Outgoing applications for payment
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      1. User hub
      2. Applications menu (onsite projects)
      3. Outgoing applications for payment

      How to submit certified figures for payment

      In this article

      What are outgoing applications for payment?

      Once progress has been updated, the valuation from this progress is automatically updated in the application bill. From here you can generate an application, download it in a spreadsheet format and email it to your client for review an payment. 
      Once approved, the payment can be certified in Chalkstring and the charts and reports will update to reflect your latest payment,

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      Sending the application once generated

      1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
      2. Search for and click the 'Project' required.
      3. Within the project homepage, click the ‘Project hub’ sub-menu.
      4. Expand the main Chalkstring blue menu bar and click ‘Applications’.
      5. Select the ‘Open Outgoing Applications’ sub menu and click on the application to sent to your client.
      6. When the application was generated, downloaded and sent to the client, you need to confirm this in Chalkstring by clicking the ‘Mark as Sent’ button in the top right corner. For details on generating applications for payment, see article 'How to generate outgoing applications for payment'
      7. The status of the application will update to ‘Sent’.

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        What to do once certification notice has been received

        1. Select the ‘Open Outgoing Applications’ sub menu and click on the application to submit.

        2. View a summary of values and a downloadable format of the application.

        3. In the 'Approve Payment' section, enter the effective date for the payment e.g. the date for the application rather than the current date.

        4. Enter a single figure as per the current cumulative total being certified. This should be the total for the whole project being certified so far, not the periodic total for this specific application.

        For example, if this if the third application for payment on the project, and the periodic value for this third application is £20,000, but the total application value for the project so far is is £50,000, £50,000 should be entered as the total certified value.

        5. Click the 'Apportion' button or the 'Set Approved as Applied' button.

        • 'Apportion' -  Chalkstring will distribute values proportionally into the individual categories for measured works, material and fixed costs against the value you originally applied for.
        • 'Set Approved as Applied' - is a short cut feature if you want to certify the application in full as it enters values which are the same as what the application was certified for.

        6. Notes can be added for further details regarding the application, for example, why a certain          figure has been certified, whether you accept it or it needs to be disputed further etc.

        7. Documents and attachments can be added to the application file and stored alongside it.


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        Submitting the application

        1. Once ready, click ‘Submit certified figures’. Data from the application will update throughout the project hub and charts.

        Nominal coding

        Chalkstring will calculate the various tax and retention implications, as well as allocating values to relevant nominal codes in proportion to the original application vs what was approved. Chalkstring will automatically establish the distribution of value as it relates to this periodic certified value, amongst the various nominal codes.

        There may be instances where your accounting software may result in a slight difference in values due to a difference in rounding calculations.

        Clicking the edit button for a line item will allow you manually adjust the values if required.

        Clicking 'recalculate' will reset any changes made for all items back to Chalkstrings calculation totals.

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