Payment Applications Workflow Settings

In this topic, we'll show you how to setup a custom workflow for the Payment Applications process. You can customize the Payment Applications workflow to suite your project’s needs.

Every company can have its own custom Payment Applications Workflow in a project. So, the Payment Application Workflow for company A can be different than that of company B. For instance, the workflow for a Payment Application sent by company B to company C can be different than what it is for the company A sending a Payment Application to company C. Also, the workflow for a Payment Application sent by company B to company D can be different than what it is for the company B sending a Payment Application to company C. The workflows can be easily setup in advance and automated using the Custom Workflows feature. You can also choose which companies can send Payment Applications to which other companies on the project.

From the Payment Applications Dashboard

  1.  Click on the Payments module from the left navigation. 

     

  2. Click on Payment Applications.

      

  3. Click on Settings and then click on Workflow from the drop-down. You may see a blank screen in the case when no Payment Application is added to the project yet. Click on Payment Applications Settings link in that case.







  4. Click on the Select Company drop down.



  5. Select the company, for which you want to add the Payment Applications Workflow for, from the Select Company drop down.



  6. Click inside the Choose a Company input box.



  7. One by one select the companies, to which the other company selected in the previous steps can send the Payment Applications to, from the drop down list. You can choose to restrict companies from sending the Payment Applications to certain other companies on the project.



  8. Click on the Use following workflow radio button.



  9. Click on the Select Company drop down and select the company, for which you want to setup the workflow for.





  10. Click on the Assign it to button.



  11. Select the check boxes next to the user names, to whom you want to automatically assign Payment Application to in this phase of the Payment Applications Workflow, and then click on the Add button.



  12. Click on the Notify to button.



  13. Select the check boxes next to the user names, to whom you want to automatically notify in this phase of the Payment Applications Workflow, and then click on the Add button.



  14. Click on the Send Payment Applications to Someone Else button.



  15. You can choose to send the Payment Applications to other companies once reviewed. The Payment Applications will be automatically sent to the next phase once it’s approved by the reviewers and the assignees will be automatically notified that they need to take action next. To add another company to the workflow, click on the Select Company drop down and select the company, to which you want to send the Payment Applications next.



      

  16. Click on the Assign it to button.

      

  17. Select the check boxes next to the user names, to whom you want to automatically assign Payment Application to in this phase of the Payment Applications Workflow, and then click on the Add button.

      

  18. You can choose from three types of workflows- 1) Approve in Sequence (Payment Applications will be sent in an step by step workflow), 2) All must Approve (Payment Applications will be sent to everyone in the workflow in one step and everyone will have to approve them in order to get them marked Approved), 3) Any can Approve (Payment Applications will be sent to everyone in the workflow in one step and anyone can approve them in order to get them marked Approved). Let’s select the Approve in Sequence for example and also let’s select the check box located next to the ‘If rejected by any one approver in the process, do not send the payment applications forward.’

      

  19. Click on the Mark it Complete button.



  20. Click on the Save button and then click on the OK button.
    Note: The Payment Applications Workflow will be saved for the chosen company. In our example scenario above, the Payment Applications Workflow will be saved for ACME Construction Inc.




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