Use the same check/reference number used by finance. Store supporting invoices, inspection approvals, and payment requests in Documents where your agency expects them.
Line-level allocations make later review much easier. Avoid lumping unrelated work into one line.
Descriptions are helpful for draw numbers, retainage release notes, corrections, or finance references.
Compare payment amounts to unpaid balances. If a number does not make sense, fix the Work Plan, bid award, change order, or prior payment before saving a new payment.
Use Chronological view for finance reconciliation and By Line Item view for scope reconciliation.
Contractor Payments depend on Work Plan assignments. If a contractor, line, or amount is missing, the issue usually starts in Work Plans, Bids, or Change Orders.
Check whether the contractor is assigned to Work Plan items as contractor or subcontractor.
Check whether the selected contractor is assigned to that line.
Review adjusted bid, change orders, and prior payments.