Paying a milestone from its page

Each milestone's page shows its payments, under Details. You can pay a milestone there without putting it in a payment batch, and correct or remove a payment later.

This appears only when Payments 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 Milestone and Payment Batch use your organisation's own term if you've renamed it.

What has been paid

The Payments section starts with three figures:

Funding amount: what the milestone is worth.
Paid to date: the payments that are Paid.
Outstanding: what is left to pay. It never goes below zero.

Below them is every payment of the milestone, whatever its status, with its amount, GST amount, paid date, payment category, status and the payment batch it is in, or "—" for a payment added here.

A payment in a batch that is still Pending Approval or Approved is listed and marked Not counted. It does not count toward Paid to date until the batch is marked as paid.

Add a payment

Select Add Payment. The amount starts at what is outstanding; change it for a part payment, and enter the date it was paid. Choose a payment category if your organisation uses them. The payment is recorded as Paid straight away, and the milestone shows as paid or partly paid. When your organisation uses Funds you can also name the Fund the payment is made from; it starts with none.

If the milestone also has unpaid payments in a payment batch, Backed says so before you add it: "This Milestone also has unpaid payments in a Payment Batch totalling" the amount still waiting. You can still add the payment.

You can add part payments until nothing is outstanding. Once the milestone is paid in full, Add Payment is no longer offered and the section says the milestone is paid in full. A milestone that is not approved yet, has no amount, or is waiting on its contract or conditions says that instead.

Edit a payment

Select Edit on a payment to change its amount, paid date, GST treatment, GST amount, tax rate or payment category. Saving keeps the payment's status. The old and new values are kept in the payment's history, and the milestone's paid and outstanding figures follow the new amount.

The form also has a Scheduled Date, the day you plan to pay. Enter a date to set it, or select Clear to take it off, while the payment is Pending Approval or Approved. It never changes the paid date. Once a payment is paid or voided its scheduled date is kept as it was, and the form says so. Cashflow totals unpaid payments by the month of this date.

When your organisation uses Funds, the form also shows the payment's Fund. You can change or clear it while the payment is Pending Approval. Once the payment is approved it can't change, and the form says so. See Funds in payments.

If the payment is in a batch that has been exported, Backed tells you the file already exported does not change.

How GST is worked out on a payment

Delete a payment

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

A payment in a batch that is still being prepared is removed from the batch instead, so it has no Delete here.

A payment's history

Select History on a payment to see everything that happened to it, newest first, with who did it, when, and the old and new values. Nothing in it can be changed.

Export in the history saves it as a CSV or Excel file, using the filters it shows, and the file downloads at once. You need Can generate reports. See Export one record's history.

Refunds, holds and returned payments

A Paid payment offers Record refund and Void and reissue on its row, and the section offers Hold and Release to keep the milestone from being paid for now. A milestone paid more than its funding amount shows Overpaid with the amount. See Refunds, repayments, holds and void and reissue.