Processing Scheduled Payments in ContrOCC

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1 Processing Scheduled Payments in ContrOCC This guide explains how to process Scheduled Payments in ContrOCC. Requires: Notes: Authorised Care Package Line Items exist in ContrOCC. Contracts have Contract Payment Methods. This guide assumes default/demo data values. Your data may be different - your providers will have different names and your service levels may appear very differently. Step 1: Calculating Payments Note: ContrOCC automatically runs a task to calculate payments overnight. However, if you have changed CPLI data since the last time this process ran, you may wish to calculate payments again to ensure your data is accurate. 1.1 To calculate payments for a single contract, right-click on the contract in the Contracts Tree. 1.2 Click on Calculate Payments. This will calculate payments to this provider on this contract only - payments to the same provider on other contracts (e.g. if the same carer receives Adoption Allowance) will not be calculated Hythe Bridge St, Oxford OX1 2EP info@oxfordcc.co.uk C ONFIDENTIAL

2 1.3 Alternatively, click on Tools Calculate Payments for All Contracts. Note: Calculating payments for all contracts can take a long time and slow the system, especially if you have a large number of contracts. We recommend that you calculate payments for individual contracts instead. Step 2: Processing Payments 2.1 Navigate to Payments Home Payments C ONFIDENTIAL

3 2.2 The default display is the Ready for Authorisation tab. This contains payments that are due to be paid but have not yet been authorised. 2.4 If a payment has a Due Date in the past, an Exception will display to show the payment is overdue. 2.3 Payments are processed sequentially. If there are overdue payments which have not yet been processed, these must be authorised and finalised before the next set of payments will appear in this tab. This means that the Due Date of a payment can be in the past. Note: The first Due Date of a payment and the frequency of subsequent Due Dates depend on settings in the Contract Payment Method C ONFIDENTIAL

4 2.4 Click Edit or double-click to view a breakdown of the Cost and Income items making up each payment. 2.5 Click Edit or double-click on a Cost or Income Item to view details of the calculations which make up the payment C ONFIDENTIAL

5 3. Adding a Manual Adjustment Note: If a payment is higher or lower than it should be, you can correct the amount paid in this pay run by adding a Manual Adjustment. 3.1 Select the Payment Period you want to adjust 3.2 Click Add M.A. 3.3 You must select a Purchase Order for the Manual Adjustment to reference. Any Client who has generated a payment in the past will have a Purchase Order against them for each Financial Year. 3.4 You must select a Cost Centre and Subjective so that the manual adjustment is logged against a budget. 3.5 You may optionally select a Sub Detail. 3.6 The Amount can be negative. If you enter "-50", the total payment will be adjusted down by The Reason for MA dropdown box is populated by the Reason for Manual Adjustment dictionary. You can add a new Reason in real time with the "+" button C ONFIDENTIAL

6 4. Automatic Adjustments Note: If you change the details of care after payments have already been made to the carer, e.g. setting an end date in the past, deleting the CPLI, or retroactively changing the price, Automatic Adjustments will be generated. 4.1 To view automatic adjustments in a Payment Period, double-click the period or click Edit from the Ready for Authorisation screen. 4.2 Revocations, where the entire value of a payment is being clawed back, are labelled Rev. 4.3 Adjustments, where a payment is being increased or decreased by less than its full value, are labelled Adj. 4.4 Manual Adjustments entered by a user are labelled MA C ONFIDENTIAL

7 5. Modifying Payment Periods 5.1 If an individual item within a payment period is incorrect, you can choose to Cancel, Carry Forward, Pay by Instalments or Suspend it. 5.2 Select the payment item and click the drop-down arrow to the right of Carry Fwd. Select your option. By default this is set to Pay for all items. 5.3 Cancelling a payment removes it entirely from the pay run. The payment will not be made. This has no effect on future payments generated by the same CPLI. 5.4 Carrying Forward a payment removes it from this pay run and sets it up to be paid in the next pay cycle. A payment can be Carried Forward indefinitely, but someone must manually select the option every time otherwise it will be paid by default. 5.5 Choosing Pay Instalment allows you to pay (or claw back) a single large item over several pay periods. This is commonly used when large overpayments are clawed back from foster carers over several weeks rather than in one lump sum. 5.5 Suspending a payment item means it will not be paid in this pay run, and will continue to appear as "Suspended" in future pay runs until the suspension is cancelled. Unlike Carry Forward, this non-payment is automatic and continues until removed C ONFIDENTIAL

8 6. Authorising Payments 6.1 To authorise an individual payment, select it from the list and click Authorise. 6.2 To authorise multiple items, multi-select the items by using the Shift or Control keys on your keyboard. 6.3 Authorised items appear in the Ready for Finalisation tab. 6.3 Incorrectly authorised items can be Unauthorised from here, returning them to the ready for Authorisation tab C ONFIDENTIAL

9 7. Common Checks and Balances Note: There are several common methods that finance teams use to review payments before authorising them. This can help identify erroneous or mistaken payments. 7.1 High Values: Click on the Value column to sort the list by the total value of its payment items. You can now see the items with highest values and investigate them if they seem suspicious. 7.2 Right-click on suspicious entries and click on Go to Contract to examine the payment history for this carer. 7.3 Click on the Payment tab and double-click the Payment Method C ONFIDENTIAL

10 7.4 Double-click on previous (finalised) Payment Periods to view their total values and compare to the current value. 7.5 Exceptions: There are a number of Exceptions which can be configured to show in circumstances where a payment may need a second look. 7.5 Exceptions show with a yellow triangle to the left of the Due Date. Mouse over the exception to see more details. 7.6 Click on the Exceptions button to view a report of all exceptions for the payment periods in the list C ONFIDENTIAL

11 7.7 You can configure which exceptions show from the Exception Settings menu in the System Admin section. 8. Finalising Payments Note: Every time payments are finalised, they create a batch. This batch is sent to Agresso. 8.1 To select multiple payments, shift-click or control-click. 8.2 Use the Finalise button to finalise all highlighted payments in the list. 8.3 Use the Finalise All button to finalise all payments in the list C ONFIDENTIAL

12 8.4 You will be prompted to reenter your password as a final check. Note: Finalisation is irrevocable and in most systems with automatic Accounts Payable exports, is the final human step necessary before payments are processed and sent to providers C ONFIDENTIAL