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Building a payment batch

Add milestones, applications and contacts to a payment batch, and enter each payment's amount and date.

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After you give a batch its title, the next step is Payees and amounts: who the batch pays and how much. Everything is saved as you go, so a batch you leave keeps its payments, amounts and dates.

This appears only when it is turned on for your organisation, and you need the Can access Payments permission. Labels that name Milestone, Application, Applicant and Contract use your organisation's own term if you've renamed it.

Add payments

Use the buttons above the list. Each one opens a search; tick what you want to pay and select Add Selected. One payment is added for each one you tick. Select all ticks everything shown.

  • Add Milestones lists approved milestones that still have something to pay, including ones already partly paid. A milestone that is fully paid, still Submitted, worth $0, or already in another batch that is not yet paid isn't offered. Search for the milestone to pay by its title, application or applicant.
  • Add Application lists approved applications that match your search. Use it to pay an application that has no milestones. An application can be paid more than once.
  • Add Contacts lists every applicant you can see, including ones who haven't claimed their account. A contact payment has no application or milestone.

An in-kind batch offers Add Milestones alone, and lists in-kind milestones. Its payments show what is given, the quantity and unit and the declared value instead of an amount to enter, and its total is that declared value. See In-kind grants.

Enter the amounts

Each payment shows the applicant, and for a milestone payment its application and contract, so you can check you're paying the right one.

  • Amount: a milestone payment starts with the amount still outstanding on the milestone. Change it to pay part of it; the rest can be paid in a later batch. Application and contact payments start blank.
  • Payment date: leave it empty for today. A date you enter yourself, even an earlier one, is kept.
  • Scheduled date: the day you plan to pay. A milestone payment starts with the milestone's due date; application and contact payments start blank. Enter a date to set it, or select Clear to take it off. It never changes the payment date. Cashflow totals unpaid payments by the month of this date, and lists those without one under Unscheduled.
  • Payment Category: choose one of your organisation's payment categories if you use them.

Choose the fund

When your organisation uses Funds, a Fund column names the fund each payment is made from. An anonymous fund shows its real name with its anonymous name in brackets.

A payment for an application allocated to one fund starts with that fund. Any other payment starts with none. While the payment is Pending Approval you can change it:

  1. On the payment's row, select Change, or Choose if it has no fund.
  2. Type part of the fund's name or External ID, then select the match.
  3. To take the fund off the payment, select Clear.

The fund must be in the batch's currency. A fund in another currency shows why it can't be used, and the payment keeps the fund it had. Once the payment is approved its fund can't change, and the cell says so. See Funds in payments.

An amount must be greater than 0. A zero or negative amount shows "Amount must be greater than 0" and isn't saved.

If an amount is more than what is outstanding, it is still saved, with a warning such as "This payment is more than the amount outstanding on the Milestone". Check it before you go on.

A batch holds payments in its own currency only. A milestone or application in another currency is refused with "A payment in another currency cannot be added to this batch. A batch holds payments in its own currency only." Put it in a batch of its own currency. See Currencies.

Remove a payment

Select Remove on the payment's row. The milestone can then be added to another batch. You can add and remove payments while the batch is Draft or Sent for Review. Once it is Approved, its payments can no longer be added or removed.

Go on to review

Select Next. Every payment needs an amount first: if any is blank, Backed shows "Enter an Amount for every payment" and marks the payments that need one.

See also

This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.