The Payment Records tab in the Learner ILR Summary records all payments made to and from your company that relate to the learner's programme costs. For each payment, the following details are shown:
- Description
- Payment Type
- Code/Item – The Payment Code indicates the type of payment according to ILR Specifications. The Payment Item is a user-defined value used to internally categorise payments. Payment Items are maintained by your database administrators in List and Type Configuration.
- Applied Date
- Amount
- Status
- Credit/Debit
- Employer – Selecting this will take you to the relevant Organisation Summary page.
Filtering the Payment List
The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the 
icon to run the search and apply your filters.
- Sort By – Here you can use the drop-down menu to choose how the list is ordered.
- Employer – A search bar is available at the top of the employer list.
- Payment Status – Here you can search for or choose the relevant status from the list.
- Payment Code
- Number of records – Here you can use the drop-down menu to choose how many results are displayed per page.
Along with these, additional fields can be added by selecting More. Choosing a field will add it to the top bar, where it works like the filters explained above. The following fields are available:
- Payment Item
- Credit/Debit
- Reference Number
- PO Number
- Invoice Number
- Expected Date
- Raised Date
- Authorised Date
- Paid Date
- Created Date
- Invoiced Date
- Claimed Date
- Reconciled Date
Exporting the Payment List
Selecting More also shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.
Adding a New Payment Record
Selecting Add Payment Record in the Payment Records tab will open a window where you can choose the Code for the new payment record.
Once you have finished, select Save to add the new record or Cancel to discard it. After saving, you will be taken to the Edit window, as explained below, where you can view and edit further details.
Editing Payment Records
Either saving a new record or selecting ... > Edit by a payment record in the list will open the Edit Payment Record window. Here you can enter and amend the following details:
- Payment Code
- Payment Item
- Description
- Expected Date – Selecting this field will open a calendar date selector.
- Expected Amount
- Actual Date – Selecting this field will open a calendar date selector.
- Actual Amount
- Employer – A search bar is available at the top of the employer list.
- Reference
- PO Number
- Invoice Number
- Notes
- Status – You can use this drop-down menu to process payments through the necessary payment statuses.
Once you have made your changes, select Save to confirm them or Cancel to discard them.
Deleting Payment Records
Selecting ... > Delete by a record in the list will remove it from the learner record. Bear in mind that this should only be done for records entered in error. For payments that have not gone ahead, you should instead use the Withhold or Cancelled statuses as necessary. You will be asked to confirm before the record is removed.
