Head Contract Payment Claims Settings

There are a number of settings available to help you configure the Head Contracts area of the Payment Claims module to work well with your preferred workflows. See below for what's available:

1. Start at Settings > Payment Claims Manager.
2. Within the Payment Claims Manager on the left-hand side, you will find the below settings:

• Default Pricing Type: Select either Fixed Price or Cost Plus from the dropdown list.
• Head contract code prefix: Enter a default Prefix for all Head Contract codes, e.g. HC, if required.
• Head Contract Code Next Number: Enter the number for the next Head Contract. If you haven't created a contract before this will be the number of your first contract. Consecutive numbers will then be used going forward.
• Head contract invoice number prefix: Enter a prefix for all Head Contract invoices, if required.
• Default days to approve claim: Enter the default number of days for your customer to approve a claim. If used, this will set the Payment Schedule Due Date on your Progress Claim.

• Default Payment Due Days: Enter the default number of days for your customer to pay a claim. If used, this will set the Payment Due Date on your Progress Claim. Alternatively, if you do not have set default days, you will be required to set the date when preparing the claim. 
• Head Contract claim general ledger account: Select the General ledger account to use for Head Contract Payment claims.
• Head Contract retention general ledger account: Select the General ledger account to use for Head Contract retention amounts.
• Payment claim prefix: Enter a prefix for all Payment Claim numbers, e.g. CLM-
• Head contract claim report sub-title: Enter a standard report sub-title for your claim reports. e.g. This is a PAYMENT CLAIM under the Construction Contracts Act 2002. (This is the system default.)
• Turn on onsite/offsite materials workflow: Check this field for all onsite/offsite details to be added to your claims. Refer to Onsite / offsite Costs Management to read more about this workflow.
• Include issue date on claim: When ticked, the issue date will be included on the Progress Claim.
• Require payment summary due date: When ticked, a payment summary due date is required, (i.e. the approval due date). This can be set either via the defaults as above, or you can manually enter a due date when you are creating your claim.
• Only show summary line on claim invoice: When ticked, the sum of the claimed amounts of the Trade summary and Variation lines appears on the receivable invoice in one line for the month.
• Default Head Contract Retention Policy: You can set up the retention policy for Head Contracts. (This can be overwritten on individual Head Contracts where needed). Below are the steps to create a default retention policy.

Terms and Conditions: Finally, you can add in your Terms and Conditions as a PDF file, which will then be added to the end of your Progress Claim documentation. Select or drag a file to the box shown below, and then click Upload Terms and condition file. Click View terms and condition file to view the file you have uploaded.

• Click Save to save your default settings.

This has set all the defaults for your Head contract section.

To read about the default settings for Sub Contracts, click Subcontract Payment Claims Settings.

To read about setting up credentials for your users, click Granting Users Access to the Payment Claims Module.

Last updated: 15 November 2023