---
title: How does Payment work
description: The standard FACS Payment template is designed to  manage contractor payments by tracking quantities, amounts, retainage, stockpiles, and adjustments over the life of a project.
---

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# How does Payment work

## The standard FACS Payment template is designed to manage contractor payments by tracking quantities, amounts, retainage, stockpiles, and adjustments over the life of a project.

#### **Key Payment Terms & Definitions**

- **Change Order** – Modifies project scope, time, or dollars.
- **Pay Item** – A unit of work with pricing details (e.g., Clearing and Grubbing).
- **Material Acceptance** – Approval of materials necessary to allow for payment of specific items.
- **Material Stockpile** – Advance payment for delivered but uninstalled materials.
- **Retainage** – A portion of payment withheld until milestones or project completion.
- **Adjustment** – Manual credit or deduction (e.g., incentives, penalties).
- **To Date** – Value from project start up to a specific date.
- **Percent Complete** – Payment progress as a percentage of the authorized amount.
- **Recorded** - A value entered into a document entry
- **Paid** - A value recommended for payment that meets all project set payment criteria

---

### **Key Fields and Sections**

### **General**

- **Number** (Required, Unique)
- **Subject** (Required)
- **Pay Period Start / End Dates** (Required)
- **Payment Date**
- **Assignee, Creator**
- **Final Payment** (Checkbox)
- **Remarks**

### **Summary (Auto-Calculated Fields)**

- **Amount This Period** – Sum of eligible work, stockpiles, and adjustments within the pay period.
- **Amount to Date** – Sum of eligible work, stockpiles, and adjustments to date.
- **Percent Complete This Period** – Amount This Period / Projects current authorized amount.
- **Percent Complete to Date**  – Amount To Date / Projects current authorized amount.

### **Retainage**

- **Retained This Period** – Suggested based on retainage % and project cap, user-editable.
- **Released This Period** – Retainage returned this period (must not result in negative balance).
- **Retained to Date / Released to Date** – Cumulative, system-calculated fields.

**NOTE:** The system enforces a **retainage cap** if entered within the Project Settings / Payment area.

### **Adjustment**

Use for manual financial changes not tied to specific items (e.g., incentives, disincentives or penalties).

- **Adjustment Table**
  
    - **Amount** (Required)
    - **Remarks**
    - **Related Pay Item** (optional)

### **Signatures**

- **Submitted By**
- **Approved By**

 

---

### **Additional Features**

- Includes standard fields: **Workflow**, **Contributors**, **Comments**, **References**
- **Payments** follow this workflow:  
  *Pending → Under Review → Approved or Canceled*

Approved and Canceled statuses are **locked**. Only a Project Administrator can revert them and only the most recent pay period may be unlocked.

 

### Location

Documents \> Payment

 

If you have any questions, or need additional assistance, please reach out to our support team at [support@facsware.com](mailto:support@facsware.com) and we will be happy to assist you.

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