Payment Profile Summary in PICSWeb Configuration

Owned by Joe Robson (Unlicensed)
Last updated: May 12, 2022
2 min read

Applying payment profiles to learners is explained in the Payment Records in the ILR Summary page.

Selecting the ... icon next to a Payment Profile in the Payment Profile List and selecting Summary will open the Payment Profile Summary page. The following details are shown for the overall profile:

  • Code

  • Status – This indicates whether the profile is Live or Dormant. Only Live profiles can be added to a learner.

Payment Profile Items

The rest of the summary page shows the Payment Records that make up the profile and will be added to the learner’s Payment Records Tab when the profile is applied. For each item, the following details are shown:

  • Item name

  • Amount

  • First Payment

  • Repeat – This indicates whether the item should repeat throughout the learner’s programme.

Filtering the Item List

The option to filter by Number of Records shown is available by default above the list. Once you have made your choice, press Enter or select the Search icon to run the search and apply your filters.

Exporting the Item List

Selecting More shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Creating a New Payment Profile Item

Selecting Create will open a window where you can enter the following details for the new item:

  • Payment Item – This is a user-defined value used to categorise the payment. They are maintained in the Payment Items tab in Payment Configuration.

  • Cost Centre – This is a user-defined value used to categorise the payment by location. They are maintained in the Cost Centres tab in Payment Configuration.

  • Link Organisation – Here you can link either the learner’s Subcontractor or Employer Organisation Record to the payment when it is applied. The Employer is derived from either the learner’s most recent Employment Status record (for ILR learners) or Work Placement record (for non-ILR learners).

  • Amount

  • First Payment – Here you can choose whether the first payment is paid at the Start or End of the duration of the payment profile. These dates will be set to the learner’s Episode Start and Episode Expected End dates by default, although they can be amended when applying the profile. You can also add an Offset value to delay the first payment by a fixed unit of time.

  • Repeat Payments – If you want the payment to repeat, you can specify the frequency of payments up to the End date of the profile. If necessary, you can specify a Maximum number of repeat payments before the payments are automatically ended.

Once you have entered the necessary details, select Save to add the new profile item or Cancel to discard it.