Workflow Transitions for Payments

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Overview

The Payment screen contains the collection of Contract Payments.  It includes Planned Payments, Payment Advances, and Payments already completed.  Payments have a specific workflow that enables a Drop to move from the Planned to the Approved stage.  Illustrated below is the  Payments Workflow:

The following workflow transitions are manual transitions.  Below is a table with the Manual Workflow Transitions illustrated above.  This table indicates the transition name, transition type, previous status required, and the next status of a Payment:

Transition NameTransition TypePrevious StatusNext Status
Prepare Payment (enter information)ManualNonePlanned
Complete or Make PaymentManualPlannedCompleted
Request for ApprovalManualCompletedApproval Requested
ApproveManualApproval RequestedApproved
RejectManualApproval RequestedCompleted
CancelManualPlanned, Completed, or Approval RequestedCancelled

 

Complete/Make a Payment

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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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Request Approval for a Payment

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Overview

To REQUEST APPROVAL for a Payment, follow the steps below:

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

Note: In order to Request Approval for a Payment, the previous Payment status must be set to Completed.

Note: Once Approval is Requested, changes to Payments are no longer permitted.

Note: After Approval is Requested, the next status for the Payment maybe set to Approved or Cancelled (refer to Workflow Transitions for Payments for more information).

  1. Select the Payment you would like to Request for Approval.
  2. Select Request Approval from the drop down list in the Transition field:

  1. A Transition window will be displayed confirming the Transition.  If necessary, 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 Approval Requested:

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Approve a Payment

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Overview

Approving a Payment involves changing the Payment status from Completed to Approved.  Once the Payment status change to Approved is completed, the System will update Payment Progress for all the Drops involved in the Payment (refer to Update of Payment Progress process for more information).

If the Financial Accounting System Installed parameter is set to true, the System will associate a financial transaction (expense voucher) to the FreeBalance Financial Accounting System (refer to Contract Management System Parameters for more information).

To APPROVE an Approval Request for a Payment, follow the steps below:

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

   

  1. 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 the status to Approved (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Approve a Payment, the previous Payment status must be set to Approval Requested.

Note: Once the Payment Request for Approval is Approved, no further modifications can be made to a Payment (refer to Workflow Transitions for Normal Payments for more information).

  1. Select Approve 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 Approved:

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Update of Payment Progress

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Overview

Upon approval of a Payment, the Drops involved in the Payment are updated according to their Payment Progress (refer to Approve a Normal Payment for more information).  The Updated Payment Progress information will be used by the System to track Payments.

The following attributes, relating to the Contract Payment Progress, will be automatically Updated:

  1. Drop Payment Current Progress: As a Drop may be paid through several Payments, the following formula is used: Drop Payment Current Progress = Sum of (Payment Detail Amount / Drop Amount). 

Note: The Sum of Payment Detail Amount will include Approved Payments which include the Drop (refer to Contract Line Item Drops for more information).  

  1. Line Item Payment Current Progress: Is updated by the System with the following formula: Line Item Payment Current Progress = Drop Prorated Cost of Total * Drop Payment Current Progress. 

Note: The Line Item Payment Current Progress includes Drops that belong to the Line Item (refer Line Item for more information).

  1. Contract Payment Current Progress: Is updated by the System with the following formula: Contract Payment Current Progress = Sum of (Line Item Prorated Cost of Total * Line Item Payment Current Progress). 

Note: The Contract Payment Current Progress formula uses all the Line Items belonging to a Contract (refer to Managed Contract for more information).

 

Reject a Payment

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Overview

To REJECT an Approval Request for a Payment, follow the steps below:

1. OPEN the Payment you wish to Reject.

Note: By default, users with authority to Reject a Payment 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 Reject.

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

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

Note: In order to Reject a Payment, the previous Payment status must be set to Approval Requested.

Note: Once the Payment has been Rejected, the Payment status will change back to Completed (refer to Workflow Transitions for Normal Payments for more information).

  1. Select Reject 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:

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  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 changed back to Completed:

 

Cancel a Payment

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Overview

To CANCEL a Payment, follow the steps below:

1. OPEN the Payment you wish to Cancel.

Note: By default, users defined to close a Payment 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 Cancel.

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

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

Note: In order to Cancel a Payment, the previous Payment status must be set to Planned, Completed, or Approval Requested (refer to Workflow Transitions for Payments for more information).

  1. Select Cancel 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 Cancelled:

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