buttonThis document window contains the party to whom the contract or Purchase Order was issued, the party who originated the contract or Purchase Order, the end date of this period, and the request for payment number associated with the contract or Purchase Order. The Requisition Summary, Schedule of Values, and Approved Changes sections contain detailed information about the requisition.
Use this document window to create the Payment Requisition, the schedule of values to accompany the requisition, the approved Change Orders and materials for delivery quantities and costs applicable to the requisition this period, and to certify the requisition by the contracting parties. Requisitions are usually created from an existing contract or Purchase Order, so Contract Management supplies most of the data based on the contract or Purchase Order.
This topic describes the following:
Review Status tab - Using the workflow-based approval process:
Review Status tab - When not using the workflow-based approval process:
Contract Summary tab This tab is subdivided into the following subordinate tabs:
buttonThis button displays when you click either the name of a document, or
the round, gray icon ( 
) in front
of the name of the document, on the Payment Requisitions log window. Click
to enter Edit mode to edit the Payment Requisition information. If you
clicked the open in edit mode icon ( 
,
, or 
)
on the Payment Requisitions log window, the document is already in edit
mode, and the button does not display.
buttonClick to spell check the document. If a mistake is found, the Spelling dialog box opens.
buttonClick to print the requisition form.
buttonClick to display the default document form on screen the way it will look when it is printed.
buttonClick to open the Update this Period dialog box. Use this dialog box to update multiple line items in the Payment Requisition.
Click the arrow to open a drop-down list containing actions you can perform, including adding a new document, editing, printing, or deleting the current document, generating a transmittal, or sending the document to Correspondence Sent, Received, or to a user's Inbox. Select the action that you want to perform.
Click to return to the log window.
Click to return to the Workspace.
Click this link to display the items in the Transmittals list. From there you can select the create or remove functions you want to perform on a transmittal.
The Requisition document window is categorized into the following tabs. The information is based on Edit mode.
The contract or PO this requisition is based on. Click the title to open the Contract or Purchase Order document window.
Click 
and select the company
and contact to which the contract or Purchase Order was issued.
Click and select the company
and contact from which the contract or Purchase Order originated.
The period ending date of this requisition. When adding a requisition from the requisitions log or generating a contract's first requisition, this defaults to the current date. When generating a requisition from another requisition, this defaults to one month after the original requisition's Period To date.
The requisition number associated with the contract or Purchase Order.
This tab describes the fields for the flexible, workflow-based approval process available in versions of Contract Management 12.0 and later.
Mark this checkbox to use the workflow-based approval process. This will display the fields for the workflow-based approval process, and will hide the fields that would be available for versions of Contract Management prior to version 12.0. This checkbox is only available until you save the document.
If you mark the checkbox to use the workflow-based approval process, and then save the document, you will not be able to change your mind and use the approval fields described in the Review Status - When not using the workflow-based approval process section.
If you leave this checkbox unmarked, fill in the fields described in the Review Status - When not using the workflow-based approval process section, and then save the document, you will not be able to change your mind and use the workflow-based approval process.
Note: If you have reports that were built against approval data using the approval fields available in Contract Management versions 11.1 and prior, use the approval fields described in the Review Status - When not using the workflow-based approval process section to set up the approval structure. If you use the workflow-based approval process, the reports that you built against the approval data may not work.
This is a required field if you are using the workflow-based approval
process. The Document Owner is the contact responsible for administering
the new approval process. The contact you choose must be one who is already
linked to a user account when adding
a contact or when editing an existing contact. To choose a Document
Owner, click 
next to the field
to open the Select
Contact dialog box.
The contact responsible for this Requisition. Click
to open the Select
Contact dialog box to choose a BIC. This field will be updated during
the review process
buttonAfter setting up all the information and creating the list of reviewers, click this button to start the approval process. Only one of the following can initiate a contract:
The project owner
The document owner
A Contract Management administrator
Caution: If you click this button before all fields are complete, and all reviewers are listed, you will be unable to make any changes in this cycle. The field to the right of the Initiate field lists the cycles. You can use the pull down list to pick a different cycle to review. This field will be blank until after the first cycle is initiated.
buttonThis button displays when a reviewer rejects a document. The project owner, document owner, or Contract Management administrator can use this button to start a new cycle in order to either begin the review process again or delete the document. A rejected document cannot be deleted without first starting a new cycle.
buttonThis button displays when all reviewers have approved a document. The project owner, document owner, or Contract Management administrator can use this button to revoke the approval and start a new cycle in order to either begin the review process again or delete the document. An approved document cannot be deleted without first revoking the approval.
Use this drop-down list when a document has multiple cycles to choose a different cycle in order to view its information. A document may have several cycles when:
A reviewer rejected a document, and a document owner, project owner, or Contract Management administrator initiated a new document review cycle.
An approved document has had its approval revoked by a document owner, project owner, or Contract Management administrator. This automatically starts a new cycle.
A review cycle was stopped by a document owner, project owner, or Contract Management administrator. This automatically starts a new cycle.
Each cycle contains all information relevant to that cycle. When you view a previous cycle, you cannot make any changes to the information for that cycle. The information is strictly read-only.
buttonThis button displays when a review cycle has been initiated. The project owner, document owner, or Contract Management administrator can use this button to stop the approval cycle.
Lists the status code for the document. This field will change, depending on what action a reviewer designates for a document.
Select the priority level for this contract, which will appear in the BIC’s Action List. Priority can be High, Normal, or Low.
Use the drop-down list to choose the method of approval. This can be one of the following:
Approve in Sequence - Use this when the document must be approved in the order in which the reviewers are listed under the Review section.
All must Approve - Use this when every contact listed under the Review section must approve the document before approval is final.
Any can Approve - Use this when any contact listed under the Review section can approve the document and make the approval final.
buttonClick to create the list of reviewers. This displays the Select Contact dialog box that you use to choose the reviewers. You must already have added the contacts and linked them to a user account. You add contacts when you add companies.
Click the calendar 
icon
to the right of the Required Start field to display a calendar that you
can use to select the date on which the approval process must start. Use
the arrows on either side of the name of the month to select a different
month. Use the arrows on either side of the year to select a different
year.
Click the calendar icon
to the right of the Required Finish field to display a calendar that you
can use to select the date on which the approval process must end. Use
the arrows on either side of the name of the month to select a different
month. Use the arrows on either side of the year to select a different
year.
This read-only field displays the number of days in this cycle that the approval process has exceeded the Required Finish date.
This read-only field displays the number of days in this cycle that have passed since the Required Start date of the approval process.
This read-only field displays the total number of days in this cycle that have passed since start of the approval process, including the number of days overdue.
This read-only field lists the contacts who will review and decide whether to approve the document.
This read-only field lists what each reviewer decided regarding the document. The status can be:
= The
document was rejected.
= The document was approved.
= Ball in court
This read-only field lists the date on which the reviewer received the document.
This read-only field lists the date on which the reviewer sent the document to the next reviewer on the list.
This read-only field lists the number of days that the reviewer had the document before sending it to the next reviewer on the list.
Lists each reviewer's comments regarding the document.
If you do not want to use the workflow-based approval process, you can use the approval fields described in this section to add a new Requisition. Once you save this document, you will not be able to switch to the workflow-based approval process for this document.
Note: If you have reports that were built against approval data using the approval fields from versions 11.1 and prior, you should use this section of this dialog box to set up the approval structure. If you use the workflow-based approval process available in versions of Contract Management 12.0 and later, reports and forms that contain the original approval structure will not display the approval data.
Leave this check box unmarked if you do not want to use the workflow-based approval process. If you click this check box, and save the document, you will not be able to access the document fields available in Contract Management version 11.1 and prior.
The contact responsible for this Requisition document. This is a new
field. This field is optional if you are not using the workflow-based
approval process. To choose a Document Owner, click
next to the Document Owner field
to display the Select Contact dialog box. Then click the Select
link next to the company name to select the key contact for the company,
or expand the company and click the Select
link next to the contact you want to make the document owner. The Select
Contact dialog box will only contain contacts that are linked to a user
account. See "Add a new contact in the Contact section" of the
Add
Companies and Contacts help topic for information on linking contacts
to user accounts.
The contact currently responsible for this Requisition. Click
to open the Select
Contact dialog box to choose a BIC. When using the new approval process
available in Contract Management
version 12.0 and later, this field is updated during the review process.
Priority
Select the priority level for this requisition, which will appear in the BIC’s Action List.
No indicates that the requisition is not certified. Click 
to certify the requisition. Before you can certify a requisition, you
must fill in the Certification information.
This section provides fields for two authorized contacts to certify
the requisition. Click to open the Select
Contact dialog box and choose their names and companies. Click the
calendar icon to select a
date from the pop-up calendar. Two contacts must sign off on the requisition
before you can click .
Enter information about the contractor's payment requisition.
Click Select to open the Select Contact dialog box to choose the company from which the requisition originated.
Select the contact making the requisition. Required to certify the requisition.
Click the calendar icon to enter the requisition's application date. Required to certify the requisition.
Enter certification information.
Select the requisition approver's company.
Click Select to open the Select Contact dialog box to choose the contact who approved the requisition. Required to certify the requisition.
Click the calendar icon to enter the date the requisition was certified.
Click the calendar icon to enter the date the payment was received.
Enter the check number for the received payment.
This tab displays a summary of the costs associated with the contract this requisition is linked to. This section is not editable. This tab contains the following subordinate tabs:
Changes tab (for the contract to which this requisition is linked)
Insurance tab (for the contract to which this requisition is linked)
Payment Requisitions tab (for the contract to which this requisition is linked)
Submittals tab (for the contract to which this requisition is linked)
The original value of the contract.
The total value of approved changes on the contract.
The original value of the contract plus the total value of approved changes.
The amount paid on the contract thus far.
The balance remaining on the contract.
The original early finish date for the contract.
The latest early finish date for the contract.
This tab lists all change documents associated with the contract this requisition is linked to.
buttonClick to open the Change Management document window to start the change management process to link a change document to the contract and this requisition.
The title of the change associated with the contract. Click to open the document.
The document type for the change.
If the change was generated by the Change Management process, this field contains the Change Management item number. Click to open the document.
The date the change document was created.
The date the change was approved.
If the change was approved, its value appears in this field.
If the change is still pending, its value appears in this field.
The status of the change.
This tab lists insurance policies associated with the contract this requisition is linked to.
buttonClick to open the Insurance document window to link a new insurance document to the contract and this requisition.
The type of insurance policy linked to this contract. Click to open the Insurance document window.
The insurance provider, the name of an agent at the insurance company, or a contact person at the company that is providing the insurance.
The date this policy goes into effect.
The date this policy expires.
The maximum insured limit for this policy.
This tab lists requisitions associated with the contract this requisition is linked to.
buttonClick to open the Generate Requisition wizard to create a new requisition for this contract.
The last day of the billing period in which this requisition was issued. Click the link to open the requisition.
A unique number identifying each Payment Requisition issued per contract. Contract Management assigns the next sequential number to a new requisition.
The amount of payment certified (approved) for this requisition. Authorized persons certify requisitions in the Status section of the Requisition document window.
The currency value of the portion of contract work completed to date.
Contract Management calculates this amount by subtracting the retainage amount calculated from the total currency value earned from the portion of work completed, then subtracting the total previous amount certified from this amount to calculate the payment due for this requisition. The following equation illustrates this calculation:
Current Payment Due= (Total Earned - Retain) - Total Prev Amount Certified
Yes indicates the requisition is certified.
Yes indicates the requisition is the latest one received for the contract.
This tab lists submittals associated with the contract this requisition is linked to.
buttonClick to open the Submittal document window to link a new submittal to the contract and this requisition .
buttonClick to open the Select Submittals dialog box to link existing submittals to the contract and this requisition.
The submittal's title. Click to open the submittal.
The submittal package this submittal belongs to. Click to open the Submittal Package document window.
The number of the latest submittal review cycle.
The status of the most recent submittal review cycle.
The contact currently responsible for acting on the submittal.
This tab summarizes the detailed information shown in the Schedule of Values section. It contains Contract or Purchase Order total amounts and related approved Change Orders, material costs, and retainage amounts to calculate the payment due this period.
The contract's total cost agreed upon by the contracting parties (usually issued by the owner to the contractor) from which this requisition originated. Use this amount in conjunction with other data in this section to determine the current payment requested.
Total Additions - Total Deductions (from Approved Changes). The value of the approved Change Orders this billing period. Refer to the Approved Changes section to see a history of amounts. Retrieve this amount when generating the requisition with the Generate Requisition Wizard, or by clicking Get Approved Changes.
The total of the Original Contract Sum plus the Net Change.
The sum of Column G (Completed and Stored to Date, D+E+F) from the Schedule of Values section. The total value of completed work to date and materials installed since the last payment. Contract Management calculates this value when you generate the requisition with the Generate Requisition Wizard, or click Get Approved Changes
If you record retainage by entering summary percentages, Contract Management calculates the retainage for completed work and stored materials and the Total Retainage. If you choose to record retainage in the Total Retainage field, be sure the value you enter includes completed work and stored materials for all periods to date.
The combination of entries in the Retainage fields in the Requisition Options dialog box for the contract or Purchase Order determines how Contract Management calculates retainage for all corresponding requisitions. Choose the Enter Total Retainage in the Requisition Summary option in the Requisition Options dialog box for the contract or Purchase Order to enable editing of the Total Retainage field in the Requisition Summary section for individual requisitions.
The Completed and Stored To Date value minus Total Retainage.
When you generate a new requisition, this field contains the Amount Certified in the previous requisition for the Contract or Purchase Order. Otherwise it is zero.
This is calculated as the Total Earned - Retainage value minus the Previous Amount Certified.
The Contract Sum To Date minus (Previous Amount Certified + Current Payment Due).
If you choose the Enter the Tax Rate on Line Items (Column J) and Let Contract Management Calculate the Tax to Date Amount option in the Requisition Options dialog box for the contract or Purchase Order, this field contains the sum of all tax amounts from column J (Tax Rate) in the Schedule of Values section.
If you choose the Enter the Tax to Date Amount in the Requisition Summary option, you may enter the amount charged for sales tax, if applicable, to this requisition. Contract Management calculates this field from the specified tax rate for the contract or Purchase Order, or you can enter a fixed dollar amount.
The percentage of work completed on the project to date. Calculated as (Completed and Stored to Date, D+E+F / contract's current Total Cost) * 100.
The amount of the application for payment as certified by the contracting parties in the Status section. A requisition cannot be certified if the grand total for scheduled values does not equal the Contract Sum to Date value.
If you generate a new requisition, this field contains the Amount Certified in the previous requisition for the Contract or Purchase Order. Otherwise it is zero.
Use this tab to gather itemized costs for the requisition. The contract price is subdivided into a list of component prices or work items, so that you can measure progress precisely. This list, called a schedule of values, accompanies each request for payment. If you generate a requisition from a unit item Contract or Purchase Order, these line items create the schedule of values. If the Contract or Purchase Order has both lump sum and unit price items, Contract Management creates a schedule of values for the requisition with line items for the unit price items and a separate line item for the lump sum. You can also add line items to an uncertified requisition at any time.
The Starting line item number and the increment number specified in the Requisition Options dialog box for the originating Contract or Purchase Order are used to identify each line item. You can group line items using headings and also display subtotals.
This section lists line items in columns A through K that represent different types of costs included in the contract. Contract Management displays running totals for each cost column at the bottom of the section.
buttonClick to open the Requisition Detail dialog box to enter lump sum line item rows for this requisition.
buttonClick to open the Requisition Detail dialog box to enter unit price line item rows for this requisition.
Choose Add Subtotal to open the Requisition Detail dialog box to insert a subtotal row in the Schedule of Values.
Choose Add Header to open the Requisition Detail dialog box to insert a header row in the Schedule of Values.
Choose Add Blank Line to open the Requisition Detail dialog box to insert a blank line in the Schedule of Values.
Choose Copy from Requisitions to open the Copy from Other Requisitions dialog box to copy the Schedule of Value rows from other requisitions to the current one.
Choose Update this Period to open the Update this Period dialog box to update the This Period amount for multiple Schedule of Value rows.
Choose Get Approved Changes to open the Get dialog box to "get" approved Change Orders when you generate requisitions. When "getting" a Change Order into a requisition, Contract Management copies the cost distributions to the new line item in the requisition. Contract Management will set the value of each cost distribution in the requisition to zero.
Choose Get Materials Delivery to open the Get dialog box to "get" materials delivered when you generate requisitions.
Choose Get Percent Complete to open the Get dialog box to update the percent of work complete (%G/C) from the schedule.
Identifies each line item on the schedule of values. The first line item number and the increment number to use when you create the schedule of values is specified in the First Line Item Number To Use and the Increment Line Item Numbers By fields in the Requisition Options dialog box for the originating Contract or Purchase Order, or in the Project Settings dialog box if you are creating the schedule of values for the requisition.
If you generated the requisition from a lump sum Contract or Purchase Order, Contract Management uses cost codes for line item names from the Contract or Purchase Order’s cost distribution in this column. If you generated a requisition from a unit item Contract or Purchase Order, these line item names are used. If the Contract or Purchase Order has both lump sum and unit price items, line item names for the unit price items and a separate line item for the lump sum (named Lump Sum) are used. Click the link to open the Requisition Detail dialog box.
The grand total for the scheduled values in this column should equal the Contract Sum to Date in the Requisition Summary section. Contract Management alerts you if these numbers do not match when you attempt to close the requisition, and displays the amount needed to balance the two numbers. Adjust the schedule of values for existing line items, or create new line items and schedule values to balance the totals.
The total sum of all Scheduled Value values in all previous requisitions to date for the Contract or Purchase Order.
For recording progress; the value of completed work for the current period.
If a delivery is linked to a lump sum item, Contract Management copies the total value of the delivery to column E. If the delivery is linked to a unit price item, Contract Management calculates the column E value by multiplying the quantity delivered by the unit price.
The value of stored materials for the project. When you edit this value, Contract Management recalculates both the cost and percentage values in Column G.
The total of columns D, E, and F.
Calculated as Completed and Stored to Date (G) / Scheduled Value (C). This percentage represents work completed and stored materials for all periods to date, not just the current period. If you associated P6 EPPM schedule activities with requisition line items or with the Contract or Purchase Order from which you are copying data into an existing requisition, and are connected to the P6 EPPM project, you can update the percentages in this column using the current schedule activities’ percent complete. To update this value, click the Schedule of Values tab. Then from the More Commands drop-down list on that tab select the Get Percent Complete command to retrieve all materials deliveries, approved Change Orders, and percent complete from P6 EPPM.
Calculated as Scheduled Value (C) minus Completed and Stored to Date (G).
This column is used for contracts that allow variable retainage on a line-item basis; it is not necessary on projects where a constant retainage is withheld from the overall contract amount.
Retainage is editable when Enter Retainage on Line Items is selected in the Requisition Options dialog box for the contract or PO. You can also set a default retainage rate for each line item.
Instead of entering the total retainage for stored materials and completed work, you can enter a percentage. The two values in column I are linked. If you entered a currency value, Contract Management calculates the percentage. If you entered a percentage, Contract Management calculates the value by multiplying the percentage by the column G value (Total Completed Work and Stored Materials).
Contract Management adds the values in column I and displays the total in the Completed And Stored To Date field in the Requisition Summary section. Contract Management does not calculate a separate retainage value for stored materials.
If the same percentage will be used to calculate retainage for most line items, enter the percentage in the Set New Line Item % To field in the Requisition Options dialog box for the originating Contract or Purchase Order. Contract Management automatically enters this percentage in column I. For example, if you entered 10 percent, Contract Management enters 10 percent in column I for every line item. You can then edit the few items that use a different percentage. This only happens for line items added after the preference is set.
If you marked the Use Line Item % To Calculate Tax checkbox in the Requisition Options dialog box for the contract or Purchase Order, you can enter the tax percentage for each line item in this column. Contract Management calculates the tax amount by multiplying the percentage by the value in column G (Total Completed And Stored To Date).
The P6 EPPM activities you associated with the originating Contract or Purchase Order appear in this column, and are linked to the line item(s) in which they appear.
Shows which cost code the line item is distributed to.
Contract Management collects approved Change Orders applicable to each previous period and adds them to the Previous Additions or Previous Deductions fields (depending on whether the Change Order increased or decreased the contract sum). If you have marked the Prompt For Get When Opening Latest Requisition checkbox in the Requisition Options dialog box for the Contract or Purchase Order, Contract Management prompts you to "get" all approved Change Orders this period when you open the latest requisition to generate a new one for the current period.
You can also click the Get Approved Changes button to collect approved Change Orders applicable to this period. Contract Management then shows the sum of approved Change Orders for the new requisition this period in the Current Additions/Deductions field. The Total amount is the sum of the Previous and Current values.
Sum of approved Change Orders for the previous period if contract sum was increased.
Sum of approved Change Orders for this period if contract sum was increased.
Calculated as Previous Additions + Current Additions.
Sum of approved Change Orders for the previous period if contract sum was decreased.
Sum of approved Change Orders for this period if contract sum was decreased.
Calculated as Previous Deductions + Current Deductions.
buttonClick to open the Get dialog box to get approved changes, materials, and/or schedule information. Each item that you "get" adds a row to the Approved Changes section.
buttonClick to open the Requisition Changes dialog box to
The number identifying the Change Order for the requisition
The date the Change Order was applied to the requisition from the Contract or Purchase Order.
The currency amount of the Change Order added to the total contract sum.
The currency amount of the Change Order deducted from the total contract sum.
The Change Order title.
buttonClick to open the Select Issue dialog box to link an issue to this requisition document.
Any issues linked to this requisition document are listed here. Click to open the Issue document window.
Use the fields on this tab to attach documents or URLs to this document.
Click
the 
button to open the
Attach
File dialog box to attach a file to the document.
Click
the 
button to open the Attach Document
dialog box, which you can use to attach a document from the content
repository. These documents are external to Contract Management
, and are not part of the documents created in Contract Management.
This button will not display unless the administrator set the
Contract Management
project content management properties to use the Repository. See Configure the Content Repository Document
and Attachment Version Feature for more information.
Click
the 
button to open the
Attach
URL dialog box to attach a Web address to the document.
Note:
If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.
If you are using Brava!, an icon appears next to the attachment name on the Attachments tab of document windows, and a checkmark indicates if the file has redlines.
The name of the attachment associated with this requisition document. Click to open the attachment.
The subject of the attachment.
The location to which the file is uploaded.
The full path to the file.
The size of the attached file.
The date the file was attached.
The user who attached the file.
This tab only displays when one or more custom fields has been defined for the module. Each custom field assigned to the Payment Requisitions module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (for all projects), and choosing Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add a Custom Field.
Use the Versions tab to maintain a history of your document changes.
This tab only displays when you open the document in View mode, not in
Edit mode (open the document by clicking the document name, not the icon beside the document name). On the Versions
tab, you can view and access previous versions of the selected Requisition
document, identify who created the versions and when the versions were
created. You can create and preserve a new version of the document at
any stage during a project. To create a new version of the current document,
choose Version Document from the
Select an action drop-down list. You can use the Contract Management
Administration Application to configure the Version Document feature to
automatically create a new version of your document each time you
save the document (see Configure
the Contract Management
Version Document and Attachment Feature for more information).
Version
Lists different versions of the current
document in reverse chronological order. Click 
to open
each version. Each version shows information available in the document
when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
Displays the date and time when the version was created.
For more information about versions, see Versions Overview.
From the Payment Requisition log window, choose a Payment Requisition document.
For additional help, click the Show link at the top left corner of this help topic. Use the Contents, Index, or the search utility to find additional help.