The following article highlights how to add, edit, and delete both Direct Payments and Reimbursable Payments.
- Adding Payment
- Editing & Deleting Payment
- Adding, Editing, and Deleting Reimbursable Payment
✍️ Things to note when Creating Payments
Draft/Pending Contracts: Contracts with the Status of 'Draft or Pending', will not be shown in the Payments drop-down menu. Additionally, for part-approved contracts, all milestones with the status ‘Pending’ will not appear in the payment. Payments can only be added to contracts with an 'Approved’ status.
Adding a payment against Variations: It is only possible to add a payment to a Variation that has a status of 'IN PRINCIPLE' or 'APPROVED'.
Variations with a status of: 'PENDING, REJECTED, or WITHDRAWN', will not be shown in the Payments form.
Step 1 - Navigating to the Payment Page: From the project Dashboard, navigate to the Payments page for a selected project via the Cost module.
Select the Hamburger Menu () on the left-hand side and click the $ Cost module and select Payments.
Step 2 - Adding a Payment: After navigating to the Payment page, click + Add Payment, and a smart form will appear where you are able to select the contract/s you wish to pay against.
You can also add Payments using the Finance Management short action located on the Overall Page.
Add a Payment: Smart Form
Step 3 - Add Payment Form: Payment Information
First, you want to put in a Title for the payment, this for example could be 'Payment 001'.
You can also add a Payment Reference and an Invoice Number.
Payment Reference: This is the reference to the payment from your contractor
Invoice Number: This is the invoice associated with the payment.
It is important to put in the Payment Month. This is the month stated on the payment, or that you received it. If the payment period is not from the first day to the last day of the month, you are able to add exact dates in the ' Additional Fields' section below.
Status: There are 5 options for status. Rejected, Draft, Submitted, Approved, and Paid. If the status is;
Approved, a Date Approved field will appear, and if the status is,
Paid, you are required to populate the Cash Flow Month.
Cash Flow Month is the month that the payment is paid, or when this is unknown it is generally assumed to be the month following the payment month.
Check out the example below:
Step 4 - Add Payment Form: Additional Fields
You can also add Additional Fields to the payment if required. This includes the Payment Statement No., Period From, and Period To. Make sure to click the ( ^ ) to access and close this.
Step 5 - Add Payment Form: Payment Amounts
To Add a Contract to a Payment, this is visible in the Payment Amount area (underneath Additional Fields).
Click ' + Add a contract' or you can search for a contract. This will automatically add the selected contract to be paid. You can now add multiple payments to the one contract (Direct Payment).
Payments can now be populated using two fields, % Completed and Approved Amount. Entering data into either field will populate the other giving you more flexibility when adding payments into Mastt. Approved Amount amount is the amount you are certifying to be paid. You can also click remove on any contract if you want it removed from the payments.
Note: If a milestone has been 100% Completed, the input will be disabled.
Where your certified amount (Approved Amount) varies from that on the submitted payment, you can now record both values and add supporting justification using the Original Payment column. Make sure that the 'Enable Submitted Amount' is on by clicking the box. Once you click Add you are able to add the value, and a field will pop up to populate a reason for variance between paid amounts and certified amounts.
When you are completed, you can click the 'Submit Payment' button or you can press 'Reset' to start again.
Editing and Deleting Payment
To Edit or Delete a Payment, you will need to access the Payments page.
On your specific payment, click on the three dots ( … ) and Edit or Delete Payment.
NOTE: When editing a payment, you will only be able to edit a payment for one contract for Direct Payments. However, for Reimbursable payments, you can edit multiple contracts. You can only add and remove contracts from the most recent payment (reimbursable payments), you cannot add contracts to previous payments.
Click 'Update Payment' when done.
Important note on deleting a Payment:
You can ONLY delete a payment that you recently added, If you need to delete other payments, you must delete the most recent payment first. Deleting a payment is permanent and cannot be undone.
Adding, Editing, and Deleting Reimbursable Payment
Step 1 - Adding a Reimbursable Claim
If you are adding in a Reimbursable Payments, you must click 'This is a reimbursable claim' and ensure that your Contract is Selected as "Reimbursable".
Contract Type as Reimbursable:
Step 2 - Editing and Deleting Reimbursable Payment
To edit or delete a reimbursable payment, you will need to first change the Payment Groupings. Follow these steps to do so:
In the top left of the Payments page, select Group by Reimbursable Claim.
Step 2 - Editing and Deleting Reimbursable Claim
After switching to the Reimbursable Claim view, you can easily edit or delete a payment using the same steps as with Direct Payments.
NOTE: Only Reimbursable Contracts will show when clicking "This is a reimbursable Claim". Without this selected, only direct contracts will show on the Add Contract selection.
💡 Did you know?
Payment Auto-Save and Reset Feature
Did you know that the Add Payment form Auto-Saves itself to prevent accidental data loss? If you refresh or navigate elsewhere, you won't lose your data.
You can also reset the form, by clicking 'Reset' on the bottom left if you need to.