Vendor Payments: Add and Manage Payment Records

Users with Access to this Functionality:

Admin, Manager, Associate

GLOSSARY
Payment	A collection of line items
Contract Line Item	An item that needs to be invoiced and is included in the contract and often invoiced on a regular schedule
Ad Hoc Item	An item that needs to be invoiced and usually is not included in the contract, often a "one-off" item

The “Payments” section is where Payment records are managed. Payment records indicate the services and products that are being billed and included in the invoice. They must include at least one line item. Line items can be added manually here as ad hoc items or pulled from the Contract Line Items listed in the Payee Details.

Use the Add button to add a new payment. Within the Add a Vendor Payment form, you must select the Payee. Then you can line items using the “Add Payment Items” button. 

Adding Contract Line Items

The Vendor Contract Line Items grid will only populate if there are line items added to the Payee Details (see Vendor Payments: Add and Manage Payees for more details on managing Payee contracts). These are the line items that are included in the contract and used regularly in recurring payments. If this is blank, go back to this Payee’s Details and add them there and they will appear as options to add to all future payments. 

 

Adding Ad Hoc Items 

The Ad Hoc payment grid is where you can add line items manually. You will need to input the Item Name and Amount with the option to include Comments. 

All of the items added here will be included in this Payment record. The “Payment Status” is a critical field as this is used within the Invoices section to determine which Payments can be included in a given invoice. This can be updated during the invoicing process when generating the invoice, and after the invoice is paid.

See Also: 

Vendor Payments - NEW!

STEP ONE: Vendor Payments: Add and Manage Payees

STEP THREE: Vendor Payments: Generate Invoices and Manage Invoice Tracking