This 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.
Buttons, Drop-Down Lists, and Links:
Edit Document
Click to edit the document.
If you clicked Edit Document 
, Edit Document - High Priority 
, or Edit Document - Low Priority 
, the document is already in edit mode, and the Edit Document button does not display.
Spelling 
Click to spell check the document.
This displays when you are in Edit mode.
Print Form 
Click to print a form.
Print Preview 
Click to display the page that will be printed.
Update This Period 
Click to open the Update This Period Dialog Box. Use this dialog box to update multiple line items in the payment requisition.
Select an action
Click to display the list of actions you can perform on the current window.
Payment Requisitions Log
Click to return to the log window.
Control Center
Click to return to the Workspace.
Transmittals Queue
Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.
User Productivity Kit
Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.
The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.
General tab:
Contract/PO
The contract or a purchase order to which this item is linked.
Click to open the document generated for the contract or purchase order.
To
Click browse 
and select the company and contact to which the contract or purchase order was issued.
From
Click browse and select the company and contact from which the contract or purchase order originated.
Period To
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 you Generate a Payment Requisition from an Existing Requisition, this defaults to one month after the original requisition's Period To date.
Application Number
A unique number identifying each payment requisition issued per contract or purchase order.
Contract Management assigns the next sequential number to a new requisition.
Review Status tab - Using the workflow-based approval process:
This tab describes the fields for the flexible, workflow-based approval process available in versions of Contract Management 12.0 and later.
Note: Before using the approval process, you must ensure that all prerequisites are met (see Workflow-Based Approval Process Overview).
Use Approval Process
Select this option to use the workflow-based approval process. Leave this option clear if you do not want to use the workflow-based approval process.
Selecting this option will display the fields for the workflow-based approval process. Clearing this option will display the fields associated with not using the workflow-based approval process.
This option is only available before you save the document. If you select this option, and save the document, you will not be able to access the standard document approval fields. After you save the document, this option will not be visible and you will not be able to change your original selection.
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 that were available in Contract Management 11.1 and prior 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. Select this option to use the workflow-based approval process.
Document Owner
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 browse to open the Select Contact dialog box. This is a required field if you are using the workflow-based approval process.
Ball in Court
The person responsible for this item.
Initiate
After setting up all the information and creating the list of reviewers, click this to start the approval process.
Only one of the following can initiate a contract: project owner, document owner, or Contract Management administrator.
Caution: If you click Initiate 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 different cycle to review. This field will be blank until after the first cycle is initiated.
New Cycle
Click to begin a new cycle for a rejected document.
This displays when a reviewer rejects a document. The project owner, document owner, or Contract Management administrator can use this 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.
Revoke
Click this to return the document to the state it was in before the approval cycle was initiated. The cycle must be initiated again to restart the approval process.
This displays when all reviewers have approved a document. The project owner, document owner, or Contract Management administrator can use this 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.
Cycle
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:
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 read-only.
Stop
This displays when a review cycle has been initiated. The project owner, document owner, or Contract Management administrator can use this to stop the approval cycle.
After the approval process has been initiated, and before it has been approved, the project owner, the document owner, or a Contract Management administrator can click this to stop the approval process.
This returns the document to the state it was in before the approval cycle was initiated. The cycle must be initiated again to restart the approval process.
Status
Lists the status codes for the document. This field will change, depending on what action a reviewer designates for a document.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Workflow
Use the drop-down list to choose the method of approval.
This can be one of the following:
Add Reviewers
Click this 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.
Required Start
The date the review or approval process must begin.
Required Finish
The date by which the review or approval process must end.
Cycle Days Overdue
This read-only field displays the number of days in this cycle that the approval process has exceeded the Required Finish date.
Cycle Days Elapsed
This read-only field displays the number of days in this cycle that have passed since the Required Start date of the approval process.
Total Days Elapsed
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.
Reviewer
This read-only field lists the contacts who will review and decide whether to approve the document.
Status
The status a reviewer designated for the document.
The status can be:
= The document was rejected
= The document was approved
= Ball in courtReceived
This read-only field lists the date on which the reviewer received the document.
Forwarded
This read-only field lists the date on which the reviewer sent the document to the next reviewer on the list.
Held
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.
Comments
Lists each reviewer's comments regarding the document.
Review Status tab - When not using the workflow-based approval process:
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.
Use Approval Process
Select this option to use the workflow-based approval process. Leave this option clear if you do not want to use the workflow-based approval process.
Selecting this option will display the fields for the workflow-based approval process. Clearing this option will display the fields associated with not using the workflow-based approval process.
This option is only available before you save the document. If you select this option, and save the document, you will not be able to access the standard document approval fields. After you save the document, this option will not be visible and you will not be able to change your original selection.
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 that were available in Contract Management 11.1 and prior 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.
Document Owner
The contact responsible for this document.
This field is optional if you are not using the workflow-based approval process for this document. To choose a document owner, click Select next to the Document Owner field to display the Select Contact dialog box. Then click Select next to the company name to select the key contact for the company, or expand the company and click Select 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.
Ball in Court
The person responsible for this item.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Certified?
Indicates whether the requisition is certified.
Click Certify and Save to certify the requisition. Before you can certify a requisition, you must fill in the certification information.
Contractor: Application
Enter information about the contractor's payment requisition.
Company
The company from which the requisition originated.
Click Select Contact to open the Select Contact Dialog Box.
Contact
Select the contact making the requisition. Required to certify the requisition.
Approved Date
Click the calendar icon to enter the requisition's application date. Required to certify the requisition.
Certification
Enter certification information.
Company
Select the requisition approver's company.
Contact
The contact who approved the requisition.
Click Select Contact to open the Select Contact Dialog Box. This field is required to certify the requisition.
Approved Date
Click the calendar 
to enter the date the requisition was certified.
Payment Date
The date the payment was made.
Check Number
The check number from the sent or received payment.
Contract Summary tab:
This tab displays a summary of the costs associated with the contract this requisition is linked to. This section is not editable.
Details subordinate tab:
Original Contract/PO Sum
The original value of the contract.
Approved Changes
The total sum of all approved changes for this item.
Revised Contract Sum
The original value of the contract plus the total value of approved changes.
Actual to Date
The amount paid on the contract so far.
Balance
The balance remaining on the contract.
Original Completion Date
The original early finish date for the contract.
Revised Completion Date
The latest early finish date for the contract.
Changes subordinate tab (for the contract to which this requisition is linked):
This tab lists all change documents associated with the contract to which this requisition is linked.
Initiate Change Management
Click to open the Change Management Document Window to start the Change Management process to link a change document to the contract and this requisition.
Title
The title of the change associated with the contract. Click to open the document.
Type
The document type for the change.
Change Management
If the change was generated by the Change Management process, this field contains the Change Management item number. Click to open the document.
Change Date
The date the change document was created.
Approved Date
The date the change was approved.
Approved Changes
If the change was approved, its value appears in this field.
Pending Changes
If the change is still pending, its value appears in this field.
Status
The item's status.
Insurance subordinate tab (for the contract to which this requisition is linked):
This tab lists insurance policies associated with the contract this requisition is linked to.
Add
Click to open the Insurance Document Window to link a new insurance document to the contract and this requisition.
Policy Type
The type of insurance policy linked to this contract. Click to open the insurance document.
Insurance Provider
The insurance provider, the name of an agent at the insurance company, or a contact person at the company that is providing the insurance.
Effective Date
The date this policy goes into effect.
Expiration Date
The date this policy expires.
Policy Limit
The maximum insured limit for this policy.
Payment Requisitions subordinate tab (for the contract to which this requisition is linked):
This tab lists requisitions associated with the contract to which this requisition is linked.
Generate
Click to open the Generate Requisition wizard to create a new requisition for this contract.
Period To
The last day of the billing period in which this requisition was issued. Click the link to open the Requisition document window.
Application Number
A unique number identifying each payment requisition issued per contract or purchase order.
Contract Management assigns the next sequential number to a new requisition.
Amount Certified
The amount of payment certified (approved) for this requisition.
Authorized persons certify requisitions in the Status section of the Requisition document window.
Completed and Stored to Date
The currency value of the portion of contract work completed to date.
Current Payment Due
The amount due.
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.
Calculation: Current Payment Due equals (Total Earned minus Retain) minus Total Prev Amount Certified
Certified?
Indicates whether the requisition is certified.
Click Certify and Save to certify the requisition. Before you can certify a requisition, you must fill in the certification information.
Latest?
Indicates whether the requisition is the latest one received for the contract or purchase order.
Submittals subordinate tab (for the contract to which this requisition is linked):
This tab lists submittals associated with the contract to which this requisition is linked.
Add
Click to open the Submittal Document Window to link a new submittal to the contract and this requisition.
Select
Click to open the Select Submittals Dialog Box to link existing submittals to the contract and this requisition.
Title
The name of the item.
Package
The submittal package this submittal belongs to. Click to open the Submittal Package document window.
Latest Review Cycle
The number of the latest submittal review cycle.
Status
The status of the most recent submittal review cycle.
Ball in Court
The person responsible for this item.
Requisition Summary tab:
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.
Original Contract Sum
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.
Net Change
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.
Total Additions minus Total Deductions
Contract Sum To Date
The total of the Original Contract Sum plus the Net Change.
Completed And Stored To Date
The total value of completed work to date and materials installed since the last payment.
The sum of Column G (Completed and Stored to Date, D+E+F) from the Schedule of Values section.
Contract Management calculates this value when you generate the requisition with the Generate Requisition Wizard, or click Get Approved Changes.
Percent/Retainage/Amount
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.
Total Earned - Retainage
The Completed and Stored To Date value minus Total Retainage.
Previous Amount Certified
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.
Current Payment Due
The amount due.
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.
Calculation: Current Payment Due equals (Total Earned minus Retain) minus Total Prev Amount Certified
Balance To Finish + Retainage
Contract Sum To Date minus (Previous Amount Certified plus Current Payment Due)
Tax To Date
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.
Percent Complete
The percentage of work completed on the project to date.
Calculation: (Completed and Stored to Date, D+E+F divided by the contract's current Total Cost) multiplied by 100
Amount Certified
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.
Schedule of Values tab:
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.
Add Lump Sum
Click to open the Requisition Detail Dialog Box to enter lump sum line item rows for this requisition.
Add Unit Price
Click to open the Requisition Detail Dialog Box to enter unit price line item rows for this requisition.
Find
Click to filter all items in the active table by a particular word or phrase.
More Commands
Item Number (A)
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 Cost 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.
Description Of Work (B)
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 Description of Work to open the Requisition Detail Dialog Box.
Scheduled Value (C)
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.
Previous Applications (D)
The total sum of all Scheduled Value values in all previous requisitions to date for the contract or purchase order.
This Period (E)
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.
Materials Presently Stored, Not In D or E (F)
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.
Completed And Stored To Date D + E + F (G)
The total of columns D, E, and F.
% Complete, G/C-
This percentage represents work completed and stored materials for all periods to date, not just the current period.
Calculated as Completed and Stored to Date (G) divided by Scheduled Value (C).
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.
Balance To Finish (H)
Calculation: Scheduled Value (C) minus Completed and Stored to Date (G)
Retainage (I)
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 purchase order. You can also set a default retainage rate for each line item.
Retain %
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.
Tax Rate (J)
If you selected the Use Line Item % To Calculate Tax option 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).
Activity ID
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.
Cost Code
Shows which cost code to which the line item is distributed.
Approved Changes tab:
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 selected the Prompt For Get When Opening Latest Requisition option 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 Get Approved Changes 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.
Previous Additions
Sum of approved change orders for the previous period if contract sum was increased.
Current Additions
Sum of approved change orders for this period if contract sum was increased.
Total Additions
Calculation: Previous Additions plus Current Additions
Previous Deductions
Sum of approved change orders for the previous period if contract sum was decreased.
Current Deductions
Sum of approved change orders for this period if contract sum was decreased.
Total Deductions
Calculation: Previous Deductions plus Current Deductions
Get Approved Changes
Click 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.
Add
Click to open the Requisition Changes Dialog Box to add change order information.
Change Number
The number identifying the change order for the requisition
Change Date
The date the change order was applied to the requisition from the contract or purchase order.
Additions
The currency amount of the change order added to the total contract sum.
Deductions
The currency amount of the change order deducted from the total contract sum.
Title
The change order title.
Issues tab:
Link
Click this to open the Select Issue Dialog Box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue Document Window.
Attachments tab:
Attach File
Click this to open the Attach File Dialog Box to add an attachment to this invoice.
Attach from Repository
Click 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 link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Custom Fields tab:
This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this 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 (All Projects), and clicking 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 Custom Fields.
Versions tab:
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 Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and 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 Content Management Version Document and Attachment Feature for more information).
Version
Lists different versions of the current document in reverse chronological order.
Click view 
to open each version. Each version shows the information available in the document when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
The date on which the item was created or issued.
How to access this dialog box:
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Last Published Wednesday, June 17, 2015