Sub Payment Summary

The Subcontractor Payment Sheet Summary Report lists all of the payment sheets for each subcontractor in job number order. These payment sheets are generated within the Subcontractor Payment option. This report will include the invoice reference number of the payable invoice associated with each payments sheet, the current amount of each invoice, as well as the associated retention amount. A subtotal is printed for each job along with a grand total of all jobs on the last page of the report.  This report can be generated for all payment sheets on all jobs for selected subcontractors or for all subcontractors on selected jobs.

This summary report can then be used to determine the amount of money that is owed to each subcontractor. When the payment sheets are created, the program automatically assigns each payment sheet an invoice reference number and sets up a pair of payable invoices in the accounts payable open invoice file (openap.adt) for the current and retention amounts associated with each payment sheet.         

Retention on Subcontractor Payment Sheets

•Note #1:  Each progress billing created through the Subcontractor Payment Sheet process will post two separate invoices to the aging schedule: one for the net amount (gross amount less retention withheld) and one for the retention withheld.  The retention withheld invoice will be 'hidden' from view when you pay your progress billings so that you do not accidentally pay retention before it is due.  When you are ready to pay the retention, you should create another subpayment sheet using the Retention button.  This will create a separate subpayment sheet for the full amount of the retention held to date on the subcontract that you can print and give to your subcontractor along with the check.  This invoice will show zero retention withheld and the current amount due will equal the total of the retention amounts that were previously withheld.  Behind the scenes, the system is moving the retention amount from the Retention column to the Current column on both the a/p aging schedule and the Subcontractor Payment Sheet Summary report.  When you pay the retention, be sure to select the 'Include Retention Invoices' option so that you can see all of the retention entries for your sub.  This will include the invoices where the retention was originally withheld as well as the in/out retention invoice that you created with the Retention button above.  The net amount of all of the entries should be the amount of retention you need to pay your subcontractor.  Be sure to select all of the invoices for payment and not just the 'current' portion of the retention invoice, otherwise the other retention invoices will stay on your aging schedule indefinitely.  Be aware that all of the invoice entries selected for payment will show up on the check stub to the subcontractor.

•Note #2:  It is important to follow the steps in Note #1 if you are planning to give your subcontractor a copy of the payment sheet that reflects that retention is being paid.  Again, the primary purposes of this step is to print an invoice for the subcontractor to explain what is being paid, and to move the retention amount from the Retention column to the Current column on the A/P Aging Report and Subcontractor Payment Sheet Summary report.  Due to the fact that the system has already created retention invoices with each subpayment sheet, it is not required that you do create the separate Retention invoice in order to pay the sub.  The retention amounts will remain in the retention column on the A/P Aging Report until paid.  The Subcontractor Payment Sheet Summary report will continue to show the retention amount in the Retention column along with the payment status.  When you pay the retention, be sure to select the 'Include Retention Invoices' option so that you can see all of the retention entries for your subcontractor.  This will include the invoices where the retention was originally withheld but there will not be an in/out entry as described in Note #1 above.  The net amount of all of the entries should be the amount of retention you need to pay your subcontractor.  Be aware that all of the invoice entries selected for payment will show up on the check stub to the subcontractor.

•Note #3:  If you followed the steps in Note #1 to create an retention invoice for your sub, and failed to select all of the retention invoice entries for that subcontractor when you paid the retention, then invoice entries netting to zero will remain on the A/P Aging Schedule indefinitely.  The best way to remove these 'extra' entries is to create a handwritten A/P check to the sub with the net amount of the check as zero.  You can then use the 'Payable Link' option on the handwritten check screen to attach to each individual retention invoice.  Once all the applicable retention entries have been selected and your entries net to zero, you may post the check.  The invoices will be marked as paid and removed from the A/P Aging Schedule.  Be sure to date the handwritten check the same or after the last invoice date that you are trying to clear.  It is best to work with the printed aging schedule (full detail) in front of you when trying to make the check entry to ensure that you selecting the correct invoices.