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Complete/Make a Payment

Fri, 2011-02-04 16:03 — slind

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Overview

Completing a Payment to a Vendor involves changing the status of a Payment from Planned to Completed.  This process can be done by a user with the appropriate authority.

When an authorized user completes a Payment, the System will show a screen in which the following information is required: Document Number, Payment Method, Comments, and Comments (in Payment Details).  Within the same screen, the System will calculate and show the Final Payment Amount.

The System will show the following Contract attributes: Payment Amount, Deduction Amount by Payment Advances, Deduction Amount by Payment Retention(s), Payment Detail Amount and Final Payment Amount.

The System will execute the following Validations:

To COMPLETE/MAKE a Payment, follow the steps below:       

1. OPEN the Payment you wish to set as Completed. 

Note: By default, users defined to oversee setting Payment to Completed will receive an Internal Message: 

   

  • Open the message by selecting it; this will open a new window:

  1. Select the Lookup  icon on the new window to locate the Payment you wish to set to Completed. 

Or, you can navigate to the module and search for the Payment you wish to set to Completed.  To do this, go to Step 3 below.

  1. Find the Payment which you would like to change status to Completed (see details in Searching for Records or Elements in the APPENDIX). 

Note: In order to set a Payment as Completed, the previous Payment status must be set to Planned.

Note: Once the Payment is set to Completed, the next status for the Payment may be Approval Requested or Canceled (refer to Workflow Transitions for Payments for more information).

  1. Select Completed from the drop down list in the Transition field:

  1. A Transition window will be displayed confirming the Transition.   Add a description in the Step Note in the Transition window:

  1. Click on the Finish  icon to complete the Transition transaction, or click the Discard   icon to abort the Transition.
  2. Upon clicking the Finish  icon a window will be displayed confirming the Payment Workflow Transition was executed:

 

  1. Click Ok on the Workflow Transition Executed window.  The Payment status is now set to Completed:

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