SOP: Retention Pay Task

Recommended Task Creation Method

Search Task → New Task

Use this method for contractor retention payments. Selecting a Project is optional because the retention amount is payable to the contractor.

Creation

The task will be created by:

• Project Owner, or any other responsible person
• CRE Team

Required Details

• Subject: Retention Pay – Contractor Name
• Project: (Optional)
• Type: Retention Pay
• Priority
• Expected Completion Date

Task Description :Contractor Name , Retention Amount , Purchase Order Number, if available

• Supporting documents, if available

Retention Pay Workflow

┌─────────────────────────────┐
│ Project Owner / CRE         │
│ Creates Retention Pay Task  │
└──────────────┬──────────────┘
               │
               ▼
┌─────────────────────────────┐
│ Select Project              │
│ Customer and Project details│
│ are fetched automatically   │
└──────────────┬──────────────┘
               │
               ▼
       ┌─────────────────┐
       │ Check Segment   │
       └────────┬────────┘
                │
       ┌────────┴─────────┐
       │                  │
       ▼                  ▼
┌──────────────┐   ┌──────────────┐
│ Solar        │   │ Signage      │
│ Assign to    │   │ Assign to MD │
│ Director     │   │              │
└──────┬───────┘   └──────┬───────┘
       │                  │
       └────────┬─────────┘
                │
                ▼
┌─────────────────────────────┐
│ Director / MD Reviews Task  │
└──────────────┬──────────────┘
               │
         ┌─────┴─────┐
         │           │
         ▼           ▼
┌─────────────┐ ┌─────────────┐
│ Approved    │ │ Rejected /  │
│             │ │ Correction  │
└──────┬──────┘ └──────┬──────┘
       │               │
       ▼               ▼
┌──────────────┐  ┌─────────────────┐
│ Assign to    │  │ Returned to CRE │
│ Accounts     │  │ / Project Owner │
└──────┬───────┘  └─────────────────┘
       │
       ▼
┌─────────────────────────────┐
│ Accounts Processes Payment  │
│ and Updates Task            │
└──────────────┬──────────────┘
               │
               ▼
┌─────────────────────────────┐
│ CRE Takes Regular Follow-ups│
│ Until Payment is Completed  │
└──────────────┬──────────────┘
               │
               ▼
┌─────────────────────────────┐
│ Accounts Verifies Payment   │
│ and Completes the Task      │
└─────────────────────────────┘

Assignment Rules

Responsibility

Project Owner / CRE

• Create the task from the Project.
• Enter retention payment details.
• Attach supporting documents.
• Assign the task for approval.
• Take regular follow-ups until payment completion.
• Add follow-up updates in task comments.

Director / Managing Director

• Review the retention payment request.
• Approve, reject, or return the task for correction.

Accounts

• Verify the approved retention details.
• Process or track the payment.
• Update payment details in the task.
• Mark the task as Completed after payment confirmation.

Completion Rule

Accounts will mark the task as Completed only after:

• Payment is settled.
• Payment reference is updated.
• Payment date and amount are recorded.
• Supporting proof is attached.