Payments, costs and budget alerts

Payments records money to be paid or already settled. Open Payments, create the record and enter project or stage where relevant, category, amount, date, method, recipient, description and supporting information offered by the form. Check for an existing wage or milestone payment before making a second record.

If payment approval is required, every new payment starts Pending, regardless of its amount. If approval is disabled, it starts Approved. The current workflow does not use an amount threshold to decide whether approval is needed. Creating or approving a record does not transfer money.

1. 01

   Review a pending payment

   The approver checks amount, recipient, purpose and evidence. Approve or reject; rejection needs a reason. Creating payments and approving them use different permissions.

2. 02

   Record settlement

   After the actual payment is made through your usual payment method, mark the Approved record Paid. Use the available voucher or receipt PDF as appropriate.

Approved payments can create cost records before cash is marked Paid. Project spending uses the shared cost records and excludes inventory receiving entries from its cost total; receipt, issue and consumption have different meanings. Manual Cost Tracking entries should describe a cost not already recorded by an automated source. Compare project, stage, date, category and source before adding an adjustment.

Budget Alerts is optional and uses configured thresholds to highlight budget pressure. Its main project view focuses on planning and in-progress projects with a budget. A warning is a reason to investigate, not a spending authorization or an automatic payment block. Approved and Paid payments cannot be deleted normally, and Rejected has no ordinary resubmit transition. Check the record before repeating a failed-looking action.