Expense Pay Requests

To create a new pay request, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Pay Requests application (Apps > Expenses > Pay Requests).

3. Click New in the action bar and select the appropriate contract. If applicable, select approved change orders to include.

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Contract	Select the associated expense contract. Change orders may also be included.
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
   Period From / To	Enter the billing period dates, typically the first and last day of the month.
   View Template	If appropriate, select a portable view template other than the default here. Note For more information on portable views, refer to Portable Views.
   Parties
   To Contact / Company	Select the recipient contact and company. These values may auto-populate from the contract.
   From Contact / Company	Select the originating contact and company.
   Office / Address	Define the associated office and address details.
   Remittance
   Paid Date	Enter the date payment was issued. This may be populated automatically if integrated with a financial system.
   Summary
   Contract Summary Fields	Displays calculated totals such as contract sum, change orders, completed work, retainage, and payment due.
   Items
   Status	Defaults to Open. Indicates the current state of the pay request.
   Retainage %	Defaults from the contract but can be manually overridden if needed.
   % To Date / Work Completed	Enter either percentage complete or dollar value for work completed. The system calculates remaining values.
   Reviewers
   Reviewers / Approvers	Populated automatically when workflow is enabled. Used for approvals and signatures.
   Comments
   New comment	If desired, enter a comment. Note Comments are threaded. The author name and the time and date it was posted will auto-populate once the contract has been saved.
   References
   Upload or select any relevant files or documents such as invoices, backup, or approval documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. Click Save/Close when complete.

Note Avoid editing previously approved pay requests once subsequent pay requests have been created, as totals are cumulative.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, click the More icon and select Print. If your log view contains more than 10,000 records, the Print option will be disabled and you can select to download the records to a CSV file instead.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general configuration information, refer to Application configuration.

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Full administration, including add, configure, create lists, edit, import, export, share, view, send, process, remove, and edit view templates.
Contributor	Can add, edit, open, view, send, and process records.
Moderator	Can add, edit, import, export, remove, share, open, view, send, and process records.
Observer	Can open, view, send, and process records.
Referencer	View-only access to records.
TemplateEditor	Can edit view templates.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.