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Add, Edit and Delete Payments

Mastt allows you to create, modify, and remove payments against approved contracts and variations. This feature helps you track financial transactions throughout your project lifecycle, ensuring accurate cost management and maintaining a transparent payment history.

In This Article

Prerequisites

Before you begin, ensure you have:

  • Access to your Mastt project with appropriate permissions
  • At least one approved contract in your project (payments cannot be added to draft/pending contracts)
  • Required payment details (payment number, amount, dates)
  • For reimbursable payments, ensure you have already created a reimbursable contract

Key Concepts

Direct Payments: Standard payments made directly against a contract.

Reimbursable Payments: Payments made that need to be reimbursed, typically used for expenses paid by contractors that will be reimbursed by the project owner.

Payment Status: The current state of a payment (Draft, Approved, Paid).

Cash Flow Month: The month in which the payment is processed in financial records.

% Complete: The percentage of work completed for a milestone or contract.

Amount Approved: The payment amount authorized to be paid for the completed work.

Step-by-Step Guide

Step 1: Adding a Payment

  1. Navigate to your project and access the Cost Module:
    • Click on Cost in the side navigation bar
    • Then click on Payments in the top navigation bar
  2. Click on Add Payment and complete the required Payment Information fields:
    • Title: Enter a descriptive name (e.g., "Payment 16")
    • Status: Select the appropriate status from the dropdown menu:
      • Draft (default)
      • Submitted
      • Approved (will show a Date Approved field)
      • Paid (requires Cash Flow Month to be populated)
      • Rejected
    • Payment Date: Click the calendar icon and select the appropriate date
    • Date Approved: If applicable, select when the payment was approved
    • Cash Flow Month: Select the month for financial reporting purposes
  3. Click on Additional Fields to expand additional options if needed
  4. Add contracts to the payment:
    • Click + Add Contract
    • Select the contract from the dropdown list (e.g., "Contractor Contract")
    • Click Add to add the selected contract
  5. Enter payment details for the contract:
    • Enter the Amount Approved value (e.g., "590000")
    • Alternatively, you can enter the % Complete and the Amount Approved will calculate automatically
    • If you enable the Submitted Amount toggle, you can record both submitted and approved amounts
    • If there's a difference between Submitted and Approved amounts, you must provide a reason for the variance using the Comments button.
  6. Optional: Add notes or upload attachments as needed
  7. Click Add to create the payment

Note: Payments cannot be made to a Closed contract. Ensure the contract is Approved before processing payment.

Step 2: Editing a Payment

  1. Navigate to the Payments section in your project
  2. Find the payment you want to edit
  3. Click the three dots (...) menu next to the payment
  4. Select Edit Payment
  5. Update the necessary information:
    • Modify payment details (dates, status, etc.)
    • Adjust payment amounts as needed (e.g., change amount to "410000")
    • Update any other fields that require modification
  6. Click Update to save your changes

Step 3: Deleting a Payment

  1. Navigate to the Payments section in your project
  2. Find the payment you want to delete
  3. Click the three dots (...) menu next to the payment
  4. Select Delete Payment
  5. Confirm deletion by clicking Delete in the confirmation dialog

Best Practices

  • Always verify contract status before creating payments - payments can only be added to approved contracts
  • Double-check payment amounts before submission to avoid errors
  • Maintain consistent payment numbering for easier tracking (e.g., Payment 1, Payment 2)
  • Record detailed notes for any payment variances between submitted and approved amounts
  • For reimbursable payments, remember to toggle on the "Reimbursable" option when adding contracts
  • Regularly review payment history to ensure financial accuracy for project reporting

Troubleshooting

Cannot see a contract in the payment dropdown

  • Symptom: A contract is missing from the selection list
  • Cause: The contract may have "Draft" or "Pending" status, or it may be a Reimbursable Contract
  • Solution: Check the contract status and ensure it's set to "Approved", or ensure you have Reimbursable toggled on when selecting Contracts.

Variations not appearing in payment options

  • Symptom: Contract variations are not showing in the payment form
  • Cause: Only In Principle or Approved variations can be paid against
  • Solution: Ensure the variation status is either "In Principle" or "Approved"

Tips:

  • Enable the "Submitted Amount" toggle to track both submitted and approved payment amounts
  • Use the "Group by Reimbursable Claim" view to easily manage reimbursable payments
  • For reimbursable payments, toggle on "Reimbursable" to show only reimbursable contracts
  • When editing payments, you can only edit one contract at a time for Direct Payments
  • For reimbursable payments, you can edit multiple contracts at once

Note: Deleting a payment is permanent and cannot be undone. Always verify before confirming deletion.

Last Updated: March 21, 2025

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