General information on the Payments Workflow and Rules
Updated over 2 years ago Table of contentsYour project started during the month of January and users in Pegasus began creating Daily Construction Reports to track the work of the contractor. On each Daily Construction Report they entered contractor Pay Items installed that day.
Fast forward to the end of January the contractor wants to get paid so they submit a payment request. Using the Payments feature in Pegasus you create a Pay Estimate that matches the pay period or date range of the contractor's pay request. In this example the pay period is January 1 - 31, 2022.
The Pay Estimate created will then pull ALL Pay Item entries from each Daily Construction Report in that date range period and total all Pay Items reported (see the above image).
You can now compare the contractor's submitted Pay Items with your Pegasus Pay Estimate. You can also send the generated Pay Estimate to the contractor for agreement or reconciliation. If any adjustments need to be made you can modify or adjust items from the Pay Estimate.
Once the quantities are agreed upon, you can create a Pay Application or cover sheet for the Pay Estimate and enter totaling calculations such as Retainage, Released Retainage, Stored Materials, Custom Payments, etc.
Once the Pay Estimate / Application is Approved in Pegasus the period is considered lock and further modification is prevented in Pegasus meaning Field Reports and Change Orders for that period can no longer be created or un-approved. In the above example, the next field report that is created will need to be dated any time after January 31st.
The Pay Estimate period amount is considered invoiced or paid in Pegasus and will display as such elsewhere in the site including the Analytics page.
Pegasus System Workflow & Rules
Rules
Only Manager Permission users can create, modify and approve Payments. Multiple Manager Permission users can modify a single Payment created in Pegasus.
Field and View permission users can only view Payments made in Pegasus.
Workflow: Draft > Approved
When creating a Payment in Pegasus it will be in a Draft Status.
While in a Draft Status the Pay Estimate / Application can be modified as needed.
Reports can also be created within the specified date range of the Draft Payment.
When all quantities have been reconciled and your Payment is ready to go, you will need to Approve the Draft Payment record.
Approving the Payment locks the specified date range from further modification, meaning reports cannot be created in this date range and items are considered invoiced or payed.