Setting One-Off Payment Workflow

Purpose/Overview

The One-Off Payment workflow is used to create payments that are not part of a standard recurring payment schedule. These payments are typically created for special circumstances where the payment amount is already known and does not require system-generated calculations.

Common examples include:

• Crop damage compensation
• Reimbursement payments
• Goodwill payments
• Settlement amounts
• Other ad hoc financial obligations associated with an agreement

The workflow supports both:

• Single payments that are issued one time.
• Recurring payments that are issued on a defined schedule for a specified period.

Once a One-Off Payment request is submitted and approved, the payment is automatically scheduled and becomes available for tracking and management within the system.

Navigation Path:

To access this feature: Project > Agreement Manager > Agreement Information Tab > Agreement Forms Panel

Things to Know:

• One-Off Payments are intended for payments that do not require system-generated calculations.
• Required fields are identified with a red asterisk (*).
• Depending on your organization's configuration, additional payment-related fields may be required.
• Payment requests must be submitted for approval before they can be scheduled and processed.

Key Benefits/Use Cases:

• Ad Hoc Compensation Payments

  Create one-time payments for situations such as crop damage, land restoration, or other compensation obligations where the payment amount is predetermined.

• Reimbursement Requests

  Issue payments to reimburse landowners or payees for approved expenses associated with an agreement.

• Scheduled Special Payments

  Create recurring payments for a specific duration when payments fall outside the standard payment schedule but must be distributed on a recurring basis.

How It Works:

Follow these steps to create a One-Off Payment:

Step 1: Open the required agreement in Agreement Manager.

Step 2: Navigate to the Agreement Information tab.

Step 3: Locate the Agreement Forms panel.

Step 4: Click Add New Record to create a new workflow request.

Step 5: From the Approval Type dropdown list, select One-Off Payment.

Step 6: Complete all required fields marked with a red asterisk (*). Complete any additional payment-related fields required by your organization's configuration.

Step 7: Enter the payment details, including:

• Payment amount
• Payment date
• Distribution method
• Supporting information required for approval

Step 8: Select the appropriate Distribution option.

Ownership-Based Distribution

• Uses the ownership percentages defined within the agreement.
• Automatically distributes the payment amount among landowners based on their ownership percentages.

Specific Landowner/Payee Distribution

• Displays the individual landowners or payees associated with the agreement.
• Selecting a specific payee allocates 100% of the payment amount to that individual.

Step 9: Review all entered information for accuracy.

Step 10: Click Save to store the payment request.

Step 11: Click Submit for Review to begin the approval process.

Related Features/Next Steps:

• Voiding a One-Off Payment Workflow
• Applying Payment Templates to Agreements
• Creating a Payment Template

FAQ/Troubleshooting:

Q: What types of payments can be created using the One-Off Payment workflow? 

A: The workflow can be used for one-time or recurring payments that are not part of a standard payment schedule, such as crop damage compensation, reimbursements, goodwill payments, and settlement payments. 

Q: What is the difference between Ownership-Based Distribution and Specific Landowner/Payee Distribution? 

A: Ownership-Based Distribution allocates payment amounts according to ownership percentages defined in the agreement. Specific Landowner/Payee Distribution allocates 100% of the payment amount to the selected individual payee. 

Q: What happens after a One-Off Payment is submitted? 

A: After approval, the payment is automatically scheduled and becomes available for tracking and management within the system.

Questions?  Contact us!