Add Pay Item Entry

Overview

The process to add a Ledger Entry for a contract is available through the Pay Item Entries Tab.

 

Prerequisites

An Item must have been added.

 

Add Pay Item Entry

To add a Pay Item Entry:

• Right click anywhere in the Ledger Entries Tab.

• Click "Add Entry."

To edit the Pay Item entry, the following items are available for the columns in the Controlling Item Table:

• Date - Enter the date, or select it using the date picker.

• Fund Key - Select a Fund Key from the drop-down menu. The Fund Key must be in the Item Summary and saved.

• Type - Select a Type from the drop-down menu.

• Quantity - Click the field and enter the quantity up to two decimal places.
• Price - Automatically filled based on quantity and Contract Unit Price.
• Location - Click the field and enter the location.
• Contractor - Select Contractor from the drop-down menu.

• Document Upload - Follow the Upload Documents process.

• Post - Click the check box.

• Comments - Follow the Append Comments process.

 

Notes

• The following options are available as Quantity Book Entry types include "Placed," which allows for payment work completed on the selected item and "Payment Adjustment," which Identifies an additional amount paid to or withheld from a contractor for the work on the selected item.
• The item entry date must be after the final inspection date.
• The following columns require an entry other than 0: Contractor, Fund Key, Quantity, and Price.
• User will be notified when an Item Entry will result in an item placement overrun.