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 paid amount for a given payment activity. For more information, see Setting Payment Exceptions for Sites.

When the financial administrator finalizes the amounts, payments are generated for all complete payment subject activities in the currency for the site. Each payment record is given a unique identity number. You can later enter other information, such as check number, check date, and check amount, either manually or by importing the data from a back-office finance application.

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 pay 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 complete payments are removed from the Payment Activities list.

6. Navigate to the Payments view.

   The payment generated in the previous step appears in the Payments list.

7. Complete the fields in the payment record as shown in the following table.

   Field	Comments
   Payment #	Displays a unique number for the payment.
   Type	Select the type of payment. 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 application, this field is populated with a value of Initial Payments.
   Status	Select the status of the payment record, for example, To be Processed, In Progress, Processed, and so on. A preconfigured state model allows for a structured state transition.
   Earned Amount	Type the sum of the actual payment amounts for the complete payment activities. The sum of all values in the Earned Amount column equals the Earned to Date value of the site.
   Requested Amount	Displays the requested amount of payment for the complete payment activities 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]
   Check Amount	Type the amount of money for the check. This amount 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 equals the Paid to Date value of the site.
   Check Date	Select the issue date for the check.
   Check Number	Type the number of the check.
   VAT Amount	Type 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.
   Contract #	Select the payee contract from the list of contracts.
   Account	Displays the primary account for the contract that you select.

   You can also automatically load the information from a back-office finance application.

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