Siebel Clinical Trial Management System Guide > Setting Up and Making Clinical Payments >

Adjusting Payment Amounts and Generating Payment Records for Sites

Although payments are generally set for each site, occasionally the financial administrator might want to make additional adjustments to the amount paid for a given payment activity. For more information, see Setting Payment Exceptions for Sites.

When the financial administrator has finalized the amounts, payments are generated for all completed payment subject activities in the currency specified for the site. Each payment record is given a unique identity number. Other information, such as check number, check date, and check amount, can be entered later, either manually or by importing the data from a back-office finance system.

NOTE:  This task requires administrator privileges.

To adjust the payment amounts and generate payment records for a site

1. Navigate to the Site Management screen, then the Protocol Site List view.
2. In the Protocol Site list, drill down on the site number field of the site for which you want to generate payments.
3. Navigate to the Payment Activities view.

   This view lists all scheduled payment subject activities for subjects associated with the site.

4. (Optional) Adjust the Actual Amount to be paid to the site by entering a value in the Deviation Amount field.

   Standard Amount plus Deviation Amount equals Actual Amount

5. Select the Completed field and click Generate Payment.

   The completed payments are removed from the Payment Activities list.

6. Navigate to the Payments view.

   The payment generated in Step 5 appears in the Payments list.

7. Complete the fields in the payment record.

   Some fields are described in the following table.

   Field	Comments
   Account	This field is read-only and displays the primary account for the contract that the payment record is associated with.
   Check Amount	The amount of money for which the check is to be made out. This is usually, but does not have to be, the same as the Earned Amount. The sum of all values in the Check Amount fields for a site is equal to the Paid to Date value of the site.
   Check Date	The date on which the check was issued.
   Check Number	The number assigned to the check.
   Contract #	The contract with which the payment is associated.
   Earned Amount	The sum of the Actual Payment amounts for the completed payment activities. The sum of all values in the Earned Amount column equals the Earned to Date value of the site.
   Payment #	This unique number is automatically generated.
   Requested Amount	The requested amount of payment for the payment activities carried out at this site. This field is calculated as follows: Requested Amount equals Earned Amount times [(100 less Withholding Percentage divided by 100) less Withholding Amount]
   Type	For payment subject activities that are generated from the Generate Payment button, this field is populated with a value of Interim Payments. For payment subject activities that are generated from a back office system, this field is populated with a value of Initial Payments.
   Status	The status of the payment record, for example, To be Processed, In Progress, Processed, and so on. A preconfigured state model is supplied to allow for a structured state transition.
   VAT Amount	Enter the value added tax for the site payment. The total VAT amount for all payments is rolled up to the region, protocol, and program levels, and appears in the VAT to Date field.

   Information can also be automatically loaded from a back-office finance system.

8. (Optional) Drill down on the payment number field to view the payment activities associated with this payment.