A payment batch's page and marking it paid

Each payment batch has its own page. Open it from Award and pay > Payments by selecting the batch's title. Everything that happens to a batch after it is approved is done from this page.

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

Who prepared and approved it

The top of the page shows who prepared the batch and who approved it side by side, each with the date and time. Below them are the reviewer it was sent to and who marked it as paid.

If any payment field was approved or declined during review, Finance decisions lists each one under its milestone, with who made the decision and when, and the reason for a decline.

Tag a batch

Tags shows the batch's tags. Type a tag under Add a tag and press Enter or select Add tag; select a tag's × to remove it. A batch of any status can be tagged, and a tag can't hold a comma. Tags use your organisation's one list of tags, and the Tags filter on the batch list finds the batches carrying them. See Payment batches.

If you can't edit the batch, you see its tags but can't change them.

The payments

Payments lists every payment in the batch: its type, the applicant, application, contract and milestone, the amount, the GST amount, the payment date, the payment category, the payment's status and the bank account it is paid into.

A payment's status is Pending Approval until the batch is approved, then Approved, then Paid.
The bank account shows its last digits. If you can read the contract or applicant it comes from, select Show number to see the whole number. Each time you do, it is recorded.
When your organisation connects an accounting system, a column shows whether each payment has been sent to it.
An in-kind payment shows what is given, the quantity and unit and the declared value where the amount would be, and its status reads Unprocessed, Processing and then Completed. See In-kind grants.
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 from no fund shows a dash.
A Paid payment offers Record refund, for money the grantee returns, and Void and reissue, for a payment the bank sent back. See Refunds, repayments, holds and void and reissue.

Finish preparing a batch

While a batch is Draft or Sent for Review, the page offers Continue editing, which opens the batch where it was left, and Go to Submit, where it is approved, sent for review, returned to draft or given a new reviewer. Delete batch deletes it and its payments.

Mark the batch as paid

When the payments in an approved batch have been made, select Mark as Paid. Backed asks "Mark this batch as paid? Recipients will be notified." Confirm, and the batch and every payment in it become Paid. Each milestone and application it pays shows what has been paid, and recipients are notified if your organisation's messages are turned on.

A milestone paid less than its funding amount shows as partly paid and can be added to a later batch.

Mark an in-kind batch completed

An in-kind batch delivers goods or services, so nothing is paid and it has no Bank file. Once they are delivered, select Mark completed on the batch, which asks first and completes every payment in it, or Mark completed on one payment's row. Recipients are notified, and the batch is marked once its last payment is complete. See In-kind grants.

Delete a payment

In an approved or paid batch, select Delete on a payment. Backed asks "Delete this payment? This cannot be undone." Once deleted, the payment no longer counts toward the milestone, the application or the batch, and the deletion is kept in the history with who did it and when.

If the batch has been exported, the file already made does not change. While a batch is still being prepared, remove a payment in the batch instead.

History and internal comments

History lists everything that happened to the batch, newest first: when it was created, sent for review, approved, exported and marked as paid, and every change to its payments with the old and new values. Nothing in it can be changed.

Internal Comments are for administrators only and are marked Admin only. Applicants never see them. You can mention someone or create a task from a comment. If your admin group gives you No Access to Internal Comments, the section does not appear.