How to create a Payment Report

Running the Report

Open Configure Report from the Report Log to set up your report. You'll choose:

Payment Period (required) — Select the payment period you want to report on, shown as "Number - Pay Period" (e.g., 01 - 07/01/2024 - 07/31/2024). This drives all the "current period" and "to date" calculations in the report. By default, the most recent period is selected.
Items (required) — Select which pay items to include. Two checkboxes make this easier:
- Select all Used — automatically selects every item that has been recorded (used) as of the selected period.
- Select all Items — automatically selects every non-deleted item in the project, whether it's been used yet or not. Items with no activity will simply show zero values.
By default, only used items are selected.
Status (required) — Choose which entry statuses to include (based on your Item Source Template, typically Daily Report). By default, only Approved entries are included.

NOTE: If you run the report with anything other than the defaults - ex. a status other than Approved, like Draft or Under Review — the report title will automatically show "Forecasted" to indicate the results may be incomplete.

Click Run to generate the report, or Cancel to close the configuration without running it.

TIP: Double clicking the report will open and run the report using the most recently used report configuration criteria.

How the Report Is Organized

Each pay item appears as a single summary row — quantities recorded across multiple entries in the period are added together.
Items are grouped by Funding Source and listed in ascending order by Item Number within each group.
Each Funding Source group shows a subtotal, and a grand total appears at the bottom across all Funding Sources. Items with no assigned Funding Source are included in the grand total but are not part of any subtotal.

Columns

For each item, the report shows:

Column	What it shows
Section Number / Description	From the Pay Item list
Item Number / Description / Unit / Unit Price	From the Pay Item list
Authorized Quantity	The item's authorized quantity
Period Recorded Quantity	Total quantity recorded in the selected period (from qualifying status entries)
Period Paid Quantity	The quantity actually eligible for payment this period, after applying overrun and material acceptance limits (see Thresholds below)
Period Amount	Period Paid Quantity × Unit Price
Period Stockpile Amount	Total material stockpile dollars recorded in this period
Material Acceptance Quantity to Date	Total accepted quantity to date, for items requiring Material Acceptance
Paid Quantity to Date	Cumulative paid quantity across all approved periods, including this one
Stockpile Amount to Date	Cumulative stockpile dollars across all periods, including this one
Paid Amount to Date	Paid Quantity to Date × Unit Price (does not include stockpile)

Subtotals and totals for Period Amount, Period Stockpile Amount, Stockpile Amount to Date, and Paid Amount to Date are calculated per Funding Source and across all Funding Sources. The overall total also shows Percent Completed to Date (Paid Amount to Date ÷ Authorized Amount).

Payment Thresholds

The report automatically limits how much can be paid based on two thresholds:

Quantity Overrun: If an item's recorded quantity exceeds its Authorized Quantity times the allowed overrun percentage, payment is capped at that limit.
Material Acceptance: For items requiring Material Acceptance, payment is capped at the accepted quantity recorded through the end of the selected period — quantity recorded but not yet accepted is held back and paid in a future period once acceptance catches up.

Flags

When one of these thresholds holds back payment, the report displays a flag directly on the affected item so you know why the numbers look the way they do:

"Recorded Quantity to Date exceeds Authorized Quantity by [amount]" — shown when total recorded quantity is more than Authorized Quantity × (1 + Overrun Percent)
"Recorded Quantity to Date exceeds Material Acceptance to Date by [amount]" — shown when total recorded quantity is more than the total accepted quantity

An item can show both flags at once if it's affected by both thresholds.

Material Stockpile Threshold

Material Stockpile payments (for the material portion of an item, before installation) are also limited by a Material Stockpile Threshold percentage set per item — this ensures you're never paid 100% of an item's value through stockpile alone, preserving funds to cover the labor and equipment needed to actually install it.

If your cumulative Stockpile Payment to Date is already at or below the item's allowed threshold amount, the full current-period stockpile amount is paid.
If paying the full current-period amount would push you over the threshold, only the portion that brings the cumulative total up to the threshold is paid — not beyond it.
If an item's Authorized Quantity is reduced (for example, via a Change Order) after stockpile payments have already been made, the system will not automatically claw back the excess. If this happens, you'll need to manually enter a negative Material Stockpile payment to bring the balance back in line.
Stockpile amounts that have been paid but are being withheld by retainage still count toward the threshold.

WARNING: The Platform will not allow for a period to be Approved if there is a Stockpile overpayment. You must fix the overpayment before the period can be closed.

Totals Summary

Below the item detail, a summary table shows overall payment totals for This Period, To Date, and Percent Complete:

Row	What it includes
Stockpile and Quantity Paid	Combined stockpile and quantity payment amounts
Retainage	Amount retained this period/to date, minus any amounts released — capped at your project's Retainage Cap setting
Adjustments	Any manual adjustment amounts entered for the period
Total	Stockpile and Quantity Paid minus Retainage plus Adjustments

Each row's Percent Complete is calculated against the total Authorized Amount for all items as of the selected period's end date.

Below the totals table, the report also displays the Payment Remarks field from the Payment entry for that period.

Exporting

Like all FACS Reports, the Payment Report can be exported as an Excel or PDF file through the Export button located on the Report View Page. Check out the support site page on the Payment Cover Sheet to learn more.

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