The Payment tool gathers everything the company owes for a period: approved tracked time, pending expenses, provider invoices and base payments. You choose what to pay and it records the payment as one transfer. This guide shows how.
Only people who can see finances have the Payment tool in the side menu. Anyone else who opens the page is told it does not exist.
Get the report
- Choose Payment tool in the Finances group of the side menu.
- Choose the period in Date From and Date To. Both are required: if one is empty you see The Date From field is required. or The Date To field is required.
- Click Generate Report.
The page address keeps the period, so reloading the page or sharing the link opens the same report.
The table groups what is pending by person or provider. Each group starts with a row showing its name and the total of what you have ticked in it, and the whole table opens and closes with a Total row for everything ticked. Each provider has its own group and its own total. If nothing is pending in the period, you see No data instead of the table.
Each row shows its Project, its Sprint, its Type, the User and the Estimated amount. The Type says what the row pays:
- Tracked Time: approved time that has not been paid, worked out from the person's rate on that project.
- Expense: a person's unpaid expenses with a date in the period, one row per sprint. Expenses that have no sprint also appear, in a row with an empty Sprint.
- Slicing Pie: the same, for expenses that come from Slicing Pie tasks.
- Provider: a provider's pending invoices, all together, under Provider payments.
- Payment: a person's base payment due on a date of the period, under Weblabor base payments.
- Loans: every unpaid income recorded to that person with a date in the period, whatever it is for, all together under Debt payments. The amount is negative, so it subtracts from what that person is paid.
Click the Type to open the records behind a row, except for base payments. The list opens already filtered to the report's period and to that row's person, project and sprint, or to that provider or debt.
Above the table, under Errors, the line Projects with tracked time but no sprint: lists the projects with approved tracked time in the period but no sprint. Click a project to see that time. It is not in the table until it is given a sprint. The box appears only when there is such a project in the period you chose.
Pay
- Tick the rows to pay. Rows start unticked, and rows you leave unticked are shown in grey.
- Choose the Bank Account the money leaves from. It is required: if it is empty you see The Bank Account field is required. under it.
- Check the Payment Date. It starts at the moment you opened the page; if you clear it, the current moment is used. Once you change it, the page address keeps your date, and so does the bank account you chose, so reloading the page keeps them instead of starting again at the current moment.
- Click Mark as Paid.
You see Payments done. Everything you ticked is recorded as one transfer on that bank account, dated on the Payment Date, and the paid rows leave the report. Tracked time becomes an expense for its hours inside that transfer. The transfer then waits for you to confirm it in Transfers once the bank shows it.
When nothing is paid
The tool pays one beneficiary at a time and checks the figures again before recording anything. If a check fails, nothing is paid:
- No payments selected: nothing is ticked.
- Different beneficiaries detected or Different types of payments detected: the ticked rows belong to more than one person or provider. Tick only one person's or one provider's rows.
- Sprint not found: a ticked Tracked Time, Expense or Slicing Pie row has no sprint. An expense without a sprint is listed but cannot be paid here: give it a sprint in its record first.
- An expense has a different total than the estimated, Tracked time has a different total than the estimated or An income has a different total than the estimated: the records changed after the report was generated. Click Generate Report again.
After a missing sprint or a different total you also see Payment not done because of errors.