Managing Payments in Mastt

Objective

By the end of this guide, you'll be able to:

• Create and manage payments for contracts and variations
• Track payment approval workflows from draft to paid
• Record and manage retention amounts
• Generate payment documentation like certificates and schedules

Prerequisites

• Access to a Mastt project
• Existing contracts in the Cost Module
• Basic understanding of payment processes

Video Walkthrough

 

Step-by-Step Payment Management

Navigating the Payments Module

1. Payment List View

• The main Payments tab shows all payments
• You can group payments by:
  • Contract: Payments organized by contract (default)
  • Month Paid: Payments grouped by payment month
  • Month: Payments grouped by work period month
  • Status: Payments grouped by approval status
  • Reimbursable: Payments grouped by reimbursable status
  • None: No grouping applied

2. Key Functions

• Add: Create new payments
• Export: Export payment data
• Bulk Export Letters: Generate payment certificates for multiple payments
• Expand/Collapse All: Control the view detail level

Creating a New Payment

1. Basic Payment Information

• Click Add to create a new payment
• Enter a payment name
• Select the status:
  • Draft: Initial payment creation
  • Submitted: Payment submitted for approval
  • Approved: Payment approved but not yet paid
  • Paid: Payment processed
  • Rejected: Payment declined

2. Date and Period Information

• Month: Calendar month when the work occurred
• For non-calendar periods, expand Additional Fields to set:
  • Payment Period From/To: Custom period dates
• Other date fields:
  • Payment Notification Received: When the invoice arrived
  • Payment Due: When payment must be made
  • Date Approved: When the payment was approved (auto-fills when status changes)
  • Month Paid: When payment was processed (auto-fills when status changes)

3. Reference Information

• Enter relevant reference numbers:
  • Payment Reference Number
  • Invoice Number
  • Payment Statement/Claim Number

Selecting Contract and Amounts

1. Contract Selection

• Select the contract for this payment
• The system displays the contract breakdown:
  • Line items
  • Approved or in-principle variations

2. Payment Amounts

• Enter payment amounts in either:
  • Amount Approved column: Direct dollar amount
  • Percentage Complete column: Percentage of the line item
• The system calculates the other value automatically

3. Recording Submitted Amounts

• Toggle on Submitted Amount to record initially requested amounts
• Enter amounts in the submitted fields
• This helps track differences between requested and approved payments

4. Adding Comments

• Click next to any line item to add comments
• Use this to explain variances between submitted and approved amounts
• Comments appear on the payment PDF

Managing Retention

Setting Retention

• Scroll down to the Retention section
• This is specifically for cash retention
• Select either:
  • Percentage Based: Enter a percentage to apply
  • Amount Based: Enter specific dollar amounts

Understanding Retention Limitations

• Retention is calculated on contract line items only
• Retention is not automatically applied to variations

• For variations, manually adjust the retention amount if required

Finalizing the Payment

1. Additional Information

• Add any notes for internal reference
• Upload attachments (e.g., invoices, supporting documentation)
• Click Add to create the payment

2. Payment Document Generation

• Click the three dots next to a payment
• Choose from:
  • Payment Certificate
  • Payment Schedule
  • Payment Recommendation
• The document includes all payment details and comments

3. Attaching Additional Documentation

• When generating a payment document, you can include attachments
• Select the attachments to include when prompted

Bulk Certificate Generation

1. Multiple Payment Documents

• Select payments using the checkbox next to each payment
• Click Letters
• Choose the document type to generate
• System creates all documents in a ZIP file

Payment Deletion

1. Removing Payments

• Click the three dots next to a payment
• Select Delete
• Payments can be deleted in any order

Common Pitfalls and Solutions

• Issue: Can't find a variation for payment
  • Solution: Ensure the variation is approved or in-principle
• Issue: Payment documents not generating
  • Solution: Check if the attached PDFs are encrypted
• Issue: Retention is not calculating correctly
  • Solution: Remember, retention only applies to contract line items by default
• Issue: Month fields not activating
  • Solution: Status must be changed to Approved for Date Approved to activate, and to Paid for Month Paid to activate

Next Steps

Now that you understand how to manage payments, explore the Cash Flow Management guide to learn how to project and track your project's financial cash flow in Mastt.