Subcontract Payment Claims Settings

Within the Payment Claims Manager there is a section of settings that relate specifically to Subcontractors. Read through the notes below to ensure you have your settings configured to facilitate your workflows.

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

• Sub contract code prefix: Enter the Prefix for Sub Contracts, e.g. SC.
• Sub Contract Code Next Number: Enter the number for the next Sub Contract. Consecutive numbers will then be used.
• Default sub contract claim invoicing action: Following the approval of a subcontractor claim, select the default action which should be selected. (Note this can be changed by the approver if required):
  • Wait for Invoice from Sub Contractor: If the subcontractor has sent you a Payment Claim and you expect them to send you an invoice, select this option.
  • Convert Claim to invoice: If your subcontractors generally send you their invoice straight away, without a Payment Claim first, you might select this option.
  • Generate BCTI (Buyer created tax invoice): If you have permission from the relevant tax office, you can select to generate a BCTI which will be created automatically for you to process for payment.

For more about approving subcontractor claims, please refer to Mastering Progress Claim Approval in Lentune: A Step-by-Step Tutorial

• Default sub contract claim payment schedule action: On approval of a subcontractor payment claim, you can set the default action for your Payment Schedules:
  • Email: This will take you to a modal where you can email the Payment Schedule directly from Lentune.
  • View:  This will populate a preview of the Payment Schedule in a separate tab so you can download it.
• Dual Approval Required for claims: Check this field if you would like all sub contracts to be approved by two people. If not selected, subcontractor payment claims will only require one level of approval.
• Send automatically created invoice to the process screen: Check this field if you want the Buyer Created Tax invoice to go directly to the process screen rather than going to the invoice check screen.
• Sub-contract retention general ledger account: Select the General Ledger account for Sub contractor retentions. (Note: This can be set at Branch level if required, and if this is done, it will override the code set here.)
• Subcontract payment schedule title: Enter a title for your Subcontract Payment Schedules if you wish to use your own heading. Otherwise the default title of Head Contractor’s Payment Schedule will be used.
• Payment schedule report sub-title: Enter a report sub-title for your Payment Schedules if you wish to use your own heading. Otherwise the default sub-title of Prepared in accordance with the Construction Contracts Act 2002 will be used.
• Autofill subcontract claims: Recommended to always be set to active. This setting works to automatically read and populate the header details of your subcontractor payment claims, saving you manual data entry.

You can also upload a copy of your Terms and Conditions to be attached to any Payment Schedules you create:

• Upload Terms and conditions: Drag or browse for your file to upload the Terms and Conditions for Sub Contracts.
  • Click Upload terms and condition file to upload your file.
  • Click View Terms and Conditions file to download and view your file.
• Default subcontract retention policy: You can set up a separate policy of retentions for your sub contracts. Below is a quick step-by-step guide to show you how to create this retention policy.

• Click Save to save your default settings.

If you haven't already set up the defaults for your Head Contract settings, click Head Contract Payment Claims Settings to read how to do so.

You will also need to establish the credentials for your Users. Click here to read about Granting Users Access to the Payment Claims Module.

Last updated: 9 October 2023