Checking of Sub Contractor Progress Claims: A Step-by-Step Tutorial (+ video)

Introduction

In this tutorial, we'll walk you through the process to check a progress claim invoice in Lentune. 

In this video, Matt runs you through the checking process:

Convert the Sub Contract Claim

Payment claims cannot be checked in the invoice screen. You must convert them to a payment claim:

1. Select the payment claim (e.g. from a supplier like Sydney Plumbers).

2. Ensure the Supplier is correctly matched.

3. Click the More dropdown and choose Convert to subcontract Claim.

4. Confirm by selecting Yes.

You now have three options:

• Option 1: Click Save at the top-right to send the claim to the Payment Claim Check screen.

• Option 2: Fill in details like Subcontract, Claim Start Date, and Claim Reference, then click Save to send it to the check screen with pre-filled details.

• Option 3: Complete all fields, then use the Save dropdown to select Save and Mark as Checked.

  • This bypasses the checking screen and sends it directly to the approver.

In most cases, Option 1 or 2 is used to allow for full checking before approval.

Check the Payment Claim

Once converted, you’ll need to review the claim details:

1. Return to the homepage by clicking the Home icon.

2. Select the Payment Claims tab.

3. From the left-hand menu, choose Check.

4. In your Payment Claim Queue, select the claim you just converted.

Complete Payment Claim Details

1. Select the Contract:

   • Type in the contract or select it from the dropdown.

   • The Supplier will load automatically.

2. Enter the Claim Period (From and To dates).

3. Enter the Claim Reference.

4. Assign an Approver:

   • Use the dropdown to select one or two approvers, depending on your company’s approval rules.

5. Click Save to store your changes.

Review and Finalise the Claim

1. Review the Header section (this opens by default).

2. Switch to Lines view to check line items (usually reviewed by a QS, CA, or project manager).

3. Use the More dropdown for additional actions:

   • Audit Logs – View activity history.

   • Show Payment Claim Detail – See detailed lines and payment terms.

   • Show Contract Detail – Open the subcontract with tabs for variations, claims to date, and retentions.

   • Convert to Invoice – Use only if the claim was incorrectly marked and should be treated as a tax invoice.

Check and Send for Approval

1. Click Check to mark the claim as reviewed.

2. If you have approval authority, you can also select Check and Approve from the dropdown.

3. To undo this action, use Rollback Process Status to return the claim to its initial state.

4. Once checked, the claim is ready to move to the next stage or to the next claim in your queue.

Last updated: 18 March 2024