Edit Accounting Pay Estimate Information

Overview

The process to edit contract accounting pay estimate information for a contract is available through the Accounting Pay Estimate Tab. 

 

Prerequisites

A user must be authorized to manually change contract accounting pay estimate information.

 

Edit Retainage Percentages

To edit pay estimate retainage percentages:

  • Edit desired field.

    • To specify the retainage percentage to be held by the department, enter a percentage value in the "Retainage % held by Dept" field.

    • To specify the retainage percentage to be held by a trust agent, enter a percentage value in the "Retainage % held by Trust" field.

  • Click on the Save Button.

 

Release Invoices, Devoucher Invoices, or Reopen Pay Estimate

To release or devoucher invoices, or reopen a pay estimate:

  • Check the desired box.

    • To manually release one or more invoice for scheduling, check the "Release Invoice(s) for scheduling" box.

    • To devoucher one or more invoice, check the "Devoucher Invoice(s)" box.

    • To reopen a submitted pay estimate, check the "Reopen Pay Estimate" box.

  • Note that the "Date" column adjacent to the checkbox will automatically populate with a time stamp for when the box was checked

    • After devouchering invoices, the pay estimate information fields will update to reflect the change.

 

Notes

  • The retainage percentage fields are only editable if the corresponding "Trust Agreement Provision" or "Retainage Provision" box is checked in the Accounting Details Tab.

  • The Retainage % held by Dept. percentage must be 0% for the final pay estimate.

  • If a pay estimate has multiple invoices, checking the "Release Invoice(s) for scheduling" box will release all invoices.

  • Invoices for a pay estimate cannot be released if the previous vouchered pay estimate's warrant numbers and dates have not been returned from FOA.

  • Only the most recent pay estimate with a vouchered status can be devouchered.

  • A pay estimate cannot be reopened if its status is "vouchered," "warrant issued," or "devouchered."

  • If a submitted pay estimate with the status of "Held" or "Transmitted" is reopened, an FOA user will need to manually remove the pay estimate's invoices from FOA.