tasks to withhold costs from those selected |
Cost Type | Category of costs; e.g. Material, Contractor, Labour, Equipment |
Amount (Split Allocate only) | Designate the amount to withhold from the allocation |
Work Order
Total | Automatically calculated from costs |
Withhold Amount | Amount being withheld from payment. Withholding amounts are held from the planning budget's Exhausted Spend. Examples may be incomplete work or defects. |
Retention Amount | Amount specific to the contract arrangement for the project. Retention amounts are held from the planning budget's Exhausted Spend. |
Payment Amount | Automatically applied depending on the withhold and/or retention amounts above. |
Comments | Be descriptive. We recommend adding information for tracking purposes. |
Notify User (Email) | The email address of the person responsible for approving the payment. |
Awaiting Release Tab
You can view all withheld amounts by clicking Orders on the left side menu, then the Awaiting Release tab. Use the plus (+) button to expand the relevant section and view any withheld costs that require settling.
Settling Withholdings
On the Awaiting Release tab, find the row you want to settle or partially settle. Click the Settle button and review the withheld information on the popup. If needed:
Adjust the withheld amounts
Update comments
Confirm the notification email is correct
Click Submit and you're done. When you go back to the Work Orders tab, you will see any amount marked as Awaiting Release has been removed, and the withheld amount has now been included in your Planning tab budget.
Video Tutorial