Proposed Works - Recording and Monitoring Payments

Proposed Works - Recording and Monitoring Payments

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This article is part of the Proposed Works section.
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Taking a Payment


Payments towards a Proposed Work can be taken through the Daily Posting screen or via the Client Portal. You can also allocate funds towards a Proposed Work when you import client payments.

Daily Posting Screen

To record a client payment against a Proposed Work:
  1. Navigate to the Clients tab.

  2. Search for the client who is making the payment.

  3. Highlight the client account and click the Payments button. 



  4. This will open the Daily Posting screen. See Client Payments - Daily Posting Screen for a full guide to taking payments.

  5. Click the three dots next to the Proposed Works amount field, towards the bottom right of the screen.



  6. This will open the Active Proposed Works screen.

  7. Select the tick box next to the relevant Proposed Work in the list and click OK. You must tick a box, even if there is only one Proposed Work in the list.



  8. Double click in the To Pay field to enter an amount. Clients can make partial payments towards a Proposed Work.



  9. Click OK to return to the Daily Posting screen. The amount you entered against the selected Proposed Work will now be displayed in the Proposed Works amount field.

  10. Clear the Post Amount field, unless the client is making an additional payment towards their outstanding balance.

  11. Clear the Float Amount field if the payment does not include a payment towards the float.

  12. Click the Post button.



  13. A pop-up will ask you if you are making a Proposed Work payment only. Click Yes to continue.



Client Portal

If you have the Proposed Work module enabled on the Portal, your clients can also make payments directly to a Proposed Work from here.

To do this, clients should follow the below steps:
  1. Log in to your account on the Portal.

  2. Click Proposed Work in the menu bar.

  3. This will take you to a list of all your Proposed Works.

  4. Click anywhere on the Proposed Work to open the Details screen. From here, clients can make a payment or vote on a Proposed Work.

  5. At the top of the screen you will see the outstanding balance. Click Make Proposed Work Payment.



  6. Enter the payment details and click Process Proposed Work Payment.

Client Payment Import

Payments can be allocated to an open Proposed Work during the client payment import process.
Notes
The "Payment Import Auto Allocate To Proposed Works" System Setting allows you to auto-allocate imported payments to an open Proposed Work if there is a balance outstanding.
  1. Follow the usual process to import your .csv file.

  2. At the bottom right of the Client Payments Import Wizard screen you can see if there is a Proposed Work Balance outstanding.

  3. Select a Proposed Work from the dropdown.

  4. Enter how much your client is paying towards the selected Proposed Work in the PW Amount field.

  5. Continue with the import process as you normally would.

Post Cheques

When you created the Proposed Work you would have opted to take cheque payments either When Payment Details Received or When Works Are Approved.

If you chose for cheques to be processed when payment details are received, then cheque postings will be treated just like all other payments and hit the bank account at the point of payment.   

However, if you chose the option for cheque payments to be taken at the point the works are approved then they are only recorded in the system when you process the payment. 

To do this:
  1. Open your Proposed Work from the main Proposed Works tab, or from the Proposed Works tab inside the Development.

  2. On the General tab, click the Post Cheques button in the left action panel.

  1. This puts the cheques on a payment reconciliation ready for banking.


Checking Payment Status

You can keep track of payments received in the Proposed Work.

  1. Open your Proposed Work from the main Proposed Works tab, or from the Proposed Works tab inside the Development.

  2. Navigate to the Payment Status tab.

  3. Here you can see which clients have and have not paid for their share of the Proposed Work.

  4. The Agreed/Disagreed/Total field in the top action panel will show you the breakdown. 

  5. Amount Requested shows the total amount requested from all clients, Achieved is how much has been received to date and Achieved Percentage is what percentage of the funds have been received.



  6. In the main grid on this tab, you can see how much each client owes, how much they have paid and how much remains outstanding.



Sending Payment Reminders


If you need to chase clients for payment, you can do this from inside the Proposed Work.

  1. Open your Proposed Work from the main Proposed Works tab, or from the Proposed Works tab inside the Development.

  2. Navigate to the Documents tab.

  3. Click Send to bring up the Documents:Distribute (New) screen.



  4. Select your reminder template, filter your recipients list and process the merge as normal following the steps in Running a Mail Merge.

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