Approving and making payments

Approving and making payments may vary and will be set up according to your business requirements. 

If you require an invoice before a payment can be made, follow how to request an approve an invoice.

Approval when you don't require an invoice

• Open a payment which has a status of Scheduled.
• Depending on your setup, click the Approve or Approve without invoice button.
• The payment will now be moved to the Ready to be paid status.

Payment process

Once payments have the Ready to be paid status, it is time to make the payment.

They will have an invoice attached (if required) and have been approved by a grant manager.

Access all payments that are ready to be paid from the 'Payments - Ready to be paid' tab in the Grant Application Manager.

Follow your internal process for sending the payment details and invoices to the accounts department or your external finance department. Based on your specific configuration this may be by:

• Sending via a nightly batch process to HubDoc.
• Sending automatically via API to Xero
• The grant manager individually sending the payment details and invoice to accounts on a payment by payments basis.
• A batch process that sends all the payment details and invoices to your accounts department for payments.

Marking a payment as paid

A payment should be 'marked' as paid once you have been notified by accounts that the payment has occurred.

Based on your specific configuration this may be:

• Completed automatically by API integration to Xero
• Automatically completed a certain amount of time after sending to accounts
• Completed manually on an individual basis by a grant manager

To manually mark a payment as paid:

1. Open the payment which should have a status of Ready to be paid.
   
   
   
2. Modify the scheduled date to reflect the date the payment was made. The date is used for reporting.
   
   
3. Click the $Mark Paid button.
   
   
4. The payment will either move to Paid - Pending Receipt if receipts are enabled, or Paid - Invoice/Receipt received.
   
   
5. If a receipt is required, the primary contact will receive an email letting them know that the payment has been made and a receipt needs to be uploaded.