Vendor payments

You can record a vendor payment (record-only) in CostCertified to keep track of the payments you make to vendors. These are not real payments, only records of payments you made outside of CostCertified.

 

To know how to manage/delete vendor payments see Managing vendor payments.

 

Important note

By Q3 of 2021 or earlier, CostCertified will be changing the payments system to allow for actual payments. This feature will still exist but will be changed. All records made now will be forward compatible.

 

  1. Go to a booked project (you should not record payments or transactions on a project until it is booked).

  2. Go to the Budget tab

  3. Sort by vendor (top left above table) for an easy grouped view of your items based on vendor

  4. You can expand each group to see the individual items

  5. Scroll right to the Paid to vendor and Unpaid to vendor column in the budget table

  6. The Paid to vendor column shows the combined sum of payments made to vendors for each item (or the vendor as a whole on the total for the group)

  7. The Unpaid to vendor column in the budget table shows the amount left to be paid. If the item is marked as fully paid this will be 0!

  8. Click on the Unpaid to vendor column for any item or the group (they all do the same thing). You may need to click it twice to activate the row.

  9. A new panel pops up with all the items for that vendor included.

  10. If this is a partial payment, choose the items it applies to, then put in the amount. Because it is partial, ensure the Final payment checkbox is unchecked for each item.

    1. You can apply partial payments to one, some or all items.

    2. If the vendor doesn’t have their invoice broken down by item, or you don’t know which item(s) to apply a payment to, put your price in the bottom and uncheck Final payment for each item. By doing this it will apply the partial payment amount to each item weighted based on the item's budgeted cost.

    3. After saving a partial payment there will be a new balance showing for each item the payment applied to.

    4. You can add as many partial payments as you need to the same items, or any combination.

  11. If this is the last payment owing to the contractor (final payment), enter your payment amount in the bottom (if it differs from the balance/budgeted cost that it defaults to), and then ensure the Final payment checkbox is checked on each item in the payment.

    1. Checking Final payment marks those items as fully paid.

    2. Marking items as fully paid will automatically set the actual cost of those items to the sum of payments recorded as paid to vendors.

    3. Marking items as fully paid will remove any Unpaid to vendor amounts, regardless if it is equal to, more than or less than the budgeted amount. It will write-off any differences and show as 0 balance owing to vendor.

  12. Save the payment

  13. After saving, it will ask you if you want to reload the project to reflect your changes. Choose yes to see your new payments factored into the budget tab.

  14. Now you will see your changes applied.

    1. After a full payment is made it will use the payments as the actual cost. If actual cost is significantly higher than expected, you will see red. If it is slightly higher, yellow. If it is close to what was expected it won’t be colored. If it is better than expected you will see green.