Submit Application

Explanation

Use this activity to submit an application to the customer for payment. Once all the valuations have been done and the application has been approved, it can be sent to the customer. The application will be printed and then sent to the customer for certification.

If the customer has agreed to carry out invoicing on submitting (invoice before receiving the payment) instead of certifying the application, this can be entered as the default option on the Sales Contract/Defaults tab, which makes the Create Invoice option selected by default. If the Create Invoice option is selected, an invoice will be created and sent to the customer instead of an application. See the Create Invoice from Application activity for more information. Once the application is submitted, no changes are allowed on the application header, application lines, and line items. However, you can enter values in the Certified Released field on the Application For Payment/General tab and Certified Work, Certified Stored Material, Certified Quantity and Total Retention Certified Override fields on the Application For Payment/Item Valuation tab when receiving the certificate back from the customer.

If an application is supposed to be printed, the Print Application check box should be selected by default. The application can be printed even when doing direct invoicing, and will then work as the invoice details.

Prerequisites

• Application must be in the Approved status.
• All previous applications (not considering previous applications in the Canceled status) must have been submitted (those in the Submitted, Certified, Partially Paid, Fully Paid status) before submitting the current one. If a previous application that is not submitted exists, this must be either submitted or canceled before submitting the new one. This is to avoid sending out applications with older contract contents and outdated valuation values.
• The default project must be active and a released activity must exist.
• All report codes must be valid for the revenue activity defined on the contract.
• It is not allowed to submit an application with a payment term that has installments or discounts defined.
• If the contract is On Hold, normally the application should not be submitted, but it is allowed to be overridden if necessary.  
• The Invoice Method must not be Direct Invoice.

System Effects

If the application is submitted:

• The status of the application changes to Submitted.
• If Print Application is selected, an application for payment report is created and printed.
• If no due date is set prior to submitting the application,  the application for payment due date will be automatically calculated using the payment terms defined on the application.
• Postings for the submitted applications are created using the function group Application For Payment (AFP). If a percentage to be recognized has been defined on the contract the value of the postings will be adjusted accordingly. More information about the postings created is available in Posting Types for IFS Sales Contract Application for Payment.

If the application is invoiced when submitting:

• The status of the application changes to Certified.
• No changes will be allowed on the application.
• It will not be possible to cancel the application.
• Standard postings will be created by the project invoice. No AFP postings will be created since the invoice will cover all revenue postings.
• The Invoice Method will be set to Invoice on Submit Application.

For further details see the Create Invoice activity. 

Window

Applications for Payment
Application for Payment

Related Window Descriptions

Applications for Payment
Application for Payment

Procedure

1. Select the application number to submit in either the Applications for Payment or Application for Payment window, right-click, point to Status and then click Submit.
2. Verify that the User Group, Application Voucher Type and Voucher Date fields have correct values.
3. If an invoice should be sent instead of an application, make sure that the Create Invoice check box is selected and that the correct invoice voucher type is selected. See Create Invoice from Application for more details.
4. Click OK to submit application.