Payment Records in the PICSWeb Organisation Summary

Owned by Joe Robson (Unlicensed)
Last updated: Sept 23, 2022
3 min read

The Payment Records tab in the Organisation Summary records all payments made between your company and the Organisation. For each payment, the following details are shown:

  • Learner – Selecting this will take you to the corresponding Learner Summary.

  • Description

  • Reference Number

  • Purchase Order (PO) Number

  • Invoice Number

  • 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.

  • Amount

  • Expected Date

  • Status

  • Paid Date – If the payment has passed its expected date and not been paid, a flag will be displayed here to mark it as Overdue.

  • Credit/Debit

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 Search 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.

  • Search – Here you can search by Learner Name and ID code.

  • Payment Status – Here you can search for or choose the relevant status from the list.

  • Learner Tags – Here you can restrict the list to payments relating to learners with specific Tags. Choosing a tag from the drop-down menu will add it to the field. You can add multiple tags to the field and remove any added ones by selecting the X icon. The following tag options are available:

    • Any – This will restrict the list to learners that have at least one of the specified tags.

    • All – This will restrict the list to learners that have every specified tag.

    • None – This will restrict the list to learners that do not have any of the specified tags.

  • 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:

  • Site

  • 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

  • Learner Officer

  • Funding Organisation

  • Programme

  • Risk Band

  • Learner Reference Number

  • Postcode

  • Unique Learner Number (ULN)

  • Learner Status

  • Learner System Status

  • Learner Created Date

  • Learner Started Date

  • Learner Ended Date

  • Learner Expected End Date

  • Learner on Break-in-Learning

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

New payment cannot be added in the organisation summary. Instead, you will need to go to the Payment Records page in the relevant Learner ILR Summary and add a payment linked to the organisation from there.

Payment Record Actions

The following actions are available by selecting the ... icon by a payment in the list:

  • Summary – Selecting this will open the corresponding Payment Summary page.

  • Change Status – Selecting this will open a window where you can Process the Payment to update the status.

  • Edit – Selecting this will open a window where you can Edit the Payment.

  • Delete – This will remove the payment record. ear 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 prompted to confirm before the record is deleted.