NOTE: The below article details this feature for our customers utilizing our Kahua for Owner’s and Kahua for GC’s applications, which excludes custom workflow or configuration. Specific customer configuration, customers utilizing other versions of these applications, or custom application features may differ in functionality or processes to those outlined below. For more details on training guides specific to your company, please check with your company IT or Domain Administrator prior to submitting a request to Kahua Support.
Creating a Pay Request
The Expense Pay Request application allows you (or a third party you are ‘sharing’ the application with) to create a Pay Request against a specific Expense Contract. Pay Requests Cost amounts are tracked in Work Breakdown according to status. The Pay Request will allow users to enter specific values for the pay app against the schedule of values in the original contract, as well as any associated change orders. The Pay Requests application keeps track of additional detail on each pay request, such as the total invoiced to date for each line item, as well as the retainage.
To access the Pay Request application, open the Apps repository. Under the Cost Management suite of applications click on Expenses.
This will launch the Expenses Applications which may include:
- Change Requests
- Change Orders
- Pay Request
- Purchase Orders
- PO Change Orders
- Quote Requests
To create a new Pay Request from scratch, select the Pay Request tab, then click the New button to open a new record. Notice a window appears with a drop down field requesting you select a contract. Approved contracts will appear here for your selection. Select a contract and click Next.
If any approved Change Orders exist against that Expense Contract, a second window will appear requesting selection of any Change Orders to include on the pay request. If you intend to invoice out any line item in a Change Order as part of this pay request, select the checkbox next to the Change Order(s). If any are selected and greyed out, it means they were previously included on a prior pay request, and thus will be automatically included on this pay request as well. Click Next.
A Pay Request form appears.
Enter the Period From/Period To that the pay request is intended for, the Parties involved, and any other fields relevant.
If you choose to use the available workflow options, you will not need to enter dates in the Dates & Workflow section as they will increment for you as it routes through workflow.
The Summary section will display the relevant information based on prior pay requests against this contract, but many fields will indicate that they will be calculated upon save.
To enter the relevant values against each line item, navigate to the Items grid. Notice the retainage rates are carried forward / defaulted from the values entered in the original commitment. Update if needed for this individual pay request.
For each line item, Kahua will display the approved scheduled value, any previous work completed (prior pay requests), and allow the user to enter the Work Completed this Period and Materials Presently Stored. Feel free to leave one or both empty if it does not apply to this specific pay request. The remaining fields to the right of these in the grid will automatically calculate, so as to list out the balance to finish for each line item and retainage (if applicable).
To enter values against a Change Order, you must take a few additional steps. Notice in the below screenshot that the Change Order is added as one line to my pay request, despite whether it has one or several line items within it. To access the line item detail in a Change Order, click the More Icon to the left of the line item number.
A window will appear that will allow you to see all the line item detail for that Change Order, and enter the applicable Work Completed this Period and Material Presently Stored for each line item. When complete, click Done to go back to the main form.
Documents can be attached to the record under the References section. The user can either Upload a document saved on their computer, Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application or Add Approval Doc which is used anytime a record is being routed for Review or Signature.
Once all detail has been filled out, click Save/Close. Prior to submitting into any workflow, typically an approval doc should be created.
Click back into your record to see the Summary section has been updated based on the values entered.
NOTE: It is important to note that Pay Requests look back to the prior Pay Request to calculate totals – thus, it is critical a user not edit a prior pay request in a sequence once a subsequent pay request has been created. To correct a prior pay request, enter a corrective record or back out pay requests as needed.
Pay Request Action Buttons
Once the fields within the record have been completed and saved, the users can select from several actions:
- Send – Use messaging to send record details to others (do not confuse with a workflow)
- Edit – Update and maintain the record
- View – This action button displays the Portable View (document view)
- Delete – Select this action button to delete a record (typically permission based, so all may not see this)
- History – All updates/changes are tracked
Do not confuse Sending with using the workflow buttons in any application. Documents can be sent via a message within Kahua to either existing Kahua users or users outside of Kahua by entering their email address and clicking Enter. The documents are treated as attachments, and the message can be copied to the Communications application by checking the box.
The record can be updated as needed during the process. If the document is out for Review or Signature, Edit will not be available.
Records can be viewed as a Portable View in which a PDF version of the record data is generated and can be printed out. Select the PDF Icon to generate a printable PDF version of the document.
The History action button provides details regarding all activity (Creation, Updates, Saves, etc.) performed on the record. To see specific detail related to the updates made, click the View Edit button.
If approval workflow has not yet been configured for this application in Kahua, increment the status manually by using the ‘Set To’ button at the bottom of the record. The option to manually Set To Projected, Pending, Approved, or Approved & Lock. The selection will determine where the values are on the Work Breakdown.
If workflow is being used on the project, Kahua supports both a review process and a formal signature process. For more details of how Kahua approval processes work, see the Submitting into Workflow section.