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Payment Records in the PICSWeb Applicant Summary

Payment Records in the PICSWeb Applicant Summary

Owned by Ryan Mahoney
May 23, 2024
3 min read

The Payment Records tab in the Applicant Summary records all payments made to and from your organisation that relate to the applicant's programme costs. For each payment, the following details are shown:

  • Description

  • Reference Number – This is shown in a blue box.

  • PO Number – This is shown in an orange box.

  • Invoice Number – This is shown in a green box.

  • 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

  • Credit/Debit

  • Expected date

  • Status

  • Paid date – If no paid date has been recorded but the Expected Date has passed, a red box will flag the payment as Overdue here.

  • Organisation – Selecting this will take you to the relevant Organisation Summary page.

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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.

  • Organisation – A search bar is available at the top of the organisation 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:

  • Organisation Head Office

  • Payment Item

  • Credit/Debit

  • Reference Number

  • PO Number

  • Invoice Number

  • Expected Date

  • Raised 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.