Payment Application Data Aggregation

When you create a budget payment application, the system can automatically aggregate data from associated cost payment applications. This aggregation helps ensure consistency between your cost and budget payment applications.

When a main contract SOV item is connected with a budget and therefore connected with a supplier SOV item, the system takes the percentage of completed work of the supplier SOV item from the cost payment application and applies the same percentage or amount on the budget payment application side.

For change order and cost items, the system applies the same percentage or amount on the cost item level.

Expense Aggregation Methods

The system uses two methods for aggregating expenses:

Aggregation by Amount (Default)
- The system copies the expense amount directly to the budget payment application.
- This is the default method for most expense items.
Aggregation by Quantity
- The system reads the quantity from the expense item and copies it to the "Qty of this period work completed" field of the budget linked payment item.
- The system then multiplies the "Qty of this period work completed" by the "Unit Cost of this period work completed" field to obtain the "this period work completed amount".
- Because all expense items have a quantity of 1 and the unit cost is the same as the SOV unit cost, the aggregation results are the same as the SOV amount.

Default Behavior for Expenses

Amount by default for associated expenses.
Switches to Quantity only when the expense item unit matches the main contract item unit, the unit is not 'ls' (lump sum), and the unit prices differ.

Example Scenario

Let's assume the following scenario:

A main contract Schedule of Values (SOV) line item and an associated subcontract, both valued at $100,000.
A Subcontractor Change Order (SCO) of $20,000 has been completed, resulting in total costs of $120,000.

Out of Scope PCO

If you set the scope of a PCO as "Out of Scope," it indicates both an upstream and downstream change. In this scenario, when you aggregate costs, the system will only bring over costs from the SCO to an associated Owner Change Order (OCO).

No Associated OCO: If there is no OCO to add the costs to, the system will only bring across $100,000. This amount is related to the main contract SOV line item.

In Scope PCO

If you set the scope of a PCO as "In Scope," the system will pull in the full $120,000 because it recognizes there is no OCO to allocate against.

Overbilling: Your main contract SOV is only for $100,000. If you use line item view mode in this case, it will show as overbilling, which you can configure to allow.

Frequently Asked Questions about Aggregation

Q: Why has the system stopped automatically defaulting to aggregate by amount for my expenses?

A: The system's default behavior for expense aggregation depends on specific criteria. The system defaults to aggregation by amount for most expenses, but automatically switches to aggregation by quantity when:

The expense item unit matches the main contract item unit
The unit is not 'ls' (lump sum)
The unit prices differ

If you notice a change in how your expenses are being aggregated, check if any of these conditions have changed in your setup. You can always manually adjust the aggregation method if needed.

Q: What happens when expense aggregation switches from amount to quantity?

A: When aggregating by quantity, the system:

Reads the quantity from the expense item.
Copies it to the "Qty of this period work completed" field.
Multiplies this quantity by the "Unit Cost of this period work completed" to calculate the total amount.

Since expense items typically have a quantity of 1 and the same unit cost as the SOV, the final result is usually the same as the SOV amount.