Learner Payments in PICSWeb

Selecting Learners > Payments from the side menu will open the Learner Payments page. This page is where you can manage and process payments made to and from your organisation.

Creating new payment records is done from the Payment Records tab in a learner's ILR Summary.

Payment List

The payment list displays any payment records that match the filters set above the list. For each payment, the following details are shown:

  • Learner – Selecting this will open the corresponding Learner Summary.

  • Description

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

  • PO Number – This is shown in a yellow box.

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

  • 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.

  • Amount

  • Expected Date

  • Status

  • Paid Date – A red flag will indicate here if a payment is Overdue.

  • Credit/Debit

  • Employer – Selecting this will open the corresponding Organisation Summary.

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 or ID.

  • Employer – A search bar is available at the top of the drop-down menu.

  • Payment Status

  • Learner Tags – Selecting the Search... box will open a drop-down menu where you can add multiple Tags to search by. The following search options are available:

    • Any – This will filter the list to records that contain at least one of the specified tags.

    • All – This will filter the list to records that contain every specified tag.

    • None – This will filter the list to records 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

  • Learner Postcode

  • Learner 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.

Payment Actions

The tickboxes to the left of each payment in the list can be used to Process Learner Payments. Along with this, selecting the ... icon by a payment in the list will open a menu with the following options:

  • Summary – This will open the Learner Payment Summary.

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

  • Delete – You will be prompted to confirm that you want to delete the payment. You should only delete a payment record if it has been entered by mistake.