Payments (ECC, ECS, TSC & FIDIC)

The purpose of this article is to explore the payment module and illustrate the workflow for both parties.

Video content is available below.

The below article is based upon the ECC contract type and the terminology reflects this. Certain actions may be unavailable if you do not have the appropriate permissions. Please speak with your Superuser if this is the case.

Payment register

All payment assessments (PA) for the relevant contract will be stored within this register, including a basic overview of each event. It is also possible to click into each event for more information and additional actions.

In order to access the payment register, first navigate to the left hand menu, then select Registers and Payment:

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The different states of PAs within the payment register are listed below:

Draft: PA which is currently in draft state (both parties can view draft PAs in the register) 
Black PA: PA which has been certified
Blue PA: PA which has been marked as paid

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Once a PA has been created, click anywhere on the relevant row within the payment register to access the event.

Please note, it is only possible to have one draft PA in the Register at one time.

If a PA has an AFP associated with it, it can be viewed in the register by expanding the event:

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To export the register; select the print symbol, followed by either the summary or detailed document: 

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When exporting, you can choose between a variety of formats:

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Raising an Application for Payment (AFP) (Contractor Only)

The Contractor may raise an AFP by navigating to the left-hand expandable menu and selecting Create New > Application for Payment:

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The below pop out will be displayed, prompting you to specify an assessment date, or use an existing one via a current payment assessment (if there is already a draft PA within the register, you will only be able to select this assessment date until the PA for this date has been certified): 

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Once done, the below screen will be displayed and the sections highlighted in red will need to be completed (even if the value is 0) before the Send / Progress button can be selected:

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Please note that the value entered into the PWDD box needs to be the cumulative amount of work done to date.

If the contract has multiple streams, an additional tab Application Detail will be present. This is where you will need to enter the relevant values for each stream for both PWDD and other amounts even if this value is £0:

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For further information on multiple streams please click here.

Once an AFP has been submitted, a draft PA will be created that both the Employer and Contractor will be able to view in the payment register and the AFP will sit within this new draft event.

If however, an existing assessment date was chosen, the AFP will instead be attached to the relevant payment assessment.

Multiple AFPs can be added against one draft PA by opening the draft event and selecting Add within the Applications tab:

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Once a PA has been certified by the Employer, no further AFPs can be raised within this event.

Raising a Payment Assessment (PA) (Employer Only)

The Employer can raise a PA, by navigating to the expandable menu on the left hand menu and selecting: Create New followed by Payment Assessment:

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The below edit form will be displayed and the sections highlighted in red will need to be completed (even if the value is 0) before Send / Progress may be selected:

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Please note that the value entered into the PWDD box needs to be the cumulative amount of work done to date.

If the contract has multiple streams, an additional tab Assessment Detail will be present. This is where you will need to enter the relevant values for each stream for both PWDD and other amounts even if this value is £0:

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Please note, for TSC contracts, the total PSPD for each TO in the contract will be automatically added as one service line item. Please see the below example highlighted below:

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By selecting Send / Progress, the PA will be certified and no further changes can be made. If the PA is to remain in draft state so that the Contractor can add an AFP, simply save and close the event.  

Submitting an Invoice (Optional)

If required, it is possible to add an invoice tab into a payment assessment where the Contractor can upload and submit their invoice to the Employer. The ability to add the invoice tab is available to a Superuser within the administration panel. 

To locate this option as a Superuser, enter the administration panel to action.

For the Client Administrators Programme, locate the contract using the Contracts tab. From here, open the Contract Data menu followed by Communications / Thresholds. The check box can be found in the Periods relating to the current contract type (calendar days) area. This can be switched on or off at any time:

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For the CEMAR Admin Panel , locate the Contract using the Contracts tab. Then, enter into the Events tab before clicking PAyment Assessments on the left hand side. The check box shall be found on the top of the page, to which you can either select or de-selected, before clicking the Save icon to implement:

 

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With this preference switched on, an invoice tab will become available to the Contractor's Party once a payment has been certified by the Employer. The invoice tab will not become visible to the Employer until the invoice has been submitted and is therefore only visible to the Contractor's Party at this stage.

To upload an invoice, select the New button:

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This will open a new window. Select the Browse... button to open File Explorer where you may select the invoice. Once you've made your selection(s) select Upload. It is possible to upload multiple files if needed:

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Once you have finished uploading the invoice, select the Submit Invoice button:

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A reminder will then be generated for the Employer's Party for invoice verification:

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A User of the Employer's Party can then enter the event and select the Verify Invoice Present:

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Once verified, the option to mark the payment as paid will become available to the Employer.

Marking a Payment as Paid (Employer Only)

A certified PA will remain in the Employer's reminders until it has been paid: 

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Once a payment has been made by the Employer, they can mark it as paid in the Assessment tab within the event. The date of the payment can also be changed here: 

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Video Tutorial

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