Follow the steps below to create an adjustment Inspector's Daily Report within the FACS Service area to modify the payment amount of a pay period.
Overview
Each pay period's suggested payment value is calculated by combining quantity information entered into the Material Acceptance, Material Stockpile or MPP, and Daily Inspector Report documents that fall within the same date range as the pay period. Adjusting any specific quantity row within one of these entries will impact the period payment amount. The suggested way to modify a period's payment amount is to create a single entry that will act as an 'Adjustment Report'. This way, the period amount can be adjusted in one location creating a more robust audit trail for the project.
Please see the related page How to create a Pay Estimate before modifying the payment amount.
TIP: Run the Item Detail and Quantity Variance Reports to help identify items that have been overrun and need to be reduced before the period is closed.
Create an Adjustment Daily Report
| Number | Description | Example | Usage |
| 1 | Report ID | Period 1 Adjustment Report | Clearly note that this entry is an Adjustment entry and the specific period. |
| 2 | Date | 01/31/2022 | Set the entry date as the last day of the period. |
| 3 | Status | Approved | Once the entry has been created ensure to transition the entry to Approved and then Locked status. |
| Number | Description | Example | Usage |
| 1 | Pay Item |
401.0610 4 Inch HMA Pavement, Mix No. IV |
Select the item(s) whose payment amount should be modified for the period. |
| 2 | Quantity | 3 |
Enter positive quantity to increase the period payment, reflected against the selected item. Enter negative quantity to decrease the period payment, reflected against the selected item. |
| 3 | Pay Item Remarks | Period 1 quantity adjustment after negotiation with contractor. |
Ensure to state the reason an adjustment is being made, so if the project is audited there is a clear reason payment was changed. Since an Adjustment entry rarely has calculations or photo evidence to support the quantity adjustment, it is important to add in detailed remarks. |
| 4 | Company | Kaikor Construction Company | Since payment goes against the Prime, and the prime pays subs, adjustments entries should be associated with the Prime contractor. |
NOTE: The Platform will allow both an item, and whole pay period, to be a negative amount.
Finishing Up
Once the Adjustment Entry has been created, run the payment reports again and confirm the period is now displaying the desired payment amount. Project Engineers can edit Approved entries so the Adjustment Entry's quantity values can be updated as needed until the desired amount is recommended for payment.
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.