Overriding Payment Amounts

Purpose/Overview

The Override Payment Amounts feature in Payment Manager allows users to adjust payment amounts before processing when exceptional circumstances require changes. Users can increase payment values by either a fixed amount or a percentage, ensuring payment records accurately reflect approved adjustments.

This feature is intended for users responsible for managing and processing payments and provides flexibility when payment modifications are required.

Navigation Path:

To access this feature: Project > Payment Manager > Search Information

Things to Know:

• Payment adjustments can be applied using a fixed amount, a percentage increase, or both.
• A comment is required to document the reason for the payment adjustment.
• The system automatically recalculates the payment amount after the update is applied.
• Adjustment information is recorded and retained as part of the payment record.

Key Benefits/Use Cases:

• Payment Corrections

  Adjust payment amounts when corrections are required before payment processing, ensuring accurate payment values.

• Approved Payment Increases

  Apply authorized increases using a fixed amount or percentage to accommodate project-specific payment requirements.

• Audit and Tracking

  Document adjustment reasons through comments, providing a clear audit trail of payment modifications.

How It Works:

Follow these steps to update a payment amount:

Step 1: Access Payment Manager

1. Navigate to Project > Payment Manager.
2. Select the appropriate Check Log from the left navigation panel.

Step 2: Locate the Payment Record

1. Open the Search Information tab.
2. Use the Search Options section to locate the payment record.
3. Select the payment record to be modified.

Step 3: Apply the Payment Adjustment

1. Navigate to the Processing Options panel.
2. Enter one or both of the following values:
   • Payment Increase (Fixed Amount)
   • Payment Increase (% Amount)
3. Enter a comment explaining the reason for the adjustment.
4. Click Update Payment.

Related Features/Next Steps:

• Finding & Processing Payments
• Adding Payments to a Check Log
• Submitting a Check Log for Approval

FAQ/Troubleshooting:

Q: Can I increase a payment by a fixed amount? 

A: Yes. Enter a value in the Payment Increase (Fixed Amount) field and update the payment. 

Q: Can I increase a payment by a percentage? 

A: Yes. Enter a value in the Payment Increase (% Amount) field and update the payment. 

Q: What happens after I click Update Payment? 

A: The system recalculates the payment amount and records the adjustment details, including the comment provided.

Q: Why should I enter a comment when adjusting a payment? 

A: The comment provides documentation for the adjustment and helps maintain an audit trail of payment changes. 

Questions?  Contact us!