Why do I have negative values on Payment Requests?

 

QCS:

• Contractor may have deleted activities previously paid on
• Contractor may have reduced activity amount on activities previously paid on
• Deleted activities that have been paid on will show up as negative values. The Contractor must adjust the % complete on new activities to compensate – else will be negative
• The activity in question has already been deleted, thus the text [DELETED] in front of it. Since that activity has already been paid on and now it has been deleted will result in negative values.
• Note: you cannot delete pay activities inside of a payment request. Verify that you “own” the Payment Module prior to attempting any deletions.
• On previous payments you may have paid more that 100% (according to the RMS/QCS screens). (Example: If you requested 300% on the last progress payment and now you request 100%, you’re asking to pay the Government back 200% of that activity (negative value)
• You can manually adjust the percent of the activities. <Ctrl>-Right click on the Payment Button and it will ask you if you want to copy the previous values. “Warning” – this will copy all of the amounts from the previous payment, so any entries already made on the current invoice will be over-written.
• Occasionally, the negative values may re-set themselves if you go into the Payment Request and UNCHECK the “Completed” checkbox – exit the payment screens – come back and view it.

 

RMS:

• The Government may have refunded the “Retainage” on individual activities instead of under the retainage refund of the “Obligation Tab”.
• RMS pays each invoice based on its total to-date less the previous invoice. For example, if the BOND amount has been reduced to ZERO and is now in the schedule with a VALUE, it will not pay twice on it. The <negative> amount in reduction of the BOND will offset the amount of the BOND that is now in the new schedule of values.
• The RMS attempts to honor the Bid Split on the total to-date values. However, it will avoid going negative on Line Items for payment, so it will not always be able to fully honor the split.
• In order for the current Payment Request to be correct, you must have the previous requests balanced between the RMS and CEFMS. (You may see this message: “Total earnings allowed entered in RMS do not equal amount approved in CEFMS on the invoices. This error must be corrected prior to processing new invoices.”) The Contractor can submit a Payment Request even if the previous requests are not balanced between the RMS and CEFMS – but, the activity amount for the current period will not be correct. The amount DUE the contractor would be Okay, but the amounts for each activity would be OFF.

 

What if I show negative amounts after the SDEF import?

• Check that both the activities and the CLINs are properly balanced
• If changes were made in the QCS and not also in Primavera (i.e., P6), upon importing the SDEF the amounts will revert to the Primavera values
• If the CLINs are balanced in Primavera, they should also be balanced in the QCS. The SDEF WILL NOT DELETE activities that are in the QCS and not in Primavera, which will result in unbalanced CLINs/Activities.