Review/Approve Payables

Once payables are generated, they should be reviewed and approved.  There are three ways to navigate to the Payables page, as seen in Figure 3 below.

1.  From the Study Landing Page, click on the Payables hyperlink in the Payments Module.

2.  From the Generate Payables page (shown in Figure 1 below), click on Payables in the sidebar

Figure 1: Generate Payables Page - Payables

3.  From the Payments Landing Page (shown in Figure 2 below), click on Browse Payables in the Ongoing Tasks category

Figure 2: Browse Payables

From the Payables page, the authorized user will review and approve payables.

Figure 3: Payables Page

Upon first opening the Payables page, all payables ever generated will appear.  These records may have been approved or not; may have been assigned to a payment or not.  If a payable has already been associated with a payment, there will be a payment number in the Payment column.  If a payable has already been approved, there will be a check in the “Appr” (approved) column.  Records may have a check automatically placed in the “Appr” (approved) column if when assigning payees to rules (or rules to payees) you clicked on the “Auto/Approve” checkbox.  (Reference Assigning Rules to Payees.)

Filters may be applied to more narrowly focus the records visible.  For instance, if you only want to view/review the non-approved payable records, you may perform a filter on the Approval/Payment Status and choose: “not approved for payment”.  Or if you wish to view records that have been approved but not yet associated with a payment, choose: “approved, not part of payment”.

There are several filtering choices available and you may apply more than one at a single time:

• Payees to Include: all or a single payee
• Time Period:
• any time (default)
• generated in the last 7 days
• generated in the last 30 days
• most recently generated batch
• Approval/Payment Status:
• any status (default)
• not approved for payment
• approved, not part of payment
• part of payment
• Description – find values containing the text you enter into the description box

Payment Actions

The actions listed below (and displayed in Figure 4 below) may be selected to apply to payable records.  Once the desired records are selected, choose an action to apply to those records.  Only one action may be applied to a given set of records in a single application.  For instance, you must approve a payment before you can add it to an existing one or add to (create) new payment.

Figure 4: Payment Actions

• Approve:  If payment rules were all set up with automatic approval, the Approval checkbox (Appr column) for all items will already be checked; otherwise, click on the check box/es in the far left column for those items you wish to approve.  Select “Approve” from the menu, then click on the “Apply” button.
• Delete: Check the box in the far left column for those payable records you wish to delete then select “Delete” from the menu, and click on the “Apply” button.  (In order for that deleted item to reappear in the payables list, you must Generate Payables once again as described in the System Generated Payables section.)
• Add to Existing Payment: Check the box in the far left column for those items you wish to add to the last payment generated, then select “Add to Existing Payment” from the menu, and click on the “Apply” button.  All items selected will be added to the most recent payment generated, if that payment has not yet been marked as “Complete”.  [Note: You are not able to choose the payment to append a record to.  It will automatically be appended to the last payment generated.]  If a payee has only complete payments (payments with a status of “Complete”), then a new, stand-alone payment will be generated.
• Add to New Payment: Check the box in the far left column for those items you wish to combine together into a new payment.  Select “Add to New Payment” from the menu, and click on the “Apply” button.  All items selected will be combined into a single “new” payment.