Contents

Cost Control

*Cost Control

PMWeb Cost Control’s comprehensive suite of tools allows you to create, track and analyze all aspects of a project’s finances. All Cost Management features are integrated with one another and with the other PMWeb modules.

 

Cost Control Diagram


Budgets Manager

When you click the Budgets item on the menu the Budgets Manager loads. See Managers for more information on using Manager pages.

Budgets

Budgets are created and edited in the Budgets window. Each budget is linked to a project and each project can have one or more estimates. In addition, users can generate estimate revisions with the click of a button. A revision is a complete copy of an estimate that can then be modified, leaving the original version unchanged. Multiple revisions can be generated, allowing for what-if estimating while retaining estimate development history.


Header Fields

 

Field Name

Comments

Project

This field is required.

Estimate

This field is read-only. If this record was created by generating from an estimate, the estimate information appears here.

Description

This field is not required.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Cost Code

This field is required. See Budget Setup for information on creating cost codes.

Description

This field is not required.

UOM

This field is not required. It is a user-defined list.

Quantity

This field is not required. The default is “1.00”

Unit Cost

This field is not required. The default is “0.00”

Original Project Budget

This field is not required. The default is Quantity x Unit Cost, but it may be edited.

Unit Price

This field is not required. The default is “0.00”.

Original Owner Budget

This field is required. The default is equal to Original Project Budget, but it may be edited.

Company

This field is not required. See Companies.

Budget Period

This field is not required. See Periods.

Task

This field is not required. See Scheduling.

Start

This field is not required. This date field can be used in cash flow calculations.

Finish

This field is not required. This date field can be used in cash flow calculations. It must be greater than or equal to Start.

Curve

This field is not required. This field can be used in cash flow calculations.

Notes

This field is not required.

Location

This field is not required. See Projects.

Adding Lines to Budgets

There are two ways to add lines to the Details grid:

 

The Cost Codes Dialog

 

Use the Defaults fields to make selections that will automatically be copied to the Cost Codes you select and then use the tree in the Tree Pane to find the Cost Codes you wish to add. (Select Grouping Options to change the way the tree is displayed.) Drag and drop Cost Codes or folders to the Drop Zone. When you have finished selecting Cost Codes click the Save and close button. The Cost Codes dialog closes and the Budget Details grid is updated.

 

Note: Sometimes when you open the Cost Codes dialog from the Budgets page one or more folders or Cost Codes in the tree will be grayed-out. This is because they already exist in the budget. Each Cost Code can only be added once to each budget.

Using the Budget Records Page

There are two general ways to add information to the Budget Records page: directly, by typing in the grid or by approving Budget Requests.


Directly Entering Budget Records


Until the Budget Record is approved users can type directly in the Details Grid and add or delete lines. Once the record has been approved, the Details Grid is locked and a Budget Request or a Change Event is required to amend the budget.


Accruing Budget Requests to Budget Records


Approved Budget Requests can adjust values in the Budget Record page, either by creating new lines for Cost Codes that didn’t previously exist or by revising amounts for existing lines. To do this, Post as in the Budget Request must be set at “Original Budget”. See Budget Requests for more information.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Budget Setup

Use the Budget Setup page to create a Cost Code structure and a list of Cost Codes for each project. This data can be unique for each project and entered from scratch or it may be copied from another project.


Header Fields

Group Grid

Field Name

Comments

Group #

This field is read-only.

Description

This field is not required.

# of Characters

This field is read-only.

 

PMWeb Cost Codes can consist of an unlimited number of groups, or segments. Use the Group Grid to create a structure for the Cost Codes for the project.

Defining Budget Groups

Budget groups can be created from scratch or copied from another project.

 

Note: The Group Grid must be empty to copy from a project.
Adding Groups From Scratch

1.       Click the Add line button in the header of the Group grid. A new line appears in the grid.

2.       Enter a Description for the group.

3.       Click the Save button in the grid header.

4.       Click the ellipsis button to the right of the line. The Budget Group Values dialog appears.

 

The Budget Group Values Dialog

 

5.       Select the # Characters.

6.       In the grid, add an ID and Description for each value.

7.       Click the Close button to finish editing group values.
Copying Groups From Another Project

1.       Click the Copy From Project button in the grid header. The Select a Project dialog opens.

 

The Select a Project Dialog

 

2.       Click a project name. The dialog closes and that project’s groups and values are copied into the Group Grid.

 

Note: You can only add or delete lines in the Group Grid if there are no records in the Budget Setup Details Grid.


Details Fields

Details Grid

Field Name

Comments

Cost Code

This field is read-only. It is determined by the choices you make in the Group Columns.

Description

This field is not required.

Group Columns…

These fields are required. The columns that appear are determined by the choices you made when Defining Budget Groups. One column will appear here for each Budget Group you defined.

Notes

This field is not required.

Defining Cost Codes

Cost Codes can be created from scratch or copied from another project.

Adding Cost Codes From Scratch

1.       Click the Add line button in the grid header.

2.       Enter your data and click the Save button in the grid header.

Copying Codes From Another Project

1.       Click the Copy From Project button in the grid header. The Select a Project dialog opens.

2.       Click a project name. The dialog closes and that project’s codes are copied into the Details Grid.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Cost Ledger

All PMWeb financial transactions can be posted to the Cost Ledger, providing a single central repository from which project cost reports, including the Cost Worksheet, can be quickly and easily generated. Journal Entries can be used to create adjusting transactions.


Details Fields

Details Grid

Field Name

Comments

Cost Code, Description, UOM, Quantity, Unit Cost, Total Amount

These fields come from the source document.

Worksheet Column

This field determines in which worksheet column this transaction appears. See Cost Worksheet.

Document Type

The type of record that was the source of this record.

Document

The description of the source record.

Period

This field comes from the source document.

Status

This field is determined by the source document.

Notes

This field comes from the source document.

Date

The date this transaction was first posted to the Cost Ledger or was last updated.

Cost Ledger Mapping

This table lists record types and their cost ledger Worksheet Column.

 

Record Type

Worksheet Column

Notes

Budget Records - Transaction "A"

Original Owner Budget

Each Budget Record line is two lines in the Cost Ledger (Transaction "A" & "B")

Budget Records - Transaction "B"

Original Project Budget

Each Budget Record line is two lines in the Cost Ledger (Transaction "A" & "B")

Budget Requests - Transaction "A"

Depends on checkbox

If Post as in Budget Request header is “Original Budget” the Worksheet column is "Original Owner Budget". If not checked it is "Owner Budget Changes"

Budget Requests - Transaction "B"

Depends on checkbox

If Post as in Budget Request header is “Original Budget” the Worksheet column is "Original Project Budget". If not checked it is "Project Budget Changes"

Commitments

Original Commitments

 

Subcontract Invoices

Actual Costs - Commitment

 

Miscellaneous Invoices - Transaction "A"

Actual Costs - Non-commitment

Transaction "B" is only posted if Post to Non-commitment Costs is checked at the top of the Miscellaneous Invoice.

Miscellaneous Invoices - Transaction "B"

Non-commitment Costs

Transaction "B" is only posted if Post to Non-commitment Costs is checked at the top of the Miscellaneous Invoice.

Change Events - Transaction "A"

Owner Budget Changes

From the budget lines of Change Events.

Change Events - Transaction "B"

Project Budget Changes

From the budget lines of Change Events.

Change Events - Commitment Lines

Commitment Changes

From the Commitment lines of Change Events.

Forecasts

Forecast

Unlike other records, Forecasts only post when the Post button is clicked.

Timesheets - Transaction "A"

Actual Costs - Non-commitment

If Post to Non-commitment Costs is checked in the Timesheet header there are two transactions posted for each Timesheet line. If not, only Timesheets - Transaction "A" is posted.

Timesheets - Transaction "B"

Non-commitment Costs

If Post to Non-commitment Costs is checked in the Timesheet header there are two transactions posted for each Timesheet line. If not, only Timesheets - Transaction "A" is posted.

 

Journal Entries

Use the Journal Entries page to create adjusting transactions in the Cost Ledger.


Header Fields

 

Field Name

Comments

Project

This field is required.

Description

This field is not required.

Journal #

This field is read-only.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Cost Code

This field is required.

Description

This field is not required. The default is the description of the Cost Code, but it may be edited.

UOM

This field is not required. It is a user-defined list.

Quantity

This field is required. The default is “0.00”.

Unit Cost

This field is required. The default is “0.00”.

Total Amount

This field is required. The default is equal to Quantity x Unit Cost but it may be edited.

Worksheet Column

This field is required. It determines in which worksheet column this transaction appears. See Cost Worksheet.

Period

This field is not required. See Periods.

Notes

This field is not required.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Forecasts

At any point in a project you can enter budget forecasts and post them to the cost ledger. Forecasts can be a single lump sum entry or detailed multi-line transactions with units and quantities.

 

When you open a forecast record the Details Grid is refreshed to display the latest Cost Ledger data.


Header Fields

 

Field Name

Comments

Project

This field is required.

Period

This field is not required. See Periods.

Description

This field is not required.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Effective Date

This field is not required.

Include pending budget records, Include pending cost records

The calculated data in the Forecasts Grid comes from the Cost Ledger. If these fields are checked, both pending & approved Cost Ledger transactions will be used in calculations. Otherwise, only approved transactions will be used.

Details Fields

Details Grid

Field Name

Comments

Cost Code

This field is read-only.

Description

This field is read-only.

Anticipated Budget

This field is read only. It is equal to the sum of all lines in Cost Ledger with a Worksheet Column of "Original Budget" + "Budget Changes".

Anticipated Cost

This field is read-only. It is equal to the sum of all lines in Cost Ledger with a Worksheet Column of "Original Cost" + "Cost Changes".

Anticipated Variance

This field is read-only. It is equal to Anticipated Budget - Anticipated Cost.

Forecast to Complete

This field is read-only. It is equal to the (sum of all lines in Cost Ledger with a Worksheet Column of "Original Cost") + ("Cost Changes")-(“Actual Costs - Commitments")-("Actual Costs - Non-commitments").

Forecast at Completion

This field is not required. The default is equal to Anticipated Cost, but it may be edited.

Forecast Variance

This field is read-only. It is equal to Anticipated Budget - Forecast at Completion.

Notes

This field is not required.

Entering Forecasts

Forecasts can be entered as a lump sum or in multiple lines.

Entering Lump Sum Forecasts

1.       Click a line in the Details Grid to select it and then click the Edit button in the grid header. The line is opened for editing.

2.       Enter your Forecast at Completion and, if desired, Notes.

3.       Click the Update Records button in the grid header to save the forecast.

Entering Multi-line Forecasts

1.       Click a line in the Details Grid to select it and then click the Forecast Selected Line button in the grid header. The Cost Forecast dialog opens.

 

The Cost Forecast Dialog

 

2.       Click the Add Line button in the grid header.

3.       Enter your data and click the Add Line button again to add another line. (You may enter as many lines as you wish.)

4.       Click the Save button to close the dialog and insert the total forecast cost into the Forecast at Completion field.

Posting Forecasts to the Cost Ledger

You can, if you wish, post forecasts to the Cost Ledger. To post a forecast open it and click the Post button in the toolbar.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Cost Worksheet

PMWeb Cost Worksheet is a powerful, customizable tool for analyzing a project’s finances. See Define Worksheets for information on creating and formatting worksheets.


Header Fields

 

Field Name

Comments

Project

This field is required.

Worksheet

This field is required. See Define Worksheets.

Periods From… To…

This field is required. Only Cost Ledger transactions with a period between those you specify here will be included in the worksheet. The default for both fields is “*All*”.

Details Fields

 

Field Name

Comments

- All Fields -

The columns that appear in the grid are entirely determined by the choices you make when defining the worksheet. See Define Worksheets.

Using the Cost Worksheet

To view the underlying transactions for a worksheet number click it in the worksheet grid. A sub-grid opens directly below the line with all of the underlying transactions displayed.

 

Drilling Down in the Cost Worksheet

 

Note: If you click a number in a calculated column the sub-grid displays all PMWeb worksheet column groups. Click the Expand icon for any group to display underlying transactions.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.


Define Worksheets

Define Worksheets allows you to specify which columns appear in each Cost Worksheet. Columns can be PMWeb text fields (such as Cost Code), financial data or calculations you create. You can define as many worksheets as you wish. Worksheets can be project-specific or not.


Header Fields

 

Field Name

Comments

Worksheet Name

This field is required.

Project

This field is required. The default is “*Any*”.

Details Fields

 

Field Name

Comments

Column #

This field is read-only. To change it click and drag the line up or down in the grid. When you let go all lines will be automatically renumbered.

System Field

This field is not required. If you are creating a Calculation for this column leave this field empty. Otherwise, select either a PMWeb text or financial field from the drop-down list.

Column Name

This field is required. The default is the System Field description.

Calculation

To create a calculation click the Ellipsis button to the right of the field. In the dialog click a combination of PMWeb financial fields and mathematical operators. When the calculation formula is complete click the Close button.

 

Note: PMWeb does not test the logic of the formula you create here. Test carefully to be sure that you get the results you expect.

Symbol

If you entered a Calculation select either “Currency” or “Percent” here.

Alias

This field is not required. An alias appears above the Column Name in the Cost Worksheet.

Tooltip

This field is not required. This tooltip appears when users hover their mouse over a column header in the Cost Worksheet.

Notes

This field is not required.

Budget Requests

Budget Requests allow you to add and subtract from the project budget in discrete transactions that maintain a clear audit trail and that may be routed for approval using PMWeb’s workflow tool.


Header Fields

 

Field Name

Comments

Project

This field is required.

Description

This field is not required.

Budget Request #

This field is read-only.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Post as

This field is required. Select “Original Budget” or “Revised Budget”. The default is “Original Budget”.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Cost Code

This field is required. See Budget Setup for information on creating Cost Codes.

Description

This field is not required.

UOM

This field is not required. It is a user-defined list.

Quantity

This field is not required. The default is “1.00”.

Unit Cost

This field is not required. The default is “0.00”.

Project Budget

This field is not required. The default is Quantity x Unit Cost, but it may be edited.

Unit Price

This field is not required. The default is “0.00”

Owner Budget

This field is not required. The default is equal to Original Project Budget, but it may be edited.

Company

This field is not required. See Companies.

Period

This field is not required. See Periods.

Task

This field is not required. See Scheduling.

Start

This field is not required. This date field can be used in cash flow calculations.

Finish

This field is not required. This date field can be used in cash flow calculations. It must be greater than or equal to Start.

Curve

This field is not required. This field can be used in cash flow calculations.

Notes

This field is not required.

Location

This field is not required. See Projects.

Adding Lines to Budget Requests

There are two ways to add lines to the Details grid:

 

The Cost Codes Dialog

 

Use the Defaults fields to make selections that will automatically be copied to the Cost Codes you select and then use the tree in the Tree Pane to find the Cost Codes you wish to add. (Select Grouping Options to change the way the tree is displayed.) Drag and drop Cost Codes or folders to the Drop Zone. When you have finished selecting Cost Codes click the Save and close button. The Cost Codes dialog closes and the Budget Details grid is updated.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Production

The Production tool allows users to enter quantities of work completed and, if desired, apply them to prime contracts, commitments or companies. Because Production records are considered a series it is possible to track the cumulative production over the project lifetime.


Header Fields

 

Field Name

Comments

Project

This field is required.

Type

This field is not required. It is a user-defined list.

Production #

This field is read-only.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

From, To

These fields are required. The Date entered in the Details Grid must be between these dates. The default for both is today’s date.

Period

This field is not required. See Periods.

Options Group

Field Name

Comments

Prime Contract

This field is not required. If a prime contract is selected here, Prime Contract in the Details Grid is locked at this contract.

Commitment

This field is not required. If a commitment is selected here, Commitment in the Details Grid is locked at this commitment.

Company

This field is not required. If a Commitment is selected, this is locked at the company in that commitment. If a company is selected here, Company in the Details Grid is locked at this company.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Date

This field is not required. It must be between From and To.

Cost Code

This field is not required.

Description

This field is not required. The default is the Cost Code description, but it may be edited.

UOM

This field is not required. The default is the Cost Code UOM. It is a user-defined list.

Quantity

This field is not required. The default is “0.00”.

Rate

This field is not required. If a Cost Code is selected this is the Unit Cost of the Cost Code. The default is “0.00”.

Total

This field is not required. The default is Quantity x Rate, but it may be edited.

Cumulative Quantity

This field is read-only. It is the sum of all Quantity fields from all Production records in the series.

Prime Contract

This field is not required. If you selected a prime contract in the Production header this field is locked at that prime contract.

Commitment

This field is not required. If you selected a commitment in the Production header this field is locked at that commitment.

Company

This field is not required. . If you selected a company in the Production header this field is locked at that company.

Notes

This field is not required.

Done

This field is not required. If you check this box this line will not be copied over to the new Production record when you Create Next Production Record. The default is unchecked.

Create Next Production Record

If you wish, you can create a series of Production records that track cumulative quantities. To do this:

  1. Create and save the first Production record in the series.
  2. When you are ready to create the second in the series, open the first and click the Create Next button. Production header information is copied to the new record. All lines in the details grid, except lines marked as “Done”, are copied as well.
  3. You can make any edits you wish to the new record, including adding and deleting lines in the Details Grid.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Contracts

You create contracts with owners or clients from this page.


Header Fields

Field Name

Comment

Project*

Associated Project.

Company

Associated Company,

ID*

Unique identifier.

Description

Description for contract.

Reference

Reference for contract.

Category

Category based on project-specific lists.

Revision

Revision number.

Date

Date created.

Status

Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.

Effective Date

Date when effective.

Paid In Full

If selected the contract is considered paid in full and is not shown on the list of contracts for payment.

Billing

Do not allow overbilling

Select to prevent overbilling on revised value or on line items.

Allow overbilling

Select to allow overbilling.

Up to % of revised value

Percentage to allow for revised value.

Up to % of line item

Percentage to allow for line items.

Billing Terms

Project-specific billing terms.

Days

Project duration.

Retention on Services

Percent retention on services.

Retention on Stored Materials

Percent retention on stored materials.

Contract Recap

Days

Project duration.

Original Value

Contract original value.

Approved Changes

Contract changes from approved changed orders.

Revised Value

Contract value with approved changes.

Billed

Amount billed.

Retained

Amount retained.

Balance Due

Contract balance due.

Paid

Amount paid.

Open Balance

Amount unpaid.

Unbilled

Amount unbilled.

Pending Changes

Unapproved changes.

Projected Value

Contract projected value.


Detail Fields

Field Name

Comment

Line #

Number for line item.

Item **

Item number if you use Add Items.

Description

Description for line item.

Cost Code

Associated cost code.

UOM

Unit of measurement.

Quantity

Number of units.

Unit Cost

Cost per unit.

Total Cost

Total cost.

Total Price

Total price.

Task

Schedule task.

Period

Associated period.

Notes

Associated notes.

Req Code

Editable Req number for linking cost lines to contract.

** Read-Only Field


Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Master Commitments

PMWeb allows you to create master commitments by linking together multiple commitments.


Header Fields

Field Name

Comment

Type

Project-specific type.

Program*

Associated program.

ID*

Unique identifier.

Company

Associated company.

Description

Description for Master Commitment.

Currency

Currency for Master Commitment.

Reference

Reference for Master Commitment.

Category

Project-specific category.

Revision

Revision number.

Date

Date created.

Status

Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.

Effective Date

Date when effective.

Days

Project duration.

From

Start date.

To

End date.

Master Commitment Recap

Master Value

Master Commitment costs or duration.

Original Commitments

Original commitments costs or duration.

Approved Changes

Approved changes costs or duration.

Revised Value

Revised costs or duration.

Invoiced

Amount invoiced.

Balance

Unpaid amount.

Retained

Retained amount.

Pending Changes

Pending changes in costs or duration.

Projected Value

Projected costs or duration.

Master Balance

Master Commitment balance costs or duration.

* Required Fields


Commitments

Field Name

Comment

Record #

Unique identifier.

Project

Associated project.

Description

Commitment description.

Effective Date

Date when effective.

Status

Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.

Rev.

Revision number.

Date

Date created.

Original Value

Original commitment value.

Approved Changes

Approved changes in commitment value.

Revised Value

Revised commitment value.


Adding a Commitment

To add a commitment to the Master Commitment click Add Commitment. This creates a new commitment page. Follow the instructions for Commitments.


To link commitments to the Master Commitment do the following:


Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Commitments

Use the Commitments page to create Subcontracts and Purchase Orders.


Header Fields

 

Field Name

Comments

Type

This field is required. “Subcontract” or “Purchase Order”. The default is “Subcontract”.

ID

This field is required. The default is the next highest number for this Type for this project, but it may be edited.

Project

This field is required.

Company

This field is not required.

Description

This field is not required.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Effective Date

This field is not required.

Details Fields

 

Field Name

Comments

Line #

This field is read-only.

Item

This field is read-only. If the line is added using the Add Items button the Item # appears here.

Description

This field is not required. The default is the description of the Item, but it may be edited.

UOM

This field is not required. The default is the unit of measure of the Item, but it may be edited. It is a user-defined list.

Quantity

This field is not required. The default is “1.00”.

Unit Cost

This field is not required. The default is “0.00”.

Total Cost

This field is not required. The default is Quantity x Unit Cost, but it may be edited.

Cost Code

This field is not required.

Funding Code

This field is not required.

Cost Period

This field is not required. See Periods.

Notes

This field is not required.

Manufacturer

This field is not required. The default is the manufacturer of the Item, but it may be edited.

Mfr. #

This field is not required. The default is the manufacturer # of the Item, but it may be edited.

Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Working With Contracts

Adding Lines

To add lines to a contract do the following:

  1. Click Add. This opens a new line in edit mode.
  2. Specify the required fields.
  3. Click Save to save and exit, or click Cancel to exit without saving.

Adding Items

To add items to a contract do the following:

  1. Click Add Items. This opens a pop-up with the items in your site.
  2. Locate the items in the navigation tree.
  3. Drag and drop items onto the items grid.
  4. Click Save and Close to save and exit, or click Close to exit without saving.

Editing Lines

To edit lines do the following:

  1. Click to select a line, control-click to select multiple lines. This highlights the lines.
  2. Click Edit. This puts the lines in edit mode.
  3. Make the updates.
  4. Click Update Records.

Deleting Lines

To delete lines do the following:

  1. Click to select a line, control-click to select multiple lines. This highlights the lines.
  2. Click Delete.
  3. Confirm to delete the lines.

Pasting From Excel

The detail grid allows you to paste data from excel. To do this you must have an excel spreadsheet with the columns of data to copy and paste. Define the columns as they are in PMWeb. Then do the following:

  1. In Excel, select the rows of data to paste without the header.
  2. Click copy or control-C.
  3. In PMWeb, click Paste from Excel. Then click control-V. This should paste the data into the grid columns.

Filling Columns of Data

The detail grid has a feature similar to the Excel "fill-down". To use this feature do the following:

  1. Add the data you want to copy to the clipboard using copy or control-C.
  2. Click to select a line, control-click to select multiple lines. This highlights the lines.
  3. Click Edit. This puts the lines in edit mode.
  4. Click the column header for the column where you want to paste the data. This highlights all the fields with a red line.
  5. Click control-V to paste the data. If the data is only added to one field, that field had the focus. Click away from the grid and click control-V again.

Change Events

PMWeb Change Events provide a central point from which you can manage all aspects of the change order process. Change Events can be generated from many other types of PMWeb records and serve as the basis for:


Note that Change Events are a convenient way to log project changes as they occur before grouping them into Contract Change Orders or Commitment Change Orders.

 

Lines may be added to Change Events by generating them from related records, typing them in manually or selecting them from lists of Cost Codes or items.

 

Change Event lines can be approved, if desired, individually from within the Change Event itself without having to create external change orders.


Header Fields

Field Name

Comment

Project*

Associated project.

Record #*

Change Event unique identifier.

Description

Change Event description.

Source Record**

If the Change Event was generated from another record the source record ID and description appear here.

Reference

Reference for Change Event.

Category

Change Event category based on project-specific lists.

Revision

Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

The date the revision was created.

Status

Change Event approval status. This field can be set manually. Status is automatically filled out if the Change Event is in Workflow.

Requested By

Party initiating Change Event.

Cause

Cause for Change Event based on project-specific lists.

Effective Date

Date when Change Event effective.

Change Request #

Internal number.

Recap

Project Budget

Change in project budget amount.

Owner Budget

Change in owner budget amount.

Ext. Cost

Change extended cost.

Days

Change in project duration.

* Required Fields

** Read-Only Fields

Details Fields

Change Event details have a budget section and a cost section. The budget section reflect changes in the contract with the owner. The cost section reflects changes in the commitment with vendors or subcontractors.


Details Grid - Budget Section

Field Name

Comment

Line #

Number for Change Event line item.

Status

If Workflow is required for Change Events, Status is read-only. This field is the status of the Cost Ledger transactions linked to it. The default is Pending.

Item**

If the line is added by clicking the Add items button the item ID is shown here.

Description

Description for line item.

UOM

Unit of measurement.

Quantity

Number of units.

Unit Cost

Cost per unit.

Project Budget

The default is Quantity x Unit Cost, but it may be edited. If this field is edited, Unit Cost is recalculated as Project Budget / Quantity.

Unit Price

Price per unit.

Owner Budget

The default is Quantity x Unit Price, but it may be edited. If this field is edited, Unit Price is recalculated as Owner Budget / Quantity.

Contract

Contract for this budget change.

Contract CO ID**

Contract Change Order ID. Filled out automatically if the Change Event is linked to a Contract Change Order.

Requisition ID**

Requisition associated with contract.

Cost Code

Associated cost code.

Cost Type

Associated cost type.

Phase

Associated phase.

WBS

Associated WBS task.

Location

Associated location.

Period

Associated period.

Task

Associated schedule task.

Notes

Notes for line item.

Cost Ledger ID**

Cost ledger ID.


Details Grid - Cost Section

Field Name

Comment

Line #

Number for Change Event line item.

Status

If Workflow is required for Change Events, Status is read-only. This field is the status of the Cost Ledger transactions linked to it. The default is Pending.

Linked Budget Line

Select a line from the budget section to link to the cost section.

Item

If the line is added by clicking the Add items button the item ID is shown here.

Description

Description for line item.

UOM

Unit of measurement.

Quantity

Number of units.

Unit Cost

Cost per unit.

Ext. Cost

The default is Quantity x Unit Cost, but it may be edited. If this field is edited, Unit Cost is recalculated as Ext. Cost / Quantity.

Commitment

Commitment for this cost change.

Commitment CO ID**

Commitment Change Order ID. Filled out automatically if the Change Event is linked to a Commitment Change Order.

Invoice ID

Invoice associated with Commitment.

Days

Change in project duration.

Assigned To

Company to which Change Event is assigned.

Funding

Funding applied.

Funding Code

Funding code.

Unit Cost Approved

If this line is linked to a Commitment Change Order, the Unit Cost Approved of that record appears here.

Ext. Cost Approved

If this line is linked to a Commitment Change Order, the Ext. Cost Approved of that record appears here.

Cost Code

Associated cost code.

Cost Type

Associated cost type.

Phase

Associated phase.

WBS

Associated WBS task.

Location

Associated location.

Period

Associated period.

Notes

Notes for line item.

Cost Ledger ID**

Cost ledger ID.


Adding to the Budget Section

There are two ways to add lines to the Budget Section:

Using either method click Update Records to save the line(s) you added.

Adding to the Cost Section

Each Change Event line can be linked to one or more cost lines. There are two ways to add lines to the Cost Section:

Using either method click the Update records button to save the line(s) you added.


To link a line from the Budget section to lines in the Cost section do the following:


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Contract COs

Header Fields

Field Name

Comment

Project*

Associated project.

Contract*

Associated contract.

Company

Company in the associated contract.

Record #*

Change Order unique identifier.

Description

Change Order description.

Reference

Reference for this Change Order.

Category

User-defined category.

Revision

Revision number.

Date

Date created.

Paid In Full

Days +/-

Change in project duration.

Effective Date

Date when change goes into effect.

Recap

Days

Project duration.

Original Contract Amount

Original amount in contract.

Prior Approved Changes

Sum of all previously approved changes.

Prior Revised Contract

Amount of contract with previously approved changes.

Total of This Change

Amount of this change.

Contract to This Change

Contract amount with this change.

* Required Fields


Details Fields

Field Name

Comment

Line #

Number for line item.

Item**

Item number. This field is filled out automatically with Add Items.

Description

Description for line item.

UOM

Unit of measurement.

Quantity

Number of units.

Unit Price

Price per unit.

Owner Budget

Change in owner budget.

Total Price

Total change amount.

Cost Code

Associated Cost Code.

Cost Period

Associated Cost Period.

Notes

Notes for the line item.

Req Code

Unique number allowing you to link a contract line item to an invoice cost item to create a Cost Plus contract or a Time and Materials contract. You make the link on the invoice.

CE #

Number for linked Change Event.

** Read-Only Fields


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Commitment COs

Header Fields

 

Field Name

Comments

Commitment

This field is required.

Project

This field is read-only. The project of the selected Commitment.

Company

This field is read-only. The company of the selected Commitment.

Type

This field is read-only. Either “Subcontract” or “Purchase Order”.

Change Order #

This field is required. The defauit is the Change Order # of the last change order for this commitment, but it may be edited.

Change Order Date

This field is not required.

Description

This field is not required.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Days +/-

This field is not required. The default is “0.00”.

Effective Date

This field is not required.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only. To edit this field click the line to select it and drag it up or down in the grid. When you release the mouse all lines are renumbered.

Item

This field is read-only.

Description

This field is not required. The default is the description of the Item or of the change event line.

UOM

This field is not required. The default is the UOM of the Item. If this line is linked to a change event this field is read-only.

Quantity

This field is not required. The default is “1.00”. If this line is linked to a change event this field is read-only.

Unit Cost Requested

This field is not required. The default is the default cost of the Item. If this line is linked to a change event this field is read-only.

Amount Requested

This field is not required. The default is equal to Quantity x Unit Cost Requested, but it may be edited. If this line is linked to a change event this field is read-only.

Unit Cost Approved

This field is not required. The default is equal to the Unit Cost Requested, but it may be edited.

Amount Approved

This field is not required. The default is equal to Quantity x Unit Cost Approved, but it may be edited.

Cost Code

This field is not required. If this line is linked to a change event this field is read-only.

Cost Period

This field is not required.

Notes

This field is not required.

CE Number

This field is read-only. If the line was added by clicking the Link CE button, the change event information appears here.

Adding Lines to the Commitment Change Order

There are three ways to add lines to the Details grid:


Adding Lines Manually


Click the Add Line button in the grid header. A new line opens for editing. Enter your data and then click the Update Records button to save the line.


Adding Items


Click the Add Items button in the grid header. The Add Items Dialog opens.


Linking to Change Events


Click the Link CE button in the grid header. The Link CE dialog opens.

 

The Link CE Dialog

 

You can use the filter feature to control which records are displayed in the grid. The grid displays change event commitment lines grouped by their change event. Click the Collapse/Expand icon to show the commitment lines. You can select all commitment lines by checking Select on the change event line or check individual commitment lines. Once you’ve selected the commitment lines you wish to import to the Commitment CO click the Save and Close button.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Working With Change Orders

To link a change event to a change order do the following:

  1. Click Link CE. This opens a pop-up with the change events. Only change events that contain line items for this contract will be shown.
  2. Click to select the change events to include.
  3. Click Save or Save and Close to save and exit, or click Close to exit without saving.

Adding Lines

To add a line to a change order do the following:

  1. Click Add. This creates a new line in edit mode.
  2. Add the required information.
  3. Click Save.

Adding Items

To add a items to a change order do the following:

  1. Click Add Itemsa. This opens a pop-up with the items in your site.
  2. Locate the items in the navigation tree.
  3. Drag and drop items onto the items grid.
  4. Click Save and Close to save and exit, or click Close to exit without saving.

Editing Lines

To edit lines do the following:

  1. Click to select a line, control-click to select multiple lines. This highlights the lines.
  2. Click Edit. This puts the lines in edit mode.
  3. Make the updates.
  4. Click Update Records.

Deleting Lines

To delete lines do the following:

  1. Click to select a line, control-click to select multiple lines. This highlights the lines.
  2. Click Delete.
  3. Confirm to delete the lines.

Funding Records

PMWeb gives you the tools you need to track funding sources for your project, monitor their authorizations and link them to expenditures and change orders.


Header Fields

 

Field Name

Comments

Project

This field is required.

Description

This field is not required.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Code

This field is not required.

Funding Source

This field is required. It is a user-defined list.

Original Funding

This field is not required. The default is “0.00”.

Authorized

This field is read-only. It is the sum of This Authorization from valid Funding Authorization records linked to this funding line.

Revised Funding

This field is read-only. It is Original Funding + approved funding changes linked to this funding line.

Committed

This field is read-only. It is the sum of valid Commitments, Commitment Change Orders and Non-commitment Costs linked to this funding line.

Expended

This field is read-only. It is the sum of valid Subcontract, Purchase Order and Miscellaneous invoices linked to this funding line.

Cost Code

This field is not required.

Notes

This field is not required.

Period

This field is not required. See Periods.

Task

This field is not required. See Scheduling.

Start

This field is not required. This date field can be used in cash flow calculations.

Finish

This field is not required. This date field can be used in cash flow calculations. It must be greater than or equal to Start.

Curve

This field is not required. This field can be used in cash flow calculations.

Using the Budget Records Page

There are two general ways to add information to the Funding Records page: directly, by typing in the grid or by approving Funding Requests.


Directly Entering Funding Records


Until the Funding Record is approved users can type directly in the Details Grid and add or delete lines. Once the record has been approved, the Details Grid is locked and a Funding Request or a Change Event is required to amend the funding.


Accruing Funding Requests to Funding Records


Approved Funding Requests can adjust values in the Funding Record page, either by creating new lines for funding codes that didn’t previously exist or by revising amounts for existing lines. To do this, Post as in the Funding Request must be set at “Original Funding”. See Funding Requests for more information.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

 

Funding Requests

Funding Requests allow you to add and subtract from the project funding in discrete transactions that maintain a clear audit trail and that may be routed for approval using PMWeb’s workflow tool.


Header Fields

 

Field Name

Comments

Project

This field is required.

Funding Request #

This field is read-only.

Description

This field is not required.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Code

This field is not required.

Source

This field is required. It is a user-defined list.

Funding Request

This field is not required. The default is “0.00”.

Cost Code

This field is not required.

Period

This field is not required. See Periods.

Notes

This field is not required.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

 

Funding Authorizations

Funding Authorizations allow you to document the release of funds to the project.


Header Fields

 

Field Name

Comments

Source

This field is not required. If you select a source, the Funding Code list in the Details Grid is filtered by this source.

Project

This field is required.

Description

This field is not required.

Authorization #

This field is read-only.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Funding Code

This field is required. If you selected a Source in the record header this list is filtered by that source.

Authorization Code

This field is not required.

Description

This field is not required.

This Authorization

This field is not required.

Notes

This field is not required.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Requisitions

Use this page to create invoices for your contracts.


Header Fields


Field Name

Comment

Project*

Associated project.

Contract*

Associated contract.

Company

Associated company.

Description

Description for this invoice.

Invoice #**

System generated invoice number.

Record #*

User-specified invoice number.

Reference

Reference for this invoice.

Category

Project-specific category.

Revision

Revision number.

Date

Date created.

Status

Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.

Cost Period

Associated cost period.

Paid In Full

If selected this invoice will be considered paid in full and will not be shown in lists for additional payments.

Invoice Date

Date for this invoice.

Billing Terms

Project-specific billing terms.

Invoice Due

Invoice due date.

Contract Snapshot

Original Contract

Original contract value.

Approved Change Orders

Value of approved change orders.

Revised Contract

Revised contract value.

Total Invoiced

Amount invoiced.

Total Retained

Amount retained.

Earned Less Retainage

Amount completed minus retainage.

Less Prior Invoices

Amount completed for this invoice.

Current Payment Due

Payment due on invoice.

Unapplied Payments Available

Payments available for this invoice.

Payments Applied

Payments already applied to this invoice.

Open Balance

Unpaid balance.

Bal. To Finish

Balance remaining including retainage.

* Required Fields

** Read-Only Fields


Details Fields


Field Name

Comment

Line #

Line item number.

Description

Description for line item.

Cost Code

Associated cost code.

Unit Price

Unit price.

Current Quantity

Current number of units.

Total Quantity

Total number of units.

Scheduled Value

Contract value.

Current Invoice

Value for current invoice.

Total This Invoice

Value all invoices including current.

Total Invoiced

Amount invoiced.


Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.


Progress Invoices

Any commitment can be billed using the Progress Invoice format. When you create the first invoice for a commitment the lines from the Commitments Details grid are copied into the invoice. You can use the Change Orders button to import Change Event lines linked to this commitment.


Header Fields

 

Field Name

Comments

Commitment

This field is required.

Project

This field is read-only. It is the project in the Commitment you select.

Company

This field is read-only. It is the company in the Commitment you select.

Invoice #

This field is read-only.

Invoice Date

This field is not required.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Cost Period

This field is not required.

Invoice Due

This field is not required.

Details Fields

Details Grid

Field Name

Comments

Line #

This field is read-only.

Description

This field is read-only. It is from the Commitment or Change Event.

UOM

This field is read-only. It is from the Commitment or Change Event.

Scheduled Quantity

This field is read-only. It is from the Commitment or Change Event.

Unit Cost

This field is read-only. It is from the Commitment or Change Event.

Prior Quantity

This field is read-only. It is from the Commitment or Change Event.

Current Quantity

This field is not required. The default is % Complete x Scheduled Quantity, but it may be edited.

Total Quantity

This field is not required. The default is Prior Quantity + Current Quantity, but it may be edited.

% Complete

This field is not required. The default is Total Quantity / Scheduled Quantity x 100, but it may be edited.

Scheduled Value

This field is read-only. It is from the Commitment or Change Event.

Prior Invoices

This field is read-only. It is from the Commitment or Change Event.

Current Invoice

This field is not required. The default is % Complete x Scheduled Value - Prior Invoices, but it may be edited.

Stored Material

This field is not required. The default is “0.00”, but it may be edited.

Total This Invoice

This field is read-only. It is equal to Current Invoice + Stored Material.

Total Invoiced

This field is read-only. It is equal to Prior Invoices + Total This Invoice.

Balance to Invoice

This field is read-only. It is equal to Scheduled Value - Total Invoiced.

Services Retain %

This field is not required. The default is from the Commitment, but it may be edited.

Services Retain Amount

This field is not required. The default is Total This Invoice x Service Retain %, but it may be edited.

Materials Retain %

This field is not required. The default is from the Commitment, but it may be edited.

Materials Retain Amount

This field is not required. The default is Total This Invoice x Materials Retain %, but it may be edited.

Total Retained

This field is read-only. It is equal to Services Retain Amount + Materials Retain Amount.

Notes

This field is not required.

Location

This field is read-only. It is from the Commitment or Change Event.

Item

This field is read-only. It is from the Commitment or Change Event.

Manufacturer

This field is read-only. It is from the Commitment or Change Event.

Mfr. #

This field is read-only. It is from the Commitment or Change Event.

CCO #

This field is read-only. If this line is linked to a Commitment Change Order the CCO # appears here.

Adding Change Orders to Progress Invoices

To add change orders to the Details grid click the Change Orders button. Change Event lines are imported that:

Creating the Next Progress Invoice

After the first Progress Invoice for a commitment has been saved all subsequent invoices are created by clicking the Create Next button from the most recent one. When you click the Create Next button a new invoice is created based on the most recent one. “This invoice” information is rolled into “prior invoice” fields and the new invoice is ready for you to edit.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

 

Miscellaneous Invoices

The Miscellaneous Invoices tool can be used to enter any non-commitment cost to your project.


Header Fields


Field Name

Comments

Company

This field is not required.

Project

This field is required.

Invoice #

This field is not required.

Invoice Date

This field is not required.

Description

This field is not required.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Cost Period

This field is not required.

Invoice Due

This field is not required.

Post to Non-commitment Costs Checkbox

Miscellaneous Invoice lines are always posted to the Cost Ledger as “Actual Costs - Non-commitment“. If this box is checked a second Cost Ledger transaction is created for each line allocated to “Non-commitment Costs”.


Details Fields


Field Name

Comments

Line #

This field is read-only.

Item

This field is read-only. If the line is added by clicking the Add items button the item ID appears here.

Description

This field is not required. The default is the description of the item.

UOM

This field is not required. The default is the UOM of the item.

Quantity

This field is not required. The default is “1.00”.

Unit Cost

This field is not required. The default is “0.00”.

Total Cost

This field is not required. The default is equal to Quantity x Unit Cost, but it may be edited.

Funding Source

This field is not required.

Cost Code

This field is not required.

Location

This field is not required.

Notes

This field is not required.

Manufacturer

This field is not required. The default is the manufacturer of the item.

Mfr. #

This field is not required. The default is the mfr. # of the item.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

 

 

Working With Invoices

PMWeb provides a mechanism for your to link costs to contracts or contract chang orders. Each line item in a contract or a contract change order has associated with it a Req Number. In an invoice you link a cost to a contract as follows:

  1. Click Req Code for the line item to link to the contract or contract change order. This opens a list of lines items for contracts or contract change orders associated with the invoice.
  2. Select the line to which to link the cost.
  3. Click Update Records to save the link.

Payments

PMWeb now allows you to create payments to apply to invoices. Individual payments can be created and used individually. Payments can also be grouped in batches which combine all the funds for application to one or more invoices. Payments can be created from within a Payments record or directly on the Payments tab in an invoice. Payments can also be imported into PMWeb with the Integration Manager. Payments are structured both as inbound payments for Accounts Receivable (A/R) and outbound payments for Accounts Payable (A/P).


Payments can be applied at different levels:


We will describe here the PMWeb Payments Pages.


Header Fields

Before entering any of the Payments fields, you must know at what level you will apply the payment and specify the field for that level first. The Payments Header fields are described in the table below.


Field Name

Comment

Program*

Specify this field if you are applying the payment at the Program level. Otherwise it is filled automatically. This field is required.

Project*

Specify this field if you are applying the payment at the Project level. Otherwise it is filled automatically. This field is required.

Contract or Commitment

Specify this field if you are applying the payment at the Contract or Commitment level. Otherwise it is blank. If you make a selection, the label for this field is hyperlinked to the Contract or Commitment record.

Requisition or Invoice

Specify this field if you are applying the payment at Requisition or Invoice level. Otherwise it is blank. If you make a selection, the label fort this field is hyperlinked to the Requisition or Invoice.

Description

Descriptive text for the payment. Will be shown on the Payments list along with a unique ID.

Currency

Payment currency. Read-only field, filled out from currency chosen for the database.

Payment Batch

Payment batch number. Read-only field with the number for any Batch number to which this payment is linked. You would link a Payment on the Payment Batches page.

Status

Payment approval status. This field can be set manually. Status is automatically filled out if the Payment is in Workflow.

Open Balance

Unpaid amount for any invoice linked to payment.

Payment Amount

User-specified payment amount.

Cost Code

Cost code to which payment will be applied.

Period

Cost period to which payment will be applied.

Invoice #

User-specified memo field to add a number for the actual invoice being paid.

Payment Method

Method for payment, e.g. wire transfer, check.

Payment #

User-specified memo field to add a number for the payment.

Payment Date

Date when payment is being made.

Company

Company to which payment is made or from which payment was received.

Type

Type of payment based on types defined for your PMWeb site.

Category

Category of payment based on categories defined for your PMWeb site.

Reference

User-specified memo field for payment reference information.

Notes

Additional notes.

Applied in Full

Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

* Required Fields


Additional Applications

This tab shows a list of all records where funds were applied from this payment.


Field Name

Comment

ID

Identifier for payment application.

Program

Program for the payment.

Project

Project for the payment.

Contract or Commitment

Contract or Commitment for the payment.

Requisition or Progress Invoice

Requisition or Progress Invoice for the payment.

Applied Amount

Amount for that payment.

Payment Date

Date when payment made.


Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab .

Workflow

See Workflow.

 

Payments Batches

Payment Batches are a convenient way to group together Payments, to pool the funds and apply them to invoices. You have the flexibility to link existing Payments to a Payment Batch or to create a Payment within a Payment Batch. The sum of all Payments within the batch is shown in the recap at the top of the page.


Header Fields

Field Name

Comment

Program*

Specify this field to link the Payment Batch at the Program level. Otherwise it is filled in automatically when you select a project. This field is required.

Project*

Specify this field to link the Payment Batch to a Project. This field is required.

ID*

Batch ID. Uses the number pattern specified in the Portfolio settings.

Company

Company for the Payment batch. Specify this field only to link the batch to a specific company.

Description

Descriptive text for the Payment Batch. Will be shown on the Payments Batches list along with a unique ID.

Currency

Payment currency. Read-only field, filled out from currency chosen for the database.

Period

Cost period to which payments will be applied.

Status

Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.

Memo Fields

Payment Memo Total

Memo field to specify a payment amount.

Payment Method

Method for payments, e.g. wire transfer, check.

Payment #

User-specified memo field to add a number for the payment.

Payment Date

Date when payment is being made.

Type

Type of payment based on types defined for your PMWeb site.

Category

Category of payment based on categories defined for your PMWeb site.

Reference

User-specified memo field for payment reference information.

Payment Recap

Payment Amount

User-specified payment amount.

Applied

Amount already applied.

Unapplied

Amount unapplied and available for invoice payments.

Posted

Amount posted.

Unposted

Amount unposted.

Applied in Full

Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

* Required Fields


Details Tab

From the Details Tab you can perform these actions with Payments.


For each Payment the Details grid shows the information in the following table.


Field Name

Comment

Line #

Number assigned to the Payment in the grid.

Program*

Program associated with the Payment.

Project

Project associated with the Payment.

Contract or Commitment

Contract or Commitment associated with the payment.

ID

Payment ID.

Requisition or Progress Invoice

Requisition or Progress Invoice associated with the payment.

Company

Company name.

Invoice #

Internal invoice number.

Payment Method

Method for payments, e.g. wire transfer, check.

Payment #

User-specified memo field to add a number for the payment.

Payment Date

Date when payment is being made.

Description

Descriptive text for the Payment Batch. Will be shown on the Payments Batches list along with a unique ID.

Open Balance

Unpaid amount for any invoice linked to payment.

Payment Amount

User-specified payment amount.

Cost Code

Cost code to which payment will be applied. If Cost Code is specified, the Payment is posted to the Cost Ledger.

Period

Cost period to which payments will be applied.

Type

Type of payment based on types defined for your PMWeb site.

Category

Category of payment based on categories defined for your PMWeb site.

Reference

Reference memo for the Payment.

Status

Payment approval status. This field can be set manually. Status is automatically filled out if the Payment is in Workflow.

Revision

Revision number.

Notes

User notes for the Payment.

Applied in Full

Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

* Required Fields


Link Payments

To link existing payments to a Payment Batch do the following.

  1. Click Link Payments. The Link Payments pop-up opens.
  2. In Group by, select an option for grouping the payments.
  3. From the folders, find the payments you want to include.
  4. Select then drag and drop Payments into the Payments table.

Unlink Payments

To unlink a previously linked invoice do the following.

  1. Select one or more Payments from the List.
  2. Click Unlink Payments.

Pay Invoices

Click Pay Invoices on the Payment Batch Details tab to open a pop-up and make invoice payments. There are two ways for you to pay invoices:


To Pay Invoices with Auto-Apply


With Auto-Apply you select which Invoices to pay and automatically pay them off in sequence with the available funds. The payment amount for the last invoice will reflect the balance available in the Payment Batch.

  1. Select which Invoices to pay.
  2. Click Auto-Apply.
  3. Select Paid in Full for invoices to which no further payments should be applied. This is done automatically for invoices with no open balance.
  4. Click Save & Exit to save or click Cancel to exit without saving.

To Pay Invoices with User-Specified Amounts

  1. Specify payments as either a percentage of the invoice or a fixed amount.
  2. Select Paid in Full for invoices to which no further payments should be applied, whether or not there is an open balance. This is done automatically for invoices with no open balance.
  3. Click Save & Exit to save or click Cancel to exit without saving.

Pay Invoices Fields


Field Name

Comment

Header

Program

Program associated with the Payment Batch.

Project

Project associated with the Payment Batch.

Company

Company associated with the Payment Batch.

Payment Memo Total

Memo field to specify a payment amount.

Applied

Amount from Payment Batch already applied to invoices.

Unapplied

Balance available from Payment Batch to pay invoices.

Details

Program

Program associated with the Invoice.

Project

Project associated with the Invoice.

Company

Company associated with the Invoice.

Type

Type of invoice: Requisition, Progress Invoice, or Miscellaneous Invoice.

ID

Invoice ID.

Description

Invoice description.

Invoice Due

Invoice due date.

Invoice #

Invoice number from memo field.

Open Balance

Unpaid amount for the invoice.

Percent

Percentage of Invoice Open Balance to pay. Specify one of Percentage or Applied.

Applied

Amount of Invoice Open Balance to pay. Specify one of Percentage or Applied.

Applied in Full

Select to specify whether invoice is fully paid, whether or not there is an open balance. When this box is checked, no further payments should be applied to the invoice.


Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab .

Workflow

See Workflow.