Pay Request Setup

Requirements

The following requirements must be met prior to using CMiC's Collaborate Pay Request:

  1. Register Site: A CMiC GCS Collaborative environment or tenant must be set up and registered. To register a site, a GCS registration security package must be run either by CMiC or by third-party DBAs, depending on whether CMiC or independent DBA services are being used.

  2. Acquire Licenses: The GCS Collaborative environment must have CPR (Collaborative Pay Request) and RTG (Real-Time Integration Adapters) added to the license file.

  3. Set Up RTI Links: RTI links need to be set up on the RTI Maintenance screen in CMiC Field. CMiC DBAs can run a package to complete this setup upon request. Refer to RTI – Real-Time Integration (for Gateway and Data Exchange) for more information.

  4. Register Project: Register project to Data Exchange, making sure Pay Request related RTI objects and documents are selected in Project Maintenance. Refer to Register Project in Data Exchange for more information.

  5. Publish Project: Publish the project to Pay Request in Project Maintenance. Refer to Publish Project in Pay Request for more information.

  6. Run Pay Request Initial Configuration Script: This can only be done after completing steps 4 and 5. Users must contact CMiC to complete configuration to the GCS server.

  7. Sync Data for Each Project: This should only be done after all previous steps are completed. Users must click the [Sync Data] button in the Pay Request tab of the Project Maintenance screen.

    Screenshot of Project Maintenance screen with Pay Request tab selected and [Sync Data] button highlighted.

If any of the first three requirements are not met, you may see one or more of the following messages, as shown in the screenshot below:

PM Role Security

Project Roles; standard Treeview path: CMiC Field > Security > Project Roles

The Project Roles screen is used to grant project role privileges to CMiC Field users responsible for administrating Pay Request. The privileges relevant to Pay Request are found under the Collaborate section (framed above), near the bottom of the screen.

CMiC recommends that all of the Collaborate security privileges are assigned to the user's PM Project Role, not just the privileges that are specific to the Pay Request program.

NOTE: The project roles assigned to CMiC Field users are found in their Contact records.

Field Security

This section describes how to set the availability of the [Edit] button in Pay Request.

The related fields are located on the Pay Request tab of the Project Maintenance screen and the Subcontract Detail tab of the Subcontract Entry screen, as shown in the following screenshots. Field security can be assigned to these fields on both screens, as required (standard Treeview path: CMiC Field > Security > Role Maintenance).

The Day of Month field is used to enter the day of the month and the Days Length field indicates the number of days the Pay Request window will stay open.

Project Maintenance; standard Treeview path: CMiC Field > File Maintenance > Project Maintenance – Pay Request tab

If fields are set to “Unrestricted” on the Project Management screen, the [Edit] button will be enabled; otherwise, if set to “Read-Only” it will be disabled. If values are entered on the Project Management screen, these values will default to the Subcontract Entry screen when a subcontract is created.

Subcontract Entry – Standard Treeview path: CMiC Field > Budget & Cost Management > Subcontract – Subcontract Detail tab

Imaging Settings

Collaborate - Pay Request - Image Manager Settings

Imaging Control screen; standard Treeview path: Imaging > Setup > Imaging Controls - Imaging Controls Tab

The Imaging Controls screen in the Imaging module is used to set the Pay Request document type, AP registration group, and imaging source when uploading RFPs from the GCS Collaboration server. On the Imaging Controls tab, scroll down to the Image Manager section of the screen and complete the following fields:

  • Collaborate Pay Request Document Type

  • Collaborate Pay Request Source

  • Collaborate Pay Request Registration Group

Accounts Payable Settings

Collaborate - Pay Request - AP Control File Setting

Pgm: APCTRLFM – AP Control File; standard Treeview path: Accounts Payable > Setup > Control File Options – Voucher tab

On the AP Control File screen in the Accounts Payable module, check the 'Require Approval of Registered Invoices' checkbox located on the Voucher tab. This checkbox must be checked if registered invoices must be approved before they can be converted into vouchers. If this box is not checked, then RFPs sent from GCS will not come into Imaging.