Entering and submitting a detailed Task-level Application for Payment
The WebContractor Task-level Applications for Payment process enables subcontractors to submit their Applications together with the details of the Amounts Claimed against individual Tasks and individual Variations. The process is simple and readily available as a web service on a 24/7 basis.
Getting started - selecting the appropriate Subcontract Order
From the Dashboard, or from the WebContractor Main Menu, select Subcontract Orders to display the list of Current Subcontract Orders, then
From the list of Current Subcontract Orders, select the Subcontract Order related to the Application to be entered and submitted.
The Subcontract Order / Details webpage will be displayed
1. From the Subcontract Order / Details webpage, either:
Select the “+ Application for Payment” from the drop-down Actions list, or
Select the “Tasks” tab
Both of these selection choices will display the Subcontract Order “Tasks” webpage, showing current Task-level totals up to and including any previously submitted Applications for Payment
2. From the “Tasks” webpage select the green + Application for Payment” button to create a new Application. The Application for Payment Summary section is displayed, showing:
Brief details of the Project and the Work Package
The Valuation Number. This is automatically started at “1” and incremented by “1” for each Application submitted
The current Valuation Period End Date. This is automatically displayed and can be updated by selecting a future Valuation Date from the drop-down list. Valuation Dates in the past CANNOT be entered and are not available for selection
An Application Reference MUST be entered. This is used as your Reference for this Application.
The Application Type defaults to “Interim” for every Application until the final Application when this needs to be changed to “Final”
The totals of what had Previously been Applied for, although for the first Application these totals will all be “0.00”.
Entering Amounts Claimed on individual Task Line items or Variation line items
Individual Task Line items can be entered either as a cumulative Quantity Completed, providing a quantity has been entered in the details of the Works, or as a cumulative % Completed of the Total Value of the Works completed for that Task Line item, or as a cumulative value of the completed works in the Amount Claimed.
As the individual Task Line item figures are entered, the Application Contract to Date total shown in the Application for Payment Summary section is automatically updated and the entered details are automatically stored. So, in the event of losing access to WebContractor or deciding to complete the entry of the Application at another time, the previously entered details of the Amounts Claimed will always be remembered and available.
1. The Quantity Completed can only be entered if a quantity is shown in the Task Line item details of the Works
The Quantity entered cannot be greater than the quantity shown in the details of the Works, and cannot be negative
If the Quantity is entered, the Amount Claimed will be automatically calculated by multiplying the Quantity Completed by the Rate shown in the details of the Works, and the % Completed will be calculated using the calculated Amount Claimed divided by the Total Value of the Works for that Task Line item; expressed as a percentage
2. The % Completed can be entered for any Task Line item or any Variation item
If the % Completed is entered, and the Task Line item has a quantity shown in the details of the Works, then the Quantity Completed will be automatically calculated by multiplying the entered % Completed by the quantity shown in the details of the Works
If the % Completed is entered, the Amount Claimed will be automatically calculated by multiplying the % Completed by the Total Value of the Works for that Task Line item
3. The Amount Claimed can be entered for any Task Line item or any Variation item
If the Amount Claimed has been entered, the % Completed will be automatically calculated by dividing the Amount Claimed by the Total Value of the Works for that Task Line item; expressed as a percentage
If the Amount Claimed is entered, and the Task Line item has a quantity shown in the details of the Works, then the Quantity Completed will be automatically calculated by multiplying the calculated % Completed by the quantity shown in the details of the Works
Finishing off and Digitally Signing and Submitting the Application for Payment
When all the Task Line items and Variation input has been entered, there are a couple of figures that need to be entered before the “Sign and Submit this Application” option can be selected.
These are:
1. Enter the Subcontractor’s Forecast Final Account figure (shown in the Application for Payment Summary section). This MUST be entered but does not need to be entered for each Application, ONLY when this forecast figure materially changes
2. When the subcontractor is CIS Tax[Net] the CIS Materials figure MUST be entered. A warning message is displayed when the CIS Materials figure of “0.00” is entered which MUST be confirmed by the user if "0.00” is correct
3. Once everything has been input select the “Sign and Submit this Application” option to submit the Application for Payment to the contractor.
4. Once Submitted, the Application for Payment details can be viewed online at any time, and a copy of the input is available by selecting the “View Application Document” to download an Excel spreadsheet of the Application details.
Amending a previously Signed and Submitted Application for Payment
Providing the Valuation process hasn’t started, a previously Signed and Submitted Application can be amended and re-submitted.
1. Select the “Amend Application” option from within the “Options” section at the top of the “Tasks” webpage
2. Enter or amend the Amounts Claimed as described in 5, 6, and 7 above until the Application figures are correct
3. When the Application has been amended, and the figures are correct, follow 8, 9, 10, and 11 above